Dydacomp's Multichannel Order Manager 7i Setup Guide

Setup Guide

Mail Order Manager®

Version 7.0

Dydacomp

(800) 858-3666www.dydacomp.com

UK Edition0800 032 6559

www.dydacomp.co.uk

Copyright

The Mail Order Manager software and its documentation are protected by both United States copyright law and international treaty provisions. You may not copy the Mail Order Manager software or the Mail Order Manager documentation for any reason except for archival purposes, and by express written permission from Dydacomp Development Corporation.

Accumail is a registered trademark of DatatechAmazon is a registered trademark of Amazon.com, Inc.Authorize.Net is a registered trademark of Authorize.Net Corp.Avery is a registered trademark of Avery Dennison Corp.Blackthorne Pro is a registered trademark of eBay Inc.eBay is a registered trademark of eBay Inc.FoxPro is a registered trademark of Microsoft, Inc.IBM is a registered trademark of International Business Machines CorporationMagtek is a registered trademark of Magtek, Inc.,Microsoft is a registered trademark of Microsoft, Inc.Microsoft Graph is a registered trademark of Microsoft, Inc.Microsoft Office is a registered trademark of Microsoft, Inc.Miva is a registered trademark of Miva, Inc.MS Mail is a registered trademark of Microsoft, Inc.MS Word is a registered trademark of Microsoft, Inc.Novell Netware is a registered trademark of Novell, Inc.R & R Report Writer is a registered trademark of Liveware Publishing, Inc.Seller’s Assistant Pro is a registered trademark of eBay Inc.Shopsite is a registered trademark of Shopsite, Inc.SiteLINK is a registered trademark of DydacompTranscell is a registered trademark of Transcell Technology, Inc.UPS OnLine and UPS are registered trademarks of United Parcel ServiceUSPS and United States Postal Service are registered trademarks of the United States Postal ServiceWindows is a registered trademark of Microsoft, Inc.Yahoo is a registered trademark of Yahoo! Inc.

All other trademarks and copyrights are the property of their respective holders.

Version 7.0 for WindowsAugust 2009

Table of Contents

Mail Order Manager Setup Guide i

Table of ContentsIntroduction 1

About this Guide 1

What You Need to Run M.O.M. 2

Special Paper Supplies 3

Installing the M.O.M. Software 4

Starting M.O.M. 6

Getting Information 6

Becoming Familiar with M.O.M. and Windows 9

Some Troubleshooting and Savings Tips 15

Backing Up Your Data 17

Chapter 1 Making Preliminary Settings 19

Setting Up System Users and Assigning Security Levels 20

User Password Controls 25

Setting Up Your Company Billing and Shipping Addresses 27

Setting Up User Defined Order Entry Preferences 29

Setting Up User Defined Contact Entry Preferences 30

Setting Up User Defined Customer Lookup Preferences 31

Setting Up User Defined Point Of Purchase Preferences 32

Setting Up User Defined General Lookup Preferences 34

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ii Mail Order Manager Setup Guide

Customizing the Customer Entry Screens 36

Customizing the Order Entry Screens 40

Selecting Forms and Form Options 43

Customizing Order Processing 44

Manager’s Authorization Settings 48

Selecting Special Print Output Options 50

Setting Up Sales Commission Groups 51

Setting Up Product Mix & Match Codes 52

Chapter 2 Setting Up Suppliers and Stock Information 55

Setting Up Suppliers 56

Setting Up a New Stock Item 58

Setting up Supplier and Stock Item Demographics 60

Establishing Starting Inventory or Viewing Current Information 60

Establishing Return Preferences 61

Establishing Restricted Shipping Areas 61

Establishing Warehouse Locations for Items (Bins) 64

Establishing Inventory Low Level and Purchasing Levels 67

Establishing Special Selling Prices 69

Establishing Special Selling Prices to Groups of Items 71

Establishing Detailed Item Information 72

Establishing UPC, ISBN or Alternate IDs for a Stock Item 74

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Mail Order Manager Setup Guide iii

Establishing a Product Classification Code for a Stock Item 76

Establishing a Product Shipping Preference 76

Setting Up Shipping Information for an Item 77

Establishing Salesperson Commissions 78

Establishing Royalty Payments 79

Setting Up an Item-Specific Customer Notice 80

Setting Up Advanced Search Criteria 80

Setting Up Accounting Information for a Stock Item 81

Setting Up Special Types of Items 82

Complex Item Attribute Setup 101

Setting Up an Item Substitution, Cross-Sell, Up-Sell or Promotion 105

Discontinuing an Item or Preventing an Item from Being Sold 108

Establishing Product and Supplier Return Codes 108

Establishing Order Hold Reason Codes 110

Establishing Lost Order Reason Codes 111

Renaming and Merging Stock Items 112

Renaming and Merging Suppliers 113

Changing Product Retail and Special Prices 114

Changing Product Vendor Prices 116

Printing Additional Stock ID Labels 117

Chapter 3 Setting Up Advertising and Marketing

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iv Mail Order Manager Setup Guide

Information 119

Setting Up Source Keys for Media Tracking 120

Setting Up Catalogs 121

Setting Up Customer Form Letters 125

Setting Up Pre-Defined Gift Greetings 130

Setting Up a Points and Rewards Program 132

Establishing RFM Analysis Settings 135

Creating a Default Advertising Message for Customer Invoices 138

Setting Up Order Type Codes 139

Setting up Order Promotions 140

Chapter 4 Setting Up Accounting Information 145

Setting Up Sales Taxes 146

Setting Up Credit Card Merchant Accounts 151

Setting Up Accounts Payable Terms for Suppliers 153

Setting Up Default Customer Terms 154

Setting Up COD and Open Invoice Order Payment Rules 156

Setting up Allowed Forms of Payment 157

Setting Up the General Ledger Interface 157

Establishing Inventory Valuation Method 162

Chapter 5 Setting Up Shipping Information 165

Setting Up Shipping Methods 166

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Mail Order Manager Setup Guide v

Setting Up Carrier Zones and Rates for Shipping Methods 169

Establishing Customer Charges for Shipping Methods 173

Setting Up Special Shipping Charges for a Stock Item 177

Setting Up a Flat Rate Shipping Charge for a Source Key 178

Setting Up Call Tag (Return Label) Service 179

Determining Carrier Calculated Declared Value 181

Allocating COD Charges for Orders Shipped in Multiple Boxes 182

Setting up Interfaces with Shipping Carriers 184

Setting Up the Interface for an Electronic Bench Scale 184

Making Special Settings for Drop Shipments 185

Chapter 6 Setting Up Special Customer Information 187

Establishing Customer Type Codes 188

Creating Special Customer Demographics Information Screens 191

Establishing Customer Honorifics and Salutations 193

Chapter 7 Setting Up the Point of Purchase Module 197

Defining Settings for the Point of Purchase Module 198

Chapter 8 Setting Up Management Tools 201

Setting up the Manager’s Dashboard 202

Setting Up M.O.M. Chat 207

Chapter 9 Setting Up Demographics 209

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vi Mail Order Manager Setup Guide

Creating Demographic Pages 210

Chapter 10 Setting Up the Interactive Credit Card Authorization System 213

About the M.O.M. and SiteLINK Internet Gateway 214

Setting Up ICCAS 215

Chapter 11 Setting Up the Import/Export Module 217

Planning the Use of the Import/Export Module 218

Establishing Default Settings for Import or Export Sessions 220

Setting up an Import Profile using the Import Export Wizard 222

Chapter 12 Setting Up Multiple Companies & Inventory Sharing 231

Setting Up Companies 232

Setting up Inventory Sharing 234

Chapter 13 Setting Up the Contact Management Module 237

Creating Telemarketing Scripts 238

Entering Modem Settings for the Auto-Dialing Feature 240

Chapter 14 Setting Up the Advanced Warehouse Module 243

Setting Up Warehouses 244

Setting Up Warehouse Service Regions 246

Setting Up Warehouse Use Preferences for Stock Items 248

Chapter 15 Setting up the Product Manufacturing

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Mail Order Manager Setup Guide vii

Module 251

Setting Up Manufacturing Stages 252

Setting up Manufactured Stock Items 254

Chapter 16 Setting up the Web Auction Management Module 257

Setting up the interface with eBay’s Blackthorne Software 258

Setting up a Stock Item for Auction 259

Chapter 17 Setting up the Address Correction and Validation Module 261

Setting up ACVM 262

Chapter 18 eCommerce Management Setup 265

Setting Up Multiple Stores for eCommerce Management 266

StoreFront Order Management Feed Setup 267

StoreFront Order Management Product Setup 270

Amazon Order Management Feed Setup 273

Amazon Order Management Product Setup 275

ShopSite Order Management Feed Setup 280

ShopSite Order Management Product Setup 283

Miva Order Management Feed Setup 285

Miva Order Management Product Setup 288

Yahoo Order Management Feed Setup 291

Yahoo Order Management Product Setup 295

Table of Contents

viii Mail Order Manager Setup Guide

Introduction

Mail Order Manager Setup Guide 1

IntroductionWelcome to Mail Order Manager (M.O.M.), the powerful software package designed expressly for multi-channel, eCommerce, business-to-business and business-to-consumer direct marketing, and catalog merchants. M.O.M is designed to take advantage of the most sophisticated techniques and programming devices available for Windows software.

Because all of the essential business functions for direct marketing are included in the software, M.O.M. provides a complete and cost-effective automation solution for anyone selling products or services by internet, mail, or phone. With M.O.M., each of the major application areas of your business is expertly managed in one highly integrated program and related modules, including:

online, mail, and phone order entry and order processing

inventory management and purchasing

customer and contact management

journal accounting and reporting

shipping control and shipping system interfaces

profit and response analysis

list management and mailing

subscription management

order import and export

sophisticated reporting using a relational database design

About this GuideThis guide is designed to help you find what you are looking for quickly and easily. Each section is organized around the tasks that you need to perform for your business. In addition, each page is designed to let you locate and read only the information you need.

Setting Up Mail Order Manager

2 Mail Order Manager Setup Guide

What’s in this GuideThe contents are arranged to serve both as a source of reference and as an instructional tool.

Introduction contains instructions for software installation and provides other general information about the system.

Setting Up Mail Order Manager contains step by step instructions on how to set up the databases for your stock items, advertising information, accounting information, etc., as well as setting up the optional modules available for M.O.M., such as the Interactive Credit Card Authorization System and Contact Management module.

Conventions used in this GuideThe following conventions are used in this Guide.

SymbolsTo enable you to more easily reference important information, the following symbols are used as identifiers.

æ Note: This symbol identifies a note or additional information about the use of a particular field or option in the system.

è Hint: This symbol identifies a suggestion for the application of a M.O.M. feature or function.

ç Warning! This symbol identifies a special advisement about a particular condition or situation pertaining to a system function or user procedure.

Click on: tells you to use your computer mouse for the procedure.

Type: tells you to type a specific word or command using your computer keyboard.

What You Need to Run M.O.M.The information below is provided as a quick summary.

System Processor and Operating SystemM.O.M. for Windows requires a standard PC hardware/operating system, including the following.

Introduction


Pentium or Equivalent Processor 2.0 GHz

512 MB RAM Suggested, 1GB RAM Recommended.

32 Bit Versions Windows 2000, XP, Vista (Business or Ultimate

Editions Only), and Windows 7.

Hard Disk Drive with at least 5 GB of available space. On an

ongoing basis, 1 MB of storage per 1000 orders is recommended.

An Internet connection (for SiteLINK, ICCAS, eCommerce Modules,

and Internet Program Updates).

NetworksFor network installations, M.O.M. supports any Windows compatible LAN.

PrintersMany types of printers are available in today’s marketplace. Keep in mind, M.O.M. can support multiple printers connected to your computer. For this reason, different types of printers may be used. Paper forms are available for both laser and tractor feed printers.

Special Paper SuppliesDepending on how you use M.O.M., and what forms you want to print for your daily order processing, paper forms must be ordered for your M.O.M. system. Special forms include the following.

INVOICES and PACKING SLIPS - imprinted with company logo in

single or multiple part with attached box labels or plain paper

invoice. Available in styles for laser printers and pin-feed printers.

PURCHASE ORDERS - imprinted for drop shipments and internally

fulfilled orders. Available in styles for laser printers and pin-feed

printers.

LETTERHEAD - for customer notices and plain paper invoices.

WINDOW ENVELOPE - for letterhead, invoices, purchase orders,

and statements.



CONTINUOUS CHECKS - imprinted for Accounts Payable and

customer Refund processing. Available in styles for pin-feed and

laser printers.

STATEMENTS - imprinted for Customer Statements. Available in

styles for laser printers and pin-feed printers.

GIFT CERTIFICATES - imprinted for laser printers.

LABELS - pressure-sensitive, imprinted with logo for shipping and/

or catalog mailing.

All special paper forms and labels used with Mail Order Manager are

available through Software Forms, Inc. 1- 800-651-FORM (3676).

Other Paper SuppliesOther paper supplies required, including Avery® labels, regular and wide report paper, can be obtained from any office supply store.

Installing the M.O.M. SoftwareTo install your M.O.M. software, follow the instructions that apply to the M.O.M. system you have purchased, either the single station or network version.

Main System Installation1. Insert the CD labeled “Main System Installation” into your CD-ROM

drive.2. If the Mail Order Manager System Installation menu is automatically

displayed, skip to Step 6 below.3. In Windows, select the START button and choose Run. 4. Type: d:\setup, where d is the letter representing your CD-ROM

drive, and press Ñ.5. On the Mail Order Manager System Installation menu, select the

“System Installation” option. Follow the instructions on the screen. You will be able to choose the destination drive and directory location for your actual system.

6. Once the installation process is complete, M.O.M. prompts you to create your first user in the system. This user must be set up as an authorization level of Owner/Operator.

Introduction


Installing and Setting Up the Additional Network WorkstationsThere are two ways to set up additional workstations for access to your M.O.M. system.

Method 1: CD-ROM Based Workstation Set Up

To use this set up option, each workstation must have a CD drive and the following set up procedure must be run at each workstation.

1. Insert the CD labeled “Main System Installation” into the workstation CD-ROM drive.

2. If the Mail Order Manager System Installation menu is automatically displayed, skip to Step 6 below.

3. In Windows, select the START button and choose Run. 4. Type: d:\setup, where d is the letter representing your CD-ROM

drive, and press Ñ.5. On the Mail Order Manager System Installation menu, select the

“Workstation Install” option. 6. Follow the instructions on the screen.7. Once the installation process is complete, M.O.M. prompts you to

create your first user in the system. This user must be set up as an authorization level of Owner/Operator.

Method 2 - LAN Drive Based Workstation Set Up

This set up option is suggested for more than 3 stations.

Copy the contents of the d:\workstn directory located on the CD-ROM to any LAN drive, into a directory with the same name (such as f:\workstn). Be sure to include all sub-directories. You can use Windows Explorer or use a DOS copy command such as:

XCOPY D:\WORKSTN F:\WORKSTN /S

At each workstation:

8. In Windows, select the START button and choose Run. 9. Type: f:\workstn\disk1\setup, where f is the letter representing

your LAN drive, and press Ñ.10. Follow the instructions on the screen.



11. Repeat these steps at each workstation where M.O.M. will be used. You may wish to leave this directory in place for future workstation set ups.

Starting M.O.M.Once M.O.M. is installed, to start the program at any workstation,

Click on: StartProgramsDydacomp Development CorpWorkstation Install 7iLaunch M.O.M. 7i

OR, on your Windows desktop,

Double Click on: You will be asked to create a Password that conforms with a set of requirements. For more information, see User Password Controls on page 25.

Getting InformationThe user documentation for your M.O.M. system consists of three major components, each one designed to help you in a specific way. In addition, technical support is also available.

To obtain copies of this documentation, log on to the Dydacomp Online Technical Support Site at http://www.dydacomp.com/support/login.asp and navigate to the documentation section.

User Learning GuideThe Mail Order Manager User Learning Guide is a companion book to the User Reference Guide. The Learning Guide is designed to help the new user learn how to use M.O.M.’s most common functions.

It is designed to be used interactively with the M.O.M. Tutorial Edition software.

The User Learning Guide addresses the following activities:

Introduction


Entering and Reviewing Orders

Working with Customer Information

Importing Orders

Processing Orders

Setting Up a Stock Item

Using the Purchasing Functions

Using the Management Tools

Using the eCommerce Management Modules

Daily Accounting Activities

Creating a Mailing List

Mail Order Manager On-Line HelpM.O.M. for Windows includes extensive help that you can access quickly and easily when you need detailed information on a feature. There are three different types of on-line help available.

1. Help for Buttons tells you what a button does before you use it. Drag your mouse pointer slowly over the button to display the tool-tip help explanation of that button’s use.

2. Screen Level Help explains the purpose and use of the screen and includes definitions for the fields on the screen. To access the screen level help for a screen, press ¿ on the screen or on the Tool Bar,

Click on:

3. Search-For Help lets you search the entire on-line help system for help on a particular topic. To access the search, select Help on the Menu Bar. Then select Search For Help On...

To help you find related information, all of the Help screens in M.O.M. contain “hypertext” links (cross-references) to other related Help

Help for Tool Bar Buttons



topics. To “jump” to another topic, double click on any green line to see details on that topic.

User Reference GuideThe purpose of the M.O.M. User Reference Guide is to help you easily find the information you need according to the task that you are completing. The User Reference Guide also includes cross-references to M.O.M.’s on-line help that you can use with the “Search-For” option in the on-line help system. In the guide, the cross-references look like this:

For information about SeeDocumentation components Documentation

Technical SupportAs a licensed M.O.M. user, you receive the highest level of technical assistance, Dydacomp Development Corporation provides complete product support, including the following:

US User Support Telephone support during normal business hours, Monday through

Thursday, 9:00 am to 7:00 pm and Friday, 9:00 am to 5:00 pm EST, 1-973-237-0300.

FAX support at 1-973-237-9039 E-mail support at [email protected] Web based help, knowledge base, and online ticketing at

support.dydacomp.com

UK User Support Telephone support during normal business hours, Monday through

Friday, 9:00am to 6:00 pm GMT, 0871 522 1245. FAX support at 0870 832 9595. E-mail support at [email protected] Web based help, knowledge base, and online ticketing at

support.dydacomp.com As a new client, you may have been provided with a free period of support. After this period, you may purchase extensions to your support contract. Prior to the anniversary date of your purchase, Dydacomp automatically notifies you to ensure that your support service continues uninterrupted. In order for us to better assist you, please reference your M.O.M. license number when contacting

Introduction


technical support.

Becoming Familiar with M.O.M. and WindowsIf you’ve used Windows before, everything about M.O.M. will already seem very familiar. The menu design and the ways that you navigate and perform functions in M.O.M. are all modeled on standard Windows design conventions. Even the Help System is “just like” every other help system for Windows.

MenusThere are two types of menus in M.O.M. for Windows.

Menu Bar - on the top of your screen with the words File, Edit, Customer, Order, etc.

Tool Bar - right below the Menu Bar with the colorful picture buttons.

The Menu Bar contains all of the options and functions in the M.O.M. system. The Tool Bar is a subset of the Menu Bar and contains only those options that you use “most often.”

Using the Menu BarEach option on the Menu Bar contains a pull-down menu with all of the functions relating to that option.

There are two ways to select a Menu Bar Option.

Using Your Mouse

MOM Options

Pull-Down Menu



Use your mouse and click on the option on the Menu Bar to display the pull-down menu.

To select an option on the pull-down menu, click on that option.

Using Your KeyboardThroughout the M.O.M. system, menu options, push-buttons, and other graphical selections have a corresponding keyboard “hot-key” letter. You can easily recognize the hot-key letter because it is underlined in the option name.

For instance, in the Menu Bar option Product, the “P” is the hot-key. To use the hot-key, press and hold Ë on your keyboard and press the appropriate hot-key for that option.

Using the Tool BarNot every screen in M.O.M. has a Tool Bar, and in most cases the Tool Bar is provided only as a way to quickly access those options that you use most. To use the Tool Bar, just click on the button.

Lookup ScreensThe Lookup screen is one of the most useful and powerful tools in M.O.M. Throughout the system, it can be used to find any one of the maintainable objects in the system (Source Key, Stock Item, User, Catalog Code, etc.) using virtually any piece of information about that object.

Lookup Screen

Introduction


The top line of fields, LOOKUP ON, CONDITION, and VALUE work together to express the formula to be used as the lookup criteria.

1. Use the LOOKUP ON pull-down menu to select the piece of information about the object to be used as the lookup criteria.

2. Use the CONDITION pull-down menu to specify the way the lookup matches are to be determined based on the VALUE. For instance, equals, greater than, contains, etc.

3. Enter the VALUE to be used to determine a match and press Ñ. The results of the search are displayed in the list.

4. Optionally, use the SORT BY pull-down menu to sort the list using a specific piece of information.

5. Optionally, use the THIRD COLUMN pull-down menu to show a specific piece of information in the third column of the list.

For example, a supplier of ours, the American Exercise Supply Company (AES) has gone out of business. We buy many items from them and want to make sure that we enter a new supplier code for each of these items. Therefore we need to look up the stock items for that supplier and make the appropriate changes.

LOOKUP ON - We would select Current Distributor, because we are basing the lookup on the supplier of the items.

CONDITION - We would select EQUALS, because we are basing our lookup on the supplier code for the American Exercise Company.

VALUE - We would enter AES, the supplier code for the American Exercise Supply Company.

Press Ñ and the stock items for that supplier are listed.

æ Note: The lookup parameters selected above are optionally saved by user ID for the next lookup depending on the preferred setup by that user. See Setting Up User Defined General Lookup Preferences on page 34 of this guide.

è Hint: Place the cursor in the Value field and press ENTER to view the list of all stock items

Multi-Select ScreensLike the Lookup screens, the Multi-Select screens let you find one or



more of the maintainable objects in M.O.M. and then allows you to select either one or several of these items to create a list. These screens are used throughout M.O.M. but mostly for generating reports.

The three fields on the top of the screen are used the same way as on the Lookup screen, except the first field is called SELECT ON instead of LOOKUP ON.

The items that match the criteria you specified are then listed in the Available Items box.

1. To select items from the Available Items List, highlight the item and select the INCLUDE button or “drag and drop” the item with your mouse into the Selected Items List box.

2. To include all of the items in the Available Items box select the INCLUDE ALL button.

3. If you wish to remove an item from the Selected Items List, select the REMOVE button or “drag and drop” the item with your mouse back into the Available Item List box.

4. To remove all of the items from the Selected Items box, select the REMOVE ALL button.

For example, we want to run a Master Inventory report, but we only want to include only the stock items that cost over $100.

SELECT ON - We would select PRICE, because we are basing the

Multi- SelectScreen

Introduction


lookup on the price of the items.

CONDITION - We would select GREATER THAN, because we are basing our lookup on items over $100.

VALUE - We would enter 100.

Press Ñ and the stock items over $100 are listed in the Available Items List box. We want to run the report for all of these items so we select the INCLUDE ALL button, and all of the items are then added to the Selected Items List box.

æ Note: The lookup parameters selected above are optionally saved by user ID for the next lookup depending on the preferred setup by that user. See Setting Up User Defined General Lookup Preferences in Chapter 1 of this guide.

Report Output Options ScreenWhenever something is printed in M.O.M., whether automatically or by using the PRINT button on a screen, the Report Output Options screen is displayed. There are many options available for use on this screen.

Printing, Viewing, Emailing, Saving or Graphing1. Use the pull-down menu to select the printer or device.2. Optionally, select the SETUP button to define page orientation, tray

selection, etc. for the printer or device.

Report OutputOptions



3. Optionally, select the MORE>>> button to display the Page Range options. (Shown in the screen above.) Use the radio buttons to select all pages (the default), just the first page, or a range of pages. Select Print to File to send the entire output to a Excel file instead of a printer for use at a later time. If this option is selected, you are prompted for the file name when you select the PRINT button in Step 7 which follows.

4. To close the Page Range options, select the LESS<<< button.5. To view the output on your screen, select the VIEW button.6. For certain reports you can graph the output, simply select the

GRAPH button.7. For certain reports you can also use the SAVE FILE button to save

the report as a PDF file. M.O.M. uses a built-in PDF writer to create a PDF file, you will then be prompted for a destination for the saved file.

8. To print the output to the printer selected in Step 1, select the PRINT button.

9. To exit after printing or viewing, select EXIT.

æ Note: The print settings selected above are saved by user ID as the default for the particular report that you are processing. For example, for one report, you might want to print to your laser printer, on another report you may want to print to file and export to a spreadsheet. M.O.M. saves the settings as the default for each of these users. Settings can be changed ny pressing the SETUP button.

Creating an Excel File1. To create an Excel file of the output,

Click on:

2. Enter the path and file name.3. Select the EXIT button to create the file.

Sending a Report Via E-mailM.O.M. can send most reports as an e-mail attachment using a workstation that has access to Microsoft Outlook or an SMTP Server.

1. To send a report as an attachment,

Introduction


Click on:

The MOM Email screen is displayed.

2. FIll in the fields and choose Save.

Some Troubleshooting and Savings TipsThis section contains important information about protecting the integrity of your data and guarding against loss of data.

ReindexingThe M.O.M. index files act as “pointers” to the rest of the data files. They tell the program exactly “where” a certain customer, order, etc. resides on the hard disk. If these files are corrupted, M.O.M. will not function correctly or be able to find information correctly. M.O.M. is equipped with an automatic reindexing feature, so reindexing is easy.

When to ReindexIndex files are usually corrupted when the M.O.M. program is exited improperly or when an electrical or hardware failure occurs during use. If M.O.M is unable to “find” an order or customer that is known to be on file in the system, you more than likely to have a corrupted index. In this case, it is necessary to rebuild the corrupted index files to bring back this “lost” information.

MOM Email



How to ReindexTo reindex M.O.M., follow this procedure.

1. Make sure that all users are logged out of M.O.M.

ç Warning: It is absolutely necessary to have exclusive use of the M.O.M. system when reindexing.

2. On the Main Menu Bar,

Click on: FileReindex System Files

The Reindex Database(s) Selection screen is displayed.

3. Select the files you need to reindex. For instance, in the Customer File, the indexes are the Last Name, Company Name, ZIP Code, Phone Number, Customer Number, and Alternate Customer Number.

4. Select the INCLUDE and REMOVE buttons (or “drag and drop” with your mouse) to create the Selected Items List of files to be reindexed.

5. Select the REINDEX button to rebuild the indexes.

ç Warning! Reindexing is not a “cure-all” program. If problems persist after reindexing, contact a Dydacomp Technical Support representative.

6. Check the option Perform Additional Checks for Data Integrity, to view additional tools for cleaning your database tables.

ReindexDatabase(s)SelectionScreen

Introduction


Backing Up Your DataPlease remember, accurate data is your most valuable asset. The way to keep data safe and up-to-date is to back up frequently! Protect your business from data loss! The most common reason for data loss is hardware or electrical failure. To avoid any problems associated with these conditions, it is strongly suggested that all files associated with M.O.M. and its databases be backed up regularly and frequently. Archive all back-up copies in a safe place. If you have a lot of data, you might want to consider using a streaming tape backup system. Depending on which operating system and version you are running, back-up and restore procedures vary. Consult your operating system reference manual for specific procedures.

Routine Back-upsMost users back-up their data based on the volume of orders entered. If you have a high volume of data, back-up every day. If you have just a few orders per day, you might only need to back up every other day or even once a week. If your business is phone order generated, you should back-up very frequently because there is no written audit trail.

Special SituationsIn addition to routine back-ups, back-up your data before:

Running either the Post A/R or Post A/P functions in M.O.M., since posted information is finalized in the general ledger

Your computer or network server is repaired or moved Any type of electrical or construction work is done in the vicinity of

your computer or network server Attempting to install an option, update or new release of M.O.M. or

any other software

DisclaimerDydacomp is not responsible for any lost data due to user negligence in performing routine or special situation back-ups.



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Chapter 1 Making Preliminary Settings


Chapter 1

Making Preliminary SettingsThis chapter provides detailed instruction on the following:

Setting Up System Users and Assigning Security Levels

User Password Controls

Setting Up Your Company Billing and Shipping Addresses

Setting Up User Defined Order Entry Preferences

Setting Up User Defined Contact Entry Preferences

Setting Up User Defined Customer Lookup Preferences

Setting Up User Defined Point Of Purchase Preferences

Setting Up User Defined General Lookup Preferences

Customizing the Customer Entry Screens

Customizing the Order Entry Screens

Selecting Forms and Form Options

Customizing Order Processing

Manager’s Authorization Settings

Selecting Special Print Output Options

Setting Up Sales Commission Groups



Setting Up System Users and Assigning Security LevelsEach person in your organization who uses Mail Order Manager needs to have a unique identification code. This identification code is used throughout M.O.M. to track each customer transaction and customer contact. The code lets you determine who took a customer order, who talked to a customer, who processed a payment, etc.

The identification code also enables you, the business operator or owner, to control what M.O.M. functions and options each user may access. These functions can be defined in a User Role then applied to individual users.

User Role SetupTo set up a new role or to change the information for an existing role,


Click on: MaintainSystem InformationUser Security ProfilesUser Role Profiles

The User Role ID Lookup screen is displayed.

2. For an existing user, use the lookup screen to find and select the user and display the User ID Information screen.

For a new user, select the NEW button to display the User Role Information screen.



.

3. Enter an ID code for the new role and complete the other fields as required.

4. If the new role will be applied to the sales people in your organization, check the User is a Salesperson box. Those users that are classified as salespersons are included in the commissions calculations of the Profit by Product Report. Optionally, select a Sales Commission Group to which the salesperson belongs.

æ Note: Sales Commission Groups must be setup in advance of setting up salespersons. See Setting Up Sales Commission Groups later in this chapter.

5. If the user is a salesperson, and has their own commission structure (not those in the Sales Commission Group) check the box titled Use Special Commission Calculations for This Salesperson. Enter commissions calculations based on Selling Price, Gross Profit, or Net Profit. Any combination of fields can be used.

6. If the new user does picking and/or packing using the Packer’s Workstation for order processing, select the User is a Picker/Packer. This field is only used when the Advanced Warehouse Module is installed with your M.O.M. system. If it is not installed, the field is dimmed.

7. If the user is a cashier, check the box User is A Cashier (POP). If the user has been assigned to a warehouse, then the user is assigned to the retail location at that warehouse. All product depletion will be taken from the assigned warehouse.

8. If the user will be running Manufactured Items through their

User RoleInformation



necessary Manufacturing stages, check the option User is a Manufacturing Operator, see Setting up the Product Manufacturing Module in Chapter 15 of this guide.

9. If the user is assigned to just one single warehouse, check the box User is Permanently Assigned to Warehouse and select the warehouse in the pull-down list.

10. For Users who need access to the Manager’s Dashboard, check the option Enable Manager’s Dashboard, see Setting up the Manager’s Dashboard in Chapter 8 of this guide.

11. For new users or users that need to have each order approved by a manager, check the option User is a Trainee. This will mark every order as “On Review”, see Manager’s Authorization Settings in Chapter 1 of this guide.

12. The option User is a Manager with Authorization Rights, gives a user the ability to approve orders that are “On Review,” see Manager’s Authorization Settings in Chapter 1 of this guide.

13. The option User cannot close MOM Chat Window, prevents users exiting out of the M.O.M. Chat screen.

14. Finally customize the User Roles restrictions using the options in the Allow/Restrict Additional Options tab.

Individual User SetupSetting up a new user or to change the information for an existing user,


Click on: MaintainSystem InformationUser Security ProfilesUser Profiles

The User ID Lookup screen is displayed.

2. For an existing user, use the lookup screen to find and select the user and display the User ID Information screen.

For a new user, select the NEW button to display the User ID Information screen.



3. Enter an ID code for the new user and complete the other fields as required.

4. Enter a Password for this user. For more information on the Password Control features, see User Password Controls on page 25.

5. Optionally, choose the requirement that the User must Change the Password at the Next Logon.

6. Optionally, select the option, to allow users to change their own passwords through the User Preference screen. For more information on setting User Preferences, see the section starting with Setting Up User Defined Order Entry Preferences on page 29.

7. Select the MOM Security Type from the list. This will consist of any M.O.M. User Roles that you may have setup in the previous section of this chapter.

Select the option Use Standard MOM Authorization Levels from the list to use one of the M.O.M. Preset Authorization Levels.There are five pre-established Authorization Levels available.

æ Note: Any level can be customized by restricting and/or allowing specific options and functions. To customize a level, select the Allow/Restrict Additional Options tab.

ç Warning! After installation is complete, the installer only has access to the Maintain User function. It is important that the first New User that is setup after installation be given the Owner/Operator

UserInformation



Authorization Level to insure access to the Maintain User function for at least one individual in your organization.

8. If the new user is a salesperson in your organization, check the User is a Salesperson box. Those users that are classified as salespersons are included in the commissions calculations of the Profit by Product Report. Optionally, select a Sales Commission Group to which the salesperson belongs.

æ Note: Sales Commission Groups must be setup in advance of setting up salespersons. See Setting Up Sales Commission Groups later in this chapter.

9. If the user is a salesperson, and has their own commission structure (not those in the Sales Commission Group) check the box titled Use Special Commission Calculations for This Salesperson. Enter commissions calculations based on Selling Price, Gross Profit, or Net Profit. Any combination of fields can be used.

10. If the new user does picking and/or packing using the Packer’s Workstation for order processing, select the User is a Picker/Packer. This field is only used when the Advanced Warehouse Module is installed with your M.O.M. system. If it is not installed, the field is dimmed.

11. For users of the Point of Purchase Module, if the user is a cashier, check the box User is A Cashier (POP). If the user has been assigned to a warehouse, then the user is assigned to the retail location at that warehouse. All product depletion will be taken from the assigned warehouse.

12. For users of the Product Manufacturing Module, check the box User is a Manufacturing Operator to allow the selected user access to the Manufacturing Workstation. See Chapter 15 Using the Product Manufacturing Module in the M.O.M. User Reference Guide for more information.

13. If the user is assigned to just one single warehouse, check the box User is Permanently Assigned to Warehouse and select the warehouse in the pull-down list.

14. For Users who need access to the Manager’s Dashboard, check the option Enable Manager’s Dashboard, see Setting up the Manager’s Dashboard on Chapter 8 of this guide.

15. For new users or users that need to have each order approved by a manager, check the option User is a Trainee. This will mark every order as “On Review”, see Manager’s Authorization Settings in Chapter 1 of this guide.



16. The option User is a Manager with Authorization Rights, gives a user the ability to approve orders that are “On Review,” see Manager’s Authorization Settings in Chapter 1 of this guide.

17. The option User cannot close MOM Chat Window, prevents users exiting out of the M.O.M. Chat screen

See AlsoMail Order Manager HelpFor information about SeeSetting up and Maintaining Roles User Role MaintenanceSetting up and Maintaining users User ID MaintenanceCustomizing Authorization Levels User Security

User Password ControlsProtecting customer information should be a top priority for your business. Customers are entrusting you with personal information under the expectation that it will be kept safe. Additionally, organizations such as the Payment Card Industry (PCI) have strict requirements for how information can be stored and accessed. M.O.M. keeps customer information safe by uniquely encrypting credit card information within the databases, and controlling user access to sensitive information through the User Security Profiles detailed in the previous section. The User Password Controls allows M.O.M. to keep those User Profiles safe from unauthorized entry.

Setting Up Password RequirementsTo display the settings for the User Password Controls,


Click on: MaintainSystem InformationGlobal Parameters

2. Select the Security tab.



3. In the Account Locking section, enter the number of Failed Login Attempts a user can conduct before the user’s account is locked.

4. Choose one or both of the following unlocking policies: Choose to automatically unlock the account after a specified number

of minutes has passed. Enable password reset abilities to users who are set as Owner/

Operator or who have the specific ability unlocked in the User Security Profile under the Maintain Menu Options, Unlock User Accounts.

5. In the Password Policy section, choose either or both of the following options:

The Allow Blank Password option gives users the ability to create a login ID that does not require a password or the password does not have to conform to generally accepted password standards.

The Enforce Strict Passwords options allows you to set an expiration date for entered passwords and also prevent passwords from being reused after they have expired.

ç Warning! When logging into M.O.M. 7i for the first time, the strict password options will be enabled. The first user logging in must enter a password that adheres to the new requirements. ALL passwords must be LONGER THAN 7 CHARACTERS.

Entering a New Password

Global ParametersSecurity Tab



When entering a password under the Strict Password requirements you must enter a password that conforms to the listed rules. If using the option to Allow Blank Passwords, you can simply enter any password that is between 7-15 characters.

ç Warning! Passwords are now case sensitive. For users of previous versions of M.O.M., If you disable the password options and simply use the same passwords as in the previous version, you must enter the password in capital letters.

Setting Up Your Company Billing and Shipping AddressesM.O.M. enables you to define a billing address and optionally a shipping address for your company. These addresses are printed on those “non-imprinted” business forms that you use with your M.O.M. software. Of course, if you purchase some or all of your forms imprinted, with your company name, address and/or logo, this information would not be printed on those forms.

See Selecting Forms and Form Options later in this chapter.

To enter or change a billing and/or shipping address for your company,



The Global Parameter Maintenance screen is displayed.



2. Select the Company Address tab.

3. Type in your company’s Billing Address.4. Type in your company’s main Phone number.5. Select the Country in which your company operates.

æ Note: For companies located in Canada, a checkbox will appear to Apply Compounded Sales Tax (Quebec Only). This will set M.O.M. to charge tax to the retail price of the item and the GST. The tax rate must be set for the Quebec province in Maintain > Accounting Information > Sales Tax Tables.

6. Type in the State Code or province for your company.7. Type in your company’s Shipping Address to be printed on

purchase orders to your suppliers.8. Optionally, the Setup Country’s Phone Entry Format enable you

to select a country from the SETUP PHONE FORMAT FOR dropdown menu and type in the PHONE FORMAT.

9. Optionally, type in the Ship from Address Format to Appear on Shipping Labels. Select VIEW SAMPLE FOR for a preview of how the label will appear.

æ Note: If you are using multiple warehouses with the optional Advanced Warehouse Module, enter a default shipping address; i.e., your main warehouse or selling location.

CompanyBilling andShippingAddresses



See AlsoMail Order Manager HelpFor information about SeeCompany Name and Address Global Parameters

Maintenance-Company AddressMultiple Warehouses Advanced Warehouse Module

Setting Up User Defined Order Entry PreferencesM.O.M. enables each user to establish “time saving” preferences for an order. These preferences can be changed as often as required by each user.

To establish user order entry preferences,


Click on: FileMy Preferences

The User Defined Preferences screen is displayed.

2. Select the Order tab.

User DefinedPreferences - Order Tab



3. Optionally, enter one or more of the defaults to be used on all orders entered by you. These defaults are Shipping Method, Source Key, Catalog Code, Sales ID, Order # To Use As A Permanent Template, Order Type, Order Priority and Other Search in Order Lookup. These will only be used as defaults, and can be changed in each new order as required.

See AlsoMail Order Manager HelpFor information about SeeUser Defined Preferences User Defined Preferences -

Order Tab

Setting Up User Defined Contact Entry PreferencesM.O.M. enables each user to establish “time saving” preferences for contact entry. These preferences can be changed as often as required by each user.

To establish user contact entry preferences,






2. Select the Contact tab.

3. Optionally, select which one of the two tabs in Contact Entry you want to be displayed as a default. Also, optionally, select a default Catalog Code and or Customer Notice to send to each contact entry. Finally, select to automatically default the check box to “Yes” for the Print a Catalog Mailing Label for each contact entry.

When you enter a new contact for a customer, Print a Catalog Mailing Label is automatically selected.


Contact Tab

Setting Up User Defined Customer Lookup PreferencesM.O.M. enables each user to establish “time saving” preferences for customer lookup. These preferences can be changed as often as required by each user.

To establish user customer lookup preferences,



User DefinedPreferences - Contact Tab



The User Defined Order screen is displayed.

2. Select the Customer tab.

3. Optionally, select the default Customer Lookup Search, Customer Lookup Third Column and Tab in Customer to customize your use of those features in M.O.M.

4. Optionally, use the Retain Last Customer Lookup Criteria check box to retain the last customer lookup criteria the next time you open the Customer Lookup screen.


Customer Tab

Setting Up User Defined Point Of Purchase PreferencesM.O.M. enables each user to establish “time saving” preferences for Point Of Purchase. These preferences can be changed as often as required by each user.

To establish user Point Of Purchase preferences,

User DefinedPreferences - Customer Tab






2. Select the POP tab.

3. Select the Type of Cash Drawer being used: either No Built-in Slip-in slot for Checks & Credit Card Receipts or Built-in Slip-in slot for Checks & Credit Card Receipts

4. Select the printer for POP receipts by using the pull-down menu in the Printer for POP Receipts field.

5. If you are using a cash drawer with your workstation, enter the cash drawer open sequence in the Cash Drawer Open Sequence field, the cut sequence in the Cut Sequence field, the color sequence if your printer will print Red ink in the Color Sequence (Red) field, the color sequence for the black ink in the Default Color Sequence (Black) field.

æ Note: If you are using a special receipt printer, you must install it in your Windows settings as you would any other printer for Windows.

6. Select the Pole Display Interface Port if you will be using a pole display.

User DefinedPreferences - POP Tab



7. Optionally, enter a Welcome Message to be Shown on The Pole Display and Goodbye Message to be Shown on The Pole Display. This may be a promotion message or a “Thank you for Shopping at Our Store”.

See AlsoMail Order Manager HelpFor information about SeeUser Defined Preferences User Defined Preferences - POP Tab

Setting Up User Defined General Lookup PreferencesM.O.M. enables each user to establish “time saving” preferences for order and product lookup. These preferences can be changed as often as required by each user.

To establish user order and product lookup preferences,




2. Select the General tab.

User DefinedPreferences - General Tab



3. Optionally, select the Always go to Main Address whenever looking up Contacts, Ship-Tos, Gift Recipients, Mailing and Alternate Addresses check box to automatically default to a main or primary address in M.O.M. whenever you search and find a related address such as a ship-to address, gift-to address, contact name, etc.

4. Optionally, select the Do not use the Selling Tools Feature checkbox to disable cross-sell, up-sell, substitution and promotion selling tools.

5. Optionally, select the Remember the Last Value used in Lookups checkbox to automatically display the last value in your lookup screens.

6. In the F2 Product Lookup Search Criteria section of the screen, you may select to automatically use Full Lookup or Advanced Search Criteria when pressing the F2 key otherwise, Full Lookup is the default.

SMTP E-Mail SettingsFor users who have direct access to an e-mail server, either on their own network or through the internet, M.O.M. can send emails directly through the server without the need of using e-mail programs such as Outlook. Using SMTP (Simple Mail Transfer Protocol) M.O.M. can send emails for notices and reports while bypassing any security restrictions setup in place by your e-mail program.

While in the User Defined Preferences General Tab,

1. Check the option Use an SMTP Server for Sending E-Mails.2. Enter the location of your Server in the SMTP Server field.

æ Note: Accepts either domain names (mail.yourdomain.com) or IP addresses (e.g., 192.168.0.1) for your Server location.

3. Enter the User Name and Password you use to access the e-mail server.

4. Enter an e-mail address in the From E-Mail Address that you would like all the emails to be addressed from.

5. Finally enter the SMTP settings used to communicate with the server, check your Network Administrator for guidance.

6. Use the TEST EMAIL SETTINGS button to verify that you have access to the directories needed to send emails.



7. Use the TEST STANDARD EMAIL button to bring up the M.O.M. e-mail screen, send an e-mail to your own e-mail address in order to verify that all the settings are correct.


General TabAdvanced Search Criteria Global Parameters Maintenance

Miscellaneous

Customizing the Customer Entry ScreensThe Customer Lookup and Customer Information screens are used throughout your M.O.M. system to find and view information about a customer in the database. To enable you to better use these screens, several customization options are provided to let you tailor M.O.M. to best suit the needs of your customer service staff.

Customer Lookup - Defining the Cursor SequenceThere are seven fields that can be used to search for a customer on the Customer and Order Lookup screen.

Last Name Company Name ZIP Code Phone Number Customer Number Alternate Customer Number E-mail Address

A retail mail order company may always want to start with the Last Name of the customer. A business-to-business company may always want to start with the Company Name field. To establish the sequence for the cursor through these seven fields for your company,






2. Select the Customer Entry tab.

3. The list of fields in the Customer Lookup Sequence box are arranged using the Windows “mover bars.” Use your mouse to click and drag to arrange the fields in the sequence desired with the top field in the list being the first field in the cursor sequence. The sequence can be changed at any time.

4. Check Also include First Name in Lookup to enable your customer service staff to include first name and last name for a more precise search.

5. Check Use Sound Search on Last Name Lookup to enable lookup based on names that “sound alike” as well as names “spelled alike.” This enables an entry of JONZ to produce a list of names including JOANS, JONES and JONZ.

æ Note: Names that “sound alike” are included at the bottom of lists of matches in the customer search screens.

Automatic Formatting for New Customer EntryTo improve the speed of the keying process for a new customer, M.O.M. provides three different options for keying in a new customer name and address.

To set these options for your company,

Customer EntryTab inMaintainGlobalParameters






2. Select the Customer Entry tab. (See the previous screen.)3. Select one of the three options for Format for Name and Address.

The Initial Caps and Upper Case options are applied no matter how the name is typed. Free Form preserves the upper and lower cases as typed by the operator.

Alternate Customer Number Field for LookupAs another means of simplifying the task of “finding” a customer in your database, you can create a customized Alternate Customer Number by combining various database fields of customer information into one single XBASE expression. For instance, you could combine the Last Name of the Customer with ZIP code and phone number area code to create a single lookup field. When customer Smith of Wayne, NJ (ZIP Code = 07470 and area code = 201) calls to place another order, you would enter SMITH07470201 in the Alternate Customer Number field to find an exact match.

Once the Alternate Customer Number field is defined as an XBASE expression, M.O.M. automatically creates the unique number for each customer in the database.

æ Note: If you change the XBASE expression, M.O.M. gives a new alternate customer number to each customer that has a blank Alternate # field.

To create an Alternate Customer Number,




2. Select the Customer Entry tab. (See the previous screen.) 3. Consult the Customer File (CUST.DBF) in the Data Dictionary in the

M.O.M. On-Line Help and enter one or more field names in XBASE



format in the XBASE Expression for Alternate Customer Number field. When combining field names, be sure to separate the fields with +. For example,

4. STR(CUSTNUM)+ZIPCODE+SUBSTR(PHONE,2,3)

è Hint: Use the BUILD button to help you create the expression using the XBASE Expression Builder.

Establishing Customer Entry Business RulesM.O.M. provides you with a few options to control how customers are entered.

To set these parameters,




2. Select the Customer Entry tab.3. In the screen section titled, Business Rules, users who have the

List Management Module can optionally check Demographic Information is Required. This will require an entry in a Customer Demographics page for every new customer entered in the system. For more info on Demographics see Chapter 9 Setting Up Demographics.

4. Optionally, check Make Customers Inactive When the Last Order Date Was ___ Days Ago. This option will mark customers with no order activity after the designated number of days as “Inactive.” This can be used when creating Customer Lists in the List Management Module or when setting up Manager’s Authorization restrictions.

See AlsoMail Order Manager HelpFor information about SeeCustomizing Customer Entry Global Parameters

Maintenance-Customer EntryData Dictionary Data DictionaryUsing the XBASE Builder XBASE Expression Builder



Customizing the Order Entry ScreensTo enable each company to tailor the use of the order entry screens and to establish company-specific business rules regarding information required at order entry, M.O.M. provides several options for customizing order entry.

Establishing Order Entry Business RulesM.O.M. provides several parameters that help you control what information is required for each new order, as well as how those orders are delivered to stock and shipped to the customer.

To set these parameters,




2. Select the Order Entry tab.

3. In the screen section titled, Business Rules, set each rule according to your business requirements. For explanations of each rule, consult the M.O.M. On-Line Help. (See the Help reference at the end of this section.)

Order EntryTab inMaintainGlobalParameters



Creating an Alternate Order Number Field for LookupAs another means of simplifying the task of “finding” an order in your database, you can create a customized Alternate Order Number by combining various database fields of order information into one single XBASE expression. For instance, you could combine the Customer Number with the Customer’s Purchase Order Number. When customer Smith (Customer Number 12345) calls about his purchase order number 678 order, you would enter 12345678 in the Alternate Order Number field to display his order on the screen.

Once the Alternate Order Number field is defined as a XBASE expression, M.O.M. automatically creates the unique number for each new order entered into the database.

æ Note: You cannot create an Alternate Order Number for lookup if this field is to be used for an order number imported from 1.) an order taking service bureau, 2.) another system, 3.) the SiteLINK web commerce optional module.

To create an Alternate Order Number,




2. Select the Order Entry tab. (See the screen on the previous page.)3. Consult the Order File (CMS.DBF) in the Data Dictionary in the

M.O.M. On-Line Help and enter one or more field names in XBASE format in the XBASE Expression for Alternate Order Number field.

When combining field names, be sure to separate the fields with +. For example, STR(ORDERNO)+CHECKNUM

è Hint: Use the BUILD button to help you create the expression using the XBASE Expression Builder.

Selecting a Product’s Special Pricing DiscountM.O.M. can discount an item’s pricing by either the total number of the item on the order or by the quantity of each item. By selecting Base On The Total Quantity Of That Item In The Order, M.O.M will



discount that item on the order depending on the total quantity of that item on the order. To discount a certain item on the order each time that it appears, select Based On Only The Quantity On Each Line Item. This will discount the quantity of that item per line on the order.

For instance, an order with 2 recipients has a total of 6 of a certain line item. Each recipient will receive 3 of the item. There is a 10% discount on the item if there is a quantity of 3 purchased and a 25% discount if a quantity of 5 is purchased. By selecting “based on the total quantity of that item in the order,” M.O.M. will give a 25% discount to this item because the entire order has 6 of the item. If you select “based on only the quantity of each line item,” then this item will receive a 10% discount because each line would contain 3 of this item.

To select a Product’s Special Pricing Discount,




2. Select the Order Entry tab. (See the previous screenshot.)3. Select either Based On The Total Quantity Of That Item In The

Order or Based On Only The Quantity On Each Line Item.

Creating a Daily Announcement for Order Entry OperatorsAs a means of reminding your order entry staff of special promotions, procedures, etc., M.O.M. enables you to create a daily announcement that flashes on the order entry screen and disappears as soon as the operator begins to enter the order. This announcement can be updated as often as you like, but will not update on a user’s workstation until that user exits M.O.M. and restarts the program.




2. Select the Order Entry tab. (See the screen earlier in this section.)



3. Type in the message for the Daily Announcement.

See AlsoMail Order Manager HelpFor information about SeeCustomizing Order Entry Global Parameters

Maintenance-Order EntryData Dictionary Data DictionaryUsing the XBASE Builder XBASE Expression Builder

Selecting Forms and Form OptionsM.O.M. supports many different types of paper forms for Order Processing including pick tickets, packing slips, invoices, box labels. The style of each form used can be selected by your company. In addition, you can also select to eliminate certain forms completely from your Batch Order Processing function. For instance, you may not need Pick Tickets in your business, or you may wish to combine packing slips with invoices, including the charges for an order on the packing slip that is packed with that order. These types of preferences are easily accommodated in M.O.M.

To make form and form options selections,






2. Select the Forms tab.

3. Make your selections as required. Press the F1 key to access the M.O.M. On-Line Help for explanations for all of the options on this screen.

æ Note: Those forms used in Order Processing have their corresponding order processing (O/P) stage indicated. Forms without an O/P stage are printed through separate routines in M.O.M.

See AlsoMail Order Manager HelpFor information about SeeForm Settings and Options Global Parameters

Maintenance-Forms

Customizing Order ProcessingOrder processing is one of the most important functions in M.O.M. In brief, it is the way that you take an order from order entry and ship it to your customer. In M.O.M., order processing consists of a number of different stages through which an order must pass before it finally ships to your customer.

Credit Card Approval - for those orders with credit card payment, the process of approving and charging the amounts.

FormsTab inMaintainGlobalParameters



Picking - the process of printing picking paperwork and pulling the items off the shelves for each order

Packing - the process of printing packing slips and boxing the order. Gift Certificate Printing - the process of printing any gift certificates

that are ordered by customers. Box Labeling - the process of printing any special labeling

paperwork for the box, including shipping labels, airbills, COD tags, etc.

Notices - the process of printing customer notices, both for orders and non-order situations.

Drop Shipping - the process of sending purchase orders to the designated suppliers of each order that are to be sent directly to each customer.

Shipping - the process of informing the designated carriers of each package that is to be shipped to each customer.

Invoicing - the process of printing invoices for those orders for which the invoice needs to be mailed.

Each stage is “latched” to the previous one, except for Customer Notices, Dropshipping and Catalog Request Labels. Latching means an order must pass through each stage before going to the next one. As new orders enter the first stage after order entry, there are other orders that have already worked their way further through the stages. As a result, it is possible to have many different orders at many different stages at any one time.

Selecting Batch or Single Order ProcessingSome companies process a whole group of orders from credit card processing right through to shipping. Each group of orders processed is referred to as a batch. Other companies prefer to process orders one at a time. M.O.M. provides the ultimate control by letting you select how you want each stage of processing to be done - either in batch using the Batch Order Processing function or one-at-a-time using the Packer’s Workstation. For instance, if you want to process all of your pick tickets in batch and then give them to your shipper to box and ship one at a time, M.O.M. lets you control the way that you want to process those stages of order processing where paperwork printing and/or a specified manual task is involved.

To make these selections,






2. Select the Order Processing Design tab.

3. For the first four stages - Pick Tickets, Packing Slips, Gift Certificates, and Box Labels/COD Tags - select one of the following options.

Batch Order Processing processes this stage - this choice requires that this stage be run in batches using the Batch Order Processing function.

Packer’s Workstation manually processes this stage - this choice requires that a warehouse person must actually move the order through the stage by completing whatever printing task that is required using the Packer’s Workstation function.

Packer’s Workstation automatically processes this stage - this choice runs the stage at only at the Packer’s Workstation, but enables the warehouse person do whatever printing task that is required automatically, without having to request the printing for each order. This choice might be used for pick tickets to keep new tickets printing automatically at the Packer’s Workstation without the warehouse person having to request the ticket for each order. Optionally, Customer Notices can be selected to be a part of this processing if selected.

Order Processing De-sign inMaintainGlobalParameters



4. Optionally, if you have the Advanced Warehouse Module installed with your M.O.M. system, select where you want to run the Shipping stage. Either using the Batch Order Processing screen or the Warehouse Manager’s Station.

5. Optionally, set the Processing Checkpoints preferences to further tailor order processing for your company.

An order must be reviewed for manager' s authorization using established checkpoints - Check this box to enable the Manager' s Authorization Settings tab, see the following section Manager’s Authorization Settings. This tab contains many restrictions to prevent orders from being processed without being approved by a user who has the option User Is A Manager With Authorization Rights enabled in either the User ID or the User Role screens.

POP orders are exempt from review status - Point of Purchase Module Users, check this box to prevent Point of Purchase orders from being put on hold due to a checkpoint in the Manager' s Authorization Settings tab.

An order must be picked before credit cards can process - Check this box to require Pick Tickets to be printed before credit cards can be processed. Even though M.O.M. tracks inventory levels automatically, some companies prefer to only charge credit cards after making sure that the merchandise is actually “on the shelf,” and therefore want card processing to occur only after picking has been completed. This option has no effect if you elect not to include pick tickets in your order processing cycle.

An order must have its item contents bar-code scanned as it is packed - Check this box to require “scan and pack” for every order to verify that what was ordered is actually packed in the box. If this preference is selected, the Packing Slips stage must be set to run either manually or automatically at the Packer’s Workstation. See Step 3 above.

A box must be weighed as it is packed - Check this box to require that every box of an order be weighed to verify weight and shipping rates. If this preference is selected, the Packing Slips stage must be set to run either manually or automatically at the Packer’s Workstation. See Step 3 above.

A box must be confirmed for shipment - Check this box to require that every box be scanned for shipment. This enables “batches” of packages to be selected manually for shipment at the Shipping stage of order processing using the Shipment Confirmation screen. If the Warehouse Manager’s Station was selected in Step 4



previously, this checkbox is dimmed, since all shipping done at the Warehouse Manager’s Station must, by default, use the Shipment Confirmation Screen. See Using the Shipment Confirmation Screen in Chapter 3 of the Reference Guide.

6. Select a Bar Code to Use on Packing Paperwork. This barcode is printed on pick tickets and packing slips and can be used with a scanner to quickly access a particular order or order shipment at the Packer’s Workstation. If most of your orders are shipped to multiple addresses or from multiple warehouses with the Advanced Warehouse Module, Segment ID is recommended.

7. Select a Bar Code to Use on Box Label. This bar code prints on the box label and is used to scan the box when the “A box must be confirmed for shipment” preference has been selected in Step 5. If this preference has not been selected and you do not want a bar code on the box label, you may use the “No Box Label Bar-Coding” choice here.

See AlsoMail Order Manager HelpFor information about SeeCustomizing Order Processing Global Parameters

Maintenance-Order Processing Design

Order Processing Concepts Order Processing Methodology

Manager’s Authorization SettingsManagers should not have to review each order before it is processed. However, Managers should not allow orders to be processed solely on the assumption that order entry personnel would always adhere to standing business rules regarding such things as price changes and customer credit limits. The Manager’s Authorization function can be used to give order clerks the ability to enter orders without constant Manager intervention while assuring that business rules are being followed.

To make set these rules or checkpoints,






2. Select the Order Processing Design tab.3. Check the option An order must be reviewed for manager' s

authorization using established checkpoints.4. Select Manager’s Authorization Settings tab.

5. Use the ...Require Manager’s Authorization on... drop down menu to limit the application of the checkpoints to All Orders, Orders directly entered in M.O.M., or orders that have been imported.

6. Select the checkpoints that you wish to establish. When an order is reaches a checkpoint, it is placed “On Review.” Orders on Review can be seen in the Order Status screen or the Manager’s Dashboard screen.

7. A User who is setup with Manager’s Authorization rights can approve the order to so that it may move on to payment or order processing, See Approving an Order for Review in Chapter 3 of the Reference Guide for more information.

See AlsoMail Order Manager HelpFor information about SeeManager’s Authorization Order Processing Manager' sSettings Authorization

Manager’s AuthorizationSettings



Selecting Special Print Output OptionsIn Windows, printer selection is done at the local workstation. Certain printers may be shared by more than one user while others may be dedicated to just one workstation. Some of the output in the M.O.M. order processing cycle requires “universal” settings related to number of copies, margins, etc.

To make these settings,




2. Select the Printer Output tab. 3. For Invoices and/or Packing Slips, select the # of Copies. If you are

using the same form style for both invoices and packing slips, the # of Copies entry must be the same for both.

è Hint: If you are printing multiple copies on a laser printer, you can order color-coded, pre-collated, multi-part forms from Software Forms.

4. Optionally, for those Form Names that have Left Hand Margin settings, enter a margin number. This is generally used only if the form is being printed on a dot matrix printer and/or is an irregular

dimension (not 8 by 11). The number is best set based on a few

“test” runs on the printer. If the printer is printing on the form too far to the left, increase the value. If the printer is printing on the form too far to the right, decrease the value. A setting of 0 is equivalent to no margin.

5. For Customer Notices, select the PAGE LAYOUT button to define the left margin, as well as top and bottom margins. You can also define a special font for your notices using this button. If all of your customer notices are set up as MS Word RTF documents using the M.O.M. Word interface, no settings are required.

6. If you are using thermal printers at workstations for use with the integrated shipping systems, specify the Local LPT Thermal Label Printer Device that you are using. All workstations with these label printers must use the same port for this output.

12---



See AlsoMail Order Manager HelpFor information about SeeSetting up Printers and Printer Global Parameters Options Maintenance-Printer Output

Setting Up Sales Commission GroupsA Sales Commission Group can be used in M.O.M. to group salespeople for commissions reporting in the Profit by Product Report. The Sales Commission Group can also be used to define commissions calculations for every salesperson who is a member of that group. If all salespeople in your company or in a department of your company receive the same commissions, this eliminates the necessity of having to set up separate commission plans for each individual salesperson.

To set up a new sales commission group user or to change the information for an existing group,


Click on: MaintainSystem InformationSales Commission Group

The Sales Commission Group Lookup screen is displayed.

2. For an existing group, use the lookup screen to find and select the group and display the Sales Commission Group screen.

3. For a new group, select the NEW button to display the Sales Commission Group screen.



4. Enter a Code and Description for the new group.5. Optionally, to set up a commission structure for the group, enter

commissions calculations based on Selling Price, Gross Profit, or Per Unit Rate. Any combination of fields can be used.

See AlsoMail Order Manager HelpFor information about SeeSetting Up Sales Commission Groups Sales Commissions GroupsTypes of Commissions Commissions

Setting Up Product Mix & Match CodesThe Mix & Match Code can be used to “tie together” the Special Situation Prices for more than one item. Typically, this is done to create a minimum purchase quantity discount for a “page” of items in a catalog. For instance, “buy any 3 out of 10 items on this page and receive a 10% discount.” Mix & Match can also be used to create a “catalog wide” discount based on Order Total. In this case, every product in the catalog would be given the same Mix & Match Code and the Order Total qualifier would be used to create Special Situation prices accordingly. For instance, “if your order total exceeds $200, take an additional 5% off your order. If your order total exceeds $400, take an additional 6% off your order.”

Sales CommissionGroup Setup



To setup Mix & Match Codes,


Click on: ProductMaintain Mix and Match Codes

Select an existing code or click the NEW button.

2. Enter a code and description.3. Optionally, enter an expiration date4. The Mix & Match codes can then be selected with the Stock

Maintenance screen. See Establishing Special Selling Prices on page 69 for more information.

See AlsoMail Order Manager HelpFor information about SeeSetting Up Mix and Match Codes Mix & Match Code Maintenance

Mix & Match Codes




Chapter 2 Setting Up Suppliers and Stock Information


Chapter 2

Setting Up Suppliers and Stock InformationThis chapter provides detailed instruction on the following:

Setting Up Suppliers

Setting Up a New Stock Item

Setting up Supplier and Stock Item Demographics

Establishing Starting Inventory or Viewing Current Information

Establishing Return Preferences

Establishing Restricted Shipping Areas

Establishing Warehouse Locations for Items (Bins)

Establishing Inventory Low Level and Purchasing Levels

Establishing Special Selling Prices

Establishing Special Selling Prices to Groups of Items

Establishing a Product Classification Code for a Stock Item

Establishing UPC, ISBN or Alternate IDs for a Stock Item

Establishing a Product Classification Code for a Stock Item

Establishing a Product Shipping Preference

Setting Up Shipping Information for an Item

Establishing Salesperson Commissions

Establishing Royalty Payments

Setting Up an Item-Specific Customer Notice

Setting Up Advanced Search Criteria

Setting Up Accounting Information for a Stock Item

Setting Up Special Types of Items

Setting Up an Item Substitution, Cross-Sell, Up-Sell or Promotion

Discontinuing an Item or Preventing an Item from Being Sold



Establishing Product and Supplier Return Codess

Establishing Order Hold Reason Codes

Establishing Lost Order Reason Codes

Renaming and Merging Stock Items

Renaming and Merging Suppliers

Changing Product Retail and Special Prices

Changing Product Vendor Prices

Printing Additional Stock ID Labels

Setting Up SuppliersIn M.O.M., a supplier is any company from whom you purchase your stock items for resale, or a company who drop ships products directly to your customers for you. In addition, if you have set up royalty payments for a product in the Maintain Stock function, a supplier can also be a person or company to whom you want to report royalties using the Product Royalties report.

To set up or maintain a supplier,


Click on: ProductMaintain Suppliers



The Supplier Lookup screen is displayed.

2. For an existing supplier, use the lookup screen to find and select the supplier and display the Supplier Information screen. For a new supplier, select the NEW button to display the Supplier Information screen.

3. Enter a Supplier Code and Name for the new supplier and complete the other fields as required. If you are using the M.O.M. G/L interface, make sure that the Name is entered exactly as it is entered in your G/L package.

4. For existing Suppliers, choosing the Supplier is INACTIVE option

SupplierLookup

SupplierInformation



will remove the supplier and all associated purchasing levels will not be available during Product Purchasing.

5. If you want purchase orders faxed or e-mailed, select your preference for the Additional Send Options.

6. In the Accounting tab, enter the information for your account with the supplier, minimum and maximum purchase amounts, and how the different costs associated with each purchase should be distributed.

7. Optionally, for users with the Advanced Warehouse Module, select the Drop Ship Options, enter the suppliers zip code and click the LOAD ZONES button to determine the zones based on the ship location of the supplier.

8. Optionally, Enter any demographic information you require, See Chapter 9 Creating Special Customer Demographics Information Screens for details on setting up these demographic fields.

See AlsoMail Order Manager HelpFor information about SeeSetting Up Suppliers Supplier Maintenance

Setting Up a New Stock ItemM.O.M. lets you set up many different types of products, selling prices, and purchasing levels.

To set up or maintain a stock item,


Click on: ProductMaintain Stock Items

2. Or, on the Tool Bar,

Click on:



The Stock Item Lookup screen is displayed.

3. For an existing item, use the lookup screen to find and select the item and display the Stock Item Information screen.

4. For a new item, select the NEW button to display the Stock Item Information screen.

è Hint: As a time saver when setting up new items, you can also select an existing item that is similar to the new item and use the SAVE AS button on the Stock Information screen to create a new item with all of the information fields already completed.

Stock ItemLookup

Stock ItemInformation



5. Enter a Stock Number and Description for the new item. A stock code can be a maximum of 20 characters. See the other procedures in this chapter for more information about the fields and options associated with setting up a product.

See AlsoMail Order Manager HelpFor information about SeeSetting Up Stock Items Stock Maintenance-OverviewOther Fields on the General Tab Stock Maintenance-General Information

Setting up Supplier and Stock Item DemographicsM.O.M. gives you the ability to track information beyond what the current screens and fields allow you to enter. Using the Demographics feature, you can create your own custom pages and fields to enter the custom information your business requires.

To create Stock Item Demographics:

On the Main Menu Bar,

Click on: ProductMaintain Additional Stock Information

To create Supplier Demographics:

On the Main Menu Bar,

Click on: ProductMaintain Additional Supplier Information

Then follow the directions on Chapter 9 Creating Special Customer Demographics Information Screens

Establishing Starting Inventory or Viewing Current Information For a new item, you need to establish a starting inventory. On an ongoing basis, inventory levels are decreased whenever an order for the item is entered. You may want to spot check inventory for an item to make a purchasing decision.

To enter starting inventory or to view inventory for a stock item,



1. Select the Inventory tab in the Stock Item Information screen. 2. For a new item, enter the starting inventory figure in the Units in

Stock field. 3. For an existing item, view the information on the screen.

See AlsoMail Order Manager HelpFor information about SeeInventory Stock Maintenance-Inventory

Establishing Return PreferencesDesignating a return preference for an item gives you the ability to accept returns for this item and sell it as a different SKU. Especially useful for companies who sell returned items as a discounted “Refurbished” or “Open Box” item.

æ Note: The item you are adding inventory to must be created before designating it as the Return Item.

1. Select the Inventory tab in the Stock Item Information screen.2. Check the option Return this product to Inventory as.3. Type in the Stock Number you wish to add inventory to or use the À key to search for the item.

See AlsoMail Order Manager HelpFor information about SeeReturn Preferences Stock Maintenance-Inventory

Establishing Restricted Shipping AreasDue to many factors such as seasonal weather, delivery times, and local laws; some items cannot be shipped to specific locations. Using the Restricted Shipping Area feature you can designate what areas an item will not be shipped to and the dates in which this restriction will be in place.

Single Product Restriction Setup1. Select the Inventory tab in the Stock Item Information screen.2. Select Add to create a new restriction or select an existing

restriction and choose Edit to change the restriction options or



Remove to delete the restriction.

æ Note: When editing an existing restriction, you cannot change the restriction’s area.

The Edit Product Restricted Shipping Area screen is displayed.

3. Starting from the Country Tab, click on the check box column next to the location name to check the restricted area. Locations can be restricted down to specific ZIP codes.

4. In the Date Restriction Rules section, choose one of the following: No Date Restriction- This option will not allow the item to be

placed on an order where the shipping destination is in a restricted area.

Restricted only from- This option gives you the ability to specify the dates in which the restriction is in place. You must then designate whether the item can be placed on an order during the restriction time, or if the item is allowed to be sold but not shipped until the specified number of days.

5. Choose Save to return to the Inventory tab.

Product Class Restriction SetupProducts that are setup with the same Product Classification Codes can have Restricted Shipping Areas applied to all of them at once.

ProductRestrictedShipping Area



1. From the Main M.O.M. Screen,

Click On: ProductMaintain Product Class Shipping Region Restrictions

The Product Classification Restricted Shipping Area Maintenance screen is displayed.

2. Choose a Product Classification Code from the drop down menu. Then select Add to create a new restriction or select an existing restriction and choose Edit to change the restriction options or Remove to delete the restriction.

æ Note: When editing an existing restriction, you cannot change the restriction’s area nor the Product Classification Code it is assigned to.

The Edit Product Restricted Shipping Area screen is displayed.

3. Starting from the Country Tab, click on the check box column next to the location name to check the restricted area. Locations can be restricted down to specific ZIP codes.

4. In the Date Restriction Rules section, choose one of the following: No Date Restriction- This option will not allow the item to be

placed on an order where the shipping destination is in a restricted area.

Restricted only from- This option gives you the ability to specify the dates in which the restriction is in place. You must then designate whether the item can be placed on an order during the

ProductClassificationShipping Area Restriction



restriction time, or if the item is allowed to be sold but not shipped until the specified number of days.

5. Choose Save to return to the maintenance screen.

See AlsoMail Order Manager HelpFor information about SeeProduct Restriction Setup Stock Maintenance-Inventory

Establishing Warehouse Locations for Items (Bins)The designated location or container in your warehouse(s) in which you keep a certain stock item is commonly referred to as a bin. M.O.M. provides a range of features to assist you with managing your warehouse bin locations for each stock item, including multiple bin locations for each stock item with options for pick-from priority, “feeder” or bulk bins with automatic replenishing, and preferred bin locations for receiving, returns and composite item assembly. In addition, you can use the Adjust Inventory function at any time to move inventory from one bin to another.

If you have purchased the Advanced Warehouse Module with your M.O.M. system, you are also able to establish multiple warehouse locations, each with its own bin options as above. This should be done before you set up bins. See Chapter 14, Setting Up the Advanced Warehouse Module, for more information on this option.

To establish bin information for an item,

1. Select the Inventory tab in the Stock Item Information screen, 2. To edit or delete an existing bin, select the Bin Number using the

pull-down menu and press the EDIT button to display the Edit Bin screen.

To set up a new bin, select “Add a New Bin Location” using the Bin Number pull-down menu, and press the ADD button to display the Edit Bin screen.



æ Note: To force all of the line item of an order to be pulled from one bin, check the box Back order item if it cannot fill completely from a single bin. This is important for companies selling items like fabric that must all be one dye or color lot for each line item. For these types of companies, each dye or color lot should be given a dedicated bin.

3. If you have the Advanced Warehouse Module, select a Warehouse for the new bin. If you do not, continue to step 4.

4. Optionally, Select an EXPIRATION DATE. This option is useful for items with expiration dates such as perishable goods. When the entered date is reached, the items will no longer be available for sale.

5. Enter a Bin Number for the new bin. The Bin Number may also contain a description such as “bulk bin” or “first choice,” etc. Note that the System Bin ID field cannot be edited.

6. Select a Status for the bin. There are two choices: Available for Sale - a bin that is used to pick from or feed from and

can be selected in order entry. Do Not Sell - a bin that cannot be selected in order entry as a ship-

from location for an item. Typically, this might be a bin that is used to return damaged items or returned items that need repackaging.

7. Select a Priority for the bin in regards to its use in a sequence of bins for picking. The lower the number, the higher the priority.

8. Optionally, use the check boxes to select one or more Preferences for the Bin.

Preferred Bin for Receiving Product - makes the bin the default

Edit Bin



location for that item when recording receiving from suppliers. This might be a bulk bin that feeds other bins.

Preferred Return Location - makes the bin the default location for returns from customers for that item. This might be used in conjunction with the Do Not Sell bin status above.

Preferred Bin to Use for Creating Composite Items - makes the bin the default location for items that are used as component items for assembly as a composite or kit item.

Preferred Bin for POP Sales - if you have the optional Point of Purchase Module, you can make the bin the default location for any counter sales.

9. Optionally, use the Auto Replenish fields in steps 9-11 below to set up a bin-to-bin feeding system that automatically moves inventory from one bin to another based on low level settings. This would most likely be used if you have bulk bins feeding other bins in the warehouse. The Auto-Replenish Bins function is used for this.

10. If you do not need this special function, skip to step 12 below.11. Enter the Low Level amount that signals that the bin needs to be

replenished and enter the Quantity to Take when the Auto-Replenish Bins function is run.

12. Use the pull-down menu to select the Bin to Take From. This list includes all other bins that have been previously set up for this item.

13. In the Notes field, enter a notation to be used in the Inventory Transaction Report whenever the Auto-Replenish Bins function is used to make inventory changes to the bin based on the Auto-Replenish settings.

14. When complete, select SAVE to exit. To delete a bin, press the DELETE button. Before a bin can be deleted, you must use the Adjust Inventory function to remove all inventory from that bin. In addition, a bin cannot be deleted if there are committed orders depleting from it. Review those orders and select line item status to force-backorder and deplete from another bin.

See AlsoMail Order Manager HelpFor information about SeeSetting Up Bins Bin MaintenanceAuto-Replenish Bins Function Auto-Replenish BinsSetting Up Multiple Warehouses Advanced Warehouse ModuleMoving Inventory from Bin to Bin Adjust Inventory for a

Stock Item



Establishing Inventory Low Level and Purchasing LevelsThe low level for an item is the minimum quantity that you want to keep on hand based on the length of time it takes you to reorder and the quantity that you are selling.

A purchasing level identifies the supplier and the price that you pay for an item based on the quantity that you are purchasing.

Low LevelTo establish the Low Level,

1. Select the Suppliers tab on the Stock Item Information screen.

2. Enter the Low Level figure in the Re-Order When Stock Is At Or Below field.

3. In the Minimum Re-order Quantity field, enter the purchase quantity requirement you would like to set that will override supplier level purchasing minimums.

4. To view and make changes to any pending purchase orders listed above the Purchasing Level list, click the VIEW/EDIT button. This will display the Purchase Order Review Screen. For more information on editing Purchase Orders, see Chapter 5 Purchasing and Inventory Adjustments in the M.O.M. 7 Reference Guide.

Low Level and PurchasingLevels



Purchasing LevelsTo set up a new purchasing level,

1. Select the Suppliers tab on the Stock Item Information screen.2. Under the Purchasing Level and Supplier List, select the NEW

button to display the Purchasing Level Information screen.

3. Enter the appropriate information. Lookup is available on Supplier.

æ Note: The ISBN Number or UPC Code can be set up to be copied directly to the Supplier ID field. This can be done in the Miscellaneous Tab of Maintain > System Information > Global Parameters.

è Hint: The Supplier Purchase Group ID is optional but when entered can be used to associate the item with a group of items that can be purchased at a special price from a supplier or need to purchased together for some reason. This ID code is free form and is used to list the group of products when using the “Special Criteria” Purchasing function. See Making Purchasing Decisions Based on Other Criteria in Chapter 5 of the Reference Guide.

See AlsoMail Order Manager HelpFor information about SeeLow Level Purchasing MethodologyPurchasing Levels Purchasing Level Information

PurchasingLevelInformation



ScreenISBN/UPC in Supplier ID Global Parameters Maintenance

- MiscellaneousSuppliers Stock Maintenance-Suppliers

Establishing Special Selling PricesIn addition to a “regular” selling price for the item, M.O.M. enables you to set up special selling unit prices, discounts or “cost plus” basis prices based on quantity purchased, advertising source key, catalog code, customer type, customer number, order total, and sale date.

To set up selling prices for the item,

1. Select the Pricing tab on the Stock Item Information screen.

2. Enter the regular selling price of the item in the Normal Retail Selling Price field.

3. The Maximum Discount Allowed field allows you to limit the discount percentage for the item. During order entry, an order clerk will be informed when the discount percentage entered exceeds the Maximum Discount Allowed, it must then be reentered with a lower discount.

4. Optionally, enter a Mix & Match code for the item. For information on setting up these codes, see Setting Up Product Mix & Match Codes on page 52.

5. Optionally, check the Selling Price option, then choose an option

Retail PriceInformation



that will limit how selling prices can be altered on an order. Cannot go below $____- This option allows you specify a dollar

amount that an item cannot be discounted below. ____% above the current unit cost basis- This option allows you

to enter a percentage over the Current Unit Cost Basis that an item cannot be discounted below. For instance, if the Current Unit Cost Basis is $8.00, and the limit is set at 15% Above the Current Unit Cost Basis, then the item cannot be sold below $9.20

$___ above the unit cost basis- This option allows you to enter a dollar amount over the Current Unit Cost Basis that an item cannot be discounted below.

6. To set up a Special Situation Price, select the NEW button to display the Special Price Information screen.

7. The Seq # field is assigned by M.O.M. as you set up each special situation price. However, this number can be changed by you to tell M.O.M. in what order a series of special prices should be applied. This is especially important in those cases where more than one special price applies to a customer purchase. For instance, if a customer is eligible for a “customer type code” price and also a “minimum quantity” price, M.O.M. has to know whether to apply the type code price first and then the quantity price or vice versa. To make sure that this occurs, special prices should be sequenced from most general situation to most specific.

8. Select a Method of Pricing for the special price; Unit Price with an optional Discount or a Cost Plus pricing based on your unit cost or last price paid for the item.

Special PriceInformation



9. Select the Qualifier for the Price based on one or more of the Customer and/or Order special price qualifiers.

10. In the Sitelink tab, Use the PRICE LEVEL drop down to designate if the price level is for Web Orders Only, Non Web Orders Only, or Both.

See AlsoMail Order Manager HelpFor information about SeeSpecial Selling Prices Stock Maintenance-Pricing

Establishing Special Selling Prices to Groups of ItemsFor users who wish to establish Special Selling Prices for more than one item at a time. M.O.M. gives you the ability to designate a group of items and apply a special pricing level to all of them at once.

To add Special Pricing to a group of items,

Click On: ProductAdd Special Pricing to Products

The Add Special Pricing for Products screen is displayed.

1. Use the Drop Down Menus for SELECTON and CONDITION to filter the list of items.

2. Press Ñ in the Value field to display all possible matches or type in a value to filter the list further.

Special PriceInformation



3. Press Include or “drag & drop” the item with your mouse from the Available Items List to the Selected Items List. Choose Include All to move all the items over.

4. Press Remove or “drag & drop” the item with your mouse from the Selected Items List to the Available Items List. Remove All to move all items back to the Available Items List.

5. Select a Method of Pricing for the special price; Unit Price with an optional Discount or a Cost Plus pricing based on your unit cost or last price paid for the item.

6. Select the Qualifier for the Price based on one or more of the Customer and/or Order special price qualifiers.

7. In the Sitelink tab, Use the PRICE LEVEL drop down to designate if the price level is for Web Orders Only, Non Web Orders Only, or Both.

See AlsoMail Order Manager HelpFor information about SeeAdding Selling Prices to Add Special Pricing for ProductsMultiple Items

Establishing Detailed Item InformationAs the number of stock items in your system grows, it becomes increasingly difficult to remember the details of each product. In addition to description information, M.O.M. provides you with the option to track more detailed information and even an image of the item. Using the More Info tab, you can make this additional information available to your order takers through the order entry screen.

To setup the Extended Information,



1. Select the More Info tab on the Stock Item Information screen.

2. Enter as much descriptive text as necessary in the scrollable region on the left of the screen. The text area can be changed or deleted at any time.

3. To Add an Image use the SELECT button, then browse to and select an image.

4. In the Customized Info tab, you can view the custom pages created in Additional Stock Item Information screen. See Setting up Supplier and Stock Item Demographics earlier in this chapter.

Extended Info TemplateOne of the primary goals that M.O.M. is designed to help you achieve is becoming a true Multi-Channel Merchant. As your company expands to different eCommerce Platforms, setting up product information for each individual channel can become very time consuming and can lead to mistakes or omissions. The Extended info template allows you to preset information for your products that can then be selected for use within each eCommerce tab. For more information on the various eCommerce tabs see Chapter 18, eCommerce Management Setup.

1. Select the More Info tab on the Stock Item Information screen.2. Select the Extended Info Template tab.

ExtendedInformation



3. To create a new template, choose a Template category, then select Add.

4. For Size/Color Items, click the Copy button to copy the template into each variation of this item.

5. To make changes to a template or remove a template, choose Edit or Delete.

See AlsoMail Order Manager HelpFor information about SeeSetting up Extended Info Stock Maintenance-More Info

Establishing UPC, ISBN or Alternate IDs for a Stock ItemYou may wish to cross-reference a stock item by UPC (Universal Product Code), ISBN (International Standard Book Number) or some other unique alternate identification code. Once established, M.O.M. lets you use either of these fields in place of the Stock Item code in order entry or any other place in the M.O.M. system where Stock Item code is used as a field.

æ Note: These alternate identification codes are often different than your supplier’s codes for an item. M.O.M. provides a unique field for supplier ID when you are setting up information on the Supplier tab of the Maintain Stock Item function.

ExtendedInformationTemplate



To set up UPC, ISBN or another alternate code,

1. Select the General tab on the Stock Item Information screen.

2. Optionally, enter the UPC Code for the item. When used in place of the Stock Item code in order entry, the code must be entered completely. As an alternative to keyboard entry of this code, a hand-held scanner may be used to enter this code using the UPC barcode on an item’s packaging. This is particularly helpful when using the optional Point of Purchase Module for counter sales and/or when using the Packer’s Workstation to “scan and pack” box contents.

3. Optionally, enter a ISBN/Alternate ID for the item. When used in place of the Stock Item code in order entry, this code may entered partially for a list of “like” matches.

See AlsoMail Order Manager HelpFor information about SeeSetting up Alternate IDs for ItemsStock Maintenance-GeneralPacker’s Workstation Packer’s WorkstationPoint of Purchase Module Point of Purchase Module

General Tab



Establishing a Product Classification Code for a Stock ItemTo help you look up or search for an item, as well as to help you organize profit and/or inventory reports, M.O.M. enables you to set up a product classification code for each item. This code can also be used in the optional List Management Module to build lists of customers based on what types of products they have purchased.

To set up classification code,

1. Select the General tab on the Stock Item Information screen. (See the previous page.)

2. Enter a Product Classification Code for the item. Any keyboard number/symbol/character can be used, and the field is not maintained, so any entry is allowed.

See AlsoMail Order Manager HelpFor information about SeeSetting up Classification Codes Stock Maintenance-General

Establishing a Product Shipping PreferenceM.O.M. lets you predefine the preferred method of shipment for the item. This shipping method will take precedence over any shipping method automatically entered by preferred defaults, such as customer preferred shipping method and user defined order entry preference, unless the shipping method was manually changed within the order.

To set up classification code,

1. Select the General tab on the Stock Item Information screen. (See the previous page.)

2. Select the Product Shipping Preference for the item.

See AlsoMail Order Manager HelpFor information about SeeSetting up Classification Codes Stock Maintenance-General



Setting Up Shipping Information for an ItemM.O.M. lets you optionally predefine the shipping weight of an item as well as specific shipping charges to the end user. In addition, you can also tell M.O.M. to ship the item separately for those products that are either prepackaged or too large to be packed with other items.

To establish these shipping parameters for an item,

1. Click on the General tab in the Stock Item Information screen. (See the screen earlier in this section.) Navigate to the Weight/Shipping section.

2. Optionally, enter a Product Specific Shipping Charge to be added to other shipping charges for the customer order.

3. Optionally, choose a Product Shipping Preference to be used for the item, which will override all other shipping preferences for the item within an order.

4. If the item always ships in its own box, check the box for Item packs __ to a box in the Weights/Shipping area of the screen and enter the number of that item that can be packed in a box. In order entry, M.O.M. automatically creates additional boxes based on this field for the item.

5. For single items that ship in multiple boxes, such as items that require assembly, check the box Item packs in __ boxes. The options detailed in the next steps will be disabled and the MAINTAIN BOX WEIGHT AND DIMENSIONS button will appear. You must enter the weight and dimensions of each box that the product requires.

æ Note: The weight and dimensions of the boxes cannot be changed during order processing. No other items can be added into the boxes created by this feature. When processing the packing stage, all boxes for this item must be packed simultaneously.

6. For shipping charge calculations, enter the weight of the item in the Weight of Item (in pounds).

7. If the item does not have a regular weight that can be predefined, check the box for Product Requires Weighing at Packer’s Workstation in the Weights/Shipping area of the screen. If the item does have a predefined weight, enter the weight in the Weight of Item field instead.

8. For Dimensional Weight calculations, enter the package dimensions for this product in the Length, Width, and Height fields.



See AlsoMail Order Manager HelpFor information about SeeShipping Information for Stock Item Stock Maintenance - General

Establishing Salesperson CommissionsIn the Maintain System Users function, M.O.M. enables you to define a system user as a Salesperson. (See Setting Up System Users and Assigning Security Levels in Chapter 1.) As an alternative to “across-the-board” commissions payable to your salespeople, you may want to set up commissions only for certain products or at certain rates.

To establish a commission for a product,

1. Select the Misc tab on the Stock Item Information screen.

2. Enter a sales commission to be calculated based on Selling Price, Gross Profit or at a Per Unit (sold) Rate for the item. These fields can be combined.

Commission Information



See AlsoMail Order Manager HelpFor information about SeeSetting Up a Salesperson User ID MaintenanceEstablishing Commissions Stock Maintenance- MiscellaneousTypes of Commissions Commissions

Establishing Royalty PaymentsM.O.M. allows you to set up royalties for a stock item, including who will receive them, and how they will be calculated. If an item has no royalty payments associated with it, this activity has no application.

To establish royalty payments for a product,

1. Select the Misc tab on the Stock Item Information screen. (See the previous page.)

2. Enter the supplier code to whom the royalty is to be paid in the Supplier for Royalty Payment field. If you do not know the supplier code, press À to display the lookup/list.

æ Note: A supplier in this case does not have to be an actual supplier of products to your company. It could be any individual or company to whom royalties are paid based on product sales. However, they must be set up as a supplier in the Maintain Supplier function.

3. Enter the percentage figure for a royalty based on the price at which each unit is sold in the Selling Price field.

4. Enter the percentage figure for a royalty on the gross profit (selling price - cost of goods) for the item in the Gross Profit field.

5. Enter a dollar figure for the royalty based on each unit of the item sold in the Per Unit Rate field.

æ Note: The three fields above can be used individually or in any combination.

See AlsoMail Order Manager HelpFor information about SeeEstablishing Royalty Payments Stock Maintenance - MiscellaneousSetting Up Royalty Recipients Supplier Maintenance



Setting Up an Item-Specific Customer NoticeSome products that you sell may require additional documentation for your customer, including assembly instructions, warranties, etc. M.O.M. enables you to automatically generate any one of the standard form letters that you create using the Customer Notice Maintenance function whenever that item is entered in a customer order.

To set up a notice for an item,

1. Select the Misc tab in the Stock Item Information screen. (See the screen earlier in this section.)

2. Use the pull-down menu in the Customer Notice to Send when Product is Ordered field, and select the notice.

3. Use the When to Generate Notice pull-down menu to select when you want the notice to be sent, either when the order is entered or when it is shipped.

See AlsoMail Order Manager HelpFor information about SeeCustomer Notice for Item Stock Maintenance - Miscellaneous

Setting Up Advanced Search CriteriaSome products that you sell may require additional search criteria for looking up the product. M.O.M. enables you to create additional search fields using the Advanced Search Criteria.

To set up an Advanced Search Criteria for an item,

1. Select the Misc tab in the Stock Item Information screen. (See the screen earlier in this section.)

2. In the Advanced Search Criteria section, enter the keyword(s) in the search fields that you wish to use for the Advanced Search.



See AlsoMail Order Manager HelpFor information about SeeAdvanced Search Criteria Stock Maintenance -

MiscellaneousMisc Tab Global Parameters Maintenance

- Miscellaneous Tab

Setting Up Accounting Information for a Stock ItemM.O.M. lets you specify some basic accounting information for individual stock items, including tax status and general ledger departments for sales.

Sales Tax Rates and Sales Tax ExemptionsM.O.M. enables you to handle all levels of sales tax: VAT (national level), state, county, or city/ZIP code tax. In addition, you can calculate tax at different rates within a country, state, county or zip code/city based on type of product. You can also exempt tax at any level. M.O.M. accomplishes all of this by allowing you to select tax class for each product.

Tax classes for products are set up using the Maintain Sales Tax Tables function. Refer to Setting Up Sales Taxes in Chapter 4 first, and then follow the procedure below to assign national, state, county or zip/city tax class to a product.

To define an item’s tax class on country, state, county or zip/city level,

1. Select the General tab in the Stock Item Information screen. 2. Use the pull-down menu in the National Tax Status field, and

select normal, tax exempt, or a specific tax class (A-E). 3. Use the pull-down menu in the State Tax Status field, and select

normal, tax exempt, or a specific tax class (A-E).4. Use the pull-down menu in the County Tax Status field, and

select normal, tax exempt, or a specific tax class (A-E). 5. Use the pull-down menu in the City/Zip Tax Status field, and

select normal, tax exempt, or a specific tax class (A-E).

æ Note: Normal refers to published tax rates established for that country, state, county or city/zip in the Maintain Sales Tax Tables function. Check with tax authorities or your accountant if you are unsure about sales tax regulations.



Specifying a G/L Department for SalesM.O.M. enables you to post sales and returns of a product to account departments (sub-accounts) of the Sales account in the general ledger interface. In addition, you can define an account department for Cost of Goods and Returns. G/L departments are defined in the Maintain G/L Interface function. Refer to Setting Up the General Ledger Interface in Chapter 4 first, and then follow the procedure below.

æ Note: If you are not using the M.O.M. G/L Interface, you do not need to complete this procedure.

To specify the G/L departments for a product,

1. Select the General tab in the Stock Item Information screen. 2. Use the pull-down menu in the G/L Department area to select the

department for Revenue (sales), Return Account, and COGS (Cost of Goods) Account.

See AlsoMail Order Manager HelpFor information about SeeSetting up Accounting Information Stock Maintenance - for a Stock Item General InformationSetting Up G/L Departments G/L InterfaceSetting Up Tax Classes Sales Tax Maintenance - Overview

Setting Up Special Types of ItemsIn addition to “regular” type stock items, M.O.M. also enables you to set up special types of stock items with slightly more complex inventory and selling considerations.

Special types of items include the following:

Service Items Items Sold in Fractional Quantities Items with Serial Numbers Drop Shipped Items Items with Different Sizes and Colors “Kit” Items Made Up of Other Items Aliases for Other Real Items Multi-Part Payment Plans for Other Items



Subscription Items Gift Certificates Items exempt from discount Non-returnable Items Items that do not print stock ID labels after they are received.

Service ItemsA service item is an item that is charged or billed to a customer but is not shipped. Typically this type of item might be an extra service charge to the customer for engraving, embroidering, special packaging, or a financial item like a payment plan or continuity program. See Multi-Part Payment Plans for Other Items and Setting up a Kit with Pre-Scheduled Shipments later in this section.

A service item is set up just as any other item in M.O.M. with a selling price, “buy price” or cost, commissions, etc. Although it does not have physical inventory, stock inventory levels must still be established and maintained for the item. Since service items are rarely purchased from a supplier, use the Adjust Inventory for Stock Items option on the Receiving and Inventory menu of the Product menu to maintain a high level of inventory for your service items.

To define an item as a service type item,

1. Select the General tab in the Stock Item Information screen. 2. Check the box for Service in the Product Attributes area of the

screen.

æ Note: If an order contains only service items, an invoice will print in Stage 11 of the Batch Order Processing Cycle.

Items Sold in Fractional AmountsSome items are sold in quantities that are fractional. For instance, coffee is sold by the pound and fabric is sold by the yard. In these cases, you may want to allow a customer to order 3.25 pounds of coffee or 1.5 yards of a fabric. When an item is sold in fractional quantities, M.O.M. automatically calculates the unit cost, unit selling price, commission, and shipping weight accordingly.

To enable an item to be sold in fractional quantities,

1. Select the General tab in the Stock Item Information screen.



2. Check the box for Fractional Quantities in the Product Attributes area of the screen.

Items with Serial NumbersM.O.M. enables you to easily set up and handle those items that have serialized inventory. There are two basic types of serial numbers.

Serial Numbers Assigned by Your Company - If you are assigning the serial numbers yourself, you can set up the item so that M.O.M. automatically assigns the serial numbers for you every time the item is purchased from you by a customer.

Serial Numbers Assigned by Your Supplier - In this case, you do not have any control of what the serial numbers are. Nevertheless, for customer service purposes, you want to track the serial number and assign it every time the item is purchased from you by a customer. M.O.M. enables you to do this manually at the point the order is entered by your order entry staff or packed by your warehouse staff. To designate that an item has serialized inventory that needs to be tracked,

1. Select the General tab in the Stock Item Information screen. 2. Check the box for Serialized Inventory in the bottom right of the

screen. 3. If you want M.O.M. to automatically create serial numbers for you,

enter the Next Serial Number to Use. M.O.M. uses this number as the first serial number and then increments the number by 1 each time the item is sold to a customer in an order. This field can be changed at any time to begin a new series of serial numbers.

4. If the serial numbers for the item are assigned by the item’s supplier, press the VIEW/EDIT button to display the Available Serial Numbers screen to enter a predefined set of serial numbers.

5. In the field, Make These Serial Numbers Available, enter individual numbers or a range. Press the ADD TO LIST button to add the number or numbers to the list. Press the REMOVE button to remove numbers.

è Hint: When receiving items from suppliers, it is advisable to update the available serial number list in this screen first, before using the Receive Product from Supplier function.



Drop Shipped ItemsA drop shipped item may be either an item that you do not stock in-house or an item that you do stock but occasionally want to ship directly from your supplier to your customer. The purchasing process for drop shipments is completely automated by M.O.M. When the item is ordered by your customer, it is essentially “back ordered” and is given a status code of ND (needs to be drop shipped). M.O.M. prepares a special type of purchase order that provides all of the shipping instructions and customer’s address. Unlike regular purchase orders which have their own print function, drop shipped purchase orders are printed in the Batch Order Processing function and the status become OD (ordered). When the supplier receives the purchase order, they ship the item directly to your customer and invoice you based on the applicable Purchasing Level set up for the item. When the purchase order is recorded as received, M.O.M. changes the status code for the item in the customer’s order from OD to SH (shipped).

To define an item as drop shipped,

1. Select the General tab in the Stock Item Information screen. 2. Check the box for Allow Drop Shipping in the Product Attributes

area of the screen.3. Set up at least one “Drop Ship” purchasing level for the item. In the

Purchasing Level Information screen, check the box for Drop Ship Item. See Establishing Inventory Low Level and Purchasing Levels on

Serial Numbers



page 67. If an item is always drop shipped and you never stock it in-house (except when returned from a customer), all purchasing levels should be marked as Drop Ship Item.

Drop Shipped Items and BinsWhen an item is marked to Allow Drop Shipping, M.O.M. automatically establishes a separate bin corresponding to each supplier set up for each Purchasing Level. These bins are designated “Drop Ship from.” In order entry, the order entry operator can select this bin and over-ride an in-house bin for special situations. See Changing the

Pick Location for an Item in Chapter 2 of the M.O.M. User Reference Guide.

For returns of drop ship items, if an item is exclusively drop shipped and only the supplier bin(s) exists, M.O.M. always assumes that a return is returned to the supplier and not returned to in-house inventory. If you want a returned drop shipped item to be returned to in-house inventory, set up another bin for the item and mark that bin as “Preferred Bin for Returns.” If the item is drop-shipped and also filled in-house and you do not want returns to in-house inventory, mark the “Drop ship from” bin(s) as the “Preferred Bin for Returns.”

If you want a drop ship box to generate customer shipping charges to charge your customer, it is advisable that all drop ships will be present before the first part (Part A) prints. M.O.M. will not include any drop ship box for customer shipping charges if you add a drop ship item to an order after the first part (Part A) is invoiced. If you must add another drop ship within an order that has been invoiced and expect the additional drop shipped boxes to be included in the customer shipping charges, it is advisable to just enter them in a new order. This will not affect returns and crediting shipping charges to your customer. It is advisable that drop ships should be added to an order prior to invoicing the first part (Part A) if you want to generate customer shipping charges.

Items with Different Sizes and ColorsThe M.O.M. size/color matrix feature enables you to quickly set up an entire set of separate stock numbers for an item that is sold in sizes and/or colors. For example, boxing trunks that are sold in 12 sizes and comes in 3 colors. That would be 36 separate stock units (12 x 3 = 36). The size/color matrix feature lets you set up one item (for instance, size Large in red) and then use SAVE AS to copy that first



item 35 times, changing only the size and color description for the remaining items in the matrix.

The size/color matrix feature of the M.O.M. Stock Maintenance function splits the 20-character stock code into two separate sections of 10 characters each - the first 10 characters are the “master” portion of the code and second 10 are the size/color code for the item.

è Hint: To create items with attribute options that extend beyond the above described Size/Color variations, see Complex Item Attribute Setup on page 101

Setting up the First Item in a New Matrix1. Enter the information for the first item of the matrix just as you

would any other new item, completing all of the information on any/all of the Stock Item Information screen tabs. There is no restriction on the type of item that you can use to create a size color matrix. The items in a matrix can be drop shipped, composite, break-out, etc.

2. After all of the information is completed in the other tabs of the Stock Item Information screen (selling price, buying price, etc.), click on the General tab and check the Product Has Size/Color check box in the Product Attributes section of the screen. You can check this box at any time during the set up of the first item, but it is recommended to do it after you have set up the other information for the item.



3. When the box is checked, a screen is displayed to enable you to enter the Size/Color Number for the first item.

The Size/Color Number is not the description of the item. Instead, the size/color code is a code signifying only the size and color. For example, LRG/RED for size Large in red. The size/color code may be as many as 10 characters in length. It is recommended to use the second detailed description for the size/color variation.

4. After you enter the Size/Color Number, press Ñ to return to the General tab.

5. Notice how there is now a Size/Color list box right below the Stock Number field. Now there is a second Description field displayed to the right of the size/color field. Enter the description for the size and color of the first item in this second description field. The best way to do this is to enter the size and color separated by a comma, for example, RED, SIZE LARGE.

Setting up the Other Items in the Matrix After the first item is set up in the matrix, the other items can be set up quickly. The first item is used as the “template” for all of the other items in the size/color matrix.

1. Select the SAVE AS button, and M.O.M. asks if you are saving “As a New Size/Color Variation?” Select YES, and the same size/color code screen is displayed to enable you to enter the next size/color in the product matrix.

Size/Color Number



2. Enter the size/color code for the next item in the product matrix. 3. After entering the size/color code, press Ñ and then enter the

size/color description for the next item. 4. Continue entering all of the sizes and colors in the matrix by

repeating the same three steps above.

Copying an Existing Size/Color Matrix as a New Matrix If you sell one item that has sizes and colors, you probably sell other items that also have sizes and colors. To save time, you can copy an entire matrix of products that you’ve already set up and make it a new matrix. For instance, in the above procedure, we used boxing trunks as an example. There were 12 sizes and 3 colors for a total of 36 individual stock items. Maybe the same company also sells swimming trunks in the same 12 sizes and 3 colors. Instead of setting up a new matrix for the swimming trunks, you could copy the matrix (and all 36 products) and just change the stock code for the swimming trunks.

1. Use the Stock Lookup to select one of the items from the size/color matrix that you want to copy.

2. Select the General tab, and select the SAVE AS button. M.O.M. asks if you are saving “As a new size/color variation.”

3. Select NO, and M.O.M. asks “Save as a new stock item with the same/size color variation?”

4. Select YES, and enter the new 10-character “master” stock code for the new item.

5. On the General tab, enter the master description (top line) for the new item. The new master item is now set up with all of the size/color variations.

æ Note: When you save a new stock item as a new size/color, M.O.M. will not automatically populate the inventory. You must use the Adjust Inventory for Stock Item function in Product > Receiving & Inventory.

“Kit” ItemsA “kit” item is a stock item that is made up of other stock items in various quantities that have already been set up in your M.O.M. stock file. For instance, a widget kit may consist of 2 rubber bands, 3 paper clips, and 1 bottle of miracle glue.

There are actually two ways to set up a kit in M.O.M., either as a composite item or break-out item. It is important to understand the



difference between the two types of stock items.

Composite Item: When a kit is created as a composite item, the individual part items in the kit are not displayed on the order entry screen or printed on the customer invoice. As a result, the individual part items cannot be substituted or edited. The kit contents are fixed. A composite item is not required to have inventory and is often used to control inventory of other items.

Break-out Item: When a kit is created as a break-out item, the composing parts are “broken out” on the order entry screen and the customer invoice. Unlike a composite item, each individual part item can be edited on the order entry screen. For instance, you can change the selling price, customize it, substitute items, delete items, etc. Unlike a typical composite item, a break-out item is required to have its own inventory.

æ Note: Component items for a kit must be set up first and must have a default sellable bin.

Setting up a kit as a composite item 1. Create a new stock item for the kit.2. Select the General tab in the Stock Item Information screen and

check the box for Composite Item in the Product Attributes area of the screen.

3. Set up the information for the kit item just as you would any other new item, completing all of the information on any/all of the Stock Item Information screen tabs. Because a composite item is used to control inventory from other items, no starting inventory or supplier information needs to be established for the kit item.

4. Set up the Composite Item Parts List for the kit. Select the Composite tab in the Stock Item Information screen.

5. For Kit Assembly, select whether you want M.O.M. to automatically assemble the kit from its components each time a customer orders it, or if you want to control the assembly of kits using the Assemble Kits function. Using this function you can “pre-assemble” kits and keep them as available inventory for the composite item. For more information, see Using the Assemble Kits Function in Chapter 5 of the Reference Guide.

æ Note: When using the optional Advanced Warehouse Module, a kit



and its components must belong to the same warehouse.

6. Kit Disassembly allows you to control what happens to the kit when it is returned by a customer. Select whether you want the kit to be broken apart into its component items or kept together as assembled kits ready for resale.

7. Use the NEW button to display the Composite Part Information screen to enter each of the component items of the kit. A drop-shipped item cannot be a component item.

8. Select the SAVE button after all part items have been entered.

Setting up a Kit as a Break-out Item 1. Create a new stock item for the kit.2. Select the General tab in the Stock Item Information screen. 3. Check the box for Break-out Item in the Product Attributes area of

the screen. 4. Set up the information for the kit item just as you would any other

new item, completing all of the information on any/all of the Stock Item Information screen tabs.

æ Note: Unlike a composite item, a break-out item does need to have its own inventory. You should enter a starting inventory quantity in the Units in Stock field and maintain a high inventory level on an on-going basis.

5. Set up the Break-out Item Parts List for the kit. Select the Break-out

CompositeItem Parts List



tab in the Stock Item Information screen.

6. Select the NEW button to display the Part Information screen to enter each of the part items of the kit. For a kit item, enter the part Item and the Quantity. Because the kit item itself already has a retail selling price associated with it, set the selling price of each part to 0.00. If you do not, each part will appear on the customer’s invoice with its own selling price. To “zero out” the price for the part item, check the box for Use Special Pricing and enter 0.00 in the Price field.

7. Select the SAVE button after all the part items have been entered.

Setting up a Kit with Pre-Scheduled ShipmentsCertain types of simple continuity programs can be set up in M.O.M. using the Break-out Item option. Before setting up the continuity program, make sure that each item in the series has already been set up as a regular stock item in M.O.M.

æ Note: More complex continuity plans can be set up and managed using the Continuity Plan function, see Creating Club Membership Plans, in Chapter 2 of the Reference Guide.

To set up a continuity program using a break-out item,

1. Create a new stock item for the continuity program. The item typically represents the membership fee (if any) to join the continuity program. The Stock Description would also reflect this, for instance, “Book-of-the-Month Club - 1 Year Member.”

Break-outItem Parts List



2. Select the General tab in the Stock Item Information screen. 3. Check the box for Break-out Item in the Product Attributes area of

the screen. 4. Also check the box for Service Item in the Product Attributes area

of the screen. Since the item is a “membership,” it does not have any physical inventory, and although we want to create an invoice for the item, we don’t want it to be included in the shipping stages of Order Processing.

5. Set up the other information for the continuity program just as you would any other new item, completing all of the regular information on all of the Stock Item Information screen tabs.

æ Note: The Selling Price for the Break-out Item is typically the “join fee” or “renewal fee” for the continuity club. If there is no fee, then the Normal Retail Selling Price should be $0.00.

6. Set up the Break-out Item Parts List for the continuity program. Select the Break-out tab in the Stock Item Information screen.

7. Select the NEW button to display the Part Information pop-up screen to enter each of the part items of the continuity program. For each item in the program, enter the part Item and the Quantity.

8. You can schedule the bill/ship date for each item either based on the # of days from the date the continuity program is entered as an item on the customer’s order, or by date. For each item, enter either the # Of Days or the Date.

Break-outItem Parts List



9. If the customer receives a special price or discount when the item is purchased as a part of the continuity program, check the Use Special Pricing box and enter the Price or Discount.

10. When you are finished entering all of the part items in the continuity program, select the SAVE button.

Aliases for Other Real ItemsAn alias is an alternate stock code or name for a product. Aliases are set up as composite items in M.O.M. and do not have any supplier or inventory associated with them. An alias is typically used when an item is sold to more than one market. For instance, an item that is sold wholesale and retail may have two distinct names and selling prices. The wholesale item would be set up as the regular or “real” stock item, and the retail version would be set up as an alias with perhaps a different name and/or selling price. There is no limit as to the number of aliases that can be created for a stock item, although an alias cannot be set up for another alias or composite item.

To set up an alias for an item already set up in the M.O.M. stock file,

1. Create a new stock item for the alias.2. Select the General tab in the Stock Item Information screen. 3. Check the box for Composite Item in the Product Attributes area

of the screen. 4. Set up the information for the alias just as you would any other new

item, completing all of the information on any/all of the Stock Item Information screen tabs. Because a composite item is not a “real” item, no starting inventory or supplier information needs to be established for the kit item. M.O.M. automatically takes inventory from the associated “real” stock item each time an alias is sold.

5. Set up the Composite Item Parts List for the alias. Select the Composite tab in the Stock Item Information screen.



6. For Kit Assembly, select “Kit is assembled automatically when ordered.”

7. For Kit Disassembly, select “Kit automatically gets turned back into components.”

8. Use the NEW button to display the Composite Part Information pop-up screen to enter the stock code for the “real” item with which the alias is associated.

9. Select the SAVE button after making the entry.

Multi-Part Payment Plans for Other ItemsA payment plan is a special type of financial product that allows a customer to pay for an expensive item in installments. In M.O.M., a payment plan is a type of break-out item that is set up expressly to handle the payments for one specific product. For example, a company sells a home gym set for $450. To encourage customers to purchase the home gym, they offer a payment plan of three $150 payments. A special product called Home Gym Special Payment Plan would be set up. Whenever a customer orders the Gym and asks for the Payment Plan option, both the stock item for the Gym and the stock item for the payment plan would be entered on the customers order. The Home Gym product has been set up with a Selling Price of $450. The Home Gym Payment Plan break-out product has been set up with a Selling Price of $-450, but contains three $150 part items called Payment. On the customer’s order, the Home Gym Payment Plan cancels out the amount for the Home Gym itself and makes the

CompositeItem Parts Listfor an Alias



order total $0.00. Then at three scheduled dates, the customer is charged $150 and receives an invoice with the stock item for each Payment.

æ Note: COD, Invoice or credit card are the recommended payment methods to be used for orders with multi-part payment plans. These methods allow you to track each payment in the plan.

To set up a payment plan for another stock item,

1. Create a new product called PAYMENT.2. Select the General tab in the Stock Item Information screen. 3. Check the box for Service Item in the Product Attributes area of

the screen. 4. Select the Pricing tab and make the Normal Retail Selling Price

$0.00. 5. Select the SAVE button to return to the Stock Lookup screen.

æ Note: The new product, Payment, can be used on any payment plan and only has to be set up once.

6. Create another new product for the payment plan itself. 7. Select the General tab in the Stock Item Information screen. 8. Check the box for Break-out Item in the Product Attributes area of

the screen. 9. Also check the box for Service Item in the Product Attributes area

of the screen. 10. Select the Pricing tab and make the Normal Retail Selling Price a

negative amount equal to the Normal Selling Price of the item for which the payment plan applies.

11. Set up the Break-out Item Parts List for the payment plan. Select the Break-out tab in the Stock Item Information screen.



12. Select the NEW button to display the Part Information pop-up screen and enter the item to which the payment plan applies. Select SAVE.

13. Select the NEW button again to display the Part Information pop-up screen to enter each of the “payment” part items of the payment plan. If the payment plan is a three-part plan, there would be three items. If it is a four-part plan, there would be four items. For each item in the program, enter the part Item called Payment and a Quantity of 1.

14. To schedule the bill date for each payment, use the # Of Days field. Typically payments are scheduled with the first payment occurring on the date the payment plan is entered in the customer order (# of Days =0), and subsequent payments scheduled at 30 day intervals (# of Days = 30, 60, 90, etc.).

15. Check the Use Special Pricing box and enter the Price for each payment. This will be the amount charged at the scheduled intervals.

16. When you are finished entering all of the part items in the parts list, select the SAVE button.

Subscription ItemsIf you have the optional Subscription Management Module installed with your M.O.M. System together with the optional List Management Module, you need to set up items for the subscriptions that you sell. A subscription item identifies the particular publication and the number

Break-outItem for Parts Listfor PaymentPlan



of issues that the subscriber is entitled to receive. So, if you offered a one-year, two-year, and three-year subscription for three different magazines, you would need to set up a total of nine different subscription items.

A subscription item is a product with special fulfillment considerations. Like a regular product, a subscription item is entered as a line item on an order and a bill is produced in Stage 11 of the Batch Order Processing function. Typically, a subscription item is not shipped and no packing or shipping paperwork is generated and is therefore set up as a Service Item. Finally, a subscription item is filled through a special routine in the List Management Module that prints mailing labels to mail the magazines.

To set up a subscription item,

1. Create a new item for the subscription. 2. Select the General tab in the Stock Item Information screen. 3. Check the box for Service Item in the Product Attributes area of

the screen. 4. Select the Misc tab in the Stock Information screen.

5. Check the box for Subscription Product in the Subscription Product Information area of the screen.

6. If the subscription is the only item on the order and you do not want the subscription to produce paperwork in the Order Processing Cycle, also check the box for Product Exempt from

SubscriptionItemInformation



Invoicing in the General tab This preference allows you to create special subscription products for renewals of subscriptions that do not produce any invoice when entered in a customer order.

7. Enter the number of issues that the customer is entitled to receive in the Subscription Issue Count field.

8. Enter the code for the magazine, newsletter, etc. in the Publication Code field.

9. Set up the other information for the subscription item just as you would any other new item, completing all of the regular information on any/all of the Stock Item Information screen tabs. Select the SAVE button when you are finished.

æ Note: Because you don’t purchase subscriptions from a supplier, you do not have to set up any information in the Supplier tab.

Gift CertificatesA gift certificate is set up in M.O.M. as a special type of financial item with a serialized inventory to prevent a customer from making up a “fake” gift certificate number when calling in an order. When you sell and redeem gift certificates, M.O.M. automatically takes care of issuing the unique serial number for you. Using the Gift Certificates Outstanding Report, you can report on all gift certificate activity. You can create as many gift certificate items as you need based on how many different “stock” face value certificates you want to sell. Or, you can allow your order entry staff to change the unit price of just one gift certificate item to any amount based on the customer’s request.

Gift certificates are printed in their own stage of Order Processing. A special gift certificate form is available from Software Forms.

To set up a gift certificate item,

1. Create a new item for the certificate. 2. Select the General tab in the Stock Item Information screen. 3. If you do not need to ship the gift certificate and do not want to

include it in the shipping stages of Order Processing, check the box for Service Item in the Product Attributes area of the screen.

4. Set up the other information for the certificate just as you would for any other new item, completing all of the regular information on any/all of the Stock Item Information screen tabs.

æ Note: Because you don’t purchase gift certificates from a supplier, you do not have to set up any information in the Supplier tab.



5. Select the SAVE button when you are finished.

Product Exempt from all DiscountsThe Product is Exempt from All Discounts will prevent discounts from being applied to an item, either by an order promotion, customer discount, pricing level, or item discount.

è Hint: Imported orders that have a discount applied to an item with this flag selected in M.O.M. will appear in the Import Exception report. Discounts applied via Breakout Item or Club Membership will override the discount exemption.

Non-returnable ItemThe Product Cannot Be Returned attribute requires an order taker to get managerial approval before being able to issue an RMA or mark an item as returned. Users with managerial rights in M.O.M. will receive a message verifying their wish to override the rule.

See AlsoMail Order Manager HelpFor information about SeeService Items Stock Maintenance-GeneralFractional QuantitiesSerial NumbersDrop Shipped ItemsKits & Aliases Stock Maintenance-Composite

Non-returnable ItemOverride



Item Stock Maintenance-Break-out ItemPayment Plans Stock Maintenance-Break-out ItemItems with Size and Color Stock Maintenance-Using the Size/Color MatrixSubscription Products Stock Maintenance-Setting Up Subscription ProductsGift Certificates Gift CertificatesItem exempt from discounts Stock Maintenance-GeneralNon-returnable Item

Complex Item Attribute SetupMany products afford customers the opportunity to customize and personalize them to suit their various needs and tastes. M.O.M. allows you to provide customers with a variety of choices complex enough to address all of the customer’s wants, while still making it easy to take the order in the system. Each individual option or combination of options can be directly associated to a specific sku. These options or “Attributes” can also be used to record custom information for use when fulfilling the order.

æ Note: The Attribute functionality can only be used for items that are designated as Size/Color Items. For more information see Items with Different Sizes and Colors on page 86.

1. From the Stock Item Lookup screen, select an existing Size/Color item or create a new one.



2. Select the Attributes tab.

3. Check the option Enable Product Attributes.

Creating Attributes1. In the Attributes section, Select the ADD button.2. This will display the Add/Edit Attribute Screen.

3. Enter a code to identify this attribute.4. Enter a name for the attribute. This will be used as the label for the

attribute when it is listed in the order entry screen.

Stock ItemAttributes Tab

Add/EditAttributes Screen



5. Select the Attribute Type. Text Entry- This field allows you to enter custom information for an

item within this Size/Color matrix. In the Validation field, select an option to restrict entry in this field that would be invalid for the type of data you are expecting. The Field Length specifies the number of characters allowed in the field.

Drop Down Selection & Radio Button Selection- These options allow you to enter values that can be directly assigned to specific items in the size/color matrix. To enable this option, check the This Attribute' s Value Is Part Of The Sku Link option.

Creating MappingsOnce the Attributes have been created, the attributes that are part of the SKU Link must be mapped to those specific size/color items.

Instructions for Pre-Existing Items with VariationsThese instructions are used to map existing Size/Color Items to Complex Attributes. You will no longer choose from a list of variations, but select from the pre-defined options.

1. In the Mappings section, select the Create Mapping button.This will display the Attribute Mapping Screen.

2. Choose the radio button and drop-down menu options that you wish to link with this item.

Map Creation Screen



Instructions for Automatically Generating Variation SKU’sFor users that do not have each item and variation pre-defined, M.O.M. can generate the necessary number of SKU’s based on the possible combinations of the variations setup. Since the complex attribute is used to select the SKU, the naming convention for the SKU itself is no longer important. With the option to Auto-Create Children. M.O.M. will create the necessary SKU’s with a simple variation number: e. g. C-WUS 001, C-WUS 002,etc.

1. With all of the necessary attributes created, save the current item.2. Return to the item you just saved out of and select the Attributes

tab.3. Click the AUTOCREATE CHILDREN button.The Child SKU List is displayed.

4. Optionally change the Child SKU’s to match a naming convention. Keep in mind that the options attributes will be used to select the appropriate SKU.

5. Select CREATE CHILDREN to create the SKU’s.

Child SKU Setup Screen



6. Once created, use the Size/Color drop-down menu to select individual SKU’s and make any necessary changes to Inventory, Pricing, and Purchasing information.

See AlsoMail Order Manager HelpFor information about SeeSetting up Attribute Information Stock Maintenance - for a Stock Item Attributes

Setting Up an Item Substitution, Cross-Sell, Up-Sell or PromotionTo increase sales, you may want to have your order entry operator make alternative or additional product suggestions to your customers based on the entry of a certain stock item. There are four types of product selling tools that M.O.M. lets you set up for an item, each with their own special prompt in order entry. These tools can be set up one per product or in combination.

Substitute Item - an alternative item that is suggested whenever the item is unavailable.

Up-Sell Item - an alternative item that is suggested because it is “better” than the item.

Cross-Sell Item - one or more items that are suggested because they are “related” to the item as accessories or extra items.

Child SKU’s Application



Promotional Item - an item that is free or specially discounted based on the purchase of the item(s).

In those cases where more than one selling tool is set up for an item, M.O.M. prioritizes Up-Sells ahead of Promotion, followed by Substitutes and Cross-Sells. Cross-Sells are only displayed if the proceeding Up-Sell and/or Substitute is declined. A special Selling Tools Report allows you to report on the activity and use of each special type of item.

æ Note: When importing orders, if there is a mandatory substitution for an item, the item will be substituted and there will be an entry on the Exception Report showing the information about the substitution.

To set up any one of the selling tools for a stock item,

1. Click on the General tab in the Stock Item Information screen.

2. In the screen section titled, Cross-Sell, Up-Sell, Substitute, Promote Items, use the pull-down menu to select “Add a New Selling Tool”, and press the ADD button to display the Edit Cross-Sell, Up-Sell, Substitute Item or Promotional Product screen.

To edit or delete an existing entry, select the entry using the pull-down menu and press the EDIT button to display the Edit Cross-Sell, Up-Sell, Substitute Item or Promotional Product screen.

General Tab



3. Use the pull-down to select the Type of Selling Tool.4. Enter or lookup the Stock Number for the item that is being

associated as a Cross-Sell, Up-Sell, Substitute or Promotion. Select Allow Lookup to enter a partial stock number.

5. Optionally, enter a Description for Report to be printed on the Selling Tools Activity Report.

6. For SiteLINK Users select the SiteLINK Availability whether the selling tool will be available only on SiteLINK, for both SiteLINK and M.O.M., or just M.O.M. orders.

7. Use the Display Condition check boxes to select under what condition and/or within what date range you want the prompt displayed to your order entry operator. For those conditions where the customer has no choice but to accept the alternate item, select the Substitute is Mandatory option.

8. Enter the Operator Script that you want the order entry operator to read from when advising the customer of the Cross-sell, Up-sell, Substitute or Promotion opportunity.

9. When complete, select SAVE to exit. To delete a selling tool, press the DELETE button.

æ Note: To create a selling tool for a stock item with size/color, in the General tab, in the screen section titled, Cross-Sell, Up-Sell, Substitute, Promote Items, use the pull-down menu to select “Copy To All Size Color Variations.” When prompted to “Default all size/color variations to the selling tools,” select the YES button.

Edit Substitute,Cross-Sell,Up-Sell,PromotionalProduct



See AlsoMail Order Manager HelpFor information about SeeSetting up Cross-Sells, Up-Sells, Cross-Sell, Up-Sell, Substitute, and Substitute and Promote Items Promotional Item Setup

Discontinuing an Item or Preventing an Item from Being SoldPeriodically you may need to discontinue an item for sale or prevent an item from being sold.

When you discontinue an item, you let your sales staff sell the remaining inventory in stock until all of it is depleted. When you select to prevent an item from being sold, you no longer want to allow your sales staff to sell the item, regardless of the remaining inventory in stock.

M.O.M. enables you to select one or both of these options for an item.

1. Use the Stock Item Lookup to find and select the item.2. Select the General tab in the Stock Item Information screen. (See

the screen on the previous page.)3. To discontinue a stock item, check the box for Product is

Discontinued option in the Product Attributes area of the screen. 4. To indicate that a product can no longer be sold, select the Cannot

Sell Item option in the Product Attributes area of the screen.

See AlsoMail Order Manager HelpFor information about SeeDiscontinuing ItemsPreventing Items from Being Sold Stock Maintenance-General

Establishing Product and Supplier Return CodesWhen a customer returns an item or you return an item to a supplier, it is important to track the reason for the return. M.O.M. enables you to define more than 60 different return codes for both product and supplier. These codes are reported in the Profit by Product report.

To establish or redefine a return code,






2. Select the Return Codes tab. 3. Use the NEW button in the corresponding section to add a new

return code and definition for product or supplier. In addition to the letter codes, you can also use the other keyboard characters $,%,^,*, etc., as well as numbers.

4. When in a product return code, to indicate that a product should be returned to inventory when assigned that reason code, check the Return Merchandise to Inventory box. If the reason code designates a broken or defective product, this box should not be checked.

5. When in a supplier return code, to indicate that a product should be removed from inventory when assigned that reason code, check the Remove Merchandise from Inventory box.

6. To change a definition of a code, select the EDIT button.

æ Note: Product Return Code Z - Damaged, Not Usable cannot be edited.

Product and SupplierReturnCodes



See AlsoMail Order Manager HelpFor information about SeeSetting Up Product Return Global Parameters Codes Maintenance-Return Codes

Establishing Order Hold Reason CodesCreating order hold reason codes allows you to track and report on the reasons why orders are being put on either shipping hold, processing hold, or permanent hold,




2. Select the Order Entry tab. 3. Use the NEW button to create a new reason code.4. Enter a code and a description.

See AlsoMail Order Manager HelpFor information about SeeSetting Up Order Hold Reason Global Parameters Codes Maintenance- Order Entry

Order HoldReasonCodes



Establishing Lost Order Reason CodesCreating Lost Order Reason Codes will enable you to track the specific reasons that caused an order to be cancelled. These reason codes are reported in the Lost Sales Report.




Select the Miscellaneous tab.

2. Check the option Enable Tracking for Report.3. Use the NEW button to create a new reason code.4. Enter a code and a description.

See AlsoMail Order Manager HelpFor information about SeeSetting Up Order Hold Reason Global Parameters Codes Maintenance- Miscellaneous

Lost OrderReasonCodes



Renaming and Merging Stock ItemsPeriodically you may decide that you want to change the stock item code for an item or multiple items after you set them up in the Maintain Stock Item function. This special option enables you to do this quickly and easily.

To rename or merge one or more stock items,


Click on: ProductRename Stock Numbers

The Stock Numbers to Rename screen is displayed.

2. Enter or lookup the first Stock Number (the old code) to be changed.

3. Enter the Change to # for the stock number, this is either the new stock number or the existing stock number for merging.

æ Note: Merging existing stock numbers add the inventory of the old SKU to the existing SKU.

4. For items With Size/Color variations, optionally enter the size/color code to change just that variation. If you leave this blank on an item with size/color variations, only the first part (the first 10 characters/numbers) of the stock code for those variations will be changed, leaving each of the size/color variation codes (the remaining 10 characters/numbers) unchanged.

RenameStock Numbers



5. Select ADD to add the stock number to the list of codes to be changed.

6. Repeat steps 2-5 for all other codes to be changed.7. To remove a code from the list, select REMOVE.8. When all codes have been entered, select PROCESS to change the

old stock codes to the new stock codes.

æ Note: Renaming stock numbers changes all historical use of those stock numbers, including items in customer orders.

See AlsoMail Order Manager HelpFor information about SeeRenaming, Merging Stock Rename/Merge Stock NumberNumbers

Renaming and Merging SuppliersTo keep M.O.M. up to date with any possible name change or corporate mergers in regards to your Suppliers, this screen allows you to change the Supplier Code and Description or merge them with an existing one.


Click on: ProductRename Suppliers

The Rename Supplier Codes screen is displayed.

RenameSuppliers



2. Your existing supplier code and description will be displayed.3. Enter the new supplier info in the New Code and New Name

fields.4. Select ADD to add the stock number to the list of codes to be

changed. 5. Repeat steps 2-5 for all other codes to be changed.6. To remove a code from the list, select REMOVE FROM LIST.7. When all codes have been entered, select PROCESS LIST to change

the old supplier codes to the new supplier codes.

See AlsoMail Order Manager HelpFor information about SeeRenaming, Merging Supplier Rename/Merge Supplier CodesCodes

Changing Product Retail and Special PricesPeriodically you may decide that you want to change the retail or special price of a stock item or multiple stock items after you set them up in the Maintain Stock Item function. This special option enables you to do this quickly and easily.


Click on: ProductChange Product PricingChange Product’s Retail & Special Prices



The Select Products screen is displayed.

2. Using the selection screen, include the stock items that you wish to change prices for from the Available Items list.

3. Select the price change for the product: Change Product Selling/Special Prices By __% Over the Original Prices, Change Product Selling/Special Prices By $___ Over the Original Prices or Change Product Selling/Special Prices to a Specific Amount Of $___.

4. Optionally, select Include Product’s Special Unit Prices.5. Finally select the rounding rules to apply.6. Select the PROCESS button.

See AlsoMail Order Manager HelpFor information about SeeChanging Product Retail and Select Product ScreenSpecial Prices

ChangeProduct’sRetail & Special Prices



Changing Product Vendor PricesPeriodically you may decide that you want to change the vendor price of a stock item or multiple stock items after you set them up in the Maintain Stock Item function. This special option enables you to do this quickly and easily.


Click on: ProductChange Product PricingChange Product’s Vendor Prices

The Select Products screen is displayed.

2. Using the selection screen, include the stock items that you wish to change prices for from the Available Items list.

3. Select the price change for the product: Change Product Vendor Prices By __% Over the Original Prices, Change Product Vendor Prices By $___ Over the Original Prices or Change Product Vendor Prices to a Specific Amount Of $___.

4. Optionally, select Include Dropshipped Vendor Prices.5. Optionally, select Supplier from the dropdown list.6. Finally select the rounding rules to apply.7. Select the PROCESS button.

ChangeProduct’s Vendor Prices



See AlsoMail Order Manager HelpFor information about SeeChanging Product Vendor Prices Select Product Screen

Printing Additional Stock ID LabelsM.O.M. enables you to print additional Stock ID labels for your products.


Click on: ProductReceiving and InventoryPrint Additional Stock ID Labels

The Print Additional Stock ID Labels screen is displayed.

2. Select the Number of Labels to Print. (This number will be used for each stock item you move to the Selected Items List from the Available Items List.)

3. Using the selection screen, include the stock items that you wish to print additional labels for from the Available Items list.

æ Note: Items that have the option “Do not print Stock ID Labels” will still appear on this list for label printing.

4. Optionally, highlight an item in the Selected Item List and modify the Number Of Labels To Be Printed. This will modify the number of stock labels printed for the highlighted item. This can be

Print AdditionalStock ID Labels



done multiple times to any item from the Available Items List. Each stock item can have a different quantity of labels printed for it.

5. Select the PROCESS button.

æ Note: The labels may include stock number, stock number in barcode (code 128 barcode font), the item price and item description depending on your setup in the Printer Output tab of Maintain > Global Parameters.

See Also Mail Order Manager Help For information about See Printing Additional Stock ID Labels Customize Your Product Label

Chapter 3 Setting Up Advertising and Marketing Information


Chapter 3

Setting Up Advertising and Marketing InformationThis chapter provides detailed instruction on the following:

Setting Up Source Keys for Media Tracking

Setting Up Catalogs

Setting Up Customer Form Letters

Setting Up Pre-Defined Gift Greetings

Setting Up a Points and Rewards Program

Establishing RFM Analysis Settings

Creating a Default Advertising Message for Customer Invoices

Setting Up Order Type Codes

Setting up Order Promotions



Setting Up Source Keys for Media TrackingAn advertising source is any media device or channel that generates a customer lead, new customer contact or new customer order. An advertising source can be a periodical advertisement, TV advertisement, solo product mailing, telemarketing promotion, catalog mailing, or even a URL hyperlink on the World Wide Web.

In M.O.M., you set up a Source “Key” or code for each media source that you use. Source keys are used whenever a new customer or new order is entered into your M.O.M. system, and tracks the new customer or order to its media source. This helps you determine how well your advertising is doing based on the number of new customers and amount of profit that you are generating from each advertising channel. Source keys are used as a select criteria in the various profit and response analysis reports, and can also be used as a select criteria in the List Management Module to create target lists based on the source keys to which a customer has responded.

To set up a new advertising source key,


Click on: MaintainAdvertising InformationSource Keys

The Source Key Lookup screen is displayed.

Source KeyLookup



2. To change information for an existing source key, use the lookup screen to find and select the source key and display the Source Key Information screen.

For a new source key, select the NEW button to display the Source Key Information screen.

3. Enter a Source Key and Title/Description for a new source key and complete the other fields as required.

4. For Source Keys that will no longer be used, check the option Inactive.


See AlsoMail Order Manager HelpFor information about SeeSetting Up Source Keys Source Key Maintenance

Source Key ExamplesAdvertising Source andCatalog Methodology

Setting Up CatalogsA catalog is something you sell from, a collection of your product or stock items. By itself, it does not generate any response or customer order. But, when a catalog is sent to a customer in a mailing (set up as a source key) or is requested from an advertisement (set up as a source key), it sells product for you. In M.O.M., you set up catalog

Source KeyInformation



codes for each one of the catalogs that you sell from. Catalog codes are usually associated with Source Keys in Source Key Maintenance and are entered with new orders. They can also be used to create special retail selling prices for products. Finally, catalog codes are used in the Catalog Square Inch Analysis Report to track product sales by page and page size, helping you to better plan the space and positioning of products in future catalogs.

To set up a new catalog code,


Click on: MaintainAdvertising InformationCatalog Codes

The Catalog Code Lookup screen is displayed.

2. To change information for an existing catalog, use the lookup screen to find and select the catalog code and display the Catalog Information screen.

For a new catalog, select the NEW button to display the Catalog Information screen.

3. Enter a Catalog Code and Description for a new catalog and complete the other fields as required.

4. For Catalog Codes that will no longer be used, check the option Inactive.


Catalog Information



Defining Allotted Catalog Page Space for Stock ItemsIf you want to use the Catalog Square Inch Analysis Report to calculate profit by product by allotted catalog space, you have to define the amount of space and page position that each item takes up in each catalog.

To define the catalog page space for a stock item,




2. Use the lookup screen to find and select the item and display the Stock Item Information screen.

3. On the Stock Item Information screen, select the Pricing tab.

4. The catalog square inch and page position information needs to be set up as a Special Situation Price for the item. Select the NEW button to display the Special Price Information screen.

Stock ItemPricing Tab



5. In the Special Price Information screen, enter the Unit Price that the item sells for in the particular catalog.

6. Enter the Catalog Code for the catalog. The catalog code must already be set up in the Maintain Catalog Codes function.

7. Enter the Page # that the item is on in the catalog. 8. Enter the amount of space on the page that the product occupies in

the Sq. In. field. You can enter fractional amounts as decimals. For instance, 4 and 1/2 square inches would be entered as 4.5.

9. Select the SAVE button when you are finished. 10. If the item is in more than one catalog, repeat the above procedure

to set up the same information for the other catalogs.

See AlsoMail Order Manager HelpFor information about SeeSetting Up Catalog Codes Catalog Maintenance

Advertising Source and Catalog MethodologySetting Up Special Product Prices Stock Maintenance-Pricing

Special PriceScreen



Setting Up Customer Form LettersThe Customer Notice maintenance function in M.O.M. is a very powerful feature that lets you create all types of customized customer correspondence. A customer notice might be designed to welcome a new customer, to thank a customer for their order, to provide special instructions for a special product, to tell a customer about a problem with their order, etc.

A M.O.M. customer notice is created just like a regular letter that you might create in a word processor. Whenever one of a set of predefined “key words” that correspond to key pieces of information from the customer database is inserted in the form letter, M.O.M. automatically substitutes the corresponding information when the letter is generated to create the impression that the letter was written to a particular customer.

Once a customer notice is created, it can be “sent” to a customer during order entry, contact entry, or to an entire target list of customers created using the optional List Management Module. A restriction can be chosen for the notice to limit when the notice can be used. As an additional option, a Customer Notice can be “customized” on-screen before it is sent to a customer during order entry or contact entry. You can also elect to send the notice via e-mail or fax.

There are two options for creating notices. You can either create the notice entirely within M.O.M. using the built-in word processing capabilities. Or, you can create the notice using Microsoft’s MS Word program, which can be accessed through an OLE Windows interface directly from M.O.M.

Creating a Customer Notice without Using MS WordTo set up a new customer notice,


Click on: MaintainAdvertising InformationCustomer Notices

The Customer Notices Lookup screen is displayed.



2. To rewrite or change an existing notice, use the lookup screen to find and select the notice and display the Maintain Customer Letter/Notice screen. For a new customer notice, select the NEW button to display the Maintain Letter/Notice screen.

3. For a new notice, enter the Code for the letter and a Description. 4. Optionally, choose a Restriction for the notice to display the

available keywords in the Keyword List for that restriction.5. Type the letter in the body of the screen. Any of the conventional

Windows Edit menu functions can be used, including cut & paste, delete, copy, etc.

6. To optionally insert “key words” as required, you can choose a keyword from the Keyword List dropdown menu.

7. For Emal Notices, click the SELECT... button to browse for and attach a file that can be sent to a customer along with the notice.

æ Note: This function only works for emailed notices. Always keep in mind that email service providers usually limit attachment sizes (typically 5MB) for senders as well as recipients.


Creating a Customer Notice Using MS WordIf you have MS Word installed on your workstation/network you can create customer notices in MS Word. Using this option, you have access to all the formatting and editing options available in MS Word.

MaintainCustomerNotices



1. Create a new notice following steps 1-3 for Creating a Customer Notice Without Using MS Word.

2. On the Maintain Customer Notice screen, select the Microsoft Word RTF Document check box.

ç Warning: You cannot change a previously created (non .RTF) customer notice to a .RTF file without losing the existing notice.

3. Select the SELECT button to display the “open” screen.

4. Select a path and enter a filename for the notice in the RTF file field. You must save the file as an RTF file.

5. Select the SELECT button or press Ñ to return to the Customer Notice Maintenance screen.

6. Select the EDIT button to open MS Word.

æ Note: If MS Word does not display on your screen, press the ËÎ keys to open Word.

7. Write the notice in Word. Insert “key words” as required, making sure that you enter the key word exactly as it appears in the key word list in the Mail Order Manager On-Line Help.

8. When you are finished, Save and Exit in Word to return to the Customer Notice Maintenance screen.

9. Select OK and then select the SAVE button.10. To edit a customer notice previously created in Word, select the

SELECT button on the Customer Notice Maintenance screen to open the notice in Word.

11. Save and Exit in Word to return to the Customer Notices

Open Screen



Maintenance screen and then select the SAVE button.

è Hint: If you are creating a customer notice that is to be sent exclusively as an e-mail using the MS e-mail send option in Customer Contact, Order Entry, or the optional List Management Module, it is not recommended that you create the notice using MS Word. A customer notice created as an MS Word RTF file is presented in an e-mail as a file attachment that needs to be opened by the e-mail recipient. A regular (non-RTF) M.O.M. notice, which is e-mailed as text, is preferable for e-mails.

æ Note: When printing Word RTF documents in M.O.M.’s Order Processing function, by default, they print in the background to Word’s default printer. To have Word open during Stage 6 of Order Processing to edit notices and/or decide where to print them, deselect the Print Word RTF Documents in Background box on the Notices tab in the Maintain Global Parameters function.

Creating a Shipment Acknowledgment LetterThe shipment acknowledgment letter can be sent when an order is processed for shipment in M.O.M. during Stage 10 of the Order Processing function.

1. Create (or edit) a shipment acknowledgment letter using the Maintain Customer Notice function in M.O.M. Optionally, use the key word %%SHIPMENT to include shipping tracking number, ship date, etc. Use the key word %%SHIPORDER to include a list of the items being shipped in that invoice.

2. From M.O.M.’s Main Menu,




Select the Notices tab.

3. Use the drop down menu in the Notice to Send field to select the notice written in Step 1.

4. Select one of the following send options for the letter (any combination of options may be selected).

Print to Printer - Includes the letter in the normal run of notices in the Batch Order Processing function.

Internet E-Mail - Sends the letter via e-mail using Microsoft’s Mail program.

Fax - Sends the notice to the customer’s fax number.5. To include a subject header on an e-mail or fax, enter the header in

the Subject Header for E-Mail or Fax field.

æ Note: If you select Internet E-Mail or Fax, you must have an e-mail or fax client software installed on the Order Processing workstation. Also, if e-mail is selected above and a customer does not have an e-mail address entered on the Customer Information screen, M.O.M. defaults to fax for that customer. If no fax number is on file, M.O.M. defaults to a printed notice for that customer.

6. Select SAVE to exit.

Setting Up E-Mail and Fax OptionsIn addition to printing a customer notice, M.O.M. enables you to send customer correspondence (customer notices) via e-mail or fax.

æ Note: The fax option is only available if you have Microsoft Mail with

Notices Tab



faxing capability or WinFax 10.0.

To set up MS Mail E-mail and fax options,



The Global Parameters Maintenance screen is displayed.

2. Select the Notices tab (see the notices tab on the previous page).3. Check the E-Mail box to send customer notices via e-mail. If you

will be using Outlook 2000 or later, select the Using Outlook 2000 or later box.

4. Check either the Fax Via E-Mail Software to send faxes via your e-mail software OR the Fax Via Winfax box to fax customer notices using Winfax 10.0 or later. If you are using WinFax and the area code is required to make a local call, check the Use 1+ for local dialing.

See AlsoMail Order Manager HelpFor information about SeeSetting Up Customer Notices Customer Notice MaintenanceKey Words ListCustomer Notice Key Word ListUsing Key Words in a Notice Customer Notice Key Word ExamplesCreating a Shipment Global Parameters MaintenanceAcknowledgment Letter - NoticesEnabling E-Mail Global Parameters Maintenance and Fax Options - Notices

Setting Up Pre-Defined Gift GreetingsFor gift businesses, M.O.M. enables you to create a set of standard gift greeting messages that can be selected during entry instead of entering a custom greeting for each gift order. These gift messages are printed on shipping labels and/or labels for use in gift cards during order processing. The gift messages might include a birthday greeting, a holiday greeting, etc.



And, because the messages can be created using key words, it is possible to include the name of the gift recipient as well as the gift giver without having to customize the message in order entry.

To set up gift greetings,


Click on: MaintainAdvertising InformationStandard Gift Greetings

The Standard Greetings Lookup screen is displayed.

2. To rewrite or change an existing greeting, use the lookup screen to find and select the greeting and display the Greetings Information screen. For a new greeting, select the NEW button to display the Greetings Information screen.

3. For a new greeting, enter the Code for the greeting and a Greeting Description.

4. Type the greeting itself in the Greeting Text field. Any of the conventional Windows Edit menu functions can be used, including cut & paste, delete, copy, etc.

5. Insert “key words” as required, using the KEYWORD LIST dropdown menu or typing the key word exactly as it appears in the greeting keyword list in the Mail Order Manager On-Line Help.


GreetingsInformation



See AlsoMail Order Manager HelpFor information about SeeSetting Up Standard Greetings Standard Greetings

Maintenance

Setting Up a Points and Rewards ProgramAs a means of encouraging your customers to purchase more, M.O.M. enables you to set up a points and rewards program based on previous product purchases. These accumulated points can be redeemed by customers on future purchases either as discounts on particular products or as a discount on a future order total. During order entry, M.O.M. automatically prompts the order entry operator to apply points that are accumulated. In addition, you can view and/or print a customer’s points on the Financial tab of the customer information screen. There is also a special statement/report that can be run for all customers with unredeemed points. See Generating Customer Points and Rewards Statements in Chapter 19 of the User Reference Guide.

To set up a points and rewards program,






2. Select the Accounting tab.

3. Check the box for Use Points/Rewards.4. Determine how points are to be accumulated by customers.To allow points to be accumulated by total dollars spent, select 1 Point for Every $__ of Merchandise Purchased and enter the dollar value.

To allow points to be accumulated only for certain products purchased, select Points As Established For Each Product. You must set up the earned point values for each product in the Maintain Stock Item function. See the additional procedure below.

5. Determine how points are to be redeemed by customers.To allow points to be redeemed as a credit on order total on a future order, select 1 Point = $___ Off The Order Total and enter the dollar value.

To allow points only to be used as a credit when purchasing certain products, select Can Only Be Used To Buy Designated Products. You must set up the redemption point values for each product in the Maintain Stock Item function. See the additional procedure below.

æ Note: Points applied to the order total create a journal entry. Points applied to the item change the item price.

6. Optionally, if you are using the M.O.M. G/L interface, and have selected to redeem points based on order total in Step 5, you can

AccountingTab



select the G/L sub-account to post redeemed points. Use the pull-down menu for Post Redemptions to the following Payment Adjustments Sub Account to make your selection.

Establishing Point Values for Products1. On the Main Menu Bar,



2. For an existing item, use the lookup screen to find and select the item and display the Stock Item Information screen. For a new item, select the NEW button to display the Stock Item Information screen.

3. On the Stock Item Information screen, select the Misc tab.

4. To set up the earned point value for the product, enter the value in the Points Received When Purchased ___ field.

5. To set up the redeemed point value for purchasing the product, check the box for and enter the value in the Use ___ Points to Buy This Product field.

6. When you are finished, select SAVE.

See AlsoMail Order Manager HelpFor information about SeePoints and Rewards Global Parameters Maintenance

MiscellaneousTab



-AccountingPoints and Rewards Stock Maintenance-for Products Miscellaneous

Establishing RFM Analysis SettingsIn direct marketing, there are three factors that combine to determine who your best customers are.

Recency - the more recent a customer’s previous purchase, the more likely they are to purchase again in the future.

Frequency - the higher the total number of orders, the better the customer.

Monetary Value - the higher the total dollars spent, the better the customer.

Together, these three individual factors form what is known as a customer’s RFM value. Because RFM is so closely related with list creation, it is a part of the optional List Management Module. The way that each company creates its RFM value using these three factors varies, and for this reason M.O.M. enables you to define exactly how this value is to be determined for your company. Once you establish your settings, M.O.M. will automatically calculate and update RFM value for each of your customers based on each purchase made. RFM can be used by your customer service staff to quickly spot a good customer. More importantly, it can be used in the optional List Management Module to quickly create a list of your best customers.

To establish RFM settings


Click on: OptionsList Management Module


Click on:



The List Management Module menu is displayed.

3. On the List Management Menu Bar,

Click on: MaintainRFM Analysis Settings

The RFM Analysis Settings Screen is displayed.

ListManagementMenu

RFM AnalysisSetting



4. This table allows you to build a series of recency, frequency, and monetary value statements to collectively rate each customer with an RFM number. The two fields at the top of the screen, Highest Possible Score and Lowest Possible Score, are determined by the current statements in the table.

You may have multiple statements for any one type of the three RFM factors based on ranges within each of the three areas. In other words, there could be several statements for Recency, several for Frequency, and several for Monetary Value.

To add a new statement, select NEW to display the RFM Entry pop-up screen. To edit or delete a statement, select the VIEW/EDIT screen to display the RFM Entry pop-up screen.

5. If you are adding a new statement, use the pull-down menu to select Entry Type for the statement. If you are editing, make the changes as required. To delete a statement, select the DELETE button.

6. For a new statement, establish the Range. For Recency, the range is in weeks. For Frequency, it is number of orders within a specified number of months, and for Monetary Value, it is dollars within a specified number of months.

7. For a new statement, enter the RFM Weight/Value that you want to give to customers who meet the criteria of the statement.

8. When you are finished, select SAVE to return to the RFM Analysis Settings screen.

9. On the RFM Analysis Settings screen, select PROCESS to apply the new settings to your customer file to calculate or recalculate RFM value for each customer.

See AlsoMail Order Manager HelpFor information about SeeCreating RFM Analysis Settings RFM Analysis Settings



Creating a Default Advertising Message for Customer InvoicesThere are three levels of invoice messages or memos that you can create in M.O.M. to be printed on the packing slip or invoice.

Custom Memo - when you enter or review an order, you can create a custom memo to be printed on just that order’s invoice. When a custom memo is created, it over-rides either of the two messages below.

Source Key Message - when you set up an advertising source key, you can create a special message associated with just that source key. When the source key is entered on a customer order, the source key message is automatically applied to the order and printed on the customer invoice. A source key message over-rides the Default Advertising Message below.

Default Advertising Message - this is the lowest level message and is set up to be used only if no Source Key Message or Custom Memo applies to an order.

To set up a Default Advertising Message,




2. Select the Order Entry tab.

OrderEntryTab



3. Enter the advertising message in the Default Invoice Message field. To enhance the appearance when printed on the invoice, you might consider “bordering” your message with special characters as in the above example. Select the SAVE button when you are finished.

See AlsoMail Order Manager HelpFor information about SeeSetting Up a Default Message Global Parameters

Maintenance-Order Entry

Setting Up Order Type CodesAs a means of enabling you to report and track orders that come in by different means; for example, phone, mail, web, order taking service, fax, etc., you can establish a set of user defined order type codes that can be entered with each new order.

To set up order type codes,


Click on: MaintainAdvertising InformationOrder Type

The Order Type Lookup screen is displayed.

2. To change or delete an existing type code, use the lookup screen to find and select the code and display the Order Type Code screen. For a new order type, select the NEW button to display the Order Type Code screen.



3. For a new order type, enter the Code and optionally enter a description of the order type in the Description field.

4. Select the SAVE button to save the new or changed code. Select the DELETE button to delete the type code.

See AlsoMail Order Manager HelpFor information about SeeSetting Up Order Type Codes Order Type Code Maintenance

Setting up Order PromotionsThe Order Promotions screen allows you to setup discounts that apply to an entire order, these discounts can be triggered by customer and order information.

To setup Order Promotions,


Click on: MaintainAdvertising InformationOrder Promotions

Order TypeCode



The Order Promotions Information screen is displayed.

è Hint: To move a promotion either up or down on the list, select it and click the arrows on the left of the screen. Order Promotions should be listed by qualifications, from General to Specific.

2. To change an existing order promotion, select it from the list and choose EDIT. For a new promotion, select the NEW button.

The Order Promotion Detail Information Screen is displayed.

3. For a new promotion, enter the Code and a Description.

OrderPromotions Information

OrderPromotion DetailInformation



4. Optionally check the Apply this promotion in addition to other discounts to allow this promotion to apply along with a product or customer discount.

5. In the Apply This Promotion drop down menu, choose either: To All orders when it Qualifies- Applies this promotion to any order

that qualifies for it. Only on the first order of the Billing Customer- Limits this promotion

to first time customers only. Only once per Billing Customer- This option restricts the application

of this order promotion to one per billing customer.6. In the Pricing tab, various promotional pricing options are

displayed. Apply Discount of __% directly to all products for orders

totaling over $___-This option will apply a flat percentage discount to each item on an order with a merchandise total that exceeds the specified amount.

$___ off orders over $___- This option will apply the specified discount for orders that exceed an entered amount.

Automatically add product _______ to the order- This option allows you to specify a promotional product to add to the qualifying orders. The Product Notation field can be used to enter a message that will appear on the invoice. Check the option Apply a special selling price to the product to give the promotional product either a special price or percentage discount.

Automatically add free ____ qty of product _______ when minimum order of $____ and maximum order of $___ is met.- This option allows you to add a specific quantity of the entered product, when the order amount is between the specified amounts.

Apply Discount Of ____ % For Net Merchandise Total Range.- This selection will give a discount on the item subtotal. This differs from the discount in the first option because this discount is applied on the total price of the items on the order instead of each individual item price.

7. In the Customer tab, the order promotion can be setup to allow customer type codes or an RFM value to trigger an order promotion. You can create an order promotion exclusively to one customer,

Type in: the customer’s number in the Customer Number field.

8. In the Order tab, the order promotion can be setup to allow order attributes to trigger an order promotion. You can also specify the start and end dates for this promotion. Use the Optional Message to appear on the Invoice to enter a message that will display



below the order totals on an invoice.9. In the Shipping tab, you can optionally setup flat rate shipping

amount for orders that qualify for this promotion. You can also specify which shipping method you wish to use for this order.

ç Warning! If a shipping method is specified in the order promotion, all boxes in the order must ship with the same shipping code to qualify or the discounted rate.

10. In the SiteLINK tab, SiteLINK users can check the option This promotion is available on SiteLINK to publish this promotion to their SiteLINK store for internet orders.

See AlsoMail Order Manager HelpFor information about SeeSetting up Order Promotions Order Promotion Detail InformationOrder Promotion Report Order Promotions Activity Report




Chapter 4 Setting Up Accounting Information


Chapter 4

Setting Up Accounting InformationThis chapter provides detailed instruction on the following:

Setting Up Sales Taxes

Setting Up Credit Card Merchant Accounts

Setting Up Accounts Payable Terms for Suppliers

Setting Up Default Customer Terms

Setting Up COD and Open Invoice Order Payment Rules

Setting up Allowed Forms of Payment

Setting Up the General Ledger Interface

Establishing Inventory Valuation Method



Setting Up Sales TaxesDepending upon the location of your company, you may need to collect sales taxes at the local (city/ZIP code), county, or state level. You may need to calculate taxes at more than one level. Non-U.S. companies may need to calculate sales taxes at the national level (VAT). M.O.M. lets you set up sales taxes at one or more levels. All sales taxes are reported in the Sales Tax Collection report.

Setting up Country Sales Taxes and Tax Classes 1. On the Main Menu Bar,

Click on: MaintainAccounting InformationSales Tax Tables

The Sales Tax Rates screen is displayed with the National Tax Rates tab activated.

2. To set up a Value Added Tax (VAT) or national sales tax, use the list box to select the Country and enter the National Sales Tax Rate.

3. If shipping is taxable in the Country, check the box for Tax Shipping.

4. If a country does not require you to collect tax on boxes with all non-taxable items, check the Do Not Tax Shipping On Boxes With All Non-Taxable Items box.

5. If a country requires you to collect tax on handling fees only, check the Tax Handling Fees Only box.

6. Optionally, use the pull-down menu to set up as many as five (A-E)

National SalesTaxRates



tax classes for the Country to classify product sales as either taxable or non-taxable. For each tax class that you set up that is taxable, check the box Tax Class is Taxable. See Setting Up Accounting Information for a Stock Item in Chapter 2, for information about assigning National Tax Class to a product.

7. Select the CLOSE button, or continue with state, county and/or ZIP/city level taxes.

Setting up State Sales Taxes, Tax Classes and Finance Charges

1. On the National Tax Rates tab of the Sales Tax Rates screen, select (highlight) the country for which you want to set up state level taxes.

2. Select the State Tax Rates tab.

3. To set up a state or province sales tax, select the state in the state list and enter the Tax Rate For State.

4. Optionally, enter Finance Charges Rate For State. Consult state regulations for maximum allowable rates by state. This rate is used when Generating Customer Statements for overdue balances. See Generating Customer Statements in Chapter 19 of the Reference Guide.

5. If shipping is taxable in the State, check the box for Tax Shipping.6. If a state does not require you to collect tax on boxes with all non-

taxable items, check the Do Not Tax Shipping On Boxes With All Non-Taxable Items box.

State SalesTaxRates



7. If a state requires you to collect tax on handling fees only, check the Tax Handling Fees Only box.

8. Optionally, use the pull-down menu to set up as many as five (A-E) tax classes for the State to classify product sales as either taxable or non-taxable. In addition, a special tax rate can be assigned to enable certain products to be taxed at different rates than other products.

For each taxable tax class, check the box Tax Class is Taxable, and enter the Tax Rate. See Setting Up Accounting Information for a Stock Item on page 81, for information about assigning State Tax Class to a product.

9. Select the CLOSE button when you are finished, or continue with setting up county and/or ZIP/city level taxes.

Setting Up County Level Taxes and Tax Classes1. On the State Tax Rates tab of the Sales Tax Rates screen, select

(highlight) the state for which you want to set up county level taxes.

2. Select the County Tax Rates tab.3. To set up a county sales tax, select the county in list and enter the

Tax Rate For County.

County SalesTax Rates



4. Optionally, use the pull-down menu to set up as many as five (A-E) tax classes for the County to classify product sales as either taxable or non-taxable. In addition, a special tax rate can be assigned to enable certain products to be taxed at different rates than other products.

For each taxable tax class, check the box Tax Class is Taxable, and enter the Tax Rate. See Setting Up Accounting Information for a Stock Item in Chapter 2, for information about assigning County Tax Class to a product.

5. If shipping is taxable in the County, check the box for Tax Shipping.

6. If a county does not require you to collect tax on boxes with all non-taxable items, check the Do Not Tax Shipping On Boxes With All Non-Taxable Items box.

7. If a county requires you to collect tax on handling fees only, check the Tax Handling Fees Only box.

8. Select the CLOSE button when you are finished, or continue setting up ZIP/city level taxes if required.

Setting Up ZIP Code or City Level Taxes and Tax Classes1. On the County Tax Rates tab of the Sales Tax Rates screen, select

(highlight) the county for which you want to set up ZIP Code level taxes.

2. Select the Zip/City Tax Rates tab.

Zip/City SalesTax Rates



3. In the list of ZIP Codes and Cities, select the ZIP Code or City and enter the Tax Rate for Zip/City.

4. Optionally, use the pull-down menu to set up as many as five (A-E) tax classes for the Zip/City to classify product sales as either taxable or non-taxable. In addition, a special tax rate can be assigned to enable certain products to be taxed at different rates than other products.

For each taxable tax class, check the box Tax Class is Taxable, and enter the Tax Rate. See Setting Up Accounting Information for a Stock Item in Chapter 2, for information about assigning Zip/City Tax Class to a product.

5. If shipping is taxable in the Zip/City, check the box for Tax Shipping.

6. If a zip/city does not require you to collect tax on boxes with all non-taxable items, check the Do Not Tax Shipping On Boxes With All Non-Taxable Items box.

7. If a zip/city requires you to collect tax on handling fees only, check the Tax Handling Fees Only box.

8. If you always want a ZIP Code or City reported on the Sales Tax Report even if nothing was sold in that ZIP Code, check the box for Always Report Sales.

9. Select the CLOSE button when you are finished.

è Hint: To set up a city with a discount tax rate (commonly known as an “enterprise zone”), enter a negative rate to discount the normal state and/or country rate that applies.

See AlsoMail Order Manager HelpFor information about SeeSetting Up National Tax Rates Sales Tax Maintenance-NationalSetting Up State Tax Rates Sales Tax Maintenance-StateSetting Up County Tax Rates Sales Tax Maintenance-CountySetting Up ZIP/City Tax Rates Sales Tax Maintenance-ZIP/CitySetting Up Finance Charges by State Sales Tax Maintenance-State



Setting Up Credit Card Merchant AccountsFor each credit card merchant account that you have with either a bank or with a card service provider, you need to establish certain parameters associated with the way that M.O.M. processes payments for that account.

To set up or change a credit card merchant account,


Click on: MaintainAccounting InformationCredit Card Merchant Accounts

The Credit Card Merchant Lookup screen is displayed.

2. To change information for an existing merchant account, use the lookup screen to find and select the card code and display the Credit Card Merchant Account Information screen. For a new merchant account, select the NEW button.

Credit CardMerchantLookup



3. Enter a Card Code and Card Name for a new account and complete the other fields as required. Select the SAVE button when you are finished.

æ Note: When setting up a special card code for use with the Point of Purchase Module, make sure that Card Type is Available on the Web is not selected.

For more information about setting up the information associated with the optional Interactive Credit Card Authorization System, see Chapter 10, Setting Up the Interactive Credit Card Authorization System

See AlsoMail Order Manager HelpFor information about SeeSetting Up Merchant Accounts Merchant Account Maintenance

Credit CardMerchantAccountInformation



Setting Up Accounts Payable Terms for SuppliersYou can set up the terms that you have with each supplier, and M.O.M. uses the information to help you manage your payables by age and discount opportunities in the A/P Aging Report.

To setup default terms for a supplier,





3. At the top right of the screen, enter the A/P terms.

æ Note: the Default Terms are expressed as XX % YY Days, Net ZZ. Where XX = a discount percentage available if the invoice is paid within YY days, and ZZ = the number of days that a customer has to pay the invoice.

To define the terms for a supplier,


Click on: ProductMaintain Suppliers

The Supplier Lookup screen is displayed.

AccountingTab



5. Select the Supplier for which you want to establish terms.The Supplier Information screen is displayed.

6. Select the Accounting tab.7. If you have an open account with the supplier, click on the top

radio button for Payment Terms and enter a discount %, the number of Days to pay by to receive the discount, and the Net terms (30 days, etc.) If no discount applies, just enter the Net terms.

8. If you do not have an open account and must either prepay or pay COD to the supplier, click on the COD/Pre-Pay radio button.


See AlsoMail Order Manager HelpFor information about SeeSetting Up A/P Terms for Suppliers Supplier Maintenance

Setting Up Default Customer TermsFor companies that open bill their customers, M.O.M. lets you establish default accounts receivable terms for all customers.

æ Note: You can also establish terms for a specific customer that over-ride the default terms. See Viewing or Setting Up Customer Financial Information in the Chapter 1 of the Reference Guide.

To establish default terms,

SupplierInformation







3. At the top right of the screen, enter the A/R terms.

æ Note: the Default Terms are expressed as XX % YY Days, Net ZZ. Where XX = a discount percentage available if the invoice is paid within YY days, and ZZ = the number of days that a customer has to pay the invoice.

4. Optionally, enter an Opening Credit Limit for customers who pay by invoice.

5. Optionally, select Apply Terms discount for Account Receivables merchandise total amount only in the Business Rules section. This will apply the discount only on the billed merchandise not on the total billed amount which includes tax, shipping & merchandise.

6. In the Use ____ For Avg Days To Pay Basis option, select to use either the Invoice Date or the Due Date to calculate the average number of days that a customer takes to pay an open invoice. This calculation is displayed in the Financial tab of the Customer Maintenance screen.


AccountingTab



See AlsoMail Order Manager HelpFor information about SeeSetting Up Default Terms Global Parameters

Maintenance-Accounting

Setting Up COD and Open Invoice Order Payment RulesTo help protect you from potentially unpaid orders, M.O.M enables you to globally require cash payment for all COD orders and to extend open invoicing only to a customer with an established customer credit limit.

To set up either of these rules,




2. Select the Accounting tab. (See the screen on the previous page.)3. In the Business Rules section of the screen, check the box for

Customer Must Have a Credit Limit Established for Open Invoicing to prevent a customer who has not yet been set up with a credit limit from ordering on open invoice.

4. Check the box for Cash Only Required On All COD Orders to automatically over-ride the order entry selection choice for Cash or Customer Check on COD orders.


See AlsoMail Order Manager HelpFor information about SeeSetting Up Accounting Business Global Parameters Rules Maintenance-Accounting



Setting up Allowed Forms of PaymentM.O.M. accepts many different forms of payments, however according to your business rules or account setup you may not accept a few of those payment types. M.O.M. allows you to disable specific payment types so they cannot be chosen during order entry.



Select the Accounting tab.

2. In the Allowed Forms of Payment section, check the payment options you would like to make available. There are two separate lists for M.O.M. orders and for Retail orders using the Point of Purchase Module.

See AlsoMail Order Manager HelpFor information about SeeSetting Up Payment Options Global Parameters

Maintenance-Accounting

Setting Up the General Ledger InterfaceAlthough M.O.M. itself does not have a general ledger built into the system, the M.O.M. journal transaction files for accounts payable and accounts receivable can be posted to an external general ledger system of your choice.

Defining General Ledger Interface AccountsM.O.M. provides a special screen to “map” the M.O.M. journal accounts to your external general ledger accounts. The information in this screen needs be completed if you want to post your M.O.M. A/P and A/R transaction journals to an external general ledger.

To set up your general ledger accounts,




Click on: MaintainAccounting InformationG/L Interface

The Maintain General Ledger screen is displayed.

2. To define a general ledger account number for a M.O.M. journal account, select (highlight) the M.O.M. journal account in the list and select the SELECT button.

The General Ledger Account Entry screen is displayed.

MaintainGeneralLedger

MaintainGeneralLedger



3. Enter the Account Number from your general ledger software to which you want to post the selected M.O.M. Journal Account.

4. If you are starting to use M.O.M. in the middle of your financial year, you might also want to enter a starting figure for the account in the Adjusting Balance field. This would be the amount currently in your general ledger account. The figure entered does not affect any posting balance but is displayed in the Current Balance column on the Maintain General Ledger screen.

Select the SAVE button to return to the Maintain General Ledger screen.

Creating Departments (sub-accounts)For some accounts in the G/L Maintenance Screen you can set up departments or sub-accounts with their own unique identification. There are five accounts that allow you to create departments.

Purchase Adjustments Sales Cost of Goods Sales Returns Payment Adjustments

When set up, these departments enable you to post to your G/L package specific amounts for special categories within the larger account.

The departments for Sales, Cost of Goods, and Returns are used by some companies to have individual product sales or sales by type of product reported to a specific sub-account. All three are available in pull-down lists in the Inventory tab of the Maintain Stock Item function.

The departments for Purchase Adjustments and Payment Adjustments are used primarily to handle certain instances of order payment, for instance redeemed points from a points and rewards program, bad checks, etc. These departments are available in a pull-down list whenever an order adjustment sub-account selection is required.

To create a department,

1. On the Maintain General Ledger screen, select the CREATE DEPARTMENT button.



The General Ledger Account Entry pop-up screen is displayed. (See the picture on the previous page.)

2. Enter the Dept Code for the department. 3. Enter the Account Number from your general ledger software to

which you want to post the selected M.O.M. Journal Account.4. Enter the Title for the Department.5. If you are starting to use M.O.M. in the middle of your financial

year, you might also want to enter a starting figure for the account in the Adjusting Balance field. This would be the amount currently in your general ledger account. The figure entered does not affect any posting balance but is displayed in the Current Balance column on the Maintain General Ledger screen.

6. Select the SAVE button to return to the Maintain General Ledger screen.

Selecting a G/L Accounting Program and Export File PathsM.O.M. provides an interface to several of the most popular general ledger accounting programs. You can also specify the file name and file paths for the Accounts Payable and Accounts Receivable posting files.

To make these selections,



The Maintain Global Parameters screen is displayed.




3. Use the General Accounting Package list box to select the accounting package that you are using. Depending on your selection, the two additional check-box options may or may not be available.

Create a Separate A/R Journal Entry for Each Day’s Activity - Check this box to have M.O.M. post subtotals by day by account instead of just a summary for the period being posted.

Send Vendor Bills to G/L Package For Payment - Check this box to post the vendor amounts payable to your accounting package before you pay them in M.O.M.’s Pay Suppliers function. This enables you to pay vendors in your accounting system instead of M.O.M.

4. To change the file name and/or path for the Accounts Receivable Export File,

Click on:

The standard Windows Save As screen is displayed.

5. Enter the path and/or file name.

6. To change the file name and/or path for the Accounts Payable Export File,

Click on:

The standard Windows Save As screen is displayed.

AccountingTab



7. Enter the path and/or file name.8. Select the SAVE button when you are finished.

See AlsoMail Order Manager HelpFor information about SeeSetting Up the G/L Interface G/L Interface Maintenance

Global Parameters Maintenance-Accounting

Mail Order Manager Accounting Accounting Methodology

Establishing Inventory Valuation MethodThere are three options to determine how inventory is to be valued,



2. Select the Accounting tab. (See the previous screen.)3. In the Inventory Accounting Method section of the screen, use the

pull-down menu in the Inventory Accounting Method field to select one of the following:

Average Cost - M.O.M. updates the value of your entire inventory each time you receive product from suppliers by averaging the buy price for all items in inventory at the time of each delivery.

Last in First Out (LIFO) - M.O.M. keeps a separate cost lot for each instance of receiving. Stock items from the most recent lot received (last in) are sold before (first out) items from older lots.

First In First Out (FIFO) - M.O.M. keeps a separate cost lot for each instance of product receiving. Stock items from the oldest lot (first in) are sold (first out) before selling the most recent lots.

4. Select the SAVE Button when you are finished.

æ Note: Changing inventory valuation methods in “mid-stream” has certain limitations and consequences. Before changing any inventory valuation methods consult with your business financial advisor and then refer to the On-Line Help entry on Inventory Valuation Methods for details.



See AlsoMail Order Manager HelpFor information about SeeInventory Valuation Method Global Parameters

Maintenance - AccountingInventory Valuation Methods

Changing Valuation Method Inventory Valuation Methods




Chapter 5 Setting Up Shipping Information


Chapter 5

Setting Up Shipping InformationThis chapter provides detailed instruction on the following:

Setting Up Shipping Methods

Setting Up Carrier Zones and Rates for Shipping Methods

Establishing Customer Charges for Shipping Methods

Setting Up Special Shipping Charges for a Stock Item

Setting Up a Flat Rate Shipping Charge for a Source Key

Setting Up Call Tag (Return Label) Service

Determining Carrier Calculated Declared Value

Allocating COD Charges for Orders Shipped in Multiple Boxes

Allocating COD Charges for Orders Shipped in Multiple Boxes

Setting Up the Interface for an Electronic Bench Scale

Making Special Settings for Drop Shipments



Setting Up Shipping MethodsIn M.O.M., a shipping method is any particular type of service used to transport packages to your customers.

For example, UPS has many shipping methods for domestic shipping including: Standard-Ground (Residential), Standard-Ground (Commercial), Three-Day Select, Second-Day Air Parcel, Second-Day Air Letter, Next Day Air Parcel, Next Day Early AM Parcel, Next Day Air Letter, and Next Day Early AM Letter. So, for UPS there is one carrier, but multiple separate shipping methods, each of which must be maintained using this function. Additional UPS services such as Adult Signature Requirements and Shipper Release are also supported by M.O.M. These services can be added to a package at the time it is entered as an order or when it is being packed using the Packer’s Workstation. Call Tag service is also supported and can be requested in Order Review when required.

To save you time, M.O.M. comes with several pre-set shipping methods for the most frequently used carriers. Additional shipping methods can be set up if they are required. You can print a listing of all of the preset shipping methods in the Listing menu of the Reports option on the Main Menu Bar.

To set up a new shipping method or to change the information for an existing method,


Click on: MaintainShipping InformationShipping Methods

The Shipping Method Lookup screen is displayed.



2. For an existing shipping method, use the lookup screen to find and select the method and display the Shipping Methods Maintenance screen.

For a new method, select the NEW button to display the Shipping Methods Maintenance screen.

3. Select the General Information tab.

ShippingMethodLookup

ShippingMethodMaintenance-GeneralInformation



4. Enter a Shipping Method Code and Description for a new method and complete the other fields as required. Select the SAVE button when you are finished.

è Hint: Users who wish to remove existing shipping methods so that they no longer appear as options during order entry, should use the INACTIVE SHIPPING METHOD flag located above the method description. This will prevent the method from being displayed in search screens while continuing to keep its history intact.

æ Note: Some fields on this screen are only for use with the optional Automatic Shipping Calculations Module. If a field is dimmed, the Automatic Shipping Calculations Module has not been installed.

5. Optionally, Use the Shipment Confirm URL field to enter the web address that can the customer can use for tracking a package shipped using this method, If left blank, the default tracking URL will be used (UPS, USPS, FedEx, and DHL only). Be sure to enter <<trackingno>> where the tracking number should be to allow M.O.M. to automatically populate the tracking number. If a URL has already been entered for this carrier, simply select it from the drop down list.

Google CheckoutFor SiteLINK Users that utilize Google Checkout as a payment method for their customers they must make certain shipping methods available For more information about setting up Google Checkout in SiteLINK, see Setting up Google Checkout Payments for Shoppers in Chapter 3 of the SiteLINK Reference Guide.

æ Note: You must have at least one shipping method available for Google Checkout and it is highly recommended that you have no more than 5.

1. Enter Carrier and Service Information for this method in the Description field. Shoppers will see this information when selecting a method.

2. Google Checkout is required to communicate with your SiteLINK store to determine the charges for any given order. If this communication fails, the customer will be charged the value entered in the Default Charge for shipping.



See AlsoMail Order Manager HelpFor information about SeeSetting Up Shipping Methods Shipping Method Maintenance- Overview

Shipping Method Maintenance- General InformationCarriers and Shipping Methods Carrier and Shipping Method MethodologyAutomatic Shipping Calculations Automatic Shipping Module Calculations Module

Setting Up Carrier Zones and Rates for Shipping MethodsIf you have the Automatic Shipping Calculations Module installed with your M.O.M. system, you need to set up the information that tells M.O.M. how much a carrier charges you to ship a package to your customer.

Setting Up Zones for a Shipping MethodMost shipping companies divide the nation and world into shipping “zones” based on your local address. A shipping zone is usually based on the difference between the origin ZIP Code and the destination ZIP Code. For instance, a parcel shipped from New York to California via UPS is calculated as Zone 6 according to UPS. A parcel shipped from New York to New Jersey is calculated as Zone 1.

Naturally, the package going to California from New York is more expensive to ship than the one going to New Jersey. Because each M.O.M. user has a different company address, you must set up the shipping zone tables for each shipping method that you use.

To set up or maintain a shipping zone table for a shipping method,

1. On the Shipping Methods Maintenance screen, select the Zone Table tab.



2. If you are maintaining either a UPS or FedEx shipping method, you can automatically set up all of the zones for all shipping methods for that carrier at once. You must have your original M.O.M. Main System Installation CD-ROM to use this feature. Select the AUTO SETUP button, and enter your ZIP code when prompted. You must do this for at least one UPS shipping method and at least one FedEx method. If you move your company and need to change the ZIP Code at some point in the future, just run the AUTO SETUP feature again.

æ Note: For multi-warehouse use with the optional Advanced Warehouse Module, the Auto Zone program distributed in the shipping update sets up UPS and/or FedEx zones for all warehouses automatically. You do not have to select any particular warehouse and no zip code entry is required.

3. To set up zones manually, obtain a copy of the zone chart for your business location from the carrier for the shipping method. You need this information to make the proper entries in the zone tables.

4. To set up a zone, select the NEW button. The Zone Information pop-up screen is displayed.

æ Note: If you have the Advanced Warehouse Module and want to manually set up a zone table for a warehouse, use the Warehouse Location pull-down menu to select a warehouse and display the Zone Information screen for that warehouse.

ShippingMethodMaintenance-Zone Table



5. Enter the From Zip (low value) and To Zip (high value) and the corresponding Zone from the carrier’s zone chart. When you have completed all the entries, select the SAVE button.

6. Repeat Steps 4 and 5 above until all of the zones have been entered for the shipping method.

7. To make changes to a zone, select the EDIT button to display the Zone Information pop-up screen.

8. To delete a zone, select the REMOVE button.9. Repeat the above procedure (steps 1, 3, 4 and 5) for each shipping

method for which zones must be manually established.

Setting Up Carrier Rates for a Shipping MethodA carrier rate is the amount that a carrier charges you to deliver a package of a certain weight to a carrier zone. The M.O.M. Automatic Shipping Calculations Module contains the rates for all of the carriers associated with the pre-set shipping methods in the system, UPS, FedEx, DHL, and USPS. For this reason, it is not necessary to maintain rates for any shipping method associated with one of these carriers. For any shipping method associated with any of these carriers, the Rate Tab is dimmed and unavailable.

If you are setting up a shipping method for a carrier that is not included with the Automatic Shipping Calculations Module, you need to set up the Rate Table for the shipping method.

ShippingMethodMaintenance-ZoneInformation



To set up or maintain a rate table for a shipping method,

1. On the Shipping Methods Maintenance screen, select the Rate Table tab.

2. Select the NEW button. The Rate Information pop-up screen is displayed.

3. Enter the carrier Zone.4. Enter the Low Weight and High Weight and the corresponding

Charge from the carrier’s rate chart.

ShippingMethodMaintenance-RateInformation

ShippingMethodMaintenance-RateInformation



5. When you have completed making the entries, select the SAVE button.

6. Repeat Steps 1-4 above until all of the rates have been entered. 7. When all of the rates have been entered, select the SAVE button on

the Rates Table tab. 8. To make changes to a rate, select the EDIT button to display the

Rate Information pop-up screen. 9. To delete a rate, select the REMOVE button.

See AlsoMail Order Manager HelpFor information about SeeSetting Up Carrier Zones Shipping Method Maintenance- Zone TableSetting Up Carrier Rates Shipping Method Maintenance- Rate Table

Establishing Customer Charges for Shipping MethodsWith the Automatic Shipping Calculations Module you can create special customer shipping charges for each shipping method that you set up in your M.O.M. system. Using this feature, you can charge customers shipping charges based on the number of items in an order, the total dollar value of the order, the shipping weight, etc. And because you establish customer charges for each shipping method, you can control exactly how much and under what circumstances a customer is to be charged for shipping via ground service, 2nd Day, Next Day, etc.

Setting Up Charges Based on Merchandise Total1. On the Shipping Methods Maintenance screen, select the Customer

Shipping Charges tab and select the Merchandise Total Range Charges sub tab.



2. To create an Order Total range, enter a From $ (low value) and To $(high value). For each total range, enter either an Exact Charge for shipping or choose to calculate shipping as a % Of Total.

3. Optionally, check the box titled Calculate Merchandise Total Separately for Each Ship-to Address to provide a shipping calculation for each address on orders with multiple shipping addresses.

æ Note: Order Total charges can be combined with any of the Per Package Charges on the Basic Charges sub tab. When combined, total charges are always charged on the first shipment only.

Setting up Charges based on Item Weight1. On the Shipping Methods Maintenance screen, select the Customer

Shipping Charges tab and select the Weight Range Charges sub tab.

ShippingMethodMaintenance-

Customer ShippingCharges-

Merchandise TotalRange Charges



2. To create a Weight Range, click the NEW button.3. Enter the Low Weight, the High Weight and the Charge for this

range, click the SAVE button when done.

Setting up Charges based on Item Quantity1. On the Shipping Methods Maintenance screen, select the Customer

Shipping Charges tab and select the Quantity Range Charges sub tab.



WeightRange Charges



QuantityRange Charges



2. To create a Quantity Range, click the NEW button.3. Enter the Low Zone and the High Zone. This will enable you to set

charges based on delivery location in addition to the item quantity.4. Enter the Low Quantity and the High Quantity, along with the

Charge for this Zone and Quantity range.

Setting Up Charges based on other Order Information1. On the Shipping Methods Maintenance screen, select the Customer

Shipping Charges tab and select the Basic Charges sub tab.

2. For each Per Package Charge option, select the Amount (or percentage in the case of Actual Charges) and When to Charge the customer. More than one Per Package Charge may be used to create your customer charges for the shipping method. In addition, any Per Package Charge on the Basic Charges sub tab can be combined with the Order Total charges set up on the Merchandise Total Range Charges sub tab.

3. For each Per Manifest Charge option, select the Amount and When to Charge the customer. More than one Per Manifest Charge may be used to create your customer charges for the shipping.

è Hint: If you often select a special shipping method for one or more individual line items in customer orders, you should use Per Item Charge, Per Pound Charge/Weight Range Charge or Actual Charges. Only those types of charges will calculate charges for a single line item.



Basic Charges



See AlsoMail Order Manager HelpFor information about SeeSetting Up Customer Shipping Shipping Method Maintenance-Charges Customer Shipping Charges

Setting Up Special Shipping Charges for a Stock ItemM.O.M. lets you set up special “extra” customer shipping charges on an item. You need the Automatic Shipping Calculations Module to set up these types of customer shipping charges. Any special shipping charges set up for an item are automatically added to any other shipping charges that M.O.M. calculates from the parameters you establish in the Maintain Shipping Methods function.

To set up an extra shipping charge for a stock item,



The Stock Item Lookup screen is displayed. (See Chapter 2, Setting Up Suppliers and Stock Information.)

2. Use the lookup screen to find and select the item and display the Stock Item Information screen.

Stock ItemInformation - General Information



3. On the General tab in the Stock Item Information screen, enter the extra shipping charge for the item in the Product Specific Shipping Charges.


See AlsoMail Order Manager HelpFor information about SeeSetting Up an Extra Shipping Stock Item Maintenance-Charge for an Item General Information

Setting Up a Flat Rate Shipping Charge for a Source KeyIn some cases, a flat rate shipping charge is promoted to a customer in a space advertisement or special offer. For example, “Include $4.00 for shipping and handling.” For these situations, M.O.M. lets you charge a flat shipping rate along with recording the other information that you set up for the advertising Source Key. This flat rate charge is automatically applied in place of any other customer shipping charge to any order that is entered with the particular source key.

To set up a flat rate shipping charge for a source key,


Click on: MaintainAdvertising InformationSource Keys

The Source Key Lookup screen is displayed. (See Chapter 3, Setting Up Advertising and Marketing Information.)

2. Use the lookup screen to find and select the source key and display the Source Key Information screen.



3. In the Shipping Information area of the screen, check the box for Use Flat Rate Shipping.

4. Enter the flat Shipping Rate.5. Select SAVE when you are finished.

See AlsoMail Order Manager HelpFor information about SeeSetting Up a Flat Shipping Rate Source Key Maintenance for a Source Key

Setting Up Call Tag (Return Label) ServiceM.O.M. considers a Call Tag a special type of stock item.

Whenever you want to “call back” a customer order, the special item for Call Tag service is added to the order by selecting the CALL TAG ITEM button in the Packaging tab of the Order Review screen or simply by entering it as a line item just like any other line item.

To set up the special Call Tag item,



Source KeyInformation




2. Select the NEW button to display the Stock Item Information screen.The General tab is displayed.

3. In the Stock Number field,

Type: CALL TAG (include the space between the two words)

4. In the Description field,

Type: Call Tag Service (or whatever description you want to give the item)

5. Select the Inventory tab.6. In the Units in Stock field, enter a high number. On an on-going

basis, you must maintain inventory for the item.7. Select the Pricing tab. 8. In the Normal Retail Selling Price field, enter the price that you

want to charge your customer for the service. (The price can be $0.00 if you do not want to charge for the service.)

9. Select the SAVE button.

æ Note: The Call Tag product must be set up as a non-service item and must have units in inventory.

Stock ItemInformation



Determining Carrier Calculated Declared ValueIf a package is lost or damaged by the carrier, the contents value may be reimbursed by the carrier. M.O.M. lets you select how the declared value is calculated for insurance purposes for each carrier, based on retail selling price, your cost, or no value.

To make this setting,



The Shipping Method Lookup screen is displayed.

2. Select the Shipping Method.

3. In the Carrier Insurance Charge box, use the Declared Value Based On list box to determine how you want the contents value to be calculated. “None” assumes no value.


ShippingMethodMaintenance-GeneralInformation



See AlsoMail Order Manager HelpFor information about SeeSetting Up a Stock Item Stock Maintenance-OverviewSetting Declared Value Shipping Method

Maintenance-General Information

Allocating COD Charges for Orders Shipped in Multiple BoxesWhen an order is paid COD and is shipped in more than one box, many companies prefer to have an individual COD tag for the appropriate amount for each box in the shipment. This prevents a customer from accepting only the boxes in the shipment without COD amounts due and refusing the box with the single COD amount. If you want to save your customers extra COD charges and prefer only one COD tag in a shipment regardless of how many individual boxes in that shipment, M.O.M. provides an option to let you determine the rule for multi-box situations.

To set this preference,




2. Select the Shipping tab.



3. Select the Misc sub tab.

4. To print a COD tag for each box in a multiple-box shipment and allocate charges accordingly, click on “Allocate Charges On Boxes” for the COD Tags field in the Shipping Preferences section.

To combine all charges into one COD tag to attach to only one box regardless of how many individual boxes are in a shipment, click on “Make Only One Tag.”

See AlsoMail Order Manager HelpFor information about SeeCOD Tag Charge Allocation Global Parameters

Maintenance-Shipping

Global Parameters-Shipping Tab-Misc. Tab



Setting up Interfaces with Shipping CarriersFor information on setting up M.O.M. to integrate with the shipping software of carriers like UPS and FedEx, log into the Dydacomp Support page at http://www.dydacomp.com/support/login.asp.

Setting Up the Interface for an Electronic Bench ScaleM.O.M. lets you hook-up an electronic bench scale for weighing packages with the Packer’s Workstation for order processing.

æ Note: On a network M.O.M. installation, it is required that the scale interface settings be the same for all workstations using scales. Complete the steps in this procedure for each M.O.M. workstation on the network.

To set up the interface in M.O.M. for the scale,




2. Select the Shipping tab. (See the screen earlier in this chapter.)3. Select the Misc sub tab. 4. In the Scale Interface area of the screen, make the settings for

Port, Baud Rate, Data Bits, Parity, and Stop Bits. These settings determine the M.O.M.-to-scale and scale-to-M.O.M. communication.

æ Note: Dydacomp recommends that you use a Trances Model SP 100 scale for use with your M.O.M. system. These scales are available from Dydacomp. Contact your Dydacomp sales representative.

See AlsoMail Order Manager HelpFor information about SeeSetting Up the Scale Interface Global Parameters

Maintenance-ShippingAutomatic Shipping Calculations Module



Making Special Settings for Drop ShipmentsThere are certain universal settings that affect the way your M.O.M. system handles drop shipping and drop ship items.





2. Select the Shipping tab. (See the screen picture earlier in this section.)

3. Select the Misc sub tabIn the Drop Shipping Preferences area of the screen,

4. Check the box for Verify Before Invoicing if you want M.O.M. to treat drop shipped items as “backordered items” when entered on a customer order. In this case, the customer is not invoiced until you receive confirmation from your supplier that an item has actually been shipped. Leave the box empty, only if you want M.O.M. to assume that your supplier is shipping the item as soon as you fax the purchase order to them. In this case, the customer is invoiced in the very next run of Batch Order Processing.

æ Note: In either case above, a customer’s credit card is always charged up-front to protect you from a card problem occurring after the supplier has already shipped an item.

5. Check the box for Print Drop Shipping Box Labels, if you want M.O.M. to print a shipping label for each drop ship purchase order. Most drop shippers print their own shipping label for packages shipped to your customer. For those drop shippers that do not, M.O.M. supports a special drop ship purchase order including one with an integrated box label right on the form. For this reason, most companies do not require separate shipping labels for their drop shippers and the above check box is not checked.



See AlsoMail Order Manager HelpFor information about SeeSpecial Settings for Drop Shipping Global Parameters

Maintenance-ShippingPurchase Order Form Options for Global Parameters Drop Shipper Purchase Orders Maintenance-Forms

Chapter 6 Setting Up Special Customer Information


Chapter 6

Setting Up Special Customer InformationThis chapter provides detailed instruction on the following:

Establishing Customer Type Codes

Creating Special Customer Demographics Information Screens

Establishing Customer Honorifics and Salutations



Establishing Customer Type CodesTo help you classify different types of customers or specific customer situations, M.O.M. lets you create a three-part customer code. Each part of the code is in fact a separate type code, and each type code can be used to identify something unique about the customer. Type Code 1 is 1 character in length, Type Code 2 is 2 characters in length, and Type Code 3 is 4 characters in length.

In addition to serving as a means to quickly “profile” a customer, the type codes can also be used when building target lists using the optional List Management Module, as report queries throughout the system, as well as establishing special prices for stock items based on customer type.

Unlike other maintainable objects in the M.O.M. system, customer type codes do not necessarily have to be set up in advance. A special preference in the Maintain Global Parameters function enables a new code to be added “on the fly” while using the customer information screen. Some companies prefer to allow the creation of new codes in this manner, while others predefine codes.

To set up a new customer type code,


Click on: MaintainCustomer InformationCustomer Type Codes

2. Select either Type Code 1, 2, or 3 from the drop down list. The Customer Type Code Lookup screen is displayed.

3. To add a new code, select the NEW button. To edit or delete a code, use the SELECT button.

The Customer Type Code screen is displayed.



4. Enter an alpha numeric code in the Code field and enter the definition of the code in the Description field.

5. Select the SAVE button to save the new or changed code. Select the DELETE button to delete the code.

Allowing “On-the-fly” Entry of Customer Type CodesTo enable or disable this feature,





Customer TypeCode Screen



3. In the screen area titled Customer Type Code, check the box for any/all of the three Customer Type Codes to enable a new code not previously set up in the Maintain Customer Type Codes function to be entered in the Customer screen. Uncheck the box to disable this option.

4. Select SAVE to exit.

See AlsoMail Order Manager HelpFor information about SeeCreating Special Selling Prices for Stock Maintenance-PricingStock Items by Customer TypeCreating Target Lists by Customer List Management Module-Type OverviewSetting Up Type Customer Type Customer Type Code Codes Maintenance

Customer EntryTab



Creating Special Customer Demographics Information ScreensThe optional List Management Module enables you to create up to 99 completely customized screens (or total number of 255 fields) to capture or maintain special customer information related to your company. For instance, SIC codes, information about household income, clothing size information, hobby interests, etc. Once created, these screens can be accessed for each customer to record the information using the Demographics tab in the Customer Information Screen. (See Recording Customer Demographics Information in Chapter 1 of the User Reference Guide.)

The customized information on customers can be used in the List Management Module to create target lists based on any of the fields, and in many of the profit reports to target lists of customers who match a certain criteria of customized information.

All of the items on the demographic screens, as well as their position on the screen, color and database variables are under your control.

To create a new demographics page or modify an existing one see Chapter 9 Setting Up Demographics.


Click on: OptionsList Management Module


Click on:

The List Management Module menu is displayed.



3. On the List Management Menu Bar,

Click on: MaintainCustomer Demographics


Click on:

The first page of the Customer Demographics is displayed.

List ManagementMenu

CustomerDemographicNew PageScreen



Requiring Demographic InformationM.O.M. allows you to require a demographics entry when creating a new customer record. The user will not be able to move past the customer record screen without filling at least one demographic field.

1. To set this requirement

Click On: MaintainSystem InformationGlobal Parameters

2. Select the Customer Entry Tab and check the Demographic Information is Required option.

See AlsoMail Order Manager HelpFor information about SeeCreating Demographics Screens Customer Demographics MaintenanceDemographics Item Edit Screen Demographics Item EditDemographic Information Global Parameters- Customer EntryRequirement Tab

Establishing Customer Honorifics and SalutationsAn honorific appears immediately after a name and is used to identify special degrees, generations, etc., such as MD, Jr., III, etc. A salutation appears immediately before a name and is used to identify male (Mr.), female (Ms.), as well as special titles, including Dr., Lt., Rev., etc. Because each business may use a different set of salutations and honorifics, M.O.M. enables both to be established by you.

HonorificsTo set up customer honorifics,


Click on: MaintainCustomer InformationCustomer Honorifics

2. The Customer Honorifics Lookup screen is displayed.3. Select the NEW button to add an honorific. Use the SELECT button

to edit or delete an honorific.



The Customer Honorific screen is displayed.

4. For a new honorific, enter the Honorific (Jr., Sr., III, etc.) and optionally enter a description of the honorific in the Description field.

5. Select the SAVE button to save the new or changed honorific. Select the DELETE button to delete the honorific.

SalutationsTo set up customer salutations,


Click on: MaintainCustomer InformationCustomer Salutations

2. The Customer Salutations Lookup screen is displayed.3. Select the NEW button to add a salutation. Use the SELECT button

to edit or delete a salutation.The Customer Salutation screen is displayed

CustomerHonorific



4. For a new salutation, enter the Salutation (Mr., Dr., Hon., etc.) and optionally enter a description of the salutation in the Description field.

5. Select the SAVE button to save the new or changed salutation. Select the DELETE button to delete the salutation.

See AlsoMail Order Manager HelpFor information about SeeSetting Up Honorifics Customer Honorifics MaintenanceSetting Up Salutations Customer SalutationsMaintenance

CustomerSalutation




Chapter 7 Setting Up the Point of Purchase Module


Chapter 7

Setting Up the Point of Purchase ModuleThis chapter provides detailed instruction on defining settings for the Point of Purchase Module.



Defining Settings for the Point of Purchase ModuleThe optional Point of Purchase (POP) Module allows you to use M.O.M. to enter and transact counter sales taken in a showroom or retail store. The POP Module shares product inventory, related product pricing and purchasing parameters with the main M.O.M. system.

To define settings for POP,


Click on: OptionsPoint of PurchaseDefine Settings

The Point of Purchase Setting screen is displayed.

2. Enter the name of the store in the Store Name field, and all other address and phone information for your point of sale operation.

æ Note: Because each order needs to have a physical point of sale address for sales tax purposes, you need to enter your store name and address information in the fields provided.

3. Optionally, select the Always Scan a Quantity of 1 for All Products checkbox to have a quantity of 1 entered in an order when an item is scanned.

Point of PurchaseSettings Screen

Chapter 7 Setting Up the Point of Purchase Module


4. Select the Type of Cash Drawer being used: either No Built-in Slip-in slot for Checks & Credit Card Receipts or Built-in Slip-in slot for Checks & Credit Card Receipts. The “No Built-In Slip-In Slot” will open the drawer after each transaction, while the “Built-In Slip-In Slot” will only open the drawer after a cash transaction.

5. Select the printer for POP receipts by using the pull-down menu in the Printer for POP Receipts field.

6. Optionally, Check the Print 2 copies of the receipt option, then check Only for Credit Card Payments to restrict the option to Credit Card POP orders.

7. If you are using a cash drawer with your workstation, enter the cash drawer open sequence in the Cash Drawer Open Sequence field, the cut sequence in the Cut Sequence field, the color sequence if your printer will print Red ink in the Color Sequence (Red) field, the color sequence for the black ink in the Default Color Sequence (Black) field.

æ Note: If you are using a special receipt printer, you must install it in your Windows settings as you would any other printer for Windows.

8. Optionally, enter a Message to be Printed on Receipts. This may be a promotional message or a “Thank you for Shopping at Our Store.”

9. Select the Pole Display Interface Port if you will be using a pole display.

10. Optionally, enter a Welcome Message to be Shown on The Pole Display and Goodbye Message to be Shown on The Pole Display. This may be a promotional message or simply a “Thank you for Shopping at Our Store”.

11. Optionally, check the Check MICR Reader using a serial connection checkbox. Then select the port that your Check Reader was assigned to.

ç Warning! M.O.M. is currently designed to use Magtek Check Scanners with a USB connection. Any other check scanner will not be supported.

12. Select the SAVE button.

æ Note1: For information on setting up POP for use with ICCAS On-line, see Chapter 10.

æ Note2: If you have the Advanced Warehouse Module, multiple retail stores can be set up. For information on setting up POP for multiple retail locations using the Advanced Warehouse Module, see Chapter



14. For information about the user defined settings for POP in multiple retail locations, see Chapter 1.

See AlsoMail Order Manager HelpFor information about SeeSetting Up the Point of Purchase Point of Purchase (POP) Module Module-Setup ScreenUser Defined Settings for POP User Defined Preferences -

POP TabAdvanced Warehouse Module Advanced Warehouse Module

Chapter 8 Setting Up Management Tools


Chapter 8

Setting Up Management ToolsThis chapter provides detailed instruction on the following:

Setting up the Manager’s Dashboard

Setting Up M.O.M. Chat



Setting up the Manager’s DashboardThe Manager’s Dashboard gives you an at-a-glance view of almost all the activity in M.O.M. from Telemarketing Calls completed, to number of orders pending approval, the Dashboard allows you to pull detailed information all in one screen without the need of a report.

The Dashboard can be setup on a individual User Basis or by User Roles (For Information on User and User Role Setup, see Chapter 1 Setting Up System Users and Assigning Security Levels)

To open the User ID or User Role Maintenance screen;

Click on: MaintainSystem InformationUser Security Profiles

For User ID’s choose: User Role Profiles

For User Role’s choose: User Profiles

Then select the Dashboard tab.

User Activity SettingsThe User Activity tab controls how information on M.O.M. users is displayed.

User ActivityDashboard Settings



1. To enable the User Activity screen, check the option Display Staff Performance on the Dashboard

2. To have a copy of the information displayed on the dashboard sent to an e-mail address, check the option Email Staff Performance Information In HTML Format To then enter the e-mail address.

3. To have a copy of the information sent to a mobile phone, check the option Send A Text Message Of Staff Performance Information To, then enter the mobile phone number along with the carrier domain info (e.g. [email protected]).

4. In the Selection Details section, choose the date range to display in the dashboard.

5. In the User Activity Log section, you can choose the following: Display users' login & exit activity log- Check this option to have

the Dashboard display a separate page listing each user, the time and date of their last Log in and Log out, and the duration of their time in M.O.M.

Display telemarketing user activity log- Check this option to have the Dashboard display a separate page listing users who have phone calls scheduled. It also displays the number of calls assigned, the number of calls completed, and the number of calls pending.

Display Pickers/Packers activity log- Check this option to have the Dashboard display a separate page listing the users who are assigned as Pickers and/or Packers and their duration of time in the Packer' s Workstation.

6. Finally, check the options to display in the Dashboard page and the number of entries for each.

Products SettingsThe Products tab controls how profitability information for Stock Items is displayed.



1. To enable the Products screen, check the option Display Company’s Product Performance on the Dashboard

2. To have a copy of the information displayed on the dashboard sent to an e-mail address, check the option Email Company’s Product Performance Information In HTML Format To then enter the e-mail address.

3. To have a copy of the information sent to a mobile phone, check the option Send A Text Message Of Company’s Product Performance Information To, then enter the mobile phone number along with the carrier domain (e.g. [email protected]).



ProductsDashboard Set-tings



Financial SettingsThe Financial tab controls how Financial Information is displayed.

1. To enable the Financial screen, check the option Display Company’s Sales and Payment Information on the Dashboard

2. To have a copy of the information displayed on the dashboard sent to an e-mail address, check the option Email Company’s Sales and Payments Information In HTML Format To then enter the e-mail address.

3. To have a copy of the information sent to a mobile phone, check the option Send A Text Message Of Company’s Sales and Payment Information To, then enter the mobile phone number along with the carrier domain (e.g. [email protected]).


5. Finally, check the options to display in the Dashboard page.

FinancialDashboard Settings



Customers SettingsThe Customers tab controls how Customer Information is displayed.

1. Check the option Display Customer’s Productivity & Performance on the dashboard to display a list of orders that are On Review and require a Manager' s Approval before they can be processed.

2. To have a copy of the information displayed on the dashboard sent to an e-mail address, check the option Send an Email of Company’s High and Low Customer Profile List To then enter the e-mail address.

3. To have a copy of the information sent to a mobile phone, check the option Send A Text Message Of Company’s High and Low Customer Profile To, then enter the mobile phone number along with the carrier domain (e.g. [email protected]).



CustomersDashboardSettings



Orders SettingsThe Orders tab controls how Order Information is displayed.

1. Check the option Display The Orders On Pending Review Activity Log to display a list of orders that are On Review and require a Manager' s Approval before they can be processed.

2. Check the option Display The Orders With Pending Processing Status Activity Log to view information on Quotes and Return Merchandise Authorizations.

See AlsoMail Order Manager HelpFor information about SeeUser Dashboard Setup User Dashboard Settings

Setting Up M.O.M. ChatThe M.O.M. Chat feature enables you to interact with other users who are currently logged into M.O.M. Messages can be sent to individual users or displayed for all users to read.

To enable M.O.M. Chat;


OrdersDashboard Set-tings



Then select the Miscellaneous tab.

Check the option Enable MOM Chat. If necessary, change the value in the Use this Port field, consult your network administrator for guidance.

Global ParametersMiscellaneous Tab

Chapter 9 Setting Up Demographics


Chapter 9

Setting Up DemographicsThis chapter provides detailed instruction on creating Demographic Pages.



Creating Demographic PagesM.O.M. gives you the opportunity to create your own fields and track information you may consider vital, but is not appropriate in any of the available fields in M.O.M. Using the Demographics function, you can create your own pages, complete with fields, labels, radio buttons, and checkboxes. This information can then be reviewed by other users, and even queried upon in List Management. M.O.M. allows demographic information to be entered for Stock Items, Suppliers, and Customers.

æ Note: The Customer Demographics feature requires the List Management Module.

1. Follow the instructions for either entering Setting up Supplier and Stock Item Demographics in Chapter 2 of this guide, or Creating Special Customer Demographics Information Screens in Chapter 6.

2. When a new page is created, it is titled “New Page.” Use the buttons on the Demographics Definition tool bar to rename the new page, add new fields and data items to the screen and database. The following table explains the use of each button on the Tool Bar.

Add text or a prompt to the page. This does not add a data item to the demographics database.

* Add a new character, numeric, or date data field to the page and the demographics database. Limited to 253 fields for all pages.

* Add a new logical (yes/no) data field to the page and the demographics database.

* Add a new free-form memo field to the page and the demographics database.

*Add a new drop-down selection list to the page and corresponding values to the database.

Add a new demographics page.

Edit the title of the current demographics page.

Add a graphic image file to the page.

Add a new text look-up field.

Chapter 9 Setting Up Demographics


3. Select the appropriate button from the tool bar. When selected, those buttons marked with an * in the table above display the Demographics Definition Edit screen.

4. Complete the fields. Note that the Field Name is the name of the item in the demographics database and not the name displayed on the demographics page. For all types of data items except logical, it is necessary to use the “Add Text” toolbar button to add a prompt for the field on the page.

5. When all fields are complete, select the SAVE button. The new item is displayed in the upper right corner of the current Demographics page. Use your mouse to drag and drop the new item where you want it on the page.

6. To modify an existing field on a page, right click on the item on the page to display the Demographics Item Edit screen.

7. Edit the fields for the item as required on the Demographics Item Edit screen. Select the SAVE button.

8. To delete a field, right click on the field on the page to display the Demographics Item Edit screen and select the DELETE button.

è Hint: When deleting a field, make sure that the field’s data is no longer used. To delete a page, delete all demographic fields first and then proceed to delete the page.

DemographicsItem EditScreen

(Character TypeItemShown)




Chapter 10 Setting Up the Interactive Credit Card Authorization System


Chapter 10

Setting Up the Interactive Credit Card AuthorizationSystem

This chapter provides detailed instruction on the following:

About the M.O.M. and SiteLINK Internet Gateway

Setting Up ICCAS



About the M.O.M. and SiteLINK Internet GatewayThe M.O.M. and SiteLINK Internet Gateway is a unique and proprietary web-based transaction processing system. The software to connect your M.O.M. system to the Gateway is contained in the Interactive Credit Card Authorization System (ICCAS) option for your M.O.M. system. Once ICCAS is installed on your M.O.M. system, the Gateway is available to any workstation with a web connection.

The Gateway provides you with the combined ability to approve and charge credit cards and eChecks both in batch or an order-by-order basis. (See Approving Credit Cards and Approving eCheck Payments in Chapter 3 of the Reference Guide.) In both cases, the gateway passes the required information directly to one of several credit card processors for card approval and/or transaction processing using Authorize.net to make the required connection. All card credits and/or debits are made directly to your commercial bank account as specified by you when you enter your merchant information during ICCAS setup.

The Gateway contains many powerful features to help you better serve your customers and to manage all of your credit card processing. These features include,

Independence from Processors - The Gateway can connect you to most major card processing networks. Because your “gateway connection” is independent from the card processing networks, you are free to shop for better fees on your credit card processing using any one of several available Merchant Service Providers.

Level 2 Qualifying Rates - The Gateway enables M.O.M. to pass Level 2 information for corporate credit cards making lower rates available on those transactions. In addition, Card Validation Verification also results in fewer fraudulent transactions and lower rates.

Two-Pass Processing - Two-pass enables you to obtain an authorization first for an amount and then actually charge the card later. Because the authorization allows for small changes to the final total, this feature enables you to adjust final charges for shipping costs without having to re-authorize the final amount. In addition, with 2-pass authorization, you can manually override address verification responses and void orders.

High Speed Processing - Both in batch and for single transaction

Chapter 10 Setting Up the Interactive Credit Card Authorization System


processing, turn-around speed averages about 4 seconds! Security and Reliability - Encrypted web-based technology is much

less susceptible to phone-line disruptions and disconnects. On-Line Reporting - Once you are set up, you have secure access to

your own merchant screen on the web. From a single screen, you can access complete reporting on all transaction activity on your merchant account.

Setting Up ICCASAll of the instructions for the set up and use of ICCAS and the M.O.M. and SiteLINK Internet Gateway are contained in the M.O.M. On-Line Help. It is also strongly recommended that you contact Dydacomp Payment Processing at (800) 858-3666 x326 or by email at [email protected] to assist you with the entire set up procedure and to make specific recommendations for credit card processing networks and connections to your bank.

SeeMail Order Manager HelpFor information about SeeInteractive Credit Card Processing Interactive Credit CardSystem Option Processing SystemSetting Up and Using ICCAS ICCAS Setup Instructions

Global Parameters Maintenance-ICCAS

Processing Credit Cards Order Processing MethodologyCredit Card Processing-BatchCredit Card Processing-Single

CardProcessing eCheck eCheck Processing-Batch




Chapter 11 Setting Up the Import/Export Module


Chapter 11

Setting Up the Import/Export ModuleThis chapter provides detailed information on the following:

Planning the Use of the Import/Export Module

Establishing Default Settings for Import or Export Sessions

Setting up an Import Profile using the Import Export Wizard



Planning the Use of the Import/Export ModuleThe Import/Export Module (IEM) enables you to directly import information into the order and customer files of the M.O.M. system, including customer orders and “requests for information” from prospective customers. The module also enables you to export orders previously entered in M.O.M. to an external fulfillment house. By “preformatting” order and customer information according to the M.O.M. data structure, the module is designed to enable you to take orders from outside order taking services, another M.O.M. system, or directly from your Web commerce site using Dydacomp’s SiteLINK™ option for electronic commerce.

æ Note: SiteLINK users do not need to complete any of the following set up requirements. Refer to Chapter 6 in the SiteLINK User Reference Guide for instructions on setting up IEM.

Designing a Compatible Data Layout without the Import Export WizardUsers of the Import/Export Module can create custom Import Profiles using the Import Export Wizard covered in the section Setting up an Import Profile using the Import Export Wizard later in this chapter.

For users that do not use the Import Export Wizard, The file must be structured to be compatible with the data layout of M.O.M. M.O.M.’s data layout for the customer and order information is contained in the Import/Export Data Table in the M.O.M. OnLine Help. The fields in this table represent all of the possible customer and order information used in M.O.M. The table also identifies the position of each field and the type of information contained in that field.

è Hint: Order taking services typically assign their own unique customer number and order number when they take orders for you. Your M.O.M. system also assigns unique numbers to each new customer and order. To enable these two sets of numbers to be “cross-referenced,” in your M.O.M. database, your M.O.M. system provides for an “alternate” customer number (ALTNUM) and “alternate” order number (ORD_NUM) in the Import/Export Data Layout. Since you may want to “look up” an order or customer by either number, it is a good idea to map the customer and order numbers assigned by your service to the “alternate” fields in the M.O.M. database.



Selecting a Data FormatA data format describes how data fields are arranged in a record for transfer from the 800 service or “shopping basket” software to your computer. IEM supports three types of data format: comma delimited, DBase, and fixed data (also known as standard data format).

Here is an example of a comma delimited file.

Here is an example of a standard data format file.

A data format can be selected initially or prior to each use of the Import/Export Module. See Establishing Default Settings for Import or Export Sessions later in this chapter.

Planning File Names and Storage Paths It is important to understand that the IEM import and export processes are not performed “on-line”; i.e., you are not dialed-in or hooked up on-line to your service firm. When you import into M.O.M. using IEM, you are importing a file that you have already downloaded from a service firm or Web “shopping basket” and stored on your computer’s hard disk drive. When you export from M.O.M. using IEM, you are creating a file and storing it on your computer’s hard disk drive in preparation for transfer.

Files can be received for import or sent for export using either a modem transmission, diskettes, CD, etc. So that all files are in one place, it is a good idea to store import and export files in a specific directory, for example, G:\MOM\IMP for import files.

You might also consider a naming convention for the file names to identify the date of the file, for example, EXP1120.TXT for an export file sent on November 20th.

CommaDelimited

Fixed Width Data(Standard Data Format)



File names and paths can be selected initially or prior to each use of the Import/Export Module. See Establishing Default Settings for Import or Export Sessions later in this chapter.

Planning a Communication Method and ScheduleAs previously mentioned, you can receive or send files to your service firm or from your Web “shopping basket” using a modem, diskettes, CD, etc. In either case, you should schedule pick-ups and/or drop-offs as often as necessary or as often as your service firm requires. If you use a modem to transmit files to or from a service firm, you must plan transmission time for each batch of orders being imported or exported.

ç Warning! Before performing an import or export, you should also plan to backup your M.O.M. data files. Because of the high volume of information that you are transferring, a backup routine is essential.

See AlsoMail Order Manager HelpFor information about SeePlanning the Use of the Import/ Import/Export ModuleExport Module

Establishing Default Settings for Import or Export SessionsM.O.M. requires that you establish certain parameters for your import and export sessions. Depending on your use of IEM, you may need to make these settings once, initially, or you may need to reset them prior to each use of either the import or export functions. See Using the Import/Export Module, in Chapter 11 of the Reference Guide.



Click on: OptionsOrder Import/Export ModuleDefine Settings

The Import/Export Module Default Settings screen is displayed.



2. For importing, make or change the settings in the Order Import Settings section. These settings include the File Name & Path, the Import File Format, Default Source Key, Default Sales ID, Default Shipping Method, Default Catalog Code, Default Order Priority, Default Payment Method, Default Return Code, Default Order Type, and Days to Hold Check (for Check/E-Check payments).

æ Note: The Default Methods are used for orders that do not have a corresponding method.

3. Optionally, select the Auto Import File Path checkbox and enter the file path to automatically import orders. For SiteLINK orders, select the Automatically download new orders from SiteLINK checkbox to download order from SiteLINK while you are importing from your source file. Optionally you can check the Synchronize Inventory with SiteLINK option to have M.O.M. and SiteLINK match the inventory levels for the posted products.

æ Note: You must enter an auto import path to use the SiteLINK features.

è Hint: M.O.M. will check and import any available files at 5 minute intervals. After the order(s) are imported into M.O.M., the import file is transferred to an IMPCOMP subfolder under the MOMWIN folder as a backup (for multiple companies, each company will have an IMPCOMP folder and renamed with the first 3 characters of the original name with the date it was imported and a number sequence (for example, if the filename is bluecomp.dbf, the date is

Import/ExportDefaultSettings



April 12th 2009 and this is the 5th file being imported on that day, then the file name will be blu041209.005).

4. Use the Include Company Name When Searching for Customer Matches option to add the company name in addition to the customer name when matching imported customer records to existing records in M.O.M.

5. Optionally, select a customer notice to be sent as an acknowledgment for each order imported. These notices are processed in the next run of Order Processing. Also, select one or more of the Send Options for these notices. If you select Internet E-mail or Fax, enter a Subject Header.

6. For exporting, enter or edit the settings at the bottom of the screen.7. Select the SAVE button when you are finished.

See AlsoMail Order Manager HelpFor information about SeeEntering Default Settings Import/Export Module Default SettingsImport/Export Fields Import/Export Data Tables

Setting up an Import Profile using the Import Export WizardThe Import Export Wizard gives you the ability to create customized Import and Export Layouts that can function with many different Order Sources such as eCommerce sites and 3rd Party Software. In the Import or Export screen, your custom profile or “Job” will appear as one of the choices.

To open the Import Export Wizard,

Click On: OptionsOrder Import/Export ModuleImport Export Wizard

The Wizard’s main screen is displayed.



Creating a New Import Job1. To create a customized Import Job,

Click On: Create a New Job

2. On the Wizard Questionnaire screen enter the name of the Import Job and choose the type of import job you wish to create, select Save to begin. The Export Job option will be covered later in this chapter.

3. In the File Type Selector screen, choose the type of file you are importing.

4. Enter the file’s location or use the to browse for the file.

5. Select a file format from the drop-down menu.6. Once finished,

Click On: Open The File

7. If the path was correctly entered in step 4, M.O.M. will display a message confirming that the file was opened. Click the NEXT button to continue.

The File Format screen is displayed.

Import ExportWizard Main Screen



8. Make the necessary formatting corrections, then choose FILL THE GRID WITH DATA.

9. If the data displays correctly in the preview screen, choose APPROVE THE DATA and select YES on the confirmation screen.

10. Then click on the NEXT button. The Rename Column screen is displayed.

11. Optionally, rename the columns to simplify the next stage of the process; matching the columns in the file to the columns in M.O.M. Click on a field below a column to rename it, click the RENAME

Import ExportWizard File Format Screen

Import ExportWizard Rename ColumnScreen



COLUMN button to make the change. Use the RESIZE COLUMN option to increase or decrease the size of the column.

æ Note: Column names cannot contain spaces.

12. Once you are finished,

Click on: Save your Import Table Structure

13. Then click on the NEXT button.The Format Data Type screen is displayed.

14. Select a column from your file on the left, then select the matching column on the list of fields on the right.

15. Some columns may require you to create a conversion rule. These options will change depending on the field selected from the M.O.M. data on the right. Choose a conversion option then select CREATE CONVERSION RULE.

16. With the two fields highlighted, if there was no conversion rule chosen choose LINK DIRECTLY, otherwise choose LINK WITH RULE. To remove a link Right-Click on the link from the list on the bottom of the screen then choose UN-LINK.

17. Then click on the NEXT button.The Data Map Review screen is displayed.

Import ExportWizard Format Data TypeScreen



18. Verify that all of the mappings are correct. Click the NEXT button when finished.

19. The main M.O.M. screen will display with an Import Preview Screen. Review the import info, then close the screen. You will be returned to the Wizard Screen. Click the DONE button

Creating a New Order Export Job1. To create a customized Order Export,

Click On: Create a New Job

2. On the Wizard Questionnaire screen enter the name of the Import Job and choose Order Export, select SAVE to begin. The Export Job option will be covered later in this chapter.

3. In the File Type Selector screen, choose the type of file you are importing.

4. Enter the file’s location or use the to browse for the file.5. Once finished,

Click On: Open The FileThe Export File Wizard screen is displayed.

Import ExportWizard Data Map ReviewScreen



6. Choose the columns you wish to add to your export file. Click the PROCESS button when finished.

7. Then click the NEXT button.The rename columns screen is displayed.

8. Optionally, rename the columns to simplify the next stage of the process; matching the columns in the file to the columns in M.O.M. Click on a field below a column to rename it, click the RENAME COLUMN button to make the change.

æ Note: Column names cannot contain spaces.

Import ExportWizard Export File WizardScreen

Import ExportWizard Rename ColumnsScreen



9. Once you are finished,

Click on: Save the Export Table Structure

10. Then click on the NEXT button.The File Export Format screen is displayed.

11. Enter the file’s location or use the to browse for a path to

save the file.12. Choose a file format from the drop-down menu.13. Enter a name for the file.14. When finished,

Click On: Save

15. If the export file contains the fields Channel Order Number or Channel Item Number, optionally choose to remove any extra leading characters from those fields. Click on the REFORMAT button to make the changes.

16. To test the export file, type an order number in the Enter an Order Number to Test field and click the TEST button.

17. Then click on the Next button. Click the Done button to return to wizard.

Import ExportWizard File Export FormatScreen



View Job DetailsThe Job Details screen displays a log of the users who have altered existing Jobs and allows users to indicate if a new job has been tested and if it can be used in M.O.M.

Click on: View Job Details

The Job Details Screen is Displayed.

If you created a new Job and have completed the steps and reviewed the preview of the Import Layout, check the option Job Has Been Tested.

Once a job has been tested you can make it available for all M.O.M. users, check the option Job is in Production (Available in MOM).

Choose DELETE THIS JOB to remove the job from the system.

Import ExportWizard Job Details




Chapter 12 Setting Up Multiple Companies & Inventory Sharing


Chapter 12

Setting Up Multiple Companies & Inventory SharingThis chapter provides detailed information on setting up companies for use with the Multi-Company Controller Module and the Shared Inventory Module.

Setting Up Companies

Setting up Inventory Sharing



Setting Up CompaniesThe optional Multi-Company Controller Module enables one licensed M.O.M. system to be used to set up and operate more than one company or division in a mail order business. Using this option, separate customer, order, accounting and inventory files can be set up for as many companies as you need. A selection menu is provided to enable you to change from one company to another rapidly. Each company has its own main menu bar.

To set up a company,


Click on: MaintainSystem InformationMulti-Company Information

The Company Code Lookup screen is displayed.

2. For an existing company, use the lookup screen to find and select the code and display the Company Information screen.

For a new company, select the NEW button to display the Company Information screen.

Company CodeLookup



3. For a new company, enter the Company Code and Company Name.

4. Enter the directory path in the Data Location field to tell M.O.M. where all of the data files for the company are to be kept. Naturally, each company needs to have its own unique Data Location. It is recommended that the company directories reside just below the MOMWIN directory. For example,\MOMWIN\COMP1, \MOMWIN\COMP2, etc.

ç Warning! The directory paths must contain a drive letter.

5. To delete a company from the Multi-Company Module, select the DELETE button.

æ Note: When a company is deleted, the data files remain in the directory specified in the Data Location. If the company is added again at a future date, the data files can be “reconnected” to the company code.

6. Select the SAVE button when you are finished and M.O.M. creates the new databases for a new company.

æ Note: For each company that you set up, you must set up all of the information associated with that company; e.g., suppliers, stock, advertising, accounting, etc.

Company CodeInformation



See AlsoMail Order Manager HelpFor information about SeeSetting Up Companies Multi Company Maintenance

Setting up Inventory SharingUsing the optional Shared Inventory Module along with the Muti-Company Controller Module, you can share the inventory for specific products to all the companies you have created in your system. Utilizing the same stock number, you can sell an item within every separate company and website in your organization.

To enable this option,


Click On: MaintainSystem InformationGlobal Parameters

2. Select the Miscellaneous tab.The Global Parameters Miscellaneous Options Screen is displayed

Global ParametersMiscellaneous Tab



3. Check the option Enable Shared Inventory Module (SIM) for this Company.

4. Follow steps 1 to 3 for ALL COMPANIES you wish to share inventory with.

ç Warning! To enable this option, ALL OTHER USERS must be LOGGED OUT of ALL COMPANIES.

Setting Up Items for Inventory SharingOnce a company has the Shared Inventory Module enabled, you can easily share its inventory with the other companies in your M.O.M. system. Simply create a new product in any of your other companies with the same Stock Number (SKU) as the number used in the shared company.


Click On: FileChange Company

2. Or on the Toolbar,

Click On:

The Company selection screen is displayed.

3. Create a new Stock Item. Be sure to create a bin and assign it to a warehouse if you are using the Advanced Warehouse Module (for more information see Setting Up Warehouses on page 244).

Company Selection Screen



ç Warning! The Stock Number must be identical in all companies in order for the products to share inventory properly.

4. Select the Inventory Tab.

5. The bins listed will include the bins that are shared from the other company in your system. The necessary cost information will transfer when an order is taken.

Stock Item Setup

Stock Item Setup

Chapter 13 Setting Up the Contact Management Module


Chapter 13

Setting Up the Contact Management ModuleThis chapter provides detailed instruction on the following:

Creating Telemarketing Scripts

Entering Modem Settings for the Auto-Dialing Feature



Creating Telemarketing ScriptsThe optional Contact Management Module enables you to create and manage a telemarketing contact management database of your prospects and customers. This database can be used by your sales and customer service staff to track and record inbound calls, and to schedule outbound follow-up calls. To assist your sales staff when speaking with customers, you can create telemarketing scripts to be used for inbound and outbound call activity. Once created, the scripts can be selected from the Customer Contact screen. (See Using the Contact Management Module, in Chapter 13 of the Reference Guide.)

To create or maintain a telemarketing script,


Click on: MaintainAdvertising InformationTelemarketing Scripts

The Telemarketing Script Lookup screen is displayed.

2. For an existing script, use the lookup screen to find and select the script and display the Maintain Telemarketing Scripts screen.

For a new script, select the NEW button to display the Maintain Telemarketing Scripts screen.

TelemarketingScript Lookup



3. For a new script, enter a Code for the script and a Description.4. Type the script in the large open area of the screen.5. When you are finished, select the SAVE button.

æ Note: The customizeable customer demographic screens provided with the optional List Management Module can also be used as a means to collect and record specific information from customers by your telephone sales staff. See Creating Special Customer Demographics Information Screens in Chapter 6.

See AlsoMail Order Manager HelpFor information about SeeCreating Telemarketing Scripts Telemarketing Script MaintenanceUsing Telemarketing Scripts Customer ContactThe Contact Management Contact Management ModuleModule Option

MaintainTelemarketingScripts



Entering Modem Settings for the Auto-Dialing FeatureTo help speed outbound calling, an auto-dialing feature is included in the optional Contact Management Module. To use this feature, M.O.M. requires a modem to be installed on each telemarketer’s workstation and hooked up to the telemarketer’s telephone handset or headset. The communications port and dialing information for these modems must be set up in M.O.M. to use this feature.

æ Note: On a network M.O.M. installation, it is required that the auto-dial modem settings for all workstations be the same.

To specify the modem settings,





3. In the Telemarketing Option area of the screen, enter the Modem Interface Port.

4. If your office phone system requires a prefix to be used to obtain an outside line (many systems require a 9), enter the number in the Dial Out Prefix field.

Global ParametersCustomer EntrySettings



5. Enter Your Area Code so that M.O.M. knows when not to include the customer area code when auto dialing to local numbers.


See AlsoMail Order Manager HelpFor information about SeeEntering Modem Settings for Global Parameters the Auto-Dialing Feature Maintenance-Customer EntryUsing the DIAL button for Customer ContactOutbound Dialing




Chapter 14 Setting Up the Advanced Warehouse Module


Chapter 14

Setting Up the Advanced Warehouse ModuleThis chapter contains detailed information on the following:

Setting Up Warehouses

Setting Up Warehouse Service Regions

Setting Up Warehouse Use Preferences for Stock Items



Setting Up WarehousesThe optional Advanced Warehouse Module gives you the ability to have multiple warehouses for your stock items. Each warehouse can have its own shipping address and its own set of bin locations. (For information on bin set up, see Establishing Warehouse Locations for Items (Bins) in Chapter 2.) Order processing can be controlled at all warehouses using the special Warehouse Manager’s screen. When product is ordered, the ship-to warehouse and bin location can be selected by the purchasing agent. Also, when required, inventory can be moved between warehouses using the Adjust Inventory function.

To set up a warehouse,


Click on: OptionsAdvanced Warehouse ModuleMaintain Warehouses

The Warehouse Code Lookup screen is displayed.

2. For an existing warehouse, use the lookup screen to find and select the code and display the Warehouse Information screen.

For a new warehouse, select the NEW button to display the Warehouse Information screen.

WarehouseLookup



3. For a new warehouse, enter the Warehouse Code and Description.

4. Enter the shipping street Address for the warehouse, including the City, State, Zip Code, and Country.

5. Optionally, check the This is a Retail Location box to designate this warehouse has a retail store. Enter a Message to be Printed on Receipts.

æ Note: All retail locations must be connected through a WAN (Wide Area Network). If a particular product physically exists in your retail store, but is not set up in warehouse/retail store in M.O.M. that the cashier is assigned, then the cashier will have the option to automatically set up product to that warehouse/retail store. It is recommended that you establish inventory for all products in every retail store.

6. To delete a warehouse, select the DELETE button.

æ Note: Before a warehouse is deleted, M.O.M. requires that you use the Adjust Inventory for Stock Item function to remove all inventory, or transfer all bins and stock to another warehouse. The latter can be accomplished automatically when you delete the warehouse.


WarehouseInformation



Updating Shipping Zone Tables for New WarehousesIf you have the optional Automatic Shipping Calculations Module installed, every time you add a new warehouse, you need to update your system with the zone tables corresponding to the address of the new warehouse. This is important because when an order is shipped from a warehouse, M.O.M. needs to be able to calculate the carrier shipping charges based on the address of that warehouse.

To load new zone tables, follow the procedure for Setting Up Carrier Zones and Rates for Shipping Methods in Chapter 5.

See AlsoMail Order Manager HelpFor information about SeeSetting Up Warehouses Warehouse MaintenanceSetting Up Bins Bin MaintenanceMoving Inventory Between Adjust Inventory for Stock ItemWarehousesUpdating Shipping Zones Shipping Method Maintenance - Zone Table

Setting Up Warehouse Service RegionsOnce you have set up multiple warehouses, M.O.M. gives you the added capability of mapping each warehouse to a particular geographic region. This enables you to automatically fill orders at particular warehouses based on the shipping address at order entry. You can map each warehouse at whatever geographic level you need, starting with the country, to state, to county and finally to zip code/city level.

To set up a service region for a warehouse,


Click on: OptionsAdvanced Warehouse ModuleMap Warehouse Service Regions

The Map Warehouse Service Regions screen is displayed.



æ Note: The screen contains a tab for National Region, State Region, County Region, and Zip/City Region. You can be as general or specific as you like, although it is recommended that you have at least a national region established for each warehouse.

2. To set up a national region for a warehouse, select the National Region tab. Select and highlight the Country in the list, and then select the Warehouse using the pull-down menu. To remove a Warehouse from a country, select and highlight the Country, and use the Warehouse pull-down menu to select the “blank” entry.

3. To set up a state region for a warehouse, select the State Region tab. Select and highlight the State in the list, and then select the Warehouse using the pull-down menu. To remove a Warehouse from a state, select and highlight the State, and use the Warehouse pull-down menu to select the “blank” entry.

4. To set up a county region for a warehouse, select the County Region tab. Select and highlight the County in the list, and then select the Warehouse using the pull-down menu. To remove a Warehouse from a county, select and highlight the County, and use the Warehouse pull-down menu to select the “blank” entry.

5. To set up a zip code or city region for a warehouse, select the Zip/City Region tab. Select and highlight the Zip Code or City in the list, and then select the Warehouse using the pull-down menu. To remove a Warehouse from a zip code or city, select and highlight the zip code or city, and use the Warehouse pull-down menu to select the “blank” entry.

MapWarehouseServiceRegions



6. Select the CLOSE button when you are finished.

See AlsoMail Order Manager HelpFor information about SeeSetting Up Warehouse Warehouse Service RegionsService Regions Maintenance

Setting Up Warehouse Use Preferences for Stock ItemsM.O.M. enables you to create usage rules for warehouses that control which warehouse(s) is used for fulfillment of each product.

To set up warehouse preferences for a stock item,




Click on:


3. For an existing item, use the lookup screen to find and select the item and display the Stock Item Information screen.

For a new item, select the NEW button to display the Stock Item Information screen.

4. On the Stock Item Information screen, select the Inventory tab.



5. In the Warehouse Preference section of the screen, select one of the two fulfillment options for the stock item.

Use warehouse closest to customer - to use the warehouse with the closest geographic location.

Always use warehouse - use the pull-down menu to select a specific warehouse to use for fulfillment of the product.

6. Optionally, select Use an alternate warehouse if product is available elsewhere to use another warehouse if the item is out of stock in the preferred warehouse.

See AlsoMail Order Manager HelpFor information about SeeSetting Up Stock Item Stock Item Maintenance - InventoryWarehouse Options

Stock Item -Inventory Tab




Chapter 15 Setting up the Product Manufacturing Module


Chapter 15

Setting up the Product Manufacturing ModuleThis chapter provides detailed instruction on the following:

Setting Up Manufacturing Stages

Setting up Manufactured Stock Items



Setting Up Manufacturing StagesThe optional Product Manufacturing Module allows you to track the various processes that are required in order to create a sellable item that has been placed on an order. To use this module, first a series of stages must be setup.

To setup a Manufacturing Stage,


Click On: ProductProduct Manufacturing ModuleMaintain Manufacturing Stages

The Product Manufacturing Stages Maintenance screen is displayed.

2. In the Product Manufacturing Stages section, choose to Add a stage or Modify an existing stage to display the Product Manufacturing Stage screen.

ProductManufacturingStages Mainte-nance



3. Enter a Stage Code and Description of the stage.4. Enter the Approximate Time Required to complete the stage. This

will be added to the overall time required to manufacture the item.5. Then enter the Job Instructions, this will appear in the

Manufacturing Assembly Workstation, Using the Product Manufacturing Module, in Chapter 15 of the Reference Guide.

Once the stages are created, you can attach the materials required to complete the selected stage.

æ Note: The materials required to complete a stage must be setup as stock items in the system.

6. In the Material Requirement screen, choose to Add a stage or Modify an existing item to display the Material for Product Manufacturing screen.

ProductManufacturingStage



7. Enter the stock number of the material in the Material Product Number field or use the À key.

8. Finally enter the Quantity required of the material to complete this stage.

æ Note: All Raw Materials must be in inventory before the products can be manufactured.

Setting up Manufactured Stock ItemsOnce the stages are created, they must then be assigned to the items that will be assembled. The stages can be customized and raw materials can be added for specific items.

To setup a manufactured item:

1. From the Main M.O.M. screen,

Click On: ProductMaintain Stock Items

2. Create a new item. In the General Information tab check the option Product is Assembled using the Product Manufacturing Module.

3. The item should also have the following: 0 units in inventory a retail price

Material forProductManufacturingStage



a Unit Cost Basis (this will automatically update as the costs change during manufacturing).

4. Select the Manufacturing Tab.The Stock Item Manufacturing tab is displayed.

5. Enter a Message to Print on the Customer’s Packing/Invoice.6. In the Product Disassembly option choose one of the following: Product Stays Assembled Once it is Manufactured- when this

item is returned, it will remain as a complete unit and return to the inventory of the Manufactured SKU.

Product Automatically Reverts into its Raw Materials- when this item is returned, it will return to the inventory of its raw materials.

7. In the Product Manufacturing Stages section, choose to Add a stage or Modify an existing stage to display the Product Manufacturing Stage for Item screen.

Stock Item Maintenance- Manufacturing



8. Optionally, select the This Stage is Latched to the Previous Manufacturing Stage checkbox to require that the previous Manufacturing Stage be completed before this stage can be processed.

9. You can modify the Approximate Time Required for this item’s manufacturing stage.

10. In the Additional Stage Cost you can add the extra costs required to manufacture this item. This will factor into the Unit Cost of this Item.

11. Optionally, you can customize the raw materials necessary to complete the stage for this specific item, in the Material Requirement screen, choose to Add a stage or Modify an existing item to display the Material for Product Manufacturing screen.

See AlsoMail Order Manager HelpFor information about SeeSetting Up Product Product Manufacturing StagesManufacturing StagesAttaching stages to Stock Stock Item - ManufacturingItems

ProductManufacturingStage for Item

Chapter 16 Setting up the Web Auction Management Module


Chapter 16

Setting up the Web Auction Management ModuleThis chapter provides detailed instruction on the following:

Setting up the interface with eBay’s Blackthorne Software

Setting up a Stock Item for Auction



Setting up the interface with eBay’s Blackthorne SoftwareThe optional Web Auction Management Module enables Mail Order Manager to integrate with eBay’s Blackthorne Pro Software. This integration allows for the publishing of item information to Blackthorne and the importing of orders from Blackthorne. For more information on using this module, see Using the Web Auction Management Module, in Chapter 16 of the Reference Guide.

To setup the interface,


Click on: OptionsWeb Auction Management ModuleeBay Settings

The eBay Settings screen is displayed.

2. In the Location of eBay’s Blackthorne Pro section,

For the Access version of Blackthorne: click on: and navigate

to the location where Blackthorne Pro is installed. Find the data folder, and choose BTData.mdb

For the SQL version of Blackthorne: enter your Sql Server Name followed by the Database Name.

3. Navigate to the location where Blackthorne Pro is installed. Find the data folder, and choose BTData.mdb

eBay Setup

Chapter 16 Setting up the Web Auction Management Module


4. Optionally, enter a source key in Source Key field that you wish to apply to all orders that originate from Blackthorne.

5. Enter a shipping method code in the Shipping Method field that you wish to apply to all the orders from Blackthorne.

æ Note: Shipping Method is a required field.

6. Optionally choose High Priority in the Order Priority drop-down menu to give all your eBay orders a higher priority.

7. The Product for Item on the Fly field enables you to enter a substitute item for orders that contain items which were not entered in M.O.M. but were sold on eBay. If no item is entered in this field, then the order will import in with a blank item.

8. Optionally, assign a Sales ID to all of the orders from eBay.

Setting up a Stock Item for AuctionEach stock item that will be sold on eBay must be made available for auction. M.O.M. provides a tab that can be used to post an image and custom descriptions that will be then published to Blackthorne.



2. Or on the Tool Bar,

Click on:

3. Select the Auction tab.

Stock ItemMaintenance- Auction Tab



4. Check the option, Product Available for Auction.5. If you are using the Advanced Warehouse Module, Select the

warehouse that will fulfill the orders in the Warehouse drop down menu.

6. Enter the Units on Reserve for eBay. This will move the specified number of units from your sales bin to a reserve bin created by M.O.M. automatically. These items will no longer be available for sale in M.O.M.

7. Optionally, enter the Units in Store. Primarily used for items that are dropshipped or composite items whose inventory cannot be established in advance.

æ Note:If you wish to reserve units as well as use the Units in Store field, both values will be added together then published to eBay.

8. Enter the Ebay Starting Bid for items being sold in eBay auctions. 9. Enter Fixed Price for Ebay Stores for items being sold in the

storefront.10. In the Product Title and Full Description sections, you can either

choose the descriptions that are used for the item in M.O.M. or you can enter custom information exclusively for eBay.

11. In the Picture section, select the browse button and choose your item image.

See AlsoMail Order Manager HelpFor information about SeeSetting Up Stock Items for Stock Maintenance - AuctioneBay

Chapter 17 Setting up the Address Correction and Validation Module


Chapter 17

Setting up the Address Correction and ValidationModule

This chapter provides detailed instruction on defining settings for the ACVM.



Setting up ACVMThe optional Address Correction and Validation Module enables you to validate customer address information, directly through the M.O.M. system. For information on using this module, see Using the Address Correction and Validation Module, in Chapter 17 of the Reference Guide.




3. In the ACVM Installation Path of the Address Correction and Validation section, enter the path to your ACVM data installation or

click .

4. Check the Maintain Vanity Address for all Customers option if you wish to keep the originally entered address in the customer record. The validated address will be used for all forms and labels while the address will continue to be displayed in the customer record as it was entered.

5. The Validate on Change of Address option enables the ACVM to automatically validate a customer record, if the customer’s address information has been changed.

Global Parame-ters- CustomerEntry Tab

Chapter 17 Setting up the Address Correction and Validation Module


6. Check the Validate on IEM Import to have M.O.M. validate each customer record that is imported through the Import/Export Module.

See AlsoMail Order Manager HelpFor information about SeeACVM Options Global Parameters Maintenance -

Customer Entry Tab




Chapter 18 eCommerce Management Setup


Chapter 18

eCommerce Management SetupThis chapter provides detailed instructions on the following:

Setting Up Multiple Stores for eCommerce Management

StoreFront Order Management Feed Setup

StoreFront Order Management Product Setup

Amazon Order Management Feed Setup

Amazon Order Management Product Setup

ShopSite Order Management Feed Setup

ShopSite Order Management Product Setup

Miva Order Management Feed Setup

Miva Order Management Product Setup

Yahoo Order Management Feed Setup

Yahoo Order Management Product Setup



Setting Up Multiple Stores for eCommerce ManagementAs your company expands and creates new product lines to address the needs of different markets, you may need to setup multiple presences within an individual eCommerce Platform. For instance, a company that sells sporting goods on Amazon may also wish to sell casual shoes and apparel on Amazon as well. In order to differentiate itself from the previous product line, the company creates a subsidiary as the seller of the new items on Amazon These subsidiaries can be created as separate stores then attached to different accounts created on the eCommerce Platform.

To create a new Store;

1. On the Main Menu Bar:

Click On: OptionseCommerce ManagementMultiple Stores Maintenance

The store lookup screen is displayed.

2. Search for and select an existing Store Code to edit or choose New to create a new store code.

The eComm Store Information screen is displayed.

3. Enter the Information for this store that you wish to display on the Order Processing paperwork that the customer will receive.

eCommerce StoreInformation



4. Follow the instructions below to connect the store to the accounts in the specific feed that you will be using.

See AlsoMail Order Manager HelpFor information about SeeEntering Store Information eComM Store Information

StoreFront Order Management Feed SetupUsing the eCommerce Management feature, the StoreFront Order Management Module communicates directly with your StoreFront Merchant Store. M.O.M. can publish product and inventory information, download orders, and publish order processing confirmations


Click On: OptionseCommerce ManagementDefine eCommerce Merchant Settings

The Multi-eCommerce Merchants Settings screen is displayed.

2. To create a new account:

Click On: the Add a New Store button.

eCommerceMerchantsSettingsStoreFront Tab



3. For users with multiple StoreFront Stores, select a Store Code from the drop-down menu to attach it to the account you are currently creating. See Setting Up Multiple Stores for eCommerce Management in this chapter for more information.

4. Enter your store’s URL store’s in the Merchant WSDL URL field.5. Enter your StoreFront Merchant User Name and Merchant

Password.6. Select the TEST CONNECTION TO STOREFRONT button to verify

your settings.7. In the Order Tab, enter a Default Shipping Method and a

Product For Item On The Fly. These fields will fill in a shipping method and item for orders that have an item or a method that has not been properly setup in M.O.M.

8. In the Payment Method drop-down menu, select a payment method to use to record payments for payment methods that are not recognized by M.O.M.

9. The Order Number Download Range is for uncompleted orders only, he "From" and "To" will be refreshed back to 0 after the next order download is completed.

10. Use the STOREFRONT ORDER ACTIVITY REPORT button to create a report listing all of the orders downloaded from Storefront within a specified date range and in a specified order status.

11. If your StoreFront store uses an encryption key for credit cards, the store.key file provided by StoreFront must be located and the contents of that file must be copied and pasted into the Encryption Private Key field.

eCommerceMerchantsSettingsStoreFront Tab



12. In the Inventory Tab, select an inventory replenishment option for your StoreFront store. Choose to either display a specific number of units or a percentage of the units available in inventory, when a specified low level is reached.

Shipping Method SetupYou can match shipping methods from StoreFront Orders to the appropriate shipping methods in M.O.M., by changing the descriptions.



2. Choose a method that you currently support in your StoreFront Store.

3. Click the Save As...4. Enter a new Carrier Code.5. In the Shipping Method Search Screen, find the method you just

created.6. Change the Description to read “SFN DESCRIPTION” where the

word DESCRIPTION is the description as it appears on StoreFront.7. Repeat this procedure for all other shipping methods that are used

on StoreFront.

Shipping MethodMaintenanceStoreFront



StoreFront Order Management Product SetupEach stock item that will be sold on StoreFront must be checked off as Available for StoreFront. Individual item information such as descriptions, category codes, and dimensions can be entered here.

è Hint: Some of the fields can utilize the pre-set templates that are setup in the More Info tab of the Stock Item Maintenance Screen. See Chapter 2 Extended Info Template for more information.

1. In the Main Menu Bar,



Click on:

3. Select the eComM tab, then the StoreFront tab.

4. Check the option Product Available for StoreFront.5. For users that wish to publish products to specific StoreFront Stores,

select a Store Code from the drop-down menu. For more information see Setting Up Multiple Stores for eCommerce Management.

6. In the General tab, the Product Code field allows you to enter a custom SKU for this item exclusively for StoreFront. Check the Active Product option

7. In the Product Name field enter a unique title or choose a

Stock ItemMaintenance- eComM TabStoreFront Tab



template from the drop-down menu.8. Enter the Price and Cost of this item as you would like published

to StoreFront.9. Optimally, enter the name of the Manufacturer of this product.

10. Use the Vendor drop-down menu to select the current supplier for this item.

11. For accurate shipping calculations on StoreFront, enter the necessary info in the Product Weight and Dimensions section.

12. Select a Tax Option to either tax on the Local, County, and/or the State level. Optionally, enter a Tax Type that corresponds to the tax type specified in the optional RMS EDI integration.

13. Optionally, check the option Ship this Product to allows orders to be placed for this item even when backordered.

14. Optionally, check the option Ship From Vendor to display the name of the vendor of this item which will indicate that the item will be dropshipped by the supplier.

15. In the Categories field, enter the categories that this product should appear under, when displayed in your StoreFront store. A Vertical Bar (Pipe) “|” should be used to separate category levels, each category should be on its own line.

Extended Information

1. Use the Short Description field to enter a description to appear in the Product Listing Page.

2. Enter a detailed description for the item in the Full Description field or choose a template from the drop-down menu, this will




display in the individual product page.3. In the Images Fields enter the URL for the product images or

choose a template from the drop-down menu.4. Optionally, create a text link to the Close Up View image by

checking the option Text Link To Close Up View and typing the the text in the Link Text field.

5. Optionally, check the option Link Large Image to Close Up View to enable the ability to click on the product image to open the close up image.

6. For items sold at a special discount, check the option Activate Sale and enter the new price in the Sale Price field.

7. The Search Keywords fields, allows you to enter specific keywords that when searched on in your StoreFront store, will place this product on the search list.

Inventory

1. In the Inventory Options section, select an inventory display option.2. In the Inventory Synchronization Management section, select an

inventory replenishment option for your StoreFront store. Choose to either display a specific number of units or a percentage of the units available in inventory, when a specified low level is reached.




See AlsoMail Order Manager HelpFor information about SeeEntering StoreFront Settings eCommerce Merchant SettingsSetting Up Stock Items for Stock Maintenance - eComMStoreFront

Amazon Order Management Feed SetupUsing the eCommerce Management feature, the Amazon Order Management Module enables you to Publish Product and order fulfillment information and download Orders directly through Amazon’s servers, without the use of import files or Third Party software.




2. To create a new Amazon account;

Click on the Add New Account Button

3. Enter the Merchant Seller Name used as your company name on Seller Central.

4. Enter the Merchant User Name and Merchant Password, that you previously setup with Amazon.

eCommerceMerchantsSettingsAmazon Tab



5. For users with multiple Amazon Accounts, select an eComm Store Code from the drop-down menu to attach it to the account you are currently creating. See Setting Up Multiple Stores for eCommerce Management in this chapter for more information.

6. Enter the Merchant Token assigned to you by Amazon, this code is used to identify the space reserved for your items on the Amazon servers.

7. In the Miscellaneous tab, enter a Default Shipping Method and a Product For Item On The Fly. These fields will fill in a shipping method and item for orders that have an item or a method that has not been properly setup in M.O.M.

8. In the Payment Method drop-down menu, select a payment method to use to record the Pre-Payment from Amazon.

9. Use the AMAZON ORDER ACTIVITY REPORT button to create a report listing all of the orders downloaded from Amazon within a specified date range and in a specified order status.

10. In the Inventory Synchronization section, select an inventory replenishment option for your Amazon Merchant Account. Choose to either display a specific number of units or a percentage of the units available in inventory, when a specified low level is reached.

Shipping Method SetupAmazon displays two shipping method options to customers placing orders; Standard and Expedited. These choices must be assigned to the appropriate shipping method in M.O.M.

eCommerceMerchantsSettingsAmazon Tab





2. Choose a method you wish to assign as your “Standard” shipping method in Amazon.

3. Click the Save As...4. Enter a new Carrier Code.5. In the Shipping Method Search Screen, find the method you just

created.6. Change the Description to read Amazon Standard DESCRIPTION

where the word DESCRIPTION is the original Shipping Method Description.

7. Repeat this procedure for the Expedited method, simply change Standard to Expedited on a different shipping method.

Amazon Order Management Product SetupEach stock item that will be sold on Amazon must be checked off as Available for Amazon. M.O.M. provides a tab that can be used to enter UPC information, Amazon Product Categories, and custom descriptions and images that will then be published to Amazon.


Shipping MethodMaintenanceAmazon






Click on:

3. Select the eComM tab.

4. Check the option Product Available for Amazon.5. For users that wish to publish products to specific accounts in

Amazon, select a Store Code from the drop-down menu. For more information see Setting Up Multiple Stores for eCommerce Management.

6. In the General Tab, enter the product information, fields in BOLD are required before posting.

ç Warning! A valid UPC code is required for posting, these codes will validated by the Amazon Server.

7. The Amazon SKU field allows you to enter a custom SKU for this item exclusively for Amazon. This field is primarily used for Size/Color products, it automatically reduces the number of spaces between the main SKU and the variation code thus allowing it to publish to Amazon successfully.

8. Enter a unique title for your Item in the Product Title field or choose an existing template from the Template drop-down menu.

Stock ItemMaintenance- eComM TabAmazon Tab



9. After selecting a Category and Product Type, click the SELECT... button to choose a category to post this product to in Amazon.

æ Note: Some product categories have special restrictions, please review your Amazon Seller Central documentation to verify your ability to post to the selected category.

10. Depending on the type of Seller Account you have, you may be required to upload a Product Tax Code for your stock items. Log into your Seller Central Account and go to Settings > Tax Settings. If you are able to get to the Tax Options page, then you need to specify Product Tax Codes in your Stock Items. Click on the View Master Product Tax Codes and Rules link to view a list of valid product tax codes.

11. In the Extended Information tab, enter a full description for the item or choose a preset template from the drop-down menu

12. You can also setup a Launch Date, the date you wish the item to appear on Amazon.

13. In the Feature Bullets field- Enter up to 5 product features which will then be displayed as a bulleted list on your product' s Amazon page.

14. Optionally, enter a Promotional Price and the start and end dates of the promotion.

15. The Product Condition drop down allows you to select a condition for any used items that you are posting. Review Amazon’s Seller Central documentation for information on Condition definitions.

16. The Search Keywords fields, allows you to choose certain words that when searched on in Amazon, will place this product on the search list. Either enter new search keywords or use the drop down menu to select a preset template.

ç Warning! Updates to search information may take 2-4 days after publishing to update on Amazon.

17. The Images tab, allows you select the item images you wish to appear on the Amazon Product page. These images must be hosted on the Web. Select unique images or choose an image template from the drop-down menu.

18. The Category Data tab will be enabled by selecting certain categories that require more specific information, for example the apparel category will require departments and style keywords.



19. In the Inventory tab, select an inventory replenishment option for your product. Choose to either display a specific number of units or a percentage of the units available in inventory, when a specified low level is reached. These settings override the defaults established in the Amazon Merchant Settings screen, see Amazon Order Management Feed Setup on page 273.

Stock ItemMaintenance-eComM TabAmazon TabCategory Data Tab

Stock ItemMaintenance-eComM TabAmazon TabInventory Tab



Amazon Attributes or VariationsM.O.M. enables you to enter different variation options that can be selected by your Amazon shoppers to narrow down their choices to a specific item. The Variations Tab is automatically enabled when:

In the Stock Item Maintenance General Tab, Product has Size/Color is selected, for more information on this option see Items with Different Sizes and Colors on page 86.

The Product Category selected in the Amazon General Tab is a category that allows product variations.

1. From within the Amazon Tab, select the Variations tab.

2. Select a Variation Theme, these options will change depending on the Product Category selected. Log into your Amazon Seller Central account to find a listing of the Categories and their associated Variations.

3. Based on your selection the appropriate size and/or color field will display. Simply enter the variation that you wish to appear on your Amazon product page.

Stock ItemMaintenance-eComM TabAmazon TabVariations Tab



See AlsoMail Order Manager HelpFor information about SeeEntering Amazon Merchant eCommerce Merchant SettingsSettingsSetting Up Stock Items for Stock Maintenance - eComMAmazon

ShopSite Order Management Feed SetupUsing the eCommerce Management feature, the ShopSite Order Management Module enables you to publish product and inventory information directly to your ShopSite Store and download orders for fulfillment.




è Hint: The following URL information can be retrieved from the Hosting Services page of your ShopSite Store Preferences.

2. Select the ShopSite tab.3. To create a new account:


eCommerceMerchantsSettingsShopSite Tab



4. Enter your ShopSite store’s URL in the Merchant CGI’s URL field.5. Enter the URL of your FTP Server.6. For users with multiple ShopSite stores, select an eComM Store

Code from the drop-down menu to attach it to the account you are currently creating. See Setting Up Multiple Stores for eCommerce Management in this chapter for more information.

7. Enter your ShopSite User Name and Password.

ç Warning! Your FTP User Name and Password must be the same as your ShopSite User Name and Password.

8. Select the TEST CONNECTION TO SHOPSITE button to verify your settings.

9. In the Miscellaneous Tab, enter a value in the Starting Order Number to Download. This will prevent M.O.M. from downloading orders from your ShopSite store that have already been processed, by specifying which number to start from.

æ Note: If you wish to continue manually processing ShopSite orders and processing them through M.O.M., you can manually change the value in this field.

10. Enter a Default Shipping Method and a Product For Item On The Fly. These fields will fill in a shipping method and item for orders that have an item or a method that has not been properly setup in M.O.M.

11. In the Payment Method drop-down menu, select a payment method to use to record payments for payment methods that are

eCommerceMerchantsSettingsShopSite Tab



not recognized by M.O.M.12. Use the SHOPSITE ORDER ACTIVITY REPORT button to create a

report listing all of the orders downloaded from ShopSite within a specified date range and in a specified order status.

13. In the Inventory Synchronization section, select an inventory replenishment option for your ShopSite Store. Choose to either display a specific number of units or a percentage of the units available in inventory, when a specified low level is reached.

Shipping Method SetupYou can match shipping methods from ShopSite Orders to the appropriate shipping methods in M.O.M., by changing the descriptions.



2. Choose a method that you currently support in your ShopSite Store.3. Click the Save As...4. Enter a new Carrier Code.5. In the Shipping Method Search Screen, find the method you just

created.6. Change the Description to read ShopSite Description where the

word Description is the description as it appears on ShopSite.7. Repeat this procedure for all other shipping methods that are used



on ShopSite.

ShopSite Order Management Product SetupEach stock item that will be sold on ShopSite must be checked off as Available for ShopSite. Individual item information such as descriptions, search keywords, and dimensions can be entered here.





Click on:

Shipping MethodMaintenanceShopSite



Select the eComM tab, then the ShopSite tab.

3. Check the option Product Available for ShopSite.4. For users that wish to publish products to specific stores in

ShopSite, select a eComM Store Code from the drop-down menu. For more information see Setting Up Multiple Stores for eCommerce Management.

5. In the General Tab, enter the product information. In the Product Name field enter a unique title or choose a template from the drop-down menu.

6. The ShopSite SKU field allows you to enter a custom SKU for this item exclusively for ShopSite.

ç Warning! The following features require the Inventory Tracking Feature in ShopSite to be enabled.

7. The Low Stock Threshold allows you to specify a low inventory level that will send an e-mail alert to the e-mail address defined in the ShopSite Store Settings.

8. The Out of Stock Limit allows you to enter low inventory level that once reached; will prevent orders for the item on ShopSite.

9. In the Extended Information tab you can setup the Search Keywords fields. This will help customers find this product on your ShopSite store. Enter unique keywords or choose a keyword template from the drop-down menu.

10. Additionally, enter a detailed description for the item in the Full Description field or choose a template from the drop-down menu.

11. Finally, select the path to an image of the product or choose a

Stock ItemMaintenance- eComM TabShopSite Tab



template image from the drop-down menu.12. In the Inventory tab, select an inventory replenishment option for

your product. Choose to either display a specific number of units or a percentage of the units available in inventory, when a specified low level is reached. These settings override the defaults established in the ShopSite Merchant Settings screen, see ShopSite Order Management Feed Setup on page 280.

See AlsoMail Order Manager HelpFor information about SeeEntering ShopSite eCommerce Merchant SettingsSettingsSetting Up Stock Items for Stock Maintenance - eComMShopSite

Miva Order Management Feed SetupUsing the eCommerce Management feature, the Miva Order Management Module communicates directly with your Miva Merchant Store. M.O.M. can publish product and inventory information, download orders, and publish order processing confirmation.



Stock ItemMaintenance-eComM TabShopSite TabInventory Tab






3. For users with multiple Miva Stores, select a Store Code from the drop-down menu to attach it to the account you are currently creating. See Setting Up Multiple Stores for eCommerce Management in this chapter for more information.

4. Enter your Miva store’s M.O.M. connector path in the Miva Script URL field.

5. Enter your Miva User Name and Password.6. Optionally, enter a Store Code. This code will become a part of

the URL for your product pages. Changing this code from time to time will break any outside link to your product page.

7. Select the TEST CONNECTION TO MIVA button to verify your settings.

8. In the Miscellaneous Tab, enter a Default Shipping Method and a Product For Item On The Fly. These fields will fill in a shipping method and item for orders that have an item or a method that has not been properly setup in M.O.M.

eCommerceMerchantsSettingsMiva Tab




10. Use the MIVA ORDER ACTIVITY REPORT button to create a report listing all of the orders downloaded from Miva within a specified date range and in a specified order status.

11. In the Inventory Synchronization section, select an inventory replenishment option for your Miva Store. Choose to either display a specific number of units or a percentage of the units available in inventory, when a specified low level is reached.

Shipping Method SetupYou can match shipping methods from Miva Orders to the appropriate shipping methods in M.O.M., by changing the descriptions.



2. Choose a method that you currently support in your Miva Store.3. Click the Save As...4. Enter a new Carrier Code.5. In the Shipping Method Search Screen, find the method you just

created.

eCommerceMerchantsSettingsMiva Tab



6. Change the Description to read “MIVA DESCRIPTION” where the word DESCRIPTION is the description as it appears on Miva.

7. Repeat this procedure for all other shipping methods that are used on Miva.

Miva Order Management Product SetupEach stock item that will be sold on Miva must be checked off as Available for Miva. Individual item information such as descriptions, category codes, and dimensions can be entered here.





Click on:

Shipping MethodMaintenanceMiva



3. Select the eComM tab, then the Miva tab.

4. Check the option Product Available for Miva.5. For users that wish to publish products to specific Miva Stores,


6. In the General Tab, enter the product information. In the Product Name field enter a unique title or choose a template from the drop-down menu.

7. The Miva SKU field allows you to enter a custom SKU for this item exclusively for Miva.

8. In the Extended Information tab enter a detailed description for the item in the Full Description field or choose a template from the drop-down menu.

9. In the images field enter the URL for the product images or choose a template from the drop-down menu.

10. You can also setup the Product Category Codes. These codes should already exist in your Miva Store. M.O.M. will then post the item into the department with the corresponding code.

11. In the Inventory tab, select an inventory replenishment option for your product. Choose to either display a specific number of units or a percentage of the units available in inventory, when a specified low level is reached. These settings override the defaults established in the Miva Merchant Settings screen, see Miva Order Management Feed Setup on page 285

Stock ItemMaintenance- eComM TabMiva Tab



Product AttributesSize/Color variations are handled differently in Miva. Each variation has to be listed as an individual attribute.

1. Enter a Product Attribute Code; this will specify the attribute type.2. Enter an Attribute Value; this will specify the variation.3. Enter a Message Prompt; this will request the user to choose a

particular variation type.4. Select an Attribute Type; M.O.M. can publish your attributes to

display on your page as either a series of radio buttons or in a drop down menu.

5. Optionally, in the Image field enter the URL that contains an image illustrating this particular variation.

6. Finally, you have the option of adding an extra charge for the

Stock ItemMaintenance-eComM TabMiva TabInventory Tab



selection of the specified variation in the Price field.

See AlsoMail Order Manager HelpFor information about SeeEntering Miva Settings eCommerce Merchant SettingsSetting Up Stock Items for Stock Maintenance - eComMMiva

Yahoo Order Management Feed SetupThe Yahoo eCommerce Management Module facilitates the ability to upload product info, download orders, and send tracking information between your Yahoo Store and M.O.M.



Stock ItemMaintenance- eComM TabMiva Tab Attributes






3. Enter the Yahoo Store Title that is obtained from your Yahoo Store Administrative page, under Store Account Info in the Site Settings list.

4. For users with multiple Yahoo Stores, select a Store Code from the drop-down menu to attach it to the account you are currently creating. See Setting Up Multiple Stores for eCommerce Management in this chapter for more information.

Exporting Products and Inventory Files to Yahoo1. On the Main Menu Bar:


The Multi-eCommerce Merchants Settings screen is displayed (see previous page.)

2. To Export your Products and Inventory to your Yahoo Store:

Click On EXPORT PRODUCT & INVENTORY FILES TO YAHOO!

eCommerceMerchantsSettingsYahoo Tab



The Yahoo export screen is displayed.

3. Choose the options to create Product and Inventory Export files that can be imported into your Yahoo store through the administrative interface.

Real Time Link

1. The Script URL should be the location of the ASP files that will contain the order and inventory files. For example https://yahoo.usasportingoods.com.

eCommerceMerchantsSettingsYahoo TabProduct Export

eCommerceMerchantsSettingsYahoo Tab



2. Then enter in an FTP Server Name to handle file addition and deletion. Ideally it should match the Script URL.

3. Enter a Default Shipping Method and a Product For Item On The Fly. These fields will fill in a shipping method and item for orders that have an item or a method that has not been properly setup in M.O.M.


5. Use the YAHOO ORDER ACTIVITY REPORT button to create a report listing all of the orders downloaded from Yahoo within a specified date range and in a specified order status.

6. In the Inventory Synchronization section, select an inventory replenishment option for your Yahoo Store. Choose to either display a specific number of units or a percentage of the units available in inventory, when a specified low level is reached.

Shipping Method SetupYou can match shipping methods from Yahoo Orders to the appropriate shipping methods in M.O.M., by changing the descriptions.



2. Choose a method that you currently support in your Yahoo Store.3. Click the Save As...4. Enter a new Carrier Code.5. In the Shipping Method Search Screen, find the method you just

created.6. Change the Description to read “YAHOO DESCRIPTION” where the

word DESCRIPTION is the description as it appears on Yahoo.7. Repeat this procedure for all other shipping methods that are used

on Yahoo.



Yahoo Order Management Product SetupEach stock item that will be sold on Yahoo must be checked off as Available for Yahoo. Individual item information such as descriptions, category codes, and dimensions can be entered here.





Click on:

Shipping MethodMaintenanceYahoo



3. Select the eComM tab, then the Yahoo tab.

4. Check the option Product Available for Yahoo.5. For users that wish to publish products to specific Yahoo Stores,


6. In the General Tab, enter the product information. Enter a Yahoo ID and Yahoo Code.M.O.M. looks to match products based on the Yahoo ID and the Yahoo Code. If you have an existing Yahoo! store with your items already created you can put the item' s Yahoo ID in M.O.M. to match the stock numbers between M.O.M. and Yahoo.

7. In the Product Name field enter a unique title or choose a template from the drop-down menu.

8. In the Extended Information tab enter a detailed description for the item in the Full Description field or choose a template from the drop-down menu.

9. Complete the additional description fields according to Yahoo requirements. See the M.O.M. Help entries listed at the end of this section for more informatin.

10. In the Inventory tab, select an inventory replenishment option for your product. Choose to either display a specific number of units or a percentage of the units available in inventory, when a specified low level is reached. These settings override the defaults established in the Yahoo Merchant Settings screen, see Yahoo Order Management Feed Setup on page 291

Stock ItemMaintenance- eComM TabYahoo Tab



Options TabIn Yahoo, each variation has to be listed as a separate option.

1. Enter an Option Code; this will specify the option type. Typically this consists of the variation code used in M.O.M.

2. Enter a Product Option; this will be displayed as the prompt for the selection, such as “Size Selection.”

3. Enter an Option Value, this is the customer’s selection that will match to this SKU, such as the option “Large.”

Stock ItemMaintenance-eComM TabYahoo TabInventory Tab

Stock ItemMaintenance- eComM TabYahoo Tab Attributes



See AlsoMail Order Manager HelpFor information about SeeEntering Yahoo Settings eCommerce Merchant SettingsSetting Up Stock Items for Stock Maintenance - eComMYahoo

Index

M.O.M. Windows Setup Guide 299

AAccounting

inventory valuation method 162Accounts Payable

supplier terms 153Address Correction and Validation Module 262Advanced Search Criteria 80Advanced Warehouse Module

setting up warehouses 244warehouse preferences for stock items 248warehouse service regions 246

Aliasstock item 94

Allowed Forms of Payment 157Alternate Customer Number 38Alternate Order Number 41Amazon 273, 275

attributes 279Attributes 101Auto-Capitalization Feature 37Automatic Shipping Calculations Module 166

BBackups 17Barcodes

options for shipping labels 48Bin

drop ship 86setting up 64

Blackthorne Pro 258Box Content Value 181Break-out Item 89, 91Business Rules

order entry 40

CCall Tag 179Catalog

stock items sold in 123Changing Product Pricing 114Classification Codes 76COD Tags for Split Shipments 182Commissions

for stock items 78Sales Commission Group 51

Companybilling address 27shipping address 27

Composite Item 89, 90Cost of Goods 157Credit Card

internet gateway 214merchant accounts 151

Cross-Sell Item 105Customer

default contact entry 30default customer lookup 31default terms for 154demographics screens 191honorifics & salutations 193type codes 188

Customer Entry Screenscustomizing 36

Customer Lookup Screendefining cursor sequence 36

Customer Notice 125

DDaily Annoucement for Order Entry Screen 42Dashboard 202Demographics 191Documentation 1, 6Drop Shipment Settings 185

EeBay 258Extended Info Template 73

FFinance Charges

setting up for states 147Form Letter

creating as MS Word file 126setting up 125

Form Letter for Products 80

Index

300 M.O.M. Windows Setup Guide

Form Types 3Forms

form options 43Fractional Quantities 83

GGeneral Ledger

interface accounts 157interface to accounting software 160

getting help 8Gift Certificate Setup 99Gift Order Greetings 130Google Checkout

shipping setup 168

HHonorifics 193how to use 9, 10

IImport Export Wizard 222Import/Export Module

defaults 220setup 218wizard 222

Installationsingle station version 4workstation 5

Interactive Credit Card Authorization SystemSetup 215Inventory

valuation method 162Invoice Message 138ISBN 74

KKits 89

LLabels for Stock Items 117

List Management Modulecustomer demographics 191

Lookup Screens 10Lost Order Reason Codes 111

MM.O.M. Chat 207Management Tools

manager’s dashboard 202MOM chat 207

Manager’s Authorization Settings 48Manager’s Dashboard 202Manufacturing Operator 22Manufacturing Stages 252Menus 9Merchant Accounts

Credit Card, merchant accounts 151Miva 285MIx & Match 69MS Mail

setting up parameters for use 129Multi-Company

company setup 232inventory sharing 234

My Preferences 29

NNotice

form letter 125

OOrder

defaults 29rules for COD payment 156template for 29type codes 139

Order Entrybusiness rules 40

Order Entry Screenscustomizing 40

Order Hold Reason Codes 110Order Management Modules

Index

M.O.M. Windows Setup Guide 301

amazon 273, 275miva 285multiple stores setup 266shopsite 280storefront 267yahoo 291

Order Processingbatch or single order options 45customizing 44manager’s authoirzation 48

Order Promotions 140Order Taking Service File Import 218

PPacker’s Workstation Scale Interface 184Paper Forms

selecting options for 43Payment Plan

setting up 95Point of Purchase Module

defaults for user preference 32defining settings 198

Points and Rewards Program 132Pricing 69Printer

options for output 50Printers

System Requirements 3Product Vendor Prices 116Promotional Item 105Purchase Order

e-mail and fax options for 58

RReindexing 15Report Output Options Screen 13Return Preferences 61Returns

reason codes 108RFM 135Roles 20Royalties 79

SSales Commission Group 51Sales Commission Groups 21, 24Sales Tax

city 149county 148national (VAT) 146setting up 146state 147ZIP code 149

Salutations 194Scale

packer’s workstation 184Scale Interface 184Security Levels 20Selling Tools 105Serial Numbers for Stock 84setting up 51Sharing Inventory 234Shipping Method

carrier rates 171carrier zones 169customer charges 173setting up 166

ShopSite 280SiteLINK and Import/Export Module 218SMTP E-Mail 35Source Key 120

flat rate shipping charge 178Stock Item

accounting information 81alias 94alternate ids 74attribute setup 101barcode labels 117break-out 91catalog space allotment 123classification code 76commissions 78composite 90cross-sell 105discontinued 108drop shipped 85exempt from discounts 100extended info template 73

Index

302 M.O.M. Windows Setup Guide

extra shipping charges 177form letter 80fractional quantities 83ISBN 74kits 89low level 67manufacturing 254merging stock items 112mix & match pricing 69payment plan 95point/reward values 134purchasing levels 67renaming a stock number 112return codes 108return preferences 61royalties 79Sales G/L department 82selling prices 69serial numbers 84service 83setting up 58shipping information 77shipping preference 76size and color matrix 86special selling prices 69special types 82starting inventory 60subscription 97substitute item 105tax exempt 81UPC code 74updating retail and special prices 114upsell 105warehouse locations for 64warehouse use preferences 248warehouses 244

Subscription Management Modulesetting up a subscription item 97

Substitututions for Stock Items 105Supplier

accounts payable terms 153renaming and merging 113setup 56vendor prices 116

System Requirementsprinters 3

processor 2System Startup 6

TTechnical Support 8Telemarketing Module

modem for auto-dialing 240telemarketing scripts 238

Troubleshooting 15

UUniveral Product Code (UPC) 74UPS

call tag 179declared value 181

Up-Sell Item 105User Preferences

contact entry 30customer lookup 31general lookup 34order entry 29point of purchase 32SMTP Setup 35

User Setupindividual users 22user roles 20

Usersannouncement for order entry 42individual preferences for 30

WWarehouse

preferences for stock item 248service regions 246setting up 244

Web Auction Management Module 258auction tab 259

YYahoo 291