NewStore POS and Fulfil
Integration Agency & Consultants
Month-end close is often delayed because finance cannot reconcile NewStore POS sales with Fulfil records. At scale, this manual reconciliation becomes a significant operational drag, creating gaps between the retail floor and the central ERP. We connect NewStore and Fulfil to ensure sales transactions and inventory movements stay in step, protecting the financial close and maintaining accurate stock counts across every store location.
Audit for NewStore and Fulfil gaps
We connect your NewStore POS and Fulfil ERP quickly, ensuring your POS and ERP work together efficiently. Our consulting services are valuable because our system audit identifies integration gaps and inefficiencies between NewStore POS and Fulfil, enabling your team and our consultants to take decisive action. This helps your tech ecosystem run smoothly, so you can deliver a great customer experience. With our expertise in POS and ERP integrations, we help you get the most from NewStore POS and Fulfil, supporting your business’s operational success.
Solution Design
We design the NewStore POS and Fulfil integration with a clear hierarchy: Fulfil acts as the central system of record for inventory and financials, while NewStore owns the retail transaction. A core design decision involves the timing of sales data. We typically push transactional data into Fulfil on a defined schedule to maintain inventory accuracy across locations, reconciling financial postings in batches to ensure the trial balance remains clean. This approach avoids the reconciliation issues caused by unverified financial entries. This setup ensures finance teams can close the month using Fulfil records as the definitive source, while store managers trust NewStore for floor stock levels. This design reflects how retail teams and finance departments coordinate their efforts.
Connecting shop floor logs to ledgers
The integration establishes Fulfil as the central system of record for financials and inventory, while NewStore POS captures the reality of the shop floor. Sales transactions and stock movements are pushed from NewStore into Fulfil to update the ledger and deduct inventory. To protect system performance during high-volume periods, inventory updates are typically handled via defined export schedules to respect API limits. We monitor for data discrepancies at the transactional level, ensuring every POS order maps correctly to a Fulfil record without manual intervention.
Orchestrating data on secure integration platforms
Leveraging IPaaS with ISO 27001 and SOC 2 and above security accreditations enables secure, efficient integration between NewStore POS and Fulfil, connecting POS and ERP systems. This approach simplifies data flow between NewStore POS and Fulfil ERP, reducing manual effort and risk. IPaaS platforms offer centralised management, robust security, and scalability, ensuring that both Fulfil and NewStore POS integrations are reliable and compliant with the highest security standards.
Surfacing granular transaction and stock discrepancies
Aggregated dashboards often mask the granular failures that occur between the retail floor and the back office. We prioritise visibility into the individual transaction flow from NewStore POS to Fulfil, surfacing discrepancies in sales records or stock movements. By identifying these gaps within the integration layer, teams can resolve issues daily rather than discovering them during a delayed month-end close. This ensures that transactions at the till are mirrored by the financial and inventory records in Fulfil.
Handing over the daily operating model
Training is focused on the handover of the operating model to your finance, retail ops, and ecommerce teams. We define what needs to be checked daily, such as NewStore POS totals matching Fulfil sales imports, and what finance manages during periodic reconciliations. Your team learns to interpret alerts from the integration layer to identify data errors or stock discrepancies. Documentation is provided as a practical operational manual rather than a technical archive, ensuring that when an exception occurs, your team knows how to resolve it. This ensures ownership stays with the people running the business.
Monitoring sync health and operational exceptions
Ongoing support is focused on managing the operational exceptions that standard monitoring misses. We track the health of the NewStore and Fulfil sync, looking for failed inventory updates or sales records that fail to post to the ERP. When a discrepancy occurs, we provide the context needed to resolve it before it compounds into a reconciliation gap. This oversight ensures that the link between your retail locations and central inventory remains accurate without requiring manual daily audits by your team.
Common failures
Partial returns and orphaned credit notes
Operational impact: When an order is partially returned in NewStore, Fulfil requires specific data that links back to the original sale. If this coupling fails, it creates orphaned credit notes that do not connect to the original invoice. Finance teams are then forced to manually stitch records together to maintain accurate tax and revenue reporting.
Prevention / Action: The integration must link the original transaction ID to the return record. We implement logic to handle the timing gap between a return being initiated and the original invoice being finalised in Fulfil, preventing sync failures.
Tax calculation and settlement drift
Operational impact: Discrepancies occur when NewStore provides a total price while Fulfil expects a net price and a separate tax line. Without a translation layer, the figures in the general ledger will drift from the actual cash collected, making bank reconciliations delayed and complex.
Prevention / Action: We apply calculation rules during the order ingestion process to split gross amounts into net and tax lines. This ensures that the tax recorded in Fulfil matches the breakdowns captured by the POS, protecting financial reporting accuracy.
High-volume inventory lag
Operational impact: Relying on real-time triggers for every stock change can hit system limits during peak trading. This leads to a lag where the shop floor is operating on stale inventory data, resulting in overselling or stockouts that impact the customer experience.
Prevention / Action: We use defined sync schedules to manage inventory updates between Fulfil and NewStore. This ensures the retail floor has a reliable view of available stock without overwhelming the connection during high-volume ERP adjustments.
Frequently asked questions
How does a sale in NewStore POS get reflected as a financial record in Fulfil?
Each sales transaction captured in NewStore POS is typically consolidated and sent to Fulfil to create a corresponding Sales Order. This ensures that revenue, tax, and payment data from the till are accurately recorded in your central ERP without manual data entry. This automated posting is critical for a timely and accurate month-end close process.
How does the integration keep inventory levels accurate when we sell an item in-store?
When a sale is completed in NewStore POS, the integration generates a stock movement that reduces the quantity for the relevant SKU in Fulfil. This keeps your central inventory record synchronised with the reality on the shop floor. This process is crucial to prevent overselling online due to Fulfil having an outdated view of stock availability.
Where should we manage product data like SKUs and prices: NewStore POS or Fulfil?
In most successful implementations, Fulfil acts as the definitive item record or 'source of truth' for all product data, including SKUs, descriptions, and price lists. This master data is then synced to NewStore POS to ensure consistency across the business. Attempting to manage product data in both systems independently often leads to pricing errors at the till and failed inventory updates due to SKU mismatches.
If a customer returns an item to the store, how are stock and refunds handled in Fulfil?
A return processed in NewStore POS should trigger two corresponding updates in Fulfil: a refund record against the original sales order, and a stock adjustment to add the item back into inventory. If these two actions are not linked, the returned SKU may not be correctly restocked and made available for resale. This also creates extra work for the finance team, who would need to create manual credit notes to complete the reconciliation.
What happens if our product SKUs in NewStore POS and Fulfil do not match?
If SKUs are not perfectly aligned, the integration will fail at a fundamental level, as SKU is the primary key for matching products between systems. A sale of a mismatched item in NewStore POS would not trigger a successful inventory update in Fulfil, leading to incorrect stock levels. This forces manual stock counts and adjustments in Fulfil to correct the discrepancies, undermining the goal of automation.