NewStore POS and Orderwise
Integration Agency & Consultants
When NewStore POS sales volume exceeds your capacity for manual reconciliation, reporting gaps between shop floor transactions and Orderwise financials become a constant visibility risk. Reliance on manual exports often leads to reconciliation debt that compounds into month-end discrepancies. This integration ensures transactional data flows directly from NewStore into Orderwise, protecting your financial trust boundary and ensuring inventory valuation remains accurate as you scale across stores and channels.
Audit of retail data and workflows
We connect your NewStore POS and Orderwise ERP quickly, ensuring your POS and ERP work together efficiently. Our consulting services are invaluable, especially our system audit, which uncovers integration issues between NewStore POS and Orderwise, enabling both your team and our consultants to take decisive action. This approach helps your technology ecosystem run smoothly, so you can deliver a great customer experience. By identifying and resolving inefficiencies, we help you get the most from your POS and ERP investments.
Solution Design
The design for NewStore POS and Orderwise prioritises financial integrity through clear data ownership. We typically treat NewStore as the source for transactional sales data while Orderwise remains the authoritative source for inventory and accounting. Sales and customer records are often batched for delivery into Orderwise to simplify daily reconciliation. A common trade-off is the use of structured synchronisation intervals rather than constant updates, which protects system performance during high-volume periods. This design ensures finance teams can reconcile POS takings against the ERP ledger with high accuracy, while operations maintain reliable stock visibility across all locations.
Mapping transaction flows and inventory sync
Data flows from NewStore POS into Orderwise for financial processing and inventory management. Every transaction and return is synchronised to ensure Orderwise reflects the true state of retail trade. We implement mapping rules for product SKUs and tax codes, ensuring that in-store sales correctly trigger stock adjustments and ledger entries. Monitoring is built into this process to surface issues like unmapped products or sync failures before they disrupt reporting or replenishment.
Cloud orchestration for secure data exchange
Leveraging IPaaS with ISO 27001 and SOC 2 and above accreditations ensures secure, efficient integration between NewStore POS and Orderwise ERP. This approach connects NewStore POS with Orderwise ERP, automates data between POS and ERP, and reduces manual effort. IPaaS platforms offer centralised management, robust security, and compliance, making integrations reliable and scalable while safeguarding sensitive data.
Monitoring points for financial reconciliation errors
Standard dashboards often fail to show why a NewStore transaction never reached Orderwise. True visibility involves identifying discrepancies like mismatched tax lines or failed syncs that prevent financial periods from closing. We focus on surfacing these failures early so that operations and finance teams can act. Rather than discovering stock drift weeks later, the integration layer provides alerts for specific failures, allowing for immediate resolution.
Handover of daily operating procedures
Handover ensures finance and retail operations teams take full ownership of the NewStore and Orderwise operating model. We define what to check daily, such as sales posting success, and weekly, such as inventory valuation alignment. Your team learns to interpret alerts from the integration layer and identifies who owns specific exceptions, from tax mapping errors to stock discrepancies. We document exactly where each data object lives and which system serves as the source of truth for POS transactions versus inventory. This operational documentation is written for the people running the business, providing a clear reference for managing exceptions rather than a technical archive.
Governance of retail and inventory data
Support focuses on maintaining the health of your retail operating model. We monitor for data discrepancies and failed postings between NewStore and Orderwise, such as transactions that fail to sync or inventory level drift. When an issue occurs, we provide clear resolution paths to ensure financial and inventory data remains trustworthy for month-end reconciliation. By managing the integrity of the connection, we allow your finance and operations teams to focus on core business rather than manual data correction. Our monitoring typically prioritises transactional accuracy and stock visibility across your store estate.
Common failures
Mismatched order totals due to tax calculation differences.
Operational impact: Sales Orders posted from NewStore POS can fail to reconcile with financial records in Orderwise if the two systems calculate VAT differently. This creates daily exceptions for the finance team, delaying bank reconciliation and the month-end close. At scale, these small discrepancies can aggregate into significant unreconciled balances, affecting the accuracy of turnover and tax liability reporting.
Prevention / Action: Establish Orderwise as the final source of truth for all financial calculations, including tax. The integration should be designed to pass the gross transaction value from NewStore, allowing Orderwise to perform the authoritative tax calculation based on its own master data. Alternatively, ensure tax settings are identically configured across both systems and that the integration flags any discrepancy for immediate review.
Product data mismatch and failed transaction posting.
Operational impact: If a SKU sold in NewStore does not have an exact, active match in Orderwise, the sales transaction will fail to post into the ERP. This creates a growing queue of exceptions requiring manual data correction by operations or finance teams. This delays the recognition of revenue and the updating of inventory, creating unreliable data across the business.
Prevention / Action: Define Orderwise as the single source of truth for all product master data, including SKUs, barcodes, and pricing. Before a product can be sold on the POS, it must exist in Orderwise. The integration logic should include a pre-emptive check or a robust exception report to catch mismatched SKUs, preventing them from halting the flow of valid sales data.
Unreconciled returns and incorrect stock valuation.
Operational impact: Returns processed in NewStore POS must be accurately reflected as credit notes or goods-in transactions within Orderwise. When they are not, inventory stock levels become overstated, and the business's stock valuation on the balance sheet is incorrect. This also creates problems for the customer experience team, who cannot see an accurate record of returns when handling customer queries.
Prevention / Action: The integration must map NewStore return events to specific transactions in Orderwise, ensuring each return is linked to the original Sales Order. The process design must also include clear business rules for handling returned stock. For example, returned items should be placed into a quarantine location in Orderwise pending inspection, preventing them from immediately becoming available-to-sell.
Inventory latency causing overselling.
Operational impact: Delays in posting in-store sales from NewStore to Orderwise mean that central stock levels remain artificially high. If this inaccurate inventory data is synced to an ecommerce channel, products can be sold that are no longer in stock. This leads to overselling, which requires the customer service team to manage cancelled orders and damages brand reputation.
Prevention / Action: Prioritise the speed and reliability of inventory updates. Integration logic should post sales from NewStore on a frequent, near real-time schedule, not in slow batches. A resilient queuing and retry system is essential to process sales transaction updates reliably, ensuring that even during peak trading periods, Orderwise has an accurate view of enterprise-wide stock.
Frequently asked questions
At what point does manually transferring sales data from NewStore POS to Orderwise become unsustainable?
This typically occurs when sales volume grows to a point where the finance team can no longer reconcile daily sales from NewStore against Orderwise records without significant manual effort. When manual data entry for each Sales Order starts causing errors in your financial reporting, it affects the accuracy of your month-end close. The time spent correcting these discrepancies is a clear sign that an automated connection is needed.
How does the integration prevent stock discrepancies between our stores and the warehouse?
In a typical operating model, Orderwise is set as the central source of truth for all inventory. When a sale is made in NewStore POS, the integration creates a Sales Order in Orderwise which immediately deducts the stock. This ensures inventory levels are updated in near real-time, providing an accurate, centralised view of stock and preventing stores from selling inventory that is no longer available.
What happens if a product SKU exists in NewStore POS but not in Orderwise?
If a SKU from a NewStore POS transaction does not have a corresponding item record in Orderwise, the sync will fail for that specific Sales Order. This creates an exception that requires manual intervention, such as creating the product in Orderwise and re-running the sync for the failed order. This failure pattern highlights why a consistent process for managing product data across both NewStore and Orderwise is critical for accurate reporting.
How are in-store returns processed in NewStore POS reflected financially in Orderwise?
A return transaction in NewStore POS must be configured to generate a corresponding Credit Note in Orderwise, linked to the original Sales Order. A common failure occurs where the refund is processed for the customer, but the Credit Note is not created correctly in the ERP. This means your revenue figures in Orderwise become inflated, leading to inaccuracies in financial reporting and VAT calculations.
Does the integration help with reconciling payments and takings?
Yes, by posting every transaction from NewStore POS as a distinct Sales Order into Orderwise, it creates a detailed audit trail. This allows your finance team to match day-end cashing up reports from NewStore against the totals recorded in Orderwise. It removes the need to post a single, consolidated journal entry, which reduces the risk of error and simplifies the financial reconciliation process.