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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 LSK/Ikentoo and Mews in our software, the POS-Connector.

Vincent Verschueren avatar
Written by Vincent Verschueren
Updated over 5 months ago

Guide Overview

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

  • Accessing the POS-Connector:

    • Detailed steps on accessing our system, the POS-Connector.

  • Configuring POS (Lightspeed K-Series) Settings:

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

  • Configuring the Lightspeed Backend settings:

    • Following the configuration of specific Lightspeed settings in the POS-Connector, adjustments are required in the Lightspeed backend.

  • Configuring Mews Settings:

    • Elaborate instructions for configuring and customizing your Mews settings in the POS-Connector.

  • Configuring the mapping:

    • 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

Mews

To establish the Mews integration, the following steps and information are necessary:

  1. Accounting Categories

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

      • An accounting category for: Fallback Revenue

      • An accounting category for: Fallback Payments

      • An accounting category for: Tips/Gratuity

    • Furthermore, it is essential to link your product categories and payment methods from Lightspeed to an accounting category. For instance, if you have a product category named Beer, ensure that there is an accounting category named Beverages or Alcohol. Similarly, for payment methods like Visa, create an accounting category named Visa or Credit Card.

  2. Additional Service

    • A specific Additional service must be established to be able to perform room charges:

      • This service can be named: Room Charge

  3. Outlets

    • Outlets need to be created only if you intend to enable direct payments such as cash or card transfers to Mews.

      • The Outlet's name can be customized according to your preference, such as Restaurant, Bar, Spa, or any other designation if you prefer to segregate the revenue.

Lightspeed K-Series

To configure the Lightspeed K-Series integration, the following information is needed:

  1. Login Credentials

    • In order to set up this integration, it is necessary to log in using your Lightspeed credentials to establish a connection with your POS system.

Access the POS-Connector

To access the POS-Connector, follow these steps:

  1. Obtain Login Credentials:

    • Ensure you have been provided with login credentials by an Omniboost support agent. If you have not received them, kindly request them from your designated contact at Omniboost.

  2. Navigate to the POS-Connector:

    • Open your web browser and go to https://pos2.omniboost.io/

  3. Enter Your Credentials:

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

    • Password: Enter the password you received in the email.

  4. Select “Remember Me”:

    • Check the Remember me box to save your login details for future access.

  5. Click “Login”:

    • Press the Login button to proceed.

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

Initiation of Integration Setup

  1. Proceed to the Following Screen:

    • Upon successful logging in, you will automatically navigate to the subsequent screen.

  2. Select “Configure Integration”:

    • Locate and select the Setup integration button on the screen to begin configuring the integration.

Connecting to Lightspeed K-Series (POS)

  1. Establishing Connection with Lightspeed K-Series:

    • Locate and click the Connect button on the setup screen to initialize the connection with Lightspeed K-Series.

  2. Logging In with Your Credentials:

    • Input your Lightspeed K-Series login credentials as requested.

  3. Authorization Process:

    • Upon successful login, ensure all sliders are selected and proceed by clicking Authorize.

  4. Troubleshooting Steps:

    • Resolving a Server Error

      • Verify the accuracy of your password.

      • If you are certain that the password is correct but encountering issues, attempt logging in through an incognito or private browsing tab to circumvent any potential cookies complications.

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

Select the Company

  1. Choose the Business Location:

    • Please ensure to select the appropriate company/business location you wish to establish a connection with.

  2. Multiple Business Locations:

    • In case you manage multiple business locations, you can easily switch between them by navigating to Switch property and choosing the specific business location you intend to work with.

  3. Missing Business Locations:

    • If you do not find your business locations listed, kindly reach out to your assigned contact at Omniboost for further guidance and support.

  4. Select the Company:

    • Upon confirming the correct company/business location, proceed by clicking on Select Company.

Important Note: It is advised to keep the Use Meal Periods checkbox unchecked; further details regarding this will be provided in the next steps.

Configuring Lightspeed K-Series (POS) Settings

Upon logging in to Lightspeed, you will be directed to the configuration screen. Below, detailed explanations of the settings and the required information input are provided, along with a user-friendly example for better understanding:

  1. Select the “On Room Payment Type”:

    • This step involves selecting the payment type linked to Room Charges. Typically, this button is labelled as Room Charge or On Room.

    • To confirm this, access your Lightspeed back office by following this path:

      • Configurations → Settings → Payment methods

  2. Configure “Tip Name”:

    • Customize the tip description based on your preferences. It can be named as Tips, Gratuity, Trinkgeld (in German), or any other term of your choice.

    • This description will be utilized to transmit the tips received in Mews.

  3. Decide on Using Meal Periods

    • Within Lightspeed, you have the option to utilize Meal Periods. For instance, you can have Breakfast, Lunch, and Dinner. It is essential to determine whether you wish to implement this feature in advance. This setup can be done using accounting categories/floors or outlets. If you opt for this, each floor in Lightspeed will have Breakfast, Lunch, and Dinner version.

      • Accounting categories/Floors: For instance, if you prefer to use this feature with accounting categories, you will need to create a Breakfast, Lunch, and Dinner version for each accounting category (Revenue). For example: Food - Breakfast, Food - Lunch, and Food - Dinner. These can be assigned to the respective floors. If, for instance, you have a floor named Restaurant, you will have the following three floors: Restaurant - Breakfast, Restaurant - Lunch, and Restaurant - Dinner.

      • Outlets: Alternatively, you can segment this based on outlets. However, please note that with the standard Mews licence, you can only create three outlets. Therefore, if you designate Breakfast, Lunch, and Dinner as outlets, you will not be able to create additional outlets unless you upgrade to the Enterprise licence.

    • It is important to note that utilizing Meal Periods is optional and can be left empty if you prefer to keep your setup straightforward. The feature is available for use as needed.

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

Configuring the Lightspeed Backend Settings

Now that the Lightspeed settings are configured in the POS-Connector, 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

  3. Select PMS Server:

    • Set the PMS Server to Other

  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

We've completed the configuration of the Lightspeed (POS) settings and changed some settings in the back office. The next step is to configure the Mews (PMS) settings.

  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 Lightspeed but not mapped in the POS-Connector. 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 POS-Connector to prevent data loss.

  3. Selecting the correct Outlet:

    • Select 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.

  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 it will be allocated to.

  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. 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%

        • 16% dropdown → 16%

        • 19% dropdown → 19%

        • 5% dropdown → 5%

        • 7% dropdown → 7%

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

Configuring the mapping between Lightspeed K-Series and Mews:

Now that we've completed the configuration of Lightspeed (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 POS-Connector. 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.

  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:

    • 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 category 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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