Merchant Services User Guide - WineWeb · 2007. 1. 21. · WineWeb Merchant Services User Guide 2. Login to your Merchant Account To access your WineWeb merchant account, you will

Merchant Services

User Guide

A guide for wine merchants / retailers to use in configuring The WineWeb’s Merchant Services Program

Revision 1.1 – October 10, 2005

WineWeb Merchant Services User Guide

Statement of Confidentiality By accepting this document, the wine merchant/retailer (“Merchant”) agrees that these materials are considered to be confidential by WineWeb Enterprises, Inc. (WineWeb). No portion of these materials will be disclosed to any party outside of Merchant without the prior written consent of WineWeb and will not be duplicated in whole or in part nor used for any purpose other than to evaluate WineWeb’s services and to assist in setting up those services within the WineWeb’s Web site. Merchant shall exercise the same degree of care to protect the confidentiality of these materials as Merchant would exercise in protecting Merchant’s own confidential information. WineWeb Enterprises, Inc. 1 Stone Ridge Rd. Santa Fe, NM 87505 Entire contents © 2005 WineWeb Enterprises, Inc. All rights reserved

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Table of Contents

Introduction 1

1. Register for WineWeb Services 3

2. Login to your Merchant Account 7

3. Product Catalog Listing Service 9 Merchant Requirements for Catalog Listing................................................................................................ 9 1. Enter Shipping Destinations................................................................................................................... 10 2. Define Your Upload File Parameters..................................................................................................... 12 3. Upload Product File ............................................................................................................................... 19 4. View / Edit Product Links...................................................................................................................... 20 5. Edit Bulk Upload Exceptions................................................................................................................. 22

4. Product Catalog Hosting & Order Processing 23 1. Setup Order Processing Options ............................................................................................................ 24 2. Shipment Packaging Information........................................................................................................... 26 3. Site Colors and Graphics........................................................................................................................ 27 4. Site Content Links.................................................................................................................................. 29 5. Site Content Text ................................................................................................................................... 31 6. Order Promotions................................................................................................................................... 32 7. View Orders ........................................................................................................................................... 33

5. Web Site Hosting 35 1. Domain Name Transfer.......................................................................................................................... 35 2. Email Administration............................................................................................................................. 35 2. Email Communications.......................................................................................................................... 36

6. Marketing Services 37 1. Wine Sale ............................................................................................................................................... 37 2. Featured Winery..................................................................................................................................... 39

7. Wine Clubs 41 1. Setup Wine Club Items .......................................................................................................................... 41 3. Wine Club Shipping Destinations.......................................................................................................... 42

8. Administration 43 1. Update User Profile and Password......................................................................................................... 43 2. Billing Information ................................................................................................................................ 44 3. View Recent Activity............................................................................................................................. 45 4. View Invoice .......................................................................................................................................... 46

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Introduction Welcome to The WineWeb, the electronic marketplace for wine. Thousands of potential customers visit The WineWeb each day looking for wine. Assure that those visitors know that you stock specific wines that can be shipped directly to them. You’ve taken the first step to become part of this e-Marketplace. This document will guide you through setting up WineWeb services so you can gain the most benefits of being a WineWeb Merchant. The WineWeb's Merchant Services consist of several components, which you can pick and choose from to create a customized environment for your company. You can build your online presence gradually as you become comfortable with these services and as you realize the benefits of our services.

List your Product Catalog in our Search Pages Upload your product catalog to us and we'll display your matching products when visitors are looking for a specific type of wine or wines from a specific winery. When a visitor clicks on one of your product links, we transfer them to your Web site for more details and to order the wine. Upload the catalog file as often as needed to keep your product list current, or tell us where you store the file and we'll transfer it on a scheduled basis. Let The WineWeb Host Online Ordering of your Product Catalog If you don't allow online ordering of your products (or if you're paying too much for such a service), The WineWeb can take online orders for your wines, then send you the orders for fulfillment. Your entire product catalog is searchable by our visitors and you can also link to the product catalog from your own Web site. View details of this service Host your Web Site on The WineWeb If you host your product catalog and online ordering on The WineWeb, you'll notice that it is a full-featured Web site. You can use The WineWeb as your entire Web site with our hosting service. Our basic hosting service includes your domain name transfer and 5 email accounts. Our enhanced hosting package includes the domain name transfer, unlimited email accounts, Web server space for other applications, and our email communication component. View details of this service Manage your Email Communications You can manage your email communications to your mailing list, customers, and wine club members using our email communications service. Create graphically pleasing emails, send bulk emails to various mailing lists, analyze click-through rates, and mange bounced emails. This service is included in the enhanced Web site hosting package. View details of this service Hot Buys of the Week A free add-on to our Product Catalog Listing service. Now you can promote your site by placing a wine on

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sale for a week. These wines will appear on our wine sale page, on our home page, and also at the top of the search results page for the region where the winery is located. Your store will gain visibility during the sale and you'll likely sell more wine. View details of this service Promote a Winery for More Exposure Having a winery listing on our 'Featured Wineries' page increases visibility and traffic to those winery pages, and then to your product pages for that winery. In fact most of our featured wineries usually make our 'Top 10' list of most active wineries each day. View details of this service List your Wine Clubs You can list your wine club details on The WineWeb to give it more visibility to our visitors. Your wine club will be seen by more people, resulting in more memberships. Your wine club listing will appear on our home page and be included in our searchable wine club list. View details of this service. The WineWeb provides services where online wine merchants and retailers can link their products into the vast WineWeb database. Visitors can view your product offerings and order wines from you. In this manual we have included a complete listing for all of the services available to you, as a Wine merchant. Note that because there are many WineWeb services that you can choose from to meet your needs, only those services that you subscribe to will be listed on each online menu. We have made an enormous effort to make the entire process easy for you, but if you ever need help, email us at [email protected] or phone (505) 577-9597 and we’ll walk you through the process. This manual is divided into sections for each service component. Once you have registered and logged into your WineWeb account, you can read about the specific services to which you have subscribed. 1. Register for WineWeb Services 2. Login to your Merchant Account 3. Wine Product Catalog Listing 4. Product Catalog Hosting & Order Processing 5. Web Site Hosting 6. Marketing Services 7. Wine Clubs 8. Administration

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mailto:[email protected]


1. Register for WineWeb Services As a wine merchant or retailer, you will need to register to begin using our services. Registration is a free and simple process. Once you register your Company for the WineWeb Merchant Services, you can start benefiting from our site’s resources. Step-by-Step Summary

• Merchant Services Page • Register Your Company • Check Your Email for login details • Login to Your Merchant Account • Using the Merchant Menu • Change Your Password

1. Merchant Services From the homepage at www.wineweb.com click on the Register Online link in the Wine Merchants/Retailers section on the left hand corner, near the bottom of the screen.

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2. Register your Company Once you click on the Register Online button, you will automatically be transferred to the page below:

In the registration program you are prompted to enter the following information about you and your company:

• First Name • Last Name • Email • Service Name (Service Brand Name) • Example The Wine Shop • Company Name (Legal name of company) • Example Warren’s Wine Shop, Inc. • Address • City, State, ZIP/Postal Code • Province (for non-USA addresses) • Country • Phone number

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• Fax number • Promotional Message (Visitors will see this short message when they move their mouse over your

service name in our search results pages. You can enter up to 300 characters, but do not enter any apostrophes.)

• Currency used in prices(Options are listed in a drop down menu) • Base URL (Only enter this if you want to list your product catalog, you want the visitor clicks to go

to your Web site, and your product catalog file does not contain the product page URLs. We will insert your SKU number into this URL to create the individual product URLs)

• Example http://www.wineshop.com/productdetail.asp?sku= • • Services Requested (select the box for each service wanted)

Note: You can add or delete services at any time by updating your profile. • Listing of Product Catalog (Select this service if you want to list the products you offer for sale on

The WineWeb. We will display your products in our search results pages.) • Online Order Processing of Product Catalog (for merchants without an online shopping cart or

whose shopping cart does not meet our minimum requirements. To select this service, you must be registered for the Product Catalog Listing service. When a visitor clicks on your product in our search results pages, we will display the product details and allow them to purchase your wine using our electronic shopping cart. Once they checkout, we can process their credit card online and email or fax you the order for fulfillment. This service includes our full e-commerce offering, including customization of the pages and order fulfillment tools.)

• Web Site Hosting (Select either the Basic or Enhanced radio button if you want this service. To select either hosting services, you must be registered for both the Product Catalog Listing service and the Online Order Processing service. This service allows you to host your domain name (i.e., wineshop.com) on our servers and includes email accounts. The enhanced hosting plan also includes email campaign management, site statistics and more tools.

• Listing of Wine Club(s) (Select this service if you want to list your wine of the month club offerings on The WineWeb. This is a marketing tool to display your wine club to our visitors. This service may be selected as the only service, or with any of our other services.)

Click on the links to read the Merchant Agreement, the site Terms & Conditions and the Privacy Policy, as when you click on the Register button, you acknowledge acceptance of these documents.

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3. Check your Email Your registration information will arrive in an email message to you from [email protected] (usually within minutes). This email will contain your User ID and password that you need to login to your WineWeb account. Read the email, and then return to The WineWeb to login to your account. To ensure that you receive all communications from The WineWeb, make sure that your email spam filters do not reject any of the following email accounts:

• [email protected] • [email protected] • [email protected] • [email protected] • [email protected].

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2. Login to your Merchant Account To access your WineWeb merchant account, you will need to login to The WineWeb each time. From The WineWeb home page, click on the Login link in the Wine Merchants/Retailers section or select the Merchant Login option from the Services drop-down menu at the top of the page.

You will see the following screen:

Enter your Merchant ID and password that you received in the email message. Then press the Login button.

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Merchant Services Menu Once you login, the Merchant Services Menu lists all the options available to you, based on the services for which you have registered. You will be returned to this menu page between the setup steps.

Change Your Password While the password assigned to your account is a strong password, in that it is a random set of letters, it has been sent to you in an unencrypted email message. You may want to change your password at this time. To do this, select the “Update User Profile and Password” option in the Administration section. Complete instructions are contained in that section of this document.

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3. Product Catalog Listing Service We provide our visitors the ability to search for wine among the product catalogs of participating wine merchants/retailers. We match your products to a visitor's request for a specific type of wine from a specific region or a visitor's request for wines from a specific winery. When a visitor clicks on one of your product links, we transfer them to your Web site for more details and to order the wine, or optionally we take the order for the wine. You can either provide us with a data file listing the products in your catalog, or you can tell us where the file exists on your Web site. You can upload a new catalog file as often as necessary, or you can tell us the schedule to retrieve the data from your Web site. Our product listing pages provide detailed information to our visitors. In addition to the product name, winery, vintage, and varietal, they can see the product description, view the wine label, view a promotional description of your company, and see the shipping costs to their destination.

Merchant Requirements for Catalog Listing To ensure that our visitors' experience is consistent and productive, the following requirements are placed upon merchants subscribing to this service:

• You must have physical control over the majority of wines in your online catalog. Wines readily available from a merchant's distributors are allowed. We do not allow merchants whose catalogs are primarily sourced from other merchants (referrer merchants).

• You must specify the destinations where you can ship and should specify the shipping costs to each

destination.

• You must supply a product catalog file in CSV, Tab-delimited, Pipe delimited, XML, or MS Access format. The file can be manually uploaded as often as necessary, or it can be stored on your Web server and we will retrieve it on a schedule you specify. We do not “spider” or “crawl” your Web site looking for products, due to the inaccuracies this can cause.

• You must regularly provide an updated product catalog file to keep your product listing current.

We also require that your company allows our visitors to easily purchase your wines online. You can subscribe to our catalog hosting service, where we will host your catalog on our servers and take orders for your wines online, or if the following requirements are met, we will transfer directly to the product detail page on your Web site.

• Your Web site must allow for an individual product to be displayed using a unique URL (Web page link).

• That Web page must have a "buy" or "add to shopping cart" button that is integrated into an online

purchasing system.

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• The shopping cart and checkout process must be efficient and employ straightforward navigation to make the user experience consistent with The WineWeb.

Step-by-Step Summary You are required to do step 1 and 2 first, then (if you are manually sending us a file) do step 3. Steps 4 and 5 are for verification and maintenance purposes only. If you have registered for our Online Order Processing service, there are additional steps required in that section before your products are ready to be included on The WineWeb.

• Enter Shipping Destinations –Tell us where you can ship and the costs • Define Upload Parameters –Tell the format of your product catalog file

1. Upload Your Product Listing File – Required if you chose Manual Transfer – This is where you send us your catalog file

2. View / Edit Product Links –Change any product item information between uploads 3. Edit Bulk Upload Exceptions- Review the product items that did not match to our winery directory

1. Enter Shipping Destinations This page will assist you in defining the places where you can ship your wines. Select the Setup Valid Shipping Destinations link on the merchant menu. You will be transferred to the Shipping Destination Update page and the following screen will be displayed:

NOTE: Do not use this page for your wine club, a separate shipping destination page is provided to you under the Wine Club link. The Shipping Destination Update program provides you the capability to select the U.S. states and any non-U.S. destinations where you can ship.

• Check the box to the left of each destination where you can ship. • Enter the shipping costs for each destination for 3, 6 and 12 bottles. This can be an estimated cost

or an actual fixed shipping cost. The shipping information is displayed when a visitor is viewing a

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list of products from a number of wine merchants, so it is important to specify these costs so the visitor can make an informed decision before they add a product to their shopping cart.

• Enter any sales tax for the destination. Enter as a percentage (for example, 6.75) • Enter any surcharge amount for the destination. Surcharge amounts are fees to cover direct

shipping permits or licenses. • Type any destination-specific notes that you want displayed to a visitor. •

NOTE: If you have registered for The WineWeb’s order processing service, you can specify additional fields for each destination:

• If you use one of our partner fulfillment centers to ship wine to this destination, select it from the list. When an order is received for this destination, we will send the order directly to the fulfillment center.

• Select the shipping carrier you use for this destination. • Select the standard service level for this destination. If you allow a customer to choose among

several service levels, select the preferred service level, then click the “Mult.” link to specify the other service levels and costs. See below for more information on this option.

• If you want to automatically have The WineWeb calculate shipping costs to the customer’s destination ZIP Code, check the “Calculate Ship Cost” checkbox. NOTE: you must first specify your shipper account information before selecting this checkbox. See the “Setup Order Processing Options” section for more information. This option is currently available for FedEx, DHL and UPS shipments.

Example If you ship to Alabama and the cost to ship 3 bottles is $11.00, the cost to ship 6 bottles is $16.75, and the cost to ship 12 bottles is $22.50, the sales tax is 7.25%, with a surcharge of $8.00, and your shipping method is DHL 2nd day delivery, then the screen would look like:

If you ship to all, or most states, use the Check All button to check mark each state. Also if the information entered on the first row is the same or similar for all states, press the Copy Down button (located on the top of the page) to reduce keystrokes and errors. The Blank lines at the bottom allow you to specify non-US destinations. Check the box, enter the country, a region (if any) and the other fields for each additional destination. Five additional lines are provided. If you need more blank lines, just click the Update button on the bottom of the page, and then come back to this page. Five blank lines will always be provided. Click the Update button when finished.

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2. Define Your Upload File Parameters This menu option will allow you to define the file parameters of your product catalog. From the Merchant Menu screen, click on 2. Setup File Parameters to be transferred to the following page:

You’ll need to tell us the format of your product catalog file and whether you will transfer the file to us periodically, or if you want us to retrieve it from your Web site. This is a three step process. On this first page, you tell us the format of your data file, or if you don’t have access to a catalog data file, you tell us to capture the products from your Web site using our crawling program. Here’s an explanation of each choice.

• CSV: Comma-separated text file. This is a text file with commas separating each data element. If you have your product catalog in a Microsoft Excel spreadsheet, you can “Save As” CSV format. Most catalog programs will also save to this file type.

• Tab-delimited text file. This is a text file that uses a Tab character to separate each data element. • Pipe delimited text file. This is a text file that uses a pipe “|” character to separate each element. • XML: Extensible Markup Language. XML is a structured file format that has start and end tags for

each data element (for example the price element would be viewed as “<price>12.50</price>”). Note: Do not use the XML export option from Microsoft Excel as this is incompatible with our system.

• Database transfer from MS Access. If your product catalog is stored in a Microsoft Access database, we can read that file directly.

• Crawl your Web site. If you don’t have access to a data file of your product catalog, we can read

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the data on your Web pages and capture the product information. This process is known as “crawling” or “spidering” your site. Note: This option should be viewed as a secondary alternative if a data file is not available as it can be more error-prone, and may not contain as much detail as a data file. Our crawling program captures product information from the product list pages on your Web site, so any details that may be on lower-level pages would not be captured.

Based on the option chosen, you will be presented with one of three possible pages to define the structure of your product catalog file. CSV, Tab-Delimited, or Pipe-Delimited Format

Specify the data element that is contained in each column of your data file. The possible data elements are listed in each selection box. Details of each data element can be found at the bottom of the page. Up to 20 columns are provided, if needed. For your convenience we have included a pull down selection choice for each column. Identify only those columns contained in your file. If a column in your data file is blank, or contains something that we don’t capture, select “None”. Then select either � File contains a header row listing field names or � File does not contain a header row Note: In the following example, the file does contain a header row.

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Example: If your file looks like this table: Column 1 A

Column 2 B

Column 3 C

Column 4 D

Column 5 E

Column 6 F

Winery Wine Vintage Price Varietal SKU

Karen;’s Cellars

Eterna 1962 102.99 Merlot 12345

Chateau Ryan Accent 1995 28.00 Shiraz 12349 Bodegas de Amanda

Esperanza 1989 42.00 Tempranillo 19902

You should identify the following on the WineWeb Program screen:

XML or MS Access Database Format

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Check the boxes for the data elements that are contained in the file. Then for XML files, type the tag names that surround each data element. Each data element will have a start tag and an end tag. The end tag will contain the same name, only preceded by a “/”. Do not enter the <>. Then enter the tag name surrounding the data elements for an item. If your data file is a MS Access database, type the field (column) name for each data element. In the “Tag Name for Item Set” field, type the name of the database table. Note: Descriptions for each of the data fields that we can capture are listed at the bottom of this page. Example: If you have an XML file in the following format: <ITEM> <WINERY> Karen;’s Cellars</WINERY> <WINE> Eterna</WINE> <VINTAGE>1962</VINTAGE> <COST>102.99</COST> <TYPE>Merlot</TYPE> <SKU>12345</SKU> </ITEM> The right side of the page would be completed as follows:

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Crawling your Web Site

You need to tell our crawler program where to start looking for your products and what information is available for each product. Once you complete this page, you’ll be given a chance to test the crawl process to verify these settings. First, decide the first page that you want our crawler program to view. This could be the first page of your product list or it could be a page that contains links to all your product list pages, maybe categorized by wine type or wine region. Now, enter the URL of that page in the first field and check the appropriate radio box for the type of start page. If your product list pages contain a fixed number of products and a visitor can click a link to go to the next page of products, you will need to tell us how to find the next page. Look at the page and identify the text that you would click on to go to the next page of products and type that text in the “Next Page URL has the following link text” field. In order to complete the remaining field on this page, you will need to display a product list page from your Web site and view the source code for this page. When you request any Web page on the Internet, this source code page is sent to your computer and your Web browser translates this source code page into what you see. Our crawler program looks at this source code page. When you look at this source code, don’t worry if you don’t understand all the text on the page – you don’t need to. You only need to tell us the text

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that appears before and after each data element in your product list. To see the source code for a product list page, display the appropriate page in your Web browser, move your mouse to a blank area of the page (where it’s not on top of an image or text), click the right mouse button, then select “View Source”. Another window will be displayed with the source code. Depending on your Web browser, the menu option may say “View Page Source” or something similar. If you are using a Macintosh computer, instead of a right click, press and hold the “Ctrl” key and click the mouse in OS X or just press and hold the mouse button for a couple of seconds in OS 9. Now, scroll through this window to find the name of your first product. Now look around that location and identify all the data elements (vintage year, winery, price, etc.) that appear on your product list. Now notice where the second product starts. Note that there is an identical text string (text and symbols) that appears before each product, maybe it’s something like “<tr…” which signifies a new row in a table. Make sure this text string does not appear between where you see it for the first product and where you see it for the second product. Now, copy and past this text string in the “HTML text string that denotes the start of a product item” field. Now, just go above this text string for the first product and look for another text string that is unique to the page. This could be some text in the heading for the product list, or a filename for a graphic that appears on the page. Copy and paste this text string in the “Text string to find on page before beginning search for products” field. This will allow the crawler program to skip over all the heading and navigation information on each page. Now that you’re getting good at this, go back to the start of the first product’s information and look at the first data element for that first product. Look at the text that is immediately before the first data element and determine the minimum amount of text that makes this text string unique within the coding for the first product. Copy and paste that text into the first “Text Before” field. Now select the data element name from the drop down list for the first data element. Then go back to the source code and copy/paste the first character or first few characters that appear after the first data element into the “Text After” field. Continue the same process with each data element in the first product. Notes:

• The “Text After” will typically be a “<”. If there is a space before the Text After character, you don’t need to include it, as we trim leading and trailing spaces from each data element.

• If there is a single space separating two data elements, enter a ^ (special code for space) in the first Text After field, then leave the next element’s Text Before field blank.

• The order of the data elements must correspond with their order on the page, as we scan for each data element starting at the end of the previous element.

• Example: If the source code for product looks like:

<tr> <td width="22" rowspan="3" align="center" valign="middle" height="40"> </td><td width="700" height="14">1975 Leoville Las Cases</td><td width="250" height="14">RP 92 <a href='proddetail.asp?prod=L00043'> Details</a> </td> <td width="100" align="center" valign="middle" height="14"> $135.00 </td>

Then the fields would be defined as follows:

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Once you update the data on this page, you will see a “Test the Crawling Process” link on the next page. Use this to verify your settings. Transfer Schedule You now tell us how and when to transfer the catalog file.

If you want to login to your account periodically and upload a catalog file to us, all you need to do is check the “Manual Upload” button. If you want us to retrieve a catalog file from your server, check the “Automatic File Transfer” button, and:

• Enter the URL of the catalog file. This must begin with http:// and point to a file on your Web server that contains the product catalog data file.

• If the file is stored in a secure directory on your Web server, enter the username and password. • Specify the frequency of transfer in days or hours. • Specify when the next transfer should occur. This data will be updated each time we transfer the

file. Enter the time based on Central U.S. time Press the Save button (if the data you entered is correct) or Clear Changes button (if you want to reenter the data.)

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3. Upload Product File If you chose to manually upload your product file to us, return to the Merchant menu page and select 3. Upload Product File option.

In the Local file field specify a file from your computer to upload to us. Press the Upload button once, then wait a moment as the file is uploaded. You will then see the first few records from your file. Verify that the data appears correct, and then press the Continue button. The file will then be processed in our next cycle, which occurs at the top of each hour. Congratulations! This completes the initial setup process. You should now begin to see increased traffic (and orders) on your site. Note: If you have registered for our Online Order Processing service, there are additional items to setup so we may take order for your wines correctly. Please continue reading the next section. The following two functions are optional, but are useful if you need to modify your product catalog listings in between scheduled file transfers

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4. View / Edit Product Links This function will allow you to change product catalog data between file uploads. It is also useful if we do not match your product correctly into our database. Note: When we process your catalog file, we attempt to match each item to a winery in our database. The products that match will appear on these pages, the products that don’t match will appear as exceptions and can be viewed in the next function. Selecting this option on the merchant menu will take you to the following screen:

Under this menu option you will see the number of products you have listed in your catalogue into the WineWeb and you can add, change or delete any product as necessary. To Add, Change, or Delete a product, Click on a letter to go to wineries that begin with that letter. Then click on the Edit or Delete link next to the appropriate product. At the bottom of the page is an option to mass delete products from your catalog listing. You can enter a word to delete all products that contain that word, or if you have included the Distributor field in your product catalog file, you can delete all products from a specific distributor. Also near the bottom of the page is the “Update status date” link. If you have made minor changes to your product catalog using this function, and your catalog is now current, and you don’t want to upload another catalog file now, you can press this link. All your products will then contain today’s date as the status date. This status date is displayed in our search results pages for each product so the visitors can see the date that your catalog was current. When you upload a new catalog file, this date is updated for each product, but you can set it to today’s date by using this function. To add a product, click on the Add a product link. If you Edit or Add a product, the following page will be displayed.

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Enter data for some or all of the fields, then press the Update button. The fields marked with a red asterisk are required entry. Winery ID. This is the identification number for the winery that is contained in The WineWeb. To find this number, click the Change link next to the field. A small page similar to the following will be displayed.

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Enter part of the winery name in the search field and press the Go button. A list of matching wineries and wine brands will be displayed. Note the Winery ID and click the Close button. Enter the Winery ID in the field provided. URL and Image URL: These fields must be fully-qualified, i.e., begin with “http”. Style: Enter the style of the wine. Typical styles are Red, White, Sparkling, Dessert. Inventory Qty: If you are using The WineWeb to process orders, enter the number of bottles remaining in your inventory. Distributor: If you enter a distributor name, you will later be able to mass delete all products from a specific distributor. This is useful if one of your distributors has delivery problems and you want to eliminate their products from your catalog. This field is not displayed on any customer-facing pages.

5. Edit Bulk Upload Exceptions To view product items that did not upload correctly, select this option from the Merchant Menu. You are then transferred to the Merchant Product Exceptions page.

This program will display a list of all your products that contained one or more errors. The message column indicates the reason for the exception. You can enter information on this page to correct any of the products, then press the Update button. If the product did not match to a Winery ID, you can click the Change link next to the ID field to find the Winery ID. Note: this program is only a temporary fix to help you identify product errors. As the merchant you can edit the errors on this program, but your Upload process will overwrite any changes. The permanent fix must be changed in your product file. Note: If a product did not match to a winery, and you can’t locate the winery in our database, let us know and we will research it and add it to our directory.

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4. Product Catalog Hosting & Order Processing If you currently don't have a way to accept online orders of your wine (or do not meet the criteria to have product links transfer directly to your Web site), we allow you to host your catalog on our site. We will display your product details when a visitor clicks on one of your wines, and we will capture their order details when they buy the wine. This is not just an order processing service, but a full-featured e-commerce service. We have custom-built a shopping cart system to match the needs of the wine industry. Once a visitor adds a wine to their shopping cart, we propose additional products to add to their cart and allow them to continue searching your product catalog. Once the customer begins the checkout process, we calculate the shipping cost and tax to their destination. You can choose to have us capture the credit card information and pass it to you for payment authorization, or we can process the credit card online through your choice of payment processors, including Verisign, PayPal, and Authorize.net. We then send (email or fax) you the order for fulfillment. You can customize these pages to match your existing Web site, complete with logo, colors and graphics. You can also specify the options (search functions, contact page, shipping policy, etc.) that you want to appear on these pages. In fact, it is complete enough that you could choose to have this become your entire Web site! We even provide tools to ease the order fulfillment process, including producing invoices, packing lists, and shipping labels. We can also help you link the product catalog ordering function into your existing Web site. Step-by-Step Summary

• 1. Setup Order Processing Options • 2. Shipment Packaging Information • 3. Site Colors & Graphics • 4. Site Contents Links • 5. Site Content Text • 6. Order Promotions • 7. View Orders

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1. Setup Order Processing Options You use this page to specify credit card and shipping parameters for your orders. Selecting this option on the merchant menu will take you to the Merchant Order Processing Parameters Page

Check the credit card types that you will accept. Order Processing Options You will need to identify the email address or fax telephone number where you would like us to send the order details. If you choose to receive your orders via fax, this must be a direct line to a fax machine (not shared with a voice line) and it must be available 24 hours per day. The fax number must not contain anything other than numbers and must contain the country code (US=1) (i.e., 15059836904). Note that there is a per order surcharge for faxing orders. Mixed Case discount: Specify a percent discount that you give to customers who purchase a mixed case of your products. We will automatically apply this discount, if appropriate, during order checkout. Full case discounts for a case of identical products are specified in your product catalog file. Credit Card Processing If you want The WineWeb to perform online credit card processing of orders, you will need to identify the payment gateway that you will use to process credit cards, along with your account information. Note: you

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must have an online merchant account established with the selected payment processor. Current options are Verisign (Payflow Link service), Authorize.net (AIM service), PayPal and PayPal Website Payments Pro. If you choose None, we will capture the credit card information and pass it, along with the order details, to you. You can they process the payment information as you would a mail order. Depending on the gateway chosen, you may also need to specify a username and password, as follows:

• Verisign – specify your account username • Authorize.net – specify your account username and password • PayPal – specify your account email address • PayPal Pro – specify your API account name and password. You will also need to give us access

to process transactions on your behalf. More information is on the PayPal Web site under My Account > Profile > API Access. If you select this option, email [email protected] for detailed setup options.

Shipment Processing If you want to automatically calculate shipping rates to the customer’s destination and print shipping labels directly from The WineWeb, you must enter your shipper account information and become certified by the shipper for online transactions. Depending on the shipper, this process will take between 5 minutes and a week. Until your account is certified, you will not be able to print shipping labels or calculate shipping rates based on your rate schedule. However, if you select the “Auto Calculate Ship Costs” in the Shipping Destination page, we will calculate the shipping rates based on The WineWeb’s shipper rate schedules, which are close to list rates.

• DHL – Enter your account number. Click on the “Request Key from DHL” and then complete the short form that appears. Click the Submit button on this form, wait a moment, then scroll to the bottom of the page. Copy any paste your shipping key into the field on the previous page.

• FedEx – This is a long process, as you must not only request shipping keys for both their testing and production servers, but you must mail in copies of certification labels. Click on the “Instructions” link for detailed instructions on this process. The other links will help in obtaining shipping keys, sending the appropriate emails, and in printing certification labels.

• UPS – Enter your account number and password, then click on the “Get Access Key from UPS”. You will be transferred to their Web site to complete the process to obtain an access key. Once you get the key, copy and paste into the field. Note that The WineWeb only uses this information for calculating shipping rates. We do not print shipping labels for UPS, due to their expensive and prohibitive licensing policies.

When you have completed this process click on the Update button.

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2. Shipment Packaging Information If you subscribe to the service of allowing WineWeb to process your online orders, we can calculate the postage on an order. In order to accomplish this, we need to know the size, weight and handling costs for various size orders. Selecting this option from the merchant menu will take you to the Edit Wine Packaging Information Page.

Each line must be completed, for example, while the package size may be the same for 5 and 6 bottles, the weight will vary. Enter the extra cost (above postage) in the Handling / Materials column. When you have completed this process click on the Update button.

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3. Site Colors and Graphics You can customize the look of your web pages to compliment and reflect your company’s character. This program will help you choose the colors and images to customize your web pages. First choose which area you wish to change, Top Background Color, Top Text Color, etc. and check the appropriate button on the left side. Then click on one of the colors in the color chart. The changes are reflected in the sample page on the right side of the screen. Remember that you can experiment and change these options, as you like.

The online help text is very details and should be displayed to guide you through this process, especially when specifying graphic files. Colors You can specify the colors for the top and left areas of the page. To do this, select the radio button corresponding to the area you want to change, then click on one of the colors in the color palette. The new color will be immediately reflected in the sample page on the right portion of the window. Top Area Colors

• Background - This is the background for the top area of the page • Navigation Banner - horizontal bar that contains menu options • Text – the text in the navigation banner

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Left Area Colors • Background - This is the background for the top area of the page • Text – this is the text that appears in the left area • Header Background - color of the heading areas • Header Text - This will be the color of the text within the heading areas.

Image Files You can specify graphic images that will appear in the top and left areas of the page. Please refer to the online help text for information on image sizes, as non-standard sizes will be scaled, which may not be the desired effect. For each image file, you can specify a URL for a graphic file that resides on a Web server, or you can specify a local file on your PC, which we will upload and store on our server.

• Logo – an image that will be placed in the upper left portion of the page • Top Background – an image placed in the top area, behind any logo. This image will repeat to fill

the top area, so consideration should be given to visitors with high-resolution monitors. • Left Background – an image placed in the left area, which will repeat to fill the left area.

When you have completed this process click on the Save button if you’re satisfied with your choices or the Restore to Defaults button, if you want are not satisfied with your color choices. Didn’t think you were a Web designer, did you?

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4. Site Content Links Use this menu option to customize the menu options that appear on your Web site pages. Selecting this option on the merchant menu will take you to the Customize Site: Select Content page .

You are given choices to select the items you want to appear on your product catalog and Web site pages. Top Navigation Bar

• Featured Wines - A link to a selection of products that you mark as featured in your catalog • Wines on Sale - A link to a selection of products that you specify a sale price • Wine Club - A link to your wine club(s) that are listed in our Wine Club Listing service • Search - A link to the search parameters page • About Us - A link to a description of your company • Contact Us - A link to your contact information and a form for sending you an email

Left Menu Area

• Home Page - A link to your home page • Wine Club - A link to your wine club(s) that are listed in our Wine Club Listing service • About Us - A link to a description of your company • Shipping Information - A link to a description of your shipping policies and details • Privacy Policy - A link to a description of your company's privacy policies • Contact Us - A link to your contact information and a form for sending you an email

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• Search by Name - A field for a visitor to enter a winery/wine name to search • Search by Country - A dropdown box listing all countries of your products • Search by Style - A dropdown box listing all wine styles available in your product catalog • Search by Varietal - A dropdown box listing all varietals available in your product catalog • Search by Price - A dropdown box listing price ranges • Discussion Forum - A link to the Forums @ WineWeb, a wine discussion forum

NOTE: That the Email sign-up option is only available for merchants that have registered for one of our Web site hosting plans. If you have subscribed to our basic hosting plan, we will email you the email address of anyone that subscribes to your newsletter. If you have subscribed to our enhanced hosting plan, we will display a second page for a visitor to enter additional information, then we will store this information for you to use with our Email Communication package.

• Email Sign-up A field for a visitor to enter their email address, to subscribe to your email mailings Select the fields you want displayed on the second page of the sign-up form:

o Your Email Address o First Name o Last Name o City o State o Zip / Postal Code o Country o Phone o Cell Phone o Age o Favorite Wine Style o Favorite Varietal o Favorite Wine Region

Select the mailing lists to which they can subscribe (as setup in Email List Manager): When you have completed this process click on the Update button.

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5. Site Content Text Customize the text that appears on your web site pages.

Enter the text that you want to appear on the specific pages of your site. A maximum number of 4,000 characters can be specified for each area. If you have selected a specific page in the Site Content Links page, the word “Enabled” will appear below each heading to indicate that this text will appear on your pages. HTML code is allowed. Use to separate paragraphs. You can also use the following css styles in the body: head1, head2, normal, note2. For example: . The head styles and link text will match the text color you selected for the left navigation area. If you want to include images on the pages, email them to [email protected] and we'll upload them for you. The following areas are available for your text:

• Home Page • About Us • Shipping Policy and Information • Privacy Policy

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6. Order Promotions You can use this menu option to specify promotion codes for customers to use to apply a discount to their order. Selecting this option on the Merchant Menu will take you to the Merchant Order Promotions program.

This page will list the order promotions you have setup for your account. To add a new promotion code, select the Add a Promotion button, and the following page will be displayed.

Specify the name for the promotion, the discount as a percentage, and the effective dates of the promotion. When completed, press the Update button.

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7. View Orders Use this program option to see recent orders and to perform an action on the orders. Selecting this option on the Merchant Menu will take you to the Recent Orders Page.

This page provides tools to help fulfill the order. You can click on the appropriate link to perform the following actions:

• View order details by clicking the order number. • Update the status of an order, including modifying the shipping cost, entering shipment tracking

information, or canceling an order. • Print a packing list to pick the products or to include in the box. • Print an invoice to include in the box. • Print a shipping label that can be pasted on the box. This is available for FedEx and DHL

shipments. You must have entered your account information on the Order Processing Setup page and been certified for online labels prior to using this function. For UPS shipments, this link will transfer to the UPS Web site, and if you have set a cookie to keep you logged into that site, will go directly to the print shipping label page.

When you select the Ship Label option, for FedEx and DHL shipments, the following page will appear.

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This page will show the box size, weight and declared value based on the bottles orders. You can modify any of these values if the order has changed. Then press the Print button to generate a shipping label. The label image will appear in a new window. Remember that you are charged by your carrier for each label you generate, so it is a good practice to leave this window open until you verify that the label printed correctly. From the Recent Order page, you can also click the View all orders link, which will re-display the page with information on completed and in-process orders. The in-process orders are typically abandoned shopping carts, but this is useful to analyze your abandonment rate.

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5. Web Site Hosting When you subscribe to one of our Web site hosting plans, your entire Internet presence will be hosted on The WineWeb’s servers. Visitors can go to www.yourcompany.com and access your Web site and WineWeb visitors can also access your pages. Most of the setup of your Web site was accomplished in the Product Catalog Hosting / Order Processing section. We now need to point your domain name to our servers and setup your email accounts.

1. Domain Name Transfer We will assist you with transferring your existing domain name to our servers, or we can help you in registering a new domain name for your company. You are responsible for the ownership and ongoing renewal of your domain name. You will be listed as the Administrative Contact and the Billing Contact on your domain account. We require that we are listed as the Technical Contact. Once you subscribe to one of our hosting plans, we will contact you to arrange all these details.

2. Email Administration You can add email accounts, and/or update email settings for your domain. Selecting this option from the Merchant Menu will open a new window and allow you to log in to the SmarterMail program.

To access this program, you are prompted to enter your full email address, your password, and then press the Login button. This program has extensive on-line help to guide you through setting up new email accounts.

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http://www.yourcompany.com/


2. Email Communications This software package allows you to create email mailing lists, easily create fancy emails, broadcast the emails to your mailing lists, and manage the returned emails. Selecting this option from the Merchant Menu will open a new window entitled Email List Manager.

In the Email List Manager program you are prompted to enter your login name, your password, then click on the Login button. This package contains detailed on-line help text to guide you through all its features.

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6. Marketing Services This option provides the capability to use this service as a marketing tool. You can select this option on the merchant menu to add a Featured Winery or to place a wine on our weekly sale.

1. Wine Sale Select this option to include a wine in our weekly "Hot Buys of the Week" sale.

The Merchant Wine Sales Program will show all current wine sales that you have set up for your account. You can cancel a Running sale if you deplete your inventory. You can also cancel a 'Ready to Start' sale without charge. The program displays the status of any sales you have setup. You can edit a currently running sale item, cancel a sale item, or relist a previous sale. The relist function will create a new sale item starting immediately or as soon as the latest sale expires. To add a new sale item, click on the Add a Sale Item link. You will be transferred to the Add Wine Sale page. This program allows you to Add a wine for a seven day sale. The wine will be displayed on our Home page, Wine Sale page and on the search results page for the winery's region.

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Note: Only one wine can be added per sale period (one week). Future sales can be added and the sale price must reflect at least a 20% discount. There is no setup fee for wine sales and clicks count toward your monthly click total.

• Enter the Wine Information - - click the “Find It” link to search for the Winery ID number • Select When to Start Sale

When you have the completed this data click on the Update button.

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2. Featured Winery You can promote a winery to get more visitors to your site. You can select this option to add a Featured Winery. The winery will be displayed on our Featured Wineries page and rotate on the home page Selecting this option from the Merchant Menu displays your current featured winery.

To add a Featured Winery, click on the Add a Featured Winery button. You will be transferred to the Add Featured Winery Program. This program allows you to Add a Featured Winery.

In order to Feature a winery, you are required to key enter the following information about the Winery.

• Winery ID - click the “Find It” link to search for the ID number • Description • Start Date • Duration (months)

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• Winery Logo Graphic – either enter a URL of the graphic file or specify a file on your local PC and we’ll upload and store it on our server.

When you have completed the information, click on the Add button to save your changes.

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7. Wine Clubs You can list your wine club details on The WineWeb to give it more visibility to our visitors. More people, resulting in more memberships, will see your wine club.

• Your wine club listing will rotate on The WineWeb home page as a Wine Club Pick. • Your wine club listing will appear in our Wine Club Search Results. • Your listing will link to the wine club page on your Web site. • You can enter one or multiple wine club offerings. • You specify the locations where you can ship the wine and the total cost to ship to each location.

1. Setup Wine Club Items Select the Setup Wine Club Items link under the Merchant Services menu to setup your item(s), and then select the link to add a new item.

A page is displayed allowing you to specify the name, cost and other parameters of your wine club offering. You also either enter a link to the description on your existing Web site or type a description of the wine club. Select the Update button to save the data. Or the Clear Changes button to reset the program. Then repeat the update process for each of your wine club offerings.

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3. Wine Club Shipping Destinations Select the Define Wine Club Shipping Destinations link on the Merchant services menu to specify your shipping destinations.

A page is displayed listing each U.S. state, plus blank rows for other destinations. Place a check mark in the box next to each destination where you can ship your wine. If you ship to most U.S. states, use the "Check All" button. Then enter the shipping cost(s) for each destination, any sales tax rate, and the preferred shipping carrier. Enter the shipping cost in the Ship Level 1 column unless you have multiple clubs with differing shipping costs. If this information is similar across most destinations, use the "Copy Down" button to reduce typing. For non-U.S. destinations, five blank lines are provided at the bottom. Check the box, and then enter the country and optionally the region. If more than five lines are needed, press the Update button, then redisplay the page to see five more blank lines.

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8. Administration

1. Update User Profile and Password This option on the merchant menu is to update or change your user profile and the services for which you are subscribed.

The services section shows the services for which you have registered and the date of registration. You may add additional services by checking the appropriate checkbox. When you have completed all the necessary fields on this screen, select either the Update button or the Clear Changes button.

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2. Billing Information You are required to enter a credit card so we can bill you for the services provided. Select this option on The Merchant Menu to enter your credit card. The following page will be displayed.

The WineWeb generates online invoices after the end of each month for services provided in that preceding month. The invoices are emailed to you for review. We provide you at least one business day to review the invoice before we process your credit card. For your security, we encrypt the credit card number in our database.

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3. View Recent Activity You can view your Site statistics and monitor your website activity. Select this option on The Merchant Menu to track and monitor statistical information regarding Activities. You will be transferred to the Merchant Activity Statistics program.

The page will display view counts of your pages. The top section lists the counts by page type. The bottom section lists clicks grouped by winery. Clicking on the count number displays a detail page with information on each view. You can change the time period displayed by selecting a number of days in the drop down box near the bottom and pressing the Go button.

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4. View Invoice See and Pay your WineWeb bills. Selecting this option on the Merchant menu will transfer you to the Invoices page.

The program will display: The following invoices have been generated on your account. Select one to view the details. After you have reviewed the invoices, select the return to merchant service button to be transferred to the Merchant Menu.

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Documents

Merchant Services User Guide - WineWeb · 2007. 1. 21. · WineWeb Merchant Services User Guide 2. Login to your Merchant Account To access your WineWeb merchant account, you will