The Hyperspace NetSuite Connector for Heartland Retail enables you to integrate gift cards in one system to gift cards in the other. It offers a wide variety of options to suite your particular workflow.
NetSuite ERP serves as the primary source of truth for Gift Cards and their related balances, but the Hyperspace integration can support adjustments from the Point of Sale to NetSuite ERP balances as needed (See below).
For clients that have existing gift cards in NetSuite ERP:
Hyperspace can sync all gift cards in NetSuite ERP to Heartland Retail Point of Sale. This will sync all gift codes and related balances.
For clients that have existing gift cards in another legacy system:
It is recommended that you import all of your gift cards into NetSuite ERP. Hyperspace can sync all gift cards in NetSuite ERP to Heartland Retail Point of Sale. This will sync all gift codes and related balances.
Important: All gift codes must be 9 digits or less. That is a NetSuite ERP requirement.
For clients that have existing gift cards in Heartland Retail Point of Sale.
Hyperspace can activate a process that will sync all gift cards from your Point of Sale into NetSuite ERP. This will sync all gift codes and related balances. This will also create a Cash Sale in NetSuite ERP for each gift card, so plan on adjusting this in your NetSuite financials as needed.
It is important that you only import gift cards with a maximum of 9 digits. NetSuite ERP does not allow gift cards that exceed 9 digits.
Note: For clients that have existing gift cards in Heartland Retail that exceed 9 digits, we offer tools that can support this during the initial setup. We can sync a Ghost Gift Card to NetSuite ERP and associate the Gift Card in Heartland Retail to the Ghost Card in NetSuite ERP. Please inquire with your Hyperspace Representative about activating that function. It is highly recommended moving forward that all gift cards should be 9 digits or less. This is not a long-term solution.
First Gift Card Sync
Hyperspace has the ability to create and connect gift cards. Hyperspace can create a gift card in NetSuite and Heartland Retail. It can also connect gift cards that exist in both systems with the same code.
Once the first sync is complete you can view the corresponding internal ID of each gift card in the interface. You can see which cards were connected successfully and which ones had errors due to bad or missing data. For example, if you import all gift cards into NetSuite ERP Hyperspace will create corresponding gift cards with the same gift code in Heartland Retail Point of Sale.
The Hyperspace Connector is designed to enable retailers to:
A. Sell gift cards in Heartland Retail Point of Sale. This action will create a corresponding gift card in NetSuite on a Cash Sale.
B. Enable you to use a gift card as payment on a sales order or ticket In Heartland Retail. This will create a payment on a Cash Sale or Sales Order in NetSuite ERP using that gift card as the form of payment. When the Sales Order or Cash Sale syncs to NetSuite ERP, the balance on the gift card will be adjusted in NetSuite ERP.
A. What if the gift card sold to the customer in the store already exists in NetSuite ERP and has a balance?
Hyperspace will connect to the existing gift card and use the last modified transaction in the Heartland Retail Point of Sale or NetSuite ERP to decide which system holds the right balance. This ensures that even if the salesperson sells a gift card for the wrong amount in the store, the balance in both systems is correct based on the actual customer payment amount.
The Hyperspace Connector will provide the following functions in relation to NetSuite ERP:
A. When a gift card balance changes in NetSuite ERP, the change will synchronize to the connected Gift Card in Heartland Retail Point of Sale. The balance will be increased or decreased in Heartland Retail based on the actions in NetSuite ERP.
A. Can I force sync all balances in NetSuite ERP to Heartland Retail Point of Sale?
Yes. You can selectively sync 1 gift card or all gift cards in your Hyperspace admin.
First click on this tab at the top of Hyperspace.
And the following sub-tab:
You can sync a selected gift card or sync all gift card balances in NetSuite ERP to Heartland Retail Point of Sale.
Note: All gift card adjustments from NetSuite to Heartland Retail POS will appear in the POS Adjustment History Report. You can mass sync anytime to push all balances into Heartland Retail POS.
In NetSuite ERP there are Gift Card Items and Gift Card Codes. Hyperspace will sync all Gift Card Items automatically if checked 'Sell in Heartland Retail' to your Point of Sale as products. All gift codes will sync automatically from NetSuite ERP to Heartland Retail Point of Sale .
When a new gift code is created in NetSuite ERP, Hyperspace will automatically create a new corresponding gift code in Heartland Retail. The creation time is configurable in your Hyperspace settings (e.g. 30 min.)
A. What if there is already a gift card in Heartland Retail with the same gift code?
Hyperspace will connect to the existing gift code and use the last modified transaction in the Heartland Retail Point of Sale or NetSuite ERP to decide which system holds the right balance. In the scenario above the last modified transaction would exist in NetSuite ERP so that is the balance that would be applied.
Adjustments in NetSuite ERP
In Heartland Retail you can sell gift cards. You can also use gift cards as a form of payment on a sale. Both of these actions will sync to NetSuite ERP, but neither is considered an adjustment.
Gift card adjustments from the Point of Sale to NetSuite ERP will only occur if one of the following happens:
1. A manual adjustment is performed by the employee to the gift card balance in the Point of Sale.
2. Ghost gift codes are used to address issues where gift card codes in Heartland Retail exceed 9 digits but need to be associated to codes in NetSuite ERP. This setting can be turned off in your Hyperspace settings.
3. If an unknown error occurs that causes the Heartland Retail sale/ticket/refund that used the gift card for payment failed to sync to NetSuite ERP. Hyperspace will initiate a NetSuite gift card adjustment to make sure NetSuite gift card balance (remaining amount) is correct.
Any of the above actions will adjust the existing Cash Sale associated to the Gift Card in NetSuite ERP with a new balance. You can view all NetSuite gift card adjustments by clicking the Gift Card tab:
And the following sub-tab:
This will show all adjustments made from Heartland Retail Point of Sale to NetSuite ERP.
A. Will this tab show Cash Sales where gift cards were used as a payment in the store?
No. This tab only shows forced adjustments pushed from the Point of Sale into NetSuite ERP. A forced adjustment will modify the balance on the gift code in NetSuite ERP on the Cash Sale.
Locating Gift Codes in NetSuite ERP
Hyperspace has the ability to sync gift codes from NetSuite ERP to Heartland Retail. If you need to verify that a gift code exists in NetSuite ERP, login to NetSuite ERP and click on Lists > Accounting > Gift Certificates.
This will display a list of Gift Certificates and related Gift Codes that exist in NetSuite ERP. This is the source that Hyperspace pulls from to sync gift codes to Heartland Retail Point of Sale.
In this screen you can also search for gift codes. If you search comes up with no results that means the gift code does not exist in NetSuite ERP.
Note: Due to limitations with the NetSuite platform, Hyperspace cannot support the following:
A. Reloading additional funds to an existing gift card. You will need to issue a new gift card to the customer.
B. Refunding back to an existing gift card. You will need to issue a new gift card to the customer when applying a refund credit to a gift card.
C. Increasing the gift card balance in the Point of Sale for an unspecified reason.