Launch Create Store. Import Orders Enter Orders Manually Process Orders. Note: Ctrl+click on a number to jump to that topic.

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Order Manager Version 5

QUICK START GUIDE

Updated 1/6/11

About the Quick Start Guide

This Quick Start Guide is designed to help users get started with the Order Manager as rapidly as possible. Although this guide only scratches the surface of the many features and options available within the Order Manager program, it will walk you through the basic installation and setup of the program as well as beginning to work with products and orders.

Many of the topics in this guide are covered in more detail in the Order Manager User Guide (which can be found on the download gateway), and in the Knowledge Base, which is an online help facility.

Where to Begin?

There are a number of routes you could take to get started with the Order Manager. We recommend the following sequence:

Creating a New Store

Table of Contents 1

About the Quick

Start Guide

2

Pre-Installation Steps

2

Installing the Order Manager (Single Workstation)

6

Installing the Order Manager on a Network

9

Installing Additional Files Download the full User Guide

9

Starting the Application (Post Installation)

10

Store Setup Wizard Basics

11

Getting Started with Orders

24

Appendix A: Post Installation Activities

27

1 2 3

• Run Store Setup Wizard

• Download

• Install

• Launch

• Create Store

Note: Ctrl+click on a number to jump to that topic.

4

• Import Inventory

5

• Import Orders • Add Suppliers

• Assign Suppliers to Inventory

• Enter Orders Manually

• Process Orders

6

• Sell!

• Enjoy the many conveniences of the Order Manager

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Installing the Order Manager

If you have not done so already, review the System Requirements page and check the Knowledge Base (Installation and Microsoft Software books in the Table of Contents) for any special considerations related to the Windows operating system and version of Microsoft Access that will be utilized. Perform the tasks related to the version of Microsoft Access as necessary, and make sure that all available Microsoft Service Packs are installed for the operating system and MS Access. An SSL certificate must be installed on the server where the web store resides in order for the Order Manager to import data directly from it.

After purchasing the Order Manager, an email containing the web page address, user name, and password needed to download and install the program is sent to the email address listed on the Stone Edge customer account. Use the information in that email to complete the steps outlined immediately below for a single workstation installation. If you will be using a networked configuration, skip to the section entitled, Installing the Order Manager on a Network, and follow those instructions instead.

Downloading and Installing the Order Manager Program

1. Using a web browser, go to the web page address supplied in the email that was received after purchasing the Order Manager. The Software Download Gateway page opens:

Type user name

Type password

Figure 1: User Name and Password Prompts

2. Type the user name in the User Name box. (The user name is case sensitive, so type it exactly as provided.)

3. Type the password in the Password box. (The password is case sensitive, so type it exactly as provided.)

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4. Click [Continue]. The Stone Edge Technologies Download Center page opens:

Figure 2: Stone Edge Technologies Download Center

Download program Determine program format to download

5. Click the [Download] button across from the version of The Stone Edge Order Manager that was purchased, and under the correct version of Microsoft Access (that is installed on your computer). Refer to the chart at the top of the page.

6. Click [Save] when prompted whether to Open or Save the file.

The installer file is saved with a meaningful name that reflects the version and edition of Order Manager, as well as format (of the version of Access to which it applies). Keep a copy of the installer in the same folder with the store data file to be sure that is backed up regularly and will remain available in the event that it is needed in the future. MS Access 2010 users should install the 2007 formatted version of the program.

7. Windows XP users can double-click on the installer to launch the InstallShield Wizard. Windows Vista and Windows 7 users will need to right-click on the installer icon and select Run as Administrator from the drop-down list for the program to be installed successfully.

8. On the welcome screen of the InstallShield Wizard, click [Next].

9. After reviewing the End-User License Agreement, and if you agree to its terms, select the radio button next to [I accept the terms in the license agreement] and click [Next].

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10. On the Destination Folder screen of the InstallShield Wizard, click [Next].

Figure 3: InstallShield Wizard Destination Folder

It is highly recommended that you accept the default location: C:\StoneEdge\

11. Click [Install] to begin the installation of the program.

12. At the end of the installation process, check [Show me the readme file box] if you would like to view the latest information about program changes. Click [Finish] to complete the

installation.

13. Launch the program by double-clicking the desktop icon.

14. The License Setup dialog box opens. Enter the user name and password provided in the email from Stone Edge when the program was purchased (the same ones you entered to download the program).

• The first time you run the Order Manager on a workstation, the License Setup window will prompt you for the username and

password that was used to download the program.

Important Note:

15. Click [Get License]. You will see a message box stating that your license file has been updated. See Figure 4. Click [OK].

16. The Set up a new store now? dialog box opens:

Figure 4: License Setup Figure 5: Set Up a New Store Now?

17. Click [Yes] to create your store file for the first time.

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Multiple Store Users:

• If you maintain more than one e-commerce site, you can create separate Order Manager store files for each of your sites, or you can import orders from multiple sites into a single Order Manager store. See the Stone Edge Technologies Knowledge Base for more informationon this topic.

Enterprise Users:

• An Access database must be created initially. It can be converted to SQL later via the Maintenance Menu. However, it is best to have the program up and running before doing so.

File Naming Tips:

• Use a name that includes all or part of your company or Website name, plus the word “Orders”. For example: Acme Clock Orders or Ajax Orders.

Also, do not use “.com”

or special characters in the file name.

Setup Wizard:

• Whenever you create a new store within the Order Manager, the Store Setup Wizard opens automatically.

• The Store Setup Wizard can also be accessed from the Quick Clicks or the Main Menu by clicking on

Maintenance Menu

> Setup Functions tab > Store Setup Wizard.

18. In the Enter name and location for new store’s data file dialog box, type a name for the store’s data file in the File name:

field.

Figure 6: Enter name and location for the new store's data file 19. Save the file as the MS Access type of “.mdb”. The Order

Manager does not support the use of Access databases with the extension “.accdb“, which originated with MS Access 2007.

Figure 7: Enter company name

20. In the Enter company name dialog box, type your company’s name. The name you type will be used on the Order Manager’s screens and reports. You can change this name at any time by revisiting the Store Setup Wizard at a later date.

21. Click [OK]. A message box appears, stating that the next screen will be the Setup Wizard. Click [OK].

22. The Stone Edge Order Manager Setup Wizard dialog box opens. Use the Store Setup Wizard to enter additional setup information prior to using the Order Manager, such as payment processors, suppliers and shipping methods, to name a few. See the appropriate Knowledge Base articles for setup instructions for the payment gateway that will be used, how to enter supplier information (manually or via a text file), and how to define shipping methods within the Order Manager. Refer to the section entitled, Store Setup Wizard Basics, in this document, for more information as well.

23. Continue with the section entitled, Installing any Additional Files.

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INSTALLING THE ORDER MANAGER ON A NETWORK

The Order Manager is compatible with Windows networks and supports simultaneous access by multiple users. The Standard or POS Edition license for the Order Manager allows for up to five user workstations, plus an optional file server for storing the data files. If you plan to use the Order Manager on more than five workstations, contact Stone Edge Technologies, Inc. to purchase additional seat licenses or to upgrade to the Enterprise Edition (includes 10 licenses).

When installing the Order Manager on a network, you will first set up a server or host PC to house the store’s data and then install the program

on each workstation. Important Note:

• All workstations must have read/ write access to the drive where the files are located.

• If the file server will also be used as a workstation, reference all common files with a Universal Naming Convention (UNC) so that the workstations will have the same address for all users. A UNC path begins with 2 backslashes instead of a drive letter. For example:

1. Create a shared folder with the name “StoneEdgeData” on your server or on a computer designated as the host. This is not intended to be used as the program installation folder, but rather as the location of the program components that will be shared across multiple workstations.

2. Download the program installer on the server or host PC. Using a web browser, go to the web page address supplied in the email that was received after purchasing the Order Manager. The Software Download Gateway page opens:

Figure 8: User Name and Password Prompts

• \\FileServer\Cdrive\

StoneEdge\MyOrders.mdb

3. Type the user name in the User Name box. (The user name is case sensitive, so type it exactly as provided.)

4. Type the password in the Password box. (The password is case sensitive, so type it exactly as provided.)

5. Click [Continue]. The Download Center page opens:

6.

Figure 9: Stone Edge Technologies Download Center

Type user name

Type password

Download program Determine format of program to download

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7. Click the [Download] button across from the version of The Stone Edge Order Manager that was purchased, and under the correct version of Microsoft Access (that is installed on your computer), as shown in Figure 9.

8. Click [Save] when prompted whether to Open or Save the file.

9. Run the installer. Windows XP users can simply double-click on the installer to launch the InstallShield Wizard. Windows Vista and Windows 7 users will need to right-click on the installer icon and select Run as Administrator from the drop-down list for the program to be installed successfully.

10. On the welcome screen of the InstallShield Wizard, click [Next].

11. After reviewing the End-User License Agreement, and if you agree to its terms, select the radio button next to [I accept the terms in the license agreement] and click [Next].

12. On the Destination Folder screen of the InstallShield Wizard, click [Next].

Figure 10: InstallShield Wizard Destination Folder

It is highly recommended that you accept the default location:

C:\StoneEdge\

Important Notes:

The download process has been changed to save the installer program with a meaningful name that reflects the edition, version and format of the Order Manager program file that is being downloaded. It is highly recommended that the installer file is saved in the shared folder where the data file resides (“StoneEdgeData”), to be sure that it is backed up regularly and will remain available for future use. If different versions of MS Access will be used on various

workstations, be sure to save a copy of the installer for each format of the program that is required.

MS Access 2010 uses the 2007 format of the program.

13. On the next page, click [Install].

14. At the end of the installation process, check the [Show me the readme file box] if you would like to view the latest information about program changes. Click [Finish] to complete the

installation.

15. When the program has been installed on one workstation or server, view the contents of the C:\StoneEdge folder that was created (use My Computer or Windows Explorer).

Figure 11: License Setup 16. Copy the following items from the C:\StoneEdge folder to the

shared “StoneEdgeData” folder:

• Data Archives and New Orders folders (optional)

• Custom Reports.mdb

• The Email Templates folder

17. Launch the program by double-clicking the desktop icon.

18. The License Setup dialog box opens. Enter the user name and password provided in the email from Stone Edge when the program was purchased (the same ones you entered to download the program).

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19. Click [Get License]. You will see a message box stating that your license file has been updated. Click [OK].

20. The Set up a new store now? dialog box opens:

Tip:

• Use a name that includes all or part of your company or Website name, plus the word “Orders”. For example: Acme Clock Orders or Ajax Orders. Also, do not use “.com” or special characters in the file name.

Figure 12: Set Up a New Store Now?

21. Click [Yes] to create your store file for the first time.

22. Navigate to the StoneEdgeData folder that was created in step 1.

In the Enter name and location for new store’s data file dialog box, type a name for the store’s data file in the File name:

field. Enterprise Users:

• An Access database must be created initially. It can be converted to SQL later via the Maintenance Menu.

However, it is best to have the program up and running before doing so.

Location of Shared Folder Enter name of data file

Multiple Store Users:

• If you maintain more than one e- commerce site, you can create separate Order Manager store files for each of your sites, or you can import orders from multiple sites into a single Order Manager store. See the Stone Edge Technologies Knowledge Base for more informationon this topic.

Figure 13: Enter name and location for the new store's data file 23. Save the file as the MS Access type of “.mdb”. The Order

Manager does not support the use of Access databases with the extension “.accdb“, which originated with MS Access 2007.

Figure 14: Enter company name

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24. In the Enter company name dialog box, type your company’s name. The name you type will be used on the Order Manager’s screens and reports. You can change this name at any time by revisiting the Store Setup Wizard at a later date.

25. Click [OK]. A message box appears, stating that the next screen will be the Setup Wizard. Click [OK].

Important Note:

• Whenever you create a new store within the Order Manager, the Store Setup Wizard opens automatically.

• The Store Setup Wizard can also be accessed from the Quick Clicks or the Main Menu by clicking on

Maintenance Menu >

Setup Functions tab >

Store Setup Wizard.

26. The Stone Edge Order Manager Setup Wizard dialog box opens. You may navigate through the Store Setup Wizard to enter additional setup information now, or you can click [Save and Exit] to exit the wizard and continue installing the program on other workstations. It is possible to return to the Setup Wizard later. See the appropriate Knowledge Base articles for setup instructions for the payment gateway that will be used, how to enter supplier information (manually or via a text file) and how to define shipping methods within the Order Manager. Refer to the section entitled, Store Setup Wizard Basics, in this document, for more information, as well.

27. To continue installing the program on additional workstations, repeat steps 2-14; 17-19 and respond to step 20 as follows:

a. When prompted by the program as to whether to Set up a new store now?, click [No], select [Browse] and navigate to the location of the data file in the shared folder created in step 1.

b. Select your store’s data file and click [Open].

28. Repeat step 27 as often as needed until the program has been installed on all workstations.

29. Optional: When finished, return to the Setup Wizard to add or alter program settings to match your business environment.

These are mainly global settings and only need to be performed once on a single workstation or server.

30. Continue with the next section, Installing any Additional Files.

Installing any Additional Files

Depending on which shopping cart license you purchased, one or more integration scripts, or any other additional support files that are needed, will be available under the Other Downloads heading on the Stone Edge Technologies Download Center page. For example, if you purchased the osCommerce shopping cart license, the osCommerce PHP Import Scripts [Download

]

button will be visible. Only items for which you are licensed will be included on the download page.

If Stone Edge Technologies provides the script for your type of shopping cart, the integration script must be installed at your web site before you can begin importing information from your shopping cart.

In some cases, the shopping cart vendor provides the integration script and it is not necessary to download and install a script from our web site.

For more details, check the Knowledge Base “setup” article for your particular shopping cart type.

Downloading the Order Manager User Guide

1. From the Stone Edge Technologies Download Gateway page (under the Other Downloads heading), click the [Download

]

button to the right of Order Manager User Guide.

2. Click [Save

]

when prompted whether to open or save the file(s).

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3. In the Save As dialog box, navigate to the

C:\StoneEdge\Documentation folder (for single workstation) or C:\StoneEdgeData folder (for networked installations) folder and click [Save]. This will store the User Guide with your critical application files.

4. In the Download complete dialog box, click [Open] to view the User Guide or click [Close] to end the dialog.

Starting the Order Manager (Post-Installation)

You can start the Order Manager program from the desktop icon created during the installation process or from the Windows Start menu.

STARTING THE ORDER MANAGER FROM THE DESKTOP ICON

1. View the desktop.

2. Double-click on the Stone Edge Order Manager icon.

The program will automatically attempt to open the last-viewed data file. Depending on the release of the program, and if you have more than one store

data file, the program may ask for confirmation before opening the most recently viewed store. If you respond [No] the program will prompt you to select the correct store file to open from the Select a Store to Open screen (Switch Stores dialog).

STARTING THE ORDER MANAGER FROM THE START MENU

1. Choose [All Programs] from the Windows [Start] menu.

2. Choose [Stone Edge Order Manager] from the Stone Edge Technologies Inc. program group submenu.

The program will automatically attempt to open the most recently viewed data file. Depending on the release of the program, it may ask for confirmation before opening the most recently viewed store. If you respond [No] the program will prompt you to select the correct store file to open from the Select a Store to Open screen (Switch Stores dialog).

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Store Setup Wizard Basics

The Order Manager Store Setup Wizard has been designed to guide you through the process of setting up a new store. Each section of the Wizard helps you access and tailor the Order Manager features to suit your business environment. There are many facets to the Store Setup Wizard;

however, there are only a few that require attention prior to importing orders. Many of the settings are already defaulted to the most widely used values to save time during the installation process and can be modified at a later date as needed.

Important Note:

• This Quick Start Guide does not cover all of the Store Setup Wizard features. See the Order Manager User Guide or Knowledge Base for complete information.

Launching the Store Setup Wizard (Post Installation)

The Store Setup Wizard can be opened via the [Setup Wizard

]

link found on the Quick Clicks Menu on the right-hand side of the Main Menu, or by clicking the [Maintenance] icon in the upper left-hand side of the Main Menu and selecting the [Setup Functions] tab.

Scroll down the list of items until you see the [Store Setup Wizard].

Select the link and click [Go], or just double click the link to open the Store Setup Wizard.

Figure 15: Setup Wizard: Introduction Screen

QUICK START INSTRUCTIONS FOR THE

USERS AND SECURITY SECTION OF THE SETUP WIZARD

Navigational Arrow Users and Security link

It is best if the security system is not enabled until the program is up and running, however, it can be helpful to define a Salesperson and Packer as part of the initial tailoring of the program.

1. Click on the [Users and Security] link in the Wizard Index at the left-most side of the screen; then use the [navigational arrow

]

at the bottom of the screen to move to Page 2 of the Users and Security section of the Setup Wizard (not pictured here).

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2. Click on the button labeled [Add Sales People] and fill in the Initials and Name fields of the subsequent screen and click the [Save] button. The person’s information will then be displayed in the List Entries section at the bottom of the screen.

Enter initials and name of sales person

After clicking the Save button, the sales person’s record is created and displayed in the list of entries.

3. Repeat the process for packers by clicking the [Add Packers]

button on Page 2 of the Users & Security section of the Setup Wizard (not pictured here). Type the data in the Initials and Name fields of the subsequent Add Your Packers to the List screen, and click the [Save] button (not pictured here).

QUICK START INSTRUCTIONS FOR THE

ORDER PROCESSING SECTION OF THE SETUP WIZARD

The default values that are checked on this screen are sufficient when initially setting up the program.

1. Optionally, you may also want to check the [Manually entered orders] box under the Automatically approve:

section of the screen. However, any of these settings can be changed at a later date to suit your business needs, as you become more familiar with the program.

2. Skip pages 2 and 3 and continue with the Sales Tax section.

Manually Entered Orders

Figure 16: Setup Wizard: Order Processing Section

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QUICK START INSTRUCTIONS FOR THE SALES TAX SECTION OF THE SETUP WIZARD

The default settings on Page 1 of the Sales Tax section are sufficient at this time and can be altered at a later date if necessary. Navigate to Page 2 and enter tax rate information.

State Abbreviation City

Tax Rate

Tax Shipping and Handling

Convert To Convert From

Figure 17: Setup Wizard: Sales Tax Section

1. Enter the two-letter abbreviation of the State for which sales tax will be charged (e.g., GA, NC).

2. Enter the City name, or enter “any” to indicate the entire state.

3. Enter a Tax Rate (the number entered will represent a percentage).

4. To charge tax on shipping and handling costs for that location, check the box labeled [Tax Shipping & Handling?]

5. In the Convert From field in the lower box, type in any alternate names or abbreviations that might be commonly used by customers (separated by commas) and enter the official USPS two letter abbreviation for the state name in the Convert To field. The Order Manager will auto-correct any of the names or abbreviations in the Convert From field to the value that is entered in the Convert To field when an order is imported. For example in the figure above, “penna” or

“Pennsylvania” will be converted to “PA” and “Philly” will be converted to “Philadelphia”.

If it is necessary to enter Country Sales Tax Rates, go to Page 3 (not pictured) and fill in the appropriate values, similar to the steps as outlined above for States. Otherwise, skip to the Products and Inventory Section.

QUICK START INSTRUCTIONS FOR THE

PRODUCTS AND INVENTORY SECTION OF THE SETUP WIZARD

The program supplies a Default Supplier record to which all inventory can be assigned at this time; or it is possible to manually enter some

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supplier information or import it from a text file prior to importing inventory (product) records.

Add or edit supplier records

Figure 18: Setup Wizard: Products and Inventory Section To manually enter a supplier record:

1. Click the [Add/Edit Suppliers] button on Page 1 of the Products and Inventory section.

2. Click the [Add] button and complete the required fields on the Company Info tab of the View Suppliers screen, such as the name, address, phone and email fields.

Enter company data

Figure 19: View Suppliers screen

3. Skip the other tabs for now. Click [Save].

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To import supplier information from a text file or database:

1. Click on the [Maintenance] icon on the Main Menu, click the [Import/Export] tab and select [Import Suppliers, Customers, Inventory or Cost and Prices].

Choose type of Import

Browse to the Location of the text file

Map fields

Figure 20: Import Data from Other Sources screen

2. Choose the [Supplier] radio button at the top of the screen.

3. [Browse] to the location of the source file.

4. Map the fields in the source file to the appropriate Order Manager field via the drop-down lists at the lower portion of the screen.

5. [Test Data], and correct any errors in the file or mappings.

Do not leave totally blank columns in the middle of the text file.

6. Click [Begin Import].

7. If you are not satisfied with the results, click [Restore from Backup], correct the problems and try it again.

8. When satisfied with the results, backup the entire data file via the link on the Quick Clicks Menu of the Main Menu.

Skip the remaining two pages of the Products and Inventory section and proceed to the Shopping Carts section.

QUICK START INSTRUCTIONS FOR THE

SHOPPING CARTS SECTION OF THE SETUP WIZARD

Refer to the Knowledge Base article with the title, Setting Up a ________

Shopping Cart, found in the Specific Shopping Carts book, for details about the specific kind of shopping cart being used. Some shopping carts vary greatly in their setup requirements.

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1. Click the [Create and Edit Shopping Carts] button on the first page of the Shopping Carts section of the Setup Wizard.

Open shopping cart definition screen.

Figure 21: Setup Wizard: Shopping Carts Section, Page 1

2. Click the [Add Cart] button. The Shopping Carts screen opens:

Define a new shopping cart.

Figure 22: Setup Wizard: Shopping Carts screen

3. Enter an arbitrary name for the shopping cart definition (that is only used internally by the Order Manager) in the Store Name field.

4. Select the type of shopping cart from the Cart Type drop-down list. If you are only licensed for a single shopping cart type, then that cart type will appear in the field and there will not be a drop- down list.

5. Fill in the remaining fields on this screen according to the directions in the related Knowledge Base article. Some fields may remain blank after completing the instructions.

6. When finished, click [Save] and [Close].

Skip Page 2 of the Shopping Carts section for now and proceed to the Payment/Credit Cards section of the Setup Wizard.

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QUICK START INSTRUCTIONS FOR THE

PAYMENT/CREDIT CARD SECTION OF THE SETUP WIZARD

Refer to the Knowledge Base “setup instructions” article for the specific payment gateway that will be used, which can be found in the Payment Processing book in the Knowledge Base Table of Contents.

Select the web transaction type

Select a Credit Card processor

Figure 23: Setup Wizard: Payment/Credit Cards Section Setup the gateway for Default & Manual Orders by:

1. Selecting the Credit Card Processor’s name from the list.

2. Setting the Web Transaction Type to Pre-Authorize, Sale or N/A. Choose the one that is appropriate for your web store. Sale (funds collected at website), Pre-Authorized (funds authorized at website), or n/a (no credit card action has been taken at the website and this setting only applies to imported orders).

Continue with the Shipping section of the Setup Wizard.

QUICK START INSTRUCTIONS FOR THE SHIPPING SECTION OF THE SETUP WIZARD

This section is optional at the time of installation, however to get the complete picture of how the program operates from start to finish, it would be best to configure at least one shipping vendor now.

Initially, it is easiest to configure the integrated UPS Online Tools or FedEx Ship Manager Direct shipping software, if you have accounts for either of those services. If not, refer to the full copy of the Order Manager User Guide or Knowledge Base for directions on setting up other shipping software.

Page 1 of the Shipping section:

1. Leave Order Manager selected as the shipping system for UPS &

FedEx (in For UPS & FedEx shipping use: section).

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2. Click the [UPS Online Tools Setup Wizard] or the [FedEx Ship Manager Direct Setup Wizard] button and enter the appropriate information at each screen. Refer to the Knowledge Base articles, Setting Up Order Manager’s Internal UPS/FedEx Shipping, for more details.

Select Shipping System

Setup Carrier Software

Figure 24: Setup Wizard: Shipping Section, Page 1

Skip to Page 3 of the Shipping section of the Setup Wizard and define the Shipping Methods that will be used in the Order Manager:

1. Next to the Show shipping methods for: label, click the [UPS]

or [FedEx] button. The illustrations below depict setting up UPS shipping methods in Order Manager; however the same steps are followed for other carriers.

Choose shipping carrier

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2. The lower portion of the form will be populated with the carrier’s shipping method names. Click the [UPS] button next to Show shipping methods for: and the form will be populated with the carrier’s shipping method names.

Display UPS shipping methods Carrier’s shipping method name

Shopping Cart’s shipping method name

Select Shipping Methods to Use Use Real-Time Rates

3. Click the [Select All] button to enable all of the carrier’s shipping methods or simply check the Use this method box next to a single method.

4. In the Your Name field, enter the name defined at the shopping cart for the selected Carrier’s Name shipping method. The names should match exactly, including any spaces in the name. For example, “2nd Day Air” is not the same as “2ndDayAir”.

5. To use UPS Real-Time Rates, check the box labeled [Use Real- Time Rates] on a single shipping method or click the [Set All

]

button to enable all shipping methods to use Real-Time Rates.

Go to Page 4 of the Shipping section of the Setup Wizard.

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Important Note:

• If you do not plan to use the Order Manager to print shipping labels, will be drop shipping all orders, or are not concerned with accurate shipping records, it is acceptable to check the

“Set Expected Ship Date” or “Set Actual Ship Date” options here.

However, most users should leave these boxes unchecked and allow the program to set the shipping date for an order when a shipping label has been printed.

6. Check the boxes next to the options, [Calculate shipping charges for Manual Orders and POS Orders] and [Set Actual Ship Date after importing tracking numbers], pictured below.

Figure 27: Setup Wizard:

Shipping Section, Page 4

Skip to the Printing and Reports section of the Setup Wizard, since the default Packing section settings are sufficient to demonstrate how the program works.

QUICK START INSTRUCTIONS FOR THE

PRINTING AND REPORTS SECTION OF THE SETUP WIZARD

1. Enter the company name and address information on the first page of the Printing and Reports section, pictured below.

2. Optionally, [Browse] to the location of a company logo that should be included on reports (invoices, packing slips, etc.) The image must be no greater that 1”x 1” and it is preferable to use a .jpg file, although .bmp and .gif files will work.

Select company logo file Enter company info

Figure 28:

Setup Wizard:

Printing & Report Options, Page 3

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Skip the next two pages of the Printing and Report Options section for now and proceed to the Email section of the Setup Wizard.

QUICK START INSTRUCTIONS FOR THE EMAIL SECTION OF THE SETUP WIZARD

Enter the basic information that the program will need to send email to customers or suppliers on Page 1 of the Email section of the Setup Wizard.

Select method of sending email Test Email Settings

Enter Email settings

Figure 29: Setup Wizard: Email Section, Page 1

1. Select the method for sending e-mail. Order Manager is recommended.

2. Complete the SMTP Settings section.

• Server (i.e.,smtp.comcast.net)

• Server Port (outgoing)

• User Name (if needed)

• Password (if needed) 3. Complete the Email Settings section.

• From Address (email address of sender)

• From Name (name of the sender)

• BCC Address (optional, but good to keep copies of all emails sent by the program)

4. Optional: If your email provider requires a secure connection, check the box labeled [Use encrypted connection (SSL)].

5. Click the [Test Email Settings] button to verify the accuracy of the information provided.

6. Skip the second page of the Email section of the Setup Wizard at this time and click the [Save and Exit] button to exit the wizard and save the settings that have been entered thus far.

7. Close the Order Manager on all workstations and then re-open the application on one workstation.

Enter SMTP settings

Save your settings

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Click the [Backup Data File] link on the Quick Clicks Menu of the Main Menu. The program will store a copy of the new data file in the Data Archives folder. To determine the location of this folder, check the value of system parameter, ArchiveLocation. See Knowledge Base article, Set System Parameters, for instructions.

When the backup is complete, re-enter the Setup Wizard and jump to the [Import Products, etc.] section of the Setup Wizard. The Manual Orders, Multi Order Processor, Drop Shipping and Order Status sections can be reviewed at a later date.

QUICK START INSTRUCTIONS FOR THE

IMPORT PRODUCTS, ETC. SECTION OF THE SETUP WIZARD

The Order Manager can import product information directly from most shopping carts or it can also import product data from a text file. If the cart does not support the direct importing of records, the buttons to do so will not be visible.

To import product information directly from the shopping cart:

1. Click the button labeled [Import Products or Customers from a Shopping Cart.

Import Products

2. The Shopping Cart functions screen will open:

Figure 30: Shopping Cart Functions screen

If more than one shopping cart was already created, choose a cart from the Select the Shopping Cart list.

Select Cart

Import Products

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3. Click the [Import Inventory] button and the import will begin.

4. Optional: Customer records can be imported from this screen by clicking the [Import Customers] button, if the shopping cart supports that functionality. Refer to the Shopping Cart Matrix found in the Knowledge Base or on our website for more information.

To import product information from a text file:

1. Click the button labeled [Import Products, Customers. etc.

from a Text File or Database]. The Import Data screen will open:

Figure 31: Import Data screen

Select Product Import

Set Default Supplier for imported products Locate text file

Map fields

2. Select the Products radio button at the top of the screen.

3. [Browse] to the location of the text file or database that contains the product information.

4. Map the fields in the text file or database to the corresponding field in Order Manager by making a selection from the dropdown list next to each field that is displayed on any of the product field tabs (Standard Product Fields, More Product fields, Custom Text & Integer Fields, Custom Currency & Date Fields, Web Fields and Add’l Price Fields). Click on a tab to see the fields that are available on that tab.

5. Optional: Select a Default Supplier for the products that are being imported from the drop-down. If no suppliers have been added yet, the program provides a Default Supplier record that can be selected and used for initial setup and testing.

6. Click the [Test Data] button. Correct any errors that are found.

Do not leave totally blank columns in the middle of the text file.

7. Click the [Begin Import] button to start importing records.

8. Click the [Save and Exit] button to leave the Setup Wizard.

You are now ready to import and process test orders.

Getting Started with Orders

Now that you’ve completed the Store Setup Wizard and entered your products and suppliers, you are ready to begin working with orders. You

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can import orders via the Internet or from a text file, depending on the shopping cart, and you can enter orders manually.

Importing Orders via the Internet

When you completed the Shopping Carts section of the Store Setup Wizard, all of the information necessary for importing orders from the Internet was entered in the system. Importing orders via the Internet is possible for most of our integrated or “supported” shopping carts, such as, Yahoo!Store, Miva Merchant, AbleCommerce, ShopSite, Network Solutions, and osCommerce, to name a few. Refer to the Shopping Cart Matrix to see what functionality your cart supports.

Tip:

• Pressing the F1 key while in the Order Manager will cause the Knowledge Base article related to the current screen to be displayed. The entire Knowledge Base can be accessed by going to ww.stoneedge.com/help and follow the usage directions on the home page to locate specific information.

1. View the Order Manager Main Menu.

2. Click on the Import link in the Orders section of the screen. The Import Orders screen will appear:

Figure 32: Import Orders screen

3. Click on a shopping cart in the Shopping Cart to Import From:

list.

4. Click the [Import via Internet] button.

5. The first time that orders are imported into the program, it will ask you if you want to import all orders as active or provide a cut- off date for those that have already been shipped and should be considered to be historical data. Refer to the full Order Manager User Guide or Knowledge Base for details.

Importing Orders from a Text File

To import orders from a text file you will first need to create the text file by exporting orders out of your shopping cart (a Stone Edge officially supported cart) and into your C:\StoneEdge\NewOrders folder. (If this is a networked installation of the program, check system parameter NewOrderLocation to determine the location of this folder.) See Knowledge Base article, Set System Parameters, for instructions.

This process is different for each shopping cart. Individual instructions for each shopping cart can be found in the Stone Edge Knowledge Base.

Using the appropriate method for your shopping cart, export the orders into a text file and store the file in your NewOrdersLocation folder.

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2. Click on the [Import] link of the Orders section. The Import Orders screen will appear. Refer to Figure 32, above.

3. Click on a shopping cart in the Shopping Cart to Import From list.

4. Click the [Import from Text File] button.

5. The first time that orders are imported into the program, it will ask the user if they want to import all orders as active or provide a cut-off date for those that have already been shipped and should be considered to be historical data. Refer to the full Order Manager User Guide or Knowledge Base for details.

Entering Orders Manually

2. Click on the [Manual Entry] link. The Enter Orders Manually screen opens:

Provide Ship To information Provide Bill To information

Search for Customer Record

Figure 33: Enter Orders Manually screen (Manual Orders)

3. Provide the requested customer information under the Bill To heading. To search for an existing customer (so you don’t have to retype the information), click on the [Search] button and use the Search form to locate the customer.

4. Provide the requested customer information under the Ship To heading. To copy the information from the Bill To area, click on the [Copy from Bill To] button.

5. Click the [Line Items] tab to add a product to the order.

6. Click the [Payment] tab to enter payment information.

7. If you need assistance filling out the forms, check the Stone Edge Knowledge Base (press the F1 key) or review the Order Manager User Guide.

8. Click the [Save] button to create the order.

9. Click the [View Orders] button at the top of the Enter Orders Manually screen or return to the Main Menu and select the [View] link in the Order section to see the order that was just added.

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Go Forth and Sell!

Congratulations! You’ve completed the store setup process and you are ready to begin using the Order Manager to streamline your business’s order processing operations.

Although this guide only scratches the surface of the many features and options available within the Order Manager, you have begun to work with orders. When you are more familiar with the program, revisit the Store Setup Wizard to review the sections that were skipped, and make adjustments as necessary to suit your business processes.

Many of the topics in this guide are covered more completely in the Order Manager User Guide and the online help system (Knowledge Base).

Access the related Knowledge Base topic from almost any screen in the program by pressing F1.

Your feedback is important to us!

Please feel free to email us your comments and suggestions at http://www.stoneedge.com/mailsupport.asp .

Additional Resources :

Order Manager Knowledge Base http://www.stoneedge.com/help

Technical Support Telephone: (610) 994-3699 Option2

Email: http://www.stoneedge.com/mailsupport.asp User Forum http://www.stoneedge.net/forum

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Appendix A: Post Setup Activities

Assigning Suppliers to Inventory

If all of the imported products were automatically assigned to the program’s default supplier when initially setting up the program, it is possible to assign different suppliers to some of your products by using the following process.

ASSIGNING A SUPPLIER TO A SINGLE PRODUCT

1. From the Order Manager Main Menu, click on the [Maintenance Menu] button.

2. Click on the [Inventory & Suppliers] tab.

3. Click on the [Inventory] link.

4. Select the item with which you want to work. The current (default) supplier will be shown on the right side of the screen under the Suppliers for this SKU heading.

5. Click on the current (default) supplier name and click on [Edit].

The Edit Product Supplier Information screen opens.

Figure 34: Edit Product Supplier Information screen

6. Select the correct supplier from the Supplier dropdown list.

7. Complete any other fields as necessary and click [Save].

ASSIGNING A SUPPLIER TO MULTIPLE PRODUCTS

1. From the Order Manager Main Menu, click on the [Maintenance]

icon.

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3. Click on the [Change Suppliers] link. The Change Suppliers screen opens:

Figure 35: Change Suppliers screen

4. Use the features on the left side of the Change Suppliers form to select the products to be modified. You can do this in a number of ways:

• Click the [Show All] button to have all inventory items

displayed in the Select SKUs to Modify list. Click on an item in the list and then on the [Add to list] button, or simply double- click on an item to add it to the list of items to be changed.

• Build a filtered Select SKUs to Modify list by typing a Begin with or End with text string in the This text field and then clicking on the [Build List] button. Click on an item in the filtered list and then on the [Add to list] button, or simply double-click on an item to add it to the list of items to be changed.

• Use the numbers and letters under the SKU Starts With heading to build a filtered Select SKUs to Modify list. Click on an item in the filtered list and then on the [Add to list] button, or simply double-click on an item to add it to the list of items to be changed.

5. In the top right corner of the Change Suppliers form, select the current supplier in the [From:] dropdown list and the new supplier in the [To:] dropdown list.

6. Click on the [Make Changes] button.

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Important Note:

• The Inventory Tracking option (on the Order Processing tab of the Store Setup Wizard) MUST be enabled before the drop shipping functionality can be used in the Order Manager. Also, each drop ship item must have a primary supplier specified, and that supplier record must be designated as a drop ship supplier.

Configuring Inventory for Drop Shipping

You will need to configure the drop ship settings for any products that will be drop shipped. Marking an item for drop shipping on the Inventory tab directs the Order Manager to drop ship the item from the primary supplier specified in the product inventory record, using the drop ship settings specified for that supplier.

icon.

3. Click on the [Inventory] link.

4. Select the item you want to configure for drop shipping.

5. Click on the [Edit] button.

6. Click in the [Drop Ship] checkbox to enable this feature (top left corner of the Product Info tab), and click [Save].

Editing Inventory

Important Note:

• Changes entered on this form are saved immediately and cannot be undone.

Back up your data BEFORE using this form so you can restore it if you make a major mistake!

The Multi-Record & Price Editor feature of the Order Manager can be used to edit multiple products records.

icon.

3. Click on the [Multi-Record & Price Editor] link. The Edit Inventory screen opens.

Step 4: Choose fields to edit

Figure 36: Edit Inventory screen

4. Click in the checkboxes next to the fields you want to show and edit. (Note that additional fields are available on the Custom Fields, Web Fields, and Price Changes tabs.)

5. Check the [Supplier] Info box to show the Supplier Name, Cost and Supplier’s SKU fields.

6. Edit the fields as necessary (one at a time).

7. Click [Close] to close the Edit Inventory Form.