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3 Table of Contents Getting Started... 1 Technical Support... 1 Introduction... 1 Getting Started... 3 Payment Option:... 3 Data Synchronization... 4 General Website settings... 5 Customer Group Settings... 7 Creating Website Content Planning Your Website Creating Inventory Groups Grid? - These template are the most common template used to display product categories or product folder groups. See the image below for a visual example. The Grid1, Grid2, Grid3 templates default to different number or columns and rows but these settings can be changed to meet specific needs. Review the Advanced Features > Template Settings section for more details on setting the number of thumbnails per row and the number of rows Detail - This template is an ideal option that displays the short description of each folder or item Basic? - These templates are an ideal option when individual sub folders do not contain graphics. See image below: The Basic1 and Basic2 templates can be custom configured within the website configuration file. Review the Advanced Features > Template Settings for more details Text? - These templates are an ideal option when individual sub folders do not contain graphics. The text list template is an excellent option of there are 25 or more sub-folders Listing Products Inserting Graphics into EBMS Pricing Options Editing Static Pages Editing Page Using Alternative Editors Configuring the Shopping Cart Shopping Cart Customer Accounts Creating a Generic Customer User Created Automatically Manually Shipping Options Setting the Default Shipping Method for the Customer Payment Options Discount Codes Processing Orders iii

4 Printed Documentation Order Confirmation Displaying and Printing New Orders Processing Credit Cards Advanced Features Site Administration Search Engine Optimization Site Search Options Standard Search Advance Search Template Settings Country Options Displaying Accessories User Created Customer Accounts Seasonal Items Identifying New Products Links and Associations Optional Components Product Attributes Listing Serialized Items Synchronizing Data Certifications and Applications PAYware PC Merchant Account Setup SSL Certificate Application Index iv

5 Getting Started Technical Support Welcome to the instructional manual for the E-Commerce module within EBMS. In the sections following, explanations and examples of the available features within the E- Commerce Module will be explained. If you need to reach our staff for further help, contact us using the information below: Eagle Software 5351 Lincoln Highway, Suite 9 Gap, PA (717) x2 (717) fax Support@EagleBusinessSoftware.com Manual Revision 7.6 October 2012 Introduction Increasingly more people are shopping on the internet and locating stores or specific product online. The e-commerce Module within EBMS allows you to start a store online using your existing EBMS inventory system. The E-Commerce module of EBMS allows the user to create product lists, pictures, pricing, and details for a website, directly from the EBMS inventory system. The user reduces redundant information by only maintaining one product and price list. The module includes a full featured shopping cart that includes terms, shipping options, and pricing uploaded from the EBMS software. This optional EBMS module facilitates the process of A) Uploading product information, customer information, and page 1

6 Printed Documentation design from the EBMS Software, B) Managing an online shopping cart, and C) Downloading and processing orders from the e-commerce website to EBMS. The EBMS e-commerce module gives the user the following advantages: Add, remove, and control the content of your entire e-commerce website from the EBMS software. Product pricing, availability, and details are derived from the EBMS inventory database. Add entire groups of products in minutes - Products within the EBMS inventory catalog can easily be added or removed from the e-commerce store. Product information, pricing, and availability details are synchronized with the website. Products may be removed or marked as out-of-stock based on inventory levels. Reduces redundant information - The user is not required to maintain two separate product lists; the POS system within EBMS and the e-commerce list on the web. Dynamic product information is automatically created - New product lists, customer pricing, and out of stock notation details are created directly from the information within EBMS. User specific pricing, terms, and shipping options are displayed based on the user name and password created within EBMS - A customer's price level, special pricing, terms, and shipping information are derived directly the EBMS software. The customer's name and password are entered within the customer record of EBMS. Receive orders directly into your order entry system - E-commerce orders are inserted into EBMS as a sales order. Verify credit card information on-line through a common gateway. Credit card processing is integrated into the EBMS software. The card is validated online but an optional setting will delay the debit of the card until invoice is processed. This feature minimizes the number credits and billing charges at the time the order is shipped. A. Upload information such as product information, customer information, pricing, and availability. The data is synchronized between the EBMS data on the company computer to the data center that hosts the e-commerce site. The EBMS update procedure requires a high speed connection to the internet since the synchronization tool is constantly copying graphics and text to the website. A digital connect of 128K upload speed or higher is required. 256K or higher is recommended. The upload process is no longer a process step that must be launched by the user. Allow a few minutes for changes to be reflected on the website. Contact an EBMS support technician for any issues regarding the synchronization tool. Review the Creating Website Content > Planning your Website section for more details on entering product information. Review the Creating Website Content > Group Templates and Listing Products sections for details on group appearance options. 2

7 Getting Started Review the Creating Website Content > Editing Static Pages > Editing Page Information for details on changing informational (non-product) pages. B. Manage the Shopping Cart Review the Configuring the Shopping Cart > Creating a Generic Customer section for details on general website shopping verses requiring a customer login. Review the Configuring the Shopping Cart > Shopping Cart section for configuration details for the shopping cart. Review the Configuring the Shopping Cart > Payment Options and Shipping Options to configure shopping cart options. C. Processing Orders from the e-commerce website Review the Processing Orders > Displaying and Printing New Orders section for details on viewing orders. Getting Started The e-commerce module within EBMS contains many powerful options that must be configured before displaying and selling items online. Each of the following configuration settings must be completed before continuing with the e-commerce setup and processing: Payment Options - Credit card payment options for the e-commerce shopping cart must be configured. Review the Payment Options section below for details. Data Synchronization - The user name and password for the Sync tool must be entered for the communication of the website with the EBMS data. General Website Settings - The website settings, options, and site defaults must be set for each website. Review the General Website Settings section below for details. Group Settings - Group settings are used to configure Shipping Options and messages for groups of customers. Each website requires at least one group setting. Review the Group Settings section for more details. Payment Option: Select Sales > Options from the main EBMS menu and click on the Payments tab. Each payment method that is available online must be configured for the website. Review the Sales > Customer Payments > Processing Payments section within the main documentation for more details. Click on each payment method that is offered on the e-commerce site and set the appropriate general ledger account as shown below: 3

8 Printed Documentation The Company and Website general ledger accounts should be identical if the same merchant account is used. Create separate G/L accounts if separate credit card merchant accounts are being used. Review the Sales > Customer Payments > Cash Accounts, Deposits, and Reconciling Cash section of the main EBMS manual for more details on configuring the general ledger accounts for the online payments. Data Synchronization Access the synchronization Website Login by selecting Sales > Web > Data Synchronization from the main EBMS menu. 4

9 Getting Started Review the Advanced Feathers > Synchronizing Data section for more details on this utility. General Website settings General website settings must be set for each website. The EBMS software allows the user to connect a single EBMS data source to multiple websites. The most common configuration is connecting individual websites to EBMS data sets. Go to Sales > Web > and click on your website URL name to open the following dialog: Configure each of the Default Customer settings: The Default website customer entry is required for customers who can purchase product on-line without a login name or password. The generic customer id entered in the Default website customer entry is used whenever a person submits an order without specifically identifying themselves by logging 5

10 Printed Documentation onto the site. Review the Configuring the Shopping Cart > Creating a Generic Customer section for more details on the Default website customer setting. It is important that the terms, shipping options, and other settings within this generic customer are configured before customers place e-commerce orders without a login process. Review the Configuring the Shopping Cart > Customer Accounts section for more details on allowing or requiring the customer to login. Enable the Switch to existing customer if a matching address is found option to compare the customer's address on an order received from a generic customer (customer that has not logged into the system with a user name)with existing customer information within EBMS. This allows the order to be entered without logging in but matched with the customer using s information within EBMS. Disable this option to manually move orders to existing customer records or create new customer records. Enable the Create a new customer if no matching customer is found option to create a new customer record within EBMS for all customers with no matching records. The following settings involve the options regarding customer created accounts within the website. 1. Enable the Allow web users to create new account option to allow the user to create an EBMS customer account from the website. If this setting is not checked, the customer information will be sent as an request rather than creating a customer account within EBMS. 2. Enable the Auto-approve new accounts option to allow the user to create a new account and place an order online immediately. This option should be enabled for most retail websites. Normally this option is disabled for whosale sites or sites that require an approval step for all new accounts. 3. Select the Default Customer Folder. This folder setting is important if the Allow web users to create new account option is enabled. Review the User Created Customer Accounts section for more details on each of these 3 settings. Set the Base Inventory Folder which is the parent folder of the first level of product folders listed on the e-commerce site. The root inventory folder is selected in most situations. Review the Customer Group Settings section for information on the group settings. There must be at last one Group created before the shopping cart can be used. Set the following Sales Order Settings: 1. Enable the Post-authorize credit cards (default pre-authorize) option only if credit cards are to be debited (post-authorized) immediately rather than at time the invoice is processed. Credit cards will be pre-authorized at the time of entry by the user even when this option is disabled. Pre-authorization will verify the card, validate that the amount of the sale is available, and allocate the funds for the time period (normally a few days) authorized by the merchant account. Enabling this option will debit the card immediately at time of order. 2. Enable the Default shipped date to entry date option if the Ship Date within the sales invoice should be set with the order date rather than left blank. 6

11 Getting Started 3. Enable the Default the quantity shipped to equal quantity ordered option to copy ordered quantities to the shipped quantity within the sales order. This option should be disabled to properly manage inventory. Quantity shipped should be manually set when product is pulled from stock. Set the desired Salesperson and Warehouse options if they apply. The Invoice Prefix is prefixed to the invoice number to make the order number unique. The Next Invoice value is incremented each time an online sales order is created. The default Templates settings should equal the common folder and item templates. Review the Creating Website Content > Group Templates section for details on template settings. The Display accessories horizontally in item template when there are more than accessories option determines the way accessories are displayed on the inventory item template. Review the Advanced Features > Displaying Accessories section for more details on this option. The Show New Icon for days after entry date entry identifies the amount of time a new item is listed on a new items page of the site, or shows a new item star-burst by the new item. Review the Advanced Features > Identifying New Products section for more details on this option. The Search options is used to determine the number of search result items displayed for both the standard and advanced quote. Go to Advanced Features > Site Search Options section for details. Review the Customer Group Settings section for details on configuring customer web groups. Customer Group Settings The web group feature within the EBMS e-commerce system allows the user to restrict certain items from the site based on the user. A web group identifies a specific group of products that are available when the customer logs into the website. The EBMS e-commerce module allows the user to setup multiple Web Groups for the following situations: A group of customers would be restricted from purchasing all the products that are shown on the website. This allows a user to adjust product lists based on the customer's group setting. A group of customers requite a different set of shipping options. For example, all retail customers may be shipped with UPS or FedEX options and a separate set of customers who receive wholesale pricing may also have company truck deliver options. Many e-commerce sites will only contain a single Web Group since many sites do not require these advanced options. Open the web settings dialog for a specific e-commerce website by selecting Sales > Web from the main EBMS menu and selecting the appropriate website UR as shown 7

12 Printed Documentation below: Click on the New button to create an initial group or to add an additional Web Group. Enter the group label as shown below: Click on the Properties button to set group properties as shown below: 8

13 Getting Started The e-commerce order confirmation is sent to the customer after an order is placed on the website using the settings on this dialog. Enter an address into the From field. This address will receive any responses from the customer if the customer replies to the confirmation . Enter an appropriate Subject line for the confirmation . Enter a miscellaneous message into the Message entry. This message will appear in the order confirmation page and , above the order information. The Filter inventory items by query option is used to determine what products are included in the web group. A web group is associated with a specific website. Only a single web group is normal since EBMS is normally connected to a single website. This option allows the user to include specific products when connecting to multiple sites.. Click on the Filter inventory items by query button to open the following dialog: 9

14 Printed Documentation Set the inventory item query that identifies the items that are to be included in the web group. Use the following steps to include entire groups of inventory items since items can not be queried by an inventory folder. a. Filter down a short identifier within the inventory group for a folder or group of folders. The Type field is often used for this purpose. Multiple codes can be entered within the same Type field if an item or group of items is contained within multiple web groups. Review the Features > Change Defaults, Filter Down Data, and Globally Change Data section within the main EBMS manual for more details on filtering down data. b. Set the Database Field and Operator as shown above. Enter the group code that was entered into the type field in the Value entry of the query. c. Click on the OK button to save the query. Review the Features > Advanced Query Options within the main EBMS manual for details on creating a query. Review the Features > Advanced Query Options section in the main documentation for more details on these settings. The query option can be ignored if all products within the EBMS that have the Show on Web option enabled should be listed within this web group. Click OK to save the query. Click the Ok button to save the group properties and return to the group list. Click on the desired group and click on the Shipping Options button to configure shipping options for each group. Review the Configuring the Shopping Cart > Shipping Options section for more details. 10

15 Creating Website Content Planning Your Website It is important to plan the product arrangement for an e-commerce website before entering folder templates and information as well as product organization. The ideal number of root product groups on a website is between 6 and 20 although less than 6 or more than 20 can be accommodated. Each one of these groups may contain subgroups. The arrangement of product groups and web pages will be directly related to the organization of the inventory folders within EBMS. Subgroups can vary from a few subgroups to dozens or even an hundred or more if necessary. It is important to organize products in groups and subgroups that simplify the navigation process of finding products or groups of products. For example the first level of product groups is shown below: Because the folders labeled Accessories, Computers, Hardware, Networks, Peripherals, and Printers are located on the first level of the folder tree, these folders will create the first level of product options within the e-commerce site as shown below. 11

16 Printed Documentation Note that not all the folder groups within the EBMS folder list are displayed on the web. This is based on a Show on Web setting within the folder. The example shown above has the e-commerce product list menu attached to the Products menu option on the left side of the site. The product menu is designed for each company to create a navigation menu that is tailored to their needs. The Accessories group shown below has subgroups listing the different accessories while the sub-group Printer Supplies has yet another level of product groups (folders) for each brand. 12

17 Creating Website Content The Hardware folder group which is also a level one folder has a number of subfolders with the 3 rd level folders grouping the type of Hard Drives and Memory. Not all groups may contain sub-folders. Some of the first and second level folders may contain products while others are grouped in 3 rd or 4 th level folders. 13

18 Printed Documentation The website is a bit easier to navigate if folder groups do not contain both products and sub folders although the system does allow this flexibility. The next page includes a chart to assist in planning the inventory structure. List the main product groups and their sub categories. Note that the list is meant to be a guide and should not be restrictive. Inventory Structure 1. a. b. c. 14

19 Creating Website Content d. e. f. g. h. i. 2. a. b. c. d. e. f. g. h. i. 3. a. b. c. d. e. f. g. h. i

20 Printed Documentation a. b. c. d. e. f. g. h. i. 5. a. b. c. d. e. f. g. h. 6. a. b. c. d. e. f. g. h. 16

21 Creating Website Content i. 7. a. b. c. d. e. f. g. h. i. 8. a. b. c. d. e. f. g. h. i. 9. a. b. c. d. e. 17

22 Printed Documentation f. g. h. i. Review the details within the Creating Website Content > Creating Inventory Groups section to create these product groups on the web. After creating product group pages on the web, review the Creating Website Content > Listing Products section to add products to the website. Creating Inventory Groups It is important to plan the product groups before proceeding with this section. This section will explain the steps required to create web pages for each product group. The website page settings are set within the Inventory > Options > Inventory Folders tab as shown below. 18

23 Creating Website Content Click on the first folder group (example: Accessories) and click on the Properties button. Click on the Website tab as shown below: 19

24 Printed Documentation The Show folder on website option must be enabled to show this group on the website. Important note: All parent folders must have the Show folder on website option enabled for the product group website to show. For example the 3 rd level folder page will not be displayed on the web if the 1 st or 2 nd level folder has the Show folder on website option disabled. This also includes the root folder labeled Products or Inventory. The root folder normally does not require any settings except that the Show folder on website option is enabled. The Title is shown on the top of the web page. If this entry is blank the folder name is used as the title. The Short Description is an optional description that is often displayed at the top of the product page. This description should be limited to a paragraph or a few sentences. The Long Description may contain additional information and is not limited by the amount of data. This section may include multiple paragraphs or other product links. This description is also an optional entry. Review the Advanced Features > Links and Associations section for more details on product links. The Template drop down option determines the appearance of the page. A number of template options are available within the EBMS software. Review the Creating Website Content > Group Templates section for a list of standard templates. Custom templates can also be added to display specific information or customize the web page arrangement. 20

25 Creating Website Content Click on the Look-up button to preview the web page using the selected Template, as shown below: Select the desired Template from the list on the left side of the dialog. Close the window to return to the Folder Properties Website tab. The Thumbnail and Detail Image entries are graphics or photos that are displayed on the website and are arranged by the template. These images should depict the contents of the folder. Note that many templates display the Thumbnail image of all the subfolders and may not require any images on the root folder. The Thumbnail image will be created from the Detail Image if the Thumbnail is required and the Thumbnail is left blank. For example these steps were completed to create the following Printers webpage: 1. Go to Inventory > Options and click on the Inventory Folders tab. 21

26 Printed Documentation 2. Click on the root folder labeled Products, as shown in the example shown above, and click on the Properties button. Click on the Website tab to show the following dialog: 22

27 Creating Website Content a. Enable the Show folder on website option since it is the root folder. This step is required so all sub-folders with the Show folder on website option enabled will be displayed on the web. b. Set the Template to a template such as standard/grid1 This template will only be used if the products link is used on the website. Review the Creating Website Content > Group Templates section for more template options. c. Enter a Short Description or Long Description only if general product notes are desired. No Thumbnail image is required on this dialog. The Detail Image is not used at this level unless a template such as the itemlist is used. Review the Creating Website Content > Group Templates section for more information on group templates. d. Click on the OK button to return to the Inventory Folder list. 2. Click on the Printers folder, Click on the Properties button, and click on the website tab as shown below: 23

28 Printed Documentation This dialog will require more information than the root folder. a. Enable the Show folder on website so the printer page is created. b. The Title entry is blank so the system will use the folder label Printers as the title. c. The Short Description gives the page some more information about the printers. This description shows below the title Printers in the website page shown in the following page: d. If a Long Description would be entered in this dialog, the description would be displayed below all the Icons. e. The template standard/grid1 is selected so that the subgroups will be displayed with individual Thumbnails from the subfolders rather than the graphics within the printers dialog shown above. The thumbnails are displayed 3 wide and up to 4 rows long. f. Click the OK button to return to the folder list. 2. The Thumbnail images must be set within the individual subfolders: Fax Machines, HP Deskjets, HP Laserjet Printers, HP Office Jet Printers, etc. The thumbnails for this page could also be created by the system if the Detail Image within each subfolder is properly created. Review the Inserting Graphics into EBMS section for more details on inserting the Thumbnail or Detail Image graphics. 24

29 Creating Website Content 3. The following website is created as a result of the setting described above. Page buttons will appear at the top and bottom of the web page if the number of product groups is greater than the space on the page. The appearance of the website can be configured using a variety of options. The flexibility of the EBMS e-commerce engine allows the user to personalize the shopping cart to match the site. Planning the relationship between the existing inventory folder arrangement and the product organization on the e-commerce site is very important. The original inventory grouping within EBMS may need to be rearranged to fit the desired e-commerce store arrangement. The E-commerce module may also require the user to create more folders so that a large number of products are not located within a single folder. Note that items or folders that are not listed on the web can be ignored when planning the e- commerce product arrangement. Continue with the Creating Website Content > Listing Products section for more details on adding items to the product groups. Group Templates The Template setting within the Website tab of the inventory folder properties determines the way the product will be shown on the website. Select a product group by right clicking on an inventory folder and selecting Properties from the context menu. Click on the Website tab to open the following dialog: 25

30 Printed Documentation Select a Template from the drop down list as shown above. The template options are described below accompanied with sample website graphics. Note that the template style is based on CSS settings and the template setitngs within EBMS. Go to Advanced Features > Template Settings section for details on the template options. Grid? - These template are the most common template used to display product categories or product folder groups. See the image below for a visual example. The Grid1, Grid2, Grid3 templates default to different number or columns and rows but these settings can be changed to meet specific needs. Review the Advanced Features > Template Settings section for more details on setting the number of thumbnails per row and the number of rows. 26

31 Creating Website Content This template displays the following contents from the selected folder settings: A. The folder Title will be displayed at the top of the web page. B. The folder's detailed image will be displayed on the web below the title. In the example shown below, a banner was placed in the folder's detailed image to enhance the appearance of the group page. The red outline shows you the size of the banner graphics. Remove the detail image and only submit the thumbnail image to display groups similar to the example below. Review the Creating Website Content > Inserting Graphics into EBMS section for more details on graphics. A. The Short Description of the root folder will be displayed on the web below the folder image. Note that text with a hyper link labeled search was inserted into the short description which appears immediately below the banner graphics. HTML code can be inserted into the short or long description fields to create additional affects. B. Displays the Long Description of the root folder at the bottom of the web page It displays the following contents from the sub-folder Website tab: 1. Displays the sub-folder's Thumbnails on the web. Multiple pages are created if necessary. 2. The Title of each sub-folder is displayed under the thumbnail images. Some templates include the Add to Cart button and price. The button and price can be hidden by setting the appropriate option within the template settings. Review the Advanced Features > Template Settings section for more details on hiding buttons or pricing on product lists. 27

32 Printed Documentation Additional pages can be accessed by clicking on the page number or clicking the Next link. Detail - This template is an ideal option that displays the short description of each folder or item. This template displays the following contents from the selected folder settings: A. The root folder's Title is displayed at the top of the page. B. The root folder's detailed image is displayed below the title. A banner graphic is an ideal detail image for a root folder. See example above. Remove the detail image and only submit the thumbnail image to display groups similar to the example below. Review the Creating Website Content > Inserting Graphics into EBMS section for more details on graphics. C. The Short Description of the root folder is displayed below the detail image. D. The Long Description of the root folder is displayed at the bottom of the web page, It displays the following contents from the sub-folder settings: 28

33 Creating Website Content 1. The sub-folder's or product's Thumbnails are displayed in a list format with the short description shown to the right of the image. Hyper-links and other HTML code can be used to enhance the appearance of the product list. 2. The Title of each sub-folder is displayed above the short description. 3. The Add to Cart button and price will appear if the list consists of products rather than folder groups. Basic? - These templates are an ideal option when individual sub folders do not contain graphics. See image below: The Basic1 and Basic2 templates can be custom configured within the website configuration file. Review the Advanced Features > Template Settings for more details. 29

34 Printed Documentation This template displays the following contents from the selected folder settings: A. The root folder's Title is displayed at the top of the page. B. The root folder's detailed image is displayed below the title. This detailed image may contain a group picture of the product groups listed below the root folder group. Review the Creating Website Content > Inserting Graphics into EBMS section for more details on graphics. C. The Short Description of the root folder is displayed below the banner image. HTML code can be used to create hyper-links or other affects below the image. D. The Long Description of the root folder is displayed at the bottom of the web page It displays the following contents from the sub-folder settings: 1. Displays the sub-folder's Titles in a simple list as shown below. Text? - These templates are an ideal option when individual sub folders do not contain graphics. 30

35 Creating Website Content The text list template is an excellent option of there are 25 or more sub-folders. This template displays the following contents from the selected folder settings:. The Text1 and Text2 templates can be custom configured within the website configuration file. A. The root folder's Title is displayed at the top of the page. B. The root folder's detailed image is displayed below the title. This detailed image may contain a group picture of the product groups listed below the root folder group C. The Short Description of the root folder is displayed below the folder's image. D. The Long Description of the root folder is displayed at the bottom of the web page It displays the following contents from the sub-folder settings: 1. Displays the sub-folder's Titles in a simple multiple column list as shown below. Listing Products This section will explain the steps required to add products to the e-commerce website. The same example data as the information wthin the Creating Website Content > Creating Inventory Groups section of selling printers online will be referred in the 31

36 Printed Documentation example steps below. The Printers group displays the subfolders labeled Laser Jets, HP DeskJet, etc. as shown below: Complete the following steps to add product information within a folder. Review the Creating Website Content > Creating Inventory Groups section for details on creating product groups before individual items are inserted within the groups. 1. Open an inventory item record that is located within a folder such as the HP InkJet folder as shown below: 2. Click on the website tab of the inventory item as shown below: 32

37 Creating Website Content 3. Enable the Show item on website to display the item on the web. Disable this option to remove the item from the site. 4. Enable the Only show prices when customer logs in option only if the price is hidden unless a customer logs into the site before placing the order. This option hides the price of all customers that browse the site without logging into the site with a user name and password. This option can be ignored if the user is forced to log into the website. Review the Configuring the Shopping Cart > Customer Accountst section for more details on customer login options. 5. The Seasonal setting is used to remove the Add to Cart button and replace it with a message. This option can be used to display items that are seasonal but only allow the user to purchase the products between two dates. This option can also be used to always restrict items from being sold on the e-commerce shopping cart. Review the Advanced Features > Seasonal Items section for more details on this option. 6. The Changes on web when out of stock option controls the affect of the inventory item on the website when the inventory stock is low. This option should be set to No Change on all service and no count items since this option is based on the inventory stock. 33

38 Printed Documentation Select the Mark out of stock option to place a temporarily out of stock message on the website by the item when the count is equal to or less than zero. Select the Remove from web option to remove the item from the web till the count or stock is greater than zero. Set the option to No Change if the website is not affected by the number of items in stock. Tip: Use the filter down method to change the Show item on Website, Only show prices when customer logs in, Changes on web when out of stock, and Template settings for an entire group of items. Review the Features > Change Defaults, Filter Down, and Globally Change Data section within the main EBMS manual for more details on setting the defaults for items or changing a range of items at the same time. 14. Enter the product label into the Title entry. The system will use the first description on the General tab if the title entry is blank. The Product Title is the bold text in the item list within the website example shown below. 14. Enter an optional Short Description of the item. The system will show the 2 nd description line found within the General tab if the Short Description is blank. The Short Description is the text shown under the title in the website example shown below. This text should not be lengthy. 15. Enter an optional Long Description. The system will use the 3 rd line of description within the General tab if the Long Description is blank. The long description is displayed within the item details page of the product. 16. Set the template option to /standard/item unless the item has multiple pictures, a serialized item, or other advanced feature. Click on the Look Up button to view the item details in a browser window. Review the Advanced Features > Template Settings section of this manual for more details on other item templates. 17. Insert a Detail Image of the product into the Detail Image block. The Thumbnail image will be created from the detail image if the Thumbnail setting is blank. Review the Creating Website Content > Inserting Graphics into EBMS section for more details on inserting the Thumbnail or Detail Image graphics. 34

39 Creating Website Content Review the Advanced Features > Displaying Component Options on the Web section for more details on the Component settings. Click OK to save the settings for the inventory item. Repeat steps for each inventory item that you wish to display on the website. The following webpage was the result of the steps described above. The text on the top of the page is derived from the Short Description within the HP Deskjet website folder properties. See step #5. The Thumbnail (Step 18), Title (Step 14), Short Description (Step 15), Inventory ID, and Pricing is listed for each item. Review the Creating Website Content > Pricing Options section for more details on setting the pricing. The Long Description (Step 16) and Detail Image (step 18) are found in the Item Details page. The following details web page is displayed if the user clicks on the item Details link on the list. 35

40 Printed Documentation The product's Image is displayed on the upper left side of the detail template. This image can be displayed in it;s actual size by clicking on the Enlarge Photo link below the image. The product's inventory ID and product Title is displayed on the upper right corner of the detail template. The manufacturer - MFG is displayed below the item Title. Hyper-links can be associated with both the product ID and the MFG code. Complete the following steps to associate website URL addresses to either the product or the manufacturer: 1. Open the inventory item record by selecting Inventory > Inventory Item from the main EBMS menu. 2. Click on the General tab. as shown below: 36

41 Creating Website Content 3. The Web setting will be linked to the hyper-link associated with the product ID; 4. Right click on the Manufacturer ID and select Lookup from the context menu to open the following dialog: Enter the manufacturer's Web Site URL to associate a hyper-link to the MFG code on the website. Return to the web page as shown below: 37

42 Printed Documentation The pricing, unit of measure, and Add to Cart button will appear on the right side of the item template. The pricing and Add to Cart button can be suppressed using one of the following methods: Open the inventory record and click on the Website tab. Enable the Only show prices when customer logs in option to suppress the price until a customer logs in. Review the Configuring the Shopping Cart > Customer Accounts section for more details on the customer login process. Set the Seasonal Item setting of the item to suppress the Add to Cart button. Review the Advanced Features > Seasonal Items section for more details on this option. The Short Description will appear under the price to the right of the image. The Long Description is displayed below the image and other information. Review the Advanced Features > Links and Associations section for more details on creating links within a description. Accessories can be displayed at the lower part of the page. Review the Advanced Features > Displaying Accessories section for details. Review the Configuring the Shopping Cart > Shopping Cart section for more details on the Add to Cart buttons. Inserting Graphics into EBMS Pictures and graphics files are inserted directly into the inventory item or folder. The recommended graphics file types are as follows:.jpeg - recommended file type for photos.png - Ideal for graphics and line art..gif - recommended for animated graphics but can not be used to print graphics within an EBMS report. Other file types can be used but are not recommended because of file size, performance considerations, or Crystal report restrictions. The website tab of the folder or item contains two different types of graphics, the Thumbnail and the Detail Image. See the Website tab example below. 1. The Thumbnail image is an optional setting that will be created by the system using the Detail Image if the Thumbnail image if blank. Insert a Thumbnail image if a reduced size of the Detail Image is not sufficient. 38

43 Creating Website Content 2. The Detail Image may require image editing and re-sizing. The Detail Image setting within a group folder template may different from the Detail Image within the inventory item. Inventory Folder - The Detail Image that is shown within the group templates are not re-sized so the image must be edited to the proper size to show properly within the folder group web page. The Detail Image entry may be kept blank in situations where a graphics on the top of the template is not desired. Example, you may wish to remove the header image that is crossed out in the example A shown below. The Detail Image may consist of a banner graphics that is sized to fit the width of the folder template but is limited in height. See the example B show below. A sperate Thumbnail image will be needed if the Detail Image consists of a banner. Review the Creating Website Content > Group Templates section for more details. 39

44 Printed Documentation Inventory Item - The Detail Image is the primary image used within the item details template. This image is re-sized to a standard viewing size on the item page as shown below. The Detail Image can be viewed using the original size by clicking on the Enlarge Image located below the image. Use one of the following two options to insert the graphics file: 1. A utility can be launched to insert each graphics file within a specified file folder. For example the local machine below contains a folder directory labeled Graphics. All graphics files within this folder can be inserted into the inventory records of EBMS by using the following steps. A. Create a common file folder to place graphics as shown below: 40

45 Creating Website Content B. Place edited graphics files within the folder using the inventory ID as the file name. This will cause the file to be inserted within the Detail Image field of the website tab in the inventory item. Prefix the file name with thumb_ if the image is to be inserted into the Thumbnail image instead of the Detail Image. C. Launch the Inventory > Import Images to Inventory... from the main EBMS menu to open the following dialog: D. Enter the file Path to Images. Use the Browse button to locate the graphics file that was created to temporarily store the graphics. E. Click on the Import button to launch the import process. The process will move any graphics that were successfully inserted into an inventory item to the IMPORTED subdirectory and move any graphics that failed to be properly inserted into the FAILED subdirectory. These two subdirectories are created by the utility and may wish to be emptied if the backup graphics are not needed. Note that any graphics within the folder will overwrite any images that are already stored within the website tab of the inventory item. 2. The second option is to insert graphics individually. A. Open the Website tab of an inventory item as shown below: B. Right click on the Thumbnail or Detail Image graphics outline and select Insert Object as shown below: a. The Detail image will be shown on your item detail page and may be re-sized to fit the item template. b. The Thumbnail image will be shown on your item listing pages and will be the exact dimensions of the image inserted. EBMS will automatically re-size the detail image to create a thumbnail if the thumbnail field is left blank. 41

46 Printed Documentation C. Click on the Insert Image menu option to insert the graphics a file at a time. Review the Creating Website Content > List Products section for more details entered into the website tab of an inventory item. Pricing Options The pricing on the website is generated from EBMS based on the price level within the customer. If the customer did not log into the website with a user name and password, the price level within the generic customer is used. Review the Configuring the Shopping Cart > Creating a Generic Customer section for more details on creating the generic customer and price level. The customer's designated price level is displayed if the customer logs into the website. Review the Configuring the Shopping Cart > Customer Accounts section for more details on customer log in procedures. The pricing on a website can be hidden by enabling the Only show prices when customers logs in option within the inventory items a shown below. 42

47 Creating Website Content Complete the following steps to hide the pricing for all items on the website. 1. Go to Inventory > Options and click on the Inventory folders tab. 43

48 Printed Documentation 2. Highlight the root folder as shown above, click on the Edit Defaults, and click on the Website tab as shown below: 44

49 Creating Website Content 3. Enable the Only show prices when customer logs in. 4. Right click on the option and Filter Down option to all items. Review the Features > Change Defaults, Filter Down Data, and Globally Change Data section within the main EBMS manual for more details on changing an option for all inventory items. Pricing can be always be hidden if the website does not allow any customers to log in and the Only show prices when customer logs in option is enabled for all items. Multiple Unit-of-Measure Options EBMS allows the user to sell a product using multiple units of measure. Click on the Count tab of an inventory record. Open the unit-of-measure properties. Click on the Website tab of the unit-of-measure dialog as shown below: 45

50 Printed Documentation Enable the Show unit on website option for any unit-of-measure that should be displayed on the website. Note that only UOM settings that also have the Allow selling with this unit-of-measure option enabled within the Unit of Measure tab will be displayed. Review the Tracking Counts > Unit of Measure section of the inventory manual for more details on creating multiple units-of-measure. Bracketed pricing Special pricing such as bracketed pricing can be accomplished by using the optional Special Pricing module within EBMS. Pricing based on volume will show on the details web page for the item. The bracketed pricing or volume pricing is displayed on a pricing table. The appropriate unit price will be displayed on the shopping cart based on the volume. Volume discounts can be determined based on the cost of the order rather than the quantity purchased. Review the Inventory > Pricing > Special Pricing section of the EBMS documentation for more details on this module. Contact your EBMS software representative to add the optional Special Pricing module to your software. Specials 46

51 Creating Website Content A promotional price can be displayed on the web with a Special star burst icon to alert the customer to product specials. Promotional pricing is configured within the EBMS software using the same Special Pricing module as bracketed pricing. The user can enter a price based on a time period. Review the Inventory > Pricing > Special Pricing section of the EBMS documentation for more details on promotional pricing. Editing Static Pages Editing Page Information The web editor is used to edit static website pages such as the home page, about us, and policies pages. E-commerce product information is edited in the EBMS software. Go to the Creating Website Content > Listing Products section for information on editing inventory items. Editing a web page: 1. Log into the EBMS Ecommerce Administration page. Go to the Advanced Features > Site Administration section for more information on logging in. 2. Click on the Web Editor icon and select the pages folder as shown below: 3. Select a content page and click on the Edit File button to open the web editor and edit the web page. 47

52 Printed Documentation The complete content of the page can be edited using the web editor, including links and images.. To edit or add a link, select the link icon and enter the URL. Select OK save the link. 48

53 Creating Website Content To link to a file in your website, type in the website address, followed by the following path names: Image - /static/images/(image name) File - /static/files/(file name) Page - /static/controls/(page name) Select the Save button in the web editor to save the changes to the website. Note that these changes will immediately show on your website. Do not save changes unless the information is ready to publish. Uploading Images Images, files, and content pages can be easily uploaded to the web using the EBMS Ecommerce Administrator. Select the Manage Content icon in the Administrative home page to begin uploading an image to the web. Select the location in the Folder Tree where the picture will be stored and select the Browse button to choose an image. 49

54 Printed Documentation Choose an image and select the Upload button to upload the image to the web. This process can also be followed to upload files and content pages to the web. Go to the Editing Static Pages > Editing Page Information section to view more information on adding an image or file to a web page. Editing Page Using Alternative Editors Content pages can be downloaded and uploaded to/from the web using the EBMS Ecommerce Adminsitrator. This can be useful to edit a page with other web editing software. 1. Select a page and click on the Download File button. 2. Select either Save or Run when the file has downloaded. The file will download in the html format and can be opened using any web editing software. 3. Upload the web page by going back into the Manage Content folder in the EBMS Ecommerce Administrator. Select the location that the file will be placed. 50

55 Creating Website Content 4. Select the Choose File button to select a file. Select the Upload button to upload the selected page. If the page already exists, a message will appear asking if you want to overwrite the file. 51

56

57 Configuring the Shopping Cart Shopping Cart The settings for the shopping cart must be completed before product can be sold on the website. The shopping cart is used to create orders within the e-commerce website and communicate the order to the EBMS software. The shopping cart creates a sales order within the software. A Generic Customer must be setup if the site allows users to shop without creating a customer account. Review the Configuring the Shopping Cart > Creating a Generic Customer section for generic customer setup instructions. Customer accounts can be added within EBMS or created by the user. Review the Configuring the Shopping Cart > Customer Accounts section for more details on customer accounts and login information. The shopping cart links within a web page vary based on the style of the site. Click on the Continue Shopping link located at the top of the shopping cart to return to the product list. Items are purchased from the website by adding items to the shopping cart. Click on the Add to Cart button on any product lists or pages to add items to the shopping cart. Items can also be added directly from the shopping cart by entering the inventory Item 53

58 Printed Documentation Number below the item list. Click on the Add to Cart button to add the entered part number into the shopping cart. Items can be deleted from the shopping cart by clicking on the Remove link below the Quantity value. Clear the entire shopping cart by clicking on the Empty Cart link located below the product list. The company. shipping, payment, and information policies should be clearly posted on the website. The user should be able to access the policies page from the check out page. The policy page should include the following: Shipping policies Return policies Credit card processing policies - The site should explain the secure payment process including SSL certification. Information collection policies Is the data used for any internal or external advertising purposes? Any minimum orders or quantities should also be listed. The policy page could also contain special warranty information. A general note entered within the EBMS software can be displayed on the shopping cart page. Complete the following steps to enter this note: Select Sales > Options from the main EBMS menu and click on the Website tab 54

59 Configuring the Shopping Cart Select a web group and click on the Properties button Click on the Store Messages tab and enter the Shopping Cart Message. The customer should log into their account before check out if an account exists. See the Customer Account Sign In entries at the bottom of the check out page. Review the Configuring the Shopping Cart > Customer Accounts section for more details. Check out Click on the Check Out button on the shopping cart or on the website menu to purchase the products within the website. The customer must enter the shipping location to calculate shipping. This information will default form the customer record if the customer logged into the site. Review the Configuring the Shopping Cart > Customer Accounts section for more details. The customer is required to enter the shipping address. Note that the shipping Country setting can be limited to specific counties. Go to Advanced Features > Country Options for more details on limiting country settings. The shipping options available to the customer are configured within the EBMS software. It is important to have product weights and shipping methods setup properly before placing the e-commerce site on-line. Review the Configuring the Shopping Cart > Shipping Options section for details on setting up the shipping options within the EBMS software. 55

60 Printed Documentation Click the Proceed To Payment button to proceed. The Billing Information page of the shopping cart checkout will display all the items that are being purchased including state sales tax (if applicable) and shipping costs. The user can select from the billing options available to them. Normally the only payment option for a user that does not log into the website is a credit card payment option as shown below: 56

61 Configuring the Shopping Cart Review the Configuring the Shopping Cart > Payment Options section for details in setting up additional payment options such as Cash On Delivery (COD) or Charged to Account. A fictitious credit card can be entered into the shopping cart to test the process. Complete the following steps to enter credit card information to complete a cash sale: Select the Credit Card Type and enter the Credit Card Number without spaces or dashes. Enter the expiration date (MM/YY). Enter the billing address. This address must match the billing address of the credit card. A website must be contain a secure Socket Layer (SSL) certificate to collect credit card information in a secure manner. Review the Payment Options section for more details on the SSL certificate. Enter an address that will receive the order confirmation . A sample confirmation is shown in the following page. The Notes or special instructions entered within the shopping cart will appear on the memo tab of the sales order within EBMS. Click on the Process Order button to complete the order. The website order that has been placed by the user will sync to the EBMS software. A confirmation will be ed to the customer after the order is inserted into EBMS. 57

62 Printed Documentation Customer Accounts Customer accounts can be created to identify the customer and customer information. Price levels, terms, and other settings are set within the customer. Customer accounts can be created within EBMS or from the website. A generic customer is used when the web user does not log in using a customer account. Review the Configuring the Shopping Cart > Creating a Generic Customer section for more details on the generic customer account options. Note that a generic customer must be setup before website information can be viewed. Website pricing, available products, and shopping cart settings can be controlled from the customer record. For example, the retail price may show on the web until a customer with a wholesale account logs into the site. The wholesale account will not see the retail pricing. The customer's user name and password will be stored within the customer record. Review the Advanced Options > User Created Customer Accounts section for the option to allow the customer to create an account online. Complete the following steps to create or change user information including the user's user name and password for a customer: 1. Open a customer record within EBMS and click on the Website tab as shown below: 2. Click the New button to create a new login account or click Properties to view or change an existing account as shown below: 58

63 Configuring the Shopping Cart A. Enable the Approved for option to activate the users e-commerce account. This option can be disabled to temporarily inactivate the account. B. Enter a User name. The customer's address is often used for the user name. C. Enter the Password. This field is not hidden unless the user security restricts this information. Review the Getting Started > Security section of the main EBMS documentation for more details on restricting this field within EBMS. D. Select the appropriate web Group. Review the Getting Started > Customer Group Settings section for details on this setting. E. Click OK to save. 3. Multiple user accounts can be created for the same customer for a common website. Repeat the steps above for any additional accounts. The User name and Password can also be created by the user if the Allow web user to create a new customer option is enabled in Sales > Web > The address of your webiste. Review the Advanced Features > User Created Customer Accounts section for more details on managing account user names and passwords. 4. Enter a Login message to customer that will appear when the user logs into the website. Special messages and advertisements for a specific customer can be placed within this Note. 5. Enter a Shopping cart message that will be displayed below the shopping cart during the checkout process. Complete the following steps to filter down a customer message to all customers or a group of customers: a. Go to Sales > Options and click on the Customer Folders tab. b. Highlight the root folder for all customers or a folder group and click on the Edit Defaults button. c. Click on the Website tab to enter the Customer message. d. Enter the Customer message and then filter down the message. Review the Features > Change Defaults, Filter Down Data, and 59

64 Printed Documentation Click OK to save settings. Globally Change Data section of the main EBMS documentation for more details on filtering down data. Creating a Generic Customer Most retail e-commerce websites allow the user to purchase product without a membership or user account. The EBMS e-commerce uses a generic customer setup to determine the shipping options, terms, and other details for customers that do not log into the website. A generic customer is required for an e-commerce website. 1. Create a customer record with a generic Customer Id such as WEBSITE as shown below. Review the Sales > Customers > Adding a New Customer section of the main documentation for detailed instructions on creating a new customer. 2. Keep the contact information blank as shown above. 3. Set the Price Level for the standard web pricing. The retail or list price is normally used. Create a new web price level if the pricing on the web is not equal to any standard price level. Review the Inventory > Pricing > Default Pricing and Price levels section of the main EBMS manual for more details on creating price levels. 60

65 Configuring the Shopping Cart 4. Click on the Terms tab as shown below: 5. The settings within the Terms tab determines what payment options are available for customers that do not log into the site. Review the Customer Login section for more details on customer login options and requirements. Enable the Credit Card option to allow credit card payments. The Cash and Check options do not apply to an e-commerce site. Enable the Charge option only if you allow other payment types such as COD. Disable the Default as Charge option since the default payment setting should be Credit Card. This setting has no effect if the Charge option is disabled. The Due payment terms setting is only set if the Charge payment option is enabled. A possible Due option may be Collect on Delivery as shown above. This option would offer a COD payment option for customers with no account. Note that net terms should not be an options without require an account. Review the Configuring the Shopping Cart > Payment Options section for more details on configuring payment options. 6. Set the default Shipping Method. This option will default the shipping method within the shopping cart to the selected shipping option within EBMS. Review the Shipping Options section for more details. 7. Review the Sales > Customers > Changing Customer Information section for more details on customer settings. Click OK to save the customer settings for the generic customer. 61

66 Printed Documentation 8. Select Sales > Web > the address of your website from the main EBMS menu as shown below: 8. Enter the generic customer id into the Default Website Customer entry. Orders that are placed using the generic customers will be synced from the web with the generic ID within the sales order. The billing name and address will be placed within the sales order similar to a miscellaneous customer entry. The customer ID can be changed within the sales order either automatically or manually. User Created Enable the Allow web user to create a new customer option to allow the user to create a new customer account within EBMS from the website. Review the Advanced Features > User Created Customer Accounts section for more details on this option. Automatically a. Set the Customer Matching option to one of the following options: Address - The system matches the address that is contained on the order with all the contact fields within the customer. The contact fields do not require a specific label. 62

67 Configuring the Shopping Cart Name & Address - The system matches the name, city, state, and street address on the sales order with the information within the customer. The matching criterion is not case sensitive. b. Enable the Create new customer if no match option to automatically create a customer account if the Customer Matching criteria is not true. The system will keep the sales order listed under the generic customer if this option is disabled. The customer id must be created automatically if this option is enabled. Review the Features > Creating IDs section of the main EBMS manual for more details on creating the customer ID automatically The process to automatically create a new customer may result in redundant customer accounts. A new account may be created rather than properly matched because of typos, spelling differences, or other minor differences. 2 accounts can be merged by opening the customer account, right clicking on the Customer id, and selecting Merge Customer Accounts. Manually a. The Customer Matching option to None and disable the Create new customer if no match option. b. Open the sales order that was synced from the web. a. Select Edit > Change Customer from the sales order menu and the following dialog will open: 63

68 Printed Documentation a. Enter the existing Customer Id. b. The Change terms and freight and Change billing and shipping customer options should be disabled to maintain the information entered by the customer online. Click the Finish button to complete the change. Shipping Options A wide variety of shipping methods are configured within EBMS and the e-commerce system including UPS or FedEx settings, truck delivery, pick-up and other options. Shipping methods can be configured per customer group. Review the Getting Started > Customer Group Settings section for more details on creating customer groups. The shipping methods that are available within the e-commerce website must be setup within the EBMS software. Go to Sales > Options and open the General tab to originally create Shipping Methods. Review the Sales > Freight and Shipping Charges > Creating Shipping methods section of the main documentation for instructions on creating shipping methods. This step must be completed before continuing with the shipping configurations within the website settings. Associate the Shipping Methods to specific customer groups by opening the website setting dialog - Sales > Web > (website) from the main EBMS menu. Select a customer Group amd click on the Shipping Options button to open the following dialog: 64

69 Configuring the Shopping Cart Use the Add and Remove button to change the Shipping Methods list. Note that removing a shipping method from the list only disables it from the e-commerce site and does not disable or remove the shipping method from EBMS point-0f-sale screens. Refer to the Sales > Freight and Shipping Charges > Connecting directly to UPS WorldShip or FedEx section within the main documentation for details on creating UPS shipping methods as shown above. Setting the Default Shipping Method for the Customer. Open the customer record and click on the Terms tab. Open the generic customer to set the default shipping method for customers that do not log into the e-commerce site 65

70 Printed Documentation. Set the default Shipping Method to the desired setting. Keep the Shipping Method blank to require the user to select a shipping method during check out. The system can limit the countries that are available to ship to. For example, the shopping cart can be configured to only ship to the USA and Canada. Go to Advanced Features > Country Options for details. The Freight Charge setting should be set to Shipping Method Rate as shown above. Review the Sales > Freight and Shipping Charges section of the main documentation for more details on the Freight Charge setting.. Click OK to save. Payment Options The payment options offered with the shopping cart of the e-commerce website is based on the terms settings of the customer. The most common means of payment for an e-commerce website is using a credit card. Other payment options include customer specific terms, collect on delivery (COD), and due on receipt. 66

71 Configuring the Shopping Cart PayPal, loyalty cards, and gift cards are currently not currently supported on the EBMS e-commerce web sites. The Payment options for customers that do not log in (identified in this documentation as a generic customer) are set within the Terms tab of the generic customer record. Review the Configuring the Shopping Cart > Creating a Generic Customer section for recommended payment settings for a generic customer. Open the customer record to set payment options. Customer records can be manually created within EBMS or may be created within the website if the Sales > Options > Website > Allow web user to create a new customer option is enabled. Review the Sales > Customers > Adding a New Customer section within the main manual or the Configuring the Shopping Cart > Customer Accounts section for more details on creating customer records. Open a customer record and click on the Terms tab as shown below: The settings within the Terms tab determines the payment options for this customer for both EBMS sales orders and e-commerce orders. 67

72 Printed Documentation The Cash and Check options do not affect the e-commerce payment options. Review the Sales > Customers > Changing Customer Information section of the main manual for more details on payment option settings for a sales order. The Credit Card option should be enabled to facilitate credit card payments within the e-commerce site. The types of credit cards available on the e- commerce site are configured within EBMS and PAYware settings. Review the Processing Orders > Processing Credit Cards section for more details on configuring and processing credit cards. The Charge option should only be enabled if one of the following term options are offered to the customer: 1. Credit terms such as net 30 days 2. COD terms. Note that the EBMS e-commerce system will process this sale as a charge sale since the payment is not received at the time the order is processed. 3. Due on Receipt. Note that this option makes the sales invoice due immediately but allows the user to process the sale without having the payment applied. The Payment example shown above shows a Credit Card option and a Collect on delivery option. The Charge option within this customer's terms setting was enabled and the Due setting was set to Collect on Delivery. The Charge option will always be shown on the Payment list using the Due setting as the label. Enable the Default as Charge option only if the charge option should be the default payment option. Normally the system should default to the Credit Card option so the Default as Charge option should be disabled. 68

73 Configuring the Shopping Cart Discount Codes EBMS E-Commerce shopping cart contains the ability to enter discount codes. Discount codes are user defined percentage or dollar discounts. 1. To add discount codes to the Shopping Cart click Enter Discount Code. 2. Enter the inventory item ID into the Discount Id field and click the Enter Discount button. The discount code can only be added if the Shopping Cart contains other items. The EBMS system restricts the Discount code to items with a discount credit price (negative value), classified as No Count or Discount, and must have the Show item on website option enabled. Some discounts cannot be added before product is listed on the shopping cart. EBMS allows for the following discount types: Percentage discounts Fixed dollar discounts Discount inventory items must be configured within EBMS before they are available on the E-Commerce shopping cart. Complete the following steps to create a discount for the E-Commerce shopping cart: 1. Create an inventory item within EBMS classified as Discount. Review the Inventory Items > Using the Inventory Module for Non-Inventory Items > Discounts section of the Inventory manual for details on how to create the inventory item. 2. Click on the Website tab of the inventory item as shown below, 69

74 Printed Documentation 3. Enable the Show item on website option. Review the Creating Website Content > Listing Products section for more details. 70

75 Processing Orders Order Confirmation The e-commerce website will send a confirmation to the customer as soon as a sales order is created within the EBMS data located on the data center. The confirmation includes the sales order number recorded within EBMS. The confirmation is sent to the web customer's and copied to the addresses set within the e-commerce settings within EBMS. Select Sales > Web > The address of your website from the main EBMS menu. Click on the web groups option (example: primary) and click on the Properties button as shown below: The From setting should reflect an address that is used to send the confirmation. Enter an that the customer should use for a sales order question or other reply. Enter a Subject that assists the customer to quickly identify the source of the . Enter an order confirmation Message. The confirmation will be copied to the Webmaster . Multiple s can be added by separating them with a semi-colon (;). 71

76 Printed Documentation A sales order may be created and a confirmation sent before the order is synchronized back to the main EBMS data. Review the Advanced Features > Synchronizing Data section for more details on the synchronization process. Continue with the Processing Orders > Displaying and Printing New Orders section to query sales orders that are created from the website. Displaying and Printing New Orders Orders created using the shipping cart within the e-commerce website create a sales order in EBMS. These orders are synchronized from the data center back to the main EBMS data. Go to the Advanced Features > Synchronizing Data section for more details on the process to download sales orders from the website. Web orders can be displayed in a convenient list using the batch processing dialog within EBMS. Launch this dialog by selecting Sales > Batch Processing from the main EBMS menu as shown below: 72

77 Processing Orders Select the web sale query from the query options. Complete the following steps to create a website sales query: 1. Click on the Queries button to open the query list. 73

78 Printed Documentation 2. Click on the New Query button to create a new query. 3. Enter a brief website sales query Id and click the OK button. 4. Enter a Query Description. 5. Website orders are queried by a logical field within the sales order. The Customer Query and the S.O. Detail Query settings do not need to be set to include all customers and all sales order details. Click on the Sales Order Query button to set the query shown below: 74

79 Processing Orders 6. Select the Web_Sale in the Database Field options. 7. Set the Operator option to is true. 8. Click the OK button to save. The Value option and And/Or option can be ignored. 9. Click the OK button on the Query Properties dialog to save the new website dialog. 10. Highlight the website query and click on the Close button. Click on a sales order record and click View Sales Order to open a sales order. Sort the sales order list by clicking on the Sales Order column title or the sales order Date column title. Complete the following steps to print a pick sheet or sales order document for a batch of orders: 1. Select the orders that you wish to print by clicking on the Process column. Click on the Select All button to select all the sales orders. 2. Click on the Print button and select a form. Review the Reports > Print Buttons and Menus section within the main documentation for instructions on adding forms and reports to a print button. Processing Credit Cards Credit cards are processed within the e-commerce site using one of the following two methods: A. To charge the card immediately - this method will charge the credit card at the time of order which requires the merchant to issue additional credit card transactions if the order total is changed. The customer is charged for the purchase at the time of order rather than at the time the merchandise was shipped. The following method (B) is recommended. B. To pre-authorize the card at the time of order and complete the authorization at the time of shipment. The dual step process allows the merchant to adjust the order based on availability, order changes ect.. Review the Payment Card Processing section of the Point of Sale documentation. 75

80 Printed Documentation Select Sales > Web > website URL from the main EBMS menu to open the following dialog: Enable the Charge Card Immediately (otherwise only pre-authorize) option only to charge payment card immediately (option A above). Click OK to save. Credit cards are processed (payment card is processed or is only pre-authorized) within the e-commerce site as a secure PCI compliant payment web page. The page is located within a secure payment server and will not share payment information such as credit card numbers with the website or the EBMS software. Only the last 4 digits of the card number will be communicated back to EBMS for reference purposes. 76

81 Processing Orders The e-commerce shopping cart uses a secure PAYware software server located within the hosting data center of the website. The shopping cart does not process the credit card using the same local PAYware server that is used to process invoices and POS transactions from the EBMS software. 77

82 Printed Documentation Although the PAYware server used to process credit card transactions from the e- commerce shopping cart is different from the PAYware server used to process EBMS POS transactions. The sales order within EBMS contains an authorization code that associates the pre-authorization to either server. If the sale was pre-authorized on the website then EBMS will communicate with this PAYware server to post-authorize the sale at the time the invoice is processed. The processing merchant account configuration must be set in both the local EBMS PAYware and the online e-commerce PAYware server to use credit card processing for both local and e-commerce sales. Review the Payment Card Processing > Processing Payment Cards section of the Point-of-Sale Documentation for more details on the PAYware PC merchant account server. 78

83 Advanced Features Site Administration The EBMS e-commerce website contains administration tools. Complete the following steps to access the administration portal. 1. Log into the administration portal by entering admin.websitename.com. For example if the e-commerce site URL is then enter admin.qualityhardware.com in the browser to open the administration portal as shown below. 2. Enter the Username and Password and click on the Sign In button to access the administration tools. The Username and Password can be changed within EBMS at EBMS > Sales > Options > Website tab. 3. Select one of the administration tools Web Editor - Review the Creating Website Content > Editing Static Pages section for more details using the web editor. Search Engine Optimization All Search Engine Optimization (SEO) can be done within the website administrator. The SEO for the e-commerce folders and items can be set up in the website administrator as well. Note that the SEO for ecommerce folders and items are defaulted. 79

84 Printed Documentation To set up SEO for a content page, select the Create SEO button in the Manage File section of the page. The File Name, Title, and Meta Tags are created or edited in this section of the website administrator. To create Meta Tags for the web page: 1. Select the Type of meta tag from the dropdown list. 2. Enter the Value or tags for the page. 3. Click the Create button to save the meta tags to the website page. Creating SEO for Ecommerce folders and items Select the Manage Store icon in the EBMS Ecommerce Administration home page. Select a folder or item and click on the Create SEO button. 80

85 Advanced Features The SEO is defaulted for an ecommerce item or folder when an item is added to the website. Site Search Options EBMS e-commerce websites may contain a few different site search options: 1. Standard Search option is ideal for e-commerce sites with a total number of items listed at between 100 and 2000 items. This option is the most common search option used on EBMS e-commerce websites. 2. Advanced Search option is a powerful tool for a large number of e-commerce items. This option gives the web user the ability to search for key words such as a product characteristic, color, manufacturer or other details. This optional search tools displays the number of items in each folder group with the specified search criteria. 3. Google Search option - This option is developed and supported by Google. This search should only be used with sites with very few e-commerce items. These options are determined by the site designer and may not be available to every website. Standard Search The standard search option allows the web user to search for products based on the product description or part number. This search option is included with all EBMS e-commerce sites and is normally located somewhere on the navigation bar. Contact the web designer if the search box can not be found. The maximum number of items listed is set in the website options. Select the website from the Sales > Web menu to view or change the following options: 81

86 Printed Documentation Set the desired Show search results per page value. Note that a large number of search results on a single page can increase the time required to load the page. Advance Search The advance search option is valuable when the e-commerce web store contains a large number of items and/or a substantial number of inventory item groups. The advance search option also contains advance search tools such as an ability to query based on the Manufacturer and/or Search Category (folder group). The number of occurrences or the search criteria is displayed by each folder group as shown below.. The advance search also contains weighted search tools to improve the organization of the search results. 82

87 Advanced Features Please contact an Eagle Business Software representative to add this option to your e-commerce website. Template Settings The EBMS e-commerce system allows the user to customize the folder group templates and the item templates to meet the needs of the specific e-commerce website. The template settings dialog allows the EBMS user to change the following settings on some of the templates: Select the Sales > Web option from the main EBMS menu and select the desired website. Click on the Template Settings option from the submenu options to open the following Template Settings dialog: 83

88 Printed Documentation Note that the template labels are grouped based on a style such as grid1, grid2, and grid3. There are multiple template labels with the same style to allow the user to create small variations of the same template. Select a template and click the View Properties as shown below: Disable the Show Add to Cart option to hide both the Add to Cart button on the template as well as the pricing. This option on a folder template can be used to force the user to open the detail page of the item. Recommended setting = ON Enable the Use Paging option to show a long list of entries into multiple pages. Page performance could be dramatically reduced if a large number of items are displayed on a single page. Configure the Paging options to have the template display properly. The number of items per Row and the number of items per Column are import visual settings. 84

89 Advanced Features Country Options The user may wish to limit the shipping destinations within the e-commerce shopping cart. For example, the user may wish to only ship within the 50 United States and Canada baring the user from entering any other country setting. This limitation can be created by removing all the country codes within the EBMS country list dialog. Click on File > System Options and click on the Country tab as shown below: Country options can be deleted from this list which will restrict the country options within the e-commerce shipping cart and within the sales invoice within the EBMS software. WARNING: Any country that is deleted must be manually added to the list to reinsert the country. Do not delete the USA country setting or the zip code search will not function properly. Use the Ctrl + Delete key combination to delete a country code. Use the Ctrl + Insert keys to insert a new country code. Displaying Accessories EBMS offers an optional feature that allows one or more accessories to be associated with an inventory item. This feature is used to associate accessories with an item on the e-commerce web page. This option can also be used to associated supplies, options, or related items to individual part numbers as shown below: 85

90 Printed Documentation The accessories are display on the lower right side in a vertical list to the right of the product details pane as shown above. Accessories will be displayed in a horizontal list if a list of Accessories greater than the number set within the options settings. Change the horizontal list value by selecting Sales > Web > website URL from the main EBMS menu and set the Display accessories horizontally in item template when there are more than accessories value. Accessories are added to the shopping cart as separate items when the main item is added to cart if the check mark enabled. This accessory's check mark is defaulted within EBMS. is Select Inventory > Inventory items from the main EBMS menu to add accessories to an item or to change the website settings. Click on the Accessories tab as shown below: 86

91 Advanced Features Review the Component and Accessories > Adding Accessories to an item section within the inventory documentation for details on adding an inventory item. All accessories that are selected (check mark is enabled) as shown above will be added to the shopping cart when the main item is added. 87

92 Printed Documentation The selection option located by each accessory is defaulted ON by setting either of the first 2 Insert Type settings found at the bottom of the Accessories tab of the inventory item as shown below: The bottom option - Insert Accessories on right click is the most common option and will default the selection option on the website as OFF. The bottom option will require the user to manually select an accessory before it is included on the shopping cart with the main item. Review the Component and Accessories > Adding Accessories to an item section of the inventory manual for more details on accessories. User Created Customer Accounts EBMS can be configured to allow web users to create EBMS customer accounts from the website. These options allow the EBMS user to require approval of each account before the account is valid if immediately validation is not desired. This option also allows the web user to change customer contact information as well as login information from the website. Go to Sales > Web > your company's website to set the New Accounts options as shown below: 88

93 Advanced Features 1. Enable the Allow web user to create a new account option as shown above to enable the option. 2. Enable the Auto-approve new accounts option to allow a user to create an account and place an e-commerce order immediately. Disabling this option will require the EBMS user to approve the account before the user can use the new account to login into the e-commerce site and place an order within the shopping cart. 3. Create a customer folder that contains new e-commerce customer accounts if it does not already exist. This folder should also contain the website generic customer. Note that customers can be moved to other groups at any time. Review the Sales > Customers > Adding and Deleting Customer Folders section of the main manual for more details on adding customer folders. 4. Set the Default customer folder setting to match the e-commerce customer folder created in step 3. Note that the customer folder setting will determine the default terms, shipping options, price level, and other settings within the new customer account. Select the folder by clicking on the Look-up button. Review the Configuring the Shopping Cart > Customer Accounts section for more details. 5. Click on the View Defaults button to view the settings the new account will inherit. Make sure each of the following settings are properly set before the Allow web users to create new account option is enabled. 1. General Tab:as shown below : 89

94 Printed Documentation a. Set the appropriate Price Level. Review the Inventory > Pricing > Default pricing and price levels section within the inventory documentation for more details on price level settings. b. The contact list determined by this setting will determine the order and information of the contact list. Review the Sales > Customers > Setting Customer Defaults section of the main documentation for more details on default customer settings. c. Enable the Include in Mailing List and the Include in List options if you wish to have all user created customer accounts inherit these options. 2. Click on the Terms tab and set the following settings: 90

95 Advanced Features a. Set the appropriate terms for a new e-commerce customer. The Cash and Check settings are not applicable for an e-commerce account. You can ignore these settings The Credit Card option should be enabled to allow credit card payments for new accounts. Review the Processing Orders > Processing Credit Cards section for more details. The Charge option should be disabled since new accounts need to be approved for terms. Review the Configuring the Shopping Cart > Payment Options section for more details. The Default as Charge option should be disabled as well unless the Collect on Delivery shipping option is selected. b. Set the Discount and Due terms. Set the Due terms option to Collect on delivery if the Charge payment method is enabled. c. Set the Default Shipping Method setting. Let the setting blank if the system should not default the shipping method requiting the user to select a shipping method during check out. Review the Configuring the Shopping Cart > Shipping Options to make sure the shipping method is enabled for the e-commerce site. 3. Review the settings within the Advanced tab. Review the Sales > Customers > Setting Customer Defaults section in the main sales documentation for more details on other default customer settings. Save the OK button to save the options. The Allow web users to create new account option will add a link within the sign in page. Contact the web designer if the website does not include a sign in page. 91

96 Printed Documentation Click on the link to create a new account. Note that this page will create a customer account within the EBMS system. The new account will be located within the same folder as the generic website account. The new account's terms and other defaults will be copied from the form below. 92

97 Advanced Features Enter your account information. Note that the labels with a red asterisk prefix are required fields. The form requires the user to enter the characters found on the bottom of the page. Click on the Create Account button to complete the creation process of creating a new customer account within the website. Seasonal Items The seasonal items feature of the e-commerce system allows the user to disable the shopping cart button and post of message for the customer. This option is commonly used to only allow users to purchase a product in season. A product will continue to be listed within the catalog when products are not in season but users are blocked from purchasing an out-of-season item. 93

98 Printed Documentation This feature should only be used if the products should be listed even though they are out of season. Disable the Show item on website option to remove a product from the website. The Seasonal setting can also be used to list a product with the price but disable Summary: Use the following features to manipulate individual items. A. Remove the item from the website: Disable the Show item on website option within the item's website tab. See the Creating Website Content > Listing Products section for more details. B. Remove the price and shopping cart button from the website: Enable the Only show prices when customer logs in option which hides the price and disables the shopping cart button for the general public. Review the Creating Website Content > Listing Products section for more details. C. Remove the shopping cart button: - Continue with this section to use the Seasonal items setting. The Seasonal item records must be defined before they can be associated with inventory items. Go to Inventory > Options from the main EBMS menu and click on the Seasonal tab as shown below: Each Seasonal record consists of the following 4 settings 1. Enter an unique short description to identify the season. 2. Enter the range of time that (Start Date and End Date) the item is in season. The year value of the date does not affect the range. Note that if these dates are blank the item will never be in season. 3. Enter the Note that will appear on the web page instead of the shopping cart button. The example shown above contains two Seasonal records. 1. The Too Large option is used for items that are never sold on the shopping cart because they are too large to ship. Note that both dates are blank which will never cause the items with this setting to be in season. 2. The Christmas option will only show the shopping cart button between October 15th (10/15) and December 31st (12/31). Note that the year value is ignored and does not need to be updated in subsequent years. Open the Website tab of the inventory item to set the Seasonal setting as shown below: 94

99 Advanced Features Set the appropriate Seasonal setting by selecting one of the drop down options. This setting can be set for an entire group of products by filtering down the Seasonal setting. A default setting can also be set for new items placed within a specified folder. Review the Features > Change Defaults, Filter Down Data, and Globally Change Data section for more details on globally changing information within a group or setting defaults within a folder. Identifying New Products New products can be highlighted within the e-commerce site automatically when products are added to inventory within EBMS. Items can be highlighted in two ways: A new icon can be displayed by the new product. The type of icon is determined by the website designer and can not be changed within the EBMS software. Contact the website designer to change the new products graphics. A New products link located on the website can be selected to list all the new items. The amount of time that an inventory item is identified as new is set within the website options. Select Sales > Web > your company website from the main EBMS menu as shown below: 95

100 Printed Documentation Enter a zero value to disable the feature and not show any items as new items. All items with an Entry Date that is equal to or less than the number of days from the current date will be tagged as new items. Open an inventory record and view the Entry Date setting within the General tab as shown below: 96

101 Advanced Features New item shown on listing page: 97

102 Printed Documentation New item shown on detail page: 98

103 Advanced Features Links and Associations Hyperlinks can be created within the short or long descriptions of an inventory item using HTML links and other code. Html is a web programming coded used to create websites. HTML code should not be usedwithin the title description or within the inventory items descriptions located on the general tab. An HTML link can allow the user to refer the website customer to other products within the site. Html is entered into the short or long description in the inventory item to create a link. For example: <a href=" Click here to view the complete traditional collection</a> Click here to view the complete traditional collection is the text that will be shown on the page. The link, is the location of the link. The gray highlighted text, <a href=> and </a>, is the html tags. Note: To find the correct location link, go to the page that will be linked to and copy the url or address in the Address field at the top of your internet browser. Paste the link within the quote marks of the html. For example: <a href"paste Here">. Following is a link in the short description of an item: IMPORTANT NOTE: 99

104 Printed Documentation After any html is entered into a field that field will require all html and will not recognize the standard memo functions such as the end of paragraph marker (entered using the ENTER key within a standard memo). To start a new line in an html field enter the break tag,<br>, at the end of the line. To start new paragraphs enter two break tags, <br><br>. Additional formatting, such as bold and italic, can be added using html code. Text can be made bold by enclosing the text in bold or italic tags. For example <b>this text will be bold</b> or <i>this text is italic</i>. The <b> or <i> indicates the start of the text formatting. The </b> or </i> indicates the end of the text formatting. Optional Components The optional component option within an e-commerce website is an excellent tool used to configure custom sets. The optional component allows the customer to select custom options on the website when purchasing product. For example in the following page a user can configure a custom built computer by selecting optional components for the machine: The options on the right side of the template can be selected by clicking on the drop down options or by clicking on the View Images link to the right of the options, as shown in the example below: 100

105 Advanced Features Selections can be made by clicking on the desired option. Note that the View Images option will not appear if graphics are not included on the optional component's inventory item record. Optional components are configured within a single inventory item. Select Inventory > Inventory Item from the EBMS menu, open an inventory item record, and click on the Components tab as shown below: 101

106 Printed Documentation The kit's inventory Classification must equal No Count and the Assembly Kit option must be enabled as shown above for the optional component template to be used within an item. Multiple sets of optional components can be added to a single SKU# and the price can react according to the selections made by the web user. Review the following sections for more details: Review the Inventory > Components and Accessories > Components and Accessories Overview within the inventory manual for an overview on the component options. Review the Inventory > Components and Accessories > Optional Components and Accessories within the inventory manual for an overview on the component options. Review the Inventory > Components and Accessories > Optional Component Pricing within the inventory manual for an overview on component pricing details. Click on the Website tab and select the standard/optionalcomponents template to allow the user to select optional components as shown below: 102

107 Advanced Features Review the Creating Website Content > Listing Products section for more details on the settings within the Website tab. Product Attributes The product attributes option is a feature that is used to group a significant number of items together based on one or more item attributes. An inventory group (folder) may contain multiple items that are very similar but differ based on size, color, or style. Some examples: Shelf or furniture - A company may contain a group of wooden shelf inventory items that vary based on the wood type, stain or color of the finish, and the length of the shelf. Since 5 different wood types are offered, in 8 different stains and 6 varying lengths, there may be up to 240 inventory items in EBMS to manage all the combinations of the selected shelf. Clothing or shoes - A store sells shirts in a variety of sizes and colors. An inventory item is created for each item that is sold within the store. All of the item IDs within EBMS are grouped in a single folder. The product attribute features allows the user to assign an inventory item ID (Sku#) to each combination of options. The optional component feature should be used if the user prefers to use a single common ID no matter which options are selected. Go to Advanced Features > Optional Components for more details on optional components within a single inventory item. All items within a specific folder should consist of the same attributes. Complete the following steps to create a group of items with the same attributes: 1. Create a folder group for the items. Review the Inventory Items > Adding and Deleting Inventory Folders section of the inventory documentation for more details on creating folder groups. 2. Setup the inventory defaults. The user can save a substantial amount of entry time if the inventory defaults are properly set up before items are created, since many of the items within the folder group contain the same information. Review the Inventory Items > Changing Inventory Defaults section of the inventory documentation for more details. 3. Open the inventory folder properties by right clicking on the folder and selecting Properties from the context menu as shown below: 103

108 Printed Documentation 1. Click on the Product Attributes tab as shown below. Note that the Product Attributes feature is an additional option in the e-commerce system. Contact your EBMS support rep for more details if the EBMS does not contain this option. The Product Attributes tab of the folder identifies the attribute labels but does not define the options. Attribute options are set within the individual inventory items. All items within the folder should have common attributes. For example in the example shown above, all items within the selected folder include a Type, Connectors, and Length attributes. The Default Inventory Item should reflect the most popular inventory item within the current folder. This item will default the attribute settings for the standard/productattributes1 and standard/product attributes2 templates explained later in this section. Note that this setting is not used if the query list template is used (standard/productattributes3). Add attribute labels by clicking on the Add button. Enter the Attribute label. 104

109 Advanced Features Click the Change Order button to change the order of the Attribute options. The order of the attributes are important since the setting options may be restricted based on attributes settings with greater priority. The affect of the order is explained in more detail in the inventory attribute settings descriptions below. It is important to enter all attribute labels before continuing with the attribute options within the inventory item. Click OK to save the Product Attribute labels. Product attribute options are set within each inventory item. Continue with the following steps for each item that is listed on the web. Double click on each inventory item that you wish to show on the web: Set the Value for each attribute as shown above. Note that the attribute option values must be entered precisely with each item with the exact spelling and format as the option within another item within the same folder. Use the copy / paste function to populate the same option between multiple inventory items. Note that a slightly different spelling will cause the attribute Value to appear as an additional option. Populate the Product Attribute Value for each inventory item before enabling the Show on Web option within the Website tab. Enable the Show on Web option for each item with the proper attribute settings Reopen the folder properties dialog after all inventory items are properly set. Right click on the folder and select properties as described above. Click on the Website tab as shown below: 105

110 Printed Documentation There are 3 standard templates that use the product attributes options. Note that custom configuration for a specific site may change the appearance or functionality of a template. The standard features are as follows: 1. standard/productattributes1 - This Template option should only be used when the combination of attribute options are unique for each item. This template should never be used if there are two or more items that contain the exact combination of attribute value. The inventory item is selected by the combination of attribute settings on the website requiring the combination to be unique to purchase the item. This template option also queries the options based on the settings listed above the current selection. For example in the serial cable template used below, the Connectors option will only show the Connectors options that also have a Type of RS232 Standard Serial. The only Length options listed will be the items that contact a Type and Connectors setting that match the options above the Length option. Having the options limited to the attributes shown above the attribute being selected. 106

111 Advanced Features 2. standard/productattributes2 - This template appears the same was as standard/productattributes1 but the functionality is quite different. This template will list ALL options for a specific attribute such as length. This template should be used with caution since selecting a specific option (such as Length in the example above) could change an option above it (change Type or Connectors options). This template will appear the same as the standard/productattributes1 template if there is only one attribute label. 3. standard/productattributes3 - this template appears and functions considerably different than the previous 2 options. The attribute settings function like a query option as shown below. The user can choose one or more attributes for the matching items to be listed below. Note that the product items will be shown after the selection narrows the list to less than the specified number (Standard = ). This template allows the attributes for items to be identical with one another rather than the unique requirement of the previous 2 templates. The following example displayed a list of items after the Type attribute was selected. Note that the default product attribute options are set by the Default Inventory Item set on the folder at the same location as the attribute labels. The productattributes1 and productattributes2 templates use a default item. The system will select an item if the Default Inventory Item setting is blank. Save the Website settings and give the software sufficient time to populate the new settings to the web. It is important to test the attribute options within the website to verify that the proper option list has been compiled from the folder's item list. Note that attribute options will disappear if items are moved from a folder or made inactive. It is important to monitor folder changes for inventory items that contain attributes. Listing Serialized Items The EBMS system offers an optional module that allows the user to track information including photos of individual items within a single inventory item. For example, the following inventory item - PT3000B5 is a specific model of computer but each computer sold has it own unique serial number. The photos and descriptions can be unique since the photos and descriptions are set for each serial number record. The serialized item feature is a great option to use when selling art, equipment with unique characteristics, or items with slight differences such as color or options. Review the Serialized Items section within the Inventory documentation for details on creating and using serialized items within EBMS. Click on the Website tab of the item as shown below. Note that the inventory item MUST be classified as a Serialized Item. Review the Inventory Items > Entering New 107

112 Printed Documentation Inventory Item section of the inventory documentation for more details on setting the classification. The Template setting used to list each serialized item should be set to standard/serialized as shown above. An item classified as a serialized item can use the template - standard/item and the user can purchase the item without selecting a specific serial number. The item's Detail Image will be used if the Image1 entry is not populated within the individual serialized items. More details on setting images within the serialized item record are described below. Click on the Serial Numbers tab to view the individual serial number records as shown below: 108

113 Advanced Features Click on each serial number record and click the Properties to open a specific serial number. Click on the Images tab to add graphics to the item as shown below 109

114 Printed Documentation : Note that the serialized item can store multiple detail images for a specific serial number. Not all detail images must be populated. The images will create a slide show for the serialized item. Thumbnail 1 will be displayed (Image 1 if the Thumbnail 1 image is blank) on the serialized item list on the web. The main inventory item image can be used on the serialized item list instead of the images inserted in the serialized item if both the Thumbnail 1 and Image 1 graphics entries are blank. See sample website list page later in this section. EBMS will automatically re-size the detail image to create a thumbnail if the thumbnail entries are left blank. Re view the Creating Website Content > Inserting Graphics into EBMS section for more details on inserting images. Click on the Website tab and enable the Show on Web option as shown below: 110

115 Advanced Features The Short Description and the Long Description can be used to describe the item in more detail. These entries should describe the unique characteristics of the item when individual serial numbers are unique. Keep the Short Description and the Long Description blank to duplicate the descriptions from the main inventory item. Repeat the steps above for each serialized item you wish to list on the web. The following example is a web page that lists the serialized items. The EBMS system will only list the serial numbers that are available for sale. Any serial number that is selected within a sales order or sold will be removed from the website. This process will remove any serialized item that is purchased from the website since it is allocated to that order. A serial number will need to be disassociated from the sales order to list it again on the web. Review the Serialized Items > Selling and/or Associating an Item with a Customer > Selling a Serialized Item section of the Inventory documentation for details on associating or disassociating items within the sales order. The inventory item Title shows on the top of the list but no other information shows from the inventory item unless it is duplicated to the serialized item record. 111

116 Printed Documentation Click on the Details link or on the item graphics to view the serialized item detail page. See sample below: 112

117 Advanced Features Note that the item contains the multiple images on the top left side of the page. Click on the thumbnails below the image to view each image. The example shown above also contains components which are listed above the Add to Cart button. Review the Components and Accessories section of the Inventory documentation for more details on creating components. Review the Serialized Items section within the Inventory documentation for details on creating and using serialized items within EBMS. Synchronizing Data A synchronization tool is used to upload data from the EBMS software to the data center. It also generates the content on the e- commerce website and downloads orders from the shopping cart to sales orders within the EBMS system. Changes must be saved within EBMS before data is communicated to the web. 113

118 Printed Documentation The sync tool uploads inventory item information, customer account data, shipping settings, and payment options. Review the following sections for more details on entering this information within EBMS: Review the Creating Website Content > Listing Products section for more details on entering product details. Review the Configuring the Shopping Cart > Customer Accounts section for more information on price levels, terms, and login details. Review the Configuring the Shopping Cart > Shipping Options section for shipping option details. Review the Configuring the Shopping Cart > Payment Options section for payment option setting details. The sync tool downloads the orders from the website shopping cart. Review the Processing Orders > Displaying and Printing New Orders section for details on viewing orders placed on the e-commerce website. The synchronization tool is running in the back ground at all times. This tools runs as a Windows Server within the main data server. The changes made within EBMS should be synchronized with the website within 2 hours. Contact your e-commerce website support technician if the data is not be uploaded within a 2 hour period. Review the Point-of-Sale > Advanced Tools > Sync Tool Overview for more details on this tool. 114

119 Certifications and Applications PAYware PC Merchant Account Setup The EBMS e-commerce website will require a PCI compliant merchant account to operate the shopping cart. Any merchant account (which includes most) that is compatible with Verifone PAYware PC software can be used within the EBMS e-commerce shopping cart. SSL Certificate Application Secure Sockets Layer (SSL), are cryptographic protocols that provide secure communications on the Internet for such things as web browsing, , instant messaging and other data transfers. The SSL protocol allows applications to communicate across a network in a way designed to prevent eavesdropping, tampering, and message forgery. SSL provides endpoint authentication and communications privacy over the Internet using cryptography. Typically, only the server is authenticated (i.e., its identity is ensured) while the client remains unauthenticated; this means that the end user (whether an individual or an application, such as a Web browser) can be sure with whom they are communicating. It is important that a site is SSL certified if the website is collecting credit card numbers. The SSL certification used on most EBMS e-commerce sites is the GeoTrust QuickSSL certificate. The SSL certificate should display on your e-commerce shopping cart to ensure the customer that your site is safe and secure. The GeoTrust QuickSSL uses a 128bit encryption code for shopping cart communications. Contact your EBMS customer service rep for more details on the SSL certificate. 115