Online Store Manual AN INTRODUCTION TO ONLINE STORE FOR ASSOCIATION ONLINE... 2 ONLINE STORE CATEGORIES... 3 ADDING A PRODUCT... 7

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1 Online Store Manual AN INTRODUCTION TO ONLINE STORE FOR ASSOCIATION ONLINE... 2 INCLUDED IN THE ONLINE STORE MANUAL... 2 ONLINE STORE CATEGORIES... 3 CATEGORY VIEW... 3 ONLINE STORE CATEGORIES - FRONT END... 5 LIST VIEW... 6 ADDING A PRODUCT... 7 ADDING A PRODUCT CATEGORY VIEW... 7 COMPLETE THE PRODUCT RECORD FORM... 7 PRICE AND FREIGHT TAB... 8 ADDING A PRODUCT - LIST VIEW... 9 SHIPPING AND FREIGHT FREIGHT CALCULATOR TO ENABLE THE FREIGHT CALCULATOR: SHIPPING CATEGORIES SET UP SHIPPING CATEGORIES FREIGHT CATEGORIES ADD A NEW FREIGHT CATEGORY: APPLY FREIGHT CATEGORIES TO PRODUCTS DISCOUNT OPTIONS APPLYING A SALE / SPECIAL PRICE DISCOUNT APPLYING MEMBER S DISCOUNTS OPTIONS AVAILABLE FOR PURCHASE EDOWNLOADS COLOUR, SIZE, STYLE OPTIONS FEATURED PRODUCTS GIFT VOUCHERS PAYMENT GROUPS Copyright 2016 Concept and Information remains the property of Internet Vision Technologies

2 An Introduction to Online Store for Association Online The Online Store module provides Associations the opportunity to sell related products to their members and contacts. The basic process in developing your Online Store is as follows: 1. Create a Category (optional) 2. Add a product including Title, product description, images, pricing options 3. Set up your shipping and freight categories 4. Turn on your freight calculator (if not already done) 5. Add freight options to your product 6. Add details on any additional options (discounts; edownloads; colour, size and style; gift vouchers; featured products; payment groups) Included in the Online Store manual: Title Categories Products Freight Additional Options Description How to set up and manage your Online Store categories Viewing, Adding, Editing and managing your products, product information, pricing and how they appear on the front end How to set up your freight categories, packaging options and pricing Other functionality available in Online Store if applicable; such as applying discounts; edownloads; Colour, Size and Style options; Gift Vouchers; Featured Products; and Payment Groups. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 2

3 Online Store Categories Online Store is found in the Commerce section, under Orders and Invoicing in the grey menu box on the left. Category View When you enter the Online Store, the default page is the Category View, showing a list of your online store categories. The structure of this module is similar to that of Categories and Pages in Website CMS, except that the records here are tailored to adding products, with payment and delivery options. Although the Online store has the functionality to add categories, this is an optional feature and may not be relevant for your organisation. When you select the Online Store category, it brings up another vertical menu of your Online Store public categories. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 3

4 Adding Categories If you choose to use categories, do the following: 1. Click on New Category; the Category: Form will open. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 4

5 2. Complete the following Fields Field Title Viewable to Public Short Description Groups New Image Size New Image Image List Link Options Description Required Field: Name the category This box is selected by default, but if you do not wish this category to be seen on the front end, you can deselect it. Optional: Use this if you have a Category List View Optional: If you want this category to be a restricted access category, select the group(s) that have access. For public access, do not select any checkboxes. Optional: If you want the category to have an image, select the size here. Optional: If you want the category to have an image, upload it here Optional: If you want the category to have a list image, upload it here Optional: If you want the category to have a redirect link, complete this section. 3. Click Save Online Store Categories - Front End These categories are seen on the front end under the Online Store primary navigation in a dropdown list or in a resources list. If your Online Store is not available in a primary navigation tab, you can find it by adding /products after your website URL. Eg. If you do not have the online store as a primary navigation option, you can create a page through your Website CMS and add the URL as a redirect link. These categories will also appear on the front end in a menu list for users to select and then view the relevant products within that category. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 5

6 List View If you select List View at the top of the category list, the category options disappear and the products now appear as a single ordered list. Here you can search for a product, identify the product s status, edit, delete and copy product information. You can also add the products to the shopping cart using the fields on the right hand side of the page. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 6

7 Adding a Product Adding a Product Category View Adding a product is very similar to adding a page in Website CMS. 1. Ensure that you highlight the relevant category 2. Select Add a Product in the column that appears, (with the category's name in the title field). The Product Record Form will open. Complete the Product Record Form The product record form looks very similar to the page record form, and has many of the same tabs. Use the WYSIWYG Editors to add a List Description (optional), and the Page Content. If desired you can add meta data, Images and documents using the tabs across the top of the product form as in Website CMS. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 7

8 Price and Freight Tab Once you have added your details, go to the Price/Freight tab. Complete the relevant fields as described below: Copyright 2017 Concept and Information remains the property of Advanced Solutions International 8

9 Field Available for Purchase Payment Group Retail Price GST Accounting codes Freight Category Weight Discount Pricing Options Special Price Stock Level Description Tick this box to make it display on the front end. Select the relevant payment group for this product (if applicable). See Payment Groups section of this manual for more information Enter the cost of the product Identify in the next two fields if the item is tax exempt, includes GST or excludes GST In Item Code, Job Code, Accounting Number fields, input your relevant accounting codes relating to this product Select the relevant category of freight from the dropdown list (see the section on Shipping and Freight for more information) Insert the weight of the product (if relevant for freight calculation purposes) Insert the member price (if relevant). This field may display as Discount Level A. See the section on Applying Members Discounts for more information. Use this field if you are offering a sale on your products. The field Display Special Price will show in the product the original price crossed out and the special price (sale price). See the Special Price section of this manual for more information Insert the number of stock you have on hand. This will decrease automatically as stock is purchased. 1 Display stock level is not displayed on the front end by default. The Association Online team will need to set up the template for you. Adding a Product - List View Select the Add a Product option in the grey sub-level menu on the left. This will open the same product form for you to complete. 1 There are some setup requirements to make Stock Level functionality work. Please contact the Association Online team to check your settings if you wish to use it. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 9

10 Copyright 2017 Concept and Information remains the property of Advanced Solutions International 10

11 Shipping and Freight When your members/contacts make an online product purchase, they will need to be able to identify the costs for shipping and freight. As administrators, you need to setup your freight and shipping costs and requirements prior to publishing these items for sale. In the Orders and Invoicing section there are three areas of freight and shipping to setup in the first instance: Freight Calculator - used to identify costs based on the location the item is to be sent Shipping Categories - used to identify how the user wants the item sent Freight Categories - used to identify how the freight will be allocated to a product Freight Calculator A freight calculator is required to calculate your Online Store freight options. The freight calculator will appear in the shopping cart for your customers to calculate the amount of freight based on the location the item is to be sent. To enable the Freight Calculator: 1. Go to Orders and Invoicing>Setup>Cart Display Tab and select Freight Calculator (as below) A Label Form will pop up. Ensure the Status field radio button is On. If not, click the On button Copyright 2017 Concept and Information remains the property of Advanced Solutions International 11

12 Shipping Categories A user will select a Shipping Category in their shopping cart to identify how they wish to have an item sent. The information entered in the Shipping Categories in the back end will display in the Category options on the front end. Some examples could be: Australia Post Express Post International Post Pickup Item You can add a description of the shipping method to assist the user in making the most appropriate choice for their item to be shipped. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 12

13 Set up Shipping Categories 1. Go to Orders & Invoicing>Setup>Shipping Categories. 2. Click the icon to add a new Shipping Category. 3. Complete the Shipping Category Form using the information listed below: Copyright 2017 Concept and Information remains the property of Advanced Solutions International 13

14 Field Title Abbreviation Service Description Freight Free Threshold Minimum Freight Pickup Category Countries Tab Description Required Field: Name the category Shown on the front end and in freight categories Select what type of service it is from the dropdown list Information seen on the front end by the consumer Optional: Insert an amount the item needs to be before this shipping charge will occur Enter the minimum amount of freight to be charged. This will override any freight charges if the item s freight is under the minimum amount. Optional: Select if the products can be picked up by the consumer. Select which countries this shipping category applies to 4. Enable the Shipping Method Screen. Go to Orders & Invoicing>Setup>Cart Display and scroll down to Shipping Method Screen. Ensure the radio button is On, if not, click the on button. Note: The costs for these Shipping Categories are edited in the Freight Categories section. See below. Freight Categories Set up Freight Categories Freight Categories are set up to apply a charge to your products on a per item or per kilo basis. You need to set up a separate freight category for each different package option that you use. You also have the ability to link to Australia Post Freight Categories, making calculating postage much simpler. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 14

15 To set up the freight categories, go to Orders & Invoicing>Setup>Freight Categories Add a new Freight Category: 1. Click the green plus sign at the top of the category list. 2. Name your Category and identify if it will be a charge on a Per Item or Per KG basis. 3. Select the relevant payment group. The Payment Group field only displays if you are using a multiple payment groups in Online store. See Payment Groups section of this manual for more information. Note: You must select the same payment group for the freight category as the relevant product/s or the freight will not work. 4. Save to open the rest of the category form. 5. Add your freight details on the Freight Category Form using the field information below. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 15

16 Field if not using Australia Post Live Values 1. Freight per shipping method Description A list of your shipping methods will display where you can add your own cost values for this category per shipping method. 2. Handling Apply a handling charge (if applicable). The Handling charge is applied based on the freight category selected for the product. If two of the same items are purchased, the handling charge will only be applied once. You have an option to use Australia Post Live Values; this option connects to the Australia Post site and applies a true value cost as per the Australia Post website at the time and date of purchase. If you wish to use this option rather than input your own values, select the orange Use Australia Live Post Values instead at the bottom of the Freight Category Form. Complete the form using the field descriptions below. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 16

17 Field if using Australia Post Live Values 1. Package Types Description Select from the drop down box these packages are configured to align with Australia Post specifications. The image and packaging dimensions will update based on the drop down option selected. Note: Alternatively you can enter your own package dimensions if none of the dropdown options apply 2a. Fallback Aus Post 2b. Fallback Aus Int Enter a value for when the Australia Post calculation service is not available at the time of purchase. Enter a value for when the Australia Post calculation service is not available at the time of purchase. 3. Valid If a tick is present, the packaging settings have been sent to Australia Post and are valid. 4. Do not use Australia Post Live Values Select this button if you do not wish to use the Australia Post settings. In this instance the display will change and you will need to add your own values to the Fields that appear. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 17

18 Apply Freight Categories to Products Once the Shipping and Freight Categories are set up they can be linked to one or more products. 1. In the Online Store, click on a product to open the product form. 2. In the Product Price/Freight tab>freight Category field, apply the relevant freight category from the dropdown list. The users can then purchase their item on the front end and select Freight Calculator to determine the amount of freight costs that will be added to their order. A pop-up box will appear for them to enter the shipping method of choice and their postcode for the order to be sent to. Select the Submit button to view the applicable freight cost. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 18

19 Copyright 2017 Concept and Information remains the property of Advanced Solutions International 19

20 Discount Options If you want to offer a discount to your online shoppers, you can do so using the Price/Freight tab. See below for the two key discount options you can offer your buyers. Discounts could be applied for the following reasons: 1. Sale / special price for a certain time 2. Member s discount price Applying a Sale / Special Price Discount In order to apply a sale price/special price to a product, go to the Price/Freight tab. Enter the new price in the Special Price field and select Display Special Price. The Sale/Special Price will appear on the front end as follows:. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 20

21 Applying Member s Discounts It is possible to set up Members discounts. 2 To add a Member s discount price to your product: 1. The first step is to identify an available Discount Level in your system. There are five available Discount Levels (labelled A, B, C, D and E) that can be used in the AO system. You will need to select a suitable Discount Level code for one or more membership types to be used in the Online Store. To apply the Discount Level, first go to Membership Type Setup>Member Benefits tab, select the relevant Discount Level from the dropdown option. Then apply it to all relevant membership types. 3 2 Members must be logged into the system to receive their discount 3 These Discount Levels are used across the whole Association Online site, not only in Online Store, so you will need to ensure you are consistent in your application of discount levels across your membership types and system sections. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 21

22 2. Then in the Online Store Product Record form, go to Price/Freight tab and enter the relevant member s price in the appropriate Discount Level field. 4 This field can also be relabelled and displayed on the front end of the website as Members Price if required. 4 If the field is not displaying in your product record form, contact the Association Online team to enable it for you. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 22

23 Options Available for Purchase The following options are available for purchase as additional features for your online store. See the instructions for more information if relevant to you. edownloads The edownloads function is used if you require your members/contacts to buy digital resources, such as ebooks, emagazines, or any other online documents available for purchase. 5 To Add an edownload for purchase: 1. Go to the product/record form>edownload tab. Ensure the edownload field is checked, add your title and upload your document, book or magazine. 5 The Association Online team will enable the edownload tab on receipt of payment Copyright 2017 Concept and Information remains the property of Advanced Solutions International 23

24 edownloads with an Online Payment Method If a user has purchased the edownload with an online method of payment (credit card), the purchaser will receive the following message once they have been through the payment gateway: They select the Download Area and are able to open, save and print their edownload from here. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 24

25 edownloads with an Offline Payment Method If a user purchases an edownload with an offline method of payment (direct deposit/cheque), they will receive this message when they enter their Download Area. An invoice and will be sent to the purchaser re payment required including a placeholder advising that the edownload will not be available until payment has been received. (see part of example below) Then, once payment has been received in your bank account, go to Orders & Invoicing>Order list and select the relevant order. Change the status to Payment received (send s) and click Set. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 25

26 This marks the order off as payment received and sends the user an including the link to their eresource. Note: If the Payment received (send s) option is not available, go to Orders & invoicing> Templates/Log and enable and edit the User Notification: Payment Received Template. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 26

27 Colour, Size, Style Options If you offer your members more than one option for your products, you can manage these options all within the one product form rather than creating multiple product records. For example, you have an Association T-Shirt available in various sizes and colours. To add your options: 1. Ensure the Enable Options box is checked 2. Check the Show Price A-E box (if applicable this is to enable the member s discount prices as mentioned previously) 3. Check the Show Freight box (if applicable) 4. Select the small plus sign to the left to of the Product Code heading to bring up the field options 5. Add your colours, sizes or styles in the fields provided. 6. Select your images to suit your options using the dropdown list Continue to select the small plus sign to add more options. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 27

28 Front End View The users will then be able to select their preferred options from a dropdown list prior to adding the item to their cart. Featured Products When your home page has a section to feature a product, you can control the featured product via the Single or Random Product Selector. Go to Commerce>Online Store>Single Product Selector (sometimes called Random Product Selector). Add a Featured Product 1. In the column on the right, click on the item you wish to feature 2. Click on Add; the item will appear in the column on the left, and will be featured on the home page 3. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 28

29 Change a Featured Product 1. Click on the product, (which will be in the column on the left) 2. Click on Remove 3. Click on the new product that you wish to feature, which will be listed in the column on the right 4. Click on Add; the item will appear in the column on the left, and will be featured on the home page. 5. Gift Vouchers If you have purchased the option for your users to purchase gift vouchers with your Association, see the following information to setup the sale of a Gift Voucher. To Add a Gift Voucher: 1. Add a new product Title it Gift Voucher (and the price if relevant) 2. Go to the Price/Freight tab, select Available for Purchase and add the price 3. In the Price/Freight tab, in the Product Type field select the radio option of Gift Voucher (see below) 6 6 If this field is not displaying, contact Association Online team to enable it. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 29

30 To purchase a Gift Voucher on the front end: 1. Select the relevant product and go through the Shopping cart as per normal. 2. Complete the required fields on the Gift Voucher Details page. 3. Check the box to the Gift Voucher directly to the recipient. 4. An will be sent to the recipient with the voucher details attached. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 30

31 Payment Groups If your association has purchased one or more additional payment groups, they are available to be selected on a per product basis in the Online Store. If your Association Online system supports any of the following payment groups, you can now select the appropriate payment group for each of your store products: Different payment method selections: for example, only credit card payments for online store, but allow direct deposit or cheque payment options for membership Transfer of funds to different bank accounts: funds from different product purchases allocated to different bank accounts, depending on your Association's requirements New Zealand Dollars and tax rate: if you have members who live in New Zealand. To enable Payment Groups: 1. Add a Payment Group to be nominated against each product in the Price/Freight tab. If you have other applications to the product such as size options or edownloads, the selected payment group will be applied to these also. 2. The Freight Setup also needs to be upgraded to allow the nomination of Payment Groups for each freight category. When selecting a freight category for a product, only categories in the same payment group as the product will be available for selection. 7 7 If a user purchases more than one product with different payment groups assigned, they will not be able to progress through the payment gateway. Only one payment group type can be used at one time. Copyright 2017 Concept and Information remains the property of Advanced Solutions International 31