NewStore POS and Prima
Integration Agency & Consultants
At retail scale, the gap between NewStore POS transactions and Prima financials often triggers reconciliation debt. When sales data fails to post accurately or stock levels drift between the shop floor and the master inventory record, month-end reporting is delayed. We connect these systems so every retail transaction lands correctly in Prima, reducing the manual effort required to align stock and financial records.
Auditing transaction logs and system gaps
We connect your NewStore POS and Prima ERP quickly, ensuring your POS and ERP work together efficiently. Our consulting services are valuable because our system audit uncovers inefficiencies and integration gaps between NewStore POS and Prima, 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, you gain clear insights and practical steps to keep your systems aligned and performing at their best.
Solution Design
For NewStore POS and Prima integrations, we prioritise alignment between store transactions and back-office financial records. In many setups, NewStore captures retail sales and customer data, while Prima acts as the system of record for financials and master inventory. We typically configure sales transactions to post frequently for visibility, while inventory reconciliation may follow a defined schedule. One common trade-off involves sync frequency: very high-frequency updates provide better visibility but can increase technical pressure on system APIs during busy periods. This approach ensures finance teams can rely on Prima for month-end reporting, while retail staff use NewStore for operational stock management in the store.
Synchronising retail sales and inventory movements
This integration manages the transaction flow between NewStore POS and Prima, positioning Prima as the system of record for financials and global stock. Sales, returns, and stock movements captured at the point of sale post into Prima to maintain accurate records. We map transaction data to ensure financial postings align with your accounting requirements. To prevent reconciliation gaps, the integration monitors for failed postings or SKU mismatches. This prevents data drift between retail activity and financial reporting, ensuring inventory levels and sales figures remain accurate for the month-end close.
Orchestrating workflows via secure middleware platforms
Leveraging IPaaS with ISO 27001 and SOC 2 and above accreditations ensures secure, efficient integration between NewStore POS and Prima, connecting POS and ERP systems. IPaaS simplifies data exchange, reduces manual effort, and supports real-time operations for NewStore POS and Prima. The platform’s security credentials guarantee data protection, while its flexibility allows rapid adaptation to business needs, making integration between POS and ERP both robust and reliable.
Monitoring data health and sync exceptions
Visibility goes beyond knowing that a system is connected; it requires understanding the health of the data flowing between NewStore POS and Prima. Our approach surfaces specific issues, such as transactions that failed to post or inventory levels that have diverged between the two systems. By identifying these exceptions in real-time or on a defined schedule, your team can resolve errors before they compound. This clear view of integration health reduces the manual effort required for reconciliation and ensures your financial and stock data remains reliable.
Operational handover for finance and operations
We hand over the operating model to your finance and operations teams so they can manage the integration confidently. This process defines ownership for each data object and exception type. Your team learns to perform routine checks, such as verifying daily sales totals in Prima against NewStore POS exports and identifying inventory sync exceptions. We provide guidance on interpreting alerts from the integration layer so staff can resolve issues like missing company records or transaction mismatches. Documentation is provided as a practical operational reference for the people managing your day-to-day retail and financial processes, rather than a technical archive. This ensures clear responsibility for month-end reconciliation and stock accuracy.
Post-launch governance and reconciliation support
Ongoing support focuses on the operational health of the NewStore POS and Prima link. We monitor data flows to detect and resolve exceptions, such as failed financial postings or inventory sync errors, before they impact the month-end close. This includes investigating data discrepancies and providing clear escalation paths for the finance and operations teams. By maintaining the integrity of transaction records and stock levels, we ensure that your retail and finance teams can rely on a single, accurate version of the truth for reconciliation and stock replenishment. Monitoring surfaces issues in a timely manner to prevent the accumulation of manual correction tasks.
Common failures
Mismatched daily sales and payment journals
Operational impact: The finance team cannot reconcile daily cash and card takings from NewStore POS with the sales invoices and journal entries created in Prima. This leads to time-consuming manual investigations and delayed month-end closing. Payouts from payment gateways do not align with the sales data recorded in the ERP, undermining trust in financial reporting.
Prevention / Action: Design the integration to post a consolidated end-of-day sales summary from NewStore to a general ledger journal in Prima, rather than creating individual transactions. This summary posting should clearly separate sales values, tax amounts, and payment methods. Ensure the integration logic maps each NewStore payment type to the corresponding nominal code in Prima to support automated reconciliation.
Inventory latency and in-store overselling
Operational impact: Delays synchronising stock levels from Prima to NewStore POS mean store staff sell from an inaccurate stock file. This results in overselling items that are centrally out of stock, which creates poor customer experiences and requires manual order cancellations. The fulfilment team is then forced to resolve stock discrepancies identified during cycle counts because their view does not match Prima's 'available' level.
Prevention / Action: Establish Prima as the definitive source of truth for all sellable inventory. The integration should use a frequent, scheduled push of stock quantities from Prima to NewStore. To minimise API load and improve update speed, this synchronisation should only push deltas for SKUs with changed stock levels since the last successful run.
Disconnected returns and refund processing
Operational impact: Returns processed in NewStore POS fail to create the correct credit notes or inventory adjustments in Prima. This creates discrepancies in financial reporting where revenue is overstated. It also means returned stock is not correctly added back into the 'available' inventory level in Prima, making it unavailable for resale across other channels.
Prevention / Action: The integration must ensure that for every return transaction in NewStore, a corresponding credit note is generated in Prima referencing the original sales transaction. The integration logic should also trigger the correct inventory adjustment in Prima to update stock levels. This requires differentiating between restocked and written-off items based on the return reason code from the POS.
Product and pricing data synchronisation failure
Operational impact: New SKUs or promotional price points created in Prima fail to sync correctly to NewStore POS. This prevents new products from being sold in-store or causes them to be sold at the wrong price, affecting margins and customer trust. Store staff must use manual workarounds, leading to inaccurate sales data and downstream reconciliation problems for the finance team.
Prevention / Action: Define a clear master data ownership model where Prima owns all core product information including the SKU, description, price, and tax code. The integration must include robust error handling and logging for any SKU synchronisation failures. Implement a daily validation report to identify and flag any products that exist in one system but not the other, allowing the data team to resolve inconsistencies before they impact store operations.
Frequently asked questions
How does the integration determine the master source for inventory levels between NewStore POS and Prima?
Prima is established as the master system of record for all inventory. NewStore POS sends stock level adjustments based on sales and returns, which then update the corresponding Item record in Prima. This model prevents overselling by ensuring both systems reflect a single, accurate view of available-to-sell stock across all retail locations.
Our month-end close is difficult. How does this integration help finance reconcile POS sales with our general ledger?
The integration automates the posting of summarised sales data from NewStore POS directly into Prima, often as a daily journal entry. This removes the need for manual data entry from end-of-day Z-reports, ensuring that retail sales figures already match the financial records in Prima. As a result, the finance team can perform the month-end close process much faster.
What happens when a return is processed in a store? Does the stock automatically become available again in Prima?
When a return is initiated in NewStore POS, the integration creates the related credit transaction in Prima and can trigger a stock adjustment. A critical part of the design is to correctly handle the status of the returned SKU. The integration logic must differentiate between a saleable item and one requiring inspection, preventing damaged stock from being incorrectly added back to the 'Available' quantity in Prima.
We have multiple store locations. Can the integration handle inventory from different depots in Prima?
Yes, the integration is designed to manage multi-location inventory by mapping each NewStore POS 'location' to a corresponding 'depot' within Prima. When a sale or stock movement occurs in a specific store, the transaction correctly updates the inventory record for that specific depot. This provides an accurate, central view of stock holdings across the entire retail estate.
How are daily cash and card transactions from NewStore POS represented in Prima for bank reconciliation?
Typically, each store's daily takings recorded in NewStore POS are summarised and posted to Prima as a single sales receipt or journal entry, broken down by payment type. This allows the finance team to easily match settlement deposits in the company bank account against the sales data from Prima. The process removes the slow, manual task of consolidating daily sales reports against bank statements.