SpaSoft Interface
Last updated: 5/16/2023
Overview
The interface with SpaSoft supports a 2-Way integration in which Yellow Dog Inventory synchronizes data with SpaSoft via their API..
Sync Approach
Yellow Dog Inventory will push all new item definitions into the POS as well as pull all sales and returns via the SpaSoft API.
Sync Frequency
The sync can be scheduled to run at any interval but will typically be scheduled hourly.
Requirements
Client
Where Yellow Dog hosts the client database on the cloud, the IP address of the hosted server must be whitelisted.
The client needs to provide the Tax Percentage.
POS Partners
SpaSoft uses the SMS Diplomat Interface platform to provide messaging capability. SMS Diplomat is a highly developed Web Services application that runs on the Microsoft Windows Server 2003 operating system. This complete communications gateway authenticates, tracks to completion, and logs every transaction to and from SpaSoft.
Before a sync can be set up, Diplomat must be configured.
The Yellow Dog sync requires a connection to the HTNG Listener via HTTP only.
The standard Diplomat Port used for Spa Soft is 443.
Yellow Dog
Yellow Dog must have the following information in order to fully configure Yellow Dog Inventory to interface with SpaSoft:
A complete list of revenue center names and numbers that will contain retail inventory.
The following information will need to be provided by the SpaSoft installer:
Web Service URL
Authenticated System ID
SpaSoft System ID
SpaSoft Username
SpaSoft Password
Responsibilities
Client
Whitelist the Yellow Dog database server IP address on the Diplomat server.
Provide the Tax Percentage used and if there will be items in the YD database that shouldn’t have any tax applied.
POS Partners
Spa Soft Account Credentials
DataWorks file export containing the interfaces.
Yellow Dog
TBD
Data Exchange and Mapping
Sales Data
TBD
Item Data
We push the following item data:
| SpaSoft Field | Yellow Dog Field |
|---|---|
| _StoreID | Store ID |
| _ItemID | ItemID |
| _Key | Revenue Center + Item Number + UPC |
| nitem_pk | Revenue Center + Item Number |
| nschema_version | 1.000 |
| citem_number | SKU |
| cstore_id | Revenue Center |
| nnlu | SKU |
| cnlu_group_id | Null |
| cstore_name | |
| cmfr_name | Vendor 1 |
| cmfrproductno | Vendor 1 SKU |
| cdescription | Item Description + Dimension |
| ccolorsizemod | Dimension1Descripiton_Dimension2Description |
| cuom_shortname | UOM |
| cuom_name | UOM |
| cmemo | |
| creceiptdescription_1 | POS Description 1 |
| creceiptdescription2 | SKU + Dimesnions1Description + Dimension 2 Description |
| c_kitchendescripiton1 | Null |
| c_kitchendescription_2 | Null |
| nfoodprep_modifier_fk | 0 |
| ntare_weight | 0 |
| cclass_id | SpaSoft Class |
| cclass_name | |
| cdepartment_id | SpaSoft Department |
| cdepartment_name | |
| cdivision_id | SpaSoft Division |
| cinventory_type_name | "Retail Basic" |
| cfinancial_category_name | "Retail" |
| cgl_revenue_acct_no | Null |
| cgl_cogs_acct_no | Null |
| cgl_inventory_acct_no | Null |
| csl_id | 0 |
| cslu_descripiton | Null |
| cpms_posting_id | SpaSoft Pms Posting ID |
| ctax_group_id | Null |
| cdiscount_group_id | Null |
| cservicecharge_group_id | 1 |
| creprot_group_id | 1 |
| cmenugroup_id | Null |
| csubmenu_group_id | Null |
| cuserdef1 | SpaSoft Cuserdef1 |
| cuserdef2 | SpaSoft Cuserdef2 |
| cuserdef3 | SpaSoft Cuserdef3 |
| cserdef4-10 | Null |
| nqtyonhand | On Hand Quantity |
| ncost | Calculated Cost |
| nretail_price | Item Retail |
| ltax_included | False |
| lnon_taxable | False |
| lsold_by_weight | False |
| lopen_item | False |
| lpricechange_ok | True |
| ldiscounts_ok | True |
| lvoids_ok | True |
| lactive | Acctive = True / Inactive = False |
| tcreated | Null |
| tlastedit | Sync Trigger |
| cbarcode | UPC |
| _ntax_rate1 | 7 |
| _ltax_included1 | False |
System Codes
TBD
Additional Information
When syncing with SpaSoft, all items must be deactivated and locked down so that Yellow Dog is the source of data. This applies per site, so all stores in the SpaSoft system have to be controlled by Yellow Dog.
Configuration
In Yellow Dog Inventory
Turn off ability to edit SKUs for all employees. SpaSoft items are matched on by SKU. If the SKU changes, this will result in duplicate entries in SpaSoft.
Interface settings:
Class: required and can be found on Setup List produced by the SpaSoft DataWorks Administration Utility
Cuserdef 2: true=is gift card, false=not a giftcard
Cuserdef 3: true=apply commissions, false=do not apply commissions
Pms Posting Id: found on Setup List produced by the SpaSoft DataWorks Administration Utility
If an item is made inactive or deleted in Yellow Dog, the item is marked as “inactive” in SpaSoft.
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