SHIP ENGINE PROCEDURES

There is a new menu option in POS for the Ship Engine interface.

Contact Total Computing Solutions Sales to setup an account with Ship Engine.

Menu option #7 for Shipping.

Select option #21 for Shipping Parameters.

In the Shipping Parameters,

• fill out your company Shipping Location and Return Location information
• Enter your label settings
  • Format select from
    • Pdf
    • Png
    • Zpl
  • Scheme settings
    • Label
    • QR_Code
  • Layout
    • 4 X 6
    • Letter
  • Default Settings
    • Residential
      • Y-Yes
      • N-No
      • U-Uknown
    • Dim UOM
      • Inch
      • Centimeter
    • Weight UOM
      • Ounce
      • Pound
      • Gram
      • Kilogram
    • Currency
      • USD
      • CAD
      • AUD
      • GBP
      • EUR
      • NZD
    • Ins Currency
      • USD
      • CAD
      • AUD
      • GBP
      • EUR
      • NZD
    • Ins Auto Min – enter the minimum value to incur insurance charges.
    • Ins Provider
      • None
      • Carrier
      • ShipSurance
      • 3^rd Party
    • Select the S2 = Screen Two to fill out you Ship Engine ID information

Enter in your Whs Name, Carrier ID, Carrier Name, fi you enter in a specific carrier ID and Carrier Name then when you select to view shipping results you will only see the results for that specific shipper. Leaving this field blank will make it so that when you view the shipping results you will see the results for all carriers (stamps/usps, UPS, FedEx).

Ship Engine Stuff with the API KEY assigned by Ship Engine.

Select #1 Shipping to enter in you shipping information for specific transactions

Select store number that you are shipping for, leave as 1 if you only have one store.

Ship# – Enter in the transaction information to select a transaction or a ‘.’ for manual shipment record.

• ‘.’ – to manually create shipment record
• CONF;### – to create shipment record from POS Transaction by confirmation #
• POS;xxxx – to create shipment record from POS Transaction.
• PC;xxxx – to create shipment record from Pref Customer look up.
• AR;xxxx –              to create shipment record from A/R Customer look up.
• ### – to pull up existing shipment record.
• XO;### – to search for shipment records using confirmation #.
• XN;xxxx – to search for shipment records using name.

After entering the information for an existing transaction then the Name, Addr, information will be populated from the transaction, if you manually create a ship# then you will have to fill out the information as seen below.

Once all of the information has been entered, select the S=Shop Rates to see the shipping options.

Choose from the displayed shipping rates the one that you would like to use for this shipment. Please note that some of the options allow for tracking while others do not.

After selecting a shipping option there will be an option P=Print Label. After selecting this option, you will see a new popup window, as seen below, you will highlight and copy all of the information in the ’URL’ field and past that in to a browser window to bring up a window to print the shipping label.

The browser window will open with the option to print the label as seen above.

After printing the label, all of the tracking information will be displayed in the ‘Shipment Information’ section of the window, you have the option to R=Reprint Label or VO=Void Label, you can reprint the label as many times as you need.

At the end of the day when shipping has been completed, select #2 the Shipping EOD option to finalize you shipping manifest.

From the ?? Button select the Carrier option and the date then select the C=Create Manifest option when the manifest is created you will see the manifest # above.

Copy the URL field and paste that in to a browser window to get a copy of the shipping manifest. Below is an example of what you should see for the stamps.com/usps shipper.

To add notification of Inactive customer or Over Due rentals to a pick slip then you need to add the following line to the MO.PICK header.

Line 1 in the example below shows how to add the notification to the top of the pick slip printing.  The attribute can be RPD (Rental Past Due) or PDR (Past Due Rental) and the L#94 fills the entire lines, if you wish then you can also put in a blank line after this for better formatting.

GM WEB TAGS 

Web-Tags is a new webstore feature that allows customers to filter items within their webstore selections. For instance, if a customer accesses a clothing catalog, they may want to filter the items to only display the items that have the color and size they are looking for. 

Web tag categories are the objects a user can select to filter on, e.g. Size, Color or Fabric and include a list of values such as Blue, Red, Large, Small, Cotton, or Polyester to filter on. These Blue, Red, Large, Cotton, etc. options are called tags. 

Note: there is no required sequence for creating Web-Tags and categories. You can create a new category first or create the Web-Tags first 

Web-tag category maintenance is used to manage what categories a tag is associated with or to.   

Here are some naming conventions to follow  

• Underscores are converted to spaces DRESS_SHOES = DRESS SHOES 
• Special characters should not be used in naming Web-Tags or categories 
• Keep in mind, the names of the categories will be displayed as a drop down Keeping the names short will be ideal.

When attaching Web-Tags to a matrix item, the tag needs to be added to the Parent item only, do not add the tags to the child items. 

Note: there is no required sequence for creating Web-Tags and categories. You can create a new category first or create the Web-Tags first 

Adding a non-existent tag label to a tag category will create the new tag
Adding a non-existent tag category to a tag will create the new category 

To use GM WEB Tags you will need to create the Web-Tag categories and the Web-Tag labels. 

Log to POS.26.6.1 to enter/modify a Web-Tag Category.

• Tag Category– Enter in the new tag category or select the ?? to edit an existing category.  
• A category will be a way to group your tags such as Size or Color. 
• You would create the category of Color and then in the next section where you create the Tag, each of the colors you create would be associated to the category. 
• TAG– Enter or select the tag to associate to the Tag Category. 
• SortBy– Enter a number 1-? to indicate the sequence that you would like to sort them by. This will affect the display sequence within the Webtag/Category filter display. If you leave the ‘SortBy’ field blank then they will be displayed in alphabetical order. 
• HexColor– If this is a color associated field then you can enter the ‘HexColor’ code to help identify the color. You can only enter the ‘Hexcolor’ if the Tag Category is COLOR.

The color will be displayed when you click on the color tag on the web site. The ‘Hexcolor’ will only be displayed if the Tag Category is COLOR, otherwise the swatch will not be displayed. 

Log to POS.26.6.2 to enter/modify the Web-Tag Tag Maintenance.  

Web-Tags -these are going to be the options that you can click to filter items in the webstore 

• Web Tag– Enter/modify the web tag label to use. (If a tag already exists that tag information will appear) 
• Color field– Enter the color code if this is associated with a color. The color will be displayed when you click on the color tag on the web site. Entering the ‘hexcode’ in the Color field display the color swatch next to the color name as seen below.
• 

• If you have entered a Tag in the Tag Category Maintenance, then it will be available here and it will display the Category that it was assigned to. 
• You can also set the ‘SortBy’ attribute which is the order in which the tag will appear in the dropdown menu. If left blank the webstore will simply sort by alphabetical order. 

Adding Web-Tags to GM items.

Now that the tags have been created, you will need to go to GM > MF to add the tags to the items. 

• Log to GM.MF, enter a SKU that you want to add the web tags to.
• Select W=Web to go to the web maintenance screen.
• You will see a new section called Web-Tags.
• Select the ?? to display the list of tags and select the one you want to add to this item
• Repeat for each of the tags you wish to add to this item.

When you go to the website, and after you select a catalog on the left, you will then see the tag categories that you can click and select to filter the results by. 

Selecting multiple filters will result in only displaying the items that meet all the filters selected. If you do not see any results, then remove some of the filters that you have selected. 

it will aggregate filters within a category then filter down when you select a filter in a different category 

So, if I select 4 different colors, it will show me all the items that have any of those colors, but then if I pick a size, it will show me the items of that size that are any of the 4 colors. So, if I choose medium, it will show the mediums that have any of those 4 colors 

EDIT SUBJECT LINE ON WEBSTORE EMAILS

When a web order is received, if you have enabled the parameter to send out notifications when received, then an email will be sent to the customer to let them know that you have received their order. For that email the subject line is hard coded to be ‘Order Received’ and you could not change that.

Likewise, when you process an order, an email is sent to the customer with the details of the order. The subject could be modified for this email, but it was limited to just static information enter in the “Subject” line in POS.26.5

You now can modify the subject line for both emails and include the customer’s confirmation # in the email.

• Log to POS.26.5 “Email Parameters”
• Select T=Mail Text from the bottom prompt.
• In each of the sections, select the right arrow to highlight the lines and then select ‘Ins’ and enter 1 to create a new line at line 1.     
• On the new line enter ‘SUBJECT: ‘ this must be the word “SUBJECT” followed by a ‘:’ and a space then you can type what you would like the subject to be.  You can also include the keyword =CONFIRMATION to include the confirmation #
  • SUBJECT: This is the new subject line for order submitted confirmation =CONF

Once that is done for the section to send the order received confirmation then hit enter until you get to the next section for ‘Order is shipped’ and repeat the steps above and modify the subject matter to be similar to the example below.

SUBJECT: Order =CONF has been processed

The purpose of this article is to cover the steps a customer can take to sell a gift card online.

The general process is to create fee codes at the desired price points, assign them to a a web catalog, and then generate the unique Gift Card/Voucher code when the order has been completed.

Pre-Requisites

1. Determine the desired price points
2. Determine the correct class code
3. If using an image, have the full image name handy

Create Gift Card Fee Code(s)

1. Navigate to POS-22-23 for Fee Code Maintenance and fill out the necessary fields
2. Add a new code (we recommend at least four digits)
3. Enter a description for the gift card
   1. This will display on the website. We recommend stating the value in the description if multiple price options are used.
4. Assign the appropriate Class Code
5. Flag whether or not the purchase is taxable (typically no)
6. Set Factor to 1
7. Enter the desired amount for Default Amount
8. Set the Voucher Code to GC
9. Enter the name of the image to display in the Image ID field (optional)
   1. Be sure to upload any image assigned to the website under the GM Images directory
10. Repeat as needed for each price point

Add Gift Card Fee to Web Catalog

1. Navigate to POS-22-5 and enter the desired Catalog ID
2. Fill out the required fields if this is a new catalog
3. Add the Fee Code(s) created above in the SKU column
4. Save your changes
5. The price points are now available for purchase on the website
   1. Customers can search or navigate through the catalog to get to the item

Order Fulfillment

When processing the transaction, the clerk will process and activate the Gift Card the same as if it was sold in a regular transaction. The only difference is that instead of prompting for a dollar amount, the fee code automatically populate with a dollar amount.

Add Image to a Fee Code

If you need to add an image to a Fee code so that you can display that online then

• Log to POS.22.23 “Fee Code Maintenance”
• Enter in the Fee Code
• Enter the image name in the Image Id: field just like you would enter the image name in the GM-MF image name
• Upload the image the same as you would a GM image.

Web Order Confirmation Status Display

To view the current status of a customer confirmation number

• Log to POS.26.26 “Web Order Status”
• Enter in the confirmation number

• You will see 3 columns, ‘Open Order’, ‘Closed Order’, ‘Associated Sales’
• 
  • Open Orders will display the open order, select O=Open Orders and then the line number with the confirmation # to see detailed information about the order.
  • Closed Orders will display if the order has been completed or if it has been deleted. If you select that option, then it will display the information from the original order.
• 
  • Associated Sales will list all of the ‘Sales’ that are associated to the confirmation number, so if the customer ordered 5 items and each item was sold on a different register transaction then there would be 5 associated sales. Select the S=Associated Sales and then the line number to view detailed information about that transactions.

Colleague-POSConnect/AR Split Tender

Setup

Please contact support to setup AR or POSCONNCECT Split Tender options.

Web Customer View

The change that you will see on the web is, as a customer, they will shop as normal. When they select the option to go to the cart the first thing they see will be the cart details and asking if the will pay with Financial Aid.

If they select ‘No I will NOT use Financial Aid’ then they will continue as normal

If they select ‘Yes I’d like to use Financial Aid’ as seen below.

The customer will get presented with their address information to confirm/edit as needed and at the bottom of the screen they will need to enter in their student ID and then click on the ‘Show Shipping Options’.

Now they will select their Shipping option from the list setup by the store.

Enter in any Order Comments that are needed and then click/check the checkout policy box then ‘Proceed To Payment’.

The customer will then need to enter in their credit card information, this will only be used if they order items that are not covered by the amount or type of aid the customer has.

And finally, if the customer will see a message thanking them for their order and then receive an email with the order information confirming that the order has been received.

Store processing of Split Tender

The order will come to the store as a suspended transaction, just like a normal CC transaction. The store personnel will be able to run the pick slip reports (POS.26.10 or 13) and pending order reports the same as they do regular web transactions.

Bring up the suspended transaction the same as other web transactions

Since this will be treated as a POS Connect or FA order, you will get prompted to look up the customer the same as your existing POSCONNECT/FA transaction (POS Connect is used in the example).

The Account ID will be brought in from the transaction where the customer entered it on the web site.

Select the fund source that you wish to use for this transaction

The transaction will load each item and validate the customer has the funds to cover each item that was ordered. If the customer goes over their limit or has purchased something that is not covered by their fund source then a message will display that the SubClass limit has been exceeded or that the limit has been reached. Click on the ‘Yes’ button to add the item to the cart and to proceed, if you select ‘No’ then the item will not be added to the cart.

Once all of the items have been added to the transaction, the transaction will show the Total amount and also the Original fund amount, Available funds and the cash due that will be placed on to the credit card when the transaction is finalized.

After selecting the ‘TOTAL’ button, the transaction will automatically enter the amount of funds to be used by the FA/POS Connect transaction tender, the cashier will just hit the ‘Enter’ key on the keyboard.

The transaction will then apply the financial aid funds to the customers fund source and report if there were any issues. Once the financial aid amount has been successfully applied then any additional amount will be applied to the credit card that was entered on the website.

Setting up – redeeming Coupons, Promos, Vouchers, Gift Cards and Certificates.

This training document will walk you through setting up your Coupon/Promo Code(s) Along with Gift Cards, Vouchers and Certificates for the purpose of online ordering and order fulfillment.

*You can mix and match different Promos, Coupons, Vouchers, Gift Cards and Certificates with any valid webstore Tender.

Coupon & Promo Setup/Configuration

Menu Path POS-22-25-22

• You can add a new Coupon Code by either typing in and Select the “Add” or “Copy” Option. You can also modify any previous coupon. You can also use the standard period “.” for the next numeric sequence number. *If you modify coupons after a Web Order has been placed the modified coupon will not be applied to any suspended transactions only to new Orders.
• You will need to fill-in all of the required fields. For detailed field information input a single question mark for more help.
• Selecting the “Tran/Item/Class” type of discount will determine your choices throughout the setup.
  T=Tran type discounts will apply the discount to the whole order.
  I=Item type discounts will apply the discounts to the “Specific SKUs” you list for the discount.
  C=Class type discounts will use the table defined in the “Beg. Class – End Class”. *note if you are adding groupings of class codes you will need to make sure they are in sequential order, example: 100-200 600-700.
  The CA option behaves the same as C but the discount will apply to all items in the defined class instead of just the first item added to the transaction.
• Choosing either the Mfgr or Store Coupon will make a difference on if the coupon is treated  as a discount or as a tender amount.
  • A Manufacturer coupon will be treated as a TENDER amount and is normally issued by the manufacturer. As such it will decrease the balance due and will report as a tender amount.
  • A store coupon is issued by the store, maybe as a promotion to get people to shop at the store, and will be treated as a normal discount. These items will be treated as taxable, in other words, tax will be charged on the original retail amount before applying the coupon. The discount will be reported as any other discount.
• Min Purchase Amt* – The way this field is applied depends on the coupon type (Tran/Item/Class) you set up.
  • Transaction – The transaction Subtotal amount must meet the minimum, once the subtotal meets the minimum then the coupon will apply the coupon amount.
  • Item – The line item amount must meet the minimum before the discount will be applied. If the item sells for 10.00 and the minimum is 30.00 then the item will not apply unless the quantity is more than 3 to meet the 30.00 minimum. The coupon will only be applied 1 time regardless of how many items meet the minimum.
  • Class – The class must meet the minimum, the coupon will only be applied to the first item of the class. The total is not cumulative.
  • Class All – When the minimum is met by a cumulative of all the classes in the coupon then the discount will be applied to the total amount for the valid classes or the dollar amount will be applied 1 time.

Applying Coupon(s) Promo(s)

During the Checkout process the online user will have the option to enter the Promo/Coupon Code that was setup. Users can add additional Codes using the instructions listed online.

Selecting the “Submit” Button will apply the Codes to the users cart.

Resuming Orders Promo/Coupon

• You will need to print Pick Slips or the email confirmation to see the type of Promo Code that your customer used at checkout.
• To enter a Promo/Coupon code, after selecting TOTAL, you need to select the ‘coupon’ key or int the ‘Modifier or Tender’ field enter CPN and press enter. You will then enter the promo/coupon code in the pop up box.
• Depending on the type of Promo/Coupon Code that was used on the online store will determine where the Code is applied in the transaction. See Gift, Voucher and Card Setup. to see how to check the types of Codes that are being used. example: T=Transaction I=Item C=Class

Adding and Maintaining Vouchers and Gift Certificates.

*See Gift, Voucher and Card Setup.

Redeeming Voucher, Certificates and Cards at Online Checkout.

During checkout the user will have the option to Apply Gift Cards, Certificates and/or Promo Codes.

• When a valid Voucher is entered and applied using the “Submit” button the shopping cart will update and reflect the new total.
• The balance on the voucher will also be shown to the user on their checkout page.

*note that Vouchers, Gift Certificates and Cards follow the same rule as Credit Cards for Bookstore Clients. Funds are not changed until order fulfillment at the register.

Resuming Orders Vouchers, Cards and Certificates

• You will need to print the order Pick Slip or the email confirmation to see the type of Voucher, Gift Certificate or Card that your customer used at checkout.
• To enter a Promo/Coupon code, after selecting TOTAL, you need to select the ‘coupon’ key or int the ‘Modifier or Tender’ field enter CPN and press enter. You will then enter the promo/coupon code in the pop up box.
• You can utilize the TCS standard types of Tender Codes and their rules e.g. Splitting Tenders between the Voucher, Gift Certificate or Card and other valid Tenders for web checkout.

*note you must be running webstore version 3.x.x or greater for these features to be available.

Adopting GM Items

Enter or Modify your adoption TX.1.1,  select the DEPT/CRS/SECT in Adoption Maintenance you wish to add your GM item (s) to.

At the bottom-line prompt select S2=Screen 2.

In the new S2=Screen, if your campus is using a specific CRN number that identifies the DEPT/COURSE/SECT . then you can enter that here, once entered you can enter the Campus Class#, preceded by a semi colon (;) in the Dept, Course or Section fields to look up the section (i.e. ;01234567). *Campus Class is not a required field not all users use this feature. You can navigate past this field by pressing enter or click on the SKU field.

In the SKU field, enter the SKU or you may do the normal GM item lookup to find the item. If you are selecting a Matrix GM item then select the Parent SKU, This way when its displays on the web the customer will see the Color and Size drop down selectors to choose from.

Enter the QTY that the student should purchase for the section and enter R/O to indicate if the item is Required or Optional.

Adding Fee(s) Adoptions

You can add POS Fee Code(s) the same way that you would add a sku in the S2=Screen 2. The fee will then be displayed along with the GM and Textbook information in the Adoption/Course search on your website.

You can also enter in Fee Code(s), this allows you to collect any additional fees that may be required for the course that has been set by the Instructor or Staff. *for details on setting up Fees Codes, reference POS Training

Example web cart

Resume Web Order

Resume Orders that have been placed will look the exact same as other Web Orders. *note you will have to verify the rental item and price when resuming the order. It is best that you have a copy of the order to verify the type or rental and length of rental.
Example Web Order Resume