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Lightspeed Retail (X Series) integration – Setup guide with Planday
Lightspeed Retail (X Series) integration – Setup guide with Planday

Automate the import of your revenue data from Lightspeed Retail POS (X-Series) into Planday

Anton E avatar
Written by Anton E
Updated over a week ago

🎯 This integration is for Planday admins based in Australia, Canada, the UK and USA only.

With Planday, you can connect your Lightspeed Retail (X-Series - formerly Vend) POS system and automatically import sales data. This lets you compare your revenue vs payroll costs and helps you plan your schedules to align with the budget. You can connect different X-Series Outlets or individual Registers in those Outlets into Planday Revenue units. Follow this setup guide to configure the integration.

Requirement for the integration

Set up Revenue units in Planday

To get this integration working, you must map Planday’s Revenue units with Lightspeed’s Registers/Outlets to fetch revenue data.

Before setting up the integration, create at least one Revenue unit in every Department where you wish to import revenue.

To set up a Revenue unit in Planday, go to Reports > Revenue > Manage revenue > Revenue units.

Note: You can create several revenue units within a department.

​When setting up a Revenue unit, select the option to Enter daily revenue for every unit you want to map, along with selecting Include in total revenue.

Note: For detailed steps, read Set up revenue with cost centres and budgets.

Set up the integration in Planday

Follow these steps to find, connect and configure the integration.

Find and connect the integration

Once the prerequisites have been completed, go to Settings > Integrations > Overview. Switch to the Point of Sale tab to see all available POS integrations or search for the integration name from the search bar.

Planday EN Screenshots for HC.001.png

Click Connect on the Lightspeed Retail (X-Series) tile to open the integration editor. During this step, the integration gains access to Planday data.

Connect Lightspeed account

Connect one or more Lightspeed POS (X-Series) Accounts in the first card in the integration editor by pressing the Connect account button.

Planday EN Screenshots for HC.001.png

This will open a log-in screen in a new pop-up window. You must enter your Store URL here, followed by your Vend email and password.

Planday EN Screenshots for HC.001.png

Note: Make sure your browser is not blocking pop-up windows, in which case the log-in window will not open.

​After signing in, check the Accounts section of the integration, which shows your newly connected account. The green status icon 🟢 will inform you that the connection is set up correctly.

​In case of issues with the connection, a dedicated status message and light will be displayed in front of the account. You can click on the status to read more or take further action if required.

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Data import settings

When at least one account is connected successfully, you can complete the integration setup by specifying other settings and mappings.

Start import at - Choose an hour of the day. The integration imports revenue data daily at the hour specified in this field. The imports will take place within the set hour, typically close to the start of the hour.

Get data from the past - Choose the number of days. This field allows you to specify how many days of previous data should be imported. The minimum number of days is 1, meaning the integration only imports data from the previous day.

Note: When selecting more than one day, previously imported revenue on mapped Revenue units is overwritten during every import. The imported values may change over the first several days as payments get processed on Lightspeed’s side.

Include tax values - Choose Yes or No. By default, the checkbox to include tax values is selected, but you can deselect it - leading to the import of Net sales data.

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Link Planday Revenue units with Lightspeed POS Registers or Outlets

Note: At least one Revenue unit in Planday is required for this step.

​Click one of the account names under Registers to open the link window. The linking page shows existing Planday Revenue units and allows you to link any Lightspeed POS (X-Series) Register. It is possible to map multiple Registers in the same Outlet to one Revenue unit and vice versa.

Click Save to confirm the mappings. Alternatively, close the window or click the Back button to discard the links.

Revenue import details

Integration timing

The integration imports revenue data from Lightspeed once a day. The import takes place within one hour starting at the selected hour in the Start import at field.
Typically, the import runs near the beginning of the specified interval.

Include or exclude tax values

Integration by default imports Gross values from mapped locations. To import Net values, uncheck the “Include tax values” option.

Revenue value

The imported revenue is the sum of revenue values of all active Registers mapped to the Revenue unit from successfully connected Lightspeed accounts.

If any Lightspeed account connection does not work, revenue from the Account’s registers will not count in the revenue imported into the mapped Revenue units.

Note: Incomplete revenue values will overwrite correct values imported in the past if a Lightspeed account connection stops working and if you are importing values for several days in the past.

FAQs and troubleshooting

How do I deactivate the integration?

To stop importing revenue, you can remove individual connected Lightspeed accounts. This will stop revenue imports. Revenue previously imported into Planday will not be overwritten.

Note: Alternatively, click the Options drop-down on the Lightspeed Retail X-Series tile on the Integrations Overview page, then click Revoke authorisation. This will revoke the integration’s access to Planday and stop all scheduled import jobs.

Revoke Integration.png

How can I verify imported values?

To verify in Planday: Open the Schedule page on Planday. Press the View settings button, and turn on the Revenue toggle to reveal earnings values at the bottom of each business day.

Revenue imported for a given Revenue unit is displayed in the Daily revenue pop-up.

Note: The Notes field contains the timestamp of the revenue import and a label of the revenue source. The shown timestamp reflects the UCT time zone and is not adjusted for your Planday organisation’s location!

To Verify in Lightspeed: The data in X-Series can be checked under your Lightspeed dashboard. Browse your store account in Lightspeed and navigate Menu > Sell > Sales History.

Screenshot 2022-12-14 at 20.07.17.png

Nothing happens when I click Connect account

Ensure your browser is not blocking pop-up windows, which can often lead to the log-in window not appearing.

Revenue not importing

  1. Ensure that the Enter daily revenue checkbox, located in Settings > Revenue, is selected for mapped revenue units.

  2. Verify that Lightspeed Retail X-Series registers are mapped to Revenue units of relevant Departments.

The account needs to be reconnected

In some instances, authorisation to the connected account can fail, and the account will need to be reconnected. You can see the current status of the connected accounts displayed next to the corresponding account when you open the integration tile.

To reconnect the account, you must click on the account’s table row in the Accounts section. A pop-up window asking you to sign in again will appear. You must log in to the correct X-series account. Once you sign in, the connection status will be updated in the table.

Note: When an account needs to be reconnected, its revenue will not be imported into Planday, meaning that you might notice unusually low revenue shown in the Schedule. To remedy this, after reconnecting the account, you can increase the number of imported days to overwrite days showing partial revenue figures.

Revenue imported to Planday does not match the value reported by Vend

A. Vend – Rounding issue
Sometimes, the sale total will have some rounding calculation (more or less ~GBP0.01) due to tax calculations not falling on an exact penny value. When these fractional pennies accumulate over many sales, the differences can be seen more evidently.
This issue occurs only when tax is included in the import.

B. Check Payments Status
The integration calculates revenue based on sales marked as:

  • Completed

  • On Account

  • Delivery, completed

  • Layby, completed

  • On account, completed

  • Pickup, completed

  • Pickup, unfulfilled

  • Delivery, unfulfilled

Since payments can take up to a few days to be processed, it is possible that imported revenue will not correspond to values shown in X-Series or that the value shown in the Schedule will change on the next import.

C. Check Connection Status
Please check once all connections are in Connected status. If some connection doesn’t work properly, sales related to Registers from this connection will not be imported.

Can I connect several Lightspeed accounts to the same Planday organisation?

Yes, it's possible. To add another Lightspeed account to your Planday,

  • go to Settings > Integrations > Overview

  • find the relevant Lightspeed integration tile and click on Connect

  • click on Connect account and add the details of that second connection

Then, you can link the relevant revenue units ( corresponding to the departments) to the relevant Lightspeed Registers.

See related articles:

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