USER GUIDE VERSION 7.1

Transcription

1 USER GUIDE VERSION 7.1 Revision 1 Modification 3 6/2/15

2 Message from the Editor: The terms screen, form and interface are used interchangeably throughout this document, as are select and click. Product, item, and SKU are also used synonymously. Supplier refers to a vendor. The acronym POS stands for Point of Sale, while the abbreviation, POs, refers to multiple Purchase Orders. Bold type is used to denote locations on a screen (field labels), or system parameters. Italics indicate the name of a Knowledge Base topic or one of the program s screen names. For technical support: Phone: , option 2 support@monsooncommerce.com Visit the online Knowledge Base * * * Monsoon Commerce, Inc. 399 Arcola Road, Suite 200 Collegeville, PA Copyright by Monsoon Commerce, Inc. All Rights Reserved ii Monsoon Stone Edge User Guide

3 Known Issues Payment System The Payment Module does not capture in excess of the authorized amount at this time, even if the gateway supports that functionality. Summary of Changes For a complete list of changes, see the Release Notes in the program installation folder. Payment System Stone Edge now uses a common payment interface in all locations of the program which process credit card transactions. The new interface is called the Monsoon Commerce Payment Module (Payment Module), which is provided free of charge with Stone Edge V7.1. Due to the changes in payment processing, many Stone Edge parameters have been retired. Payment processor (gateway) credentials are now entered in Payment Accounts in the Payment Module instead. The Payment Module supports PIN Pads for debit transactions. Subscription Manager Stone Edge V7.1 requires Subscription Manager 1.7. Hardware Verifone 1000SE is supported for debit transactions New Stone Edge System Parameters DefaultPackingForm (was previously PackingForm) PaymentSourceKey PaymentSourceKeyPOS Monsoon Stone Edge User Guide iii

4 Retired Stone Edge System Parameters AuthNetDeveloperMode AuthNetPassword AuthNetPOSAcctIsCardPresent AuthNetPOSAcctSend AuthNetPOSPassword AuthNetPOSTestMode AuthNetPOSTransactionKey AuthNetPOSUser AuthNetSend AuthNetTestMode AuthNetTransactionKey AuthNetUser CCLoadPartial CCReaderPrefix1 CCReaderPrefix2 CCReaderPrefix3 CCReaderSuffix1 CCReaderSuffix2 CCReaderSuffix3 CreditCardProcessor CreditCardProcessorPOS CyberSourceAlternateKeyFileName CyberSourceAlternateNamespaceURI CyberSourceAlternateServerURL CyberSourceMerchantID CyberSourcePOSAlternateKeyFileName CyberSourcePOSAlternateNamespaceURI CyberSourcePOSAlternateServerURL CyberSourcePOSMerchantID CyberSourcePOSSecurityKeyLocation CyberSourcePOSTestMode CyberSourceProxyPassword CyberSourceProxyServer CyberSourceProxyUserName CyberSourceSecurityKeyLocation CyberSourceTestMode EchoID EchoPIN EchoPOSID EchoPOSPIN EchoPOSTestMode EchoTestMode HideAccountNumbers JetPayMerchantID JetPayPassword JetPayPOSMerchantID JetPayPOSPassword JetPayPOSTestMode JetPayTestMode LinkPointCertFilePath LinkPointCertName LinkPointPortNumber LinkPointPOSCertFilePath LinkPointPOSCertName LinkPointPOSPortNumber LinkPointPOSServer LinkPointPOSStoreID LinkPointPOSTestMode LinkPointServer LinkPointStoreID LinkPointTestMode PayPalCertificateName PayPalCertificateNamePOS PayPalPassword PayPalPasswordPOS PayPalSignature PayPalSignaturePOS PayPalTestMode PayPalTestModePOS PayPalUseCertificate PayPalUseCertificatePOS PayPalUserName PayPalUserNamePOS PCChargeCommunicationMethod PCChargeDirectoryLocation PCChargeMerchantIDPOS PCChargeMerchantIDWEB PCChargePOSIsMailOrderAcct PCChargeProcessorPOS PCChargeProcessorWEB PCChargeUnlimitedUsers PinPadBaudRate PinPadComPort PinPadDataBits PinPadEnable PinPadFlowControl PinPadKeyManagementType PinPadModel PinPadParity PinPadStopBits PinPadWorkingKey PromptWhenCreditSetToVoid ProtxAccountType ProtxPOSAccountType ProtxPOSTestMode ProtxPOSVendorName ProtxTestMode ProtxVendorName QBMSConnectionTicket QBMSPOSConnectionTicket QBMSPOSTestMode QBMSTestMode SecureAccountNumbers SkipjackAllowBlindCredits SkipjackDevKey SkipjackPOSAllowBlindCredits SkipjackPOSDevKey SkipJackPOSSerialNumber SkipjackPOSTestMode SkipJackSerialNumber SkipjackTestMode USAEPayKey USAEPayPOSKey USAEPayPOSSend USAEPayPOSTestMode USAEPaySend USAEPayTestMode VerisignPartner VerisignPassword VerisignPOSPartner VerisignPOSPassword VerisignPOSSendCVV2 VerisignPOSTestMode VerisignPOSUser VerisignPOSVendor VerisignSendCVV2 VerisignTestMode VerisignUseHTTPSInterface VerisignUser VerisignVendor WellsFargoDefault YahooAPIGatewayStoreID YahooAPIGatewayToken YahooGatewayPassword YahooGatewayPOSPassword YahooGatewayPOSSecurityKey YahooGatewayPOSShowBrowser YahooGatewayPOSStoreID iv Monsoon Stone Edge User Guide

5 YahooGatewayPOSUserID YahooGatewaySecurityKey YahooGatewayShowBrowser YahooGatewayStoreID YahooGatewayUserID New Monsoon Commerce Payment Module Parameters ActivatePOSHardware CCReaderBaudRate CCReaderComPort CCReaderConnectionType CCReaderDataBits CCReaderFlowControl CCReaderModel CCReaderParity CCReaderPrefixTrack1 CCReaderPrefixTrack2 CCReaderPrefixTrack3 CCReaderStopBits CCReaderSuffixTrack1 CCReaderSuffixTrack2 CCReaderSuffixTrack3 DefaultCurrencyType HoursToGMT PINPadBaudRate PINPadComPort PINPadConnectionType PINPadDataBits PINPadEnterPINMessage PINPadFlowControl PINPadFlowControl PINPadIdleMessage PINPadModel PINPadParity PINPadStopBits PINPadTimeoutf WorkstationList Monsoon Stone Edge User Guide v

6 Table of Contents Known Issues... iii Payment System... iii Summary of Changes... iii Payment System... iii Subscription Manager... iii Hardware... iii New Stone Edge System Parameters... iii Retired Stone Edge System Parameters... iv New Monsoon Commerce Payment Module Parameters... v 1 Getting Started...2 Quick Tour Monsoon Stone Edge Version What is Stone Edge?...3 The Main Menu...4 System Requirements Installation Overview Starting Stone Edge Basic Configuration: The Setup Guide Advanced Configuration and Maintenance Import Inventory From an external file From a shopping cart Import Cost, Price & Weight Import Customers From an external file Import Suppliers From an external file Managing Coupons Adding or Editing Coupons Managing Discounts Creating Order Discounts Checking Notes and Tasks Viewing Selected Notes or Tasks Adding or Replying to Notes & Tasks Editing Notes & Tasks Searching for Notes & Tasks Deleting Notes Managing Custom Fields Defining Custom Fields Dashboard Monsoon Stone Edge Security Security Terms Enabling Security Managing Users Managing User Groups Logging into Monsoon Stone Edge Setting System Parameters Searching for a Parameter Defining System Parameters Payment Methods Creating a New Payment Method Deleting a Payment Method Templates Editing an Template vi Monsoon Stone Edge User Guide

7 Creating an Template Special Template Tags List Maintenance Editing a List Initializing FIFO Data Accounting Export Setup Managing Multiple Stores Creating a New Store Switching Stores Maintaining Your Database Compacting the Database Backing up the Database Restoring the Database Archiving Old Data Re-Importing Archived Orders Custom Report Maintenance Creating and Editing Reports Custom Report Maintenance Tips Importing a Custom Report Printing a Custom Report Exporting a Custom Report Managing Inventory Viewing Inventory Item Tab Suppliers Tab Pricing Tab Web & Custom Fields Tab Attributes & Options Tab Notes Tab Alternate Barcodes and SKUs Tab Kits Tab Miscellaneous Tab Selecting an Item to View Searching for Items Inventory Functions Creating a New Item Editing Multiple Items Receiving Items Printing Barcode Labels Transferring Inventory Assemblies and Kits Standard Messages Product Levels Entering Barcodes Changing Suppliers Adding a Supplier to Items Changing SKUs Building Sub-SKUs for all Items Receiving Non-Purchase Order Items Exporting Inventory Managing Suppliers and Purchase Orders Managing Suppliers Company Information Tab Purchase Order Settings Tab Notes Tab Custom Fields Tab Supplier Settings Button Monsoon Stone Edge User Guide vii

8 Creating Purchase Orders Creating POs Automatically Manually Creating POs for a Specific Item Manually Creating POs for Multiple Items Purchasing in Lots Managing Purchase Orders About the Purchase Orders Screen Purchase Order Workflow Managing Payments Online Payments Configure the Payment Module for Online Payments Create Online Payment Methods in the Payment Module Create a Payment Account in the Payment Module Assign the Payment Account to the Payment Source Process an Online Credit Card Payment Offline Payments Processing an Offline Payment at Manual Orders or Process Orders Processing an Offline Payment in the Point-of-Sale System Orders Managing Customers Viewing Customer Records Menu List Search Customer Tab Orders & Transactions Tab Notes Tab Web Data Tab Quotes Tab Custom Fields Tab Customer Functions Creating a New Customer Editing Customer Information Deleting a Customer Sending to a Customer Printing a Statement Applying a Payment Exporting Customer Data Sending Bulk to Customers The Point of Sale System Setting Up the Point-of- Sale System Store Info Tab Printing Tab Cash Drawer Tab Scanners Tab Pole Display Tab Hot Keys Tab Miscellaneous Tab Configuring a PIN Pad Using the POS System Around the POS Interface Function Hot Keys on the POS Screen Item Details Area of the POS Screen Additional Functions of the POS Screen Entering Line Items Entering or Editing Customer Information Discounts and Coupons Taking Payment for an Order viii Monsoon Stone Edge User Guide

9 Store Credit Returning an Item Putting an Order on Temporarily on Hold (F3) Recalling an Order Reprinting a Receipt Printing a Gift Receipt Placing a Reorder Creating a Special Order Voiding an Order Ending a Shift Auditing Shifts Configuring the Daily Audit Managing Orders Filtering and Searching for Orders Order Functions Recalculating Order Totals Reordering and Reshipping Adding Orders from the Process Orders Screen Approving Orders Canceling or Deleting an Order Searching for Orders Processing Back Orders Showing/Hiding Kit Parts Viewing Purchase Orders for Items that are On Order Adjusting Inventory QOH while Viewing an Order Order States Managing Line Items for an Order Adding a Line Item Deleting or Canceling a Line Item Editing a Line Item Returns, Exchanges and RMAs Additional Order Information Snapshot Tab Order Tab Items Tab Payment Tab Shipping Tab Customer Tab Notes Tab Custom Tab WARNING Tab Process Tab Importing Orders Manual Orders How to Place a Manual Order Road Trips and Trade Shows Overview of Road Trips and Trade Shows Adding, Editing, Deleting a Road Trip Adding, Editing, Deleting a Trade Show Adding Trade Shows to a Road Trip Creating a Road Trip Data File Pulling Inventory for a Road Trip Preparing Your Computers for the Road Trip On the Road: Preparing to Sell Returning Home: The Final Steps Managing Quotes Creating a Quote Monsoon Stone Edge User Guide ix

10 Changing a Quote to an Order Approval Rules Understanding the Approval Rules Screen Creating Single-Test Approval Rules Creating Approval Rule Groups The Multi-Order Processor Batch Processing Orders with the Multi-Order Processor Sending Bulk with the Multi-Order Processor Batch Filling Back Orders Batch Drop-Shipping Fulfillment Centers Fulfillment Templates Creating Fulfillment Centers Packing Orders Packing Systems Packing Only Pack & Ship Fields on the Pack & Ship Screen Additional Pack & Ship Functions QuickShip Managing Shipping Shipping Overview In-house Shipping Outsourced Shipping (Fulfillment Centers or Drop-Shipping) Shipping Software Printing Shipping Labels with Monsoon Stone Edge (Integrated Shipping Software) Printing Shipping Labels "Outside" Monsoon Stone Edge (External Shipping Software) Shipping Methods Shipping Rates Use the shipping carrier s rates Define your own shipping rates Entering Rates by Weight Entering Flat Shipping Rates Entering Base or Base Plus Shipping Rates Managing Printing Printing Paperwork for Individual Orders Process Orders Pack & Ship QuickShip Batch Printing Managing the Batch Print Queue Print Recovery Reporting Monsoon Stone Edge Reports Previewing a Report Printing a Report Adding a Report to the Favorites Report System Parameters Showing Selected Field Data on a Report Changing a Field Label on a Report Inserting a Company Logo on Reports Communiqué Related System Parameters Index x Monsoon Stone Edge User Guide

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12 1 Getting Started This chapter includes the sections listed below, which briefly describe Stone Edge s capabilities, requirements, and how to get started using the program: Quick Tour Monsoon Stone Edge System Requirements Installation Overview Basic Configuration: Setup Guide

13 Getting Started Quick Tour Monsoon Stone Edge Version 7.1 What is Stone Edge? Monsoon Stone Edge is the complete back-office system for single and multi-channel merchants. Stone Edge makes Web, Point-of-Sale, and traditional Mail Order businesses easier to manage by providing practical customer, inventory, and order management tools. You can process orders and manage inventory from multiple shopping carts in one shared system and retain the branding of each individual store. Stone Edge is compatible with many shopping cart systems, including the following: Stone Edge can be used on a single workstation or across a local area network (LAN). Ten seat licenses are included in the Enterprise edition of the program, and more can be purchased if needed. The default program installation folder is c:\stoneedge. It is strongly recommended that you do not change this, but if necessary, a different location on the c:\ drive may be specified. Be advised that problems may be encountered with other third-party add-ons, such as Endicia s DAZzle, if the target PC does not include a hard drive with the letter assignment of c:\. 3 Monsoon Stone Edge User Guide

14 Getting Started The Main Menu Payment Module Login Subscriptions Log Off Switch Stores Note: The exact appearance of the Main Menu depends on parameter settings. Payment Module Login opens the login screen for Stone Edge s companion product, the Monsoon Commerce Payment Module. It allows you to switch Payment Module users without exiting Stone Edge. Subscriptions opens Stone Edge s companion product, Subscription Manager, which handles recurring orders. This button is only visible if a license has been purchased and the product is installed. Refer to the Knowledge Base topics about the Subscription Manager for more information about using that product. Subscription Manager for Version 7.1 is currently in beta testing. Log Off allows you to switch Stone Edge users on a given workstation without exiting the application. This button is only visible if the Security system is enabled. Refer to Logging in to Monsoon Stone Edge, in Chapter 2, for more information. Switch Stores provides a list of previously opened store data files. Select a store from the list and click Open, or select the Folder icon to navigate to the location of a different store file or backup file. Some merchants may have multiple, unrelated Monsoon Stone Edge stores Monsoon Stone Edge User Guide 4

15 Getting Started Tasks Exit for businesses that do not share the same inventory. See Switching Stores, in Chapter 2, for more information. Opens the View Notes & Tasks screen. The label text is red if a task is assigned to the current user. Tasks can only be assigned when the Security system is enabled, but the Notes feature is always available. Notes can be added to customer, supplier, and order records. Refer to Checking Notes and Tasks, in Chapter 2, for more information. Closes Stone Edge. What would you like to do? This section of the Main Menu contains programmable buttons which provide quick access to the most commonly used areas of the program. Today s Data Go to the Settings menu to make your selections for each area. This section of the Main Menu shows the running total of orders from different sources as well as the Combined total of all sources. Click on one of the categories to see more detailed information. Use View My Orders or View Selected Order to open the Process Orders screen. The Total field shows the sum amount from all orders received in the current day. Main Use this button to return to the Main Menu after viewing other screens. 5 Monsoon Stone Edge User Guide

16 Getting Started Settings This button opens the Settings menu. Select your preferences for Quick Clicks and the What would you like to do? short-cut buttons, or make a selection from the Settings accordion menu to perform back-office functions. To return to the Main Menu, click Main. Info This button opens the Company & Connections screen which contains the program version, the location of the store data file, and the licensed shopping cart systems, etc. To return to the Main Menu, click Main. Help Accordion Menu Import My Orders Tab Import My New Orders Select Help to submit a support ticket, visit the Knowledge Base, view Training Videos, review Release Notes and Support Policies, etc. To return to the Main Menu, click Main. The accordion menu is on the left-hand side of the Main Menu and other major function screens. Select a tab in the accordion to see its components. Select this link to choose a shopping cart system from which to import orders, either through a direct XML connection to that Web store, or from a text file produced by that Web store. Refer to Importing Orders, in Chapter 8, for more information. Import My Old Orders Select this link to import Web orders already processsed outside of Stone Edge which provide valuable historical information you d like to add to the system. This function is most commonly executed when a new shopping cart is initially setup in the program, however it can be run at any time. You can specify a cut-off date or order number to limit the range of orders that are imported. View My Shopping Carts Select this link to add new shopping carts or make changes to existing definitions. Additional functions specific to the selected shopping cart, such as importing customer records or inventory items are performed here as well. The functions available depend on the capabilities of the cart. All carts do not support the same features. View My Import Templates Select this link to create or edit an order import template which is used for generic shopping cart integrations. The import template defines the expected record layout of the input file or Access database, the path to the target store file, and how the fields in the input file are mapped to the fields in Stone Edge, etc. Monsoon Stone Edge User Guide 6

17 Getting Started Process My Orders Tab View & Process My Orders Select this link to open the Process Orders screen (formerly View Orders), where order by order processing takes place. You can review and approve orders, process payments, manage returns and exchanges, send messages, etc., at this screen. Refer to Chapter 8 for more information. Find an Order Select this link to open the Search for Orders screen, enter criteria, and locate matching records. Multi-Order Processor Select this link to open the Multi-Order Processor, where groups of orders are processed in a batch, rather than an order by order basis. You build a set of orders with which to work, and choose the type of action to be performed against the orders. For instance, you can choose to approve selected orders, generate drop-ship purchase orders for selected orders, collect payments for selected orders, cancel selected orders, or a combination thereof. Ship My Orders Tab Pack My Orders Depending on the setting of system parameter DefaultPackingForm, this link opens the Pack Orders, Pack & Ship, or the QuickShip screen. The Pack Orders and Pack & Ship screens require the packer to confirm items as they are placed in the shipping container, while QuickShip does not. You can print shipping labels through one of our integrated shipping carriers at the Pack & Ship or QuickShip screens, but not at the Pack Orders screen. Ship My Orders If system parameter PackingAllowQuickShip is set to TRUE, this link is visible and opens the QuickShip screen. QuickShip does not require the packer to confirm items as they are placed in a shipping container, and you are able to print shipping labels through our integrated shipping carriers. Create a New Order Tab For a New Customer This link opens the Manual Orders screen which walks you through the process of entering an order received by , fax, phone or mail. Refer to Entering Orders Manually, in Chapter 8, for more information. For an Existing Customer This tab opens the Search for a Customer screen where you enter criteria to locate an existing customer record. The customer s information is then automatically added to the Manual Orders screen. Refer to Entering Orders Manually, in Chapter 8, for more information. Point-of-Sale The Point-of-Sale interface is a virtual cash register used by brick and mortar stores which is part of the Enterprise edition of the program. Refer to Chapter7, Managing the Point of Sale, for more information. Manage My Inventory Tab View & Manage My Inventory This link opens the Inventory screen where new product records are viewed, manually added or edited. Refer to Viewing Inventory, in Chapter 3, for more information. 7 Monsoon Stone Edge User Guide

18 Import My Inventory - File Getting Started This link leads you through the process of importing product information from an external source such as a text file or MS Access database. Alternatively, some shopping cart systems allow you to import product information through the through the Additional Functions of the Shopping Carts screen, or the Import My Inventory Web link. Import My Inventory - Web This link takes you directly to the Shopping Cart Functions screen where you select a cart type and import inventory information directly from the web store, provided the shopping cart supports that feature. Refer to the Shopping Cart Matrix for more information. Import Cost, Price & Weight This link leads you through the process of importing cost, price & weight information from an external source such as a text file or MS Access database. Export My Inventory This link opens the Export Inventory screen where templates for exporting inventory data to text files are created or edited. The templates control the layout of the output file, mapping Stone Edge fields to fields in the output file. Create as many different templates as necessary. You can also add Custom columns to the output file which contain a static value, such as an account number. Refer to Exporting Inventory in Chapter 3, Managing Inventory. Manage My Suppliers This link opens the Suppliers screen where records of individual venders are manually created or edited. Information for placing purchase orders with the vendor is also recorded here. Basic supplier information, such as name and address, can be imported from a text file if you have many suppliers to add to the program. See Import My Suppliers or refer to Managing Suppliers, in Chapter 4, for more information. Import My Suppliers This link opens the Import Data screen which leads you through the process of importing supplier records from a text file or MS Access database. Manage My Purchase Orders This link opens the Purchase Orders screen, where experienced users can Create a New PO from the accordion menu. New users should use the wizard opened by the Create a New PO button. Other functions in this area include receiving merchandise ordered via the Stone Edge purchase order system, invoicing purchase orders, and viewing or entering drop-ship tracking information. See Managing Purchase Orders, in Chapter 4, for more information. Manage My Customers Tab View and Manage My Customers This link opens the Customers screen where information about your customers is manually added or edited. Specific discounts and price levels can be assigned to individual customers. This screen also provides RFM (recency, frequency and monetary) data as well as the order history of the customer. Other functions performed here are: applying payments against outstanding orders, printing customer statements, sending to the customer or validating the customer addresses against the USPS servers. Refer to Viewing Customers, in Chapter 6, for more information. Import My Customers - File This link opens the Import Data screen which leads you through the process of importing customer records from a text file or MS Access database. Import My Customers - Web This link takes you directly to the Shopping Cart Functions screen where you select a cart type and import customer information directly from the web store, provided the shopping cart supports that feature. Refer to the Shopping Cart Matrix for more information. Monsoon Stone Edge User Guide 8

19 Getting Started Export/ My Customers Run My Reports Tab This link opens the Customer Export Filter screen where you create a distribution list of customer addresses for marketing purposes or select customer records to be exported to a text file. Refer to the section entitled Exporting Customer Data, found in Chapter 6, for more information. See section Sending Bulk to Customers, also in Chapter 6. Run My Management Reports This link opens the Report Menu where standard or custom reports are previewed or printed. View My Batch Report List This link opens the Batch Printing screen where you can select a report type (invoices, packing slips, shipping labels, credit slips) and print them as a group. Invoices, packing slips, shipping labels, etc. are added to the Batch Print Queue when you select the Print Later button when orders are approved. Refer to Batch Printing, in Chapter 11, for more information. Open My Dashboard This link opens the Dashboard which displays statistics about the overall state of your business. Choose the Orders, Inventory or Revenue tab and select a category button to view more details. Open Communiqué Altaireon s Communiqué is a feature-rich, professional grade reporting tool which extracts and formats detailed information about your business based on data stored in Stone Edge. Communiqué also offers a Dashboard feature to help merchants keep pace with changing trends and make educated business decisions in a timely fashion. Quick Clicks Tab Stone Edge provides the lite edition of Communiqué at no additional cost. It has a fully functional Dashboard with twenty-five unlimited reports. The remaining reports are limited to a single page of data with a watermark. If you purchase an upgrade to the full version of Communiqué, the remaining standard reports are unlocked, and you receive a link where the latest installation file can be downloaded. The next time Stone Edge is launched, it automatically detects the full version is installed and uses that instead of the Lite edition. For more information, visit Altaireon s website. Quick Clicks get you to the areas of the program you use the most. Each workstation can have its own customized set of Quick Clicks. You can even control the sequence in which the selections appear in the Quick Click list. Make your selections at the Settings menu. The Quick Clicks can be restricted through the Security System. The default settings of the Quick Clicks are: System Parameters This opens the Set System Parameters screen where you configure the appearance and operation of Stone Edge. Refer to Setting System Parameters, in Chapter 2, for more information. Store Setup Wizard The Store Setup Wizard contains almost thirty pages of the most commonly used parameters. Select a functional area from the index on the left and view one or more pages of settings on the right. The Advanced Settings tab of the Setup Guide, which is launched whenever a new store file is created, also opens the Store Setup Wizard. You may save your changes at any time and reenter the wizard at a later date. Inventory The Inventory link opens the screen where you define or modify your product catalog. 9 Monsoon Stone Edge User Guide

20 Suppliers Purchase Orders The Suppliers link opens a screen where you add or edit vendor records. Getting Started Use this link to select products to order from one or more vendors and sent them a purchase order for the selected items. Custom Report Maintenance Use the Custom Report Maintenance link to import and manage the custom reports which appear on the Report Menu. Refer to Custom Report Maintenance, in Chapter 2, for more information. Create/Edit Shopping Cart The Create/Edit Shopping Cart link opens the Shopping Cart screen where shopping cart systems are defined in Stone Edge. Once valid credentials are entered, you can import orders, customer information and inventory information, depending on the capabilities of your shopping cart system. Compact Data File Select this link to compact and repair a Microsoft Access store data file and OMTemp database. You must close Stone Edge on all workstations, as well as any other applications that might have it allocated, such as UPS WorldShip, before attempting this action. One user logs back into Stone edge and compacts the file. When finished, Stone Edge can be restarted on all workstations. Compacting recovers unused disk space left over from deleted records and rebuilds all the indexes in the Microsoft Access databases. Monsoon Commerce, Inc. recommends running this process weekly, at a minimum. Refer to Managing the Database in Chapter 2, for more information. Be sure to back up the data file prior to compacting it. This link has no effect on SQL databases. SQL databases are maintained by using an appropriate suite of SQL database management tools. Backup Data File The Backup Data File link creates a copy of the current MS Access store data file, which contains all of your customer, order, and supplier information, as well as all of your system settings (parameters). This function places a copy of the current store s data file in the Archive directory, designated by system parameter, ArchiveLocation. If a store data file is lost or becomes corrupted, you will need to replace the corrupt file with the backup copy (the backup file needs to be renamed to the production filename). Monsoon Commerce, Inc. recommends backing up your data file daily at the end of the business day. It is strongly recommended that this file is included in your off-site backup procedures, and that the date and time it was created is a part of the file name. Daily Audit This link has no effect on SQL databases which must be backed up through an appropriate suite of SQL database management tools. This link opens the Daily Audit screen which is used to resolve your income in the system and to reconcile the funds in your cash register(s) at the end of each day. The Daily Audit can be configured to include all order information entered into both the Point of Sale (POS) screen and imported orders, or just the POS order information. Refer to Auditing Shifts in Chapter 7, for more information. Monsoon Stone Edge User Guide 10

21 Getting Started System Requirements Refer to the Knowledge Base topic for the most current information. Installation Overview This section outlines the work flow at a high level it is not intended to be a substitute for the detailed instructions found in the Monsoon Commerce Implementation Guide. Be sure to follow the instructions in the Implementation Guide to install the application in accordance with Payment Card Industry - Data Security Standards (PCI-DSS). Ensure the target PCs, and/or server, meet the minimum hardware and software system requirements for running the application. Refer to System Requirements in the previous section of this chapter for more details. Read the entire Monsoon Commerce Implementation Guide before installing our software. Prepare your environment in accordance with PCI-DSS. One example of required task is to prohibit the use of the default SQL Server sa (SYSADMIN) ID. This and other changes described in detail in the Monsoon Commerce Implementation Guide have to be made prior to installing our software. Installing our software alone does not make your business PCI compliant there are many more factors that affect your PCI compliance. More information about PCI-DSS is found at Install SQL Server, or SQL Express, if one of them is not already installed. Monsoon Commerce provides an installer for SQL Express in the Payment Module s installer for your convenience. You can elect to install SQL Express during the installation of the Payment Module. You only need a single instance of SQL Server or Express. You may use an existing instance of SQL Server; you do not need to create a separate instance just for Stone Edge and the Payment Module. Check the Knowledge Base for the latest information about the version of MS Access (Office) you are using and make any required setting changes BEFORE you run the Stone Edge installer. Download the installers for Stone Edge V7.1 and the Monsoon Commerce Payment Module. Run the Monsoon Commerce Payment Module (MCPM) installer on a single workstation. Launch MCPM, enter the license code and configure Payment Accounts and Payment Methods as needed. Refer to the Monsoon Commerce Implementation Guide for details. Run the Stone Edge Version 7.1 installer on the same workstation. If you have previously used Stone Edge and wish to continue to use an existing store data file, you have to run the Data Migration Utility documented in the Monsoon Commerce Implementation Guide. This utility transfers payment transaction information to the new MCPM database and cleanses credit card data from the existing store data file. Launch Stone Edge. If you are using a cleansed store file, navigate to its location. If you are a new user, choose the option to create a new store file and go through the Setup Guide to enter basic information about your business. Test the application features you plan to use. Optional: Install both applications on the remaining workstations. Connect to the shared databases. Document internal maintenance procedures, such as backing up and restoring the store data file. Refer to Chapter 2 for more information. Make a backup copy of the store data file before making any additional configuration changes. 11 Monsoon Stone Edge User Guide

22 Getting Started New users can refer to the Stone Edge Quick Start Guide for more information about post-installation tasks. The guide is provided in the program installation folder, the Additional Resources section of the Knowledge Base or it can be downloaded from our gateway. Starting Stone Edge IMPORTANT: Prior to launching the program for the first time: Access 2010 Users: Set Macro Security to LOW, and Set the default database type to be an Access.mdb (2003 and lower), not an Access.accdb (2007), which is the default. Refer to the Knowledge Base for instructions. Access 2007 Users: Open Microsoft Access and click the round button in the upper left hand corner. Click on the Access Options button at the bottom of the screen. Select the Trust Center Settings link on the left side of the screen, and then click the Trust Center Settings button on the next form. Select the radio button labeled Enable all macros and click OK twice and exit the program. 1. Once the program is installed according to the instructions in the Monsoon Commerce Implementation Guide, it can be launched in one of two ways: Creating a Store a. Double-click the Monsoon Stone Edge desktop icon. b. Click the Windows Start button and go to All Programs > Monsoon > Stone Edge > Stone Edge. 2. The License Setup screen opens. Enter the user name and password provided in the received from Stone Edge Sales when the program was purchased (the same ones you entered to download the program installer). 3. Click Get License. If you enter valid credentials, you see a message stating that your license file has been updated. Click OK. 4. The Set up a new store now? screen opens. a. If you are a new user and this is the first time the program is being launched on any workstation in your configuration, click Yes to create a new store file. Then skip to the next section Creating a Store. b. If you are installing the program on an additional workstation, or if you have used the program before and have cleansed your existing store file, click No and select the folder icon to navigate to the location of the store data file. Double-click the file to establish the connection. The Main Menu is displayed. If you maintain more than one e-commerce site you must decide whether to create separate data files for each site, or have orders from multiple sites saved in a single data file. Generally speaking, if the stores share the same inventory, it is easiest to keep orders from all sites in a single store file. However, if the stores are completely independent businesses, create a separate data file for each site. The program initially creates an MS Access database for the store file. You can convert the file to SQL after the program is setup and functioning properly. Complete the following steps to set up your store: 1. The Enter name and location for the new store s data file screen opens. Data file in this dialog refers to is the MS Access database which contains all information unique to your store, from the order details to the system parameter settings, etc. a. Navigate to the folder where you want the store data file to reside. If you plan a Monsoon Stone Edge User Guide 12

23 Getting Started networked configuration, the folder should be in a location accessible to all workstations. All users should have full access to that folder. b. File Name: Enter a name for the store data file. Keep the name short and meaningful. Do not use.com or special characters in the file name. If you intend to convert the file to an SQL database at some point, do not include apostrophes or spaces in the name. (e.g., WebStoreNameOrders). c. Save as type Access Files (*.mdb) Note: An Access database must be created initially, but can later be converted to SQL via the Settings > Data Functions menu. 2. Click OK. The Enter company name dialog box opens. Tip: The name you enter here appears on forms (screens) and reports. It can be changed at any time by going to the Printing and Report Options section of the Store Setup Wizard (Settings > System Functions > Store Setup Wizard). Users with multiple stores/shopping carts in the same data file can use the Special Parameters (cart-based) to brand reports (invoices, packing slips, etc.) with the appropriate company names, etc. 3. Enter the company name and click OK. A message appears, indicating the Setup Guide opens next. Click OK. Basic Configuration: The Setup Guide The Setup Guide covers the basic settings needed to get the program up and running. Review the Knowledge Base topic about the Setup Guide for more details about sales tax, shopping cart definitions, , and importing data into the store data file. 1. Enter the main Company Name and Address information on the first tab of the Setup Guide. This information appears in s, and on reports (Packing Slips and Invoices). Remember, if you have orders from more than one more web store in a data file, you can distinguish them by using the cart-based parameters for Company Name and Address, etc. 2. The Users tab is where you enter information about the people who use the program. Users can be designated as Pickers, Packers, or Salespersons. This is not the same as setting up the Security System, which is done through the Settings > System Functions > Security Options. 3. Enter your local sales tax rate on the next tab. If you need to enter more than one rate, you can do it now or you can return to the Sales Tax tab of the Store Setup Wizard later to make additions or changes. 4. If you are importing orders from a web site, select the shopping cart type from the list and click Add a New Cart to enter credentials and other information. You can repeat this process for additional shopping carts at this time or you can add them later through the Main Menu > Settings > System Functions > Shopping Carts screen. 5. On the tab, enter information the program needs to send , such as addresses and the credentials of the ISP or server. 6. Select the type of data to import and its source on the Import Data tab. You are presented with additional screens to gather more information or make selections before the data is imported. You can repeat the process for each type of data to be imported at this time, or you can import data at another time by going to the Main Menu and selecting Manage My Inventory or Manage My Customers. 7. The last tab of the Setup Guide opens the Store Setup Wizard. You do not have to make any selections in the Store Setup Wizard at this time. It can be accessed through Settings > System Functions > Store Setup Wizard at a later date. Refer to the Knowledge Base for more information. 8. If you are only running Stone Edge on a single workstation, you are finished the installation and basic configuration process. If you are setting up a networked configuration of Stone 13 Monsoon Stone Edge User Guide

24 Edge, you may now connect the other workstations to the store data file. Return to the previous section, Starting Stone Edge and repeat steps 1-3 and 4.b Getting Started Monsoon Stone Edge User Guide 14

25 2 Advanced Configuration and Maintenance This chapter provides additional information about Monsoon Stone Edge s many parameters, lists and features. Many of them are set via the Setup Guide or Store Setup Wizard, while others can only be set via the system parameters. Routine maintenance procedures are also discussed in this chapter. Please review them carefully and become familiar with the processes before a business disaster occurs. The sections of this chapter are: Import Inventory Import Cost, Price, or Weight Import Customers Importing Suppliers Managing Coupons Managing Discounts Checking Notes and Tasks Managing Custom Fields Dashboard Monsoon Stone Edge Security Setting System Parameters Payment Methods Templates List Maintenance Initializing FIFO Data Accounting Export Setup Managing Multiple Stores Maintaining Your Database Custom Report Maintenance

26 Advanced Configuration and Maintenance Import Inventory From an external file Monsoon Stone Edge makes it easy to import product information from a Microsoft Access (.mdb) database or a comma- (.csv) or tab-delimited text (.txt) file. 1. Go to Main Menu > Manage My Inventory > Import My Inventory - File. 2. Type in the path to the text file or database that contains the data to be imported, or click the Folder to navigate to the location of the file. If a database is used, the table containing the data must also be selected. 3. The program displays the records from the input file at the bottom of the screen. If the input file contains headers, the program attempts to map them to the appropriate Stone Edge fields automatically. Manually map any fields the program is not able to distinguish later in this process. 4. Click Next to proceed to the Import Options tab. 5. Change the default settings of the Field Delimiter field and First Row Contains Field Names check box as needed to match your input file. 6. Choose the mode the import process should follow by selecting or clearing the Start by Deleting All Existing Products, Create New Products, or Modify Existing Products, check boxes. 7. Optional: To add a supplier record at this time, click Add New and enter basic information about the new supplier. Once added, the new supplier is listed in the Default Supplier dropdown list. 8. Determine how the program handles Quantity on Hand information during the import. Select Replace to substitute the value in the input file for the value in the existing product record, or select Add to and change the QOH in the product record to the sum of the existing value plus the QOH value in the input file. 9. Click Next to proceed to the first page of the Inventory Fields tab and map those fields, as needed. 10. Click Next to proceed to the second page of the Inventory Fields tab and map those fields as needed. 11. If custom inventory fields are defined, click Next to proceed to the first page of the Custom Fields tab which contains custom Text and Integer inventory fields. Map those fields to fields in the input file, as needed. 12. Click Next to proceed to the second page of the Custom Fields tab, which contains custom Currency and Date inventory fields. 13. Click Next to proceed to the Web Fields tab and map those fields as needed. Most of these fields are shopping cart specific and may not apply to your shopping cart system. 14. Click Next to proceed to the Pricing Fields tab, which relates to the multi-level pricing feature of the program. Price Level 1 is not listed here because it is covered by the Regular Price, On Sale and Sale Price fields on the first page of the Inventory Fields tab. 15. Click Next to proceed to the Finish and Import tab. 16. Select the Backup Before Importing check box to make a backup copy of the program tables affected by this process. Click Restore from Backup on the Select File to Import tab if it is necessary to roll-back the changes. For example, if you discover that a field was mapped incorrectly, restore the backup, correct the field mappings and repeat the import process. 17. Optional: Click Test Data and the program checks for limited data errors. Monsoon Stone Edge User Guide 16

27 Advanced Configuration and Maintenance 18. Select Begin Import to start the process. 19. If a backup copy was requested, respond OK to the confirmation message. 20. The program provides a summary of the outcome of the import process that includes a count of any new records added and existing records edited. 21. Click OK. From a shopping cart Monsoon Stone Edge is also able to import product data directly from some shopping cart systems via the Shopping Cart functions screen. See the Additional Functions section of the specific shopping cart s Knowledge Base topic for details. Import Cost, Price & Weight Monsoon Stone Edge makes it easy to import product information from a Microsoft Access (.mdb) database or a comma- (.csv) or tab-delimited text (.txt) file. 1. Go to Main Menu > Manage My Inventory > Import Cost, Price & Weight. 2. Type in the path to the text file or database that contains the data to be imported, or click the Folder to navigate to the location of the file. If a database is used, the table containing the data must also be selected. 3. The program displays the records from the input file at the bottom of the screen. If the input file contains headers, the program attempts to map them to the appropriate Stone Edge fields automatically. Manually map any fields the program is not able to distinguish later in this process. 4. Click Next to proceed to the Import Options tab. 5. Change the default settings of the Field Delimiter field and First Row Contains Field Names check box as needed to match your input file. 6. Optional: to associate a supplier with those inventory records that do not already contains a Supplier Name or Supplier ID value, select one from the drop-down list. 7. Optional: To add a supplier record at this time, click Add New and enter basic information about the new supplier. Once added, the new supplier is listed in the Default Supplier dropdown list. 8. Click Next to proceed to the Cost, Price & Weight tab. 9. Under Match Items On, clear the field that is not used to determine matching records between the input file and Stone Edge, Local SKU or Item Name. 10. Under Match Suppliers On, if the input file contains a field with supplier name or id information, map one of these fields to its Stone Edge counterpart to determine how the program should match supplier records. If the file does not contain that information, it is possible to leave both fields blank and use the Supplier record selected on the Import Options tab instead. 11. Click Next to proceed to the Finish and Import tab. 12. Select the Backup Before Importing check box to make a backup copy of the program tables affected by this process. Click Restore from Backup on the Select File to Import tab if it is necessary to roll-back the changes. For example, if you discover that a field was mapped incorrectly, restore the backup, correct the field mappings and repeat the import process. 13. Optional: Click Test Data and the program checks for limited data errors. 14. Select Begin Import to start the process. 15. If a backup copy was requested, respond OK to the confirmation message. 17 Monsoon Stone Edge User Guide