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Setting Up Automated Dropship Suppliers

This guide will take you through the process of setting up a supplier for automated dropshipping.

Dropshipping is when a customer places an order with a retailer, who then orders the item from the supplier, and the supplier then sends it directly to the customer. This cuts out the need for the retailer to hold large amounts of stock and massively reduces the necessary capital needed. Cloud Commerce Pro can simply this process even further by automatically contacting the supplier when a customer places a dropshipable order.

Dropship is incredibly easy to use with Cloud Commerce Pro and only requires a few simple steps to get up and running.

For a guide on setting up manual dropship, click here: Setting Up Manual Dropship Suppliers

1. Dropship Template Setup – Configuration

1. Dropship Template Setup - Configuration

A template needs to be created to form the email that will be sent to the supplier when a dropship order is made.

Click “Configuration” from the Admin Centre.

2. Dropship Template Setup – Configuration Menu

2. Dropship Template Setup - Configuration Menu

From the configuration menu, click “Template Editor”.

3. Dropship Template Setup – Template Editor

3. Dropship Template Setup - Template Editor

From the template editor click “New” to start making a new template.

4. Dropship Template Setup – Template Wizard

4. Dropship Template Setup - Template Wizard

1. Language – Select “UK English” as the language.

2. Category – Set the category to “General”

3. Template Name – Give your template a clear name to distinguish it from the others and to ensure you can easily assign it to the relevant trigger later on.

4. Subject – Use the subject field to enter a brief description of the templates function. If this is obvious, simply re-use the template name for the subject field.

5. Source Code – Click the source code button to open a new window in which HTML code can be added in order to generate your template.

5. Dropship Template Setup – Source Code

5. Dropship Template Setup - Source Code

1. Copy the HTML code below and paste it into the code window.

2. Click “Ok” to continue.

6. Dropship Template Setup – Template Preview

6. Dropship Template Setup - Template Preview

The HTML code above will produce an email like this one, but due to the tags, the various details and company logo will be changed to the ones that are relevant for each order.

7. Dropship Template Setup – Saving Template

7. Dropship Template Setup - Saving Template

You can alter the template to personalise it either by changing the HTML code in source code mode or by changing it directly on the wizard.

Templates are an advanced feature, so if you need help or advice please contact the Cloud Commerce Pro support team.

We also have a more in depth guide on templates which you can find here: Creating Templates & Triggers

When you are happy with your template, click “Save” to continue.

8. Dropship Trigger Setup – Configuration Menu

8. Dropship Trigger Setup - Configuration Menu

Every template needs a trigger in order to function by creating a link between the template and an action. This establishes the exact scenario in which Cloud Commerce Pro should generate the templateand what to do with it.

From the configuration menu, under the Letters section, click “Triggers”

9. Dropship Trigger Setup – Create Template Links

9. Dropship Trigger Setup - Create Template Links

Scroll down to the bottom of the Triggers page to create a new template link.

1. Trigger – Select “OrderPlacedDropshipNotification” from the drop down menu as your trigger.

2. Template – Select the template you created for dropship orders earlier from the drop down menu.

3. Method – From the drop down menu, select “Email” as the method.

4. Save – Click “Save” to confirm your choices and continue.

10. Supplier Setup – Admin Centre

10. Supplier Setup - Admin Centre

Next we will look at adding dropship to a supplier.

From the Admin Centre click “Suppliers”

11. Supplier Setup – Supplier List

11. Supplier Setup - Supplier List

From the list of suppliers, select the one you want to apply dropshipping to.

12. Supplier Setup – Supplier Details

12. Supplier Setup - Supplier Details

On the Supplier Details page locate the Purchase Order Type section and click “Edit”.

13. Supplier Setup – Purchase Order Type

13. Supplier Setup - Purchase Order Type

1. Type – From the drop down menu, select “Dropship”. The “Dropship Manual” option relates to the non-automated version of dropshipping which is covered in a separate guide. The “Purchase Order” option turns off dropship.

2. Update – Tick the box marked “Update product links” to flag all the products assigned to this supplier for dropshipping.

3. Save / Back – Click “Save” to confirm your selection or “Back” to return to the previous screen without making any changes.

14. Product Exclusion – Admin Centre

14. Product Exclusion - Admin Centre

You may onlywant certain products assigned to a supplier are to be used for dropship or to exclude some. You can do this by editing the product.

If you do not wish to exclude any products, you can finish here as your dropship supplier is now fully functional.

From the Admin Centre click “Products” to continue.

15. Product Exclusion – Product Range List

15. Product Exclusion - Product Range List

From the Product Range List page locate the product variation you want to assign dropship to. You can either use the “Search” function or the alphabetised filters.

16. Product Exclusion – Product Variation

16. Product Exclusion - Product Variation

On the product variation page locate the Suppliers section and click “Edit”.

17. Product Exclusion – Factory Price Editor

17. Product Exclusion - Factory Price Editor

1. Beside the supplier there will be a check box for “Dropship?”. Un-check this to exclude this product variation from dropshipping with the attached supplier.

2. Click “Save” to confirm your selection or “Back” to go to the previous page.

Now your dropship setup has been fully automated, so when a customer places an order for an item that you have setup in this way, the supplier will be automatically emailed.

Setting Up Manual Dropship Suppliers

This guide will take you through the process of setting up a supplier for manual dropship and how to use it.

Dropshipping is when a customer places an order with a retailer, who then orders the item from the supplier, and the supplier then sends it directly to the customer. This cuts out the need for the retailer to hold large amounts of stock and massively reduces the necessary capital needed.

Dropship is incredibly easy to use with Cloud Commerce Pro and only requires a few simple steps to get up and running.

For a guide on setting up automated dropship suppliers, click here: Setting Up Automated Dropship Suppliers

1. Dropship Template Setup – Configuration

1. Dropship Template Setup - Configuration

A template needs to be created to form the email that will be sent to the supplier when a dropship order is made.

Click “Configuration” from the Admin Centre.

2. Dropship Template Setup – Configuration Menu

2. Dropship Template Setup - Configuration Menu

From the configuration menu, click “Template Editor”.

3. Dropship Template Setup – Template Editor

3. Dropship Template Setup - Template Editor

From the template editor click “New” to start making a new template.

4. Dropship Template Setup – Template Wizard

4. Dropship Template Setup - Template Wizard

1. Language – Select “UK English” as the language.

2. Category – Set the category to “General”

3. Template Name – Give your template a clear name to distinguish it from the others and to ensure you can easily assign it to the relevant trigger later on.

4. Subject – Use the subject field to enter a brief description of the templates function. If this is obvious, simply re-use the template name for the subject field.

5. Source Code – Click the source code button to open a new window in which HTML code can be added in order to generate your template.

5. Dropship Template Setup – Source Code

5. Dropship Template Setup - Source Code

1. Copy the HTML code below and paste it into the code window.

2. Click “Ok” to continue.

6. Dropship Template Setup – Template Preview

6. Dropship Template Setup - Template Preview

The HTML code above will produce an email like this one, but due to the tags, the various details and company logo will be changed to the ones that are relevant for each order.

7. Dropship Template Setup – Saving Template

7. Dropship Template Setup - Saving Template

You can alter the template to personalise it either by changing the HTML code in source code mode or by changing it directly on the wizard.

Templates are an advanced feature, so if you need help or advice please contact the Cloud Commerce Pro support team.

We also have a more in depth guide on templates which you can find here: Creating Templates & Triggers

When you are happy with your template, click “Save” to continue.

8. Dropship Trigger Setup – Configuration Menu

8. Dropship Trigger Setup - Configuration Menu

Every template needs a trigger in order to function by creating a link between the template and an action. This establishes the exact scenario in which Cloud Commerce Pro should generate the templateand what to do with it.

From the configuration menu, under the Letters section, click “Triggers”

9. Dropship Trigger Setup – Create Template Links

9. Dropship Trigger Setup - Create Template Links

Scroll down to the bottom of the Triggers page to create a new template link.

1. Trigger – Select “OrderPlacedDropshipNotification” from the drop down menu as your trigger.

2. Template – Select the template you created for dropship orders earlier from the drop down menu.

3. Method – From the drop down menu, select “Email” as the method.

4. Save – Click “Save” to confirm your choices and continue.

10. Supplier Setup – Admin Centre

10. Supplier Setup - Admin Centre

Next we will look at adding dropship to a supplier.

From the Admin Centre click “Suppliers”

11. Supplier Setup – Supplier List

11. Supplier Setup - Supplier List

From the list of suppliers, select the one you want to apply dropshipping to.

12. Supplier Setup – Supplier Details

12. Supplier Setup - Supplier Details

On the Supplier Details page locate the Purchase Order Type section and click “Edit”.

13. Supplier Setup – Purchase Order Type

13. Supplier Setup - Purchase Order Type

1. Type – From the drop down menu, select “Dropship Manual”. The other “Dropship” option relates to automated dropshipping which is covered in a separate guide. The “Purchase Order” turns off dropship.

2. Update – Tick the box marked “Update product links” to flag all the products assigned to this supplier for dropshipping.

3. Save / Back – Click “Save” to confirm your selection or “Back” to return to the previous screen without making any changes.

14. Product Exclusion – Admin Centre

14. Product Exclusion - Admin Centre

You may only want certain products assigned to a supplier are to be used for dropship or to exclude some. You can do this by editing the product.

If you do not wish to exclude any products, you can skip to step 18.

From the Admin Centre click “Products” to continue.

15. Product Exclusion – Product Range List

15. Product Exclusion - Product Range List

From the Product Range List page locate the product variation you want to assign dropship to. You can either use the “Search” function or the alphabetised filters.

16. Product Exclusion – Product Variation

16. Product Exclusion - Product Variation

On the product variation page locate the Suppliers section and click “Edit”.

17. Product Exclusion – Factory Price Editor

17. Product Exclusion - Factory Price Editor

1. Beside the supplier there will be a check box for “Dropship?”. Un-check this to exclude this product variation from dropshipping with the attached supplier.

2. Click “Save” to confirm your selection or “Back” to go to the previous page.

18. Using Dropship – Admin Centre

18. Using Dropship - Admin Centre

Now that dropship has been configured, you can start to use it for relevant orders.

Click “Order Dispatch” from the Admin Centre.

19. Using Dropship – Order Dispatch

19. Using Dropship - Order Dispatch

1. Selection – There are multiple ways to select dropship orders. You can navigate to them directly if you know what you are looking for or use filters to view only orders from certain sales channels or suppliers. Since you are simply going to analyse your orders to check for any dropship ones, it is easiest to simply select all of them using the check box at the top.

2. Actions – Hover the mouse over “Actions” for more options.

20. Using Dropship – Actions

20. Using Dropship - Actions

Click “Dropship Analysis” from the Actions menu.

21. Using Dropship – Dropship Analysis

21. Using Dropship - Dropship Analysis

Dropship analysis checks all the orders selected and filters out the ones that can be dropshipped.

1. Dropship Orders – If the analysis finds any orders that are setup for dropship, they will be grouped together by supplier and shown here.

2. Non-Dropship Orders – Orders analysed that do not have a dropship supplier attached will be filtered from the rest, but displayed for your information.

3. Email SuppliersIf you want emails sending to the supplier to request the drop, ensure this box is checked.

4. Dispatch Dropshipped Items – Check this box if you want to items being dropshipped to be marked as dispatched on any relevant external sales channels.

5. Confirm / Cancel – Click “Confirm” to finalise your choices and dispatch any dropship orders selected or click “Cancel” to go back to the previous page.

Setting Auto Purchase Orders In Bulk

You can set Cloud Commerce Pro to re-order goods from your suppliers automatically using the auto purchase order feature.

To do this you need to change a setting in your product page or change the settings in bulk by importing the data.

This guide will take you through the steps of setting auto purchase orders in bulk via a spreadsheet.

For a guide on setting auto purchase orders manually, click here.

1. Admin Centre

1. Admin Centre

Click “Products” from the Admin Centre.

2. Product Range – Exports

2. Product Range - Exports

Click “Exports” from the Product Range page.

3. Product Exports

3. Product Exports

When working with imports and exports, it is important to ensure you are using the most up to date information possible. Always make a fresh export when making changes.

Click “Export Products” to start compiling all of your products ready for export. The progress will be shown below with the latest export appearing at the bottom of the list. When the export is ready it will display as “Complete” in the status field.

Hover the mouse over “Actions” beside your export and click “Download Spreadsheet”. Open your spreadsheet to continue.

4. Spreadsheet

4. Spreadsheet

When importing data it is best to use a fresh spreadsheet to ensure the integrity of the data.

Open a new blank spreadsheet along side your exported one before copy and pasting the headers from one to the other.

Locate the products you want to edit, usually with CTRL+F and search on the SKU code if you know it or a keyword from the product name. Copy and paste them over to the new spreadsheet.

There are four columns we need to be aware of when editing auto purchase order details:

1. VAR_AutoPurchaseOrder – This selects the purchase order type. There are 6 options which can be selected using the numbers 0 to 5. You only need to follow steps 2 to 4 below when selecting order type 4.

  • 0 = Off – No auto purchase order.
  • 1 = Auto If No Stock – Create a purchase order when the product goes out of stock.
  • 2 = Always – Create a purchase order each time the item is sold.
  • 3 = Dropshipped – Automatically email your supplier with details of customer orders that you wish them to dispatch on your behalf. This option also requires an email template configuring. Speak to your project manager for further help on this option.
  • 4 = At Stock Quantity – Configure the stock level when you want auto purchase orders to be created as well as how much of the product to order. This function is explained in more detail below.
  • 5 = When Needed To Allocate – Create a purchase order when an item is out of stock, but has orders waiting.

2. VAR_PurchaseOrderAtStockQuantity – This is the stock level at which you want a purchase order creating. For example, if you want a purchase order to be generated when a product’s stock level reaches 5 or below, you would simply enter 5 in this column.

3. VAR_PurchaseOrderMaxStock – This determines the amount to be ordered once the lowest value is reached. For example, you could enter 20 in this column if you want the stock level of an item to go up to 20 after a purchase order is generated. If the “order at stock” level was set to 5 as above, the system would generate a purchase order for 15 of the product in order to bring the total back up to the desired 20.

4. VAR_PurchaseOrderStockType – The order stock type is set to 0 by default which represents “max”. This is the only option, so this column should be left untouched.

Once you have made all the changes needed, save the spreadsheet and give it an easily identifiable name ready to be imported back into Cloud Commerce Pro.

5. Product Range – Imports

5. Product Range - Imports

Click “Imports” from the Product Range page.

6. Product Imports

6. Product Imports

1. Upload – Click “Upload Spreadsheet” and navigate to the new spreadsheet you just saved and click “Open”.

2. Use – Find your spreadsheet in the list of available items (they are ordered alphabetically) and check the box labelled “Use”.

7. Import Steps

7. Import Steps

Scroll down the page until you find Step 1: Option Import Results and click the “Import Options” button. The information will change to reflect what is read from your new spreadsheet so you can see it processing. When the status field changes to “complete” the import for this step has been successful.

Scroll back up to your available items and find your spreadsheet and click “Use” once more. Repeat the above for the following steps:

  • Step 2: Option Values Import Results
  • Step 3: Range Import Results
  • Step 4: Range <=> Option Links Import Results
  • Step 5: Variation Import Results
  • Step 6: Variation <=> OptionValue Links Import Results
  • Step 6a: Range <=> Option Link Options Import Results

Remember to reselect your spreadsheet before doing each step. The information is imported sequentially in this manner to preserve data integrity.

8. Viewing Results

8. Viewing Results

You can check your imported auto purchase orders at any time by searching for the product in the usual manner and selecting a particular variation. The auto purchase order information can be found at the bottom right of the page.

Fulfil orders for all channels from your Amazon FBA stock

This week at Cloud Commerce Pro we are releasing a new feature that has been often requested.  If you store products with Amazon to fulfil your FBA orders you can now use that stock to fulfil orders for other channels.

Using this new feature you can set Cloud Commerce Pro to always fulfil from your Amazon stock or let you do it manually in the event an order arrives for dispatch in your queue and you don’t hold sufficient stock locally, or other reasons.

If you wish to use this feature please speak to your project manager.

Creating & Applying Trade Discount Codes

This guide will take you through the process of creating discount codes which can be used to drive sales and clear old stock.

Discounts can be wide reaching and apply to your entire inventory, but they can also be specific to a certain sales channel, customer or product range.

These are specifically trade discounts which only apply to wholesale or telephone order sales channels. Discounts for external sales channels such as Amazon or eBay should be set up directly through them.

1. Admin Centre

1. Admin Centre

Click “Discount Codes” from the Admin Centre.

2. Discount Codes

2. Discount Codes

1. Any previously created discount codes will be displayed here.

2. Click “New Discount Code” to continue.

3.Discount Code Editor

3.Discount Code Editor

1. Description – Give your discount code a clear name so it can be easily identified.

2. Discount Code – This is the actual code that customers will use to receive the discount.

3. Discount Type – Choose from either a monetary or percentage type discount.

4. Discount Value – This is the actual value of your discount. So for a monetary discount, enter the amount you want to be discounted in pounds. For a percentage discount, enter the amount relevant for the discount required, such as “25” for a 25% discount.

5. Date Range From – Select the date you want the discount code to be valid from.

6. Date Range To – Select the date you want the discount to end.

7. Save / Back – Click “Save” to confirm your choices or “Back” to return to the previous screen.

4. Discount Code Details

4. Discount Code Details

1. Edit – Click “Edit to change any of the details you entered when creating the discount code.

2. Add Agents / Companies – If you want a discount code that only applies to a certain company or group of companies that buy from you, click “Add” to select them.

3. Add Sales Channels – To have a discount code apply to ALL products on a specific sales channel, click “Add” and select the channel from the list. Bear in mind that discount codes created in this manner can only be applied to wholesale and telephone order sales channels. Discount codes for external sales channels such as Amazon or eBay need to be set up directly through them.

4. Products – You can focus the use of discount codes further by adding specific products. Find the product range you want to add from the category list and click “Add”. Repeat the process to add more products.

As mentioned in the wizard, you must select either a company or a sales channel in order for your discount code to function, you cannot have both.

If you have followed the steps above, you should have a fully functioning discount code which you can distribute to your customers as you see fit.

Configuring & Using The Message Centre

This guide will take you through the process of setting up and using the Cloud Commerce Pro message centre.

Message Centre allows you to have all of your emails from various sources and sales channels integrated directly into Cloud Commerce Pro. This allows you to use a highly customisable combination of rules and filters to ensure you only see the emails you need, when you need them the most.

1. Admin Centre

1. Admin Centre

Click “Configuration” from the Admin Centre.

2. Configuration Options – Exchange Accounts

2. Configuration Options - Exchange Accounts

Navigate to “Message Centre” in the configuration options side bar and click to expand the section. Click “Exchange Accounts” to add and edit mail accounts.

3. Exchange Accounts

3. Exchange Accounts

The page will be blank if you have not previously added any accounts. Click “Add New Account” to continue.

4. New Account

4. New Account

1. Account Alias – Add a 3 character alias to identify the mail account you want to add.

2. Email – Enter the email address of the account you want to add.

3. Password – This is the password for the email account.

4. EWS URL – This is the web address for your exchange web services. For external email addresses you must use Office 365, so click the “Default Office 365” button to automatically fill this field with the correct URL. If your emails are hosted with Cloud Commerce Pro you can leave this section blank.

5. Save / Cancel – Click “Save” to confirm your choices and save the new account or “Cancel” to go back.

To add multiple accounts click “Add New Account” and repeat the steps above.

5. Configuration Options – Message Source Rules

5. Configuration Options - Message Source Rules

Message source rules are used to group together the various types of places messages can come from. Message source and classification rules are used together to direct automation such as auto reply rules and message templates and ensures they are used at the correct times.

Navigate back to the Configuration Options sidebar. Click “Message Source Rules” to continue.

6. Message Source Rules

6. Message Source Rules

Click “Add New Rule” to continue.

7. Message Source Rules – New Rule

7. Message Source Rules - New Rule

1. If Sender Ends With – Specify a variable that an email ends with such as “@gmail.com” or “@cloudcommercepro.com”.

2. Classify It As – Select what you want the above to be classified as. As mentioned above, there should be no need for you to configure Amazon and eBay sources here as these are recognised by the system:

  • Priority Sender
  • Market Place
  • Trade Partner
  • Customer
  • Internal

3. Save / Cancel – Click “Save” to confirm your choices or “Cancel” to go back. Repeat these 2 steps to add more message source rules.

8. Configuration Options – Message Classification Rules

8. Configuration Options - Message Classification Rules

Message clarification rules look at the subject of an email in order to assign it to a certain group. Message source and classification rules are used together to direct automation such as auto reply rules and message templates and ensures they are used at the correct times.

Navigate back to the Configuration Options sidebar. Click “Message Clarification Rules” to continue.

9. Message Classification Rules

9. Message Classification Rules

Click “Add New Rule” to continue.

10. Message Classification Rules – New Rule

10. Message Classification Rules - New Rule

1. If Subject Contains – Enter the variable from an emails subject line that you want to use for classification. For example you might want all emails that contain the word “Return” to be classified as “Returns”.

2. Classify It As – Select what you want the above to be classified as:

  • Order Query
  • Order Cancellation
  • Returns
  • Product Query
  • Internal

3. Save / Cancel – Click “Save” to confirm your choices or “Cancel” to go back. Repeat these 2 steps to add more message source rules.

11. Configuration Options – Message Templates

11. Configuration Options - Message Templates

You can use message templates to act as the basis for various auto-reply emails that tie in with the source and classification rules you set up previously.

Navigate back to the Configuration Options sidebar. Click “Message Templates” to continue.

12. Message Templates

12. Message Templates

Click “Add New Template” to continue.

13. Message Templates – New Template

13. Message Templates - New Template

1. Template Name – Give your template a name based on the function it will fulfil such as “Returns” or “Order Query”.

2. Template Body – Populate your template with text here.

3. Source Code – Click the <> button to populate your template with HTML code.

4. Insert – Click here for a list of pre-generated variables that can populate certain parts of the email that change. For example, $CUSTOMERTEL$ would pull the customers telephone number and insert it where the variable is placed.

5. Save / Cancel – Click “Save” to confirm your choices or cancel to go back.

Template creation is an advanced feature in Cloud Commerce Pro. If you need help with this, speak to your project manager.

14. Configuration Options – Auto Reply Rules

14. Configuration Options - Auto Reply Rules

Auto reply rules link your message templates with the messages sources and message classifications that we set up earlier in order to create an auto-reply message for a specific scenario.

Navigate back to the Configuration Options sidebar. Click “Auto Reply Rules” to continue.

15. Auto Reply Rules

15. Auto Reply Rules

Click “Add New Rule” to continue.

16. Auto Reply Rules – New Rule

16. Auto Reply Rules - New Rule

1. Message Source – Select a relevant message source for the auto reply rule you want to set up:

  • Priority Sender
  • eBay
  • Amazon
  • Market Place
  • Trade Partner
  • Customer
  • Internal

2. Message Type – Select a relevant message type for the auto reply rule you want to set up:

  • Order Query
  • Order Cancellation
  • Returns
  • Product Query
  • Internal

3. Use Template – Any templates you have created will display here. Select the one designed for this automation job.

4. Mark As Replied? – Click the check box if you want auto-replies to mark a message as having been applied to.

5. Save / Cancel – Click “Save” to confirm your choices or “Cancel” to go back.

17. Configuration Options – Message Ignore Rules

17. Configuration Options - Message Ignore Rules

The message ignore rules section allows you to set up combinations of email addresses and circumstances that you don’t want filtering through to the message centre. Use this to ensure you are only seeing the mails that need the most attention.

Navigate back to the Configuration Options sidebar. Click “Message Ignore Rules” to continue.

18. Ignore Rules

18. Ignore Rules

Click “Add Default Rules” to continue.

19. Ignore Rules – Default Rules

19. Ignore Rules - Default Rules

The default rules act as a basic mail filter for your message centre to help keep the content as relevant as possible.

To delete a rule, click the trashcan button besides it.

20. Ignore Rules – New Rule

20. Ignore Rules - New Rule

To add your own ignore rules, click “Add New Rule”.

21. Ignore Rules – New Rule Creation

21. Ignore Rules - New Rule Creation

1. If From Match – Add an email address to match up against.

2. If Subject Contains – You can leave this blank to ignore everything by the email address entered above or enter a keyword to look for in the email’s subject field to ignore. For example, you might want to ignore everything that contains the word “Return” from a specific address.

3. Save / Cancel – Click “Save” to confirm your choices or “Cancel” to go back.

22. Ignore Rules – Apply Rules

22. Ignore Rules - Apply Rules

Click “Apply Rules Now” start using your default rules as well as any you added manually.

23. Configuration Options – Reply Timers

23. Configuration Options - Reply Timers

Navigate back to the Configuration Options sidebar. Click “Reply Timers” to continue.

24. Message Reply Timers

24. Message Reply Timers

Message reply timers assign deadlines to messages to ensure such things as customer and client emails are being replied to in a timely manner.

1. Default – The default reply deadline can be set anywhere between 0 and 72 hours.

2. New – Click “Add New Rule” to make a custom timer.

25. Message Reply Timers – New Rule

25. Message Reply Timers - New Rule

1. Message Source – Pick a message source from the list to define where the email will be coming from for this timer to be applied:

  • Priority Sender
  • eBay
  • Amazon
  • Market Place
  • Trade Partner
  • Customer
  • Internal

2. Message Type – Select the type of message this timer will apply to:

  • Order Query
  • Order Cancellation
  • Returns
  • Product Query
  • Internal

3. Reply Deadline – Select the number of hours to wait before a reply is required between 0 and 72 hours.

4. Save / Cancel – Click “Save” to confirm your timer rule or “Cancel” to go back.

Repeat this process to add as many reply timers as required.

26. Admin Centre

26. Admin Centre

You can view a summary of your messages from the Admin Centre.

1. Total – The total number of unread messages.

2. Summary – Your most recent unread messages will be displayed here. The sales channel is displayed on the far left followed by the query type (product query, order query or unknown), a summary of the mail and the reply timer.

3. View All – Click “View All Messages” to go to the message centre.

27. Message Centre

27. Message Centre

1. Tabs – There are several tabs to choose from which effect what emails will be displayed:

  • New – Unread mail.
  • Urgent – Mail that is near or past its reply deadline.
  • Pending – Un-replied mail.
  • Inbox – All incoming mail.
  • Sent – All outgoing mail.
  • Ignored – Mail flagged by one or more of the ignore rules.

2. Search – You can use the search bar regardless of which tab you are in, and you will switched automatically to the search tab to display the results.

CCP Till EPOS System – Till Management

This guide will take you through the process of setting and editing floats on the Cloud Commerce Pro till EPOS system, as well as viewing transaction histories and balancing the till at the end of the day.

The CCP EPOS System is a piece of software giving you control over your customer facing business with an intuitive interface that is both powerful and user friendly.

1. Logging In

1. Logging In

Log in as a manager to access Statistics Mode. This mode is not available to non-managerial operators.

2. Sales Mode

2. Sales Mode

After logging in you will be taken to Sales Mode.

Click the “Statistics” tab to continue.

3. Statistics Mode

3. Statistics Mode

At the start of each day you can set your float.

Click the “Adjustments” button to continue.

4. Float Management

4. Float Management

1. Take Funds From Float – Use this if you have already set up a float for the day and want to reduce it.

2. Add Funds To Float – Use this if you have already set up a float for the day and want to increase it.

3. Set Float Amount – Use this to begin setting the float.

5. Enter Amount

5. Enter Amount

A keypad will display for each of the options above. Use it to enter the amount you require.

6. Float Added

6. Float Added

1. The changes made to the float will be reflected in the “New Cash Amount” box.

2. Click “Accept” to confirm your changes.

7. Takings Overview

7. Takings Overview

1. Search – By default, the overview in statistics mode will be blank. The “from” and “To” inputs default to the current day, so you can quickly display the days transactions by pressing the “Search” button. Change the dates to view transactions from or between other days.

2. Float – The first transaction each day should be your float which is marked in blue. This is useful if you forget the amount when it comes to cashing up at the end of the day.

3. Refunds – Refunds are displayed in red with their total showing as a minus figure.

4. Other transactions – Normal transactions are displayed in black. Under the payments field you can see what payment method was used, as well as if change was due.

5. Totals – The totals sections breaks down the takings for the time period searched. These are broken down by into the various payment types. “Takings” represents the total amount of sales made, where as “Grand Total” is the total amount in the till which would also include any floats added.

6. Balance Till – At the close of business, click the “Balance Till” button to assist with cashing up your till.

8. Balance – End of Day Procedure

8. Balance - End of Day Procedure

1. Set Float – Click “Set Float Amount” to tell the system how much to deduct from your grand total to roll over to the next day to be used as the float.

2. Totals – Cash of the till as normal and use the figures under “Totals by Type” to check against to make sure each currency type is correct.

3. Grand Total – This shows all takings including your float.

4. Total To Balance – This is your grand total minus any float you have set and represents what you need to bank.

5. Accept / Cancel – Click “Accept” after counting your till to reset the amounts ready for the next day. If you are not ready to close, click “Cancel” to go back to Statistics Mode.

CCP Till EPOS System – Processing Refunds

This guide will take you through processing a refund on the Cloud Commerce Pro till EPOS system.

The CCP EPOS System is a piece of software giving you control over your customer facing business with an intuitive interface that is both powerful and user friendly.

1. Logging In

1. Logging In

Choose between normal operator and manager mode depending on who is operating the till.

You will be prompted for the relevant PIN before being allowed to continue.

2. Sales Mode

2. Sales Mode

After logging in you will reach Sales Mode.

Click the “Reverse” tab to continue.

3. Reverse Mode

3. Reverse Mode

Reverse Mode controls your refunds and returns.

1. Narrowing The Search – If a customer has a receipt upon returning an item, you can find the date of the transaction from there. Otherwise, you can ask a customer roughly when they made the purchase and check through a list of all transactions between the dates you set.

You can also search via the product’s barcode if known.

2. Local / Cloud – Click one of the the search buttons to start looking for previous transactions.

  • Search Local – This will display all transactions saved on this particular till within the timeframe selected.
  • Search Cloud – This will search any tills you have set up on Cloud Commerce Pro and pull transactions from there. This is a very useful feature as you can process returns easily and accurately even when a customer is returning something from another store.

3. Search Results – The results of your chosen search method are displayed. Use the customers receipt to match the time and date of the transaction if there are a lot of transactions.

4. Reprint – Click “Reprint” for a new copy of the selected transaction’s receipt.

5. Selection – With the required transaction selected, click “OK” to begin processing the return. Alternatively you can double click the transaction.

At this point you will be prompted for the managers PIN regardless of who is using the till. This ensures managers retain proper oversight of all returns made by staff.

4. Refund Window

4. Refund Window

1. Transaction Items –The individual items from the selected transaction will be listed here.

2. Moving Items – You can select items from the transaction and move them over to the “To Refund” section to prepare them as a return. There are multiple ways this can be done:

  • 1 Item – This moves a single unit of the particular item selected. Use this when a return has an item with a quantity higher than 1, but you do not need to return them all.
  • Group – This will move all units of the item selected. This would be used when returning multiples of the same item.
  • All – This will move all items to be processed as returns.

3. To Refund – Items moved in the above method will appear under the “To Refund” section.

The “All”, “Group” and “1 Item” buttons can be used in the same manner as those above to move things from the “To Refund” section back to “Transaction Items”

4. Return Reason – Select whether the goods being returned are faulty or have been purchased in error. This is an important distinction as goods purchased in error will be added back to your current stock level, but goods returned as faulty would typically not be fit for resale, so they are not reintroduced to stock levels.

5. Accept / Cancel – Once you have all the required items added to the return, click “Accept” to continue or “Cancel” to void the returns process.

5. Payment Type

5. Payment Type

Select the payment type you require. Your choice will be limited based on how the customer originally paid. So a cash transaction can only be refunded in cash and a card transaction can only be refunded back on to the card. All transactions have the added option of a refund via credit note.

6. Enter Amount

6. Enter Amount

Use the keypad to enter the amount to be refunded to the customer. To quickly issue the full value press “Total”.

To issue a refund via multiple payment types such as part cash, part credit note, enter the first amount into the keypad. After pressing enter you will be taken back to the payment type window ready to select your second payment type.

7. Confirmation

7. Confirmation

The total to be refunded will be displayed. This gives you one last chance to to void the return by clicking “Cancel”.

Click “Confirm” to finalise the return and go back to the Reverse Mode screen.

EPOS New Feature and Update to the Suppliers Section

For users of the Cloud Commerce Pro EPOS feature we have included a small but often requested update this week.

Previously when adding discounts it was required to add discounts on a per line basis however customers have asked us to be able to add discounts to an order as a whole.  This simple change on the surface was actually very complex under the hood.  Discounts for accounting purposes still have to be attributed to items so what we have done is allowed you to enter your desired discount amount or percentage and then we automatically spread that across the items on the order, hopefully making users lives a little easier.

You will find the new “order discount” icon next to the totals button at the bottom of the screen.  A new screen pops up that allows you to enter your desired discount.  You can still access the order line discounts by either clicking the adjustments button or double clicking the line item.

In addition and in the spirit of small updates that make things easier we have also improved how supplier orders are displayed on the suppliers section of Cloud Commerce Pro.  In the past both open and closed supplier orders were displayed on the main supplier page. We have now split these out so the page just loads faster, especially for users with lots of supplier orders.  The completed orders can still be accessed by clicking the “delivered orders” button.

 

CCP Till EPOS System – Making A Sale

This guide will take you through the process of adding products on the Cloud Commerce Pro EPOS till system and taking a payment.

The CCP EPOS System is a piece of software giving you control over your customer facing business with an intuitive interface that is both powerful and user friendly.

1. Logging In

1. Logging In

1. Till User – Select between “Till Operator” and “Till Manager” depending on who will be using the till. The Till Manager user has access to Statistics mode that shows a history of sales as well as the ability to create and edit the float and balance the till for cashing up purposes. Statistics mode is explained in more detail in another guide.

2. Confirmation – Click “OK” to continue.

2. Sales Mode

2. Sales Mode

1. Sales Tab – Once logged in the default view is the sales tab allowing you to start processing sales right away.

2. Search – There are 3 ways to add a product, either by the “Search” button, the “Products” button or by scanning a barcode. Scanning a barcode will be the most typical way of adding products, but for times when barcodes become damaged and unreadable or if you would rather not use barcode scanners, then manually adding products are an efficient alternative.

First of all we will add a product using the search function. Click the “Search” button to continue.

3. Search

3. Search

1. Search Bar – Use the search bar to look for a specific product or enter keywords to narrow the results.

2. Selection – Navigate to the product you want to sell and click it. A small arrow will appear on the left of the listing to confirm it has been selected.

3. Accept – Click the “Accept” button to continue.

4. Product Added

4. Product Added

1. The product you added will appear on the main sales screen.

2. The second way to add a product is to use the Browse Products mode. Click the “Products” button to continue.

5. Browse Products Mode – Select Category

5. Browse Products Mode - Select Category

All of your products will initially be displayed in the categories as set on Cloud Commerce Pro.

Click a category of products to navigate to the item you want to add.

6. Browse Products Mode – Select Product

6. Browse Products Mode - Select Product

Once a category has been selected, the EPOS system will display all products in that category using the main image for that item, making it easy to spot the product you are looking for at a glance. A short description beneath each image helps distinguish similar looking products.

Click the product you want to sell to continue.

7. Browse Products Mode – Quantity

7. Browse Products Mode - Quantity

A keypad will be displayed to prompt you for the quantity of the product you want to add. If you need to change the quantity after this point, it can be done on the main sales page before committing to the sale.

8. Browse Products Mode – Add Multiple Products

8. Browse Products Mode - Add Multiple Products

1. The product you selected will appear in the window on the right to show it is ready to be added to the sale.

2. You can add multiple products by clicking a category and repeating the previous steps.

3. Once you have added all the products you need, click “Accept” to continue.

9. Multiple Products Added

9. Multiple Products Added

1. The products you added via the Browse Products Mode appear on the sales screen in the same way as those added through the search.

The third way to add a product and the most efficient in a retail environment is with a barcode scanner. Scanning a barcode adds the products to the main sales page in the same way that search mode does, with each scan adding a single item. Multiple scans of the same barcode can be used to add multiples of the same product.

2. To make adjustments to products such as discounts, first you must select the item you want to adjust and click the “Adjustments” button.

10. Applying Individual Discounts

10. Applying Individual Discounts

Before reaching this window a keypad will be displayed prompting you for the managers PIN. This ensures staff members can not discount items without managerial oversight.

It is important to bear in mind that if you add multiple quantities of the same item and then apply a discount, it will be applied to each of those items, not just one of them. If you need to sell multiples of the same item, but not discount all of them, you would have to process the discounted products on a separate transaction.

1. Discount – To apply a discount to your product, click the tick box next to “Apply Discount” before clicking on the type of discount you want to apply. There are three types to choose from:

  • By Amount – This deducts a specific amount from the value of the products selected.
  • By % – This will deduct a certain percentage from the value of the products selected.
  • To Value – This alters the price of the selected products to a specific value.

2. VAT Relief – If for any reason you need to waive the VAT on an item, you can tick the box under VAT Relief and click “Apply”.

3. Accept – Click “Accept” to confirm your choice and continue.

11. Discount ForThe Whole Order

11. Discount ForThe Whole Order

To add a discount for the whole order rather than individual items, click the shopping basket icon from the sales page.

12. Applying Discount For The Whole Order

12. Applying Discount For The Whole Order

As with individual discounts, before reaching this window a keypad will be displayed prompting you for the managers PIN.

1. Discount – To apply a discount to the whole of your order, click the tick box next to “Apply Discount” before clicking on the type of discount you want to apply. There are two types to choose from:

  • By Amount – This deducts a specific amount from the value of the order.
  • By % – This will deduct a certain percentage from the value of the order.

It is important to note that when adding an order discount the system will try to divide the amount of discount across the items, but because discounts have to be added to individual items for accounting purposes, in some cases the EPOS may not be able to divide the amount you choose by the amount of items on the order.  If this is the case the EPOS will adjust the discount to the nearest amount possible.

2. VAT Relief – If you need to waive the VAT on an item, you can tick the box under VAT Relief and click “Apply”.

3. Accept – Click “Accept” to confirm your choice and continue.

13. Commit Sale

13. Commit Sale

1. Discounts Applied – Any adjustments made will be reflected in the price shown on the sales tab.

2. Increase / Decrease Quantity – By selecting a product, you can increase or decrease the quantity with the – and + buttons in the bottom right. Decreasing the quantity to zero will remove the product from the sale.

3. Commit Sale – Once all products have been added and any necessary adjustments made, click “Commit Sale” to go to the payment options screen.

14. Payment Options

14. Payment Options

There are five payment options available at the point of sale:

1. Cash – Click this button when taking a payment in cash.

2. Credit Note – If your store uses credit notes, click this to allow a customer to pay via one.

3. Manual Card – These are card payments not directly linked to the EPOS system. For example, you might allow customers to pay via PayPal which would be processed on another screen, but you still want the amount registering on the till system for the sake of calculating your end of day figures.

4. Integrated Card – This allows customers to pay via card with an integrated PDQ machine.

5. Cheque – Although they are becoming an increasingly unsupported payment method in the retail sector, you may still wish to accept cheques. Use this button to register a cheque as a payment.

15. Confirm Sale

15. Confirm Sale

Regardless of the payment method selected, you will be brought to the same confirmation screen with details of the amount taken, the total of the sale and any change that may be due.Click “Confirm” to finalise the sale or “Cancel” to void the sale. Voiding the sale in this way will cancel the whole transaction and take you back to the sales tab.

16. Sale Complete

16. Sale Complete

After confirming or voiding a sale, you will be returned to the sales mode tab ready to make your next transaction.

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