Getting Started with Actinic Order Manager

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1 Getting Started with Actinic Order Manager

2 Under the copyright laws, neither the documentation nor the software may be copied, photocopied, reproduced, translated, or reduced to any electronic medium or machine-readable form, in whole or in part, without the prior written consent of Actinic Software Ltd. Actinic, Actinic Catalog, Actinic Developer Actinic Order Manager and Actinic Business are registered trademarks of Actinic Software Ltd. Other parties trademarks or service marks are the property of their respective owners and should be treated as such. Note: This guide covers Actinic Order Manager version 6 created by Actinic Software Ltd. All the screen shots are taken from Actinic version 6. Actinic Software Ltd Locke King House 2 Balfour Road, Weybridge Surrey, KT13 8HD Tel: +44 (0) Fax: +44 (0) Getting Started With Actinic Order Manager

3 Table of Contents Table of Contents...3 Introduction... 4 Conventions...4 Other Starter Guides...4 Installation... 5 Your 'Site1' Directory...5 Getting Help... 6 Help Topics...6 Context Sensitive Help...6 Setting Up Order Manager... 7 Importing Developer Sites...7 Order Processing Printing a Hard Copy of the Order...10 The In-Built Order Processing System...11 How to Process an Order Step by Step Guide...13 Other Useful Information...19 Back Orders...19 'Shipping and Handling', 'Tax' and 'Totals' Tabs...20 Sales Reports...20 More Information...21 Getting Started With Actinic Order Manager 3

4 Introduction Actinic Order Manager is designed to take orders from your Actinic store and process them on your PC. Actinic Order Manager is a desktop-based application, which means that all the work you do in Actinic Order Manager happens on your PC. It is only when you are ready to retrieve your latest orders from your website that Actinic will connect to the Internet and download them. The store that Actinic Order Manager downloads from will have been generated by another application within the Actinic ecommerce family either Actinic Developer, Actinic Business or Actinic Catalog. These applications maintain all the online products and sections independently of Actinic Order Manager. Conventions In this guide the following conventions will be used: Keyboard commands will be shown in square brackets: [Enter], [Ctrl+X]. Buttons/tabs/menu options in the program will be shown in single quotes: 'OK', 'Cancel', 'Checkout'. Successive directions will be separated by a vertical bar: For instance, clicking on the 'View' menu, then selecting 'Business Settings' and then selecting the 'Tax' tab is shown as: 'View Business Settings Tax'. 'Catalogue' is used within this guide as the generic name for your shop. Other Starter Guides Starter Guides for other Actinic products are available to download from 4 Getting Started With Actinic Order Manager

5 Installation To install the software onto your PC: 1. Place the Actinic Order Manager CD in your CD drive. 2. It should automatically run. If it does not, you will need to: Click the 'Start' button in Windows taskbar and go to 'Run' Click 'Browse' and then go to 'D:' (where D: is your CD drive) Select 'setup.exe' and double click This will start the first of the 'Installation Wizards' that will guide you through the short set-up process. It is possible to achieve a perfectly satisfactory installation by simply accepting all the default settings suggested to you by the Wizards. Click 'Next' to take you from screen to screen, click 'Back' to take you to the previous screen and click 'Cancel' to abort the installation process. Note: Remember that this process will install Actinic on your computer. It will not install anything on the web site. It is a good idea to keep a safe record of your authorisation key supplied with the software and the version details which you find in 'Help About...' in your Menu Bar. Your 'Site1' Directory All the files specific to your initial ecommerce store, including the Actinic Order Manager database - ActinicCatalog.mdb are contained within the 'Site1' directory. You can locate your Site1 folder by going to 'C:\Program Files\Actinic ecommerce v6\sites\site1'. Note: All your shipping and handling details are contained in a database called SimpleShipping.mdb within the 'ShipControl' folder in 'Site1'. The 'Site1' directory is your working directory, and is the ideal place to save any files you create and wish to use. Getting Started With Actinic Order Manager 5

6 Getting Help Actinic Order Manager comes with lots of ways to get help should you need it. Help Topics Actinic's Main Help contains pages of in-depth information on all areas of the application, together with appropriate links to additional information in other chapters. To access the Help Topics, click the button on the Menu bar, go to 'Help Help Topics' or press [F1] to see the following screen: You have the choice of searching by Chapter ('Contents'), by paragraph heading ('Index') or by key word ('Find'). We also recommend you print a copy of 'UserGuide.pdf' located in the directory that you have installed Ecommerce normally C:\Program Files\Actinic ecommerce v6). An 'Acrobat Reader' can be downloaded free of charge from Context Sensitive Help For a brief description of a button/box or field, click on the question mark bar and then click on the field for which you need information. on the tool 6 Getting Started With Actinic Order Manager

7 Setting Up Order Manager Importing Developer Sites Order Manager is normally set up initially by importing an Actinic site that has been exported from a copy of Actinic Developer. Note: In order for this to work successfully, your copy of Order Manager has to have the same version number as the copy of Developer that provided the site file. If you encounter any problems you may want to check the version number of your copy of Order Manager by going to 'Help About Order Manager' and contacting your designer/developer with the version number you see there. In order to import one of these sites, go to 'File Snapshot Import Site'. Click 'Next >' in order to view some information and recommendations about site importing. Click 'Next >' again to see the following screen: Getting Started With Actinic Order Manager 7

8 This is where you select the file that you are going to import into Order Manager. Click 'Browse' and then locate the site file on your PC. The file will have an extension of.acd. Select the file and click 'Open'. Click 'Next >' to continue. This screen gives you information about the file you are about to import. You may be given the option to overwrite all orders in your PC. Only use this if you are absolutely sure that this is what you want to do. Click 'Next >' to continue. 8 Getting Started With Actinic Order Manager

9 Actinic can create a zip (archive) file containing your entire current site. Click 'Browse to select where you want this file to be created. Click 'Next >' to continue. When you click 'Next >' the import process will begin. When it has finished, your store will be set up to start receiving orders from the online Actinic store. Getting Started With Actinic Order Manager 9

10 Order Processing Click the button on the toolbar to download any outstanding orders. There are two choices for processing orders: 1. Printing a hard copy of the order 2. Using the in-built order processing system Printing a Hard Copy of the Order If all you want to do is print all the order detail on a sheet of paper, then go to 'Business Settings Ordering' and tick the 'Enable Data Entry Reports' checkbox. 10 Getting Started With Actinic Order Manager

11 Then, as soon as new orders come in, click the button to bring up the reports, go to the 'Order Processing' panel and print 'Outstanding Data Entry Reports'. This will print an A4 sheet for each order containing the order details. You could also tick the 'Bypass Catalog Order Processing' box in 'Business Settings Ordering', which will mean that new orders will be marked as completed as soon as the data-entry report is printed. The In-Built Order Processing System Actinic Order Manager comes with an order processing system that will help you to process orders by providing: 1. A process to follow to record when you have shipped goods and taken payment 2. The ability to send s to customers notifying them when their order has been shipped 3. A range of paperwork, such as packing lists and invoices, to post/fax to the customer. 4. Sales analysis reports that can give you an overview of the business done on your store. To access the order processing system, double-click on an order. Getting Started With Actinic Order Manager 11

12 The next chapter gives a sample procedure to follow when processing orders. 12 Getting Started With Actinic Order Manager

13 How to Process an Order This chapter will give you a procedure to follow for processing new orders. It is based on the payment method of 'Credit card details captured for later processing' in other words the customer provided the credit card details online, and you are going to process them offline. Remember that this is not a hard and fast method. Actinic's order processing system is a toolkit it provides a range of facilities for you to choose from but you don't have to use everything. However, there are three things that HAVE to happen in order for an order to marked as 'complete': The order lines must be marked as shipped The payments must be marked as having been received (this will be done online if you are using a Payment Service Provider) An invoice has to be printed (or a data-entry report is printed, or the order is exported) Step by Step Guide Step 1 Download Orders Click the button on the toolbar to retrieve the latest orders. Step 2 Print product and credit card reports Click the button on the toolbar and go to the 'Order Processing' tab. Getting Started With Actinic Order Manager 13

14 There are a couple of reports that will help you compile orders. These are: Outstanding Packing Lists prints a separate delivery note for each order Outstanding Products provides a summary of all the products ordered in the latest batch of orders Also, the 'Outstanding Credit Card Schedule' will give you a list of the credit card numbers provided with the latest batch of orders. You can use this report to put credit card numbers through your credit card terminal. At this point you would normally process any credit card numbers you have received. Step 3 Mark items as shipped Required Double-click on a new order and go to the 'Line Items' tab. This is used to check the status of the individual items in the order. Click any item that can be/has been shipped and click the 'Ship' button. You can double-click on an order line to view the full details of that order line, including tax details. 14 Getting Started With Actinic Order Manager

15 Step 4 Make any adjustments you need to If a customer has cancelled an ordered item, you can highlight the order line and click 'Cancel'. If you need to make any cash adjustments to the order then click 'Add Adjustment '. Adjustments can be positive or negative. Step 5 Send an Click the 'Mail' button to launch the screen. Getting Started With Actinic Order Manager 15

16 You can customise the as you require and click 'Done' to save it in the 'Mail' tab of the order ready to be sent when appropriate. Step 6 Mark payments as received Required unless you have used a Payment Service Provider, in which case the payment will already be marked as received. Now go to the 'Progress and Payments' tab. 16 Getting Started With Actinic Order Manager

17 If you have already processed the payment then you can replace the credit card number shown here with a '0' or similar for security reasons. Now click the 'View Payments ' button. Getting Started With Actinic Order Manager 17

18 This is the payment history for the order. Click 'New Entry' to make an entry in the payment history. By default, the entry will be shown for the full amount of the order but you can adjust the total as required. Click 'OK' to close the window and click 'Close' to close the order details. Step 7 Print invoices Required Click the button on the toolbar and go the 'Order Processing' tab. Click 'Outstanding Invoices' to print the outstanding invoices for the orders. This will mark the orders as complete and they will be transferred to the 'Completed' tab. 18 Getting Started With Actinic Order Manager

19 Other Useful Information Back Orders If you cannot ship an order all in one go you can create a back order. This splits an order into two parts what you can ship and what you can't ship. To do this: 1. Part ship an order (see step 3 above) 2. Close the Order window 3. Click the 'Back Order' button on the main orders screen. You will be prompted as to how you want to split the shipping cost between the two parts of the order. Make your decision and click 'OK'. Getting Started With Actinic Order Manager 19

20 The order will now be split into two parts. The main part will now be marked as shipped (although you will still need to mark the payments as having been received before you can complete the order). The back order (or 'sub-order') will work as a new order and will have a new order number made of the old order number with a '\B1' suffix. The two parts of the order will share contact details, and will share a payment history but otherwise will act independently. You can click the 'Related Orders' button in the 'Orders' window to switch between main orders and back orders. 'Shipping and Handling', 'Tax' and 'Totals' Tabs These areas of the order processing system are not often used but they are a useful reference to see how shipping and tax has been calculated on an order. The 'Shipping and Handling' tab can be used to make adjustments to the amount of shipping charged. The 'Totals' tab's main job is to quickly show you how any changes you have made to the order have affected the 'Current' order value compared to the 'Original' order value. Sales Reports Within the 'Sales' tab of the 'Report Selection' window are a range of sales reports to show you what sort of business has been done through your store. 20 Getting Started With Actinic Order Manager

21 More Information More detail on order processing can be found in the 'Order Processing' section of the main help. Getting Started With Actinic Order Manager 21

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