NewStore POS and Khaos Control
Integration Agency & Consultants
Manual data transfer between a high-volume POS and your ERP usually breaks when sales velocity increases. At scale, the gap between the shop floor and the back office creates reconciliation debt that delays financial close and risks stockouts. This integration connects NewStore POS with Khaos Control to ensure that sales transactions, customer data, and stock levels stay in step. By establishing Khaos Control as the system of record for financials and inventory, finance teams get accurate data without the manual rework that usually follows peak trading periods.
Auditing your retail technology landscape
We connect your NewStore POS and Khaos Control ERP quickly, ensuring your POS and ERP work together efficiently. Our consulting services are invaluable, with our system audit services providing a thorough review of your technology landscape. This enables our consultants and your team to identify and address issues, keeping your NewStore POS and Khaos Control ERP running smoothly. By resolving inefficiencies, we help your tech ecosystem operate effectively, so you can deliver a consistently excellent experience to your customers.
Solution Design
For the NewStore POS and Khaos Control pair, we typically designate Khaos Control as the authoritative source for inventory and financials. Product records and SKU master data are often sequenced first to ensure transactions have a valid target. A key design choice involves the trade-off between real-time transaction posting and batch reconciliation. While immediate updates provide visibility, batching can be used to simplify reconciliation against settlement reports and reduce system noise. This decision ensures that finance can close month-end with confidence in Khaos Control while store teams maintain a view of physical stock levels. Our design prioritises data accuracy, ensuring the operating model remains stable as volume increases. Finance teams work from the ERP for reporting, while store staff rely on NewStore for local inventory.
Mapping retail transactions to financial records
The integration establishes Khaos Control as the system of record for inventory and financials while NewStore POS captures retail transactions. Sales records flow from the POS into the ERP to keep stock figures accurate across all channels. We prioritise data integrity by mapping tax codes and SKU identifiers at the point of entry. Monitoring is embedded to detect issues like mismatched totals or failed transfers before they reach financial reporting. This ensures that data in Khaos Control is reconciled and remains the trusted source for both operations and finance teams. In most setups, this sync helps prevent stock drift and ensures financial figures are reliable for month-end close.
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 Khaos Control ERP. This approach simplifies connecting NewStore POS with Khaos Control ERP, ensuring reliable POS and ERP data exchange. IPaaS platforms offer centralised management, robust compliance, and reduced risk, making integrations faster and more secure while meeting the minimum requirements of ISO 27001 and SOC 2 and above.
Eliminating reconciliation debt through exception monitoring
Standard dashboards often miss the operational drift that leads to financial variance. We provide visibility into the gaps between NewStore POS transactions and Khaos Control records, surfacing sync exceptions like missing nominal mappings or currency code mismatches before they disrupt the month-end close. Instead of waiting for a manual audit to find missing data, the system identifies exceptions as they occur. Our monitoring allows teams to see precisely why a transaction failed to post, whether due to a SKU configuration error or a missing customer URN. By catching these issues early, you prevent the reconciliation debt that often stalls reporting.
Transferring operational ownership to your teams
Finance, retail, and ecommerce teams must own their specific segments of the data flow for reliable operations. We hand over an operating model that clarifies how NewStore POS transactions post into Khaos Control. Training is focused on daily reconciliation tasks and how to respond to alerts if a sync exception occurs. Finance teams typically own sales total verification, while store teams are responsible for ensuring physical stock movements are reflected in the ERP. Documentation is provided as an operational reference for the people actually running the business, rather than a technical manual. It is designed to help the team manage exceptions and maintain data accuracy day-to-day.
Maintaining financial trust after go live
Post-launch support focuses on maintaining financial trust boundaries between your systems. We provide ongoing monitoring to ensure the flow between NewStore POS and Khaos Control remains accurate under load. If a transfer fails or a stock mismatch is detected, we help isolate the cause before it impacts your finance team. This approach provides the visibility required to scale your retail footprint while maintaining control over your data. We ensure your systems remain aligned as store volumes increase and your business requirements evolve.
Common failures
Inventory latency and overselling
Operational impact: When inventory updates are delayed, NewStore POS can sell an item that Khaos Control has already allocated to another channel. This forces the customer service team to cancel paid orders, directly damaging customer confidence. The fulfilment team then spends time on exception handling instead of despatch, and unreliable stock buffers cause knock-on availability issues.
Prevention / Action: Establish Khaos Control as the non-negotiable source of truth for inventory. The integration should push stock level data from Khaos to NewStore on a frequent and scheduled basis, not just in response to a change. Design a robust queueing and retry mechanism for these updates to ensure they are processed sequentially, particularly during peak sales.
Duplicate or missing sales orders
Operational impact: If the integration posts duplicate Sales Orders into Khaos Control, or fails to post them entirely, both revenue and stock data become untrustworthy. The finance team is unable to perform daily reconciliation of POS takings against company accounts, creating significant manual work. This can also lead to the fulfilment team despatching incorrect orders, requiring days of investigation to correct the resulting journals and stock records.
Prevention / Action: Ensure every transaction from NewStore POS is assigned a unique idempotency key before interfacing with Khaos Control. The integration logic must check for the existence of this key before creating any new Sales Order, preventing duplicates during retries. Failed postings should be sent to a dedicated exception queue for managed reprocessing, with automated alerts for persistent failures.
Mismatched product identifiers
Operational impact: Sales Orders originating from NewStore will fail to import if the product SKU does not have an exact 'Stock Code' match in Khaos Control. This creates a growing backlog of failed transactions that an operations or ecommerce team must manually resolve. Until they are corrected, these orders cannot be fulfilled and the associated inventory is not correctly allocated in the ERP, creating a downstream risk of overselling.
Prevention / Action: Define Khaos Control as the master system of record for all core product data. An operational process must be enforced where SKUs are created and fully configured in Khaos before being synchronised to NewStore POS. The integration itself should feature monitoring that immediately flags any sale against a non-existent SKU, allowing for rapid correction instead of letting a silent failure queue build up.
Incomplete returns processing
Operational impact: A return processed in NewStore POS might successfully trigger a refund for the customer but fail to create the corresponding credit note in Khaos Control. This leaves the finance team unable to reconcile payouts and returns logs. Furthermore, if the 'return to stock' process fails, sellable items are not made available for resale, impacting revenue and causing inventory discrepancies that require manual stock takes to resolve.
Prevention / Action: Structure the returns integration as a distinct, multi-step workflow. A return event in NewStore must first trigger the creation of a credit note in Khaos Control linked to the original Sales Order. A separate, auditable step should then update the inventory quantity in Khaos based on the returned item's condition, ensuring both financial records and stock levels are updated accurately and independently.
Frequently asked questions
What happens if a SKU from a NewStore POS sale does not exist in Khaos Control?
If the SKU from NewStore POS lacks a matching Stock Code in Khaos Control, the sales order cannot be created. This results in a sale made on the shop floor that is invisible to your central ERP, impacting inventory accuracy and financial reporting. This requires manual data intervention to resolve, which increases the risk of reconciliation errors.
How are NewStore gift card redemptions handled?
Redemptions will fail to sync if the Payment Type in Khaos Control is not specifically configured as a Credit type with a matching nominal code for the liability. Without this configuration, the integration cannot post the redemption correctly, leading to discrepancies in your financial settlement.
How does the integration prevent duplicate customer records?
Data mapping must link the NewStore External ID to the Khaos Customer URN. If this mapping is absent, guest checkouts at the POS can lead to duplicate customer records in Khaos Control, creating source-of-truth ambiguity and complicating your marketing and service history.
Why do some orders from NewStore fail to import into Khaos Control?
Failures often occur if NewStore provides a currency code that has not been explicitly defined in the Khaos Control System Data table. This causes the entire order import batch to reject, creating operational latency in your financial reporting until the codes are aligned.
How are partial returns handled?
Partial returns initiated in NewStore POS do not automatically trigger a proportional shipping tax refund in Khaos Control. To maintain accurate financial records, these should be calculated and injected via the Credit Note API to ensure the nominal ledgers reconcile correctly.