What can't be imported and what to do about it

Lightspeed Retail can help you import customers and inventory via a spreadsheet you or your former point of sale system has generated. Please visit our help page for more information which you can find here. If you’d like to transfer your gift cards, customer deposits or customer's outstanding balances (debt) to your new Lightspeed account, these are not importable. However, please read on for ways that you can put that data into Retail.

History, including Sales History

Retail can only report on sales and inventory history from your first day of Retail moving forward. Your past sales history and purchase history cannot be imported. 

If you have extensive sales history information, you should export this information from your old POS system into a format that does not require your old POS system to view, like a spreadsheet. If you cannot do this, it might be worth looking through your old reports and recording a snapshot for yourself moving forward.

Customer Accounts and Gift Cards

Many POS systems can keep track of credit accounts for your customers as well as keeping gift cards. You’ll want to export all of this information out for your records. These cannot be sent in with an import, but we do have a procedure for establishing these accounts by using a custom Payment Type to pay for those deposits.

Migrating Customer Store Credit Accounts

Once your customer list has been imported, you can begin entering in customer deposits or leftover store credit. 

  • Navigate to Settings > Payment Types and click New Payment Type in the top-right corner. 

  • Call this Payment Type Account Migration. You don’t need to worry about what’s showing under Refund As or requiring customer since this Payment Type will only be used for this purpose.
  • Start a New Sale and attach the customer to the sale. You can do this by typing your customer’s name or, if you imported their full contact information in, their email or phone number in the Search Customers field. 

  • Hit the green Payment button to proceed to the Payment screen.
  • Hit the Add Deposit button to add a deposit. In the Enter Deposit Amount field, enter the amount they have on their account. In the Enter Deposit Payment Type drop-down list, pick the Account Migration Payment Type. 

  • Hit OK. The Account Migration Payment Type will automatically fill with the deposit amount to be “paid” with the Payment Type Account Migration.
  • Hit the green Finish Sale button. This will put the funds on your customer’s account. Now, when they come in, you will be able to attach them to the sale and, when it comes time for them to pay, the funds will be taken out of their customer account first automatically, with any remaining balance to be paid by them.

Gift Cards

The procedure for gift cards is quite similar.

Gift cards in Lightspeed must be scanned with a barcode or typed manually, and swiped gift cards are not supported. Also, gift cards ideally have 12 characters and start with 23, so 230000000001 would be acceptable. If you have old gift certificates with a different number scheme, you can just put them in this format. For example, if you have a gift certificate with the number 1001, you can put it in as 230000001001.

Turning this number into a barcode requires something slightly different. Barcodes would ideally be in EAN-13 format, which would be the above 12-digit code with a 13th check digit on it. This check digit is a number that is calculated by the 12-digit code, and can be found with a check-digit calculator. If you enter a 12-digit gift card number, you'll want to print out a barcode with the EAN-13 number on it. In the above example, the number that you would want to print out would be 2300000010015.

If you enter the gift certificate number 230000001001 into Retail, you will be able to later print out the barcode 2300000010015, and Retail will know that scanning that barcode should bring up 230000001001.

  • First, make sure you have the gift cards module turned on in your account. If you do not see a Gift Card button in the register, you may have to turn this on. To do this, go to Settings > Getting Started, proceed to the Optional Modules tab, and then proceed using the Next Step button to finish. 

  • Next, start a new sale and press the Gift Card button. 

  • On this screen, type in the amount that should be put on the account in the Amount box, and then scan your old gift card or type the number in starting with 23 followed by the number of 0s in the Card Scan box. If the gift certificate number were 1001, then type in 230000001001.
  • Hit Create Gift Card. This will add the gift card credit to the register. 

  • Hit the green Payment button and hit the Max button next to Account Migration to pay for the entirety of the Gift Card with the Account Migration payment type. 

  • Hit Finish Sale to finish the transaction and put the funds on the gift card.

You now have the ability to let the customer pay with their gift card. You can do this by hitting the Gift Card button on the Payment screen and entering their new gift card number there.

If you have multiple gift certificates or gift cards, then you can do the above multiple times in one transaction in order to establish all of your gift cards at once. You can also do this in batches when you have time, and you can also do this right before the customer attempts to pay with their gift card.

Outstanding Customer Debt and Charges

You may have set up a line of credit for a customer and they may have made purchases on credit. These steps will let you add the charges to their account.

  • Go to the customer’s profile by finding them in Customers > Customers, and click Account on the side to open the Account tab. If they do not have an account open already, click Create Account Now to open an account for them.

     

  • In the Credit Limit field, type the amount want to establish their credit limit as then Save Changes. They won’t be able to spend above this amount. If you don't know what to put, it should be more than or equal to however much their established debt is. Feel free to fill in their Billing Address if you would like to send them a bill from Retail.

  • Open up a new sale, attach the customer to the sale, and hit the Misc. button to add a Miscellaneous Charge.

  • Name this Past Charges for your records, and in the Price box, type in however much they owe you.
  • You can leave the Cost box at $0 unless you happen to have the cost of all their past purchase on hand.
  • Finally, make sure to uncheck the Tax box. They’ve already paid tax on their purchases, so you don’t need to tax them more.

  • Hit Save. You’ll then see the charge in the register.
  • Hit the green Payment button.
  • Hit the Max button next to the Account Payment Type, and then hit Finish Sale

  • This will put the charge on their account for them to pay off later, which they will be able to do in the Payment screen with the Make Payment button.
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