West Virginia University
Information Technology Services
eCommerce Store Manager QuickStart Guide
Managing Your
eCommerce Store
Table Of Contents
If you are using a Mac, click a section to go straight to it. If you are using a PC, hold down Ctrl and click the section.
Introduction ... 3
Accessing Your Site ... 4
Logging In ... 4
Navigating the Dashboard ... 5
Editing Your Site ... 6
Navigating the Website Tab ... 6
Navigating the Configure Tab ... 7
Product Setup ... 8
Adding a Category ... 8
Adding a Product ... 9
Editing the Featured Products Section ... 10
Creating a Product Template ... 10
Uploading a Picture ... 11
Administrative Functions ... 12
Refunding Customers ... 12
Reporting ... 12
Reconciling an Order ... 12
Compiling the Accounting and Reporting Annual Report ... 13
Troubleshooting and Maintenance ... 14
Introduction
This manual describes how to manage your store in AbleCommerce. The online store allows University departments to sell products or services with funds deposited to a General Ledger account. Also, because administrative access allows users to alter website and user information, this manual will show you how to perform processes in the online store without corrupting data.
While the university ultimately owns every department’s store, each department must designate a site owner and a store manager.
The site owner is the individual who assumes fiscal responsibility for the store.
The store manager manages the store’s day-to-day operations and reports to the site owner. To ensure proper oversight, the same individual cannot perform both roles.
While you are in eCommerce, if you do not know what a field represents, hover the mouse pointer over the speech bubble beside the field to see a description.
Follow these instructions exactly. The protocol this manual establishes will prevent you from corrupting
Figure 1: Login icon
Figure 4: Dashboard screen menus
Accessing Your Site
Logging In
1. Go to your department’s eCommerce website. 2. Click the Login icon at the top right. See Figure 1. 3. Log in under ‘Returning Customer.’ See Figure 2.
a. When the CAPTCHA screen appears, type in the CAPTCHA and click ‘Sign In.’
b. Although the window says ‘customer,’ you can still perform administrative functions when you log in.
4. On the next page, click the Admin icon in the top left corner. See Figure 3.
You should now see the Dashboard screen with new top menus.
See Figure 4. If you want to adjust the settings, submit a
request to Information Technology Services (ITS) by emailing [email protected].
Do not click the Customize button. Customizing the settings could alter the website or user information.
Figure 2: Login window
Navigating the Dashboard
Use the Dashboard to view, minimize ( ), or close ( ) the following applications:
Product Popularity o By Sales o Sales Data o By Views o View Data Order Summary o Today
o Last Thirty Days o Last Ninety Days o Search Orders o View Order Number
Sales Over Time
o Past Seven Days o Past Six Months
Page Views Over Time
Editing Your Site
Navigating the Website Tab
Logo and Images
1. In the top menu, go to Website and click Logo and Images. 2. To change your site’s logo, either:
a. Upload a file from your computer by clicking Choose File. b. Find a file on the server by clicking the binocular icon ( ).
3. To alter the default image sizes, go to the Default Image Sizes section and adjust the numbers within the Width and Height fields.
Content and Layout
(You must know HTML to edit a scriptlet.) 1. In the top menu, go to Website and click Content and Layout.a. If a row has an X in the Custom column, that scriptlet has been customized. Customizing a scriptlet also allows it to be deleted.
2. To copy a scriptlet, click the duplicate icon ( ). 3. To edit a scriptlet, click the edit icon ( ).
a. To import pre-built content while in the Edit page: i. Click the magnifying glass ( ).
ii. Select the appropriate control from the drop-down menu.
iii. Copy the information in the brackets, including the brackets themselves. iv. Paste the information into the appropriate place in the Content section.
Themes and Display Pages
1. In the top menu, go to Website and click Themes and Display Pages. 2. To change the store and/or admin theme, select the appropriate theme
and click Save Changes on the bottom left.
Navigating the Configure Tab
The “Configure” tab allows the Store Managers to change settings for their store. The “Store” menu has the general settings for the store front, including:
Configure > Store Store Name Unit of Weight TimeZone Inventory Settings Order Number Configure > Tax Tax Codes Tax Rules Configure > Email Email Settings Email Templates
You must create an email template for eCommerce to notify customers that their orders did not go through if a payment capture or authorization fails.
This menu allows the Store Manager to set up different email templates to be sent to the customers during different triggers of the purchase. Email templates can be added by creating a new template and giving it the appropriate triggers for the emails to be sent out.
Customer Order Notification: Notifies the customer that their order has been placed as soon as
the order has been submitted.
Order Shipped: Notifies the customer that their order has been shipped.
Figure 7: The category tree
Figure 5:
Categories
Product Setup
Adding a Category
1. Click “Catalog” ( ) in the top right menu.
2. Check the categories in the left menu to see if your category already exists. See
Figure 5.
3. To create a category, type the new category’s name in the box under “New Category.” See Figure 6.
a. Make the category name unique so you can identify it in a list. For example, if you name both the Men’s Shirts category and the Women’s Shirts category “Shirts,” you will not be able to differentiate between the two categories named “Shirts” when they appear on the Categories list.
4. Repeat this process to add subcategories. The tree at the top left shows the category’s structure seen in Figure 7.
5. To adjust the order in which a category appears, click the green up or down arrow ( ).
Figure 8: Product details screen
Adding a Product
1. To add an item, click the category in which your product belongs. If it belongs in a subcategory, continue until you reach the appropriate subcategory.
2. On the right in the ‘Add Item’ menu, click the “Product” icon that looks like a box to bring up the product details screen seen in Figure 8.
3. Fill in the necessary information, such as shipping and taxes. a. Be sure to add a tax code.
b. If you are adding a product that will not require shipping (e.g., a conference or camp),
choose “No” under Shippable.
Editing the Featured Products Section
1. In the Dashboard, hover the mouse pointer over “Marketing.” 2. When the drop-down menu appears, click “Featured Products.” 3. View the current featured products.
a. To delete a product, click the delete ( ) icon.
4. Go to the “Find Products” ( ) box to add a product: a. Fill in the product’s name in the “Product Name” field.
b. Check “Show Thumbnails” ( ) if your product has a picture. c. To restrict your search to either non-featured or featured items,
select the appropriate option. If left blank, a search will return both options.
d. Click “Search” ( ). When your item appears, click “Add.” e. After you finish adding products to the “Currently Featured” section,
click “Finish” ( ).
5. To see your product, click the store icon ( ) in the top right menu. The item will appear in the “Featured Products” section.
Creating a Product Template
Only one product template can be applied to a product at a time, so ensure that you add all the necessary customer fields to a single template.
1. In the top menu, go to Catalog Product Templates.
2. To create a template, go to the “Add a Template” section, type a name in the Name box, and click Add.
4. When you click “Add Field,” the next screen will display empty fields for the input type, name, prompt (what the customer sees on the screen), columns (width of the box on the screen), and max length. Enter the necessary information.
5. Click Finish.
6. To tie that template to a product, return to Catalog Browse and find a product. 7. Click on the product. In the menu on the left, click the Product Template link. 8. Select the product template from the drop-down box.
9. Click Save when you finish.
10. To test the template, return to the main store and click your product. The extra fields should appear.
For templates to generate reports, you must submit a trouble ticket requesting the fields be added to the attendee report.
Uploading a Picture
When uploading a picture that needs to be resized, it is best practice to resize it outside of
AbleCommerce and then upload the image. If AbleCommerce resizes the image, it will appear blurry on the storefront.
1. Click “Images and Assets” in the left menu to see the icon, thumbnail, and detail images for the product selected.
2. Click “Upload Image” ( ).
a. Click “Browse” ( ) and select the picture you want to upload. b. Enter a picture description in the “Save as” field.
3. Click “Upload.” Repeat the process for other pictures you want to use. 4. Click “Pick or Edit Images” ( ).
a. To select an image for the product’s icon, thumbnail, and/or the standard image to display, click the binoculars icon ( ) to the right of each field.
b. Select the image from the “Folder Contents” menu on the left by checking the box, then click “Upload” ( ).
c. Describe the product in the “Alternate Text” field. d. Click “Save Changes” ( ).
Administrative Functions
Refunding Customers
To issue a refund, the department must email the request to [email protected] with the subject line “eCommerce Refund” and the following information:
Customer’s name
Original transaction date
Original transaction amount
Refund amount
Order ID (Admin icon Manage Orders)
Use the same process to complete a tax refund for tax-exempt customers.
Reporting
Reconciling an Order
Note: To protect customer identities, AbleCommerce does not store credit card numbers.
1. In the Dashboard, hover the mouse pointer over “Reports.”
2. When the drop-down menu appears, hover the pointer over “Sales,” then select “Monthly Sales.”
3. To scroll through the monthly sales reports, click “Previous” or “Next,” or select the month and/or year from the appropriate drop-down menu.
Compiling the Accounting and Reporting Annual Report
On an annual basis, Accounting and Reporting will require (by June 30):1. A physical count of the inventory on hand. Report the inventory value, the method of assigning value (FIFO, LIFO, etc.), and the date on which you took the physical inventory.
2. The accounts receivable. Include the MAP accounting string used for the cash receipts and details including the customer name, address, and balance due.
An estimate of the uncollectible amount and the method used to estimate it.
Troubleshooting and Maintenance
If you need help at any point during a process, submit a trouble ticket to the OIT Help Desk by emailing [email protected] or calling (304) 293-4444.
Scheduled maintenance occurs every Thursday at 10:00 PM and every night at 2:00 AM. The State Treasury Office reserves the right to run scheduled maintenance on any Thursday but normally only runs maintenance once a month. The Store Manager will receive notifications about any unplanned outages.
References
“Themes File Manager.” AbleCommerce Support Resources. Able Solutions Corporation, 2013. Web. 28 June 2013.