Setting Up the Web Orders Module

Setting Up the Web Orders Module

The Web Orders Module allows Lightspeed to download webstore orders so your team can process them.

Prerequisites

Customers of Ecommerce that are interested in integrating their installation of Lightspeed must first ensure their application has the Web orders Module enabled.

If you do not have the Web orders Module enabled for your application please contact your Lightspeed account manager or contact Lightspeed customer support.


How to Get There

  1. From the main menu, go to Configuration
  2. Under Module Settings, click LightSpeed

Configuration Steps

  1. Check the Enable Web Order Module checkbox
  2. Enter your Lightspeed Username — this is the username you configured in Lightspeed for web commerce
    1. this username/password does not have to match that which is used to log in to Lightspeed.
  3. Enter your Lightspeed Password — the corresponding password
  4. Click Save

How It Works

Once enabled, the integration exposes a set of XML endpoints that Lightspeed connects to:


  1. Lightspeed polls for new orders — Lightspeed periodically calls Ecommerce to check for outstanding webstore orders that haven't been downloaded yet
  2. Ecommerce sends order data — Ecommerce responds with order details including customer information, shipping address, line items, payment method, and tax amounts
  3. Lightspeed acknowledges receipt — After processing the order data, Lightspeed sends a confirmation back to Ecommerce. The order is then marked as "downloaded"
  4. Lightspeed manages fulfillment — Your team processes the order in Lightspeed as they normally would
  5. Tracking updates flow back — When Lightspeed ships the order and records a tracking number, it sends the tracking information back to Ecommerce, which updates the order record

What Order Data Is Sent to Lightspeed

Each order includes:

  • Order ID, date, and totals
  • Billing customer name, address, phone, and email
  • Shipping customer name and address
  • Payment type (PayPal, Visa, AmEx, or Other) and amount
  • Line items with SKU, quantity, price, manufacturer name, and description
  • Shipping cost and tax amount

Order Cancellations

Lightspeed can also cancel orders:

  • If an order is voided in Lightspeed, it sends a cancellation request to Ecommerce
  • Ecommerce updates the order status to Canceled and records the reason as a note on the order

How Order Sync Works

The Flow

Customer places order on webstore
        ↓
Order is stored in Ecommerce (status: not downloaded)
        ↓
Lightspeed polls GET /LightSpeed/OutstandingActivity
        ↓
Ecommerce returns up to 30 pending orders as XML
        ↓
Lightspeed processes the orders
        ↓
Lightspeed sends POST /LightSpeed/AcknowledgeRequest
        ↓
Ecommerce marks orders as downloaded
        ↓
Orders appear in Lightspeed for fulfillment
        ↓
Staff fulfills and ships the order in Lightspeed
        ↓
Lightspeed sends POST /LightSpeed/Order/{id}/Shipment
        ↓
Ecommerce records the tracking number on the order

Key Details

  • Lightspeed initiates all communication — Ecommerce acts as the server that Lightspeed calls
  • Orders are delivered in batches of up to 30 at a time
  • An order is only marked as "downloaded" after Lightspeed successfully acknowledges it
  • If Lightspeed reports errors during acknowledgement, the errors are recorded as notes on the order
  • Cancelled orders are excluded from the outstanding activity response

Visual Aids for Lightspeed Setup

Server Connection

The server connection settings can be found in System > Preferences > Location > Web Orders. From this screen, you will specify the URL Lightspeed should communicate with, the required credentials and the communication interval.

Do not set the Enabled flag until all of the following steps have been completed:
URL
The URL will be https://xyz.app.powersportsupport.com/LightSpeed
Check your Ecommerce application URL.  If it is coolbike.app then the URL that you will use for this is https://coolbike.app.powersportsupport.com/LightSpeed
User
Please enter the Lightspeed Username that was created in the previous step when configuring the Lightspeed Settings within your Ecommerce Dashboard.
Password
Please enter the Lightspeed Password that was created in the previous step when configuring the Lightspeed Settings within your Ecommerce Dashboard.
Content-Type
Please select XML from the dropdown list.
Request Interval
You may choose any interval you like.
Retry Interval
Please leave this at the default settings.
Machine Address
This setting is read-only but is not set by default. To set this value click the icon to the right of the field. This is the Lightspeed server mac address and is used as a security feature in the communication process.
After populating the settings click the "Test Connection" button. This will return a dialog that indicates success or failure in establishing a connection to the server. The corresponding API endpoint will need to be configured to respond to this request.
Once communication is successful set the "Enabled" flag and save the connection settings.

Payment Configuration

To correctly process web orders in Evolution appropriate methods of payment will need to be configured. The reason for this is to be able to account for the revenue in the web order process but not require Lightspeed to actually process payments for these orders as this occurs on the web site. 
The "Web Commerce Method of Payments" are found under "Parts > Lists > Web Commerce Methods of Payment." They will map the methods of payment defined in the API: VISA, MASTERCARD, DISCOVER, AMEX, PAYPAL, OTHER, etc. Select the appropriate payment option from the listed options for each payment type.

Still need help? Contact Us Contact Us