Online Stores. STRONGVON Tournament Management System

Transcription

1 Online Stores STRONGVON Tournament Management System 1 Overview An online store on the STRONGVON Tournament Management System is part of the event website where your potential registrants can purchase items related to your event. Such items can include: Spectator admission Seminars, workshop or course fees T-shirts and other apparel Digital images or electronic files Magazine, Books, CDs, DVDs, and other media Other accessories You can configure the event website to offer the store items at the time of registration, or as a separate purchase without a registration. Either way, the online store is immediately available for you to use at any time after you create your event. Figure 1. Overview of Online Store Online Stores STRONGVON Tournament Management System 1 of 49

2 Usage of Online Store Figure 1 shows the general flow of how the online store works: 1. You upload the names, prices, taxes, shipping fees, descriptions, and thumbnail images of the store items to the STRONGVON server. 2. The server immediately displays the store items on the event website. In 2a, the store items are displayed on the registration form as optional purchases at the end of the registration process. In 2b, the store items are displayed for purchase without a registration. 3. The buyer submits his order and is immediately given instructions on how to complete the payment for the order. In 3a, he submits his order at the same time as his registration form. In 3b, he submits his order without a registration. 4. The buyer completes his payment and payment confirmation is sent to the server. 5. The server sends an purchase invoice by to the buyer with a courtesy copy to you. 2 Usage of Online Store You can use the event website as a vehicle to sell items that are related to your event. These items are sold by you to the customer using the STRONGVON system to collect the orders from the Internet. 2.1 Type of Items Allowed You may only list items that are related to your event, and the event must be a a legitimate event. For example, if your event is a martial arts tournament, you may only sell items that are related to martial arts. In this case, items may include, but are not limited to, spectator tickets, T-shirts, and training gear. You may only enter listings that are accurate, current, complete, and include all relevant information about the terms of sale, payment terms, shipping methods and who bears the cost of shipment. You may only place listings for items that exist and are to be sold. You may not list items that you are not legally entitled to sell or that are not in your possession. 2.2 Terms of Usage Content of Listing Your listings are not pre-screened for content, but STRONGON reserves the right to remove any listing that it deems unsuitable or in breach of the terms and conditions. You must not list anything that is illegal, offensive (including anything of a defamatory, pornographic, or racially or ethnically objectionable nature), stolen, or unsafe, anything which infringes copyright or other intellectual property rights, items which have been illegally imported or which would require illegal import or export in order to complete the transaction, or any item of which the sale is prohibited by, or violates any, law. You Online Stores STRONGVON Tournament Management System 2 of 49

3 Creating and Enabling the Online Store are responsible for ensuring that any listing by you does not breach this clause. You agree that STRONGVON may disclose your personal information, including your name and contact details, to the relevant authorities, parties or the applicable intellectual property right holders (or their representatives) if STRONGVON considers that you are in breach of this clause at any time. You must ensure you hold the copyright or are otherwise licensed to use any images you add to your listings Customer Service Contact Information You agree to provide your address and phone number to the buyer for contact purposes regarding the items for sale on the event website STRONGVON s Role in the Sale In using the system, you agree that STRONGVON does not take any part in the sale of items other than by providing its services as a venue for you to sell your products or services. If a buyer places an order through the STRONGVON system, the contract of sale is formed between the buyer and you, the seller. STRONGVON does not act as agent for either party and does not participate in any sale or transaction between you and the buyer, except when collecting the purchase amount on your behalf through the STRONGVON Credit Card Service. If you use the STRONGVON Credit Card Service, STRONGVON simply passes on payments made by the buyer to you. As a result, STRONGVON is not the seller. 3 Creating and Enabling the Online Store The online store is the display of items on the event website which allows visitors to place orders for purchase of those items. The online store is created at the same time you create an event on the STRONGVON system. It is entirely your choice whether or not you want to enable the store. When you upload at least one store item, you ve effectively enabled the store. See Section 4.2 for instructions on how to upload store items. 4 Managing Store Items To sell an item on the event website, you must upload information about the item onto the STRONGVON server using the Administration Software. You need only one active item on your event and the online store is automatically enabled. Store items are managed from the Store module, shown in Figure Components of a Store Item ID The store item s ID field is a unique identifier. It identifies the store item, and is referenced whenever someone makes a purchase of the store item. The ID number changes Online Stores STRONGVON Tournament Management System 3 of 49

4 Managing Store Items Figure 2. Store Module Name whenever you change the price, tax, or ship fee of a store item that is being referenced on a pending or approved purchase order. The original store item remains intact and hidden from view, which protects the integrity the database. For example, if the store item originally had an ID of 123 and original price of $10, and you have sold the store item on at least order, then the item ID changes when you change the price. Once the price changes on a store item that has been sold, the item ID changes to another number, like 135. The old store item with ID of 123 is hidden from your view. The store item s Name field holds a short string of text that identifies the item. It appears in the event website, in the Store Invoice module, and on the itemized list of purchases on the registration confirmation or purchase invoice Description Price Tax The store item s Description field is a paragraph description of the item, which appears in the display of the item in the online store. This field does not appear in the purchase order or registration confirmation. This field can be rendered with HTML tags. The store item s Price field is the price of the store item, which is added to the total cost of the store purchase each time a buyer adds a quantity of one into his cart. The store item s Tax field is the tax rate that is charged on the store item s price. This value is expressed in percentage. For example, the field with a value of 8.5 represents a tax rate of 8.5%. If the Price field is $100, and the buyer adds a quantity of 1, then the tax charged is $8.25. If the buyer adds a quantity of 2, then the tax charged is $ Online Stores STRONGVON Tournament Management System 4 of 49

5 Managing Store Items Ship Fee The store item s Ship Fee field is the flat shipping fee that is charged for each quantity the buyer adds to his cart. For example, if this field had a value of 0.50, then the ship fee is $0.50 for a quantity of one, and $1.00 for a quantity of two Downloadable The store item s Downloadable checkbox indicates the item for sale is delivered as an electronic file. When this checkbox is enabled, and the purchase order is approved, the buyer is immediately ed the purchase invoice and a URL link that allows him to download the file. The download link remains valid until he downloads it. After one successful download of the file, the link remains valid for another two hours. The date and time stamp of the download is recorded in the Store Invoice module. See Section for details on viewing and resetting the date and time stamp of the first download. This checkbox is configured only on the Add Store Item window. You will not be able to enable or disable this checkbox after the store item has been created. Thus, you cannot upload a downloadable file to the store item from the Update Store Item window Thumbnail Image The store item s Thumbnail Image field contains the thumbnail image file that is displayed next to the Store item details in the online store. To upload the thumbnail image, click in the image area. This opens a window where you can browse for the image file from your local computer. When you click on the Submit button on the Update Store Item window or on the Add Store Item window, the selected image file is uploaded into the thumbnail area. You are only allowed to upload a thumbnail image with the filename extension.jpg,.gif,.tif, or.png. The width of the thumbnail image is limited to 240 pixels. If you upload an image file that is wider than 240 pixels, the software will prompt you to select a width between 10 and 240 pixels and then automatically resize the image file to that width, while keeping the same aspect ratio. When you use the standard method of uploading a downloadable store item (described in Section 4.2), the thumbnail image is uploaded separately from the downloadable file using the procedure described in the previous paragraph. However, if you use the Create Image Items button, or upload the image file in the Match Lineup module, the thumbnail image files are automatically created from the downloadable image files that you upload. To clear the thumbnail image from an existing store item, right mouse click in the image area and select Clear. The thumbnail will be removed when you click on the Submit button from the Update Store Image window Hide Item When a store item has the Hide Item checkbox enabled, the store item is suspended from display in the online store. Use this checkbox to temporarily inactivate a store Online Stores STRONGVON Tournament Management System 5 of 49

6 Managing Store Items item. When this checkbox is enabled, the table view that shows all store items displays a Y in the Hidden column. 4.2 Adding a Store Item Available Methods There are three ways of adding a store item to the store: Standard Method: This is the most common way of adding a store item, which uses the Add button at the bottom of the Store module. You can use this method to upload all store items, but you can upload only one item at a time. See Section for instructions on how to use this method. Create Image Items Button: To upload multiple image files from the Store module, you can use the Create Image Items button to upload several image files at once and create a separate store item for each uploaded file. Do not use this method unless you are creating store items from image files. See Section 5.4 for instructions on how to use this method. Upload Competition Image Items: For image files that are associated with matches on your event, you can upload several image files at once from the Match Lineup module and create a separate store item for each uploaded file which includes the event name, match ID, and competitors names. Do not use this method if you are not uploading image items that are associated with matches on your event. See Section 5.5 for instructions on how to use this method Standard Method You can add all store items using the standard method from the Store method. You can upload regular items and downloadable items using the standard method. To use the standard method: 1. Run the Administration Software, and log into the server. If you are running the full version, click on the Server tab. 2. Click on the word Tournament on the left side. A list of your events that are associated with your business appear on the right side. 3. Click on the event on the right side. 4. Click on the Store module on the left side. This displays the list of current store items on the right side (as shown in Figure 2). 5. Click on the Add button that appears at the bottom of the Store module. This opens the Add Store Item window (shown in Figure 3). 6. Enter the information and thumbnail image as required for the store item. See Section 4.1 for details on each field of the Add Store Item window. 7. Click on the Submit button to close the Add Store Item window and display the store item on the online store of the event website. Online Stores STRONGVON Tournament Management System 6 of 49

7 Managing Store Items Figure 3. Adding a Store Item 8. If you have enabled the Downloadable checkbox on the Add Store Item window, you will be prompted to select the file that will be delivered when the store item is purchased (shown in Figure 4). The file type for upload is limited to.jpg,.gif,.png,.doc.,.docx,.tif,.eps, and.pdf. Figure 4. Adding a Downloading Item Online Stores STRONGVON Tournament Management System 7 of 49

8 Managing Store Items 4.3 Editing a Store Item You can edit any existing store item from the Store module, regardless of how the store item was created. The only thing on a store item that you cannot edit is the downloadable file. You can upload a different file or remove the association with the downloadable file. You must delete the store item and add a new store item if you wish to change the downloadable file Effects of Modifying Price, Tax, or Ship Fee When you modify the price, tax, or ship fee of a store item that is being referenced on a purchase order (pending or approved), you are effectively creating a new store item. This process is transparent to you because the software makes a copy of the old store item and hides the old store item from the Store module. The only difference to you would be that the store item s ID field will reference a new number. Creating a new store item when the price changes will protect the integrity of previous purchase orders. You cannot change the price of a store item on pending purchase orders. To prevent a buyer who has already submitted a pending purchase order from receiving the old price, you must delete his pending order and require that he re-submit his purchase order. If the store item has not yet been referenced on a purchase order, no new store item will be created even if you change the price, tax, or ship fee Instructions on Editing To edit an existing store item: 1. Run the Administration Software, and log into the server. If you are running the full version, click on the Server tab. 2. Click on the word Tournament on the left side. A list of your events that are associated with your business appear on the right side. 3. Click on the event on the right side. 4. Click on the Store module on the left side. This displays the list of current store items on the right side (as shown in Figure 2). 5. Double click on the store item you wish to modify. This opens the Update Store Item window (shown in Figure 5). Alternatively, you can click on the store item once and then click on the Edit button that appears at the bottom. 6. Modify the fields and thumbnail image as required for the store item. See Section 4.1 for details on each field of the Update Store Item window. 7. Click on the Submit button to close the Update Store Item window and save the changes. The changes immediately take place on the online store. Online Stores STRONGVON Tournament Management System 8 of 49

9 Managing Store Items Figure 5. Updating an Existing Store Item 4.4 Deleting a Store Item You can delete any store item at any time. If the store item is being referenced on a previous purchase order, approved or pending, the store item is only being removed the list in the Store module and not actually being deleted. This is to protect the integrity of the database. To delete a store item from the online store: 1. Run the Administration Software, and log into the server. If you are running the full version, click on the Server tab. 2. Click on the word Tournament on the left side. A list of your events that are associated with your business appear on the right side. 3. Click on the event on the right side. 4. Click on the Store module on the left side. This displays the list of current store items on the right side (as shown in Figure 2). 5. Click on the store item once and then click on the Delete button that appears at the bottom. 4.5 Hiding a Store Item An alternative to deleting a store item is to hide the store item from display on the event website. This allows you to temporarily inactivate the store item. To hide a store item, enable the Hide Item checkbox on the Update Store Item window, as shown in Figure 6, and then click on the Submit button to save the change. When you do this, Online Stores STRONGVON Tournament Management System 9 of 49

10 Downloadable Store Items the store item is immediately removed from the event website. See Section for the full instructions on accessing the Update Store Item window. Figure 6. Hiding a Store Item 5 Downloadable Store Items You can create store items that are automatically delivered as electronic files after the purchase order is approved. This allows you to upload such store items as documents, e- books, and high resolution image files. Downloadable file types are limited to: Image files: file names with extensions jpg, gif, png, tif, and eps Document files: file names with extensions doc, docx, and pdf 5.1 Displaying in Online Store Store items that are automatically delivered as downloadable files are displayed on the event website like any other store item. Figure 7 shows an example of how the online store looks on the event website. The store item on the right represents a PDF file. There is a thumbnail image that represents the store item. The name, description, price, tax, ship fee, quantity, and Add to Cart link appears to the right of the thumbnail image. 5.2 Buying Multiple Quantities The buyer is allowed to purchase multiple copies of a downloadable store item. This allows the buyer to pay for more than one copy of the file if he plans to give another copy to someone else. Many buyers will not bother to purchase multiple copies, but the online store will allow for honest buyers to pay for multiple copies. The quantity purchased does not affect on the number of downloads. The buyer can download an unlimited number of times within a two hour window of the first successful download. See Section 5.6 for details on the delivery of downloadable store items. Online Stores STRONGVON Tournament Management System 10 of 49

11 Downloadable Store Items Figure 7. Displaying a Downloading Item 5.3 Creating the Downloadable Store Item Standard Method The standard method for uploading a downloadable file into a store item can be used for image files as well as other file types. This method is the most flexible you specify the downloadable file and the thumbnail file separately. See Section for instructions on how to use this method. Because you have to upload each store item one by one, the standard method is cumbersome if you have multiple image files to upload Automated Methods for Image Files You have two alternative methods to the standard method for creating store items from image files. Both methods save you time in uploading, creating thumbnails, and assigning field values to the store item, especially when you have a batch of image files to process: Using the Create Image Items button: This method is for creating store items from a batch of image files. See Section 5.4 for details on how to use this method. Using the Match Lineup module: This method is for creating store items from a image files that are related to specific matches in the Match Lineup module. See Section 5.5 for details on how to use this method. 5.4 Create Image Items Button When to Use When you want to upload an image file as a downloadable store item, you have the choice of using the standard method (described in Section 4.2.2) or using the Create Image Items button at the bottom of the Store module. The file types that can be uploading using the Create Image Items are.jpg,.gif,.png, and.tif. Online Stores STRONGVON Tournament Management System 11 of 49

12 Downloadable Store Items When you have multiple image files to upload into the store, it s more convenient to use the Create Image Items button. This is because you specify the name, description, price, tax, and ship fee only once, and the software will automatically apply these fields and create the thumbnail image to each store item created. The store item s Name field will have a space and number appended to uniquely identify the image within the uploaded batch. For example, if you specified the name Tournament Snapshot at the time you upload three image files, the names of the store items that are automatically created will be Tournament Snapshot 1, Tournament Snapshot 2, and Tournament Snapshot Instructions To upload one or more image files using the Create Image Items button: 1. Run the Administration Software, and log into the server. If you are running the full version, click on the Server tab. 2. Click on the word Tournament on the left side. A list of your events that are associated with your business appear on the right side. 3. Click on the event on the right side. 4. Click on the Store module on the left side. This displays the list of current store items on the right side (as shown in Figure 8). 5. Click on the Create Image Items button that appears at the bottom of the Store module. This opens the file selection window where you can browse for the image files on your local computer (shown in Figure 8). Figure 8. Using Create Image Items Button 6. In the file selection window, hold down the Ctrl key while clicking on each file you wish upload. As you click, you will see the file name added to the bottom of the selection window. Online Stores STRONGVON Tournament Management System 12 of 49

13 Downloadable Store Items 7. When you are done selecting the files to upload, click on the Create button. This opens the Add Store Item window (shown in Figure 3). Notice the Downloadable checkbox is already enabled and read-only. Also notice that nothing happens when you click in the Thumbnail Image area; this is because the software will create the thumbnail image for you. 8. Enter the appropriate values for the Name, Description, Price, Tax, and Ship Fee fields. The software will apply these fields to each store item created for the image files. Only the Name field will vary with a space and image number appended to the end of the name. 9. Click on the Submit button to close the Add Store Item window. This opens the Set Thumnail width window. 10. Enter the desired pixel width with a value between 10 and 240. The software will create the thumbnail images by resizing the original image file to the specified width while keeping the same aspect ratio as the original image file. 11. Click on the Ok button to close the Set Thumnail width window. This will trigger the upload of each image file and creation of its store item. When the software finishes uploading all files in the selection and creating the store items, then the Store module will display one line for each uploaded image file. 5.5 Uploading Competition Images from Match Lineup Module When to Use If you are using the Match Lineup feature on the full version of the Administration Software, you can associate tournament matches with image store items. This is done from the Match Lineup module where the software automatically creates the thumbnail image and assigns the store item s fields. This minimizes the effort required for you to create store items associated with a specific match in a tournament. The software takes the following actions when it creates store items in the Match Lineup module: Uploads all image files specified in the various matches and creates a store item for each image file. Creates the thumbnail image for each store item based on the width you specified. Assigns the match number and image number to the store name using the format: Competition Digital Image [match#]-[image#] where [match#] is the match number assigned by the Match Lineup feature in the full version and [image#] identifies the image among the images that are associated with the same match. For example, the name Competition Digital Image 34-2 indicates that it is the 2nd image associated with Match 34. Assigns the match number and competitors names in the description, using the format: [event name] - Match [match#]: [competitor name 1] vs [competitor name 2] For example, the description BJJ Championships - Match 34: Sarah Jones vs Teresa Mayo indicates that the image is associated with the Match 34 of event BJJ Championships where the competitors are Sarah Jones and Teresa Mayo. Online Stores STRONGVON Tournament Management System 13 of 49

14 Downloadable Store Items Assigns the price based on the Event Image Price configured in the Update Tournament window (shown in Figure 9). If you leave this price zero, the software prompts you for the price at the time you click on the Upload Images to Store button. Figure 9. Configuring the Event Image Price Figure 10 shows what a store item can look like in the Store module after its creation using this method. Once the store item is created, you can make changes as required for that store item. Figure 10. Store Item Created from Match Lineup Module Online Stores STRONGVON Tournament Management System 14 of 49

15 Downloadable Store Items Pre-Requisite Before you can associate store items to specific matches on your event, you must first have taken the following actions: Record all match winners for all matches in all brackets in the full version of the Administration Software. You don t have to have all winners selected, but you must ensure that the matches that have images have the winner saved in the Current Bracket. Create a final match lineup list in the Brackets tab of the full version of the Administration Software. The final match lineup list should have all the match winners and comments recorded for matches of the tournament. You do not have to have winners selected for all matches, but you must ensure that you do not plan to generate another match lineup list. If you generate another match lineup list after you ve associated store items to matches on the previous list, you will break the association between the store item and the match. Although the store items for the image files will still exist, you will be unable to restore broken associations. The integrity of your database is maintained even if you generate and synchronize with a new match lineup list. However, you may generate some confusion with buyers because some store items will have the same names and reference the same image numbers and match numbers. Synchronize the local database on the full version. This uploads the final match lineup list to the server where the matches are available for association with downloadable store items. Read the document Managing Brackets for instructions on how to take execute each pre-requisite actions before you attempt to associate image files with competition matches Instructions After you have taken the pre-requisite actions for generating a match lineup list in the Match Lineup module, you can upload one or more image files with the following instructions: 1. Run the Administration Software, and log into the server. If you are running the full version, click on the Server tab. 2. Click on the word Tournament on the left side. A list of your events that are associated with your business appear on the right side. 3. Click on the event on the right side. 4. Click on the Match Lineup module on the left side. This displays the list of matches from the Match Lineup (as shown in Figure 11). 5. Click on a match to which you wish to associate downloadable store items and then click on the Select Images button. This opens the Update Images window for that match. 6. Click on the Add button of the Update Images window. This opens the Select Image Files window (shown in Figure 12). Online Stores STRONGVON Tournament Management System 15 of 49

16 Downloadable Store Items Figure 11. Match Lineup Module 7. For each image file that you wish to upload and associate with this match, hold down the Ctrl key and click on the file name within the selection window. The file name is added to the bottom of the selection window as you click on the file name (shown in Figure 12). 8. When you are finished selecting the image files for the match, click on the Select button. This closes the selection window and the names of the files on your the local computer will appear in the Update Images window (shown in Figure 12). Figure 12. Selecting Images for a Match 9. If you have more images to upload and associate with this match (perhaps from another local directory), click on the Add button again to open the file selection window, select more files to the list in the Update Images window, and click on Select to close the selection window. Online Stores STRONGVON Tournament Management System 16 of 49

17 Downloadable Store Items 10. Click on the Done button on the Update Images window when you are done selecting image files. This closes the Update Images window and retains your selections in the Match Lineup module. 11. Repeat steps 5 through 10 for each match that has files to upload. The image files will not be uploaded until after you ve finished making the images selections for all matches for which you have images. 12. When you are done making all image file selections. Click on the Upload Images to Store button that appears at the bottom of the Match Lineup module (shown in Figure 11). The software begins to process the image files, starting with the lowest numbered match that has selected image files. Immediately, the software prompts you for the thumbnail width and store item price as follows: Enter the pixel width of the thumnail image on each store item associated with the match, which must be between 10 and 240. The software automatically generates the thumbnail image from the uploaded image, resized to the width you specify for the match. If you have a price of 0.00 in the Event Image Price field of the Update Tournament window, you will also be prompted for the price of each image file on the match. (See Figure 9 to see where the Event Image Price field is configured.) When the software is finished with uploading the files, you will see the new store items that were created for each image file listed in the Store module Leaving Match Lineup Module before Uploading Images When you leave the Match Lineup Module before uploading the selected image files, you risk losing the file selections. Generally, the file selections stay intact until you reload the list of matches. You can purposefully reload the matches by clicking on the Reload button at the bottom of the Match Lineup module. But you can also inadvertently reload the list of matches by selecting another event in the main list of events, or exiting and re-running the Administration Software. To avoid losing your file selections, click on the Upload Images to Store button after you ve finished selecting all the image files on the Match Lineup module. 5.6 Delivering Downloaded Store Item Download Link Downloadable store items are delivered to the buyer as an electronic file. When a purchase order is approved, manually or automatically, the buyer is immediately ed a purchase invoice or registration confirmation containing the itemized list of store purchases. The itemized list of store purchases displays the download links for all downloadable store items on the order. Figure 13 shows an example of how a download link appears in the itemized list of store purchases. Online Stores STRONGVON Tournament Management System 17 of 49

18 Shipping and Handling Figure 13. Delivery of Download Link on Purchase Invoice The download link is valid for an indefinite period until the buyer successfully downloads the first copy. The date and time of his first download is recorded in the server s database, and he can continue to download from that link for another two hours from that recorded date and time Viewing and Resetting Buyer s Download Date and Time Figure 14 shows the Store Invoice module where the date and time stamp of the first download is displayed. The date and time stamp appears in the Download column. If you wish to reset that date and time stamp so that a buyer can continue to use the download link at a later time, select the line item and then click on the Reset Download button at the bottom of the Store Invoice module. Figure 14. Date and Time Stamp of First Download 6 Shipping and Handling You can configure the online store to collect a shipping address and fees associated with shipping and handling of store items. Online Stores STRONGVON Tournament Management System 18 of 49

19 Shipping and Handling 6.1 Collecting Shipping Fees You can configure the online store to collect fees that cover shipping and handling of the delivery of store items. Shipping and handling fees can be specified in two areas: Per Store Item: Each store item can have its own ship fee. This fee is per single quantity of that store item, so the ship fee for a line item on a purchase order is derived from the ship fee multiplied by the line item quantity. The ship fee for a store item is configured in the Update Store Item window, shown in Figure 15. Overall Shipping Fee: Each purchase order can have an overall shipping fee that is added to the total of all store purchases. The overall shipping fee is used when you do not want to use the incremental shipping fee on each store item. When this fee is configured the Ship Fee field for the store item is ignored. The overall shipping fee is configured in the on the Update Tournament window, shown in Figure 16. Figure 15. Configuring Ship Fee Per Store Item 6.2 Collecting Shipping Information When a registrant or buyer purchases store items, you have the option to configure the event website to collect a shipping address at check out Enabling Shipping Fields To enable the collection of a shipping address, enable the Collect Shipping Address checkbox on the Costs tab of the Update Tournament window (shown in Figure 16). Upon doing this, the Registration Form and Store page will collect the following fields: Shipping Address 1 Shipping Address 2 Shipping City Shipping State, Province, Region, or Area Shipping ZIP or Postal Code Shipping Country Online Stores STRONGVON Tournament Management System 19 of 49

20 Taxes Figure 16. Enabling Shipping Fields on Update Tournament Window Collecting Shipping Fields on Event Website When the Collect Shipping Address field is enabled, the shipping address fields are collect during the check out process of the Registration Form or Store page, below the selection of the payment method. Figure 17 shows where the shipping address is collected on the Registration Form. Figure 17 shows where the shipping address is collected on the Store page. 7 Taxes Each store item can have its own tax rate. This tax rate is charged per single quantity of that store item, so the total tax for a line item on a purchase order is derived from the tax rate multiplied by the item s price multiplied by quantity of the line item. In other words, the total tax for each line item of a purchase order is derived from this formula: Total tax for line item = [tax rate] x [item price] x [line item quantity] Thus the total tax for the entire purchase order is derived from the sum of the tax for all line items. The tax rate for a store item is configured in the Update Store Item window, shown in Figure 19. The value entered in the Tax field is interpreted as a percentage with two digits after the decimal point. For example, a value of 8.25 means a tax rate of 8.25%. 8 Display of Store Items Store items are available for purchase in one of two ways. They can be displayed to the online registrant as an optional purchase, or they can be displayed in a standard online Online Stores STRONGVON Tournament Management System 20 of 49

21 Display of Store Items Figure 17. Collecting Shipping Address on Registration Form Figure 18. Collecting Shipping Address on Store Page Online Stores STRONGVON Tournament Management System 21 of 49

22 Display of Store Items Figure 19. Configuring Tax Per Store Item store without a registration. Offering both methods on the event website allows you to sell your items to all visitors, and not just registrants. 8.1 Optional Purchase on Registration Form When store items are uploaded into an event, they are instantly available for purchase to the online registrant. The registrant sees the listing of store items towards the end of the registration process, after he has entered his registration details and selected his categories. Figure 20 shows an example of how store items are displayed directly below the last category selection. If you ve got the Wizard Enabled checkbox enabled on the Update Tournament window, the store items appear on the page just before reviewing the registration. Having the store items available for purchase on the registration form gives you a chance to upsell the registration and increase the amount owed to you on a single transaction. To add the purchase of a store item, the registrant clicks on the Add to Cart link next to the store item details. The total amount due on the registration increases by the price of the store item. You can also configure the store item to add additional charges for tax and shipping. The total amount due on the registration includes the registration fees, subtotal for store items, tax, and shipping. If the registrant selects a payment method of Credit Card (STRONGVON Credit Card Service) or PayPal, the buyer s credit card or PayPal account processes a single charge transaction for the total amount due. 8.2 Purchase Without Registration On the registration form, website visitors cannot purchase store items without submitting a registration. If you want to allow visitors to place an order for store items without having to submit a registration, you must give them access to the Store page. The Store page displays the store items without the registration fields. Website visitors can add items to their cart and complete an order only for the store items. The total amount due upon checkout includes the price of the each item and any tax and shipping associated with the item. Online Stores STRONGVON Tournament Management System 22 of 49

23 Display of Store Items Figure 20. Display of Store Items on Registration Form You can customize the instructions that appears above the display of the store items with the Store Instructions field from the Messages tab of the Update Tournament window (shown in Figure 21). This field can be rendered with HTML tags. Figure 22 shows an example of the Store page where website visitors can purchase store items without a registration. The menu item Store was added to the menu bar for easy access to the store, but you are not required to add a menu link in order to access the Store page. The file name of the default body page for the Store page is called m_store.jsp, which is immediately created when you create you event. You can specify that file name as a link to a menu item, or you can enter the file name in the URL with format: URL]/m_tournament_main.jsp?page=m_store.jsp For example, if your event URL is bjjchamps then this is the URL to your Store page: Online Stores STRONGVON Tournament Management System 23 of 49

24 Display of Store Items Figure 21. Configuring the Store Terms and Store Instruction Fields Figure 22. Display of Store Items without Registration You must have at least one store item uploaded to your event before your visitors can use the Store page. If there are no store items, the Store page does not display, regardless of whether or not you have a menu item that links to it. 8.3 Limiting Number of Store Items Per Page If you want to limit the number of items that appears simultaneously on the Store page, enter a maximum number of store items into the field called Store Page Size on the Online Stores STRONGVON Tournament Management System 24 of 49

25 Check Out Process Update Tournament window (shown in Figure 23). This field affects the display of store items for both the Registration Form and the default Store page. Figure 23. Limiting Number of Store Items Displayed at Once When you leave the Store Page Size field blank, the default size of 4 items per page is applied. If there is a value in this field, and there are more store items than the field s value, then multiple page numbers appear at the upper left above the display of store items. For example, if you have 25 items, but the Store Page Size is 2, then the store items will be displayed among 13 pages (2 items on the first 12 pages and 1 item on last page). Thus, you should see this in the upper left if you were on page 8: << Prev Next >> The current page number is displayed in bold, while the other pages are displayed with an underline and hyperlink to the appropriate page number. If the visitor is not on the last page, the Next link appears to provide you with access to the next page in sequence. If he is not on the first page, the Prev link appears to provide you with access to the previous page in sequence. Only 5 page numbers are accessible at once. If there are more than 5 pages, the >> link appears to give you access to the next set of 5 pages, and the << link appears to give you access to the previous set of 5 pages. Figure 23 shows an example of the display of store items on the first page of an online store with over 5 pages. 9 Check Out Process The check out process slightly differs between a store purchase with a registration and a store purchase without a registration. Either way, billing information is not collected on the event website. If the buyer is paying by online credit card or PayPal, the credit card details are collected on a separate secured payment server that is authorized to handle your customers credit card details. Online Stores STRONGVON Tournament Management System 25 of 49

26 Check Out Process Figure 24. Display of Over Five Pages of Store Items 9.1 Purchases with Registration Form Differences with Regular Registration Form When a buyer makes a store purchases at the same time he registers for your event, the check out process is very similar to that of the registration process without a store purchase. The only differences between a registration with a store purchase and without a store purchase are these: The itemized list of purchase is displayed just above the grand total. The Registration Form collects a shipping address if you have configured the form to do so. The grand total due that is being saved on the registration and sent to the secure payment server includes the additional costs associated with purchase of the store items. The registration confirmation includes the itemized list of purchases from the online store. This serves as the purchase invoice for those store items. Figure 25 shows an example of what the registration checkout looks like when there is a store purchase Final Step before Registration and Purchase Order is Submitted After he enters his special instructions and his shipping address (if you have configured the shipping address to be collected), the registrant is taken to a page where he must agree to the waiver and terms of the event. There is a link to the wording of the waiver and terms next to the mandatory checkbox. You upload the wording for these terms from the Messages tab of the Update Tournament window. When he clicks on the Submit Registration button on this page, he has effectively completed his registration and purchase order. What the registrant sees after this depends on the payment method he selected in the previous step. See Section 9.3 for details on what happens after his registration and order is submitted. Online Stores STRONGVON Tournament Management System 26 of 49

27 Check Out Process Figure 25. Store Checkout on Registration Form 9.2 Purchase from Store Page Entering Buyer s Non-Billing Details When a buyer makes a store purchase without submitting a registration for your event, the check out process does not involve any registration information. After the buyer has finished adding items to his cart, the clicks on the View Cart button to review the store items in his cart. When he is ready to submit his order, he clicks on the Check Out button that appears below the grand total. This opens the part of the form where he specifies the method of payment, enters his contact details, and indicate special instructions. If you ve configured the event to collect a shipping address (from the Update Tournament window), the shipping address is also collected when he clicks on the Check Out button. Figure 26 shows an example of what the Store page looks like after the buyer clicks on the Check Out button Final Step before Purchase Order is Submitted After he enters all the non-billing details on the check out page (see Section 9.2.1), he is taken to a page where three must happen before he can submit his purchase order: He must agree to your terms of purchase. The wording is displayed directly below a checkbox that says the buyer agrees to those terms. You configure the wording of these terms in the Store Terms field on the Messages window of the Update Tournament window (shown in Figure 21). He must enter the verification code that appears in the image. He must click on the Submit Purchase button. Online Stores STRONGVON Tournament Management System 27 of 49

28 Check Out Process Figure 27 shows what he sees after he enters his non-billing details and clicks on the Continue button. When he clicks on the Submit Purchase button, he has effectively completed his purchase order. What the buyer sees after this depends on the payment method he selected in the previous step. See Section 9.3 for details on what happens after he submits his order. Figure 26. Store Check Out Process on Store Page Figure 27. Store Terms and Verification Image for Store Page 9.3 After Order is Submitted After the buyer clicks on the Submit Registration button on the Registration Form (see Section for details) or the Submit Purchase button on the Store Page (see Section for details), the buyer is responsible for making his payment to you. Online Stores STRONGVON Tournament Management System 28 of 49

29 Check Out Process Submitting a purchase order on the STRONGVON system is not an indication that the buyer has paid for the order. All orders are placed in a pending state until they are paired with an online payment transaction, or until you manually approve the order on the Administration Software. See Section 10 for details on the different options available for the buyer to complete his payment Payment Reminder The STRONGVON server immediately s the buyer a reminder that his order is in a pending state until a payment is made on the order. This reminder is ed to the buyer regardless of whether or not he completes his payment. If the buyer has specified a payment method of Credit Card or PayPal, the reminder contains a link to the secure payment page where he can complete his payment. Although the buyer is immediately directed to the secure payment page after he submits his order, but he is not required to complete his payment immediately after he submits his order. Thus, he can close the secure payment page and click on the payment link in his reminder when he is ready to make the payment. If the buyer has specified an offline payment method (like cash or check), the reminder contains your instructions on how to complete the payment. You can customize these instructions in the Pending Message field of the Update Tournament window (shown in Figure 28). Figure 28. Configuring the Pending Message Field Viewing Pending Buyers While the order is in a pending state, you have the option to review the buyer s information while logged into the Administration Software for purposes of following up for the payment. You can review only the buyer s information, the selected payment method, and the total amount due from the store purchase. You cannot view the itemized details of the order until the order is approved, either manually by you or automatically from a completed online payment. If the order was made on the Registration Form, the buyer s information is the same as the registrant s information so the buyer s information is accessible from the pending registration list in the Registrant module, as shown in Figure 29. Online Stores STRONGVON Tournament Management System 29 of 49

30 Check Out Process If the order was made on the Store page where there is no registration, the buyer s information is under the pending list of the Store Buyers module, as shown in Figure 30. Figure 29. Viewing Pending Store Buyers with Registrations Figure 30. Viewing Pending Store Buyers without Registrations Resending the Payment Reminder While viewing a pending buyer in the Administration Software, you can initiate another payment reminder . To send a reminder to the buyer, select the buyer from the pending list, and then click on the Payment Link button at the bottom of the pending list. If the selected payment method was Credit Card or PayPal, the reminder contains the appropriate payment link that will direct the buyer to the secure payment page for that order. Figure 31. Payment Link Button You can trigger as many reminder s as required. However, you cannot change the amount due on the store purchase, even if the store item s price has changed since the Online Stores STRONGVON Tournament Management System 30 of 49

31 Payment Methods original order. If the store purchase was made with a registration, you can change the registration fees or apply a special discount code to the registration fees, but you cannot change the amount due on the store purchase. See the document Registration Pricing for details on how to manipulate the registration fees. 9.4 Special Instructions The Special Instructions field collected from the registrant or store buyer is a way for your customer to communicate important notes about his registration or order. This field is collected on the Registration Form and Store page. Figure 26 shows the Registration Form where this field is collected. The customer is limited to 70 characters to convey his details. You can also instruct the registrant or buyer to communicate specific requests in this field. Figure 32. Accessing Special Instructions for Store Buyer The value collected for this field is accessible on the Update Registrant for orders with the registration and on the Update Store Buyer window (shown in Figure 32) for orders without a registration. This field is also displayed in the registration confirmation and purchase invoice , of which you get a copy when the registration or order is approved (assuming you have access to the that is specified in the Update Tournament window). Figure 13 shows where this field is displayed in the purchase order invoice , which is below the itemized list of store purchases. 10 Payment Methods The buyer selects the payment method at the time he submits his store order on the event website. The method he selects determines how he is directed to complete the payment for his order. The method that is offered for store purchases is the same as that offered for online registration. In other words, whatever payment method you choose to offer on the Registration Form will be offered for the Store Page Online Credit Card If the buyer selected Credit Card as the payment method on his order, the buyer is immediately directed to a secure payment page after he submits his store order (as Online Stores STRONGVON Tournament Management System 31 of 49

32 Payment Methods shown in Figure 33). This is a secure payment page resides on a server that is separate from the server hosting the event website. Thus, the URL of the secure payment page will be different from that of the event website. However, the buyers will immediately see that the secure payment page is directly related to his purchase order because the names and contact information will be pre-populated on the payment form. Figure 33. Secure Payment Page for Credit Card Payment Method Enabling Credit Card Payment Method To enable the Credit Card payment method on this event, you must first be approved for the STRONGVON Credit Card Service (which needs to be done only once for your business). After STRONGVON enables this service on your account, you must have two settings on the Cost tab of the Update Tournament window: The Do not offer Credit Card payment method checkbox is disabled. If this checkbox is enabled, the Credit Card payment method will not be offered on the event website. The PayPal Account field is empty. When there is something in this field, the PayPal payment method will appear instead of the Credit Card payment method. You cannot have both Credit Card and PayPal payment methods simultaneously. See the document STRONGVON Credit Card Service for details on how to enable and use the Credit Card payment method Retrieving the Secure Payment Page at a Later Time The buyer can choose to submit his online payment immediately after he has been directed to the secure payment page, or he can wait to access the secure payment page at a different time. If he closes the secure payment page for his order, or if the session for the secure payment page expires, he can re-open the secure payment page by retrieving the payment link on his reminder . Online Stores STRONGVON Tournament Management System 32 of 49

33 Payment Methods Approval Upon Successful Payment After he completes the online payment from the secure payment page, the secure payment server communicates with the server that holds the registrations and orders to indicate that the payment is complete. This action automatically marks the order paid, and the registration or purchase order is moved to the appropriate approved list, which triggers the sending of a registration confirmation or purchase invoice . The payment method on the registration confirmation or purchase order will indicate Online Credit Card as the payment method. 1 In addition to the purchase invoice or registration confirmation being ed to the buyer, the credit card holder receives by a confirmation of the credit card transaction PayPal If the buyer selected PayPal as the payment method on his order, the buyer is immediately directed to a secure payment page after he submits his store order (as shown in Figure 34). This is secure payment page resides on the PayPal server, which is separate from the server that hosts the event website. Thus, the URL of the secure payment page will be different from that of the event website. Figure 34. Secure Payment Page for PayPal Payment Method 1. On the registration confirmation or purchase invoice, a payment method of Online Credit Card indicates a payment through the STRONGVON Credit Card Service. Don t confuse this with the payment method Credit Card which is one of the offline payment methods that you can select for the order. Online Stores STRONGVON Tournament Management System 33 of 49

34 Payment Methods Enabling PayPal Payment Method To enable the PayPal payment method on this event, you must enter a valid PayPal account in the PayPal Account field on the Cost tab of the Update Tournament window. Figure 35 shows where you enter the PayPal account. See the document Pay- Pal Integration for details on how to enable and use the PayPal payment method. Figure 35. Configuring PayPal Account Retrieving the PayPal Payment Page at a Later Time The buyer can choose to submit his online payment immediately after he is directed to PayPal s payment page, or he can wait to access the payment page at a different time. If he closes the secure payment page for his order, or if the session with the PayPal server expires, he can re-open the secure payment page by retrieving the payment link on his reminder Approval Upon Successful Payment After he completes the online payment from the PayPal payment page, the order can be approved in one of two ways. If you have configured STRONGVON to receive the Instant Payment Notification on your PayPal account, then the order is automatically marked paid, and the registration or purchase order is moved to the appropriate approved list, which triggers the sending of a registration confirmation or purchase invoice to the person who placed the order. The payment method on the registration confirmation or purchase order will indicate PayPal as the payment method. When a payment for an order on your event is completed on the PayPal server, the Pay- Pal account holder who is specified to receive the payment, and the buyer who completed the payment, receive confirmations of the payment transaction. If you have not configured STRONGVON to receive Instant Payment Notification on your PayPal account, then you should manually approve the pending order once you receive a payment notification from PayPal. The payment method on the registration confirmation or on the purchase order will indicate PayPal as the payment method, unless you change the Payment Method field just prior to manually approving it. Online Stores STRONGVON Tournament Management System 34 of 49

35 Payment Methods 10.3 Offline Payments If the buyer selected a payment method other than Credit Card or PayPal on his order, the buyer is immediately shown your instructions on how to complete his payment after he submits his order (as shown in Figure 36). Unlike the Credit Card and PayPal payment methods, the buyer is not directed to a secure payment page after he submits his store order. Thus, the buyer does not leave the event website. Figure 36. Pending Message After Submitting Order Configuring Offline Methods Figure 37 shows the Cost tab of the Update Tournament window where you configure the offline payment methods for your event. To enable the offline payment method, enable the Offer Offline payment method checkbox. Above that checkbox in the Pending Message field are the customized payment instructions that appear after the buyer submits his order; this message also appears in the payment reminder . Below that checkbox is the Offline Payment Label field which specifies the label that appears next to the radio selection for the offline payment method; if you leave this field blank, the label In Person or by mail appears as the selection for the offline payment method. See the document Offline Payment Methods for details on how to enable and use the offline payment methods such as Cash or Check Approving Orders with Offline Payment Unlike the Credit Card or PayPal payment methods, there is no means to automatically trigger an approval when an offline payment is received. You must manually approve all orders that have an offline payment method specified. Otherwise, the order will remain in the pending list and the buyer will not receive the a registration confirmation or purchase invoice . See Section 11 for instructions on manually approving a pending order. Online Stores STRONGVON Tournament Management System 35 of 49

36 Manually Approving Orders Figure 37. Configuring Offline Payment Methods 11 Manually Approving Orders You can manually approve any pending order at any time, even ones that are awaiting an online payment. When you manually approve an order, you trigger the following actions on the server: The order is marked paid. The order is moved from the pending list to the approved list. The buyer is ed the itemized list of store purchases. If the buyer purchased store items with his registration fees, the itemized list of purchases appears on the registration confirmation. If the buyer purchased store items without a registration, the itemized list of purchases appear in a purchase invoice Paid Amount Upon Manual Approval On Orders Originally Awaiting Credit Card or PayPal Payment When a pending order is submitted for a Credit Card or PayPal payment, the Paid Amount field is automatically populated with the calculated amount due from the order. When this pending order is manually approved, the paid amount remains populated with the calculated amount due unless you changed it before approval On Orders Originally Awaiting Offline Payment When a pending order is submitted for an offline payment, the Paid Amount field is left at 0.00 regardless of the calculated amount due from the purchase. You must ensure that when you manually approve such an order or registration, you change the value in the Paid Amount field to accurately account for the amount paid to you. If you forget to change the Paid Amount field before you approve the pending order, the value in the Paid Amount field shown in the purchase invoice or registration confirmation will remain Online Stores STRONGVON Tournament Management System 36 of 49

37 Manually Approving Orders 11.2 Instructions Approving an Order with Registration To manually approve an order that was placed at the same time as a registration: 1. Run the Administration Software, and log into the server. If you are running the full version, click on the Server tab. 2. Click on the word Tournament on the left side. A list of your events that are associated with your business appear on the right side. 3. Click on the event on the right side. 4. Click on the Registrant module on the left side. This displays the list of current registrants on the right side (as shown in Figure 29). 5. Select the Pending filter from the top of the registrant list on the right side. This enables you to view all pending registrations, including those without a store order. 6. Select the pending registration that you want to approve. 7. If you wish to change the Paid Amount from 0.00, click on the Edit button to open the Update Registrant window and enter the actual amount paid. 8. Click on the Approved button that appears at the bottom of the pending list. You will see the registration disappear from the pending list and appear in the approved list. When you do this, you are also approving the registration Approving an Order without Registration To manually approve an order that was placed without a registration: 1. Run the Administration Software, and log into the server. If you are running the full version, click on the Server tab. 2. Click on the word Tournament on the left side. A list of your events that are associated with your business appear on the right side. 3. Click on the event on the right side. 4. Click on the Store Buyers module on the left side. This displays the list of current registrants on the right side (as shown in Figure 30). 5. Select the Pending filter from the top of the registrant list on the right side. This enables you to view all pending orders without registrations. 6. Select the pending order that you want to approve. 7. If you wish to change the Paid Amount from 0.00, click on the Edit button to open the Update Store Buyer window and enter the actual amount paid. 8. Click on the Approved button that appears at the bottom of the pending list. You will see the order disappear from the pending list and appear in the approved list. Online Stores STRONGVON Tournament Management System 37 of 49

38 Changing Order Information 11.3 Caution on Approving Orders Awaiting Online Payment Remember that some pending orders may be awaiting an online payment. Thus, you should not manually approve such orders until you are absolutely sure that the registrant will not complete his online payment. The buyer will be unable to complete his online payment after you manually approve his order. Remember that when you manually approve a registration that was awaiting an online credit card payment through the STRONGVON Credit Card Service, the order is no longer associated with the STRONGVON Credit Card Service, so it does not affect the Payout report for the event. When you manually approve such an order, the payment method is automatically changed to Cash as it is moved to the approved list. Thus the purchase invoice or registration confirmation will indicate that the payment method is Cash instead of Online Credit Card. 12 Changing Order Information 12.1 Pending Orders When an order is in the pending state, you can make changes to the buyer s contact details, shipping address, special instructions, payment method, and paid amount. This will give your buyer a more accurate purchase invoice when the order is approved Changing the Buyer s Contact or Shipping Information To change the buyer s contact, shipping information, or special instructions, open the Update Registrant or Update Store Buyer window for that buyer, and make the appropriate changes. When the registration or order is approved (manually or automatically), the most recently saved data is displayed on the purchase invoice or registration confirmation Changing the Payment Method To change the buyer s payment method, open the Update Registrant or Update Store Buyer window for that buyer, and make the appropriate change in the Payment tab. If you change the payment method of an order that is awaiting an online payment, the pending order can no longer receive an online payment. The order must be manually approved. Make sure that the buyer no longer intends to complete the online payment for that order before you change the payment method. When a pending order is manually approved, the most recently saved payment method in the Payment Method field is displayed on the purchase invoice or registration confirmation Changing the Paid Amount The value in the Paid Amount field is intended to record what the buyer actually pays on his order or registration, regardless of the calculated amount due. This value is dis- Online Stores STRONGVON Tournament Management System 38 of 49

39 Changing Order Information played on the registration confirmation or purchase invoice , next to the calculated amount due. Normally these values should be equal, but there may be some cases where you need to change that amount to accurately indicate what was actually paid. To change the buyer s paid amount, open the Update Registrant or Update Store Buyer window for that buyer, and make the appropriate change in the Paid Amount field of Payment tab. Changing the Paid Amount field does not affect the amount collected through the STRONGVON Credit Card Service. Avoid changing this field if the pending order is awaiting an online payment Order Details You Cannot Change You cannot make any changes to the itemized list of store purchases, including quantities, price, shipping, or tax. If any of these items are wrong, you should delete the pending order and ask your buyer to place another online order with the correct order details Approved Orders For approved orders, you can only make changes to the buyer s contact details, shipping address, special instructions. If the approved registration is not associated with a transaction from the STRONGVON Credit Card Service, you can also make changes to the payment method and paid amount Resending the Registration Confirmation When a registration is in the approved state, you can resend the registration confirmation to the buyer. You can update the buyer s details with more accurate information just prior to resending the . To change buyer s details for an order and then resend the registration confirmation: 1. Run the Administration Software, and log into the server. If you are running the full version, click on the Server tab. 2. Click on the word Tournament on the left side. A list of your events that are associated with your business appear on the right side. 3. Click on the event on the right side. 4. Click on the Registrant module on the left side. This displays the list of current registrants on the right side (as shown in Figure 29). 5. Select the Approved filter from the top of the registrant list on the right side. This enables you to view all approved registrations, including those without a store order. 6. Double click on the approved registration that you want to modify. Alternatively click on the registration once and then click on the Edit button from the bottom of the list. This opens the Update Registrant window. Online Stores STRONGVON Tournament Management System 39 of 49

40 Changing Order Information 7. Make the appropriate changes on the Update Registrant window. To change the Paid Amount or Payment Method fields, select the Payment tab in this window Click on the Update button to save your changes. 9. Click on the Resend Notification button at the bottom of the list of registrations (shown on Figure 38). When you do this, the registration confirmation is sent to both the registrant and the associated with the event. The registration confirmation that is resent contains the latest saved information from the Update Registrant window. Figure 38. Resending Registration Confirmation Resending the Purchase Invoice When a store buyer is in the approved state, you can resend the purchase invoice to the buyer. You can update the buyer s details with more accurate information just prior to resending the . To change buyer s details for an order and then resend the purchase invoice: 1. Run the Administration Software, and log into the server. If you are running the full version, click on the Server tab. 2. Click on the word Tournament on the left side. A list of your events that are associated with your business appear on the right side. 3. Click on the event on the right side. 4. Click on the Store Buyer module on the left side. This displays the list of current registrants on the right side (as shown in Figure 30). 5. Select the Approved filter from the top of the store buyer list on the right side. This enables you to view all approved store buyers. 6. Double click on the approved store buyer that you want to modify. Alternatively click on the store buyer once and then click on the Edit button from the bottom of the list. This opens the Update Store Buyer window. 7. Make the appropriate changes on the Update Store Buyer window. To change the Paid Amount or Payment Method fields, select the Payment tab in this window Click on the Submit button to save your changes. 2. You cannot change the values in the Payment Method or Paid Amount fields if the registration is associated with a transaction from STRONGVON Credit Card Service. 3. You cannot change the values in the Payment Method or Paid Amount fields if the registration is associated with a transaction from STRONGVON Credit Card Service. Online Stores STRONGVON Tournament Management System 40 of 49

41 Discounts 9. Click on the Resend Purchase Invoice button at the bottom of the list of registrations (shown on Figure 39). When you do this, the purchase invoice is sent to both the registrant and the associated with the event. The purchase invoice that is resent contains the latest saved information from the Update Store Buyer window. Figure 39. Resending Purchase Invoice Order Details You Cannot Change You cannot make any changes to the itemized list of store purchase, including quantities, shipping, or tax. If any of these items are wrong, you should delete the approved order and ask your buyer to place another online order with the correct order details. You remain liable for any processing fees for approval of purchases that use PayPal or offline methods. You will be unable to delete any order that has an approved transaction through the STRONGVON Credit Card Service. When you delete an approved purchase that used a Pay-As-You-Go credit, the deleted registration or store buyer is not actually deleted. It is only moved to the Deleted list within the Registrant module, and remains there for you to reconcile your processing charges. 13 Discounts You cannot create discounts for store items. Discounts are only available on registration fees. See the document Promotions and Discounts for details on configuring discount codes for registration fees. 14 Viewing Sold Items and Invoices You can view all the items sold for your event from the Store Invoice module, shown in Figure 40. This module displays each line item of all approved orders, from both the Registrant module and Store Buyers module. You can only view and export items from this module. You cannot edit, add, or delete anything. This module does not display anything from the pending lists. A single approved order may have several line items listed here. For example, if a buyer has purchased a quantity of two T-shirts and one book, his order will have two line items in this module. One line item is for the two T-shirts, and the second line item is for the book. Online Stores STRONGVON Tournament Management System 41 of 49

42 Viewing Sold Items and Invoices Figure 40. Store Invoice Module 14.1 Column Headers of Store Invoice Module ID Payer Type Name Item ID The ID column of the Store Invoice module displays a unique number within your event that identifies the line item. The Payer column displays the reference number that identifies the buyer. If the buyer had purchased the line item at the same time as submitting a registration, then this number is his registration ID, which can be cross referenced with the ID in the Registration list. If the buyer had purchased the line item without a registration, then this number identifies his Store Buyer ID number, which can be cross referenced with the ID in the Store Buyer list. The Type column displays how the line item was purchased. The value REG indicates that the line item was purchased at the same time as a registration; thus the number in the Payer column refers to a registration ID in the Registrant module. The value PUR indicates that the line item was purchased without a registration; thus the number in the Payer column refers to a Store Buyer ID in the Store Buyer module. The Name column displays the name of the buyer of the line item. If the buyer is a registrant, then the registrant s name appears in this column. If the buyer is not a registrant, then this is the name collected at check out on the Store page. The Item ID column displays the number that identifies the store item in your event s store. This number may be different among line items that have the same store item because the store item s ID number may have changed when you changed the price, tax, or ship fee. See Section for details on the ID field in the Update Store Item window. Online Stores STRONGVON Tournament Management System 42 of 49