Octopus Bridge Integration (Pick-Up Orders)

Octopus Bridge Integration (Pick-Up Orders)


Introduction

Octopus Bridge is a cloud-based Integration platform, enabling bi-directional data exchange between physical stores and e-commerce channels. The Octopus Bridge platform is developed specifically for brick-and-mortar operations that need in-store point-of-sale (POS) to synchronize with web platforms such as Shopify, Magento, WooCommerce, BigCommerce, Wix. Eliminate duplicate data entry, send POS/ERP product data to all e-commerce channels. Sync online and offline sales every few minutes.


Requirements

Before setting up the Octopus Bridge integration, ensure the following requirements are met:

UPOS Back Office Essentials

  1. An active UPOS Retail POS account.

  2. A UPOS Online Orders (OLO) license is required. Ensure that the Online Orders license is included as part of the package and is enabled under the Account's License Settings.

  3. The Integration Hub license must be enabled in the account’s License Settings.

  4. The Online Orders toggle under POS Settings must be enabled to receive orders in the POS system.

  5. Octopus merchant credentials (Merchant Name and Access ID) provided by the Octopus team.

    Note:     The onboarding and initial configuration on the Octopus side will be handled by the Octopus team.


Subscribe and Configure in UPOS Retail Back Office

Navigation: Log into Back Office. On the left-side pan, select Home then Integration Hub.

A screenshot of a phone Description automatically generated



  1. On the Integration Hub page, select Browse and Subscribe Integrations.


  2. Under the Online Order section for Octopus select Add.
     

  3. On the Disclaimer page that appears: after selecting the Terms and Conditions box at the bottom left, click Confirm at the upper right. After that, you are redirected to the Configure and Manage Integrations page.


  4. On the Current Integrations page: navigate to the row with Octopus, then under the right-side Actions column select the settings (gear) icon.


  5. The Octopus Settings page shows two tabs: Settings and Action.

    1. Under the Settings tab:

      1. Enter the Octopus merchant Name (provided by Octopus), which might be unique for all the stores on the Account.
      2. Enter the Access ID (provided by Octopus), which is unique for the store.
        Note: The onboarding and initial configuration on the Octopus side will be handled by the Octopus team. Octopus merchant credentials (Merchant Name and Access ID) provided by the Octopus team.


    2. Under the Action tab:

      1. Set the Order Platform Price Level by selecting the required price level from the dropdown and then clicking Save to apply your changes.
      2. Next, for the Products Publish dropdown, select an option (either Existing Products or New Products); only after this selection will the Publish Products option allow you to publish products to Octopus.
      3. Products will be reflected in Octopus based on the selected order platform price level and the chosen data publishing option.
        1. If you click Cancel, you are reverted to the Current Integrations page.


Event

Condition

Behavior

Changes made in Back Office

Changes to existing items (new items added, price level change, name, image, or SKU) are made in Back Office), then under the Octopus Actions tab an option from the Product Sync dropdown is selected.

The Publish Products button becomes enabled.

No options from the Product Sync dropdown are selected.

The Publish Products button remains greyed out

Order Platform Price Level change in Integration Hub (Octopus Actions Tab)

The price level in Integration Hub is updated via the Actions tab in Octopus and an option from the Product Sync dropdown is selected

The Publish Products button becomes enabled

No options from the Product Sync dropdown are selected

Publish Products button remains greyed out

The price level in Integration Hub is updated via the Actions tab in Octopus without selecting an option from the Product Sync dropdown, then Save is pressed

No changes appear in Octopus. Only the price level has changed in the UPOS Actions tab

Send Notification to Customer
The toggle must be enabled, and the Text add-on should be purchased and enabled in the account license settings. While receiving the order from Octopus, at least one contact method, email, or both—must be available. If both text and email are available, notifications are triggered for both. If only one option is available, the notification is triggered by the available method. The same information is captured in the audit log, indicating whether the notification was sent via email or text.
When the toggle is enabled, the system sends notifications to the customer via SMS or email indicating that the order is ready for pickup




Notes 

  1. If you do not enter a valid Merchant's Name and Access ID: the system will not allow you to save, and a popup will appear prompting you to correct the configuration.

  2. If a merchant’s name and access ID is currently being used for an active store, the system won't allow you to apply the same credentials to another store.

  3. When navigating to Integration Hub → Octopus → Action tab, the Publish Products button will be disabled (greyed out) by default. The button will become enabled only after one of the options is selected from the dropdown.

  4. Real-Time Auto Sync

    1. This feature is used for inventory stock counts.
    2. If a product or item is deleted or inactivated in the back office, it will automatically stop appearing in Octopus. When it is activated again, you must manually publish the products from the Actions tab.
    3. When you set Track Inventory = No during item creation and save it in the back office, the item will be automatically deleted from Octopus. Once you set it to No, you cannot change it back to Yes. In this case, you will need to create the product and items again in the back office with different names to sync it again with Octopus. 




Operating Octopus

Operational Considerations

  1. As of now, UPOS supports Pickup orders only, and Orders cannot be edited within the POS.

  2. Only fully paid Orders will be transmitted from Octopus to the UPOS POS, as payments cannot be collected or modified in the POS once the order is created.

  3. Refunds can be processed only for unfulfilled orders or those that remain in the Ready to Pick Up status. Once an order’s status is updated to Completed, refund actions are no longer permitted.

  4. All tax configurations, pickup only order settings, and paid order settings will be managed directly from the providers such as Shopify, Woo-Commerce, etc. and they will assist with these configurations during the onboarding process.

Octopus Product Management

Octopus onboarding, portal access, and training are provided and supported by the Octopus team. UPOS is not responsible for Octopus portal configuration, feature walkthroughs, or operational training within Octopus. The screenshots below are included for general reference only to provide a brief overview of the Octopus Product Management interface. For all Octopus portal questions, training, or troubleshooting, please contact the Octopus team directly
  1. All products and items created and synchronized from UPOS Retail BO to Octopus are displayed in the Octopus Product Management dashboard. Click Stock to view the Stock counts for all available Stores.



  2. By clicking the product SKU and Item Name, the Edit Product page appears where you can customize the Item. Depending on the available inventory and timing, you can configure and customize the items for the e-commerce platform.

    1. Note: If you customize anything in Octopus, it will not be reflected in UPOS; the changes will only appear on the e-commerce site


  3. You can add or send the products and items by clicking on the Receipt box, selecting the e-commerce partners (Shopify or WooCommerce) at the top of the screen, and then clicking the plus (+) button. Once done, these products will become visible in the e-commerce portal.



Managing Orders in Octopus

Once the Order is placed in WooCommerce, Shopify, or another source by the customer: it will automatically appear in Octopus, under the Order Management screen:


Searching Orders

  1. Source of Orders - Selecting the dropdown displays the store's configured marketplace marketplaces/websites through which the customer places their order, allowing you to view the corresponding orders from that source.


  2. Select one or more of the following filter options: Order Status, Order No., User Name/Email, From and To Dates, and SKU.



  3. Once you customize the search settings, click Search at the bottom-right. The Orders will be displayed based on your selected Source and other search options.


  4. If you click the Channel Manager Order Number (channel mgr order#)...



    the Order Details page for the selected Order will appear:




POS

  1. Once an Order is placed through a third-party e-commerce platform (such as WooCommerce), it is sent to Octopus (aggregator).

  2. From the aggregator, the order is forwarded to UPOS, where it appears in the Online Orders section under Active Status, displaying the following details: Order # (e-commerce no.), Receipt #, Platform, Date, Customer Name, Total, Items, Order Status, Payment Status, Type, Pickup Person, Pickup Date, and the Digital Receipt button.


  3. The Active Status column displays all Orders along with the details outlined in the above-mentioned columns:
    1. By clicking Unfulfilled, only unfulfilled Orders will be displayed
    2. By clicking Refunded, only refunded Orders will be displayed
    3. By clicking Completed, only completed Orders will be displayed

  4. For the Order Status there are four options:
    1. Unfulfilled - Whenever a new order is received, its status will be Unfulfilled
    2. Ready for pickup - Once the unfulfilled order is packaged, it is marked as Ready for Pickup for pickup orders.
    3. Refunded - If the order cannot be fulfilled and is canceled, its status changes to Refunded
      1. Note: Refunds are exclusively handled through Woo-Commerce or Shopify e‑commerce platforms
    4. Completed - Once the order is successfully fulfilled in UPOS, its status changes to Completed
  1. Note: If you cancel or refund an order on the third-party order side (e.g., WooCommerce), the Status is automatically sent to UPOS and the Order Status is updated to Refunded. Currently this applies to only Unfulfilled orders on the POS.


Open an Order

  1. Select an Order line item then click Open Order. A new page will open where you can view the Order details.

  2. From this page, you can view all the items on the Order.


  3. Click Cancel, the page will navigate back to the Online Orders.
    1. Note: Only the Cancel button is clickable; all other options are not clickable


Print

By clicking any Order line item and then selecting Print, the connected printer will print the order details.



Operation

By clicking the Operation button, the Operation pane appears.







Digital Receipt

Select an Order line item, then click the Digital Receipt button at the right-end of the line.

  1. The Digital Receipt appears, where you can view the Order details.


  2. Click Mark as Ready for Pickup. The Confirm pop-up appears.


  3. Click Yes, Confirm. The order will be marked as Ready for Pickup in both the All Status and Pickup Orders sections for the selected item.

  4. Once the Order Status changes to Ready for Pickup and the store merchant updates the status in WooCommerce Back Office, a notification is sent to the customer. After receiving the notification, the customer can visit the store, present a valid ID, and collect the Order.

  5. In this situation, the store employee can select the specific line item and click Digital Receipt. The same receipt screen will appear. Click Mark as Completed at the bottom. After clicking Yes, Continue in the confirmation popup, the Order Status will be updated to Completed.