Accesso Freedom 2-Way Integration
Last Updated 8/28/2024
Overview
The Accesso Freedom 2-Way Integration provides transaction detail to Yellow Dog via the Yellow Dog API and item data to Accesso Freedom via their API.
Sync Approach
This integration involves three elements:
Yellow Dog’s sync application to post new and updated item data to Accesso Freedom
Accesso Freedom’s process to provide sales data
Yellow Dog’s Process Sales Data application that processes sales to deplete inventory and update reporting
Sync Frequency
Yellow Dog’s Item push sync can be run at any frequency, but will be scheduled hourly by default.
Accesso Freedom’s sales push integration runs hourly; this is NOT configurable.
Configuration
This integration supports one Yellow Dog database per Accesso Freedom Property and also requires a one to one relationship between Yellow Dog Stores and Accesso Freedom Stores.
Special consideration needs to be made to ensure that the SKU range is within the configured range for the Accesso Freedom Tenant but will NOT overlap between Properties/Yellow Dog databases,
This integration does NOT support multiple Accesso Freedom Tenants or Properties per Yellow Dog database,
This integration does NOT support multiple Accesso Freedom Stores per Yellow Dog Store or vice versa.
Requirements
Client
The client may need to assist with mapping Freedom’s RVC to stores in Yellow Dog.
The client will need to confirm
the Minimum Age Requirements they wish to be able to assign to items. Defaults are 0, 18, and 21.
the YD Store that will be the interfaces store for this integration.
whether all items will be pushed from YD, or if there are F&B items already in Accesso Freedom that will need to be POS Item Mapped or YD SKU needs to be matched to the Product Code in Accesso Freedom for sales to match.
POS Partner
siteId - This is the property in AccessoFreedom.
baseUrl - This can be different per customer
tokenUrl - This can be different per customer
SKU Range
NOTE: SKU Ranges are set per Tenant in Freedom, but YD will need to break that up per Property we are integrating with in the Tenant account so that SKUs don’t overlap across Yellow Dog databases.
Yellow Dog
Yellow Dog is required to provide Freedom the following:
Client ID
UN
PW
Data Exchange
Sales Pull
The following detail is populated by Freedom to Yellow Dog’s API.
NOTE:
Online sales are included in the data Accesso Freedom posts.
Modifiers are supported in this data.
| Yellow Dog Field | Freedom Field |
|---|---|
| ThirdPartyID | Id |
| TransactionNumber | SalesTransaction.TransactionBarcode |
| CheckClosed | BeginDateUtc + BeginTimeUtc |
| Employee Number | EmployeeId |
| Employee Name | OperatorDetails.KnownAs |
| RegisterNumber | TerminalNumber |
| Reference | salesTransaction.CheckNumber |
| ThirdPartyLineId | Generated by Freedom |
| SKU | SaleLineDetail.ProductCode |
| ItemDescription | SaleLineDetail.Description |
| ItemRetail | SaleLineDetail.ActualUnitPrice |
| BaseRetail | SaleLineDetail.FileUnitPrice |
| ItemDiscount | Sum of manual Discounts and Promotions |
| Quantity | SaleLineDetail.Quanity |
| LineNumber | LineItemDetail.LineNumber |
Accounting Export Ability
This integration does not support the export of tender or tax data to an accounting system.
System Codes
Yellow Dog pulls the following system codes from Accesso Freedom to be assigned to items in Yellow Dog.
| Yellow Dog Field | Freedom Field | Additional Info |
|---|---|---|
| AFTaxPlan1-3 | Tax Plan | Options are pulled in from Accesso Freedom's API and can be set per Store in YD |
| AFMinimumAge | Minumum Age | Options are set in Yellow Dog's syncConfig and can be set per Store in YD |
| AFDepartment | Department | Options are pulled in from Accesso Freedom's API and are set in the Interfaces Store in YD |
| AFIsCustomerDiscountAllowed | IsCustomerDiscountAllowed | These are Yes/No options and are set in the Interfaces Store in YD |
| AFIsEligibleForPromotions | IsEligibleForPromotions | These are Yes/No options and are set in the Interfaces Store in YD |
Item Data
Yellow Dog’s pushes the following item details.
NOTE:
All items are treated as individual items in Accesso Freedom, even if they are in a matrix or a parent/child relationship in Yellow Dog.
Modifiers must be created and managed in Accesso Freedom only.
| Yellow Dog Field | Freedom Field | Additional Info |
|---|---|---|
| POS Description1, POS Description 2, Short Description, Description, or Web Properties Short Description | Name | will default to Description if the configured option is not populated. Duplicates not allowed. |
| POS Description1, POS Description 2, Short Description, Description, or Web Properties Short Description | Alternate Description | will default to Description if the configured option is not populated. Duplicates not allowed. |
| Active/Inactive | isAuthorizedForSale | NOTE: there is a SyncConfig setting to Exclude Inactive Items, if desired |
| Style | Style | |
| Item Retail | Price | Required |
| SKU | Code | Required. Must be within the low/high sku range set in the SyncConfig; note that the Code for the product in AccessoFreedom (YD's Sku) IS scannable at the POS. No duplicates allowed. |
| UPCs | Barcodes | No known limit. No duplicates allowed. |
| Size Dimension | Size | |
| Color Dimensions | Color | |
| AFTaxPlan1-3 | Tax Plan | Required. Can be set per Store in YD, but will use interface store's setting if not set on individual store(s). |
| AFMinimumAge | Minumum Age | Required. Can be set per Store in YD but will use interface store's setting if not set on individual store(s); if not set, will default to 0 |
| AFDepartment | Department | Options are pulled in from Accesso Freedom's API and are set in the Interfaces Store in YD | AFIsCustomerDiscountAllowed | IsCustomerDiscountAllowed | These are Yes/No options and are set in the Interfaces Store in YD |
| AFIsEligibleForPromotions | IsEligibleForPromotions | These are Yes/No options and are set in the Interfaces Store in YD |
Workflows - Where Performed
| Workflow | Yellow Dog Inventory | Accesso Freedom |
|---|---|---|
| Create Retail POS Items | Done Only in Yellow Dog | |
| Create Stadium Stand POS Items | Done Only in Yellow Dog | |
| Create Restaurant POS Items | Could be Done in Yellow Dog | Typically Done in Accesso Freedom |
| Modifer Creation | Done Only in Accesso Freedom | |
| Modifer Assignment to Items | Done Only in Accesso Freedom | |
| Screen Placement for Items | Done Only in Accesso Freedom | |
| Discount Setup | IsCustomerDiscountAllowed and IsEligibleForPromotions settings are assigned in Yellow Dog | Discount options are set up Only in Accesso Freedom |
| Discount Assignment | Done Only in Accesso Freedom | |
| Tax Setup | Done Only in Accesso Freedom | |
| Tax Assignment | YDI can assign up to 3 Tax Plans | |
| Department Setup | Done Only in Accesso Freedom | |
| Department Assignment | Yellow Dog can assign Department to the Item or Level (All Items in a Level will Inherit) | |
| Minimum Age Setup | Done in Yellow Dog Sync Configuration | |
| Minimum Age Assignment | Done Only in Yellow Dog | |
| isAutorizedForSale | Done in Yellow Dog |
Actions in Yellow Dog Inventory - Result in Accesso Freedom
| Yellow Dog Inventory Action | Accesso Freedom Result |
|---|---|
| Item Edited In Any Way and Saved | All the item properties are re-applied to Accesso Freedom. |
| Item Changed to Not Available to Store in YDI | The item will be removed from the corresponding location |
| Item Inactivated | The item in Accesso Freedom will be set to isAuthorizedForSales: false UNLESS the Yellow Dog sync configuration setting to ignore inctive items is set to true, in which case the item will be unchnaged in Accesso Freedom |
| Item Removed | No Change - The item in Accesso Freedom is untouched |
| Level Is Changed | Change occurs if item inherits new interface code assignments from level in YD |
| Item has a unique description in the configured Name and Alternate Description fields in YD, Item is available to the designated Interfaces Store, Publish is set to "Yes", Item is NOT POS Blocked, Item is NOT Removed, Item has a Retail1 set in each store configured for this integration, Item has a SKU within the SKU Range set in Accesso Freedom, Item has at least one AFTaxPlan assigned in YD, Item has an AFDepartment set in YD; if YD Sync Configuration Setting to Ignore Active Items is True, Item must be active. | Item Created |
| Publish set to "No" | Item in Accesso Freedom is untouched and no changes made to the item in YD will affect the item in Accesso Freedom |
| Item is set to POS Blocked | The item in Accesso Freedom is untouched and no changes made to the item in YD will affect the item in Accesso Freedom |
| Uncheck Availability to One Store; Item still available to other Stores | If Item is no longer available to the Interfaces store, the item in Accesso Freedom is untouched and no changes made to the item in YD will affect the item in Accesso Freedom; if unassigned from another, non interfaces store, the item will be removed from the Location's Availabilty in Accesso Freedom |
| Uncheck Availbility for All Stores | The item in Accesso Freedom is untoched and no changes made to the item in YD will affect the item in Accesso Freedom |
| Image added to Item in YD | No Change to the item in Accesso Freedom; Yellow Dog is NOT pushing Images to Accesso Freedom |
| Image removed to Item in YD | No Change to the item in Accesso Freedom; Yellow Dog is NOT pushing Images to Accesso Freedom |
| On Hand changed in Yellow Dog | No Change to the item in Accesso Freedom; Yellow Dog is NOT pushing On Hands to Accesso Freedom |
Actions in Accesso Freedom - Result in Yellow Dog Inventory
| Accesso Freedom Action | Yellow Dog Inventory Result |
|---|---|
| Item Returned | Item will be returned and restocked automatically if not a FB Menu Item |
| Item Voided | No Change - Voided items do not appear in the sales data posted by Accesso Freedom |
| Previous Check Voided | No Change - Checks cannot be re-opened and voided in Freedom; this would be a return |
| User Created Item in Accesso Freedom, not in YD | If product Code matches Yellow Dog SKU those will be mapped and the next time there is a change to the item in YD, YD will overwrite the item in Accesso Freedom |
| Change Item Detail in Accesso Freedom, not in YD | Overwrite items in Accesso Freedom the next time YD makes a change to the item in our system |
| Item is sold in Accesso Freedom that is removed in YD | Sale is processed and assigned to the item as normal; item in Yd may be un-removed because on hand has changed. Inventory will be depleted. |
| Item sold in Accesso Freedom that is Inactive in YD | Sale is processed and assigned to the item as normal. Inventory will be depleted. |
| Menu Item Sold at POS | Populates in YD POS Item Mapping |
| Menu Item Created at POS | Does not populate in Yellow Dog until Sold |
| Modifier Sold at POS | Populates in YD POS Item Mapping |
| Modifier Created at POS | Does not populate in Yellow Dog until Sold |
| Image added to Item in Accesso Freedom Only | No Change |
Additional Information
Limitations
Tax and Tender detail not supported in this integration. (8/20/2024)
SKU Range is set per tenant in AccessoFreedom, so the SKU numbering needs to be set within that range per YD database so that they won't overlap in SKUs. (8/20/2024)
A separate YD database is required per Freedom Property. (8/20/2024)
i.e., if a customer has two AccessoFreedom properties that they want to integrate with YD, two YD databases will be needed (one per property)
A separate SKU range is required per property in the same instance of Freedom (no overlapping skus between YD databases integrating with the same instance of Freedom). (8/20/2024)
i.e., if a customer has two AccessoFreedom properties, each integrating with a separate YD database, database 1 may have a SKU range of 1000000000-1199999999 and database 2 may have a SKU range of 1200000000-1399999999 so that the SKUs never overlap between the two databases
Multiple Freedom properties per YD database and multiple Freedom instances per YD have NOT been tested and we don't recommend this. (8/20/2024)
This integration does NOT support Store Groups in Freedom (groupings of locations other then property). (8/20/2024)
YD Store Revenue Center codes MUST match StoreIDs in AccessoFreedom for their sales integration. (8/20/2024)
Name in AccessoFreedom must be unique (this is controlled by itemDescription setting in the sync config). (8/20/2024)
Recommend using POSDescription1 as itemDescription setting in the sync config to prevent duplicate descriptions with matrices and parent child items
Stores between AccessoFreedom and YD must have a 1:1 relationship; i.e., one AccessoFreedom store to one YD store (multiple stores to a single store on either side is NOT supported). (8/20/2024)
Split checks/items can result in rounding discrepancies with retail and/or discounts in sales data. (8/20/24)
