Marketplace Training Manual. for Store Managers

Transcription

1 Marketplace Training Manual for Store Managers Office of Accounting Operations February 17, 2014

2 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e i Table of Contents 1) Touchnet Links / Home Page 1 2) ustores 2 3) Store Settings 2 a. General 3 b. Products 6 4) Order Search 11 5) Fulfill Orders/Refund 13 6) Reports 15 7) GL Exceptions 18 8) Notifications 19

3 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 1 Log In Administrative Link: Fcmmserviceurltoken%3De8a80e04-925b-4106-ac40-41a93c50f9ae End User Link: Username: C23195.jsmith (First initial and last name) Password: Vanguard1$ (Will change upon initial login) Home Screen You will only view/access the stores you manage.

4 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 2 ustores The general set-up for your store will be completed by the Office of Accounting Operations once your request for a store has been approved. A store will be created for each individual product (i.e. trip, event, item, or donation). Each store will be located under the Merchant (i.e. Department) offering this product. Store Settings Store Settings is the tab you will select to update your store. You will find the majority of your settings under the General tab.

5 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 3 General 1) Online and Offline Your store can be ONLINE and OFFLINE depending on usage. For example, Admissions only offers a Pre-VU event twice a year. Therefore, the store manager will take the store offline when not accepting payments for this site. Please Note: The Mobile Store option is currently not available. Therefore, this option should always remain OFFLINE. 2) General Information Under the General Information section, you will find: - Store Name - Store Display Name - Page Announcement - Thank You/Confirmation Statement ( ) - Refund Statement ( ) The completed fields can be updated by the store manager at any time. However, the blank fields should always remain empty unless the store manager received approval by the Office of Accounting Operations to complete one or more of the fields.

6 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 4 Example

7 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 5 PLEASE NOTE: The fields below are populated by the Office of Accounting Operations upon set-up. DO NOT TOUCH. Example 3) Marketplace Store Category Assignment A store category will be assigned by the Office of Accounting Operations upon set-up. DO NOT TOUCH.

8 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 6 This category is used for organizational purposes on the End User site (see below): Products Here you will find all of your products being offered within your store. For example, Admissions will only have one Enrollment Deposit product. Global Outreach will have seven Mission Trip products. PLEASE NOTE: Initial product set-up will be completed by the Office of Accounting Operations. 1) Adding a new product If you would like to add a new product after your initial store set-up, please contact the Office of Accounting Operations with the product details. 2) Editing a pre-existing product To edit a pre-existing product, click on the product link located under Product Name. In the product edit screen, you will find: - Product Name - Short Description (same as product name) - Long Description (product description) - Price

9 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 7 The completed fields can be updated by the store manager at any time. Example The Long Description can be the same as your ustore Special Announcement. This will provide continuity for the customers as they continue through each screen. However, if you are offering multiple products with varying information, you will want to include that information in the long descriptions of each product.

10 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 8 PLEASE NOTE: The remaining product fields are populated by the Office of Accounting Operations upon set-up. DO NOT TOUCH. Example

11 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 9 3) Marketplace Category Assignments A product category will be assigned by the Office of Accounting Operations upon set-up. DO NOT TOUCH. This category is used for organizational purposes on the End User site (see below):

12 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 10 4) Modifiers Modifiers are used to gather necessary information for the product you are offering. For example, Admissions may need Student First Name, Student Last Name, and Student Date of Birth. Residence Life may need Student First Name, Student Last Name, Student ID #, and Room Assignment. The store manager can add/delete/edit these fields at any time. When adding a modifier, you can select different modifier types. Each modifier type has an example associated with it. Examples

13 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 11 Order Search Your customers will receive an order confirmation once they submit their payment. This order confirmation will contain an order number (aka. Transaction ID) and the date the order was completed. You can use the order search option to locate a particular payment by either searching with the order number or by using a specific date range. 1) Searching by Order Number When searching by order number, simply enter the order number and click Run Search. The order assigned to that particular number will populate. You may view more details by clicking on the order ID link.

14 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 12 2) Searching by Date Range When searching by date range, simply enter a start date and end date and click Run Search. All of the orders completed within that date range will populate. You may view more details on a particular order by clicking on the order ID link (see above).

15 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 13 Fulfill Orders (Refund) Orders that do not require shipping are set-up to auto-fulfill. Therefore, no action is required by the store manager to fulfill the order. The order date and fulfillment date will be the same. For the purpose of locating an order, you may use Order Search. However, if you need to refund a payment, you will need to use Fulfill Orders. You can use the fulfill orders option to locate a particular payment by either searching with the order number or by using a specific date range. PLEASE NOTE: You will always show orders under Order Date since the order and fulfillment date are the same. Depending on your search criteria, you will see one or more orders listed. Under the Fulfill Orders options, you will see an order status and action. Under Action, select the View link of a particular order number to view more details.

16 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 14 1) Refunding a Partial Payment When refunding a partial payment, do not select a quantity to return. Simply enter the amount you wish to refund (as long as it does not exceed the full payment amount) and click Process Refund. 2) Refunding the Full Payment Certain products/stores are not set up to offer partial refunds. For example, Admissions does not offer partial refunds on enrollment deposits. Therefore, the Refund Amount option will not be visible in store with these settings. To refund the full payment, select the quantity you wish to refund and click Process Refund.

17 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 15 Reports As a store manager, you have the ability to pull daily, weekly, and monthly reports of the activity happening in your ustore. You will find these reports listed under Marketplace Reports Stores.

18 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 16 Under Stores, you will see all of the stores which you manage. 1) Select the ustore you wish to view. The most useful report is the By Product report. This report will allow you to select a date range you wish to view and list each individual product and the quantity of each product purchased within the date range specified.

19 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 17 2) Click on the product link you wish to view. In this example, you will see that 11 Enrollment Deposits and 1 Application Fee were purchased within the date range specified. A report will generate within Touchnet of the product you selected. To export the report to CSV (Excel), you will need to uncheck the Show columns with a zero dollar price adjustment when exporting. Then click Export to CSV. 3) Click Open. An excel report will generate with the following information: - Product Name (Type) - Order ID - Purchaser s Name - Order/Fulfill Date - Quantity Fulfilled (or refunded) - Payment Type - Amount

20 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 18 The report will also include the information gathered from the product modifiers. 4) Modify report as needed and save in the share drive for your records. GL Exceptions When pulling reports for your ustore(s), you will see a report category called GL Exceptions. If this category ever contains a number other than 0, contact the Office of Accounting Operations immediately. This means that one or more of the purchases did not update the GL account correctly and must be fixed.

21 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 19 Notifications In order to receive notification s when orders are placed on your ustore, you may select the "Edit My Profile" tab. You can receive notifications from any store which you manage. In this example, this store manager manages four stores: (1) Undergraduate Admissions, (2) Donations, (3) Music Department, and (4) Theater Department. However, the store manager may only wish to be notified when an Undergrad Admissions deposit is purchased. Once you have completed your selections, click the Update Notification Settings button.

22 M a r k e t p l a c e T r a i n i n g M a n u a l P a g e 20 Notification Example This is your notification that a user has ordered items ORDER # Date: 2/13/14 5:15 PM Store: Former Student Payment Address: [email protected] Billing Address: Julia Molden 5744 Tamarisk Way Fontana CA United States Payment Method: Payment Type: Visa Credit Card Number: xxxxxxxxxxxx3067 Reference Number: Card Type: VISA *** Card Not Present *** Shipment # Delivery Method: No Shipping Required Item: Former Student Payment Stock number: Amount: $1.00 Quantity: 1 Student ID# (i.e ): Student's Last Name: Molden Student's First Name: Julia Payer's Last Name: Molden Payer's First Name: Julia Payer's Phone Number (i.e ): Payment Type: One-Time Payment Subtotal $1.00 Shipping $0.00 Total w/shipping $1.00 Tax $0.00 Grand Total $1.00