PortalProdigy - The Complete Internet Interaction Management System for Small Business and NonProfits
New Page 1

Setup a Charity Supply Catalog and Ordering System

 

1.      Prerequisites:

a.       Read chapter of Administrator Manual titled “Item/Products Catalog Features in Detail”.

b.      Read chapter of Administrator Manual titled “Orders Features in Detail”.

c.       If you want Portal Prodigy to create GL accounting entries for transactions, configure the GL and Accounting Features. See the tutorial titled “Setup GL Accounts and Accounting Options”.

d.      Configure Portal Prodigy Payment Features.  See the tutorial titled “Setup Payment Options”.

e.       Optionally, create an Order Policy Document that explains your organization’s order and return policies.  This page is typically created as an HTML document and is uploaded as one of the steps outlined below.  It may also be created using Portal Prodigy’s HTML Document Editor.

2.      Go to Site Administration Menu.

3.      Click on the Features Go To icon, located in the Site Management section, to go to the Features Management page.

4.      Click on Orders link to go to the Order Features Management page.

5.      Configure Manage options – click on each of the following links to display the management page for that data type:

a.       Shipping Carriers – if you charge shipping or handling charges create list of available carriers or options.   Example values: FedEx, Handling Charge, UPS, & US Postal Service.  See the tutorial titled “Setup Shipping Carriers”.

b.      Taxes - create tax districts and enter rates for calculation of sales tax.  See the tutorial titled “Setup Sales Tax Districts and Rates”.

6.      Select a Default Shipping Carrier – product orders will default to this shipping carrier or handling charge.  Selecting “None” forces the user to select a value before an order can be saved.   

7.      If a Default Shipping Carrier was selected, you must select a Default Shipping Method – e.g. Ground, Next Day, and 2nd Day.

8.      Set ‘Allow Unfulfilled Orders to be Invoiced’ to “Yes” to permit invoicing of orders that have not been fulfilled and shipped to the customer.  Set to “No” to prevent unfulfilled orders from being invoiced.

9.      If applicable, enter a Response Notification Email address – this is the person responsible for processing new orders.  PORTALPRODIGY will notify this person every time an order is placed.

10.  Response Notification Template – specify the email Broadcast Template for the Response Notification Email.  Email Broadcast Templates are created using the Broadcast Feature.

11.  Enter a phone number in the Order Phone field – this is your sales or customer service telephone number to be displayed on pages during shopping checkout process.

12.  Create an Order Policy Document using any one of the following four methods:

a.       Click on the Add Document icon to upload a document from you computer;

b.      Or click on the Edit Document icon to create a brochure using the PORTALPRODIGY HTML Document Editor;

c.       Or Enter a Resource Document ID in the text box to use an existing Brochure that is already loaded in the Resource Document Library;

a.       Or click on the Search for Brochure Icon to find and link to an existing Brochure that is already loaded in the Resource Document Library.

13.  Select Order GL Accounts for each of the following:

a.       Unfulfilled Shipping Revenue – select a GL account to credit shipping charges to when an order is booked and has not been fulfilled yet.

b.      Accounts Payable – select a GL (liability) account to credit when ordered items are returned.

c.       Accounts Receivable – select a GL (asset) account that is debited when orders are invoiced.

d.      Unfulfilled Accounts Receivable – select a GL (asset) account that is debited when orders are booked but have not been invoiced.

e.       Sales Tax Revenue – select a GL account that sales tax is credited to when an order is fulfilled and invoiced (sale is completed and product delivered).

f.       Unfulfilled Sales Tax Revenue – select a GL account that sales tax is credited to when an order has not been fulfilled or invoiced yet (product has not been delivered yet).

g.      Shipping Revenue – select a GL account that shipping charges are credited to when an order is fulfilled and shipped.

14.  Click on Close and confirm save.

15.  Go to Site Administration Menu.

16.  Click on the Features Go To icon located in the Site Management section.

17.  On the Features Management page, enable Product & Inventory by checking the checkbox that is next to it, then click the Save button.

18.  Click on Product & Inventory link to go to the Product & Inventory Features Management page.

19.  The Product and Inventory Features Management page is used to configure universal options and settings for the Product and Inventory feature.

 

20.  Set Initial Inventory Entry – used to allow direct setup of initial inventory quantities.  This should be set to “Off” once the initial inventory setup has been completed.  Default setting is “Off”.  Changing the values causes a warning prompt to be displayed.

a.       On – allows inventory quantities to be entered directly into Item/Product Management and does not create GL Journal Transaction entries.

b.      Off – requires inventory quantities to be entered and adjusted via either: Inventory Entry, Fulfillment, or Inventory Adjustment pages, which create GL Journal Transaction entries.

21.  Set Default Costing Method – used to set the default value for new Product Item records.

a.       Average Cost – calculates cost using the average cost of the Item’s inventory on hand.

b.      Specified Cost – uses the value entered in the Cost field.

22.  Set Display Out of Stock Items – default setting is “Yes”.

a.       Yes – causes inventoried Items with Quantity on Hand of zero to not be displayed in Product Catalog.

b.      No – causes inventoried Items with Quantity on Hand of zero to be displayed in Product Catalog.  When a customer orders an Item that is not in stock, PORTALPRODIGY will prompt customer with notification that item is not in stock and provides option to accept backorder or to remove from their shopping cart.

23.  Set Prompt Customer for Partial Shipment – used to turn option on/off.  Default setting is “No”.

a.       Yes – causes prompt to be displayed during Shopping Checkout process that asks Customer if they will accept partial shipment.  If the customer selects “No”, PORTALPRODIGY will require complete fulfillment of all of the Order’s Items before the order can be shipped.

b.      No – turns prompt off and allows Orders to be partially shipped, creating a backorder for the unshipped Items.

·         Note that for each Item, you can Limit Orders to Qty on Hand using setting in Items Management.

24.  Set Display List Price on Product Detail Page to “Yes” to display both a List Price and a Sales Price on the Product Detail page within the Product Catalog.  Set to “No” to only display the Sale Price.  Sale Price is the price you are selling the Product for.

25.  Set Enable Advanced Product Catalog to “Yes” when you have many products and want to build multi-level product catalog or define categories.  Most sites will want to set to “Yes”.  Set to “No” when you have few products and do not need a multi-level catalog or categories.

26.  Set Default Product Image – you may load an image here that will be displayed in the Product Catalog and Product Detail pages when no image has been loaded in Item Management for an Item.

27.  Configure Manage options – click on any of the following links to display the management page for that data type:

a.       Product Brands – create list of available Brands that can be assigned to Items using Item Management.  Example values: Best Foods, General Mills, and S&M.

b.      Product Classifications - create list of available Classifications that can be assigned to Items using Item Management.  Example values: Books, Clothing, Food, Gifts, & Stationary.  As a Soup Kitchen Supplier you may use more targeted classifications such as:  Canned or Dry Goods, Perishable Frozen, Perishable Non-Refrigerated Perishable Refrigerated, & Misc. Supplies.

c.       Product Types - create list of available Types that can be assigned to Items using Item Management.  Example values: T-Shirts, Sweat Shirts, Hats, & Sports Shirts.  As a Soup Kitchen Supplier you may use more targeted types such as:  Bread, Dairy, Meat, & Produce.

d.      Unit Types - create list of available Unit Types that can be assigned to Items using Item Management.  Example values: Box, Dozen, Each, Gallon & Hour.

e.       Detail Categories - create list of available Detail Categories that can be assigned to Items using Item Management.  Detail Categories are used by the Product Keyword Search feature.  Example values: Author, Subject, ISBN, & Publisher.

f.       Price Groups – create Price Groups that can be assigned to customers.  Price Groups are used to assign special pricing, including volume pricing or for free.  Examples values: Level 1, Level 2, & Free. See the tutorial titled “Setup Customer Price Groups and Volume Pricing”.

28.  Skip the fields pertaining to Product Downloads as they are not applicable to Charity Supply Catalog.

29.  Select Product Item default GL accounts for each of the following:

a.       Cost of Goods Sold - used to provide a default account value when new Item record is created. This is the GL expense account that is debited when an Item is sold.

b.      Inventory – used to provide a default account value when new Item record is created.  This is the GL asset account that is debited when an Item is received in inventory and credited when an Item is shipped or adjusted for loss.

c.       Inventory Adjustments – used to provide a default account value when new Item record is created.  This is the GL expense account that is debited when an Item is adjusted for loss.

d.      Purchases – used to provide a default account value when new Item record is created.  This is the GL liability account that is credited when an Item is purchased.

e.       Revenue – used to provide a default account value when new Item record is created.  This is the GL revenue account that is credited when an ordered Item is fulfilled (sale is completed and product delivered).

f.       Unfulfilled Revenue – used to provide a default account value when new Item record is created.  This is the GL revenue account that is credited when an Item is ordered but not fulfilled (product has not been delivered yet).

g.      Sales Returns & Allowances – used to provide a default account value when new Item record is created.  This is the GL revenue account that is debited when an Item is returned.

30.  Click Close button and confirm to save.

31.  If in Products & Inventory Features Management you set Enable Advanced Product Catalog to “Yes”, then you need to perform the remaining steps; otherwise, you are finished.

32.  From the Site Administration Menu click the Browse icon, located in the Content Management section, to display the Product Catalog Management page.

33.  The Catalog begins with two pre-defined categories:

    • Products Catalog – this is the top level main page of your catalog.  All categories and levels you add are inserted below this category. 
    • Found Products – this is a special category used by the Search For Products Feature.  It allows you to configure the Search For Products results page.  Do not insert categories below this special category.

34.  Highlight the “Products Catalog” category.

35.  Click Edit the Selected Category option to display the Products Category Management page displayed below.

36.  Perform the following steps to configure the main catalog page.

a.       Enter the page title for main catalog page into the Category Name field.

b.      Skip Short Description as it is not applicable to your main page.

c.       Enter a Long Description to be displayed below the page title.

d.      If you want to display a picture along with the Long Description at the top of the Category page use the Browse button to open the Choose File window and select either a JPG or GIF image from your computer.

e.       Skip Sort Order as it is not applicable to your main page.

f.       Select whether you want the Category Image loaded on the right side or left side of the Long Description.

g.      Select either Style A or Style C.

h.      If you select Style A, select a Sub Categories List Align option.  These are located at the bottom of the page.

i.        Click Close button and confirm save to return to the Products Catalog Management.

37.  Repeat the following steps for each category that you want to add to the product catalog.  Note that the first level of categories, are added as sub-categories to your catalog’s main page.  There is no limit to the number of levels or the number of sub-categories within levels; however, for each of use, it is suggested to limit it to five levels.

a.       Highlight the category you want to add a category to.  For your first level of categories, highlight the “Products Catalog” category.

b.      Click Add Sub-Category to Selected Category option to create the new category using the Products Category Management page.

c.       Part 1 – describe the category.

·         Enter a page title into the Category Name field.

·         Enter a Short Description of the category.  This must be no more than 255 characters.  The Short Description can optionally be displayed below the Category Name within category listings.

·         Enter a Long Description to be displayed below the page title on the category’s page.

·         If you want to display a picture along with the description at the top of the Category page use the Browse button to open the Choose File window and select either a JPG or GIF image from your computer.

·         If you want to control the order position of the category within a level, enter the corresponding Sort Order number.  Leave as “0” to have Portal Prodigy sort it alphabetically.

·         Select whether you want the Category Image loaded on the right side or left side of the Long Description.

d.      Part 2 – configure how products are to be displayed within the category.

·         Select one of the three styles to define the layout for listing products.

·         Select Category Browser method. This defines which sub-categories are listed on the page.

·         Enter the number of product columns to display, into the Max Products in a Row field. 

·         Enter the number of product rows to display per page, into Max Rows with Products on a Page field. 

·         Answer Yes or No to each question to show or not show it on the page.

·         You can display up to three Detail Categories on the Catalog page.  These are values that are defined using Detail Category Management.   Detail Categories are displayed on the Product Detail page, but you can also include them on the Category page.  Select a Detail Category from list box to include, otherwise leave as is.

e.       Part 3 – configure how sub-categories are to be displayed within the category.

·         If the Category contains Sub-Categories configure how they are displayed here.

·         Select from one of the four choices.   The second choice includes the Short Description below the Category Name.

·         Click the Close option button located at the bottom of the Products Category Management page and confirm save.

·         The Category is now a part of your Product Catalog and ready to have products assigned to it. PORTALPRODIGY will return to the Product Catalog Management page.

38.  Repeat the following steps until finished adding products to your Catalog Categories.

a.       Highlight the Category you want to assign Product Items to and click Add Product to Selected Category.  This will display the Add Products to Category Product Catalog page.

b.      From here there are three steps to assigning Product Items to a Category:

·         Step 1 – Use Product Search to display Products.

·         Step 2 – Select (check) Products to be assigned.

·         Step 3 – Update Category.

c.       Use the Product Search feature to enter search criteria.  See the tutorial titled “Administrator Search for Products” for detailed instructions how to perform search.

d.      Click the Search button to display matching Found Items.

e.       Either manually check each Item to include or click the Select All button. 

f.       After clicking Select All you can manually uncheck Items to not include.

g.      You may repeat the Search and Selection process to select additional Items using different criteria.  Portal Prodigy will keep track of the Items you have selected.

h.      When finished selecting Items, click the Update Category button to assign all of the selected Items to the Category.

i.        PORTALPRODIGY will return to the Product Catalog Management page.  The selected Items are now posted in your Shopping Catalog

j.        To view the Items you have assigned to the Category, check Show Products.  The Product Items for the selected Category are displayed in the left side product listing control.

k.      You can individually remove Items from the Category by highlighting the Item and clicking Remove the Selected Product from Catalog.  Click Ok button to confirm removal of the item.

39.  Using Menu Builder, create one or more links to your Product Catalog.  See the tutorial titled “Build a Menu using Menu Builder”.

40.  You are finished.