Managing Your ecommerce Store

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1 West Virginia University Information Technology Services ecommerce Store Manager QuickStart Guide Managing Your ecommerce Store Last Updated: August 22, 2014

2 Table Of Contents If you are using a Mac, click a section to go straight to it. If you are using a PC, hold down Ctrl and click the section. Introduction... 3 Accessing Your Site... 4 Logging In... 4 Navigating the Dashboard... 5 Editing Your Site... 6 Navigating the Website Tab... 6 Navigating the Configure Tab... 7 Product Setup... 8 Adding a Category... 8 Adding a Product... 9 Editing the Featured Products Section Creating a Product Template Uploading a Picture Administrative Functions Refunding Customers Reporting Reconciling an Order Compiling the Accounting and Reporting Annual Report Troubleshooting and Maintenance References ecommerce Store Manager QuickStart Guide Page 2 of 14

3 Introduction This manual describes how to manage your store in AbleCommerce. The online store allows University departments to sell products or services with funds deposited to a General Ledger account. Also, because administrative access allows users to alter website and user information, this manual will show you how to perform processes in the online store without corrupting data. While the university ultimately owns every department s store, each department must designate a site owner and a store manager. The site owner is the individual who assumes fiscal responsibility for the store. The store manager manages the store s day-to-day operations and reports to the site owner. To ensure proper oversight, the same individual cannot perform both roles. While you are in ecommerce, if you do not know what a field represents, hover the mouse pointer over the speech bubble beside the field to see a description. Follow these instructions exactly. The protocol this manual establishes will prevent you from corrupting data, violating privacy rules, and causing unplanned outages. If you need help at any time while using this guide, contact ITS support. ecommerce Store Manager QuickStart Guide Page 3 of 14

4 Accessing Your Site Logging In 1. Go to your department s ecommerce website. 2. Click the Login icon at the top right. See Figure Log in under Returning Customer. See Figure 2. a. When the CAPTCHA screen appears, type in the CAPTCHA and click Sign In. b. Although the window says customer, you can still perform administrative functions when you log in. 4. On the next page, click the Admin icon in the top left corner. See Figure 3. Figure 1: Login icon You should now see the Dashboard screen with new top menus. See Figure 4. If you want to adjust the settings, submit a request to Information Technology Services (ITS) by ing Figure 2: Login window Figure 3: Admin icon Do not click the Customize button. Customizing the settings could alter the website or user information. Figure 4: Dashboard screen menus ecommerce Store Manager QuickStart Guide Page 4 of 14

5 Navigating the Dashboard Use the Dashboard to view, minimize ( ), or close ( ) the following applications: Product Popularity o By Sales o Sales Data o By Views o View Data Order Summary o Today o Last Thirty Days o Last Ninety Days o Search Orders o View Order Number Sales Over Time o Past Seven Days o Past Six Months Page Views Over Time o Last 24 Hours o By Hour o By Day o By Month Popular Categories o By Views o Data User Status o Change Password My Alerts Latest News ecommerce Store Manager QuickStart Guide Page 5 of 14

6 Editing Your Site Navigating the Website Tab Logo and Images 1. In the top menu, go to Website and click Logo and Images. 2. To change your site s logo, either: a. Upload a file from your computer by clicking Choose File. b. Find a file on the server by clicking the binocular icon ( ). 3. To alter the default image sizes, go to the Default Image Sizes section and adjust the numbers within the Width and Height fields. Content and Layout (You must know HTML to edit a scriptlet.) 1. In the top menu, go to Website and click Content and Layout. a. If a row has an X in the Custom column, that scriptlet has been customized. Customizing a scriptlet also allows it to be deleted. 2. To copy a scriptlet, click the duplicate icon ( ). 3. To edit a scriptlet, click the edit icon ( ). a. To import pre-built content while in the Edit page: i. Click the magnifying glass ( ). ii. Select the appropriate control from the drop-down menu. iii. Copy the information in the brackets, including the brackets themselves. iv. Paste the information into the appropriate place in the Content section. Themes and Display Pages 1. In the top menu, go to Website and click Themes and Display Pages. 2. To change the store and/or admin theme, select the appropriate theme and click Save Changes on the bottom left. a. The default theme is WVU. Do not modify the WVU theme beyond changing the logo. ecommerce Store Manager QuickStart Guide Page 6 of 14

7 Navigating the Configure Tab The Configure tab allows the Store Managers to change settings for their store. The Store menu has the general settings for the store front, including: Configure > Store Store Name Unit of Weight TimeZone Inventory Settings Order Number Configure > Tax Tax Codes Tax Rules Configure > Settings Templates You must create an template for ecommerce to notify customers that their orders did not go through if a payment capture or authorization fails. This menu allows the Store Manager to set up different templates to be sent to the customers during different triggers of the purchase. templates can be added by creating a new template and giving it the appropriate triggers for the s to be sent out. Customer Order Notification: Notifies the customer that their order has been placed as soon as the order has been submitted. Order Shipped: Notifies the customer that their order has been shipped. Customer Note: s merchant (Store Manager) when a customer adds a note. ecommerce Store Manager QuickStart Guide Page 7 of 14

8 Product Setup Adding a Category 1. Click Catalog ( ) in the top right menu. 2. Check the categories in the left menu to see if your category already exists. See Figure To create a category, type the new category s name in the box under New Category. See Figure 6. a. Make the category name unique so you can identify it in a list. For example, if you name both the Men s Shirts category and the Women s Shirts category Shirts, you will not be able to differentiate between the two categories named Shirts when they appear on the Categories list. Figure 5: Categories 4. Repeat this process to add subcategories. The tree at the top left shows the category s structure seen in Figure 7. Figure 6: New Category Figure 7: The category tree 5. To adjust the order in which a category appears, click the green up or down arrow ( ). ecommerce Store Manager QuickStart Guide Page 8 of 14

9 Adding a Product 1. To add an item, click the category in which your product belongs. If it belongs in a subcategory, continue until you reach the appropriate subcategory. 2. On the right in the Add Item menu, click the Product icon that looks like a box to bring up the product details screen seen in Figure 8. Figure 8: Product details screen 3. Fill in the necessary information, such as shipping and taxes. a. Be sure to add a tax code. b. If you are adding a product that will not require shipping (e.g., a conference or camp), 4. Click Save. choose No under Shippable. ecommerce Store Manager QuickStart Guide Page 9 of 14

10 Editing the Featured Products Section 1. In the Dashboard, hover the mouse pointer over Marketing. 2. When the drop-down menu appears, click Featured Products. 3. View the current featured products. a. To delete a product, click the delete ( ) icon. 4. Go to the Find Products ( ) box to add a product: a. Fill in the product s name in the Product Name field. b. Check Show Thumbnails ( ) if your product has a picture. c. To restrict your search to either non-featured or featured items, select the appropriate option. If left blank, a search will return both options. d. Click Search ( ). When your item appears, click Add. e. After you finish adding products to the Currently Featured section, click Finish ( ). 5. To see your product, click the store icon ( ) in the top right menu. The item will appear in the Featured Products section. Creating a Product Template Only one product template can be applied to a product at a time, so ensure that you add all the necessary customer fields to a single template. 1. In the top menu, go to Catalog Product Templates. 2. To create a template, go to the Add a Template section, type a name in the Name box, and click Add. 3. Once you create the Template, you must add fields to it. Add one by clicking Add Field under the appropriate field type. Customer Fields specify data to collect from customers who buy this product. ecommerce Store Manager QuickStart Guide Page 10 of 14

11 4. When you click Add Field, the next screen will display empty fields for the input type, name, prompt (what the customer sees on the screen), columns (width of the box on the screen), and max length. Enter the necessary information. 5. Click Finish. 6. To tie that template to a product, return to Catalog Browse and find a product. 7. Click on the product. In the menu on the left, click the Product Template link. 8. Select the product template from the drop-down box. 9. Click Save when you finish. 10. To test the template, return to the main store and click your product. The extra fields should appear. For templates to generate reports, you must submit a trouble ticket requesting the fields be added to the attendee report. Uploading a Picture When uploading a picture that needs to be resized, it is best practice to resize it outside of AbleCommerce and then upload the image. If AbleCommerce resizes the image, it will appear blurry on the storefront. 1. Click Images and Assets in the left menu to see the icon, thumbnail, and detail images for the product selected. 2. Click Upload Image ( ). a. Click Browse ( ) and select the picture you want to upload. b. Enter a picture description in the Save as field. 3. Click Upload. Repeat the process for other pictures you want to use. 4. Click Pick or Edit Images ( ). a. To select an image for the product s icon, thumbnail, and/or the standard image to display, click the binoculars icon ( ) to the right of each field. b. Select the image from the Folder Contents menu on the left by checking the box, then click Upload ( ). c. Describe the product in the Alternate Text field. d. Click Save Changes ( ). 5. To upload additional images (e.g., both the front and back of a shirt), click additional Images ( ) and repeat the process. ecommerce Store Manager QuickStart Guide Page 11 of 14

12 Administrative Functions Refunding Customers To issue a refund, the department must the request to with the subject line ecommerce Refund and the following information: Customer s name Original transaction date Original transaction amount Refund amount Order ID (Admin icon Manage Orders) Use the same process to complete a tax refund for tax-exempt customers. Reconciling an Order Reporting Note: To protect customer identities, AbleCommerce does not store credit card numbers. 1. In the Dashboard, hover the mouse pointer over Reports. 2. When the drop-down menu appears, hover the pointer over Sales, then select Monthly Sales. 3. To scroll through the monthly sales reports, click Previous or Next, or select the month and/or year from the appropriate drop-down menu. 4. To see the details of a particular day s report, click Details beside the date. ecommerce Store Manager QuickStart Guide Page 12 of 14

13 Compiling the Accounting and Reporting Annual Report On an annual basis, Accounting and Reporting will require (by June 30): 1. A physical count of the inventory on hand. Report the inventory value, the method of assigning value (FIFO, LIFO, etc.), and the date on which you took the physical inventory. 2. The accounts receivable. Include the MAP accounting string used for the cash receipts and details including the customer name, address, and balance due. An estimate of the uncollectible amount and the method used to estimate it. A summary of your collection policy. ecommerce Store Manager QuickStart Guide Page 13 of 14

14 Troubleshooting and Maintenance If you need help at any point during a process, submit a trouble ticket to the OIT Help Desk by ing or calling (304) Scheduled maintenance occurs every Thursday at 10:00 PM and every night at 2:00 AM. The State Treasury Office reserves the right to run scheduled maintenance on any Thursday but normally only runs maintenance once a month. The Store Manager will receive notifications about any unplanned outages. References Themes File Manager. AbleCommerce Support Resources. Able Solutions Corporation, Web. 28 June ile_manager.htm ecommerce Store Manager QuickStart Guide Page 14 of 14

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