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Web Business Software – International eCommerce Details

1.0 Introduction

4 AREAS CORPORATIONS ARE LOOKING TO IMPROVE:

1) Boost sales by reaching new world wide markets through the internet and give up to date product and image information.

2) Get order data into their clients hands to track business processes, confirm order requirements and specifications, increase efficiencies and cut call center calls.

3) Standardize their sales systems and have an architecture that supports web browsers and Pocket Pcs since the cost of Pocket PCs keeps coming down making them a tool to look at small reports.

4) Rethink how they will deliver e-commerce systems to web browsers/Pocket PCs world wide.

BIZSAS IS THE SOLUTION:

BizSAS is the E-Commerce solution of choice as it produces International Drill Down Decision Suport Filtered Emailable Reports (such as sales orders for buyers to see) which are supported in web browsers and Pocket PCs world wide without the need for any other web reporting software. BizSAS E-Commerce software solution can help you boost sales by allowing your product and image information to be shown world wide and for buyers to shop on line with their credit card and purchase your products.  The administration section of BizSAS lets you have multiple countries (branch offices) to ship from, multiple currencies, inventory calculations per sales office(shipping location), volume discounts, package weight calculations(handling metric and non metric weights), alerts to show you what actions to take, sales tax calculations (like Canadian GST, UK Vat and US State Sales Tax) per sales branch per period, posting to external accounting systems, interfacing to E-Merchant Systems such as PayPal, Archiving, Donation Management and automated workflow set up for configuration data like the set up for sales tax rates, product information, budgets, budget accounts, courier rates per weight and destination, and a whole host of more features including more than 15 Internal Management Reports.  

 

1.1 Overview of BizSAS Client Screens

This World Class E-Commerce System offers your clients the ability to track their orders through the entire order life cycle from inital order to payment verified, to backorder or assembly to shipping and even to the rare case of damaged orders during shipping. Your images are displayed to the world not only in seach grids but in full size on the shopping cart screen. Clients can purchase by credit card or other payment methods you allow. There sales order report can be printed off on their local printer with no other printing software since all reports are html. Clients can choose the shipping courier of their choice and shipping charges are automatically calculated based on the total weight of the order, courier chosen, and start and end destinations of the order.

Clients get automatic emails at time of order and time of shipping. They have all the regular system functions to change their address, password and userprofile information.

The reports are dynamic html which is supported by browsers worldwide.  Some reports are drill downs allowing you to drill down deeper into your data.  Reports can be emailed to your email address you set up in the client Profile screen.  The report is embedded inside the email with no attachments making it client friendly to all virus scanning programs.

1.2 Overview of BizSAS Administration Screens

 

The Administration screens are a private system just for you with no hyperlink off your Home Page since you do not want the public to be accessing it. The administration screens cover the following: lets you have multiple countries (branch offices) to ship from, multiple currencies, inventory calculations per sales office(shipping location), volume discounts, package weight calculations (handling metric and non metric weights), alerts to show you what actions to take, sales tax calculations (like Canadian GST, UK Vat and US State Sales Tax) per sales branch per period, posting to external accounting systems, interfacing to E-Merchant Systems such as PayPal, Archiving, Donation Management and automated workflow set up for configuration data like the set up for sales tax rates, product information, budgets, budget accounts, courier rates per weight and destination, and a whole host of more features including more than 15 Internal Management Reports.  Workflows have been set up to for intial configuration taking you through a serious of screens in a certain order.  Click on the Initial Set Up Workflow button at the top of the grid in the AdminWorkflowBrowse screen and you will be taken through 19 screens in a certain order to set up the customers configuration. As you go through each screen for the 1st time, click on the HELP FOR SCREEN button which explains each field. Here is what to do for the 19 steps (menu dynamically changes and you are show which of the 19 steps you’re on):

 –1) Configuration Screen: Verify the SMTP Mail Router is the IP address of your mail server. Change the Your Brand Name to your Corporate Brand Name for this System as this will be displayed in emails and in all reports. Make sure all the email ids are correct so that you can look at the emails sent to theses email addresses.

–2) Sales Order Configuration Screen: You should set up a Business account with PayPal for each country you have a corporate bank account in (assuming you will ship goods from that country.) Fill in the PayPal account name (email id) in this screen. If you have PayPal sandbox accounts set up with the identical name of your real PayPal account, then you can check the PayPal SandBox checkbox and all client PAYPAL purchases will go to the sandbox IF YOU HAVE LOGGED ON TO THE PAYPAL SANDBOX PRIOR TO THAT. PayPal Sandbox means credit card purchases don’t actually come out of anyone’s account. Same day shipping means you capture the credit card funds the same day. Other firms could take a week to build the product so you would capture the funds a week later when you are ready to ship the goods. Make sure all the email ids are correct so that you can look at the emails sent to theses email addresses. The certificate at the bottom of the screen is not needed right now unless you want to set up one on your own server.

–3) Sales Office Browse Screen: You are given 1 Sales Office Location at the start which always is ACTIVE. Add more sales offices for each country you ship from. (If you bought an International License). To add more than 1 record, make sure you choose the Add More Records button at the top of the screen after you have saved the details in the SalesOfficeProfile screen.

–4) Sales Office Profile Screen: Make sure you check the right boxes if sales tax is collectable for that country. Set a walkin password in this screen to test walk in purchases. This is a new concept to actually let this software be in stores with an internet connection so that if the walk in purchaser wants to buy something then the shipping cost is set to zero and same day sale is set to YES for immediate credit card capture of funds. Only the store manager knows the password on the Sales Order screen so internet users cannot get free shipping unless you turn it on in this screen. Paypal maximum for 1 credit card purchase is $10,000 USD. To get around that, break up the order into small chunks. To add more than 1 record, make sure you choose the Add More Records button at the top of the screen after you have saved the details in this screen. You can only have 1 Active Sales Office if you are testing the SINGLE LICENCE option.

–5) Language Browse Screen: You can add a new language but don’t make it active or else it will show up in the LOGIN screens.

–6) Language Profile Screen: Save and click Next Task Button at the top right.

–7) Product Group Browse Screen: Add a couple of new product groups

–8) Product Group Profile Screen: Save and click on Add More Records button or Next Task Button at the top right.

–9) Product Browse Screen: Add a couple of new products

–10) Product Profile Screen: If you have uploaded some images as per the BizSAS_Admin_UsersGuide.htm document then you can match up the numbers to the file numbers you uploaded. Otherwise just enter product id 10001 for the first one and 10002 for the next etc. Fill in the weight of the product exactly as that is used to determine shipping costs.

–11) Product Language Profile Screen: Enter in the descriptions for the languages you support.

–12) Product Inventory/Pricing Profile Screen. Enter in the cost (without labor) of the raw materials for that 1 product. Enter the selling price. Enter the bottom amounts for inventory management. When you are out of stock, new orders will get a status of BACK ORDER until you replenish stock. (The initial ALERTS screen shows you OUT OF STOCK issues to fix)

–13) Product Discount Profile Screen: This is for quantity discounts. Click on the ADD ROW button for the gird and enter a 5% discount for quantities of 10. Click on the ADD ROW button for the gird and enter a 6% discount for quantities of 100. Click on the ADD ROW button for the gird and enter a 7% discount for quantities of 1000. This means buying 10 to 99 of this 1 items gives the purchaser a 5% discount, buying 100 to 999 of this 1 items gives the purchaser a 6% discount, and buying 1000 or more this 1 items gives the purchaser a 7% discount. Save and click on Add More Records button or Next Task Button at the top right.

–14) Courier Browse Screen: Regular mail is each countries regular or government rate mail. You can add UPS, Fedex or other couriers if you wish.

–15) Courier Profile Screen: Some couriers do not Deliver To PO Boxes so check that box appropriately. Save and click on Add More Records button or Next Task Button at the top right.

–16) Shipping Cost Browse: To add a new row in the grid for countries you ship to, select the FROM Country and DESTINATION countries at the top of this screen and then click on the �ADD NEW DESTINATION COUNTRY TO GRID� button. This will add a new row to the grid and give it a base cost from the US system you already have saved. So click on that row and set the correct shipping costs in the grid for each clip level.

 –17) Shipping Cost Profile: This screen sets the shipping cost on all orders unless you override it in the Sales Office Profile screen (step 4) with a free shipping for orders over X amount. Clip levels (rows in the grid) are where the total package weight on the sales order fits in so that is how shipping costs are determined. Note at the top of this screen are sales tax collections for shipping across boards. For example a US shipment to Canada that is over $20 needs to be changed GST. This is a new law that is in place but the top of this screen lets you turn on collection of that tax (GST/HST is a country tax) and set the level at which the sales tax collection starts.

–18) Sales Tax Browse: Set the Sales Tax for all counties you have set up sales offices for in step 4

–19) Sales Tax Profile: Sales tax included in price is for UK’s VAT tax where as sales tax is additional in Canada and US. Save and click on Add More Records button or Next Task Button at the top right. After you do this you have finish the workflow set up and are ready to use the system. You are taken to a list of all the tasks you performed which is a history of workflow execution.

 

 

1.3 Overview of BizSAS Reports – No Report Writing

No need for you to write reports since we pull data directly from your tables through SQL. We have already written the reports for you which show up in the AdminReports screen. More than 15 internal reports are there for you to manage sales transactions, total sales, email logs, E-Merchant transactions, inventory, clients, etc. Many of these reports are drill down reports meaning they have hyperlinks on them for you to click on a row to get more details of that row.

1.4 Overview of Supportability

Since BizSAS Reports are standard html, they are supported on Internet browsers world wide. Browsers on desk tops and laptops and even Pocket PCs. Since you choose the number of columns you want in a report, you could look at the key columns on your Pocket PCs and look at all columns on your laptop or desktop.

 

1.5 Overview of Controlled Access

A client must have a username and password before they can log on. Password expirations are set by the Main Administrator so clients are forced to change their password every X number of months (X can be 1 through 12 months). Usernames (Login IDs) are unique so no 2 people can have the same username.

 

 

1.6 Overview of Security of System

BizSAS has tons of security built into it from the software application to the hosting application. The hosting system has intrusion prevention and spam control. The web site is secured with 128 bit SSL encryption key. The BizSAS application itself has password encryption so that even the database administrator can not steal anyones password. BizSAS also has session control that checks if the client is still on the same session they started with. This stops URL hackers from trying to steal a URL and jump into the application. In Summary, BizSAS has all the top security web controls to make your data and application safe.

1.7 Overview of Sales

More and more people are shopping on the internet all the time. You want to get you products and images in front of your prospective clients to reach those internet shoppers and stretch your horizons as to where you make your sales. Internet sales are low overhead for you since you do not need a sales force.  This system guides them through the whole purchase providing confirmation emails and a login account for them to track the status of their order. The administration side of BizSAS has tremendous benefits to the Seller. Some of its benefits include:

1) alert screen when you first log on to show you action items. Screens to enter international text for your help and screen text.  If you set up a separate contract with Your service Provider for language support other than English, your customers can choose the preferred language at login such as English, Spanish, French or other languages you set up.

2) Set up packaging calculations, shipping costs by different couriers, volume discounts, sales tax rates by state/province or country.   Set up testing in a sandbox environment to track test credit card transactions versus live ones.

3) Set up or edit product information on the fly. Let your customer see your product images to help them buy. Credit Card validation by International Gateways like PayPal lets your customers buy in different currencies allowing you to deposit to your bank accounts in different currencies. Track Debits and Credits from Credit Card Gateways verifying total sale amount versus amount going into your bank account. (Allows Donations also.)  

4) Sum up sales tax from all orders and track periodic payment submission to government agencies.

5) See Total Sales Reports (and 15 other Administration Reports) with Grouping and Report Filters. Reports can be emailed to your email id with no file attachments as Sales Report Grids are in the body of the email in standard html.   The report engine uses standard html writing the report inside the email so there are no file attachments making it client friendly to all virus scanning programs that often scrub off report attachments.  Html reports support on browsers and Pocket PCs world wide allowing clients to print off their reports at their local printer without the need of any other reporting software (no need for PDF Format)

6)  Post to external accounting systems along with sending an email to your designated accountant.  Track postings to match up systems.  There is a separate sales tax post that matches the timing of your sales tax submissions.

1.8 Preparing For Going Live

Your image is essential for the world to see. Each product you sell needs to be in a full page size picture(8 inches X 8 inches maximum) or (20 cm x 20 cm maximum) around 50-70 Kb in disk space size and needs to be of file type jpg (JPEG are clearer and more efficient web images than gif files for photos). Make duplicates(copy to another folder for uploading later) for the pictures that show up in the grid. After you make a copy of the original photos (.jpg files) from your large photo folder and have pasted into your grid sized folder, start editing the grid sized pictures with the best tool you have (Microsoft Paint can do the job) to make the images square and to the following dimensions: Grid size photos need to be 2 inches by 2 inches (5 cm X 5 cm) and around 5-40 Kb in disk space size . The most important picture is the smaller picture called the Grid picture as these will be first seen buy prospective internet buyers and if they click on that row in the grid they get the full sized picture. Internet pictures do not need to be at high density since that will take longer for them to load and some customers are still on slow dial up network connections. Take your pictures in top lighting with awesome backgrounds to make people excited about what they see.

Group your products into product groups to help clients focus in on 1 area of your products. When you enter the information on one product you enter: the product group, the product name, the short product description (100 characters) the long product description (IF NEEDED) 5-10 sentences, the file name of the small grid picture, the file name of the large grid picture, the price in each currency you will sell it in and then of course their is inventory information like quantity on hand, reorder levels, etc.

File and Product Naming: It is wise to use a numbering system that is easy for you and your clients. If you do not have one yet then here is some suggestions:

Each product group should have product numbers in the thousands, ie. Product group 1 has products with product numbers 1000 to 1999 and Product group 2 has products with product numbers 2000 to 2999

Name your pictures the same name as the product number ie file name for product 1001 should be 1001.jpg

Make 2 folders on your computer for all your product files: A) Grid_Product_Images (for the smallers ones) and B) Product_Images

Start organizing product photos now especially if you have more than 1 country to sell from!

 

1.9 PayPal Interface Set Up

PayPal is an E-Merchant Credit Card Transaction Validation System that is 100% owned by EBay. BizSAS interfaces to Paypal for credit card and paypal account transactions. Clients buying from you do not have to have a paypal client account. However you need a Paypal Business Account which holds your bank account number so that clients payments can go into your bank account. Paypal also has a sandbox or test environment where you can test credit card transactions before going live. BizSAS has configuration settings to let you test in this sandbox or test environment and then letting you go live by changing 1 parameter in the Sales Configuration Screen. A separate document called BizSAS PayPal Interface should be read to let you know how you can set your screen colors and have your logo appear in the PayPal screens.

 

2.0 Overview of Systems and White Carding (Branding)

BizSAS screens can be in different fonts and colors to match your corporate image. Your logo is at the top of all screens and your capture is at the bottom of screens on the Administration and Client Systems. Menus on screens are along the left hand side and detail screens have menu buttons along the top. Each screen has a Screen Help button that dynamically shows the help text on the screen so that clients can reference it while they are still using the same screen. At login time, 3 things happen. Firstly, you choose a language from the language drop down which changes all text on the screens as well as the help text for the screens. The help topics also are in each support language and text is shown when the client clicks on the Help Index button and selects a topic. Secondly, the username and password is verified to allow you into the system. Hackers will be booted out after 3 attempts.

 

3.0 Overview of Main Client Screens

3.0.1 Login Screen

Language selection choices are set by your service provider. As you choose your preferred language, all screens, help, and reports will change to your desired language.

Username is 7 to 25 characters and upper and lower case is NOT checked. Password is also 7 to 25 characters. You are forced to change your password at inital log on and at certain intervals your Administrator sets.

You are allowed 3 attempts to log in and then you will be logged out. If you forgot your password, click on the Forgot Password link in the menu section on the home page. If you get the error message “Invalid Credentials”, please contact your service provider as soon as possible.

 

3.1 Report Favorite Screen

This Main Form(first screen after login) shows contact numbers for your help desk. The grid shows Sales Order Reports as well as any reports that have been checked as “Report Favorites” in the Build Report Screen. Clicking on a row in the Grid will auto launch that Selected Report with the configurations saved in the Build Report and Report Filters screens. To change these configurations, click on the “Your Reports” menu item, select the report by clicking on the row in that grid and you will be taken to the Report Filters screen to set filters how you want to hone down on the data. At the top of that screen is the Build Report button which will take you to the Build Report screen to set the fonts, fields, report formulas and other details on how the report should look.

 

3.2 User Profile Screen

 

The username needs to be 7 to 25 characters and duplicates are not allowed to stop someone from looking at someone elses data.

All fields on this screen are required except for the Middle Name field and the Street 2 address which is used for a suite number or apartment number.

Password hints are for security purposes for when the person forgets their password. When a person does forget their password, they can click on the Forgot Password menu selection off the home page and fill in the required information. The Main Administrator can turn off the requirements for Password Hints for a short time (when a person forgets their password) however it is recommended to keep it on for higher security.

The clients email id has to be correct for reports to be emailed correctly.

 

3.2.1 Verify Addresses Screen

 

Shipping address is where you want the items you ordered shipped to. Billing Address is the address that is identical to the credit card you will be paying with or the address on the top of your check if you do not pay with credit cards or PayPal.

 

3.3 Change Password Screen

Your password must be between 7 and 25 characters. Upper or Lower case is not checked.  Passwords are encrypted in the database so they cannot be stolen.

Your confirmed password must match what you entered in the password data entry field. Your new password cannot be the same as your old password.

 

3.4 Your Reports Screen

 

This screen shows you any reports your Service Provider Sends you such as Product Information for you to look up details before you next purchase.

 

3.4.1 Report Filter Screen

You can set your own custom filters for this report and your settings will be saved.

3.4.2 Build Report Screen

Click the View Report button to see the Report on your screen with the exact font sizes per column field that you set in this screen. The Print Preview button is for you to check if you can print all columns in your report since your computer screen will likely be wider than what your Printer can Print and dynamic width resizing will take place.

Clicking from 100 percent to 400 percent will give you differing report sizing to print your report. 100 percent is the smallest. As you zoom in to percents higher than 100 percent then the report will blow up the size of the fonts.

Select each report column by checking or unchecking the 1st column selection box.

3.5 Log Out Screen

This screen confirms your choice to log out. You can log out or return to the application.

 

3.6 Help Index Screen

Help Index tells you the screens the topic applies to.

Choose from the drop down choices and your screen will dynamically be filled with content for the topic you chose.

 

3.7 Help Topic Content

Listed below in alphabetical order are close to 30 topics that assist you to learn the system. These are shown in english in this document and shown in English in the Content Window box of the Help Topics Screen.

3.7.0 Configuration Screens

These 2 screens (Set Up Configuration and Sales Order Configuration screens) can only be changed by the Original Administrator since these screens have high security on them. All other Admin clients can see the screens but cannot change data on them.

3.7.1 Adding Print Date/Time to the Report

Adding Print Date/Time to the Report is found in the BUILD REPORT at the bottom of the screen. To get to the Build Report screen, click on the YOUR REPORTS menu option, then select “Generate Report” for the report row you want to configure, which will take you to the Report Filter screen. Click on the BUILD REPORT button at the top of this screen and you are now on the BUILD REPORT screen.

Add the Print Date/Time to this Report by checking the check box and Save the configuration with the Submit Request button.

 

3.7.2 Adding a Report to Report Favorites

Adding a Report to Report Favorites is done by checking the report favorites check box on the BUILD REPORT screen. To get to the Build Report screen, click on the YOUR REPORTS menu option, then select “Generate Report” for the report row you want to configure, which will take you to the Report Filter sceen. Click on the BUILD REPORT button at the top of this screen and you are now on the BUILD REPORT screen to set it as a report favorite.

3.7.3 Cancel Add Button

The Cancel Add Button shows up on Profile screens when you have clicked on an Add button on the previous screen. Validation of data entry fields gets turned ON when you are adding a record, so you cannot jump to another screen while adding a new record. You need to complete adding the new record or if you want to cancel out of adding the new record, click on the Cancel Add button at the top of your screen and you will be taken back to the previous screen you came from.

When you are not in “Add Mode”, you can navigate to any other screen freely using the menu buttons. The Cancel Button is used to Cancel all validation when you are in “Add Mode” and return you to the screen where you came from.

3.7.4 Drill Down Reports

Your Service Provider in partnership with your Database people provide reports in either list format or drill down format. Drill down reports have hyperlinks on the columns to take you to a deeper level of information on that row of data you clicked on. The system allows for “n” level deep drills downs but it all depends on how your Database people want to set it up. Drill down reports usually start with a Parent Summary Report and then you can drill down on a row to a child report and further child report.

List Reports provide more summary information therefore do not need to be drill down.

 

3.7.5 Dynamic Help

Since help is all stored in the database then certain specific client installations can add to the help dynamically on the fly. The administration system has a client interface to both the help for the screens and the Index Topical Help.

 

3.7.6 Encryption

The software uses custom encryption code that is not copied from any other source. This encryption code is used to make your password secure, your credit cards secure and your database access secure. Different encryption code is used for each of the previously mentioned areas for extra security.

 

The system also uses SSL 128 bit encryption as you see from the lock icon at the bottom of your web browser. SSL is used by most corporations to stop hackers from stealing information on your web screens.

 

 

3.7.7 Enforce Password Hints

Enforce Password Hints is a check box on the Corp Admin screen. By checking this check box you then force clients that forget their passwords to answer all 3 of the password hint questions and answers they set up in the client Profile screen. This is the recommended setting for higher security.

 

If the Enforce Password Hints check box is not checked, then a client Forgetting their password needs only to enter the correct username (client id) and correct email id on file and they will be emailed their forgotten password. (The link to the Forgot Password screen is off the home page in the menu section.)

3.7.8 Emailing Reports

Report Email options are found in the BUILD REPORT screen.

3.7.9 Fonts for Reports

A base set of font faces, font sizes and font colors has been set up by your Service Provider which can be added to if necessary.

 

3.7.10 Grid Filters

Many grids go over 1 page which in that case will have more grid page numbers at the top and bottom of the grid for you to jump to. However, for faster look ups, you can enter a text string in the Grid Filter Search Text box and it will find all records that have that text string in some part of the Grid’s main field.

3.7.11 Grid Size and Paging

Most grids show up to 20 rows of data per screen (screens that have 2 grids on them often show only 10 rows of data per grid). Grid data is usually pre-sorted by the main name in the grid. Some grids have an EDIT button that will take you to a Profile screen to see the details for that particular row of data.

If you have under 20 rows of data in a grid then you will only see the number 1 at the top and bottom of your grid since there are no more pages of data to see.

After the 21st record for a particular grid has been entered, the number 2 will appear at the top and bottom of your grid and that 21st record will not be shown on page 1 but you must click on that number 2 and you will see the next set of 20 records (the group from 21 to 40). If you had 100 records then you would have the numbers 1 2 3 4 and 5 showing with all numbers hyperlinked for pages you can jump to.

The last 2 columns in the grid are for partial audit purposes for you to see who changed the record last and at what time.

3.7.12 Coupons

You add coupons codes, rates and expiry dates in the Admin System.  The Shopping Cart dynamically changes to add a column for Coupons if you have set them up.  Coupon codes have to be entered correctly and must not have expired for coupon price to take effect.  

3.13 Help Desk

 

The email address is at the top of the Main Form – Report Favorites screen (which is the 1st screen after you log on) should contain the Help Desk contact info. Help Desk is a support group that are experts with the system and can help any client with questions. Help Desks are available (usually) at all times depending on how your corporation has implemented them. Help Desk people have access to the Administration side of the application so they can make any adjustments that are necessary on the fly.

3.7.14 International Text Support On Screens

A separate contract needs to be set up with your Service Provider to allow language support other than English. Administration can easily turn on English, Spanish and French but the screens and reports have to have the database updated for other languages. Currently only the first 2 Client screens (Login and MainForm screen) have all the international text in place for English, Spanish and French just to prove that the database has all been designed for international support. Future releases are to add code for all the Client system screens for support for languages other than English .

 

3.7.15 Login Access

Your Login client Name must be between 7 and 25 characters. Upper or Lower case is not checked. It is unique in the entire database. You are notified if a new username being entered is a duplicate.

You are allowed 3 attempts to log in. If you cannot remember your password, then go to the home page and click on the FORGOT PASSWORD link in the menu section.

 

3.7.16 Maximum Rows In A Report

Administration sets this to a certain limit so that someone does not run a crazy report with a million rows creating a 20,000 page report by mistake. The system as been performance tested at 10,000 rows or about 200 pages. Realistically someone looking at a decision support report wants to look at a 1 page report (or 2 at the most) as that is the reason for so many report filters to hone in on the data they want to see rather than try to find a piece of data in a 200 page print out .

 

3.7.17 Donation Management System

Our Online Donation Management System is a separate module of BizSAS for non-profit, charitable organizations and ministries. This module lets you set up Budget accounts and Yearly Budgets to show donors the required needs! Donations can be made by credit card through the interface to PayPal. Donations are tracked against donation designations. Donation Reports are immediately up to date after each donation. Yearly Reports are shown on the Client’s Report Favorite screen for them to print off on their local printer at any time. Budget Reports are updated automatically as donations come in so clients can view and print off this report to see how the requirements are being met for that fiscal year.   It also includes Event Management to tract attendees, letting them register and apay any registration fees online.  Ateendee can also pay for optional meals if you set them up.  Event Web Reports can show the attendance status of each person as well as directions to the event and what to bring.  You can options to hide the names of attendees on the report.  

3.7.18 Menu Selection Buttons

When you are on a screen, the menu button for that screen will be disabled for 2 reasons:

1) To show you where you are on the menu

2) To stop you from re-navigating to the same screen you are already on.

There are also function Buttons at the top of the screen in some of the screens. These are placed there since you must be in the context of 1 record and allow you to do more functions on that record.

3.7.19 Password Expiration

Clients are forced to change their password the very first time they log on since at the start they have only been given a temporary password.  Clients should update their User Profile in the UserProfile Screen to set the password hints to something they can remember.

Administration sets the number of months before clients are required to change their password in the Hosting screen. When their password expires, the client is automatically redirected to the Change Password screen the next time they log on.

3.7.20 Automatic Shipping Calculations

Based on shipping costs by weight and courier and start/end destinations, the shipping costs are quickly determined by the total weight of the order. How it works is you enter a weight for each item in the Admin product screens. You also enter costs by courier and destination in the shipping cost screens. So the order looks at which courier is chosen, sums up the total weight of the order, and then selects the cost that matches the weight-cost details you entered in the shipping cost screens. The Free shipping level is also checked (which you set up in the Sales Branch Profile Screen) and if the SUBTOTAL is over this free shipping level then the shipping cost is overwritten with the value of zero. 

You can also set up (optional) FREE SHIPPING for subtotal orders over X amount.  (X could be zero so you could give FREE SHIPPING on all orders.)

3.7.21 Currencies

7 currencies are in the system for you to choose from and PayPal is currently in the process of adding over a dozen more. Currencies are selected when you set up a sales office. If you only have 1 sales office then all prices will be shown (in product grids and sales orders) in that currency ONLY FOR THAT CLIENT. If you have more than 1 currency then you want to ship from the sales office to the Order Destination making a match if the order destination is in a country that you have a sales branch in. Therefore the shipping destination address of the buyer is first looked at (then the billing address since it could be in a different country than the shipping address) and the currency is selected if there is a match. If there is no match then the default US currency is chosen for the sales order .

3.7.22 Damaged Sales Orders

Damaged Sales Orders replacements can be sent out to replace all or part of the original order or part of the order. Click on the Sales Order Menu button and click on the row in the grid. (Use the search choices at the top of the grid if you can’t find it) After you click on the original order in the grid you will be taken to the Sales Order Profile screen. Click on the Damaged Order Button (This button not enabled until the order is first shipped) at the top of screen to create the damaged goods replacement order. Here you will generate a new order that will be linked to the original order. The new order will not cost the customer anything. When you ship the new order the customer will see the new order on their Report Favorites Screen so they can track it. You then are to go after the courier and get your money back from them for damaging the original order.

3.7.23 Inventory Back Orders

Every time an order occurs in 1 sales branch/country, inventory in that country for all items in that order is reduced. If inventory for an item goes below the reorder level for that country, then you are in a BACKORDER state and cannot fill the order until you restock. See Inventory Receiving for restocking.

3.7.24 Inventory Re-Order levels

Inventory Re-Order Levels are set in the Product Pricing screen(select Products menu item then the Product Pricing button at the top of that screen) You set the quantity for Inventory Re-Order level for this 1 item in this 1 sales office/country. You are shown an alert count in the Alert Screen, when inventory falls below the Inventory Re-Order level. This alert is for you to take action and order more inventory for that sales office.

When reordering, look at the minimum reorder quantity as usually that quantity is set a a number where you get some discounts.

3.7.25 Inventory Receiving

When you receive inventory for a sales office, go into the Product Pricing screen (select Products menu item then the Product Pricing button at the top of that screen) for that 1 product, and add to the QUANTITY ON-HAND inventory amount. For example if there was 2 showing in the QUANTITY ON HAND inventory amount and you received 100 more, then change the 2 to 102 and SAVE with the Submit Request button. You have now restocked this item and should not have a backorder until you sell enough to go under the reorder level.

3.7.26 Metric versus American Weights

Click on the Configuration screen and look at the 3 check boxes at the bottom of your screen to set Metric or Non Metric Weights, as well as smallest units (ounces for Non Metric or grams for Metric). Setting these applies to Sales Order Report Shipping Weight, for Product Profile screen for Product weights and for shipping costs based on weight and for the Sales Order Report .

3.7.27 PHONE ORDERS

BizSAS can be used for orders over the phone for existing clients that have an account with you or new clients that do not have an account! Simply click on the Sales Order menu button and click on the New-User-New-Order link for a brand new customer or click on the Existing-Client-New-Order link for a client that already has an BizSAS account with you.

3.7.28 POSTING TRANSACTIONS

QuickBooks IIF files are used to import data into QuickBooks  XML is used for data transformation for automatic interfaces into non QuickBooks external accounting systems. Your system may be set up to send the xml file as a file attachment with the email that gets sent out to your accountant when you post. If not it is also added inside the email as a string.

 

 

 

3.7.29 POSTING Sales Tax Submissions

This is not to be confused with POSTING TRANSACTIONS. Posting Sales Tax IS A REMINDER TO PAY SALES TAX. This sales tax post does 2 things: 1) DEBITS the SALES TAX PAYABLE account and 2) CREDITS to your bank account so you should do this AFTER YOU DO A TRANSACTION POST. This is simply an indicator to your accountant that some sales tax is due to a government authority. Posting Transactions tells your accounting to increase the Sales Tax Payable account. This Sales Tax Post tells your accountant to decrease the Sales Tax Payable account and write out the checks to pay the government. This can be done weekly or monthly (depending on how often you have to submit sales tax to the government)

3.7.30 Sales Offices

Add a sales office (1 per country) for each sales branch that you now ship from. Enter the currency of that country and check if you are required to collect sales tax. Paypal has a limit of 10,000 USD per credit card order however you could make that smaller if you want.

3.7.31 Sales Tax Set Up

You should have already set up your sales offices first so click on that menu option and add a sales office (1 per country) for each sales branch that you now ship from. Click on the Sales Tax Rates menu item to select rates by country. You can add new rates or edit existing rates. When adding new rates, check the current rate by calling your government authority. Country rates are like Canadian GST/HST or UK VAT. State/Prov rates are like Canadian PST or US State Sales Tax. Some countries like UK include the tax in the price of the products so in that case you would check the check box that sales VAT(country) tax is included in the selling price. Do not click those check boxes for US and Canadian sales tax. Sales Tax may not apply in certain situations.  BizSAS also allows for client exemptions from sales tax (such as resellers or government organizations) so please read the Sales Tax Exemption section.

3.7.32 Sales Tax Exemptions

Sales Tax Exemption applies to resellers of your products as well as non profit organizations. When a new client starts a new order on BizSAS there are 2 check boxes at the bottom of the Clients UserProfile screen. These check boxes are for resellers or government organizations to check since they have documentation to prove that they are EXEMPT for a certain sales tax. The organizations should check those boxes and email to your email id at the top of their report favorites screen, a scanned copy of these Sales Tax Exemption documents in PDF format. Once you receive them, then you go to this Administration System, click on the Client Activation menu item, look up that client and click on that client in the grid. You will be taken to the Client Profile screen and there enter the Sales Tax Exemption numbers from the documents they emailed you. Once this final step is done, then the particular sales tax will be zero on the Sales Orders for this customer.

Check with government authorities as to sales tax rate charges. At the time this manual was written, sales tax in Canada and US is charged for internet orders shipping to a destination that is the same as your sales office. Shipping outside a state or province of your sales office would (at this current time) not require you to collect sales tax. You need to keep up to date with changes in government policies as orders shipping from the US to Canada (assuming you do not have a sales office in Canada) are not charged GST/HST nor PST however Canada customs is now charging GST/HST on those orders commanding the courier to collect it at time of delivery. This could be an ugly shock to your Canadian customers if you have not warned them of this.

3.7.33 Sales Order Refunds

A refund occurs when your client wants their money back after you have shipped them their order (shipping means you have already deposited their money in your bank accounts.) If this order was a credit card order then you will have to log on to your PayPal account and issue a refund to that customer. Refunds can be done within a 30 day window from the time of order. Sales Order refunds are granted after your client returns your goods in perfect order back to your sales office (within a 30 day period from the order date on report). Click on the Sales Order Menu button and click on the row in the grid. (Use the search choices at the top of the grid if you can’t find it) After you click on the original order in the grid you will be take to the sales order profile screen. Click the refund button at the top of your screen to choose create a full refund. You need to do this step regardless if it is a credit card order or not for the following reasons: 1) It restocks the order back into inventory 2) Sends out an email to the client about their refund 3) Sets up in a report after you post the amounts of non credit card refunds you owe for checks you need to write and where to send the checks.

3.7.34 Shopping Cart

Shopping Cart or Shopping Basket are terms used by E-Commerce Systems such as this one to show you a collection of items you have been interested in. Every time the potential buyer clicks on a Product in the Product Grid, they are taken to the Shopping Cart screen where they can add the item to their shopping cart (meaning wanting to buy it), then can click on the Continue Shopping button (to buy more products) or they can click on the Order button to go to the CHECK OUT to actually buy their order. The Check OUT takes them through their shipping and billing address verifcation screen and lands them on the Sales Order Form and the grid at the top shows all the products they selected AND ALL THE items the WINDOW shopped for yet these window shopping item rows have a ZERO quantity.

3.7.35 Volume Discounts

Volume Discounts are a percent discount applied to 1 item for multiple quantities ordered. You add Volume Discounts by selecting the Admin Products menu item and then find the product you want and click on that row in the grid. (You can also add volume discounts when you are adding new products.) If you want to give a 5% discount for a minimum of 10 of this item, and 6% for a minimum of 100 of this item, then enter 10 in the minimum quantity and 5 in the discount and then click on the ADD ROW button which will add a new row to the grid. Repeat the same steps for more volume discounts for this 1 item. NOTE: For an order quantity of 101 of the same items, all 101 items would get the 6% discount using the example above .

3.7.36 Sending a Newsletter/Notification Email

You can send an email to all clients that have checked the receive newsletter/notification check box in their userprofile screen. To send an email you must create a draft of it first. Click on the Correspondence menu button, then click on the Add Record at the top of your screen. Enter the information on that screen making sure the correspondence TYPE IS SET TO newsletter/notification. Save with the Submit Request button. Now click on the Send Newsletter button at the top of that screen. You will be taken to the SendNewsletter screen to select All or a Subset of your Clients that have Checked the Receive Newsletter checkbox in their UserProfile screen. If you are sending to a subset of clients then select a name in the list with your mouse and the ctrl button, and hold down the ctrl button while you select more clients. Then select the newsletter/Notification you want to send from the Newsletter/Notification drop down. This drop down only shows correspondence records that are saved with the type of newsletter/notification. Finally click the Send button and you are done .

3.7.37 ESTIMATION OR QUOTATION REPORTS

This only applies if you do estimates and quoting as it is (or can be) a separate sale outside the E-Commerce System. You can set different Quote terms such as: Good For 30 days, Good For 90 days, or Pay Half Up Front and Half On Delivery (set terms in configuration screen). The Estimator account is a separate client system account that tracks all your estimates and lets you view these estimate reports in your report favorite screen. If you Click on the Email button on the Estimate Report, it emails it to your sales email id you set up in the configuration screen. It also emails a description of the product so that you have all the specifications in the email that you entered in the Admin Product Details screen .

3.7.38 Workflows

Workflows are a group of screens that are put together in a sequence to help the administrators navigate through a set of steps. For example, the SETUP workflow takes you through 19 screens in the proper order to set up the system. Workflow set up and Executing workflows are done by your Main Administrator.   A sample is explain in detail in the Administration Overview at the start of this document .

3.7.39 Archiving

Archiving is used to speed up the performance of the system moving year old or more records out to different database tables. Archiving is only done on the high volume tables like Sales Orders or Donations. When you click on the Sales Order menu button you will see the Archive button. Clicking on that button will mark all records that are over 1 year old for deletion and move them to different database tables that the ARCHIVED SALES REPORTS will use. In the Set UP Configuration screen you have a check box that says “DELETE AFTER ARCHIVE”. If you check this check box then the records marked for deletion will show up in the HOSTING screen. If you delete them in the HOSTING screen, then they are finally hard deleted out of the database. If you do not do anything with them in the HOSTING screen, or if you do not check the “DELETE AFTER ARCHIVE” check box in the Set UP Configuration screen, then no records will ever be deleted .

4.0 Sales Screen

To start an order you first click on the Client Product (material) Menu button for the Product Material Screen. Then you select a product to look at by clicking on the row in that product grid and you will be taken to the Shopping Cart Screen. If you check that product (adding it to your shopping cart) and select the Start Order button, you will be taken to the Verify Address Screen and then to the Order Form Screen.

 

4.1 Product Material Screen

The Client Product screen has a grid that shows all products you can order and their current prices that apply to you. New clients just signing up choose the country they live in for the prices and currencies. Existing customer will have already entered their addresses therefore the price/currency are based on the billing address’ Country location. Leaving the filter edit box blank at the top of the screen will show you all products. Entering “Music” in the filter edit box and clicking on the Grid Refresh button will filter the grid appropriately. You can also filter the grid by product group. By clicking on a row in the grid you will be taken to another screen to show the details of the product including volume purchases. You will be able to add that item to your shopping cart if you wish and start a new order.

 

4.2 Shopping Cart Screen

Here is where you can add items to your shopping cart (shopping basket). The top of the screen shows discounts for this product if you meet certain minimum order quantity levels. If you want the item described in this page, then check the ADD TO ORDER check box and then click on either the CONTINUE SHOPPING button taking you back to the screen showing all the products, or click on the ORDER button to take you to the ORDER FORM screen. Here is a description of the information on this screen: Product Name, Content Language Text of Material, Short Description and Long Description are all shown based on the product you selected along with the product image. Select the “Add to Shopping Cart” check box if you want to buy this product. The Continue Shopping button will take you back to the Product screen for you to look at other items in the Grid.

 

4.3 Order Form Screen

Click on the CONTINUE–View Order Report button to see a first look at the total order. If you are happy with the order you can click on the Commit button at the top of that report (if not paying by credit card). If you want to change your order then just close the order report screen using the CONTINUE button at the top left and you are back to this screen to edit your order.

If not paying by credit card you need to commit your order (using the Commit button at the top of the Order Report screen) and you will be emailed where to send in your payment. If you are paying by credit card, a new CONTINUE-Payment button will appear after you have viewed the Order Report. Click on this Payment button and you will then be asked to confirm going into Paypal to pay for your order. You will be emailed when your order is completed.

WATCHING ORDER STATUS

You can watch the order status of your Order by clicking on the order in your MainForm – Report Favorites screen and view the Order Status at the top of the report. Here is the flow of a credit card order:

1)Client clicks on CONTINUE – PAYMENT button, then launches into PayPal, completes all 4 screens in PayPal and then clicks the ‘RETURN TO MERCHANT’ hyperlink in the lower left of the last Paypal screen to return to the Sales Order Form. ** NOTE AT TIME OF client COMMITTING THE ORDER a new address record for shipping is placed in the audit table.

2) When payment is received and verified the Order Status changes to when it is going to ship. For example you will see SHIPPING IN 2 DAYS or SHIPPING IN 3 WEEKS . (Administration sets up this ‘SHIPPING IN 3 WEEKS’ text in their configuration screen. If the order depletes inventory below the reorder levels then the status will be changed instead to BackOrder.

3) All order items need to be ready/built to ship the order. When the order has been shipped, then the Order status changes to SHIPPED and the shipping date is entered. The Buyer can track all this information by logging into their account and viewing their order report.

4) After shipping, a few things could occur such as the customer changing their mind and wanting a refund or some or all of shipment getting damaged by the courier.

5) The order stays in SHIPPED status unless the buyer wants a refund or has a damaged order. The buyer has 30 days (from shipping date on their Sales Order Report) to contact the seller for a refund or replacement of damaged products. If Customer(Buyer) contacts seller for a refund, the Customer is responsible for the costs of shipping order back to the Seller to the address shown in the order confirmation email. Once the Order Goods are received back at the Seller’s location in good condition, the refund can be processed. A refund is made in paypal for credit card purchases or a refund check is mailed out for non credit card purchases and mailed to the Billing Address at the time of the original order.

6) In the rate event the goods are damaged during shipping, the Customer is to contact Seller and return Damaged Goods at Seller’s expense. A NEW order is generated for the Damaged goods and the Client is emailed instuctions to pack up the order with the pre-paid postage and return it to the Seller. When the Damaged order is received at the Seller’s location, the Damage Replacement (Replenish) Order will be sent out free to the Customer. This new Damage Replacement (Replenish) Order will show up in the Customer’s Main Form Report Favorites screen for them to see the total quantities shipped as well as the total cost to the Customer which will be zero .

 

4.4 Totals To Process Screen

This screen shows you the total order before you launch into PayPal. The screen describes to you how you can be confident your credit card numbers will be protected from theft. You are presented with 2 buttons on the screen. Click on the PayPal button to launch into the PayPal screens or click on the Cancel button to go back to the Order Form screen.

 

4.5 Order Validation Screen

You are taken to this screen only if your credit card or paypal payment did not pass validation. You may choose to try another credit card or cancel out of the order using the buttons below .

 

5.0 Other Client Screens

5.2 Edit Fonts Screen

Fonts are displayed regardless of their status. Clicking an “Edit” button for a row in the grid will take you to the “Font Profile” screen to edit that report .

5.2.1 Font Profile Screen

Enter a Font Group Name such as XXSmall Arial Red for the font size of xxsmall, the font face of arial and the font color of Red. The choices in the combo boxes should give you ample supply of font group combinations for your reports. If you need a special font face or color that is not in combo box selection, contact your Service Provider and see if they have plans to add that. Only Active (status) font groups can be used in the Build Report screen for your reports .

 

6.0 E-Commerce Integration

Contact Bizness Inc if you have a need for additional E-Commerce solutions and integration. Integration for E-Commerce involves 2 main aspects: 1) interfacing with an E-Merchant such as PayPal for credit card transactions and 2) interfacing to external accounting systems to post cash, sales, sales tax payable, inventory, and other accounts totals on a periodic, systematic basis.

6.1 Web Services

Contact Bizness Inc if you have a need for web services. Web Services help you integrate web applications and stream line efficiencies

Administration Screens

7.0.1 Admin Sales Branch Browse Screen

 

 

Start off by adding Sales Offices that you ship from. One per country is allowed to stream line your E-Commerce sales

 

7.0.2 Admin Sales Branch Profile Screen

 

 

This screen lets you save your Sales Branch and the Currency for that Country as well as other information.

Maximum order amount is the maximum a purchaser can buy in 1 order. Paypal puts a max of $10,000 USD per credit card order.

Free shipping check box. If you want to give free shipping for orders going INSIDE this country, then check this box and fill in when the free shipping starts for what sub total amount

Free shipping limit amount is where free shipping starts. For free shipping on all orders enter 0. For free shipping on orders that subtotal $50 or more, enter 50.

If you have a store front and allow walk in purchases, check the walk in purchases check box.

If you check the walk in purchases check box, enter a password (7-25 characters). This password is required by your sales clerk in your store, in the Client Sales Order Form for the order to get free shipping and have the shipped date as current date (since the client is walking out the door with your goods after paying for them.)

If the government requires you to collect sales tax, then check the appropriate boxes. Usually you always should check these but check with your accountant if this country only requires you to collect after you reach x amount of sales per year.

Once you put the Status into Active you want to keep it that way unless you close down an office in that country.

 

 

7.1 Admin Client Activation Screen

 

 

This screen shows all clients. You can search on a client name to filter the grid.

7.1.1 Admin Client Activation Profile Screen

 

A client can be in 1 of 4 statuses: 1) New Web Sign Up 2) Activate 3) De-activate or 4) Donor InActive. When a new client wants to buy a product from you, they go to your home page enter some search text and click on the Search button to take them into this E-Commerce System.

 

7.2 Admin Configuration Screen

 

This is citical information that is set up at the start by your Service Provider such as links to Metric vs America weights, your mail server IP, etc.  

 

7.2.1 Admin Sales Configuration Screen

 

This is citical information that is set up at the start by your Service Provider such as links to your PayPal account, your sales department and sales manager email id to notify on each sale, etc.

7.2.2 Admin Hosting Screen

 

At the top is a check box to enforce password hints. There are 3 password hints on the client Profile screen and when the client forgets their password you can force them to answer the correct answers for their password hints by checking this check box. Next down is a grid showing all clients that need to change their password. This is more of an informational grid as some clients could be away and have not had a chance to reset their password. This grid dynamically changes when you change the number of months drop down of when they last changed their password. The second grid is a list of all soft deleted records you have marked for deletion.  

7.3 Admin Font Style Screen

 

 

 

All fonts are displayed regardless of their status. Clicking an “Edit” button for a row in the grid will take you to the “Font Profile” screen to edit that report.

The last 2 columns in this grid are for audit purposes for you to see if anyone else but you has modified your font records.  If a font disappears on you one day then your Main Administrator has cleaned up that deleted font.  

 

7.3.1 Admin Font Profile Screen

Enter a Font Group Name such as XXSmall Arial Red for the font size of xxsmall, the font face of arial and the font color of Red. The choices in the combo boxes should give you ample supply of font group combinations for your reports. If you need a special font face or color that is not in combo box selection, contact your Service Provider and see if they have plans to add that. Only Active (status) font groups can be used in the Build Report screen for your reports.

 

7.4 Admin Language Screen

 

This is a list of languages you support for international text on the screens. Although text for different languages can be change dynamically on the fly for any screen, you may have to have to set up a contract with your Service Provider for any language other than English.

 

7.4.1 Admin Language Profile Screen

 

This screen lets you add or edit a new language. Only active languages can be choosen in the Admin and client Login screens. You should not activate any other languages other than English unless your contract for additional Languages has been completed with your Service Provider.

You have the option to generate international messages for a new language by using the check box. If you select this option, thousands of messages that are currently used for email correspondence, help topics in the Index, Screen Help, and text on the screens will now be added to the international database with the abbreviation you entered on this screen followed by the English equivalent for that text. This will save a lot of time for you adding these thousands of records for the new language but it will mean you will have to go into these set up screens for text you want to change and edit the text for this new language. Once all the text has been edited in this new language then you need to go to the report section and generate the reports in this new language. After you have done that then you can set the status of this new language to ACTIVE and then it will now appear on the Admin and client Login screens.

 

 

7.6 Admin Email CleanUp Plan Screen

 

This screen has 2 grids. The upper grid should be empty most of the time. The only time it has records in it is when your mail server has gone down which should be never if you have good hosting equipment. If your mail server does go down the UNSENT emails are in this grid allowing you to resend them. Clicking on a row in the upper grid will make that row disappear (resending that email) assuming your mail server is back in operation. The lower grid is a list of emails that have been sent that you may not want to keep around anymore.

7.7 Admin Sales Action Screen

 

The grid on this screen shows you all sales orders you need to take action on. Clicking on a row in the grid will take you to the SalesOrderProfile screen and fill in the required action to take for you.

 

7.8 Admin Screen Help Screen

 

At the top left of each screen is a button called HELP FOR SCREEN. When you click on it you get the text that is entered on the Screen Help Profile screen. Use the filter on this browse screen to filter down a screen and then enter the text for the language you want.

 

7.8.1 Admin Screen Help Profile Screen

 

At the top left of each screen is a button called HELP FOR SCREEN. When you click on it you get the text that is entered on the Screen Help Profile screen. Select the language you want and enter the HELP text for that screen in the language you chose.

 

7.10 Admin Ticket Screen

 

Support Tickets are internally generated errors that need to be fixed. Internal errors arise ONLY when the code goes into the CATCH part of a try catch block of code. When this error first occurs, it is logged in the database and an email is sent to the tech support person (with the error description) your Service Provider has set up in your database. You can find a ticket item by number or by text search. Clicking on a row in the grid will take you to the profile screen to answer the details of the issue .

 

7.10.1 Admin Ticket Profile Screen

 

You need to first look at the status of this ticket item and then the error desription. This error description is shown in the Problem text box in this screen. Tech Support are to add comments in the Tech Support edit box and if an SQL fix is needed then add the SQL patch that will be applied to the database should be pasted in the SQL PATCH edit box.

If the problem cannot be resolved by an SQL patch, then check with your provider if a CODE patch is needed. SQL patches can be applied at night with minimal impact to client base. If a code patch is needed then, it should be scheduled with your monthly or quarterly maintenance window that you and your PROVIDER and host services have set up.

7.12 Admin Alerts Screen

 

This is the first screen you are shown to help you manage your system. All non zero counts show you actions to take by clicking on a row in the grid to take you to that screen. Alerts are:

Client Count of New Web Sign Ups — Clients that have not automatically activate their account by themselves

Inventory Has Gone Below Reorder Threshold Level- You set a level per country so when inventory drops below that, then you are warned here to order some more. Look at the Product Browse grid order as the products that need reordering should be at the top

Orders To Process — New Orders, Back Orders, or Orders that need to be assembled and shipped

Ticket Count Of Support Issues With New Active Status — Internal issues that come up from code try catch blocks

Email Count Of Mail That Was Not Send Due to Mail Server Outage — This is rare that your mail server should ever go down, but unsent emails are kept for you to resend if this does happen

Non Zero Sales Tax Amounts in Periods that need to be Posted Externally– This is a reminder to pay sales tax on whatever government schedule you are on ie (weekly, monthly or quarterly)

UnPosted Transactions are ready to be Posted Externally– this could be a daily post or weekly depending on your Accounting polices. This posts sales, PayPal Commissions, Inventory changes, Sales Tax Due, Donations, Cash, etc with the account cross references you set up in the Accounts screen

 

7.12.1 Admin Get Inventory Screen

 

This screen shows you all inventory that has gone below the reorder point to let you do a group inventory purchase. When you receive inventory, click on each row in this grid and add to the Quantity on hand for the new count of inventory for that 1 product for the sales branch/country you ordered it for.

 

7.13 Admin International Text Screen

 

This browse screen shows you all the screens that have screen text (messages) that can be internationalized. You can filter the grid down by searching on a screen name. Click on a row in the grid to take you to that screen. Then you will see all the screen labels to click on. Click on one of those and edit the text for the language you desire.

 

7.13.1 Admin International Screen Message Screen

 

This browse screen shows all the messages that can be on 1 screen. Select a row in the grid and then edit the text for international purposes with the language you pick in the profile screen.

 

7.13.2 Admin International Screen Message Profile Screen

 

Choose the language and then edit the text for international purposes with the language you pick in this screen. This text is for labels, grid headers on each screen that you can change on the fly since they are all saved in the database.

 

7.14 Admin Pay Type Screen

 

This is a list of payment methods you allow. This list of active records will fill the drop down list in the Client Sales Order Form screen for clients to pick a payment method to pay you .

 

7.14.1 Admin Pay Type Profile Screen

 

Activate or Inactivate payment methods in this screen. Active Payment Types(methods) will fill the drop down list in the Client Sales Order Form screen for clients to pick a payment method to pay you.

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7.15 Admin Product Browse Screen

This is a list of all products you want to sell through this E-Commerce System. You can search on a product. You can enter new products or you can edit existing products by selecting on a row on the grid. You can even filter the grid by Product Groups. The grid shows you the status of the product

7.15.1 Admin Product Profile Screen

This screen lets you enter the product group for this product, the external product number (link to your external accounting system), the location of the FULL SIZE picture and the location of the small grid size picture for this product. If you do not have a picture then the grid will show “Coming Soon” in its place. When entering the product weight, round it up to the next weight category as per your shipping cost clip levels. The weights are used to calculate the total weight of the order and then, based on the selected courier and the start and end destination, the shipping cost can be calculated.

 

 

7.15.2 Admin Product Discount Profile Screen

This screen lets you enter volume discounts for this product. Clients need to enter a minimum clip level before that percent discount kicks in. The order form will always take the maximim volume discount that applies. For example if you sold some product for $10 for quantity 1 and gave a 5 percent discount for order quantity 10 and a 6 percent discount for order quantity of 100 in this screen (which would be 2 rows in the grid) then a client would get 6 percent off the list price of $10 for all 101 units they purchase this product in this E-Commerce System.

 

 

7.15.3 Admin Product Detail Screen

This screen lets you enter the product name, description and long description in different languages for international purposes. Name can be 128 characters, Short Description 256 characters and Long Description, 5-6 sentences for specifications. The language drop down is used if you are internationalizing all your screens with your service provider .

 

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7.15.4 Admin Product Pricing Screen

This screen lets you set prices and track inventory for each sales location/country you have set up (called Sales Offices). and give hints on reordering inventory as to what the minimum reorder quantity should be to get some discounts. After Selecting the Sales Office, enter your unit cost(cost of raw product you get it at which is used for the gross margin reports), selling price, Inventory on Hand and reorder level for this product in this location. When sales come in, if you do not have enough product in stock in that country then the order will go on backorder until you can solve the back order issue in this screen. Solving a back order problem means first, ordering in new inventory and when the new stock arrives, just change the on hand amount to the current count .

 

 

 

7.15.5 Admin Product Coupon Screen

This screen lets you set coupons per product per country.  This screen can also be used as a price override given the customer enters the coupon id to enter for the price override.

(Price overrides are only done when a price has been guaranteed to some large customer for some large contract)

 

7.17 Admin International Data Screen

 

This is a browse screen for the table you selected on the prior screen. This table is used for drop downs in the system. Drop downs are internationalized based on the text and language you pick. Click on a row in this grid and enter the language and text for that drop down.

 

7.17.1 Admin International Table Message Screen

 

This is a list of all tables that need to be internationalized. These tables populate drop downs on forms throughout the system. Click on a row to edit that table and then click on a row to edit that text for the language you choose.

 

7.17.2 Admin International Table Message Profile Screen

 

Choose a language for your text. Enter the text for this drop down. Drop downs are internationalized based on the text and language you save and IMMEDIATELY ARE PUT INTO PRODUCTION SINCE THEY ARE SAVED IN THE DATABASE .

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7.18 Admin Courier Browse Screen

This is the list of Shipping Firms that you do business with. Regular mail is the government standard mail system in that country such as USPS in the United States or Canada Post in Canada. Some Couriers do not deliver to Post Office Boxes so research this before you save any new records. You will later attach costs to each Courier per package weight per start and end shipping destination. You also have the option in the Sales Branch Profile to have Free Shipping inside a country, when the order reaches a certain sub total amount.

 

 

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7.18.1 Admin Courier Profile Screen

Save Your Courier or shipping method here in this screen. Orders will not be shipped to Post Office Boxes if that courier does not support that .

 

 

 

7.18.2 Admin Shipping Cost Screen

Add new shipping costs or select a cost in the grid to edit faster. You can search for a record. Most grids are paged at 20 records per page so click on the numbers above or below the grid to move to a new set of 20 records.

Shipping costs are by the select courier, how much does it cost per weight to travel from Your Sales Office to The Country of Destination. Although big countries like US and Canada can have a break down of costs within the country itself, this system is to be more simple since you might even offer free shipping over $X subtotal Amount. So just use the higher cost when shipping to the far end of a country.

The ADD NEW DESTINATION COUNTRY BELOW TO GRID button takes the courier selected, the Sales Office (as Starting point) and the Destination Drop Down as ending point and copies a base set of rates into the database adding a new row to the grid. After clicking this button, click on the new row in the grid and edit the base rates to the actual rates for each maximum weight clip level.

 

 

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7.18.3 Admin Shipping Cost Profile Screen

This screen lets you save a group of records all in one shot. If you are offering free shipping over $X subtotal amount (in the Sales Branch Profile screen), then dont spend the time putting in high amounts when they will not come into effect anyway.

You can add rows or delete rows in the grid. The weight clip levels are to state that if an order reaches this amount in total weight, then the amount in the same row will apply as shipping charges in the clients sales order report.

 

7.19 Admin Correspondence Screen

 

Correspondence is defined as emails you send to clients. These emails can be for new client set ups, activation, clients forgetting their passwords, newsletters/notifications etc. This browse screen shows the total list of different emails that can be sent out. Click on a row in the grid and you can edit the wording in an email that get sent out.

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7.19.1 Admin Correspondence Profile Screen

 

Correspondence is defined as emails you sent to clients. In this profile screen you set the language, the header(or subject of the email) and the body of the email. If you are editing an existing email correspondence record, make sure you are instructing your clients in the correct manner and direction as per how the system works .

 

7.19.2 Admin Send Newsletter / Notification Screen

 

You can send an email out to all your clients or a subset of them. .

 

7.20 Admin Product Group Browse Screen

 

This is a browse screen of what product groups you set up. Plan your external product numbers with in a range of product groups. This system allows for 500 product groups.

 

7.20.1 Admin Product Group Profile Screen

 

This screen lets you save your product groups. Product Groups are used to filter down the clients screen of your products. When you get to setting external product ids in the ProductProfile screen, it would be wise to have all products in 1 product group have the same numbering system such as all sports products in the sports group are in the 10000s and all CDs are in the 11000s and all DVDs are in the 12000s etc .

 

7.21 Admin Help Topic Screen

 

This screen shows you all the help topics in order to edit them or add for new languages. This as all other browse screens lets you look up a certain name rather than page through the on line manual to find the help topic you want to edit. The help topic text is displayed in the HELP INDEX button at the top left of each screen .

 

7.21.1 Admin Help Topic Profile Screen

 

This profile screen lets you edit the text for help on 1 topic. By selecting a different language in this screen you can quickly save the correct text for that language, save the screen and then repeat the same step for the next language .

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7.22 Admin View Report Screen

This screen dynamically creates html for the clients report based on the filters selected in the report filters screen and the configuration set up in the build report screen .

7.23 Admin Menu Screen

 

This is a list of all text on menu buttons. You can search on a name to filter the grid.

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7.23.1 Admin Menu Profile Screen

 

Edit the menu text here for the desired language if you have a contract with your Service Provider for that new language .

 

7.23.2 Admin Menu Screen Profile Screen

 

This screen shows a correlation of menu buttons to screens for read only purposes as you are not allowed to change the menus on each screen but you can change the text on the menu button itself in the section above.

 

7.24 Admin E-Merchant Browse Screen

This screen shows you a list of all your Credit Card Orders and Donations including those from the test Sandbox area. Test transactions are not included in any reports or postings or sales tax submissions. (Note: test transactions are not needed unless you require testing in the PayPal Sandbox)

 

 

 

 

7.24.1 Admin E-Merchant Profile Screen

This screen has the details of the transaction from PayPal showing the commission charged which is what you and PayPal have set up.

 

 

 

7.25 Admin Sales Order Browse Screen

Some clients may want to call in their order so you can click this button, find them and select them on the ClientSelectUser screen, click the LAUNCH hyperlink text at the bottom of that screen and login into their username and password. Then click on the Client Product Mneu Button,select the products they want and start a new order confirm shipping/billing addresses in the VerifyAddress screen and confirming payment type and shipping courier in the Client Sales Order Form screen. For credit card orders you will go into the Paypal screens entering their credit card info into the PayPal screens over the phone. When finished on the last screen, click on the ‘Return to Merchant’ hyperlink in the lower left of this last Paypal screen to take you back to the Client Sales Order Form screen. This order will now show up in their Report Favorites screen for them to track. You can close down the extra pop up screen now that you have completed this sale and tell the telephone orderer that email confirmations have been sent to them.

 

 

 

 

7.25.1 Admin Sales Order Profile Screen

 

 

The Sales Status is the internal status for your knowledge only. The Shipping Status is the external status for your clients knowledge. The Shipping Date (when you are finally shipping the total order out the door) cannot be before the order date but only needs to be filled in when you actually ship the order. The Number of Shipping Packages can be changed only if there is an error in the Package Count. The package count is determined by the total weight divided by the maximum package weight you set up in the configuration screen. This is overruled if 1 item weighs 500 pounds or 200 Kgs since you cannot divide up 1 item. When finished changing the screen click on the Submit Request button to save the screen.

For credit card orders, if you ship the same day as you receive the new order (see explanation on SHIP SAME DAY in Sales Order Config Screen Help) then you do not have to CAPTURE the credit card since your clients credit card is authorized and captured at the same time so you have your payment. If you do not ship the same day as receiving the order then the clients credit card is authorized at the time they made the order but the funds are not captured into your account. So, when you are ready to ship, you need to first, CAPTURE that payment by going into www.paypal.com with your username and password and capture and receive your payment for this sales order amount.

 

 

 

7.25.2 Admin Sales Order Address Profile Screen

This should always be a view only screen unless your customer calls you and tells you they have entered a wrong address. In this case you can change it. Best to change it before you ship the product.

 

 

 

7.25.3 Admin Sales Order client Select Screen

You arrive on this screen when creating a new sales order for a client that currently exists on your system.  

 

 

 

7.25.4 Admin Transaction EDIT Profile Screen

This screen lets you create a refund for a client or a replacement sales order to replace damaged goods that have been returned and accounted for. In either case there is no cost to the client. If you create a replacement sales order then a new sales order number will be generated linked back to the original order and the client will see a new sales order report in their report favorites screen to show the status of this replacement order. If the goods were damaged by your courier then it is up to you to get your insurance coverage back from the vendor. You can see the total paid to the courier in the shipping line of the Order Form.

 

 

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7.26 Admin Transaction Browse Screen

This screen shows all unposted transactions. Unposted means you have not posted them yet to your external accounting system. You can search for a record.

 

 

 

7.26.1 AdminTransaction POST Profile Screen

This screen shows you the last post in the grid. After you click on the post button, a summary email will be sent to your accountant of all the information posted to your external accounting system (grouped by country). Normally you want to post both this screen (transactions) and the Sales Tax Submission Post (sales tax due) around the same time so the accountant can match the sales to the sales tax in the external accounting system. They are broken up into 2 different posts for the reason that you may want to Post transactions daily but for government reasons only have to post sales tax submissions weekly or monthly. The transaction post will show sales tax payable and thus the bank account amount will be higher. After the sales tax submission post, you take action on this to write a check to the government for that amount. Thus this sales tax post pays off your sales tax payable and lowers your bank account by the same amount.

 

 

7.27 Admin Sales Tax Rate Browse Screen

This screen lets you set 2 different tax rates per country. US has a sales tax per State, UK has a VAT tax, and Canada has 2 taxes in some provinces, one per province and 1 country tax called GST/HST. This grid shows you your sales taxes so enter new records that apply to you. You can search for a record. Most grids are paged at 20 records per page so click on the numbers above or below the grid to move to a new set of 20 records.

 

 

 

7.27.1 Admin Sales Tax Rate Profile Screen

This screen saves your sales tax rates per country you ship from (or Sales Office). Sales tax applies when the shipping office and the destination are in the same area. Sales from the US to Canada (assuming you do not have a sales office in Canada) would not charge PST and GST/HST however warn clients that the Canadian boarders are now starting to collect PST and GST/HST at the time of delivery. So this system will not charge the client but warn the client that the courier MIGHT BE REQUIRED TO COLLECT THE GST/HST AND PST AT TIME OF DELIVERY. This case applies when shipping outside of Canada into Canada. If you have a sales office in Canada then you would ship from Canada to Canada without shipping across the boarder.

Consult your accountant and enter the sales tax rates that apply to you. Government sales tax rates change periodically so change these amounts the night before the new tax rate takes effect.

Sales Refunds will use the amount of sales tax they originally paid and not the change in the sales tax rate.

Tax include check boxes are for sales TAX like UKs VAT. The selling price includes the VAT Tax so the country included in selling price check box should be checked for UK VAT. For US Sales and Canadian PST or GST, both the included in selling price check boxes should NOT be checked.

 

 

 

7.28 Admin Sales Tax Submission Browse Screen

Clicking on the top radio group will show you either Government level sales tax or State/Province Sales Tax in the grid. Government level sales tax and State/Province Sales Tax are posted separately since they could be on different schedules the government requires.  So clicking on one of the POST buttons will take you to the SalesTaxSubmissionProfile screen to post the tax to an external accounting system.  

7.28.1 Admin Sales Tax Submission Profile Screen

This screen shows you the last posted sales tax transaction (either Government level sales tax and one schedule for State/Province Sales Tax depending on which POST button you clicked on in the SaleTaxSubmissionBrows screen). Posted means sending information to an external accounting system. When it is time to submit, meaning your period is over for that sales tax period, then click on the POST EXTERNALLY button and you will see the summary of the post in the grid. Your accountant will receive an email of the summary of the POST and will also receive an xml string to import into the external accounting system.

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7.29 Admin External Account Browse Screen

This is a list of all accounts that you will post to in an external accounting system post. This is needed to cross reference the accounting accounts in this system to your accounts in your external accounting system.   

 

 

 

7.29.1 Admin External Account Profile Screen

The only thing you can change on this account is the External Account ID. Check with your accountant to make sure the cross match of account IDs match up to your external accounting system on this screen.  Here is where you set up either a QUICKBOOKS interface or an XML interface.

 

 

 

7.30.1 Admin WorkFlow Setup Browse Screen

 

This screen shows you the workflows you can design. There are a few that are given to you at the start such as the SetUp workflow which should be the first one executed (from the WorkFlow Browse screen not this Set Up Browse screen.) You can add new workflows by clicking on the New Design button at the top of your screen .

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7.30.2 Admin WorkFlow Setup Profile Screen

 

This screen shows you the design of a workflow. After you give the workflow a name, you need to determine how many screens or tasks there are in the workflow by selecting the Tasks drop down. If this workflow is dependent on anther workflow to be completed first then select that in the Prior Workflow dropdown. Your Next step is to select the screens for each row in the order you want to execute each tasks. Browse screens should come before Profile screens of the same name so you will be warned if your order of workflows tasks is incorrect. Fill in a Description and Button menu text for each row and then click on the Submit Request button to to save the Workflow. Active workflows will be shown in the Admin Workflow Browse screen for you to execute.

 

7.30.3 Admin WorkFlow Language Profile Screen

 

The name of the workflow, the task descriptions and the menu button texts for each task are automatically saved in English when you save a new Workflow Design. This screen lets you save the name of the workflow, the task descriptions and the menu button texts in different languages when you change the Language DropDown at the top to the desired language, enter the correct text in all text boxes and click on the Submit Request button.

 

7.31.1 Admin WorkFlow Browse Screen

 

This screen shows you what workflows you can execute. You must execute any pre-requisite Workflows before executing the workflow you want. You must complete one workflow before you begin any other workflow. If you are part way through a workflow, the system will remember where you left off and place you at that task in the workflow. The tasks in the workflow are shown in the menu column once you begin execution of a workflow. Clicking on the Workflow History button at the top of your screen will take you to a list of all workflows that have been executed for you to see the details .

 

 

7.31.2 Admin WorkFlow History Screen

 

This grid in this screen shows workflows that have been executed. Click on a row in the grid and you will be taken to the details for that workflow .

 

7.31.3 Admin WorkFlow History Profile Screen

 

This grid in this screen shows the details of the executed workflow you selected. Click on the Workflow History button at the top of your screen and you will be taken back to the prior screen.

 

7.32 Admin Client Browse Screen

 

 

The radio selection at the top of your screen will fill the grid with either private administrators or a list of all your current clients.

All clients are displayed regardless of their status. Clicking an “Edit” button for a row in the grid will take you to the “client Profile” screen to edit that client. The grid shows a list up to 20 clients which are sorted alphabetically by clients Last Name, then First Name, then Middle Name.  

 

 

 

7.32.1 Admin Client Profile Screen

The clients email id has to be correct for reports to be emailed correctly. If not then set it in the ClientProfle screen off the ClientActivation Menu item.

 

 

 

 

 

 

 

8.0 Reports

 

All reports are standard html which can be viewed with internet browsers world wide including Pocket PCs. The reports can be emailed inside the body of the email making it friendly to all virus scanning programs since the emails have no attachments. You can print reports on your local printer by just clicking on the Print button at the top left corner of the report.

8.1 Admin Drill Down Product Group Info Report

 

This report is a 4 stage drill down showing all your product groups. The drill down column is hyperlinked to drill into 1 product group showing you all products in that group. You then can drill down to look at the details of 1 product. You then can drill down to see the decription of that product. There is a final drill down to see prices and product discounts, per country.

8.3 All Sales Transactions Report

 

This report is also a 3 stage drill down showing all current sales transactions regardless if they are committed and paid or not. It is a large report so filtering is recommended. See ReportFilters section on how to hone a report.

8.4 All Transactions Posted Report

 

This report shows posting summaries grouped by country and post id. It is a large report so filtering is recommended. See ReportFilters section on how hone a report.

8.6 Archived Sales Transactions Report

 

 

This report is also a 3 stage drill down showing all archived sales transactions regardless if they are committed and paid or not. It is a large report so filtering is recommended. See ReportFilters section on how to hone a report.

8.7 Client List Report

 

This report shows all you clients order by clients last name, then first name and showing the last system time logged in the database as well as client status.  It is a large report so filtering is recommended. See ReportFilters section on how to hone a report.

8.9 Current Paid Sales Transactions Report

 

 

This report is also a 3 stage drill down showing all PAID current sales transactions It is a large report so filtering is recommended. See ReportFilters section on how to hone a report.

8.10 Current Sales Order Damages (No Cost To Clients) Report

 

This report shows current replenish orders to cover orders that your courier damaged.

8.11 Current Sales Order Refunds Report

 

This report shows current order returns.

8.13 E-Merchant Log of Archived Sales Report

 

This shows the list of archived sales credit card transactions It is a large report so filtering is recommended. See ReportFilters section on how hone a report.

8.15 E-Merchant Log of Current Sales Report

 

 

This shows the list of current sales credit card transactions It is a large report so filtering is recommended. See ReportFilters section on how hone a report.

8.16 Gross Margin On Archived Sales (Using unit costs) Report

 

This report shows archived sales totals including gross margin which is the subtotal of the order less the unit cost of the inventory in the order. The unit cost at the time(order date) of the sale (for each product in the order) is used for the gross margin calculation. It is a large report so filtering is recommended. See ReportFilters section on how to hone a report.

8.17 Gross Margin On Current Sales (Using unit costs)Report

 

This report shows current sales totals including gross margin which is the subtotal of the order less the unit cost of the inventory in the order. The unit cost at the time(order date) of the sale (for each product in the order) is used for the gross margin calculation. It is a large report so filtering is recommended. See ReportFilters section on how to hone a report.

8.18 Sales Tax Posting By Period Report

 

These are summary records of the sales tax posting that you perform. The records are ordered by country and post id. It is a large report so filtering is recommended. See ReportFilters section on how to hone a report.

8.19 System Email Log Report

 

This is a list of all system emails that were sent. It is a large report so filtering is recommended. See ReportFilters section on how to hone a report.

8.20 Year To Date Sales Totals(By Shipping Date) Report

 

This is a total report for the current calendar year. The week total is based on week 1 starting Jan 1 – Jan 7. The totals are for paid sales orders that have a shipping date in the current calendar year and less than today. Since returns and damaged orders allow a 30 day window from order date, you do not post transactions until they have been over 30 days from the order date. Thus the reason the last 2 columns were added to this report to reconcile actual sales versus what you post. At Year end, January will be your 13th month since you could ship an order on the last day of the year and have it returned to you a couple weeks later.

8.21 Yearly Sales Totals Report

 

This report shows sales totals year by year grouped by country.

8.22 Inventory Report

 

This report totals inventory by country for the quantity on hand and the total inventory cost multiplying the unit cost of each product (set up in the Product Pricing screen) by the quantity on hand of that product.

8.23 Refunds Payable For Post ID: xxx Report

 

This report gets generated at post transaction time ONLY if you have some non credit card refund checks to write. It tells you who to write the checks to, the amount and currency as well as the address to mail the refund check to.

 

How Can We Help?

Click on the button below and let us know how we can help!  Tell us what needs you are facing and send us a contact phone number for a free 10 minute consultation.  From that discussion we can recommend your course of action whether you want to do everything yourself or if you need a small eCommerce system for sales in your country or an international eCommerce to track sales/inventory by country and set up all your products as separate html files the search engines can find.