Ultracart Reference Manual

Edition

5.0 Date: April 2009

UltraCart Support Group

UltraCart Merchant UltraCart: Merchant Manual Reference Manual Reference ULTRACART SUPPORT GROUP

Copyright © 1998-2009 BPS Info Solutions, Inc. [email protected]

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Table of Contents 1. Introduction to UltraCart................................................................................................. 1 What this Book Covers ................................................................................................... 1 Conventions in this Book................................................................................................ 1 Navigating to a Specific Page ..................................................................................... 1 Obtaining Support........................................................................................................... 1 2. Signup with UltraCart ..................................................................................................... 2 Requirements .................................................................................................................. 2 Web Browser .............................................................................................................. 2 Adobe Acrobat ............................................................................................................ 2 Starting the Signup Process ............................................................................................ 3 Setup Wizard............................................................................................................... 3 Setup Confirmation..................................................................................................... 4 Logging in For the First Time......................................................................................... 6 Navigating the UltraCart System .................................................................................... 8 Support Menu.............................................................................................................. 8 Open Support Case ..................................................................................................... 9 Suggested Solutions (support case) .................................................................... 9 Support Portal ....................................................................................................... 10 Online Manual ...................................................................................................... 10 Order Manual ........................................................................................................ 11 Contact Us............................................................................................................. 11 Live Chat............................................................................................................... 11 Main Menu................................................................................................................ 12 UltraCart Dashboard ................................................................................................. 12 Widgets ................................................................................................................. 12 Add a Dashboard Widget.................................................................................. 13 Relocate a Dashboard Widget........................................................................... 13 Remove a Dashboard Widget ........................................................................... 13 Quick Jump link................................................................................................ 14 Find an Order Preferences Icon ........................................................................ 14 UltraCart News ..................................................................................................... 15 Preferences............................................................................................................ 15 3. UltraCart Configuration ................................................................................................ 16 General (Configuration)................................................................................................ 18 Merchant Profile ....................................................................................................... 18 Regional Settings ...................................................................................................... 19 Service Plan .............................................................................................................. 19 Basic Account ....................................................................................................... 19 Billing Credit Card................................................................................................ 19 Billing Activity ..................................................................................................... 20 Other Options........................................................................................................ 20 Close Account................................................................................................... 21 Reopen Account................................................................................................ 21 Users ......................................................................................................................... 21 Suggested Merchant User Configuration.............................................................. 21 i

User Configuration screen .................................................................................... 23 Contact Information .......................................................................................... 24 New Password................................................................................................... 24 New FTP Password........................................................................................... 25 UltraSecure One Time Password Token:.......................................................... 26 Permissions and Email Notifications ................................................................ 27 Edit an Existing User ............................................................................................ 28 Checkout ....................................................................................................................... 29 Abandon Interval ...................................................................................................... 29 Advertising Sources .................................................................................................. 29 Tracking Mechanism ............................................................................................ 30 Selectable Sources ................................................................................................ 30 Adding a New Source ........................................................................................... 30 Editing Selectable Sources.................................................................................... 32 Assigning Aliases.................................................................................................. 32 Advertising Sources Report .................................................................................. 33 Allowed Countries .................................................................................................... 34 buySAFE................................................................................................................... 35 Sign up at buySAFE.............................................................................................. 35 Configuring buySAFE at UltraCart ...................................................................... 36 Adding the buySAFE Seal to your Website ......................................................... 36 Checkout Terms ........................................................................................................ 36 Contact Information .................................................................................................. 37 Customer Profiles...................................................................................................... 38 Activate Customer Profiles ................................................................................... 38 Wholesale Signup ................................................................................................. 39 Wholesale Related Links for Web Site................................................................. 39 Wholesale Signup Link..................................................................................... 40 Wholesale Login Link....................................................................................... 41 Wholesale Logout Link..................................................................................... 41 Customer Service ...................................................................................................... 41 Digital Delivery ........................................................................................................ 42 Download Attempts .............................................................................................. 42 Link Expiration ..................................................................................................... 42 PayPal Fast Checkout ........................................................................................... 42 Accept all payment methods................................................................................. 42 Fraud Prevention....................................................................................................... 42 Free Promotional Item .............................................................................................. 43 Gift Giving ................................................................................................................ 44 Allow gift giving................................................................................................... 44 Gift Charge (Base Fee) ......................................................................................... 44 Gift Charge (Per Item Fee) ................................................................................... 45 Wrapping Paper ........................................................................................................ 45 Adding a Wrapping Paper..................................................................................... 45 Setting the Cost ..................................................................................................... 46 Changing a Wrapping Paper ................................................................................. 47 Deleting a Wrapping Paper............................................................................... 47 Checkout Process .................................................................................................. 47 ii

Packing Slips (gift giving) .................................................................................... 48 Minimum Amount .................................................................................................... 49 Multi Currency.......................................................................................................... 49 Order ID Scheme ...................................................................................................... 50 Payments ................................................................................................................... 52 Methods (tab) ........................................................................................................ 53 PayPal ............................................................................................................... 53 COD .................................................................................................................. 54 Credit Cards ...................................................................................................... 55 Google Checkout .............................................................................................. 56 Paper Checks - Money Orders - Electronic Checks.......................................... 59 Purchase Orders ................................................................................................ 60 Saf-T-Pay .......................................................................................................... 61 Wire Transfer .................................................................................................... 61 Transaction Gateways (tab) .................................................................................. 62 Purpose of Transaction Gateways..................................................................... 62 Supported Gateways ......................................................................................... 63 Reasons to Signup with a Gateway................................................................... 63 Limitations of Support ...................................................................................... 63 Unsupported Gateways ..................................................................................... 63 Transaction Gateway Authorization Model.......................................................... 64 UltraCart Test Gateway ........................................................................................ 65 Options (tab) ......................................................................................................... 66 Charge During Checkout .................................................................................. 66 Charge During Checkout - NO ......................................................................... 67 Accounts Receivable Transaction Review........................................................ 67 Charge During Checkout - YES ....................................................................... 68 Restrictions (tab)................................................................................................... 69 Tests (tab).............................................................................................................. 70 Create Payment Test ......................................................................................... 71 Filters (tab)............................................................................................................ 72 Edit or Delete a Filter........................................................................................ 73 Rotating Transaction Gateway.............................................................................. 73 Related Items ............................................................................................................ 74 Return Policy ............................................................................................................ 74 Sales Tax................................................................................................................... 75 Tax Rates .............................................................................................................. 76 Set-up ................................................................................................................ 76 Country ............................................................................................................. 76 State................................................................................................................... 78 County............................................................................................................... 79 City and Postal Codes ....................................................................................... 80 Tools ..................................................................................................................... 80 Import Sales Tax Clearinghouse feed file......................................................... 81 Search Tool ............................................................................................................... 84 Search Configuration ............................................................................................ 84 Search Result Template ........................................................................................ 85 Shipping .................................................................................................................... 86 iii

Distribution Centers Tab........................................................................................... 86 Distribution Center................................................................................................ 87 Shipment Cut-off Times ....................................................................................... 88 Transmission Mechanism ..................................................................................... 88 Transmission Schedule ......................................................................................... 90 FTP Account ......................................................................................................... 91 Preferences for Shipments to Specific Locations ................................................. 91 Order Status Codes ............................................................................................... 92 Checkout Options Tab .............................................................................................. 93 Methods Tab ............................................................................................................. 97 Adding Shipping Methods .................................................................................... 97 Shipping Methods (Configuration) ....................................................................... 98 Delete Shipping Method ....................................................................................... 98 Configure Shipping Details................................................................................... 99 Cost Tab ............................................................................................................ 99 Restrictions (tab)............................................................................................. 100 Insurance Tab.................................................................................................. 102 Estimated Delivery Tab .................................................................................. 103 Handling Charge Tab...................................................................................... 104 Packages Tab .................................................................................................. 106 Other Tab ........................................................................................................ 107 Default Shipping Method.................................................................................... 109 Packages Tab .......................................................................................................... 109 New Package....................................................................................................... 110 Delete Package.................................................................................................... 112 Edit Package........................................................................................................ 112 Shipper Specific Options ........................................................................................ 112 Destination Restrictions .......................................................................................... 114 Ship Date - Delivery Date....................................................................................... 116 Configuration ...................................................................................................... 116 Estimated Delivery.......................................................................................... 116 Checkout Options............................................................................................ 117 Shipment Cut-off Times ................................................................................. 117 Order Process .................................................................................................. 118 Shipping Department Views ........................................................................... 120 Single Page Checkout ............................................................................................. 121 Shopping Cart Look & Feel Configuration ................................................................ 122 Checkout Text......................................................................................................... 122 Dynamic Pricing ..................................................................................................... 123 Real Time Preview and Show Background ........................................................ 126 Screen Branding...................................................................................................... 128 Screen Branding Themes ........................................................................................ 129 Theme Editor ...................................................................................................... 130 Theme Tab .......................................................................................................... 130 Graphics Library Tab.......................................................................................... 130 View Button .................................................................................................... 132 Link Button ..................................................................................................... 132 Download Image............................................................................................. 133 iv

Delete Button .................................................................................................. 133 Screens Tab......................................................................................................... 133 Editing Brandable Screens.................................................................................. 135 Which Editor? ..................................................................................................... 135 How Branding Works ......................................................................................... 135 Rules for Html Pages .......................................................................................... 136 Techniques for Branding Design ........................................................................ 136 Applying Branding to other screens ................................................................... 137 Save and Preview............................................................................................ 137 Adding Additional Themes..................................................................................... 137 Setting the Default Theme .................................................................................. 137 Deleting a Theme................................................................................................ 138 Using Secondary Screen Branding Theme ......................................................... 138 Passive Branding..................................................................................................... 138 Back Office ................................................................................................................. 139 Amazon Turk .......................................................................................................... 139 aMember Integration............................................................................................... 140 About aMember .................................................................................................. 140 Setting up aMember............................................................................................ 140 Assigning aMember items to UltraCart items .................................................... 141 Auto Order Processing............................................................................................ 142 General................................................................................................................ 142 Notifications........................................................................................................ 142 Retry Settings...................................................................................................... 143 Payment Settings................................................................................................. 143 Email Addresses...................................................................................................... 144 Exporting Orders..................................................................................................... 145 Export Mapping .................................................................................................. 145 Naming the Mapping .......................................................................................... 146 Export File Formats ............................................................................................ 147 Biz Tracker™.................................................................................................. 147 XML DTD or XML W3C Schema? ............................................................... 147 Alternative Mime Type....................................................................................... 147 Default Export Settings....................................................................................... 147 Spreadsheet Column Configuration (mapping) .................................................. 148 Save and/or Preview ........................................................................................... 150 Integration Programming Techniques................................................................. 150 Export (from) Locations ................................................................................. 150 Accounts Receivable / Shipping Department ................................................. 151 Order Management ......................................................................................... 151 Froogle Integration.................................................................................................. 152 Automatic Data Feed to Froogle......................................................................... 152 What does Froogle support cost?........................................................................ 153 Internet Explorer ..................................................................................................... 154 Old Order Handling ................................................................................................ 155 Order Retention....................................................................................................... 155 Printable Documents............................................................................................... 156 Address Labels.................................................................................................... 156 v

Custom Label Format ......................................................................................... 156 Packing Slips....................................................................................................... 157 QuickBooks Terms and Lists.................................................................................. 158 Payment Terms ................................................................................................... 159 Sales Reps ........................................................................................................... 160 QuickBooks™ Classes........................................................................................ 160 Receipt .................................................................................................................... 161 Receipt Tags........................................................................................................ 161 Tag Definitions ............................................................................................... 162 Text ..................................................................................................................... 163 Save & Preview................................................................................................... 163 Report Delivery....................................................................................................... 164 Salesforce.com ........................................................................................................ 165 Introduction & Prerequisites ........................................................................... 165 Retrieving your Security Token...................................................................... 165 Configuring UltraCart..................................................................................... 166 Mapping UltraCart fields to Salesforce.com fields......................................... 168 Configuring Salesforce.com Outbound Messages.......................................... 170 Configuring Salesforce.com Workflow Rules................................................ 172 Salesforce.com Data Management.................................................................. 175 Helpful Hints................................................................................................... 178 Shipment Notification............................................................................................. 180 UltraBooks .............................................................................................................. 181 XML Postback ........................................................................................................ 181 XML Post Back Script ........................................................................................ 182 Configure the Post Back functionality................................................................ 182 XML Schema ...................................................................................................... 183 Channel Partners ......................................................................................................... 183 Ignite Media Solutions............................................................................................ 183 Amazon Seller Central............................................................................................ 184 Buy.com .................................................................................................................. 185 OverStock.com........................................................................................................ 186 SkyMall................................................................................................................... 187 SmartBargains......................................................................................................... 188 Other Configuration .................................................................................................... 189 Dayspring Web Hosting.......................................................................................... 189 Reference Manual Purchase.................................................................................... 189 UltraSecure OTP Tokens ........................................................................................ 190 Cost ..................................................................................................................... 190 Recommended Usage.......................................................................................... 190 Ordering .............................................................................................................. 190 Custom SSL ............................................................................................................ 191 4. Order Management ..................................................................................................... 194 Departments ................................................................................................................ 195 Accounts Receivable................................................................................................... 195 Viewing Order Details ............................................................................................ 195 Processing Orders ................................................................................................... 195 Refresh Button .................................................................................................... 196 vi

Authorize Orders – Non Gateway Merchants..................................................... 196 Authorize Orders – Gateway Merchants............................................................. 196 Batch Authorize Review Screen ......................................................................... 197 Export Orders.......................................................................................................... 198 Print Orders............................................................................................................. 199 Print Drafts.............................................................................................................. 199 Print Packing Slip ................................................................................................... 200 Reject ...................................................................................................................... 200 Change View........................................................................................................... 200 Ship Date View ................................................................................................... 200 Order Editing (accounts receivable) ....................................................................... 201 Order Section ...................................................................................................... 201 Edit Customer, Edit Items and Copy Order Buttons....................................... 201 Print PDF Button............................................................................................. 201 Print HTML .................................................................................................... 201 Print Draft (eCheck only)................................................................................ 201 Credit Card Order – Gateway Merchant............................................................. 201 Check Order ........................................................................................................ 202 PayPal Order ....................................................................................................... 203 Auto Orders............................................................................................................. 204 Auto Order Search .............................................................................................. 205 Cancel Auto Orders............................................................................................. 206 Edit Auto Orders ................................................................................................. 206 Settings............................................................................................................ 207 Credit Card Information.................................................................................. 207 Items................................................................................................................ 207 Order History .................................................................................................. 208 Pre-Orders ............................................................................................................... 209 Refresh Button .................................................................................................... 209 Print Orders Button ............................................................................................. 209 Releasable indicator ........................................................................................ 209 Release Button .................................................................................................... 209 Individual Pre-Order Screen ................................................................................... 209 Shipping Department .................................................................................................. 211 Self Serviced Distribution Center ............................................................................... 211 Order Editing (shipping) ......................................................................................... 212 Order Section .......................................................................................................... 213 Edit Customer Button ............................................................................................. 213 Billing Tab .......................................................................................................... 213 Shipping Tab....................................................................................................... 214 Gift Tab............................................................................................................... 215 Tax Tab ............................................................................................................... 216 Other Tab ............................................................................................................ 216 Edit Items Button .................................................................................................... 217 Item Editor Screen (Layout) ............................................................................... 218 Modifying an Item .............................................................................................. 218 Adding a New Item............................................................................................. 218 Item ID Search .................................................................................................... 218 vii

Copy Order.......................................................................................................... 219 Print Packing Slip ............................................................................................... 220 Print HTML ........................................................................................................ 220 Shipment Section .................................................................................................... 221 Merchants Comments ............................................................................................. 221 Shipping Department Tool Bar............................................................................... 221 Customizing the Tool Bar................................................................................... 222 Refresh Button .................................................................................................... 222 Change View Button........................................................................................... 223 Ship Date View ............................................................................................... 223 Change Status Button.......................................................................................... 223 Mark Shipped...................................................................................................... 224 Print Address Labels ........................................................................................... 225 Print Packing Slips.............................................................................................. 225 Print Pick List ..................................................................................................... 226 Export Orders...................................................................................................... 226 Export UPS WorldShip....................................................................................... 226 Import UPS WorldShip....................................................................................... 226 Export Endicia Dazzle ........................................................................................ 226 Exporting UltraCart Orders............................................................................. 227 Importing to Dazzle ........................................................................................ 228 Import Endicia Dazzle ........................................................................................ 230 Export MOM....................................................................................................... 230 Fulfillment Provider view ........................................................................................... 231 Shipping Status Columns........................................................................................ 231 Queued for Transmission.................................................................................... 231 Pending Immediate Transmission....................................................................... 231 Unacknowledged Shipments............................................................................... 231 Recently Acknowledged Shipments. .................................................................. 231 Distribution Center buttons..................................................................................... 232 Refresh ................................................................................................................ 232 Remove from Queue ........................................................................................... 232 Retransmit ........................................................................................................... 232 Log ...................................................................................................................... 232 Send Queued ....................................................................................................... 232 Mark Shipped...................................................................................................... 232 Tools ........................................................................................................................... 233 Back End Order Entry (BEOE)............................................................................... 233 Introduction......................................................................................................... 233 Installation and Setup.......................................................................................... 233 Installation....................................................................................................... 233 Setup ............................................................................................................... 234 Launching BEOE ................................................................................................ 234 Backfill QuickBooks™ Codes................................................................................ 236 Customer Profile Management ............................................................................... 237 Searching for a Customer Profile........................................................................ 237 Adding a New Customer Profile......................................................................... 237 Edit or Delete Customer Profile.......................................................................... 239 viii

Export Orders.......................................................................................................... 240 Export Mapping ...................................................................................................... 241 Order Location ........................................................................................................ 241 Date ......................................................................................................................... 241 Date Range.............................................................................................................. 241 Review Orders ........................................................................................................ 242 Entering Search Criteria...................................................................................... 242 Viewing Orders................................................................................................... 243 5. PayPal ......................................................................................................................... 245 Integration with PayPal............................................................................................... 245 PayPal Account Types ............................................................................................ 245 Sign up for PayPal (new PayPal customer) ............................................................ 246 Upgrade (existing PayPal Personal Account holders) ........................................ 247 PayPal Business Solutions ...................................................................................... 247 PayPal Website Payments Standard.................................................................... 248 Express Checkout................................................................................................ 248 PayPal Website Payments Pro (USA only) ........................................................ 249 Setting up your Payment Solution ...................................................................... 250 API Access.......................................................................................................... 251 Configuring PayPal as a Payment method.............................................................. 255 PayPal Business Email........................................................................................ 255 QuickBooks™ Codes.......................................................................................... 255 Hold Order in Accounts Receivable ................................................................... 255 PayPal Integration Method ................................................................................. 256 PayPal Express Checkout ................................................................................... 256 Pay Pal Website Payments Pro (Express Checkout and Direct Payments) ........ 257 Website Payments Standard (Instant Payment Notification (IPN)).................... 258 Specifying the IPN Notification URL................................................................. 258 PayPal Customer Telephone Number..................................................................... 260 Dangling PayPal Orders.......................................................................................... 260 Merchants Operating Multiple UltraCart Accounts................................................ 261 6. Item Management ....................................................................................................... 262 Introduction................................................................................................................. 262 Item Configuration...................................................................................................... 262 Digital Library ........................................................................................................ 262 Items........................................................................................................................ 263 Folders................................................................................................................. 263 New Folder...................................................................................................... 264 Access a Folder ............................................................................................... 264 Create Sub Folders.......................................................................................... 264 Editing Folders................................................................................................ 265 Deleting Folders.............................................................................................. 265 Moving Folders............................................................................................... 266 Items List ............................................................................................................ 267 New Item......................................................................................................... 268 Item Listing..................................................................................................... 268 Moving Items .................................................................................................. 269 Deleting Items................................................................................................. 270 ix

Copying Items................................................................................................. 270 Item Search ..................................................................................................... 271 Quick Jump ..................................................................................................... 272 Add Store Wide Option .................................................................................. 273 Editing Items................................................................................................... 273 Item Links and forms ...................................................................................... 273 Buy Link ......................................................................................................... 274 Elements of a Buy Link .................................................................................. 274 Buy Link HTML snippet ................................................................................ 275 Buy Form ........................................................................................................ 275 Embedding a Dynamic Price Link.................................................................. 276 Inventory History Link ................................................................................... 277 Merchants Using Frames ................................................................................ 278 Add Store Wide Option ...................................................................................... 278 Item Editor .............................................................................................................. 280 Item Tab .............................................................................................................. 280 Item ID ............................................................................................................ 280 Description...................................................................................................... 280 Extended Description...................................................................................... 281 Manufacturer Name ........................................................................................ 281 Manufacturer SKU.......................................................................................... 281 Internal Memo................................................................................................. 281 URL to View Product ..................................................................................... 281 Image URL...................................................................................................... 281 Barcode ........................................................................................................... 281 UNSPSC ......................................................................................................... 281 Cost ................................................................................................................. 281 Weight............................................................................................................. 282 Dimensions (L x W x H)................................................................................. 282 Minimum Quantity.......................................................................................... 282 Maximum Quantity......................................................................................... 282 Multiple of Quantity ....................................................................................... 282 MSRP.............................................................................................................. 282 MAP................................................................................................................ 282 Taxable............................................................................................................ 282 Inactive............................................................................................................ 282 Gift Certificate ................................................................................................ 283 Special Product Type ...................................................................................... 283 Mix and Match Group..................................................................................... 283 QuickBooks™ Code ....................................................................................... 283 COGS.............................................................................................................. 283 No Realtime Charge........................................................................................ 283 Multimedia Tab................................................................................................... 283 Tools – Multimedia Gallery Script Generator ................................................ 284 Upload Multimedia ......................................................................................... 284 Import Multimedia .......................................................................................... 285 Multimedia Upload Failure............................................................................. 285 View Multimedia File ..................................................................................... 285 x

Edit Multimedia File ....................................................................................... 286 Delete Multimedia File ................................................................................... 286 Options Tab......................................................................................................... 286 Add Option...................................................................................................... 287 Description (fill-in) ......................................................................................... 288 Checkout Settings (check box) ....................................................................... 288 Type (radio button) ......................................................................................... 289 Drop Down Value List.................................................................................... 290 Radio Button Value List ................................................................................. 292 Associating Digital Content............................................................................ 293 Options Listing................................................................................................ 294 Remove Item Option....................................................................................... 295 Edit Item Option ............................................................................................. 295 Digital Delivery Tab ........................................................................................... 296 Discounts/Pricing Tiers Tab ............................................................................... 296 Discounts......................................................................................................... 296 Pricing Tiers.................................................................................................... 296 Volume Limits ................................................................................................ 297 Related Items Tab ............................................................................................... 298 Froogle Tab......................................................................................................... 298 Auto Order Tab ................................................................................................... 301 Customer Selectable Auto Order .................................................................... 302 Automatic Auto Order .................................................................................... 304 Auto Order Confirmation Email ..................................................................... 308 Converting a regular Order to Auto Order...................................................... 309 Shipping Tab....................................................................................................... 310 Shipping Options ............................................................................................ 310 Customs Information ...................................................................................... 311 Inventory Control and Distribution................................................................. 311 Shipping Method Specific Options................................................................. 314 Shipping Destination Markups ....................................................................... 314 Shipping Destination Restrictions................................................................... 315 Ship on Day of Week Restrictions.................................................................. 317 Package Requirements .................................................................................... 317 Catalog Tab......................................................................................................... 318 Attributes......................................................................................................... 318 Variations........................................................................................................ 318 Exploded Diagrams......................................................................................... 322 Other tab (Item Editor)........................................................................................ 332 Payment Method Restrictions ......................................................................... 332 Reporting......................................................................................................... 333 Tax Exemptions .............................................................................................. 333 Terms .............................................................................................................. 334 Item Kitting......................................................................................................... 335 New Kit........................................................................................................... 335 Kit Components (tab)...................................................................................... 336 Kit Shipping (tab) ........................................................................................... 337 Mix and Match Groups (discounts) ........................................................................ 338 xi

Creating a Mix and Match Group ....................................................................... 338 Mix & Match Optional Rules (2)........................................................................ 339 Edit a Mix and Match Group .............................................................................. 340 Applying Mix and Match Group to Store Items ................................................. 340 Mix and Match Groups for Pricing Tier Members ............................................. 341 Discounts at Checkout ........................................................................................ 342 Perishable Classes................................................................................................... 343 Configuring Perishable Classes .......................................................................... 343 Pricing Tiers............................................................................................................ 345 Pricing Tier Fields............................................................................................... 346 Delete Pricing Tier.............................................................................................. 348 Pricing Tier Editor .............................................................................................. 348 Store Wide Item Options ........................................................................................ 348 Creating............................................................................................................... 348 Associating With Items....................................................................................... 350 Deleting............................................................................................................... 351 Upsell After................................................................................................................. 352 What type of items should I Upsell?....................................................................... 353 Priority Processing .............................................................................................. 353 How does the Upsell system work? ........................................................................ 353 Upsell After Configuration ..................................................................................... 353 Upsell Offer ............................................................................................................ 354 Upsell Offer Graphic Link .................................................................................. 356 Preview an Upsell Offer...................................................................................... 356 Edit an Upsell Offer ............................................................................................ 356 Delete an Upsell Offer ........................................................................................ 356 Upsell Paths ............................................................................................................ 356 Traffic Percentage............................................................................................... 356 Steps.................................................................................................................... 357 New Path............................................................................................................. 357 Tools ........................................................................................................................... 359 Amazon Seller Central Import ................................................................................ 359 Amazon Seller Central Manual Upload.................................................................. 360 Barcode Generator .................................................................................................. 360 Batch Item Export ................................................................................................... 362 Selecting Export Data ......................................................................................... 363 Exporting Child Folders...................................................................................... 363 Selecting Export Format ..................................................................................... 363 Batch Item Import ................................................................................................... 364 Field Order (mapping) ........................................................................................ 364 Creating your import file .................................................................................... 364 Importing your file.............................................................................................. 364 Step 1: File Import .......................................................................................... 364 Step 2: Map Fields .......................................................................................... 366 Import Field Order .......................................................................................... 366 Special Category Fields .................................................................................. 367 Standard Fields................................................................................................ 367 Step 3: Import Source Name (Optional) ......................................................... 369 xii

Step 4: Options................................................................................................ 369 Batch Item Updates................................................................................................. 372 Searching for items to update ............................................................................. 372 Search Results..................................................................................................... 373 Selecting Update Fields ...................................................................................... 374 Completing the Update ....................................................................................... 375 Inventory Adjustment ............................................................................................. 375 Inventory Transfer .................................................................................................. 376 Setting the Transfer Quantity.............................................................................. 377 Edit an existing Inventory Transfer .................................................................... 379 Inventory Shipped............................................................................................... 379 View/Edit a Transfer........................................................................................... 380 Shipment Arrived................................................................................................ 380 Delete an existing Inventory Transfer................................................................. 382 Item Cleanup Utility ............................................................................................... 382 Defining the view (items) ................................................................................... 382 Item Cleanup Utility Editor ................................................................................ 384 Price Update Tool ................................................................................................... 385 7. Digital Delivery .......................................................................................................... 386 Introduction................................................................................................................. 386 Digital Library ............................................................................................................ 386 Upload files............................................................................................................. 387 Upload a new file collection ................................................................................... 387 Digital Library List ................................................................................................. 388 Download............................................................................................................ 388 Edit Button .......................................................................................................... 389 Replace File .................................................................................................... 389 Change Description......................................................................................... 389 Delete Link.......................................................................................................... 390 PDF Properties Button ........................................................................................ 390 Item Association (to digital content)........................................................................... 391 Files......................................................................................................................... 391 Activation Codes..................................................................................................... 392 Digital Purchases ........................................................................................................ 393 Types of Digital Content............................................................................................. 393 8. UPS WorldShip Integration ........................................................................................ 394 Introduction................................................................................................................. 394 Preparing to Export from UltraCart ............................................................................ 394 Configuring an Import Map ........................................................................................ 394 Importing an UltraCart Shipping Export File ............................................................. 402 Configuring an Export Map ........................................................................................ 405 Importing a UPS WorldShip Export File.................................................................... 410 9. Marketing.................................................................................................................... 413 Introduction................................................................................................................. 413 Marketing.................................................................................................................... 414 Coupons .................................................................................................................. 414 Creating new coupons......................................................................................... 415 Editing an existing coupon.................................................................................. 418 xiii

Copy an existing coupon..................................................................................... 418 One Time Codes ................................................................................................. 418 Usage Report....................................................................................................... 418 Deleting an existing coupon................................................................................ 419 Email Lists .............................................................................................................. 420 Rules Based List ................................................................................................. 420 Rules Descriptions .......................................................................................... 420 Manual Entry List ............................................................................................... 421 Imported Email List ............................................................................................ 421 Creating a New Email List...................................................................................... 421 Create Rules Based List ...................................................................................... 422 Item Based Rule.............................................................................................. 424 Temporal Based Rule...................................................................................... 424 Order Amount Based Rule.............................................................................. 425 Geographic Based Rule................................................................................... 425 Mileage Based Rule ........................................................................................ 426 Pricing Tier Based Rule .................................................................................. 426 Marketing Email Based Rule .......................................................................... 427 Creating Additional Rules................................................................................... 427 Edit a Rule........................................................................................................... 428 Delete a Rule....................................................................................................... 428 Create Manual Entry List........................................................................................ 428 Create an Imported E-mail list................................................................................ 431 Managing Email List............................................................................................... 434 Delete Email List ................................................................................................ 434 Edit Email List .................................................................................................... 434 Edit Imported Email List ................................................................................ 435 Edit Manual Email List................................................................................... 435 Edit Rule Based List ....................................................................................... 435 View/Export Email List ...................................................................................... 435 Signup Wizard .................................................................................................... 437 Opt Out E-Mail Address ..................................................................................... 438 Campaigns............................................................................................................... 440 Creating a new campaign.................................................................................... 441 Campaign Report ................................................................................................ 447 Deleting a campaign ........................................................................................... 448 Gift Certificates....................................................................................................... 449 Creating a store item Gift Certificate.................................................................. 449 Gift Certificate Value Options ........................................................................ 450 Creating an on demand Gift Certificate .............................................................. 450 Certificate Amount.......................................................................................... 450 Quantity........................................................................................................... 451 Certificate Expiration...................................................................................... 451 Gift Certificates Code ......................................................................................... 451 Managing Gift Certificates ................................................................................. 452 Certificate Deletion......................................................................................... 452 Certificate Editing........................................................................................... 452 Certificate Ledger ........................................................................................... 453 xiv

Certificate Ledger Entry ................................................................................. 453 Return Email ........................................................................................................... 453 Return Email Address ......................................................................................... 454 Return Email Coupon ......................................................................................... 455 Return Email Message ........................................................................................ 455 Exit Pop................................................................................................................... 457 3rd Party Marketing .................................................................................................... 460 API Integrations ...................................................................................................... 460 External Auto Responders (AWeber) ..................................................................... 462 Configuring UltraCart for AWeber..................................................................... 462 Configuration at AWeber.................................................................................... 463 10. Auctions .................................................................................................................... 465 Introduction................................................................................................................. 465 Payment Wizard.......................................................................................................... 465 11. Catalog ...................................................................................................................... 469 Introduction................................................................................................................. 469 Create New Catalog Host........................................................................................ 469 Editing a Host Name........................................................................................... 470 Deleting a Host Name......................................................................................... 470 Host Name Selection........................................................................................... 471 Catalog Administration........................................................................................... 471 Manage Catalog Templates..................................................................................... 471 Template Name................................................................................................... 472 Template Contents .............................................................................................. 472 Edit Template...................................................................................................... 473 Delete Template .................................................................................................. 473 Manage Catalog Groups ......................................................................................... 473 Catalog (Root) Group ......................................................................................... 474 Group Title.......................................................................................................... 475 Group Description............................................................................................... 475 Group Template .................................................................................................. 475 Item Template ..................................................................................................... 475 Catalog Attributes ............................................................................................... 475 New Attribute...................................................................................................... 476 Catalog (child) Group ............................................................................................. 478 Group Title (child) .............................................................................................. 478 URL Code ........................................................................................................... 479 Image URL.......................................................................................................... 479 Group Description............................................................................................... 479 Parent Group ....................................................................................................... 479 Group Template .................................................................................................. 479 Item Template ..................................................................................................... 479 Attribute Tab....................................................................................................... 479 Item Assignment ..................................................................................................... 480 Catalog Groups pane........................................................................................... 481 Item Folders pane................................................................................................ 481 Items Assigned to Catalog Group ....................................................................... 482 Items in Folder pane............................................................................................ 482 xv

Assignment steps ................................................................................................ 482 Removing Items from a Catalog Group.............................................................. 483 Show Unassigned Items...................................................................................... 483 Download Logs....................................................................................................... 484 Log file Analyzers............................................................................................... 485 12. Customer Support Chat............................................................................................. 486 Introduction................................................................................................................. 486 Configuring Support Chat........................................................................................... 486 Account Activation ................................................................................................. 486 Support Queues....................................................................................................... 487 Queue Look & Feel................................................................................................. 488 AutoMessages ......................................................................................................... 490 Users ....................................................................................................................... 491 User Permissions................................................................................................. 492 View Transcripts................................................................................................. 493 Surveys.................................................................................................................... 493 View Reports ...................................................................................................... 496 AutoSurvey Settings ........................................................................................... 496 Using the Chat Administration Console ..................................................................... 497 Launching the Chat Administration Console.......................................................... 497 Logging into the Agent Console ............................................................................. 499 Navigating the Agent Console ................................................................................ 499 Current Status...................................................................................................... 500 Notification Sounds ............................................................................................ 501 Overview Section.................................................................................................... 501 All Customers Tab .............................................................................................. 501 Enqueued Customers Tab ................................................................................... 502 Queues Tab ......................................................................................................... 502 Details Section ........................................................................................................ 503 13. UltraBooks ................................................................................................................ 504 Introduction................................................................................................................. 504 Background ............................................................................................................. 504 What type of data will UltraBooks import?............................................................ 504 Importance of things matching up .......................................................................... 504 Downloading and Installing the Required Software............................................... 505 Getting Started with UltraBooks................................................................................. 505 Configuration Mode................................................................................................ 506 Accounting Codes................................................................................................... 507 Payment Methods................................................................................................ 508 Deposit to Account ......................................................................................... 508 Surcharge QuickBooks™ Code ...................................................................... 509 Sales Tax............................................................................................................. 510 Configuring Tax Codes in UltraCart............................................................... 510 Setting up Sales Tax in QuickBooks™ .......................................................... 510 Turn on Sales Tax ........................................................................................... 511 Sales Tax Codes.............................................................................................. 511 To add a sales tax code ................................................................................... 511 Sales tax items, rates, and tax agencies........................................................... 511 xvi

Selling to Non-taxed customers ...................................................................... 512 Shipping Methods ............................................................................................... 513 QuickBooks™ Item for Shipping ................................................................... 513 Coupons .............................................................................................................. 514 Going Live with UltraBooks........................................................................... 515 UltraCart Item ID’s versus QuickBooks™ Item Names ........................................ 516 A note about how UltraCart stores data.............................................................. 517 Using sequential order IDs...................................................................................... 517 Running UltraBooks ............................................................................................... 517 Settings................................................................................................................ 518 Import Orders...................................................................................................... 520 Order State (status) ............................................................................................. 521 Importing Historical Data ....................................................................................... 521 Manually Entry into QuickBooks™ ....................................................................... 521 Disable UltraBooks Integration .............................................................................. 523 Summary ..................................................................................................................... 523 14. Affiliate Management ............................................................................................... 524 Introduction..................................................................................................................... 524 Terms & Conditions........................................................................................................ 524 Open or Closed Program................................................................................................. 526 Affiliate Management ..................................................................................................... 526 Overview..................................................................................................................... 526 Approve Pending Affiliates .................................................................................... 527 Approve Invisible Link ........................................................................................... 527 Settings........................................................................................................................ 529 Program Name ........................................................................................................ 529 Program Description ............................................................................................... 529 Agreement............................................................................................................... 530 Welcome Letter....................................................................................................... 530 Number of Downline Tiers ..................................................................................... 530 Affiliate Cookie Lifetime (Days)............................................................................ 530 Allow Google AdWords Tracking.......................................................................... 530 Allow Yahoo Search Tracking................................................................................ 530 Pay Commissions on Auto Orders.......................................................................... 531 Creatives ..................................................................................................................... 532 New Creative .......................................................................................................... 532 Edit Creative ........................................................................................................... 534 Delete Creative........................................................................................................ 534 Sorting Creatives..................................................................................................... 534 Commissions............................................................................................................... 535 Global Commissions............................................................................................... 535 Individual Item Commissions ................................................................................. 536 Add Individual Item Commission....................................................................... 536 Edit Individual Item Commission....................................................................... 537 Delete Individual Item Commission ................................................................... 537 Links ........................................................................................................................... 538 Signup Link......................................................................................................... 538 Affiliate Signup-Form......................................................................................... 538 xvii

Login Link .......................................................................................................... 540 Invisible Link ...................................................................................................... 540 Priority Code Script ............................................................................................ 541 Affiliates ..................................................................................................................... 542 New Affiliate .......................................................................................................... 542 Check Payable to................................................................................................. 543 SSN / Tax ID....................................................................................................... 543 Affiliate Commission Adjustment ...................................................................... 543 Website Name..................................................................................................... 543 Website URL ...................................................................................................... 543 Marketing Strategy.............................................................................................. 543 Marketing Channels ............................................................................................ 543 Manage Existing Affiliates ..................................................................................... 544 View Reports ...................................................................................................... 544 Affiliate Report Configuration........................................................................ 545 Manual Ledger Entry .......................................................................................... 545 Edit Affiliate ....................................................................................................... 546 Login as Affiliate ................................................................................................ 547 Reports at a Glance ......................................................................................... 548 Commissions................................................................................................... 548 Affiliate Tools................................................................................................. 549 Affiliate Recruiting Link................................................................................. 553 Simple Link..................................................................................................... 553 Disable Affiliate.................................................................................................. 553 Affiliate Types ............................................................................................................ 555 New Affiliate Type ................................................................................................. 555 Edit Affiliate Type .............................................................................................. 556 Delete Affiliate Type .......................................................................................... 556 Reports ........................................................................................................................ 557 View All Affiliates.................................................................................................. 557 Individual Affiliate Dashboard ........................................................................... 557 View Click Summary.............................................................................................. 558 View Sales Summary.............................................................................................. 559 Process Payments.................................................................................................... 559 Export all affiliate information in CSV format....................................................... 561 INDEX ............................................................................................................................ 562

xviii

INTRODUCTION TO ULTRACART

Chapter

1

1. Introduction to UltraCart What this Book Covers

The primary focus of this book is to teach merchants how to configure UltraCart as their online shopping cart solution. Each chapter of this manual covers a component of the UltraCart system such as accounts receivable or shipping. While this manual may not cover every single question that a merchant may have, it attempts to cover the entire system in detail.

Conventions in this Book Throughout the manual, several conventions are used. Below is an explanation of each convention so that the meaning will be understandable when encountered. Navigating to a Specific Page If the directions require navigating to a specific area of the system using the web browser, then a box with the name of each link to click, followed by an arrow will appear. An example of a navigation instruction from the main menu, to the configuration menu, and then to the main settings page would look like: Main Menu  Configuration Menu  Main Settings

Obtaining Support UltraCart support attempts to help merchants in any way possible with the setup and basic configuration of their online store. There are several methods support can be obtained. Telephone Email On-line Chat

1-209-383-9870 [email protected] Support Portal

Monday-Friday 8:30AM-5PM PST 24/7/365 When available.

i

SIGNUP WITH ULTRACART

Chapter

2. Signup with UltraCart

2

Requirements The requirements for merchants to use the UltraCart system are very low. UltraCart uses technologies that are available on a wide variety of hardware and operating systems. The software requirements listed below should be available on Microsoft Windows 95/98/ME/NT 4/2000/XP, Apple MacOS 9 and MacOS X, Redhat Linux, SuSE Linux, FreeBSD, Solaris, and numerous other operating systems. Web Browser UltraCart is compatible with all of the major web browsers, so customers are not restricted to using a specific browser in order to place orders. Some of the reports that are available to the merchant through the “back office” administration sections of UltraCart are in the Adobe Acrobat format. This requires an additional plug-in to be downloaded and installed in order to view them. Our current suggestion for an excellent web browser is Mozilla Firefox. Firefox is a free piece of software developed by Time Warner and the open source community offering a browser that is compliant on the widest variety of operating systems. Mozilla Firefox is available for free download at: http://www.mozilla.com/en-US/ Other browsers will work with UltraCart including Netscape, Microsoft Internet Explorer and Opera. At this time, it is recommended that Microsoft Internet Explorer not be used because it's handling of the Adobe Acrobat plug-in can be problematic for dynamically generated content such as packing slips, invoices, etc. The Mozilla and Netscape browser's handles acrobat documents flawlessly. Adobe Acrobat UltraCart produces a variety of content in the format of Adobe PDF. If Adobe Acrobat 3.x or higher is not currently installed on your computer, the latest version can be downloaded free from Adobe. At the time of this writing, the latest version for Windows is 9.0 and is available at: http://www.adobe.com/products/acrobat/readstep2.html?promoid=BUIGO 2

Starting the Signup Process The signup process is very easy to initiate. The first step is to point a web browser to http://www.ultracart.com and click on the "30 Day Free Trial" button (shown below).

Figure 1 - Starting the Signup Process

If you've navigated around in some of the other UltraCart screens (Online Shopping Cart, Payment Processing, Pro Services, etc.) you'll find the 30 Day Free Trial button there also.

When you click on the 30 Day Free Trial button, you will be taken to the Setup Wizard screen where you can begin the signup process. Setup Wizard The Setup Wizard screen collects the basic information to configure your first user account. It will also ask you to complete a few other sections that are considered the minimum to help get your store up and running. It only takes a few minutes to complete the following:

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Figure 2 - Setup Wizard screen

Setup Confirmation Once you have completed the Setup Wizard, a confirmation email will be sent to you (Administrator account). We recommend that you print out the confirmation page, write your administrator user name, login and password on it, and store it in a secure location. 4

Your confirmation screen will indicate that a successful setup has occurred. It will also display the View Cart Link and your Buy Link for your item(s) which you can embed on your website for your customers to view their shopping cart.

Figure 3 - Setup confirmation page

If you entered store items during the setup wizard process, each item's "Buy Now" HTML snippets (links) will also be displayed. These links will also be included in your Confirmation Email as a “text file” attachment. The links displayed must be “embedded” into your website. You can either “copy & paste” from the confirmation screen or “copy & paste” from the email attachment at later time. It is recommended however, that you accomplish this task very soon. From this point click on the “Main Menu” button (left). This will take you to UltraCart’s home page. If you do this now, you will already be logged in.

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Logging in For the First Time The following is our home page which is probably where you began your first session with UltraCart (http://www.ultracart.com). There is a wealth of information about UltraCart's features here so feel free to explore the many tabs and links.

Figure 4 – UltraCart Home Page

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To log in to your account, click on the "Merchant Log In" link found in the upper right corner of the screen.

The login fields will appear as shown below. Enter your login information and click the "Login" button.

Figure 5 - Merchant Log-in window

To login, enter your merchant ID, login, and password chosen during the signup process and click the “Login” button (or press the “enter” key).

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Navigating the UltraCart System After successfully logging in to UltraCart, you are taken to the Home screen. This screen consists of basically 4 sections: Support Menu, Main Menu, Dashboard and News.

Figure 6 - UltraCart Dashboard and Main Menu

Support Menu The Support Menu is located just above the UltraCart Main Menu. The Support Menu will be visible from any screen that displays the main menu. Clicking on the green plus sign or the word "Support" will expand a full view of the following support links: Open Support Case, Support Portal, Online Manual, Order Manual, Contact Us and Live Chat. Click on any link to use that support feature. To close the Support Menu, click on the red minus sign or the word "support". 8

Open Support Case

A support case is basically an email that you send to UltraCart's support team. You will use the New Case form to enter your Issue Summary (short description) and Detailed Description of your issue. You will receive a copy of your Support Case which will be assigned a case number. Keep the case number handy for future reference.

Figure 7 - Support Case Form

Suggested Solutions (support case)

As you enter (type) your Issue Summary (subject) for your new support case, a window will appear showing Suggested (related) Solutions. It is best to use as few words as possible to pinpoint your issue. This will enhance the chance of getting a resolution on the spot.

Figure 8 - Support Case Suggested Solutions

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If you see a solution that possibly answers your question, click on the title (link) to be taken to the full view of the solution in a separate window. You will be asked if the solution helped you answer your question. If you answer No, you will be taken to Solutions Search Home where you can browse and search the entire database of solutions. If you still cannot find an answer, return to the Create New Case screen and enter your detailed description. When finished, enter your detailed description and click the Create Case button. You will then be presented with a confirmation screen displaying your Case number.

Support Portal

This link will take you to the Support Portal where you can view the following:  Home – view solutions and your open support cases (if any),  Find Solution – search the database for a solution for your question/problem,  Log a Case - open a new case  View Cases - view open cases  Logout – this will close the portal and take you to the UltraCart home page.

Figure 9 - Support Portal screen

Online Manual

This link will take your to our web page showing the link to download our PDF version of the Users Reference Manual.

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Order Manual

This link will take you to our web page to allow you to place an order for our printed version of the Users Reference Manual. Contact Us

This link will take you to a screen showing important phone numbers to contact us. Live Chat

When this button appears on your screen, trained support personnel will be available for Live Chat.

Click the "Click Here for LIVE Chat" button and enter your Full Name and Email. Click the "Submit" button. An operator will be with you shortly.

Figure 10 - Live Support window

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Main Menu The UltraCart main menu contains twelve sections: Home, Configuration, Affiliate Management, Auctions, Catalog, Integration Center, Item Management, Marketing, Mechanical Turk, Operator Chat, Order Management, Reporting, Your Preferences and Logout. You will find this navigation menu on the left side of almost every UltraCart screen. Merchants use these shortcuts to easily navigate around the system. They are all covered in detail later in this manual. UltraCart Dashboard The UltraCart Dashboard is visible only from the Home page. You can easily get to the Dashboard by clicking on the “Home” link from any main menu in UltraCart's back office.

Figure 11 – Dashboard with Widgets

Widgets

Some Widgets provide a quick overview of important information about your online store while others are links handy utilities. Users can configure their dashboard to show or not show any of the selectable widgets. The following widgets are available: Widget Affiliate Management Shipping Department Summary Order Entry Find an Order 12

Function Shows Pending affiliate(s) needing approval. Number of orders pending by shipping method. A button to run the Back End Order Entry program. A search tool for locating specific orders.

Sales Summary Accounts Receivable:

Count and Dollar Amount of Sales for Today, Month to Date, and Year to Date. Total count of orders pending in Accounts Receivable Department.

Widget Icons You may see up to 3 clickable icons on the widget title bar depending on the widget type. Preferences - displays additional preference settings (where applicable) Refresh – updates information displayed in this Widget Close - removes this Widget from dashboard (can be added back later).

Add a Dashboard Widget

When an UltraCart account is first created or when a new user is added to an existing account, there will be no widgets configured on the dashboard. To add a widget, first select it from the drop-down menu located in the right hand corner of the dashboard screen and then click the "add" button. The widget will appear in the next available space on your dashboard. Note: some browsers do not require you to click the "add" button for the widget to appear. Once you've added an item to the dashboard, its title will be "ghosted" (disabled) in the list. Relocate a Dashboard Widget

You can move and rearrange widgets on the dashboard. Simply place the mouse pointer over the title of a widget. While holding down the left mouse button, drag the widget to the new location. Release the mouse button. Existing widgets will automatically relocate (generally move down) when you drag a widget over it. These actions are temporary until you release the mouse button. Remove a Dashboard Widget

To remove a widget from your dashboard, simply click on the corresponding X (to the right) of the widget title. Its title will become "un-ghosted" in the Wizard Menu so you can add it back to the dashboard later. Altering these settings only effect the dashboard of the current user (the one logged in). This allows each user the ability to personalize their dashboard.

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Quick Jump link

Some of the widgets will have a Quick Jump link at the bottom of the data list. Click the quick jump link to be taken to the applicable section of UltraCart. For example: if you click the "Quick Jump" link under the Accounts Receivable widget, you'll be taken to the Accounts Receivable Section of Order Management.

Find an Order Preferences Icon

The Find an Order widget uses the Preferences Icon to display additional search criteria that you can have displayed as the default. When the preferences icon is clicked, the following choices will be displayed:

Select which search fields you want to be shown under your Find an Order widget. Click the Save button when finished. Reverse the process to remove them. In our scenario above, we've selected Order ID, First Name, Last Name, and Email. After clicking the "Save" button, our Find an Order Widget for this USER will now appear as follows:

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To perform a search, simply enter (type) your search criteria into any of the fields and click the "Search" button. UltraCart will then take you to the "Review Orders" screen and display any and all orders that match your criteria. UltraCart News

The bottom section of the dashboard is where UltraCart will occasionally post news items about new features, updates, etc. Each article will have a short, abbreviated statement. Click on the blue, "More info" link to view the entire article.

Figure 12 - UltraCart News

Preferences

This is one of the last items in the Main Menu. Here, you can manage your contact information, change your password and/or change your Email Notifications settings. Clicking on the Preferences link in the Main Menu will take you to the following screen for editing. After you've made your changes, click the "Save" button at the bottom of the screen. Note: you can also edit these settings at: At an individual users screen (see page 23).

15

CONFIGURATION

3. UltraCart Configuration

Chapter

3

UltraCart configuration covers all of the settings related to your online store. From this menu, you can configure your company information, configure your checkout settings, customize the look & feel of your cart, and set up the UltraCart back office system for your business. You can visit the Configuration section by navigating to the following screen. Main Menu  Configuration

Figure 13 - Configuration screen

The configuration screen consists of six sections. They are covered in detail later in this chapter. The following is a brief description of each. 1. General – Use this section to configure your basic merchant profile, view billing & invoice information regarding your account, and manage users and permissions. 16

2. Checkout – Use this section to configure the checkout experience of your online store. You can configure advertising sources, shipping methods & tax rates, return policy, accepted payment methods, customer profiles, single page checkout and much more. 3. Look & Feel – Use this section to customize the appearance of your shopping cart. You can custom brand (screen branding) almost all screens throughout the checkout process, upload images on the UltraCart server for use on secure screens, and configure dynamic pricing images. 4. Back Office – Use this section to customize and manage the back office operations of UltraCart. You can set customer notification options, export orders, configure QuickBooks™® integration, manage fulfillment providers, edit receipt and shipping notification emails and much more. 5. Channel Partners – Here you can configure order processing from popular market places and sales channels like Amazon Seller Central. 6. Other – Miscellaneous enhancement opportunities like, Custom SSL, UltraSecure OTP Tokens, Reference Manual Purchase and Web Hosting.

17

General (Configuration) The general configuration section consists of 4 parts: Merchant Profile, Regional Settings, Service Plan and Users. Merchant Profile The merchant profile screen allows you to specify your Company Name, Store URL (Internet address), Postal Code, State, and Country. This information is used throughout UltraCart, so please be sure that it is correct and kept up-to-date.

Figure 14 - Merchant Profile

When you have entered the correct information, click the "Save" button to save your changes & return to the main Configuration menu.

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Regional Settings This screen allows the user to set their personal preference for weight measurements (pounds or kilograms) and distance measurements (inches or centimeters). Use the “drop-down” menu to choose your setting in each category. Click the “Save” button to return to the configuration menu.

Service Plan The Service Plan screen allows you to view payment information regarding your UltraCart account. This section consists of 4 parts: Basic Account, Billing Credit Card, Billing Activity and Other Options. Basic Account

Your account type is determined by the number and type of items in your store, as well as your trial period status.

Billing Credit Card

Enter your billing information. This is the information associated with the credit card on which UltraCart will charge your monthly fees. A credit card is required to activate certain premium features of UltraCart, and to continue your service beyond the free, 30-day trial.

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Billing Activity

UltraCart bills your account every thirty days. You are never charged in advance for service. Your basic account and premium services (if any) billing will be shown on this screen.

The Billing Activity section gives you a detailed report regarding the credits and debits against your UltraCart account. You can use this screen to view what costs are associated with your account. Other Options

Presently, the only option at the Other Options level is to Close or Reopen your account.

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Close Account

To close the account, place a check in the box to the left of the "Close Account" prompt. Then click the "Save" button.

The screen will then show which user initiated the closing action and when (date). UltraCart will initiate a final billing (charge) to the credit card on file. Reopen Account

To Reopen an Account, click the check box to the left of the prompt "Reopen Account". Then click the "Save" button.

Users UltraCart uses an industry standard security mechanism of user authentication and authorization. Authentication is the verification of the identity of a person. UltraCart uses a Merchant ID (identification), Login, and Password for each user that accesses the system. Authorization refers to the different actions (permissions) that each user can perform. This section covers creating additional users and their permissions. Suggested Merchant User Configuration

Merchants should create an individual user account for every single person that is accessing UltraCart, giving only the necessary permissions to each user. Most users do not need access to the configuration or reporting sections of the system. The only individual given permission to create additional users should be the system administration user (the user that has all the permissions and was created during the initial signup). Creating a user to handle customer service so that an individual’s name does not appear on correspondence with customers is a good idea.

Figure 15 - Users Screen

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To add a new user, click on the "New User" button. To delete an existing user, click on the check box to the left of the user Login name and click the "Delete" button. Caution! There is no "warning" dialog box. You cannot UNDO this action.

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User Configuration screen

There are six sections to be completed for each additional user: Contact Information, New Password, New FTP Password, UltraSecure One Time Password Token, Permissions and Email Notifications.

Figure 16 - User Configuration screen

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Contact Information

The contact information applies to this individual user only. It is very important that you configure each user with correct names and emails for obvious reasons. When a user contacts support via phone, email or chat regarding account information, our support personnel will use the information entered here to help make accurate identification.

Login In the login field, enter the user's first initial and last name. If there are very few users, then first names only are acceptable. This will be the login name that the user will use to access their account. Name Next, enter the full name of the person. Email In the Email field, enter the email address used to contact this user with notifications. Phone Finally, enter the phone number used to contact the user. New Password

This section allows you to set a secure password for the new user or change the password for an existing user.

A secure password should contain both letters and numbers and not contain an English word or easily guessable value. The password has to be reentered into the confirm password field a second time (since the password is not visible the first time it’s typed). A good technique for creating a safe password is to think of a memorable, but not easily guessable phrase, then use the first letter of each word plus an additional digit or two inserted somewhere within the password, so that the final password is not something that would be contained in the dictionary.

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New FTP Password

UltraCart has implemented a new virtual File Transfer Protocol (FTP) server that will allow you to transfer (download/upload) files. How does FTP work?

FTP stands for File Transfer Protocol. It is the standard Internet protocol for transferring files from one computer to another. FTP requires two computers, one running an FTP server, the other running an FTP client (software). The exchange is initiated by the client who logs in under an accepted user name and password. Once this occurs, a session is opened and stays open until closed by either the client or the server, or until it times out. While the session is open, the client may execute numerous FTP commands on the server. These include commands to change directories, list files, get files and put files. FTP Password for UltraCart User

In order to access the FTP server you must first establish a FTP password under Main Menu  Configuration  Users. If you do not have access to modify YOUR user profile, please contact your UltraCart account administrator. Each user of your UltraCart account can establish their individual FTP password.

Example configuration

Let's pretend that we were on an account where our merchant ID was "DEMO", login was "Michael", and FTP Password was "cheer4broncosN08". Then our FTP information would look like: Server: secure.ultracart.com Username: TEST/Michael Password: cheer4broncosN08 Accessing UltraCart's FTP server

You can utilize most any FTP software (FileZilla, SmartFTP, Robo-FTP, to name a few) to transfer files. Set up a site in your FTP software as follows: Host (FTP Server): secure.ultracart.com Username: merchant id/login Password: FTP Password The following is a screen shot from FileZilla setting up the sample configuration from above as a "new site" (FTP).

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Accessible Files in UltraCart

* Catalog Arbitrary File System * Catalog Group Multimedia * Catalog Logs * Digital Delivery * Item Multimedia * Screen Branding Graphics Library UltraSecure One Time Password Token:

UltraSecure adds the requirement of a hardware token to your UltraCart account. This type of security, called two-factor authentication, is a first in the e-commerce industry.

Merchants that purchase UltraSecure will receive a unique OTP Serial Number along with the hardware unit. Upon receipt, that number is to be entered in the box provided for that particular user. Click the "here" link in the paragraph to learn more about the One Time Password Token. . 26

Permissions and Email Notifications

Place a check in the box to the left of the permissions you want to grant to this user. Grant each user the minimum number of permissions that they need to perform their job tasks. In the same manner, select the email notifications that each user should receive. Users can receive email notifications when an order is placed, payment needs processing, an order needs to be shipped, statistics are available (reports), and many more. Click "Save" when finished.

Figure 17 – Permissions and Email Notifications

Some Permissions and/or Email Notifications involve Premium Features. If you have not activated those premium features they will not be listed as options for permissions on your screen.

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Edit an Existing User

To edit an existing user, click on the user's name (hyperlink) at the User Screen. Any of the information initially set up can be changed at this screen. When the edit screen displays, notice the password field is completely blank. For security purposes, UltraCart never redisplays a user's password. To change the user's password enter a new password and repeat the new password in the confirmation field. If you do not wish to change a user’s password, you may leave this field blank. Make any changes necessary to this user's account. Click the "Save" button at the bottom of the screen when finished.

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Checkout This section allows you to configure the checkout process. It consists of the following: Abandon Interval, Advertising Sources, Allowed Countries, Customer Profiles, Contact Information, Customer Service, Gift Giving, Digital Delivery, Fraud Prevention, Free Promotional Item, Gift Giving, Minimum Amount, Multi-Currency, Order ID Scheme, Payments, Return Policy, Related Items, Sales Tax, Search, Shipping and Single Page Checkout. Abandon Interval Sometimes customers will leave the cart intentionally or by accident and return later. This feature allows merchants to set the length of time that the shopping cart will “hold” an item or items if and when a customer abandons the cart. This can be an important setting for those that have Track Inventory turned on at the item level. Once an item or items are “allocated to shopping carts”, those items are subtracted from the total available inventory. Too high of setting here could cause your inventory to drop to zero even though you have physical inventory on hand subsequently causing “item out of stock” error for the customer. To set the Abandon Interval, navigate to: Main Menu  Configuration  Checkout [section]  Abandon Interval

Select the time you want the item(s) retained in the cart via the drop down menu. The default is 1 hour. Click the “Save” button when finished. Advertising Sources Advertising sources allow you to customize your cart so you can track how your customers found your store. Tracking advertising sources is the best way to learn where your advertising dollar is having the most impact.

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Tracking Mechanism

Select one of the three tracking methods (you can change your selection at any time) from the 3 radio button choices: 1) Do not track advertising sources (if this is selected you would do nothing further with this section) 2) Allow customers to enter their source in a field (provides an empty “fill-in” box and you would do nothing further with this section) 3) Allow customers to select a source from a list (which you can continually customize after initial set-up) Figure 18 - Advertising Sources Screen

You can also set the tracking mechanism as "optional". This means that although your tracking mechanism will appear during checkout, the customer can leave the field blank. To make it optional, place a check in the box to the left of "Optional for the customer during checkout". Click the "Save" button when finished. Selectable Sources

The Selectable Source List is defined by you, the merchant. It is used only if you selected “allow customers to select a source from a list". Your customer will have the option to “pick” from your list or select “other” to enter a source that doesn’t appear on your list. These “other” entries are called “Aliases” and will show up on the Unassigned Aliases window (explained later). Adding a New Source

If you choose to offer your customers the Selectable Source List you will need to create the list. To create a new Source, click the “New Source” button on the Advertising Sources Screen. The following screen will appear.

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Figure 19 - Selectable Sources Configuration Screen

Enter the advertising source in the “Source” field shown at the top. Then click on the “Submit” button. You will be returned to the Advertising Sources screen and your newly created Advertising Source will appear in the list of Selectable Sources. Repeat this step for each additional Advertising Source.

Figure 20 - Advertising Sources Screen

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Editing Selectable Sources

Click on the “Edit” button to the right of the source you wish to change. You will be returned to the Selectable Sources Configuration Screen with the name of the Source showing in the Source Field. At this point you can click on the Source Field and edit as desired. Click on the “Submit” button when finished and you will be returned to the Advertising Sources Screen. Assigning Aliases

Occasionally your customers may select the “other” field when entering an Advertising Source during checkout. We want you to be able to track this data as well. We call this function “Alias Mapping”. Those “other” entries will be listed on the Selectable Sources Configuration Screen in the Unassigned Aliases window for all of your advertising sources. Only Assigned Aliases will be mapped so you must move the ones important to you into the Assigned Aliases window. Simply click on the item desired (in the Unassigned Aliases window) and click on the [right] green arrow ( ) between the two windows. To move any item from the Assigned Aliases window to the Unassigned Aliases window simply click on the item in the Assigned Aliases window and click on the [left] green arrow ( ) between the two windows. When finished with all your moves, click on the "Submit" button. In the following example, Kit Planes, Sport Planes and Flying are being assigned as Aliases to the Advertising Source of "Magazine".

Figure 21 - Assigning Aliases screen

If you have additional screen branding themes, each one will be listed so you can manage Selectable Sources lists for each. 32

Advertising Sources Report

Once you begin receiving orders, you'll undoubtedly want to see the statistics on the advertising sources your customers have provided you. This is done by running an Advertising Sources report. To run the report, navigate to: Main Menu  Reporting. At the screen that appears, click on the "Advertising Sources" link. The following screen will be displayed.

The only thing needed now is to define your date range for your report. Enter the Start and End dates in the appropriate boxes. Then click on the "Submit" button. Your results will be downloaded to your computer in a MS Excel format. Most systems will present a window (sample below) offering you a choice to "open" the file using a specific program (Excel for example) or to "save" the file to your system. If your system does not recognize the file type, it may then only offer a "save" option.

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Allowed Countries Some merchants choose to only serve a set number of countries like the United States, Canada, and Mexico because international shipping is either too complex for their volume or too expensive for the products sold.

Figure 22 - Allowed Countries (partial list)

The Allowed Countries screen displays a list of countries, each with a checkbox to the left of the country name. If you wish to allow customers from a specific country to placed orders in your online store, check the box next to that country. Only the selected countries in the list will appear in the country selection presented to customers during checkout. You can quickly select & unselect all of the countries shown using the buttons on top of the list. Click the “Save” button when finished.

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buySAFE buySAFE offers a unique solution to one of the biggest challenges that online shoppers face – knowing who to trust. To learn more about buySAFE, navigate to: Main Menu  Configuration  buySAFE At this screen you can view several pages of buySAFE information. It's a good idea to read each of their 3 pages by clicking on the top navigation links.

Sign up at buySAFE

Once you've decided to sign up, click the "apply now" link at the top of the buySAFE screen. You'll then see the following popup notice.

Click the "OK" button to be taken to the buySAFE Bonded Seller application screen. Make certain that, during the signup process at buySAFE, you enter "UltraCart" into the promotional code. The following shows page 1 (bottom half) of their application

Figure 23 - buySAFE promotional code field

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Configuring buySAFE at UltraCart

Once you have successfully signed up at buySAFE, they will send your credentials to an UltraCart representative who will in turn configure your UltraCart account. When you return to the configuration screen, you will see your credentials. There should be no need for you to configure or edit any of this information.

Figure 24 - buySAFE configuration

Adding the buySAFE Seal to your Website

buySAFE will provide you with a small snippet of HTML code that allows you to display the buySAFE Seal wherever you'd like on your site (they recommend the top-right corner of your pages for maximum conversion impact). Once you have completed the application, you will receive an e-mail from buySAFE with a user guide that has full instructions for how to maximize your use of buySAFE. Checkout Terms This section provides a method for merchants to specify and display "terms and conditions of the sale". It also displays a checkbox for the customer to indicate they agree. When this feature is utilized, the terms will appear on the Review screen of the regular checkout. It will also appear for the single page checkout users. To configure your checkout terms, navigate to: Main Menu  Configuration  Checkout Terms

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Figure 25 - Checkout Terms screen

At the Checkout Terms screen, simply enter your terms in the box provide. If you enter HTML rather than regular text, check the box below you terms. Click the "Save" button when finished. Contact Information Merchants can configure the amount of information that customers are required to provide during the checkout process. If there is a problem processing the payment or shipping the order, the merchant can contact the customer using the information provided.

Figure 26 - Contact Information screen

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Typically, merchants require a daytime phone number and email address from customers so they can resolve issues quickly. 

Although some merchants only require email, UltraCart does not recommend this as users often provide an erroneous email address by accident, leaving no way to contact them.

Collecting emails also provides a source of marketing information for newsletters or sales advertisements. Customers can opt-out of providing their email for these purposes though. Click on the check box(s) desired. Click the "Save" button when finished. Customer Profiles This section allows merchants to activate Customer Profiles and create their Wholesale Signup Agreement text. It also provides Wholesale Related Links that you can place on your website if you chose to wholesale your products. Activate Customer Profiles

If your customers make periodic purchases from your online store, you can enable customer profiles to help speed up the checkout process. Customer Profiles allow your customers to optionally enter a password, and store their information on the UltraCart servers. When they make their next purchase, they can allow UltraCart to automatically pre-populate the checkout form by using their e-mail address and the password they specified. To enable Customer Profiles, navigate to: Main Menu  Configuration  Customer Profiles

Figure 27 - Customer Profile screen

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There are 3 options for customer profiles; Enable Customer Profiles, Require Customer Profile and Allow Customer Profiles to Store Credit Card(s). Check the box to the left of the choices desired. You can later edit these profiles in the Order Management > Tools > Customer Profile Management section. For further information about Customer Profiles see Chapter 4, Order Management Section, page 237. Wholesale Signup

This section provides a text box whereby merchants can enter their Wholesale Agreement that will be presented to prospective wholesale customers during signup. Navigate to: Main Menu  Configuration  Customer Profiles

Figure 28 – Wholesale Signup

Simply enter your text in the text box provided. To require your prospective Wholesale Customer to enter their SSN or Tax ID, click the checkbox to the left of the "Collect SSN/Tax ID" prompt. Click the "Save" button when finished Wholesale Related Links for Web Site

UltraCart's Wholesale system provides three pre-built wholesale screens that merchants can send their customers to via the links provided here. The 3 screens are: wholesale signup, wholesale login and wholesale logout. To access these links navigate to: Main Menu  Configuration  Customer Profiles 39

Figure 29 - Wholesale Related Links screen

Wholesale Signup Link

This link would typically be placed on your website wherever you showcase your wholesale program. It would have some verbiage to encourage the prospective customer to "Click Here to Signup". The following is an example of UltraCart's Wholesale Signup screen (application) with minimal screen branding:

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Wholesale Login Link

On a different screen or possibly on the very same wholesale screen, merchants will place their Login link. This allows existing Wholesale Customer to login and be taken to the merchant's wholesale screen that displays all the Wholesale items, prices for Wholesale Orders.

Wholesale Logout Link

The Logout Link could also be placed on the merchant's Wholesale page. This link will take the customer to the URL specified in the Store URL field at Configuration > Merchant Profile.

Customer Service This is how your customers will contact you. The information entered during your initial signup will appear here by default. If you prefer to use a different contact name, email or phone number, enter them on this screen. Click on the “Save” button when finished. If you have more than one Screen Branding Theme, separate Customer Service sections will appear on this screen to which you can configure.

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Figure 30 - Customer Service

Digital Delivery Some merchants sell digital content that requires downloading. At times customers experience difficulty (loss of signal, power, etc) when downloading. To insure they are able to obtain their content, UltraCart allows a digital delivery customer a maximum of 5 download attempts over a 3 day period. This section allows merchants to change this setting.

Figure 31 - Digital Delivery download settings

Download Attempts

Enter the number of download attempts you wish to allow in the box to the right of “Download Attempts”. Link Expiration

This allows you to determine how long the Link to the download will last. Enter the Link Expiration (in hours) in the box provided. PayPal Fast Checkout

If you check this box and if you have PayPal Website Solutions Standard as your only payment method, then the only information the customer will need to enter during checkout is their email address. No other billing information (name, address, etc.,) will be gathered. Accept all payment methods

If you plan to accept all payment methods that you have configured, click this box. Click on the “Continue” button when finished. Fraud Prevention Credit card fraud is fast growing problem for online merchants. As a merchant, you are liable for every processed credit card transactions even if they are fraudulent. Fraud can hurt your business in the following ways: lost revenue, wasted productivity, and penalties 42

such as charge backs and higher interchange rates. Our industry-leading Fraud Prevention System (FPS) automatically flags potentially fraudulent transactions so you can verify the legitimacy of the order. This will dramatically reduce fraudulent orders, and thus the costs associated with fraud. The service is cost effective and can easily be turned on with the click of a button. UltraCart FPS performs automated checks to reduce the chances of fraud. UltraCart FPS will score each credit card order between 0.0 (lowest risk) and 10.0 (highest risk). You can set a threshold for orders that you think may be fraudulent for review. If an order crosses your threshold, the credit is not charged. Instead, the order is simply captured into your Accounts Receivable; color coded to indicate possible fraud, and is there for your review. You can see the exact details of why the order may fraudulent and make an informed decision about processing the order. Best of all, you can fine tune UltraCart FPS to match the exact needs of your business. Maintain the level of automation that you desire without increasing your risk! And, UltraCart Fraud Prevention Service is Free! No per transaction fees!

To activate the Fraud Prevention Service for your account, click on the radio button to the left of the "Yes" prompt. Then enter your Fraud threshold (lowest = 0.0 and highest = 10.0). Click the "Save" button when finished. Free Promotional Item The free promotional item feature allows you to give a customer a free item when they purchase a certain size (dollar amount) order. This feature makes it simple to run promotions without have to deal with a customer coupon.

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Figure 32 - Free Promo Item

Simply specify the minimum subtotal and the item ID that they receive free at that price point. Please note that the customer receives only one free item. Click the “Save” button when finished. Gift Giving The gift giving feature allows customers to enter a Gift Message during checkout. This action signifies that the purchase is a Gift and predetermined handling fees will be added to the total cost. During configuration, merchants designate to enable gift giving, set a base fee gift charge and/or a per item gift charge and establish a maximum gift message length.

Figure 33 - Gift Settings configuration screen

Allow gift giving

Once this feature is enabled, a Gift Message text box will appear on the Shipping (checkout) screen along with the fees that you configure (see screen shot below). Check the box to the right of the "enable gift giving" prompt to enable gift giving. Gift Charge (Base Fee)

Most merchants will assess a dollar or two for handling the special gift messages. Merchants may choose to provide gift services at no charge and build the cost into their shipping and handling if the majority of orders are gifts. Enter the amount in the box provided. 44

Gift Charge (Per Item Fee)

Some merchants may want to charge a per item fee. Enter the amount in the box provided. If both the base fee and per item fee are configured, UltraCart will combine the two and show the total as one handling charge during checkout. Note: QuickBooks code will only appear for those merchants that are using UltraBooks to download their orders to QuickBooks.

Figure 34 - Gift Message box on shipping screen

Wrapping Paper UltraCart allows merchants to configure a set of wrapping papers that customers can choose during the checkout process. Merchants can offer gift giving with or without wrapping services. Merchants upload thumbnail pictures of their wrapping paper to UltraCart which will be displayed during checkout. Fees, base and per item, can also be configured for each wrapping paper. Adding a Wrapping Paper

In order to add a wrapping paper, you must first scan a portion of the actual wrapping paper using a color scanner. Scan the image as a GIF or JPEG file and make it appropriately 70 pixels wide by 70 pixels tall. Adjust the resolution of the scanner so that 70x70 represents enough of the wrapping paper to give customers a feel for what it looks like. Once the scanning of the wrapping paper is complete, save it to a location on your computer’s hard drive. It’s important to remember the file location as you will need it later in this process.

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Add the wrapper paper to your account by clicking on the “New” button next to the wrapping paper section header. This will take you to the wrapping paper configuration screen.

Figure 35 - Wrapping Paper Configuration

Locate the “thumbnail picture” (file) of the wrapping paper you scanned earlier. You can use the browse button to help locate the image on your system. Next enter the title of the wrapping paper in the “Title” field. This title will appear with the image when it is displayed on your cart. An example might be “balloons” or “baby”, etc. Setting the Cost

Similar to the Gift costs, wrapping paper can be configured for base fee and per item fee. Again, these will be combined for a total that will appear for each wrapping paper. Note: QuickBooks code will only appear for those merchants that are using UltraBooks to download their orders to QuickBooks. Click on the “Save” button when finished. Your configuration will appear under the Wrapping Papers section with a thumbnail of your paper.

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Changing a Wrapping Paper

Click the Edit button to the right of the wallpaper image to make changes. The edit screen will appear. Make changes as necessary and click on the “Save” button. Deleting a Wrapping Paper

To delete a wrapping paper, check the “Delete” button next to the edit button.

Figure 36 - Deleting a Wrapping Paper

Checkout Process

Allowing customers to give gifts and/or choose wrapping will add the Gift and Wrapping Paper section to the shipping screen during the checkout process. In addition to entering their shipping information, customers have the opportunity to enter a gift (text) message that will appear on the packing slip for the recipient to read, and select a wrapping paper (if configured) if desired. A typical gift screen during the checkout would look like the following sample. If and when a customer indicates the order is a gift, then the checkbox to specify "use my shipping address as my billing address" will not appear. Typically, people that order gifts will have them drop shipped to the recipients address so both billing and shipping screens will eventually be shown during checkout.

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Figure 37 - Checkout Shipping/Gift screen

Packing Slips (gift giving)

Since UltraCart has the ability to print packing slips, it takes into account that gift orders should not contain pricing information on the gift packing slip. UltraCart will print two separate packing slips (one that can be mailed back to the purchaser and one that is included with the gift). Part of the gift charge specified earlier can cover the additional postage required to mail the purchaser a packing slip when the order ships (if the merchant wishes to provide this notification).

Figure 38 - Gift Packing Slip

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Minimum Amount UltraCart can enforce a minimum order subtotal or item count requirements. This feature is useful for merchants that sell lots of very inexpensive products. By setting a minimum order subtotal or item count requirement a merchant can ensure that the profit margin on the order will be enough to cover transaction fees, etc. A merchant can enter a minimum for either one or both. For example, you can enter a minimum item count of 10 with a minimum subtotal amount of $10.00. Click the “Save” button when finished.

Figure 39 - Minimum Order

Multi Currency This feature is new and extremely Alpha. We do not recommend merchants change from USD setting at this time. Your payment gateway must support the base currency if it is not USD. You are responsible for performing complete end to end testing of your e-Commerce store to make sure everything works properly with a non-USD base currency before going live! Some features inside UltraCart may still display a dollar sign even after you change your base currency to a Non-USD setting.

Figure 40 - Multi-Currency screen

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Order ID Scheme UltraCart supports two types of order ID schemes: sequential and date-based. If you would like to have a sequential order ID scheme then select numeric, enter a starting number, and select the width of the ID (UltraCart will place leading zeroes in front of the number). Alternatively you can select an order ID scheme based upon the date and time the order is placed. The date/time format is the UltraCart default and looks like the following: DEMO-YYYYMMDDHHMM-RRRRRR Where DEMO is the Merchant ID, YYYY is the year, MM is the month, DD is the day, HH is the hour, MM is the minute, and RRRRR is a random unique identifier. The alternate format, numerically increasing, uses your designated starting number that is incremented by one for each successful order. 

UltraCart recommends selecting a significantly high starting number and a width of at least ten digits. Selecting a low starting number might give customers the indication that the online store has not been around for a long time or does not have a large volume of business.



Merchants should never reset the starting number lower than an existing order ID or a collision will occur.

An example numeric order ID with a staring number of one thousand and a width of ten would be: DEMO-0000001000

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Figure 41 - Order ID Scheme

Select which scheme you desire by click the radio button to the left. If Numeric is selected, also enter the Next ID to begin your numbering and also indicate the width (at least 10 is recommended.

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Payments The payments section is one of the most important in the UltraCart administration system. This is where you configure how your customers pay for their purchases. The Payments screen consists of 7 tabs: Methods, Transaction Gateways, Options, Restrictions, Tests, Filters and Rotating Transaction Gateways. Main Menu  Configuration  Payments [link]

Figure 42 - Payment Methods (tab) screen

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Methods (tab)

Under the Methods tab you will indicate which Payment Method(s) you want to accept. Once you check the box to select a method, additional fields will appear for completion. The following are the possible payment methods: Pay Pal, COD orders, Credit Cards, Google Checkout, Paper Checks/Money Orders/Electronic Checks, Purchase Orders, SafT-Pay and Wire Transfer. A “Save” button is provided at the bottom of the screen. Clicking this button will save the information you have entered and return you to the Configuration Menu. Many merchants will see text box fields labeled QuickBooks™ codes during configuration. These will only appear for those merchants that have enabled UltraBooks. For more information about UltraBooks, see page 504. PayPal

You must have set up an account with PayPal in order to configure it as a payment method. We recommend you obtain a thorough understanding of PayPal and its integration with UltraCart by reading the PayPal Chapter (page 245) before attempting to configure this payment method. To accept PayPal as a Payment Method, click the checkbox to the right of the "Accept PayPal" field. More fields will be revealed.

Figure 43 - PayPal Configuration

Field #1: PayPal business email: enter the email address that corresponds to your PayPal business account. Field #2: Hold order in accounts receivable: Check this box if you want to have your PayPal orders held for your final approval prior to shipment. Field #3: Integration method: Click the single method that you desire. 53



PayPal Express Checkout and PayPal Website Payments Pro: When either of these are selected, 4 additional fields will be displayed. The information for these fields is provided by PayPal when you obtain your API Credentials (API Signature). See page 251 for more on API Access. API User Name: Enter the User Name supplied by PayPal API Password: Enter the API Password supplied by PayPal API Signature: Enter the API Signature supplied by PayPal Environment: Select "live"



PayPal Web Payments Standard: Simply click on the radio button to the left. No additional fields are required. Note: you must have Instant Payment Notification set to "YES" in your PayPal account (Profile).

Figure 44 - PayPal API Signature

COD (cash on delivery)

To accept COD (cash on delivery) as a Payment Method, click the checkbox to the right of the "Accept COD" Field. Four more fields will be revealed.

Figure 45 - COD Configuration

Field #1: Approved customers only: Check this box if you want to accept COD orders for your “pre-approved customers only”. You must enable customer profiles for this functionality. If you haven’t already done so, navigate to: 54

Main Menu  Configuration  Customer Profiles and check the box for “Enable Customer Profiles”. You also must configure each customer’s profile at: Main Menu  Order Management  Customer Profile Management Field #2: Surcharge Transaction Fee: This is a merchant’s opportunity to pass along the cost of C.O.D. fees to the customer. Enter the amount in dollars and cents. Field #3: Surcharge Transaction Percentage: This percentage is in addition to the surcharge transaction fee. Enter the percentage in decimal. Credit Cards

To accept Credit Cards as a Payment Method, click the checkbox to the right of the "Accept Credit Cards" Field. Basically 3 more fields will be revealed. UltraCart currently supports the four major types of credit cards: Visa, MasterCard, American Express, and Discover. For each supported card, check the checkbox to the right of the card name. Only check those that your merchant supports.

Figure 46 - Credit Card Configuration

Field #1: Charge appears on statement as: Enter the name of the company that will appear on the customer’s credit card statement. To alleviate confusion to the customer, the billed by name will be printed on their receipt. This will 55

help customers associate the charge on their credit card with the online store if the company name and DBA are different. This also helps prevent them from initiating a charge back. Field #2: Collect Card Verification Value number: When this box is checked, the customer MUST enter the Card Verification Value (CVV2) number that appears on the back of their credit card. Note: Discover Card calls it the “Cardmember ID”. This is performed only momentarily for real-time charge during checkout. This data is NOT retained in the database! This is highly recommended as it provides an additional check that lessens the chance of an individual placing an order by obtaining the card number alone. However, if you have set your "charge during checkout" configuration to "NO", and have this field checked, then you will have to contact the customer to re-obtain the CVV2 when you finally processes the order. Field #3: Credit Cards Supported: Place a check mark in the box to the right of the card type that your company will support. For each card that you select, you also may want to add a surcharge transaction fee and/or surcharge transaction percentage. Certain markets deal with such small profit margins that they must pass the costs of accepting credit cards on to the customer usually based upon the credit card type (although rare). For instance, Visa, MasterCard, and Discover can be significantly cheaper to process than American Express. A surcharge will appear on the order if a merchant enters a transaction fee and/or transaction percentage (below). UltraCart calculates the surcharge so that the net payment after paying the credit card transaction fee and percentage is exactly what the customer would pay with cash. Some merchant processing agreements prohibit the charging of a surcharge to accept certain forms of payment or offering "cash discounts.” Please consult individual merchant processing agreements for issues related to charging customers surcharge fees. Enter the Surcharge transaction fee in dollars and cents (example: .30). Enter the Surcharge transaction percentage as a percent (example: 2.25).

Google Checkout

Google Checkout is a fast, convenient checkout process that complements your existing process. Customers who use Google Checkout can buy from you quickly and securely, using a single username and password – and you can use Google Checkout to process their orders and charge their credit or debit cards. For more information about Google Checkout go to: http://checkout.google.com/buyer/tour.html.

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If you haven't already, you'll need to sign up for Google Checkout at https://checkout.google.com/. Once approved, you will be given a Google Checkout Merchant ID and Merchant Key. To accept Google Checkout as a Payment Method, click the checkbox to the right of the "Accept Google Checkout" Field. Several more fields will be revealed for completion.

Figure 47 - Google Checkout Configuration

Field #1: Google Checkout Merchant ID: Enter the Merchant ID assigned by Google during Google Checkout signup. Field #2: Google Checkout Merchant Key: Enter the Google Checkout Merchant Key Note: both of the above can be obtained by signing in to your Google account and navigate to: Settings [tab]  Integration (left menu bar) Field #3: Test Against Google Checkout Sand Box: Check this box only while you are testing your Google Checkout. Remove the check in this box when you are ready to go live with this payment option. Field #4: Auto Charge: Automatically authorize and charge the buyer's credit card. Field #5: Require eligible for Seller Protection: See Google support for info on Seller Protection at: http://checkout.google.com/support/sell/bin/answer.py?answer=134432&top ic=8666 57

Field #6: Require AVS Full or Partial Match: This setting will require Address Verification Full or Partial Match. See Google support for info on AVS at: http://checkout.google.com/support/sell/bin/answer.py?hl=en&answer=1344 31 Field #7: Require CVN Match: This setting will check for CVN (also none as CVV2) match during credit card processing. QuickBooks Codes fields (2): If you have configured QuickBooks in your UltraCart account, then you'll need to enter your QuickBooks codes in these two fields. Google Callback API URL: The URL listed here must be configured at Google. Login to your Google account and navigate to the Settings tab and click on "Integration" on the left menu bar.

Paste the URL in the "API callback URL:" field. Also click the radio button to the left of XML. Once you have completed all the required UltraCart fields, click the "Save" button at the bottom of the screen.

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Paper Checks - Money Orders - Electronic Checks

Electronic forms of payment are typically preferred by merchants over checks because the funds become available to the merchant quicker, and the credit card company assumes more of the risk related to fraud. Paper checks, Electronic checks and Money Orders are still a common form of payment by corporations or for large orders by customers that do not have a credit card.

Accept paper checks: Check this box if you want to allow your customers to pay via paper check. Your order will be held in Accounts Receivable (AR) until you approve (checked cleared) or reject the order. Accept money order: Check this box if you want to allow you customers to pay via money order. This will be very much like the paper check process; holding the order in AR for your approval. Accept electronic checks: Check this box if you want to allow your customers to pay via electronic check. You no longer need to have an eCheck gateway to process check orders electronically. See the section on Printing Check Drafts in the Accounts Receivable section for details on how to use this feature. Field #1: Payable to: If the checks or money orders need to be made payable to a company name that differs from the one selling the items, it should be entered here. Field #2: Company: Enter the Company selling the product here. Field #3: Address line 1: Specify the location where customers mail the checks or money orders. Some large merchants use a cash management and lockbox 59

service provided by their corporate bank and will specify a post office box where the mailings should go. Field #4: Address line 2: This field is to be used when the address is two lines in length (P.O. Box, etc.). Field #5 - 8: Enter the City, State/province, Zip/postal code, and Country. The following is an example of what will appear at the bottom of an order that is held in Accounts Receivable for approval.

Figure 48 - Check Order held in AR

Purchase Orders

Accept purchase orders: Check this box if you want to allow your customers to pay via purchase order. This section will then expand to reveal 1 additional field.

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Field #1: Approved customers only: Check this box to restrict purchase orders for approved customers only. Most merchants that approve purchase orders will make them available for “approved customers only”. Note: You must also enable customer profiles for this functionality. If you haven’t already done so, go to: Configuration  Shopping Cart Checkout Configuration  Customer Profiles

and check the box for “Enable Customer Profiles”. Saf-T-Pay

SAF-T-PAY is a secure payment system that allows non-credit card users and overseas shoppers to make online purchases directly through their local bank. To learn more about and register with this integrated feature go to: http://www.saftpay.com. Accept Saf-T-Pay: Check this box if you want to configure Saf-T-Pay. This section will then expand to reveal 3 additional fields. Enter your Merchant ID, User ID and Password that were assigned to you when you registered with Saf-T-Pay.

Figure 49 - Saf-T-Pay Configuration

Wire Transfer

Accept wire transfer: Check this box if you want to allow your customers to pay via wire transfer. The section will then expand to reveal 5 additional fields. Wire transfers apply to U.S. based merchants ONLY! Your bank information will be printed on the Customer’s receipt after checkout. The customer will then have to work directly with their banking institute to perform the Wire Transfer using the information you provide on this section.

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Figure 50 - Wire Transfer Configuration

Field #1: Surcharge transaction fee: This is a merchant’s opportunity to pass along the cost of Wire Transfer fees to the customer. Enter the amount in dollars and cents. Field #2: Surcharge transaction percentage: This percentage is in addition to the surcharge transaction fee. Enter the percentage in decimal. Example “1.5”. Field #3: Bank Address: A text box is provided for you to enter the entire Bank Address. Press the “Enter” key at the end of each line. Field #4 & 5: Account Number & Routing Number: Most businesses have more than one bank account. In the boxes provided, enter the Routing Number and Account Number for the appropriate account you want the wire transfer made to. Transaction Gateways (tab)

There are two parts to this section. First is Transaction Gateways where you select your gateway provider(s). You will then be shown fields for that gateway’s particular information requirements. Second is Transaction Gateway Authorization Model where you select one of three supported models. Purpose of Transaction Gateways

Transaction gateways provide Internet based interfaces into the major credit card processing networks like FDC, NDC, Nova, and many more. Transaction gateways are analogous to a retail merchant’s point-of-sale terminal. 62

Supported Gateways

Currently UltraCart supports over 70 transaction gateways. The transaction gateway a merchant selects is dependent on the ones that their merchant credit card processing bank will support. Contact the bank account representative to determine available options, pricing information, and setup information. After establishing an account with one of the transaction gateways, complete UltraCart’s gateway configuration. UltraCart is pleased to be an Authorize.Net Certified Shopping Cart provider. This certification insures that UltraCart has passed all the technical requirements for security and reliability set forth by Authorize.Net. Merchants can trust the reliability of UltraCart and Authorize.Net Reasons to Signup with a Gateway

Even if a merchant has a retail point of sale terminal already, they should still consider signing up with a transaction gateway. UltraCart’s support for transaction gateways keeps merchants from having to reenter order information to process the order. This reduces the time to process orders and removes errors from typing. UltraCart also has the ability to process orders in batch in a parallel fashion. This results in authorizing hundreds of orders in a matter of seconds. The Accounts Receivable chapter will cover processing orders with the transaction gateway in more detail. Limitations of Support

UltraCart has some limitations with regards to transaction gateway integration. UltraCart only supports charging the customer’s credit card. The transaction gateway’s web site provides the remaining functionality such as issuing credits, transaction inquiry, etc. Unsupported Gateways

There are literally hundreds of different transaction gateways available. UltraCart supports some of the most popular transaction gateways on the market today. If a merchant credit card processing bank does not offer one of UltraCart’s supported transaction gateways, please contact [email protected]. Typically, a short amount of time is required to add support for additional gateways.

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Figure 51 - Payment Transaction Gateways

To enter your gateway information, click on the checkbox next to the name of your gateway provider. You will then be shown fields for that gateway’s particular information requirements. If you have multiple gateway providers, repeat this process for each provider, being sure to correctly specify which gateway handles which payment types. (The Figure above shows a sample with one gateway selected which illustrates the additional fields that appear). Transaction Gateway Authorization Model

UltraCart supports 3 different authorization models: Auth and capture, Auth then capture, and Auth only. Different gateway providers support different transaction models so be sure to read the details provided for each authorization model. You can select the authorization model UltraCart will use for your account at the bottom of the Transaction Gateways screen. When completed, click on the “Save” button. You will be returned Configuration Menu.

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Figure 52 - Payment Transaction Authorization Model

UltraCart Test Gateway

Only certain gateways allow for a "test" mode, which means you can only use a valid credit card, and real funds are processed. UltraCart has created a new test transaction gateway, selectable from the Transaction Gateways tab on the Payments Configuration screen. This gateway behaves like a real gateway, allowing you to completely test the system's functionality. To use the gateway, simply select it from the Transaction Gateways screen, and enter your Merchant ID. Select the payment types you want the gateway to handle, and press “Save”.

Figure 53 - UltraCart's Test Gateway

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Now, when you place a test purchase, you can use any valid credit card number, and UltraCart will automatically approve the transaction and assign a random authorization ticket number. If you do not want to use a real credit card number, you can use this test Visa card number instead: 4444-3333-2222-1111. To simulate a credit card decline, you must use this Visa card number: 4128-8888-8888-8804. To simulate an e-check decline, use this account number: 9999999. Important! Turn off the UltraCart Test Gateway before you go live with your store. Options (tab)

The third tab on the Payments screen allows you to set general properties that UltraCart uses to manage the customer purchase experience. Presently, there is only one item in this section. Charge During Checkout

The charge during checkout setting allows you to specify whether or not UltraCart will attempt to charge the customer’s card before the transaction is completed. There are pros and cons for each method, so please review carefully the information provided before making a decision. By default, UltraCart does not charge during checkout.

Figure 54 - Options tab

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Charge During Checkout - NO

To have the credit card processed in the Accounts Receivable Section check the “No” button. This action will bring up a second part (Transaction Review), requiring another Yes/No response from you.

Figure 55 - Options Tab-Charge During Checkout – “NO” Accounts Receivable Transaction Review

The Accounts Receivable Transaction Review allows you to specify what actions UltraCart will take when an order is completed. You should customize this section to match your business rule requirements. This section is also a Yes or No selection. Yes Button When a transaction is successful the results are shown to you. You must then decide whether to accept the authorized transaction and allow the order to progress to the shipping department. If you reject the order based upon the results returned for a credit card transaction (such as a bad AVS check) then you will have to refund the credit card using your transaction gateway's website. No Button To move a successful order immediately to the shipping department, check the “No” button. You do not have the opportunity to review the transaction results and potentially stop an order from progressing to the shipping department. Choose this option if your transaction gateway supports AVS and CVV2 verification. For instance Authorize.Net can automatically decline an order if the AVS does not meet a certain criteria. The gateway is performing the review process automatically based upon the way it is configured. Once you’ve made your selection, click on the “Save” button at the bottom of the screen. 67

Charge During Checkout - YES

To charge the credit card in real-time during the checkout process, check the “Yes” button. Then click on the “Save” button at the bottom of the screen. You will return to the Configuration Menu. Note: If the credit card fails during checkout, an error message is displayed to the user and they have an opportunity to enter a new credit card number. If the credit card transaction gateway returns an approval code, then the order is placed and immediately moved to the shipping department.

Figure 56 - Charge During Checkout - Yes

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Restrictions (tab)

Here you can place restrictions on a any particular payment method. Only the payment methods you support will be listed under the Payment Method column.

Figure 57 - Payment Restrictions (tab)

Click on the “Edit” button to the right of the payment method you desire to apply restrictions. You will be taken to the Restrictions Editing Screen.

Figure 58 - Restrictions editing screen

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Here you can select one of three options for each destination listed. Although you are dealing with payment methods, many merchants want to limit the countries (and even P.O. boxes) they accept payments for. This section can appear confusing at first glance but will become more clear after you edit and place restrictions on a few of your payment methods. Any and all restrictions will appear in the Payment Restrictions window after you “save” your edits (shown below).

Figure 59 - Configured Payment Restrictions

Tests (tab)

It a good practice for new merchants to perform a real transaction or two to test their payment gateway. It's well worth the trouble (reversing charges) to insure that all the payment functionality is working the way it's suppose to. However, there occasionally is need to test functionality of configurations other than the payment gateway, especially when your store is already "live". Rather than disabling the payment gateway or running actual purchases, merchants can configure payment information that will always be considered test data and will automatically approve. This is very useful in a live scenario where you need to place a test order on your store with your own credit card, but don't want to deal with the hassle of voiding the charge, etc.

Figure 60 - Payments Tests (tab)

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Create Payment Test

Click on the "new" button to create test information. The following screen will appear.

Figure 61 - Tests Configuration screen

You can create Test information for either a credit card or electronic check. Click on the radio button to the left of the one desired. Enter the credit card or electronic check information in the appropriate fields. Click the Save button when finished. The newly created Test information will be listed as shown below.

Figure 62 - Payment Test Information

Repeat the steps above to create additional test information as needed. Click the "edit" button to make changes to an existing Test entry. Click the "delete" button to remove one.

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Filters (tab)

This is used by merchants where fraudulent or bogus orders are suspected. You can configure the system to check for certain data contained in an order and, if a match is found, send the order to accounts receivable for further screening by you. The customer will receive a completed order receipt but the transaction will not be processed for payment until you "approve" it in accounts receivable. The fields that you can have UltraCart scan are: IP Address Mask, Credit Card Number, and Address Street or Postal Code.

Figure 63 - Payment Filters (tab)

To create a Filter, click on the "new" button. Complete the fields in the screen that appears. Click on the "Save" button when finished.

Figure 64 - Filter Configuration screen

IP Address Mask:

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Enter the IP address of the customer that you suspect is placing the fraudulent or bogus orders. To obtain the IP addresses for previous orders, run the Order IP Report from the Reporting Menu.

Credit Card Number: Enter the Credit Card Number you obtain from the suspect order. Address Street:

Enter the Address you obtain from the suspect order.

Address Postal Code: Enter the Zip/postal code you obtain from the suspect order. Auto Note:

Enter a text note that you want to appear along with the order. You can use this as a reminder of particular information about previous orders from this customer.

Edit or Delete a Filter

Once you've created your filter, it will appear on the filter screen.

To make changes, click the “edit” button. You will be taken back to the original screen whereby you can make and save your changes. Click the "delete" button to remove a filter. Caution! You will not receive warning dialog. Clicking the delete button is not undoable. Rotating Transaction Gateway

Rotating transaction gateways allow a merchant to spread credit card transactions across multiple gateways. This feature is Highly ALPHA and intended only for merchants with substantial transaction volume. Merchants should thoroughly test their configuration before going live with this feature.

Figure 65 - Rotating Transaction Gateway screen

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Related Items UltraCart can automatically suggest items during the checkout process that tend to be purchased based upon the customer's shopping cart contents. Turning on this feature can increase your sales over time by exposing customers to additional items during the checkout process. Please note that changes to these settings take up to 24 hours to take effect.

Figure 66 - Related Items configuration screen

UltraCart can automatically calculate item relationships using your order history. To enable this functionality, click on the Yes radio button on the related items screen, and specify how many relations you would like UltraCart to calculate for each item in your store (maximum of 10). Click the "Save" button when finished. Return Policy A return policy is an important document that outlines the conditions and policies under which merchandise is returnable. It is very important to specify the terms and conditions for accepting a return, the process for initiating a return, and the fees associated with returning a product. Having a detailed and well-defined return policy is an important component of good customer service for an online store. The return policy appears on the payment information screen during checkout, on the customers receipt, and on the packing slip inserted into the shipping container.

Figure 67 - Return Policy

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Sales Tax This section of UltraCart allows you to configure the following 3 items: Tax Rates (Country, State, County, City, & Postal Code), Taxable Address (Billing or Shipping), and Tools (Sales Tax Clearinghouse Feed File).

Figure 68 - Tax Rate Configuration

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Tax Rates

UltraCart allows you to configure the appropriate tax rates for your geographic location. When an order is placed, the tax rate is calculated as the sum of all tax rates matched by the tax location. For example, if you specify a county tax rate of 1%, a city tax rate of 1%, and a state tax rate of 5%, then a customer in that city will be charged a tax rate of 7%. Note: all store items are set as taxable upon creation. You can change that setting (per item) in the Item Editor. In order to allow you maximum flexibility, UltraCart utilizes a hierarchical tax structure system. You can specify tax rates at any level of the hierarchy.

Each level (screen) displays two parts; upper and lower. The upper portion displays the information you are editing. The lower portion of the screen displays the next level in the hierarchy. For example, if you are at the Country level, the top half of the screen will display the country that you selected to “edit” from the previous screen (Tax Rate Configuration) and the lower half displays a listing of the States (if any). Set-up

Although you can configure a tax rate for a Country, State, County, City and Postal Code all in succession, the following explains the setup in a one-at-a-time fashion (saving data as you go) to allow the first-time user an opportunity to become familiar with each of the steps. Country

The first field to configure in the Tax Rate configuration screen is the Country. The message “There are no countries configured…” will be displayed until you add your first Country. Once you click the “New Country” button the following screen will appear.

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Figure 69 - Country Tax Rate Configuration

In the Country Field (drop down list) select the country desired. In the next field, enter the Tax Rate you wish to set for this Country. Click the “Save” button. You will now return to the tax configuration screen. The following (partial Tax Rates screen) shows a sample entry of United States and .25% Tax Rate.

Figure 70 - Tax Rate Configuration (partial screen)

To add another Country, click on the “New Country” button and repeat the steps above. Each Country you add will be listed on this screen once you “Save”. To delete a Country, click on the “Delete” button. To change the Tax Rate percentage for a particular Country, click on the “Edit” button to the right of the Country desired. 77

State

To add a State you must be at the Country Tax Rate screen. Click on the “Edit” button to the right of the Country desired. You will return to the Country Tax Rate configuration screen. Your Country information will be listed in the upper half of this screen.. The message “There are no counties configured…” will be displayed until you add your first State.

Figure 71 - Country Tax Rate Configuration

Adding a State Click on the “New State” button. The State Tax Rate screen will appear (below/left). The upper portion of this screen shows the Country that you previously entered along with new fields to enter your State information.

Figure 72 - State Tax Rate Configuration

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Select the new state from the drop-down menu and enter the tax rate for that state. Check the box to indicate that you desire to tax the shipping and handling. If you need to observe a state tax holiday, enter the date in MM/DD/YYYY format in the spaces provided. Click on the “Add More” button to get more text boxes for additional dates. Click the "Save" button when finished. You will be returned to the Country Tax Rate screen (see image above/right) where you can see your configurations (holiday dates are not shown). To add another State, click on the “New State” button and repeat the steps above. To delete a State, click on the “Delete” button. To change the Tax Rate percentage for a particular State, click on the “Edit” button to the right of the State desired. County

To add a County you must be at the Country Tax Rate screen. Click on the “Edit” button to the right of the state desired. The State Tax Rate configuration screen will appear. Your State information will be listed in the upper half of this screen. The message “There are no counties configured…” will be displayed in the lower portion of the screen until you add your first State.

Figure 73 - State Tax Rate

Adding a County Click on the “New County” button. The County Tax Rate screen will appear. Enter (type) the County name. Enter the Tax Rate. Click on the “Save” button. You will be returned to the County Tax Rate screen (see image above/right) and your County Tax Rate information will be displayed in the lower half of the screen. 79

To add another County, click on the “New County” button and repeat the steps above. To delete a County, click on the “Delete” button. To change the Tax Rate percentage for a particular County, click on the “Edit” button to the right of the County desired. City and Postal Codes

Continue this same process, drilling down to configure your Cities and your Postal Codes.

Taxable Address You can select which address from which tax rates should be calculated. This varies by jurisdiction, so you will need to verify with your local officials the correct settings. At the Tax Rates Configuration Screen, click on the radio button to the left of either “Billing” or “Shipping”.

Figure 74 - Tax Rate Configuration

When you have completed your setting, click the “Save” button to continue. Tools

These tools make dealing with tax rate information easier by importing Tax Information for certain localities.

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Import Sales Tax Clearinghouse feed file

The Sales Tax Clearinghouse (STC) offers raw sales tax data by ZIP code with either quarterly or monthly updates for a fee (www.thestc.com). The data format is a simple, fixed-length text file containing ZIP code, state, county, city names, and state, county, city sales and use tax rates. After subscribing, you will receive periodic instructions on how to download the data file. After downloading the data file, you can configure UltraCart to automatically import it into your Tax Rate section thus eliminating the manual entry method. Note: the STC file must reside on your system in order to enable this feature. Using this tool, you can import the STC feed file quickly and easily into your UltraCart store. This is a simple two-step process. 1. File Import field: Either type in the path to your STC feed file or click on the “Browse” button and navigate to where the file is located on your computer. 2. States field: Manually enter (type) the two-letter abbreviations for all the states that you would like to import. Each state must be placed on its own line (press the “enter” key at the end of each abbreviation). Enter “ALL” to import the all states. Click the “Continue” button when finished.

Figure 75 - Tax Rate Configuration

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Import Ohio Tax Finder Data This wizard will automatically retrieve the latest County Rate Table by Zip for the state of Ohio and import it automatically into your UltraCart account.

Figure 76 - Import Ohio Tax Rates screen

Click the "Start" button to begin the download and import. This will begin the import automatically. Click on the "Start" button to begin. The following screen will appear show import progress.

Figure 77 - Tax Data Import progress screen

When the import routing has finished, the following confirmation screen will appear.

Figure 78 - Import confirmation screen

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Import California Sales and Use Tax Data This wizard will automatically retrieve the latest California Sales and Use Tax data and import it automatically into your UltraCart account.

Figure 79 - California Sales & Use Tax import

Click the "Start" button when ready to begin. The importing process will begin automatically with no further intervention necessary. The following screen will appear showing import progress.

Figure 80 - Tax Data import progress

Once the import routine has completed, the following confirmation screen will appear.

Figure 81 - California tax import confirmation

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Search Tool Many merchants, especially those with large numbers of items, place a search page on their web site to give their customers a way of searching their Items database within UltraCart. The URL to display the UltraCart Search screen is: http://secure.ultracart.com/cgi-bin/UCSearch?merchantID=DEMO (replace DEMO with your Merchant ID). Search Configuration

Merchants can edit the Result Template and also correct common search errors at the Search Configuration screen. Navigate to: Main Menu  Configuration  Search The Search configuration screen is divided into three sections; Result Template, Phrase Standardization and Phrase Links.

Figure 82 - Search Results screen

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Search Result Template

The coding for the result template is displayed in this section and is editable. This allows merchants to customize the way the search results are displayed. We caution merchants to NOT make changes to this section unless you, or your web designer, are at the expert level. Even if you are an accomplished programmer and do indeed plan to make changes, we strongly advise that you make a copy of the default coding so you can Paste it back in if the need arises. Click the Save button at the bottom of the screen when finished with your edits. Phrase Standardization

Merchants that are utilizing the Search feature can print a report that will show the phrases that customers have entered into the search criteria fields. To run the report, navigate to: Main Menu  Reporting  User Searches By browsing these reports, merchants can correct common search errors (typos, etc) that yield little or no results. Enter the common search error in the left column and enter the search word or phrase that you feel should have been entered to get the best results. Whenever a customer enters a search word that you have listed, UltraCart will substitute your replacement word when conducting the actual search. Phrase Links The section is very much like the Phrase Standardization.

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Shipping UltraCart supports an almost limitless combination of shipping methods, and can calculate shipping costs for USPS, UPS, FedEx, DHL, PeriShip, Watkins LTL, Australia Post (AU Post) and Canada Post (CA Post) in real time. The shipping configuration screen contains 6 tabs: Distribution Centers, Checkout Options, Methods, Packages, Shipper Specific Options and Destination Restrictions.

Distribution Centers Tab The Distribution Centers Tab allows you to specify the details regarding the location from which your shipments originate. When you first signed up for UltraCart and completed the Sign-Up Wizard, you were asked for minimum details regarding your shipping origination point such as; Zip/Postal Code, State/Province, and Country. The information you entered then, will be listed in your Distribution Centers section. Many merchants choose to outsource their pick, pack, and ship operation to a third-party called a fulfillment provider. UltraCart allows you to automatically transmit your orders to your fulfillment provider using a variety of mechanisms.

Figure 83 – Distribution Centers Tab

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To further configure your distribution center, click on the “Edit” button to the right of your listed distribution center. A screen will appear allowing you to configure details for your Distribution Center, Shipment Cut-off Times, Transmission Mechanism, Transmission Schedules and Preference for Shipments to Specific Locations. Distribution Center

UltraCart is integrated with many Distribution Centers and can electronically transmit shipment orders directly to them. This of course not only expedites but simplifies your shipping. If you utilize a third-party fulfillment provider, you should place their information here. The Distribution Center screen is broken into section in this manual.

Figure 84 - Distribution Center Information

Code The code field is used to distinguish between one distribution center and another when merchants use more than one. UltraCart automatically assigns “DFLT” to the first center listed. You may change this to a code that fits your needs. Name It’s probably a good idea to use the name of the Fulfillment Center if you are using one. If you handle your own shipping, then use a name that is to your liking. 87

Postal Code, State and Country Enter the Zip/Postal Code, the State/Province, and the Country if not already filled in. Latitude and Longitude This is used by our system for distance calculations. Leave this field blank for U.S. based distribution centers. Our system will automatically configure it for you. For outside U.S. obtain this information from your distribution center and enter it in the appropriate fields. Shipment Cut-off Times

Enter the time of day that the orders must be received in order to ship. Shipment Cut-of Times will be used to calculate the day the order will ship. Some shippers will provide a number of days in transit which will be used to tell the customer the estimated date of delivery. Enter all times in 24 hour, EST format.

Figure 85 - Shipment Cut-off Times Screen

Transmission Mechanism

Many merchants choose to outsource their pick, pack, and ship operation to a third-party. These are generally called a fulfillment provider. UltraCart allows you to automatically transmit your orders to your fulfillment provider using a variety of mechanisms. To enable fulfillment provider support, you need to select a single transmission mechanism, as well as define a transmission schedule. Once you’ve selected your fulfillment provider, you will need to configure the transmission mechanism here. Click on the radio button to the left of the provider’s name. Select “None” if you are not using a fulfillment provider.

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Figure 86 - Transmission Mechanism Screen

There are two additional columns for each mechanism; Integration Type and Supported Shipping Methods. The Integration Type column will display either 1W (one-way) or 2W (two-way). This indicates the fulfillment centers communications capabilities. The 1W indicates that shipping information (orders) will be sent to the fulfillment center but UltraCart will not receive acknowledgement. Most of these will send acknowledgements (shipping information) directly to the merchant and/or Customer. The 2W indicates they will send acknowledgement and shipping info back to UltraCart for updating of the Order record. The Supported Shipping Methods column has a "view" link. Clicking this link will bring up a new screen showing the Supported Shipping Methods for that particular fulfillment center (if available).

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Once you’ve selected your Transmission Mechanism, the field will expand requiring additional fields to be completed. Information for these fields will be supplied by your fulfillment center. At the bottom of the transmission mechanism list is a check box. Clicking the box will tell UltraCart to send orders to the shipping department pending action from me. In doing so, you will have to manually input the tracking information received from your fulfillment company and mark the order as shipped before the customer will receive a notification of shipment from UltraCart. This option only applies if you are using a transport marked as [1W]. Transmission Schedule

Transmission Schedules will only appear for Merchants that have a fulfillment center configured. Most fulfillment centers desire transmissions of orders at certain periods rather than randomly. If you do not configure a transmission schedule, UltraCart will submit each order to your fulfillment provider immediately after the transaction is complete. Press the “New Schedule” button to configure a transmission schedule.

On the transmission schedule screen, you need to specify a time of day to transmit, as well as define which days of the week you would like to transmit your orders. For example, if your fulfillment provider is only open weekdays, you should transmit your orders only on Sunday – Thursday. Ask your fulfillment provider for instructions on how to configure this section.

Figure 87 - Configuring a transmission schedule

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You can configure additional transmission schedules by pressing the “New Schedule” button. Transmission schedules are not exclusive so each schedule is always active. To edit or delete a transmission schedule, use the appropriate buttons next to the schedule on the main fulfillment provider page.

FTP Account

UltraCart provides a virtual FTP account that can be used to exchange files with your fulfillment house. This FTP server supports both explicit SSL on the control port as well as SSL encryption on the data port. To enable your FTP account all you need to do after setting it up with your Distribution Center is to configure the password.

Preferences for Shipments to Specific Locations

By default each distribution center can ship to anywhere around the globe. UltraCart will select the distribution center that is the shortest distance away from the customer as long as there is available inventory there. There may be circumstances where you have a distribution center that can only serve a particular set of places. For instance you may have a Canadian distribution center that is only meant to handle Canadian orders. Using preferences you can enforces these types of restrictions.

If you have no preferences defined, you will be greeted with the typical "no preferences are defined" notice. Click the "new" button to create a shipment preference. The following screen will appear.

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Preference field: Select one of the three choices from the drop-down menu:

Country Field: Select the Country from the drop down menu.

State field: Enter the State or States desired in the text box.

PostalCode Enter the Postal Code into the text box

Once you have completed your configuration for Location Preference, click the "Save" button. You will be returned to the Distribution Center screen where you preferences will be shown.

Figure 88 - Preferences for Shipments screen

To create another preference, click the "new" button and repeat the process. To delete a preference, click on the "Delete" button. To change a preference, click the Edit button.

Order Status Codes

Order status codes provide a convenient way for organizing and displaying the status of orders in your shipping department using a series of color codes. UltraCart has five different statuses by default: back ordered, picking, packing, packed, and released for shipment. Five empty slots have been provided to allow for custom codes to be defined. If you require more than five custom codes, save this page and edit the distribution center again.

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Figure 89 - Order Status Codes screen

In the above example, we have configured a new Order Status Code. The description and designated color code (html) will now appear on our Shipping Department screen (nondistribution center only) as seen on the next page.

Figure 90 - Shipping Department screen

Checkout Options Tab The checkout options tab allows you to specify what shipping options you want to enable during the checkout process. To activate one of the features (each are explained below) place a check mark to the left of your choices.

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Figure 91 - Checkout Options Tab

Allow customer to select ship date Turn this feature on to allow customers to enter a Ship Date during checkout. Allow customer to select delivery date Turn this feature on to allow customers to enter a Delivery Date during checkout. The system will determine if the shipping method they choose can deliver the order by their specified date. If not, a message is displayed notifying them of such. Default Shipping to Residential Address A field is presented to the customer during checkout to allow them to specify if the shipping address is a Residence or a Business. Turn this feature ON so the default setting will automatically be for Residential Address. Customers can still change it to Business during checkout if applicable. Force Shipping to Residential Address Some merchants do not want to ship to Business addresses. Turning this feature on will remove the option to select Business Addresses. Loose P.O. Box restriction check (default is strict)

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A strict restriction check looks to see if this field begins with the letter "P" and contains the word "box". If you check this box, this field cannot contain the word "box". Hide Estimates on View Cart Customers are shown shipping estimates for the shipping methods you've configured. Turn this feature ON to prevent the shipping estimations from appearing in the cart during checkout. Display Estimates by Carrier and then Cost Check this box to have the shipping estimates grouped by carrier name and then by Cost. Send no shipping methods email Check this box to have an email notification sent to the merchant when "no shipping methods" are available for the order. The email will contain the Item Id(s), Qty and shipping address of the order. This information is supplied so the merchant can trouble shoot their shipping configuration to help correct the problem. Hide Special Instructions During checkout, a text box is provided to allow the customer to type in Special Instructions. Turn this feature ON to prevent the Special Instructions text box from appearing during checkout. Disable U.S.P.S. Address Standardization When this field is unchecked, the system will check for a valid address format structure of; City, State, and Zip combination. Check this box to avoid this restriction. Hold Split Shipments in Accounts Receivable Some merchants have intentionally designated shipments for some items to be handled by multiple distribution centers (split shipment). Ship estimates take this into consideration. If an order inappropriately indicates split shipment when the item(s) are not configured as such, then that order will be held in Accounts Receivable. This gives the merchant an opportunity to make distribution center and shipping cost adjustments on the order prior to payment processing. Maximum Address Line Length This feature allows merchants to set the maximum number of characters allowed in the Shipping Address Field. The default is 32 characters. Insurance Percentage if COGS not specified One of the fields in the Item Editor is the Cost of Goods Sold (COGS). If this field is left blank, then the number (percent) enter in this box will apply. Geo-Location Geo-Location is a premium service that allows UltraCart to better estimate shipping costs by utilizing a third-party database of internet address to physical location mappings. Once you activate this function UltraCart will automatically calculate the estimated service cost. Your Checkout Options screen will show the actual cost based upon your cart count for the preceding month. Since UltraCart uses a third party company to locate your customers, this feature is a premium 95

service that costs $0.0008 (8/100th of a penny) per cart that is tracked. Based upon your cart count last month, this service will cost an additional $0.01 per month (estimate only). To decide whether to turn this service on or not, consider how many sales are lost due to poor estimates compared to actual shipping costs to the customer's destination. Help reduce the shock factor of shipping today and close more sales!

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Methods Tab The shipping methods tab allows you to specify the shipping methods you employ. There are basically 3 steps in this process. 1) Select the shippers you prefer and their methods, 2) Configure specific details such as Cost, Destination Restrictions, Insurance, etc. 3) Set a single shipping method as default. You will see the remark “No shipping methods have been configured….” if you DID NOT select shipping methods during the initial “set up” process.

Figure 92 - Shipping Methods screen

Adding Shipping Methods

You can add shipping methods by clicking on the “New Method” button. This will take you to the Add Shipping Method screen where you will select one of three options.

Figure 93 - Add Shipping Method screen

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1. All Shipping methods for ………... A few (very few) merchants utilize many or all of the methods offered by a particular shipper. The quickest way is to select the name of the shipper from field #1 and press “Continue”. You will be returned to the Shipping Methods screen and all shippers’ methods will be listed. You can always remove some of these later. You will need to “edit” to configure certain settings for each shipping method. This will be explained later. 2. A single built-in shipping method ………... Most merchants prefer to add methods one at a time. Select the appropriate method from field #2 (second drop-down list) and press “Continue”. You will be taken to that individual shipping methods editing screen where you will configure certain settings for each shipping method. This will be explained below. 3. A custom shipping method named ………... You can also create a custom shipping method by entering (typing) a descriptive name into field #3 text box. This option is typically used when you are providing delivery by means other than normal carriers. Hence, the “Real-time calculation by carrier” will not be an option when you configure this shipping method. Once you’ve entered the name of the custom shipping method, click “Continue”. You will be taken to editing screen where you will configure certain settings (explained below). Shipping Methods (Configuration)

After you’ve selected your shipping method(s) you will return to the Shipping Methods screen. All of your selected shipping methods will be listed.

Delete Shipping Method

Merchants should be extremely careful about deleting a shipping method. Especially if they have completed the configuration (edit) process. To delete a shipping method simply click on the “Delete” button to the right of the method. Caution! There is no 98

warning dialog. Clicking the delete button immediately deletes the entire shipping method. There is no “undo”. Configure Shipping Details

Click on the “Edit” button to the right of a shipping method to configure specific details. The Shipping Method configuration screen will appear with 7 configurable options (tabs): Cost, Restrictions, Insurance, Estimated Delivery, Handling Charge, Packages and Other. Cost Tab

The Cost tab allows you to set the shipping calculation method for this shipper. You can select one of the five methods.

Figure 94 - Shipping Method Cost tab

Real-Time Calculation is based upon the shipping distance. UltraCart has the ability to calculate the cost by using a real-time connection to the shippers system. For instance, UltraCart's USPS integration allows accurate cost calculations between the shipping origination and destination addresses.

Order Weight field will expand giving you the opportunity to enter more specific information. Here you will enter the Minimum Order Weight (select LB or KG), and enter the Shipping Charge for each. The screen provides for 5 initial entries but can be increased by 5 each time you click on the “Add More” button. You cannot add lines until you have completed the previous 5. Click on the “Save” button when finished.

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Order Subtotal is another expanded field. Here you simply enter the subtotal amount of the order and the shipping charge at that subtotal level. Again, you have five rows but can add 5 additional (at a time) by clicking on the “Add More” button. Click on the “Save” button when finished.

Order Percentage is much like the Order Subtotal option except that you will enter the percentage amount of the subtotal that you want the shipping cost to be.

Store Item option is limited to stores with 50 store items or less. Once you click on the button to the left, this field will display your store items alphabetically. Simply enter the Shipping Charge for each specific item. Click on the “Save” button when finished.

Some merchants choose a very simplistic shipping configuration using custom methods such as "Domestic" and "International" and assess average fees for both. Based upon the preferred shipper, merchants should select several of the built-in options. Restrictions (tab)

There are 5 configurable restrictions under this tab; Destination Restrictions, Payment Method Restrictions, Pricing Tier Restrictions (if configured), Weight Restrictions and Ship on Day of Week Restrictions. Destination Restrictions

The Destination Restrictions tab allows you to specify to which locations and location types the specified shipping method services. For each of the options, you can select Invalid For, Valid For, and Valid Only For. Many merchants use these methods to allow for USPS only when shipping to APO/FPO addresses. You can select any combination of 100

values, but UltraCart will ignore any invalid selection choices. Click on the “Save” button when finished.

Payment Method Restrictions

This section allows you to specify the payment method restrictions that you desire to have placed on this shipping method. Similar to the Destination Restrictions, you can select Invalid For, Valid For, and Valid Only For options.

Figure 95 - Payment Method Restrictions Pricing Tier Restrictions

Again, similar to the previous restriction settings, merchants that have configured Pricing Tiers they can restrict said pricing tiers per shipping method

Figure 96 - Pricing Tier Restrictions screen Weight Restrictions

Some shippers have Weight Restrictions for some shipping methods. Therefore, this option will allow a merchant to have a shipping method available only when certain weight criteria are met. By setting weight restrictions, UltraCart will not recommend those not meeting the criteria that you configure base on the total weight of the items in the cart. Keep in mind that this setting is for a particular shipping method.

Figure 97 - Weight Restrictions screen

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There are three fields to be completed for both the Total Shipment and the Individual Package. Select the applicable Quality Operator (less than, more than, etc.) from the first drop down list. Then enter the applicable amount. Lastly, select LB, OZ, or KG. in the last drop-down list. Ship on Day of Week Restrictions

This section offers the ability to restrict shipping to occur on a certain day of the week. Click on the check box to the right of the day of the week that you DO NOT want shipping to occur.

Figure 98 - Ship on Day of Week Restrictions

Insurance Tab

Click on the Insurance Tab to configure the way UltraCart calculates insurance costs. The settings vary depending on the shipping carrier or method. Here we describe the three most common: o Real-time calculation by [method] (appears only if the shipper offers it) o Based upon the order subtotal o None

Figure 99 - Insurance Tab

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Real-Time Calculation An additional (optional) field will appear that allows you to set a minimum package value. Calculation will not occur until the package value is over this amount.

Based upon the order subtotal This option allows you to enter the Insurance Cost (dollar amount), Increment (per dollar amount) and minimum quantity (dollar amount).

None Click the radio button to the left of the “None” option to have no insurance costs calculated. Click the "Save" button after making your selection. Estimated Delivery Tab

You can provide your customer with an estimation of the delivery date. There are five different ways to specify the information; Real-Time, specified number of days, range of days, number of weeks, or range of weeks.

Figure 100 - Estimated Delivery Tab

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Simply click the radio button to the left of your choice and enter the information in the boxes provided. Select the radio button to the left of “None” if no Estimated Delivery time is desired. Click on the “Save” button at the bottom of the screen when finished. Click the “Return to shipping methods” link if you've decided to make no changes. Handling Charge Tab

There are various charges that merchants encounter when shipping some products. For example, some countries require special shipping documents or other handling considerations that increase shipping costs. UltraCart provides the ability to add additional shipping (handling) charges and discounts per shipping method. While at the specific Shipping Method screen, click on the "Handling Charge" tab.

There you will find 3 sections; Markup, Discount, and Handle Charge. Each one is discussed below. Markup

In the top portion of this screen you can establish Markup fees to be passed on to the customer. Enter a Flat Fee or Percentage for mark up. You can also indicate a rate for First Item, Each Additional Item, Residential Delivery, Hazardous Materials Fee (Per Package or Per Entire Shipment) and/or an additional fee (amount) for Minimum Order (amount).

Make your entries in the appropriate fields and click the "Save" button at the bottom of the screen.

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Discount

Merchants can provide a percentage discount for Commercial and/or Residential. Additionally, you can offer a percentage Discount based on minimum weight also for Commercial and/or Residential delivery. Enter your percentages in the appropriate fields.

You can offer Percentage discount by Weight. Enter you minimum weight in the field provided. Then select LB, OZ or KG from the drop-down list. Then enter the Commercial or Residential percentage discount in the fields to the right. Click the "Save" button at the bottom of the screen. Handling Charge

This section displays all of the countries from which you allow orders (see page 34).

Enter the dollar amount you want to charge in the field for each Country. State Handling Charge

Additionally, you can establish individual State handling charges for each Country. Click on the “Edit” button to the right of the country to bring up the following screen.

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Enter the handling charge associated with each state/province. For the United States, use the two letter abbreviation. For APO/FPO destinations, use the two letter abbreviations show on this screen. 10 blank fields are initially provided. Click the “Add More” button if additional fields are needed. Click the “Save” button when finished. Packages Tab

This section allows you to select packages (if previously defined) for a particular shipping method. If you haven’t previously defined packages, you will see the familiar “No packaged are defined…” message. Defining packages is covered later in this chapter.

Figure 101 - Packages screen

Configured packages will be listed on the left of this screen. Click in the check box for each package desired. You can also set a Maximum Package Length (optional) for a particular country. Again, those countries previously established at Configuration  106

Allowed Countries will be listed here. This is usually only necessary for large packages to international countries via USPS. Enter the Maximum Length and the set either inches (IN) or centimeters (CM) from the drop-down list. Click the "Save" button when finished. Other Tab

This section contains seven items; Maximum Package Count, Maximum Weight, Comment, Display Name, QuickBooks™ Code (if activated), Qualifies for free shipping (with optional weight) and Free Shipping based upon order subtotal.

Figure 102 - Other Shipping Configuration Tab

Maximum Package Count This field allows you to limit the number of packages per shipment via this Shipping Method. Let’s say you didn’t want to ship via DHL if it’s more than two boxes. You would set the maximum package count to “2”. Maximum Weight This is primarily used when you are not using the real-time shipment calculations since the real-time method will determine the appropriate methods based on the weight of the item(s) being purchased. 107

Enter the maximum weight in the box provided and specify either LB or KB in the drop down menu to the right of the field. Comment Use the comment field to add a descriptive comment to the right of the Shipping method name, for clarity to the customers, if needed. Display Name Here you can customize how the shipping method appears. Whatever you enter in this field will replace the standard name. Merchants should use some caution here to avoid confusion for the customer. QuickBooks™ Code Enter the code for UltraBooks/QuickBooks™ migration. This option will only be available if UltraBooks is configured. See Chapter 13 for information on UltraBooks. Qualifies for free Shipping Check this box if you want to offer free shipping for this Shipping Method. Optionally, you can restrict the free shipping based upon the weight of the shipment in either of the following ways (using the drop down list):  Less than (<)  Less than or equal to (<=)  Equal to (=)  Greater than or equal to (>=)  Greater than (>) Once you have selected the symbol of choice, enter the weight amount in the box provided. Also select LB or KG from the drop down list to the right. Free Shipping if order subtotal You can also specify Free Shipping based upon the order subtotal. Enter the dollar amount in the box to the right of this field. This will allow Free Shipping for this Shipping Method (when selected by the customer) when the order subtotal is equal to or greater than the amount entered here. Free Shipping if item count Allow 3rd Party Billing Presently active for Merchants that use Interact Fulfillment company ONLY. Signature Required if Subtotal

Filter other methods when this one is available

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No real-time charge

Click on the “Save” button when finished.

Default Shipping Method

Once you have configured all of your shipping methods, you need to set one of them as a default. The one that you indicate here will be “selected” as default at checkout.

Figure 103 - Default Shipping Method Selection

At the Methods Tab, click on the “Make Default” button to the right of the shipping method that you desire to be the default. The word “Yes” will then appear under the Default column. Click the “Save” button when finished. You will be returned to the Configuration Menu. Packages Tab UltraCart allows you to configure the packages that are available for shipping items to customers. Packages are used to determine the packing solution that will be used to deliver an order and calculate the total shipping charge.

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Please note that you do not have to configure packages for shipping estimations. If packages are not defined then UltraCart will use a more simplistic shipping estimation based solely on the weight of the items being shipped. Configuring packages allows you to take advantage of special rates for specific package types and simplifies multi-package shipments. The following shows the Packages Tab screen. You will see the message “No packages have been configured…” until you have done so.

Figure 104 - Packages screen

New Package

To configure packages, click on the “New Package” button. The following screen will appear.

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Figure 105 - Package configuration screen

New Package When configuring a new package you will define the following: Name (for your recall), Outside and Inside dimensions, Fill Capacity in percentage, Weight, Maximum Packed Weight, Cost and Special Type (selected from drop-down menu). You will also define which shipping methods you want to allow use of this package by checking the box to left of the shipping methods listed (that you have previously defined). Click the “Save” button at the bottom of the screen when completed. Once your packages are configured they will be listed on your Packages Screen.

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Delete Package

To permanently remove a package from the system, click on the “Delete” button. Caution! There will be NO warning dialog and this action is “undoable”. Edit Package

Click on the “Edit” button to return to the configuration screen and make any changes desired. Shipper Specific Options This screen is designated for those merchants to configure their special accounts with FedEx, FedEx Freight, UPS, Endicia Dazzle, Watkins and/or PeriShip. Once you’ve received our account number and all required information from the carrier, enter the information on this screen. Click the “Save” button at the bottom when finished. When configuring FedEx, you will need to have UltraCart obtain a Meter Number for you. Simply enter your Account Number and then click the “Obtain Meter Number” button. Once the Meter Number is auto-filled, complete the remaining fields.

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Figure 106 - Shipper Specific Options Tab

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Destination Restrictions UltraCart allows merchants to restrict (prohibit) shipping to an entire state, certain cities within a state, and/or certain Postal Codes within a City. If you want to prohibit shipping to an entire country, then you should remove that country from the approved list at the “Allowed Countries” configuration screen (see page 34). On the Destination Restrictions screen, the message “No destination restrictions are configured….” will appear until at least 1 has been added. Click on the “New” button to configure destination restrictions.

Figure 107 - Destination Restrictions Tab

To create a new restriction, click on the “New” button. The following screen will appear.

Figure 108 - Destination Restrictions configuration screen

You can set up Destination Restrictions at the State level to block the entire State, at the City level to block a City, or at the Postal Code level to block a single Postal Code within the City. If you enter a Postal Code you need to check the “Block orders in this city/postal code”. For example, if you entered “United States, California, Salinas, 93901 114

and clicked the “Block orders in this city/postal code” radio button, then only 93901 Postal Code would be blocked. You must create and save each restriction one-at-a-time. Be certain to enter valid information as UltraCart does not confirm your data. Hint: There may be situations where you want to allow delivers to one postal code and block all others. Rather than entering separate restrictions for all the postal codes to block (which could be numerous in large cities), you can enter the single postal code desired and click on “Block orders in cities/postal codes other than this one”. The Validity field only needs to be checked if and when a city/postal code is specified. Click the “Save” button when finished. Once you have configured and “saved” a restriction, it will appear in the list on the main Destination Restrictions screen.

Figure 109 - Destination Restrictions (configured)

Two buttons will be visible to the right of each restriction listed. Click on the “Delete” button to remove the restriction. Caution! No warning dialog will appear. The Delete action is undoable! To make changes, click on the “Edit” button, enter your changes and click “Save”.

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Ship Date - Delivery Date A new feature has been added that allows merchants to offer their customers the ability to enter their desired "ship date" or "delivery date" during the checkout process. If you've configured a carrier (shipping method) that provides real-time estimated delivery, such as FedEx, then this feature can provide a valuable service to your customer. It allows them to determine which method will be the cheapest option for them to receive the product on a certain day. It's also great for merchants that support gift giving. Make sure your gift arrives for a birthday, etc. Configuration

There are three (3) sections in UltraCart that need to be configured in order to insure the Ship / Delivery Date feature will properly function. They are Estimated Delivery (page 103), Checkout Options (page 93) and Shipment Cut-Off times (page 86), all of which are configurable at Main Menu  Configuration  Shipping. Estimated Delivery

You must select an Estimated Delivery for each of the shipping methods you want the Ship/Delivery Date feature for. Main Menu  Configuration  Shipping  Methods [tab]  Edit  Estimated Delivery

At the Estimate Delivery screen, you need to identify an estimation of the delivery date.

Figure 110 – Shipping Estimated Delivery screen

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Click on the radio button for your choice and fill in the blanks on that line. Click the "Save" button when finished. Checkout Options

The next step is to turn on the checkout options for ship date and/or delivery date. Main Menu  Configuration  Shipping  Checkout Options [tab]

Figure 111 - Shipping Checkout Options screen

Click on the radio button for either Allow customer to select ship date or Allow customer to select delivery date. It's most likely you will not want to offer both. The most common and most useful to customers would be the delivery date. Click the "Save" button at the bottom of the screen when finished. Shipment Cut-off Times

The shipment cut-off times establish the time of day that the order MUST be received in order to be shipped. This gives the shipper the ability to estimate delivery dates. Main Menu  Configuration  Shipping  Distribution Center [tab]

At this screen you'll simply enter the time for each day of the week.

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Enter the time in 24 hour format (as shown above). Click the "Save" button when finished. Order Process

When the Delivery Date has been configured the shipping page will allow the customer to select their desired Deliver Date. UltraCart will then calculate shipping cost and present the lowest cost shipping method that can deliver on that date. The following is how the Shipping Address screen appears.

The customer enters their Shipping Information and Delivery Date. UltraCart will quickly calculate shipping dates and cost and present them on the Shipping and Payment preference screen. If the customer leaves the Delivery Date blank, then UltraCart will show all the configured shipping methods and when the order will arrive.

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Remember, the lowest shipping cost that meets the delivery date will be displayed. The receipt will be displayed once the customer continues and finalizes the order. The ship date and the delivery date are also displayed on the receipt. Remember, the lowest shipping cost that meets the delivery date will be displayed.

Figure 112 - Receipt with Ship & Delivery Dates

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Shipping Department Views

Since the ship date is critical, merchants can now view their orders "by ship date" in two different methods within the Shipping Department. Main Menu  Order Management  Shipping The first method is by changing the view of all the pending orders  Select "by ship date" in the drop-down list and then click the "Change View" button above that field to apply the new setting. The second method is to filter the orders list by “ship date”.  Enter the date desired in the text box in the upper right corner and click the “View Orders” button. Only the orders to be ship on that date will appear in the list.

The "by ship date" view is also configurable in the Accounts Receivable department.

Figure 113 – Accounts Receivable (by ship date) view

The second method is by viewing only orders scheduled for shipping on a certain date. To do so, locate the "Ship Date:" in the upper right corner of the shipping department.

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Single Page Checkout The single page checkout places most of the checkout information on a single, scrolling page (screen). This eliminates customers having to click on a next or continue button to navigate through the checkout process, page-by-page. This condensed checkout process may or may not be suitable for some merchants. The single page checkout of UltraCart is not meant to have the same exact features as the regular checkout. Features that are supported on the single page checkout:       

 

Regular items Items w/options All shipping methods All discounting schemes Coupons Credit Cards / PayPal Express Checkout / Google Checkout Auto orders items (only those that are upsells). Auto order items where the customer can select their frequency or not. Advertising Sources Upsell After

Features that are specifically not supported:       

Related Items Gift giving Special instructions on the shipment Check / E-Check / Money Order / Purchase Order / Wire Transfer Customer profile logins during checkout Customer profile address books Any other feature not specifically listed in the supported list above.

If you are comfortable with the limitations of the single page checkout, you can enable it for your store. Log in to your account and navigate to: Main Menu  Configuration  Shopping Cart Checkout Configuration  Single Page Checkout [link].

Click on the checkbox to the right of the "Enable Single Page Checkout" field. Then click on the "Save" button.

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Shopping Cart Look & Feel Configuration In this section you can configure four (4) elements of your cart: Checkout Text, Dynamic Pricing, Passive Branding, and Screen Branding Themes.

Figure 114 - Shopping Cart Look & Feel

Checkout Text UltraCart checkout is available in different languages. This feature allows merchants to further tune the checkout by adjusting the text used within the entire checkout process (screens). Navigate to: Main Menu  Configuration  Look & Feel  Checkout Text

Figure 115 - Checkout Text screen

To edit some of the wording (text) that appears on checkout screens, click on the "edit" but to the right of the language you have configured for your checkout. The following screen will appear (we've used English for our examples):

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Figure 116 - Checkout Text Editor screen

Locate the Standard Message you want to modify and enter "your message" in the column to the right. Continue making desired changes and click the "save" button at the bottom of the screen when finished. Hint! Most browsers have a "find" (Ctrl+F) feature that allows you to search a page (a letter at a time) for content. This will be extremely helpful as this screen is very lengthy. Given that changes on this text editor screen will make changes that all your customers will see, it's recommended that administrators use caution in granting Permissions to this page. Dynamic Pricing Dynamic pricing is the process of embedding images for the prices of each individual item into web pages. UltraCart generates the images based upon the current price of the item. By leveraging dynamic pricing throughout a merchant's website the price of an item can be changed and the website immediately reflects the change without the need to edit and upload a new html page. Merchants that have a very large inventory or one whose prices change frequently should seriously consider using dynamic pricing. There are 4 steps to configure dynamic pricing: Select a Font Style, Set the Font Size, Set the Font Color and Font Smoothing. Whenever you make a change to any setting during these steps, the real-time preview at the bottom of the screen will update to reflect the current settings. You can use this to accurately match your existing web site design. Step 1 - Select a Font Style for your price images.

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UltraCart provides a wide variety of fonts to match just about any web design. To choose a font, click on the radio button to the left of the sample price and press the "Continue" button.

Figure 117 - Selecting a font style

Step 2 - Set the Font Size. This screen provides examples, in the style you selected, of font sizes. Make your choice using the drop down menu.

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Figure 118 - Selecting a font size

Step 3 - Set The Font Colors. This section allows you to set your fonts foreground and background colors. Click on the Pallet Icon to the right of the coding to bring up a color pallet. Once the pallet appears, click on the color of choice. Repeat the process for choosing the background color.

Figure 119 - Selecting a font color

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Step 4 - Enabling Font Smoothing Preference Font smoothing smoothes the edges of the font by blending them in with the background color. If you enable this option, be sure to set the background color to the same as your website's background. If your website uses a background image, select a background color (step 3) that is similar to the average color of the background image. A mouse click on the box to the left of “enable font smoothing” will place a check mark into the box and enable Font Smoothing. To disable, mouse click again to remove the check mark.

Figure 120 - Font Smoothing Preference

To implement your Dynamic Pricing, see Embedding Dynamic Pricing on page 276.

Real Time Preview and Show Background

A Real-Time Preview is provided at the bottom of the screen to provide an immediate view of your choices. Whenever you make a change to any setting during these steps, the real-time preview will update to reflect the current settings. You can use this to accurately match your existing web site design. The "show background button" displays the color you selected in Step 3 to give you an idea of how your font & color will appear on your web page. Click in the check box to enable the show background feature. Click again to disable.

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When you are satisfied with your choices, press the Save button to commit your changes. You will then be shown one final preview of your selections. If you need to make any changes, simply return to Dynamic Pricing screen. Your previous settings will be automatically configured for you to modify.

Figure 121 - Final Preview Screen

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Screen Branding UltraCart allows for a tremendous level of flexibility in customizing the look & feel of your cart. If you brand your shopping cart pages, a customer will not be able to tell any difference between pages hosted on your servers and pages hosted by UltraCart. At first, it may seem a little awkward to have a special graphics management piece to the UltraCart branding. Intuitively the graphics could reside on the same web server that a merchants website exists, but the technical details of secure page downloads requires all content (html page and graphics) to come from a secure web server. If some of the content on a page does not come from a secure web server, the secured page icon at the bottom of the web browser will not appear. By using the UltraCart graphics management system (Screen Branding), you can avoid having to purchase a secure server certificate for your server, saving as much as $400/yr. Remember that graphics used within branding pages must come from the UltraCart Graphics Management system. The Basics There are basically only two main steps to accomplish [basic] Screen Branding. One is to upload your graphic(s) to UltraCart and the other is to insert the Graphic Link (generated by our system) to the screen layout desired. The following briefly outlines the steps within UltraCart to place a graphic on a screen. You will find a more detail version later in this chapter. Upload your graphic(s) to UltraCart. 1. Determine which graphic(s) you want to upload. 2. Identify where (path) they reside on your system. 3. Navigate to the Screen Branding Themes section of UltraCart. Main Menu  Configuration  Screen Branding Themes

4. Enter the Theme Editor by clicking on the “Edit” button to the right of the default theme. 5. Click on the Graphics Tab. 6. Type the location (path) of the graphic in the field provided and click on the “Upload” button. Insert the Graphic Link code into the desired Screen Branding window. 7. Obtain the Graphics Link. a. from the Graphics Library screen click on the “View” button to visually confirm your graphic appears (click on the browser “back” button to return). b. click on the “Link” button to the right of the graphic desired. c. elect and copy the HTML coding from the top box (Img Tag). d. return to the Graphics Library. 8. Paste the HTML Img Tag into the desired Brandable Screen. a. from the Graphics Library Screen, click on the “Screens Tab”. 128

b. click on the “Edit” button to the right of the desired screen. c. paste the Graphics Link HTML code (should still be on your clipboard). Screen Branding Themes UltraCart supports multiple themes for the checkout. Most merchants only use a single theme (the default) for the look of their screens. There are a few merchants however that will utilize multiple themes for transitions in the look of their website. For instance, some merchants may create a theme to brand the checkout so that it looks like an affiliate’s website that is sending traffic to their site.

Figure 122 - Screen Branding Themes

The Screen Branding Themes page will list all your themes. There are four columns which will show the Code, Description, Default and Options. We have already created a “default” theme for you. This will likely be the only theme you create and if so, it will be the only theme listed here and the only one that you will deal with. If you do create other themes (discussed later), delete buttons will appear for each one. Since you cannot delete the default theme, it will never have a “Delete” button. You will however, be able to switch the default to other themes. See “Using Secondary Screen Branding Theme” on page 138 to learn how to set your buy link HTML target for a secondary theme.

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Theme Editor

To populate your first (default) theme, click on the “Edit” button under the Options column. This action will take you to the Theme Editor Screen.

Figure 123 - Theme Editor Screen

The Theme Editor has 4 parts: Theme, Graphics Library, Screens and Conversion and Tracking. In this module you can set or change the Code and Name of your theme, upload graphics to your Graphics Library, edit html for the header and footer for any of the brandable pages and configure your conversion and tracking code (snippets) for many third party tracking systems. Theme Tab

Here you will assign a Code for your theme. The Code field is limited to 10 characters. You can change this to your liking or leave as “DFLT”. If you have only one Theme, it will be the default and UltraCart will use it regardless of its naming. Second you must give your theme a Description. This naming is solely for your convenience to help you identify the theme. This will become more evident if you create multiple themes. Once you have completed the naming, you can either click on the “save” button (saves your edits) or click on the “Return to theme list” button (will not save your edits). Either action returns to the Screen Branding Themes Graphics Library Tab

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The graphics library stores all your images, cascading style sheets (CSS), shockwave, and javascript files that are needed to brand your checkout. It is important to upload everything needed for your checkout screen branding into the graphics library so the pages can be served up securely. There are two sections to this screen; Graphics Files, where you will see your uploaded graphics listed and Upload Graphics, where you actually navigate within your system to identify and locate which graphics are to be uploaded to the UltraCart server.

Figure 124 - Graphics Library Tab

On your first trip to this screen you will see the following message: “There are no graphic files uploaded……” This message will disappear once you upload your first graphic. You must first know where your graphics reside on your system (which folder). If you know the path to the file, you can simply type it into the “filename” field. If not, click the “Browse” button. A dialog window will appear in your browser. Locate the file on your computer/system and then click OPEN. The filename (path) will appear in the filename field and will look something like this:

Click on the “Upload Graphic(s)” button to complete the upload function. 131

Note: To make it more convenient for sites with a lot of images we support the uploading of a ZIP file. Compress (zip) your files into one “.Zip” file and upload it in the same manner as explained above. UltraCart will automatically unzip and list them as separate files in the Graphics Library. Once you’ve successfully uploaded your graphic, the theme editor screen will change in appearance. Each and every graphic will appear in a list showing its filename and size (in KB). In addition, new buttons will be added and labeled View, Link and Delete.

Figure 125 - Graphic Files list View Button

Clicking on “View” button will provide a screen view of your graphic. This gives you an opportunity to insure that it is indeed the graphic you wanted. Click on your browsers “back” button to return to the graphics library screen.

Figure 126 - Browser view of uploaded graphic

Link Button

Clicking on the “Link” button will take you to the Graphic Link screen which gives you a preview of the actual “Img Tag” and “Img URI” html code. This code can be “copy and pasted” into any brandable screens header/footer.

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Figure 127 - Graphic Link screen

Img Tag The IMG element allows an image file to be inserted within an HTML document. This lets you include pictures and figures within a document as opposed to having hypertext links that retrieve and display images in a separate viewing window. SRC gives the URI of the image document. Experienced HTML coders can enhance the Img Tag (at the Theme Editor) to manipulate the graphics alignment, look and other attributes. Img URI The Img URI is the unique name used to access a resource (the graphic in this case). Download Image

If for some reason the merchant needs the graphic back onto their system (lost the file, etc.), they can download it by clicking the "Download" button for that image. A dialog box will appear offering to open or save the file to your system. Delete Button

Clicking the “Delete” button will remove the graphic from our system. It will not interfere with the graphic at it’s location on your system! Screens Tab

The screens tab will list all the brandable screens. For your convenience, brandable pages (screens) are grouped logically based upon the portion of the system they are in. The groups are: Checkout, Web Features, Account Management and Miscellaneous.

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Figure 128 - Brandable Screen Tab

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Editing Brandable Screens

Clicking on the “Edit” button to the right of any screen name will take you to the Screen Branding Page. This screen provides two boxes to enter your screen branding HTML for this particular screen. Enter (type or “copy & paste”) the necessary HTML into the space provided for both the Header and Footer as needed.

Figure 129 - Screen Branding editor

Which Editor?

UltraCart does not require any specific HTML editor in order to develop a branded page. Most graphical editors such as Macromedia Dreamweaver or Microsoft FrontPage are good choices. Some merchants with good knowledge of HTML prefer to us a simple text editor like Microsoft Windows’ Notepad. How Branding Works

UltraCart allows wrapping the default page layouts, for all the screens that are generated by UltraCart, with custom header and footer HTML content. With this technique, merchants can specify content surrounding the fixed contents of the UltraCart generated pages. This process allows the merchant to place specific HTML elements to each page above, below, to the left, and to the right of fixed contents for each page. 135

Figure 130 - Branding Header and Footer Areas (Screen capture courtesy of HobbyZone.com)

Rules for Html Pages

There is only one limitation when developing the branding content. An html page cannot have a

tag that spans from the header section to the footer section. If a designer does this, their tags wrap the tags in the UltraCart generated content in an invalid way. This occurs most often when a merchant's branding has a toolbar across the top containing a navigation drop down box along with some JavaScript to cause a page to load when a customer selects an entry in the list. If the branding contains this type of navigation, make sure the

tag appears in the header and not the footer. Techniques for Branding Design

There is a very simple technique for designing a branded page and then splitting it into its header and footer html snippets. In a graphical html designer, create a table that has one 136

row, one column, and a border of zero. Inside the table's cell, enter the text "ULTRACART CONTENT HERE.” Then surround the table with any html content. Once the page has the appropriate look, switch the html editor into its source mode (the mode that shows the individual html tags). In the source mode view, selecting everything to the left and above the text "ULTRACART CONTENT HERE" represents the header html snippet. Selecting everything to the right and below the text "ULTRACART CONTENT HERE" represents the footer html snippet. Applying Branding to other screens

We have provided a column to the right that displays a listing of all brandable screens. This allows you to apply the present branding (of the screen you are working on or viewing) to any or all other brandable screens. This eliminates the need to edit each brandable screen with the same HTML code. Click on the check box to the left of the screen name you wish to apply the branding to. If you desire the same branding on all screens in the list, simply click on the “Select All” box at the top of the column. Save and Preview

Two buttons are provided at the bottom of the screen. Click the “Save” button to save all your settings. You will return to the Screens page. If you want to preview your work before returning, click on the “Save and Preview” button. This action will display your page along with your branding in your browser. Click the “back” button of your browser to return to the Screen Branding page. Adding Additional Themes To add additional themes return to the Screen Branding Themes page. Click on the “New Theme” button. This action will again take you to the Theme Editor screen. The process from there will be the same as you did when editing your first (default) theme. All additional themes created will appear on the Theme Editor screen. Setting the Default Theme

Once you have created more than one theme, UltraCart wants to know which one of these you want to use as your default. Simply click on the “Make Default” button to the right of the theme desired. Notice that the word “Yes” now appears in the Default Column for this Theme. The “Make Default” and “Delete” buttons now moved to the other Theme. If a third and subsequent theme is/are created, they too will have the “Make Default” and “Delete” buttons available.

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Deleting a Theme

Deleting an existing theme is straight forward. Make certain this is the action desired as it cannot be reversed. Click on the “Delete” button to the right of the theme desired. Using Secondary Screen Branding Theme

Some merchants chose to have a particular store item displayed in the cart utilizing a secondary screen branding theme they have created. This could even be from a totally different Web Store selling the same items. To accomplish this, an additional parameter must be appended to the buy link in order to have the secondary screen branding theme applied during checkout. Add this parameter to your buy links that are coming from the secondary domain requiring a different theme (excluding the quote symbols): "&ThemeCode=" The following example assumes the secondary screen branding theme for merchant account "DEMO" is called "2NDTHEME" and the store item is "BONE". Example buy link using non default screen branding: http://secure.ultracart.com/cgibin/UCEditor?MERCHANTID=DEMO&ADD=BONE&ThemeCode=2NDTHEME Passive Branding UltraCart can automatically place a small “Powered By UltraCart” graphic on the bottom of your view cart pages. This icon lets your customers know that your store is powered by UltraCart and gives them confidence that their ordering process will go smoothly. If a customer wants more information on UltraCart, they can click on the logo and a new browser window will open with information about UltraCart. The customer shopping experience will not be interrupted. We would appreciate it if you enable this option.

Figure 131 - Passive Branding Configuration

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Back Office The Back Office section allows you to configure the systems that help you manage the order processing and fulfillment requirements of your online store. The Back Office consists of 17 sections: Amazon Turk, aMember, Auto Order Processing, Email Addresses, Exporting Orders, Froogle, Internet Explorer, Old Order Handling, Order Retention, Printable Documents, QuickBooks Terms and Lists, Receipt, Report Delivery, Sales Force.com, Shipment Notification, UltraBooks and XML Post Back. Amazon Turk THIS FEATURE IS ALPHA AND CURRENTLY REQUIRES ASSISTANCE FROM ULTRACART PROFESSIONAL SERVICES TO USE. Mechanical Turk is a service offered by Amazon that allows you to hire workers for small projects (i.e., writing copy for your website) without ever having to directly interface with your workers. You create the Human Intelligence Task (HIT), set the price, and the work just happens. When the result comes back you simply decide whether you approve or not. UltraCart's Mechanical Turk integration allows you to take this concept one step further without leaving the UltraCart system. You can create jobs on Mechanical Turk directly from UltraCart, which allows you to do things like having an article written about each product in your catalog for better search engine optimization. Once you send the job off, you simply wait. When the resultant work comes back (i.e., articles for each product) which typically takes less than a day - you examine and approve them, and the results go directly into your catalog. At the configuration screen, you simply enter your Access Key Id and Secret Access Key. Click the Save button when finished. The actual project is defined at Main Menu  Mechanical Turk.

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aMember Integration UltraCart now provides seamless, one-click integration with the aMember membership management system. About aMember

aMember is a flexible membership and subscription management PHP script that allows you to setup paid-membership areas on your site. It can also be used without any payment system - you can manage users manually. Setting up aMember

First, you will need to enable XML-RPC support within the aMember platform. To do this simply log into your aMember administration console. Click on Setup/Configuration in the left hand navigation, then click on the Advanced link at the top. Scroll to the bottom of the page, and you will see a section for XML-RPC configuration.

Figure 132 - aMember XML-RPC Integration screen

Click to enable the XML-RPC library, and specify a desired user name & password, then click "Save". Next, log into UltraCart and navigate to: Main Menu  Configuration  Back Office [section]  AMember [link]

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Figure 133 - aMember configuration screen

On this screen, you need to enter the following information: 

  

XML-RPC URL: This URL is basically the same as your administration login URL, but with xmlrpc/index.php added to the end. For example, if you log into aMember at http://www.rnembersite.com/amember/admin, your XML-RPC URL would be http://www.rnembersite.com/amember/xmftpc/index.php User Name: This is the XML-RPC user name you previously configured in aMember Password: This is the XML-RPC password you previously configured in aMember Payment System Name: This is the payment system that UltraCart will use to record sales in the aMember system. Typically, this will be “manual” or “free”, depending on how you have configured your aMember system.

Next, you need to download the UltraCart AMember Management script. Use the link on the configuration page to download the file. Make sure it is named ucUserManagement.php. Once downloaded, you will need to upload this file into the same xmlrpc directory specified earlier. Click on Save. UltraCart will automatically verify your settings, and download your aMember product list. Assigning aMember items to UltraCart items

The next step is to assign your aMember items to corresponding UltraCart items. To do this simply navigate to the desired item in the item editor: Main Menu  Item Management  Items  Item ID [link] Click on the Digital Delivery tab, and scroll to the bottom of the screen.

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Figure 134 - aMember to UltraCart Item assignment

Select the aMember item you want associated with this UltraCart item from the dropdown. If you do not want to assign an aMember item, simply select the blank entry from the dropdown. Next, specify the membership duration in days for this item. For example, if this item represents a monthly subscription fee, you would enter a duration of 30 days. Finally, click on Save. Now, when a customer purchases this UltraCart item and after payment has been processed, UltraCart will automatically create the necessary user information in aMember, as well as apply the subscription payment for the desired duration. Auto Order Processing The Auto Order Processing section provides special settings for auto orders. There are 4 sections here; General, Notifications, Retry Settings and Payment Settings. General

There are only two fields in this section; Propagate Custom Fields and Skip Coupons.

Click on the check box to the right of the field you want activated for your Auto Orders. Notifications

Some merchants want to suppress emails associated with auto orders. By checking the boxes on this screen you will suppress the sending of emails related to events on the recurring orders. 142

Figure 135 - Auto Order Skip Notification settings

Place a check in the box to the right of the type of email you want to suppress. Click the "Save" button on the bottom of the screen when finished. Retry Settings

By default UltraCart will attempt to process an order 3 times with a 3 day delay interval in between attempts. If an auto order fails 3 times it will be cancelled. Merchants can adjust the number of tries and frequency at this screen. Keep in mind that increasing the number of tries will have an impact on your credit card processing fees.

Figure 136 - Processing Retries configuration

Enter your desired Number of Retries and number of days for Delay Between Retries in the text boxes provided. If you want to send failures to Accounts Receivable so you can follow-up, click the small box to the right. Click the "Save" button when finished. Payment Settings

Here you can restrict certain credit cards from being used for the recurring auto orders. What this means is if you have "Restrict Visa" checked (for example), a customer can indeed process the original Auto Order using their Visa. However, when the recurring order processes, say a month from now, it will fail processing. Make certain you understand the ramifications of this feature before using it. If in doubt, contact UltraCart Support. 143

Click on the check box to the right of the credit card(s) you want restricted. Click the "Save" button at the bottom when finished. Email Addresses UltraCart allows you to have receipts sent through your own email server so they come from your address instead of from the standard @ultracart.com email addresses. This feature is optional and should only be configured by merchants that have an email server capable of sending authenticated SMTP traffic.

Figure 137 - Email Addresses screen

Complete the fields in each section you need configured. Click the "Save" button when finished. 144

Exporting Orders The Exporting Orders screen allows you to configure export formats that will be used when exporting from certain sections of UltraCart. This allows for integration with a merchant's existing legacy back office accounting and shipping systems. UltraCart provides a variety of flexible export configuration options to meet the needs of a wide variety of merchants. Taking the time to setup an export/import between UltraCart and these systems can reduce the amount of double entry performed by the merchant and reduce errors. Export Mapping

UltraCart can export in several formats from three different locations throughout the system but certain export settings must be defined prior to export. Main Menu  Configuration Menu  Back Office  Exporting Orders

The first step in exporting is to configure the export method(s) and mapping by selecting the Exporting Orders link from the configuration menu. If no settings have been previously defined, you will be greeted with the following screen.

Click the "new" button to define export mappings. Merchants can create and save several different Export mappings and it's advisable to do so. Since you can actual execute the exporting orders from various areas (Accounts Receivable, Shipping Department and Order Management), it might be a good idea to have different field mappings for each.

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Figure 138 - Export Order Mapping Screen

Naming the Mapping

In order to recognize and select a mapping format (when actually exporting orders) you'll need to name it. Type the name in the box to the right of the "Name" prompt.

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Export File Formats

UltraCart can export information in BizTracker, XML (Extensible Markup Language), CSV (Comma Separated Values), TXT (tab Delimited Text) or Excel formats. XML has become the standard information exchange format between different systems. XML is the preferred format of UltraCart. XML can represent information that does not have a flat structure. Orders are an excellent example of information that does not conform to a flat structure because each order can contain numerous items, etc. Due to this fact the XML format can represent the entire order information while the CSV format can only contain summary detail (no item detail). Biz Tracker™

As stated on their web site, BizTracker is a Point Of Sale and Retail Management software system for Windows 95 / 98 / ME / NT / 2000 / XP. Exporting in this format will give you the capability of importing into Biz Tracker software. XML DTD or XML W3C Schema?

UltraCart can export orders in 2 different XML formats: DTD and W3C Schema. The choice of export format depends mainly on which tools will be used to process the export. As a general rule, if you are utilizing the export file with Microsoft tools or Microsoft Access, you should use the W3C schema format. All other languages should generally utilize the DTD format. Please consult the documentation included with your processing tool for more information. Alternative Mime Type

The default mime types for XML and CSV documents are application/xml and text/plain. While these are the standard mime types associated with the formats, they often lead to the export information displayed inside the web browser. The information exported by UltraCart can pass to a custom helper application for processing by specifying a different mime type.

Type the alternate mime type in the box provided. Default Export Settings

When performing the actual order export from either Accounts Receivable or Shipping Departments, UltraCart will not prompt you for a mapping file. It will use whichever mapping file you set as the default at this field. If you do not set a default mapping, then UltraCart will export orders from that department in XML format. It's highly recommended that you create and set a default mapping for both accounts receivable and

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shipping departments so users know what type of file format the orders will export in. You can set one file format for both departments.

Click on the check box for the file format desired. Spreadsheet Column Configuration (mapping)

For merchants that choose to export using the Excel, CSV or TXT format, they must configure (map) the different pieces of information (fields) that are to be included in the export file. When you chose one of these export methods, a special section will appear to allow you to configure the fields.

Figure 139 - CSV Settings

There are two columns in the field mapping screen; Field and Name (optional). A third column will sometimes appear for custom values (explained later).

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Field Name

This column allows you to select the field(s) you want exported and in what order. Simply select each field in the order desired as you go down the column. If you populated all boxes and need to add more, click the "add more fields" button in the title bar. Add all Fields You can populate the Field column with all of UltraCart fields by clicking the "add all fields" button located in the title bar. Add more Fields If you have populated all the fields on the screen and need more, click the Add More Fields button. UltraCart will add 10 additional fields. All fields must be populated before you can add additional. Filed Names in first row (checkbox) This feature, when checked, will place the Field name or optional name (if configured) in the first row of the exported file. This is very helpful for merchants that import into an existing data base file and need to match up the fields. Name (optional)

This field allows you change the Field Name to one of your liking in the output (exported) file. Type the name for each field you want to change in the text box to the right. Custom Value (optional)

The first field listed in the drop-down list for the Field Column is "Custom". You can add several Custom Value fields anywhere you chose. When selected, the Name column will shift to the right making room for a new column and text box. Here you can enter any data that you want to appear at that specific point in every record. It will not become part of the UltraCart Order record, only the export. Below is an example where the merchant configured (mapped) the export to insert 2 Custom fields; a Depot Number at the beginning of each record and a "Department Code" just after the Shipping Date field.

Figure 140 - Export mapping screen

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Custom Field 1-5 UltraCart facilitates the ability to send arbitrary data (up to five fields) that becomes part of the order record (does not appear on receipts). An example of usage might be where a Merchant tracks orders coming from different web sites by simple adding the custom field that is passed via the buy link. To create the Custom Field, the merchant adds a statement (html) to all (or particular) buy links. The statement to add is: "&CustomField1=SiteName ". You replace "SiteName" with an identifier of your web site that is meaningful to you. In the following example we will use a Merchant ID of AVKITS and a custom field of "AviationShop". "https://secure.ultracart.com/cgibin/UCEditor?MERCHANTID=AVKITS&ADD=TSHIRT&CustomField1=AviationShop"

Mapping the Custom Field At the very bottom of the selectable field listing is Custom Fields 1 thru 5. Simply select each custom field desired and enter a name (optional) of your liking. Remove a mapped field There may be a time you need to remove a field after you have configured and saved the file. To do so, click the drop-down menu for the field you need to change and select the "blank" link at the top of the list. Click the "save" button. When you return to this mapping file (clicking the edit button), you'll see that your field has been removed and all other fields have been moved up. Save and/or Preview

When finished with configuration of your export, click the "save" button or the "save and preview". Preview will display the XML type in a browser window. CSV, TXT or Excel formats will download a small example of the file. Integration Programming Techniques

The intention of this section is to point merchants in the appropriate direction to have integration programming done. Integration programming is necessary to convert UltraCart's XML and CSV formats into the appropriate format for the legacy system that will be importing. Merchants should have a software developer create an application in languages such as Java, VB, Perl, or C/C++ that is capable of reading the XML or CSV format, transforming the information into the appropriate format, and outputting a file suitable for import by the legacy system. If merchants are using XML as the export format then XSLT is an excellent technology to convert from one XML format to the legacy systems format. After writing an integration program, configure the web browser to associate the custom mime type with the application. The integration application is a type of helper application in the browser configuration. Export (from) Locations

Merchants can export orders from three different locations; Accounts Receivable, Shipping Department or Order Management. As mentioned earlier, merchants can configure different export settings for each of the different export locations. 150

Accounts Receivable / Shipping Department

Clicking on the Export Orders button from either Accounts Receivable or the Shipping Departments will not offer a screen to select the export type. These will default to the format you set for these departments at Configuration  Export Orders. If you did not define a format for these departments, then they will be exported in XML format. See Exporting Orders on page 198.

Figure 141 - Accounts Receivable & Shipping screen headings

Order Management

(Main Menu  Order Management  Tools (section) Export Orders) Clicking on the Export Orders link from the Order Management screen will prompt the user to make several decisions about the export. See Exporting Orders on page 198.

Figure 142 – Order Management Export

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Froogle Integration Froogle is Google’s new comparative shopping service. Although still in beta, Froogle is available to the public by a link on Google’s main page.

Figure 143 - Google's new Froogle Link

UltraCart is excited to support Google's search facility which searches for products for sale across the internet and makes the results available to millions of shoppers. By focusing entirely on product search, Froogle applies the power of Google's search technology to a specific task: locating stores that sell the item you want to find and point you directly to the place where you can make a purchase. Automatic Data Feed to Froogle

As an online merchant you can directly feed Froogle with accurate information about each of your products so they will be listed properly. Froogle calls this a "data feed." Normally you would have to follow the instructions to set up a table containing all your products and where they can be found on the web, along with where images are stored, how much they cost and more. Since the UltraCart Team believes that Froogle will deliver large numbers of visitors to your website, we have automated this process so that once you have applied and are accepted with Froogle, UltraCart will do the rest of the work for you. In order to be eligible for Froogle you must meet the following criteria: * Your site must be in English 152

* Your prices must be displayed prominently in US Dollars * You must be based in the US or you must be prepared to ship to the US * You must sell products rather than services What does Froogle support cost?

Froogle support is an UltraCart premium feature that has an additional cost associated with it. The cost for Froogle support varies by how often your update information is sent to Froogle. Monthly Fee Feed Frequency $1.00 once a month $3.00 once a week $10.00 once a day To apply for Froogle inclusion, select the desired frequency and press the Apply for Froogle button. UltraCart will then submit your Froogle application.

Figure 144 - Applying for Froogle Screen

When your store is approved, your Froogle configuration screen will change to reflect the following:

Figure 145 - Froogle Settings

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You can request UltraCart submit your products to Froogle on varying schedules. If your product line or pricing changes frequently, you should submit your product feed more often than merchants who have a relatively static product line. If you make major changes to your product line, you can request that UltraCart submit your product feed immediately. We recommend that you submit an immediate feed whenever you are having any major sales, new product launches, etc. NOTE: In order for UltraCart to successfully upload your items to Froogle upon approve, you must fill out the Froogle tab of the Item Editor for all items that you want to have included in the Froogle feed. You may also use the Extended description field within the item tab of the Item Editor in order to provide a more complete description if an item. Internet Explorer Microsoft's Internet Explorer web browser has issues with PDF files that are generated dynamically over a secure connection. UltraCart's recommendation is that you use Mozilla as the browser to access UltraCart's administration because it is 100% standards compliant. For those unable to utilize Mozilla for UltraCart administration, we provide a registry patch that you can apply that will allow Internet Explorer to properly hand off the PDF file to Adobe Acrobat. 

Although this patch is provided for your convenience, you are solely responsible for any results that occur from loading this registry file in to your Windows and agree to assume all liability associated with loading this file.

To utilize this patch, simply follow the directions shown on the patch page. You will be instructed to locate the executable file for your Acrobat reader. The file will not be uploaded to UltraCart. Instead, your browser will provide the location of your Acrobat executable to UltraCart, and UltraCart will create a custom registry file for use in UltraCart administration. If you need additional information regarding this utility, please contact UltraCart support.

Figure 146 - Internet Explorer Patch

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Old Order Handling Customers often place Check Orders and then either forget to mail the payment or change their mind. In order to prevent the Check Orders from piling up in accounts receivable, UltraCart can reject mail-in orders after a “user definable” number of days (typically 45 days). If a check order arrives after rejection, it is still possible to retrieve the order and process it. To configure your rejection period, enter the number of days into the box provided. UltraCart can also send customers a reminder after two weeks from order date. Reminders often cause customers to complete their check orders. Checking the “Remind customers about old orders” enables this option. Click the “Save” button when finished.

Figure 147 - Old Order Handling

Order Retention Marketing to your existing customer base can be extremely effective. UltraCart will retain your order history for one year absolutely FREE. If you would like to retain your order history beyond the free (one) year, you need to inform UltraCart as such. Please note that there is a $7 per month charge for each additional year of data actually retained. You will receive a monthly email notice 30 days prior to an order that is older than your threshold being deleted. This will provide you an opportunity to adjust your threshold higher if desired.

Figure 148 - Order Retention screen

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Select the number of years you want your records retained at UltraCart in the drop-down menu. Click the "Save" button when finished. Printable Documents In this section merchants can configure Address and Shipping Label formats. These settings will be applied from within the Shipping Department Section when selecting Print Address Labels or Print Packing Slips. Shipping is covered later in this manual.

Figure 149 - Shipping Department screen

Address Labels

Pre-defined Format UltraCart has support for a variety of standard Avery address label formats that are available at most office product supply stores. Simply select the format desired from the drop-down menu named Predefined Format. Custom Label Format

If the built-in formats do not meet a merchant's needs they can define the dimensions of custom label sheets in the section immediate below this field. All the measurements needed for UltraCart to handle a sheet of address labels must be in centimeters. There is field at the bottom of the form called “Top of Form Adjustment”. This is for adjustments needed to offset the physical paper loading characteristics of printers. To test out the layout of the labels click the preview button.

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Figure 150 - Address Label Configuration

Packing Slips

Typically, the default margins are perfectly acceptable unless the merchant is printing the packing slips on business letterhead that has logos that do not fit in the margins. To configure Custom packing slips click on the “Custom” radio button and specify the top and bottom margins in the fields provided. Additionally, several other attributes can be included on the Packing Slip by checking the appropriate check boxes on each item you want included. The last item in the list, Logo Graphic, provides a drop-down list of graphics for selection. You can upload graphics at Main Menu  Configuration  Screen Branding Themes  Edit button  Graphics Library [tab] (See page 129).

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Figure 151 - Packing Slip Settings

QuickBooks Terms and Lists This section applies to merchants that will download orders to QuickBooks and that also utilize UltraCart’s Customer Profiles. It allows merchants to enter QuickBooks codes in 3 different sections: Payment Terms, Sales Reps and QuickBooks Classes (explained below). These codes are defined (first) in QuickBooks and then in UltraCart customer profiles. For more information about QuickBooks Codes, see UltraBooks Chapter 14, on page 504. By entering those codes on the QuickBooks Terms and Lists screen, they will appear in drop-down lists to simplify entry (see Customer Profile Management on page 237). The following shows an example of the fields on the Customer Profile screen in UltraCart.

To set up these codes in UltraCart, navigate to: 158

Main Menu  Configuration  Back Office [section]  QuickBooks Terms and Lists

Figure 152 - QuickBooks Terms & Lists screen

Payment Terms

If you would like to set the payment terms by customer profile you can configure the list of available terms here. Each should be no longer than 31 characters long. Place each term on a different line. These should match up identically with the Payment Method list in your QuickBooks located at Lists  Payment Method list.

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Sales Reps

These should match up identically with the "Sales List" in your QuickBooks file located at Lists  Customer & Vendor Profile Lists. Click “New” from the Sales Rep button at the bottom of the Sales Rep List.

The Sales Rep initial is the code to be used for your UltraCart Customer Profile. Place each Sales Rep code on a different line. Click the “Save” button at the bottom of the screen when finished. QuickBooks™ Classes

Classes Defined by QuickBooks: In QuickBooks, classes give you a way to classify your transactions. You can use QuickBooks classes to classify your income and expenses by department, business office or location, separate properties you own, or any other meaningful breakdown of the business you do. For example, if you had a restaurant with three locations, you might create an Uptown, a Midtown, and a Downtown class for tracking income and expenses by location. A farmer might create a class for each enterprise-for example, "Corn," "Hogs," and "Soybeans." At the end of an accounting period, you could create separate reports for each restaurant location. Likewise, the farmer could create separate reports for each farm enterprise. The classes you create appear on your Class list.

You can define your class list in QuickBooks at: Lists  Class List. In the Class list window select “New” from the Class button at the bottom.

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If you use QuickBooks Classes, enter them in the text box provided; each on a separate line. These must match up identically with the class list in your QuickBooks™ file. Each class should be no longer than 31 characters long. Click the “Save” button at the bottom of the screen when finished. Receipt This section of UltraCart allows you to edit the receipt (email) that is sent to your customer after they finalize their order. By using special tags you can embed and arrange important information about the order, the customer, return policy and more. You can also insert additional text. Note: this section does not affect the Receipt Screen shown to the customer when the order is finalized. That screen is edited via screen branding. To access the Receipt configuration screen navigate to: Main Menu  Configuration Menu  Back Office [section]  Receipt

You will be presented with the following screen.

Figure 153 - Receipt configuration screen

Receipt Tags

The Receipt configuration screen is divided into two sections; 1) a Template Layout for editing and 2) a list of qualifying Tags. Although there are 17 Tags you can insert into 161

the receipt, the default (unedited) Template contains the OrderID tag in the Subject line and the following 6 Tags in the Template: Instructions, Order, Return Policy, Merchant Name, CustomerServiceEmail and Phone. Many merchants use the default receipt layout. Tag Definitions

The 17 special tags that can be used are defined as follows: TAG

Will be replaced with

[Instructions]

Inserts instructions applicable to the type of payment Method used. Customers full name Customers order ID Inserts data from Custom Fields 1-5 Shipping method used on the order Merchant name Customer service email Customer service phone number Return policy paragraph Inserts the following order information: Order ID, Shipping and Billing information, Shipping Method, Gift Message, Coupons used, and Order Summary. Summary of items ordered and charges Text between tags displayed of ItemId purchased.

[CustomerName] [OrderID] [CustomField1]1-5 [ShippingMethod] [MerchantName] [CustomerServiceEmail] [Phone] [ReturnPolicy] [Order]

[OrderSummary] [IfPurchased=ItemId] [/IfPurchased] [IfCoupon=CouponCode] [/IfCoupon]

Text between tags displayed if Coupon Code used.

Notice that the Order ID, Shipping Method, and Order Summary tags are also contained in the Order tag. Even though, some merchants may still have reason to repeat them somewhere else in the receipt message. Although most of the information posted in the Receipt comes from the customer order, some of the Special Tags come from data fields in your UltraCart configuration. The following is a list showing their location within UltraCart. *Return Policy Tag: Main Menu  Configuration  Shopping Cart Checkout Configuration [section]  Return Policy. *Customer Service Email & Phone Tags: Main Menu  Configuration  Shopping Cart Checkout Configuration [section]  Customer Service.

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Note: For built-in shipping methods like UPS and FedEx, a URL to the shipper’s website is substituted for the shipping tracking number tag. Merchants should only have the ShippingTrackingNumber Tag inserted into the receipt if all shipments have tracking numbers. The shipping chapter covers specifying the tracking numbers for each shipment. Text

You can insert any additional text that you want to have displayed on the receipt. Simply place your cursor in the editing text box and type away. Save & Preview

Once you are satisfied with your editing, click on the "Save & Preview" button. You will be presented with a preview of the receipt. You can return to and edit the "Receipt" as many times as necessary. NOTE: A preview of your Receipt will not appear unless you have a least one order (actual or test) on file with UltraCart. Two sample receipts are shown below. We've boxed in various sections of the receipt to identify the special tags used in this sample. The first sample is the default receipt.

Figure 154 - Receipt preview (default)

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Figure 155 - Receipt preview (additional tags)

Report Delivery UltraCart can automatically e-mail you an executive summary of your UltraCart order traffic. You can choose to have the report e-mailed to you every specified day count (i.e., every 5 days, every 10 days, etc.), semi-monthly, or monthly. When you have made your delivery selection, press “Save” to process your selection.

Figure 156 - Report Delivery

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Salesforce.com Introduction & Prerequisites

UltraCart is pleased offer complete two-way integration with the Salesforce.com CRM platform. Utilizing this integration, you can now incorporate UltraCart actions into your existing Salesforce.com CRM workflows & processes, as well as communicate events from Salesforce.com to UltraCart, allowing your organization to harness the e-commerce power of UltraCart through a familiar Salesforce.com interface. To begin, you will need the following:   

An active UltraCart account Salesforce.com Enterprise or Unlimited (Developer accounts will work for testing, but are not supported by Salesforce.com for production use) The user name, password, and security token for the Salesforce.com user UltraCart will use to connect to your Salesforce.com instance.

Retrieving your Security Token

To retrieve your security token, you will need to perform the following steps. 

Please note that your security token may be used by other third-party applications, including the Salesforce.com plug-in for Microsoft Outlook. If you reset your security token, you will need to update it in each application.

1. 2. 3. 4.

Log into your Salesforce.com account. Click on Setup in the top navigation section. On the left, click on My Personal Information. Next, select Reset My Security Token, and press the Reset My Security Token button. Your security token will then be sent to the e-mail address associated with that Salesforce.com user account.

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Once you have retrieved your security token, you are ready to configure Salesforce.com inside of UltraCart. Configuring UltraCart

To begin the process of connecting your Salesforce.com instance to your UltraCart account, simply follow these steps. 1. Log into your UltraCart account. 2. Select Configuration from the left-hand navigation menu. 3. Under the Back Office section, click on the Salesforce.com link. This will bring up the initial configuration screen, shown below.

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In the API User Name field, enter the e-mail address associated with the Salesforce.com account you wish UltraCart to use to communicate to Salesforce.com. Next, you will need to enter your Salesforce.com password with your security token. For example, if your password was ‘password01’, and your security token was ‘abc123456’, you would enter ‘password01abc123456’ into the password field. In the Maximum API Calls Per Day field, enter the desired maximum API call count made by UltraCart. Please note that this limit applies only to “optional” activities. Even if UltraCart has reached the maximum number of API calls, it will continue to make required API calls when mandatory events occur, such as a customer placing a new order. UltraCart supports several different Integration Systems with Salesforce.com. You can enable any combination of systems you would like to utilize. A brief description of each system is provided in the table below. Product Synchronization

Customer Profile Synchronization

This module instructs UltraCart to synchronize item information into Salesforce.com Product objects. This module instructs UltraCart to synchronize customer profiles into Salesforce.com objects. Depending on your Salesforce.com configuration, UltraCart will either create an Account & a Contact for each customer profile, or if you have enabled Person objects in 167

Create Salesforce.com Opportunities for Orders

Send New / Changed Items to Salesforce.com

Apply changes made to Products in Salesforce.com to UltraCart Items

Salesforce.com, UltraCart will create a single Person object for each customer profile. Optionally, you can configure Salesforce.com to notify UltraCart of changes to customer information, which can then be automatically applied to the corresponding UltraCart customer profile. This module instructs UltraCart to create Opportunities for each order placed through your store. When this module is enabled, UltraCart will create a fully populated Opportunity for your orders. Additionally, UltraCart will create Accounts, Contacts, or Person objects as needed for the new Opportunity. If you have enabled Product Synchronization, UltraCart will populate the Opportunity with the individual items purchased. When enabled, this module will automatically update Salesforce.com each time you add or modify an item in UltraCart. Changes made in UltraCart will take approximately 5 minutes to be reflected in Salesforce.com. When enabled, this module will process outbound messages from Salesforce.com related to your items, and automatically update the UltraCart item to reflect the changes made in Salesforce.com. For this functionality to operate properly, you will need to create the necessary Outbound Message and Workflow Rule options in Salesforce.com.

After selecting the desired integration options, click on Save. UltraCart will attempt to contact Salesforce.com to verify your settings. If there are any errors, UltraCart will display them. Otherwise, you will be returned to the Configuration menu. Mapping UltraCart fields to Salesforce.com fields

By default, UltraCart automatically maps standard shared fields to their corresponding fields in Salesforce.com. In many cases, however, you will want to include information from UltraCart that is not included in the standard Salesforce.com fields. In these cases, you will need to map the particular UltraCart field to a target Salesforce.com custom field.

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To begin the mapping process, click on Salesforce.com, and select the Field Mapping tab. This will bring up the field-mapping interface, shown below.

In the left column is a list of various UltraCart objects, such as Order, Customer Profile, and Item. Next to each UltraCart field, there is a drop-down selection box that will allow you to choose a Salesforce.com custom field that should be mapped to the specified UltraCart field.

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

Please note that because of the way Salesforce.com handles currency and number conversion, you should only select fields of a similar type. While Salesforce.com will allow you to map numeric fields to text fields, this is not recommended.

If you have renamed any of your default objects, you will need to tell UltraCart which objects to use for Products, Price Books, and Price Book Entries. To do this, simply click on the checkbox labeled Show Advanced Object Mapping Options, and select the appropriate object for each type. Configuring Salesforce.com Outbound Messages

Salesforce.com utilizes a pair of features to integrate with external systems such as UltraCart, Outbound Messages and Workflow Rules. For complete integration with UltraCart, you will need to configure several Outbound Messages, and then create Workflow Rules to notify UltraCart when you make changes. This process is fairly detailed, but only needs to be done once. 1. Login to Salesforce.com, and click on Setup (located at the top of the screen) 2. Click on Create in the App Setup section. Once it has expanded, click on Workflow & Approvals. We will now create the Outbound Messages that Salesforce.com will use to communicate changes to UltraCart. To begin, click on Outbound Messages. You will then be taken to a screen listing your existing Outbound Messages (if any). Click on the New Outbound Message button to begin creating the first Outbound Message. The first step is to select the object that will be the subject of this message. Let’s begin with the Product object. Select Product from the drop down, and click on Next.

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Now we come to the message configuration screen, shown below.

In the Name field, input “UltraCart Product Message.” Next, we need to specify the Endpoint URL. This URL is the location in UltraCart that is configured to receive Salesforce.com messages. For Product-related messages, the URL is https://salesforce-soap.ultracart.com/axis/services/SFPartnerProductNotification Next, check the box next to “Send Session ID.” This allows UltraCart to verify that a message received is a valid Salesforce.com message. 171

If you do not see the field “Id” under the Selected Fields header, select the “Id” entry underneath the Available Fields header, and click on Add. That’s it! Click the Save button. You will need to repeat the process for the Account and Contact objects as well. The process is exactly the same as described above, except that you will choose the appropriate object, and use a different URL for each object, as shown below. Account Object Contact Object

https://salesforcesoap.ultracart.com/axis/services/SFPartnerAccountNotification https://salesforcesoap.ultracart.com/axis/services/SFPartnerContactNotification

Now that we have created the outbound messages, we need to create several Workflow Rules to trigger the outbound messages. Configuring Salesforce.com Workflow Rules

In Salesforce.com, a workflow is a set of tasks to be automatically performed when a specified event occurs. To allow for proper notification to UltraCart when certain actions occur, we create several Workflow Rules that utilize the previously configured Outbound Messages. 1. Login to Salesforce.com, and click on Setup (located at the top of the screen) 2. Click on Create in the App Setup section. Once it has expanded, click on Workflow & Approvals. Next, click on Workflow Rules. This will display a list of existing Workflow Rules (if any are present). Click on the New Rule button to begin creating the necessary rules.

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As with the Outbound Message configuration, we need to select the object that will be the subject of this Workflow Rule. For this exercise, we’ll once again use the Product object. Select it from the drop-down menu, and click on next. This opens up the rule configuration screen, shown below. Until you select the necessary options, your screen may look slightly different.

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In the text field labeled Rule Name, enter “UltraCart Product Notification Workflow.” Next, choose the Every time a record is created or edited option from the choices presented in the Evaluation Criteria section. The first drop-down shown in the Rule Criteria section is labeled “Run this rule if the following.” Change this drop-down to the formula evaluates to true option. This will change the screen to look like the picture above. In the large text area below the dropdown, simply enter the text “1=1” (without the quotation marks), and click the Save & Next button to continue to the Action selection screen.

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This screen is used to configure what action or actions should occur when this rule is triggered. Click on the down triangle next to Add Workflow Action, and select the option labeled Select Existing Action to bring up the action selection window.

Change the Search drop-down to the Outbound Message option, and you should see the Outbound Message we created earlier named “UltraCart Product Message”. Click on the entry, and click the Add button. Then press Save to complete the creation of the Workflow Rule. After saving the rule, you will be taken to a summary screen. To activate the newly created rule, click on the Activate button.

Again, you’ll want to repeat this process twice more, once for the Contact object, and once for the Account object. That’s it! Your Salesforce.com configuration is complete. Salesforce.com Data Management

One of the most powerful features of the UltraCart integration system is the ability to manage products and their prices automatically. If you selected this integration option 175

during setup, then you may want UltraCart to “bootstrap” your Salesforce.com configuration with your existing item information. To do so, log into your UltraCart account and go to the Configuration section. Click on Salesforce.com and choose the Data Management tab. The following screen will appear which will allow you to manage data synchronization between UltraCart and Salesforce.com.

Retrieve Custom Objects & Fields In addition to the Push Items option, there is a button that will retrieve all of your custom objects & custom fields from Salesforce.com. Once you have retrieved your custom objects and fields, they will be available for mapping using the tools on the Field Mapping tab. Push Items to Salesforce.com When you press the "Push Items" button, UltraCart will attempt to create the necessary Product and Pricebook entries in Salesforce.com. 

Please note that this is a time-consuming process, and will use quite a large number of Salesforce.com API calls. You should use this option only when necessary. As long as you have the “Send New / Changed Items to Salesforce.com” integration option activated, UltraCart will automatically keep your items in sync.

Monitoring the Integration Service UltraCart has developed a powerful, yet easy to use, dashboard that shows you the status of your Salesforce.com integration. This dashboard gives you the information necessary to troubleshoot any integration issues, as well as keep a pulse on the activity occurring between Salesforce.com and UltraCart. 176

To access the dashboard, navigate to the Configuration section, and select the Salesforce.com link. Once loaded, click on the Status tab to bring up the dashboard.

The dashboard contains a number of helpful items. First, the top section shows the overall health of your Salesforce.com integration. This section also shows how many API calls UltraCart has made to Salesforce.com, as well as the last time UltraCart contacted Salesforce.com. Below the health check section is the Integration Log. This log shows you the last 10 actions that UltraCart performed relating to the Salesforce.com integration. Items with the icon are informational in nature. If an item has an icon, this means that the message shows that something unexpected occurred, but does not prevent the successful communication between Salesforce.com and UltraCart. These messages typically are displayed when UltraCart is unable to create or update an object in Salesforce.com. In each case, the message will include the feedback provided to UltraCart by Salesforce.com icon indicate an issue that is when the operation was attempted. Messages with the preventing the successful communication between Salesforce.com and UltraCart. In the example above, the user name or password was changed in Salesforce.com, but the change was not made in UltraCart. When an error occurs with the icon present, UltraCart will discontinue communication with Salesforce.com until the issue is resolved. If UltraCart is in this state, the health check section will reflect this fact, as demonstrated in the picture below.

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If you are unable to determine the reason that the health check is failing, or are unable to make the necessary corrections to resolve the issue, please contact our professional services team for assistance. Helpful Hints

In the same way that UltraCart continues to grow and innovate, so does Salesforce.com. Because of the dynamic nature of both hosted platforms, this integration guide may not reflect the current configuration of either Salesforce.com or UltraCart. If you have any questions about this document, please let us know. In general, here are a few helpful hints to get the most out of your Salesforce.com integration. 





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Don’t set your API call limit too low. Each Salesforce.com account receives, at a minimum, 5,000 API calls per day. Additionally, this is a “soft limit” that Salesforce.com does not currently enforce for Enterprise and Unlimited Salesforce.com accounts. Map as many fields as possible to your Salesforce.com instance. The more information you have in your Salesforce.com records, the more options you have in creating tasks and workflows around specific points of data. IMPORTANT: If you need to map an UltraCart field not listed, simply let us know, and we’ll add it. There are simply far too many fields to include them all by default, but we are able to add them quickly as needed. Talk to your sales team! The most powerful part of this integration is the realtime creation of Opportunities upon a successful UltraCart order. If you are already using UltraCart’s Upsell After feature, then you already understand how to grow the sale. Create tasks and leads for your salespeople based on the items purchased, total ticket amount, etc.

If you have any other suggestions or comments on how to more effectively utilize the Salesforce.com integration system, please let us know, and we’ll include them in future versions of this document.

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Shipment Notification UltraCart will automatically notify your customers that shipment has taken place via email. As the Merchant, you can customize the outgoing email notification (template). The message template contains a defined set of tags (fields) that will substitute actual order information into the email. Merchants should start by copying and pasting the sample message from the top of the page, and then modify it to include additional information that might be pertinent to the customer.

Figure 157 - Customer Notification Message Template

The supported tags are: [CustomerName] [OrderID] [ShippingMethod] [MerchantName] [CustomerServiceEmail] [Phone] [ShippingTrackingNumber] [ReturnPolicy] [OrderSummary] 180

Customer name Order ID Shipping method Merchant name Customer service email Phone Shipping tracking number URL Return policy paragraph Summary of order

The customer service email tag is the email address of the UltraCart user that has the customer service attribute selected. You can read more about this in the User configuration section of this manual. For built-in shipping methods like UPS and FedEx, a URL to the shipper’s website is substituted for the shipping tracking number tag. Merchants should only have the ShippingTrackingNumber tag in the customer notification message if all shipments have tracking numbers. The shipping chapter covers specifying the tracking numbers for each shipment. UltraBooks Integration between UltraCart and QuickBooks™ works through a downloadable piece of software called UltraBooks. The software needs to be installed on the same PC as QuickBooks™. When the program is launched it will prompt you for the same login information that you use to access UltraCart. UltraBooks then securely downloads all the new (completed) orders and creates sales receipts in QuickBooks™ for each of the orders. UltraBooks configuration and integration is covered in Chapter 14, beginning on page 504. XML Postback UltraCart's XML Post Back feature gives merchants the opportunity to have orders automatically "posted" to their server shortly after the order is placed. Orders will be transmitted in XML (Extensible Markup Language) format. Once received, they can have any number of functions automatically performed based on any parameters within the order. Merchants might consider utilizing the post back function for the following reasons:  Automatically receive orders shortly after they are placed.  For doing any validation or other processing on their server side.  Receive updated order status automatically (optional). Requirements The XML Post Back feature should only be used by advanced merchants with software development skills or with programmers at their disposal. Presently, UltraCart does not provide script templates. There are two requirements to make the XML Post Back possible. A merchant must: 1. have a web server that supports HTTPS (secure sockets), and 2. create (or have created) a script that will; a. receive the order (one order per post), b. perform the desired functions, and c. send a "return success" code 200 to UltraCart. 181

XML Post Back Script

Several languages can and are used for receiving and performing functions with the XML format. Some examples are; PHP, Pearl, ASP, JSP, Ruby, and Cold Fusion. The XML message posted back is equivalent to manually exporting 1 order in the XML W3C Schema format from Order Management  Export Orders. Programmers need to be aware that the XML is within the HTTP body, not in parameters. Configure the Post Back functionality

Prior to configuring the Post Back feature insure that you have your script in place on your server. Once that is completed, log in to your UltraCart account and navigate to: Main Menu  Configuration  Back Office [section]  XML Post Back [link]. Once you click on the XML Postback link, the following screen will appear:

Figure 158 - XML Post Back configuration

Most merchants will chose to use one or the other of the two options list here. This basically tells UltraCart where to post the XML file to and the name of the script itself. Transmit to URL when order placed Placing the URL into this field will tell UltraCart to post back any order when and only when the order is created. UltraCart will continue to post back the order to your server until it receives a "return success" code (200). Transmit to URL when stage changes Placing the URL into this field will tell UltraCart to post back any order when the status (stage) of an order changes. Typical status changes are: Pre Order (PO), Accounts Receivable (AR), Shipping Department (SD), Completed (CO), and Rejected (REJ). Once you've entered the URL into the appropriate field, click on the "Save" button at the bottom of the screen. Your configuration is completed.

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XML Schema

The full XML Schema can be viewed at https://secure.ultracart.com/xml/ultracart.xsd.

Channel Partners Here merchants can configure order processing from popular market places and sales channels. Ignite Media Solutions UltraCart is integrated with a unique automated call center called Ignite Media Solutions. Ignite Media Solutions can handle your order taking and then send UltraCart a secure XML file that seamlessly imports your orders. If you're considering outsourcing your call center operations, consider Ignite Media Solutions. Once you have signed up with Ignite Media Solutions and obtained the appropriate credentials you'll need to configure it in UltraCart. To do so, navigate to; Configuration  Channel Partners [section]  Ignite Media Solutions [link] There you will be greeted with the Ignite Media Solutions configuration screen.

Figure 159 - Ignite Media Solutions configuration screen

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Enter your FTP username and FTP Password as assigned by Ignite Media Solutions. Next, you'll need to specify how UltraCart should map the Ignite Media Solutions shipping to your UltraCart store. This screen lists the shipping methods you have configured within UltraCart. UltraCart will perform a shipping method calculation based upon the methods you select at this screen. UltraCart will calculate which of these methods is available for each Ignite Media Solutions order that comes through and pick the one that has the top priority. If not priority is set, then least expensive will have priority. Your preferred method should have a priority of one, then two, etc. Click the "Save" button when finished. Amazon Seller Central This feature of UltraCart basically provides a mechanism to automatically download your Amazon Seller Central orders directly into your UltraCart Order database. This can save hundreds of hours over the long haul especially for those with lots of sales via Amazon. Please note there is a $30.00/month charge for using this UltraCart Premium Service. There are three basic steps in configuring this feature: 1) Obtain and provide the login credentials for your Amazon account so UltraCart can communicate with Amazon. The username and password are the credentials that you enter at http://sellercentral.amazon.com, the merchant name should match name listed inside of ASC under the Settings  Account Info, and finally your merchant identifier. You will need to contact Amazon Technical Support at 866-226-2966 to obtain this value.

2) Next, you'll need to specify how UltraCart should map the ASC shipping method name to your UltraCart store. UltraCart will perform a shipping method calculation based upon the methods you select.

For instance if you select three available shipping methods for standard, UltraCart will calculate which of these methods is available for each Amazon order that comes through 184

and pick the one that has the top priority and then least expensive one if the priority is not specified. Your preferred method should have a priority of one, then two, etc. 3) Finally, you will need to log in to your Amazon Seller Central account and schedule a recurring report. After you log in, click on the reports tab, click on Scheduled Reports, select the time of day that is one hour before your shipment cut-off for the day, set the day range to past 1 day, and then click submit. UltraCart will use its direct Amazon integration to process these order reports. If you do not schedule this report, orders will not flow into UltraCart. Buy.com If you are selling products on Buy.com then UltraCart can automatically process your orders and return shipping confirmations to Buy.com. Please note there is a $30.00/month charge for using this premium service. Once you have set up your account with Buy.com, you can then configure it at UltraCart on the following screen. Enter your FTP Server, Username and FTP Password in the fields.

Figure 160 - Buy.com configuration screen

Finally, you'll need to specify how UltraCart should map the Buy.com shipping method name to your UltraCart store. UltraCart will perform a shipping method calculation based upon the methods you select below. So for instance if you select three available shipping methods for standard, UltraCart will calculate which of these methods is available for each Buy.com order that comes through and pick the one that has the top priority and then least expensive one if the priority is not specified. Your preferred method should have a priority of one, then two, etc. Click the "Save" button when finished. 185

OverStock.com If you are selling products on OverStock.com then UltraCart can automatically process your orders, return shipping confirmations, and update the inventory counts at OverStock. Please note there is a $30.00/month charge for using this premium service. Contact your OverStock.com account manager to obtain all your necessary configuration settings for your UltraCart account. It will be a good idea to have a printout of this configuration screen with you when you contact them.

Figure 161 - OverStock.com configuration

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SkyMall SkyMall is a multi-channel, direct marketer offering high-quality, innovative merchandise from top direct marketers and manufacturers through its SkyMall catalog and web site, skymall.com. The SkyMall catalog is seen by approximately 88% of all domestic air passengers reaching more than 650 million air travelers annually. SkyMall also offers turn-key merchandise and fulfillment solutions for loyalty marketing programs. The products sold through SkyMall can be automatically processed through UltraCart. If you have already established a relationship with SkyMall, you can configure the interface below. (Note the screen is broken into two parts in this document). Please note there is a $30.00/month charge for using this premium service.

Additionally, you'll need to specify how UltraCart should map the SkyMall shipping method name to your UltraCart store. UltraCart will perform a shipping method calculation based upon the methods you select below. So for instance if you select three available shipping methods for standard, UltraCart will calculate which of these methods is available for each SkyMall order that comes through and pick the one that has the top priority and then least expensive one if the priority is not specified. Your preferred method should have a priority of one, then two, etc.

Figure 162 - SkyMall shipping configuration screen

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SmartBargains SmartBargains.com is a division of Retail Convergence, Inc., a portfolio of e-commerce companies based in Boston. The first step in configuring your SmartBargains (SBRLL) account is to provide the vendor ID. Please note there is a $30.00/month charge for using this premium service.

Next, you'll need to specify how UltraCart should map the SBRLL shipping method name to your UltraCart store. UltraCart will perform a shipping method calculation based upon the methods you select below. So for instance, if you select two available shipping methods for standard, UltraCart will calculate which of these methods is available for each Smart Bargains order that comes through and pick the one that has the top priority and then least expensive one if the priority is not specified. Your preferred method should have a priority of one, then two, etc. Click the "Save" button when finished. Figure 163 - SmartBargins shipping method mapping

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Other Configuration This section is reserved to bring you news of other enhancement opportunities. Dayspring Web Hosting Welcome to a change in web hosting. Dayspringhosting.com. is a company that wants to know your name. The have fair prices, fast support, and great features. Why pay $20 a month for Quality web hosting? They offer quality web hosting at discounted prices! Their hosting packages are perfect for small business, non-profit organizations, churches, and personal web sites. No set up fee, same day setup, and personal customer care. Reference Manual Purchase The manual is available in a PDF version but seriously... who wants to read 500+ pages on a computer screen? So, our manual is published in perfect bound technical manual style! You can have the ultimate UltraCart reference on your desk at the office or take it home for browsing during those dull TV shows. Order the printed version and save those ink or toner cartridges. The book costs $29.95, which includes shipping. Order 2 or more and pay only $25.00 each. To order the manual log in to your account and navigate to: Main Menu  Configuration  Other Configuration (bottom of screen). Click on the Reference Manual Purchase link. At the next screen, enter your Shipping information and specify the Quantity of books you want to order. Click the "Place My Order" button to finish.

Figure 164 - Reference Manual purchase screen

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UltraSecure OTP Tokens UltraCart maintains top level security of the servers that host your valuable customer data through such technologies as firewalls, intrusion detection systems, and automated vulnerability scanning. Additionally, UltraCart’s servers are hosted in a secure facility with 24/7/365 live security monitoring, with extremely limited biometric-scanner based access. However, we are aware that many of our merchants want a greater ability to protect their individual accounts with more than just a user name and password. To that end, we’re proud to introduce our latest service, UltraSecure by UltraCart. UltraSecure adds the requirement of a hardware token to your UltraCart account. This type of security is called two-factor authentication. In addition to your login name & password, you will be required to enter a numeric code generated by the hardware token. This means that, even if someone manages to steal your user name & password, they will be unable to log into your account. Likewise, if your hardware token were to be lost or stolen, it could not be used to log into your UltraCart account without your user name & password. By requiring both your user name & password (something you know), and the numeric code generated by the hardware token (something you have), you are afforded the highest level of authentication in the entire e-commerce industry! Cost

The UltraSecure feature is free. All you have to do is purchase the hardware token which is $60 plus the cost of shipping. One token can be used to secure multiple users within any number of UltraCart stores. This is convenient for merchants who have multiple stores. Recommended Usage

The most secure configuration is to provide a hardware token to each person who will access your UltraCart account. Another alternative is to provide a hardware token to each person who has permissions to sensitive information, such as credit card information or historical customer data. You can provide hardware tokens to as few or as many of your UltraCart users as you like. Ordering

To order your UltraSecure Token log in to your account and navigate to: Main Menu  Configuration  Other Configuration  Purchase UltraSecure OTP Tokens [link]. At the bottom of that screen, click on the "Yes, order my UltraSecure by UltraCart tokens" button. The following screen will appear: 190

Figure 165 - UltraSecure Token purchase screen

Select the order Quantity, fill in the necessary information and click the "Continue" button. Custom SSL With the ever-increasing reports of Internet security issues, browser exploits, and phishing scams, Internet merchants need to reduce any confusion and concern to the greatest degree possible. With this in mind, we've developed an exciting new service for our merchants - Custom SSL, giving you the ability to use your OWN domain name for your secure checkout. Instead of showing secure.ultracart.com, your checkout can show secure.yourdomainname.com. More and more users are switching from Internet Explorer to alternative browsers, such as Firefox. These next generation browsers draw a lot of attention to secure server credentials, as shown below. The address bar changes color and shows the lock icon.

The status bar also shows the secure host name next to the lock icon.

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By using your own certificate, you can continue to use UltraCart, and at the same time reinforce your own brand. In fact, you can completely configure the secure process so that UltraCart never even appears!

Thanks to our relationship with InstantSSL, the turnaround time for receiving your certificate and configuring your store is usually under 48 hours! To order SSL, log in to your account and navigate to: Main Menu  Configuration  Other Configuration  Custom SSL Purchase. You can read more about SSL at the screen that follows. To make your purchase, click on the "Yes, sign me up!" button. Note: you must have a credit card on file with UltraCart before you can sign up. The next screen that appears will display the three SSL options: PremiumSSL, InstantSSL Pro and InstantSSL. Click on the radio button for the SSL of your choice.

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Then complete the "Configure your Certificate" section. Don't forget to select the "Certificate Length" (1, 2 or 3 years).

Click the "Complete Transaction" button when finished.

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ORDER MANAGEMENT

4. Order Management

Chapter

4

One of UltraCart’s most powerful features is its robust back office systems. The apex of this system is the Order Management section. Main Menu  Order Management

The order management screen is divided into 2 sections: Departments and Tools. Each section allows you to manage a particular piece of the back office process.

Figure 166 - Order Management

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Departments This section has four elements: Accounts Receivable, Auto Orders, Pre-orders and Shipping.

Accounts Receivable The Accounts Receivable section allows you to review and manage orders that have not completed the payment management process. Basically, it allows you to quickly process all outstanding orders.

Figure 167 - Accounts Receivable section

In the lower section of the screen you will see columns of pending orders types. All outstanding orders will be listed underneath each order type heading. At times all order types may not fit across the screen. When that occurs you will see the message “there are more payment types below, scroll down to see more”. Viewing Order Details You can view the details and process a single order simply by clicking (once) on the appropriate order id. This subject will be covered in detail later in the Individual Order Screens section. Processing Orders The buttons at the top of the screen allow you to manipulate/process a single order or even multiple orders. To utilize these buttons, you must first select the orders you wish to process by clicking the checkbox to the left of each desired order id. Immediately 195

below each heading is a “Select All” checkbox. As it implies, this allows you to select all orders in that particular column. Refresh Button

At any given time you can “refresh” the Accounts Receivable screen by clicking on the “Refresh” button. This will re-draw the screen and add any new orders that may have been placed since you came to this screen. Since it re-draws the entire contents of the screen it will also remove any check marks you may have set. Basically it’s a “startover” function. Authorize Orders – Non Gateway Merchants

It is recommended that you print the orders before using the batch authorize screen if you do not have a gateway. When you press the “Authorize Orders” button at the accounts receivable screen, you will be taken to the Batch Authorize screen. This screen provides a list of all pending orders by ID number that you checked at the accounts receivable screen. You can quickly process each order by entering the Authorization Ticket Number (from your transaction terminal) in the space provided to the right of the order ID. If an order was declined, simply uncheck the checkbox to the left of the appropriate order ID. When you have processed all of the orders, click on the “Authorize” button to save the entered information. The orders will then be moved to the Shipping department.

Figure 168 - Batch Authorize for non-gateway merchants

Authorize Orders – Gateway Merchants

The authorize orders screen for gateway merchants is quite different. For each order, you will see a copy of the order receipt, followed by 3 radio buttons. By default, the “Process” radio button is selected. If you wish to reject a particular order, click on the “Reject” radio button. If you do not want to process a particular order, check the “Do Nothing” radio button. You can optionally enter any notes in the provided field.

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Figure 169 - Batch Authorize for gateway merchants

After you have set the desired options scroll down to reach other orders. Once you have set the action for all orders, click on the “Process Payments” button to begin processing your orders. While the orders are being processed, you will see a progress bar showing you the current status. When all of the orders are complete, you will be automatically taken to the Batch Authorize Review screen. Batch Authorize Review Screen

The review screen will show you all orders, as-well-as their disposition. If the order has been approved (successful) only the ID number will be shown. If the transaction was rejected (declined), the entire order form will be displayed. You may choose to manually override the result by selecting Authorize, reject the order by selecting Reject, or if you want to attempt to contact the customer and acquire different payment information, choose Do Nothing.

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Figure 170 - Batch Authorize Review

If you choose Do Nothing, the order will remain in the accounts receivable screen but will have a light-red background to remind you that its authorization was unsuccessful. Once you’ve made your selections, click the “Save” button to return to the accounts receivable screen.

Export Orders You can export the selected orders by pressing the “Export” button. This will then export the orders in the format you specified in the configuration section of the back office system. A dialog box will appear allowing you to select “save” or “open” the file(s).

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Print Orders You can print the selected orders by pressing the “Print Orders” button. This will dynamically generate a PDF document containing one order per page, which you can then print for further offline processing. Print Drafts UltraCart allows merchants who do not have an e-check gateway to accept e-check orders through the use of draft check printing. A draft check is printed using the account, routing, and check number collected from the customer during the checkout. Simply print the checks on blank check stock (purchasable from most office supply stores) and deposit the checks at your bank.

Figure 171 - Draft Paper Selection

When you print a draft you will be taken to a screen where you can select the type of check stock you are using. Make your selection, and press the “Continue” button. UltraCart will then create a PDF file containing draft checks for the selected orders.

Figure 172 - Sample Draft Check

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Print Packing Slip You can print packing slips for the selected orders by pressing the “Print Packing Slip” button. Reject You can select multiple orders to reject at one time. This is especially helpful if someone submits multiple bogus orders. When you press the reject button, you are asked to confirm this action to prevent you from accidentally rejecting valid orders.

Change View

There are two different ways to view your orders in AR; by method or by ship date. You've already seen the "by method" view in previous discussions. You can switch between views at any time by selecting the view desired from the dropdown menu on the right side of the screen. Once you've made your selection, click the "Change View" button. Ship Date View

The Ship Date View will show orders by order ID. Each order will also show the Bill To (name), Ship to (name), Ship Date (date) and Order Total (amount). All the actions explained earlier work the same on this screen as on the by method view.

Figure 173 - By Ship Date view

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Order Editing (accounts receivable) You can manage individual orders by clicking on the Order ID. Depending on the order type, you will be shown one of several screens, each with payment method specific options. Generally, each screen is divided into 3 sections; Order, Payment, and Merchant Comments. For space saving reasons, the individual order screenshots in this section of the manual are truncated. The truncation point is identified with a solid black line. Order Section

The Order section begins with a row of buttons. All screens have five buttons except for the Draft Screen which has six.

Edit Customer, Edit Items and Copy Order Buttons

The first three buttons are Edit Customer, Edit Items and Copy Order. Since these buttons are the same action in all “individual order” screens for both Accounts Receivable and Shipping, they are covered in detail in the Order Editing/Shipping Section of this manual (page 212). Print PDF Button

Click on the "Print PDF" button to send the order to your browser in .pdf format. A browser window (or tab) will open and display the order. You can then save it as a .pdf file, send via email or print. Adobe Acrobat Reader must be installed on your system to accomplish this function. Print HTML

Click the "Print HTML" button to send the file to your printer. It will also be displayed in a new browser window. You can view the html from the browser window by selecting "page source" under the VIEW menu at the top of the screen. Print Draft (eCheck only)

The Print draft button is the same process as discussed earlier at the Accounts Receivable section (print drafts) on page 199. Credit Card Order – Gateway Merchant

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Figure 174 - Credit Card Order Screen

To process a credit card order, gateway merchants simply press the Process Payment button. You will then be taken to the result screen to see the result of the transaction.

Check Order

To process an e-check order, you will need to first print the draft by clicking on the Print Draft button. Take the draft to the bank and deposit it. After the draft has cleared the bank, return to the order and click the draft cleared button at the bottom of the screen. This will mark the payment as received and move the order to the shipping department. If the draft bounced or for some other reason you do not want to process this order, click the reject order button.

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Figure 175 - Draft Check Order Screen 

E-Check gateway merchants will see a screen identical to the credit card order screen in lieu of the draft check screen. Simply proceed using the instructions provided for the credit card screen instead.

PayPal Order

Please see the PayPal chapter of this manual for additional information on IPN. If an IPN transaction was successfully completed by the customer, you will see the results of that transaction on the order screen. Press the Received PayPal button to complete order processing, or press Reject Order to reject the order.

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Figure 176 - Redacted PayPal Order Screen

Auto Orders The Auto Order feature allows a merchant to configure a method in the system to reorder the item automatically. Auto Orders are usually configured when the Item is first

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created but can also be added later. The configuration of Auto Orders is covered in Chapter 5 (Item Management  Auto Order tab). Auto Order Search

At times a merchant may desire to edit, disable, enable or cancel their customers “auto order”. Although an email is usually (merchant option) sent to the customers with a cancellation button (link) they may call upon you, the merchant, to make changes (i.e., credit card information update). To edit an Auto Order setting, you will need to locate the auto order. To use the Auto Order Search routine navigate to: Main Menu  Order Management  Auto Orders You can enter one of 13 different search criteria to locate the customer’s auto order. Your entry must be an exact match and is case sensitive. If it fails, go back to the Auto Order Search screen and try a different field (example: use email vise last name).

Figure 177 - Auto Order Search

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Once you’ve entered your criteria, click on the “Search” button. If a match is found, the Search (results) screen will then appear with a list of the order(s) that match the criteria.

Figure 178 - Auto Order Search Results

Cancel Auto Orders

To cancel the customers Auto Order, click on the “Cancel” button. Make sure you select the correct order to cancel as a customer may have more than one. Edit Auto Orders

Once you’ve located an auto order and it is presented in the search results list, click on the “edit” button to the right. This will take you to the Auto Order Editor screen.

Figure 179 - Auto Order Editor Screen

This screen is divided into 4 sections; Settings, Credit Card Information, Items and Order History. Much of this information can be edited. The original order ID is shown at the top of the screen. The customer will also have this number and may refer to it when they contact you regarding cancellation or changes. 206

Settings

There are 4 fields here that you can edit as follows. Enabled This field will indicate if the Auto Order is active or inactive. A check box will be in the box to the right of the word Enabled when the Auto Order is Active. To make this auto order inactive, remove the check mark from the box. Cancel After _____ More Orders This field allows you to have the Auto Order cancelled after a certain number of auto orders have occurred (as scheduled). Enter the number desired in the text box. Credit Card Attempt _____ This field indicates the number of times the card processing has failed. This field will reset to zero if and when the card is successfully processed. Successful results will usually come from updated card information entered by the merchant. Next Attempt _____ This field indicates the next date the credit card will be processed after failure. The default is every 3 days. If the card fails after 3 attempts, the Auto Order will be set to inactive (the check mark in the Enable Field will automatically be removed). Credit Card Information

This section will show the credit card information that the merchant used during the original purchase of the Auto Order. It will show the Card Type, Card Number and Card Expiration date.

Items

This section will show 8 fields allowing you to alter or establish new settings on the Auto Order as follows.

Original Item ID is the Item ID you assigned during creation of the item in the item editor. This field cannot be changed.

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Quantity will be the number of items the customer ordered when they placed the original order. Frequency Override displays the frequency for how often the order is reoccurring. If this is an Automatic Auto Order it will show the frequency that the merchant established. A drop-down list is provided so you can change the frequency if desired. Next Shipment shows the next date the recurring order will occur. Next Item ID shows the Item ID for the next shipment. This could be the same as the Original Item ID if so configured or it could be a different Item ID in the case of a "Step Item ID". Number of Rebills shows the number of auto orders that have already occurred. No Orders After allows the merchant to indicate a STOP date which will terminate the auto order program after the date you enter in the text box. Override Unit Cost allows merchants to change the original unit cost by placing the new unit cost into the text box. Override Unit Cost for Next "x" Orders allows merchants to set the number of orders that the preceding "Override Unit Cost" will be in effect for. Enter the number in the text box. Order History

This section shows the history of auto orders as they have recurred. You can click on a particular Order ID (link) to bring the order into the Order Editor.

Click on the "Save" button at the bottom of the screen to save any changes.

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Pre-Orders Items purchased that have been designated as Pre-Orders in the Item Management (shipping) section will be held in the Pre-Orders section of UltraCart. This allows merchants the ability to manage these items. Your options will be to Refresh, Print Orders and Release.

Figure 180 - Pre-Orders Screen

Refresh Button

Clicking the Refresh button will redraw the screen and remove all check marks. Print Orders Button

Select orders for printing by placing a check in the box to the left of the item ID. Then click on the “Print Orders” button. The order will be sent to a PDF file which you can then print. Releasable indicator

Items will appear with a green background once you remove its “Pre-Order” status in the Item Management (shipping) section. It will still need to be released before moving on the Accounts Receivable. Release Button

Place a check mark in the box of the item(s) you want to release and click on the “Release” button. Released items will then be moved on to the Accounts Receivable section. CAUTION. You can use this method to release items that have not been removed from the pre-order status. Individual Pre-Order Screen

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Clicking on any order ID number will take you to the order editor. Very much like other order editors, it is divided into three sections; Order Section (Edit Customer and Edit Items buttons are covered later in the Order Editor Section), Pre-Order (release or reject an order) and Merchant Comments (enter comments for later reference).

Figure 181 - Pre-Order Editor

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Shipping Department Once an order’s payment has been processed, it is moved to the Shipping department (Order Management  Shipping). There are 2 different views of the Shipping Department depending on your configuration. They are defined as follows: 1. Self Serviced view - for merchants doing their own shipping 2. Fulfillment Provider view - for merchants using a Fulfillment Center (Transmission Mechanism must be configured). Some merchants have both types of Distribution Center configured because they have the bulk of their shipments handled by a Fulfillment Center but also do some of their own shipping. Some merchants may have several Fulfillment centers in various geographical locations and therefore will have several Distribution Centers configured. When these users access the shipping department, a special screen will appear for selection of the fulfillment center the wish to work with.

Self Serviced Distribution Center This section is basically for those merchants doing all or a portion of their shipping. It provides you the ability to keep track of the Pick, Pack and Ship operations, making it as efficient as possible. The shipping department tool bar (explained later) allows you to print various labels, import/export orders to UPS WorldShip, Endicia Dazzle, Fedex, MOM or to a file. You can also edit orders, add shipping information and mark orders as shipped (completed). The following is a sample of the screen and functions [buttons].

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Figure 182 - Shipping Department Screen On the lower portion of the screen, you will see the orders currently awaiting shipment. You can review and edit single orders by clicking on its ID number from the list of orders. This gives you the opportunity to review the order in detail and make changes as necessary. To process several orders, select the ones desired by clicking on the check box to the left of the order ID number and then utilize the Tool Bar Buttons (explained later).

Order Editing (shipping) Clicking on an order ID will take you to the Shipment Screen where you can view and edit order information. This screen is divided into three sections; Order, Shipment and Merchant Comments. Previous / Next navigation buttons In the top right corner of the order (while viewing from the Shipping Department) you may see the Previous Order and Next Order buttons. In the example above, only orders in the Fed Ex Ground column will display those buttons when viewed in the editor because it has more than one order it.

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Figure 183 - Shipment screen

Order Section This section allows you to view the order and has five buttons; Edit Customer, Edit Items, Copy Order, Print Packing Slip and Print HTML. Edit Customer Button

Clicking on the Edit Customer Button will take you to The Edit Customer. This screen has five tabs: Billing, Shipping, Gift, Tax and Other. Billing Tab

The Customers personal information, the payment date and method, credit card information and merchant notes can all be edited here. Click the “Save” button when finished.

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Figure 184 - Billing Tab

Shipping Tab

At the Shipping Tab you can edit the customers shipping details. The shipping method, handling, tracking number and shipping date can all be changed if need be. Space is also provided for special instructions. Once you have completed the editing, Shipping Costs can be recalculated by clicking on the “Recalculate Shipping Cost” button. Click on the “Save” button when finished.

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Figure 185 - Shipping Tab

Gift Tab

At the Gift Tab you can edit the gift charge, wrapping paper title, wrapping paper cost and gift message. Click on the “Save” button when finished.

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Figure 186 - Gift Tab

Tax Tab

At the Tax tab you can set/change the County and the Tax Rate. Click the “Save” button when finished.

Figure 187 - Tax Tab

Other Tab

At the Other tab, you can obtain and/or edit several conditions and states of the order.

Figure 188 - Other Tab

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Exported to QuickBooks™ A check in the box for this field will indicate that a user has run UltraBooks and the order has been exported to QuickBooks™. It basically insures that the order will not be exported again. Removal of the check in the box will cause the order to be re-exported to QuickBooks™. Current Location (non-editable) The Current Location will show the "state" of the order which could 1 of the following: o Pre-order – merchant set the item as a pre-order until inventory is replenished. o Accounts Receivable – order is shown in the Accounts Receivable department awaiting manual processing or handling. o Shipping Department – order is in the Shipping Department awaiting shipping. o Completed Order – Order has been shipped. Only orders in this state will be exported to QuickBooks™. o Rejected Order – order is invalid. User cancelled at some point in the processes. This order will not be included for any reports nor will it be exported to QuickBooks™. New Location This field is used to change the present "state" of the order. You can move an order from its present state to any of the locations listed above. Select the new location from the drop-down list and then click on the "move" button. This will now become and be shown as the Current Location. Custom Fields 1 – 5 If a merchant has passed custom field data for the order via the buy link, it can be viewed and edited here. For more information on Custom Field 1-5 configuration, see page 150. Customer IP Address This will display the IP Address of the system that was used to place this particular order. This field is not editable. Screen Branding Theme Code If a Screen Branding Theme was passed via the buy link for this order, its name will be displayed here. This field is not editable. Edit Items Button

Clicking the “Edit Items” button will take you to the Item Editor Screen. This will list all items of the order. Merchants can modify all item details as well as delete or add individual items from the order. Note: you may need to deal with additional collections if items are added or changed after payment is processed.

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Figure 189 - Item editor screen

Item Editor Screen (Layout)

Each item ordered will be separated by a dividing line. The “Options” section (below the Description box) is auto-expandable. Once you complete one entry and click on the “Recalculate” button at the top of the screen, another empty line will be generated for your next option. Modifying an Item

Modifying an item is very straightforward. Once you have made your changes, click on the “Submit” button. Re-calculations will automatically occur. If you want to see the new figures before submitting, click on the “Recalculate” button. Adding a New Item

Below the last item listed in this screen is a section for adding an item. Enter the Item ID and Quantity into the two fields provided and click on the “Add” button to the left. The newly added item will appear is the list with the others. You can also edit this item as well. Item ID Search

Click on the “Search” button (in the Item ID column) when the item ID is unknown. The Item Search screen will appear in a separate browser window. 218

Figure 190 - Item Search Screen

Here you can enter your search criteria to help find items. Clicking on the “Start Search” button will begin the search. The Item Search Result screen will appear (in a separate browser window) showing the items that matched the search criteria. No items will appear in the list if nothing matched. To search again, click on the browsers “back” button.

Figure 191 - Item Search Result Screen

Once you are satisfied with your search, you can return to the Item Editor Screen by closing this browser window. Then, at the Item Editor screen, enter the item ID and Quantity in the fields provided. Click on the “Add” button. Your newly added item will now appear as an additional item in the order editor screen. Click the “Recalculate” button at the top of the screen if you have made changes that need recalculation. Click the “Submit” button when you are finished editing or adding items to the order. You will be returned to the Shipment Screen. Copy Order

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A customer may place one order for a certain item but yet need to have that same item sent to other locations (stores). As the merchant you can duplicate the single order into up to 50 new orders for the same item. These newly created orders will be placed into Accounts Receivable for payment processing. Clicking on the “Copy Order” button will take you to the following screen. Here you simply enter the number of duplications you desire and click on the “copy” button.

Figure 192 - Copy Order screen

After creating the copies, a confirmation screen will appear showing the list of newly created orders (by order ID) that will appear in Accounts Receivable. Click on the “return to original order” button.

Print Packing Slip

Clicking on the “Print Packing Slip” button will print to a PDF file that will be automatically previewed in your browser. From there you can print from the “file” menu. Print HTML

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Click on the “Print HTML” button and the order will appear in your browser. To print a hard copy, select Print from the “File” Menu. Once you’ve printed the page, click the “back” button in your browser to return to the Shipment Screen. Shipment Section Use this section of the screen when the product has shipped or when an order is rejected. In the box provided, enter the Tracking Number if one exists. You can also click on the “Skip Customer Notification” box if desired. Click on the “Shipped” button when completed or, click on the “Reject Order” if applicable.

Figure 193 - Delivery Window

Merchants Comments Use this section to add your (merchant) comments to the order. Click the “Save Comments” button when finished.

Figure 194 - Merchant Comments (shipping)

Shipping Department Tool Bar The top portion of the Shipping Department screen is what we call the Tool Bar. The following is a list of available function (buttons). Each feature will be discussed later. Refresh the screen Print Address Labels Export Orders

Change the view Print Orders Export UPS WorldShip Export Endicia Dazzle

Change Status Print Packing Slips Import UPS WorldShip Import Endicia Dazzle

Mark as Shipped Print Pick List Export MOM

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Figure 195 - Shipping Department Tool Bar

Customizing the Tool Bar

This feature will allow you to have a toolbar that is tailored to your individual needs. Click on the "italics I" icon located in the tool bar to reveal the available settings.

When the list appears, select the items that you want to be visible in your tool bar by clicking on the checkbox to the left of the item. Click on the "save settings" when finished. The following shows the tool bar after the user has configured custom settings.

To utilize the buttons in the toolbar, simply click the checkbox to the left of the order(s) you wish to process and press the appropriate toolbar button. Make certain you have the appropriate orders selected before you click a tool bar button. Refresh Button

Click on this button to “redraw” the screen. This will insure you are current with any possible order changes that may have occurred and it will remove all check marks. It’s also a simple and quick way to start over with a clean and up-to-date screen. 222

Change View Button

This feature requires two steps. First select the View you desire using the drop-down menu. Your choices are Combined, Combined by Date, By Method, By Ship Date or By Status. Once you have selected your choice of views, click on the “Change View” button to invoke that setting. Your orders will appear in that configuration below the tool bar. Ship Date View

Viewing records in Ship Date View will list them in columnar format by Ship Date showing Order ID, Bill To, Ship To, Ship Date and Order total. Orders will be separated by Ship Date.

A plus/minus icon is positioned in the upper right corner that when clicked, will expand or collapse that particular dates orders in or out of view. The above, showing a minus (-) icon, is the expanded view showing all orders that ship on that date. The following is the collapsed view, hiding all orders for that date. Notice the plus (+) icon now appears.

Change Status Button

UltraCart allows you to mark each order with its current status in the shipping pipeline. When you change the status of an order its background color will change. Status colors are shown in the legend to the right of the screen. Your choices for shipping status are; Back ordered, Picking, Packing, Packed and Released for shipment. First click in the check box to left of the orders that you want to change the status of. Next select the status desired in the “change status” drop-down-menu. Then, click on the “Change Status” button to invoke the change(s). The orders that you selected should now have the background color that corresponds with the status that you set.

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Figure 196 - Shipping Status

Mark Shipped

Once your orders have been packed and shipped, you need to set their status as such. In the Shipping Department screen, check the orders desired and click on the “Mark Shipped” button. Your orders will then be listed in the Batch Ship window. There are 3 considerations to be determined in this window. First place a check mark to the left of the order you want to mark as shipped, enter the tracking number (if exists) for each order and third, elect to Skip Customer Notification or not. Once you have made your selections, click on the “Mark orders as shipped” button.

Figure 197 - Batch Ship Screen

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Print Address Labels

UltraCart allows you to print address labels for multiple orders onto a sheet of labels. The size and layout of the label sheets is configured in the document settings section of the UltraCart configuration. If there is a partial sheet of labels, set the starting position to the first available label on the sheet. Labels are printed left to right and then top to bottom. UltraCart will create a PDF file which will be viewed in your browser.

Figure 198 - Sample Label Sheet Configuration

Print Packing Slips

UltraCart allows you to print packing slips to enable streamlined packing operations. To print packing slips, simply check the desired orders, and click on the “Print Packing Slips” button. UltraCart will then create a PDF file containing one packing slip per page. This file will usually appear in your browser window from which you can print your packing slips.

Figure 199 - Sample Packing Slip

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Print Pick List

This routine will print a list of any orders you have selected with a check mark. It will list the Item ID, Quantity and Description. Place a check mark on the orders desired and click on the “Print Pick List” button. UltraCart will create a PDF file which will be viewed in your browser. Export Orders

The export orders button allows you to export the selected orders in either CSV or XML format for processing in other applications. Click in the check box to left of the orders that you want to export. Then click on the “Export Orders” button. The export file will appear in a browser window. From there you can “save” the file to your system (drive). Export UPS WorldShip

The export UPS WorldShip button allows you to export the selected orders in a format suitable for import into UPS WorldShip. For more information regarding UPS WorldShip integration, please see UPS WorldShip in Chapter 8. Import UPS WorldShip

UltraCart allows you to import the UPS WorldShip result file to automatically enter tracking numbers into the corresponding order. You do not need to select any orders to use this button. Importing UPS WorldShip is also covered in Chapter 8 under “Importing a UPS WorldShip Export File”. Export Endicia Dazzle

Endicia Internet Postage is a service of Envelope Management Software that prints Postage for mail and packages that you ship via the U.S. Postal Service (USPS). Dazzle is a PC-based program that communicates with Endicia and does the actual printing. You can also design envelopes and labels with Endicia. UltraCart provides support for Endicia by generating (exporting) the required XML import file. The current level of integration supports both domestic and international shipping methods. To utilize Endicia Dazzle you will first need to signup for an account at Endicia’s web site; www.endicia.com. They have a 30-day Free Trial so you can start printing postage right away!

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Once you are signed up, you can download and install their Dazzle (postage printing) software. You will use this software to import your exported XML file from your UltraCart order history (shipping department). Before you begin, make sure you have successfully signed up at Endicia and downloaded and installed their software. Exporting UltraCart Orders

The first step is to export the desired orders from your shipping department. Navigate to: Main Menu  Order Management  Shipping (link).

If you have multiple distribution centers they will be listed as links. Click on your “inhouse” distribution center link. Otherwise, you will be taken directly to the Shipping Department Screen.

Figure 200 - Shipping Department screen

Your orders will be listed below the menus on the shipping department screen. You now need to indicate which orders you want to export to an Endicia Dazzle file. Place a check mark to left of the orders desired (click in the box). Keep in mind that Endicia Dazzle will print postage for USPS orders only. Once you have selected the orders, click on the “Export Endicia Dazzle” button. Your orders will be exported to an XML file.

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A dialog box should appear. Make certain the radio button is selected next to “Save to Disk”. Click on the “OK” button. Some operating systems may differ at this step but the basic concept is to save the file to your system.

Importing to Dazzle

There may be configuration settings and steps that need to be visited in the Dazzle software before printing your postage. You may desire to design your own custom label, for example. You also need to select the label and envelope styles. Reference the Dazzle Help menu or visit their web site for assistance. Now that you have your orders exported to an XML file, you’ll need to launch the Dazzle software. There are two ways to import the data; 1) import from the file menu to import directly to printing the labels or, 2) import to the Address Book for later printing postage. Most, we find, use the 1st method, importing directly to print postage. We will cover the steps for that method here. From the File menu within Dazzle, select “Print from - External File…” (sub menu).

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Figure 201 - Dazzle Print From menu option

In the dialog box that appears, navigate to where you “saved” the exported file on your system.

Figure 202 - Dazzle Select Address List File dialog

The “files of type:” needs to be set as “Text XML Format”. The filename you will be looking for is “ultracart-import.xml” unless you changed the name during the export function. Once found, click on the name and then the “Open” button. Dazzle will then import the file and prepare to print the postage. Prior to printing, make certain you have selected the envelope and label time in Dazzle. Also be sure to insert your labels in your printer properly. Endicia will print the postage on your labels. It will also produce an output XML 229

file into the same XML file that you saved your original Export file to. This file will contain the tracking information for your postage. Import Endicia Dazzle

As mentioned above, the tracking information is recorded and sent from Dazzle back to the same file that was originally exported during the Export to Dazzle routine. You can import that data back into UltraCart which will be written to the order file. To import Endicia Dazzle information, navigate to: Main Menu  Order Management  Shipping (link)

Figure 203 - Shipping Department screen

Click on the “Import Endicia Dazzle” button. A screen will appear to allow you to enter or find the XML file.

Type in the path or click the "Browse" button to locate the XML output file that Endicia produced (it should have the same name and should be in the same directory the initial export file went to). Once you’ve located the file, click the "Upload" button to import it. This will import the tracking information, etc. into the appropriate order records that you originally exported. Export MOM

UltraCart provides support for Dynacomp's Mail Order Management (MOM) software by generating (exporting) the required import file. For further details about MOM see http://www.dydacomp.com/mom/index.asp. 230

Fulfillment Provider view As mentioned earlier, those merchants with a Transmission Mechanism configured will see a completely different Distribution Center view than those doing their own shipping. These merchants have someone, usually a 3rd party fulfillment center, handling their pick, pack and ship operation and therefore do not have the need for the tool bar seen in the Self Serviced DC view.

Shipping Status Columns The lower portion of the screen will display 4 columns; Queued for Transmission, Pending Immediate Transmission, Unacknowledged Shipments and Recently Acknowledged Shipments. Queued for Transmission

Orders will appear in this column on first arrival into the shipping department only if you have Transmission Schedules configured (see page 92). These orders will not be transmitted to fulfillment until the scheduled time arrives. Once transmitted, the order will move to the 3rd column. Pending Immediate Transmission

Orders will appear in this column on first arrival into the shipping department only if you do not have Transmission Schedules configured. They typically will reside in this column for only 2 to 5 minutes. Unacknowledged Shipments

Orders that appear in this column have already been transmitted to the distribution (fulfillment) center and are awaiting return of confirmation and/or tracking information. If you have a 1-way transmission mechanism then the order will not appear here but goes directly to the Recently Acknowledged Shipments column. Recently Acknowledged Shipments.

Orders that appear in this column have received confirmation and/or tracking information. They are marked as "completed". You will see approximately one weeks worth of orders listed here.

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Distribution Center buttons The top portion of this view displays either 5 or 6 buttons depending upon your distribution center. If your distribution center has only 1-way communications with UltraCart, the "Log" button will not be visible. You will only see 5 buttons. . It's highly recommend that you select and use a 2-way distribution center so shipping data will be automatically fed back to UltraCart. Refresh

Click on this button to “redraw” the screen. This will insure you are current with any possible order changes that may have occurred and it will remove all check marks. It’s a simple and quick way to start over with a clean and up-to-date screen. Remove from Queue

This button is used to remove orders (Queued for Transmission) that you've decided not to send to the fulfillment center. Click on the checkbox to the left of the orders desired and then click on the "Remove from Queue" button. Retransmit

This button is used to retransmit any orders (those checked) listed in the Pending Immediate Transmission column that you want to retransmit to the fulfillment center. This may be necessary if you have received an indication that your fulfillment center has not received the orders. Log

This button will appear only for those transmission mechanisms (fulfillment centers) that have 2-way communications integrated with UltraCart. Click this button to view the log file showing details of transmission between UltraCart and the fulfillment center. This is very helpful to confirm transmission times. Send Queued

This feature can be used to immediately transmit orders in the Queued for Transmission column. You'll be overriding the scheduled transmission times. Select the orders desired (click the check box to the left of the order) and then click the "Send Queued" button. There may be some time delay before the orders move to the next column. Mark Shipped

When orders are successfully sent to the fulfillment center, the Order ID's will move through the columns automatically and UltraCart will mark them as "completed". Occasionally you may need to manually mark a order as shipped. Click the Mark Shipped button to do so.

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Tools The second section of Order Management is the Tools section. Main Menu  Order Management  Tools

Your options here are Back End Order Entry, Backfill QuickBooks™ Codes, Customer Profile Management, Export Orders, and Review Orders.

Back End Order Entry (BEOE) The Back End Order Entry (BEOE) system is considered BETA. The following documentation is limited to installation, setup and launching of the program. Further documentation is being developed. Contact UltraCart support for details not covered here. Introduction

UltraCart's Back End Order Entry (BEOE) system is designed to allow merchants to enter orders directly into their Back Office System without going through their normal Web Store purchasing processes. This system gives you the opportunity to take direct orders for your products by phone, email or call-taker service. Installation and Setup

There are basically two steps to follow in order to install and run the BEOE. They are: 1) Installation of Java Runtime Environment (if not already installed on your system) and 2) Set permissions in UltraCart for the user(s) to run BEOE. Installation

In order to run BEOE, you need to have Java Runtime Environment software installed. This is a free program from Sun Microsystems. If you are certain that you already have this software install, you can skip this step. If you are uncertain, no harm will come from re-installing it.

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Open your Internet Browser and go to http://java.com/en/download/windows_xpi.jsp. Click on the Download button next to "Windows (XPI)". Follow the steps for download and installation. Although your system may not prompt you, it is a good idea to re-start your system after installation. Setup

Before you can run the BEOE in UltraCart, you need to grant your user(s) permission. Log in to your UltraCart account. Navigate to: Main Menu  Configuration  Users. At the Users screen, scroll down to the Permission Section. Place a check mark in the box to the left of the "Back End Order Entry" field (near the bottom of the screen). Click the "Save" button when finished. Repeat this process for each user that you want to have the ability to run the BEOE. Launching BEOE

The first time you launch BEOE it must be done from within UltraCart. Log in to your account and navigate to: Main menu  Order Management  Back End Order Entry [link]. A small window should appear informing you that your system will attempt to OPEN "beoe.jnlp".

Depending on your system, your window may look different than the one displayed above. Make certain it is set to "open" and then click the "OK" button. Depending on your system, you may see a screen indicating that "beoe.jnlp" was downloaded. If so, simply close that window. Also be aware that at times, some of these

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little windows will be hidden behind larger windows. You may have to do some toggling of windows to see them. The next window of concern should be a "warning" that the software being considered BETA". Although the software is considered BETA, it has been used successfully by merchants for several months. Click the "OK" button.

Next a very small window should appear waiting for you login information (Merchant ID, Login and Password).

Enter the appropriate information and click the "login" button. If you have logged in using a users login and password that does not have "permissions" set for using BEOE, you will not be allowed to launch the software. The following window will appear. Close this window, start over and log-in with a user that has permissions for BEOE.

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Backfill QuickBooks™ Codes This utility is for those merchants that use UltraBooks to export orders into their QuickBooks™ program. Main Menu  Order Management  Tools  Backfill QuickBooks™ Codes [link]

Using this utility will cause UltraCart to backfill your current QuickBooks™ code configuration(s) into any existing orders that have not been exported into your QuickBooks™. Click the start button to begin the process. Within a short time, the following message will appear.

Your confirmation email should arrive in a matter of minutes and look similar to the following:

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Customer Profile Management You must have elected to “Enable Customer Profiles” (Main Menu  Configuration  Customer Profile Link) in order to utilize this functionality. Once you have done this, each customer will be offered the opportunity to “Create A Customer Profile” at checkout. They begin by entering their email address along with a password. From that point, UltraCart will build a file from the information they enter during the checkout process (i.e., name, address, city, state, phone, etc.). Customer Profile Management Screen To manage your Customer Profiles, navigate to: Main Menu  Order Management  Click on the “Customer Profiles Management”. This screen will list all of your customers that have elected to complete the Customer Profile during the check out process and any that you have manually added.

Figure 204 - Customer Profiles Screen

Searching for a Customer Profile

If your list of customer profiles is large, you can use the search feature by entering the customers name in the space provided and clicking on the “Search” button. This search feature will attempt to match your criteria within the email address field. Adding a New Customer Profile

You can also add a customer to this list by clicking on the “New” button at the top of the screen. A screen will appear with similar fields that the customer sees at checkout. Fill in the fields as desired for your new customer profile.

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Figure 205 - New Customer Profile screen

In addition to the Customer’s personal information, there are several fields that you can customize for a particular customer to alter or change some pricing you have configured in areas such as: Pricing Tiers, handling charges, free shipping, etc. These field are explained below. Unapproved Signup field This is for your Wholesale signups. Place a check in this box if you haven’t yet approved or decided not to approve this customer for Wholesale Allow Selection of Shipping Address Type Checking this box allows the customer to select whether this is a business or residential address. Otherwise, it will not appear as a selectable option. Tax Exempt Check this box if you want UltraCart to NOT add any tax calculations during the checkout for this customer. 238

No Real-time Charge Check this box if you do not want this order to be automatically processed through the payment gateway. The order will be pending in Accounts Receivable for your approval for payment processing in. Allow Purchase Order Check this box to allow this customer to purchase via purchase order Auto Approve PO Check this box to automatically approve this customer for Purchase Orders. If not checked, you will have to manually approve them in their customer profile signup. Allow COD Check this box to automatically approve this customer to purchase via Cash On Delivery. Auto Approve COD Check this box to automatically approve this customer for COD purchases. If not checked, you will have to manually approve them in their customer profile signup. Exempt from handling Charges This option will only appear if Handling Charges have been configured in any shipping method. Check this box if you want to exempt this customer from those handling fees. No Free Shipping This option will only appear if Free Shipping has been configured in any shipping method. Check this box if you want to turn off the Free Shipping feature for this customer. No Coupons If you have coupons configured, checking the box will exempt this customer from using any coupons. Minimum Subtotal If you want to require the customer to purchase a minimum dollar amount to qualify, enter that amount in the box provided. Minimum Item Count If you want to require the customer to purchase a minimum number of items to qualify, enter that number in the box provided. Qualifies for Pricing Tier Here you will indicate (by checking the appropriate box) which Pricing Tier this customer will be qualified for. Edit or Delete Customer Profile

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A button is provided to the right of each customer name to allow you to “Edit” the customer information. The customer profile screen will appear with all the existing information in place for you to edit. Click on the “Save” button when finished. Click on the “Delete” button to remove the customer profile. This action is not reversible so make certain you are clicking on the one you want to remove. Export Orders You can export orders from the Order Management section using the Export Orders tool. Main Menu  Order Management  Tools  Export Orders

Export Mappings must be defined before you can export orders from this are. If you have not defined any export mappings, you will receive this message.

Click the link "here" to be taken to the Configuration  Exporting Orders section of UltraCart to define your export mappings. This routine will perform the actual exporting of the orders based upon the criteria you define at the Export Orders screen. Note: Export Mapping should be configured prior to performing the export. To configure mapping navigate to: Main Menu  Configuration  Export Orders.

Figure 206 - Export Orders screen

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The following criterion needs to be defined to tell UltraCart which orders you want to export. Export Mapping In the drop-down menu, select which pre-defined mapping you want to use. Your choices will be Accounts Receivable, General or Shipping Department.

Order Location In the next drop-down menu, select what location you will be exporting from. Your choices will be Pre-ordered, Accounts Receivable, Shipping Department, Completed Orders or Rejected Orders.

Date In the 3rd drop-down window, you will indicate which specific date you want the search to be acting upon. Your choices will be Creation Date, Payment Date or Shipping Date.

Date Range Here you will define the starting (from) date and time to the ending (to) date and time you want the search confined to. Entering times is optional. The default times are set to cover the entire 24 hrs of each day.

Click the "Export" button to begin the export. The following dialog window (similar to the one below) will appear to allow you to open or save your export file. Your action here will usually depend on how you configured your export mapping. It is suggested that you save your file onto your system (documents folder perhaps).

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Review Orders The Review Orders screen allows you to locate orders in the database using a variety of criteria. Main Menu  Order Management  Review Orders

Figure 207 - Review Orders Search Screen

Entering Search Criteria

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To search your order database, enter search criteria into as many or as few fields as you wish. To narrow your search we recommend that you enter as much known information as possible. Once you have entered your search criteria, press the “Submit” button. The result page will show the Order ID, as well as basic customer information. To print orders, click in the checkbox to the left of each desired Order ID and press the “Print Orders” button.

Figure 208 - Review Orders Result

UltraCart will then generate a custom PDF file containing the requested orders. From there you can print your orders. Click the back button on your browser to return to the Review Orders Screen. Viewing Orders

To view an individual order from within the Review Orders screen, click on its Order ID. A new screen will appear with the order details displayed. At this screen you can, Edit Customer Information, Edit Items, Copy Order, Print Order and/or Print Packing Slip (See Order Editing on page 212).

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Figure 209 - Review (individual) Order Screen

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PAYPAL

5. PayPal

Chapter

5

Integration with PayPal PayPal allows any business or consumer with an email address to securely, conveniently, and cost-effectively send and receive payments online. PayPal originally grew as a payment method in the auction space on prominent sites like eBay and Yahoo.com, but is now a common form of payment for online stores. Accepting PayPal at an online store expands the audience of people that can pay electronically for goods and services. Some merchants may choose to start out only accepting PayPal payments and then branch out into credit cards via a payment gateway as their business grows and matures. PayPal Account Types There are three (3) different account types; Personal, Premier and Business. Merchants new to PayPal must sign up for an Account Type. PayPal’s website illustrates the various features of each account type. Below is a comparison chart that gives you a quick glance of each.

Figure 210 - Account Comparison

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Sign up for PayPal (new PayPal customer) According to PayPal, the signup process only takes a few minutes. As part of the enrollment process, merchants must attach a bank account to their PayPal account that will receive the payments. The process of verifying the bank account takes 3-5 business days. This means a new merchant can possibly be accepting PayPal payments in only three days! Go to www.paypal.com and click on the “Sign Up” link at the top of the screen.

At the next screen, select the account you want and click the “Continue” button. PayPal recommends a Business Account for Business Owners.

Figure 211 - PayPal Choose Account Type screen

Once you've clicked on the "Start Now" button for Business Owners, you'll be shown the Getting Started screen which gives you a preview of the required signup steps: 1. Sign up for your Business Account: Provide information about your business Provide Business Owner Contact Information Establish your PayPal Account Login 246

Provide Financial Details (adding a bank account so PayPal can transfer money from your PayPal account). 2. Verify Information: Confirm email address Confirm your bank account 3. Set up your preferred payment solution. Once completed, you'll be taken to your "My Account Overview". If you haven't completed some of the necessary steps, they will be shown in a "To do list" on this screen serving as a reminder of what you need to complete. Upgrade (existing PayPal Personal Account holders)

To upgrade to a Premier or Business account, follow the steps below. If you would like to continue to do business under your own name, choose a Premier account. If you would like to do business under a company or group name, choose a Business account. Business accounts come with the ability to give multiple users some level of access to the account, but otherwise offer all the same features as Premier accounts. When you upgrade your account, you will retain the account history of your Personal account. Here's How: 1. Log in to your PayPal account. 2. Click the Upgrade Account link in the Enhance Account box. 3. Click Upgrade Now. 4. Choose a Business or Premier account. 5. Click Continue. 6. If you chose to upgrade to a Business account, fill in your business information and click Continue. 7. You have now upgraded your account.

PayPal Business Solutions There are three different PayPal Business Solutions of concern for our shopping cart environment;  Express Checkout - Lift sales by adding PayPal to your website.  Website Payments Standard - Accept credit cards quickly and easily.  Website Payments Pro - Get a merchant account and gateway all in one. At UltraCart, these translate to: 247

Web Payments Standard – Instant Payment Notification (IPN) Express Checkout Only Web Payments Pro – Express Checkout and Direct Payments PayPal Website Payments Standard

Customers shop on your website and pay on PayPal. This is an easy and quick way to start accepting credit cards online. A simple integration into UltraCart allows your customers to pay securely and easily. Accept all major credit cards, debit cards, bank transfers, and PayPal payments hassle-free. You don’t need a separate merchant account or gateway. Your customers don’t even need a PayPal account. PayPal Website Payments Standard integrates easily with UltraCart.

Figure 212 - Website Payments Standard Flow

Express Checkout

Increase sales with PayPal Express Checkout According to PayPal, merchants with the Express Checkout button increase sales by 14% on average and that PayPal has over 150 million accounts worldwide. Express Checkout provides a seamless checkout for PayPal account holders via an APIbased integration through UltraCart. Customers select payment method and shipping address on PayPal, then return to your website.

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PayPal Website Payments Pro (USA only)

The all-in-one online payment processing solution. Want to accept credit cards directly on your website and get the fastest checkout available with PayPal? PayPal Website Payments Pro is the answer. You get the features of an internet merchant account and payment gateway at a low cost. This all-in-one solution gives you features comparable to merchant accounts and gateways – through a single provider, at a lower cost. Customers paying by credit card stay on your website for the entire transaction; PayPal is invisible (USA only). You don’t need a separate merchant account and gateway. Control your checkout from start to finish, and easily integrate PayPal with UltraCart. With PayPal Website Payments PRO, you will have affordable rates with no hidden fees and accept all major credit cards, debit cards, and PayPal payments. With credit cards, customers shop and pay on your website (UltraCart).

Figure 213 - Website Payments Pro Flow

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Setting up your Payment Solution

The last step (at PayPal) in the process is to select and set up your payment solution. The following describes the steps for making your choice for PayPal Standard, Express Checkout or Web Site Payments Pro. The configuration within UltraCart for your payment solution will be discussed later. Typically when you've completed the Sign up and Verification steps, "Set up your payment solution" will be pending and shown on your PayPal Account Overview Screen.

Website Payments Standard Basically there is nothing more to do at PayPal for Website Payments Standard. You simply need to configure such at the Payments screen within your UltraCart account. If you are using PayPal Standard, go to page 258 for configuration instructions. Website Payments Pro If you want to sign up for Website Payments Pro (Direct Payments and/or Express Checkout), log in to your PayPal account (if not already logged in) and click on the "Merchant Services" tab at the top of the screen.

At the next screen, click on the "Website Payments Pro" link on the left navigation bar. At the screen that follows, click on the "Submit application" link on the right side of the page.

You will be presented with 250

an Application that is required by PayPal. The majority of the information required will be filled in for you if you've already signed up for a Business Account. Complete the remaining fields and click the "Accept and Continue" button. Once your application is accepted, you will be returned to the "My Account" screen.

You should now see Step 3 with a pending action of "Accept billing agreement". Click the blue "Go" button to continue the process.

Here you will be presented with the current monthly fee for your PayPal service. If you agree, click the "Agree" button. You will then be taken to the API Credentials screen.

API Access

(Express Checkout or Website Payments Pro) API literally means “application program interface”, a set of routines, protocols, and tools for building software applications. UltraCart is fully integrated with PayPal and in order for UltraCart to gain access to PayPal functionality, you will need to apply for and obtain API Credentials (signature) which authorizes us to access your account on your behalf). In the Request API credentials window, click on the “Set up PayPal API credentials and permissions” link. 251

Note: if that window doesn't appear or, if you are just logging in to obtain credentials, go to "My Account" screen and click on the "Profile" sub-tab and then click on the API Access link. That will take you to the Setting up PayPal API Credentials and permissions screen.

In the Set up PayPal API credentials and permissions" window, select "Request API Credentials".

On the Request API Credentials page, click the radio button next to API Signature and then click the Agree and Submit button at the bottom. 252

You will then be taken to the "The View or Remove API Signature" screen which displays your API credentials.

We recommend you "copy and paste" this information to document file and save to your system. You'll need this information later when you configure PayPal within your UltraCart account. Click on the "Done" button. You'll then be taken to the following screen.

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You can return to this screen at PayPal at anytime to view your Credentials.

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Configuring PayPal as a Payment method To configure PayPal as a payment method, navigate to: Main Menu  Configuration  Payments  Methods [tab]

Once at the Payment screen click on the checkbox to the right of "Accept PayPal". The screen will expand to show the PayPal configuration fields.

PayPal Business Email

Regardless of what Integration Method you chose, you'll need to enter your PayPal business email in the first field. QuickBooks™ Codes

If you have enabled UltraBooks and download your orders for import to QuickBooks™, you'll want to enter your QuickBooks™ code and QuickBooks™ Deposit To Account code. Hold Order in Accounts Receivable

Typically when a customer completes payment at PayPal, the order will go directly to shipping. If you desire to have the opportunity to confirm that payment is made (check your PayPal account for example), you can hold the transaction in accounts receivable until you confirm payment and approve its movement to the shipping department. This option does not apply to those using Direct Payments. To activate, click the checkbox to the right of the “Hold order in account receivables…” statement. 255

Below is a sample order that is pending in Accounts Receivable for approval.

Figure 214 - PayPal Order pending in Accounts Receivable

In some rare circumstances, customers may issue PayPal payments that do not match the email address of the order. When this occurs, the merchant needs to manually authorize the order via the accounts receivable section of the system. PayPal Integration Method

Once you have obtained your API Signature, you should have acquired the following from their site:    

PayPal Business Email API User Name API Password Signature code

PayPal Express Checkout

To configure PayPal Express Checkout, navigate to: Main Menu  Configuration  Payments  Methods

Click on the Radio Button to the left of PayPal Express Checkout. The screen will then expand to display four additional fields. 256

Here’s where you use the information you obtained from PayPal. o o o o

Enter the API User Name assigned by PayPal. Enter the API Password assigned by PayPal. Enter the API Signature. Environment: Select “Live” from the drop-down menu.

Scroll down and click on the “Save” button at the bottom of the screen to save your configuration. Pay Pal Website Payments Pro (Express Checkout and Direct Payments)

Navigate to: Main Menu  Configuration  Payments  Methods

Click on the Radio Button to the left of PayPal Website Payments Pro (Express Checkout and Direct Payments). The screen will then expand to display four additional fields.

Here’s where you use the information you obtained from PayPal. o o o o

Enter the API User Name assigned by PayPal. Enter the API Password assigned by PayPal. Enter the API Signature. Environment: Select “Live” from the drop-down menu.

Scroll down and click on the “Save” button at the bottom of the screen to save your configuration.

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If you are unable to complete the steps above or are unsuccessful in configuring your PayPal Pro Solution, send an email to [email protected] requesting assistance. Website Payments Standard (Instant Payment Notification (IPN))

Once you’ve successfully signed up for PayPal, there are two basic steps: 1) configure UltraCart for Website Payments Standard 2) configure Instant Payment Notification (IPN) URL at PayPal (discussed later in this chapter). To configure UltraCart for your Web Payments Standard Solution navigate to: Main Menu  Configuration  Payments  Methods

Click on the Radio Button to the left of PayPal Web Payments Standard (Instant Payment Notification). There are no additional fields to complete. Click on the "Save" button at the bottom of the screen.

Specifying the IPN Notification URL

Given that E-Check is one of the methods that customers can pay using PayPal, it is advisable to set up the Instant Payment Notification (IPN) on PayPal’s system. Merchants that have chosen Website Payments Standard must configure this setting also. After logging into PayPal, click the Profile (sub) tab. and in the Profile Summary screen, click the Instant Payment Notification Preferences link.

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Figure 215 – Profile Summary and IPN Screens

Next, in the preferences page that appears, check the box that turns IPN “ON”. Also enter http://secure.ultracart.com/cgi-bin/UCPayPalNotify into the URL box provided. Then click on the “Save” button.

Figure 216 - PayPal IPN URL

Your newly configured IPN status will be shown in the IPN status screen. It is very important to insure that you have entered the correct URL. You can click the "Edit" button to make changes. 259

Figure 217 - IPN Status Screen (updated)

PayPal Customer Telephone Number Some merchants prefer to conduct customer support via telephone rather than email. However, if you do not have the following option turned "on" in your PayPal Profile settings, the customer's phone number will not be collected. To configure this setting: Login to your PayPal account. Click on the Profile tab. Click on the Website Payment Preferences link (under Selling Preferences column) Scroll to the "Contact Telephone Number" section (bottom of the screen) You will see 3 options; On (Optional Field) On (Required Field) Off (PayPal recommends this option) Note: Selecting On (Required Field) could have a negative effect on buyer conversion. Click the "Save" button after you have made your selection. Dangling PayPal Orders Merchants that are using Website Payments Standard will still be using the “IPN” method. In these transactions, payments are pushed to the merchant instead of pulled (like with credit cards). Once the customer completes the checkout and finalizes the order, a copy of the completed order is displayed. A link is then provided that takes the customer to PayPal to complete payment. Your order is then sent to your UltraCart account and will reside in Accounts Receivable, waiting for you to confirm that you received the PayPal payment. If the customer does not (for whatever reason) complete the payment at PayPal, the order will remain in accounts receivable. We call this a “dangling order" because no payment was received. Unless you can contact the customer and get them to make the payment, you would have to “reject” the order in accounts 260

receivable. Until then, it will remain in AR. There is no cure for this situation and it’s existence might well be a good justification to upgrade your PayPal account to a Website Payments Pro! Merchants Operating Multiple UltraCart Accounts The same PayPal business account should not be associated with multiple UltraCart accounts. Merchants that are operating several UltraCart stores should sign up for a different PayPal account for each.

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ITEMS

6. Item Management

Chapter

6

Introduction Merchants must configure each product sold as an ITEM in the UltraCart System. UltraCart provides a flexible way to organization and categorize items to make managing large stores very efficient. To create, view and manage your store items, navigate to the Item Management screen. Main Menu  Item Management The Item Management screen is divided into two sections; Item Configuration and Tools.

Figure 218 - Item Management screen

Item Configuration The Item Configuration section has 7 elements; Digital Library, Items, Mix and Match Groups, Perishable Classes, Pricing Tiers, Store Wide Item Options and Upsell After. Digital Library Digital Library and Digital Content are covered in Chapter 7- Digital Delivery (page 386).

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Items Click on the “Items” link to manage your Store Items, Kits and Folders in UltraCart’s Item List Screen. The Item List screen allows you to view and navigate through your stores folder hierarchy and to create and edit store items within. The Items Screen is basically in 3 different sections; Folder, Kits, and Items.

Figure 219 - Items Screen

Folders

Folders are the primary organizational mechanism that merchants have at their disposal. In this section we will discuss the creating new folders, creating new subfolders, and editing, deleting or moving folders. When you first begin, there is one folder already created named Filing Cabinet. You cannot make any changes to this folder. This is where all your store items will appear until you create other folders.

If your store has few items, then folder creation might not be necessary. Your store items will probably list satisfactorily under the one heading (folder) “Filing Cabinet” which is already created for you. If your store has numerous items, UltraCart supports the creation of any number of folders and sub-folders to provide a very flexible hierarchy. It is very common for merchants to create some high-level product category folders and then more specific sub263

category folders. Another common scheme is to create folders for each of the manufacturers that a merchant sells. New Folder

To create a folder, click on the "new" button to the right of the Folders Heading. The following screen will appear.

Figure 220 - New Folder Screen

Enter the Description (name) of the folder. Click on the "Submit" button to save. The newly created folder will now be listed under the Filing Cabinet. In our example we named our new folder "Accessories".

Figure 221 - New Folder created Access a Folder

Notice that the newly created folder (name) is a clickable link. By clicking on the link you will view the sub folders within (if any exist). Create Sub Folders

Click on the folder you want to create the sub folder in. In our example above we would click on the Accessories Folder (link). From there the procedure is the same as before. Click on the "new" button (next to the Folders Heading). Then enter the Description and click on the "Submit" button. You can nest sub folders as deep as you want but nesting beyond 2 or 3 levels can make things a bit more complex. The deeper your folders go the further you have to drill down to list the store items in them.

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The following figure illustrates a three level folder hierarchy; Filing Cabinet/ Accessories/Tiny Accessories. Since the Filing Cabinet already existed, we only had to create an Accessories Folder and then the Tiny Accessories within.

Figure 222 - Folder Hierarchy

Notice in the previous figure that the "Accessories" folder has been selected (bold) and we thereby see the nested folder named "Tiny Accessories". Also note that there are 3 store items listed near the bottom of the screen that also reside in the Accessories Folder. You can create as many folders as you like at any level and each will have their own Edit, Delete and Move buttons (as seen above). Navigate up and down the hierarchy levels by clicking on the folder name (link). Editing Folders

To edit the name of a folder, simply click the “Edit” link to the right of the folder name. The Folder Editor Screen will appear. Change the name and click the “Submit” button. Deleting Folders

To delete a folder, simply click the "Delete" link to the right of the folder. A warning dialog will appear to allow you to confirm the delete operation.

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Make certain the warning dialog shows Folder Name you intend to delete. Click the "OK" button to delete the folder or the "Cancel" button to abort the cancellation. 

Deleting a folder causes all sub-folders and store items to be deleted as well. Use extreme caution when deleting entire folders.

Moving Folders

A folder is movable from one parent (level) to another. To begin, navigate within the folder hierarchy to reveal the folder in question along with the edit, delete and move button. This basically means click on the folder at the level just above the folder you want to move. In the following scenario, we have created two additional folders, Control Parts and Structural Parts which also reside in the Accessories folder. We will now demonstrate how to “move” the Tiny Accessories folder into the Control Parts folder.

Figure 223 - Selecting a Folder to Move

Click on the “Move” link to the right of the Tiny Accessories folder. The Folder Move screen will appear.

Figure 224 – Folder Move Screen

You will see “Moving: (folder name)” at the top of the screen. Make certain this is the folder you want to move. In this example we are moving the Tiny Accessories Folder. A 266

radio button indicates the Parent the Tiny Accessories folder presently resides in: Accessories in this case. Click the radio button to the left of the folder you want Tiny Accessories to be “moved to” (in this example we will move it to the Control Parts Folder). Then click on the “Submit” button. Upon return to the Item List screen at the Accessories Folder level (where we began, you will no longer see the Tiny Accessories folder.

You would then navigate to the Control Parts Folder to confirm the move was made.

Remember that all store items and sub-folders within a folder will be moved along with it. This makes reorganizing complex hierarchies of folders quick and efficient. Items List

Your store items will be listed under the Items heading. Remember, the items shown here will depend upon which folder level you are at. Until items are created you will see "No items have been created in this folder….".

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Figure 225 - Items Section screen

The Items header (row) can have two different appearances depending on whether or not you have store items at that folder level as follows: 1) no store items exist at folder level (2 buttons and a Quick Jump feature)

2) store items exist at folder level (7 buttons and a Quick Jump feature)

New Item

Click the "new" button to add a new store item. You will be taken to the Item Editor screen where you can enter all the attributes of your new item. At a minimum, you should fill in an Item ID, Description, Cost and Weight. All of the Item fields and Screen Tabs (options) are explained in the Item Editor Section, page 280, later in this chapter. You may want to skip to the Item Editor section to create your first item if you didn’t create one or more items when completing the sign up wizard. Item Listing

Store Items will be listed alphabetically under 6 columns (highlighted in red box in the following figure). They are; Item ID, Description, Cost, Buy Link, Dynamic Price and Inventory History. You should have a few items already listed here that you created during the Sign-up process. The Item ID, Description and Cost are entered by you when the item is created (explained later in the Item Editor section, page 280). The Links, and Inventory History are links that, when clicked, will take you to a new screen with the appropriate information. These will be explained later in this chapter. 268

Figure 226 - Items Screen (with items) Moving Items

At times you may have the need to move your items from one folder to another. You can move multiple items at a time. First, navigate to the folder your items reside in. In the items list, click the check box to the left of each item you wish to move.

Once you have selected the item(s) you want to move, click the "Move" button. The “Item Move” screen will appear.

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Figure 227 - Item Move screen

All your folders will be listed in this screen. Click the radio button to the left of the folder you want to MOVE your item(s) to (Control Parts folder in the above example). Then click on the “Submit” button. You will be returned to the Item List. Deleting Items

To delete one or more items from your store, navigate to the folder the items reside in. Click the checkbox to the left of each item desired and then click the "Delete" button. You will be presented with the following confirmation dialog.

Make certain the warning dialog says "Item(s)" not "Folder". Click the "OK" button to delete the item(s) or the Cancel button to abort the process. 

Deleting an item does not affect orders already placed.

Copying Items

It's sometimes easier to copy (duplicate) an Item rather than create a new one. After copying, you can change the attributes of the item in the Item Editor. First navigate to the folder your item to be copied resides in. Click the checkbox to the left of the item.

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Once you've selected the item, click the "copy" button. The following screen will appear.

Figure 228 - Item Copy screen

Since you cannot have two store items with the same Item ID, you will be asked to enter the new Item ID into the box. The screen shows the original Item ID to the left. If you want to create more than one copy, separate the new Item IDs with a comma (Figure 228 - Item Copy screen). Click on the "copy" button when finished. Your newly created (copied) items will now be displayed.

It's suggested that you immediately go to the Item Editor and make the necessary changes to each item. Click on the Item ID (link) to be taken to the Item Editor for that specific item. Item Search

If your store has numerous items, it can sometimes be difficult to locate them, especially if you've nested them into folders. The item search feature turns that chore into a simple task. It will search all folders at all levels regardless of what level you are presently at.

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To start the search, click on the “search” button in the Items heading. This will bring up the following Item Search screen.

Figure 229 - Item Search screen

You can search for items by Description, Item# (ID). Along with this criteria, you can specific a price with “less than" or "more than” parameters. You can specify how you want your items sorted; normal, by description, by item# or by price. Lastly, you can specify if the items are Inactive (yes or no). Once you have entered your search criteria, click on the “Start Search” button. If you want to clear the form to enter new search criteria, click on the “Clear Form” button. Your search results will appear in a browser window. You can then print the listing or return to the Item Search screen by clicking on the browser’s back button. Quick Jump

The Quick Jump is a great shortcut to take a store item to the Item Editor if you know the exact Item ID. This finder will search your entire store item data base regardless of which folder you have navigated to.

Enter the Item ID into the Quick Jump Field. Then click the "go" button. If the item is successfully located, it will appear in the Item Editor Screen. 272

Add Store Wide Option

This feature will allow you to apply pre configured Item Options to any Items that reside in the folder (level) that you are presently in. Store Wide Item Options are discussed later in this chapter. Editing Items

All changes to a store item are done in the Item Editor. This is the same editor that you utilized when creating new items. There are several different ways to view an items detail in the Item Editor: 1. click on an Item ID link from the Item List screen.

2. click on an Item ID link from the Search results screen.

3. enter an Item ID in the Quick Jump field on the Items screen

Note: The Item Editor is covered on page 280 of this chapter. Item Links and forms

Certain links are associated with your store items and are automatically created when you create your items. This section provides those links in the form of the Buy Button, Buy Form, Dynamic Pricing and Other (view cart and search link). Merchants can copy and paste the links provided into the appropriate places on their web site. UltraCart will create the HTML snippet (link) for each store item you create. The buy links are accessible from the Item List. Main Menu  Item Management  Items First locate the item list that contains the item desired. To obtain a buy link snippet click on the "[View]" link to the right of the Cost column in the row your item is on.

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The following screen will appear listing the Buy Link, Buy Form, Dynamic Pricing, and Other Links.

Figure 230 - Item Links and Forms screen Buy Link

When customers browse your web site (store) and find an item to purchase, they generally click on a button that will place the item into a shopping cart for checkout. Some buy button examples are shown below.

A "Buy Link" is the HTML code (snippet) that is inserted onto your web page along with the button graphic. This HTML snippet contains the code that insures the appropriate item and its attributes are placed into the shopping cart (when clicked on). Elements of a Buy Link

Below is an example snippet of html code for a buy link. Buy Now

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There are two key variables within any buy link, shown in bold above. The first variable is the merchant ID. In this example, the merchant ID is "DEMO.” Replace the merchant ID with your merchant ID (chosen during signup). The second variable is the item ID. Each store item has a unique item ID associated with it. The item ID is included in the link's target. In the example, replace DOGBONE with your products item ID. Buy Link HTML snippet

You or your web designer can copy all the text within the red box and paste it into your web page. With just a little editing it can be turned into the appropriate and complete HTML code. Buy Form

As an alternative to the above buy link, you can opt to embed a form into your website which allows customers to directly enter the desired quantity, as well as select any configured item options. This form can be further customized to match your site's look & feel. A thorough working knowledge of html is necessary. Most merchants have a web designer/editor on hand to accomplish this kind of task.

Figure 231 - Item Buy Form

Highlight, copy the form from the above box and paste it into your web page. 275

Embedding a Dynamic Price Link

Dynamic pricing allows you to embed the price of an item onto your static website so that changes to prices in the item editor will be immediately reflected on your site without requiring you to make a HTML edit. Prior to embedding, you need to configure your Dynamic Price (font style, size and colors). See Dynamic Price in Chapter 3 – Shopping Cart Look and Feel Configuration (page 123). Embedding a Dynamic Price link is also a simple process and similar to the procedure for the Buy Link.

Figure 232 - Item Price Image screen

Image Tag Copy the Image Tag from the first box into your web page where you want the Dynamic Price to appear. Image Source To view the Dynamic Price (sample) in your browser, copy the Image Source code and paste it into a browser address window and press the enter key on your keyboard to view the Dynamic Price in your browser. JavaScript We recommend that you utilize the JavaScript version so it allows for complete styling of the text. Other Links This section present has two special links; View Cart Link and Search Link.

View Cart Link Often times customers will leave the cart to return to your website for additional shopping. Placing this link on your web pages provides navigation that will take customers back to their cart. 276

Search Link This is a valuable link that takes the customer to an UltraCart search box page. Customers can enter search criteria to search your Item list. A successful search will bring the item(s) into view with buy now buttons so the customer can put them into the car. Inventory History Link

This feature applies only to those merchants that have the Track Inventory enabled at each item level (see page 311). It basically provides an accountability method to show when, how much, and who adjusted the inventory level of a particular store item. Adjustments to any item's inventory will be logged along with the date and time of the occurrence, adjustment amount, total (inventory count) and Reason (by whom). This activity can be viewed by merchants at the Item Level.

Navigate within the Item Editor to locate the item you want to view. Click on the "[view]" link under the Inventory History column in the row of the item desired (bordered in red box above). The Inventory History screen will appear.

Each activity will be listed in separate rows. In the example above there are 2 entries: 1. On May 03, 2007 user "Bwings" adjusted the inventory by +25 leaving the total inventory count to 25 (inventory must have been at zero prior to that action). 2. On May 08, 2007, user "Bwings" adjusted the inventory by +5 taking the total inventory count to 30.

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Merchants Using Frames

UltraCart will work effectively with web sites that use frames, but there are some additional configuration requirements to ensure a consistent customer experience. When the customer clicks the buy link on the merchant's web site their shopping cart displays inside the frame. In order for the secure checkout to take place without showing the customer a warning message, the system must stop using frames. This presents a problem because UltraCart by default returns them to the page that they clicked the buy link on once they've completed the order. This happens to be the contents of the frame instead of the parent URL of the frame. There are two additional parameters to the buy link that determine where the UltraCart will take the user to:  

OVERRIDECONTINUESHOPPINGURL - determines where the user will be taken to when they click the continue shopping button after viewing their shopping cart. OVERRIDECATALOGURL - determines where the user goes after they view their invoice at the end of the checkout process.

Below is an example of a buy link that uses the override parameters (there should be no line break after the merchant ID in the actual html code): Buy

Place the OVERRIDECATALOGURL and OVERRIDECATALOG parameters in the middle of the link so that only the end of the URL changes for each item. Add Store Wide Option

This feature allows you to apply an existing Store Wide Item Option to all or some of the items in a particular folder. If you haven't created any Store Wide Item Options see Store Wide Item Options on page 348.

Figure 233 – Store Wide Option

To apply a Store Wide Item Option to an Item or Items, navigate within the Item List to the folder that contains the applicable items. Once you have the items listed, click on the "add store wide option" button. This will take you to the Store Wide Option screen.

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Figure 234 - Store Wide Options screen

The above screen will display all the Store Wide Options you have previously created. If none are listed, then you need to create them before using this option (see page 348). Click on the name [link] of the Store Wide Option you want to apply. The store items that reside in the folder you were presently in will be listed on the next screen (shown below).

Figure 235 - Multiple Item Add Option screen

Place a check mark in the box to the left of the items you want to add this Store Wide Item Option to. If you want it applied to all of the items in the folder, click the "Select All" button. You can de-select them by clicking the "Unselect All" button. Click the "Submit" button when you are finished selecting your Items. You will be returned to the Item list screen. If you want to verify the action, click on the Item ID [link] of any item you assigned the option to. At the Item Editor screen, click on the "Options" tab. You will see the option listed on that screen.

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Item Editor In the Item Editor you can create and/or edit all attributes of your store items. There are two ways to enter into the Item Editor from the Item List screen: 1) click on the New Item link to create a new item or 2) click on any Item ID which will open the Item Editor with all the information about that item for editing.

There are 12 tabs available in the Item Editor. They are; Item, Multimedia, Options, Digital Delivery, Discounts/Pricing Tiers, Related Items, Amazon, Froogle, Auto Order, Shipping, Catalog and Other. You can configure all the different settings that apply to each item via these tabs. Item Tab

In this section you enter all the particular information that describes the item and establishes handling characteristics. Each item field is described below.

Figure 236 – Item Editor Screen

Item ID –The Item ID must be unique between all the items for sale in a store.

Often this matches to product codes or SKUs in a merchant's inventory. Description –The description is the text that will appear in the user's shopping cart

and on their order receipt. The description can be up to 500 characters long and 280

span several lines of text. If you are using Froogle, this field should be restricted to the product. Additional information should be placed in the Extended Description field. Extended Description – The Extended Description is sent to Froogle (for those

that subscribe) to better describe the item and is also used in the dynamic catalog. Manufacturer Name – Enter the item’s manufacturer name. Manufacturer SKU – Stock Keeping Unit (SKU) is a number associated with a

product for inventory purposes. Enter your SKU number in this field. Internal Memo – Enter Information for your own usage and benefit. It is only

shown on this item edit screen. Use this field to hold internal information such as a supplier part number, etc. URL to View Product – UltraCart uses the URL field to allow the user to search

for a product and then click on it to review the product information page on the merchant's web site. This field is not required unless the merchant is going to take advantage of the UltraCart search engine or the related items section. 

Since related items can greatly increase average order size, it is highly recommended that merchants enter the correct value in the URL to View Product field.

Image URL – Use the "Image URL" field to indicate where the image file resides

on your server. UltraCart will use this image to create and store a thumbnail image file at UltraCart. It will be displayed on the view cart page during checkout, in the Dynamic catalog, and the results of the search form. The image thumbnails will be 80 pixels in length and 80 pixels wide. The original file must be 1 megapixel or less. A white border will appear if the thumbnail is smaller than 80 by 80 pixels. Supported file types are gif, jpg or jpeg, bmp, and png. Note: UltraCart polls the image URLs for updates approximately once a month. To expedite the update at UltraCart, change the file name. Barcode – The barcode field is used by the UltraShip product. Enter the barcode

value for the physical item that is associated with this UltraCart item. Alternatively, you can use the UltraShip application to populate your item barcodes quickly and easily. Please refer to the UltraShip documentation for more information. UNSPSC – is the acronym for the United Nations Standard Products and Services

Code. UNSPSC is a coding system to classify both products and services for use throughout the global eCommerce marketplace. Cost - The cost of the product in dollars and cents (00.00).

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Weight - The weight of the product represented in pounds. Enter this as a decimal

value. Remember that 16 oz. is equivalent to 1 lb. For instance a product that weighs 1 lb. 8 oz. would be entered at "1.5" If an item does not have a weight assigned to it then it is treated as a service (such as a technical support contract for a computer) that needs no shipping. For those merchant's that are not using weight basic shipping cost calculation, a weight of "1" should be specified for all items that need shipping. If an item is a digital delivery item, enter “0” for the product weight.  In the menu to the right of the weight field, select LB (pounds) or KG (kilograms). Dimensions (L x W x H) – Enter the Length, Width, and Height of your item in the

boxes provided.  In the menu to the right, select IN (inches) or CM (Centimeters). Minimum Quantity – The minimum quantity field specifies the minimum number

of this item that MUST be purchased. For example, a merchant selling dog bones might charge $0.25 per bone, but require a minimum purchase of 10 bones. Maximum Quantity – The maximum quantity field specifies the maximum number

of this item that CAN be purchased. For example, a merchant selling dog bones might charge $0.25 per bone, but require a maximum purchase of 20 bones. Multiple of Quantity –This allows you to force the item to be purchased in

quantities of "x". For Example, if you entered "5", the customer would have to purchase the item in quantities of 5, 10, 15 and so on. UltraCart will not allow the customer to checkout with quantities other than "x" and will inform the customer of the minimum quantities required. MSRP – The price the manufacturer recommends that the retailer sell it for. This

feature is for catalog users only. If properly configured on Catalog Template, it will display the MSRP. MAP – The Minimum Advertised Price. This feature is for catalog users only. If properly configured on your Catalog Template, it will display the MAP. Taxable –This field is defaulted to be checked. When checked, taxes will be

added to the subtotal based on the Sales Tax Configuration (see page 76). Some merchants might offer items or services for sale that don't require tax to be collected on them. Inactive – If an item is inactive, it will not be visible in searches and customers

cannot add it to their shopping cart. This is a great way to temporarily disable an out of stock item. Check this box ONLY if you want the item to become inactive.

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Gift Certificate –Check this item if it is to be a Gift Certificate. If checked and

when purchased, UltraCart generates a gift certificate for the amount of the item. See “Gift Certificate” in Chapter 9 for details on configuring Gift Certificates.  Enter the expiration date (if exists) in the field to the right of Gift Certificate. Special Product Type – The special product type effects the calculation of the

USPS (United States Postal Service) shipping costs. USPS offers special discounts to these special products. In the menu provided, select one of three (3) special product types; Book or Software, Music or Editorial. Mix and Match Group – Select the Mix and Match Group that you want to

associate with this item from the “drop-down” menu. This is only populated when you have created a Mix and Match Group (see page 338). QuickBooks™ Code – This field is only shown on this screen when you have

turned on the UltraBooks feature. This is done at the Configuration  UltraBooks screen. More information about configuring and using UltraBooks is discussed on page 504. COGS – The direct costs attributable to the production of the goods sold by a company. No Realtime Charge – Checking this box will tell UltraCart that when this item is

in a cart, to NOT charge the credit card. It will move the order, when completed, to your Accounts Receivable for handling. Keep in mind that this action will occur even if there are other items in the cart that don't have this option checked. Multimedia Tab (dynamic catalog users only)

This section will allow merchants to upload multimedia files associated with store items inside of UltraCart. The multimedia files are primarily used for dynamic catalogs, item logos on the view cart page, and multimedia galleries on static HTML pages. Only JPEG and GIF files can be used with Zoomify galleries at this time. A real asset here is that you can upload and associate more than one image to a store item. Note: UltraCart premium service fees apply for the storage and bandwidth consumed by these files. The multimedia section is part of the digital delivery premium service.

The multimedia screen is divided into 3 sections; Tools, Upload Multimedia and Import Multimedia.

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Figure 237 - Multimedia Tab screen Tools – Multimedia Gallery Script Generator

The tools section will list all Multimedia that you have successfully uploaded. The link "Multimedia Gallery Script Generator" is simply a toggle for "on" (show fields) and "off" (hide fields).

Figure 238 - Script Generator Upload Multimedia

To upload a graphic, movie, or PDF file click the browse button. A file open dialog will appear in your browser. Locate the file on your computer and then click OK. The filename will appear in the Filename field (box). Click the Upload 284

multimedia button. Tip: UltraCart supports the uploading of a zip file containing multiple graphic files. Import Multimedia

To import graphics from URLS, enter the URLs one per line in the box below. UltraCart will retrieve the files from the remote URLs and store them in your multimedia gallery. You can also convert your PDF to an image by entering the image sizes in the appropriate fields. Click the "Import multimedia" button when ready.

Multimedia Upload Failure - Corrupt File Error

Graphic artist and print shop managers understand the differences between RGB and CMYK color schemes. Simply put, RGB is the normal color scheme used in computer graphics while CMYK is the standard for printing color images. If you attempt to upload CMYK graphics or images to UltraCart, you will receive a "corrupt file" error. Although this is fairly uncommon it does occasionally occur. If you receive this error, you'll need to convert your image to RGB format using a graphics program such as Photo Shop prior to uploading. Once uploaded, the file(s) will be listed on the Multimedia screen as shown below. It might take considerable time for the "preview" (thumbnail) to appear in the list.

View Multimedia File

Click on the "View" button to see details and a preview of the image itself. The first box displays the URL snippet, the actual path to the image. The second box displays the HTML image tag that will point to where that image resides. The 3rd box will be the JavaScript for the Zoomify script. 285

Lastly will be a preview of the image. Edit Multimedia File

In the edit mode, you can change the Description of the file or upload a different image. Click on the "Edit" button.

To change the description, highlight the existing text in the description box and enter the new description text. Click the "Save" button when finished. To replace the existing image file, click on the "Browse" button and navigate to find the replacement file on your system. Click on the "OK" or "Open" button. You will be returned to the Item Multimedia screen. Click on the "Save" button. Delete Multimedia File

Click on the "Delete" button to remove an image file from the list. Make certain you click on the button that is in the same row as the image you want to delete! A dialog box will appear to confirm deletion.

Click on the "OK" button to confirm deletion otherwise, click the "Cancel" button. You will be returned to the Multimedia screen and your Image File will no longer be listed. Options Tab

Item Options allow customers to select criteria for an item when that item has several variations (options). For instance, a merchant might offer a t-shirt that comes in three different sizes. “T-Shirt Size” would be the item option in this example. You are theoretically defining different store items (by size, color, etc.) under one Item ID (SKU). Although the Item Options feature is easy to set up and reduces the number of actual store items, merchants with many items should give some serious thought before considering this feature. Having the same SKU (Item ID) may cause difficulty in the following areas:  The inventory system will not track the Item Options.  Fulfillment centers have a difficult time with "pick and pack" without separate SKUs.  Importing orders into accounting systems can also be difficult 286

The following illustrates where the Item (drop down value) Option will appear on the checkout screen.

Add Option

Navigate to the Item Editor screen, click on the “Options” tab. The following screen will display a “No options are defined…” message until options are added. To add your first option, click on the “Add Option” button.

Figure 239 - Option Tab

At the Add Option screen you set a name for the option. In our example the merchant would specify "T-Shirt Size" in the "Create a New Option for just this item" field. Then click on the “Continue” button. The field “Add Store Wide Option(s)” will be discussed later in this chapter.

Figure 240 - Add Option screen

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After clicking the "continue" button, the Option Editor Screen will appear. This screen is divided into five sections; Description, Check-Out Settings, Type, Cost and Drop Down/Radio Button Values. The last section, Drop down/Radio button list of values (shown in example below), will only appear if Drop Down or Radio Button list TYPE is selected.

Figure 241 - Option Editor Screen Description (fill-in)



Name – the name of the option. For instance "T-shirt size". This will be automatically entered from your entry in the previous Add Option Screen. It can be changed at this screen if desired.



Label - The label is what appears in the customer's shopping cart, on the order invoice, and on the packing slip. This is often a shorter version of the Name such as "Size"

Checkout Settings (check box)

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Customer required to provide or select a value – If you check this box, an “error” message will appear during checkout if and when the customer fails to provide or select a value. Customers cannot proceed with the checkout until they have selected or provided a value for the option. Ignore Option when order is placed if default is selected - Some merchants define numerous values for many of their options. This can cause considerable clutter on the printed documentation (i.e., order, packing slip, etc.). Selecting this option will prevent printing of the option value if the “default” option is selected at checkout. Type (radio button)

This section has 3 choices that determine how the option appears on the checkout. Click on the radio button to the left of the choice desired. Single line of free-form text - If this setting is specified the option will appear at checkout as a single line input field where the customer can specify free form text. Multiple lines of free-form text - If this setting is specified the option will appear at checkout as a multiple line input field where the customer can specify multiple lines of free form text. Drop Down List of Values - If this setting is specified the option will appear at checkout as a drop down list. Merchants will specify values for the list immediate below this section (only appears when option is selected). Radio Button List of Values – If this setting is specified the option will appear at checkout as a user selectable list. Customer will be able to select only one (1) of the values in the list. Merchants will specify values for the list immediate below this section (only appears when option is selected). File attachment –This setting is used when it’s necessary for the customer to upload a file to the order. An example would be where a customer must upload a graphic (logo) that is printed onto the item purchased (onto a ball cap for instance). The option will appear as a blank text field along with a “browse” button that when clicked, will allow the customer to navigate within their system to locate the “upload” file. There will be an “upload” link for the file the customer sent on the final order record in your UltraCart account. Hidden – Use this setting when you want to have a special option that is NOT shown on the checkout. This is most often used when a merchant builds a special form on their web site that passes information to UltraCart. A merchant can create an Option (hidden) to pass a unique ID (for example) to help identify the order. Given that scenario, the merchant does not want to have the option visible in the cart.

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Drop Down Value List

Once you have selected the Drop Down list of Values TYPE the Drop Down/Radio Button Values section will appear at the bottom of the Option Editor screen.

To add your values, click on the “ADD” button which will take you to the Add Drop Down Values screen.

Figure 242 - Add Drop Down Values screen

Here the merchant should specify all the different values for the option and the effect they have on the cost and weight of the item. For instance, an x-large shirt might cost $1.00 more or weigh slightly more. You would also indicate if the weight was in pounds (LB), ounces (OZ) or Kilogram (KG). Once you’ve entered your values (up to 10), click on the “Save” button and you will be returned to the Order Editor screen. If you have more than ten values to enter, click on the “ADD” button. Values that you’ve added will appear on the Option Editor Screen and the look of this section will have changed. 290

Figure 243 - Completed Drop Down Values

The new columns and buttons that now appear are explained below.  

Additional Cost and Additional Weight – the amounts that you set (if any) when creating the values will appear in these columns. Additional Dimension – this field will show "none". Click the Edit button to be taken to the editor screen where you can enter the additional dimension values.



Order - This column will show the present order of this list. You can re-arrange the order of your list by changing the numbers in this column. Once you have change the order numbers, click on the “Reorder” button in the Section Header. Your values will then shift to the order you configured.



Default - This column will be blank until you select one of your Values as the default. Click on the “Make Default” button at the end of the row that you want to set as the default. The word “Yes” will appear in the Default column for that Value. In the example above, we have configured the Medium Value as the default. If you decide you want no default value, click on the “No Default” button in the Section Header. If you do set one of the values as the default, it will automatically appear in the options field when the customer adds the item to their shopping cart. The customer can change the option during checkout using the drop down menu. To change the default, click the "Make Default" button for the appropriate value.



Edit Button - Clicking on a “Edit” button will take you to the Value Editor where you can change attributes for that particular value.



Remove Button – Clicking on the “Remove” button will remove that Value from the list. This is a permanent action without a warning dialog. 291



Make Default Button – explained above under "Default".

Radio Button Value List

Once you have selected the Radio Button List of Values the Drop Down/Radio Button Values section will appear at the bottom of the Option Editor screen.

To add your values, click on the “ADD” button which will take you to the Add Radio Button Values screen. This procedure will be somewhat different than the drop down list.

Figure 244 - Add Radio Button Values screen

Here the merchant should specify all the different values for the option and the effect they have on the cost and weight of the item. For instance, an x-large shirt might cost $1.00 more or weigh slightly more. Radio Button Value list also allows you to upload images assigned to each value. These images will be displayed in the cart along with each value. Click on the Browse button

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and navigate within your system to the location of your image. Repeat this process for each image you want to attach to each value. Once you’ve entered your values (up to 10), click on the “Save” button and you will be returned to the Option Editor screen where your newly created Value list will be shown. Associating Digital Content

You can also associate digital content with the Radio Button Value List (only). For instance you might offer an option for digital delivery for an audio CD. This would give the customer the option of purchasing the physical CD (which requires shipping costs) or digital delivery download (no shipping). Two Radio Button Values would be set as CD and Digital Download. If the customer selects the Digital Download value for the option then it would associate a series of MP3 files with the item and reduce the weight to zero (so UltraCart will not calculate shipping costs). After creating the Item Blue Music CD, we create the Item Option called Delivery Method with two values; Digital Download and Ship CD. They would appear as follows in the Option Editor.

Figure 245 - Delivery Method options

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To associate Digital Content click on the "Edit" button for the Radio Button Value desired. In this case it would be the Digital Download Value.

Figure 246 - Radio Button Value Edit screen

As you can see above, we subtracted the $3.50 of the cost and subtracted the entire weight so shipping will not be a factor. This editor automatically shows all files that have been uploaded in the Digital Library (see page 262). We associated them to this option by selecting and moving them to the right side (click on the green arrow). Options Listing

Once you have successfully created options, they will be listed under the options tab.

There are three buttons above the listings; Add Option, Reorder and Edit QuickBooks™ Codes. 294

Add Options – Click the "Add Option" button to add a new option for this Item. Reorder – this simply rearranges the order the options are listed during checkout. Change the numbers to the order you want them to appear in the "Order" column. Click the "reorder" button when finished. The list will be rearranged into the order you have specified. Edit QuickBooks™ Codes – Using options can make it convenient for a customer to select variations for an item but causes some issues when it comes to accounting since each item has its own accounting code. For instance, you might offer a Blue Tshirt that comes in small, medium, large, and x-large. The QuickBooks™ code for the Item might be BLUESHIRT. However, the codes might have been configured in QuickBooks™ for all the variations as; BLUESHIRT-S, BLUESHIRT-M, BLUESHIRT-L, and BLUESHIRT-XL. This screen allows you to assign the QuickBooks™ code to each unique item option. Enter the code desired and click the "Save" button. Repeat these steps for each Option. Remove Item Option

Click the "Remove" button to delete an option. Warning! There will be no confirmation dialog presented. Edit Item Option

Click the "Edit" button to be returned to the Option Editor screen. There you can make changes. Click the "Save" button when finished.

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Digital Delivery Tab

Before you can utilize this feature, you will need to upload your digital file(s) using the Digital Library. This procedure as-well-as the Digital Delivery function is covered in Chapter 7, page 386.

Discounts/Pricing Tiers Tab

There are two parts to this section whereby merchants can establish 1) volume Discount Pricing (per item) for any and all customers and, 2) Pricing Tiers for special types of customers (i.e., wholesale). Discounts

This pricing structure affords merchants an opportunity to establish discounts (volume) for individual items. The costs are set at varying ranges based on the number of items purchased. Discounts established here will be available for any and all customers.

Figure 247 – Discounts screen

When the discounts screen appears enter your quantity ranges along with cost per unit. In the above example, 1 to 5 items are priced at $115.00 each, 6 to 10 items are $105.00 each and 20 items or more are priced at $100.00 each. If you have need for more than five rows, click the “Add More” button. Click on the “Save” button when finished. Pricing Tiers

This section allows merchants to configure pricing tiers for Wholesale customers, Dealers, Distributors, etc. These differ from the volume discounts we discussed early in that 1) you can restrict them for certain customers (profiles) and 2) there are several special settings you can configure such as: Tax Exempt, Allow Purchase Order, Allow COD, Free Shipping and many more. Pricing Tiers are created at Item Management  Pricing Tiers (see page 345 for details). Only then will they appear on this screen.

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Figure 248 - Pricing Tiers

First you set your single item costs in the “Cost” Field. Use this only if you want a cost below retail but yet higher than the first tier. Then, in the Volume Discounts columns, you set your quantity ranges and cost per unit. This is pretty much the same as discounts. Initially there are five rows available. If you have need for more than five, click on the “Add More” button. Volume Limits

You can also set Limits for each Pricing Tier. As shown above, the Wholesale Pricing Tier limits Individual Order to a maximum of 50 items on one order and, limits the customer to a cumulative of 150 items.

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Click on the “Save” button when finished setting your Volume Discounts. Don't forget to enable (authorize) your customers for your established Pricing Tiers at Order Management  Customer Profile Management (see page 237). Related Items Tab

This section gives the merchant the opportunity to create a list of items that will be listed on the “view shopping cart” page. This is an excellent sales method as it puts “related” items in front of the customer at checkout.

Figure 249 - Related Items screen

Enter the Item ID of the item you want to relate. Then press the ‘Enter’ key on your keyboard. If the correct Item ID is entered, you will see your Item Description automatically appear to the right. Continue entering all the items you wish to relate. Initially there are five boxes provided. If more are needed, click on the “Add more” button and five more will appear. Click on the “Save” button when finished. Froogle Tab

Prior to using this feature, you must “enable” Froogle services. If you haven’t done so you will see the following screen.

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Figure 250 - Froogle Tab (prior to enabling)

Clicking on the “Froogle Settings” link will take you to the Configuration  Froogle Settings screen. There you can apply to enable Froogle Services if you haven’t already done so. Once you have successfully enabled your Froogle Services, return to the Item Editor/Froogle Tab. The following screen will then be available for you to complete.

Figure 251 - Froogle Tab (after enabling)

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Enter a Category for this store item. A category structure is required to be in Froogle. If you do not provide a specific category structure then your item management folder structure will automatically be used. Items must have a category in order to be accepted by Froogle. Please use your websites actual structure whenever possible. Separate category levels with ‘>’ (shift period on most keyboards) Not Acceptable: * All other separating characters, e.g., a colon (:) or a dash (-) * Trailing > (e.g., Home & Garden > Kitchen > Appliances >) For example: * Good: Home & Garden > Kitchen > Appliances * Bad: Home & Garden, Kitchen, Appliances Enter the image URL The image URL for the product is required. Use your full-sized product images; do not use thumbnail images. Froogle will not accept products that do not have images because it does not make for a good Froogle experience. Not Acceptable: * Relative URLs (you must include the entire link) For example: * Good: http://www.imaginarystore.com/images/1006.jpg * Bad: /images/1006.jpg * Bad: www.imaginarystore.com/images/1006.jpg Omit from Feed Clicking this check box simply allows you to temporarily omit the feed to Froogle for this item. Product Type Clicking on “Book” will expand the category for the following choices: ISBN: enter the books ISBN (International Standard Book Numbering) Format: A drop down menu with the choices: paperback, hardback, audiobook or ebook. 300

Author: enter the author’s name Publisher: enter the publishers name Clicking of “Music” will expand the category for the following choices: Artist: enter the artist’s name Format: A drop down menu with the choices: cd, mp3,tape or vinyl Release date: enter the date the music was released Clicking of “Video” will expand the category for the following choices: Format: A drop down menu with the choices: dvd or vhs Director: enter the director’s name Release date: Enter the date of release Starting: enter the main stars of the video Rating: A drop down menu with the choices: G, PG, PG13, R, NR

Figure 252 - Product type choices (fully expanded)

Auto Order Tab

The Auto Order feature is typically used for consumables but not necessarily restricted to those. There are two different types of auto orders; Customer Selectable (schedule) and Automatic. 301

The Customer Selectable auto order will re-order the same item purchased in the original order. The more popular Automatic auto order is much more flexible, giving you the ability to offer one or more different items for the recurring order. A good example of an Automatic Order would be where you offer a customer a "Free Trial" of a product which, when purchased, enrolls them into an automatic and periodic purchase of the full blown product at normal or discounted prices. The beauty of this feature is that you, the merchant can configure the auto and recurring orders in various ways. Some of the configurations are: o o o o o o

Automatic schedule (pre-determined by merchant) One per customer No easy cancel Repeating schedule (weekly, monthly, etc.) Repeat Count (recurring duration) Delay Days (starting date from original order)

The Item Editor  Auto Order [tab] is where you will configure the item to become an Auto Order, meaning, when this item is purchased, it will, based upon your settings, automatically create subsequent (auto) orders. Note: To edit an Auto Order see Chapter 4 - Order Management (page 204). As mentioned earlier, merchants can configure two different types of Auto Orders; Customer Selectable and Automatic. You can configure only ONE type per store item.

Figure 253 - Auto Order screen

Customer Selectable Auto Order

A Customer Selectable Auto Order is a fairly basic version that automatically re-orders the same item purchased during the original order. It will give the customer the opportunity to select the “schedule” (frequency) they want the order to re-occur. The choice is made during checkout. Click on the radio button to the left of the Customer Selectable field. This field will then expand to show the Customer Selectable Options.

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Figure 254 - Customer Selectable Auto Order screen

Next, set the frequency (schedule) of Auto Order. Click in the check box to the left of the interval(s) that you want to appear in a drop-down menu. The options you select here will appear as a choice for the customer’s selection during the checkout process. They will be shown on a special “Auto Order” screen late in the checkout process. The customer will only be able to select one of the options. Click on the “Save” button when finished. The following is a sample “Auto Order” screen that the customer will see during checkout. Notice how the drop down menu appears for the customer’s selection (in red box). Hence, they are given the ability to determine the schedule for their auto order. Note: this screen DOES NOT appear for the “Automatic” type of auto order (explained later).

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Figure 255 - Auto Order Checkout Screen Automatic Auto Order

The Automatic Auto Order differs significantly from the Customer Selectable type. Based upon the configuration (by the merchant), the customer will be automatically enrolled in an auto order program that you define. The enrollment can be for the same original item purchased or for a different store item. 1) The customer will not be given any opportunity to select a schedule during the checkout because it is pre-determined by the merchant. 2) All of the pertinent details that the merchant wants to convey to the customer about this type of Auto Order must be accomplished on their store web site. An example of a common usage is where a merchant will offer customers a “trial item” that, when purchased, will automatically enroll them in a predefined auto order program. The trail item is generally at a reduced price and can even be a different item. Navigate to: Main Menu  Item Management  Items (tab) You will typically have two store items created in you store. One will be the "trial", special priced item and the 2nd will be the item you will enroll them in. A good way to think of them is that the 1st Item is the Auto Order Item and the 2nd Item is the Recurring Order Item. In most cases it's the same item or maybe a smaller portion of the same item but the trial item is offered for free, discounted, free shipping, etc., while the recurring order items are usually regular price.

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If the items you want to be Auto Order do not exist, follow the instruction for creating a new store item in Chapter 6. It's a good idea to print your item list or at least write down the Item ID's concerned so you will have easy reference to them when you configure the Auto Order portion. Keep in mind that only the Initial Item will have and Auto Order configuration. The recurring Item(s) will not. At the Item List screen, click on the Item ID (link) for the item you wish to configure as an Auto Order (usually your "trial" item). At the Item Editor screen, click on the “Auto Order” tab. Then click on the radio button to the left of the “Automatic” field. Additional fields will then appear that require completion.

Figure 256 - Automatic Auto Order Screen

Options One Per Customer:

Check this box to keep a customer from purchasing more than one. This, in theory, is to help prevent abuse.

No Easy Cancel:

An Auto Order notification (see below) is normally sent to the customer upon successful ordering. If this box is checked, the order notification will not be sent. The customer will have to contact you by other means to cancel their auto order.

Upgrade/Downgrade Item Ids: Enter the Item Id's that will be used to build a customer service friendly drop down list used in the auto order editor page (206). 305

Steps There are two different kinds of steps; Item Step and Delay Step. Item Step Here you will tell UltraCart which Store Item will be involved in the recurring order process. This may be the same or a different item. You must configure at least one Item Step. Some merchants will configure more than one item in their auto order program and will therefore create additional Item Steps. To create your first Item Step click on the "New Item Step" button. A new set of fields will appear that require completion. You will see the statistics of the first (original) order listed under the Sample Order Schedule.

Item Step fields: Step Item ID: Enter the ID of the store item that you want to be ordered automatically. This can be the original item or it can be a different item. Schedule:

Select, via the drop-down list, how often you want the order to reoccur. The customer will not be offered a choice on the reoccurrence frequency like they are in the customer selectable auto order.

Repeat Count: This feature allows the merchant to indicate how long you want the recurring order to occur. For example, if the merchant advertises a “free trial” (the first order) along with a 6 month enrollment, you would enter a 6 in the box. Leave this field blank for indefinite. Click on the "save" button when finished with the configuration. After you configure the details of your Item Step, it will list all of the repeat counts providing an excellent preview of how the Auto (recurring) Order will work. In the following example we have configured a single Item Step for the Item ID "Upholstery Renew" on a Monthly schedule to repeat 5 times. If your auto order deals with only one item and you have no need for any delays on the recurring order(s), then this example will probably be all you need.

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Figure 257 - Item Step auto order

Adding Delays or Item steps: UltraCart has added considerable flexibility for customizing your recurring order schedule. You can add additional items to your schedule by using the "add Item before or after" buttons. Additionally, you can add delays to alter the start of a scheduled item via the "add delay before or after" buttons. Delay Step This feature allows you to set a delay before or after an Item step. An example of usage might be where a merchant wants to send out a one week trial of a supplement (original order) and then follow up with a monthly recurring order. To facilitate this you would add a delay of 7 days before the item. Click the "add delay before" button. A new step will appear above your original step and the steps will be renumbered 1 then 2. Your new step will have only one field to complete. Indicate how many days you want to delay the beginning of the Automatic (recurring) Order. Click on the “Save” button when finished. The following screen shot demonstrates the "add delay before" feature using the same scenario as before. Notice that the Sample Order Schedule now shows step 2 (in red box) beginning 7 days (delay) after the original order. Step 3 begins 30 days after step 2 - the monthly recurring schedule.

Figure 258 - Auto order with delay step

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This is about the same as when you began when you added the initial Item Step. The difference here is that you are adding an additional item to the existing schedule. In the following scenario the customer has subscribed by purchasing a one week trial of our Upholstery ReNew product (original order) with a monthly recurring order for 5 months. 15 days after the last order (we inserted another delay step) they automatically begin a 5 month recurring order of the Upholstery Protect product. In the sample below, step #7 depicts the beginning of the 2nd item step after only a 15 day delay.

Figure 259 - Auto Order with 2 item and delay steps

Deleting steps To remove steps from the process simply click the red "delete" button to the right of the row. You will receive a confirmation dialog box to confirm your action. Auto Order Confirmation Email

An Auto Order confirmation email will be sent to the customer upon completion of their order. Note: No confirmation email will be sent if you have checked “no easy cancel” during the configuration.

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When the customer clicks on the cancellation link (from within the email), it will automatically set the auto order into the “inactive” mode. The auto order status will have the word “No” under the “Active” column. Converting a regular Order to Auto Order

There isn't really any simply way to change an order from a standard one to an Auto Order. However, there is a workaround. Basically you will place another order for the individual with "test" Credit Card information so the customer doesn't get charged a 2nd time. Once completed, you enter their real credit card information so the subsequent auto (recurring) orders will charge appropriately. To begin, have a copy of the original order handy so you can re-enter information on the new order. Make sure you have all the credit card information. 1. Set your Payments Configuration into test mode: Log in to your account and navigate to: Main Menu  Configuration  Payments  Test [tab]. Click on the "new" button at that screen. Click on the Credit Card radio button and enter any valid credit card number. Click on the SAVE button. Note: Notify your fulfillment company (if exists) to NOT ship the incoming order (give them the details of the order). 2. Complete the purchase: Purchase the Auto Order item with the same customer information as the original. When prompted, enter the credit card that you configured at the Payment Test screen. Finalize the order and write down the order ID or print the order. Since you configured a test Credit Card number, the payment process will be skipped. 3. Remove the Test Processing configuration: As soon as you have finished the order, remove the TEST Payment configuration you configured in Step #1. Failure to do this will cause any subsequent orders to be processed without the Credit Card being charged. 4. Locate the order and set a valid Credit Card: In order for the customer to be charge for subsequent Auto Orders, you'll need to enter the customer's valid credit card information. To do so navigate to: MainMenu  Order Management  Review Orders [link]: At the search screen, enter the Order ID and click the "Search" button. When the order appears, click on its order ID link. The order will appear on the screen with a new set of menus at the top. Click on the "Edit Customer Info" link. At the next screen you will be at the "Billing" tab. Replace the TEST card information with the customer's real Credit Card information. It's also a good idea to enter some notes in the "Merchant Notes" field indicating what took place. Consider adding notes to the original order also. Click on the SAVE button at the bottom of the screen to complete the process.

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Shipping Tab

The Shipping tab in the Item Editor is divided into 9 sections. For this discussion we have split the screen into two parts so the screen shots will fit on one page. Shipping Tab - Part 1 The first part will discuss the first 3 sections; Shipping Options, Customs Information and Inventory Control and Distribution.

Figure 260 - Shipping Tab screen (part 1) Shipping Options

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Free Shipping - click the check box if you want to offer free shipping for this item. No Shipping Discount - If you have previously selected “Qualifies for Free Shipping” for a particular shipment method (configuration  shipping  methods) and you want to override that feature for a particular store item, then check this box. Pre-order - Check this box to set an item as a “pre-order”. When these items are purchased (leaving accounts receivable) they will appear in the Pre-Order section of Order Management and await release. ETA (MM/DD/YYYY) – If the item is on pre-order, enter the estimated date it will arrive.

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Ship Separately – Select this box anytime you want an item to be shipped separately in it’s own package (not with any other items). Hazardous Material – Select this box if this item is Hazardous Material. You can then apply special Handling Charges (Markup) at Configuration  Shipping  Shipping Method  Handling Charge. Maximum Calendar Days in Transient – UltraCart now has the ability to specify the "maximum number of days in transit" an item can tolerate before perishing. This functionality will allow you to accurately display the appropriate shipping method based upon the "time in transit". This feature is presently most effective with FedEx and DHL shipping methods. Those customers that are too distant will not be offered those shipping methods and will be able to select an air shipping method.

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To use this feature you will need to configure the Shipping Method (FedEx or DHL) for "Real-time calculation". Navigate to MainMenu  Configuration  Shipping  Methods [tab]. Perishable Class – Something liable to perish, decay, or spoil rapidly (fresh fish for example) requires great care in handling. This setting allows the merchant to set an item as perishable. Perishable Classes will only appear in this drop-down menu after you have configured them at Item Management  Perishable Classes.

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Customs Information

This section is provided mostly for merchants that use Endicia Dazzle and that deal with shipping that requires Customs Information. If you enter the info for your items in these fields, it will be included in your download to Endicia from the shipping department.

There are only three fields to complete. Click the "Save" button at the bottom of the screen. Inventory Control and Distribution

You can track inventory of each item to prevent customers from purchasing items that are out of stock and to better handle your inventory levels. To enable inventory tracking click the check box to the right of the Track Inventory prompt. Upon doing so, several new fields will appear for inventory settings and statistics (explained later).

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Figure 261 - Inventory Control & Distribution screen Back Order

Click the check box to the right of "Allow Back Order" prompt if you want to allow the customer to still place an order when the inventory level has dropped to zero. There will be no notice to the customer regarding the back order. Only use this setting when you are temporarily out of stock and will replenish in a very short amount of time. Handles Product

This indicates the Fulfillment provider that will handle the shipment and is populated from when you first set up your store. The check box is already checked for the default fulfillment. If you have more than one fulfillment center, you need to check the box to indicate which fulfillment company will have “this” product. If you check more than one, UltraCart will ship from the fulfillment center in close proximity to the customers shipping address. Stock Picking Location

There are many merchants that do their own pick, pack and shipment of products. Most will usually establish a shelving identification system by labeling their rows, selves and even partitions with some kind of identification system. UltraCart calls this the "Stock Picking Location". Once the system is in place, the merchant enters the identifier into the Stock Picking Location field for each store item. This information will be included when printing packing slips or pick lists from the Shipping Department. UltraCart will also Alpha Sort either of these forms by this field. Inventory fields As mentioned earlier, 3 fields will appear only when you have checked the "track inventory" box and must be manually maintained in order for the Statistics to be accurate.

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Quantity in Stock

Enter your physical inventory into the text box under each of your fulfillment center's column. UltraCart will perform calculations as orders are placed and the results will appear under the Statistics Column. When your physical inventory changes (increases or decreases) you need to manually update it here. Desired Quantity in Stock This is provided as a reminder as to what the desired quantity is. Reorder at Quantity This setting is so the merchant knows (probably from past history) what the minimum inventory level is before re-order for each item. Statistics

These fields are dynamic and will reflect live statistics. It will show actual Quantity in Stock, numbers that are presently Allocated to Placed Orders as-well-as those Allocated to Shopping Carts. Lastly, calculations are performed to provide the number of items "Available to Allocate". Shipping Tab - Part Two Part two of the shipping screen consists of; Shipping Method Specific Options, Shipping Destination Restrictions, Ship on Day of Week Restrictions and Package Requirements.

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Shipping Method Specific Options

This screen will present all your shipping methods that you configured at the Configuration Shipping Methods [tab] section. You can define restrictions on shipping methods for a particular item - above and beyond what is already configured at Configuration  Shipping. For instance, perishable products might only be shippable via air methods.

Figure 262 - Shipping Method Specific Options

Shipping and Mark up Fees You can also mark an item as "free shipping" for a specific shipping method even when that shipping method is not marked as "qualifies for free shipping". Additionally, you can set the following markups; Flat Fee, Per Item Fee, First Item, Each Additional Item and Percentage. Click the "Save" button at the bottom of the screen when finished. Compatible Packages Clicking on the "compatible packages" button to the right of any shipping method will list any problems associated with that item or packages for that shipping method. This report can identify things like; Problem Countries, problematic package sizes, etc. Shipping Destination Markups

Destination markups are useful for including additional costs associated with shipping this item to a particular country/state into the shipping cost.

To define a destination markup click the add button. The following screen will appear.

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Complete the fields as required and click the "Save" button. You will be returned to the shipping screen where your newly created destination markup(s) will be listed.

Click the Edit button to make changes to your markup. Click the Delete button to remove the markup. You will receive the familiar confirmation screen to confirm deletion. Click the "Add" button to create more destination markups for this item. Shipping Destination Restrictions

This section allows merchants to set the shipping of an item to "can not" be shipped to a certain destination(s) or to "can only" ship to a certain destination(s).

If no restrictions are set for this item, you will see the typical “There are no restrictions where this product can be shipped…” message. Click the “Add” button to add a restriction. The following screen will appear.

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Figure 263 - Add Destination Restriction

If you want to restrict this item from being shipped to a certain location, then select the first radio button for "This item can not ship to the sate/country below." You can add as many restrictions of this type as need be. If you want to make this item shippable to only one destination, select the 2nd radio button, "This item can only ship to the state/country below". Note: if you create a "can only ship to" restriction, any "can not ship to" restrictions are ignored and unnecessary. Next, select the Country desired in the drop-down menu. If you want to restrict shipping to the entire country, leave the 2nd field, state, blank. Click on the “Save” button. If you desire to further restrict shipping to a particular state or states within that Country, list each state abbreviation on a separate line in the box provided (each state will be shown on a separate line in the master list). Click the “Save” button when finished. You will be returned to the original screen where your destination restrictions will be shown.

Each restriction will have a “remove” button. Caution; this action will not be proceeded with a warning and is not un-doable. Repeat these steps to add subsequent Country/Sate restrictions.

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Ship on Day of Week Restrictions

This section makes it possible to restrict shipment of this item on certain days of the week.

Click in the check boxes for the days that you DO NOT want shipment to occur on. Then click the "Save" button on the bottom of the screen. Package Requirements

This section allows you to designate which packages you want to restrict this item to be packed into. This will be critical for shipping estimates since most carriers calculate shipping cost by Dimensional Weight. You must have configured your packages at Configuration  Shipping  Packages, before they will be listed here (see page 106).

Click in the box to the left of the package(s) you want to allow this item to be shipped in. Click the "Save" button at the bottom when finished.

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Catalog Tab

The Catalog tab facilitates four catalog configurations; Attributes, Variations, Exploded Diagrams and Search Engine Optimizations.

Figure 264 - Catalog tab screen

Attributes

This section is provided for merchants that use the Catalog feature. Here, you can enter attribute for each of your items that will appear on your Catalog page. Until you have created attributes, you'll see the familiar "no attributes have been defined…" notice.

Click the "New Attribute" button to create an attribute. The following screen will appear.

Variations

This is an incredibly powerful tool for catalog users that have Items with variations. It basically allows you to define selectable options for your items that have different flavors (colors, sizes, etc.). Although you could utilize Item Options to fill this need, you wouldn't get the inventory control and reporting that Variations will fulfill.

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A good example would be clothing that requires 3 different variations. Our table below shows a merchants offering for pants available in different sizes, and colors. Therefore, the variations will be Waist, Length and Color.

Create Parent and Child Items

To begin you must create a parent item in Item Management. In our example above, the parent item would be Pants (Item ID). All the variations for pants will also be created as separate store items (children). In doing so and with the appropriate catalog template, we make it possible to automatically display the items along with drop down choices for each of the variations. Another benefit to creating the individual items (SKUs) is that you will be able to maintain accurate inventory and reporting. As you can see below, we have created the parent item and all the child items for the above inventory for Fancy Pants Store (fictitious).

Figure 265 - Item List (pants variations) Add Variations

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Variations are defined in the PARENT ITEM only. Click on the Item ID of the Parent Item. In this example it would be Item ID "Pants". At the Item Editor screen, click on the Catalog tab. The first section at this screen is Variations. In our example we need to create 3 variations; Color, Length, and Waist. To add (create) our first variation, enter the name in the box provided and click on the "add variation" button. Repeat this step for all variations. Note: give some real thought ahead of time of your variation names. There is no edit button for changing the name. The only way to change a variation name is to delete it and create a new one. If you delete the variation after your complete all values, you will lose all the data for that variation.

Once created, the variation will appear along with it's own "delete" button below it. There will also be an "add item" field and button. We'll use these in the next step. Repeat this step for all the variations for this item. In our example (below) we created 3 variations; Color, Length, and Waist. Notice again that the variations now appear in 3 separate columns along with Item Id and Description columns.

Add Items

Next you add the applicable child items. Enter the Item ID into the text box to the left of the "add item" button and then click the "add item" button. It must be entered exactly as it appears in the item list. If not, nothing will appear. When correct, the Item will appear in the list and boxes will appear under each variation for the variation values. Repeat adding each item until the entire list is populated with your child items. 320

It's not necessary to save each entry. Enter the next Item ID in the Add Item Field and click the Add item. Note: UltraCart auto-sorts the list by Item ID. Variation values

Enter the variation values for the item in each of the columns (Color, Length and Waist in our example). Continue these steps until all attributes have been added. The following shows our completed attribute values on the parent item Pants.

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Delete Variations

Use caution here as clicking the "delete" button at the bottom of a variation column will delete the variation and all its values. There is no "confirm delete" dialog. Delete Items

To remove an Item from the listing, click the "delete" button to the right of the row the item is in. Caution, there is no "confirm delete" dialog. Click the "delete" button to the right of the Item you want to remove. This does not delete the item from your store. It only removes it from the Variations screen. There is no "confirm delete" dialog. Exploded Diagrams

This utility is very useful for merchants that sell individual parts of a larger, complete item. Examples might be hobbies and crafts (RC cars, boats, airplanes, etc.), home appliances, computer equipment and basically anything with individual parts and pieces. Note: This feature presently works only with Mozilla Firefox. The Exploded Diagrams utility gives catalog users the ability to upload an exploded view diagram to UltraCart and create "hotspots" on any portion of the diagram (usually over a part). Once the diagram is configured and published to the web site, customers will be able to "mouse over" any hot spot (part) and readily see exploded details. In addition to viewing details like Item ID, Descriptions, Cost, etc., they will be able to click on a button to add the item to the shopping cart. This makes for a great "customer experience" by showing the actual item and its parts rather than having to scroll through a listing of parts by name or number. Like they say, "a picture is worth a thousand words" and this picture will be inter-active! The following is an example of an exploded view of our electrical motor along with the popup that appears from a hotspot.

Figure 266 - Exploded Diagram with Popup

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Creating Items (parts)

Before you work with the Exploded Diagrams editor, you'll need to create a Parent Item; the object that the parts belong to and a store item for each and every part that you plan to illustrate in the exploded view and eventually sell. This is done in the same manner you create any other store item (see page 268 – New Items). Some merchants may want to put the parent item along with all the part items into their own folder (see page 264 – New Folders). Exploded Diagram

Once you've created your Items, you'll need to upload your exploded image into the Multimedia area [tab] for the PARENT item. In our example it would be the Direct Drive Motor. To do so navigate to Item Management  Item and click on your parent item. At the Item Editor screen, click on the "Multimedia" tab. The following screen will appear.

Figure 267 - Multimedia screen

The Multimedia screen will list your uploaded graphics (if any). Click on the "Browse" button and navigate within your system to locate the graphic file you want to upload. Once located, it will be shown in the "Filename" field. You can enter a brief description into the Description Field if desired to help you identify it. Click the "Upload graphic(s)" button to complete the upload. If successful, your image will be listed, showing the Filename, a preview (may be delayed), Description (if you created one), Size, Dimensions and Date of upload.

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Figure 268 - Multimedia screen (populated)

Each listed image will also be followed by 3 buttons; view, edit and delete. Delete the Image

Click the "delete" button to remove the image. A dialog box will appear for confirmation. View the image

Click on the "view" button to see a large view of your image and also to obtain the URL and HTML snippets for the image.

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Edit the upload

You can upload a replacement image and/or change the description. To do so, click on the "edit" button. The following screen will appear:

To upload a replacement graphic, click the "Browse" button and navigate to locate the new image. Once you've located it the file name will appear in the "Replace file" field. You can also change the description at this screen. Enter your changes in the Description field and click the "Save" button. You will be returned to the Multimedia screen showing your changes. Creating Exploded Diagram

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Now that the items and exploded view have been configured, we need to create the Exploded View Diagram and Hot Spots. Navigate to Configuration  Items. Click on the parent Item ID. At the Item Editor, click on the Catalog tab.

To begin creating your exploded diagram, click on the "new" button. The following screen will appear.

Figure 269 - Exploded Diagram Editor

Enter a code that helps you identify this Diagram. Then enter a brief description. A list of images that you've stored in Multimedia will be presented in the drop-down field. Click the down arrow and select the Exploded View Image you uploaded previously. Once you've selected the image, the Hotspot Editor will appear with your image.

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Figure 270 - Hotspot Editor Hotspot

A Hotspot (in UltraCart) is an area that the merchant can define over a "part" in the exploded diagram view that, when the customer moves their mouse over that spot, a small window will appear showing; the Item ID, Descriptions, Cost, In Stock (yes/no), a text field to enter the quantity and an "add to cart" button. Create a Hotspot

You'll use your mouse pointer to draw a square box around the spot you want to be the Hotspot. Don't worry, if you're not happy with the results, you can delete it and draw again. Since our sample diagram has each part already numbered, we will use the numbers as the hot spots. In some cases you may use the actual part as the hot spot. Using the mouse pointer, draw a square around the number or item you want to be the hotspot. Place the mouse pointer at and above the upper left corner of the item. Press and hold the left mouse button and drag the mouse to and just below the lower right corner. You should see a blue box being drawn enclosing the object as you drag the mouse. Release the mouse button when you have enclosed the object in a box. If you are not happy with your progress, click the "delete" button below the Hotspot Properties field. You can then re-draw the box. If you click off into white

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space before you associate the Hotspot properties, the box will turn red simply to remind you that it's needs to be associated. Hotspot Properties

After you've drawn your Hotspot, select the Item ID that you created earlier for this part in the drop-down menu under the Hotspot Properties heading (Item ID: field). The text box to the right of the Item Id Field is for those merchants that have many store items. They may find it easier to simply enter (type) the Item ID. It must be an exact match however. Continue the sequence of; drawing your hotspot box and associating the Item ID, for each Item (part) that you want to become Hotspots. Notice that the Hotspot box will change colors as follows; blue after drawn, red if no properties are assigned and orange when properties have been assigned. The following is our Motor Diagram after all the Hotspots have been configured.

Figure 271 - Hotspots configured

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Edit a Hotspot

While in the Hotspot Editor, you can change any Hotspot properties. Click on the Hotspot and its properties will appear in the Hotspot properties field. Change its properties as desired. Click the "Save" button when finished. Delete a Hotspot

Click on a Hotspot to select it, and then click on the "delete" button to delete it. Caution! You will not be prompted with a confirmation dialog. Working with the Diagram

Once you have completely configured your diagram and saved your work, your diagram will be listed on the Item Editor  Catalog [tab] screen. In addition to a "new" button, you will see 3 buttons for each Exploded Diagram; edit, link and delete.

Figure 272 - Exploded Diagrams listing Edit a Diagram

Click on the "edit" button and you'll be taken back to the Exploded Diagram Editor. There you can edit or delete Hotspots and their properties. Delete a Diagram

Click on the Delete button to delete the diagram. You will be prompted with a "delete confirmation" dialog window. Diagram Link

Clicking the "link" button will take you to the Exploded Diagram Link screen.

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Copy the JavaScript (link) displayed on this screen and, using your html editor, paste it onto the web page you've prepared for displaying your Exploded Diagram. Using the Exploded View Once you've created your web page and pasted your Exploded Diagram (JavaScript), you'll post the page to your Web Site. The following illustrates our Electric Motor exploded view showing the "mouse over" on Hotspot (#6), the Foot Mounting Bolt.

Figure 273 - Exploded Diagram with Pop-up

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A customer can set the quantity in the box provided and then click the "Add to Cart" button. Since experience shows that customers browsing exploded views purchase more than one part, UltraCart sends a message to the screen acknowledging that it has indeed been added to the cart. This negates the customer having to move back-and-forth from the cart to the page.

When they are finished browsing and adding items (parts) to the cart, they can then click on the "View Cart" button which merchants must place somewhere on the Exploded View web page.

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Other tab (Item Editor)

There are 4 sections here that can be used for special item configurations. They are: Payment Method Restrictions, Reporting, Tax Exemptions, and Terms. Click on the Other tab at the Item Editor and the following screen will appear.

Figure 274 - Other Tab (item editor) screen

Payment Method Restrictions

Each of the payment methods that you have configured at Configuration > Payments screen will be listed here. You can set restriction for any or all of the payment methods. Although these restrictions will apply to this particular item, this setting will be in effect for the entire purchase. This means that all other items placed into the cart along with this item will also be under these restrictions.

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To apply a restriction, simply click the radio button in the column and row that you want to apply. Click the "Save" button when finished. Reporting

UltraCart's Reporting (Main Menu) provides many reports for Merchants. One of them, "Pick Report" needs to have this "Pickable Quantities" configuration in order to function properly. Pickable Quantities Fulfillment centers generally charge a fee whenever they "pick" an item from one of their storage shelves. Some items may be available only in single (1) units whereas some might be available in both single and multi-pack quantities (6, 8, 12, etc.). Since UltraCart's Reports section provides a "Pick Report" (a comparison on items ordered versus what their fulfillment fee structure is), merchants need to define their "pickable quantities".

Figure 275 – Reporting tab

Enter the Pickable Quantities (number or numbers) in the text box. A single item is understood to be a pick but merchants need to spell out any other quantities (packs) that may exist for their items. For example, you may have Ink Pens that can be "picked" as single units and in packs of 6, 12 and 24. Therefore, since 1 is understood, you would set your pickable quantities as 6 and 12 and 24. Separate the pick quantities with a comma (i.e., 6, 12, 24). Tax Exemptions

If you want to make this particular item exempt from sales tax in certain jurisdictions, you can configure the exemptions at this screen. Again, keep in mind that if this item is put into the cart along with other items, they will all be tax exempt if the rules apply.

Figure 276 - Tax Exemptions (item) section

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Select the Country from the drop down menu. Then enter the State, County, City and Postal Code as applicable. Click the "Save" button at the bottom of the screen when finished. Click the "Delete" button to remove an exemption already entered. Warning! There will be no confirmation dialog window. If you click the "delete" button, that row will disappear. Click the "Add More" button if you need additional lines to add more exemptions for this item. The following are the steps for duplicating the information for another item in your store. 1. 2. 3. 4. 5. 6.

copy the Item Id of the item you just configured navigate to the item you want to configure tax exemptions click on the Other tab and locate the Tax Exemptions section paste the Item ID into the text box for "Copy exemptions from item" field click the "go" button. The previous item's exemption information will appear. click the "Save" button when finished.

Repeat these steps for all other items needing the same or similar tax exemptions. Terms

At this screen you can specify checkout terms that will be included with the main store terms and conditions at checkout. Enter your terms in the box provided. Click the "Save" button when finished.

Figure 277 - Terms (Item) screen

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Item Kitting

Some merchants sell several store items bundled together at special prices. Kitting provides a mechanism for merchants to create what we call a Kit with a unique Item ID that contains 2 or more existing store items. Talk about benefits (shipping/SKU's). A Kit can be created at any folder level and allows you to include items from any folder. But, it will only be visible from the folder level it was originally created in. Some merchants create kits at the Main Filing Cabinet level only. The Kit section can be found at Main Menu  Item Management  Items [tab], between the Folders and Items Section (bordered in red in the sample below).

Figure 278 - Kitting section New Kit

To create a new Kit, click on the "new" button. The Kit Editor screen will appear.

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Figure 279 - Kit [tab]

Although this editor is much like the Item Editor screen, you will notice that there are fewer tabs and fields. The tabs available are: Kit, Components, Discounts, Pricing Tiers, Related Items, Auto Order, Shipping, Reporting and Catalog. Components and Shipping are the only new tabs and will be explained below. There are basically 16 fields describing the Kit. You must give your kit a unique Item ID. The other 15 fields require the same type of information as when you create a regular Store Item. For an explanation of these fields, see page 280 (Item Editor). Enter your information and click the "Save" button to save your new Kit configuration. Kit Components (tab)

This is where you identify which original Store Items you want included in your kit. Enter the Item ID (must be an exact match of actual store item). Since some merchants offer more than one of a particular item, you will need to enter the Quantity for this item. Press the "enter" key on your keyboard and UltraCart will look for your item. If a match is found, the Item Description will automatically appear. Continue entering your items. If you have more than four items in your kit, click on the "Add more" button and more fields will appear. Click on the "Save" button when finished. 336

Figure 280 - Kit Components [tab]

Kit Shipping (tab)

There is only one option under this tab; Free Shipping.

If you want to offer free shipping for the entire kit, place a check in the box (click) to the right of the "Free Shipping" prompt to. Then click the "Save" button.

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Mix and Match Groups (discounts) As mentioned earlier in this manual, a merchant can set up discounts and pricing tiers for wholesale purchases. However, those discounts apply only to individual store items and not to a mixture of items. A customer that buys 3 of one item and 4 of another item may not qualify for wholesale discount of say 5 or more. Hence, we have a reason for Mix and Match Group (discounts). Mix and Match Group is a valuable option for merchants that want to allow volume discounts for customers placing orders for a mixture (group) of store items. Using Mix and Match Groups, merchants can set up store items (wines for example) that can be purchased as a “group” and qualify for volume discounts. Creating a Mix and Match Group

To create a new Mix and Match Group, navigate to: Main Menu  Item Management  Mix and Match Groups [Link] If no groups have been established, you will see the following screen:

Figure 281 - Mix and Match Groups List Screen

Click on the “New” button to create your group. The following screen will appear.

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Figure 282 - Create Mix and Match Group Screen

There are basically three parts to creating a Mix and Match Group. They are: 1) Name of the group, 2) what your discount is based upon and 3) the actual discount level(s). Click on the “Save” button after you enter your information. In the example above we established a three tiered discount group based upon the Quantity purchased with a Fixed Discount per Unit. Name: We’ve called this example “Volume Discounts”. Most merchants create a name that closely resembles what the group discount does. I.E., “Buy 2 or more; get $5.00 off”, “Purchase 5 or more; get 10% discount”. Discount based upon: You can set the discount based upon the Quantity (number of items purchased) or the Subtotal (of all items in the cart). In the above example we offer a discount based upon the quantity. Discount break points: In our example we’ve created 3 levels at quantities 5, 10, and 20 or more. If a customer purchases between 5 and 9 items, they will receive $1.00 off per item. If they purchase between 10 and 19 items, they will receive $1.50 off per item and if they purchase 20 or more items, they will receive $2.00 off per item. Mix & Match Optional Rules (2)

There are two rules that can be applied when creating your Mix and Match Group. Ignore default discount if pricing tier member (otherwise best discount available applies). UltraCart will typically look at all discounts you have set up and apply the best discount to the order. Check the box to the left of this statement if you do not 339

want your Pricing Tier (wholesale) qualifiers to receive the default Mix and Match discount. Discount only applies up to quantity break points. Applying this setting will not allow discounts to be applied until the quantity purchased lands on exactly the quantity threshold that you set. In the example above, the break points are 5, 10 and 20. If a customer purchases 5 qualifying items, they will receive $1.00 off per item for a total discount of $5.00. If they purchase 6 items, they will still receive only a total of $5.00 off. When they purchase 10 items, they will then get $1.50 off per item for a total of $15.00 off. When finished creating your Mix and Match Group, click the "Save" button at the bottom of the screen. Your newly created group will appear on the following screen.

Figure 283 - Mix and Match Groups listing

Edit a Mix and Match Group

Your newly created Mix and Match Group(s) will appear on the Mix and Match Group screen. Click on the “Edit” button to the right of the group name to modify any of the settings of a particular group. Click on the “Delete” button to remove the Mix and Match Group. Applying Mix and Match Group to Store Items

Mix and Match Group discounts will have no affect on purchases until you configure the store items you want it to apply to. In most cases merchants apply Mix and Match Group discounts to only a few store items. To apply the mix and match group to a store item, navigate to: Main Menu  Item Management  Items When the Item List screen appears, click on the Item ID desired. At the Item Editor screen (Item Tab), locate and click on the Mix and Match Group Field (lower right). A 340

drop down menu will appear with your Mix and Match Group(s) listed. Select the Mix and Match group you want to apply to this item. Then click on the “Save” button in the lower left of the screen. Repeat this process for each and every store item that you want to apply Mix and Match Group(s) to.

Figure 284 - Applying Mix and Match Group(s)

Mix and Match Groups for Pricing Tier Members

Since some merchants have Pricing Tiers established for customers (wholesale for example), it might be desirable to apply your Mix and Match Group discounts for these as well. Additionally, you can establish different minimums and discounts for these Pricing Tiers. If you have Pricing Tiers established they will appear as a configurable table when you create or edit a Mix and Match Group. Simply enter your discount levels.

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Figure 285 - Mix and Match for Pricing Tiers

Discounts at Checkout

The discounts will appear in the checkout screen when the merchant adds a quantity of items that meets the minimum requirement. In the example below, we have purchased 3 of the Soap and 2 of the Book items for our demo store, both of which have a mix and 342

match group discount configured. The combination of these two items meets the quantity minimum of 5 so we receive a discount of $1.00 per item. The discount does not apply to the Item “TSHIRT” since the Mix and Match group was not “applied” to that item.

Figure 286 - Shopping Cart with Discounted Items

Perishable Classes Something liable to perish, decay, or spoil rapidly (fresh fish for example) requires great care in handling. So some merchants will be packing special coolants along with the perishable item. When considering shipping estimates, it's very important to identify all factors that might affect the weight of the package. Given that, UltraCart has created this section allowing merchants to configure any number of perishable classes. Creating perishable classes here will become selectable from a drop-down list in the Item Editor for specific items. Configuring Perishable Classes

If no perishable classes have been created, you will see the familiar "no perishable classes have been created"… message.

To create a Perishable Class, click on the "New" button. The following screen will appear with 5 fields to complete.

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Name: Enter a name that will be easily recognizable when it appears in the drop-down list in the Item Editor. Coolant Name: Enter the name of the coolant used (i.e., gel refrigerants, dry ice, etc.) When configuring the coolant weight, you can configure Coolant by Package or Coolant by Weight. Merchants will typically only configure one method. Coolant Per Package: Enter the weight of the coolant per package into the text box. Then select whichever is applicable; LB for pounds, OZ for ounces, or KG for Kilograms from the drop down list.

Coolant by Weight: Enter the amount (weight) of coolant per amount of Item weight.

Click the "Save" button when finished. You will be returned to the Perishable Class screen where your new entry will be shown.

Click the "edit" button to make changes. Click the "delete" button to remove the Perishable Class. 344

Selecting Perishable Class You can select the perishable class desired at: Main Menu  Item Management  Items  click on Item ID  Shipping [tab] You'll find the Perishable Class field under the 1st section; Shipping Options.

Select your perishable class from the drop down list. Click the "Save" button at the bottom of the screen when finished. Complete the same procedure for all items that have the use of perishable classes. Pricing Tiers In this section a merchant can create pricing tiers for volume (discount) pricing. Populating the actual volume prices will be done in the Item Editor since volume pricing must be set for store items individually.

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Figure 287 - Pricing Tiers screen

If no tiers have been created, the “No pricing tiers have been created....” message will be displayed. Click on the “New” button to create a new pricing tier. The following screen will appear.

Figure 288 - New Pricing Tier screen

Pricing Tier Fields

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Name: Enter the name of your pricing tier to differentiate between other pricing tiers. Tax Exempt: Click the box to the left to NOT charge and pre-configured tax charges. No Real-time Charge: Click the box to place the order into accounts receivable awaiting your approval to process payment. Allow Purchase Order: Click the box to ALLOW the use of Purchase Orders. Allow COD: Click the box to ALLOW the use of Cash on Delivery (COD) order. Auto Approve COD: Click the box to accept the COD order without your approval in accounts receivable. Free Shipping: Click the box to NOT charge shipping fees. Enter an amount in the next field to charge a minimum shipping amount. Minimum Subtotal: This Pricing Tier will not be valid unless the minimum amount entered in this box is met. Minimum Item Count: This Pricing Tier will not be valid unless the purchase is for the minimum number of items entered into this box. Exempt from Handling Charges: Handling Charges.

Check this box to NOT impose any pre-defined

No Free Shipping: Some merchants have Free Shipping configured. Check this box if you want override (void) the Free shipping settings. Allow 3rd party billing of shipping: presently for Merchants that use Interact Fulfillment ONLY. Default shipping method: Your pre-configured shipping methods will appear in this drop-down list. Select the one that you want (if any) to be the default for this Pricing Tier. Click the "Save" button when you have finished with the configuration. Your newly created pricing tier will now be shown along with “Edit” and “Delete” buttons.

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Figure 289 - Pricing Tiers screen (with Wholesale item)

Delete Pricing Tier

To delete the item, click on the “Delete” button. This is an irreversible action. The item will be deleted without any warning dialog. Pricing Tier Editor

To change parameters of your pricing tier, click on the “Edit” Button. Enter your changes at the editing screen that appears. Click the "Save" button when finished. Store Wide Item Options Often merchants have an option (such as t-shirt size) that applies to a large set of their inventory. To keep from having to define the same option repeatedly for each item, UltraCart supports the concept of store wide item options. Merchants define the option and associate it with multiple items. Editing the option will affect all the items that have been given the option. Creating

To create a new storewide option, navigate to: Main Menu  Item Management  Store Wide Item Options At the Item Management screen, click the "Store Wide Item Options" link. You'll be taken to the Store Wide Item Options screen.

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To create your first Store Wide Item Option, click on the "New Option" link. You'll then be taken to the same Option Editor screen that is explained in the Item Options section.

Figure 290 - Option Editor screen

The settings for storewide options are identical to item specific options. For instructions on how to complete this screen, see Item Management  Options Tab on page 286. Once you've created a Store Wide Item Option, click on the "Save" button. You will be returned to the Store Wide Item Options screen where you newly created option(s) will appear.

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Associating With Items

After creating a storewide item option it can then be associated with multiple items. Clicking the "***" link to the right of the option's name in the "Add to Multiple Items" column will bring up a list of all the store items the merchant has configured.

Figure 291 - Multiple Add Option screen

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Click the checkboxes to the left of the Item ID desired. Buttons are provided at the top of the screen to "select all" or "deselect all". Then click the "Submit" button when finished selecting your items to associate the option with each of the items. You will be returned to the previous screen. Deleting

To delete a storewide option, click the checkbox to the right of the option in the delete column and then click submit. Deleting a store wide option will remove it from all the associated items.

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Upsell After Upsell refers to when you encourage a customer to buy a little something extra during the closing of the deal (checkout). For example; a shoe salesperson might suggest that when you buy a pair of shoes that you also use some weather protectant spray. These "Upsells" are usually small purchases that the buyer doesn’t have to put a lot of thought into and are presented in a timely fashion; right when they have their wallets (credit card) in hand. It's much different and more effective than simply displaying "related" or "suggested" item(s) at the bottom of the view cart. The upsell offer appears with your configured "Upsell" item(s) displayed. It will also include your custom message promoting the additional item(s). Since the customer has already entered their payment and shipping information, this additional purchase is a simple "click" of a YES or NO button. Imagine being able to increase your revenue by 10% simply through Upsells during the checkout. This could be the difference between a break even e-commerce business or a highly profitable one. In today’s competitive advertising arena for e-commerce related sites you can not afford to leave the revenue on the table that can come from Upsells. The following is a sample of what an upsell screen might look like with inserted graphics and text.

Figure 292 - Upsell After Screen example

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What type of items should I Upsell? Qualifiers for Upsell could be anything that is either related to the item being purchased, a service that might appeal to the customer, or a product that would appeal to the target demographic of the customer that is purchasing. Let’s say that you sell a Body Building Supplement Drink Mix. You might want to Upsell your Quick Energy Protein Bars. This is a complementary product that may not have otherwise been seen by the customer. Priority Processing

Another great example of an Upsell product is priority processing. For a few extra dollars you guarantee (for a fee) that you will process the customer’s order as fast as possible. This may be your goal all the time, but why not make a few extra dollars for the action of priority processing of someone’s order. Let’s say you have 200 orders a day, and 10% of them choose priority processing for $2.00. That would amount to $1200.00 a month in additional revenue. How does the Upsell system work? After the customer clicks the finalize order button the system checks to see if any Upsell offers are triggered by the items that they are purchasing. If the customer meets the criteria then the Upsell pages will be displayed, one after another, in priority order, until all the Upsells are shown. A timer is set on the customer’s shopping cart to make sure their shopping cart turns into a completed order even if the customer closes the browser during the Upsell pages. This allows the merchant to run the customer through a gauntlet of typically one to seven pages of products. Each Upsell page will feature a single product. The customer will be asked to click yes or no as to whether they want to add the item to their cart. If the customer clicks "yes", the item is added. UltraCart will recalculate totals (tax, shipping, etc) and the payment will then be processed. Upsell After Configuration To begin navigate to: Main Menu  Item Management  Upsell After. There are two sections to UltraCart's Upsell section; Offers and Paths.

Figure 293 – Upsell After Offers screen

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Upsell Offer To add a new Upsell Offer, click on the "new" button to the right of the Offers title. You will be taken to the Upsell After Offer Editor screen.

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Figure 294 - Upsell After Offer Editor

The following are field descriptions for the upsell after offer editor:         

 

  

Offer Name – Helps identify the offer. Upsell Item ID – The item that you are trying to get the customer to purchase Downsell Item ID – This is the Item offered if they say NO to the upsell offer. It's recommended that this be a free or heavily discounted item w/free shipping. Trigger Item IDs – When one of the items listed here are placed into the shopping cart, the Upsell Item (above) will be triggered for Upsell. If this is left blank then the Upsell will be presented regardless of what was originally purchased. Suppression Item IDs – the items that will suppress the Upsell from being presented. If the customer has already placed the item that you’re Upselling into the cart, it doesn’t make sense to offer it again (especially at a special price). Trigger Shipping Methods – Only show this offer if the customer selects this shipping method. Suppress Shipping Methods – Don't show this offer if they select this shipping method. Customer can choose from multiple items – Allows them to choose from 1 or more items. Replace trigger item – check this box if you want the trigger item to be replaced by the Upsell item. This should only be checked if there is one trigger item ID. Maintain options – Options on the Trigger Item carrier over to the Upsell Item. Removable on Confirmation – Show confirmation screen at the end of the checkout process whereby the customer can remove the upsell item. Allow multiple quantity – If this is checked then UltraCart will be display a quantity box where they can change the quantity. Otherwise the customer will only receive one of the upsold items. Option Limit – Set the Maximum quantity of the Allow multiple quantity (above). Offer ends – the date at which the offer is no longer valid. You can use this field to suspend an Upsell Offer by entering a 'past' date. Priority – the order in which you want the Upsell to appear, 1 being the first or highest priority. If two different Upsells are given the same priority number, then the one that costs more will be shown first. Before/After HTML – This is the html that will be displayed around the yes/no buttons (and optional quantity field). This must be specified in order to give the customer an idea of what they are being sold. It's wise to display a graphic of the item and at least a paragraph of text describing the deal. The graphic referenced here must be uploaded to the Graphics Library in the Screen Branding section of UltraCart.

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Upsell Offer Graphic Link

Before your graphic can be displayed in the offer screen, it must be uploaded to the Graphics Library. For more information, see the Screen Branding/Graphics Library section of the UltraCart Reference Manual. The following is a sample html image source tag that you would use to display a graphic that resides in UltraCart's Graphics Library:

Preview an Upsell Offer

Once you have created and saved your offer, click the "preview" button to see what it will look like. This is an especially useful tool. Once you've previewed, click the back arrow on your browser to go back to the Upsell After Offers screen.

Figure 295 - Upsell After screen (with offer)

Edit an Upsell Offer

You can make changes to your offer at any time. Click the "edit" button and you'll be taken to the "Upsell After Offer Editor" screen. Make any changes desired. Click the save button at the bottom of the screen when finished. Delete an Upsell Offer

To delete an offer, simply click on the "delete" button. Caution! There will be no Yes/No prompt after you click on the button and no recovery option. Upsell Paths This is an optional marketing tool for merchants with multiple Upsell Offers. Upsell Paths gives merchants the opportunity to experiment with their upsell offers to evaluate and determine which Upsell offer is having the best results (sales). In establishing the Paths, merchants can set different Traffic Percentages (customers viewing the offer) and set the Priority (order) the steps will be viewed. A merchant may create only one Path and experiment solely with it by enabling or disabling Offers and/or changing their viewing priority. Others may create several different Paths. Traffic Percentage

A good analogy might be to consider the paths as roads. When you set the Traffic Percentage for a Path, you are defining how many customers will travel down that road. So you might define 3 different paths that are set at 50%, 25% and 25%. 356

Steps

When you define the steps you are telling UltraCart what Upsell Offers you want participating and the priority (order) you want the upsell offers displayed (irregardless of the defined traffic percentage). New Path

If no upsell paths exist, you will see the familiar "No Upsell paths exist…." message.

Figure 296 - Upsell Offer & Paths screen

On our previous screen, we show that we have created 3 different offers for our Aviation Store. To create an Upsell Path for these offers, click the "new" button. The following screen will appear.

Figure 297 - Upsell Path Editor screen

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You will complete three (3) fields when creating a Path: Code: Enter a short Code Name for your Path Name: Enter a longer name to make it easy for you to identify the offer. Traffic Percentage: As mentioned earlier, you define the priority your upsell offers are displayed when they are created. When configuring the Upsell Paths, you will simply identify what percentage of customers will see this Path. If you have only one path, then this obviously will be 100%. In our example we set this path at 50%. Configure Steps Your Upsell Offers will be listed. Here you can determine which ones you want enabled (turned on) when this Path is used. In our example we have previously created 3 offers which are shown in the previous screen shot. You can have any number of them enabled. Next you set the priority in which you want these Paths shown. In our example we set them in order of 1, 2, and 3. Click the save button when finished. The following screen will appear with our newly configured Path displayed.

Figure 298 - Upsell Path configured

You would repeat these steps to create other paths for this upsell offer. Merchant can then monitor their sales and evaluate which Path produces the best results (sales). Edit a Path Each path created will have its own Edit button. When clicked, you will be returned to the editing screen (same view as when you created the path) where you can change any of the configuration. Typical, this is where you might experiment by changing the Priority or Enabling/Disabling of the steps. Delete Path Each path created will also have its own Delete button. When clicked, the path will be deleted. Caution! There will be no confirmation dialog presented.

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Tools The Tools section has 9 elements; Amazon Seller Central Import, Amazon Seller Central Manual Upload, Barcode Generator, Batch Item Export, Batch Item Import, Batch Item Updates, Inventory Adjustment, Inventory Transfer and Price Update

Amazon Seller Central Import This feature is for those merchants using Amazon Seller Central to sell their items. Those users will have a special Excel spreadsheet provided by Amazon that UltraCart can read to import their store items into the system. To begin the import process, navigate to: Main Menu  Item Management  Amazon Seller Central Import [link] When you click the "Amazon Seller Central Import" link, you will be taken to the following import screen.

Figure 299 - Amazon Seller Central Import screen

Click on the "Browse" button and navigate within your system to find your Seller Central Excel Template file. Note: you will import the XLS file, not a TAB or COMMA delimited file (csv). Once located, most systems require you to click the "open" button. This will put the file name and path into the "File" field of our import screen. Once you are satisfied you have located the correct file, click the "Continue" button. You will then be presented with a 359

small dialog window showing the import progress. You should eventually see an "Items Imported Successful screen". Amazon Seller Central Manual Upload This feature is for those merchants using Amazon Seller Central to sell their items and that have already uploaded their spreadsheet inventory. This section allows those merchants to force an immediate upload to Amazon of changed item data instead of having to wait for the normal hourly upload job. Merchants that already have Amazon Seller Central configured will see the following upload screen.

Figure 300 - Amazon Seller Central Manual Upload screen

If you want UltraCart to automatically upload all items that were changed since the last automated upload simply leave the Item ID blank and click the "Upload" button. Enter the item IDs in the text box provided that you would like to upload. Place each item on a separate line. You can specify a range of items by entering two item IDs on the same line separated by a hyphen. For example: 5000-5150 would upload all the items between those two item IDs. Barcode Generator This is a valuable facility for merchants that need Barcodes printed on labels. Presently, the only label format that is supported is Avery 5150/8160 or it's compatible. To create and print barcode labels, navigate to: 360

Main Menu  Item Management  Barcode Generator [link]

Figure 301 - Barcode Generator screen

Complete the following fields to set up your barcode printing: Label Layout - Avery 5160/8160 is the only label format. Starting Position – If you want to begin printing at a certain point (usually in the case of a partially used sheet) indicate which label to begin at in this field. Count labels left to right starting in the upper left corner. For example, to print labels in the shaded area of the sample on the right, you would enter "17" as a starting point.

There are four pieces to the Barcode: Barcode – enter your barcode data (typically the UPC or EAN number). Qty – enter how many labels you want printed of this particular barcode. Alt. Text – whatever you enter here will be printed along with the code. The default will be what you entered in the Barcode field if this is left blank.

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Type – From the drop-down menu, select the type of linear barcode you want to use. The default is Code 128. Make certain your "page scaling" in the PDF print dialog box is set to NONE. Click the "Generate" button when ready to print. Your browser software should display a preview a new window. Select "Print" from the File menu to print. Don't forget to load the labels in your printer.

Batch Item Export The batch item export utility allows you to quickly generate an Excel Spreadsheet or CSV file of all or some of your store item information (fields). This can come in real handy for a quick and simple way to update (change) a lot of information for your existing store items. You EXPORT the item information, open it into a spreadsheet, edit and save the new data on your system (CSV format) and then IMPORT the information back into UltraCart using the Batch Item Import utility. To begin the export process you will first select the data to be exported. Navigate to: Main Menu  Item Management  Batch Item Export [link] There are 3 basic steps; Select the data (Folder(s)) you want exported, indicate if you want Child Folders included and select the Export Format.

Figure 302 - Batch Item Export screen

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Selecting Export Data

The Batch Item Export screen will display a listing of your folders in a scrollable window. If you've never created folders then only one folder, "Filing Cabinet", will appear in the selection window. It is selected by default. If you have multiple folders, select the folders that contain the items you want exported. You can select multiple folders by holding down your keyboard 'Ctrl' key while clicking. Exporting Child Folders

If you want all subfolders downloaded along with the parent folders that you select, click on the check box to the right of the "Export Child Folders" prompt. Example: Figure 302 shows the "Accessories" folder selected. Since the Export Child Folders box is checked, the subfolder "Tiny Accessories" will be exported as well. Selecting Export Format

The last step is to select the Export Format. Click the radio button to the left of either Excel Spreadsheet format or Comma Separated Values (CSV). If the Excel Format will not import into your version of Excel, then use the CSV format. Click on the "download" button to download the data. Most system will display a dialog box similar to the one shown below. You usually will have the option to Open or Save the file to your system.

Once you open the file into your spreadsheet, you can edit and save it to your system.

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Batch Item Import This function provides the capability to batch import data files (items) into UltraCart. It is for merchants that can create or obtain a data file consisting of their store items (all, new, or updates). Field Order (mapping)

The order of the data fields in your file is not critical since the import wizard provides field mapping to match your field order with UltraCart. Placing the field headings in the first record (row) of your file will make it easier to map the fields when you reach that stage in the wizard. Although helpful, this is optional. The wizard will prompt you to indicate if the field headings exist or not. Creating your import file

In order for UltraCart to be able to distinguish between fields, your file must eventually be converted to a comma delimited file (CSV). The conversion basically puts commas between fields as separators. Most data handling programs, (i.e., Excel, Access, FileMaker Pro, etc.), have methods for converting or exporting files to CSV format. In Excel you can simply “save as” and set the type (as shown below) to CSV.

Importing your file

Once you have your CSV file properly saved on your system, navigate UltraCart to the Batch Item Import. Main Menu  Item Management  Batch Item Import

Step 1: File Import

At the Item Import screen, click on the “Browse” button to navigate within your system to locate your CSV file.

Figure 303 - Item Import screen

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At you browse window, navigate to locate your file. Once you’ve located your import file, click on the “Open” button on your navigation screen.

Figure 304 - Windows Browse dialog

You will be returned with the filename and path entered in the File Import box. Click on the “Continue” button.

Figure 305 - Item Import screen (file located)



If the file you selected for import is incompatible (non csv), you will receive a message to contact UltraCart Customer Support for assistance.

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Click your browser’s back arrow button to return to the Item Import screen to try again. Step 2: Map Fields

Once your compatible CSV file has been located and selected, you will be brought to the Map Fields screen. In order for UltraCart to successfully import your items you need to align (match) YOUR field order with UltraCart’s field order. This is called “field mapping” and is a critical process in the import process.

Figure 306 - Map Fields screen

Up to 10 of your imported records will be displayed. They are arranged in columns in the field order they held at import. Above each field (column) is a drop-down menu that contains a list of UltraCart’s Item Fields. The fields are listed alphabetically. Select each Item Field to align (match) your item fields one at a time. If you do not select a match for a field, that particular field’s data will not be imported. Note: you may need to scroll to the right to reach all fields (columns). Some exported files contain heading information (field name of each column) in the first record (as shown above). If present, it’s easier to identify and align your columns with UltraCart. However, if the headings are imported along with the rest of the file, the headings will become an “item” in your store. To prevent the headings from being imported, click the box immediately above the list of columns. If you fail to click the box prior to import, you can always delete the headings (item) in the item editor at a later time. Import Field Order

UltraCart Mapping scheme can be a little confusing to the novice. The diagram on page 368 shows all the fields as they will appear in the drop down menu during the import mapping process. They are generally listed alphabetically. We recommend you study this diagram and compare it to your spreadsheet prior to attempting your import. Note: the actual import screen will not be in color.

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Special Category Fields

Some fields are listed under special categories (in Blue) with the applicable fields indented below each category title. The average, small store probably will not use these fields since they typically involve Dynamic Catalogs, Multiple Distribution Centers, and Wholesalers. These special categories fields are:

Category Attributes Catalog Froogle

Handles Item Inventory Level Stock Picking Location Variations Volume Discounts Pricing Tiers

Field(s) Name 1 thru 15 and Value 1 thru 15 Path, Title, Description, Image URL, Group Template and Item Template Book Author, Book Format, Book ISBN, Book Publisher, Category, Music Artist, Music Format, Music Release Date, Omit From Feed, Product Type, Video Director, Video Format, Video Rating, Video Release Date and Video Starring Distribution Centers Distribution Centers Distribution Centers Name (1-10), Parent Item ID (1-10) and Value (1-10) Quantity (1-10) and Cost Per Unit (1-10) Volume Discount Quantity (1-10) and Volume Discount Cost Per Unit (1-10)

Standard Fields

The special category fields (blue) and standard fields (red) are shown on the following chart. When you perform the field mapping function, the fields will be displayed in this order in the scrolling window. Typing the first letter of a word while the drop down window is visible will take you to the field that begins with the letter you entered. Retyping the same letter will take you to next field beginning with that letter, and so on. Remember that indented fields are for the special category above them.

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Figure 307 - Import Fields Chart

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Step 3: Import Source Name (Optional)

Some merchants import files from multiple sources. If so, it's important to name the source. In doing so, you can take advantage of the options available in Step 4. If you fail to identify the source then one import file will overwrite the other which may or may not be desirable. Step 4 gives you control over that functionality.

Figure 308 - Import Source Name screen

If you are importing a source that you have imported and named before, select it from the drop-down menu. If you are import a new source, identify it by entering the new name in the "New Import Source Name" Field. Step 4: Options

Some merchants use the batch importing process as a method to update existing store items and other tasks. The following 6 (optional) functions can be preformed during the import process: 1. 2. 3. 4. 5. 6.

Delete items in UltraCart that do not exist in this imported file. Mark up prices Only update existing items Only import non-existent items Mark new items for cleanup Replace catalog assignments

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Figure 309 - Import Options screen

Delete items in UltraCart that do not exist in this imported file.

Some of your store items may not exist in the file to be imported. Checking this box will present a list of these items so you can choose the ones you want deleted.

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Figure 310 - Delete Items list

Mark up prices

If you would like the opportunity to mark up the prices specified in this import file by a percentage or flat amount during the import process then check this box. You'll be shown a list of all the different folder categories after clicking on the “Continue” button. Entering values here will affect all items within that folder.

Figure 311 - Markup screen

Specify the percentage and flat fee markups for each folder. Enter percentages as 10.0%. If you specify a markup at a folder that is only one level deep, then it will appear to all subfolders unless a markup is specified for the subfolder as well. Only update existing items

Often merchants use the import feature as a means to update all their items. If you don’t want to import any new items, check this box. Only items that already exist will be updated. Only Import non-existent items

If you only want to import new items that do not exist in your database check this box. This means any record in your import file that contains an Item ID that doesn't

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exist in your UltraCart file, will be import. Those matching Item ID's will not be imported. Mark new items for cleanup

Selecting this option will tag the imported records for easy identification by our Clean-up Utility (Item Management  Tools). See page 382 for details. Replace catalog assignments

By default UltraCart will only add new catalog assignments. It will not purge any existing catalog path assignments. Check the box below if you want the assignments to be replaced with your new import. Batch Item Updates This is a very useful tool for merchants desiring to perform updates (changes) to several items at one time. It gives you the opportunity to "find" items matching certain criteria and then making changes to only those items. For example, you could "find" all store items that are priced at $20.00 and update all of them to $25.00 in one procedure. Once the items are located via our search feature, you simply enter the updated data and all the "found" items will automatically be changed. This can be a real time saver. To utilize this feature, click on the “Batch Item Updates” link.

Figure 312 - Batch Item Update screen

Searching for items to update

The first screen that appears provides a method for you to search for your item(s). You can perform a search in the following fields: price range, weight range, item description, item ID, item active status and/or item category. You can search by a single or several of the search fields.

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Clicking in the box to the left of an item will expand that field to allow you to enter your search criteria. The following explains each search field.

Price Range

Enter your price range. In the example above, all store items that have a price between $10.00 and $20.00 will appear for update. Weight Range

Enter your weight range. In the example above, all store items that have a weight between 10 and 12 will appear for update. Item Description

Enter your item description in the box provided. In addition, you must select either Exact Match Search (returns only items that have that exact Item Description) or Partial Match Search (returns any items that contain your entry in the Item Description). Item ID

Enter your item ID in the box provided. You must also select either “Exact Match Search” or “Partial Match Search” in the drop down menu. Item Active Status

Select either the Item is “Active” or “Inactive” in the drop down menu. This will return items that you have set as Active or Inactive. Item Category

In the Item Category search you must make two selections. First select either “items in category” or Items in or beneath category”. Then select which folder you want to search in. In our example above, there are only 2 folders in the Root Folder. Search Results

Once you have entered all your search criteria, click on the “Continue” button to perform the search.

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If you do not enter any search criteria, all of your store items will appear in the results screen. This is probably not the results you desire so be certain to accurately enter your search criteria. Your search results will appear in the Batch Item Update screen. In the example below, we wanted to find our store items with a weight of 2.00 lbs. Our search criteria were entered in the “Weight Range” field as between “2 and 2”.

Figure 313 - Batch Item Update screen

In our example only 2 items were found (as expected). Using the Batch Item Update process would typically be used for updating far more items. At this point you need to click on the check box to the left of the items you want to update. Selecting Update Fields

We now have 4 fields we can update in the search results screen; price, weight, package dimensions and status. Price - checking this box will expand to include “Set item prices to” field. If you want to change (increase or decrease) the price, enter the new amount in this box.

Weight - checking this box will expand to include “Set item weights to” field and a dropdown menu to indicate “LB” or “KG”. If you want to change (increase or decrease) the weight, enter the new amount in this box. Also select LB (pounds) or KG (kilograms). 374

Dimensions - checking this box will expand to include “Set item dimensions to” fields. If you want to change (increase or decrease) the dimensions, enter the length, width and height in the 3 boxes respectively. Also select IN (inches) or CM (centimeters).

Item Active Status – checking this box will expand to include the Active or Inactive drop-down menu. Use this field to change items to Active or Inactive. Remember, if an item is inactive, it is not be visible in searches and customers cannot add it to their shopping cart. This is a great way to temporarily disable an out of stock item. Check this box ONLY if you want the item to become inactive.

Completing the Update

You can make updates to any one or all four items. Remember, all updates entered will apply to all the items you have checked to be updated! Once you have selected and entered your update information, click on the “Save Changes” button. You will be given a confirmation screen stating that “Your items have been updated.” Inventory Adjustment The Inventory Adjustment tool can import and process a .csv (comma separated value) file to increase/decrease inventory levels for your distribution center. This feature would be used mostly when merchants receive an inventory report that updates numerous items. In most cases you can obtain these reports in the required .csv format. Note: the numbers you import will be added to the existing inventory level. Your import file requires only two columns; Item ID and Inventory Level (in that order). The file should not contain column headings. Positive numbers will increase inventory and negative numbers will decrease inventory. To begin the import process, navigate to: Main Menu  Item Management  Inventory Adjustment

When you click on the Inventory Adjustment link, the following screen will appear.

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Figure 314 - Inventory Adjustment Import screen

There are 3 fields of concern on this screen as follows: Distribution Center: Select the distribution center that handles the items you are adjusting in the drop down list to the right of the Distribution Center prompt. Most merchants only have one distribution center. File: Click the "Browse" button and navigate within your system to locate the appropriate .csv file. Once located, you will return to this screen and your filename and path will appear in the File Field box. Wait Days: This field is for merchant using DART as their fulfillment center only. When a number is entered here, it will cause uploaded DART inventory files to be ignored for "x" days (x being the number you enter into the Wait Days Field box). Click the "Process" button when finished. Inventory Transfer Inventory Transfer utility is provided for merchants that have multiple distribution centers. It provides a method to adjust the inventory level (quantity) from one distribution center to another with the ability to update and track the actual transfer (shipment) record. This feature is especially useful for merchants selling on Amazon. UltraCart provides Amazon with hourly inventory updates so this utility gives lead times so pre-orders can build up. To create an Inventory Transfer navigate to: Main Menu  Item Management  Inventory Transfer

If no transfers have been created, the familiar message telling you so will appear on the Inventory Transfers screen.

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Figure 315 - Inventory Transfer screen

Click on the "new" button to create a new inventory transfer. These can be deleted later, once they've proved their usefulness. The first step will be to identify the "from/to" distribution centers involved in the transfer. In our sample we are transferring "From" SHIP 1 and "To" SHP 2 distribution centers involved.

There are two fields to complete here. In the first field, select the distribution center you are transferring from. In the second field, select the distribution center you are transferring to. Click the "Next" button when finished. Your from/to configuration will appear immediately below the Description field on the next screen. Setting the Transfer Quantity

The following screen will list all your store items along with the inventories held at each distribution center. Before setting the quantities for transfer, you need to enter a name of this transfer

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Figure 316 - Transfer Quantity screen

Enter a name that identifies this transfer into the "Description" field. Use any name you feel will help you identify it later. Next, enter the quantity of inventory you want to move for each item involved in this transfer into the box under the Transfer Quantity column. Click on the "Save" button when finished. Your completed Inventory Transfer will now be listed on the Inventory Transfer screen.

Figure 317 - Inventory Transfer configured

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Edit an existing Inventory Transfer

You can make changes and adjustments to your original transfer configuration. Click on the "edit" button to the right of the transfer you want to adjust. You will be taken to the Transfer Quantity screen where you can enter your changes. Click on the "Save" button when finished. Inventory Shipped

Once you've initiated the actual (physical) inventory shipment, you'll need to update your Inventory Transfer record. Make sure you've made all the necessary adjustments and/or changes at this point in the process because you cannot adjust the transfer quantity once you've entered the "ship" information. When you are ready to update the shipment information, click on the "ship" button from the Inventory Transfer screen. The Inventory Transfer Ship screen will appear listing the items you previously configured for transfer.

Figure 318 - Inventory Transfer Ship screen

You will log your shipment information here when the shipment begins. This action will remove the specified Transfer Quantity from your Item Inventory level for the "From" distribution center and place that inventory into the "in transit" status. Since it is "in transit", it is not available to be shipped for a sale.

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Exception for Amazon Seller Central users. Since UltraCart sends constant inventory updates to Amazon, the Estimated Arrival Date of your Inventory Transfer (if less than 30 days) is factored in. Your items marked as "in transit" will therefore be shown at Amazon as "available for shipment on (date)" rather than "out-of-stock". Enter the Carrier name, Tracking Number (if any), Ship Date (today's date is entered as the default) and the Estimated Arrival Date. Click the "Ship" button when finished. You will be returned to the Inventory Transfers screen showing your completed ship information.

Figure 319 - Inventory Transfers (shipment updated)

View/Edit a Transfer

As mentioned earlier, you cannot adjust the transfer quantities at this point. If you want to review the ship information and inventory quantities or need to change or adjust the shipment information, click on the "View" button to the right of the transfer concerned. The Inventory Transfer View screen will appear. Make your changes as necessary and click the "Save button when finished". Click the "Return to inventory transfers link" to return without saving changes. Shipment Arrived

Click on the "arrived" button to the right of the Inventory Transfer concerned. You will be taken to the Inventory Transfer Arrived screen.

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Figure 320 - Inventory Transfer Arrived screen

In additional to all the basic information, this screen will show the "Actual Arrival Date" field. The estimate arrival date will be shown as the default. Enter the actual arrival date (if different) and click the "Arrived" button when finished. Your listing on the Inventory Transfers screen will now be updated showing the actual Arrival Date. Your inventory levels for the individual items concerned will now be updated to reflect the inventory transfers.

Figure 321 - Inventory Transfers screen (with arrival date)

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Delete an existing Inventory Transfer

In most cases you will delete a transfer record once the shipment arrives at its new location and/or when this Inventory Transfer record has served its purpose. Click the "delete" button to the right of the transfer concerned. CAUTION! You will not receive a warning dialog for this action. Once deleted, it will not be recoverable. Item Cleanup Utility The Item Cleanup Utility will bring a defined group of records (store items) in view, oneat-a-time, for editing/updating. This is a very useful tool in that it allows you to isolate certain records for editing so you don't have to scroll through your entire list of store items. To begin the Cleanup Utility, navigate to: Main Menu  Item Management  Item Cleanup Utility

Defining the view (items)

At the Item Cleanup Utility screen you will find 2 questions that need answering in order to bring certain records in view for editing. They are: 1) Work on: (where do the records reside) and 2) Select the task to complete: (all items or those without image URLS's).

Figure 322 - Item Cleanup Utility screen

Field No. 1 – Work on Here you decide which categories (folders) you want to work within. There are two fields (drop-down menus) that you will make selections from; Select Category and Select Folder. 1. Select Category

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In this field you inform the system which Items you want to work on:  Items in category: This will bring up only the store items that reside in the folder you select in the next field.  

Items in or beneath category: This will bring up store items that reside in the folder you select in the next field AND items in any folder residing below. Items marked for cleanup: This will bring up only the store items that you previously Marked for Cleanup in the importing [options] process (see page 372).

2. Select Folder

In this field you will select which folder you want to work with. In the above example, you would be presented with all store items that reside in the Accessories AND the Tiny Accessories folders. Field #2 - Select the task to complete This setting allows you to either "review all items" or "review items without image URLs" (have yet had their image URLs identified).

Click on the Radio button for either "review all items" (all store item that reside in the folders identified will appear for editing) or "review items without image URLs" (only store items that do not have an image URL identified will appear for editing). Click on the "Next" button when finished.

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Item Cleanup Utility Editor

Records (store items) will be displayed, one-at-a-time, for editing. The Path (folder hierarchy) is shown immediately below the screen title along with the Item ID. It also shows the record count inside the brackets.

Figure 323 - Item Cleanup Utility screen

Once you have made your changes on this screen (record), click the "Next" button. The next record (store item) will appear for edits. Continue this process until you have made all the changes to all the records in this batch. The following message (screen) will be displayed upon completion.

Click the "Return to item management menu" link. 384

Price Update Tool This is an excellent utility for easy updating of your store item prices. The Price Update Tool displays your items in a spreadsheet fashion listing the price you have configured for retail as-well-as any Pricing Tiers (wholesale, etc). Note: This utility will display up to 2,000 records (items) only. To use the Price Update Tool, navigate to: Main Menu  Item Management  Price Update When you click on the Price Update link, UltraCart will list all your items alphabetically. In the example below, store items are show along with the existing Retail and one configured pricing tier - Wholesale. The folder hierarchy is not displayed.

Figure 324 - Price Update Tool screen

Using the mouse, select the amount in the box you wish to change. Delete it and enter your new price. Continue the same process for all the prices you wish to change (update). Click the "Save" button at the bottom when finished. This tool is also an easy method for setting Pricing Tier amounts. Once you've created your pricing tier, you can use the Price Update Tool to easily set the Pricing Tier Amounts for any or all of your items.

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DIGITAL DELIVERY

Chapter

7. Digital Delivery Introduction

7

This chapter is for merchants that would like to sell digital merchandise such as MP3 files, PDF files, or software.

Digital Library The first component of the digital delivery system is the digital library. The digital library allows merchants to upload and manage all of the digital content to be made available to their customers. The digital library allows digital content to be associated with multiple products that are for sale. For example, a track to a CD may be available on both a normal album and a greatest hits collection. By using a digital library, merchants are able to upload the file once, link it to more than one item and thereby conserve space and reduce cost. To access the digital library, navigate to: Main Menu  Item Management  Digital Library The Digital Library screen offers several functions and is divided into three sections; Library List, Upload Section and Upload File Collection. Until you upload digital files, the Library List area will be blank. Therefore the Upload Section will be discussed first.

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Figure 325 - Digital Library (upload a new file)

Upload files To upload a file into the library click the “Browse” button. Then navigate within your local system to locate the file. Enter a description in the field just below the file name. Click on the “Upload” button. The file will then appear in your list at the Digital Library screen. Keep in mind that the upload of the file will take time depending upon the size of the file and the upload speed of your internet connection. Also keep in mind that many broadband connections (such as DSL or cable modems) have about 1/10 the upload speed as compared to download. Patience is very important when uploading large files.

Figure 326 - Upload Digital Content

Upload a new file collection

If you have numerous files, you can upload a single ZIP file containing all of the items. This prevents you from having to select and upload each file individually. You will first need to compress (zip) your files into one collection file. Then click on the “Browse” button (under Upload A New File Collection (ZIP)) and locate your file on the local system. Once found, click on the “Upload” button.

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Figure 327 - Uploading a ZIP file

After uploading a ZIP file, UltraCart will show you each file in the archive and give you an opportunity to specify a description for each of the items. Enter a description for each item, and press the “Submit” button to add the content to your digital library.

Figure 328 - Upload Archive Confirmation Screen

Digital Library List Once you have uploaded your digital content (files), they will be listed here (by filename). The list will also show the Description that you assigned during upload and the file Size. There are basically four actions you can perform on your listed file(s) at this screen; Download, Edit, Delete and set PDF Properties. Download

This feature can be used for those that want to download and view or check the file they have previously uploaded. Click on the Filename of the file you want to download. Options at that point will depend largely on which browser you are using. Typically you will be presented with a dialog box allowing you to either open or save the file.

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Figure 329 - Digital Library screen

Edit Button

Click the “Edit” link to the right of any item to bring up the Edit Digital Item screen.

Figure 330 - Edit Digital Item screen Replace File

To replace an existing file with a new one, click on the “Browse” button to navigate and find the file within your system. If the file path is know you can type it in the box provided. The replacement file name will then appear adjacent to the “File” heading. Change Description

If you need to change the description title, simply type the new title in the box provided. Click on the “Submit” button when finished. 389

Delete Link

Click the “Delete” Link to the right of any item to remove it from the list. Caution: this is an undoable action and no warning dialog box will appear. PDF Properties Button

If the file is a .PDF format the “PDF Properties” Link will be present. Clicking on this link will bring up the PDF properties screen.

Figure 331 - PDF Properties screen

At this screen you can opt to allow the customer certain functionality with your .pdf file. Click in the check box to the right of the function you want to allow. Click on the “Save Changes” button when finished. The following is a short description of each function.   

Tag PDF with Order Information - Embed the customer's name, email, and order ID in the header and footer margins of the document (all pages). Allow Printing - allows the user to print the document from Acrobat at their site. Allow Modification of Contents - allows the user to modify the document using Adobe Software. Allow Copy & Paste - Allows the user to copy & paste portions of the document into other applications like Microsoft Word. Allow Modification of Annotations – Allows the end user to annotate (comments) the document using Adobe tools. Allow Form Fill-In - Some PDF documents have forms embedded in them. Enabling these functions allows users to fill out the embedded forms using Adobe software.

  

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  

Allow Screen Readers - Some vision impaired users have screen reading software that reads the document aloud (through computer speakers). Allow Degraded Printing - Allows printing of the document at draft quality. Allow Assembly - Allows the end user to integrate content from the purchased PDF file into other PDF documents.

Item Association (to digital content) After successfully uploading your digital content, you then must associate that content to your digital store Items (assuming you have created your store items already). To accomplish the association navigate to: Main Menu  Item Management  Items Click on the Item (ID) you wish to associate the digital content with. This will bring up the Item Editor screen for that Item. Then click on the “Digital Delivery” tab.

Figure 332 - Digital Delivery screen

This Digital Delivery screen is divided into two sections; Files and Activation Codes. Files The Files section provides the ability to associate digital files with the current item. 391

The list box on the left contains all available files in your Digital Library. The box on the right will contain all files that you will or have associated with this store item. To move an item from the left box to the right, select the item in the left box and click on the arrow pointing to the right box. To remove an item from the right box, select the item to be removed and click on the arrow pointing to the left box. When you have completed your changes, press the “Save” button to return to the item selection page. Activation Codes Some merchants will want to assign Activation Codes to certain digital content (usually software). You are given three options; None, Assign from list or Retrieve real-time.

Figure 333 - Activation Codes

Make your selection by clicking on one of the three radio buttons to the left of the options. None Make this selection if NO activation codes are needed. No other action is necessary. Assign from list Once you select this choice, the section will expand to allow you to configure your list.

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First enter a description that you want to appear on the receipt. Then enter your codes, one per line (hit ‘enter’ at the end of each line). Lastly, enter the “Low Warning Threshold”. Retrieve real time Check this selection if you want the customer to obtain the activation code from a designated URL. Enter the URL in the box provided. Also enter the “Shared Secret”

Digital Purchases Digital purchases work slightly different than regular purchases. The first difference is that credit card payment is required because it is the only real-time method of payment that guarantees funds to the merchant. The second difference that happens during checkout is the real-time authorization of the customer’s card. The customer’s credit card is charged during checkout and an error is shown to the customer if the card is declined. If the card authorization is successful then the customer is given immediate access to download their content. Since the payment has been authorized during the checkout process, the order will go directly to the completed order section provided there is no physical content that needs to be shipped. If there are other items in the order that require shipping then the order will go into the shipping department. The digital orders flow completely through the system without the intervention of the merchant. This makes digital orders highly profitable to the merchant and highly gratifying to the customer.

Types of Digital Content There are many types of digital content that can be sold online. This section is intended to give merchants ideas for products they may not have otherwise thought of. Music Files (WAV, MP3, WMA, OGG, etc.) Video Files (AVI, MPG, ASF, WMV, etc.) Publications (PDF, DOC, XLS, etc) Images (JPG, GIF, TIFF, etc.) We encourage merchants to be creative and think of accessories in their industries that can be offered digitally to their customers. 393

UPS WORLDSHIP INTEGRATION

8. UPS WorldShip Integration

Chapter

8

Introduction For merchants that ship via UPS, UPS WorldShip software is the core component of their shipping operation. This software does all of the work necessary to prepare a shipment for UPS (including packing slip printing and tracking number assignment). This chapter covers configuring UPS WorldShip software to accept an UltraCart import.

Preparing to Export from UltraCart The export for UPS WorldShip is slightly different from a typical export because of the way the UPS WorldShip software import works. First create a directory on the computer called “c:\upsimport” from the command line or Windows Explorer. Next log into UltraCart and go to the Shipping Department. Main Menu  Order Management  Departments  Shipping

Set the view via the change view menu to “combined” and click the “change view” button. All orders will be listed together and a “Select All” box will appear at the top of the list. Click the “Select All” checkbox. Finally click the “Export UPS WorldShip” button. The web browser will prompt to save a file called “import.csv”. Make sure the file is saved to “c:\upsimport” as “import.csv”. UltraCart will only export orders that are being shipped via UPS even though all the orders are selected. Follow the directions below to configure the import map and actually import the file into the UPS WorldShip software. After you have completed this configuration, you need only perform the final step to import subsequent export files.

Configuring an Import Map The UPS WorldShip software is very selective about the settings used to perform an import. A lot of screen shots are used in this section of the manual to make sure that the setup of an import map goes as smooth as possible. First, start the UPS WorldShip software and select the Connection Assistant from the UPS OnLine Connect menu.

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Figure 334 - Opening the Connection Assistant

Select “Create a new map for Import” and then click the Next button.

Figure 335 - Creating a new map

Select the “Shipment” import data type from the list of available and click Next. 395

Figure 336 - Selecting the Import Type

On the next screen, select the “By File” Data Source and then click the “Browse” button shown in the figure below.

Figure 337 - Selecting Data Source Type

Browse to the directory that the import files will be saved in. For this example, the directory is c:\upsimport. Change the “Files of type” option to “Text Files (*.txt; *.csv)”. Click on the import.csv (saved from an UltraCart UPS WorldShip Export) and then click the “Open” button.

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Figure 338 - Browsing for import file

Enter “UltraCartImport” in the Data Source Name (DSN) field. Select “Microsoft Text Driver (*.txt; *.csv)” from the list of ODBC drivers and click Next as shown in the figure below.

Figure 339 - Naming the Data Source and Selecting ODBC Driver

Next, select “New Map”, name your map “UltraCartImport”, and click the Next button as shown below.

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Figure 340 - Naming the Import Map

The next screen provides instructions for the remainder of the mapping configuration. Click the “Finish” button to procedure to the next part of the configuration.

Figure 341 - Instructions on preparing the Import Map

The next window that will appear on your screen is the ODBC Text Setup dialog. Just click the “OK” button.

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Figure 342 - ODBC Text Setup

The next screen is where all the mapping between the text file and the UPS import format occurs. The first step is to designate “import.csv” as the “Primary Table”. Simply click the “Primary Table” button as shown below.

Figure 343 - Specifying the Primary Table

Next, select “Ship To” from the drop down box under WorldShip Fields as shown in the figure below.

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Figure 344 - Selecting Ship To from the WorldShip Fields

The next step is to connect fields on the left handle column to fields on the right hand column. Click on the field name on the left hand side and matching entry on the right hand side then click the “Connect” button. A little red chain link will appear beside each column name and an entry will be added to the “What You Have Mapped So Far”. After mapping most of the Ship To fields the screen should look like the figure below.

Figure 345 - Mapping Ship To Fields

There are two other sections that must be mapped between the import file and UPS. Click on the “Package” from the WorldShip Fields drop down as shown in the figure below. 400

Figure 346 - Selecting Package Mapping

Map the “PackageType” and “Weight” columns as shown in the figure below.

Figure 347 - Mapping Package Fields

Finally, select “Shipping Information” from the drop down list and map “ServiceType” and “BillingOption” as shown in the figure below.

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Figure 348 - Mapping Shipment Information

The final step in completely the map is defining the key for the import table. Since each Order’s ID is unique in UltraCart, this serves as the CustomerID field and the key for the table. To define the key, select “CustomerID” from the left hand list and click the “Define Key” button shown in the figure below. After defining the key, click the OK button to finalize the map.

Figure 349 - Defining Key

Importing an UltraCart Shipping Export File

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Now that an import map has been defined, an actual import can take place. From the “UPS Online Connect” menu, select “Batch Import” as shown in the figure below.

Figure 350 - Starting Batch Import

Select the “UltraCartImport” map from the list provided and click the Next button as shown below.

Figure 351 - Selecting the Import Map

UPS will examine the import file to determine how many records it contains and then display a preview dialog like the one in the figure below. Click Next to actually perform the import. 403

Figure 352 - Import Preview

After the import has completed, a summary dialog will appear like the one in the figure below. Click Save to finish the import.

Figure 353 - Import Summary

After importing shipments, there will be entries in the “Imported Shipments” section as shown in the figure below.

Figure 354 - Imported Shipments

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To process the shipments, click on the “Imported Shipments” entry in the list. Next, select “Mark Shipments” from the “Activities” menu or click F4. Finally choose “Process Imported Shipments Manually” from the “Activities” menu as shown in the figure below.

Figure 355 - Processing Imported Shipments Manually.

Configuring an Export Map The next step in integrating UltraCart with UPS WorldShip is to configure an export map so that tracking information and quickly be exported from UPS WorldShip and imported into UltraCart. First, start the UPS WorldShip software and select the Connection Assistant from the UPS OnLine Connect menu.

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Figure 356 - Opening the Connection Assistant

Select “Create a new map for Export” and then click the Next button.

Figure 357 - Creating a new map

Next, choose “Shipment” as the Export Data Type and click the next button. 406

Figure 358 - Choosing the Export Data Type

On the third step, select “By File”, enter “c:\upsimport\export.csv” in the Currently Selected File field, enter “UltraCartExport” in the DSN field, select “Microsoft Text Driver” in the ODBC Drivers list, and click the Next button.

Figure 359 - Configuring Data Source

On the next screen, select New Map, enter “UltraCartExport” in the New Map Name field, and click the Next button.

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Figure 360 - Naming Export Map

On the next screen, simply click the “Finish” button. This will cause an “ODBC Text Setup” dialog to appear like the one in the figure below. Simply click the OK button on this dialog.

Figure 361 - Configuring ODBC Text Setup

The next step is to configure the columns that UPS will export into the text file. First click on the “Package” tab, click the “Tracking Number” field in the left hand list, and then click the “Add” button. At this point your screen should look like the figure below.

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Figure 362 - Adding first column to export

After adding the tracking number, the next step is to add information about the ship to address. Click on the “Ship To” tab and then click the “Add All Columns” button. At this point your screen should look like the figure below.

Figure 363 - Adding Ship To Columns to Export

The final step in the configuration of the export file contents is to select “Overwrite existing file” and “Include header row”. The header row is very important because it allows UltraCart to determine the meaning of each column in the export file. After selecting the two options, click the OK button.

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Figure 364 - Export Header Option

At this point, the export map is complete. The next section details exporting information using the newly created map.

Importing a UPS WorldShip Export File Now that an export map has been defined, an actual export can take place from UPS WorldShip. From the UPS OnLine Connect menu, select “Batch Export”

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Figure 365 - Starting a Batch Export

Select the appropriate data range to export data from. Don’t worry if too much data is exported from UPS because UltraCart will only match it to the orders that are currently in the shipping department.

Figure 366 - Choose Export Map and Data Range

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The next screen will just be a confirmation of the number of records that will be exported. Click the Next button to continue with the export. After the export is performed a confirmation dialog like the one shown below will appear. The export file c:\upsimport\export.csv has been created at this point.

Figure 367 - Successful Export

Now, log into UltraCart and navigate to the shipping department. Main Menu  Order Processing  Shipping Department Click on the “Import UPS WorldShip” button located at the top of the screen. The next screen will allow you to browse to the export file on your local hard drive and upload it. Click the browse button, locate the file “c:\upsimport\export.csv” and then click the upload button. The final screen in the import process will display the matches between each UPS WorldShip export record and orders in the UltraCart Shipping Department. Verify that each match is correct. If there is a mismatch, check the “Incorrect Match” box and process that order manually. If the customer should not be notified of the shipment then check the “Skip Customer Notification” box. Once the Submit button is pressed, all the orders that were matched correctly will be marked as shipped and customer notifications will be sent.

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E-MAIL MARKETING

9. Marketing

Chapter

9

Introduction UltraCart includes a powerful marketing system designed to allow merchants to easily and quickly create a variety of marketing campaigns to target your customer base. Using the marketing system, a merchant can deliver customer newsletters, create custom coupons, send new product announcements, post sale (e-mail) follow-up messages, and more. The UltraCart Email Marketing engine allows merchants to easily create complex targeted email campaigns to their customers. The basic steps are: 1. Create your Coupons 2. Create your email list(s). 3. Create a signup (html) page for individuals to automatically subscribe and unsubscribe from a specified email list (if desired). 4. Create your campaign (build email content and format) and send (activate) to one or more of the lists your have created. Once a campaign has been activated, you can monitor its status and statistical data via Coupon Usage and Email Campaign reports (Main Menu  Reporting). To begin, log in to UltraCart and navigate to the Marketing department. Main Menu  Marketing The Marketing screen is divided into 2 sections; Marketing and 3rd Party Marketing.

Figure 368 - Marketing Menu

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Marketing Although the Marketing screen shows the six sections listed alphabetically, this manual will cover them in the following order: Coupons, Email Lists, Campaigns, Gift Certificates, Return Email and Exit Pop. Coupons Coupons allow merchants to offer discounts on various items or costs related to an order. Once you have created your coupon, merchants can display the coupon code on their web site (usually near the Buy Now button) that invites the customer to enter the code during the purchase process (at checkout). You can also generate Campaigns within UltraCart (covered later) which will generate random coupon codes so they can be used only by a single Email recipient (once). A summary of available coupon types appears in the table below: Coupon Amount off subtotal Amt off subtotal & free shipping w/certain size purchase Amt off subtotal w/purchase of item block Amount off subtotal with purchase of items Percentage off subtotal Percentage off subtotal (limited) Percentage off subtotal and free shipping method Percentage off subtotal with a certain size purchase Amount off shipping method Percent off shipping method Free shipping method Free shipping method with subtotal Amount off item(s) (with optional limit on quantity) Tiered amt off an item (with optional limit on quantity) Tiered percent off subtotal Tiered dollar off subtotal Percent off item(s) (with optional limit on quantity) Percent off item(s) with purchase of item(s) (with optional limit on quantity) Percent off item(s) with purchase of certain number of item(s) (with optional limit on quantity) Free item with purchase of another item (with optional limit on quantity)

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Description – “Allows a merchant to:” discount a specific amount off the cart’s subtotal. a specific amount off the cart’s subtotal and free shipping (specified method) with certain size purchase. a specific amount off the cart’s subtotal for each block (qty) of a certain item. a specific amount off the cart’s subtotal for purchase of specified qty of specified items. discount a specific percentage off the cart’s subtotal. discount a specific percentage off first (specified amount) of subtotal discount a specific percentage off the cart’s subtotal and offer free shipping for a specified shipping method. discount a specific percentage off the cart’s subtotal with a purchase of a minimum dollar amount. discount a specific amount off a specific shipping method. discount a specific percentage off a specific shipping method. offer free (specified) shipping method. offer free (specified) shipping method with minimum subtotal. offer specific amount off specified items, with an optional limit on purchase quantity. offer tiered discount off specified item and quantity, with an optional limit on purchase quantity. offer tiered percent off subtotal towards an optional specified set of items. Otherwise, all items qualify for the discount. offer tiered amount off subtotal towards an optional specified set of items. Otherwise, all items qualify for the discount. offer specific percentage off particular item(s), with an optional limit on purchase quantity. offer specific percentage off when specific item(s) are purchased, with an optional limit on purchase quantity. offer specific percentage off when specified number of specific item(s) are purchased, with an optional limit on purchase quantity. offer specified free item(s) when specific item(s) are purchased, with an optional limit on purchase quantity.

Free item with purchase of subtotal (with optional limit on quantity) [Qty] free of item with every [Qty] purchase of another item (with optional limit on free quantity) [Qty] free of item with every [Qty] purchase of another mix and match group item (with optional limit on free quantity) No Discount

offer specified free item(s) with minimum purchase subtotal with an optional limit on purchase quantity. offer a specified quantity of a specified item free, with a purchase of a specified quantity of a specified item, with an optional limit on purchase quantity. offer a specified quantity of a specified item free, with a purchase of a specified quantity of a specified mix and match group, with an optional limit on purchase quantity. only prints coupon description on order

Table 1 - Coupon Types

To access the Coupon creation screen, navigate to: Main Menu  Marketing  Coupons

Figure 369 - Coupon Management Screen

If you have no coupons created, you will see the “No coupons are defined…” message. If you have coupons already defined, they will be listed here. Creating new coupons

To create a new coupon, click on the “New Coupon” button. You will then be presented with the coupon type selection screen. Please refer to the previous Table for a brief description of the various coupon types.

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Figure 370 - Coupon selection list

Select the desired coupon type by clicking on the radio button to the left of the item and then click the “Next” button to begin the coupon creation process. Each coupon shares some common fields, which are described below.

Figure 371 - Sample Coupon Creation Screen

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The following chart described the first five fields that you need to complete to create any coupon. Code

Description Expiration Useable by

This will be the “name” of the coupon, and in the case of generic coupons, will be what the customer enters to apply the coupon to their cart. A brief description of the coupon (for merchant use). If you want the coupon to expire on a certain date, enter it here. Otherwise, you may leave this field blank. Three options selectable by radio button (choose one). Anyone (If you are planning to include the coupon in an e-mail marketing campaign, you should not check this box.) People that receive unique code from email campaign (The e-mail marketing engine will generate a unique version of the coupon (code) for each email recipient for a one-time usage.

Valid with other coupons

Each person only once (based upon ship to address) Two options selectable by radio button (choose one). Yes

No (defaults to no)

Each coupon type also includes custom fields applicable to only that coupon, as described at the beginning of the Marketing section. Click on the “Save” button when finished creating your coupon. You will be returned to the Coupons screen where the newly created and any existing coupons will be listed.

Figure 372 – Coupons screen (populated)

The coupons screen will list the coupon code, description, expiration date (if any) and details of each coupon. Five buttons will be presented with each coupon; Edit, Copy, One Time Code(s), Usage Report and Delete.

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Editing an existing coupon

To edit an existing coupon, click on the "edit" button to the right of the coupon you want to change. You will be taken to the Coupon editing screen. Any of the coupon fields can be edited. However, if you change the Coupon CODE field, all previously issued coupons under the original coupon code will no longer be valid. Click on the “Save” button after making your changes. Copy an existing coupon

To duplicate (copy) a coupon, check the box next to the coupon’s code and click on the “Copy” button. When the duplicate appears in the list, you can then make changes as desired. One Time Codes

This feature is ideal for those merchants that want to disseminate coupon codes via their own devices; newsletter, merchandise show, their own email campaign, etc. When utilized, this routine will create a specified number (up to 1000) of unique, one-time usage codes for distribution to customers. Once you click the "one time code(s)" button, an additional Qty field will appear. Enter the number of codes you need and click the "go" button. Your coupon list will appear on the next screen in a scrollable window. Using your mouse pointer, drag and select (highlight) the list. Then copy and paste the list into a separate document and save. You will not be able to access this list from the UC Marketing section later so be sure to save it on your system for later reference.

Figure 373 - One Time Coupon List screen

Note: The original coupon code that you used when creating the coupon will also provide the discount in addition to the One Time Coupon codes created by UltraCart. Usage Report

This is an excellent way to obtain data about the customer usage of any particular coupon. Click on the "usage report" button to the right of the coupon desired. The following screen will appear: 418

Figure 374 - Coupon Usage Report

Deleting an existing coupon

To delete a coupon, click the red "delete" button to the right of the coupon you want to remove. Caution! There will be no warning dialog presented. This action is permanent. 

If you delete a coupon code that was used in an e-mail marketing campaign, all of the custom coupon codes created that reference this coupon will no longer function.

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Email Lists Before creating an email marketing campaign, you need to create an email list. UltraCart supports 3 types of e-mail lists; Rules Based, Manual Entry and Imported. They are described as follows: Rules Based Manual Entry Imported

UltraCart creates an email list from your existing customer files (orders) based on a set of rules (pre-determined by the merchant). Merchant manual types or “copy & pastes” an existing list of email addresses. Manual Entry lists can accept web based signups as described in the Signup Wizard section. Import a Comma-Delimited File (.csv) into UltraCart. Imported lists can accept web based signups as described in the Signup Wizard section.

Rules Based List

The Rules Based List is derived from your UltraCart customer file (orders). This list becomes active when you assign it to an email campaign. UltraCart will search through your customers and build the list based on the “rules” that you define. It basically “filters” your customer data base so you can send email campaigns to targeted individuals. The Rules Based list automatically updates whenever you run an email campaign so your new customers, as well as past customers, will be included (if they meet the rule criteria). Rules Descriptions

UltraCart supports a variety of rule types, which are briefly described below. Choice Specifies that the list should only include customers... Customers that have not who have not purchased the specified item(s). purchased item(s) Customers that have purchased who have purchased the specified item(s) in a specified item(s) (optional) qty. Customers that have not who have not made any purchase in the time specified. purchased within a certain time period Customers that have purchased who have made any purchase within the specified time within a certain time period period. Customers that have purchased who have made a purchase whose order total was more than a certain amount higher than the amount specified. Customers that have purchased who have made a purchase whose order total was lower less than a certain amount than the amount specified. Customers located in a certain located within the specified geographic area geographic area (Country/State). Customers not located in a not located within the specified geographic area certain geographic area (Country/State).. 420

Customers located within a certain distance of... Customers without access to pricing tier(s). Customers who have not received marketing e-mail within a certain time period.

located within a certain distance (miles) of specific Postal Code(s). who do not have access to a specified pricing tier(s). who have not received marketing e-mail within a specified number of days.

You can combine rules to create sophisticated e-mail campaigns. For example, by combining the “Customers that have purchased within a certain time period” with the “Customers that have purchased more than a certain amount”, you can create a custom email campaign that provides an incentive to your best customers to make another purchase. Note: In order for a customer to be included in a rules-based list, the customer must match ALL specified rules. Manual Entry List

The Manual Entry List is a basic list of email addresses without any rules. This list is constructed by manually entering the email addresses either by typing or “copy and paste” from another document. You can also edit this list at any time. Each email address must be listed on a separate line. Some merchants create their list in a word processing or spreadsheet file on their system. That makes for easy searching, editing, etc. Imported Email List

Imported e-mail lists allow you to upload an existing, comma delimited file (.csv). This email list differs from the Manual Entry list in that it allows 2 new fields to each record in addition to the email address field. They are; First Name and Last Name (or full name). Although the “name” fields are not visible when you later view your list, they will become part of the record and can be “merged” into the body of your email text (explained later). Creating a New Email List You can locate the Email Lists screen by navigating to: Main Menu  Marketing  Email Lists If you have no email lists created, you will be greeted with the familiar “No lists are defined…” screen. You will also see an “Opt Out E-Mail Address” search field which will be explained later in this chapter.

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Figure 375 – Email Lists Screen

To create a new Email list, click on the “New List” button. In the next screen you will then be asked to specify a list type. Click on the radio button to the left of the list type and click on the “Next” button.

Figure 376 - List type selection screen

Create Rules Based List

To create a new rules-based list, click the radio button to the left of “Rules based”. Then click on the “Next” button. The following screen will appear.

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Figure 377 - Rules Based List Creation Screen

Each Email List must have a name. Enter a name for this list in the box to the right of “Name”. You will need to locate this list (to edit or delete) later so make this something meaningful to you. The next step is to define a Rule (or Rules). If you target an email campaign to a Rules Based List without any rules defined, all existing customers will be part of the email list. To define a rule, click on the “New Rule” button. The New Rule screen will appear.

Figure 378 – New Rule Screen

The first four rule types have similar choices. Make certain you have selected the correct one. Click on the radio button to the left of the rule you wish to apply. You can only pick 423

one rule at a time but can add more rules later (via edit). Click on the “Next” button when finished. The Rule Edit screen will appear.

Figure 379 - Rule Edit Screen

The sample above is an Item Based rule that applies to "Customers that have purchased" a particular item. In the following we will discuss the different types of rules. Item Based Rule

There are two possible rules; “items purchased” or “items NOT purchased”. In the box provided enter the Item ID of the item to be checked by this rule. If you wish to enter multiple Item IDs, simply place each Item ID on a new line. Make certain you enter the exact Item ID. Additionally you can select the comparison operator and a quantity to be tested. Click the “Submit” button when you have finished. Temporal Based Rule

Shown in the figure below is the screen for temporal-based rule creation. There are two possible rules; have not purchased or have purchased with a specified time period.

Figure 380 - Temporal-based rule screen

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In this screen, simply enter the number of days to which the rule should apply. Once you have entered the desired value, click on the “Submit” button to save the changes to the rule. Order Amount Based Rule

The following depicts the screen for order amount-based rule creation. There are two possible rules; “purchased MORE THAN” or “purchased LESS THAN”.

Figure 381 - Order amount-based rule screen

In this screen, enter the desired amount to trigger the rule. Please note that this rule checks against order total, inclusive of all shipping & tax. After you have entered the desired amount, press the “Submit” button to save the changes to the rule. Geographic Based Rule

Shown below is the screen for geographic-based rule creation. There are two possible rules; “”located in” or “NOT located in”.

Figure 382 - Geographic-based rule screen

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To specify a matching region, select the country from the drop-down, and optionally enter a state code. You may specify as many locations as you wish, and customers who are located in any of the specified locations will match the rule. If you need more entry spaces, click on the Add More button. When you have completed entering the desired locale information, click on the Submit button to save the changes to the rule. Note: the following 3 rules have only a single description. Mileage Based Rule

The following is the screen for the mileage-based rule creation.

Figure 383 - Mileage Based Rule

Enter the distance in miles and the Postal Code in the fields provided. If more than five postal codes are needed, five additional will be added each time you click the “Add More” button. Only the customer located “within” the mileage specified to the Postal Code(s) you enter will be added to your mailing list. Click the “Save” button when finished. Pricing Tier Based Rule

This is only applicable for merchants that have created pricing tiers. It allows you to target your email campaign to non-pricing tier customers. The following depicts the screen for pricing tier-based rule creation.

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Figure 384 - Pricing Tier Based Rule

Your established pricing tiers will be listed on this screen. Select the pricing tier(s) you want to trigger this rule. Once you’ve selected a pricing tier from this list, any customer (profile) that you approved (qualified) for this pricing tier WILL NOT be on this mailing list. Click on the “Save” button when finished. Marketing Email Based Rule

The following screen is for marketing email-based rule creation.

Figure 385 - Marketing E-Mail Based Rule

Enter the number of days in the box provided. Customer that HAVE NOT received marketing e-mails within the number of days you entered WILL be on this email list. Creating Additional Rules

Once you have successfully created your first rule for the Rule Based Email List, it will be listed on the Rules Based Email List screen. You can create more than one rule for your Rule Based List but each rule must be created separately. To create an additional rule, click on the “New Rule” button. Follow the same instructions for creating your first rule. Click the “Save” button when finished. Repeat this process until all rules have been created. They will be listed on the Rules Based Email List screen. The following screen shows the Rules Base List with two (2) rules applied. 427

Figure 386 - Rules Based screen (with 2 rules)

Edit a Rule

You cannot change the “type” of an existing rule. To do so, you must delete the rule and create a new, different type, rule. To edit a rule description, click on the “Edit” button to the right of the Rule you wish to change. You will be taken to the Rule Edit screen. Click on the “Save” button when finished with your changes. Delete a Rule

Click on the “Delete” button to the right of the rule you wish to delete. Caution! This delete is NOT undoable. You will not be prompted with a confirmation dialog! Only click the “Delete” button if you are certain you want to delete the rule. Create Manual Entry List To create a new Manual-entry list, navigate to: Main Menu  Marketing  Email Lists The following screen shows the Email Lists screen. This example shows our Item Based Rule List we’ve already created.

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Figure 387 - Email List Screen

At the Email List screen, click on the “New List” button to create a new list. The following screen will be shown where you will select the type of list.

Figure 388 - New Email List screen

To create a Manual Entry List, click the radio button to the left of “Manual entry”. Then click on the “Next” button. The following screen will appear.

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Figure 389 - Manual List creation

First, enter the name of the new list in the “List Name” field. Next, manually type or “copy & paste” the desired e-mail addresses into the text box. Enter only the Email Address. Any additional text following an email address will be removed along with all subsequent entries. Be sure to place each address on a new line. When you have completed entering all of the desired e-mail addresses, press the “Submit” button. Once you have submitted your list, it will be listed on the Email Lists Screen.

Figure 390 - Email Listing with Manual List

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Create an Imported E-mail list The Create Import Email List is considerably different than the other Email creation routines. This list allows you to include (in your import) two additional fields. To create an Imported E-mail list navigate to: Main Menu  Marketing  Email Lists The following screen will appear. Notice that we now have two previously created Email Lists; a Manual list and a Rule Based list.

Figure 391 - Email Lists Screen

To create a new list, click on the “New List” button. The following screen will appear.

Figure 392 – New Import Email List screen

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To create an Import Email List, click on the radio button next to “Imported”. Then click on the “Next” button. The Import screen will appear.

Figure 393 – Import Upload screen

The import function will only import a .csv (comma separated values) file. In order to prevent abuse of the e-mail marketing system, each imported list has a system imposed limit. This limit is displayed on the import CSV file screen. If you would like to increase your limit, contact customer support at [email protected]. To transfer a CSV file for import, click on the “Browse” button to the right of the File field. You will then be shown a system file dialog box. Navigate to the desired CSV file that resides on your system, select the file, and click “OK”. The filename will then be shown in the File field box. If you want to “overwrite” an existing import file, place a check in the box to the left of the word “Overwrite”. If you want to add (append) the new list to the original, leave the box unchecked. Click on the “Upload” button to continue. Please note that this may take a few minutes, depending on the speed of your internet connection and the size of the file. When the file has been transferred, you will be taken to the “Identify Columns” screen. Here you will match the columns of your file with the columns in UltraCart (field matching).

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Figure 394 - Column Identification Screen

On the column identification screen, you will first need to specify a list name in the Email List Name field. Next, you will need to tell UltraCart which columns match up to the desired import information. In the above example, the first name is in column 1, the last name in column 2, and the e-mail address in column 3. Select the appropriate column identifiers and click the “Submit” button to save the imported addresses.

Figure 395 - Completed Column Identification Screen

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Managing Email List To manage your existing Email List(s), navigate to: Main Menu  Marketing  Email Lists At the Email Lists screen, your email lists will be sorted alphabetically by name. The following functions can be performed via the click on any of four different buttons that appear to the right of the List Name. They are Edit, Signup Wizard, View/Export and Delete. The Signup Wizard and View/Export are not available functions for Rule Based Lists.

Figure 396 – Completed Email Lists

Delete Email List

Click on the “Delete” button to the far right of the list you want to delete. You will be prompted with a “are you sure you want to delete this list?” dialog box. Click the “OK” button to proceed with the deletion. Click the “Cancel” button to return to the List Screen without deleting the list. Edit Email List

Given that there are three different types of Email lists, the editing method will differ for each as explained below.

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Edit Imported Email List

You cannot make changes to the information contained in this type list directly through this interface. You can, however, import an updated list and have the new list “overwrite” (replace) or “append” (add to) the existing list. When your click on the “Edit” button to the right of any “imported” type list, you will be returned to the “Import Email List” screen. Click on the “Browse…” button to navigate and locate your new file. Click on the check box if you want to “overwrite” (erase) the existing file with the new one. If you leave the check box blank, the new file will “append” (be added) to the existing one. Click on the “Upload” button when finished. The “Identify Columns” screen will appear. Select the appropriate column names from the drop down lists. If the first row of your file consists of the column names, click on the check box “First line is column headers”. This will insure that the column names will not be included in the file. Click on the “Submit” button. Edit Manual Email List

The manual email list can indeed be manually edited. You can change the name of the list and/or edit the email addresses. Click on the “Edit” button to the right of the Manual Email list you want to edit. The “Manual Edit” screen will appear. You can add or delete addresses as desired. Typical word processing functions are enabled such as; selecting (highlighting) text with mouse clicks or drags, copy and paste, etc. Click on the “Submit” button at the bottom of the screen to save your edits. Edit Rule Based List

Click on the “Edit” button to the right of the Rules Based Email list you want to edit. You will be taken to the Rules Based Email List screen. You can change the name of the list simply by deleting the text in the name box and retyping. Adding new rules, editing existing rules or deleting rules is explained in the section “Rules Based Email List” earlier in this chapter. View/Export Email List

This feature is available for the Imported and Manual Lists types only. Click on the “View/Export” button to the right of the list you wish to view. The view/Export List window will appear with your email list displayed.

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Figure 397 - View/Export List screen

Click on the “Click here to export this list in .CSV format” link. A dialog box should appear allowing you to save the .csv file to your system. This window will differ from PC to PC depending on the operating system you are using. Most Windows XP system will look something like the following.

In the above scenario you can chose to open the file with a particular application or “save to disk”. Most merchants chose to save to disk. 436

Signup Wizard

The signup wizard allows you to create a custom HTML fragment that, when placed on your internet pages, will allow shoppers/customers to automatically Subscribe and Unsubscribe from the list specified. 

Only imported and manual list types support the Signup wizard. If you do not have any existing customers for the list, create an empty manual list.

To begin the Signup Wizard, click on the “Signup Wizard” button to the right of the EMail list desired.

The first step in creating the Signup HTML fragment is to specify the URL of the page the user will be sent to after they subscribe or unsubscribe from the list.

Figure 398 - Subscribe / Unsubscribe URL screen

Please be sure to include the full internet address of the page location as relative locations sometimes work incorrectly in redirects. For example, if your website is located at http://www.sample.com/, enter http://www.sample.com/subscribe.html instead of /subscribe.html and http://www.sample.com/unsubsribe.html. When you have entered the desired URL entries, click on the “Next” button.

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Figure 399 - Signup Wizard HTML

You will now be taken to the final screen of the Signup Wizard. In the text box is the HTML fragment needed to place the signup form on your page. Merchants using an HTML editor should be able to simply copy & paste the text into the source view of the editor. Once you have posted the new page with this new HTML fragment, your customers will be able to subscribe & unsubscribe from the specified list. The generated HTML includes such design elements as style sheets, and introductory copy. You may remove and customize these elements as you wish, as long as you leave the necessary form fields in place. Opt Out E-Mail Address

The Opt Out E-Mail Address feature allows you to enter a known email address to unsubscribe a user from an email list.

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Figure 400 – Opt Out Email Address field

Enter the exact email address into the box below “Opt Out E-Mail Address”. Then click on the “Opt Out” button. Note: All email addresses that are created in all of your lists will be permanently maintained in an UltraCart file even if you delete a list from your Email Lists screen. They are maintained because customers may use the Signup Wizard to “unsubscribe” from a list at a later date.

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Campaigns An e-mail campaign allows you to send a message to one or more email list you have created. You may optionally include previously created coupons in the email. Once a campaign has been created and activated, you can monitor its status, view information regarding opens and clicks, as well as view other statistical data regarding the campaign. Main Menu  Marketing  Campaigns At the first screen you will be greeted with UltraCart's Marketing Agreement. Before you create an Email Campaign you must read and agree (accept) the terms and conditions. The terms and agreement section is a scrollable window. Scroll down to view the entire agreement. Click the "I Accept" button if you agree.

Once you've accepted the agreement, you'll be taken to the Campaign screen where you'll see the familiar "No campaigns are defined" message.

Figure 401 - Campaigns Screen

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Creating a new campaign

To create a new campaign, click on the New Campaign button. You will then be taken to the first screen of the campaign wizard.

Figure 402 - Campaign Wizard Step 1

First, you should enter a name for the campaign in the Campaign Name field. Next, select the lists you want to target with this campaign by clicking on the list name in the left box (Available Lists), then pressing the green arrow to move it to the right box (Targeted Lists). You may select as many lists to target as you wish, though you must select at least one list to target. The system will automatically remove any duplicate addresses that appear in multiple lists. When you have selected the lists you wish to target, press the Continue button. You will then be shown step 2 of the campaign wizard.

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Figure 403 - Campaign Wizard Step 2

Step 2 allows you to specify the e-mail format. UltraCart supports 3 distinct types of email message formats, described below Text Only

HTML Only

Combined Format

A text only e-mail is the most universal e-mail format. In this format, your message is sent without graphics, colors, or HTML styles. An HTML only e-mail allows you to compose e-mail messages with rich content, including images, colors, and fonts. Some older e-mail programs do not support HTML mail, and may not properly render this format Combined format e-mail allows you to send both a text version and an HTML version of your message in a single e-mail. E-Mail programs that support HTML mail will show the HTML version, while e-mail programs that do not support HTML mail will display the text version. This is the most accessible format, but requires that you create both an HTML and a plain text version of your message

Table 2 - E-Mail Message Formats

Click on the radio button next to the message format you wish to send, and press the Continue button. You will then be taken to step 3 of the campaign wizard. The 3rd step (screen) will be customized to the type of e-mail message you have selected.

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Figure 404 - Campaign Wizard Step 3 - Text Only

The above Figure shows step 3 for text only messages. First, you will need to enter a subject for your e-mail message. It is recommended that you keep your subject 72 characters or less. Next, enter the desired body text for your e-mail message. Enter the message just as you would in a word processor, only pressing Enter at the end of each paragraph. It is recommended that you include each internet link on its own line, as some e-mail clients will not properly process links that are surrounded by text. When you are satisfied with your message, press the Continue button to proceed to step 4.

Figure 405 - Campaign Wizard Step 3 - HTML Only

Above shows step 3 for HTML only messages. First, you will need to enter a subject for your e-mail message. It is recommended that you keep your subject 72 characters or less. Next, you will need to enter the full URL of the page you wish to send as your e-mail message. Be sure to include the “http://” part of the address as well.

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

E-Mail clients will often refuse to show e-mail messages that contain plug-ins or JavaScript. Therefore, UltraCart will remove these elements from your message automatically.

Figure 406 - Campaign Wizard Step 3 - Combined Format

The figure above shows step 3 for combined format messages. Please refer to the previous sections for instructions on how to properly complete this form. When you have completed the form, press Continue to proceed to Step 4. Step 4 allows you to preview your message content, and if you have included a coupon in your messages, allows you to select them as well. The step 4 screen will be customized to reflect the e-mail message type. The following Figure shows a sample step 4 page for a combined format e-mail message.

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Figure 407 - Campaign Wizard Step 4 Sample

As you see, UltraCart replaces each instance of [COUPON] with a drop-down list of the coupons you have configured. Select the desired coupon in each drop-down, and press Continue to proceed. If you would like to make any changes, press the Back button on your browser, make the necessary corrections, and press Continue. If your e-mail messages do not include a coupon, simply press Continue after you have completed previewing your message. 

If a coupon is created with the Generic flag unchecked, UltraCart will create a unique coupon code for each e-mail that corresponds to the code selected. This prevents coupon abuse by creating one-time-use versions of each coupon selected.

If you wish to further personalize the e-mails you send, you may include the recipient’s name by entering [NAME] in the text or HTML where you would like their name to appear. It is only recommended you utilize the Name field on rules based lists or imported lists, as you may not have every proper name in other lists types.

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The following figure shows the screen for step 5. In this step, you can enter up to 5 email addresses you wish to receive copies of the campaign message as a test. This allows you to see what the message will look like in an e-mail client, as well as verify that all links work, etc.

Figure 408 - Campaign Wizard Step 5

To enter multiple e-mail addresses, simply separate each address with a space. Be sure to specify the full e-mail address in “[email protected]” format. When you have entered all of the desired recipient e-mail addresses, press Continue to send the test messages and complete the creation of your new campaign. If you do not wish to send test messages, simply leave the field blank and press Continue.

Figure 409 - Campaign Wizard Complete Screen

Once your test messages have been sent, you will be shown the wizard completion screen. Your campaign has now been created but is in the "suspended" state. Please visit the campaign manager, check the settings of your campaign, and press the Resume button to start your campaign. Campaigns may take as long as 1 hour to process before being sent.

Figure 410 - Campaign Manager with sample campaign

The wizard creates each campaign with a set of default settings. To view and modify those settings, click on the Settings button next to the campaign you wish to view.

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Figure 411 - Campaign Settings Screen

The campaign settings screen allows you to modify a variety of properties relating to the campaign. These properties are described in the table below. Start Date

If this field is populated, the specified campaign will not begin running until the date specified. If you want the campaign to start immediately, leave this field blank. Stop Date If this field is populated, the specified campaign will end on the date specified. If you want the campaign to run continuously, leave this field blank. Messages per run This field allows you to specify the maximum number of messages to send each time the campaign is run. This allows you to better manage your throughput for special offers that may increase staff workloads. If you do not want to specify a limit, leave this field blank. Messages per This field allows you to specify the maximum number of messages to campaign be sent for this campaign. This allows you to better budget your marketing expenses by insuring that you will not exceed a preset number of e-mail messages. Run Frequency This field allows you to specify how often the campaign will run. By default, each campaign will only run one time. Reset if customer By default, a customer will only receive one message per campaign. purchases Checking this field allows you to specify that a customer is eligible to receive another e-mail from this campaign in the event that they make a purchase. Table 3 - Campaign Settings

When you have completed your adjustments to your campaign settings, click on the "Submit" button to save your changes. Campaign Report

The campaign report screen allows you to view the statistics of a particular campaign. To view the report for a campaign, press the Report button next to the campaign name you wish to view.

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Figure 412 - Detailed Campaign Activity Report

The Detailed Campaign Activity Report allows you to view a variety of statistics regarding your campaign. 

Only HTML or combination format messages will report message opens. If you create a text only message, message opens will only be registered when links are clicked on by recipients. This may result in deceptively low message open counts.

Deleting a campaign

To delete a campaign, press the Delete button next to the name of the campaign you wish you delete.

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Gift Certificates UltraCart’s Gift Certificate function provides merchants with two methods of creating and selling gift certificates. The 1st and most typical method is to create a Gift Certificate store item to sell on your Web Site. Many shoppers will use this feature for gift giving and is an excellent method to increase sales. The 2nd method is to simply create a Gift Certificate "on the fly" from within the Marketing Menu to give to individuals in person. This will be used mostly at trade shows, exhibits, Expos, etc. Regardless of the method for creating your gift certificate(s), it's important to know that you are basically creating random codes that customers will enter during checkout. There is no physical certificate created. If you want to issue a physical Gift Card showing the certificate code to be used during checkout, it's up to the merchant to create it. Creating a store item Gift Certificate

The first step is to create a store item called “Gift Certificate”. You can use any name for this item but Gift Certificate seems most appropriate. Navigate to: Main Menu  Item Management  Items Click on the “New Item” link at the top of the screen. This will bring up the familiar Item Editor. Enter the Item ID (in this case we use Gift Certificate). Some merchants may offer more than one certificate. Insure that the Item ID is unique for each certificate. There are typically only 6 fields of major concern when creating your Gift Certificate Item. They are: Item ID, Description, Cost, Weight, Minimum Quantity, Gift Certificate, and Expiration. See Chapter 6, page 262, for more information on the Item Editor and creating items. The following is a sample Gift Certificate as it appears in the Item Editor.

Figure 413 - Certificate Item Creation

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The most important of these fields is the Cost field. This is where you determine and set the value of the Gift Certificate. For example, if you are selling a Gift Certificate on your store for $50.00, you simply enter 50.00 into the cost field for the Gift Certificate store item. The Weight field is only necessary where a merchant wants to send an actual Gift Certificate upon purchase. Specifying at least .25 lb. will cause the “shipping address” to be a required field at checkout which will insure that you obtain an address to deliver the certificate to. Gift Certificate Value Options

You can also configure your Gift Certificate to allow the customer to select the amount (value) of the Gift Certificate at Checkout. You can configure this option to be a free form text where the customer can enter the amount or a Drop down listing of the amounts you want to specify. To configure Item Options, See Chapter 6 - Item Management, for more information on Item Editor and creating items. Creating an on demand Gift Certificate

Often times merchants present their goods at trade shows, exhibits, etc. This is an ideal place to provide customers with gift certificates. Hence, UltraCart provides a method to create "on demand" gift certificates. To begin, navigate to the Gift Certificate screen: Main Menu  Marketing  Gift Certificates At this screen you basically will be creating a Gift Certificate code to give to the customer to use when they purchase your product. Some Merchants create pre-printed cards to write the code on before presenting them to the prospective customer.

Any existing give certificate, either store item or on demand, will be listed on this screen. If there are no gifts certificates, you will be presented with the familiar "no gift certificates exist" notice. To create a gift certificate, click the "New" button. The New Gift Certificate screen will appear.

There are only 3 fields to complete to create an On Demand Certificate; Amount, Quantity, and Expiration date. Certificate Amount

Enter the full amount for the value you want the certificate to be (format = 00.00). 450

Quantity

Here you enter the number of Gift Certificate (codes) you want generated at this amount. Certificate Expiration

Some merchants want to limit the period the customer can use the certificate (code). If so, enter the date you want it to expire in the text box. Click the "Create" button when finished. The following screen will appear.

Figure 414 - New Gift Certificate (codes)

The New Gift Certificate screen shows the randomly generated codes in the exact quantity you specified. Although you can view and manage the certificates later within UltraCart, you should consider copying this list into a separate document so you can easily keep track of those you have issued to customers. Gift Certificates Code

Once a customer purchases a Gift Certificate from your store, a record of such will be created in UltraCart with a randomly generated code attached. This code will be displayed in the receipt that is sent to the customer. Whenever the customer makes future purchases from your store, they can enter this code at checkout to have the amount applied and deducted. If the certificate doesn’t cover the full cost of their purchase(s), the balance due” will be displayed. The customer would then finalize their transaction as normal. 451

Managing Gift Certificates

Once the Gift Certificate is activated (purchased) you can manage it from your UltraCart store. Navigate to: Main Menu  Marketing  Gift Certificates [link] The Gift Certificate screen will list the following data for each of your certificates: Code, Amount, Remaining (amount) and Expiration (date).

Figure 415 -Gift Certificate Management Screen

The Code field is the auto-generated code that was assigned when the certificate is purchased (store item method) or created (on demand method). The Amount field indicates the value of the Certificate. The Remaining field indicates the balance available (in the case where the customer purchased an item valued less than the value of the certificate). The Expiration field is the date that you initially set for the certificate to expire. Certificate Deletion

To delete a certificate, click on the “delete” button to the right of the listing. Caution! You will not be prompted with an “are you sure” question. This action is not undoable. Certificate Editing

To make changes to the certificate, click on the “edit” button to the right of the listing. The Edit Gift Certificate screen will appear.

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Figure 416 - Edit Gift Certificate screen

The only items you can change in an existing certificate are the Expiration Date, and Email (address of purchaser). Click the “Save” button to save your edits. You can temporarily “suspend” a Gift Certificate by removing the check in the box to the right of the “Activated” field. To re-activate, place the check mark back into the box. Click the “Save” button to save your edits. You can also delete a Gift Certificate (not advisable) by placing a check in the box to the right of the “Deleted” field. Caution! This feature is not “undoable” and you will not see a warning dialog box. Certificate Ledger

This section of the Certificate Editing Screen gives you a “line-by-line” accounting recorded as each transaction is made. In our example below, you’ll see the three entries, the certificate purchase, a customer’s store purchase and a New Ledger Entry. Note that the ledger keeps a running balance of the certificates value. Certificate Ledger Entry

A Merchant can make an entry to the ledger at anytime using this feature. This gives you the opportunity to update the ledger with a single credit or debit entry. Enter a short description for the entry in the Description field. Enter the amount in the amount field. Make certain that you enter a negative number for a debit. Click the “New Ledger Entry” button when finished. In the example above we have made a New Ledger Entry which appears as the 3rd entry in the Ledger. Return Email UltraCart's return email feature allows you to configure UltraCart to automatically send a very personalized email to the customer if they abandon their shopping cart. UltraCart will also generate a unique link in the email that will take the customer back to the 453

shopping cart with all of their items pre-populated. A discount coupon that you have already created will automatically be applied. Viola, you saved a sale! Most merchants offer the customer 10% off their order (via the coupon) if they return and purchase. The system is smart enough to not send an existing customer a coupon. This will help you close the sale on new customers. There are three steps to configuring the return email option: 1. Setup your return email address 2. Configure a coupon 3. Configure your return email message Return Email Address

You will certainly want the email to be personalized and appear to be coming from your address rather than from ultracart.com. Hence, this feature should only be used by merchants that have an email server capable of sending authenticated SMTP traffic. To configure your Return Email Address navigate to: Main Menu  Configuration  Email Addresses [link]  Abandon Return Email At the Email Addresses screen, scroll to the bottom to locate Abandon Return Email.

Figure 417 - Abandon Return Email screen

In most cases you'll want to contact your email server administrator to obtain the criteria needed to complete this section. Enter the following information into the appropriate fields. Click the "Save" button when finished. Server: The IP Address or host name of your mail server (mail.hostname.com) Alternate Port: The standard port is 25. If you need an alternate port, indicated it here (i.e., 465). This field is optional. 454

Username: Password: Email: Friendly Name:

Your username as indicated on your mail server Your password used on your mail server Your email address This is the name (typically yours) that you may have established to show when you send mail in stead of your email address.

Return Email Coupon

To provide the customer an incentive to return to the cart and make the purchase, you'll want to make them an offer they can't refuse. In this step you'll create a coupon that when configured during the Return Email step, will automatically be injected into the cart. When the customer returns to the cart, they'll be pleased to see your gracious offer. To configure your coupon navigate to: Main Menu  Marketing  Coupons [link] If you already have a coupon configure that fits the need, feel free to use it. If not, click the "new" button to create one. Make a note of the Coupon Code (name) as you'll need it in the next step. For more information on creating coupons, see page 414. Return Email Message

Now that you have all the ducks in a row, this is where the configuration of the Return Email feature takes place. Navigate to: Main Menu  Marketing  Return Email [link]

You'll be taken to the Return Email configuration screen where you'll complete six fields; coupon name (code), subject, message body, send email after, abandon after, and proactive email collection.

Figure 418 - Return Email configuration screen

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Coupon: From the drop-down menu, select the coupon code you previously created for this application. Subject: Enter the text you want to appear as the Subject line in the Email. Message: The Message field allows you to enter the text that you want your customers to see when reading the email. This is your opportunity to really convince them to return and complete the purchase. You can find a sample email on the Tool Tip following the "message" prompt field. Note: There are three tags used in the email to insert critical information. You can place them anywhere in the body of the message but you must insure that they are the proper syntax. They are: [name] – Customer name as entered on original order [link] – the critical hyperlink generated by UltraCart to take the customer back to the appropriate shopping cart with coupon applied. The Return Email function will not work without this link! [code] – shows the customer the coupon code Send email after: This is the amount of time the system will wait before sending your return email to the customer. Simply enter the number of Hours you want the system to wait before sending out your message. Abandon after: The amount of time the system will hold a customer's information and items. The items ordered will be in an "allocated to order" state for the duration of this timer. While the order is being held, the inventory for that item is also put aside, holding the item(s) for the customer. Merchants with tight inventory controls and limited supply of products should use caution with this setting. A long duration for Abandon After can cause some "out of stock" issues because those items, while in the allocated state, will reduce your available to allocate count. New customers will receive the dreaded "out-of-stock" message and cannot purchase those items when inventory levels fall to zero. The word of caution is; if you have small inventory levels, set a reasonably low duration for the Abandon After field. Proactive Email Collection: Select this check box if you want the email address of customers that abandoned their checkout to be added to your opt in email list. You can locate the "Opt In" list by running the Order Email report at Main Menu  Reporting. Be advised that this is a grey area in terms of email abuse since the customer did not specifically "opt in" to such a list. Therefore all such emails must be sent from your own SMTP email server. Click the "Save" button when finished. You can also disable the Return Email feature by clicking the "Turn feature off" button. Doing so will remove all data previously entered. 456

Exit Pop Exit pop allows you to give the customer that attempts to leave the cart an incentive to complete their purchase. If the customer attempts to close the browser, a standard browser popup will appear. A custom text message that you create offering the customer a discount (coupon) will appear like the one show below.

If the customer acknowledges by clicking the "cancel" button, a custom graphic (that you create and upload) will be displayed and an announcement that the coupon has automatically been added to their cart.

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A different exit pop can be configured for each of your screen branding themes. There is no code to install into your checkout branding. UltraCart will automatically handle the injection of the exit pop into the checkout process. We've also included an easy preview button to allow you to see what the exit pop will look like without having to interact with your checkout or clear cookies, etc. There are 3 steps in configuring your Exit Pop feature: 1. Create and upload your discount graphic via the screen branding graphics library tab. See page 130 for instructions on uploading graphics. 2. Create the coupon you will be offering if not already created. See page 414 for instructions on how to create coupons. 3. Complete the details on the Exit Pop configuration screen. To configure your Exit Pop navigate to: Main Menu  Marketing  Exit Pop [link] There are only 4 fields to configure; Graphic, Coupon, Text and On View Cart.

Figure 419 - Exit Pop configuration

Coupon Graphic:

Provided that you have already created and uploaded your coupon graphic as mentioned earlier, you can select it via the drop-down menu to the right of the Graphic prompt.

Coupon:

Provided you have already created your Exit Pop Coupon, you can select it via the drop-down menu to the right of the Coupon prompt.

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Text:

Sample text has already been entered in the text box. You can edit as you see fit. Remember that for the customer to return to the cart, they'll need to click the "cancel" button presented. So, your text message must have a statement to that effect. You'll also need to enter the amount of your discount that the coupon will apply.

On View Cart:

By default, the Exit Pop feature is programmed to appear only if a customer closes the browser at screens beyond the "view cart" screen. If you want the Exit Pop to appear upon closing of the View Cart screen, then place a check in this box.

Click the "Save" button at the bottom of the screen when you are finished. Preview Exit Pop:

To test and preview your configuration, return to the Exit Pop screen and click the "preview" button to on the right.

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3rd Party Marketing UltraCart has added support for several popular, 3rd party email marketing programs (auto responders). They each have different functionality so if you are not already using one of these services, consider browsing their web sites to help make your decision of which one to use. To configure your 3rd party email marketing program, navigate to: Main Menu  Marketing  3rd Party Marketing [section] Click on the program you have chosen to use.

Figure 420 - Marketing screen

API Integrations The configuration screen for the first 4 marketing firms is straight forward and easy to complete. Some require a login and a password while others require only an API Key. You'll need to sign up with the company you chose to obtain this vital information. You'll then enter that information at the configuration screen in order for UltraCart to communicate with your particular marketing program. Constant Contact, GetResponse, Campaign Monitor, iContact and SilverPop are integrated through UltraCart via API calls. Constant Contact and iContact require a Login & Password. Campaign Monitor and Get Response require API Keys. SilverPop requires Login & Password and user selectable server (assigned by SilverPop). 1. Once you have signed up with the marketing company, complete your configuration screen (examples configuration screens for Constant Contact and SilverPop are shown below).

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Figure 421 - Sample email marketing configuration

2. Enter your Login & Password or API Key (whichever is required) -SilverPop users skip to #53. During the signup with your marketing company you will have created your mailing list(s). Enter the list names where indicated. (not applicable for SilverPop). 4. Provides html snippet for those users that want to have the customers added to their mailing list via the "buy link". If you use this option, any entry in #3 will be ignored. Note: this option is for experienced users. 5. (SilverPop users only). Select your assigned server from the drop-down list.

Figure 422 - SilverPop configuration screen

Click the "Save" button when finished with your configuration. 461

External Auto Responders (AWeber) This section is provided for merchants that want to integrate their UltraCart customer base with AWeber. UltraCart collects the information and sends it via email to AWeber who in turn, parses the information to be stored in the merchants Auto Responder file. This configuration can also be used for developing your own database listing of customers or for importing into non-integrated emailing programs. Configuring UltraCart for AWeber

At the Marketing menu, click on the External Auto Responders link. The following screen will appear.

If you have no auto responders defined, the familiar "no records are defined" screen will appear. Click on the "new" button to configure a new auto responder. The External Auto Responder configuration screen will appear.

Figure 423 - External Auto Responder

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There are 6 fields to complete: Description, To Email, Subject, Body, Trigger Items and Suppress Items. Note: It's assumed that you have already created a list in AWeber and know the list name.

Description Enter a short description that makes it easy for you to identify later (example: "AWeber list"). To Email Enter the email address which should be in the format <list name>@aweber.com where <list name> is replaced by whatever your actual list name is. Subject (optional) This may be useful to help segregate customer lists for those merchants with multiple stores. Trigger Items (optional) Some merchants may want emails sent only when specific items are purchased. Enter each item on a separate line. Suppression Items (optional) When an Item ID is entered here, any purchase with that Item included will not be sent (emailed). Click the "Save" button when finished. Configuration at AWeber

The following are instructions for setting up your AWeber account to integrate seamlessly with your UltraCart account. 1. Login to AWeber 2. From the Main Dashboard select your list from the Change List drop down and click go. 3. Click List Settings 4. Click Email Parser 5. Click Create Parser Ruleset 6. For description enter "Shopping Cart: UltraCart" 7. For trigger rule enter: "From:[^\n]+uc\.order\@ultracart\.com" and select Match On "Header" 8. For Rule 1 enter "[^\n]*Email:[\t ]+(.+?)[\t\n ]" select Match On "Body" and Store In "Email" 9. For Rule 2 enter "[^\n]*First Name:[\t ]+(.+?)[\t\n ]" select Match On "Body" and Store In "Name" 10. For Rule 3 enter "[^\n]*Last Name:[\t ]+(.+?)[\t\n ]" select Match On "Body" and Store In "Last Name" 463

11. Click Save When an order is placed in your UltraCart, it is sent to AWeber. AWeber parses the file with the rules you set (above). The data now becomes part of your AWeber records.

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AUCTIONS

10. Auctions

Chapter

10

Introduction Many online merchants utilize third party marketplaces such as eBay or Yahoo! Auctions to sell surplus or remanufactured merchandise. UltraCart allows you to accept payments through the UltraCart shopping engine, allowing you to integrate these auctions with your existing back office infrastructure.

Payment Wizard To begin the auction payment process, navigate to the Payment Wizard as follows: Main Menu  Auctions Payment Wizard There are four steps in the Auction Payment Wizard; 1) Configure Auction, 2) Verify Auction Information, 3) Quantity, Item, Weight & Item ID and 4) Copy and Past Unique Item ID.

Figure 424 - Auction Payment Wizard

Step 1 – Configure Auction On the first screen you will need to select the site which the auction is hosted in the drop down menu (Ebay or Yahoo). Next enter the auction number. If you have more than one 465

auction item, enter each auction number on a separate line in the “Auction Number(s)” field. When you press the “Continue” button, UltraCart will retrieve the auction information and display it on the next screen. Step 2 – Verify Auction Information Please confirm that the auction number(s) you have entered is/are correct. If the information shown is correct, click on the link to continue to the next step. If the information is incorrect, press the “click here” link or the back button on your browser to return to the previous screen. Make sure you have entered the correct auction number and selected the correct auction site.

Figure 425 - Auction Verification Screen

Step 3 – Quantity, Weight and Item ID Enter the quantity of items won (being purchased) into the “Quantity” field. By using the UltraCart Payment Wizard, you can utilize your existing shipping rules in third-party auctions. To do so, simply enter the item weight in the “weight” field. Alternatively, you can specify a fixed shipping cost in the “Fixed Shipping Cost” field at the bottom. If you would like to specify the Item ID (from your store) of the product being sold, you can do so in the Item ID Field. This is especially useful for those merchants using UltraBooks. If you do not specify an Item ID, it will show up in the cart with the Item ID of the AUCTION.

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Figure 426 - Weight & Item ID Screen

When you have completed the item specifications, press the “Continue” button. UltraCart will then create a unique link for your auction. To allow your customer to utilize the UltraCart checkout process, simply send them the link shown on the confirmation screen.

Figure 427 - Unique URL Display Screen

When the auction winner clicks on the link provided, they are taken directly to the first step in the checkout process.

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Figure 428 - Completed Auction Order

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CATALOG

11. Catalog

Chapter

11

Introduction UltraCart’s Catalog feature allows merchants to manage their store items in a dynamic catalog simplifying the task of displaying your store items on your web site. It provides a user friendly interface for establishing Catalog Templates, Catalog Groups and assigning store items to those groups. The catalog feature is especially beneficial to stores with large inventories. A thorough knowledge of HTML programming is a must when creating each template contents. This skill is essential for successful display of your catalog items. The basic steps in creating a catalog are as follows: 1. Define your host - establishes the web address where your catalog will reside. 2. Create templates - html page layouts for your groups and items (two or three templates will usually suffice). 3. Create Groups - provides organization for your catalog items into like groups for display. 4. Assign store items - easy to use interface provides a method of viewing your existing store items and selecting those to be included in your catalog.

To begin the configuration of your Catalog, navigate to: Main Menu Catalog Create New Catalog Host When you first arrive at the Host Name Selection screen you may find that UltraCart has created a default catalog entitled “secure.ultracart.com”. If this host name does appear you will need to change it to your domain name. Editing the host name is covered later. If no default host name appears, then you will need to create a new one. A separate host name needs to be created for each store that you want to build a dynamic catalog for.

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Figure 429 - Host Name Selection screen

Click on the “Create New Catalog Host” link. The following screen will appear.

Figure 430 - New Catalog Host screen

At the New Catalog Host screen, enter the Host Name. Example: Avkits.com, SlickPhones.com, etc. Then enter the Host Description. A few words that helps describe your catalog name would suffice. Click on the “Save New Host” button to save your edits and return to the Host Name Selection screen. Repeat this process for each and every Host you need to create. Editing a Host Name

Editing is available for changing the host name and host description. Click on the “Edit” button to the right of the host name. Enter the new name and/or host description in the box provided. Click on the “Save” button when finished. Deleting a Host Name

Deleting a host name is not a user option. If you have the need to delete a host name, contact UltraCart support.

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Host Name Selection

Before you can manage your groups and assign store items, you need to identify the Catalog Host you wish to work with. Even if you have only one Host, you will need to select it. Click on the “Choose This Host” button to the right of the host desired. Catalog Administration Once you’ve chosen your host, the Catalog Administration screen will be displayed. Here you can manage catalog templates and groups, assign store items to groups and download activity logs.

Figure 431 - Catalog Administration Menu

Manage Catalog Templates Catalog Templates will eventually hold your actual html code that will display all your catalog items. In most cases you will create only two templates; one for your groups (which you will create later) and another for items. We will discuss the creation of the actual web content (template contents) later. At the main Catalog Administration screen, click on the “Manage Catalog Templates” link. On your first arrival to this screen, you will see the familiar “No templates have been defined” notice. Once you’ve created your templates they will be listed here.

Figure 432 - Template Administration screen

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To create your first template, click on the “Add New Template” button. The New Catalog Template screen will appear.

Figure 433 - New Catalog Template

Template Name

Enter the Template Name in the box provided. We suggest that you include the word “Groups” in the name (example; Avkits Groups). Template Contents

The Template Contents field is where you will enter the html code to display your store items. Most will create this code in their favorite HTML editor and simply copy and paste into this field. Click on the “Save New Template” button when finished. Your newly created template will now be listed on the Template Administration screen. To create your second template click on the “Add New Template” button again. Repeat the steps above only this time include the word “Items” in the name. Click on the “Save New Template” button when finished. In our example below, we created templates named “Avkits Groups” and “Avkits Items”.

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Figure 434 - Add New Template (with samples)

Edit Template

If you need to change the Template Name, click on the “Edit Template” button to the right of the Template. You will be taken to the same screen that you first created your template in. Highlight the Name and change as desired. Click on the “Save Changes” button when finished. You will also use this feature to edit your template contents (html) later. Delete Template

Click on the “Delete Template” button to the right of the Template Name to delete the template. CAUTION! There will be no warning dialog and this action is not reversible. You cannot delete a template if catalog groups have been created. You will receive the following notice if you attempt to do so.

Manage Catalog Groups You will create groups to organize and display your catalog store items. Some planning is in order prior to creating your groups. It might a good idea to create an organization chart showing the hierarchy of your groups and the store items assigned to each group. Determining your groups in advance will greatly assist in the creation process. A sample organization chart of the hierarchy for a small (pretend) store follows.

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Figure 435 - Sample organization chart

Catalog (Root) Group

At the main Catalog Administration menu, click on the Manage Catalog Groups link. The first group you create will be the Root Group and will be a little different than subsequent groups. All subsequent groups will be children of this root group. As with creating Templates, you will be greeted with a “no catalog groups found…” statement until you create your first group.

Figure 436 - Group Administration screen

Click on the “Add New Group” button to create your first group. The following screen will appear.

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Figure 437 - Add Catalog Group screen

The Catalog Group screen has two tabs; Group and Attributes. Group Title

Enter the Group Title. Again, it might be best to name this the same as your Host Name. Group Description

Enter a description of your group in the Group Description field. Group Template

A drop-down menu is provided to the right of the Group Template field. This will list the Templates that you previously created. You will want to select the “Group” template that you created earlier. Item Template

Basically the same action as in the group template except here you will want to select the “Item” template. Catalog Attributes

Click the Attributes tab to enter the Group Attributes. You will be greeted with the familiar “No attributes have been defined….” statement until you’ve created your first attribute.

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Figure 438 - Catalog Group Attributes

New Attribute

The attribute field is basically a holder for information you may want to have displayed on the template for a particular group. Without this feature you would need to create many separate templates. To create an attribute, click on the “New Attribute” button. The following screen will appear.

Figure 439 - Add Attributes screen

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Enter the name of the attribute in the box provided. Then enter your data in the Value field. Click the “Save” button when finished. Your newly created attribute(s) will appear on the Attributes list.

Figure 440 - Group Attributes (with example)

You will also have an “Edit” and “Delete” button available. Click the “Edit” button to return to the previous screen to make changes. The Attribute will be deleted immediate upon clicking the “Delete” button. There will be no Warning Dialog window presented. This is an irreversible action. Click the “Return to groups list” link to return to the Catalog Administration screen. Your newly created group will be listed there.

Figure 441 - Catalog Group editing screen

You will now see “Edit this Group” and “Delete This Group” links. Clicking the edit link will return you to the Catalog Group screen where you can make changes to the group or attributes fields. Click the “Delete This Group” link to remove the group. Upon doing so, you will be presented with the following warning dialog window.

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Clicking the “OK” button will delete the group and all child groups assigned to it. This action is irreversible. Click the “Cancel” button to return to the previous screen without deleting the group. Catalog (child) Group All subsequent groups created will be children of your first (root) group. Click the “Add New Group” button. The add group screen will appear with a different look.

Figure 442 - Catalog (child) Group screen

Again we have two tabs at this screen; Group and Attributes. Group Title (child)

As with your first group, here you enter the title of this group.

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URL Code

Identify the URL (uniform resource locator) where this group resides. Image URL

Identify the URL (uniform resource locator) where the image of this group resides. Group Description

Enter the short description of this group. Parent Group

Select the Parent Group this child belongs to in the drop-down menu. Given that this example is the first child of our Root Group then Avkits.com would be the only selection available. Group Template

We have created only two templates in this scenario; Avkits Groups and Avkits Items. Here we would select Avkits Groups from the drop-down menu. Item Template

The drop-down menu here will have the same two options as above. Since we are selecting our Items Template it would be Avkits Items. Attribute Tab

As the same as before, you can assign attributes to any group. Click on the attribute tab and then click the “new Attribute” button. Enter the Name and Value in the boxes provided. Click on the “Save” button when finished to return to the Group Administration screen. The following is an example Group Administration screen after we have entered all the groups as seen on the above organization chart.

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Figure 443 - Group Administration screen (with groups)

Item Assignment Once your templates and groups have been created, you are ready to assign your items to those groups. This is done at the Item Assignment menu. Navigate to the Catalog main menu and click on “Item Assignment” link. This link will begin loading UltraCart’s Catalog Item Management program. The first window you will see is the Merchant Login.

Figure 444 - Item Assignment Login screen)

Enter your Merchant ID, Login, and Password. Click on the “Login” button when finished. The Catalog Item Management screen will then appear (in its own, separate window).

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Figure 445 - Item Assignment Interface

There are four panes to this window; Catalog Groups (left), Item Folders (right), Items Assigned to Catalog Group (top/center) and Items in Folder (bottom/center). The two middle panes will be empty (except for column headings) on your first visit to this screen. When an item is selected in any of the panes it will become blue highlighted. Catalog Groups pane

The Catalog Groups pane (left) will display a listing of your groups. Groups are represented by small document icons. Parent groups are represented by a yellow folder and can be opened or closed by a double click. Item Folders pane

This pane will display your actual store item hierarchy. Parent directories are represented by a yellow folder. Children of parent directories are represented by a small document icon. A single click on any item in this pane will cause the store items within that folder to be displayed in the “Items in Folder” pane (center/bottom).

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Items Assigned to Catalog Group

This pane will display all the items you assign to the catalog group you’ve selected in the left column (Catalog Groups). Items in Folder pane

This pane will display all the items assigned to the group you’ve selected in the right column (Item Folders). Assignment steps

The following is a step-by-step order for assigning store items to a Catalog Group. 1. In the left pane, click on the Catalog Group you wish to assign items to. 2. In the right pane, click on the Item Folder that contains the items you want to assign (store items will then appear in the bottom/center pane). 3. In the bottom/center pane, click on the item you want to assign. 4. Click on the “Assign” button in the middle of the screen. Your item is now assigned and will appear in the upper/center pane. 5. Click on the next item to be assigned and again click on the “Assign” button. Continue assigning items until finished. You can change (select) to a different Item Folder (right pane) and continue assigning items to the same Catalog Group. When finished assigning items, select “Exit” from the File Menu at the top of the screen. The following screen shows 3 items assigned to our Airframe Catalog Group from the Structural Parts folder.

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Figure 446 - Item Assignment Interface (populated)

Removing Items from a Catalog Group

You can remove items from a Catalog Group just as easily as assigning. The follow is a step-by-step order for removing a store items from a Catalog Group. 1. In the left pane, click on the Catalog Group you wish to remove items from. 2. In the upper/center pane, click on the item you want to remove. 3. Click on the “Remove” button in the middle of the screen. Your item will no longer appear in the upper/center pane. 4. Click on the next item to be removed and again click on the “Remove” button. Continue removing items until finished. Show Unassigned Items

Assigning new items to a group can be a difficult task for stores with numerous items. In order to make this as painless as possible, there is a method to list only the unassigned store items in the “Items in Folder” pane. To do so, select “Show Unassigned Items Only” from the View menu at the top of the screen. Then select the folder desired from Item Folders (right pane). Now only the un483

assigned items will appear in the “Items in folder” pane (center/bottom). This should make it much easier to find new items to add to your group.

Download Logs This routine generates a log file of your catalog traffic in zip format. Navigate to the Catalog Administration screen and click on the “Download Logs” link. Each individual log file contains 7 days of traffic. The weekly files are listed at the Download Catalog Logs screen and are purged periodically. Merchants that use this feature should periodically download the files to their system.

Figure 447 - Catalog Log File

Click on the check box to the left of the file(s) you wish to download. Then click on the “Download Zip” button. You should be presented with a dialog window that allows you to save the file to your system. The file, once downloaded and unzipped, can be viewed in most word processors. It will list all requests to the server for that given period. The merchants can then explore and analyze the data. 484

Log file Analyzers

There are commercial and open source programs (log file analyzers) available that will generate web server statistics from your log files. Three examples are: Analog (www.analog.cx), Webalizer (www.mrunix.net/webalizer/) and Webtrends (www.webtrends.com).

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CUSTOMER SUPPORT CHAT

12. Customer Support Chat

Chapter

12

Introduction One of UltraCart’s most powerful tools is the Customer Support Chat service. This set of utilities allows you to engage your website visitors through interactive chat and dynamic surveys. The chat system is written using Java™ technology, allowing it to run on virtually any computer or internet browser. This enables you to use the support chat service from any computer with internet access.

Configuring Support Chat Account Activation The first step in using Customer Support Chat is to configure your initial settings. To do this, you will need to activate your support chat account by navigating to the following URL: Main Menu  Operator Chat  Activate your Support account

Figure 448 - Customer Support Chat Activation

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Check the box shown to indicate that you accept the license terms for the Support Chat system, and press the Activate button to continue.

Figure 449 - Activation Completion Screen

The activation process creates your support account, and creates users for each of your UltraCart users. After you have activated, you will want to create at least one support queue. Support Queues UltraCart allows you to create multiple support queues for use throughout your organization. This allows you to segment your customers based on a variety of criteria. Additionally, you can specify permissions on a per-queue basis for all of your support representatives. To create your initial support queue, either click the link shown, or navigate to the following URL: Main Menu  Operator Chat  Manage Queues  Add New Queue

Figure 450 - Add New Support Queue Screen

On this screen, you can specify a name for the Queue, a shortcut code for the Queue, and the default permission set for the new queue.

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The queue name is what will appear in the administration console and the end-user chat applet. The shortcut code is what will appear in the chat links you create. If you are planning to utilize only one queue, we recommend that you name the queue Customer Support, and set the shortcut code to HELP. Finally, you can specify a default permission set. You can change this at any time from the manage queues screen. When you have completed the form, click on the Save button to create the queue. You will then be shown the confirmation screen.

Figure 451 - Queue Creation Confirmation Screen

Once you have created your new queue, you will need to set a look & feel for the queue. Visit the look & feel management screen by clicking on the link shown, or by clicking on the “Change Look & Feel” button to the right of the desired queue name.

Figure 452 - Change Look & Feel

Queue Look & Feel You can customize how the chat button will appear on your site by using the Queue Look & Feel utility. This allows you to completely integrate the chat buttons with your existing site pages.

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Figure 453 - Queue Look & Feel screen (Images Only)

Customer support chat allows for two look & feel modes. “Images Only” is the default mode. In this mode, UltraCart will only display an image when a support operator is available in the queue specified. If a support operator is not available, nothing will be displayed on the page. The second mode is “Images & HTML.” In this mode, you can specify HTML content to be placed around the image when an operator is available, as well as HTML to be displayed when there are no available operators.

Figure 454 - Queue Look & Feel screen (Images & HTML)

You can choose either of the pre-made operator available images, or you can choose to use any image located in your image library. 489

Once you have completed your look & feel customization, press the Save Changes button. You will then be taken back to the Manage Queues screen. Now that you have created a queue, you will need to create the HTML code needed to enable the chat functionality. Navigate to the main support menu: Main Menu  Operator Chat From the main support menu, click on the Create Support HTML link. This will take you to the Chat Support HTML creation page. From this page, you can create the necessary HTML code for each of your queues.

Figure 455 - Create Chat Support HTML Wizard

The drop-down on the right side of your screen contains each of your queues. To view the HTML code for a particular queue, select it from the dropdown. The text inside the box HTML Code will be updated to reflect this. You will then need to place that HTML code You can place this code on any number of pages on your website. If there are agents logged into the support system, your chosen graphic will be displayed, and will link to the chat system. If there are no agents logged into the support system, the graphic is not displayed. 

If you want to be able to track visitors, but not place support buttons on each screen, simply create a queue with no permitted agents. The graphic will never be displayed, but the server will follow the progress of customers loading the pages containing that queue HTML. This is especially useful for the survey & pushed chat functionality.

AutoMessages AutoMessages are templates that allow you to save time in your chat sessions by creating automatic responses. For example, you can create an AutoMessage that greets your 490

customer. You can access the AutoMessages screen by navigating to the following address: Main Menu  Operator Chat  Manage AutoMessages

Figure 456 - Manage AutoMessages Screen

To create a new AutoMessage, click the button labeled “Add New AutoMessage.” You will then be shown the new AutoMessage screen.

Figure 457 - New AutoMessage Screen

Enter a name for the AutoMessage. This is what will be shown in the dropdown menu in the Administration console. Next, enter the actual message content. 

You can type [AGENT_NAME] in the AutoMessage contents, and the administrator client will automatically replace it with the name of the logged in user.

Press the Save New AutoMessage button to save your changes. The next time an agent logs into the Support System, they will see the new AutoMessage in their AutoMessage drop-down list. Users Each agent who will participate in the customer support application must have an account. By default, UltraCart will create support chat users for each of the users in your 491

UltraCart account when you activate support chat. You will need to create an UltraCart user account for all of your support agents. To view the user configuration screen, navigate to the following URL: Main Menu  Operator Chat  Manage Users

Figure 458 - User Management Screen

User Permissions

You can specify the queues each support representative has access to by using the Edit Permissions function. To set a user’s permissions, click on the Edit Permissions button to the right of the user name.

Figure 459 - Edit User Permissions

You will then be taken to the user permission screen. On this screen, you will see two lists. On the left is the list of queues available, and on the right are the queues the selected agent has permissions to access. If you want to remove permissions for a particular queue, select it in the Permitted Queues box, and press the arrow to move it to the Available Queues list. To enable permissions for a particular queue, select the desired queue in the Available Queues list, and press the arrow to move it to the Permitted Queues list. When you have completed your changes, press the Save Changes button to continue. 492

View Transcripts

UltraCart keeps a complete log of every conversation processed by the support chat system. Agents can view the chat history of a particular customer directly from the support admin console. Additionally, you can view all transcripts for a particular support agent from the user management screen. To view an agent’s transcripts, click on the View Transcripts button next to their name. This will take you to a screen showing a summary of all chat sessions handled by the agent.

Figure 460 - Agent Transcript Summary Screen

On the summary screen, you will see a session ID, the Date & Time the session began, the customer’s name, and the length of the support session. To view the transcript of a particular session, click on the session id number.

Figure 461 - Session Transcript Screen

Surveys One of the most powerful tools included with the customer support chat system is the survey system. Using surveys allows you to better serve your customers by finding out their needs, as well as improving customer support by allowing your customers to be part of the shopping experience. To begin using surveys, navigate to the following URL: Main Menu  Operator Chat  Manage Surveys 493

The first step is to create a new Survey. Click on the Add New Survey button to go to the new survey screen.

Figure 462 - New Survey Screen

First, you will need to enter a name for the survey. This is what will be shown in the administration console. The customer will not see this value. Next, you need to enter a greeting for the survey. The greeting will appear above the survey shown to the user. After the user has completed the survey, they are shown the message you specified as the survey closing. This is a good place to offer discounts, etc. After you have completed the general survey information, you can begin creating questions for the survey. Each survey can have up to 10 questions. Begin by choosing a question type. The survey tool supports four different question types: Radio Buttons, Text Field, Check Boxes, and Essay (Text area). Shown below are examples of each question type.

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Figure 463 - Sample Survey

When you have chosen a question type, additional fields will appear. These fields allow you to specify the question text, and if applicable, the permitted choices.

Figure 464 - Question Configuration

If the question type is either Radio Buttons or Checkboxes, you will be shown a field labeled Options. In this field, you should enter each desired choice, separated with a comma. For example, if you have three color choices, you would enter red, green, blue. Radio button questions allow the customer to choose from one of the options shown, and check box questions allow the customer to choose any number of the options shown. When you have completed your question configuration, press the Create Survey button to save your changes. This will save your changes, and return you to the main Survey menu.

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Figure 465 - Current Surveys List

View Reports

UltraCart automatically creates detailed reports for each of your surveys. To view the report, click on the View Reports button to the right of the desired survey name.

Figure 466 - Sample Survey Report

You can download a PDF version of the report by clicking on the Download as PDF file button next to the report title. AutoSurvey Settings

UltraCart allows you to automatically display a survey on various pages throughout your website. These AutoSurveys help you get a random sampling of your website visitors. UltraCart also takes precautions to help insure the integrity of the results, such as not allowing a single visitor to take a particular AutoSurvey more than once, and by using unique Internet addresses for each AutoSurvey. To enable AutoSurvey for a particular survey, click on the AutoSurvey Settings button to the right of the desired survey.

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Figure 467 - AutoSurvey Settings

To enable an AutoSurvey for a particular page, you will need to enter the full URL of the page on which you wish the AutoSurvey to appear. Since the surveys are served from a secure server, you can include AutoSurveys on secure pages. After you have entered the page URL, you will need to specify a frequency percentage. This defines how often the survey will be presented to your visitor base. For example, if you enter 25%, one out of every four page loads will trigger the survey. Again, UltraCart will not show a single user an AutoSurvey twice, regardless of which URL triggers the AutoSurvey. 

In order for AutoSurveys to work on a particular page, the page must include the support queue HTML. If you do not want to offer support on that particular page, we recommend that you create a support queue with no permitted agents, and use that queue on the appropriate pages

Using the Chat Administration Console Launching the Chat Administration Console The Chat Administration console uses Java Web Start technology to enable you to run the application from any internet-accessible computer, regardless of location or computer type. To launch the administration console, click on the Launch Agent Console link.

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Figure 468 - Launching the Agent Console

If your computer has the Java Web Start software installed, the Agent Console will launch immediately. If not, your browser will automatically download & install the latest version of the software. If you are unable to complete the installation process from your browser, you can download the Java Web Start software and manually install it from the following URL: http://www.java.com/en/download/index.jsp Once you have installed the Java software, re-load your browser, and click on the Launch Agent Console link. This will then launch the Agent Console. If you are still unable to install the Java software, please contact UltraCart Support. The first time you launch the Agent Console, Java Web Start will download the necessary Agent Console files. Depending on the speed of your Internet connection, this may take up to 2 minutes. After the files have been downloaded and installed, subsequent launches will be much quicker.

Figure 469 - Agent Console Launch

When you first launch the Admin Console, you will be prompted to allow the Support application to run on your local machine. Press the Start button to continue launching the Admin Console. This message will only appear once.

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Figure 470 - Application Security Window

Logging into the Agent Console Each support representative has a unique user name & password in the Support Chat system. To begin, enter your merchant id (shown here as Agency ID), user name, and password into the login screen.

Figure 471 - Login Screen

The agent console will then connect to the UltraCart support server to validate the login information, and retrieve the necessary information to start the application. This may take several seconds. After you have successfully logged in, the main console will be displayed. Navigating the Agent Console The main console window consists of two distinct areas. The top part of the interface is the overview section. This allows you to quickly view the status of the visitors currently browsing your website, as well as those waiting to participate in a chat session. It consists of three tabs: All Customers, Enqueued Customers, and Queues. You can change the active tab by clicking on the text.

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Figure 472 - Main Agent Console

All Customers Enqueued Customers

Queues

This tab shows a list of all customers currently browsing your website. This tab shows a list of all customers currently waiting in a chat queue. If available, it also shows additional information such as customer name & e-mail address, and hold time. This tab shows a list of all queues the agent is permitted to access. For each queue, you can view the number of customers waiting, and the hold time of the customer who has been in queue for the longest amount of time.

In addition to the primary sections of the agent console, there is a button bar located at the top of the window. This button bar consists of two sections: Current Status, and Notify Sounds.

Figure 473 - Agent Console Button Bar

Current Status

The current status section allows you to specify your status to the Support system. A summary of the available status options appears below. Unavailable

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The Unavailable status means that you are not available for any additional chat sessions. If all agents in a queue are in Unavailable status, the chat image will not be shown. For example, if you need to

Available

Busy

clear a queue at the end of the day, you should set your status to Unavailable. The Available status means that you are ready to accept new chat requests. While in the available state, new chat requests will be automatically opened by your administration console (up to two active chat sessions) The Busy status means that you are ready to accept new chat requests, but do not want your console to automatically accept chat requests. This is useful if you need to complete some follow up work related to a chat session. While in the Busy status, customers will continue to be able to enqueue in the queues permitted the agent.

If you are in any status mode other than Available, the button will blink red to remind you of this.

Notification Sounds

The admin console can play a sound when a new user enters the queue, and when a new chat session begins. You can toggle these notification sounds by pressing the corresponding button on the button bar. By default, the enqueue notification is disabled, and the new chat notification is enabled. Overview Section

All Customers Tab

The All Customers tab allows you to view a list of all customers currently browsing your site. This information is retrieved from the support html tags that are included on your pages, so it is recommended that you include this tag on all pages you wish to track in the admin console.

Figure 474 - All Customers Tab

For each visitor being tracked by the support system, you are shown a variety of information. This includes their unique ID, name (if available), the last page the loaded, how long their current visit has lasted, and the length of time they have spent on the current page. 501

You can view additional options for a particular customer by right clicking on the row containing the desired customer. This presents you with three options: Show Customer Properties

Push Survey

Push Chat Request

This menu item retrieves all known properties for the selected customer. These properties will be displayed in the session section of the admin console. This menu item allows you to push a survey request to a particular website visitor. On the next page with the support HTML tag they load, their browser will pop up the specified survey. This menu item allows you to push a chat request to the selected website visitor. On the next page with the support HTML tag they load, their browser will pop up a chat session.

Enqueued Customers Tab

The Enqueued Customers Tab shows you all of the customers currently waiting to chat with a support representative. This view shows the basic customer information, as well as the amount of time they have been waiting in queue.

Figure 475 - Enqueued Customers

You can begin a chat session with an enqueued customer by both double clicking on the customer’s name, or by right clicking on the customer name and selecting Begin Chat. Queues Tab

The Queues Tab shows you the status of all of the queues to which you are logged in. Additionally, it shows the number of customers currently waiting in the queue, and the maximum length of time a customer has been holding.

Figure 476 - Queues Tab

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Details Section When you perform an action in the summary section, the results of that action will appear in the details section.

Figure 477 - Customer Info Tab

The details section contains two primary tabs: Customer Info, and Chat. Each of these primary tabs contains one or more secondary tabs, located at the bottom of the window.

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ULTRABOOKS

13. UltraBooks

Chapter

13

Introduction Many online merchants use Intuit’s industry leading QuickBooks™ accounting software to maintain their company books. UltraCart has enhanced support for Merchants using QuickBooks™ with the addition of our QuickBooks™ integration tool called UltraBooks. UltraBooks allows UltraCart merchants to import data directly to QuickBooks™ software. There’s no need to deal with file formats and data conversion as UltraBooks does it all for you. Once configuration steps are complete, merchants simply run UltraBooks and it handles all the communication and importing between UltraCart and QuickBooks™. Background UltraBooks is an installed Microsoft Windows application that connects up to the central UltraCart system and downloads orders into Intuit’s QuickBooks™ version 2004-2009 (Pro, Premium or better versions). The software is not compatible with Mac, Online, International, or Simple Start versions of QuickBooks™. For each order that is completed in UltraCart (i.e. marked as shipped), UltraBooks will download the order as a "sales receipt" or "invoice" (depending on the payment method) and import into your QuickBooks™ company file. What type of data will UltraBooks import? UltraBooks will create customer profiles for your customers automatically if they do not already exist. After creating the customer profile UltraBooks will create a sales receipt or, in the case of purchase orders, an invoice for each completed order. Those using QuickBooks™ Merchant Services (QBMS) will also have credit card transaction information imported. Importance of things matching up Later we are going to cover how things match up between UltraCart and QuickBooks™. It is very important that you properly configure both systems so that things will match up.

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There is no “auto-magical” way for things to link up between the systems so pay very close attention to the values in both systems. Downloading and Installing the Required Software To begin the configuration process of UltraBooks navigate to: Main Menu Configuration Back Office  UltraBooks

Figure 478 - Back Office Section / UltraBooks Link

To use UltraBooks you must have the following:  Microsoft Windows 2000 2.0, XP, or Vista  .Net Framework 2.0  UltraBooks

Getting Started with UltraBooks In order to use UltraBooks you must first download and install all the required components onto the same PC that QuickBooks™ is installed: 

.Net Framework o The .NET Framework version 2.0 redistributable package includes everything you need to run applications developed using the .NET Framework.

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The download exe file (dotnetfx.exe) is approximately 23698 KB as of this writing and may take considerable time to download. o From the main UltraBooks screen, click on the link “.net Framework”. and download the file to your system. Once the file has been downloaded, double click the dotnetfx.exe icon which will usually take only a minute or two to install. This software will perform its work in the background when you run UltraBooks. QuickBooks™ SDK QBFC 6.0 o This file resides on UltraCart’s server and will download from there. Double click on the link “QuickBooks™ SDK QBFC 6.0”. The file should download and install automatically. UltraBooks v2.0 o This file also resides on Ultracart’s server and needs to be downloaded to your system. Click on the link “UltraBooks v2.0”. Once you have downloaded the file you will need to “extract” it using your favorite utility (WinZip, WinRAR archiver, etc). In order to make it easier to locate the files after extracting, it’s suggested that you place the downloaded, compressed file into its own folder. Once that’s done, double click on the Setup.Exe file to execute the extracting and installation of UltraBooks v2.0. o





Configuration Mode Once all downloads and installs are complete it’s time to configure your UltraCart account for UltraBooks. In UltraCart, navigate to: Main Menu  Configuration Back Office (section)  UltraBooks

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Enter the configuration mode by clicking the “Configuration Mode” button on the bottom of the main UltraBooks page.

Figure 479 - UltraBooks Download and Configuration Mode

Accounting Codes Pressing the “Configuration Mode” button will enable your merchant account for QuickBooks™ configuration. You will be taken to the “Unconfigured QuickBooks™ Codes” screen where you will be directed to begin entering the appropriate accounting codes for each item listed as unconfigured. Assigning accounting codes allows UltraBooks to match up and properly categorize data in UltraCart to data in QuickBooks™. Each time you return to the main UltraBooks configuration page, you will be presented with the list of pending items until all have been configured.

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Figure 480 - Non-configured QuickBooks™ Codes

Some of the general areas that you must enter the QuickBooks™ accounting codes for are Payment Methods, Tax Rates, Shipping Methods, Coupons, Gift Charge / Wrap Papers, etc. Payment Methods

In UltraCart navigate to: Configuration  Checkout (section)  Payments. For each of the payment methods you have enabled in UltraCart you will need to specify what the corresponding code is in QuickBooks™. Run QuickBooks™ and from the drop down menus click on Customers  Enter Sales Receipts or from the Home window click on the "Create Sales Receipts" button.

. Deposit to Account

Also located on the UltraCart Configuration  Payments screen is a field called QuickBooks™ deposit to account. This is the account you want the funds to be deposited into in QuickBooks™ when the sales receipts are added. By default, if this field is left blank the funds go into the un-deposited Funds account. The following are sections of the payments screen depicting the location of those codes.

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To specify a different account click on the Chart of Accounts in QuickBooks™ and enter the name of the account you want to deposit funds into. Please note this is the NAME of the account and not the number!

Surcharge QuickBooks™ Code

The Surcharge QuickBooks™ code depicted above for Credit Cards and COD are to allow merchants to charge for those special services payment options. These codes come from the Item List in QuickBooks™. You'll probably need to create new Items in the QuickBooks™ Item List for these surcharges. The Item List can be found under the

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"Lists" menu or by clicking on the "Items & Services" icon on the Home screen. You’ll see a row of menus at the bottom of the Item List window. Click on the Item drop down and select "new" to create a new item. Remember to enter the "name" you assign the item into the Surcharge QuickBooks™ Code field. Sales Tax

Each of your unique tax jurisdictions inside of UltraCart must have a corresponding entry in the QuickBooks™ system. To make this part of the configuration easier, UltraBooks can automatically add the missing tax jurisdiction to your QuickBooks™ file during the import process if it exists in UltraCart. So it is very important to configure the QuickBooks™ Codes inside of UltraCart for each tax jurisdiction. Configuring Tax Codes in UltraCart

Click on Configuration  Sales Tax. Start drilling down into your States, then Counties, then Cities going as deep as you have configured tax . At each level configure the QuickBooks™ tax code. During the import process, UltraBooks will present you with an import dialog if a sales tax item isn’t configured in QuickBooks™ and needs to be. The typical naming convention for the code is “<state abbreviation> Sales Tax” at the state level, then “<state abbreviation> Sales Tax” at the county level, and finally “<state abbreviation> Sales Tax” at the city level. An Example for a state sales tax code would be: "CASalesTax". For more information on configuring your sales tax within UltraCart, see page 76.

Figure 481 - Sales Tax QuickBooks™ Code

Setting up Sales Tax in QuickBooks™

This section only discusses where to set up your Tax Items and Codes in QuickBooks™. You may want to learn more about sales tax concepts. QuickBooks™ will help you understand how QuickBooks™ uses sales tax items, rates, and codes to track the sales tax you collect from your customers and pay to your tax agency. The QuickBooks™ help

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section has a tutorial about tracking and paying sales tax that should be very helpful to the novice. Turn on Sales Tax

. First you need to make sure you have turned on Sales Tax if you haven't done so already.  Go to the Edit menu and click Preferences  In the Preferences window, click Sales Tax in the list on the left.  Click the Company Preferences tab.  For the question "Do You Charge Sales Tax?" select “Yes”. There are several other settings that you will need to make decisions on. You may need to get expert advice for your company tax settings Sales Tax Codes

Depending on your state and local sales tax requirements, the preset taxable (TAX) and non-taxable (NON) sales tax codes you see may be the only ones you'll need. If your tax agency requires you to specify additional sales tax codes to track taxable and non-taxable sales, such as for non-taxable out of state sales, refer to QuickBooks™ Help for more information on how to set up additional sales tax codes and for some examples of commonly-used non-taxable sales tax codes. To add a sales tax code

1. Go to the Lists menu and click Sales Tax Code List. 2. Click Sales Tax Code at the bottom of the list and then click New.

3. In the New Sales Tax Code window, enter a sales tax code you want to use and a description for it. 4. Choose whether the code is Taxable or Non-Taxable. 5. Click OK. Sales tax items, rates, and tax agencies

QuickBooks™ uses sales tax items to calculate and add sales tax charges when you make a taxable sale. When you set up a sales tax item, you assign it a sales tax rate and associate it with the tax agency to which you pay the sales tax. 1. Still in the Sales Tax Preferences window, click the "Most common sales tax" drop-down list and choose . The New Item window opens with Sales Tax Item already selected in the Type drop-down list. 2. Enter a sales tax name.

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Use the name that you assigned for this location in UltraCart. This name appears as one of the choices in the Tax field on your sales forms. 3. Enter a description for the way this sales tax item will appear as a line item on your sales forms. The description prints on your sales forms after the final line item. You can't edit it on the forms themselves. Users frequently use the name of the sales tax item as the description. 4. Enter the sales tax rate. The percentage you enter is the rate you set up in UltraCart. For example, your sales tax rate for XYZ County might be 8.25% (or 8 and 1/4 cents per dollar purchased). This rate also appears on your sales forms. 5. In the Tax Agency drop-down list, select . This will open the New Vendor window where you'll set up the tax agency (a vendor) to which you pay this sales tax. 6. In the Vendor Name field, enter the name of your tax agency. For example, in California, sales tax is paid to the Board of Equalization. You can enter the other information now, such as the address and opening balance, or you can do it later. 7. Click OK to close the New Vendor window. 8. Click OK to close the New Item window. 9. Repeat steps 1 through 9 for each sales tax item you need to set up for your business. Selling to Non-taxed customers

If your out-of-state sales aren't taxed, set up a single sales tax item with a 0% rate. You also need to set up sales tax codes to track your non-taxable out-of-state sales. This is required even if you were not going to have any out-of-state sales at all.

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Shipping Methods

Each of your shipping methods needs to have a QuickBooks™ code associated with it. Click on Configuration  Shipping  Methods (tab). Then for each of the methods click on Edit  Other (tab). In the QuickBooks™ code field enter the corresponding item name in QuickBooks™.

Figure 482 - Shipping Method QuickBooks™ Code

QuickBooks™ Item for Shipping

Most merchants typically set up a single Item in QuickBooks™ that represents their shipping costs such as “Shipping and Handling”. Click on Lists  Items List inside of QuickBooks™ to view your item list. Add an item for Shipping and Handling if it does not already exist.

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Coupons

Each of your "active" coupons (Main Menu  Marketing  Coupons) must also have a QuickBooks™ code associated with it. Edit each of your coupons and enter the corresponding QuickBooks™ code in the field.

Figure 483 - Coupon QuickBooks™ Code

Typically merchants have a single Item called “Discount” in their QuickBooks™ file that they associate with all of their UltraCart coupons. Click on Lists  Item List in QuickBooks™ to review your discount items. Creating a QuickBooks™ Discount Item Note: Once you create a discount item, you cannot change it to another type. 1. Go to the Lists menu and click Item List. 2. Click Item at the bottom of the list and then click New.

3. In the New Item window, click the Type drop-down list and choose Discount. 4. Enter an item name, such as Discount. 5. Enter the description that you want QuickBooks™ to put on your sales forms when you apply the discount. 6. Enter the discount amount or percentage:

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If the discount is a percentage, enter the number of the discount followed by the % symbol. For example, 5% tells QuickBooks™ to multiply the previous line by .05. In the case of downloaded UltraCart sales, you will want to leave the Amount field blank. 7. Enter the account that you use to track discounts you give to customers. You can use either an expense account or an income account. When an income account tracks discounts on sales, the account is often called a "contra-income" account. 8. Click the Tax Code drop-down list and choose a tax code for this item. If you select a taxable code, the discount you specify on taxable sales is applied before the sales tax is calculated. If you select a non-taxable code, the discount is applied after the tax is calculated. 9. Click OK or click "Next" to create another item. Going Live with UltraBooks

After configuring all of the required Accounting Codes, the following screen will appear. Please read the disclaimer statement.

Figure 484 - UltraBooks "go live" screen

Click the box to the left of “I accept this agreement” and then click the “Go Live” button. The following confirmation screen will appear.

Figure 485 - UltraBooks "go live' confirmation screen

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After you have entered live mode, all new orders placed on the system will be eligible for export to QuickBooks™. Any existing orders placed on the system before entering live mode will not be eligible for export to QuickBooks™. If you are interested in importing all your historical order data, please contact [email protected]. Reminder: All the required software must be installed, on the same PC as your QuickBooks™ installation, in order for UltraBooks to work properly. UltraCart Item ID’s versus QuickBooks™ Item Names It's absolutely necessary to set up UltraBooks Items for each of your UltraCart Items. One of the following scenarios will apply:    

Your Items already exist in QuickBooks™ but not in UltraCart. Action: Create your UltraCart Items using the exact same name you used for your QuickBooks™ Items. Your Items already exist in UltraCart but not in QuickBooks™. Action: Create your QuickBooks™ Items using the exact same name you used for your Item ID's. Your Items do not exist in either program. Action: Create both using the exact same name. Your Items exist in both UltraCart and QuickBooks™ but with different names. Action: You'll need to enter the exact QuickBooks™ Item name into the QuickBooks™ Code field at the Item Editor level in UltraCart.

Figure 486 –QuickBooks™ code field on Item Editor screen

QuickBooks™ Item Type – Inventory Part

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If you plan to manage inventory via QuickBooks™, you must set the "Item Type" as "Inventory Part" (QuickBooks™ definition: "use for goods you purchase, track as inventory, and resell"). When you create a "New Item" in QuickBooks™, simply set the Item Type as "Inventory Part".

Figure 487 - Inventory Part Item Type

A note about how UltraCart stores data

Once an order is placed all the data is packaged up and stored separately from your configuration information. So if you configure a shipping method and use it on an order before configuring the QuickBooks™ code then you will receive an error message during import about something not being configured that you can not work around without the assistance of UltraCart Support. Always configure the QuickBooks™ code for everything before using it. Using sequential order IDs If you are currently using date/time based order Ids you should switch to numerically sequential order IDs. The date/time format is too long for QuickBooks™ to store and makes matching up orders between the systems difficult. Click on Configuration  Order ID Scheme to verify your order ID configuration. We typically recommend that merchants start at 10000 and a width of 8 on their order ID scheme. If you decide to stick to using the date/time based order ID then UltraBooks will allow QuickBooks™ to assign the next sales receipt number automatically and will place the UltraCart order number in the memo. Running UltraBooks Running UltraBooks is simple. Make sure you have your QuickBooks™ company file open in the background and then launch UltraBooks from your Start menu. 517

Click on Start  Program Files  UltraBooks  UltraBooks. The application will prompt you for your UltraCart merchant login information. The first time you run UltraBooks you will receive a series of confirmation dialogs confirming that you would like UltraBooks to be able to access your QuickBooks™ company file. You will need to answer all of these dialogs in the affirmative. If you are using a multi-user QuickBooks™ environment then this application confirmation process must be completed by an Administrative level user.

Figure 488 - UltraBooks Login Screen

Enter your Merchant ID, Login and Password.

Each and every time you run UltraBooks, a window will appear with two large buttons; Import Orders, or Settings. We'll first talk about Settings.

Settings

Every merchant should, prior to conducting their first import of orders, click the Settings button and configure their specific options as needed. Upon clicking the Setting button you will be presented with the UltraBooks Options Screen. There are four areas of concern: Proxy Server, Customer Import, QuickBooks™ (version) and Order Import.

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Proxy Server Use a proxy server This is only used by merchants behind a firewall that requires a proxy server to get to the internet. By clicking this box you can then specify: Server Address _ Port _ Customer Import Uppercase all name information All customer names will be converted to upper case during import. Import by company name instead of last name, first name when possible. Whenever a company name is present, the record will be imported by such. Import individual customer sales under customer record If this box is checked, all retail orders import as the same customer. You must configure the customer first. QuickBooks™ Canadian Version Click this box only if you use the Canadian version of QuickBooks™. Order Import Import all orders as invoices Normally, Credit Card orders are imported as Sales Receipts and Purchase Orders are imported as invoices. Check this box to have ALL orders imported as Invoices. Mark all items as non-taxable if no tax is charged. In most cases, this is good to have checked. Mark Invoices as to be printed.

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 

When you select Print Forms/Invoices in QuickBooks™, all invoices will appear in a list for batch printing if you check this box. You can still de-select certain ones prior to printing. Import credit card information (Requires QuickBooks™ 2006 or 2005 (R5 and later)). Few merchants will consider this option for obvious security reasons. Import QBMS Transaction Information This feature is for merchants that have the QuickBooks™ Merchant Services payment gateway configured. It will import the transaction information for orders that were processed via QBMS. Import Terms Some merchants have terms spelled out in the checkout that will become part of the order. This options will insure those terms are imported to become part of the QuickBooks™ sales record. Import Sales Rep The Sales Rep name is configured on the Customer Profile. A check in this box will import the Sales Rep name with the order. Import Class The Class is configured on the Customer Profile. A check in this box will import the Class with the order. Import Referral Code into Memo This is a special field. It will not apply to 99% of merchants. Let QuickBooks™ assign the invoice/sales receipt This would be used if you are making direct entry into QuickBooks™ as-well-as importing. This will help avoid collisions. Ignore kit component items This is only used by merchants that have kits in their Item Configuration. Sales Receipt/Invoice Number Prefix _ If you want to precede your Sales Receipt of Invoice with a special Prefix, enter it into the box provided. Default Invoice Terms _ QuickBooks™ invoice form allows merchants to set various payment terms. Here you can define the Default term when the Invoice is created during import.

Import Orders

Clicking the "Import Orders" button will begin the download process. You must have the appropriate QuickBooks™ file open prior to importing. When the download and importing of order files has completed successfully, you will see the following screen.

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Figure 489 - Importing progress screen

You may receive an error during import. These errors are usually contributable to mismatched QuickBooks™ codes in either your UltraCart or QuickBooks™ accounts. If you are unable to determine the cause or remedy, contact UltraCart support. Order State (status)

UltraBooks will only export orders that are in the "completed" state (have been marked as shipped). Once exported via UltraBooks, they will be tagged as "Exported to QuickBooks™". If, for some reason, you want to re-export an order, you'll need to reset its export status. To do so, log in to your account and navigate to: Main Menu  Order Management  Review Orders. In the search screen, enter the order ID or whatever search criteria necessary to locate the order. Once you have located the order:  click on the order ID to bring the record into the order editor.  click on the "Edit Customer Information" link.  click on the "other" tab.  locate the "Exported to QuickBooks™" field.  remove the check mark by clicking on it.  click the Save button at the bottom of the screen. That particular order is reset to be exported to QuickBooks™ the next time your run UltraBooks. Importing Historical Data After you have done your initial configuration you can import historical orders (orders placed before UltraBooks configuration) by contacting UltraCart support and asking for a range of orders to be flagged for export into QuickBooks™. Manually Entry into QuickBooks™

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If you’re going to enter sales receipts or invoices manually into QuickBooks™ in addition to having UltraBooks import information, make certain that you do not use a number that will conflict with UltraCart orders. For instance manual sales receipts/invoices may be done in the 1000-9999 range while UltraCart orders would be in the 10000+ range. UltraBooks assumes that if the invoice/sales receipt with the same number exists then it needs to be deleted and replaced by the new one in the event that the merchant is re-downloading order information. It has no way of distinguishing something that is hand entered from something that is downloaded and dealing with it in any other way.

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Disable UltraBooks Integration If you should decide to disable UltraBooks integration, navigate to; Main Menu  Configuration UltraBooks Pressing the “Disable” button will prevent future downloading of orders. There will be no warning dialog for this action. However, the codes you have entered will remain intact. You can again configure UltraBooks without having to re-enter the codes (except for any additions that you may have made in Coupons, Gift Charge / Wrap Papers, Payment Methods, Shipping Methods or Tax Rates.

Figure 490 - UltraBooks Configuration screen

Summary By using UltraBooks to integrate UltraCart with QuickBooks™, you can make certain that your sales data is correctly entered into QuickBooks™ in the fastest, most efficient manner; allowing you to stay focused on selling instead of spending your precious time on redundant data entry.

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AFFILIATE MANAGEMENT

14. Affiliate Management

Chapter

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Introduction A typical definition of Affiliate as it relates to the Internet might be: a web site that drives traffic to another web site in exchange for a percent of sales from users driven to the site. We are pleased to introduce UltraCart's our affiliate management system while continuing the tradition of high quality, powerful, and easy-to-use software. For those unfamiliar with Affiliate programs, here's how they work. You recruit affiliates to participate in your program. They market your product for you, and you agree to pay them a commission on the products sold. Affiliate marketing is one of the most powerful, and least expensive, ways to promote your product or service. With the affiliate doing their own marketing, you'll likely see an increase in both the number of sales received, as well as awareness of your brand. Our system was not designed in a vacuum. We've worked with some of the net's largest affiliate managers, as well as some of the largest affiliates, to create a system designed from the ground up with your needs in mind. We're excited about the possibilities this system will offer. Affiliate marketing works and we're pleased to bring you a cutting edge solution.

Terms & Conditions To begin establishing your Affiliate Program, navigate to: Main Menu  Affiliate Management Upon your first visit to the Affiliate Management section of UltraCart, you will be presented with our Welcome Screen. Here you can learn about our affiliate system and read the terms & conditions of the program. There are no additional fees to use UltraCart's Affiliate Management program.

After reading the welcome and terms page, click on the “I Accept” button if you agree to our Terms & Conditions. You must agree to continue using the affiliate program. If you do not agree, click on the “I Do Not Accept” button.

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Affiliate Program Preview Once you have accepted the terms and agreement, you'll need to configure your affiliate program within UltraCart. Here is a quick preview of our program. Configure your program To begin, you'll assign your program a name and description. You'll create an Agreement that your affiliate will have to accept when they signup for your program. A welcome letter (that you create) will be automatically sent to advise that their application is pending approval. Configure your Creatives A creative is something that the merchant is going to use to help market his/her products. This can be a text link, a graphic, a banner ad, etc. that will eventually be used on your affiliate’s web site. These creatives provide some control over how your affiliate promotes your products on their sites. The Creatives you build will be displayed to the affiliate when they log on and create their links. Establish Commissions You will have full control to determine what you'll pay your affiliates either in percentage or dollar amounts. You can determine if you want to use Global and/or Individual Item commissions. Many merchants use both. Links Once your program has been created, UltraCart will create important links (html snippets) that you will use to build an affiliate Signup and Login page on your website.  Signup – takes prospective affiliate through the sign up process (open program).  Login – allows existing affiliates to access their affiliate dashboard & reports (at UltraCart).  Invisible Link Script - Since some shoppers will avoid clicking on a link if they detect that it is an "affiliate link", the merchant can use what's called an Invisible Link. It has the look of a regular link but the customer can not tell it's an affiliate link by simple mouse-over.  Priority Code Script – allows you to apply credit to an affiliates account for sales that did not come through the tracking system (phone orders for example). Manage Affiliates & Types There is an easy to use interface that merchants can use to make manual ledger entries, edit the affiliate information, and disable an Affiliate. You can also easily log in as an Affiliate so you can see and manage from the same dashboard they do. Reports You will be able to view data for individual affiliates and/or the program as a whole. You will be able to generate reports to view All Affiliates, View Click Summary and View Sales Summary. You can export Affiliate information into a .csv file. The reporting section also provides an interface for you, the affiliate manager, to process payments and further manage your affiliate accounts.

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Open or Closed Program Those merchants that create a web site to openly signup individuals to become affiliates have an “Open Affiliate Program”. UltraCart will create a HTML snippet that you will place on your web site that will link visitors to the sign up form. Affiliates that complete the sign up process will be listed under “Your Current Tasks” section on the Affiliate Administration screen. You will have the opportunity to “approve” these signups (explained later). Those merchants that would rather actively recruit their affiliates and manually add them to their program will have what’s called a “Closed Affiliate Program”. There is nothing within the program (setting wise) that differentiates between the two methods. UltraCart provides an excellent interface for adding, editing or disabling affiliates regardless of which method you utilize. Occasionally some merchants that utilize the Open Affiliate Program method will manually sign-up affiliates. They therefore are utilizing both methods.

Affiliate Management The Affiliate Management screen consists of 8 menu tabs; Overview, Settings, Creatives, Commissions, Links, Affiliates, Affiliate Types and Reports.

Figure 491 - Affiliate Management screen

Overview The Overview Tab will list all Your Current Tasks. The two different tasks that may appear here are: 1) to approve a new affiliate signup or 2) approve invisible links created by affiliates (text or image links are automatically approved).

Figure 492 - Current Tasks screen

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Approve Pending Affiliates Remember that only individuals that have signed up for your affiliate program via your Signup Page will need to be approved (Open Affiliate Program). If you have pending affiliates, a link stating the number of pending affiliates to approve will appear. To review and process (approve or deny) the affiliate application, click on the "pending affiliate to approve" link. New signups will then be listed with pertinent information.

Figure 493 - Approve Affiliate screen

Click on the radio button to the left of either the Approve, Deny or Do Nothing field for each and every affiliate listed that you want to process. Then click on the "Process Approvals" button. Once approved, your welcome letter (explained later) will be sent to each affiliate. Each approved affiliate will then be listed under the Affiliates (tab). Approve Invisible Link Although there are 3 different kinds of links an Affiliate can create, only the Invisible Links will appear on the Overview Screen for approval. To review and process the invisible link, click on the "invisible link to approve" link. You will be taken to the Invisible Link Review screen.

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Figure 494 - Invisible Link Review

To either approve or reject the link, click on the "review" button. The following screen will appear.

To approve the Invisible Link click on the "Approve" button. To reject it, click on the "Reject" button. Caution! There will be no warning dialog box when you click "Reject". You will be returned to the Invisible Link Review screen showing the next link to be reviewed or, if none remain, it will display "There are no links to approve."

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Settings At the Settings screen you will define your affiliate program. Six fields need completion; Name of Program, Program Description, Agreement, Welcome Letter, Number of Downline Tiers, and Affiliate Cookie Lifetime.

Figure 495 - Settings Tab

Program Name Enter the name you want your affiliate program called. Some merchants will use their Store name. Example: Demo Store Affiliate Program. Program Description You must enter a brief description of your affiliate program.

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Agreement The text you enter here will be presented to the affiliate during the signup process. To complete the signup process, the prospective affiliate will have to agree to the terms of your agreement. Welcome Letter A sample welcome letter is already created as a template. Edit this letter to fit the needs of your program. This letter will be sent to your affiliates via Email once the affiliate has been approved by you. Important! Be sure to enter your store name in place of what appears in the template. If you design a custom log in page, you will need to change the link in this welcome letter (highlighted above) to point to it. Number of Downline Tiers Make certain you have a good understanding of the economics of this feature. It basically allows you to establish “multi-level” tiers of affiliates. For example, a single Downline Tier would allow your affiliate named John to be able to recruit another affiliate (say Bill) to promote and sell your product. Keep in mind that both John and Bill would receive commissions. Few merchants utilize the downline feature. We recommend you enter “0” (zero) since this feature can have substantial economic consequences. Affiliate Cookie Lifetime (Days) If someone clicks an affiliate link, a cookie is recorded on their system. The “Cookie Lifetime” will determine how long (in days) that cookie will remain in effect. Let’s say you have entered 30 into this field. If the customer makes a purchase within 30 days of the original “click” on the link, the affiliate will get credit (commission) for the sale. It’s important to insure that your affiliates understand the cookie lifetime. Enter the number of days that you want to allow the life of the cookie to be. The number you chose will depend on your business model. We have seen numbers as low as 15 and as high as 90. Typically, we see a 30 day cookie lifetime. Enter 999 to set the cookie to never expire. Allow Google AdWords Tracking This feature provides a mechanism for affiliates to track success via their ad campaigns. If you check this box your affiliates can provide their Google AdWords ID (during signup), and the proper conversion code will be included with the receipt. Additionally, this conversion code will reflect the commission amount, not the sale amount, so that the affiliate can more accurately calculate the ROI of their AdWords campaigns. Allow Yahoo Search Tracking Same as above, but for Yahoo’s advertising system.

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Pay Commissions on Auto Orders If you have Auto Orders configured for some of your items and if you want your affiliates to receive commissions on the recurring (auto) orders, check this box. Once you are satisfied with your Affiliate Program settings, click on the “Save Program” button. Your information will be saved and you will be returned to the Affiliate Administration screen. You can return to edit this information anytime later.

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Creatives A creative is something that the merchant is going to allow the affiliate to use to help market the merchants products. This can be a text link, a graphic, a banner ad, etc., that will eventually become a part of the affiliate's links used on their site(s). Since the affiliates will create their links via your affiliate program, this gives you some control over what kind of links they display. You will need to establish your creatives before your affiliates can create their links. Click on the "Creatives" tab to go to the creatives screen.

New Creative Click the “New” button to configure a Creative. The following screen will appear.

Figure 496 - Edit Creative screen

Although there will be three (3) fields to complete you will only see two (2) when first arriving at this screen; Creative Name and Creative Type. A third field will appear depending upon which Creative Type you select from the drop down choice of field #2.

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Figure 497 - Creative Type showing 3rd field

Field #1. Creative Name: Enter a name for this creative in the box provided. This allows you to identify your various creatives. Field #2. Creative Type: Select the Creative Type from the three (3) options available in the drop-down list; Invisible Link, Text Link or Image File.

Filed #3. If Field #2 = "Invisible Link" then field #3 will prompt for a Destination URL.

Enter the URL you want to appear as the link. If Field #2 = "Text Link" then field #3 will require a “Link Copy (text)”.

Enter the words you want to appear as the Text Link. If Field #3 = "Image File" then field #3 will require the Creative Media File.

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You will need to Browse (navigate) within YOUR system to locate the file to be uploaded (Image, banner, etc.). Click the “Save Changes” button at the bottom of the screen when finished. You will then be returned to the Creatives Screen where your Creatives will be listed.

Edit Creative Click the “Edit Creative” button to make changes to your creative. Click the “Save Changes” button when finished with your edits on the Edit Creative screen. Delete Creative Click the “Delete Creative” button to delete the creative. You will be prompted with a confirmation window.

Click the "OK" button to delete the creative. Click the "Cancel" button to abort. Sorting Creatives If you've created several Creatives, you can sort them alphabetically. Click the "Creative Name" column heading to sort the listing by Creative Name. Click the "Creative Type" column heading to sort by Creative Type.

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Commissions This is where you set the amount of commission you want to pay your affiliates for their credited sales. There are two configurations; Global Commissions and Individual Item Commissions. Merchant with few store items will typical set and only use the Global commissions. Others may not only set Global Commissions but also still set Individual Item Commission(s). Global commissions can only be set by percentage whereas Individual Item Commissions can be either percentage or dollar amounts.

Figure 498 - Commission screen

Global Commissions To activate this feature, click on the check box to the right of the "Enable Global Commission" field. The field will then expand to show the Affiliate Commission Percentage field. Enter the percentage amount and click the "Save" button.

Figure 499 - Global Commission

The Global Commission percentage you set will apply to all items in your store. This feature is especially useful for merchants that have numerous store items. Any Individual

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Item Commissions configured (explained later) will override the Global Commission percentage for that particular item. Individual Item Commissions Commissions established here will be configurable per store item and will override any Global Commission already in place for that particular item. Another benefit to using Individual Item Commissions is that if an individual item has a commission, then the affiliate will be given the choice to choose the item’s URL as a landing page for an affiliate link.

Figure 500 - Individual Commission screen

Add Individual Item Commission

Click on the "Add" button to the right of the Individual Item Commission heading. The following screen will appear for completion of three fields.

Figure 501 - Individual Item Commission

Field #1. Item – Your store items will appear in the drop down list. Select the item desired. Field #2. Commission Type – Click on the radio button to the left of either Fixed Amount or Percentage.

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Field #3. Affiliate Commission If field #2 = Fixed Amount, then enter a dollar amount (format = 00.00). If field #2 = Percentage then enter a percent (format = 0.0) If you have established Downline Tiers, a field will appear to allow you to set the commission amount(s) for them as well. Click the "Add Item" button when finished. You will be returned to the Commissions screen where all your commissions will be listed.

Figure 502 – Individual Item Commission configured

Edit Individual Item Commission

Click the "Edit" button to make changes to an Individual Item Commission setting. You will be taken to the Commission Item screen where you can change any of the three fields. Click the "Save" button when finished. Delete Individual Item Commission

Click the "Delete" button to make changes to an Individual Item Commission settings. You will not be prompted with a warning.

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Links Once you have established your Affiliate Program, UltraCart will automatically create four (4) html links for your (merchant) use. When you access the Links tab, the appropriate links will be displayed for your store. Your merchant ID will appear in place of the word DEMO in the sample links screen below.

Figure 503 - Merchant Links screen

Signup Link

If you chose to use an “Open” affiliate program you will undoubtedly build a web page to promote your program and provide a means for prospective affiliates to signup. The Signup Link will be the html snippet you should insert at your "signup" or "join" graphic (or text) on your webpage.

Affiliate Signup-Form

Once the Signup Link is added to your website and a prospective affiliate clicks on the link, they will be taken to the Signup Form.

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Figure 504 - Affiliate Sign-up Form

The prospective affiliate will need to complete this form. The data will be collected and held pending your approval. You, the merchant, will then have a "pending affiliate to approve" notice in Your Current Tasks view (see page 527).

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Login Link

You will need to utilize the “Login” Link for your affiliates to login from your web site.

Copy and paste the HTML to where you want the login form to appear on your website. This will enable affiliates to seamlessly “log in” to the affiliate program on UltraCart. When your affiliate clicks on the HTML link, they will be taken to UltraCart and presented with the Affiliate Login screen.

Figure 505 - Affiliate Login screen

Once the affiliate enters the correct information, they will be taken to their Affiliate Dashboard. The Affiliate Dashboard is covered on page 547. Invisible Link

An Invisible Link (as we call it) is not really "invisible". Since some merchants fear that shoppers will avoid clicking on a link if they detect that it is an "affiliate link", many will use what's called an Invisible Link. It has the look of a regular link but the customer can not tell it's an affiliate link by simple mouse-over. When a potential customer clicks on an invisible link, the embedded link script will detect the source of the inbound traffic. Note: When using the Invisible link, the MERCHANT must put the Invisible Link Script on all the html pages they will have traffic directed to. Most will place the link just before the tag.

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Priority Code Script

If a customer has clicked on an affiliate link from your affiliate's web site but decided to make the purchase via telephone, there is no mechanism to give the affiliate credit for the sale. But, if you utilize the Back End Order Entry system (see page 233) to enter the order, there is a field provided to enter the affiliate's priority code. They will then be given credit for the sale.

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Affiliates Click on the Affiliates Tab to view the Affiliates screen. If you have no "Active" affiliates, it will display "Nothing found to display". If you have "Active" affiliates listed that you want to manage (edit, disable, etc), see page 544, Manage Existing Affiliates.

Figure 506 - Affiliate Tab screen

New Affiliate To manually add a new affiliate, click the "New" button. The following screen will appear (form split into two parts to save space).

Figure 507 - New Affiliate screen

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Login Fill in the boxes to the right of the Field Names. The first 13 fields (up to “Payment Information”) are self explanatory. The remaining fields; Custom Affiliate Type, Affiliate Commission Adjustment, Allow affiliate to utilize custom HTML and E-Mail Preferences, are explained below. Check Payable to

Enter the name you will make the checks out to. SSN / Tax ID

Enter either the affiliate's Social Security Number or their Tax ID. Most merchants will need this information for reporting incomes paid to affiliates. Affiliate Commission Adjustment

This feature allows the merchant to vary the commission paid to an affiliate. You set the initial commission to either global or by individual store item. Here you can “adjust” the commission already established in your program. Let’s say you had set your global commission at 10%. However, you want this particular affiliate to receive 15%. This will be a 50% increase. So, you would enter 50% in this field. Use extreme caution when using this feature. Make certain you understand how this percentage impacts the original commission settings. Note: you can also use negative amounts if you want to reduce an affiliate’s commission. Website Name

Enter the Affiliates Web Site Name. Website URL

Enter the Affiliates Web Site URL (address). Example: http://www.mysalessite.com Marketing Strategy

UltraCart provides a very large text box to allow you to enter your marketing strategy. Marketing Channels

Place a checkmark in the boxes for the Marketing Channels that are applicable for this affiliate. Pay per click Pay per acquisition Web sit Search engine optimization Ad network / Banner Network Adware / Browser Plug-in Blog Other Click on the “Save Affiliate” button when finished. These fields can be edited at any time via the “edit affiliate” feature (explained later).

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Manage Existing Affiliates All affiliates will be displayed on this screen. There will be no distinction between those Open or Closed signups. Note: Affiliates that you have previously "Disabled" are not visible on this screen. They are not deleted from the system but are only viewable from the "Reports" menu.

Figure 508 - Affiliates [tab]

Once created (or approved through the signup process), each affiliate will be assigned a random Affiliate ID and listed on the Affiliates screen. You can re-arrange (sort) this list by Affiliate ID, Last Name, First Name, or E-Mail Address. Simply click on the heading link (blue) for the category you wish to sort by. There are 5 functions you can perform from this screen as follows: View Reports, Enter a Manual Ledger Entry, Edit Affiliate information, Login and edit Affiliate’s dashboard and Disable Affiliate. Each will be discussed below. View Reports

Three different reports can be generated from this screen; Completed Transactions, Click History, or Impression Entries. You can specify a particular Date Range for any of the reports. To begin the reporting feature, click on the “View Reports” button to the right of the Affiliate in your listing.

Figure 509 - View Affiliate Reports screen

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Affiliate Report Configuration

There are two steps in preparing the report; setting the date range and identifying the report type. Step 1 - Date Range You must choose one of the two different methods for determining the date range for your report.  Preset date range – Click on the first radio button under the Date Range field and make your date range selection from the drop-down list  User defined date range – Click on the 2nd radio button under the Date Range field and enter your “from – to” date range using the drop-down lists for the month, day and year. Step 2 – Report Type Click on the drop-down list to the right of the Report Type field to select your report type. Your choices are Completed Transactions, Click History and Impression Entries. Click on the “change” button to invoke the search criteria. The report data will appear on the same screen directly below the report settings..

Manual Ledger Entry

Click on the “Manual Ledger Entry” button and you will be taken to the Manual Ledger Transaction screen. Use this feature when your want to give an affiliate credit for a customers purchase that didn’t come through via an affiliate’s link (email, phone, etc.).

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Figure 510 - Manual Ledger Transaction screen

Enter the transaction amount and any memo you want to associate with this entry. You can also use this feature to back out a transaction in the case of a refund. Simply enter a negative amount into the “transaction Amount” field. The Associated UltraCart Order ID field will show, in the drop down list, all the unfinalized (recorded as paid) transactions associated with this affiliate. If you were backing out a transaction in the case of a refund, you would select the Order ID for this ledger transaction. This would attach the negative amount to the affiliate’s original transaction (order). Finally you will set the transaction state from the drop-down list to Approved, Paid, Pending, or Rejected. Click on the “Save Ledger Entry” button when finished. The date you enter will appear on a confirmation screen.

Click the "Return to Main Program Page" when finished. Edit Affiliate

Click on the “Edit Affiliate” button to make changes to the affiliate’s information. You will be taken to the Affiliate (edit) Screen.

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Figure 511 - Affiliate Editor screen

Click the "Save Affiliate" button when finished with your changes.

Login as Affiliate

This is a great tool to allow a merchant to easily view an Affiliate's dashboard. This will take you to the exact same screen that your affiliate will see when they log in. Since you want your affiliates to be as successful as possible, you the merchant will need to have a good understanding of how this section works so you can explain things to the novice affiliate. Click on the "Login as Affiliate" button. This will take you directly to their dashboard (no password needed). The dashboard displays five topics; Reports at a Glance, Commissions, Affiliate Tools, Affiliate Recruiting Link and a Simple Affiliate Link.

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Figure 512 - Affiliate Dashboard

Reports at a Glance

Here you can view the affiliate's statistics for a certain period. You can filter the report by one of the following two criteria:  pre-defined periods from the drop down list



Date Range; simply select, via the drop downs, the from/to dates.

Click the radio buttons to the left of the search method desired and make your selections via the drop downs. When finished, click the "Change" button to view the results. Commissions

This section simply shows the commissions the merchant has configured for this affiliate.

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Affiliate Tools

Your Affiliate has three tools to help them manage their affiliate program; Manage Links, Update Your Information, and View Reports. These 3 options are displayed directly under the Affiliate Tools heading. The fourth item in the list is a "Log Out" button. Manage Links This is where your affiliates can create, view, edit and delete the links they will use on their web site to promote your products. At the manage links screen, the affiliate will be able to select from the Creatives you already configured. When you click on the Manage Links link, the following screen will appear.

As usual, if no links have been created, you will see the typical invitation to create one. Click on the "new link" button to be taken to the Edit Link screen.

Figure 513 - Edit Link screen

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There are basically four (4) items that need to be completed here; Name, Link type, Link Pointer and PPC Conversion Code for Receipt Page. Link Name Enter the name you want to use to identify this Link. Your naming scheme will help you organize and manage your links. Link Type There are three options here; Image, text or Invisible. The user will click the radio button to the left of the Link desired. When the selection is made, additional fields will appear below the Link Type section for further choices. Image Link If Image Link type is selected, a new section will appear displaying all Images that you have uploaded when you configured your Image Creatives. The user must click the radio button to the left of the image desired. In the following example, only one image appears for choice.

Text Link If Text Link type is selected, a new section will appear displaying the Text Creatives you configured previously. The user must click the radio button to the left of the Text desired. In the following example, two text choices are offered.

Invisible Link If the Invisible Link type is selected, a new section will appear displaying an empty text box. The user will enter the URL they will be referring traffic from.

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Link URL Affiliates are given the option to select where they want to take the user when they click the link. The affiliate can make their choice from this drop down list. There will be at least two options here (a third option will appear if the merchant has configured "Per Item Commissions"). Option 1: The Merchants Home Page. UltraCart will us the URL that the merchant configured at Main Menu  Configuration Merchants Profile  Store URL.

Option 2: "Custom Landing Page". If selected, a text box will appear to the right. If the affiliate has a special web page created to promote your product, they will enter the URL here.

Option 3: Store Item. If the merchant configured any "Per Item Commissions" in the affiliate program, then the Item Description of the items that are designated as such will appear as choices in this drop down window.

Pay Per Click (PPC) Conversion Codes These fields are only visible if the merchant has enabled this feature at the Affiliate Management settings screen. If the affiliate would like PPC conversion codes to render on the receipt they can specify their account ID at these fields.

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Once all the information has been completed, click the "Save" button at the bottom of the screen. The next screen will show the html snippet for the newly created affiliate link. An optional link will also be shown that can be used if the affiliate wants to use their alternative content.

Figure 514 - Affiliate Link snippet

Click the "Return to manage links" link to see a listing of your affiliate links.

There are 3 buttons to the right of each Affiliate Link listed. Click the "edit" button to make changes. Click the "view" button to see the actual link (copy and past as needed). Click the "delete" button to remove the link. Caution, no warning dialog will appear. Update Your Information When this link is clicked, the affiliate will be taken to a screen listing their account information for editing.

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Figure 515 - Affiliate Information (editing)

The two account ID fields at the bottom of the screen will only be available if the Affiliate clicks the checkbox under Receipt Settings on their initial signup form. When finished making changes, click the "Save Changes" button at the bottom. Affiliate Recruiting Link

Clicking this link will take the Affiliate to the signup screen. Simple Link

This is a default link created by UltraCart that the affiliate can utilize immediately after signup (approval). This is especially helpful for the novice to allow them to quickly get started without having to "create" links through this system. Disable Affiliate

Disabling an Affiliate will make the affiliate inactive so it will no longer appear on the Affiliates Screen list. It will remain in the system and be viewable from the Reports Tab. To disable an affiliate, click on the “Disable Affiliate” button. In the dialog box that appears, click on the "OK" button to disable. Click on the "Cancel" button to abandon this action.

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More about Invisible Links Catalog Affiliate Linking The UltraCart dynamic catalog automates a number of affiliate link tracking issues. First, there is no need to include the invisible link script on your catalog template(s) as the catalog automatically looks for incoming invisible links and, if found, will cookie the customer’s browser appropriately. The second way of direct linking to your catalog site involves passing the affiliate ID number as a parameter to your web page. Let’s say that your site is http://www.avkits.com and you have an affiliate with the ID of 1234. The affiliate can place a link on their site to http://www.avkits.com?AFFID=1234 and they will receive credit for the click through. This method of linking provides all the SEO (Search Engine Optimization) benefit of invisible linking without the invisible linking approval process. The only downside to this method of linking is that some customers may notice the parameter on the link and be wise to the fact the website is an affiliate of your website. The ideal method of linking still remains "invisible linking". Buy Link Affiliate Linking If an affiliate wants to take a buy link from your website and place it on their server they can obtain credit for the click through by appending the affiliate ID parameter to the buy link. If your normal buy link is: http://secure.ultracart.com/cgi-bin/UCEditor?merchantId=AKITS&ADD=KIT1, the affiliate simply appends their affiliate ID to the link: http://secure.ultracart.com/cgibin/UCEditor?merchantId=AKITS&ADD=KIT1&AFFID=1234 This technique is used when the affiliate is directing traffic straight into the checkout. It can be an effective way of increasing conversions if the affiliate's site is doing a good enough job of marketing your product(s). Non-Catalog Affiliate Linking If you embed the invisible link tracking script on your website, then it will also allow for the AFFID (affiliate ID) parameter to be specified as parameter on the URL. So if your site, http://www.myavkits.com, is not using the UltraCart catalog system, but you’ve placed the invisible link tracking script on your page, then the affiliate can directly link to your site by appending the affiliate ID as a parameter: http://www.myavkits.com?AFFID=1234.

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Affiliate Types You can use your affiliate program to track your “search engine optimization” or “pay per click advertising”. You can create these “special” affiliate "types" and monitor success through the reporting feature of the affiliate program.

Figure 516 - Affiliate Types management screen

New Affiliate Type Click on the “New” button to create an Affiliate Type. The following screen will appear.

Figure 517 - Create New Affiliate Type screen

Enter the name you want to assign to this affiliate type in the box provide. Click on the “Save Affiliate Type” button when finished. Your newly created affiliate type will be listed on the Affiliate Program Editor screen. Repeat the process for additional Affiliate Types.

Figure 518 - Affiliate Type screen (with new type)

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Edit Affiliate Type

Click on the “Edit Affiliate Type” button to the right of the Affiliate Type you want to change. You will be taken to the edit screen.

Figure 519 - Edit Affiliate Type screen

Edit the existing name as desired. Click on the “Save Changes” button when finished. Delete Affiliate Type

Click on the “Delete Affiliate Type” button to the right of the Affiliate Type you want to delete. You will see the familiar confirmation dialog box.

Click the “OK” button to delete or the “Cancel” button to cancel the delete function.

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Reports There are five options available; View All Affiliates, View Click Summary, View Sales Summary, Process Payments and Export all affiliate information in CSV format. To utilize any of these reports, click on the “Reports” tab from the Affiliate Management screen.

Figure 520 - Reports Menu screen

View All Affiliates This report will give you a list of your affiliate statistics. It will provide the ID, Name, E-mail address, Type (affiliate type), Unique Clicks (count), Items Sold (count), and Total Commissions for each affiliate for a given period. It will include affiliates that you previously disabled.

Figure 521 - View all Affiliates screen

To set the period you wish to view use the drop-down menu in the Heading. Set the month and year to your liking and then click on the “Change” button. Individual Affiliate Dashboard

To view the dashboard for an individual affiliate, click on the affiliate’s ID at the Affiliate Administration screen.

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Figure 522 - Affiliate Dashboard screen

This dashboard will show Total Earnings, Earnings Paid, Earnings Balance, Qualifying Items Sold, Returned Items (count), number of Clicks, number of Unique Visitors and Last Commission Payment. To set the period you wish to view for this affiliate, select the month and year in the dropdown menus. Click on the “Change” button. Click on the “Return to View All Affiliates screen” link to return to the View all Affiliates screen. View Click Summary At the Reports Menu, click on “View Click Summary” link. This report will show the Date and Click Count.

Figure 523 - View Click Summary report

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To set the period you wish to view, select the month and year in the drop-down menus. Click on the “Change” button. Click on the “Back to Reports Menu” link when finished. View Sales Summary At the Reports Menu, click on “View Sales Summary” link. This report will show the Date, Number of Sales, and Total Commission Amount.

Figure 524 - View Sales Summary report

To set the period you wish to view, select the month and year in the drop-down menus. Click on the “Change” button. Click on the “Back to Reports Menu” link when finished. Process Payments At the Reports Menu, click on the “Process Payments” link. The following screen will appear.

Figure 525 – Process Payments screen (selection)

You may determine which pending payments you wish to process by checking the box to the left of the following options:

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  

Date Range; indicate the “from and to dates” in the drop-down menus, Days since last payment; enter number of days in the box provided. Minimum Amount Due; enter the amount in the box provided.

Once you have set your criteria, click on the “Change” button. UltraCart will then display your information based upon your search criteria. If you have no pending payments for the period you set, you will receive a “No Payments Found” message. Enter new criteria and again click on the “Change” button. The final report will show the Affiliate Name, Payment Address, and Amount to Pay. There will also be a box provided to enter a Check Number (if desired). .

Figure 526 - Process Payment Screen

Click the checkbox under the Record Payment column for each payment you wish to process. Click on the "Process Payments" button when finished. The following screen will be displayed showing the payments processed.

Figure 527 - Payments Processed screen

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Export all affiliate information in CSV format This feature will export (download) a .csv file of all your affiliates which you can open into a spreadsheet or your favorite data base software. The report will list the following for each affiliate: First Name, Last Name, Company, Address1, Address2, City, State, Postal Code, Phone, Fax and Email Address. Click on the "Export all affiliate information in CSV format" link. Although systems vary, you should be presented with a dialog box allowing you to choose to Open or Save the file.

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INDEX A Accounting Codes ..........................................507 Accounts Receivable ......................................195 Accounts Receivable Transaction Review .......67 Activation Codes ............................................392 Add A Customer Profile.................................237 Add Drop Down Values .........................290, 292 Add Store Wide Item (to folder).....................278 Address Label Formats...................................156 Administrative User............................................3 Adobe Acrobat ...................................................2 Advertising Sources .........................................29 Affiliate Commission Adjustment..................543 Affiliate Commissions....................................535 Affiliate Cookie..............................................530 Affiliate Dashboard ........................................557 Affiliate Management.....................................524 Affiliate Program Links..................................538 Affiliate Reports Menu...................................557 Affiliate Type .................................................555 Alias Mapping ..................................................32 Allowed Countries............................................34 Amazon Seller Central ...................................184 Amazon Seller Central Import................359, 360 API Certificate................................................251 API Certificate Request..................................251 APO/FPO Destinations...................................106 Auction Payment Wizard ...............................465 Auctions .........................................................465 Authorization Models.......................................64 Authorize Orders ............................................196 Authorize.Net ...................................................63 Auto Order (management)..............................204 Auto Order Cancellation.................................205 Auto Order Confirmation Email.....................308 Auto Order Editor...........................................206 Auto Order Frequency....................................208 Auto Order Processing ...................................142 Auto Order Search..........................................205 Auto Responders ............................................462 Automatic Auto Order....................................304 AVS Verification..............................................67 B Back End Order Entry ....................................233 Back Office Configuration .............................139 Back Order .....................................................312 Backfill QuickBooks Codes ...........................236 Barcode Generator..........................................360

Batch Authorize............................................. 196 Batch Item Export.......................................... 362 Batch Item Import.......................................... 364 Batch Item Updates ....................................... 372 BizTracker ..................................................... 147 Block Orders/Postal Codes ............................ 115 Buy Link........................................................ 274 C Campaign....................................................... 440 Campaign Report........................................... 447 Cancel Auto Order......................................... 205 Card Verification Value (CVV2)..................... 56 Catalog........................................................... 469 Catalog Administration.................................. 471 Catalog Groups .............................................. 473 Catalog Templates ......................................... 471 Charge During Checkout ................................. 66 Checkout Configuration .................................. 29 Checkout Process wrapping paper ........................................... 47 Checkout Settings (item option) .................... 289 Cleanup Utility .............................................. 382 Cleanup Utility (items) .................................. 382 Closed Affiliate Program............................... 526 COD Payments ................................................ 54 Comma Delimited.......................................... 364 Completed Transactions (affiliate) ................ 544 Confirmation page ............................................. 5 Contact Information....................................24, 37 Cookie Lifetime (affiliate)............................. 530 Copy Items..................................................... 270 Copy Orders (shipping) ................................ 220 Corrupt File Error .......................................... 285 Coupons......................................................... 414 Create a Manual-entry list ............................. 428 Create Folders................................................ 263 Create Import Email List ............................... 431 Creative (affiliate)...................................525, 532 Credit Card Payments...................................... 55 CSV (Comma Separated Values) .................. 147 CSV Format................................................... 364 Custom Field ................................................. 150 Custom SSL................................................... 191 Customer Notification ................................... 221 Customer Profiles .....................................38, 237 Customer Selectable Auto Order ................... 302 Customer Service............................................. 41 CVV2............................................................... 56 CVV2 Verification .......................................... 67

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D Dangling Order...............................................260 Dashboard News...............................................15 Data Feed to Froogle ......................................152 Dayspring Web Hosting .................................189 Default Shipping Method ...............................109 Define a Rule..................................................423 Delete Items....................................................270 Destination Restrictions..........................100, 114 Digital Content Types.....................................393 Digital Delivery..............................................386 Digital Download Options................................42 Digital Library................................................386 Digital Library List.........................................388 Digital Purchases ............................................393 Disable Affiliate .............................................553 Disable Auto Order ........................................205 Disable UltraBooks ........................................523 Discounts ........................................................414 Distribution Centers..........................................86 Dotnetfx.exe ...................................................506 Downline Tier.................................................530 Download Digital Files...................................388 Download Logs (catalog) ...............................484 Draft Check Printing.......................................199 DTD XML......................................................147 Duplicate Item ................................................270 Dynamic Catalog............................................469 Dynamic Price link .........................................276 Dynamic Pricing.............................................122 E eBay Auctions ................................................465 Edit Auto Order ..............................................205 Edit Customer (shipping) ...............................213 Edit Folder......................................................265 Edit Items (shipping) ......................................217 Edit User...........................................................28 Editing Email Lists .........................................434 Electronic Check Payments ..............................59 Email Addresses .............................................144 Email Campaign .............................................440 Email Marketing.............................................413 Email Marketing Programs.............................460 Email Notifications...........................................27 Embedding a Dynamic Price link...................276 Enable Auto Order..........................................205 Enable Customer Profiles ...............................237 Exit Pop ..........................................................457 Exploded Diagrams ........................................322 Explorer..............................................................2 Export (from) Locations .................................150 Export Affiliate Info .......................................561 Export for UPS WorldShip.............................394 Export Format.................................................147

Export Map.................................................... 405 Export Orders (shipping) ............................... 226 Export Orders in AR...................................... 198 Export Store Items ......................................... 362 Export/View Email List................................. 435 Exporting (configuration) .............................. 145 Extended Description .................................... 281 Extensible Markup Language ........................ 147 F Field Mapping ........................................364, 366 Filing Cabinet ................................................ 263 Font Smoothing ............................................. 126 Fraud Prevention System................................. 43 Free Shipping..........................................108, 310 Froogle (item editor)...................................... 298 Froogle Eligibility.......................................... 152 Froogle Integration ........................................ 152 Froogle Support Costs ................................... 153 Fulfillment Provider ...................................86, 88 G Gateway Authorization Models ....................... 64 Geographic-based rule................................... 425 Geo-Location................................................... 95 Gift Certificate (item) ........................................................ 283 Gift Certificate code ...................................... 451 Gift Certificate creating ................................. 449 Gift Certificate deletion ................................. 452 Gift Certificate editing................................... 452 Gift Certificate ledger.................................... 453 Gift Certificate Management ......................... 452 Gift Certificate options .................................. 450 Global Commissions...................................... 536 Global E-mail Address Search....................... 438 Go Live.......................................................... 515 Google ........................................................... 152 Graphic Link.................................................. 128 Graphics Library............................................ 131 H Handling Charge............................................ 104 Hold Order In AR .......................................... 255 Hotspot .......................................................... 327 HTML snippet ............................................... 273 I Image Link..................................................... 550 IMG Tag ........................................................ 133 Img URI......................................................... 133 Import Map.................................................... 394 Import Sales Tax Clearinghouse...................... 81 Imported Email Lists ..................................... 421 Inactive Item.................................................. 282 Instant Payment Notification (IPN) ............... 258

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Integration Programming................................150 Internal Memo ................................................281 Internet Explorer.............................................154 Inventory Adjustment.....................................375 Inventory Control and Distribution (items) ....310 Inventory History Link ...................................277 Inventory Tracking .........................................311 Inventory Transfer ..........................................376 Invisible Link .................................527, 540, 550 Item Association (digital content) ..................391 Item Cleanup Utility .......................................382 Item Configuration .........................................262 Item Editor..............................................273, 280 Item Folders....................................................263 Item ID ...........................................................280 Item Import.....................................................364 Item List Screen..............................................268 Item Management...........................................262 Item Options ...................................................286 Item Search.....................................................271 Item Weight....................................................282 L Log File (catalog) ...........................................484 Log File Analyzers .........................................485 Logging in ..........................................................6 Login Form (affiliate).....................................540 M Mail Order Management ................................230 Manual Entry List...........................................421 Manual Ledger Entry......................................545 Map Fields......................................................366 Mark Shipped .................................................224 Marketing .......................................................413 Marketing email-based rule ............................427 Maximum Weight - Shipping .........................106 Merchant Comments (shipping) .....................221 Merchant Profile...............................................18 Methods payments......................................................53 Mileage-based rule .........................................426 Mime Types....................................................147 Minimum Order minimum amount.........................................49 Minimum Quantity .........................................282 Mix and Match Group ....................................338 Mix and Match Group (selecting) ..................283 Money Order Payments....................................59 Moving Items .................................................269 Mozilla .......................................................2, 154 Multimedia Files.............................................283 Multiple UltraCart accounts ...........................261 N Navigating ...........................................................i

NET Framework ............................................ 505 Netscape ............................................................ 2 New Password ................................................. 24 News................................................................ 15 Next Attempt (auto order) ............................. 207 No Easy Cancel ............................................. 305 No Shipping Discount ................................... 310 O Old Order Handling ....................................... 155 Open Affiliate Program ................................. 526 Option Editor ................................................. 288 Options (payments) Tab .................................. 66 Order amount-based rule ............................... 425 Order Editing (AR)........................................ 201 Order ID Scheme ............................................. 50 Order Management ........................................ 194 Order Retention ............................................. 155 P Packages ........................................................ 109 Packing Slip Formats..................................... 157 Paper Check Payments .................................... 59 Passive Branding ........................................... 138 Payments.......................................................... 52 PayPal............................................................ 245 PayPal Contact Telephone............................. 260 PayPal Payments.............................................. 53 PDF.................................................................... 2 PDF Properties (digital content) .................... 390 Permissions...................................................... 27 PPC Conversion Codes.................................. 551 Pre-Order ....................................................... 310 Pre-Orders...................................................... 209 Price Update Tool.......................................... 385 Pricing Tier Editor ......................................... 348 Pricing tier-based rule.................................... 426 Pricing Tiers ...........................................296, 345 Print Address Labels...................................... 225 Print Draft Checks ......................................... 199 Print HTML ................................................... 221 Print Packing Slip .......................................... 220 Print Packing Slips......................................... 225 Print Pick List ................................................ 226 Printable Documents...................................... 156 Process Payments (affiliates)......................... 557 Processing Orders .......................................... 195 Q Quick Jump.................................................... 272 Quickbooks Code (item)................................ 283 QuickBooks™ ............................................... 504 R Receipt........................................................... 161 Regional Settings............................................. 19

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Reject Old Orders ...........................................155 Reject Order (shipping) ..................................221 Reject Orders..................................................200 Related Items..................................................298 Report Delivery ..............................................164 Return Email...................................................453 Return Policy....................................................74 Review Orders................................................242 Rules Based List.............................................420

Test Transaction Gateway ............................... 65 Text Link ....................................................... 550 Theme (branding) Editor ............................... 130 Tools.............................................................. 359 Tracking Mechanism ....................................... 30 Transaction (payments) Gateways................... 62 Transaction Review ......................................... 67 Transmission Mechanism ................................ 88 Trigger Item ID.............................................. 355

S

U

Sales Tax Clearinghouse ..................................81 Salesforce.com ...............................................165 Screen Branding .............................................128 Screen Branding Themes................................129 Search Auto Order..........................................205 Search Tool (customer) ....................................84 Selectable Sources ............................................30 Service Plan......................................................19 Ship / Delivery Date .......................................116 Ship Separately...............................................311 Shipment Cut-of Times ....................................88 Shipment Notification ....................................180 Shipping .........................................................106 Shipping Checkout Options..............................93 Shipping Cost Calculation................................99 Shipping Department......................................211 Shipping Department Tool Bar.......................221 Shipping Insurance Calc.................................102 Shipping Method Restrictions ........................314 Shipping Methods.......................................86, 97 Shipping Options (items)................................310 Shipping Packages..........................................109 Signup.............................................................2, 3 Signup Wizard (email lists) ............................437 Single Page Checkout.....................................121 Skip Customer Notification ............................221 Skip Customer Notification (batch ship) ........224 SmartBargains ................................................188 Special Product Type......................................283 State Handling Charges ..................................105 STC...................................................................81 Stock Keeping Unit ........................................281 Stock Picking Location...................................312 Store Wide Item Options ................................348 Support ................................................................i Suppression Item ID .......................................355

UltraBooks..................................................... 504 UltraCart Dashboard........................................ 12 Unassigned Store Items (catalog) .................. 483 Update Item Prices......................................... 385 Upload Digital Files....................................... 387 Upload Graphics ............................................ 131 UPS WorldShip Integration........................... 394 Upsell After ................................................... 352 Upsell Item ID ............................................... 355 Upsell Offer ................................................... 354 URL Field...................................................... 281 User configuration ........................................... 23 Users................................................................ 21 Using Frames and Buy Link .......................... 278

T Tags ................................................................161 Tax Rates....................................................75, 76 Taxable (store item)........................................282 Taxable Address .........................................75, 80 Temporal-based rule.......................................424

V Variations (catalog) ....................................... 318 View All Affiliates (report) ........................... 557 View by Ship Date......................................... 120 View Click Summary .................................... 557 View Reports (affiliate) ................................. 544 View Sales Summary..................................... 557 View/Export Email List................................. 435 Volume Discount Pricing .............................. 296 W W3C Schema (XML)..................................... 147 Web Browser ..................................................... 2 Website Payments PRO................................. 249 Website Payments Standard .......................... 248 Welcome Letter (affiliate prg) ....................... 530 Widget Icons.................................................... 13 Widgets............................................................ 12 Wire Transfer................................................... 61 Wrapping Paper ............................................... 45 X XML .............................................................. 147 Y Yahoo! Auctions............................................ 465

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