Home Hardware eCommerce User Guide For Eagle - Epicor Hardware eCommerce Eagle Us… · the...

Home Hardware

eCommerce

User Guide

For Eagle

Revised: March 12, 2014

This manual contains reference information about Epicor Software Corp. software products. The software described in this manual, as well as the manual itself, is furnished under the terms and conditions of a license agreement. The software consists of software options which are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no other part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Epicor Software Corp. From time to time, Epicor Software Corp. makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens which appear in the manual may differ somewhat from the version of the software provided to you.

Created by Epicor Software Corp. 1064d Hargrieve Road London, ON N6E 1P5

Revised: March 12, 2014 Home Hardware eCommerce User Guide for Eagle | i

Contents introduction ................................................................................................................... 1

SETUP ..................................................................................................................................... 1

ORDER NOTIFICATION / FULFILLMENT CONFIRMATION ................................................................ 3

Order Process ............................................................................................................... 5

CREATE A POS TRANSACTION .................................................................................................. 5

RECEIVE THE ECOMMERCE ORDER ........................................................................................... 6

ORDER PICKED UP AT YOUR STORE .......................................................................................... 6

ORDER NOT PICKED UP ........................................................................................................... 7

CONSUMER REFUSES ORDER ................................................................................................... 7

RETURNING AN ECOMMERCE ORDER ........................................................................................ 7

Reconciling Shopatron ................................................................................................. 9

BI-MONTHLY SHOPATRON SETTLEMENT .................................................................................... 9

Make Journal Entries for Processing Fees .......................................................................... 9

Reconcile Setup .................................................................................................................10

Reconcile ...........................................................................................................................11

Appendix ...................................................................................................................... 13

BASIC G/L ENTRIES .................................................................................................................13

SHOPATRON HELPDESK ...........................................................................................................13

Revised: March 12, 2014 Home Hardware eCommerce User Guide for Eagle | 1

Introduction

Home Hardware has launched an eCommerce initiative to allow your customers to enjoy a seamless online shopping experience by accessing a shopping portal through homehardware.ca.

Real Decoy and Shopatron are the online shopping companies with whom Home has chosen to partner. Shopatron handles all of the communication among you, the Distribution Centre and the customer.

This guide walks you through setting up your Eagle system to enable you to take advantage of the eCommerce program benefits and touches briefly on the basics of the required transactions.

Epicor Software Corp. does not have a relationship with Real Decoy/Shopatron. Therefore, references in this manual to Shopatron may differ somewhat from the version of the portal to which you are provided access.

For specific details about the eCommerce program and the Shopatron portal see the Home Hardware eCommerce Manual supplied by Home Hardware.

Setup

1. Set up G/L Accounts for SHOPATRON and PROCESSING FEES.

See Help Topic Setting up the Chart of Accounts.

Use account numbers in the sequence appropriate to your Chart of Accounts.

2 | Home Hardware eCommerce User Guide for Eagle Revised: March 12, 2014

2. Add the new G/L accounts to your financial statements. See Help Topic Setting up Financial Entities.

3. Set up an Alternate Tender Type for Shopatron. See Help Topic Setting Up Alternate Tender Types.

4. Using Set Up G/L Passoff (GLSET), set the Shopatron Tender Type to use the

SHOPATRON G/L Account. See Help Topic Setting Up POS and A/R Automatic Passoff.


5. Using Customer Maintenance (MCR), add a new cash customer for use with Shopatron

transactions.

Order Notification / Fulfillment Confirmation

There are two ways to be notified when consumers make eCommerce purchases for pick-up at your store – automated phone calls or e-mails (can be to multiple e-mail addresses).

If you wish to fill orders from your store inventory your designated contact(s) have 2 hours to review the order on the Shopatron portal, and update a notification to Shopatron. If you don’t respond to the order notification, the product to fill the order will be shipped from your Home Hardware Distribution Centre.

If you choose to fill the order from your in-store inventory, you’ll use the Shopatron portal to let them know that this order is ready for the consumer to pick up.


Notes:


Order Process

Create a POS transaction

1. If the Home Catalogue is not installed, verify that all items on the Shopatron order are in your Inventory file. If not, enter the missing items manually ensuring that the costs are correct prior to creating the transaction. If the Home Catalogue is installed, import any missing items from the Home Catalogue as necessary while entering the Shopatron order into POS.

2. Use the customer set up for Shopatron transactions to create a new POS transaction.

3. Start the transaction as a COD transaction with no deposit as appropriate:

a) If you are supplying the merchandise from store inventory, use an Order transaction type.

b) if the merchandise will be shipped from your Distribution Centre:

i. Use a Special Order transaction type.

ii. If you have the Customer Order Management module, use that method to create the PO within the POS customer Order transaction type.

4. Enter the following information on the transaction header:

a) Enter the Shopatron order number in the P.O.# field. This will facilitate tracking the order and verifying the bi-weekly settlement report.

b) Enter the customer phone number in the Ph # field.

c) Enter the card type and last 4 digits of the customer credit card number from the Shopatron order in the Ref field.

d) Enter the customer name and address in the Ship To fields.


5. Enter the items from the Shopatron order and complete the transaction.

If the goods are to be shipped from your Home Hardware Distribution Centre and you did not create the POS transaction as a Special Order, create a purchase order for the goods using your Home Hardware vendor.

Receive the eCommerce Order

1. A special colour-coded label is affixed to each of the boxes containing an eCommerce order from the Distribution Centre. This label includes the customer name and order number.

2. The Home Hardware picklist is the same colour as the label on the box(es) so that the eCommerce order and its associated paperwork is easy to identify.

3. Once the order is received, use the Shopatron portal to update the status of the order as being ready for the consumer to pick up.

This status update triggers an email notification to the consumer that the order is at your store.

4. Print the customer pick-up form on the Shopatron portal. The pick-up form contains the credit card type used for the purchase, as well as the last four digits of the card number. This card will be charged with the eCommerce transaction once the order has been picked up. (A pre-authorization on the card was processed by Shopatron at the time the order was placed online by the consumer).

Order Picked Up at your Store

1. At the time of the order, the consumer was instructed to print an order confirmation to bring to the store when picking up the order.

2. Check that the consumer’s credit card number matches the card number used for the eCommerce purchase. Confirm that the signatures match on the customer’s credit card and on the form used to pick up the order.

For deliveries, the driver verifies that all paperwork matches and has the customer sign the order to indicate the merchandise has been received.

3. In Eagle POS, recall the COD order and change it to an invoice. Go into the Alternate Tender menu and select the Shopatron tender for the full amount.

4. Have the customer sign the invoice to indicate that the merchandise has been received.

5. After the order is signed and the consumer has left, use the Shopatron portal to update the status of the order as being complete.

This status update triggers completion of the credit card pre-authorization to charge the customer for the merchandise.


Order Not Picked Up

1. If Shopatron hasn’t received confirmation that the order has been picked up after 14 days, a reminder is sent to the consumer.

This is the only reminder which is sent. The store also receives a copy.

2. If the consumer doesn’t pick up the order within 30 days, use the Shopatron portal to process a return to close the transaction as not completed.

3. The pre-authorization on the consumer’s credit card is cancelled.

4. You can request a return authorization to return the product to your Home Hardware Distribution Centre, or you can return the product to your in-store stock.

5. In Eagle POS, recall the COD order and delete it.

Since this is only an order with no deposit, the consumer does not need to be present to delete the COD.

Consumer Refuses Order

1. If the consumer comes to the store and refuses the order, use the Shopatron portal to process a return to close the transaction as refused.

2. The pre-authorization on the consumer’s credit card is cancelled.

3. You can request a return authorization to return the product to your Home Hardware Distribution Centre, or you can return the product to your in-store stock.

4. In Eagle POS, recall the COD order and delete it.

Since this is only an order with no deposit, the consumer does not need to be present to cancel the COD.

Returning an eCommerce Order

1. If a consumer wishes to return an eCommerce purchase (within 30 days), the return is initiated through the Shopatron customer service centre.

2. A Return Notification (similar to an order notification) is sent to the store.

3. The consumer brings the following to the store:

a) The copy of the Shopatron Return Authorization,

b) The copy of the Eagle transaction (Order if originally delivered, Invoice if originally picked up in-store),

c) The Credit Card used for the original purchase,

d) The merchandise being returned.

4. In Eagle POS, create a credit memo to offset the invoice.

The process to return this product to the Distribution Centre, if desired, is currently under review.


Reconciling Shopatron

Bi-Monthly Shopatron Settlement

Shopatron deposits eCommerce Payments to your store's bank account twice a month, on the 5th and the 20th. Purchases from the 16th to the end of the month are transferred to the store's bank account on the 5th of the following month. Purchases from the 1st to the 15th are transferred on the 20th of the same month.

On the deposit dates, Shopatron deposits the store's portion of all payments into the account listed by your store during the registration process.

Settlement reports are available on deposit days. There is no notification that these settlement reports are ready; you are responsible for going into the Shopatron site and generating these yourself. The bi‐monthly statement from Shopatron lists all sales that have been made by the store, and the store can look up any order online to confirm the status and dollar amount. Orders are kept online by Shopatron indefinitely.

If there are returns they appear on the Settlement Statement as net amounts.

The report provides the details for each transaction, showing how the total amount of the bank transfer was calculated.

Taxes are collected by Shopatron as part of the online transaction with the customer. The total deposited includes those taxes.

The store remits the applicable taxes based on the taxes on the transactions for the Shopatron orders.

The Shopatron settlement report should be reconciled with your system. It can be reconciled by using a G/L report.

Make Journal Entries for Processing Fees

Make Journal entries for the Shopatron bank deposit amount and the processing fees withheld using the amounts from the Settlement Statement.

See Help Topic Creating Transactions Manually.


Reconcile Setup

There are two setup steps to complete in order to be able to reconcile your bi-monthly Settlement Statement.

A. Create a layout using General Ledger Layout Maintenance (GLMU). See Help Topic Creating Financial Statements.

B. Add a statement specification using General Ledger Statement Specifications (GSMU). Use the Layout Number created in step A. See Help Topic Setting up Statement Specifications.


Reconcile

Once the two setup steps are completed you can print a Financial Statement Report (RGFS) as required for use with the Settlement Statement in order to reconcile Shopatron sales.

1. Open General Ledger Statement Specifications (GSMU) and click the Print Next Run box on the layout created in step B above. A “Y” is inserted, telling the system to print it the next time the Financial Statement Report is run.

2. Open the Financial Statement Report (RGFS). See Help Topic Print Financial Statements.


3. Change the Starting Date and Ending Date to the date range to be reconciled per your Shopatron Settlement Statement.

4. Print and/or spool the Financial Statement as desired and use it to reconcile your Settlement Statement from Shopatron.


Appendix

Basic G/L Entries

POS Sale using the SHOPATRON Alternate Tender:

This is automatic with the passoff.

Debit Shopatron account

Credit sales

Credit sales tax

Debit COGS

Credit Inventory

When the money is deposited into the bank account (Shopatron values from the Shopatron Settlement Statement):

This is a manual G/L entry.

Credit Shopatron account

Debit Cash account

Debit processing fees

Verify the above with your Accountant to make sure the right accounts and entries are being used.

Shopatron Helpdesk

Shopatron customer service is available to assist with any questions or opportunities involving an eCommerce transaction, balancing issues, etc.


Notes:

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