SmartCart Support Documentation
Welcome to the SmartCart Ecommerce System Help Manual. The concepts of managing an online store with SmartCart are outlined on this page.
If you have any questions, or need help with SmartCart, you may contact Support for technical assistance.
Getting Started: Activating a SmartCart Account
The first step to selling products online is to activate a SmartCart account. This will establish the SmartCart account as a trial account until the service is ordered. The trial account is completely functional and is set at the SmartCart Pro service level. The account service level can be adjusted at the time the service is ordered.
The SmartCart activation form requires the store contact information: Name of Store, Address, Phone, Fax, Email, etc. This information is displayed to the store's customers on the order receipts and can later be modified (if necessary) in the General Settings located in SmartCart Admin Controls.
A user name and password is required to activate the SmartCart account. The user name is also used in your store's
User names and passwords are case sensitive, and only alphanumeric characters should be used. Do not include and spaces or characters such as !,@,#,$,^,&,*,(,)
Passwords should not consist of simple, dictionary words. It is best to use word combinations and/or a combination of letters, numbers and at least one special character. With passwords it is recommended that you use at least one or more special characters such as, !,@,#,$,^,&,*,(,).
Once the initial information has been submitted, you will be asked to check your email. An email is sent to the email address that was submitted with the store information. From the email message is a link to the final review page, then the ecommerce account can be activated by pressing the Setup Store button.
Once your online store has been setup, you can modify the store settings and information from the Administration Area of the ecommerce system. This is explained in further detail in the Administration of SmartCart section.
How SmartCart Works
SmartCart is a hosted ecommerce system that can help companies build and maintain a web store and securely manage online orders. All that is needed to operate SmartCart is a web browser and an internet connection.
There are two ways of using SmartCart to sell your products:
When using SmartCart to create your online catalog, the product information needs to be added to the system. This information can be added manually by entering the data (one product at a time) in SmartCart's Catalog Controls, or all of the product info can be uploaded to the server in the form of a tab delimited text file and published instantly.
Once products have been made available for sale, SmartCart will guide the customer through the order process. Customers will have the ability to establish a Member Account, for even easier future purchases with the web site. All orders are processed securely as SmartCart provides 128 bit SSL encryption to process and transfer critical data.
After an order has been placed, the customer and the store administrator will automatically receive a copy of the order via email. The store administrator can access all of the order details from SmartCart's secure order management area.
Keyword Search Feature
When SmartCart is used to create the online catalog, the ecommerce system provides a keyword search feature that allows customers to quickly locate products that they are looking for. The search utility provides quick results and is powerful enough to return search results in seconds, including large-scale stores carrying over 100,000 products.
Dynamic Content Display
Online Catalog Display
When building an online catalog with SmartCart, the ecommerce system will automatically create your online store as the category data and inventory data are added to the site.
Product Display Page
Viewing Items In Your Cart
When a customer adds an item to their cart, they are then taken to the View Cart page. This page displays the cart contents and provides links to continue shopping, edit quantities, dump cart and checkout.
These functions are made simple with easy to understand symbols such as "+" for add one, "-" for subtract one, and "X" for remove item from cart.
SmartCart provides a quick and simple solution for customers that would like to establish a customer profile (or member account) in your online shopping system. The shopper is prompted to establish a member profile at time of checkout, but it is not required. By establishing a profile, SmartCart will store the customer's name, address, phone, fax, email info so future orders can be submitted easily. The customer will be asked to provide a username and password for their profile settings. The Login link gives customers access to their account info at any time.
Member Account Administration and Sales Reports
Customer Service Form
SmartCart provides a Customer Service form that makes it easy for shoppers to contact the store if they have questions or need assistance with an order. Correspondence is sent directly to the store administrator via email.
If the shopper has logged into their account before submitting their query, the shopper's account name will be printed in the email message.
Checkout: Completing The Order
To checkout, the customer is presented with the following options:
1) activate a member profile and checkout
If the customer has logged into their profile before going to checkout, the system will bypass the checkout options and proceed to display the customer's shipping info and order info. If the information on record is correct, customer then proceeds to the next step of the checkout process.
Review / Shipping Info
SmartCart Pro stores contain a coupon / discount option. Customers may submit a coupon code (if available) and redeem coupons on this step of checkout. If the store offers a discount, and the customer has met the minimum ordering requirements to receive the discount, then the discount will automatically appear.
At this time, the customer submits their contact and shipping information. If the billing information is the same, a checkbox selection can be made so the billing info is automatically entered on the next step.
Select Shipping / Payment Info
Next, the customer is asked to submit their payment info. The payment types offered are set by the store administrator. The shopping system supports Visa, Mastercard, AMEX, Discover, PayPal, E-check, and Payment by Mail options. When paying with credit card, the customer may also be required to submit the CVV info (3 or 4 digit number on back of credit card).
SmartCart provides a field for Special Instructions. This gives the customer a chance to express any additional requests with the order.
Submit Order - Review Receipt
Real Time Credit Card Processing
Other Payment Processing
SmartCart's Administrative Interface provides access to all functions and areas used to administer your online store and process order info. The admin console also displays an ecommerce stats window including visitors, page views and sales data.
Store Address and Contact Info
Payment Types Accepted
System Display Settings
Once changes have been made to the General Settings, click the Submit Changes button to instantly publish the settings to your online store.
Shipping, Currency and Tax Settings
Set Currency Type
State Tax Settings
The Theme Selector offers a variety of pre-designed store templates to use with your SmartCart Ecommerce System. To update your store template, select the template and publish. Your site will be updated instantly.
The Style Settings Manager provides an easy interface to update the style of the online catalog. To update the style settings in SmartCart, make your changes and preview. Once you are satisfied with your changes, publish the style by clicking the Publish button at the bottom of the preview screen. This utility also provides the ability to save styles for backup and/or for future implementation.
Header / Footer / Site Keywords
This feature is used to provide the meta tags thata re embedded into your online store, as well as provide any special messages that need to appear on the order receipts. Simply provide the information that pertains to your online store, then publish to instantly update your site.
The Mailing List Manager stores the email addresses of customers and store members. This utility also provides the ability to create newsletters and announcements to send to your mailing list.
SmartCart requires the user to opt-in in order to be added to the mailing list. If you manually add a user to the mailing list, they will be sent an email that will provide a link that allows the user to opt-into the mailing list. Users may also remove themselves from the mailing list by clicking the removal link that is automatically appended to the emailed message.
Sending Newsletters and Announcements to Mailing List
After creating the announcement, click Preview Message to preview the email you will send to the list. If modifications are needed, you can go back and update before submitting to the list. To send message, click the Blast Email link located on the preview screen.
Email Members Only or Select List PRO
Editing Web Pages
This area also supports the template files, site header and site footer. The header displays at the top of the catalog pages and the footer, respectively, displays at the bottom. The header and footer files will support html, graphics, flash, custom menus, etc. Links and Graphics require a full URL path.
SmartCart provides support for both Coupons and Discounts. Coupons require a code to be passed in order to redeem. This code can be entered at checkout, or passed in a link that the customer clicks on to redeem. Discounts are automatically calculated at checkout and do not require a redemption code. The customer simply needs to meet the minimum order requirements to receive the discount.
When activating coupon and discount codes in your online store, it is important to remember that the coupon/discount codes need to contain only alphanumeric characters, like abc123. Spaces, @, #, $, etc should not be used in the discount code or coupon code fields.
Example Coupon Link:
Adding SmartCart to Your Site
To add SmartCart to your website, you must first determine how SmartCart will be utilitized. Do you want SmartCart to manage and display your entire website? Or perhaps you just want to have SmartCart provide an online catalog and ecommerce system to your website? Have you created your online catalog but would just like to add secure shopping cart ordering buttons to your pages?
This section of the help manual will cover the topic of linking to products, pages and processes in the SmartCart Ecommerce System when using SmartCart to manage inventory information and create the online catalog. Refer to the ButtonMaker section of the help manual for more information on that type of ecommerce integration.
To add an ecommerce catalog to your website, just place a link to SmartCart from your website. The main site links are outlined below.
SmartCart Main Link: (Frames)
SmartCart Main Link: (No Frame)
SmartCart As Home Page: (Download SmartCart Gateway)
SmartCart As A Relative Link: (Download SmartCart Gateway)
Linking to your intro page in SmartCart is the simplest way to add secure online ordering to your website. Reading further into the manual, you will find there are many options to dynamically displaying products in your online store.
Linking to Products
When SmartCart automatically creates the online store, the products in the catalog can be accessed by browsing the catalog index and by submitting keyword searches with the search feature. Web developers may also explore the other ways of targeting products groups with SmartCart.
Product Link: (Frames)
Product Link: (No Frames)
Relative Domain Link: (Download SmartCart Gateway)
Category Link: (Frames)
Category Link: (No Frames)
Relative Category Link: (Download SmartCart Gateway)
Specials / Sale Items
Specials Link: (Frames)
Specials Link: (No Frames)
Relative Specials Link: (Download SmartCart Gateway)
New Items Link: (Frames)
New Items Link: (No Frames)
Relative New Items Link: (Download SmartCart Gateway)
Grouped Link: (Frames)
Grouped Link: (No Frames)
Relative Grouped Link: (Download SmartCart Gateway)
Hidden Data Link: (Frames)
Hidden Data Link: (No Frames)
Relative Hidden Data Link: (Download SmartCart Gateway)
Linking to Pages in SmartCart
Append the page filename to the selected URL prefix.
Linking from your domain: (Download SmartCart Gateway)
Linking To Cart Processes
View Cart (Frames)
View Cart (No Frames)
View Cart Relative Link: (Download SmartCart Gateway)
Checkout (No Frames)
Checkout Relative Link: (Download SmartCart Gateway)
Add A Shopping Cart Button To A Page
1) Using the ButtonMaker forms, add the product's item number, name, and price. Add shipping weight if you are using the automatic shipping calculators for FedEx, UPS, USPS, or DHL. An entry in the shipping weight field is not required if you base your shipping costs on the price of the order, or the number of items purchased.
2) Select the display type for the button. You can select to show the ordering info with the shopping cart button, or show the ordering button only.
3) Select Preview Button to see the button that will be created. (not a required step)
4) Click Make Button to create the button HTML. Copy and paste the HTML coding into the coding of the web page.
Add Custom Fields
The Button Maker allows the user to add custom fields to the order, if necessary. To add a custom field to your button, please read the following: You can use any type of form selection type with the Buttonmaker, such as text boxes, drop down selection windows, radio buttons, check boxes, etc.
Important: Custom field HTML coding must be added to the button coding within the <FORM> tags (after <FORM> and before </FORM>).
<input type=hidden name=required_ value="Color">
Add Other Values
SmartCart provides the following values can be passed along with the shopping cart button code.
Editing Button Code
The button HTML coding can be edited, except for the Item Number, Item Name, Price, Weight and encrypted code. These values are encrypted for security reasons.
The shopping cart button graphic may be edited as well. To do this, you can edit the coding the provides the URL for the button graphic. If you'd like to change the button graphic that is generated by default, you may contact SmartCart Technical Support to have this changed for you.
Administration of SmartCart
SmartCart eCommerce Systems have user-friendly system administering tools. The SmartCart Administrative Tools are form-based, for the most part. Just fill in the blanks and away you go! These created functions and processes contain everything you will need to manage and maintain your inventory, customers, sales, and support.
Each store's administration area is located in the /admin folder. You can access this area by typing http://www.smartcart.com/username/admin in your web browser's location bar. You will be required to enter your store's username and password to access these controls.
Once you have successfully logged into the SmartCart administration area, you are presented with a number of main categories.
The main categories for administration are as follows:
System Settings - This category contains all the functions and settings that the system will need to store, remember, and retrieve for later use. These functions include site colors, background, payment methods accepted, shipping services used, store contact information, and more.
Building Your Online Catalog
SmartCart makes it easy for you to build your online catalog. This section explains the different functions built into SmartCart and provides detailed instructions for using them. Once you become familiar with the functionality, you will find that maintaining your online catalog will become second nature.
Categorizing Your Products
The SmartCart refers to the main categories of your catalog as Departments. Each Department can have it's own sub-categories, or Areas, assigned to them. The very first step in building your online store will be to outline the Departments and Areas and will makeup your store. This categorization is available to the customer as an index for browsing your store (see Creating Catalog Index).
SmartCart does not set any limits in the number of Departments and Areas you can have in your online store, but the standard SmartCart only supports 2 levels of categorization (Department/Area). If more levels are required (Department/Area/Area/Area) a database conversion utility is required, and will support unlimited levels of categorization.
The system requires each product to be categorized. Only the Department level is required.
You will find the Department form in your SmartCart Administration area, under Department Controls. Once you enter this page, you will find two form fields. The first is for entering your Departments into the catalog system. The second field is a select box. As you add Departments to the system, you will see them appear in this select box. This box is used to remove Departments from the system. By simply selecting the department you wish to have removed and clicking the delete button completes the removal of the Department, and any Areas within that Department.
Important: Removing Departments also remove Areas within the Department. Any items categorized by deleted Dept/Areas will not be available in the catalog index, but can be found in by the search engine.
If you maintain your own database and you utilize a Database Conversion Utility for the SmartCart, then all of your inventory categorization will be updated automatically. This also prevents the occurrence of empty categories.
Creating Your Catalog Index
Compiling Catalog is the term given to the generation of your catalog index page. You do not need to compile catalog when you add inventory to the system, only when you add or remove Departments and Areas. When you hit the “Compile Catalog” a new Catalog Index page is created and available at your web store. This index links to all products as categorized by the store administrator.
Note to Internet Explorer Users:
This caching issue has been known to occur in Netscape as well, but by pressing Shift + Reload in your Netscape browser will display a fresh page everytime.
One of the key features of SmartCart is its ease of use and the feature-rich settings and functions available for your inventory control. If you can fill out a form on the Internet, then you already have the know-how for adding inventory to your SmartCart system. Inventory is added from the SmartCart Administration section under “Inventory Controls”. This is the form used to add, edit and remove inventory from your SmartCart database.
The first field you will see is the Edit Item field. This field allows you to pull up an item for editing. Simply by entering its item number into the field, the system will bring up the item, automatically populating all the fields of the form with the current setting of the item. You can easily make changes to the item and republish it, or just simply remove it from the system.
The next group of fields is the form also used for adding new inventory to the system. Fill in the various fields with the information requested, will automatically create your searchable database of inventory and products.
Product Number: Item numbers must be alpha-numeric and can contain only dashes. Special characters such as &, %, $, #, @, *, !,^,(, ), “, ‘ , ?, <, >, are not recommended. These characters can cause problems with trying to link to the items.
Product Name: In this field you enter the name of your product. This field is displayed to the customer in the search results, in their cart list when they add the item to their cart, and in the invoice when the customer has checked out.
Description: This is the detailed description for your item. In this description field, you can use HTML. If you are HTML savvy, you can add your own design and unique layouts to your item descriptions. This field gives you the ability to include additional images, links to video, audio, or other web pages.
If you are not familiar with HTML,
that's OK, it is not required, just an added option. Here are a few, simple
tags that will make your pages format better.
Having some HTML knowledge is very beneficial because your designs and layouts of your item descriptions take on any unique presentation to the shoppers. A nice presentation will definitely assist in providing a higher level of confidence in your customers to do business with your Internet Store.
If you are interested in making any changes to the template of the product display page, please contact a sales representative about this service, or any design service needed.
Mark as Featured:
For linking these items, please see Linking to Products.
Large Image: Product images
are not hosted at SmartCart, but where you host your website. A full path
to the image is required, and must include the http:// before the web site
address. Images should be in .gif or .jpg format.
Note:This field does not have you be used just for static images. Link in your animated gif files, Flash animations, Real Video, or other such types.
Image Alignment: You must assign an alignment selection for your image.
Thumbnail Image: Thumbnail
images are not hosted at SmartCart, but where you host your website. A
full path to the smaller image is required, and must include the http://
before the web site address. Images should be in .gif or .jpg format.
Note: Thumbnail images should be different than your large images. Maximum file size should be no larger than 2 k - the smaller file size, the faster the search results page will load. SmartCart displays the thumbnail pictures at 50 pixels wide by 75 pixels high. These size paramenters can be adjusted or removedat no additional charge.
Pricing, Availability, and Shipping:
If you have a handling fee that is across the board for all items, something to cover handling and maybe packaging and material charges, you will add this in your System Settings. You do not need to add Extra shipping to each of your items. The handling fee here is added "behind the scenes" to any and all shipping charges that the system determines for each order. The customer only sees the shipping options with the handling fee pre-added.
Colors/Sizes Available: If your sizes and selections are not dependent on price that you can place them in this select box. This select box can be used for colors, sizes, etc. This option does not support the ability to change prices for different selection.
Reviewing Inventory Entry
Once all of the required fields have been filled out in the Inventory Control form, you can then select to preview your entry. This presents you with a preview of the item you have just entered, exactly as the cart will display it to the customer. If you have any changes and adjustments necessary to the item, you can easily go back one page and make the changes, then submit again for review. Once the item passes your review you can submit to the final step which will add this item to your inventory database, where it is instantly available in your online store.
At the bottom of the Inventory Control
page you have a field for items that you wish to delete. Simply by
entering in the item number for the item you wish to remove the system
will automatically remove the item from the database, completely.
Adjusting System Settings
This section of the Administration Controls allows you to adjust all system settings for the system. You can adjust your contact information, where orders are emailed to, handling charges, shipping preferences, payment forms accepted, and more.
Store Name: Your store name as you would like it to appear in the system and on invoices is entered here.
Address and Address: You are provided with two address line fields. The first field is required, the second is not. The second address field is only used, if necessary.
City, State, Zip, and Country: Additional location information, which will appear on all invoices generated by SmartCart.
Voice, Fax, and Toll Free Phone #: These three fields request contact phone numbers for your store. This information is used on all invoices generated by the SmartCart. Only the voice phone field is required.
Email Order To: In this field you enter in only the email address where all orders will be emailed to when processed by the system.
Payment Options: Check the boxes of the various payment options that your business accepts. Selections are available for Visa, MasterCard, Discover, American Express, Payments by Mail, Online Check Payments, and PayPal.
Shipping and Tax Settings
In this control section you can enter in your tax states and tax rates, shipping/handling charges, select shippers.
Tax Rate: In this field you enter in the tax rates for each state. This value must be entered in as a decimal value. So, you would enter .065 for 6.5% sales tax. If you entered multiple states in you must enter the rates for each state in the exact same order as the states. For multiple tax rates this list is also comma delimited. Example: .0625, .085, .07125, .0425
Shipping Handling Charge: In this field you can enter the handling charge amount you want added to all shipping charges calculated by the system.
Select Shippers: Here you can check on/off the shipping providers you would like to present on SmartCart. This selection will use the automated shipping table and calculations built into SmartCart. For best accuracy in shipping calculations, this requires that a shipping weight be entered in for each product entered into the system.
The system utilities provide you with other system functions. Here you have access to your Blast Emailer, Edit Webpages controls, View Order Histories, and Uploading Your Logo.
The Blast Emailer allows you to accept email addresses and blast out a newsletter or email message to all the people on your list.
The Blast Emailer comes with functions
that allow the store administrator to delete email addresses from the mail
list. Additionally, if the recipients would like to remove themselves from
the mail list, they are provided with this opportunity on each email they
receive. At the bottom of each email is a “remove me from mail list”
link. If the customer clicks on this link their email address is
removed from the mail list.
Edit Web Pages
When the SmartCart first sets up, you are viewing the default home page. You can make changes to this coding in the Edit Web Pages area in the admin controls. When you arrive to the edit web page form, you can select to either edit your SmartCart Home Page or edit your “About Your Company” page. Select the page you want to edit, and you will see the code that is currently in the page. If you would need to rely on a web editor to make web pages, you can use the HTML editor of your choice (FrontPage, Netscape Composer, Dreamweaver, GoLive and others), View the Source Code generated by the web editor, and then Copy and Paste coding into the Edit pge form. Any images or additional files should include the full URL path for location. Once submitted, you will see a preview of the page. Any adjustments can be made by going back. Once you are ready to publish, the page is instantly made available in your web store.
Note to Internet Explorer Users:
This caching issue has been known to occur in Netscape as well, but by pressing Shift + Reload in your Netscape browser will display a fresh page everytime.
View Order Histories
In the Vew Order Histories section, you are brought to a list of all the active member accounts on the system. Here, you can select a specific member by their customer ID and view their entire order history with your store. Every order is saved in each member's account. The customer has access to their information only. The Store Administrator has access to all users history reports.
This section allows you to upload your own logo to the SmartCart system. These images need to be valid gif formats. You will be uploading two images to the system, a small smlogo.gif and a larger logo.gif. Simply select which image you are uploading. Then select “Browse” so you can find the image on your hard drive that you will be uploading to the server. It does not matter what the file is called, so long at it is a valid gif image. Clicking the upload button will automatically upload your file. The upload module will rename the file appropriately and place it in the correct place in your SmartCart account.
If you do not want to display any
logos, simply use a tiny, transparent gif for these images.
Note to Internet Explorer Users:
This caching issue has been known to occur in Netscape as well, but by pressing Shift + Reload in your Netscape browser will display a fresh image everytime.
Add-On Modules and Utilities
The standard SmartCart comes with everything you need to begin building your web store on the Internet. Because we know "One Size Does Not Fit All' when it comes to eCommerce systems, we offer optional modules and utilities that can boost the effectiveness and meet the needs of your online store. Each module performs a unique function. Selecting your own custom list of modules and utilities allows you to build your online store exactly as you need it.
Database Conversion Utility
If you already have a database of inventory, then this module allows you to easily populate and update your entire online catalog with the uploading of your database file. Each conversion utility is customized to fit the structure of your existing database. By simply maintaining your existing database, you can easily update prices, inventory, and categories.
Updating your online store with this
utility is just requires a few steps.
You will need your username and password to complete this process.
Your entire catalog now contains the new information passed to it from your uploaded database file. Entirely updates your entire online store within seconds. Departments and Areas are automatically compiled - no need to do this in the Admin Controls.
Database Conversion Utilities are a special request customization. We build each one custom to the structure of your existing database. Our support team will need to have your database or a small sample of your database to create the databse conversion utility.
For information on Database Conversion
Utilities or to order, please contact
Member Accounts Administration
This module provides reporting and control over all the member accounts on your system. With easy to use and understand forms, you can easily access information on your customers, change their passwords, enable, disable and delete accounts from your system.
The first form you come to in the Member Administration module is the selection of whether you want to see an entire report summary for the members on the system, or select a member by username for a more detailed report. The detailed reports can also be accessed from the report summary. Simply by clicking on the username for the member you are interested in seeing will bring up the detailed report on the member.
On the bottom of each detail page you are offered several controls and functions for the account you are viewing. You can select to view a detailed traffic report and also select to view a summary sales report for each member. You can also perform tasks such as Edit, Disable Account, Enable Account, Delete Account, and Change Password.
This module also come equipped with a “Forgot Your Password” Utility. If the customer forgets their password they can enter in their user name and the system will automatically email their password to the registered email address found in the member's account.
This program allows you to sign up affiliate saleperson(s) for your site. Shoppers and potential affiliates can also request to sign up through an Affiliate Application form in your store.
The store admin receives the applications for approval and can instantly approve and add any new affiliates with the click of a button.
The traffic that these registered affiliates send to your site all gets logged. The traffic logs contain the affiliate username, the IP number the connection came from, the hostname affiliated with the IP number (if any), the referring URL (so affiliates can track where there hits are working), and the date and time that the visitor came to the site.
Admin Controls for Utility:
The traffic that turns into sales, this information is logged as well. The sales log contains the affiliate username, the orderID number, the payment type used, the amount of the sale (minus tax and shipping), and the date and time the transaction took place.
Affiliates can login at anytime to see their current standing on traffic and sales, all in real-time. They simply go to a script that allows them to enter their affiliate username and password and the system will generate a report summary for them. They can also view their sales details and their traffic details, easily from this screen.
The administrator has the same capabilities,
and more. The administrator can view individual affiliate information
or view an entire report with all affiliates. The admin also has the
The affiliate logs can be setup to automatically batch out at a set interval, monthly, quarterly, bimonthly, whatever. Or, the administrator can initiate a batch out process with the click of a button. Once the batch out takes place an email is sent to the store admin where he can download the batched out database(s) of information for payment processing internally.
Your affiliates can easily link up
their banners, links, images, to your site. They simply appending
this to the end of the URL that points to your site.
QuickBooks Import Utility
SmartCart makes it easy for you to import your customer information, orders, and payments right into QuickBooks. Never key in an online order into QuickBooks again! You will have less chance of human error, better order processing efficiency, and automatic history and accountability for all SmartCart transactions. Simply by importing the Intuit Import Format (.iif) files which SmartCart generates will allow QuickBooks to automatically generate invoices, import payments, track paid and unpaid balances, and write customer letters using your QuickBooks data information. Each night, SmartCart runs a process which batches out all the order data for the day. An email is sent to the store administrator where they can retrieve and download their customer data over a secure network connection.
Order and Customer Data Delivery
Each day, SmartCart runs a process which batches out all the orders for the day. An email is sent to the store administrator with secure links to download the data, taht has accumulated in this batch period. There are two files downloaded each day. The names of the files correlate to the datecode-newmembers.iif and the other the datecode-smartcartorders.iif. The first file contains all the customer information, which is imported into QuickBooks and populates all customer data information: full name, address, city, state, zip, phone number, fax number, email, and payment information. The second file contains all the orders for the batch period including: billing info, shipping info, all the items ordered, total charges, shipping charges, and all sales tax information. The email sent to the store administrator contains links to each file.
Here are the common ways for retrieving your daily data securely:
Importing into QuickBooks
Importing into QuickBooks has been made very easy thanks to our friends at Intuit. Simply start up your QuickBooks program. In QuickBooks, you would go to either FILE > IMPORT or the other location you may have is in FILE > UTILITIES > IMPORT. You will have one of the other, not both. Selecting this option will open your files dialog window, asking the location of the file you would like to import. Navigate to the location of the directory that you saved your files into. It does not matter in which order the files are imported, but a good practice would be newmembers.iif first, then smartcart-orders.iif second. Selecting the file you want to import will automatically bring it right into QuickBooks. Repeat the process for both files.
Once both files have been imported into QuickBooks, you will be able to view all new data in several areas. The most important are your Customer: Job list. Here you can easily access all your customer's contact information. The other area of importance is the Accounts Receivables list. Here you can view all the unpaid invoices and select the SmartCart imported payments which need to be applied to open invoices.
To view open and recently imported invoices, just click on the invoice icon in your task bar. This will bring up your invoice list. The invoice list shows the invoices that are marked paid and the invoices that are still due. If you double click on any of the invoices, the invoice clicked on will open up in the invoice screen. Set the "Form Template" to the "Intuit Product Invoice" selection to get the most out of the imported information. Of course, you can still use a custom invoice, the information should still show and present, as you need it.
Applying Payments to Invoices
Even though SmartCart has imported your order invoices and your payments, you still need to apply the payment to their respective invoices after the payments have been cleared, approved or authorized. The way QuickBooks functions makes it so that you cannot create a link between two transactions. For example, if one transaction is an invoice and another transaction is a payment for the invoice, you cannot indicate in the import file that the payment is to be applied to the invoice automatically. To apply the payment, you would wait until you have imported the transactions into QuickBooks. Then, you would go to your Accounts Receivables list and double-click on each imported payment. Review and make certain your information appears correct, and then select the invoice(s) the payment is being applied to. Before saving, make certain you have the correct group for this payment selected. You would either be grouping with Undeposited Funds or you can select to "Deposit To:" any "Bank" account in your accounts list. Once you have made these selections you can click to save and apply the payment to the selected invoice(s). You would then repeat this procedure through all the payments you have already cleared with your merchant account. If you make an error in the "Deposit To:" selection, you can easily come back to this Customer Payment window and change the setting to the correct selection, then save the payment again. This will not add the payment again. This will only change the selected information in the payment.
If you use QuickBooks Merchant Services, you can run and clear your payments right from QuickBooks. Upon clicking to apply the payment, the payment could be automatically processed through Wells Fargo Merchant Services or Chase Merchant Services. More information about this feature is available in your QuickBooks program.
The Coupon Center allows you to create specials for your system and maintain the availability of them.
The easy to use administration
form is located at: http://www.smartcart.com/username/admin/coupon.cgi
The discounts can have various restrictions such as applying to specific products and requiring a minimum purchase amount. You can easily send the discount codes to your customers via a link back to your store. When the customer clicks on the link, it will automatically activate the discount and the SmartCart will automatically apply it to their order upon checkout.
When you first arrive to the Coupon Center Admin, you can select to View and Delete Existing Coupons. Viewing all available coupons in a list format, you can easily select to remove any of them with the click of the DELETE link on each line.
The other selection on the primary
form is to Add New Coupons. In Add new Coupons, you are brought to
an administration form. This form contains all the fields necessary to
add your coupons to the system. The first field is the Coupon Code field.
This field will contain the
The second field is for the Discount Amount. The discount amount is entered in as a flat dollar amount ($5.00) or a percentage value ( 10% ). ONLY ENTER THE VALUE HERE! DO NOT ENTER a description here, this is done in the next field.
The Discount Description field is where you would enter the description the customer will see about this discount. This is where you can place the name of the discount, such as "10% off your entire order", "Customer Appreciation Sale", "$5.00 off widget #24323-5", or anything at all. This description is used to present the discount to the customer and to add the line item in the invoice with the discount applied.
The next fields are all optional:
In the Item Number field,you can enter a specific item on the system that the discount applies to. If the discount applies to all items, then you would leave this field blank. If you do place an entry into this field make certain it is a valid item number in the system. The discount will only be applied if this item number exists in the customer's cart.
The Minimum Amount to Qualify field allows to you enter the dollar amount of any minimum required before the discount is applied. Setting this field to 10.00 will require that the order have at least $10 in total items of purchase before the customer qualifies for the discount. The system will inform the customer of this if they try to checkout with out the required amount. The system will still allow the customer to checkout, but will not apply the discount if they do not meet all the specified parameters that you set in the coupon administration form.
The Expiration Date selection allows you to set the
date when the special should expire. After this date the system will not allow the
discount to be applied any longer
Once discounts are added to the system your customers can begin using them. As long as they meet the valid date parameters for the discount.
The customer can activate the
discount in two ways:
2) Another way of applying discounts
is by the store administrator sending an email to the customers.
This email can contain the special link that will link the customers to
your store while activating the discount code automatically. Once
the discount code is activated, it
- representing a valid coupon code in the coupon database. The coupon code
is case sensitive.