Accessing the Database
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The first two sections of the Web Merchant eManager, Configuration and Setup, and Product Related Activities,  are for setting up and configuring the way your forms and emails will look, the types of information you wish to collect, the payment options you offer and your product database as well as many other important items. In other words, setting up your database.

The remaining sections of the Web Merchant eManager are for accessing and using your database.  From  these sections you will be able to view records,  perform searches,  as well as other important activities.  You will most likely use these functions on a daily basis.

You will find all of the sections of the Web Merchant eManager that deal with accessing the database explained in this chapter. While the individual functions are extremely powerful, they are specifically designed to be as user-friendly as possible.  So, let’s get started!

ORDERS/TRANSACTIONS
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Orders by Date
This function will allow you to view your orders by date.

To Begin..

• From the Web Merchant eManager select Orders by Date from the drop down menu in the Orders/Transactions section.
• Click on the GO button.

You will be taken to a page entitled Orders/Transactions by Date. As you can see this process is very simple and straightforward.

• Select the date range you wish to view from the drop down boxes.
• Select whether you wish to view all orders, or those placed by check only, or credit card only.
• Click on the Get Summaries button.

The summaries you requested will be displayed for you. Note that the Customer Name will be a hyperlink that will take you to a Customer Record which will contain all of the available information you have for that customer. (For example, address, phone number, etc.)  The Order Number will be a hyperlink that will take you to the actual order receipt.  This will be the same in most of the customer/order records you view within the system.

When you are finished viewing summaries, click on the Back To Main Page link at the bottom of the page to return to your Web Merchant eManager.
 

Invoices by Number
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This option allows you to retrieve the original order receipt by entering only the order number.

To Begin..

• From the Web Merchant eManager select Invoices by Number from the drop down menu in the Orders/Transactions section.
• Click on the Go button.

You will be taken to a page that looks like the one below. Enter the order number into the box and you will be taken to the original order receipt.

 
Modify-Credit -Void Orders
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All of these functions are performed from the order receipt or Invoice page, and are available only for orders placed with a credit card. Processing credit card payments is a three step process. You must collect the information from the customer . You must then submit that information, along with the amount of purchase, to the processor for an Authorization number. This, in effect, places a "reservation" on the specified funds in your customer's account for you to claim. The third step is to Settle/Close Batch. This is the final step and puts the transfer of funds from your customer's account to yours into motion.

Because each of these required steps changes the status of the order, the procedure for altering or canceling an order change depending on where you are at in the process..  You may Modify orders only BEFORE submitting it for Authorization. (at this point you may also CANCEL the order from the Orders to Authorize table)  You may VOID an order after you have received an Authorization number, but  BEFORE you settle/close it in your batch.  After you have settle/closed batch, you will need to perform a CREDIT.  The options available for an order will be displayed automatically for you so you will not need to figure it out. For example, if you are past the point where an order can be modified, the Modify option will no longer appear at the bottom of the Invoice page.

Modify Order
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This option allows you to modify an order after it has been placed.  You may add or remove products, change the quantity of a product, or change the price. This function is useful if you are out of stock of an ordered item, or if you wish to give a customer a discount.

To Begin..
• From the Web Merchant eManager select Orders by Number from the drop down menu in the Orders/Transactions section OR, if you do not have the order number, select Orders by Date and search for the order. Click on the order number link to go to the order receipt

Select the Modify Order link at the bottom of the order receipt page. Follow the directions carefully for modifying the order. Be sure to view and check all changes before saving them.

Credits and Voids

To Begin..

•  From the Web Merchant eManager select Orders by Number from the drop down menu in the Orders/Transactions section OR, if you do not have the order number, select Orders by Date and search for the order. Click on the order number link to go to the order receipt
• Voids are required when an order has been completely processed… meaning you have closed/settled your are required when an Authorization has already been performed and you have an Authorization number for the order.  In this case a the bottom of the Invoice page will contain a VOID button. You may click this to VOID the order, and cancel the Authorization number through the processor.
• You must perform a Credit to credit your customer's account for a canceled or altered order.  In this case there will be a CREDIT button at the bottom of the Invoice page. Click on the button to perform a credit.

Orders to Authorize
This option will display the credit card orders that have been placed by customers that need to be manually authorized.

To Begin..

• From the Web Merchant eManager select Orders to Authorize from the drop down menu in the Orders/Transactions section.
• Click on the GO button.

All of the current orders  you need to authorize will be displayed for you.  Click on the Order Number to view the order. Click on the Customer Name to view customer information.

When you are finished, use the Return to Main Page link at the bottom of the page to return to your Web Merchant eManager.

Settle/Close Batch
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All systems and accounts are on Auto-Batch.  Auto-Batch is run once each business day, excluding weekends and bank holidays, and will automatically batch out all transactions currently in your Close/Settle Batch file.  Transactions processed after Auto-Batch is run on your account will be batched the following business day.   After Auto-Batch is run on your account you will be emailed a detailed Batch Report.  This report will be sent to the email address currently entered into the Main Account Setup of your eManager. You may review past reports by selecting Batch Reports from the Orders/Transactions menu of your eManager.  You may review or resend reports to yourself from there. 

 

SEARCH DATABASE RECORDS
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This section of Web Merchant eManager allows to you search through all of your database records. You are offered several choices for your searches. These options are outlined below.

To Search Products

• Select Products from the drop down menu in the Search Database Records section of your Web Merchant eManager
• Click on the GO  button.

You will be taken to a screen entitled Search Products. You are offered two methods for searching Products.  By Product Title, or by Product Code.

• Make your selection from the drop down menu.
• Type the Title or Code you wish to search for into the box.
• Click on the Search button.

To Search Orders
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• Select Orders from the drop down menu in the Search Database Records section of your Web Merchant eManager
• Click on the GO button.

You will be taken to a screen entitled Search Orders.  You are offered seven methods for searching your Order database records.

Order ID
Customer ID
Ship Name…(the name of the person you shipped the order to)
Bus. Name…(the name of the business that placed the order)
Ship City…(the city you shipped the order to)
Ship State…( the state you shipped the order to)
Make your selection from the drop down menu.

• Type the information you wish to search for into the box.
• Click on the Search button.

To Search Order Details
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• Select Order Details from the drop down menu in the Search Database Records section of your Web Merchant eManager
• Click on the GO  button.

You will be taken to a screen entitled Search Order Details  You are offered two methods for searching your Order Details database records. Order ID or Product ID.

• Make your selection from the drop down menu.
• Then type the information you wish to search for into the box.
• Click on the Search button.

To Search Payments
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• Select Payments from the drop down menu in the Search Database Records section of your Web Merchant eManager
• Click on the GO button.

You will be taken to a screen entitled Search Payments. You are offered six methods for searching your Payment database records. These are:

Customer ID
Order ID
Pay Date
Auth Number
Batch Number
Settle Date

• Make your selection from the drop down menu.
• Type the information you wish to search for into the box.
• Click on the Search button.

To Search Customers
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• Select Customers from the drop down menu in the Search Database Records section of your Web Merchant eManager
• Click on the GO  button.

You will be taken to a screen entitled Search Customers.  You are offered seven methods for searching your Customer database records. These are:

Customer ID
First Name
Last Name
Org Name
Phone 1
Email Address
Web URL

• Make your selection from the drop down menu
• Type the information you wish to search for into the box.
• Click on the Search button.

VIEW DATABASE RECORDS
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This section of your Web Merchant eManager is for viewing your database records. This includes information you entered such as product information, as well as information collected by the system, such as Orders, Payments, and Customers. You will notice that this section of eManager looks a little different than the previous sections, but it is just as easy to use.

To Begin..

• From the Web Merchant eManager select the category of database records you wish to view from the drop down menu in the View
• Database Records section.
• Select to view either Primary Fields (this will display only the primary information collected such as name, date, payment etc.) or All Fields. (this will display all fields, and any information entered into those fields)
• Enter the range of records you wish to view From and To.
• Click on the View button.

The records you selected will be displayed.  When you are finished viewing use the Return to Main Page link to return to your Web Merchant eManager.