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Lightspeed K-Series → Mews | Onboarding guide
Lightspeed K-Series → Mews | Onboarding guide

This document provides a step-by-step guide for setting up the integration between Lightspeed K-Series and Mews in our system, DataHub.

Vincent Verschueren avatar
Written by Vincent Verschueren
Updated over 2 weeks ago

Guide Overview

This guide offers comprehensive instructions on establishing and customizing the integration between Lightspeed K-Series → Mews through the DataHub. It comprises the following sections:

  • Accessing the DataHub:

    • Detailed steps on accessing our system, the DataHub.

  • Configuring POS (Lightspeed K-Series) Settings:

    • In-depth guidance on setting up your POS configurations within the DataHub.

  • Configuring the Lightspeed Backend settings:

    • Following the configuration of specific Lightspeed settings in the the DataHub, adjustments are required in the Lightspeed backend.

  • Configuring Mews Settings:

    • Elaborate instructions for configuring and customizing your Mews settings in the the DataHub.

  • Configuring the mapping in DataHub:

    • Precise instructions for aligning POS product categories with accounting categories from Mews.

Kindly adhere to each section meticulously to ensure a seamless and efficient integration setup.

Integration Setup Requirements

To establish the Lightspeed K-Series → Mews integration, the following information is necessary:

1. Accounting Categories within Mews

Prior to starting the integration process, the following accounting categories must be created within Mews:

  • Fallback Revenue

  • Fallback Payments

  • Tips/Gratuity

  • Service Charge

Additionally, during the onboarding process, it is essential to link your product categories and payment methods from Lightspeed to an accounting category. For example, if you have a product category named "Beer," ensure there is an accounting category named "Beverages" or "Alcohol." Similarly, for payment methods like Visa, create an accounting category named "Visa" or "Credit Card." Please ensure these categories are created before onboarding, as you will need them during the mapping process.
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2. Additional Service within Mews

A specific additional service must be established to perform room charges. This service can be named "Room Charge," but you can also create multiple services for different floors within Lightspeed.
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3. Outlets within Mews

Outlets should only be created if you plan to enable direct payments like cash or card transfers to Mews. The outlet name can be customized based on your Lightspeed floors, if you have them, to segregate revenue by floor.

Access the DataHub

To access DataHub, follow these steps:

  1. Obtain Login Credentials:

    • Ensure you've been provided with login credentials by an Omniboost support agent. If you haven't received them, kindly request them from your designated contact at Omniboost.
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  2. Navigate to DataHub:

  3. Enter Your Credentials:

    • Email: Input the email address you used to create the account.

    • Password: Enter the password you received in the email.
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  4. Select “Remember Me”:

    • Check the Remember me box to save your login details for future access.
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  5. Click “Login”:

    • Press the Login button to proceed.

Note: For a visual guide, please refer to the image below for further information.
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Setting Up Two-Factor Authentication (2FA)

  1. Log In to DataHub:

    • Ensure you are logged in to DataHub with your credentials.

  2. Initiate 2FA Setup:

    • Locate and click on the Enable button to start the Two-Factor Authentication (2FA) setup process.

  3. Follow the Instructions:

    • Follow the on-screen instructions to complete the 2FA setup. This involves linking your account with an authentication app (e.g., Google Authenticator, Authy) on your phone and entering a verification code.

  4. Complete Setup:

    • Once the 2FA setup is complete, confirm any additional steps or settings as prompted.

Important: Enabling 2FA is a crucial step to enhance the security of your account. Make sure to follow all instructions carefully to ensure that 2FA is properly configured. If you skip this step, you won’t be able to log in again. If you accidentally do this, please reach out to pos-support@omniboost.io

Steps to Set Up 2FA:

  1. Scan the QR Code:

    • On the screen where you clicked Enable, you will see a QR code.

    • Download a 2FA app such as Google Authenticator or Authy on your smartphone.

    • Open the app and use it to scan the QR code displayed on the screen. This QR code will set up your 2FA codes.
      ​

  2. Generate and Enter 2FA Code:

    • The 2FA app will start generating a new authentication code every 30 seconds.

    • Enter the current code from your app into the provided field on the DataHub screen to complete the setup.
      ​

  3. Save Recovery Codes:

    • Make sure to note down the recovery codes displayed on the screen.

    • These recovery codes can be used to access your account if you lose access to your 2FA app.
      ​

  4. Complete Setup:

    • Follow any additional prompts to finalize the 2FA setup.

Important: Ensure you store your recovery codes in a safe place. They are essential for accessing your account if you ever lose access to your 2FA app.

Starting the Integration Setup

  1. Access the Next Screen:

    • After successfully creating your user and setting up Two-Factor Authentication (2FA), you will be directed to the next screen.
      ​

  2. Click “Start Setup”:

    • On this screen, find and click the Start setup button to begin configuring the integration.

Note: For a visual guide, please refer to the image below for further information.

Configuring Lightspeed K-Series (POS) Settings

  1. Connect to Lightspeed K-Series:

    • On the setup screen, find and click the Connect button to initiate the connection to Lightspeed K-Series.
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  2. Log In with Your Credentials:

    • Enter your Lightspeed K-Series login credentials when prompted.
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  3. Authorize:

    • Once logged in, select all of the sliders and press Authorize.

Troubleshooting: If you encounter a server error. please double-check that your password is correct. If you’re confident that the password is accurate but still facing issues, try logging in using an incognito or private browsing tab to bypass any potential caching problems.

Note: For a visual guide, please refer to the image below for further information.

Lightspeed Settings (POS)

Now that you're logged in with Lightspeed, you'll arrive at the configuration screen. Below, you'll find explanations of the settings and what information to input, using a user-friendly example for clarity:

  1. Select Your Lightspeed Company:

    • Begin by choosing the Lightspeed company that aligns with the specific business location where you'll be using the Lightspeed K-Series to Mews integration.
      ​

  2. Select the “On Room Payment Type”:

    • In this step, you'll need to select the payment type associated with Room Charges. In most cases, this button is called Room Charge or On Room

      • You can verify this in your Lightspeed back office by navigating to:

        • Configurations → Settings → Payment methods

  3. Configure “Tip Name”:

    • Depending on your preferences, customize the description for tips. It can be named Tips, Gratuity, Trinkgeld (in German), or any term of your choice.

      • This description will be used to send the tips to Mews.

Note: For a visual guide, please refer to the image below for further information.
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Configuring the Lightspeed Backend Settings

Now that the Lightspeed settings are configured in the DataHub, we need to make some adjustments in your Lightspeed backend. Follow these steps:

  1. Navigate to the Lightspeed Backend:

  2. Access the Configuration Settings:

    • Go to Configurations from the main menu.
      ​

  3. Navigate to Payment Methods:

    • Click on Settings and then find and select Payment methods

Note: For a visual guide, please refer to the image below for further information.

Adjusting Payment Method Settings in Lightspeed

Now that you are in the Payment Methods section of the Lightspeed backend, follow these detailed steps to configure the Room Charge payment method:

  1. Locate the Room Charge Payment Method:

    • Scroll through the list of payment methods to find the one associated with room charges. It might be labeled "Room Charge" or similar.

    • If not, create a new payment method for Room Charges

  2. Set Payment Method:

    • Ensure the Payment Method is set to Charge to room
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  3. Select PMS Server:

    • Set the PMS Server to Other|
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  4. Review Additional Options:

    • Carefully review any other available options related to this payment method to ensure they meet your business requirements.
      ​

  5. Save Settings:

    • Once all settings are correctly adjusted, scroll down to the bottom of the page.

    • Click the Save button to save your changes.

Note: For a visual guide, please refer to the image below for further information.

Configuring Mews (PMS) Settings

The following steps entail configuring the PMS settings, specifically for Mews. Below is a detailed guide to assist you through this process.

  1. Select an Accounting Category for the Default Analysis Code:

    • Within this dropdown, choose the Fallback Revenue that was requested to be created.

      • Purpose: The Fallback Revenue acts as a safety net in case a new product category is generated in Mews but not mapped in the DataHub. If any data lands on this category, please log back in and check your mapping.
        ​

  2. Select an Accounting Category for the Default Payment Code:

    • From this dropdown, opt for the Fallback Payments that was requested to be established.

      • Purpose: Similar to the Fallback Revenue, Fallback Payments acts as a precaution for payment methods that are inaccurately mapped in the DataHub to prevent data loss.
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  3. Selecting the correct Outlet:

    • Choose the appropriate outlet from the dropdown for the respective floor/configuration. For instance, if you have Restaurant and Bar, select the outlet named Restaurant under the floor/configuration Restaurant, and likewise for Bar.
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  4. Selecting the Additional service:

    • Within this dropdown, select the Additional service named Room Charge created for each outlet, ensuring consistency across all outlets.
      ​

  5. Selecting the Tip Code:

    • From this dropdown, designate the accounting category where Tips/Gratuities will be allocated to.
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  6. Selecting the Service Charge Code:

    • In most scenarios, you can also designate the Tip Code here.

      • The Service Charge is applicable only in regions where it is included in the bill. If utilized, kindly create an accounting category in Mews named Service Charge.
        ​

  7. Selecting the Service Charge with VAT Code:

    • In most scenarios, you can also specify the Service Charge accounting category here. If you do not use this option, please assign the Tip accounting category here.

      • The Service Charge is only relevant in regions where it is included in the bill. If used, kindly establish an accounting category in Mews called Service Charge.
        ​

  8. Configuring the Tax Codes:

    • At the top left, you will find the percentages of the Taxes/VAT. Select the corresponding percentage from the dropdown and ensure accurate alignment.

      • Example:

        • 0% dropdown → 0%

        • 5% dropdown → 5%

        • 7% dropdown → 7%

        • 16% dropdown → 16%

        • 19% dropdown → 19%

Note: Upon completing the above steps, kindly click on Submit and proceed with the subsequent actions.

Configuring the mapping between Lightspeed K-Series and Mews:

Now that we've completed the configuration of Lightspeed K-Series (POS) settings and Mews (PMS) settings, the final step is to configure the mapping. This ensures that transactions and data from Lightspeed are correctly categorized and recorded in Mews.

Step-by-Step Instructions

  1. Access Mapping Settings:

    • Navigate to the mapping settings in DataHub. At the top, you'll see your Lightspeed floors. Each floor can have its own mapping, but you can also use the same mapping for all floors by setting the first floor's mapping as the default.
      ​

  2. Mapping Overview:

    • On the left side, you'll find the product categories from Lightspeed.

    • On the right side, you'll find a drop-down menu with your Mews accounting categories.
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  3. Create Logical Mappings:

    • Connect the product categories from Lightspeed to the corresponding Mews accounting categories.

    • Ensure there's logic in your mapping to facilitate accurate data transfer and recording.
      ​

  4. Example Mapping Scenarios:
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    • Scenario 1: Direct Category Mapping

      • If you have a Lightspeed product category named "Hot Drinks" (connected to products like Hot Chocolate, Coffee, Tea), ensure there's an Mews accounting category named "Hot Drinks". Map the Lightspeed "Hot Drinks" category to this accounting category.
        ​

    • Scenario 2: General Category Mapping

      • Alternatively, you could create a general Mews accounting categories named "Drinks" and map multiple Lightspeed product categories (e.g., Hot Drinks, Cold Drinks, Soft Drinks) to this single accounting category.
        ​

    • Scenario 3: Simplified Mapping

      • For simplicity, you could map all Lightspeed product categories related to food and beverages to a general Mews accounting category named "F&B (Food and Beverage)".
        ​

  5. Review and Adjust:

    • Review the mapping to ensure it aligns with your business needs.

    • You can revisit and adjust the mapping at any time as your business evolves or as you find more efficient ways to categorize your transactions.

Example Configuration

Here's an example configuration:

  • Lightspeed Product Category: Hot Drinks

    • Mews Accounting Category: Hot Drinks

  • Lightspeed Product Category: Soft Drinks

    • Mews Accounting Category: Drinks

  • Lightspeed Product Category: Desserts

    • Mews Accounting Category: F&B or Food

Additional Tips

  • Experiment: Don't worry about getting it perfect on the first try. Feel free to experiment with different mappings to see what works best for your business.

  • Consistency: Ensure consistency in naming and categorizing for easier tracking and reporting.

  • Consult: Reach out to your Omniboost agent for assistance or if you need help with complex mappings.

Final Steps

After configuring the mapping, review all settings to ensure accuracy. Once satisfied, you can proceed to test the integration to confirm that data flows correctly between Lightspeed K-Series and Mews. This will help identify any potential issues and ensure a smooth operation moving forward. If any assistance is needed, please reach out to your contact at Omniboost or e-mail pos-support@omniboost.io
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Note: For a visual guide, please refer to the image below for further information.
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