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Web users are necessary to access any E-Commerce site you develop. Through a web user profile, you may control their access to catalogs, reports, and functions. You may also customize the aesthetics of the site for each individual user. It is recommended that for each Master Customer E-Commerce site developed you have an internal administrative web user; one that only you or your staff would use to access and review the site through the initial development and ongoing changes. (TIP: Make the user name the Master Customer Code and the password your company name. This was you always know exactly how to access a customer’s site)
Commands > New
The Master Customer will automatically default to the Master Customer entered on the main Customer Setup screen. Also, you will see “Only show users for this master customer” is automatically checked. As E-Commerce is managed by master customers, it is very rare that you would have the need to change either of these.
| • | User Name – The first field you are prompted to address is the User Name. Each web user must have a unique user name. The character limit is 50 and can include symbols as well as letters and numbers; therefore, many operators choose to use email addresses as user names. |
| • | Password – Xebra will initially issue a randomly generated password. You may choose to keep this or to generate your own. You may give the user access to change their password in the future. |
| • | Real Name – May be the end user’s name or may refer to a group that will be sharing a single user access. This is represented on screen in the store and will be a default during the checkout process. |
| • | Email – The web user’s email address. |
| • | Cost Centers – Cost Centers can be set up at the Web User level, which will control what appears in the Cost Center field on the checkout page. If a Web User is assigned to 1 cost center, then this will appear in the Cost Center field when checking out, and they will not be able to edit it. If a Web User is assigned to multiple cost centers, then a drop-down will appear in the field, and they must select one to move forward. |
| • | Approval Setup – Xebra allows for the creation of an approval hierarchy. You may have as many levels of required approval as needed. For instance, a general staff member of a bank might be able to place an order, which must be approved by their branch manager. Once approved by the branch manager, that same order can be directed to a regional manager for approval and then even on further to a corporate controller. Along the way, each approval operator has the ability to make changes or delete the job as well as approving it. Only once the highest approval operator in the hierarchy has approved the order does the order come to the distributor for processing. |
| ◆ | Approval Operator – This would be an operator that has the ability to approve orders at some level. An operator may be set as an approval operator but still require approval. This just means that they are a middle level approval operator within a much larger hierarchy. |
| ▪ | For orders pending approval at levels below this web user in the approval hierarchy – Used alone, only when a multi-level hierarchy is in place. |
| ► | Allow Viewing – When checked, this web user has the ability to view any orders pending approval at or below their level within the hierarchy. |
| ► | Allow Edit/Delete/Approval – When checked, this web user will have the ability to edit, delete, or approve any orders at or below their level within the hierarchy. |
| ▪ | For ANY orders pending approval regardless of the approval hierarchy – For single level hierarchies, all approval operators will require these settings. For multi-level hierarchies, only those approval operators at the very top should have these options checked. |
| ► | Allow Viewing – When checked, this web user has the ability to view ANY orders pending approval. |
| ► | Allow Edit/Delete/Approval – When checked, this web user will have the ability to edit, delete, or approve ANY orders. |
| • | Reports – You may give access to a variety of reports through the E-Commerce store. These reports are limited to only those you would want to share with an end user. For a full explanation of these reports and details on making custom reports available, see the Reports section below. |
| ◆ | CSI Reports – The following reports are specific to CSI activity and should ONLY be selected when Warehouse Release product is made available. Selecting these reports when Warehouse Release products are not available will result in an error when attempting to access reports via the E-Commerce store. |
| ▪ | Status And Reorder - Quite possibly the most frequently used report in CSI; the Status and Reorder Report details usage averages over multiple time periods, current on hand quantities, and notes incoming orders or due for reorder dates. The biggest advantage to this report is the ability to customize it to your specific needs. The Status and Reorder Report can be found in Setup under Document Configurations. |
| ▪ | Usage By Location - Used to review usage of inventory based on customer shipping locations. This can be invaluable when dealing with large master customers under which many individual shipping locations exist. Many times, a customer like this will request reporting on which locations are requesting releases. Using the option for Master Customer Summary you can limit this report to a single master customer; breaking usage down by location and summarizing that usage. |
| ▪ | Usage And Inventory By Location - This report represents usage data and current inventory levels per location. Though not limited to, this report is especially useful when working with Count at Site programs as it will show what the current inventory level is and what the average usage has been to better estimate the current state of inventory and the potential need for restocking. |
| ▪ | CSI Activity - The Activity allows you to review all activity for a Master Customer, Location, or a particular Item. All receipts, releases, and adjustments will be represented. |
| ◆ | General Reports - These reports are available regardless of the types of products being made available. |
| ▪ | Order Status Report - Only available to a web user through an E-Commerce site. This report details the web user's orders placed through the site and their current status. |
| ▪ | Order History Report - Only available to a web user through an E-Commerce site. This report details all orders placed through E-Commerce by the web user. |
| ◆ | Restrict Location – By default, a web user that has been given access to any of the above reports will have the ability to limit the report to a particular shipping location or view information for all locations combined. Entering a shipping location in this field will limit them to only accessing reports based on that specific location. |
| • | Order History – This is different from the Order History report in that it is not a printable report but rather a page of the website. This provides access to an on screen history of E-Commerce activity with the ability to search and sort that history using various criteria. Giving access to order history is fairly common for any private user. If you are creating a web user profile that will be used by multiple people, especially when it is meant for public access, access to Order History is rarely allowed. |
| • | Shipping Location – By default, a web user will have access to all shipping locations grouped under the master customer for which you are creating the E-Commerce store. However, you may choose to limit that access to a specific shipping location. Tying a web user to a specific customer shipping location, you are removing the ability for them to choose a different address for shipping purposes; you are also ensuring that any activity generated by them will appear in reporting under that specific location. |
| • | Warehouse – ONLY used when making inventory items available to the web user. By default, a web user will have access to any warehouse a product may be stored in. If a product is stored in multiple warehouse, the web user will see the available quantity in each location and be able to choose which location they would like to release from. If you specify a warehouse, the web user will only see the available quantity within that specific warehouse and will only be able to request releases based on that information. |
| • | Limit to Warehouse – If you select a warehouse code and check the Limit to warehouse check box, the on hand quantity for items on the site will only show what is on hand for that particular warehouse. Also, when you process orders to releases, the warehouse will always default to the warehouse selected for the web user that placed the order as long as there is a control record for the ordered item in that warehouse. |
| • | Start Screen – By default, the start screen for any web user is the home page. This is most common though you may specify a different start screen for any web user. Common examples of using this feature are web users that regularly order Office Supplies or approval operators that wish to immediately access pending approval required jobs upon logging in. NOTE: Warehouse, Stock, and Imprint all refer to the product specific catalogs. When choosing one of these, you must have the proper product specific catalog type available and there must be only one catalog of that type. |
| • | Number of items per page – This restricts the number of items that will be shown per screen. You will want enough per screen so that there is substance but not so many that the end user’s browser may be bogged down loading all of the information and images. A good starting point would be 20 and you can adjust from there as needed. |
| • | Web User Specific HTML – Earlier, we discussed HTML configurations. Here, you may set a specific HTML configuration for the web user. This, however, is rare as both web site appearance and HTML are usually master customer based. |
| • | Allow Credit Cards – Allows the web user to provide credit card information when placing an order. There is some setup that is required in addition to selecting this option. |
| ◆ | SSL Certificate – Any website accepting credit card information must have an SSL certificate associated with it, ensuring security. For options and assistance in purchasing and putting in place the certificate please contact customer support. |
| ◆ | Credit Card Information – Before a web user can enter credit card information, you must first specify which credit card types you are willing to accept. For information on specifying which types of credit cards you are willing to accept, please see the Credit Card Information section. |
| ► | Require Credit Card - If Allow Credit Cards is selected, this checkbox will become available. This will require the end user to enter credit card information at checkout. |
| • | Allow Alternate Address – The web user will have access to any shipping locations under the master customer for which you are creating the site, unless you have restricted the web user to a specific shipping location. In either case, you may give the web user the ability to manually enter a shipping address upon checkout. NOTE: If this option is provided, the order being placed will still fall under the customer shipping location chosen for reporting purposes, order history, etc. |
| • | Allow Access To Settings – Through settings, the web user will have the ability to change their email address, password, the number of items shown per page, and specify if they would like to retain session information. It is common to allow access to settings when the web user is private. If the web user will be used by multiple people or as public access, this option should not be selected. |
| • | Retain Session Information – This option will save any items that have been added to the web user’s cart even if they should close the store in their browser. Upon logging back in to the store, all items will be in the cart as the user left them. It is common to allow access to settings when the web user is private. If the web user will be used by multiple people or as public access, this option should not be selected. |
| • | Impose Order Quantities – As discussed earlier, maximum and minimum order restrictions may be set on items. In order for these restrictions to be enforced, this option must be checked. Left unchecked, the web user will be able to order any quantity of product regardless of the restrictions that may have been put in place. |
| • | Show History For All Users – Used in conjunction with the Order History option, this option allows for the web user to see all activity and history for ALL web users under the master customer. This is typically only selected for administrative personnel either within the distributor’s or the customer’s organization. If the web user will be for public use, this option is NEVER selected. |
| • | Break Pages By Section – When selected, this option will maintain any subsections you have put in place within the catalogs. This option is commonly selected. |
| • | Use Section Description For Page Number – By default, pages within a catalog will be numbered (the number of pages based on items shown per page). This default method is the most common used. However, selecting this option will replace the numbers with the section descriptions you have created. Caution must be taken when using this option as the number of items per page can cause an issue if a section contains more than the allotted items per page and pushes into multiple pages. |
| • | Don’t Go To Cart After Adding – When selected, the web user will remain in the catalog after adding a product. |
| • | PunchOut User – This option is only used in conjunction with more advanced or custom functions. For more information, see the Advanced Functions section below. |
| • | New Web User On-Line Default – Used when allowing end users to create their own web user accounts. You will first want to create a web user with all settings that you wish to allow for a new user. On that web user, you will select this option and Xebra will use these settings when creating the new web user profile. Once an end user has created their own account, you can then access their web user profile just as any other and make changes as needed. |
| • | Enable Cart Save For Later – This option requires an adjustment to HTML made by Xetex Xebra tech support staff. The Cart Save For Later option allows the web user to process an order for only some of the products in their cart, leaving the remaining products in the cart for later processing. You will want to select “Retain Session Information” in addition to this option. |
| ◆ | Catalog List – Shows all catalogs currently available to the web user. Each catalog is listed with its ID, the catalog description given when creating it, and the type of catalog it is. To edit access to an already available catalog, simply double-click the catalog in question. |
| ▪ | Web User Catalog – This dialog asks for the catalog ID and gives the description given to the catalog. |
| ► | Default Menu Description or Use Catalog Description For Menu Item – This controls what is represented as the catalog title in the E-Commerce store. The default menu description will pull from the descriptions provided in the website appearance. The catalog description will be whatever the catalog was named when it was created. Most often, it is this latter option that is used; otherwise, you run the risk of having multiple catalogs in a store all sharing the same title. |
| ► | Delete – Used to remove a catalog from a web users list. This DOES NOT delete the catalog from the master customer entirely. It only removes a web user’s access to the catalog. |
| ◆ | Add Catalog – Used to make an existing catalog available to a web user. When selected, the Web User Catalog dialog mentioned above will open and you will need to enter the catalog ID or use the search to select the desired catalog. Again, be sure to choose either Default Menu Description or Use Catalog Description For Menu Item, of which the latter is the more commonly selected. |
| ◆ | Office Supplies Catalog – If you are offering office supplies through the United Stationers catalog, it is here that you will control a specific web user’s access to that catalog. |
| ▪ | Show Office Supplies Catalog – Enables web user access to the United Stationers catalog. |
| ▪ | Keyword Search – Allows you to enter terms, item codes, etc. to which you wish the Office Supplies catalog search to initially open. This DOES NOT prevent the web user from searching the catalog on their own. |
| ▪ | Search Type – When entering multiple pieces of data into the Keyword Search field, this indicates whether results should include all or any of the data entered. |
| ▪ | Default Keyword Search – During the initial setup of your office supplies integration, you have the ability to setup a default keyword search. This is used if a distributor wishes to highlight specific office supply products to their end users. If you have created a default keyword search list, this button allows you to load that list for this specific web user. |
| ▪ | Account Number – If desired, enter the United Stationers account number you wish represented on the packing slip they will include with the order. |
| ◆ | Report Catalog – If making a custom report catalog available to the web user, enter the catalog ID. Each web user may be given access to only a single custom report catalog. However, each report catalog may have as many reports/files within it as needed. |
| ◆ | Web Site Appearance – The web site appearance may be controlled at the master customer level (most common) or the web user level (rare). Unless you plan on controlling the appearance for each web user individually, this option found in the web user profile should be left as is. Any change recorded in this web site appearance will cause the system to consider this web user separate from all others under the master customer and any changes made to the master customer web site appearance will not be reflected for this web user. Please see the Web Site Appearance section of this chapter for more details. |
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