Learn how to use the Mailware Demo or set up your own company and start entering live data.

Visit our Knowledge Center for help setting up and using Mailware, access to our support forums and to contact technical support.

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1. Get Started with the Demo
2. Check for Updates
3. Buy Mailware

When you set up Mailware you can either manually enter your data or have us import your data from one or more sources. We call this service a Data Conversion and your data can come from multiple source including:

• Another back office system
• QuickBooks
• Various channels – e.g., Amazon
• Your web store
• .csv (text) files you provide
• .csv files from your vendors

To properly use Mailware you need a minimum amount of data entered, especially products. The following topics explain how to enter the different data you may need. Because these topics are also part of the Using Mailware section you will want to click the Back button after visiting each one to return here.

If you are entering data manually we recommend you enter it in the following order. If we are providing a data conversion for you for one or more of the items in the list (e.g., Products), just skip those. You can enter your other data while you are waiting for your first and/or final data conversion.

Note: Use the Back button on your browser after visiting each of the following pages to return to this list. 

1. Vendors
2. Products including Sub Products, Assemblies and Channel Listings
3. Shipping Methods
4. Ad Source Keys
5. Sales Tax
6. Email Notification
7. Process Orders – assign appropriate reports to Print button
8. Customers
9. Orders
10. Zip Codes - These are provided for you, but you can edit any you wish.

As you enter your data be sure to Backup your database (Tools>Backup from the text menu if you are not using Client/Server). When we send your data conversion you can simply copy the files we send into your data directory overwriting the existing files there.

^Setup Home  |  Next >

1. If you have not done so already click Tools>Preferences on the text menu to open the Preferences dialog. Then click the Orders tab.

    

2. This is the most detailed Preferences section. Make your changes as described below and then click the OK button to save them.
     
3. Field Defaults

   Pay Type and Ship Via- You can set a default Pay Method and Ship Method for keyed orders. These can be overriden at the time of order entry. You can also specify a default pay method for a customer that will override this global default when you enter an order for that person.

   Print labels for new orders – Legacy, but can be used in reports by detecting the value (True, False or Null) at the order level.

   Print invoices for new orders - Legacy, but can be used in reports by detecting the value (True, False or Null) at the order level.

   Override shipping for new orders – Sets the Shipping field to an editable mode and does not calculate shipping automatically. Useful if you usually enter shipping when taking phone orders.

   Default new orders to On Hold – New orders are automatically set to HOLD. Useful if you want to approve orders before processing them.

4. Preferences

   Require Operator ID to be assigned - Forces the user to enter an Operator ID at the order before it can be saved. This prevents users from saving orders without an ID.

    Require Source Key to be assigned – Forces the user to select an Ad Source Key before the order can be saved.

   Require Shipping Method to be assigned - Forces the user to select a shipping method before the order can be saved.

   Require override if over _____ – Operator cannot save an order over the amount you specify here without management approval.

   Use incremental product search – Defaults the incremental search on the product search screen at order entry to on. As you type a product number the search will jump to the next match.

   Start product search on Full Text field – Defaults the product search at order entry in the Full Text field where you can type any whole word that appears in the Product Number, Name, Description or Long Description.

   Hide discontinued option in product search – Removes the option at product search to exclude discontinued items.

   Go to last order on open – Legacy, no longer used.

   Charge for backorders – If checked, orders will include backordered items in the extended amount column and order subtotal. If unchecked, the customer will not be charged for backordered items until they are filled.

   Fill Backorders on standard import – When importing .csv or similar files using the Import on the Process Orders screen items will be committed instead of backordered if possible. There is a different setting for orders imported from Channels. See the Channels Preferences for details on the Commit Items on Import option.

   Message for new order – The text you type here will be displayed at order entry (Note: This feature is currently disabled).

   Show gift order items on master order screen – Select this box if you would like be view the items for suborders under the Gift Order Items tab on the Order Entry screen.

   Lock credit card info after approval – Prevents users from modifying payments after receiving or entering an approval code.

   Set payment approval code to readonly – Lock the approval code so it cannot be manually entered. You can still use the Authorize button and imported orders will have the code already entered.

   Delete credit card number after approval – For very strict PCI Compliance purposes you can choose to have credit cards immediately deleted from Mailware.

   Set Operator ID to readonly – Prevents users from selecting a different Operator ID at order entry. It is recommended you have a default Operator ID set in preferences or have security turned on so Operator ID’s are entered automatically.

   Set Order Date to readonly –  Locks the Order Date field so it cannot be changed.

   Process Orders: Do not process payment if item total equals zero – Prevents orders with a zero balance from appearing in the Process Payments tab of Process Orders. This is useful if blank orders are importing.

   Allow prices to be changed after an item has shipped – Not recommended, but allows you the option to edit shipped items.

   Allow shipped items to be forced back to committed or backordered – Not recommended, but allows you to right click and change the status of a shipped item.

   Automatically mark items as shipped instead of committed – When an item is added to an order it is immediately set to Shipped instead of Committed status.

   Send email when order is marked finished –  You can select an email from the Email Notification feature to be sent automatically when the user click the Finished button during order entry.
     

5. Shipping Tab

   Allow tracking table to be edited – Unlocks the Tracking table so you can manually enter or change tracking information at order entry.

   Default to Don’t Hold for BO – Allows orders with backordered items in them to ship ahead by default. You can override this for any individual order at order entry by checking/unchecking the “Don’t hold for BO” checkbox on the Shipping tab.

   Scale Port – Select the port to which your scale is attached so Mailware can use it during Box Scanning in Process Orders.

   Require signature if over – Indicates a signature is required for delivery for orders over the amount you enter. Mailware will send this code to your connected shipping software when applicable.

   Ship insured if over –  Indicates insurance is required for delivery for orders over the amount you enter. Mailware will send this code to your connected shipping software when applicable.
     

6. UPS Worldship Tab

   Export to UPS Worldship when invoice prints
   Note: Mailware uses an ODBC Connection to connect directly to UPS Worldship and print labels one at a time or in batches. The Export to UPS Worldship feature here is a legacy option for older versions of Worldship. This is no longer used.

   UPS Database File – Specify the ODBC connection you created here.
    
   

7. Endica/Dazzle Tab
   Note: Mailware uses an ODBC Connection to connect directly to Endicia Pro and print labels one at a time or in batches. The Dazzle feature here is a legacy option.

   Dazzle Directory - Enter the path to your Dazzle install. Mailware can submit labels to Dazzle from Order Entry using an xml connection.
     

8. Connect Ship Tab

   Export to ConnectShip after box scanning - 

   Login etc – Enter your credentials for your ConnectShip account so Mailware can interact with the program.

   Label Format - 
    
   Port - 

   Stock Symbol - 

   Mode - 
     

9. Special Items Button
   This opens a dialog where you can set up Order Discounts, Hazmat Charges, Shipping Insurance Calculations, Order Minimum Amounts and an automatic item to add to all orders (e.g., a Catalog)
     
10. Set Order Number Button
    Click this to set the next order number for Mailware to use when creating orders. Contact Support to receive your password to make this change.
      
11. Search Tab Order
    Click this to change where the cursor starts and jumps to when using the Find an Order feature. This allows you to specify your favorite fields to jump to first when searching.
     

^Setup Home  |  Next >

1. If you have not done so already click Tools>Preferences on the text menu to open the Preferences dialog. Then click the Channels tab.
2. This section is covered in the MCM Setup section which is covered later in the implementation topic.

^Setup Home  |  Next >

1. If you have not done so already click Tools>Preferences on the text menu to open the Preferences dialog. Then click the CRM tab.
2. Mailware includes a full Customer Relations Management (CRM) tool similar to Salesforce or Sugar CRM. If you wish to use this feature you can specify where the following three tabs open by inputting the URL you wish to use for each of these in the fields.

   Online Support Tickets – Enter a URL here if you use an online Help Desk system (e.g., ZenDesk)

   Online Project Manager – Enter a URL here for a project management tool (e.g., Basecamp) 

   Online Email – Enter a URL for your online email service (e.g., Google)

   Note: You can enter any URL you wish for the above and allow your users to access different web sites than the recommended types above. 

^Setup Home  |  Next >

1. If you have not done so already click Tools>Preferences on the text menu to open the Preferences dialog. Then click the Printers tab.
2. Default Printers

   Order Invoice Printer – Select the default printer you wish to use when printing an invoice from the Order screen (a single invoice).

   Invoice Copies – Specify the number of copies you wish to print each time.

   Preview Invoice before printing – You can preview the invoice before printing or uncheck this box to have the invoice start printing immediately.

   Show printer setup dialog before printing – If you choose to Preview an Invoice before printing the show printer dialog is required so you can send your invoice to your printer.

   Order Label Printer – Select a default printer for labels printed from the Order screen (single labels)>
     

3. Report Tab Settings 
   Use these settings to control how much access your users have to report writer features. This preference is specific to the physical workstation rather than the user’s login.
   

   Show Define Search tab – Hide or show the Define Search tab in the report writer for this user.

   Show Layout tab - Hide or show the Layout tab in the report writer for this user.

   Show SQL tab - Hide or show the SQL tab in the report writer for this user.

   Allow report change to be saved –  Allow or prevent this user from saving reports.

^Setup Home  |  Next >

1. If you have not done so already click Tools>Preferences on the text menu to open the Preferences dialog. Then click the ECheck  tab.

2. ECheck Interface

   We have used Authorize Net as an example ECheck service for this tutorial. Authorize.Net  is a web based gateway. You will need a utility available from xAuthorize that allows Mailware to communicate with Authorize Net.

   1. Install and test your credit card software, then open Preferences, click the ECheck tab and select your Interface Software.
   2. When you select Authorize.net the following fields appear.
   3. Before you can set up Authorize.Net to work with Mailware you will need to obtain the API LoginID and the Transaction Key.  Below are instructions on how to obtain those.
      1. Open up Notepad
      2. Login to your Authorize.net account
      3. Click the “Account” link at the top.
      4. Click on the link : “API Login ID and Transaction Key” Click the generate button(s) if needed.
         1. NOTE: If you have already generated a API Login ID and Transaction Key, the system will ask you to respond to a security question.
      5. Copy the API Login ID to the clipboard and paste it into the Notepad.
      6. Copy the Transaction Key to the clipboard and paste it into your Notepad on a different line
   4. Enter your data as follows:
      1. Gateway – Select Authorize.Net Echeck Service from the drop down
      2. Login -API Login ID
      3. Password – Transaction Key
      4. E-mail Merchant on Success - Check this if you would like to receive a confirmation email on each charge.
      5. E-mail Merchant on Error - Check this if you would like to receive a confirmation email on each error.
      6. E-mail Server - Enter your SMTP email server (you can locate this in your email software).
      7. Merchant Email – Enter your email address.
      8. Click the OK button to save your changes. An Authorize button will be available on the Payment tab of the Order screen and the Process Payments tab of the Process Orders action.

^Setup Home  |  Next >

1. If you have not done so already click Tools>Preferences on the text menu to open the Preferences dialog. Then click the Data Entry tab.
2. Name and Address Formatting – Select how you want fields updated when you enter data. When you type a field and then press the Tab key Mailware will change the formatting to your specified preference.
3. Always capitalize city name – Checking this box will ensure manually entered city names are uppercased.
4. Default Operator ID – If you are not using the security system and logins you can specify a default ID to be placed on orders, contacts etc. This is useful if you are the only user in Mailware or do not wish to have individual sign ins for your users.
5. Default Country – Sets the default country name and code for manually entered customers and orders. You can override the country selected when entering.
6. Require City – Forces the user to select a city before a customer or order can be saved.
7. Require Zip/Postal code – Forces the user to select a Zip or Postal Code before a customer or order can be saved. Note: When you select a Zip code a U.S. city will automatically be entered for you. When you press the Tab key you can change the city name if you wish.
8. Shipping Charge Ranges – The shipping tables in Mailware include a table for calculating shipping on manually entered orders by either the total weight of the order or the total value. You can merge these tabs to provide more fields for one or the other.
9. Start program with maximized forms – Opens Mailware with all screens maximized. Some users find this less confusing and more focused then the multiple windows view.
10. Print instead of preview – Reports when opened will automatically open the Print dialog. This saves you a step when printing reports.

^Setup Home  |  Next >

1. If you have not done so already click Tools>Preferences on the text menu to open the Preferences dialog. Then click the Products tab.
2. Preferences

   Show product weight in grams – Check this box to display grams instead of ounces on the Mailware product screen. This simply changes the field name. The values in the weight field are stored as decimals which are not specific to a weight system.

   Use VAT taxes – Adds a Vat % field next to each Price Level on the Product screen. You can enter a percent amount that will be added to items in orders.

   

3. Custom Fields

   Custom Field Name – You can rename the Custom Fields that show up under the Extras button from the Stock Levels tab of the Product screen. These custom fields also show up with the names you type during product searches. They are not searchable fields, but do show information specific to your.
    

4. Purchase Orders

   Email Notification when sending as .pdf attachment –  You can select an email (usually the default PO email) to send when using the Purchase Order system in Mailware and selecting from the Reports menu there to send the current PO as a .pdf.

^Setup Home  |  Next >

1. If you have not done so already click Tools>Preferences on the text menu to open the Preferences dialog. Then click the Customers tab.
2. Alternate Customer Number Formula – You can specify what portions of a customer’s name and address make up the Alternate Customer Number found on the Additional Info tab of the Customer screen. The System ID also found there is a sequential, unique number. Both fields are available in Search.
     
3. Field Defaults
    
   Price Level – Sets the global default price level used for newly added customers. Products have 4 price levels. The level selected here will determine the amount charged to the customer when manually entering orders if no other method is selected for the individual customer in the Additional Info tab of the Customer screen.

   Search Tab Order - Opens a dialog where you can specify where the cursor starts and then jumps to when using the Find a Customer feature. This allows you to specify the cursor appears first in the fields you normally search on.

   Set customer Sales Rep to current operator when adding customers –  This defaults the sales rep on the Additional Info tab of the Customer screen to the currently signed in operator when adding customers. Use this setting when you have sales reps for whom you wish to pay commission. It can also be used in conjunction with Security to limit operators views of customers to only those they add or are assigned.

   Use query method (instead of filtering) for customer searches – Legacy and not recommended as this method is slower. Use only if instructed by support. 

^Setup Home  |  Next >

1. If you have not done so already click Tools>Preferences on the text menu to open the Preferences dialog. Then click the Network tab.

    

2. These are legacy settings so you do not need to change anything. However, this dialog provides useful information including your network database directory and the location of your Private Directory.

^Setup Home  |  Next >

1. If you have not done so already click Tools>Preferences on the text menu to open the Preferences dialog.
2. In the first tab enter your Company name and address. This is the information used by reports to populate return addresses etc. The company name you type here also appears in the top left corner of Mailware in the title bar so you know which company your are logged into.
3. If you would like Mailware to open to the Main Menu instead of the Welcome screen check the “Start on the Menu tab when opening Mailware” option.
4. The “Automatically check the Web for HTML Updates” option is no longer used as help files are now accessed through your browser directly.

^Setup Home  |  Next >

Included are the following topics:

• How to Run Reports
• Editing or Creating a Report
• Report Tips and Tricks

Report Basics

First, let’s cover how to find the report you want and open it. Mailware’s reports are accessible from 2 separate locations (Advanced Note: The report files themselves are stored in a directory named Reports directly under your Data Directory. In a Client/Server installation the Reports folder is located under the folder that contains your clientserver.ini file.):

1. The Reports tab on the Company Database
2. The Reports Button on various screens

Whichever you choose finding reports is simple. Reports are sorted by various types. Reports in the Reports buttons of various screens are associated with the screen (e.g., the Order screen Reports button includes Invoices, Mailing Labels etc.). Reports are generally in one of the following categories:

• Labels
• Management Reports (reports that provide status information)
• Operation Reports (reports you use to complete tasks)
• Export Reports
• Process Orders Reports
• Custom (your own reports)

The Report Center also includes subcategories for the various screens in Mailware:

• Customers
• Orders
• Inventory
• Ads
• Profit
• System

To find the report you want look in its group. For example, to locate an invoice in the Reports Center:

Type “invoice” in the Search field and click Go.

Or,

Click the Filter by field and choose Orders, then Click the Go To field and select Operation Reports. Scroll to the invoices.

Some reports you preview will ask for a date range. Enter dates in the format mm/dd/yy. (Tip: Reports usually default to Today’s date so you can simply press Enter at each prompt to see report results for today’s date. For dates in the current year you can exclude the yy). Your report will appear in a preview window.

You can then print them by clicking the Print icon on the toolbar to open a standard Windows dialog. Click OK to print to the listed printer.

Tip: You can first change printers in the pulldown if you have more than one and for most reports you can also specify a page range (e.g., 1 to 1). In Preferences you can specify a default invoice and label printer.

That covers the basics of finding and printing reports. Don’t worry if it sounds like a lot of steps. We will show you several shortcuts in the Report Tips and Tricks portion the tutorial. But first let’s move on to Editing a Report so you can learn how to change a report to suit your business.

Editing a Report

This section instructs you on editing an existing report. You can use the same steps to create your own report from scratch.

Note: For this tutorial we will use the R5110 Invoice for Date Range report which is located in the Report Center.

We are going to work with the most commonly modified report – Mailware’s pre-built Invoice/Date Range. First, locate it in the Company Database (see the Report Basics tip for help locating the report).

Click the edit icon next to the report to open the Shazam Report Writer to the Define Search page. Now, follow the steps below to modify the invoice.

1. First, let’s save the report under a different name so your original is left intact. At the top of the screen click the File text menu item, then select Save As from the menu that appears. In the dialog that opens type: Invoice Tutorial then click OK. The report will be saved under the new name.
2. The Define Search screen is used to add fields from Mailware’s tables to the report. We have already added the ORDERS, ITEMS, CUSTOMER and PRODUCTS tables for you (the boxes in the top half of the screen), and, from each table, several fields (the columns at the bottom). For example, you can see the order number field (OrderNo) in the first column.We will return to the Define Search tab later to add a field to the report. For now we have what we need so let’s move on to the Layout Page.Left click the Layout Page tab now.
3. The Layout Page shows us our Invoice as it will appear in a preview. Fields are placed on the page in square brackets (for example, under Bill To: the customer’s company name is shown as [Company]). Labels and other special fields are preceded by an @ symbol or appear exactly as they will print. You can move these fields around, change their appearance and content or delete them entirely. Let’s try a couple of quick exercises:Left click on the Ship To: field. Notice the black square squares that appear around the field? These indicate the field is selected. You can left click and drag any square to resize the field. Or, you can click in the center of a selected field and drag it around the page.Left click on the Bill To: field, then Right click it. A pop up menu appears with options for modifying the field. In this menu Left click the Customize Objects option.
4. The Page Designer opens. Options for changing the look and content of fields are available from this dialog. (Your Page Designer will contain different data then the following sample).The Page Designer is your main editing tool in the Layout Page tab. You can change the field it affects any time by simply clicking the desired field on the Layout while the Page Designer is open. For example,If necessary, move the Page Designer so you can see another field in the report. Then, Left click any currently unselected field.Did you notice the name of the field changed in the pulldown field at the top of the Page Designer’s Customize tab? Try left clicking other fields and watch the name change. This lets you switch quickly to another field and edit it without closing the Page Designer.You can leave the Page Designer open while you work on the Layout or close it with the X in its corner if it is in your way. You can also open it anytime by clicking its icon  on the toolbar.
   

   Changing Field Properties

   You can change the way fields look on your report by editing their properties on the Page Designer. To demonstrate, let’s try changing some fonts. If you closed the Page Designer open it now by clicking its icon . Then Left click the [ShipCompany] field under Ship To:.

   1. In the Page Designer left click the Customize tab at the top of the dialog, then left click the Properties tab at the bottom. Several rows of properties for the [ShipCompany] field are listed in the dialog. Scroll down to the Label section and left click in the white cell next to the Font field.
   2. A button containing an arrow will appear in the field. Left click the arrow button to open a standard Windows font dialog.
   3. In the Font dialog select a different font name from the list (for example, Times New Roman). You can jump quickly to a font by typing its name.
   4. Left click the OK button to accept the new font. The [ShipCompany] field on the Layout page will change to the new font format.
   5. You can continue selecting one field at a time and changing fonts the same way, however, there is a faster method. Left click the [FullName] field below [ShipCompany]. Then, hold Shift and left click the remaining address fields. This multi-selects fields. On the Page Designer change the font as described above and all fields are changed simultaneously.(Note: to use multi-select to change properties always left click a single field first, then Shift-click additional fields. To move fields you can multi-select the same way, or simply drag a box around the fields you wish to move).You can use the above steps to change other properties available on the Page Designer. For example, multi-select fields you wish to be left aligned and change the Left field under Dimensions. Or, change the background color and text color by selecting colors in the Background and Foreground fields under Color.

   Editing Field Contents

   Reports contain 2 types of fields: Data fields are created in the Define Search tab and Placed on the report from the Page Designer. Custom fields are labels, bitmap images, calculated fields and shapes you add from the Page Designer and edit directly on the Layout page.

   Let’s start with Custom fields.

   1. Open the Page Designer with its icon on the toolbar, then left click the Place tab.
   2. The Place tab contains your data fields in the center window and custom fields as icons on the left edge. To add a freeform label to your report left click the L icon . It will depress. Next, left click anywhere in the report to drop the field.
   3. The Label field will remain selected on the report so you can edit it easily. On the Page Designer left click the Customize tab at the top of the dialog, then left click the Caption tab at the bottom.
   4. You should see the name of the label field in the pulldown, and the contents of the field in the edit area. To change the caption left click in the edit area and delete the word Label. You can use the Del or Backspace key on your keyboard to delete the text.In the edit box type: Thank you for your orderNext, left click the label field you dropped. Its contents will change to the message you typed (Note: you can also close the Page Designer or click anywhere in the report to see the changes).
   5. The field is too small to hold the text so let’s enlarge it. Move your cursor over the middle black handle on the right edge of the field. The cursor will change to a double headed arrow. Left click and drag the handle to the right. When you release the left mouse button the text will update. Resize as needed until it fits in the box.
   6. Now, you can left click the middle of the field and drag it to another area of the report. Try placing it above the Ship To: field.You can use any of the icons on the Place tab of the Page Designer to add any custom field.Tip: You can add your company logo using the Image icon . You will need a bitmap (.bmp) of your logo in the appropriate size (about 250 pixels wide) already saved to your Mailware data directory. When you place the image into the report a dialog will open so you can browse to the bitmap.

Now, let’s add a data field.

1. Mailware’s CUSTOMER table includes a Country field in the customer’s billing address. Let’s add it to the Bill To address on the invoice. Before it can be added to the Layout page, however, you need to add it to the Define Search page. To do so, Left click the Define Search tab.
2. On the Define Search tab find the CUSTOMER table in the top half of the screen. Use the scroll bar in the CUSTOMER table to locate the Country field (it’s about the 12th item from the bottom).
3. Double click the Country field to add it to the columns in the lower half of the Define Search screen.
4. Left click the Layout Page tab to return to Layout and open the Page Designer with its icon . Then, left click the Place tab on the Page Designer.
5. In the center of the Page Designer’s Place tab are the fields from the columns in the Define Search screen. Scroll to the bottom to locate the Country field you added.
6. Left click and drag the Country field into your report and drop it below the Bill To: address.
7. Two fields are added. The Country field is a header, and the [Country] field is the actual data. Left click on any blank area of the report to deselect the fields. Then left click the Country header field to select it. Press the Del key on your keyboard to remove the Country field.Tip: Before dragging a field to the report you can uncheck the  option on the Page Designer. This will let you drag and drop just the data field without its header.
8. Left click and drag the [Country] field to position it below the Bill To address. If you wish, you can preview your changes by clicking the Preview Report tab. Be sure to enter a date range that includes orders. Also, please note that the country will appear below the Bill To address only if the Country field in the customer’s account was entered.You can add any fields you need from the tables in a report using this method. You can also add new tables using the Add Tables icon on the toolbar in the Define Search screen. However, added tables must be linked by common field names (You can see the links in the invoice report now. They are connected by lines, for example, CustNo in the ORDERS table is connected to CustNo in the CUSTOMER table). Adding tables is a bit tricky since they affect the data that is displayed. In most cases you can simply work with the tables provided in existing reports. To learn more about adding tables refer to the Creating a Report from Scratch section of your Mailware Manual or .pdf file on your Mailware CD.You can edit any report in Mailware by simply opening it normally then using the steps above. In most cases it is a good idea to immediately save the newly opened report under a different name before making changes. When you finish your changes to a report in the Report Explorer you will be returned to the Explorer where you can locate your new report and add a memo to the lower half of the screen. It’s a good way to document the changes you made.Now that you know how to edit reports it’s time to move on to the Report Tips and Tricks section.

Report Tips and Tricks

If you have already completed the Report Basics and Editing Reports tutorials, or if you are already comfortable with Mailware’s report writer, you will appreciate the following list. It contains shortcuts, features and advanced techniques you can use to maximize your reports.

• Quick Access to Commonly Used Reports
• Add Reports to the Reports Button
• Adding a Prompt for Input to Your Reports
• Adding a Date Range Prompt to Your Reports
• Labels That Prompt for a Start Position
• Automatically Inserting Your Company Information
• Using Filters to Select Records
• Sorting
• Tweaking Labels
• Combining fields in Layout
• Creating Custom Expressions
• Using SQL Statements
• Layout Sections
• Miscellaneous Tips

Quick Access to Commonly Used Reports

You can have multiple instances of the report writer open simultaneously, and can keep them open all day. This is handy for reports you run repeatedly through the day. To open multiple Report Explorer reports:

1. Left click the Report Explorer icon on the toolbar to open the Explorer. (Note: You will need to add reports to the Report Explorer as described in the help file).
2. Double click the report you wish to open then position and resize the window.
3. Move the Report Explorer window out of your way or minimize it (do not close it or the report will close too).
4. Repeat steps 1-3 for each report you would like to have open.
5. As you need to update reports throughout the day left click the report window you need, then on the Preview Report tab left click the icon to refresh the report, and print normally.

Tip: You can edit reports in the C:\Mailw15\Reports folder by opening them from the Company Database Reports tab. The edited report will then be available from that item in the Reports tab. You can also export reports you created/edited in the Report Explorer and overwrite the .srw reports in the C:\Mailw15\Reports folder.

Add Reports to the Reports Button

You can add report shortcuts to the Reports buttons on various screens. You can also move, copy or delete the included report shortcuts.

1. Create or Edit a report and save it to your Reports Folder (The Reports Folder is located beneath your Data Directory. The default is C:\Mailw15\Data\Reports).
2. Open Windows Explorer and locate your Reports Folder on your hard drive, or network drive.
   Tip: To open Explorer right click the Windows Start button and choose Explore from the menu that pops up.
3. Expand the Reports Folder by clicking the + next to it in the left pane of Windows Explorer.
4. Left click the Reports Folder to select it. In the right pane all your reports will be listed (The pre-built reports are listed by report number and name e.g., R5100 This Invoice). Locate your report in the list.
5. Right click your report and drag it to the folder where you wish to add a shortcut (e.g., drag it to the Orders folder if you wish to add it to the Reports button on the Order screen).
6. Release the right mouse button to drop the report. From the menu that pops up select “Create Shortcut(s) Here.”
7. A shortcut will be created to your report. If you wish to rename the shortcut you can left click on the folder where you dropped it, then locate the shortcut in the right pane and right click it. Choose “Rename” from the menu that pops up. Type a new name and press the Enter key.
8. Repeat steps 5 through 7 to create shortcuts in different folders, or to add shortcuts to other reports you created. You can also locate then delete, copy or move shortcuts for the pre-built reports that came with Mailware.
9. Close Mailware then reopen it to refresh the Reports buttons.

Adding a Prompt for Input to Your Reports

You can have your reports prompt you for input when they are Previewed or Printed. For example, an invoice could prompt you for the order number.

In the Define Search screen double click a field (most fields will work with this tip, however, a few will not including Dates which can be set up to prompt as described below). An example would be the OrderNo field in the invoice. The following dialog will open:

In the Filter field on the right select one of the options in the pulldown (e.g., Is Equal To). In the example above we chose Is Greater Than or Equal To.

Enter your prompt text in square brackets [ ]. We entered: [Enter the beginning Order Number]

Click the OK button, then choose File>Save Report from the text menu.

Click the Preview Report tab to test your prompt.

A dialog will open with the text you entered as in our example below.

Enter an order number (We entered an order number of 2) and click OK. Your report will show results for all orders equal to that number or greater. In our example order number 1 would not be included.

You can enter multiple prompts in a single report. To include a date range selection see the next tip: Adding a Date Range Prompt to Your Reports.

Adding a Date Range Prompt to Your Reports

You can have your reports request a Date Range when they are Previewed or Printed. This is a handy way to display only the records you wish to view without hard coding dates into your report. In the Define Search tab double click a date field and change its Header to read:

GetDateRange

Then change the Filter to Is Between, and in the 2 fields that open below it enter a default range (entering the word TODAY in each field for example will cause the report to default to the current date if you do not enter dates when prompted).

The example below is from the Invoice report. We changed the Header which originally read: OrderDt to read: GetDateRange. When run, the report will ask for a date range, then display orders based on the date shown on the Order Entry screen.

Automatically Inserting Your Company Information

You can add fields from your Company Information settings in Mailware’s Preferences by Placing labels in the Layout Page of the report writer then changing their Names to any of the following:

ClientCompany
ClientAddress1
ClientAddress2
ClientPhone1
ClientCity
ClientState
ClientZip

To make formatting easier the following can be used in a single field.

ClientCityState
ClientCityStateZip

To change label Names select the label then open the Page Designer (click , then the Customize tab) and look at the Name field under the General heading. In the example below the Name field contains the text: ClientCompany.

Note: The Name fields will display your company information the next time you open the report.

Labels That Prompt for a Start Position

Your label reports can prompt you for the location you wish to print an individual label. To create a report that prompts you:

1. Create or edit a label report.
2. Locate the OrderNo field (or CustNo field in a customer label report) in the columns in the lower half of the Define Search screen and double click it.
3. In the dialog that opens rename OrderNo to CurrentOrderNo. This will cause the report to retrieve the information only for the currently opened order (or likewise for the currently opened customer when you change CustNo to CurrentCustNo).
4. Save the report using the text menu item File>Save As option. In the dialog that opens specify a file name of SXXXX Name of report (where XXXX is a4 digit number). The SXXXX prefix tells Mailware the report prompts for a starting position.
5. Create a shortcut (see Add Reports to the Report Button above) to the report in the appropriate Reports button in Mailware. When you select the report a dialog will prompt you for the starting label position number.

Using Filters to Select Records

Sometime you will want reports to pull only records that match certain criteria. The Define Search tab of the report writer contains the data fields that are included in the report. Any field can have filters applied to it. In the following example the report has been filtered for records with an order number greater than 500.

To set a filter first left click any white cell below the field HEADER you wish to use. Then double click to open the following dialog.

On the right side of the dialog select a filter type. In the example above we used Is Greater Than. Then, in the field(s) below enter your criteria.

Click the OK button (not pictured) to close the dialog. You may enter up to 5 filters for each field (Filter1, Filter2, Filter3, Filter4 and Filter5) depending on the type used (for example Is Equal To provides 5 fields for each filter so you may have as many as 25 criteria entered).

Note: Filters work in conjunction with each other. If you add a filter for OrderNo as above and use a Date Range under Order Date, only orders matching BOTH criteria will be selected. Also, the filters must occupy the same line to work together (e.g., Filter1 for the OrderNo field works in conjunction with Filter1 for the Order Date field and ignores Filter2 through Filter3). Experiment with filters to understand how the process works. You can use various combinations of them to create complex selections.

Sorting

Reports automatically sort results based on field order in the Define Search screen and the SORT option that is set. If SORT is set to None results are sorted in ascending order. In the following example records will be sorted on Key first, then OrderNo.

You can change sort order by selecting the white cell in the SORT row and double clicking to open an edit dialog. Select a different SORT method from the pulldown in the dialog. The first field that contains a SORT method will determine the first sort, the second field will determine the second sort etc. You can also reposition columns in the Define Search screen by left clicking and dragging their field HEADERS (the grey button at the top of the column).

Tweaking Labels

Labels may not print properly when using the default values in in the report writer. You can adjust these values by editing a Label report and changing the vertical and horizontal gaps, label size etc. This information is available in the Labels tab in the Report Setup dialog (click , then the Labels tab).

You can change the default format by clicking the Choose Standard Label Format button and selecting an Avery label type. You can then change Margins, heights etc in the fields on the dialog. Fields can also be used to create an entirely custom label.

We have found the following values work well for most printers for the standard Avery 5160/8160 and 5163/8163 formats:

Combining fields in Layout

When creating a Layout for a report you can combine fields in a single label in the Customize tab of the Page Designer (Add a Label to the report then on the Page Designer click Customize tab at the top and the Caption tab at the bottom). Enter fields in the edit area replacing the word Label.

This tip is especially useful for addresses. Try entering the following into a single field on the Layout page to create a tight address label:

Creating Custom Expressions

Sometimes you need calculated fields on reports that do not exist in Mailware’s tables. For example, Amount Due on orders is a calculated field you won’t find in the ORDERS table. You can, however, calculate these fields in the report writer’s Define Search.

First, double click a blank column or add a new one by clicking the Add Field icon  on the toolbar. In the dialog that opens you can build a custom expression by double clicking fields from tables on the left and mathematical expressions on the right. For example, to create the Amount Due field we double clicked TotalAmt, then -, then PaidAmt as in the example below:

Click the Field Properties tab to rename the field (it is otherwise named Custom by default). The new field may then be added to the report like any other.

Fields can be calculated in Layout too. When you Place a field from the Page Designer you can specify a mathematical argument (e.g., @Sum). Use the Calculate Field pulldown on the Page Designer before placing the field.

Tip: Use a custom expression of (999999999 – ORDERS.OrderNo ) to preview the latest record on the first page (e.g., the last invoice entered in the Order screen).

Using SQL Statements

In Mailware 2005 and later you can use SQL commands in custom expressions.

These commands add features to your reports that were previously unavailable. For example, using an IF statement you can change the text that appears on any report. To try this for yourself use the following steps to change the Mailware invoice. The IF statement looks for the customer type (R=Retail, W=Wholesale) and changes the company name on your invoice accordingly.

1. Open an order in Mailware and press the F10 key to preview the invoice.
2. Click the Define Search tab.
3. On the toolbar click the Insert Blank Field icon.
4. Double click the blank column that appears in the lower half of the screen.
5. In the dialog that opens paste the following into the Custom Expression:
6. (If (PrintOrder.Customer_LastPayMeth=’W',’Company 1′,’Company 2′))
7. Note: You can rename Company 1 and Company 2 if you wish.
8. Click the Field Properties tab and change the Header field to: Title
9. Click OK to save the new field.
10. Click the Layout Page tab at the top of the screen.
11. On the toolbar click the page designer icon.
12. On the Page Designer uncheck the Automatically caption fields box at the bottom.
13. In the list, locate Title and drag it into the top of your report.
14. Delete the old company name field off the invoice (or you can drag it outside the red lines so it does not print, but is available later to move back).
15. Drag the new Title into place. You can enlarge the field by clicking the little black square handles if you have a long company name. You can also adjust the font by using the pulldowns at the top of the screen for the font name and size as well as the Bold, Italics etc. buttons.
16. Click the Preview Report tab to see the results (Note: if prompted regarding sort order answer Yes). If the customer for which you opened the order in step 1 has a type of Wholesale, the first company name will be used. Otherwise, company 2 will appear. Note: You can find the customer type on the Customer screen under the Additional Info tab.Remember to save your report if you wish to keep these changes.Using the above IF statement you can change the company address, alternate short order messages, hide or display sale notices etc. The only limitation is the expression cannot exceed 255 characters.

Additional commands can be used as well. For example, CASE can display alternate verbiage too. The format for the CASE command is as follows:

CASE expression
WHEN expression THEN value
[WHEN expression THEN value]
[ELSE] value
END

1. To add the CASE command to our report, follow the steps above and paste in the following expression:(CASE PrintOrder.Orders_PayMethod WHEN ‘Credit’ THEN ‘Credit Card’ ELSE ‘Other ’ END)
2. Name the field PayType (instead of Title as above) and drag it into the report to replace the field under Pay Method in the first grey line. Now the words “Credit Card” will appear when you preview the invoice. However, we need to show other methods too. Using CASE you can specify different verbiage for each one. Try replacing the expression again with the following:(CASE PrintOrder.Orders_PayMethod WHEN ‘Credit’ THEN ‘Credit Card’ WHEN ‘Check’ THEN ‘Check’ WHEN ‘PO’ THEN ‘Purchase Order’ WHEN ‘Money Ordr’ THEN ‘Money Order’ ELSE ‘Other ’ END)
3. Save the report and close the report writer. Open an order and add a payment type of PO or Money Ordr. When you press the F10 key to preview the report you will see the new verbiage in the Payment Method field.
4. With CASE you can type a shorter expression than would be required by the IF statement to achieve the same results.

Layout Sections

Layout reports are divided into sections. The most basic layout reports contain a Header and Detail section. More complex reports contain:

• Report Header – appears only on the top of the first page
• Report Footer – appears only at the bottom of the last page
• Page Header – appears at the top of every page
• Page Footer – appears at the bottom of every page
• Detail section – appears in the center of each page and contains the unique repeating data

Layout reports may also contain Group Headers and Group Footers. These are special sections that are each associated with a specific field. You can add and edit Group Headers and Footers in the Page Designer under the Arrange tab.

Group Headers are useful for breaking reports into pages and displaying information specific to a field. For example, Mailware’s Invoice/Date Range report uses an OrderNo Group Header to create a new page for each order number. The same header displays the unique order number, order date and ship method information for each order.

Group Footers can also be used for data specific to a field. For example, Mailware’s Invoice/Date Range report uses an OrderNo Group Footer to total each order’s sale.

MISCELLANEOUS TIPS

Report Settings
You can change various report settings using the Report Settings icon on the toolbar.

Exporting
Any report can be exported in ASCII Delimited, ASCII Fixed, format. Preview the report normally then choose File from the text menu and select Export. In the dialog that opens select a format and enter a file name. Files are saved by default in your C:\Mailw15 folder, however, you can change the location with the … button on the dialog (e.g., save to a: to place a file on a floppy disk).

Several of Mailware’s reports are designed to be exported for use with other programs including: UPS Online, FedEx and several credit card software packages. These reports are located in the Report Explorer under Operation Reports in the System folder.

Print Invoices Button
The Print Invoice option in the Reports button on the Order screen opens the R5100 This Invoice.srw report. This report recognizes the selected order through a link to the OrderNo.db table that is created in your mailpriv folder when Print Invoice is selected.

Only the system administrator should have access to the Preferences in Mailware.

Important Note: Make sure everyone is out of the system and only on PC is being used when editing Preferences as the last station to exit will overwrite any changes made by other users.

To open Preferences click Tools>Preferences on the text menu:

When you are logged in with system administrator privileges or if you do not have security set up, click the Next button on this topic.

^Setup Home  |  Next >

Your new database is ready for you to start entering data. If you ordered a data conversion it can be imported now or after you have completed the next steps (Note: If you are receiving a FULL conversion install it now and then complete any data entry steps you wish. If you are receiving a partial data conversion, e.g., Products only, then you can enter any data you wish in the following steps except for the data you are having converted as it will be overwritten.) If you are not using Client/Server you can backup your database anytime by clicking Tools>Backup from the text menu (this feature does not work for Client/Server. Use a Windows backup utility and backup the data directory.

^Setup Home  |  Next >

After you install Mailware’s database and license files you can point each of the individual workstations to the data directory you created and shared. This allows them to simultaneously update and use the same data.

1. Open Mailware by clicking its icon under the Start button.
2. Click the Open Company folder. This will open a dialog where you can switch from the sample database to a blank database where you can enter your own information. 
3. In the dialog that opens select the Sample Database and click Edit.
4. In the next dialog that opens change the name of the sample database to your company name, then click the … button to browse to the data directory where you installed the blank database.
5. For each of your additional workstations on your network repeat steps 1 – 4. When you browse to or enter the database directory be sure to use the direct path to the data where you stored it (e.g., if the data is on your server in C:\Mailware\Data it will NOT be in that location from workstations. The correct path will be the server name followed by the shared name of the folder, for example \\ServerName\MailwareData). We do not recommend using mapped drives to specify the path to your data directory.  Always use the direct Universal Naming Convention (UNC) path instead. If Mailware will not open on a workstation because it cannot connect to the database see the troubleshooting tips at  http://www.mailware.com/help/error-messages/

^Setup Home  |  Next >

Mailware includes a database utility for viewing and editing data tables directly. An ODBC driver is included for connecting to other databases like shipping software.

1. The utilities only need to be installed on your server, but you can install them on each workstation if you wish.

   • Download Now File Name: Mailware2005DatabaseUtility.exe Size: 3.1 meg	Requirements This may be applied to Version 2005 or higher of Mailware and the Mailware demo.This tool provides direct access to Mailware’s database. Use it to read and write to the database, repair errors and run queries.
     Download Now File Name: MailwareODBC.exe Size: 3.2 meg	Requirements This may be applied to Version 2005 or higher of Mailware and the Mailware demo.Use this to set up ODBC connections with other databases.

    

2. Download the items above and run the install. Follow the prompts to complete.
3. To use the Database Utilities click the Windows Start button and find the program group “DBISAM Additional Software and Utilities”. You will most commonly use the Database System Utility option.

    

^Setup Home  |  Next >

You can use the Mailware Demo install already on your system or start new with the full install. The components you select depend on whether you are installing at the server or an individual workstation.

1. Download the Full Mailware Install for your version.
1. Mailware 2011 – http://www.mailware.com/pub/Mailware2011FullInstall.exe
2. Previous versions – Go to the Updates page and choose your version in the right column.
2. Either place the download where each workstation can see it or download it individually to each PC.
3. On your server, or the PC hosting your data, run the install. Click Next at each step with special attention to the following dialogs:

   You must accept the License Agreement to continue. You can read the agreement before proceeding and print it out if you like. The full agreement is available online as well.

   

   Each install will include a blank Mailware database. You can use the default of C:\Mailware\Data (recommended) or set your own path. Only the server requires a database be installed so you can delete the entire folder that is created on any other stations if you wish.

   

   On the PC that is hosting your Mailware data select “Server” or “Client-Server” as the Setup Type. This will install Mailware and the Multi Channel Manager (MCM). The Client-Server install includes the MCM and additional Client/Server files. The Client option is used for workstations and does not include the MCM.

    

4. Repeat step 3 for each individual workstation but choose the “Client” Setup Type. We will point these workstations to the main database in the next steps. 

^Setup Home  |  Next >

1. Cannot Connect to Database
2. Class not registered or Invalid Class String – when attempting to charge a credit card
3. Access Violation

Cannot Connect to Database

This error most commonly occurs when your workstation has lost its connection to your server or PC where the Mailware database is installed. The first thing to do is try to access that folder using Windows Explorer.

1. Open Windows Explorer
2. Browse to the location of your Mailware database.
3. If you are unable to reach your database you may need to share the folder again from the server. If you are using a mapped drive (not recommended) then you may need to remap the connection from the workstation using Windows Explorer. To do that, browse directly to the folder on the server and then select it. Map the drive using the option in the Windows Explorer text menu. See support.microsoft.com for help mapping drives and accessing and sharing your network folders.

If you moved your data directory or the path to it has changed you can modify the Mailware.ini file directly to specify the new path. Use this method when the above does not work and you cannot open Mailware to change the path using the File>Open Database option in the text menu.

1. Open Windows Explorer
2. Browse to the install folder for Mailware (default is C:\Program Files (x86)\Mailware XXXX – where XXXX is the version).
3. Locate the Mailware.ini or Mailware Configuration file. Double click it to open it in Notepad.
4. Locate the following sections and change the path to match the location of your Mailware data directory. Use your company name and path where you see cellphones below. Ensure your settings match the ones below. The PrivateDirectory does not have to match as shown, but must be an accessible local folder.
     
1. [Network]
   OverrideBDE=0
   ControlDirectory=C:\
   DataDirectory=c:\mailware\cellphones
   PrivateDirectory=C:\Program Files (x86)\Mailware 2011\MailPriv
   UseNetworkSettings=1
   UseLocalData=0
   UseSampleData=0
   NetworkDatabase=Cell Phones4U
   NetworkDataDirectory=c:\mailware\cellphones
    

2. [List-Companies]
   Cell Phones4U=c:\mailware\cellphones

 Class not registered or Invalid Class String

1. For PC Charge and IC Verify you must have the same Merchant ID in Mailware as in your credit card software. Some banks provide your ID in a letter with additional digits. Be sure to check the setup in your software.
2. If you are receiving a “Class not registered” error when attempting to run ICVerify, PC Charge or PC Authorize credit card software you can install credit card support files from the Mailware web site at http://www.mailware.com/download/extras/ccsupport/
3. If you are receiving a “Invalid class string” and are using xAuthorize as your interface software you need to install the xPayment software.  You can download it from http://www.xauthorize.com/products/xpaymentcom/
4. If you are using PaymentTech as your gateway and get a “Precondition Failed” error message when trying to process a charge, your IP address has not been whitelisted by PaymentTech.
5. In PC Charge, if you receive a result message of ” Not Captured” followed by an Authorization Code you may need to close PC Charge, then browse to the PCCW folder and delete the CVVS.PCC and Address.PCC files. Be sure to backup your PC Charge settings first, just in case. You may also need to delete Credit.pcc and Config.pcc.  If you are using PC Charge Payment Server you will need to use the command line switch /UI to start Payment Server up the first time.
6. Make sure both Mailware and your credit card software programs are running. For networks you may need to run both a server and a client version of your credit card software.
7. For IC Verify, some providers return a different character in the first position of the approval string (not the approval code you see in the results). If this occurs the charge will appear as approved but will be marked in Mailware as DECLINED. Please contact us for a patch to correct this (we have to modify it for your code). In the meantime, you can manually enter the approval code.
8. You do not need to create a batch in your credit card software, but you do need to settle the batch created by Mailware. Otherwise, charges will be entered but will not transfer funds into your account.

Access Violation

This is a common Windows error that can mean many things. Because it is non specific it is difficult to determine the cause without details about what steps you took prior to receiving the error.

DBISAM Engine Error #9729 – Duplicate key found

This can occur in tables where the primary key is one of the fields you are entering (like the Operator ID or Product Number) and when the NextXXXX table is corrupt or incorrect (the NextXXXX table contains a record number for table XXXX. For example NextCust contains the next record number for a new customer.

1. When the error occurs you will receive a message like the following.

   

2.  If you are typing the primary key you can simply change it. There are few tables in which you type the key, notably when you add a new Operator and when creating a new Product. This error is telling you that the record you are creating already exists. If you want to verify that you can do a search on that screen to find the existing record.
3. If you are adding a new Customer, Order or other record in which the primary key is controlled by Mailware then the most likely problem is that your NextXXXX table is out of sync. You can Contact Support for help or you can modify the table yourself.

When you run the Mailware demo it automatically points to a sample database located in C:\Mailware. When you are ready to enter your own company data you should create a new folder and install a blank database. You can store your database on the PC you are using to run Mailware, on a file server, a peer-to-peer network or on a web based server.

1. First, download and install a “blank” database (the “blank” database has some pre-entered data like Zip Codes and Countries) to a folder on your server or one of the PC’s in your peer-to-peer network – Download the blank database install
2. Run the downloaded file and select the location where you want your data to reside. This should be a location that all PC’s on your network can see (unless you are using Client/Server). If you are installing Client/Server you can install the data on your server in a location that is not shared.
3. Now is a good time to share the folder. Open Windows Explorer and locate the newly installed folder. The default locations is C:\Mailware\Data. Right click the folder, and depending on your version of Windows, click  Properties in the pop up menu, then click the Sharing or Security tab.  Instructions for sharing and permissions can be found at support.microsoft.com.
4. Open Mailware by clicking its icon under the Start button.
5. Click the Open Company folder. This will open a dialog where you can switch from the sample database to a blank database where you can enter your own information.
6. In the dialog that opens select the Sample Database and click Edit.
7. In the next dialog that opens change the name of the sample database to your company name, then click the … button to browse to the data directory where you installed the blank database.
8. Click OK on each dialog to close them and switch to your new database. You will likely be greeted by the following dialog. 
9. Do not skip this step.Click the Update button. Mailware will automatically add new fields and change any existing ones that were modified by the new version.Note: If you see this dialog in the future ALWAYS click Backup first and then click Update. Do not skip this step as it may render parts of Mailware inoperable. You can manually run the update by clicking Tools>Update Database from the text menu.  You will see this dialog in the future when you update or upgrade your Mailware version and the new version includes changes to the database.

^Setup Home  |  Next >

To install your Mailware license files:

Note: For Client/Server follow the steps below for your data directory, then visit: http://www.mailware.com/help/client-server-setup/

Quick Install: You can simply save the Mwctrl files that were emailed to you directly into your data directory. Or you can use the following instructions to locate your data directory so you can install them.

1. Open Mailware and choose File>Open Company from the text menu. 

   
    

2. Select the data directory you will be using from the listing. 

   

3. Click Edit so you can copy the path or write it down. 

   
    

4. Click Cancel at each dialog to close them, then close Mailware.
5. Save the license files, MwCtrl.DAT, MwCtrl.IDX to your your data directory overwriting the existing files there.
6. Open Mailware and click Help>About on the text menu. Your license file information should appear in the dialog that opens.

   

7. If you license information does not appear you may not have placed the license files in the correct location, or they may not have overwritten the temporary license files that are included with the install. Close Mailware. Open Windows Explorer browse to your data directory. Delete all the MwCtrl files (there are 4) and repeat the steps above. If you are using Client/Server be sure to put the license files in your Client/Server folder as well (the one containing the clientserver.ini file).
    

^Setup Home  |  Next >

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Videos

Watch videos on each of the major features in Mailware to learn how to use them and what they can do for

your company.

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Multi Channel Manager

Customer Database

Customer Relations Management

Email Notification

Order Processing (Fulfillment)

Inventory Management

Purchasing & Receiving

Point of Sale

Order Entry & Import

Mailware QuickBooks Export

Reporting

Miscellaneous

PCI Compliance

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Phone Support

Call 866-624-5927 x2 to speak to a representative. Please note that support rates apply.

For details about available plans please visit http://www.mailware.com/phonesupport/

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Email Support

Submit a free email support ticket.

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Phone Support

Call us for help. You will need a support plan. Ask the agent for details.

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Instructions for using Mailware

Click a link below for help taking orders, managing customers and working with your inventory. You should have already installed and setup Mailware before referring to this section of the help files.

See the Installation and Setup topic for help with setting up Mailware.

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ORDERS

• Enter Orders - This topic covers manual entry of phone and mailed orders. See the MCM for orders from your channels and Import Orders for files you receive and import manually.
• Process Orders - Batch processing of your phone, imported and channel orders. You can also Import Orders for files you receive and Fill Backorders here.

Import Orders - Part of the Process Orders feature. Use this to import files you receive.

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• RMA’s - Return Merchandise Authorization – use this to give a customer an RMA number and then process the return when it arrives. You can also simply return items in an order by right clicking them and choosing Return however the item will be returned to stock automatically.
• Recurring Orders - Use this feature to create orders automatically every X days based on an existing order. Unlike Subscriptions these orders are charged each time they are created.

CUSTOMERS

• Add/Edit a Customer - Create new customer accounts and work with existing accounts. Customers are also automatically created when orders are imported.
• Email Notifications - Send notifications to your customers about their orders and purchase orders to vendors directly from Mailware.
• CRM - (BETA) built-in customer relations module to manage customer relationships, set reminders and track leads and opportunities.

PRODUCTS

• Add/Edit a Product - Create inventory items and list them on your channels.
  

Creating and Managing Subscriptions - Sell a program (like a newsletter) and have Mailware deliver it at the intervals you set.
Gift Certificates - Sell gift certificate and mail or email them to customers. Then redeem them as they are used. Gift Certificates are created as products.
Sub-Products Utility - Unlimited size, color and other options. This feature creates pulldowns for each option.

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• Purchase Orders - Create purchase orders and print, fax or email them to vendors.
• Receive Inventory - Receive items from your PO’s and apply them to inventory plus fill backorders, record serial numbers and apply directly to locations (like bin numbers).
• Adjust Inventory - Update your inventory counts and keep a log of changes. Take a full inventory or items one at a time.

MCM-MultiChannel Manager

• MCM-MultiChannel Manager - Connect to Amazon, eBay, buy.com, your web cart and more to download orders, upload product changes and shipping confirmations.
• Setting up the MCM to run as a service - The MCM is a separate program you can run directly or set up as a Windows service.

Instructions for installing and setting up Mailware

Follow the steps below for help installing Mailware and setting up including license files, preferences, security and various items you need to enter before using Mailware for you orders, customers and inventory.

See the Using Mailware topic for help with using Mailware after it is set up.

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Mailware Installation and Setup

1. Install the Mailware Full Install including the script editor (included in the install)
2. Install the Database Utilities and ODBC driver
3. Setup a Network Database
4. Install license files
5. Point Workstations to Database
6. Setup Operators and Security - Enter users and channels. Can also set up multiple companies if relevant.
7. Enter Preferences
1. Company Info – Enter company name and address
2. Network – Shows the paths to your data and private directories
3. Orders – Several preferences for order entry and shipping.
4. Customers – Alternate Customer Number formula and Tab Order for searching.
5. Products – Custom fields and international settings.
6. Data Entry – Set behavior when using Mailware to enter fields.
7. Credit Card – Set up credit card integration (customer provides login) and Multiple Merchant Accounts
8. ECheck - Set up your ECheck provider credentials.
9. Printers – Select default printers and Report Writer tabs for users.
10. CRM – Default URL for tabs in the CRM.
11. Channels – This will be set up in the MCM Setup section below.
8. Enter or import data  (including Data Conversions):
1. OVERVIEW – READ THIS FIRST
2. Vendors
3. Products including Sub Products, Assemblies and Channel Listings
4. Shipping Methods
5. Ad Source Keys
6. Sales Tax
7. Email Notification
8. Process Orders – assign appropriate reports to Print button
9. Customers
10. Orders
11. Zip Codes
9. MCM Setup
1. Install the MCM on the server.
2. Enter credentials for each channel
3. Install any scripts for SQL channels
4. Test channel connection (Note: Products must be set up in Mailware to test)
10. Update or Upgrade an Existing Mailware Install

Advanced Setup

1. Client-Server Setup
1. Server Administration Tool
2. Shipping Integrations
1. Verify install of each system (e.g., FedEx, UPS and USPS)
2. Setup integration and test
3. Custom Work
1. Install Scripts and test - Creating and Running Scripts
2. Install Custom Reports and test

Installation and Setup

Help installing Mailware and setting up including license files, preferences, security and various items you need to enter before using Mailware for you orders, customers and inventory.

Using Mailware

Help taking orders, managing customers and working with your inventory. You should have already installed and setup Mailware before referring to this section of the help files

CLOUD APPLICATIONS (SaaS)

Could applications are becoming more popular and more numerous. Rather than purchasing outright, you pay a monthly or annual fee to use these apps. They are less complex than local apps but offer less features.

Pros

1. Less expensive entry cost
2. Accessible on any platform via a browser
3. Simpler and easier to set up and use
4. Updates are automatic

Cons

1. Long term costs are eventually higher
2. Dependent on an Internet connection
3. Less features and extensibility, no customization (unless you hack, use a plug in or “mashups”)
4. Updates are automatic
5. Latency (speed) and Security issues
6. Data is not local, but can generally be downloaded

One of the main attractions of SaaS applications is their low entry cost. Your monthly fee gets you started right away with all the features and, usually, minimal setup. You can access it from anywhere using a browser which adds the benefit of being agnostic (use it on a PC or Mac for example).

If you are just starting your business or taking an existing retail business online a SaaS may be a good way to begin. In some cases it can offer long term benefits as well. The real measure of its worth to your business is the complexity of your needs. SaaS applications are not generally customizable and automatic updates may change features you are using or need. If your business fits the model for the particular SaaS you are using then all should be well.

Issues may arise though when you want to do something not supported by your SaaS application. You then have a couple of choices: 1) Use a separate application or manually manage unsupported features. 2) Extend your SaaS application through custom programming or mashups (combinations of multiple applications).

The first option can be managed by almost anyone, but usually results in less than ideal processes like double entry, data silos (e.g., one system stores data differently than another so they cannot “talk”), more labor and a greater likelihood of errors.

The second option can result in better operations but requires technical expertise. Some SaaS applications offer an API (application programming interface) that allows you to build your own extensions or implement third party plug-ins. These can be used to extend the functionality of the SaaS but may not be an exact fit for your needs and must be maintained, an especially difficult task because SaaS applications usually update automatically.

Mashups are combinations of multiple SaaS products, for example a SaaS that supports Google Docs, an email client, customer service system etc. Combinations of several SaaS apps can approach the functionality of local apps but may also be like a house of cards. There is a lot to manage between multiple applications that have different data structures (silos) and can all update automatically and independently.

Because your data is stored in the cloud you do not have the same level of control as you do with a local application. Most SaaS products will allow you to download your data, but interacting with it is more problematic (i.e., real time reading and updating of data between programs). Security may also be a concern. Your customer and order data for example is stored by your provider. Who is responsible if that data is hacked? (Answer: you are). And then there are latency (speed) issues caused by poor Internet connections, growing database size (not just yours, but the whole community a.k.a. multi-tenancy) and your daily/hourly volume. An advantage of having your data in the cloud is that most SaaS apps have redundant backups, however you should always have a backup of your data stored locally and in offsite media like usb drives, tapes etc.

In summary, SaaS applications can be an easy and initially inexpensive way to automate your operations. If you are technically inclined or have internal support you can extend functionality of your SaaS applications. For simpler, especially single use, SaaS apps can provide a long term solution. As your needs become more complex expect to find yourself managing multiple applications, performing manual tasks or migrating away from some of your SaaS applications. Beware of speed and security issues and watch for long term costs since subscription prices continue for the life of the service and many SaaS apps charge a percentage of your revenue which can become very expensive as you grow.

LOCAL APPLICATIONS

Pros

1. Pay once and use forever (or until you choose to or must upgrade)
2. Accessible on your local network, or via a remote session/virtual server
3. More features and customizability
4. Manual updates

Cons

1. Initial cost is higher
2. Full or part time system administration may be required
3. More complex to set up
4. Manual updates

When you purchase a local application you are really leasing it, albeit indefinitely. This means your main cost is incurred up front and long term costs are generally lower than SaaS applications. The return on investment compared to a SaaS may be months or years, depending on the complexity of each.

The two benefits of a local application are its feature set/customizability and local storage of your data. Unlike a SaaS which has a limited feature set and minimal customizability local apps are usually highly customizable. This is good news for large shops and those with special needs or that want to automate as much as possible. The caveat is that the initial set up is more complex and getting started takes longer and may require a cash outlay. Ultimately however a local app can offer much more functionality and once set up generally does not require additional work for many years.

One of the misconceptions to overcome is that local apps are custom apps. If you purchase an existing local app and modify it you can achieve greater automation and suitability for your operation, but it will likely not be an exact match to your dream system. The only way to achieve a perfect match is to design your own system from scratch – a very costly proposition and one that will never truly end. This is recommended only for the largest of shops with deep pockets and plenty of time. The lesson here is compromise. You can achieve much more than today’s SaaS apps can provide, but do not expect a perfect match to your unique needs.

Storing your data locally means you have full control of your information (unless the software provider stores it in a proprietary format) and security is under your control. You can still be hacked but unless you are highly visible or very careless the likelihood is less than a multi-tenancy SaaS application where multiple users store their sensitive data in a single location and create a tempting target. Having your data stored locally also means you can access it directly from other applications including report writers and third party packages. It is far easier for example to support another local application you are using (like a Point of Sale system for your retail operations) than a SaaS application. Real time updating and sharing of data means more functionality/customizability and again, more upfront costs but with long term benefits.

Local apps may set up as easily as running a set up utility or may require hours or even weeks of implementation. The more complex the app, the greater the set up required. However, this is the trade off required to automate more tasks. SaaS products cannot currently provide the same level of automation and integration.

Local apps may also require on staff technical support/system administration or support from your vendor. Once installed and set up they generally run for months or even years without need for modification, but updates and version upgrades may require assistance or in house support. The advantage is that you can choose when to update which can mean staying operational until you are ready.

In summary, a local application is currently the better solution for complex tasks, security and full system integrations. Be prepared to outlay up front and spend days or weeks implementing with the benefit of a more custom solution that is “owned” and controlled by you rather than your provider.

HYBRIDS

The future for SaaS and local apps is an unknown, but the increasing complexity of SaaS apps is likely and for the next several years the two will migrate towards each other. This could mean we will see a day when all apps are SaaS, but it is more likely that SaaS apps and local apps will coexist. Local apps will remain for a very long time but will more and more cater to large, enterprise solutions.

The other possibility is a hybrid solution where SaaS applications become more accessible to local apps, breaking down the data silo barriers that prevent true integration. A combination of the two could merge the benefits of each.

SUMMARY

What does this mean for you? Look at your operations. Would they benefit from the full automation of a local app or are you willing to continue manual operations of some functions to save the initial cash outlay. Think beyond today. A monthly fee may look good this year, but do you plan to stay in business and grow? SaaS apps are ultimately more expensive in both dollars and lost automation. Migrating from them to a local app later may be an option but the longer you wait the more you have pumped into a SaaS you must leave behind and greater effort is required to convert your data to a local app.

Does the SaaS you are considering provide all the features you need today? If it is an order management system can you email your clients, run reports, segment your lists, choose providers like credit card gateways, shipping solutions and other third party software?

Is the local app you are considering sufficient to meet your needs out of the box, or do you need to have it customized? What is the total cost? Leasing options are available, but the interest rate on them is generally high. If you have the cash or are willing to find credit the returns are greater. Don’t forget to weigh in the cost of labor as you will likely save more labor with a local app.

Neither cloud apps nor local apps are going away anytime soon. Until the line between them blurs you must choose the right solution for your business.

The author is the President, CEO and founder of Core-Tech.Com, Inc which began developing Mailware, its order management and now multi channel software, in 1995. Core Tech has automated thousands of mail order and multi channel companies over the years and both Bruce and Core have a lot of experience with the challenges met by direct marketers. Core Tech has embraced both local and cloud applications and strives to remain on the cutting edge of software development.

Set up an order for a customer to automatically create every X days. Unlike a subscription that is paid in advance recurring orders have a payment due each time.

Quick Jump to:

• Setup a Recurring Order
• Create a Recurring Order
• Running the Recurring Orders Script

Setup

1. Before creating recurring orders you will need to set up  a couple of items. To create an Ad Source Key click the Setup button on the Main Menu and locate the Ads & Source Keys button.
2. Click it to access the Ad Source Key screen. On that screen click the New button.
3. In the dialog that opens type a new Source Key of RECURRING (Note: The spelling is important).
4. OPTIONAL: You can also create a customer contact log action. We will use it in the instructions below, but you do not have to set one up or use it to create a recurring order.Click the Customer button on the Main Menu to open the Customer screen. On the  top of the Customer screen click the Setup text menu item and select Customer Contact Actions.
5. Click the Add button and then type Recurring Order into the blank line that appears. Be sure to press the down arrow key to drop the item into the table before clicking the X to close the dialog.

Creating Recurring Orders

1. Enter an order for a customer as you would normally. See the Orders help topic for details.
2. Next, go to the customer screen for that order (Tip: Click the Edit Cust button at the top of the Order screen).
3. Click the New Contact button at the top of the Customer screen (you do not have to select the Contact tab first).
4. In the dialog that opens enter the following information:
   • Select RECURRING from the Source Key pulldown.
   • OPTIONAL: Select Recurring Order from the Action pulldown.
   • Enter in the Tickle Date field when you want the orders to stop creating. This is the end date for the orders and can be a few days after the calculated last day (e.g., start on 1/1/12 and end on 1/5/13).
   • In the Days field enter the number of days between orders. 30 causes a new order to be created every 30 days. This starts from the Order Date found in the top right corner of the order screen.
5. Click OK to save the contact.

Running the Recurring Orders Script

1. If you do not have the Recurring Orders script installed you can download it from the following link:http://www.mailware.com/pub/RecurringOrders.mws Save the file into your data directory and create a shortcut for it in the Tools folder. See the Creating Shortcuts help topic for more details.
2. You can run the script by selecting it from the Tools menu at the top of the Mailware screen. Or, you can use a third party program or Windows Scheduler to run the script every day at a certain time. You should run the script daily to ensure no orders are missed.
3. After running the script open the Orders screen in Mailware and  scroll to the last order(s) to see your new recurring orders. You do not need to manage them in the Orders screen however as they will appear automatically in Process Orders ready to fulfill.

You can create shortcuts to run reports from various screens and to launch Mailware scripts or any programs you wish from the Tools menu.

Tools

1. In Mailware locate your data directory by clicking File>Open Database on the text menu at the top of the screen.

   
    

2. In the dialog that opens you will see one or more Network Databases. Click on the currently active one (the one highlighted). And then click the Edit button at the bottom of the dialog.
3. In the new dialog that opens note the Directory. You can write it down or copy it with Ctrl-C.

   
    

4. Open Windows Explorer (one way is to right click the Windows Start button and select Explore).
5. Type or paste your data directory into the address bar. 

   
    

6. Your data directory contents will appear as well as several folders for Reports, Tools, Backups etc.
7. Make sure you can see the Tools folder in the left pane of Explorer. You may need to expand folders to see it.
8. In the right pane select something to which you want to create a shortcut. This is often a Mailware Script which has an extension of .mws.
9. Right click the file in the right pane and drag it to the Tools menu in the left pane while holding the right mouse button.
10. Release the mouse button to drop the file onto the Tools folder.
11. A menu will pop up. Select “Create Shortcut here..”

    
     

12. Open Mailware and click the Tools menu. Your new shortcut will be visible in the bottom of the pop down menu.

    Note: If a script does not start the .mws files are probably not associated with MailwareScript.exe. Find a .mws file and right click it. Choose Open With… and browse to MailwareScript.exe (default is C:\Program Files\Mailware\XXXX\Scripts\MailwareScript.exe – where XXXX is a version like 2010). Make sure the Always Use This to Open checkbox is checked and run the script to finalize the association.

    Note: In addition shortcuts to your Mailware Scripts you can create shortcuts to any Windows program. Use the instructions above and drag files from other folders. Create shortcuts to Notepad, Excel, your browser etc.

Reports

1. In Mailware locate your data directory by clicking File>Open Database on the text menu at the top of the screen.

   
    

2. In the dialog that opens you will see one or more Network Databases. Click on the currently active one (the one highlighted). And then click the Edit button at the bottom of the dialog.
3. In the new dialog that opens note the Directory. You can write it down or copy it with Ctrl-C.

   
    

4. Open Windows Explorer (one way is to right click the Windows Start button and select Explore).
5. Type or paste your data directory into the address bar. 

   
    

6. Your data directory contents will appear as well as several folders for Reports, Tools, Backups etc.
7. Make sure you can see the Reports folder in the left pane of Explorer. You may need to expand folders to see it.
8. Expand the Reports folder to view its subfolders in the left pane. These are named after various screens in Mailware (e.g., Customers, Orders etc.).
9. In the right pane double click the Reports folder to open it.
10. Select a report to which you want to create a shortcut.
11. Right click the report in the right pane and drag it to the left pane while holding the right mouse button. Find a subfolder below the Reports folder.
12. Release the mouse button to drop the file onto the subfolder you wish to use (e.g., Orders).
13. A menu will pop up. Select “Create Shortcut here..”

    
     

14. Open Mailware and open the screen where you added the shortcut (e.g., Orders). At the top of the screen click the Reports button. Your shortcut will appear in the list. Click it to open the report.

Mailware exports to QuickBooks the following items:

1. Sales including tax and shipping amounts
2. Accounts Receivable
3. Accounts Payable

 Daily Sales                                  Shipping                                Sales Tax                              

 Accounts Receivable

 Vendor Center                        Mailware Payments              Pay Bills  

  Accounts Payable

Chart of Accounts

Click an image above to see a screenshot

Download the Version 2012 Update

Or,

What’s New in Mailware 2012

Feature Announcement #1

Feature Announcement #3

Quotes

Start any order as a quote or convert an order to a quote on-the-fly. Quotes allow you to add items to an order without affecting inventory. You can then fax, email or print the quote for your customer.

When they buy you can turn any quote instantly into an order and make any changes, take payments etc.

Benefits: Quote prices without affecting inventory, easily finalize an order when your customer calls back

Feature Announcement #4

Automate Reports, Emails and Scripts

Email Notification in Mailware takes a step forward. Now you can automate mass emails. Send invoices, backorder notices, Purchase Orders, Shipping Notifications and more at the times you specify each day. No need to click any buttons.

And, from the order screen you can set up automatic sending of an email, printing of a report or running of a Mailware Script. For example, when you click the Finished button imagine an email automatically sent to the customer with confirmation of the order, a report that automatically opens so you can print a packing list, pick list or invoice and a script to do just about anything you want (scripts can change data, launch reports, upload and download and much more).

Benefits: Save time, less tasks for operators and you to remember each day

Feature Announcement #5

Search by UPC

Do you use Mailware as a Point of Sale system? Now you can scan a barcode of either the Mailware Product Number or the UPC Code and Mailware will automatically recognize the product.  Scanning is supported at Receive Inventory as well so you can quickly receive Purchase Orders.

You can use Mailware to print bar code labels too.

Benefits: Speed up order entry at checkout, help ensure accuracy

Feature Announcement #6

Order Statuses

See the status of any order in the Order List screen. Sort and filter by status too – find all your unshipped orders, backorders and more quickly and easily.

Watch for more status features in Process Orders too.

Benefits: Find orders by type quickly, know the status of operations

2012 Revision History

1. Download and install the Microsoft Window Resource Kit tools from http://www.mailware.com/pub/rktools.exe
2. Open a command prompt window and create the service by typing in the following command:  “C:\Program Files\Windows Resource Kits\Tools\INSTSRV.EXE” MCM “C:\Program Files\Windows Resource Kits\Tools\SRVANY.EXE”
3. Run the Registry Editor from the run command (Rededt32) and locate the Key HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\MCM
4. Right Click on the MCM key and select New>Key
5. Name the new key Parameters
6. Select the Parameters Key and Right Click on the New>String Value
7. Name the Value Application and the Value data Path to Mailware Database\MCM.exe  Typically this will be c:\Mailware\Data\MCM.exe
8. Open the Services applet from the Administrative Tools icon in the control panel and locate the MCM service.  Click on the start link.
9. You will get a dialog box showing that the service is starting.

Upgrades have been historically released every year in the first quarter. These are paid releases that include new features and functionality. You can also use upgrade to reinstall an old version of Mailware.

Instructions for installing updates and upgrades follow.

Quick Jump to:

• Installing Updates
• Installing Upgrades

Installing Updates

1. Check your version and build of Mailware by clicking Help>About on the text menu.
2. Download the latest build from our Updates page (e.g., http://www.mailware.com/revision-history/2011-revisions/revision-history-2011/)
3. Close Mailware then run the downloaded file and follow the prompts.
4. Run Mailware and if prompted be sure to Backup then Update the database.

   Note: If you are using Client/Server you will need to backup your database manually with a third party tool or by simply copying the data directory to another location.

   Note: Do not skip this step. Mailware automatically adds and modifies fields in your database to work with the installed version. If you skip the update Mailware will not work properly. You can run the database update from Mailware as well. Make sure all windows in Mailware are closed, except for the Mailware Explorer (Menu screen) then click Tools>Update Database… from the text menu. We recommend you run Tools>Backup first.

5. If you have multiple workstations be sure to run the update on each one by following the steps above. If a workstation has an earlier version of Mailware it may still run but will give the following error message:

Use the instructions above to install the update and remove this error message.

Use Mailware for Point of Sale (POS) and keep your inventory, sales amounts, deposits and more in sync with your mail order and multi channel systems. Entering orders is quick and easy. Mailware supports several cash drawers, posts, card swipers and scanners.

Point of Sale Features

• Customizable Receipts
• Authorize credit cards and checks in seconds. Supports over 100 providers.
• Optionally capture customer name, address, email etc.
• For captured customer info email instantly and ongoing (Send coupons, receipt copy, sales flyers…).
• Full security system gives administrators control over user access.
• Supports bar code scanning.
• Editable Reports show daily sales, receipts, deposits and more.
• Automatically Synchronize inventory with your warehouse, mail order sales, web carts, marketplaces and auction sites.
• Transfer inventory between retail and mail order quickly and easily.
• Ship orders to retail customers.
• Keyboard friendly – no mouse needed.
• Have your own POS? No problem, Mailware works with several POS systems to keep your orders and inventory in sync.

Click an image above to see a screenshot

Contact us to see how we can work with your shopify webstore.

Quick Jump to:

• Search for a Customer
• Add a Customer without Searching
• Additional Info Tab
• Special Pricing Tab
• Orders Tab
• Contact Log Tab
• Attachments Tab

Instructions

Search for an existing customer account before adding a new account. Or, find a customer to edit and enter additional information and contacts.

Searching for Existing Customers

1. If you would like to search for an existing account to edit or before adding: Click the Find Customer button in the Customers icon on the Main screen of the Mailware Explorer,  you can also press the F4 function key . This opens the Customer Search screen.
2. Enter as many fields as you need to locate the customer then click the button or press Enter.
3. If your search located the customer: Matches will appear in the lower half of the screen. Highlight the record you wish to open and either double click it, press Enter or click the OK button.
4. If your search did not locate the customer: Click the button, or press Alt-A to add this customer now. The customer screen will open with the search fields you typed already entered. Tab or Enter through each field to enter the remaining customer information.

Adding a Customer

1. Click on the Customer Icon in the Main Menu in the Mailware Explorer.
2. This will open the Customer screen.
3. To add a new customer click on the button.  The customer screen will open to a blank account and you can begin entering data.
   1. Enter the customers contact information (name, Address etc.)  Use the Tab or Enter key to move between fields and the space bar to press buttons. Depending on your Preference settings fields will automatically capitalize first letters. You can change this setting in Preferences under the Data Entry tab.
      1. If the customer shipping address is the same as their billing address, click on the button.  This will copy all of the billing address information into the corresponding shipping address fields.
      2. Customers with multiple shipping addresses are handled in the order screen where you can change the default shipping address and, with the use of the lookup button, you can look up all of the previous addresses used by the customer.  For more details click here.
      3. The check box is used with shipping integrations to pass this information to them.  Note: If you are an existing Mailware user that has a shipping integration(s), this field will have to be added to the field mapping for your shipping integration(s).
   2. Enter Phone numbers with the number pad on your keyboard. You do not need to enter the dashes (-) for U.S., Guam, Puerto Rico and Canada. They will be automatically added. However, if you cut and paste a phone number you will need to manually enter any missing dashes. Enter an email address in the above field.  To send an email to this customer click the button. A blank message will open in your default email program.  Enter in the customers web site in the above field, click on the icon to open the web page in your default web browser.

Additional Info
Additional customer information includes pricing levels, a short note, system flags and system IDs.

1. Click on the tab .
2. This will open the following screen.
3. Below is a description of the fields  in the Additional Info area of the Additional Info tab.
   1. Price Level-This will default to the price level that is defined in Tools->Preferences under the Orders tab.  Setting the price level for the customer in this screen (either Retail, Wholesale, Price3 or Price4) will determine which of the prices will be used when this customer submits an order.
      1. NOTE: If the customer is set to a price level of Wholesale and there is no Wholesale price information in the products table, the price will default to the Retail price level.
   2. Discount-This will set the discount for each order that the customer orders.
   3. Store Credit- This field is used by the software to track store credit.  If the customer returns a product, the amount of the return can be applied to this field.  To use the store credit for a future purchase, select the Balance from the Method drop down menu.
      1. You can manually adjust the Store Credit by clicking on the button.  This will open a dialog box similar to
   4. Type 1 to Type 4-These fields can be used to set up to four customer types for each field.  The customer types can be set up from the Setup screen.
      1. From the setup menu select Customer Types…
      2. This will open up the Customer Types dialog.
      3. To assign the customer type to a field do the following:
         1. Enter the value you want to show in the drop down in the Customer Type field.
         2. Enter in “True” in the column that  you want the value to show up in (IsType1, IsType2 etc).
         3. Enter in “False” in the remaining three columns.
         4. Repeat the process for each type.
      4. When done your dialog will look something similar to below.
         1. In this example Type 1 will show the options of Male and Female
         2. Type2 will show the age ranges.
      5. When done setting up the Customer Types click on the button.
      6. The customer types will show up in the screen as shown here
   5. Pay Method-Use this option to select the default payment method for this customer.  The options are: Credit,Check,Cash,COD, PO, Bill, Invoice, Install, Direct Dep, and Money Ordr.   The default option can be overwritten in the Payment dialog box.
   6. Terms-You can set the terms in this dialog box.  The options are Due Upon Receipt and Net 30
   7. Sales Rep-Use this option to assign a Sales Rep.  You can select an Operator ID from the drop down and assign them to the customers account.
   8. Note- You can type in a note into this field and it will show up in the order message field in the order screen.
   9. Popup Note-If you enter in a note in this field a note will show up as a popup when the customer is selected.
   10. Pin- This field can be used for requiring a customer to enter a pin number before they can place an order.
   11. Pin Hint-This is the field that stores a hint for the pin number.
   12. Date of Birth-This field can be used to send out notices or special offers for  customers with a birthday.
   13. Primary SIC-This field is used for storing the primary Standard Industry Classification (SIC) code.
   14. Secondary SIC- This field is used for storing the secondary SIC code.
   15. Corporate Client Number-This field is used for storing a unique number associated with a specific corporate client.
4. The System Flags area of the Additional Info tab is where you set specific flags for the customer.
   1. Customer is Tax Exempt-Checking this box marks this customer as Tax Exempt and no taxes will be charged when this customer places an order
   2. Tax ID #-This field is used for storing the Tax ID number if the customer is Tax Exempt.  This field is used for reporting any sales that are tax exempt.
   3. Don’t Send Mail-This flag is used in conjunction with the report writer to prevent this customer from their name being added to a list of customers receiving mass mailings.
   4. Don’t Send Email-This flag prevents this customer from receiving Email notifications from the system.
   5. Don’t Send Fax-This field is used in conjunction with the report writer will prevent this customer from receiving faxes from the system.
   6. Bad Credit- When this option is checked, it does not prevent orders from being taken for the customer.  What it does do is put a notice in the Order Info tab on the order screen.
   7. Inactive Account- Checking this option does not prevent the customer from placing an order.  What it does do is put a notice in the Order Info tab on the order screen.
5. Mailware automatically assigns fields in the System Information section based on the data you enter and your Preference settings.You can also manually change fields by clicking the button. Fields will open for editing and remain open (white) until you close the Customer screen so you can edit multiple accounts if you wish.
   
   1. Alt Customer #-This is an Alternate Customer Number made up of elements of the customer’s data (name, address etc.). It can be used in place of the System ID # in reports. You can edit the customer number formula in Preferences under the Customers tab.
   2. Customer Type-This field indicates the status of a customer.
      1. Mailing – The customer has never contacted you. Typically this is used when you are sending a mailing or email to a prospect. Mailware does not automatically set this type. This status is usually imported with a group of new customers.
      2. Inquiry – This customer has requested something from you (a catalog, free information etc.), but has never purchased. Mailware automatically sets this status when you add a new customer manually.
      3. Ordering – This customer has placed an order. Mailware sets this status when an order is entered for a customer.
   3. Original Key – You can assign Advertising Source Keys to orders and contacts. The first key assigned to a customer is the original key. It helps you determine which ads have attracted customers.
   4. System ID/Customer #-This is a unique, system assigned sequential number. It is also the key field for the Customer table, and cannot be changed  (Table.Field: Customer.CustNo).
   5. Add Dt – This is the date you added the customer’s account to your database.

Special Pricing
You can override prices for individual items and groups of items for selected customers. The prices, discounts, quantity discounts and price levels you enter on this tab will take precedence over any other amounts for this customer.

1. Click on the tab
2. To add a special price for a customer, click the button on the lower toolbar.
3. In the blank line that appears you can enter a product number or click the button to search for a Product Number.  You can simply enter a single product number, or use one of multiple methods to select a range of products.
   1. For a range of consecutive product numbers enter the beginning number in the From Product field and the ending number in the To Product field.
      
   2. For similar numbers you can use either of the wildcards: % or _ (underline). The % symbol substitutes for any number of characters. The _ substitutes for a single character.
   3. For example, you could select both the BB-00001 and BB-00002 products from the sample database with the _ as follows: or, with the % .  In both examples you do not need to enter a “To Product” value.
4. Min Qty – Use this field to enter the minimum number of the selected item or items that must be purchased to receive the price in the Price field. Use multiple lines of the same item to enter multiple quantity discounts.
   1. In the example below BB-00001 has a price of $19.99 when 1 to 4 are purchased.  At a quantity of 5 the price reduces to $15.99.  At 9 or more the price is $12.99. Note that BB-00001 is included in this quantity discount matrix because it shares the Mix & Match code BB. Note too that although it contributes to the total count to qualify for a discount its price will always be the $21.99 amount entered on the grid (e.g., If 3 BB-00001 and 2 BB-0002 products are purchased the price for the BB-00001 products will be $15.99 each and for BB-00002 will be $21.99 each).
   2. Note: If you do not enter a Min Qty for a product that already has a Quantity Discount set up on the Product screen, then the existing Quantity Discount will apply.  You can, for example, change the Price Level in special pricing and the associated Quantity Discount will apply.
5. Mix & Match – Use this field to allow products to share quantity discounts. Each product or product range that contains the same text here will share the quantity discounts you set in the Min Qty and Price fields. You may enter any text you wish in this field. (see sample below in Min Qty).
6. Price Level - Select a level from the pulldown to apply that level’s price. For example, if a customer has a default price level of Retail you can select Wholesale from the pulldown to apply wholesale prices to the selected products.
   1. Note: You may select a Discount % and Price Level for a product. This will apply the % discount to the selected level (e.g., Wholesale less 10%).
7. Start Dt and End Dt - You can enter an effective date range for each special price. Click the field and enter a date or click the  button that appears to select from a calendar. Orders entered outside of the date range will receive the regular price for the items.
   1. Note: The date used for determination is the Order Date at the time the item is entered. If an item has a sale date of 1/1/11 to 1/31/11 and the order date is 1/15/11 the discount will be used when the item is added to the order, even if you edit an old order later to add a new item. Existing items, however, will not recalculate unless you edit them (e.g., change their quantity).
8. Discount % – Enter a percent discount to be deducted from the price normally charged to the customer (based on their Price Level – Retail, Wholesale etc.).
9. You can enter items in any order you wish. Mailware will sort them and apply discounts accordingly. After you have entered the items you wish to discount you can take a new order to see the discounts apply. Please note that changes to the special pricing grid will not affect a currently open order. To use new discounts, close and reopen the order and enter your items.

Order History
Each order for a customer is displayed in the Orders tab. You can open any order to view or edit it.

1. When adding a customer, no history will exist until you enter an order for the customer. You can do so by clicking the button. See the Take an Order help topic for assistance with entering an order.
2. When viewing an existing customer, you can click on the tab to see all orders associated with that customer.
3. The customers order history will be displayed in the following grid.
4. In the grid you can click the button next to any order to see the items in the order. You can also filter fields by clicking the button next to the field name, and group by dragging a field into the blue area above the grid.
5. For more details on an individual order, click it then click the button or simply double-click the order. The Order screen will open, and you can view it or make changes. For detailed help on orders see the Orders help topic.

Contact Log
Use the Customer Contact Log to keep records of phone calls, mailings etc. You can also use it to perform special tasks in Mailware like sending catalogs and setting Ticklers (reminders).

1. Click the tab.
2. Any existing contact will be displayed in the Contact Log grid.
3. You can select any contact and then click the to view it, or simply double-click it. A dialog will open with the details of the contact.
4. To add a new contact, click the button. Note: When entering a new order or contact any advertising source key you enter will automatically be assigned to the customer’s Original Key on the Additional Info screen if one does not already exist.
   1. Source Key – You can select an Ad Source Key in the first pulldown if applicable (e.g., a customer called requesting a catalog seen in one of your ads). You can set up keys so they can be selected here by selecting the Ad Source Key table in the Mailware Explorer.
   2. Action – Select an appropriate item from the pulldown list. (Tip: You can select an item in the list by typing the beginning of its name. You can also  enter anything you wish by simply typing it and pressing the Tab key).  To set up the customer contact actions, follow the instructions below:
      1. Click on the Setup menu in the Customer dialog and select the Customer Contact Actions… option.
      2. The following dialog will open.
      3. To add a new action click on the Add button.  This will add a new row to the dialog and key in the action that you will want to add.
   3. Notes -This  field length is unlimited and appears on internal use reports.
   4. Tickle Dt – Enter a date in this field in the format mm/dd/yy. This field is used by the R3180 Ticklers for Date Range report to remind you to perform the Action you selected above.
   5. Days – This field is used by certain Mailware Queries to calculate the number of days between events. If you are not using one of these queries you can leave this field blank.
   6. Operator - If it is not automatically entered for you, select your ID from the pull down list or type your ID number and press the Tab key.
      1. Note: The Operator is automatically assigned if the security feature is Activated.  Click the Operators & Security help for more information.
   7. After entering all data, click on the button.

Attachments

Use this tab to attach documents to a customers account.  This is useful for linking signed legal documents or statements of work to a customer record.

1. Click on the tab.
2. The following dialog will open.
3. To add a new attached file or image press on the  button in the grid toolbar.  This will add another record to the grid.
4. Tab through the fields to add information to the grid.
   1. File Name- This is the file name of the file/image you are attaching.  This is automatically populated when the file is attached.
   2. Description- This is an optional description of the item that you are attaching.
   3. Type- Select the type of file you are attaching from the drop down list, the choices are File or Picture
   4. Add File…- Click on the  icon in the field this will open up a file dialog in the default directory similar to
   5. Select the file you want to attach and click on the Open button.  When you have successfully attached a file your screen will look similar to
   6. You can click on the  button to view the file in its associated application.
   7. To add images the process is the same except you select Picture from the Type field and click on the  field in the Add Picture … field.  This will open the file dialog box with a filter for images.
   8. Click on the Open button and your attachment screen will look similar to

UNDER THE HOOD: The Customer table interacts with the CustPrice, CustServ, CustomerAttachments, CustomerType and the Orders tables.  When a new customer is added to the system either through the Orders screen or by clicking the New button in the Customers screen, a blank record is added to the Customer table the CustNo in the NextCust table is incremented by one and this value is added to the CustNo field.  The default price level (as set in the Customer tab in Tools->Preferences) is assigned to the LastPayMeth field (R for retail,W for wholesale, 3 for Price3 and 4 for Price4).  If any of the customer types are assigned to the customer, the values from the CustomerType table are added to the corresponding Type1 through Type4 fields in the Customer table.

Customer type setup is stored in the CustomerType table.  The customer type values that show up in the Type 1 through 4 drop down boxes are stored in the CustomerType field.  The IsType1 through IsType4 boolean fields determine which drop down the values in the CustomeType field will appear.  When a IsType field is set to True the CustomerType value in that row will appear in the corresponding type field in the Additional Info tab.

Special pricing is stored in the CustPrice table.  When a new record is added to the Special Pricing tab, the CustNo field is populated with the corresponding value in the Customer table, the CustPriceNo is an autoincrementing primary key,  the ProductNo and EndProductNo fields are populated from the Product table and the remaining fields are populated from the user interface under the Special Pricing tab in the Customer screen.  When an order is taken for a customer with special pricing, the pricing is computed based on the rules stored in the CustPrice table.

When a new contact is added for a customer the following data are added to the CustServ table, the CustNo field is populated from the related Customer table, LogNo field is incremented from the LogNo value in the NextCServ table and the Date field is populated with the system date.  The Key, OperatorID, StatusFlag, TickleDt, Log and TickleDays fields are populated from the Source Key, Operator,  Action, Tickle Dt, Notes, and Days fields respectively in the Customer Service dialog.

If files are attached to a customer the data regarding the attached files are stored in the CustomerAttachments table.  The actual data is stored in the Attachments/Customer folder in the Mailware data folder.  When a file is attached to a customer the CustNo is added to the CustNo field in the CustomerAttachments table, in addition the Description, Type fields are updated from the corresponding fields in the Attachments tab.   After the file is selected the file name is added to the FileName field in the CustomerAttachments table.

Source codes for tracking the effectiveness of your ads.

Instructions You may already be using source keys. They are identification codes you assign to an advertisement. You use them to track where your customers found you. Mailware makes extensive use of source keys. An Original Source Key is assigned to a customer the first time they contact you. Subsequent source keys assigned to that customer tell you which offers are pulling responses. You can assign additional keys to customers when taking an order, or in the Customer Contact Log.

1. You can add a new Advertising Source Key, or search for an existing one, by clicking on the Setup tab in the Mailware Explorer.
2. Then select the Ads & Source Keys icon. NOTE: You can also access the Ad Source Keys  screen from the Setup option in the top navigation bar.
3. This will open up the Source Key screen
4. To search for a source key, click on the button.  This will bring  up the following dialog
   1. Type a Source Key in the Search Characters field to locate your key, then click the button. The Ad Source Key screen will open to the selected item.
5. To add a new source key click on the   button.  Enter or edit your source key data in the screen that opens. You can use the Tab or Enter key to move between fields. When your cursor is on a button press the Space bar to activate it. Or, simply use the mouse.
   1. Enter in your Source Key as follows:
      1. Source Key: Enter the code, you have assigned for a particular ad, mailing or catalog. This is your Advertising Source Key.
      2. Description: Enter any text you wish in the next field. Starting the description with the publication date of an ad is a handy reference (e.g., 1/2011).
      3. Type: This refers to the type of ad (e.g., display or classified ad in a magazine, a direct mailing etc.)
         1. Catalog: Use this type to activate the Catalog drop box below this field where you can associate a Catalog with this source key.
         2. Classified: Classified ads are typically either One Shot or Two Step ads: One Shot ads ask for the order. These are effective only for very low priced items. Two Step ads offer a free or inexpensive sample or demo. The sample is mailed with sales literature that asks for the order.
         3. Display: These are usually large ads ranging from 1/8 of a page to a multiple page spread that appear in a publication. Because display ads are expensive, and offer you room to describe your product they typically ask for the order, and offer higher priced items.
         4. Direct: Direct Mail usually consists of several pieces mailed directly to a potential customer. The components of a direct mail package may include: a sales letter, an order form, a publisher’s note and a brochure. By assigning a source key to the entire package Mailware can track the effectiveness of a direct mail campaign. You can also assign different source keys to different parts of a direct mail campaign.
            1. For example, you could create 2 different direct mail packages, and assign each a different source code. Or, you could send the same package to 2 different lists, each with its own source code. By combining both of these methods you can create several distinct groups all within the same mailing. This is a very effective method for testing.
         5. Internet: Use this type for Internet ads and search engines.
         6. Other: Use this for an ad that does not fit one of the available categories.
      4. Catalogs: Source Keys may be assigned to a catalog once, or you may assign several to the same catalog. This allows you to measure the effectiveness of the same catalog sent to different customers, or at different times.. Enter the appropriate catalog here from the drop down list, or add a catalog, and return here to select it.
      5. Publication: Select a Publication, if applicable, from the the drop down list, or add a publication and return here to select it.
      6. Date: Enter the date you actually placed the ad (not its publish date), or mailed a campaign.
      7. Renew Date: If you plan to advertise in this publication again enter the deadline for submitting a new ad in the Renew Date field.
      8. Mailings: Enter the number of pieces you mailed, or the circulation for the publication in the Mailings field.
      9. Advertised Products: You can associate up to three different products with this ad by selecting them from the drop boxes in the Products fields. If you have multiple items you can set up a catalog, and refer to it in the catalog field above.
      10. Ad Price: This is the actual price for a classified, display or other paid ad. Do not include printing, postage or mailing costs which are provided for below.
      11. Printing: Enter any printing costs associated with this ad.
      12. Postage: For mailings you can separately record the total cost of postage here.
      13. Mailing: Any additional costs to mail can be separately recorded in the Mailing field.
   2. Clicking on the tab will show the following dialog.
      1. Ship Charge- This field allows you to add additional ship charges for any orders purchased using this source key.  The additional charges will be added to the shipping field for each order.
      2. Order Message-Adding data to this field will add a default order message for every order purchased with this source key.
      3. Custom Field 1-This field can be used for any other (up to 20 characters) that you may want to add to this key.
      4. Special Offers & Discounts- Clicking on the or buttons will open the following dialog.Enter data in the fields as follows.
         1. Special Offer Type- You can select one of the four options from the dialog, Free Gift, Order Discount $, Order Discount % and Free With Purchase.  Select the offer type and enter the data as follows.
            1. Free Gift- Enter in the Gift Product Number in the drop down that appears when this option is selected.
            2. Order Discount $-Enter in the amount of the dollar discount into the Discount Amount field.   If you want the discount to apply to a specific product, select the product from the drop down in the Product Code drop down.  If a product is not selected, the discount will apply to any product ordered with the source key.
            3. Order Discount %-Enter in the amount of the percent discount into the Discount Percent field.   If you want the discount to apply to a specific product, select the product from the drop down in the Product Code drop down.  If a product is not selected, the discount will apply to any product ordered with the source key.
            4. Free With Purchase-If  you select this option from the Special Offer Type drop down, the following will be displayed.Enter in the product that the customer needs to purchase and the quantity required in order to get the free offer in the Buy this product drop down and quantity fields.  Enter in the product you are going to give away for free and the quantity in the Get this free drop down and quantity fields.
         2. Minimum Order Amount- Adding a minimum order amount will prevent the special offer from triggering until this amount is met.
         3. Minimum Quantity- Adding a minimum order quantity will prevent the special offer from triggering until the number of products ordered meets this quantity.
         4. Start Date and End Date- Use these fields to specify a date range where this discount applies.
         5. Apply to first orders- Use this value to discontinue the special offer once the number of orders has been reached.
      5. Note:You can have multiple discounts for a source key.  These will be additive in the orders.  In other words, if you set up two discounts for different minimum order amounts the discounts will be added separate discount records in an order.
   3. Clicking the tab will show the following dialog. This dialog is used to assign specific products, price levels and quantity pricing to this source key.
      1. To create a new record in this screen, click on the area under the headings or on the icon in the bottom of the grid view.
      2. Click in the grid under the Product # field and select the product number from the drop down.
      3. Select the Price Level from the drop down.
      4. Add the Price that will be charged for this product to orders with this Source Key.
      5. If you want to use Quantity Pricing, click on the Quantity Pricing field and then the icon.  This will open the following dialog.Enter in the quantity discount information as follows:
         1. From Qty- Enter in the lower quantity of the quantity range.
         2. To Qty- Enter in the upper quantity range.
         3. Unit Price-Enter in the price for that quantity range.
         4. To add a new quantity discount record click on the Tab key and repeat the process.
         5. When done with entering in the quantity discounts, click on the Close button.
      6. If the product requires a VAT % add the value to the field under the VAT % heading.
      7. Continuing adding new products to the grid by repeating steps 1 through 6 above.
      8. To delete a record in the grid, select the record and click on the icon.
6. To create a copy of a selected source key click on the button.  The system will display the following dialog box enter in the new source key and click the OK button.  The new source key will be created and all of the settings from the original source key will be copied to the new source key.  This includes any information under the Additional and Product Pricing tabs.

UNDER THE HOOD: The ads and source keys system uses primarily the following tables; Ads, AdSpecial and AdsPrice.  If there are quantity discounts set up for products, then the data are stored in the Discounts table as well.

When the Source Key dialog is opened the first tab contains the the information for the first record in the Ads table.  The value of the Source Key field is the primary key for the Ads table and therefor you cannot have two Source Keys that are the same.   The Description, Date, RenewDate, Mailings, AdCost, PrintCost, PostageCost, MailCost, TotalCost, Product1 through Produt3, OnMailwareWeb and IsDiscontinued are populated from the Source Key tab.  The Additional tab contains the fields for entering/editing the OrderShippingCharge, OrderMessage and CustomField1 fields.

The data in the Special Offers and Discounts grid is populated in the AdsSpecial table.  When you Add or Edit a special offers the data from the Special Offer of Discount screen is used to import and manage the data stored in the AdsSpecial table.  When the Special Offer Type is selected from the drop down list in the screen, the software changes the import field depending on the option selected.  If the OrderDiscount% is selected the value of the percentage is stored in the OrderDiscountPct field.  If the Order Discount $ is selected the value of the dollar discount is stored in the OrderDiscountAmt field.  If a Product No is selected in the discount drop-down it is addt to the OrderDiscountPctProductNo or the  OrderDiscountAmtProductNo fields depending on the discount option selected.   If the Free Gift option is selected the product selected in the Free Gift drop down is stored in the FreeGiftProductNo field.  If the Free with Purchase option is selected, then the ProductNo selected in the Buy this product drop down is stored in the FWPBuyProductNo field and the corresponding Qty field is stored in the FWPBuyQty field.  The ProductNo selected in the Get this fee field is stored in the FWPGetProductNo field and the corresponding Qty is stored in the FTPGetQty.  The Minimum Order Amount, Minimum Quantity, Start Date, End Date and Apply to first orders fields are linked to the MinOrderAmt, MinQty and FirstOrders fields in the AdsSpecial table.

If data are added to the Product Pricing tab they are stored tin the AdsPrice table.  The product number selected in the grid is stored in the ProductNo field, the Source Key is automatically added to the SourceKey field when a new record is created, the Price, Price Level and optional VAT % are stored in the Price, PriceLevel and VATPercent fields in the table.  If quantity pricing is set up for the product, the HasQuantityDiscounts field is set to True.    If quantity discounts are added to the Product Pricing tab the records are added to the Discounts table in the following manner.  The ProductNo is added to the ProductNo field in the Discounts table, the PriceLevel is set to Source Cod, the FromQty, ToQty and Price fields the SourceCode field is populated with the value of the source key and the SourceCodePriceLevel is populated with the price level information form the AdsPrice table.

When a Source Key is added to an order, any applicable discounts are added to the order grid and the quantity discounts are applied to the selected products in the Product Pricing tab of the source key.

UNDER THE HOOD: In addition to the Products table the sub-products feature uses a table called Subproducts.   When you set up a new group of sub products, the software uses the product prefix and appends the prefix with a numeric suffix for each product option combination that you set up.  the length of the suffix is determined by the value stored in the suffix width field.   So, if you have a prefix called AA and a suffix length of 5  then the sub-products would be called AA-00001, AA-00002, etc.

When the options and and values are set up in the sub-products screen and the Create Products button is clicked the software creates the various combinations of products and puts them in the preview screen.

When the Add to Inventory button is pressed the sub-products are added to the products table in the following manner.  The ProductNo is the prefix and numeric suffix as described above, and the product information is populated with the information that was added to the product info tab.  The options and values are added to the CustomDesc field in the table.   In addition the value in the Master Code field is added to the Serial field.    The data are also added to the Subproducts table in the following manner.  The MasterCode and the ProductNo are added to the table, the Option and Value fields are populated for each Option Value combination for each product.  In other words, if there are two options for each product, there will be two records for each product.

Creating and Managing Operators And Security

Whats New

• Invoice Reports By Operator ID
• Company By Operator ID
• Email by Operator ID

Introduction

The Operators & Feature is used for two purposes.  First, as the name suggests, it is used to restrict the access to specific users to specific features in the software.  Secondly, it is used to manage orders downloaded using the MCM (MultiChannelManager).  Each channel is assigned an operator ID and these can be used to filter by operator ID in the the orders list.

1. To access the Operators & Security screen click on the setup tab in the Mailware Explorer
2. Then select the Operators & Security icon NOTE: You can also access the Operators ans Security screen from the Setup option in the top navigation bar.
3. This will open up the Operators screen
4. To Add a new Operator click on the button this will bring up the Access Settings screen. Enter in the following data.
   1. Operator ID- This is a unique number for the operator.  If the OperatorID already exists in the system you will get the following message. Click the OK button and select a new Operator ID.
   2. First Name-For regular users this is self explanatory.  For channels we suggest that you use the name of the channel you are setting up the operator for, like AMAZON
   3. Last Name- For regular users this is self explanatory.  For channels, it is not necessary to add anything in this field.
   4. Added Dt- This is automatically populated with the system date.
   5. Inactive Dt-This is used if you want to keep track of what users are no longer active in the use of the software.  This is an alternate to using the button from the Operators screen.
   6. Phone 1 and Phone 2-These fields are used in conjunction with the company setup to allow the software to assign different users to different companies.
   7. Email-This field is used in conjunction with the company setup to allow the software to assign different users to different companies.
   8. Password-If you activate operators and security by clicking on the button, you will need to assign a password to each of your users.  NOTE: You do not need to create a password for any of your Channel operator Id’s.
   9. System Administrator-Check this box for at least one user in the system so that they will have access to the security settings screen.
   10. Inactive- If you check this box the user will no longer be able to log into the system and the Inactive Dt field will be populated with the current system date.
   11. Restrict Access to Own Orders & Customers- If this box is checked, the operator will only have access to the customers and related orders that have their operator Id assigned to them.
       1. To associate an operator Id with specific customers set the Sales Rep field in the Additional Info tab in the Customer screen to the assigned operator.  Click here for help on this subject.
       2. When the security is activated the Operator ID of the person logged into the system will automatically be assigned to any orders that are taken by that operator.
   12. Access Group-
   13. Invoice Reports-This drop down can be used to generate custom invoice reports for the selected operator ID.  To set up an invoice report for an OperatorID select the button to the right of the drop down.  This will bring up the Invoice Reports setup screen.
       1. Click on the button to add a new report.
       2. ReportNo-Leave this field blank, after saving the record the next incremental value will be added to this field.
       3. InternalName-Give the report a name that will define what the report is used for.
       4. Name-This is the name of the invoice report that you want to run.  Copy the report name from the reports directory and paste it in this field. See the Reports help topic for details on the reporting system.
       5. ReportName-You can use this field to provide a longer description about the report you will be using.
       6. Click on the button to save the report link.
       7. After setting up the reports you can select them from the Invoice Report drop down to associate the report with the OperatorID.
   14. Company-This drop down is used to associate a company with the selected operatorID.  To set up a company for an operator ID click on the button to the right of the Company drop down.  This will open up the Company Setup screen.
       1. Click on the button to add a new company.
       2. In the blank Company Name row, key in the company name you want to add.
       3. Click on the button when you are done adding companies.
       4. After setting up companies you can select the company from the Company drop down to associate the operator with a company.

Setting up Security

This section of the Operators and Security feature is to define which operators have access rights to various features in the software.  NOTE: You do not need to set up security for any Operators that are used for your channel integrations.

1. Tables-Use this option to manage access to the software tables.
   1. Click on the tab.  This will display the following screen.
   2. To change the permissions on all of the tables, click on the buttons.
   3. To change permissions on individual tables, click on the table and select None, Read Only or Full Access from the drop down list
   4. When you are done setting the Table permissions click on the button or click on one of the other tabs.
2. Actions-Use this option to manage access to specific processes such as Adjusting inventory, Process Orders etc.
   1. Click on the tab.  This will display the following screen.
   2. To change the permissions on all of the actions click on the buttons.
   3. To change permissions on individual actions, click on the action and select None or Full Access from the drop down list.
   4. When you are done setting the action permissions click on the  button or click on one of the other tabs.
3. Miscellaneous-This tab is primarily used for overall administrative management of the system.
   1. Click on the tab.  This will display the following screen.
   2. To change the permissions on all of the actions click on the  buttons.
   3. To change permissions on individual actions, click on the action and select None or Full Access from the drop down list.
   4. When you are done setting the miscellaneous permissions click on the  button or click on one of the other tabs.

UNDER THE HOOD: The Operators and Security feature uses the following tables, Operators, Access and Group.  The Operator table contains the information that is on the Access Settings  screen under the Operator tab.  When operator information is added or edited in this tab the information is updated in the Operators table.  The Access table is password protected and contains the specific settings for each of the tabs in the Access Settings.

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If you missed this webinar, we will be holding it again on Tuesday February 1st at 1:00 pm (MST). Click here to sign up.

Want to learn how Mailware allows you to manage multiple sales channels at once? Sign up for our next webinar.

Mailware Webinar: Multi Channel eCommerce

As advancing technologies on the Internet bring more sellers and buyers together through multiple web channels such as eBay, Amazon, Craigslist, uBid, etc. you do not want to be left behind.

Managing multiple channels reaches more of your potential customers, positions you at a competitive advantage because you are providing multiple outlets for buyer to purchase your products and increases your visibility on search engines, marketplaces and more.

This webinar introduces the concept of multiple channels including web carts, auctions, marketplaces and feeds, and how to manage them effectively and profitably.

If you attended our webinar, be sure to take our survey and help us improve.

Add a shipping carrier, ship methods and charges.

Quick Jump to:

• Add a Ship Company
• Flat Charges
• Charges by Order Total
• Charges by Weight
• Rates and Zones

Instructions
Add a new shipping company. Then enter charges for various ship methods.

NOTE: These instructions only apply to orders that are manually entered into Mailware.  Any orders that are downloaded via the MCM are not affected by the shipper settings here.  The ship methods and ship amounts from your channel accounts are imported directly into Mailware and they are not altered by these settings.

1. To access the shipping setup click on the setup tab in the Mailware explorer
2. Then Select the Shipping icon from the Mailware Explorer NOTE: You can also access the shipping screen from the Setup option in the top navigation bar.
3. This will open the Shipping Company screen.
4. To Add a new shipper, click on the button at the top toolbar.
5. This will open the Shipping Company detail screen. Note: The shipping charges are cumulative for each tab in the Shipping Company detail screen.  If you set up shipping charges for all of the tabs (Flat Charges, By Order Total, By Weight, and By Zone)  The total shipping for each order will be the sum of all the charges that meet the criteria under each tab.
   1. Enter in the following information in the Shipper tab.
      1. Shipper-Enter a name for your shipper type.  This can be 30 characters long, but as of build 1121, only the first 10 will be stored in the Order table.  For example UPS Ground.
      2. Description- Enter a detailed description of the ship method.  This can be up to 30-characters in length.
      3. Carrier-(Optional) Select the carrier from the drop down list.
      4. Service-(Optional) Select the service type from the drop down list.
   2. Select the Flat Charges  tab.  This will open up the following screen. Enter in your shipping charges based on your business model.
      1. NOTE: As is the case above the charges are cumulative.  If you set up a per order charge of $1.00 and a per item charge of $2.00 then an order with two items will have a total shipping charge of 1.00+2*2.00=$5.00
      2. Click the button to save your changes.
   3. Select the By Order Total tab.  This will open up the following screen. Add the shipping charges in the following manner.
      1. Enter in the order total price ranges in sequential order from lowest to highest.
      2. Do not include any gaps in the price range, for instance if your highest range for one price level is $9.99 then the next level must start with $10.00
      3. Charges by Order Total are calculated based on the Subtotal of items (excluding Sales Tax) and are charged in addition to Flat Charges, Weight Charges and Rates and Zones charges you specify for each shipping method. You can also use the By Order Total to create charges above a specified order amount. For example, enter a From of $200.01 and a Charge of $50 (no To is needed) and only orders above $200 will be charged $50.
      4. NOTE: Any pricing information you add to this tab, or any of the other tabs, is cumulative.  If you have set up flat charges in addition to By Order Total, the shipping will be the sum of the flat charge rates plus the By Order Total rates.
      5. If  you want to use only the Order Total or the Weight tables, you can change this in the Preferences under the Data Entry Tab.
         1. Select Tools->Preferences from the text menu.
         2. Select the Data Entry tab
         3. Select the Shipping Charge Ranges download.
            1. The default option is By Both Order Total and Weight
            2. The other options are:
               1. By Order Total Only
               2. By Weight Only
      6. Click the button to save your changes.
   4. Select the tab.  This will open up the following screen. Add the shipping charges in the following manner.
      1. You will first need to enter weights for each of your products.
         1. Click here to add weights to your products.
      2. Enter the weight ranges in sequential order from lowest to highest.
      3. Do not include any gaps in the weight ranges.  For example if the To value for a range is 10.0 then the next weight in the From field should be 10.1
      4. Charges by Weight are calculated based on the combined weight of items added to the order. You can enter each item’s weight in the Product screen Weight field. Charges by Weight are added to Flat and Order Total charges you specify. As in the by Order Total method, you can create charges that are applied only when an order exceeds a value you specify. For example, enter a From of 100.01 pounds and a Charge of $75 (no To is needed) and only orders weighing more than 100 pounds will be charged $75.
      5. NOTE: Any pricing information you add to this tab, or any of the other tabs, is cumulative.  If you have set up flat charges in addition to By Order Total, the shipping will be the sum of the Flat Charge rates plus the By Order Total rates in addition to the By Weight rates.
      6. If  you want to use only the Order Total or the Weight tables, you can change this in the Preferences under the Data Entry Tab.
         1. Select Tools->Preferences from the text menu.
         2. Select the Data Entry tab
         3. Select the Shipping Charge Ranges download.
            1. The default option is By Both Order Total and Weight
            2. The other options are:
               1. By Order Total Only
               2. By Weight Only
                  
      7. Click the button to save your changes.
   5. Select the tab.  This will open up the following screen. This screen is to be used for setting up your shipping costs based on your shippers rates and zones tables.  For more details on setting up your rates and zones click here.

UNDER THE HOOD: The shipping setup uses the following tables Shipper,ShipChg, ShipCost, Shipper and ShipZone.  In addition, the Shipper value is stored in the ShipMeth field in the Orders table for orders that are manually entered.  If the order originates from a channel download the ShipMeth field is populated directly from the channel and it does not need to be set up in the shipping tables.The basic shipper information is stored in the Shipper table.  The primary key in the table is the Shipper field and this is the value that is populated in all of the shipping related tables.  The value of the Shipper, Description, Carrier and Service fields come from the Shipper tab in the Shipping Company details screen.  When data are added to the Flat Charges, By Order Total and By Weight tabs are added to the ShipChg table.  When data are first added in any of the shipper tables (ShipChg, ShipZone or ShipCost) the Shipper field is populated into the Shipper value in the table.  The ShipChg table has room for ten Order Total ranges and ten Weight ranges.

The ShipZone table contains the zone information for the rates and zones setup.  When a new zone is added to the table the Shipper is populated from the Shipper table and the ShipZoneNo is incremented by one.  The countrycode is populated from the Country table.  For the United States the countrycode is 240.   It is important to know that the FromZip and ToZip fields must be continuous, in other words, the FromZip value must be one more number than the ToZip field in the previous row.

The ShipCost table contains the weight and cost information for the  rates and zones computation.  The shipper field is populated from the Shipper table and is the foreign key link to the Shipper table.  The Zone is populated from the ShipZone table and the weight ranges are populated from the Rates and Zones setup screen.  As is the case with the ShipZones table, there can be no gaps in the weight ranges.  Depending on your shipper, the FromWeight in one row must be one unit more than the ToWeight in the previous row.  Any gaps in the sequence will cause the rates and zones calculations to break.

When an order is taken in Mailware and a shipping method is selected, the ship amount is computed as the sum of all the criteria that are set up for the selected shipper.  If you have a shipper that has Flat Rate Charges, Charges by Weight, Charges by Order Total and Rates and Zones, the computed ship amount will be the sum of all shipping criteria that are met.

Quick Jump to:

• Create An RMA
• Receive returned items
• Refund an order

Instructions
You can create an RMA for any order with shipped items (items in the order have a status of SH). An RMA number may have multiple line items. You can also assign the same RMA to multiple orders. This allows for receiving portions of a return and refusal or approval of individual items.

Note: You can manually process individual returns instead of using the RMA system. It is recommended you use one or the other, not both. Returns are stored at the order level (in the Items.dat table). RMA refunds are stored in the RMA system (in the Return.dat table). For more information about individual returns see the Refund an Order help topic.

1. To access the RMA feature click on the RMA’s icon on the Mailware Explorer.
   1. You can also open the RMA screen from the top navigation bar.
   2. You can also access the RMA screen from the Links option from the order screen.
2. This will display the Returns screen.
3. To create a new RMA click on the button.
   1. A new RMA number will be assigned, as will the date and Operator ID for the current operator.  The operator will be assigned if security is turned on.
   2. You can give the RMA number to your customer immediately.  The number can be searched on when the package is received so that the return can be processed.
   3. Locate the customers account by clicking on the button.  This will show the Search for Customer screen.
   4. Enter as many fields as you need to locate the customer then click the button or press Enter.
   5. Matches will appear in the lower half of the screen.  Highlight the record you wish to open and double click it, press Enter or click the OK button.
   6. The customer number will appear in the Customer Number field on the RMA screen.
   7. You can add or by clicking on the appropriate button.  This will bring up a dialog similar to the one below.
      1. The top part of the screen will show a history of what notes were added regarding this RMA.  The notes will include the date the note was entered, the Operator information (if logged in) and the contents of the note.
      2. To add a new note, key in your comments in the New Comments field and click on the button.  The sofware will automatically add the date stamp and any operator information to the Notes field above.
   8. You can now create return authorizations for as many orders and items as you wish for this customer. Click the Add… button on the toolbar below the Returned Items tab (Note: Do not click the Add button at the top of the RMA screen).
   9. The Return Item dialog will open as follows:
   10. Click on the Order Number drop down to select the order for which you wish to create a return authorization.
   11. Select an order from the list.
   12. Select a product from the Product drop down.
   13. Select a reason from the Reason drop down.
       1. To Set up reason codes select the button from the Returns screen.
       2. This will bring up the Return Reasons dialog box.
       3. Use the buttons to manage the RMA reason codes
       4. Double-clicking on the Return To Stock will allow the returned items to be returned to stock.
   14. The dialog will display the calculated quantity, price, discount and tax. You can add shipping if appropriate and change the other items if you wish.
       1. Note: The quantity will default to 1. You can edit this number if the customer purchased and is returning more than 1.
       2. You can manually change the calculated Tax when necessary or enter a percentage Rate for tax and have it calculated for the item.
   15. If the item being returned requires a vehicle title which has not yet been received the Hold for Title box will be automatically checked. You can choose the VIN# associated with the product from the pulldown field. This is especially useful when you have multiple VIN numbers. The return authorization can be created, but the final refund will not process until the title is received.
   16. Click OK to close and save the returned item. It will appear in the list on the Returns dialog.
   17. You can continue to add items to the RMA by repeating steps 3-16. Each item will appear on the Returns dialog as a separate line.
   18. For each RMA you can optionally add Internal Notes (those seen only by your company) and/or Print Notes (Print Notes can be added to reports and forms that are sent to your customer). To do so simply click the appropriate button. Instructions are available from the Help button on the Notes screen. These notes are associated with the entire RMA. Additional Notes are available for line items as described below.
4. You can Receive Items as they are returned by your customers. First, open the RMA screen as described above.
   1. Click the Search… button to locate a specific RMA or click the Navigator buttons to browse.
   2. If you Search for an RMA the following dialog will open.
      1. Enter an RMA number to located it in the Search Characters, field, then click on OK to go to that RMA
      2. You can click on the button to search for the customer.
   3. In the Returns dialog select an item from the list then click the Edit… button.
   4. The Return Item dialog will open.  Click athe Status tab, then click the Item Received checkbox.
      The Date and Operator ID (if you are logged in) will be filled in automatically. These can be edited if you wish.
   5. For each item you can optionally add Internal Notes (those seen only by your company) and/or Print Notes (Print Notes can be added to reports and forms that are sent to your customer). To do so simply click the appropriate button. Instructions are available from the Help button on the Notes screen. These notes are associated with the currently selected item. Additional Notes are available for the entire RMA as described above.
   6. If you plan to refund the item skip to the next step. If you are going to refuse the return check the Item Refused checkbox. You can enter a short text Reason as well (in addition to any Internal or Print Notes you wish to add). This item will be excluded from the total refund for the RMA.
5. You can Refund your customers as their items are returned. First, open the RMA screen as described above.
   1. Click the Search… button to locate a specific RMA or click the Navigator buttons to browse as described above.
   2. Next, click the Refunds tab above the grid.
   3. Click on the button above the grid.
   4. The Refund dialog box will open with a list of items that are available for refund.
      1. Note:  The list will exclude any items you marked as refused, items not received and any items awaiting a title. You can process multiple refunds as items are received and approved by returning to this screen.
      2. If you wish to exclude any of the approved items from the refund double click the Refund checkbox in the grid, then click on another item in the list to refresh the Amount field.
   5. Select the type of refund from the Method drop down.  The choices are as follows
      1. Credit Card-Select this to specify a refund to the customer’s credit card. You will also be able to enter the Card Number and the Authorization code received from your credit card processor (Credits must be process outside of Mailware. These fields are for recording the information only.)
         1. Note: Since the credit card numbers are encrypted in Mailware you will have to obtain the credit card information from the customer in order to credit their account.
      2. Check-If you choose to issue a check to the customer, add the Check No, the Approval # (this can be a users initials) and the date the check was issued into the appropriate fields.
      3. Balance-This feature will add a credit balance to the customers record and this credit can be used for subsequent purchases.  Click on the button and the word APPLIED will be added to the Approval # field and the current date will be added to the Date field.   The refund amount will appear in the customer’s Credit Balance field under the Additional Info tab of the Customer screen.

UNDER THE HOOD: The RMA system uses the following tables, Return, ReturnIt and Refund.  It also interacts with the Customer, Orders and Items table to populate the RMA tables.    When a new RMA is created, the following data are added to the Return table, a unique number is inserted into the ReturnNo field, the the system date is added to the ReturnDt field and, if the user is logged in, the OperatorId is added to the OperatorID field in the Return table.  Once the customer number is selected, the CustNo field is populated.  Any internal or printed notes are added to the ReturnInternalNotes or the ReturnPrintNotes memo fields.

When the Add button on the Returned items grid the ReturnIt table is appended with the associated ReturnNo from the Return table and the ReturnItemNo is autoincremented with the next integer value.  When the order number is selected from the Order Number drop down, the order number is added to the OrderNo field in the ReturnIt table.  When the item being returned is selected from the Product drop down, the ProductNo and the related ItemNo is pulled from the Items table and added to the ProductNo and OrderItemNo fields int he ReturnIt table.   When the return reason is selected from the Reason drop down, the  related ReturnReasonNo from the RetReasn table is added to the ReturnReason field.  The following information is pulled from the Items table and added to the ReturnIt table, Quantity (defaults to 1), Price, Discount, and TaxPct.  The ExtendedAmt, TaxAmt and TotalAmt fields are recomputed based on changes made in the user interface.  The recomputed TotalAmt is also added to the TotalAmt field in the Return table.

When an item is received, the IsReceived value in the ReturnIt table is set to True and the system date is added to the ReceivedDt and the OperatorID is added to the ReceivedID field.  If the item is refused, the IsRefused field is set to True and the system date is added to the RefusedDt and the OperatorID is added to the RefusedID field.  Any comments added at the item level are added to the InternalNotes and PrintNotes fields in the ReturnIt table.   If the IsReturnToStock field in the RetReason table for the selected ReturnReasonCode in the ReturnIt table is set to True the Quantity is added to the InStock field in the Product table.

When a refund is created the following data are added to the Refund table, the ReturnNo (RMA number), the Type (Credit,Check or Balance), the Amount, the Credit Card number or Check number (depending on the Type) are added to the CardNo, the Authorization number and ShoreExpireDt.  In addition the amount of the refund is added to the RefundedAmt field in the Return table.

Instructions
You can use the Process Orders  to import orders from another source (e.g, an Internet store). First, you need to define the import by matching the fields in your source file to similar fields in Mailware. You only need to define an import once. You can then reuse it every day to import new orders.

Note: If you already have an import definition created you can skip this topic. Go to the Process Orders instructions to import your orders.

1. Tor create an import definition click on the
2. This will open the Process Orders screen
3. Click on the button in the upper right corner of the screen.
4. You can also select an existing Import specification from the grid and click on the button.
5. This will open the Order Import Setting screen.
6. If you would like to use an existing definition: Click the button to open a menu of two options:
   1. Load from a file: Select this option to use an existing file import specification such as field separators, field mapping etc. For example, you can load the Yahoo-MOM.mwi file that is included with Mailware. It defines an import from Yahoo stores in the MOM format. You can then proceed to the next step to make changes to the definition, or go to the Process Orders help topic to import your orders.
   2. Save this definition to a file:  Use this option to save an existing specification to a file.
7. To create a new import specification do the following
   1. Import Name-Enter a name that defines what type of file you are importing
   2. Import Type-Unless you are integrating select the default option Standard Single File
   3. Table Type- In all cases you will keep the default table type as Text
   4. Order Source File-Click on the button in the Order Source file screen.  This will open a Windows file browser, navigate to the file that you want to import and click on the Open button.
   5. Field Separator-Select the field separator that your file uses, the most common are Comma and Tab.  You can open the import file with Windows Notepad to see the separator character.
   6. Record Separator-This is the character that separates one order from the next. Typically this will be a carriage return (CRLF).
   7. Text Qualifier-This is the character surrounding each whole word or phrase. Typically this will be a double quote (“).
   8. First Row-Normally you will select the default of 1 however, if the import file has headers in the first row you will need to select 2
   9. Last Row-Leave the default.
   10. Click the Preview tab to see a sample of your import.
   11. Click the Mapping tab to see a list of Destination Fields (Mailware fields into which you will be importing your data) and definable Source Fields (fields from your import file). The Mapping tab is used to define where each of your import file fields will appear in Mailware.
       1. For each Destination Field you can select a field from your import file by clicking in the Source Field next to it. A pull down will appear. Click it to see a list of field names from your import file. For each destination field you can select the appropriate field to import into it (e.g., for the Last Name Destination Field you can choose from your import file LastName, Name, LName etc. depending on how your fields are named).
       2. Note: If your import file has headers on the first row, you may want to select the first row to be 1 for the mapping portion of setting up the import specification.  This will allow you to see the field names in the preview screen so that you can map the field numbers to the right field in Mailware.
   12. Click the Translations tab to see a list of Destination Fields (Mailware fields into which you will be importing your data) and translation fields. The Translation tab is used to change imported values to a different value (e.g., If your import file shows the Country field as 001, 002 etc. you can use the translator to change it to United States, Afghanistan etc.).
   13. For each Destination Field you can define a translation by clicking in the Translations field next to it. A dialog will appear with two columns titled Import Value and Change To Value.
       1. In the sample above the Import Value of 001, 002 etc. from the import file is changed to United States, Afghanistan etc. You may enter as many translations as necessary for each field. Click the Close button to save your changes and return to the Translations tab where you can select additional fields to translate as needed.
   14. Click the Defaults tab to see a list of Destination Fields (Mailware fields into which you will be importing your data) and definable Default Value fields. The Defaults tab is used to enter the value that will be imported into Mailware when the field in your import file is blank.
       1. For each Destination Field you can define a Default Value by clicking in the Default Value field next to it and typing. In the example above United States is entered automatically into Mailware when no Country is specified in your import file.
   15. To save this definition click the button and select Save this definition to a file. You can load the definition the next time you perform an import for this type of file. Click the OK button to complete the definition.
8. The Additional Processing tab contains flags for determining how the software splits items into separate orders.This tab contains two options
   1. Automatically set “Continued” field using Alternate Order Number 1: Checking this option groups all of the values that are the same in the Alternate Order Number 1 field as a single order.
   2. Copy order information from main record if record is marked as “Is Continued”: This option is used with the Yahoo MOM import specification.  The StandardImport table in the software contains room for ten items in a single record.  If there are more than ten items in an order, checking this option will add a new record in the standard import table for the additional items.
9. To use the import you created go to the Process Orders help topic.
   

UNDER THE HOOD: The import orders feature stores the import order specification information in the following tables OrderImportSettings, OrderImportDefaults,OrderImportMap and OrderImportTrans.

When a new import specification is created a new record is added to the OrderImportSettings table.  The data from the settings tab is added to the corresponding fields in the table.  The primary key for this table, ImportNo is used to link this table to the other OrderImport tables.  The additional processing information is also added to this table.

The OrderImportMap table contains the ImportNo value from the OrderImportSettings table and the field mappings between the Mailware StandardImport table fields (stored in the DestinationField field) and the Field numbers of the import file stored in the SorceField field.

The OrderImportDefaults table contains the ImportNo value from the OrderImportSettings table and any default values that are set in the Defaults tab in the Order Import Settings screen.

The OrderImportTrans table contains the ImportNo value from the OrderImportSettings table.  The FieldName field contains the StandardImportTable field name that the translation applies to, the ImportValue field contains the values that can be expected from the table imported into the StandardImportTable and the ChangeToValue is what the data will be changed to in the StandardImport table.

Batch process imported, downloaded and entered orders.

Whats New In 2011?

• Priority Order Processing
• Check All and Uncheck All buttons on all tabs
• Box Scanning
• Item Serialization

Instructions
You can use the Process Orders to automate your order fulfillment. Import orders from another source (e.g., your Internet store), fill backorders, process payments, print invoices and send completed orders to shipping.

1. To access the Products feature click on the Inventory icon on the Mailware Explorer.
2. This will open the Process Orders screen
3. The Process Orders screen is divided into four tabs, Import Orders, Fill Backorders, Process Payments, Invoicing and Shipping.  Instructions for each step follow below.
   1. Import Orders
   2. Fill Backorders
   3. Process Payments
   4. Invoicing
   5. Shipping

Import Orders
Following are instructions for importing orders from another source such as an Internet store or a text file sent to you via some other method. You can skip this step if you only wish to process orders entered directly into Mailware or if your orders are being downloaded using the MCM.

Note: The next steps assume you have an import already defined. If this is the first time importing please see the help topic: Import Orders.

1. Select an import definition from the grid in the upper half of the screen by clicking on it (it will highlight in blue), then click the Import button. If you do not have a definition listed you can create one, or you can edit an existing one. See the Import Orders help topic for details.
   1. Note: This process may take a few seconds or several minutes depending on the size of your file.
2. The Imported Grid in the lower half of the screen  will display a listing of all the orders imported. You can manually change any of the white fields by simply clicking on them and typing the new information.
3. Click the button. If an imported customer already has an account in Mailware only the order will be added. This prevents the addition of duplicate customer accounts.
4. Click the button to enter the imported orders into Mailware’s order database. Note: This may take a few seconds or several minutes depending on the size of your file.
5. Upon completion of the Process step a message will appear with the batch number for this import. You may wish to record this information for future reference.
6. The Imported Grid in the lower half of the screen will now display the imported orders. The status of each will be displayed in the gray fields. If an error occurred a Message explaining it will appear in the Message field. You can double click an error to view it in its entirety.
   1. You can also select report R7600 Process Orders Import Warnings from the button at the bottom of the screen. This will list all orders with warning messages. You can use this report to edit orders later. (The most common error is that an ordered product is not in your inventory. You can add the product to your inventory, then add the item to the order).
      
7. You may, if you wish, select any item in the imported grid and click the or button to go directly to the Customer or Order screen for that entry.
8. Imported orders may be shown as Backordered. This depends on our Preference settings under the Order tab for the field.
   1. If  is checked the items will not be automatically backordered. You can skip the Fill Backorders step and go directly to the Process Payments tab.
   2. If  is unchecked the imported items will be backordered. This allows you to selectively fill backorders if you do not have enough items in stock. Go the the Fill Backorders tab.
   3. Note: Both methods prevent committing of items when you do not have enough stock.

Fill Backorders
This process automatically fills oldest backordered items first until in stock supplies have been exhausted. You can also use this if you selected to have imported orders held as backorders. Backordered items (with a status of BO on the Order screen) will become Committed items (CM).  Note: All orders downloaded via the MCM are in Backorder status by default.

1. Click the Fill Backorders tab on the Process Orders screen
2. In the bottom left corner of the Fill Backorders screen click the button. This will populate the screen with any orders that have at least one item in backorder status. 
3. You can deselect any orders for which you do not wish to fill backorders by double-clicking the Process checkbox for that line.
   1. Note: You can use the buttons at the top of the grid to select all or none of the orders to be processed.
4. When you are ready to fill backorders, click the button.
   1. Orders that can be filled (based on the In Stock quantities for items ordered) will show a check in both the Complete and Updated checkboxes. Orders that cannot be filled at this time will show a check only in the Complete checkbox. Note: If an order has a line item with multiple backordered quantities and you do not have enough items to fill all the backorders for the item, Process Orders will leave all items in that line backordered.
   2. You can fill remaining backordered items later by increasing your In Stock quantities for products and rerunning the Fill Backorders step.
   3. You can force fill individual orders by forcing backorders from the context menu in the orders screen.
5. You can select to process orders based on the order priority .  Select either Rush or Preferred from the drop down menu and click on the  button.  Software will then query the database for any orders that have backordered items who have the priority set to the method selected.
   1. To set the priority for an order,  click on the button in the order screen.  This will display the Order Details screen.
   2. Select either Preferred or Rush from the Priority drop down.
   3. Click on the Close button to save your changes.
6. Any filled backordered items will now have a status of Committed (CM). If all items in an order are in a Committed (CM) status.
   1. Note: You can select in Preferences to have Committed items shipped ahead of backordered items. Choose this option for all orders by checking the  in the Preferences dialog under the Orders tab.
   2. You can also choose the option for an individual order by checking it on the Shipping tab of the order screen.

Process Payments
The Process Payments screen uses your connection with a supported third-party credit card approval package (e.g., PCCharge, PCAuthorize, ICVerify or AuthorizeNet). You can also manually approve orders.

1. Click on the Process Payments tab on the Process Orders screen
2. In the bottom left corner of the Process Payments screen click the button. This will populate the screen with any orders that have an amount due. 
3. You can deselect any orders for which you do not wish to process payments on by double-clicking the Process checkbox for that line.
   1. Note: You can use the buttons at the top of the grid to select all or none of the orders to be processed.
4. If you have set up a credit card software package to interface with Mailware.
   1. Click the button. An approval dialog will open for each charge. Click the Send button and the charge will be submitted to your credit card software. An approval number or decline will be received and automatically added to the order. The dialog will then open for the next charge until all charges are complete, or you can select an item and click the button again.
5. If you have not set up a credit card software package you can approve charges manually.
   1. Click the first order in the grid to select it. Then click the button to open the order.
   2. The Order screen will open to the selected order. Click the Payment tab in the bottom left corner of the Order screen to display payment information.
   3. If the order contains payment information click on the button.  This will open up the Payment screen with the payment information populated. Process the card using the terminal and enter in the Approval number in the Approval # field and click on the OK button.  This will update the paid amount field in order screen.
   4. If the order does not contain payment information click on the button.  This will open up the Payment screen with the default values populated.Enter in the payment information and click on the OK button.  This will mark the order as paid.
   5. Repeat the above steps for each order in the Process Payments tab.
   6. At this point orders are committed and payments are applied. You can now print invoices for these orders. Click the Invoicing tab.

Invoicing
Print invoices for all outstanding orders and change the status of the order to Filled (FI) so it can progress to Shipping.

1. Click on the Invoicing tab on the Process Orders screen
2. In the bottom left corner of the Invoicing screen click the button. This will populate the screen with any orders that are paid and committed. 
3. You can deselect any orders for which you do not wish to process payments on by double-clicking the Process checkbox for that line.
   1. Note: You can use the buttons at the top of the grid to select all or none of the orders to be processed.
4. Print invoices for all the selected orders in the list by clicking the button and selecting the report: R5103 Process Orders Invoices.
   1. Note: You can create your own reports and add them to the button by selecting the Setup option
   2. This will open the Print Setup screen.
   3. To add a new report to the report list click on the button.
   4. Select the report from the dropdown list.
   5. See the Modifying Reports help topic for instructions on creating/editing your own reports.
5. To continue click the button. This marks these orders as printed, and changes their status to Filled. The Complete and Updated boxes will be checked for all invoiced orders.

Box Scanning

The box scanning feature is available from both the Invoicing and the Shipping tab in the process orders screen.  This feature us used to package orders that require more than one box.  It is also used in conjunction with item serialization.

1. To start the box scanning feature click on the button from either the Invoicing or Shipping tab.
2. This will bring up the Box Scanning screen.
3. To start boxing an order, click on the button.
4. This will open the New Order screen.
5. Scan or key in the order number from the printed invoice or packing slip, click on the button.  The Box Scanning screen will show order information for the order selected.
6. Start filling the boxes by either scanning the UPC or keying in the product number and clicking button.  The Box Scanning system will compute the weight based on the weight value of the product and a cumulative weight for each box.
7. When you have completed filling a box, click on button.
8. If a product requires a serial number the following dialog will display Scan in the serial number from the product and click on the button. 
   1. NOTE: If the serial number has not been scanned during the Receive Inventory process the Box Scanning feature will not allow you to add the product to the order.
9. When you have finished packing the order, click on the button.  You will get a confirmation box
10. When you click the OK button the system will print out an R5104 Box Invoice report
11. Clicking on the button,  will give you a dialog similar to the one below showing the remaining items to be added to the box.

Shipping
Orders appear in this section that are ready to be shipped. If you have set up Mailware to work with UPS Worldship, Fedex ShipManager, Endicia Professional or another third-party shipping package you can weigh and label packages and then process them here. Or, you can print labels from Mailware directly.

1. Click on the Shipping tab on the Process Orders screen
2. In the bottom left corner of the Invoicing screen click the button. This will populate the screen with any orders that are marked as filled. 
3. You can deselect any orders for which you do not wish to process payments on by double-clicking the Process checkbox for that line.
   1. Note: You can use the buttons at the top of the grid to select all or none of the orders to be processed.
4. You can print the following reports before marking items shipped
   1. R5231 Process Orders Packing List
   2. L1231 Process Orders 5163 with Ret Address
   3. L1211 Process Orders 5163 Labels no Ret Address
   4. L1201 Process Orders 5160 Labels
5. To complete the orders click the button. This marks these orders as shipped.
   1. NOTE: If  you are using a Shipping Integration with UPS Worldship, Endicia Professional, Fedex ShipManager or some other third party shipping solution, it is recommended that you do not mark the orders as shipped using Process Orders.  Instead we recommend that you run the MarkAllShipped script from the Tools menu.  This script marks all of the orders that have tracking numbers as shipped.

You have completed Process Orders. This action can be used for orders you import from other sources as well as orders you input manually. You can run it as many times a day as you wish, and only the incomplete orders will appear under each tab.

UNDER THE HOOD: The process orders functionality was originally designed to import files that were downloaded from a shopping card and manually imported into a temporary table called StandardImport these orders were then imported into permanent tables and subsequently batch processed going from left to right on the tabs Fill Backorders->Process Payments->Invoicing->Shipping

For a detailed discussion on the Import Orders functionality, see the Import Orders documentation.

In addition to the core tables in the software, the process orders uses the ProcessBackorders,ProcessPayments,ProcessInvoices and ProcessShipping tables.  If you are using the Box Scanning feature the system also uses the Box and BoxItems tables.

Fill Backorders

When you click on the Refresh button in the Fill Backorders tab the software searches the Items table for any orders that have at least one item in Backorder status.  In database terms the system looks for any orders that have a non-zero quantity in the Backordered field in the Items table.   For any orders that meet the above critera the following information is added to the ProcessBackorders table, OrderNo, OrderDt, ShipCompany,ShipLastName and ShipFirstName.  In addition the Proccess field is set to True, the Complete and Updated fields are set to False.  When the Fill… button is clicked, the software goes through the ProcessBackorders table and subtracts the BackOrdered quantity in the Items table from the InStock quantity for the ProductNo in the Items table until the InStock quantity goes to zero for the ProductNo in the item table.  If the product was completely filled, then the Backordered field is set to zero, this will show up as Committed in the order screen.   If there is not enough stock to completely fill a Backordered quantity in the items table, the order remains in Backorder status.  For each record in the ProcessBackorders table that is processed, the software sets the Complete to True.  If all of the items were filled in an order, the Updated field is set to true.

Process Payments

When you click on the Refresh button in the Process Payments tab the software searches the Orders table for any orders that have an amount due and populates the following information is added to the ProcessPayments table: OrderNo,OrderDt, ShipCompany,ShipLastName, ShipFirstName,PayMethod,CardNumber (in the form N********NNNN) from the Orders table ,  and ShortExpireDt, Bank, CheckNo, CheckRouteNo, CheckAccountNo, ApprovalCode, PaymentNo, IsBudget and BudgetPeriod from the Payment table.  As of Mailware 2011 (Build 1118) the batch Authorization using the Authorization has not been updated to decrypt the credit cards before processing them.  You can click on the Edit Order… button and process the payment from the order screen.

Invoicing

When you click on the Refresh button in the Invoicing screen, the software searches all of the orders that are Committed and do not have a balance due and populates the following in the ProcessInvoices table:  OrderNo, OrderDt, ShipCompany, ShipLastName, and ShipFirstName are added from the Orders table.  In addition the Process field is set to True, and the Updated, and the Complete fields are set to false.  This information is primarily used for batch printing invoices.  The report R5103 Process Orders Invoices uses the ProcessInvoices table to control what invoices are printed from the table.  If the Process flag is set to true, the related Order will be printed.  When the Process… button is clicked all of the orders that have the Process flag set to True will have all of the items in the orders that are committed will be marked as filled.  This is done by copying the value in the Quantity field to the Filled field.

Shipping

When you click on the Refresh button in the Shipping screen, the software searches all of the orders that have all the items marked as filled and populates the following into the ProcessShipping table: OrderNo, OrderDt, ShipCompany, ShipLastName, and ShipFirstName are added from the Orders table.  In addition the Process field is set to True, and the Updated, and the Complete fields are set to false.  This information is primarily used form batch printing packing lists.  The report R5231 Process Orders Packing List uses the ProcessShipping table to control what packing slips are printed.  If the Process flag is set to true, the related packing slip will be printed.  When the Process… button is clicked, all of the orders that have the Process flag set to True will have all of the orders that are marked as shipped.  This is done by copying the value in the Quantity field to the Shipped field, the Filled field will also be set to zero.

Box Scanning

When you click on the Start New Order button and key in an order number, the software puts the following information into the Box table: OrderNo, CustNo, OperatorID and the ShipMethod are pulled from the Orders table.  The CreateDt is populated using the computer system date ,the StartDateTime is populated with a time stamp value and the BoxNumber defaults to the number one.  When a product is added to the box, the following information is added to the BoxItems table, the OrderNo, the scanned bar code in the WandedCode field, the related ProductNo, and the UPC field is populated with the ProductNo if there is no UPC in the Products table.  The Quantity is pulled from the Items table and the Weight and ShipsInOwnBox are pulled from the Products table.  If the product is serialized the Box Scanning system will prompt to scan in the serial number.  The scanned value is added to the SerialNumber field.   After each item is added to the box, the total item weight is calculated and added to the BoxCalculatedWeight field in the Box table.  When you click on the Start New Box button, another record is added to the Box table with the Order information and the BoxNumber value is incremented by one.  As items are added to each box the BoxCalculatedWeight is updated.

Mailware includes files that enable users to write and run SQL scripts from the Tools menu.  There are a number of scripts that are installed in the data directory when the application is installed.

NOTE: An in-depth knowledge of the Mailware database structure and general knowledge of SQL (Structured Query Language) is required before writing custom SQL scripts on your database.  Failure to understand both the database structure and how SQL works can do serious damage to the integrity of your database.

Quick Jump To:

• Editing Scripts
• Creating Scripts
• Installing Scripts

Creating and Editing Mailware Scripts

1. Open window explorer and navigate to the c:\Program Files\Mailware 2011 or c:\Program Files (x86)\Mailware 2011 (on 64-bit systems)
2. Double click on the MailwareScriptEditor.exe and you will  get the following screen.
   1. NOTE: You can create a shortcut to the MailwareScriptEditor on your desktop by right-clicking on the MailwareScriptEditor.exe and select Send To >Desktop (create shortcut).
3. The editor is generally divided into three areas, the text menu, the command buttons and the SQL grid.
   1. Text Menu
      
      1. File
         1. New Script-Creates a new script in the window.
         2. Open Script…-Opens a file browser and allows you to navigate to an existing query
         3. Recent Scripts >-Lists the last 10 scripts that have been opened.
         4. Save Script…-Opens a file browser to save the file.
         5. Save Script As…-Saves the script as a new file.
      2. Edit
         1. New Line-Adds a new line to the query.
         2. Delete Line…-Deletes the current line.
         3. Move Line Up-Moves the selected line up one row.
         4. Move Line Down-Moves the selected line down one row.
      3. Options
         1. Mailware Directory…-Use this function to specify the location of the Mailware data directory.
         2. Mailpriv Directory…-
         3. Reports Directory…-Use this function to point the Reports directory.
      4. Help
         1. SQL Templates-Clicking on this menu option opens up the following dialog.
         2. You can use these templates to help you build SQL queries in the DBIASM version of SQL.
         3. You can get more in-depth documentation from  here.
   2. Command Buttons
      1. New Line- Clicking on the new line will add a new line to the script grid.
      2. Delete…-This will delete the selected line in the script.
      3. Move Up-Moves the selected script row up one row.
      4. Move Down-Moves the selected row down one row.
      5. Run..-Runs the current script.
      6. SQL Template-Clicking on this option will show a list of SQL commands available to you
         1. Clicking on one of the commands will open up the following dialog box.
            1. You can use these templates to help you build SQL queries in the DBIASM version of SQL.
            2. You can get more in-depth documentation from  here.
   3. The SQL Grid
      1. Line #-This is just a sequential line number in the script.  When you first open the Script Editor this field is blank, after clicking on the New Line button it is populated with the number 1.
      2. Command- Clicking on the will show you a list of options that are available here.  Note: This button is not visible if there is no number in the Line # field.  The available options are:
         1. SQL- This option allows you to enter SQL commands into the Command Text window
            1. TIP: If you double-click on the Command Text window you will get a larger dialog box that will enable you to enter your SQL without it being truncated.
         2. SHOWMESSAGE-Anything you type into the Command Text window will show up in a message box with an OK button when the script is run.
         3. SHOWOKCANCEL-Anything you type in the Command Text window will show up in a message box with OK and Cancel buttons when the script is run.
         4. EMPTYTABLE-When this option is selected the Options fields are populated with a drop down showing all of the tables available based on the Mailware directory defined in the Mailware Directory… from the Options menu.  
            1. Note: Use this feature with great care.  This is designed to empty a temporary table that you will use in the SQL.  Do not empty any of the Mailware tables that you have not created in a script.
         5. OPENREPORT-When this option is selected the Options fields are populated with a drop down showing all of the reports available based on the Mailware directory defined in the Reports Directory… from the Options menu.
            1. TIP: If you want to open a report based on a table that was manipulated in a previous line of the query you may get a table locked error when trying to run the report.  To avoid this error add a simple SELECT * FROM SomeTable before the line that opens the report.  Where SomeTable is any table in the Mailware database that is not used in the report.
         6. IMPORT-Not currently implemented.
4. Adding user prompts to your scripts-The Mailware script engine allows you to add prompts for data input while the script is running.  Below are the prompts available to use and examples of the syntax in which to use them.
   1. [Browse] – The browse command is used to have the script open a file browser for importing a file into Mailware.  Below is an example of using the browse command:
      1. Note the use of the EXCLUSIVE clause.  Using the EXCLUSIVE clause greatly improves the speed that files are imported into the database.
   2. :DATE_ – Adding this to a SQL statement followed by a prompt (with underscores between the words) will accept a date input from the user.  The input format will be of the form MM/DD/YYYY.
   3. :INTEGER_-Adding this  to a SQL statement followed by a prompt (with underscores between the words) will accept an integer value input from the user.
   4. :NUMBER_-Adding this  to a SQL statement followed by a prompt (with underscores between the words) will accept a float value input from the user.
   5. :CURRENCY_-Adding this  to a SQL statement followed by a prompt (with underscores between the words) will accept a currency value input from the user.
   6. :TEXT_-Adding this  to a SQL statement followed by a prompt (with underscores between the words) will accept a text value input from the user.
      1. NOTE: If you are prompting a user to enter a product number you will need to ensure that the value is all upper case.  You can do this by combining this with the UPPER function
   7. :TODAY_-Adding this to a SQL query will use the current date in the field.
   8. Below is an example of using the TEXT prompt in a SQL query.

Creating a Simple Script

The following is a simple script that you can write with the script editor.  It will prompt you to enter a ProductNo and print a report that shows all of the customers who ordered the selected product.

1. Open the Script Editor
2. Click on the button
3. Select the SHOWOKCANCEL option from the command drop down.
4. Double-Click on the Command Text field and enter in a prompt
5. Click on the button
6. Add a new line using the button
7. Select the SQL button from the Command drop down
8. Double-Click on the Command Text field and enter in the following SQL statement.
9. Click on the button
10. Add a new line using the button
11. Select the SQL button from the Command drop down
12. Double-Click on the Command Text field and enter in the following SQL statement.
13. Click on the button.
14. Add a new line using the button.
15. Select the OPEN REPORT option from the Command drop down
16. Select the ProductsOrdered report from the Report Name drop down.
17. Click on File->Save Script and save the script in the data directory.
18. To test the script click on the button.
19. You will get a confirmation dialog like Click on the OK button.
20. You will now see the dialog box that you created. Click on the OK button.
21. You will now get a prompt asking for a product number. Key in a product number and click on the OK button.
22. You will now see a report similar to
    1. Note: If you get an error message saying that the report could not be found, check that the Mailware Script Editor is pointing to the correct reports directory.  Go to Options->Reports Directory…
23. A copy of this script and the associated report can be downloaded from http:\\www.mailware.com/pub/ScriptExample.zip.

Installing Mailware Scripts

The scripts are installed so that they are accessible from the Tools menu in Mailware.  The installation method depends on whether or not you are using the Client-Server engine to connect to the Mailware database.

1. Normal Installation (Not using the client-server engine)
   1. Copy the Mailware script file(s) into the data directory on your system hosting the database. Normally it is C:\Mailware\Data
   2. From the shared network folder create shortcuts to the script files you want to appear in the Tools menu.
      1. Select the files and right-click on them and select Create Shortcut
   3. Copy the shortcuts into the Mailware tools folder.  This is usually c:\Mailware\Data\Tools
   4. The links to the scripts will now show up in the Tools menu in Mailware.
2. Client Server Installation
   1. Copy the Mailware script files to the Client-Server directory.  Normally this is c:\MailwareCS, although this may vary considerably.
   2. From the shared network folder that points to the client-server directory, select the MWS script files you want to appear in the Tools menu and create shortcuts for them.
   3. Copy the shortcuts to the Tools folder in the client-server directory.   Normally this is c:\MailwareCS\Tools  however your set up may be different from this.
   4. The links to the script will now show up in the Tools menu in Mailware.

UNDER THE HOOD: The MailwareScirptEdior and MailwareScript files are automatically installed in with Mailware installers dated 2009 and later.  For Mailware 2009 the script files are installed in c:\Program Files\Mailware\2009\Scripts.  For Mailware 2010 and later the script editor and script engine are installed in the same directory as the Mailware.exe file.  Normally this is c:\Program Files\Mailware 20XX where XX is the year version of your copy of Mailware.

Earlier versions of Mailware installers did not include the script utilities.  You can download and install them from here.

The Mailware script file extention (mws) is associated with the script engine when the software is installed.    If you get an Access violation message when trying to open a mailware script file, this most likely means that the file association with the script engine was not made or somehow broken.

There are a large number of scripts that are installed with the software.  It is highly recommended that you open up some of them in the script editor and look at the syntax that is used and research what the scripts do.  It is possible that you may be able to take one of the existing scripts and customize it to do what you want it to do.

If the script you are writing is complex it is highly recommended that you write the SQL and test it using the DBAISM database utilities before adding the SQL to the script editor.  The database utilities offer better error checking and provide you with better tools for determining whether or not your SQL did what you wanted it to.  The Database Utilities are installed automatically when you select the server install option for versions of Mailware 2010 or later.  You can also download and install the utilities from here.

In order for the script engine to run correctly the following criteria have to be met.

1. The mws file needs to be installed in either the data directory or the root of the client-server folder.
2. Any reports that are requested by the script engine need to be installed in the associated reports folder.

Quick Jump to:

• Create a Gift Certificate
• Sell a Gift Certificate
• Redeem a Gift Certificate
• Track Gift Certificates
  

Create a Gift Certificate
Mailware will generate random certificate numbers (including a specified prefix and/or suffix if you wish) that can be printed or redeemed online.

1. First, add a new product with a Product Number of “GIFT CERTIFICATE” or whatever you wish. You can add a new product, or search to check first for an existing one, by clicking the appropriate link on the Mailware Explorer.
   1. If you add a new product the Product screen will open to a blank form. Type GIFT CERTIFICATE  in the Product # field:
   2. Enter an amount for the certificate in the Retail field. Note: This amount can be changed at order entry. Note: Additional information on this tab is optional (e.g., description, supplier etc.)
   3. Next, click the Stock Levels tab and check the Non Inventory Item checkbox.
   4. Check the Generate Gift Cert checkbox and click the Settings button.
   5. In the dialog that opens enter a Prefix and Suffix if you wish. Then specify the number of random characters you wish for the unique certificate code. Select whether to use numbers, letters or both to make up the code. Enter the following data:
      1. Prefix – Any characters you enter here will always precede the randomly generated code (e.g., GC123456)
      2. Suffix – Any characters you enter here will always be appended to the end of the randomly generated code (e.g., 123456XX)
      3. Random Code Length – Enter the number of characters you would like to have generated by Mailware when the gift certificate number is created. This code will appear between the Prefix and Suffix (or by itself if they are left blank).
      4. Use Characters – The randomly generated code can be created with just numbers, just characters or both.
      5. Note: If you use a prefix of GC, a suffix of XX, a random code length of 5 and use characters = 5 a resulting code would be GC12345XX (where 12345 could be any number).
   6. Click the Close button to save your changes to settings.
   7. You can create as many gift certificate products as you wish. These products can now added to any order just like any other item you sell. Mailware will generate a number that you can provide to your customer as a code and/or a printed gift certificate.Note: By default new gift certificates are not redeemable. To make a gift certificate active see the Tracking Gift Certificates topic below.

Sell a Gift Certificate
You can sell gift certificates you create and then distribute the generated code or print a gift certificate.

1. Add a new order, or gift order as per the instructions in the help topic – Take an Order or Take a Gift Order.
2. Enter your Gift Certificate product as a new item on the order (press the F2 key to lookup an item or just type the code).
3. You can manually change the amount of the certificate if you like by typing a new amount now. Or, you can change it later by right clicking the product and choosing “Change Item Qty/Price” from the menu that appears.  
   1. Tip: If you would like to add a message to the invoice for the gift certificate, click the Customize button on the Item Detail tab at the bottom of the screen. Any text you enter in the dialog that opens will print below the Gift Certificate item on the invoice.
4. Complete the order normally. When you are ready to provide the gift certificate number to the customer you can do so by previewing/printing the gift certificate.Complete the order normally. When you are ready to provide the gift certificate number to the customer you can do so by previewing/printing the gift certificate.  Click Reports button at the top of the screen and select T5250 This Gift Certificate from the menu. You can also print all the gift certificates for a date range by selecting report R5150 Gift Certificates for Date Range from the Report Center.

Redeem a Gift Certificate
You can apply Gift Certificate codes to an order as a payment. Gift Certificates can be redeemed in whole or in part.

Note: Partial use will result in the balance being applied to the customer’s Store Credit as displayed on the Additional Info tab of the Customer screen.

1. Add a new order, or gift order as per the instructions in the help topic – Take an Order or Take a Gift Order.
2. When you are ready to apply the gift certificate click the Payment tab at the bottom of the screen.
3. Click the New button to open the Payment dialog to enter a new payment method. Then select Gift Cert from the pulldown.
4. Leave the Action set to Sale and enter the Gift Certificate Number in the Number field. Enter the amount you wish to redeem and then click the Authorize button.
   1. Note: If the Gift Certificate is not redeemable see the instructions below for Tracking Gift Certificates to make is redeemable.
   2. If the amount of the purchase is greater than the value of the gift certificate you will get the following message. Click on the Yes button to apply the full credit.  You can now use another form of payment to complete the transaction by closing the payment dialog screen and clicking the New… button to create a new payment record.
   3. If the amount of the purchase is less than the value of the gift certificate you will get the following message. and if you check the customer record under the Additional Info tab you can view the store credit.

Track Gift Certificates
Mailware tracks each Gift Certificate number, its original balance and when it has been used. This utility is also used to make Gift Certificate redeemable.

1. You can access Gift Certificate Tracking by clicking the Setup tab on the Main Menu.
2. Then select the Gift Certificates button NOTE: You can also access the gift certificates screen from the Setup option in the top navigation bar.
3. This will show the gift certificates screen
4. To view the details of a specific gift certificate you can double-click on the record or click on the button.
5. In the dialog that opens you can see and change information specific to the selected Gift Certificate:
   1. Gray fields – These are informational and cannot be edited.
   2. Certificate No – You can change the number here if you wish.
      1. Please note that you will need to reprint or distribute the revised number to your customer. Go to the order and click the Reports button at the top of the screen. Then select T5250 This Gift Certificate from the menu.
   3. Amount – You can change the amount of the certificate.
   4. Redeemable – By default this is unchecked for security reasons (i.e., to prevent unauthorized creation of gift certificates that are then deleted from the order). You can make a gift certificate redeemable by simply checking this box.
      1. Note: You can allow/disallow access to the Gift Certificate tracking system by setting up Operator ID’s and Security. Gift Certificate Tracking is controlled under the Actions tab in Security.
   5. Available Bal - Although Mailware applies remaining balances to the Store Credit balance on the customer’s account, you can enter a remaining balance manually in this field if you prefer. 
      1. Note: You should also adjust the Store Credit for the customer by clicking the Adjust button next to Store Credit under the Additional Info tab on the Customer screen.
   6. Expire Dt – You can set an expiration date for a specific gift certificate by clicking the pull down arrow and selecting a date from the calendar that appears.
      1. Note: Expiration dates must be set manually for each gift certificate.
   7. Void and Void Reason – You can void a certificate and enter a short reason.

UNDER THE HOOD: The Gift Certificate feature uses the GiftCert table to track the details of gift certificates.  When an gift certificate is purchased, the software creates a random number based on the criteria that were set up in the related record in the Products table.  The gift certificate number is added to the GiftCert table in addition to the OrderNo, ItemNo, CustNo, Amount and the OrderDt information from the order.

When a gift certificate is used for payment the OrderNo is inserted into the RedeemOrderNo field, the PaymentNo is inserted into the RedeemPaymentNo field, the CustNo, is inserted into the RedeemCustNo field.   The amount that was used for the order is inserted into the RedeemAmout field and the remaining balance is inserted into the RedeemToCreditAmt and the OrderDt is inserted into the RedeemDt field.  If security is turned on the OperatorID is inserted into the RedeemOperatorID field.  The AvailableBalance is set to zero.  In addition, if there is credit remaining on the gift certificate, the amount of the credit is added to the CreditBalance field in the related customer record in the Customer table.

The subscription feature in Mailware allows you to create recurring orders for products or services on a Yearly, Monthly, Weekly and Daily basis.  It uses the Mailware scripting tools to generate new orders for products on a periodic basis and updates the number of issues left for each customer.  The subscription module requires some set up by Core Technologies.  The following is a description on how to set up subscription products and how to use the scripts.

Jump To

• Creating Subscription Products
• Processing Subscriptions
• Managing Subscriptions

Creating Subscription Products

1. Create the Products-These are the products that you will be sending out with each recurring order.  For these instructions, we will be using the subscription tools for magazines.
   1. For help on creating products click here
2. Create Subscription Products- These are non-inventory products that you will set up for each subscription that you have.  You will need to create subscription products for each type of subscription that you have.  For instance, if you offer a yearly and a monthly subscription for the same physical magazine you will need to create two subscription products.
   1. Open the Inventory screen by clicking on
   2. Click on the button.  This is will create a new record in the Products table.
   3. Enter in the following information
      1. Product #-We are going to set up a monthly magazine description so we will create one that identifies it we will call it WIRED MONTHLY
      2. Name- Wired Magazine Monthly Description
      3. Description- Wired Magazine Monthly Description
      4. Retail-Enter the price you will charge the user for the whole year.
   4. Click on the tab and enter the following information.
      1. Check the Non-Inventory Item check box
      2. Check the Subscription check box
      3. Click on the button this will open up the Subscription Settings screen. Enter the following information.
         1. Select Monthly from the Frequency drop down.
         2. Enter 12 for the duration for 12-months
         3. Select the product that you will be sending out every month from the Ship Product No drop down
         4. Select 1 for the quantity.
   5. Repeat the process for each subscription combination that you have.

Processing Subscriptions

Mailware employs the use of two scripts to process subscription orders.  The first, called CreateAndUpdateSubscriptions checks the Mailware orders table for any subscriptions that were ordered and adds/updates the records in the subscription table.  The second, called CreateSubscriptionOrders is the script that creates orders for the subscription products when they are due.  They are both run from the Tools menu.

1. Run CreateAndUpdateSubscriptions-Click on the CreateAndUpdateSubscriptions option from the Tools menu
   1. You will get the following confirmation dialog box
   2. Click on the OK button
   3. You will get another confirmation dialog box
   4. Click on the OK button.
   5. When the script is complete you will get the following dialog box NOTE: If you do not get this message the script failed for some reason.
2. Run CreateSubscriptionOrders-This script should be run near the time that subscriptions are supposed to be sent out.
   1. Click on the CreateSubscriptionOrders option from the Tools menu
   2. You will get the following confirmation dialog box
   3. Click on the OK button
   4. You will get another confirmation dialog box
   5. Click on the OK button.
   6. When the script is complete you will get the following dialog box NOTE: If you do not get this message the script failed for some reason.

Managing Subscriptions

When the subscription option is set up another tab is added to the Customer screen to track the status of subscriptions.

1. To view the status of a customers subscription click on 
2. Search for your customer using the icon.
3. Click on the tab
4. The following screen will show The fields shown are as follows.
   1. Product No- This is the subscription product number that the customer ordered.
   2. Start Dt- This is the date that the subscription starts.  For an initial subscription this is the same as the date the subscription was ordered.  For renewals it is the date that the new subscription period starts.
   3. Expiration Dt- This is the date that the selected subscription will expire.
   4. Auto Renewal-If this option is checked, the system will automatically renew the subscription when the existing one expires.
   5. Order No- This is the order number for the subscription order.
   6. OrderDt-This is the date that the subscription was ordered.
   7. Last Order No- This is the last time an order was issued for the subscription.  This is the last order number associated with the product shipped.
   8. Last Order Dt-This is the last date an order was created for the subscription.
   9. Remaining Orders-This is the number of times that a new order will be created for this subscription.  The number depends on the type of subscription.
   10. Next Order Dt- This is the next time an order will be generated for this subscription.  Note: This value is not updated until the following day after the last order is issued.
   11. On Hold-Checking this box will prevent new subscriptions orders from being created.
   12. Hold Reason-This is a text field that allows you to enter a Hold reason.
   13. Canceled-Checking this box will permanently prevent new subscription orders from being generated for this subscription.
5. Clicking the  button will also show all of the expired subscriptions for the selected customer.

UNDER THE HOOD: The subscription feature uses the following tables, Subscription, Product, Customer and Items.  When a subscription product is created the subscription information is added to the Products table.  In addition to the standard product information the following fields are updated, IsSubscription is set to True,SubscriptionFrequency, SubscriptionStartDay (only used for weekly subscriptions), SubscriptionDuration,SubscriptionShipProductNo and SubscriptionQuantity.

The CreateAndUpdateSubscriptions script queries the Items table and searches for any orders that contain Products that are flagged as subscription products and puts the order and payment information into a temporary table.  This table is compared with the existing Subscription table and any duplicates are removed from the temporary table and any new ones are added from the temporary table.

The CreateSubscriptionOrders script checks the Subscription table for any subscriptions that are due for generating orders and creates orders for the products.  The script pulls the payment information from the subscription table and adds it to the orders.  It also decrements the Remaining Orders, updates the LastOrderDt, LastOrderNo fields in the Subscription table.

Mailware can calculate UPS, FedEx and other rates from your area. You will need your Zone chart from each shipper’s web site before entering data. Mailware uses the shipping address Zip code during order entry to determine the recipient’s zone, then looks up the rate and enters shipping charges for the order.

1. You will first need to enter weights for each of your products.  To do this, open the Inventory screen and add the weight in the weight field under the product tab.
   1. To access the Products feature click on the Inventory icon on the Mailware Explorer.
   2. To search for an existing product click on the icon or press Ctrl-F this will open the product search screen.
      1. You can search for a product by keying in text into the Product Number, Description,  or Long Description fields and click on the button.
      2. If  you check on the Real-Time Incremental Search check box the product search will happen real time.  NOTE: You can also set this feature to be the default behavior by selecting the check box in Tools->Preferences under the Orders tab.
      3. The Full Text Search feature searches the Product Number, Description and Long Description fields for the text that you enter in that field and click on the button next to the full text search field.  NOTE: You can also set this field to be the default field when the search screen is opened by selecting the check box in Tools->Preferences under the Orders tab.
      4. You can also filter the records in the grid by selecting the Supplier or the Product Type from the drop downs.
      5. Once you have found the product you are looking for,  you can either click on it in the grid view and click on the OK button or double click on the product.
      6. You can click on the button and the software will create a new record in the Products table and close the search screen.
      7. Clicking on the will open up the selected product in a new products screen.
   3. Enter a weight for this item in pounds. Do not round weights to the nearest pound. You can use the weight calculator to convert ounces to pounds.
2. To access the Shipping  feature click on the Setup Tab on the Mailware Explorer
3. Then select the Shipping icon form the Mailware Explorer. NOTE: You can also access the shipping screen from the Setup option in the top navigation bar.
4. This will open the Shipping Company screen
5. Select the shipper that you want.  Then click the button to open the Shipping Company dialog.
6. Click on the By Zone tab
7. Two grids are available for entry. You will need your Zone and Rate charts from your shipper (the Zone chart is based on your Zip code). At the time of this writing U.S. UPS charts were available online at: http://www.ups.com/content/us/en/shipping/cost/zones/continental_us.html?srch_pos=2&srch_phr=rates+and+zones.  U.S. FedEx charts are available at http://www.fedex.com/ratetools/RateToolsMain.do.  You can search shipper’s sites for additional charts.
8. Begin by entering the Zone information in the upper grid. Select a Country from the pulldown in the first field. The country name you select will be replaced by its number and will be entered automatically on subsequent lines.
9. Next, enter a From Zip code or its prefix. For example, 32211 or 322.
10. In the next column enter a To Zip code or its prefix. IMPORTANT: Even if the entry is identical to the From Zip be sure to enter it (e.g., From Zip = 322 and To Zip = 322). There must be no blank fields in the chart.
11. Enter the Zone number from your chart. This is based on the distance from your shipping Zip code to the recipients Zip code as entered in the From Zip and To Zip fields.
12. Double-click the Unavailable checkbox if you do not ship to the Zip code in that line.  In most cases you will leave this blank.
13. Press the Tab or down arrow key to continue to the next line until you have entered all Zones.
14. In the next two fields enter the beginning (From Weight) and ending weight (To Weight) from your chart. Note: Most shippers use whole pounds only. The upper limit or To Weight will take precedence over the From Weight of the next line. For example if you enter 0 to 1 in the first line and 1 to 2 in the second line, the amount in the first line will be charged for items weighing exactly 1 pound. Therefore, you may enter weights as:1  to  2
    2  to  3
    3  to  4 etc
15. In the Cost field enter the amount from your Rate chart. This is the actual cost to you to ship.
16. In the Charge field enter the amount you wish to charge your customer. This can be the actual cost amount as entered previously or any amount you wish. Note: You must enter a Charge amount even if it is the same as the Cost amount.
17. Enter additional lines by pressing the Tab or down arrow key to move to a new line. When you are done click the button to save your changes and exit the dialog.  Note: Changes are saved for each line as you enter them so you do not need to save periodically. Also, you can use the mini navigator buttons above each grid to move between lines. To change the value of a field, double-click it.
18. Repeat the above steps for each shipper and ship method you wish to set up. When you take an order you can select a method and the shipping charge will be automatically entered for you.

1. If you have not done so already click Tools>Preferences on the text menu to open the Preferences dialog. Then click the Credit Card tab.

    

Set up Mailware to approve credit cards using your software.

Quick Jump To:

• Supported Credit Card Software
• Setup PC Charge
• Setup IC Verify or XCharge
• Setup PC Authorize
• Setup Authorize Net
• Setup PaymentTech
• Test a Charge in Mailware
• Troubleshooting

Instructions
You can choose which credit card software and merchant services provider you would like to use. Mailware supports several third party software programs which work with the vast majority of providers. Export reports are included too, so you can use other packages as well.

1. Mailware supports the following credit card software. If you use one of these now, or if your provider accepts charges from one, Mailware will connect to the gateway and charge the credit card during order entry or batch order processing. It will enter the approval number for you into the order and mark it paid. The supported software packages are:
   1. PC Charge (http://www.pccharge.com/)
   2. IC Verify (http://www.icverify.com/)
   3. Authorize Net (http://www.authorizenet.com)
      1. For Authorize Net you will need the xPayment component. It is offered by a separate company (xAuthorize), and is approximately $200. You can download and test it for free for charges under $5. Download the Demo at: http://www.xauthorize.com/products/xpaymentcom/
   4. Chase PaymentTech (http://www.chasepaymentech.com/)
      1. For Chase PaymentTech you will need the xPayment component. It is offered by a separate company (xAuthorize), and is approximately $200. You can download and test it for free for charges under $5. Download the Demo at: http://www.xauthorize.com/products/xpaymentcom/
   5. XCharge (http://www.xcharge.biz)
2. First, install and test your credit card software. It must be working before you attempt to process a charge through Mailware.
3. Next, click Tools on the text menu and select Preferences
4. In the dialog that opens, click the Credit Card tab
5. Interface Software- Select your credit card software from the pulldown. The Credit Card Preferences screen displays the fields needed for your particular software. Once these preferences are set an Authorize button will appear on the Payment tab on the Order Entry screen.  Click on the links below for setup instructions for your interface software.
   1. PC Charge
   2. IC Veryify /XCharge
   3. PC Authorize
   4. xAuthorize

PC Charge Setup

PC Charge is supported for single stations, and multiple stations on a network.

1. Install and test your credit card software, then open Preferences, click the Credit Card tab and select your Interface Software as described above.
2. When you select PC Charge the following fields appear.
3. Enter the data as follows:
   1. Merchant Number – Enter your merchant number exactly as it is entered in PC Charge. You can find it in PCCharge under Setup>Credit Card Company. Note: This may not be the same number you received from your bank or merchant services provider.
   2. Use Table – Check this box if you have multiple Merchant Numbers. See the Set Up Multiple Merchant Accounts topic for help setting up your multiple ID’s.
   3. Processor – Select the appropriate processor from the pulldown. This information can also be found in PCCharge under Setup>Credit Card Company.
   4. Time Out – The value you enter will determine how long your credit card software will wait before returning a “cannot connect” message. In most cases enter 45 seconds unless a different time out is recommended by your merchant services provider.
   5. Last Valid Year – For 2 digit credit card expiration dates enter the last year to be interpreted as belonging to the 21st century (20XX). For example, if you enter a Last Valid Year of 30, an expiration of 01/30 will be interpreted as 2030, and an expiration of 01/31 will be interpreted as 1931. This field allows for year 2000 compliance with 2 digit years.
   6. User Name – Enter a Unique Name for this PC. For example, enter User 1 on the first PC, User 2 on the second etc.
   7. Path – Enter the path where credit card information will be stored, and retrieved during authorization. This should be the same directory for all workstations. You can also use the browse button to locate the path on your PC or network.  This is the path to the PC Charge application, normally it is c:\Program Files\PCCW although this may vary depending on the configuration of your system.
      1. Note: The bottom section contains information specific to each workstation on your network (or a single PC). The User Name must be unique and must be entered on each workstation.
   8. Click the button to save your changes. An button will be available on the Payment tab of the Order screen and the Process Payments tab of the Process Orders action.

ICVerify and XCharge

ICVerify and XCharge are supported for single stations, and multiple stations on a network.

1. Install and test your credit card software, then open Preferences, click the Credit Card tab and select your Interface Software as described above.
2. When you select ICVerify the following fields appear.
3. Enter your data as follows:
   1. Merchant ID – Enter your Merchant ID as supplied to you by your credit card provider.
   2. Use Table – Check this box if you have multiple Merchant Numbers. See the Set Up Multiple Merchant Accounts topic for help setting up your multiple ID’s.
   3. AVS Mode – Select which AVS mode your provider requires (the default of 1 does not perform AVS checking).
   4. License Time Out – Enter the time in milliseconds Mailware should wait for a response from ICVerify before giving a non-connected message. Default is 10000 (10 seconds).
   5. Base Users – For the Max and Base users: Enter 1 in each if you are using a single license version of ICVerify. For multiple stations enter 1 in Base Users on the first PC, 2 on the second etc.
   6. Max Users – In Max Users enter the total number of stations you purchased.
   7. Request Directory-The Request Directory is usually C:\ICVERIFY\REQ_DIR however you should browse to it with the button (the folder button next to the field) to ensure you point to the correct folder.
   8. Click the button to save your changes. An button will be available on the Payment tab of the Order screen and the Process Payments tab of the Process Orders action.

PC Authorize
PC Authorize is currently supported at one station only.

1. Install and test your credit card software, then open Preferences, click the Credit Card tab and select your Interface Software as described above.
2. When you select PC Charge the following fields appear.
3. Enter your data as follows:
   1. Service Application – Enter the path to your installation of PC Authorize. You can also browse to the PC Authorize directory with the button and select the program by double clicking it.
   2. Cashier ID – (Optional) Enter a name or other ID to associate with authorizations made from this PC.
   3. Department- (Optional) Enter a Department to associate with authorizations made from this PC.
      1. Note: When using PC Authorize you should avoid opening a batch in PC Authorize and processing approvals from Mailware at the same time. Mailware will use the batch created by the PC Authorize session which may be confusing.
   4. Click the button to save your changes. An button will be available on the Payment tab of the Order screen and the Process Payments tab of the Process Orders action.

Authorize.net
Authorize Net is a web based gateway. You will need a utility available from xAuthorize that allows Mailware to communicate with Authorize Net (see the Supported Software section above for details).

1. Install and test your credit card software, then open Preferences, click the Credit Card tab and select your Interface Software as described above.
2. When you select Authorize.net the following fields appear.
3. Before you can set up Authorize.Net to work with Mailware you will need to obtain the API LoginID and the Transaction Key.  Below are instructions on how to obtain those.
   1. Open up Notepad
   2. Login to your Authorize.net account
   3. Click the “Account” link at the top.
   4. Click on the link : “API Login ID and Transaction Key” Click the generate button(s) if needed.
      1. NOTE: If you have already generated a API Login ID and Transaction Key, the system will ask you to respond to a security question.
   5. Copy the API Login ID to the clipboard and paste it into the Notepad.
   6. Copy the Transaction Key to the clipboard and paste it into your Notepad on a different line
4. Enter your data as follows:
   1. Gateway – Select Authorize.Net AIM from the drop down
   2. Login -API Login ID
   3. Password – Transaction Key
   4. E-mail Merchant on Success - Check this if you would like to receive a confirmation email on each charge.
   5. E-mail Merchant on Error - Check this if you would like to receive a confirmation email on each error.
   6. E-mail Server - Enter your SMTP email server (you can locate this in your email software).
   7. Merchant Email – Enter your email address.
   8. Click the button to save your changes. An button will be available on the Payment tab of the Order screen and the Process Payments tab of the Process Orders action.

Chase PaymentTech
PaymentTech is a web based gateway. You will need a utility available from xAuthorize that allows Mailware to communicate with Authorize Net (see the Supported Software section above for details).

1. Install and test your credit card software, then open Preferences, click the Credit Card tab and select your Interface Software as described above.
2. When you select Authorize.net the following fields appear.
3. Before you can set up PaymentTech to work with Mailware you will need to do the following
   1. Contact Paymenttech to have the ip addresses of the CC processing machines Whitelisted.
4. Enter your data as follows:
   1. Gateway – Select Paymenttech from the drop down
   2. Login -Paymenttech Merchant ID
   3. Secondary Login-BIN Number (usually something like 000002)
   4. Password – TerminalID (usually something like 002)
   5. E-mail Merchant on Success - Check this if you would like to receive a confirmation email on each charge.
   6. E-mail Merchant on Error - Check this if you would like to receive a confirmation email on each error.
   7. E-mail Server - Enter your SMTP email server (you can locate this in your email software).
   8. Merchant Email – Enter your email address.
   9. Click the button to save your changes. An button will be available on the Payment tab of the Order screen and the Process Payments tab of the Process Orders action.

Test a Charge in Mailware
After you have completed the setup of your software you can enter a test order in Mailware and test your connection.  If you experience any problems during the test see the Troubleshooting section below.

1. Once your credit card software is set up you can approve credit cards immediately. Enter an order (see the Take an Order help topic for details on entering orders). Then click the Payment tab at the bottom of the Order screen. Enter the credit card information then click the button.
   1. Note: Your credit card software must be running, however, you do not need to create a batch. One will be created automatically when you process your first charge each day.
2. The following dialog will open.
3. Edit the cardholder name and address if necessary, then click the button.  A Results section will appear at the bottom of the dialog, and a Stop button will be available if you need to cancel the transaction.
4. Your software will contact  your provider and retrieve the approval information. Within a few seconds an approval code should appear in the Results section. Click the button. The approval code and amount paid will be automatically entered on the Mailware Order screen.

Troubleshooting
If you experience problems processing a charge after completing the above the tips below may help.

1. For PC Charge and IC Verify you must have the same Merchant ID in Mailware as in your credit card software. Some banks provide your ID in a letter with additional digits. Be sure to check the setup in your software.
2. If you are receiving a “Class not registered” error when attempting to run ICVerify, PC Charge or PC Authorize credit card software you can install credit card support files from the Mailware web site at http://www.mailware.com/download/extras/ccsupport/
3. If you are receiving a “Invalid class string” and are using xAuthorize as your interface software you need to install the xPayment software.  You can download it from http://www.xauthorize.com/products/xpaymentcom/
4. If you are using PaymentTech as your gateway and get a “Precondition Failed” error message when trying to process a charge, your IP address has not been whitelisted by PaymentTech.
5. In PC Charge, if you receive a result message of ” Not Captured” followed by an Authorization Code you may need to close PC Charge, then browse to the PCCW folder and delete the CVVS.PCC and Address.PCC files. Be sure to backup your PC Charge settings first, just in case. You may also need to delete Credit.pcc and Config.pcc.  If you are using PC Charge Payment Server you will need to use the command line switch /UI to start Payment Server up the first time.
6. Make sure both Mailware and your credit card software programs are running. For networks you may need to run both a server and a client version of your credit card software.
7. For IC Verify, some providers return a different character in the first position of the approval string (not the approval code you see in the results). If this occurs the charge will appear as approved but will be marked in Mailware as DECLINED. Please contact us for a patch to correct this (we have to modify it for your code). In the meantime, you can manually enter the approval code.
8. You do not need to create a batch in your credit card software, but you do need to settle the batch created by Mailware. Otherwise, charges will be entered but will not transfer funds into your account.
9. Mailware includes xAuthorize (aka xPayment) to allow you to integrate with over 100 gateway services. See the list of supported gateways below.

^Setup Home  |  Next >

Instructions
When you set up credit cards in Mailware you can choose to use multiple merchant accounts for some of the supported software packages. You might do this if you use different accounts for different types of credit cards, or if you have multiple companies.

1. To access the Sales Tax  feature click on the Setup Tab on the Mailware Explorer
2. Then select the Credit Cards icon form the Mailware Explorer. NOTE: You can also access the credit card screen from the Inventory option in the top navigation bar. 
3. This will open up the Credit Card screen.
4. If  you have no credit cards set up the screen will open with a blank record.  If you want to add a new provider, click on the button.
5. Populate the fields in the following manner
   1. Card Code – Enter an abbreviation for the credit card type. The code may be up to 10 characters long.  This is a key field so each card code must be uniqe.
   2. Card Type – Select a type from the pulldown.
   3. Price Level – Select the price level associated with the Merchant ID (different Merchant ID’s for Retail and Wholesale are common). If you use the same Merchant ID for all your price levels you can leave this field blank.
   4. Merchant # – Enter the Merchant ID number associated with this card type and price level.
   5. Repeat the above steps for each Merchant ID you use and all combination of Price Level and Card Types. When you approve an order in Mailware it will automatically use the correct Merchant account. (Note: The Merchant ID Numbers must be set up in your credit card software as well). You will also have the option of selecting a different ID when approving charges. Note: When you set up your credit card software you must check the Use Tables checkbox to activate support for Multiple Merchant ID’s.
6. To scroll through your existing credit card providers use the buttons as the top of the screen.
7. You can save the current record by clicking on the button.
8. Closing the screen with the button in the upper right corner will save the current record.

UNDER THE HOOD: The CredCard table is only used for charging with multiple merchant accounts and this feature can only be used for the ICVERIFY (X-Charge) and PC-Charge Interface software.  If the check box is checked in the Credit Card tab of Tools->Preferences you will be given the option of selecting the merchant account during credit card authorization of an order.

View and locate Zip Codes. Add or edit new codes.

Instructions
The Zip Code table in Mailware is periodically updated to reflect changes from the U.S. Post Office. You can view and search for Zip Codes. You can also make your own changes to the Zip Code table. Mailware uses the Zip Code table to automatically enter City and State names when you type a Zip Code on a customer account or order.

1. To access the Zip Code  feature click on the Setup Tab on the Mailware Explorer
2. Then select the Zip & Postal Codes icon form the Mailware Explorer. NOTE: You can also access the sales tax screen from the Inventory option in the top navigation bar. 
3. This will display the Zip Codes screen.
4. To add a new zip code to the table click on the button.  This will add a new record where the cursor is located.
5. To search for a zip code in the table click on the button.
6. This will open the Search screen
   1. The search screen automatically searches by the Zip Code key field.
   2. The search field uses Real-Time Incremental search so that when you start typing numbers in the Search Character field it will start searching from the first character.
7. To edit existing Zip Codes tab to the code you wish to change and type the new information (Zip Code update installs are optional, but will overwrite your changes if you accept them).
8. When you have completed updating the Zip Codes table click on the button in the upper right corner of the Zip Code screen.  Any changes you have made will be save automatically.

Note: The Mailware Zip Code table is periodically updated. Check the downloads section of our web page for updates.

UNDER THE HOOD: The zip code table is only used when adding new orders or customers to the Mailware database.

In the Customer table, when you key in the zip code into the Zip or ShipZip fields the system does a lookup into the Zip table and if a matching record is found the system will populate the appropriate City and State fields with the data from the Zip table.

In the orders table, if you key in the Zip code into the ShipZip field the system will do a query on the Zip table and if a match is found it will populate the ShipCity and ShipState fields in the orders table.

Note: As of build 1115, the orders that are downloaded via the MCM are not checked against the Zip code table for bad values.  This is because the zip code tables in Mailware are only for the United States and Canada and are only updated when a new version is downloaded.

Create Sales Tax, VAT, GST and PST calculations for orders.

Quick Jump to:

• U.S. Sales Tax
• GST and PST
• VAT

Instructions
Create U.S. Sales Tax tables that automatically calculate and add sales tax to orders.

1. To access the Sales Tax  feature click on the Setup Tab on the Mailware Explorer
2. Then select the Sales Tax icon form the Mailware Explorer. NOTE: You can also access the sales tax screen from the Setup option in the top navigation bar.
3. This will display the Sales Tax screen
4. To edit your existing tax setup select the tax field you want to edit and click on the  button.
5. This will open the Tax Code Creation Screen.
   1. In the Tax Code Creation dialog you can specify a rate that will be automatically applied on orders based on the Shipping Address in the order.
   2. Country – If you select only a country all shipping addresses in that country will be charged the tax rate you enter.
   3. State – You can further define the location by specifying a state. All shipping addresses in that state will be charged the tax you enter.
   4. Zip – Enter a Zip code to narrow the sales tax to the smallest area. You can enter an entire Zip code or just the first digit(s). For example, enter a Zip Code of “80″ and all Zip Codes starting with 80 will be charged this tax.
   5. Tax % – Enter the actual percentage to be charged in the format x.xxx (e.g., 6.5% is entered as 6.5 and 5.625% is entered as 5.625)
   6. Report Code – You can specify a code that can be used by reports to sort or identify collected sales tax.
   7. Tax On Shipping – Check this box to have Mailware include shipping charges in the total sale when calculating tax.
   8. Click the button to save and close the dialog and return to the Sales Tax Table or click the button to duplicate the current tax, then make any changes you wish. This method allows you to rapidly add similar taxes (e.g., for several Zip Codes).   Note: When you save a Tax Code the Sales Tax table will change to reflect the new code in the format: Country Code; State Code; Zip Code; Report Code. In the example above the Location would show: 240;CO;;CO.
6. To Add a new tax record click on the button
7. This will open the Tax Code Creation Screen.
   1. In the Tax Code Creation dialog you can specify a rate that will be automatically applied on orders based on the Shipping Address in the order.
   2. Country – If you select only a country all shipping addresses in that country will be charged the tax rate you enter.
   3. State – You can further define the location by specifying a state. All shipping addresses in that state will be charged the tax you enter.
   4. Zip – Enter a Zip code to narrow the sales tax to the smallest area. You can enter an entire Zip code or just the first digit(s). For example, enter a Zip Code of “80″ and all Zip Codes starting with 80 will be charged this tax.
   5. Tax % – Enter the actual percentage to be charged in the format x.xxx (e.g., 6.5% is entered as 6.5 and 5.625% is entered as 5.625)
   6. Report Code – You can specify a code that can be used by reports to sort or identify collected sales tax.
   7. Tax On Shipping – Check this box to have Mailware include shipping charges in the total sale when calculating tax.
   8. Click the button to save and close the dialog and return to the Sales Tax Table or click the button to duplicate the current tax, then make any changes you wish. This method allows you to rapidly add similar taxes (e.g., for several Zip Codes).   Note: When you save a Tax Code the Sales Tax table will change to reflect the new code in the format: Country Code; State Code; Zip Code; Report Code. In the example above the Location would show: 240;CO;;CO.

GST and PST
Mailware supports Canadian PST and GST as shown in the Tax Chart below. The tax amounts are totaled on the order screen in the Sales Tax field, but can be separated for tax reporting.

1. View or Add a tax as described above.
2. The following screen will open
3. To edit your existing tax setup select the tax field you want to edit and click on the  button.
4. To add to your existing tax setup, click on the button.
5. This will open the Tax Code Creation Screen.
   1. Select a Country of Canada from the pulldown list.
   2. Enter the GST rate for your location
      
   3. Type a Report Code of GST.
   4. Click the button to add this tax and return to the Sales Tax table. Then press the Tab key to create a new line and click the button. A blank Tax Code Create dialog will open.
   5. Again select a Country of Canada.
   6. Type ON (for Ontario) into the State field.Note: When entering Canadian addresses in Ontario you will need to enter ON in the State field.
   7. Enter the PST tax rate.
   8. Type a Report Code of PST.
   9. When you enter orders for your Canadian customers outside of Ontario they will be charged PST. Ontario customers will be charged PST and GST as a total amount on the order (i.e., 15%). The PST and GST amounts can be reported separately using the Report Codes.

The following information was deemed accurate at the time of this writing. No representations of accuracy are made by their inclusion. The following is provided for information purposes only.

Canadian Sales Tax (GST and PST)

Goods and Services Tax (GST) applies as follows:

• GST is a country wide tax for Canada
• Rate 5%
• Exemptions:

1. Exports out of the country require a signed waiver form stating that items are exported.
2. Canadian Buyers are exempt only if Export Distribution Centre Program Permits. Export Oriented Canadian businesses are allowed with exemption ID’s to be exempt from GST on most inventory, property purchased for to be added to other goods in the course of processing.

Provincial Tax (PST) applies as follows:

• PST is provisional tax for Ontario Province which includes various District like Ottawa and Toronto
• Rate7.5%
• Exemptions:

1. Export out of the Ontario Province requires payment of PST
2. Canadian Manufacturers
3. Canadian Resellers

VAT (Value Added Tax)

Mailware supports VAT as shown in the Tax Chart below. The tax amounts are totaled on the order screen in the Sales Tax field, but can be separated for tax reporting.

1. View or Add a tax as described above.
2. The following screen will open
3. To add to your existing tax setup, click on the button.
4. This will open the Tax Code Creation Screen.
   1. Select the Country where the VAT will apply from the pulldown list.
   2. Enter a Tax % of 17.5 (or the rate you charge)
   3. Type a Report Code of VAT.
   4. If you have no other countries to enter, click the button to add this tax and return to the Sales Tax table.
   5. If you would like to enter VAT for other countries, click the button to duplicate the current tax, then make any changes you wish. This method allows you to rapidly add similar taxes. When you are done adding countries click the button to add this tax and return to the Sales Tax table.
   6. When you enter orders for your VAT customers they will be charged the tax rate you entered. This information is available in the report R6100 Daily Sales Tax by Order Date.

The following information was deemed accurate at the time of this writing. No representations of accuracy are made by their inclusion. The following is provided for information purposes only.

VAT on products can vary between zero and 17.5% as mandatory laid down by Customs and Excise for composite products containing elements of both standard rate VAT and zero rate VAT.

Countries which are exempt from EEC VAT (Sales Tax) are shown in Black.
Countries and territories which are subject to VAT are shown in Blue.

EEC Member States subject to VAT are:

Belgium
Bulgaria
Czech Republic
Denmark
Germany
Estonia
Greece
Spain
France
Ireland
Cyprus
Latvia
Luxembourg
Hungary
Malta
Netherlands
Austria
Poland
Portugal
Romania
Slovenia
Slovakia
Finland
Sweden
United Kingdom

Territories of the above Member States, which are not subject to VAT:

Andorra
Jersey
Guernsey
The Aland Islands (Finland)
The Republic of San Marino
The Canary Islands, Ceuta and Melilla (Spain)
The overseas departments of France (Guadeloupe, Martinique, Reunion, St. Pierre and Miquelon, and French Guiana
Mount Athos (Greece)
Vatican City
Gibraltar
The Faroe Islands and Greenland (Denmark)
Busingen and the Isle of Heligoland (Germany)
Livingo and Campione dItalia and the Italian waters of Lake Lugano (Italy)

VAT numbers for each territory are shown.

• UK (VAT No : GB227198351 )
• Belgium (VAT No : BE453521619)
• Denmark (VAT No : DK21832073)
• Finland (VAT No : FI1540859-4)
• France (VAT No : FR8435093467500017)
• Germany (VAT No : DE112144487)
• Ireland (Vat No : IE9507061A)
• Italy (VAT No : IT11492960155)
• Spain* (VAT No : ESG0061466I)
• Sweden (Vat No : SE 502052817901)

* The Balearic Islands are Spanish and are classified as EC for VAT purposes.
* The Canary Islands, although Spanish, are not classified as EC for VAT purposes and are set up with ROW tax classifications on customer master records

UNDER THE HOOD: The only tables that the SalesTax table interacts with are the Orders and OrderDet tables.  When an order is taken via the phone and added from the order screen the tax table is queried to determine if the tax criteria match the shipping Zip Code, State and Country fields if so the Tax Item # is added to the StateTax field in the orders table and the computed tax amount is populated in the TaxAmt field.

In the OrderDet table the TaxLocation field is populated with the tax code in the form [CountryCode;StateCode;ZipCode;].  Where the CountryCode is the three digit code from the Country table (240 for United States), the StateCode is the 2-character state code (CO for Colorado) and the ZipCode either the full or partial zip code from the SalesTax setup screen.   The TaxPct,  IsTaxOnShip  and TaxReportCode fields are also populated from the SalesTax table.

Introduction

The customer relations tool built into the software is intended to be used for tracking leads, opportunities contacts and relationships with potential customers.

NOTE: This tool requires that the monitor resolution is set to at least 1280×1024 (full screen) or 1440 x 900 (wide screen).

1. To access the Customer Relations screen, click on the
2. This will open the CRM Screen (Click to open screen in a larger view)
   1. The screen opens with the Reminders tab selected.  The reminders screen is divided into three tabs Task Reminders, All Open Tasks and Lead Reminders, clicking on the appropriate tab will take you to the appropriate reminders.
   2. Selecting a reminder and click on the  will take you to the related screen.
   3. The button will mark the selected reminder as closed.
   4. NOTE: Only the reminders for the Operator logged into the system will show up in the reminders list.  If you do not have Security activated, maximize the CRM Screen by clicking on the  button in the top right corner of the screen and select the Operator you want to view from the drop down list in the title bar
3. Clicking on the will open the leads screen (Click to open screen in a larger view)
   1. Only the leads assigned to the user that is logged into the system will be shown.
      1. NOTE: Only the leads for the Operator logged into the system will show up in the reminders list.  If you do not have Security activated, maximize the CRM Screen by clicking on the  button in the top right corner of the screen and select the Operator you want to view from the drop down list in the title bar
   2. To Add a lead click on the button.
      1. Type-The type of lead can be assigned here this is a free form text field.
      2. Lead Source- This is the source that the lead came from this a a free form text field.
      3. Description- This is a descriptive field for the lead (required)
      4. First Name- Self explanatory
      5. Last Name-Self explanatory
      6. Company-Self explanatory
      7. Title-Self explanatory
      8. Phone-Self explanatory
      9. Time Zone-This field is populated from the CustomLookup table.
      10. Email-Self explanatory
          1. Clicking on the will launch your default email application with the selected email address populated
      11. Website-Self explanatory
      12. Notes-Self explanatory
      13. Objection-This is where the user can add any information regarding why they do not want to purchase a product/service.
      14. Call Try- This is the field where you can identify how many times the lead had been called.  The drop down is populated from the CustomLookup table.
      15. Call Dt- Clicking on the drop down button will activate a mini-calendar where you can select the date.
      16. Call Code-This is another custom field that is populated from the CustomLookup table
      17. Call Status-This is another custom field that is populated from the CustomLookup table.
      18. Reminder Dt- This is used to set a reminder date for the lead.  Clicking on the drop down button will activate a mini-calendar.
      19. Reminder Time-This is used to set a reminder time for the lead.  The default time format uses the 24-hr clock
      20. Assign Account To-This is the field that is used to assign the Operator ID to the lead.
   3. To created an Opportunity from a Lead, click on the button.
      1. This will create a opportunity for the Lead this will be assigned to the Operator ID that is selected in the Assign Account To field.
   4. Click on the to remove the lead from the list.
      1. NOTE: This does not delete the record from the CRMLeads table.  It sets the IsRemoved field to True.
   5. The button will save the current lead and add a new lead record.
   6. The button will save the current record.
   7. The button will cancel any changes to the current record.
   8. The button will dial the phone number stored in the Phone field
      1. NOTE: This feature requires an autodialer to be installed on the system.  When the button is clicked, Mailware copies the phone number to the clipboard, sends an Alt-C as a command to open the dialer and pastes it to the dialing application.
4. Clicking on the tab opens the accounts screen (Click to open screen in a larger view)The CRM Accounts screen is divided to two regions the upper region is the record grid and the lower is the record detail.  The record grid is used for searching through records and the lower detail area is used for updating the records.  When the Accounts tab is first opened the Account Information subtab is activated first.
   1. Only the leads assigned to the user that is logged into the system will be shown.
      1. NOTE: Only the accounts for the Operator logged into the system will show up in the reminders list.  If you do not have Security activated, maximize the CRM Screen by clicking on the  button in the top right corner of the screen and select the Operator you want to view from the drop down list in the title bar
   2. Account Information  tab
      1. CRM Account #- This is the account number that is assigned to the record when  an opportunity is created from a lead.
      2. Customer #- This is the Mailware customer number.  It is assigned from the CRMLeads table if the Lead comes from the Customers table.
      3. Originating Lead #- This is the lead number that created this account.
      4. Account Name- This is the name assigned to the account from the lead.  It is a combination of the Company Name ; First and Last Name fields from the lead.
      5. Account Description- This is populated from the Description information from the Leads table.
      6. Type-This is a customizable field from the CustomLookup table.  The default fields are Customer, Inquiry, Mailing, Ordering, Other and Prospect
      7. Industry-This is a customizable field from the CustomLookup table.  The default fields are Chemicals, Consulting Education, Entertainment, Food & Beverage, Healthcare, Manufacturing, Media, Other, Retail, Shipping, Technology and Utilities.
      8. Employees-The number of employees.
      9. Annual Revenue-Self explanatory
      10. Order Volume-Self explanatory
      11. Previous System- This is a custom field from the CustomLookup table.
      12. Phone-This field is pulled from the lead information when the Opportunity is created.
      13. Fax- This field is pulled from the lead information when the Opportunity is created.
      14. Email-This is pulled from the lead information when the Opportunity is created.
      15. Website-This is pulled from the lead information when the opportunity is created.
      16. The button will dial the phone number stored in the Phone field
          1. NOTE: This feature requires an autodialer to be installed on the system.  When the button is clicked, Mailware copies the phone number to the clipboard, sends an Alt-C as a command to open the dialer and pastes it to the dialing application.
   3. Customer Information tab (Click to open screen in a larger view)
      1. The customer information tab opens up the customer information in the Customers layout that the Mailware software uses.
      2. From this interface you can edit the data in the related customer table.
      3. NOTE: Clicking on the between the regions toggle between the Grid/Record view and Record view.  You can also drag the divider to change the ratio of grid versus record views.
5. Contacts tab (Click to open screen in a larger view)
   1. This opens up a contacts list in grid view.
   2. Adding a new contact here will associate the new contact with the Account that is selected.
   3. To add a new contact click on the button in the tool bar at the bottom of the grid view.
   4. Tab through each of the fields and add information as follows.
      1. Customer #-Leave blank, the system will automatically populate with the customer number.
      2. Contact #-Leave blank, the system will automatically populate the field with a sequential number.
      3. The remaining fields can be populated as needed .
   5. To scroll through the contact list records use the navigation buttons at the bottom of the grid view.
   6. To delete a contact record select the record and click the button.
   7. NOTE-The data in this table are stored in a table called CustomerContacts.  This is different from the where the data are stored when you click on the Contacts tab in the customer screen.
   8. The button will dial the phone number stored in the Phone field
      1. NOTE: This feature requires an autodialer to be installed on the system.  When the button is clicked, Mailware copies the phone number to the clipboard, sends an Alt-C as a command to open the dialer and pastes it to the dialing application.
6. Opportunities tab  (Click to open screen in a larger view) The Opportunities tab is divided into three regions.  The top view is the Account grid view.  The left side is the Opportunity grid view and the right side is the Opportunity record view.  This is set up because you can have multiple opportunities for the same account.  To maximize the opportunities view click on the .  The following fields are in the opportunity record view screen.
   1. Opportunity #-This is the auto-generated number that is created when the Lead is converted to an opportunity.
   2. Create Dt-This is the date that the Lead was converted to an opportunity.
   3. Create ID-This is the operator ID of the person who created the opportunity.
   4. Originating Lead #-This is the lead number that the opportunity was created from.
   5. Last Update Dt-This is the last time the opportunity was updated, this field is a date field.  This is a manually edited field.
   6. Last Update ID-This is the operator id of the person who is making the update.  This is a manually edited field.
   7. Last Activity Dt- This is the last time any changes were made to this record by the system.
   8. Name- This is the populated from the Description field from the Lead table.
   9. Description-This is initially populated from the Notes field in the leads screen.
   10. Lead Source-This is initially populated from the leads screen.  Although the drop down is populated from data in the CustomLookup table.
   11. Partner-This is populated from the CustomLookup table.
   12. Type-This is another drop down that is populated from the CustomLookup table.  The default values are Existing Business and New Business.
   13. Amount-This is the amount that they are willing to pay.
   14. Budget-This is a budget amount that they have for implementation.
   15. Cost Conscious- Self explanatory
   16. Close Dt 1 and Close Dt 2- These are close date fields.
   17. Age-This is the age in days of the opportunity
   18. Closed-Marks the opportunity as closed.
   19. Next Step-This is populated from the CustomLookup table.
   20. Stage-This is the level of completion of the opportunity.   This is populated from the CustomLookup table.
   21. Stage Duration-This is a value of  how long the stage would be.
   22. Interest Level-A subjective evaluation of the customers interest in the product(s).  Populated from the CustomLookup table.
   23. Probability %-This is a subjective evaluation of whether or not the customer will purchase the product(s).
   24. Objection-Field for storing any objections that the customer my have to purchasing.
   25. Lost/Won-A valuation of whether or not the opportunity was successful in having the customer purchase the product(s).
   26. Lost/Won Reason-Self Explanatory.
   27. Decision Maker Name-Self Explanatory.
   28. The remaining fields are software industry specific but may be used for other purposes.
   29. To create a new opportunity, click on the button.  This will create a new opportunity for the selected Account.
   30. Click on the to save the record to the Opportunity table.
   31. Click on the to cancel any changes to the opportunity record.
   32. To create a task for the selected opportunity click on the .  This will create a new entry in the Tasks screen and the application will switch to the Tasks tab.
7. Tasks tab (Click to open screen in a larger view) Populate the fields in the following manner.
   1. Action-This is what you want the reminder to tell you what to do.
   2. Reminder Dt-This is the date you want to set the reminder for.  To set the date click on the field and then click on the button.  This will open up a mini-calendar where you can select the date.
   3. Reminder Time-This is the time you will be reminded to call the customer.  To set the time click on the field and then click on the buttons to set the time.  NOTE: This feature uses the 24-hour clock so if you want to call back at 1:00 pm set the reminder time to 13:00.
   4. Notes-This is a free form note field to be included in your reminder.
   5. Priority- To populate this field, click on the field and select the button.  This will allow you to set the priority of the call.  The values are pulled from the CustomLookup table and can be edited.  The default values are High, Low, and Normal.
   6. Status- This field behaves the same way as the Priority field, click on the field and select the value from the drop down.  The default values are In Progress and Not Started.  These values are stored in the CustomLookup table and can be edited.
   7. Closed-This field should not be checked  until the task is completed.  If you want to close the task, click on the button.

Clicking on the tab opens the contacts screen (Click to open screen in a larger view)

1. Only the accounts for the Operator logged into the system will show up in the contacts list.  If you do not have Security activated, maximize the CRM Screen by clicking on the  button in the top right corner of the screen and select the Operator you want to view from the drop down list in the title bar
2. This list is read only, if you want to add or edit the contact information double-click on the record you want to access or click on the button.  This will open the record in the Contacts sub tab in the Accounts tab.

Clicking on the opens the Opportunities screen (Click to open screen in a larger view)

1. Only the accounts for the Operator logged into the system will show up in the opportunities list.  If you do not have Security activated, maximize the CRM Screen by clicking on the  button in the top right corner of the screen and select the Operator you want to view from the drop down list in the title bar.
2. This list is read only, if you want to add or edit the contact information double-click on the record you want to access or click on the button.  This will open the record in the Opportunities sub tab in the Accounts tab.

UNDER THE HOOD: The CRM uses CRMAccounts,CRMLeads,CRMOpportunities, CutomerContacts and CustomLookup tables.

CRMLeads – Holds leads, can be used to assign leads to cold callers & sales reps.  The OwnerOperatorID field determines which operator the lead will show up for, and you can assign them as needed.  Leads can also be created from existing accounts and customers by setting the CRMAccountNo & CustNo fields.  Any leads without those fields are considered new, and will create a new account & customer when they are converted to opportunities.

CRMAccounts - Account information.  This is the master record for opportunities, and is also the primary link to the CustNo in the Customers table.  The link from CRMAccounts to Customers should be 1-1, though not all customers have to have an account.

CRMOpportunities - Opportunities information.  Most of the qualifying information is located here, along with the custom fields you requested and many standard fields.

CustomerContacts – This is the multiple contacts table.  It does not have a “CRM” prefix because it’s a shared table between CRM & Mailware, like Customers and CustServ.

CustServ – This the normal contacts table, but new fields have been added for the CRM functionality.  In the CRM they are called “Tasks.”  There are new informational fields (Priority, Status) and a flag to close the tasks.  There is also a boolean flag to mark items that are part of the CRM.  Records marked this way will show up in the CRM as tasks, but regular entries will not.

CustomLookup – This table holds the lookup information for most lookup fields in the CRM.  This will allow you to set up custom lookup fields.   They are based on the table name (or “All” in some cases for lookups that go across tables, like time zones) and the fieldname.  These ARE case sensitive, so be careful how they go in.  The LookupValue is stored in the actual database, and the LookupDescription is used as part of the dropdown box.  You can use the sortno field to sort lookups that are not alphabetical (such as numbers).

We have written a script that pulls all of the customers from the Customers table that have not ordered any product and populates them in the CRMAccounts and CRMLeads tables.  The scripts will need to be customized for each implementation so that a valid administrator operator ID is inserted into the tables.

Enter a new order or edit an existing or imported order.

What’s New In 2011?

• Print Invoices by Company
• Serialized Inventory
• Multiple Product Substitution

1. To access the Orders feature click on the Orders icon on the Mailware Explorer.
2. The Order screen will open.
   NOTE: In the demo the Order List defaults to All Orders with no date range restrictions. When you are logged in as a user the list will default to your orders for today’s date (which you can change). This allows you to quickly see your completed and pending orders for the day. See the Order List instructions below for more details.

Take an Order

Enter a new order manually (phone orders, mailed orders, faxes, walk ups etc.)

Instructions

Follow the instructions above to open the Order screen, then:

1. Click the button on the left navigation. The following screen will open so you can search for a customer.
2. Enter as few or as many fields as you wish then press the Enter key or click Search. Results will appear in the lower half of the screen. You can double click a line or single click it and then click the button to proceed.If you do not find a match you can click the button to create the account with the fields you have already entered.
3. The following screen will open.
4. You can enter/edit any fields you wish on the Customer screen, then click to proceed to the Order screen (Note: the left navigation has been minimized in the image below using the vertical bar on the left edge due to size restrictions in the help file)..NOTE: There are multiple methods for entering an order and fields that can be set in Preferences to be required or skipped. The following covers every possible field. You can, of course, modify the process to meet your specific needs. For example, you could immediately start entering or scanning items into the order.
5. The Cust System ID field
6. In the Operator ID field you can select your ID from the pulldown. However, if you have security turned on Mailware will prompt you to log in when you start the program and will then automatically enter your ID when you take an order. You can change the ID to a different Operator if you wish, but your ID will remain associated with the order in log files for security purposes. Note: You can specify in Preferences to require this field.
7. Enter a Source Key from your list of available Advertising Source Keys. The field is designed so you can simply begin typing the key. A dialog opens so you can select from a list of keys or continue typing and press Enter. Note: You can specify in Preferences to require this field.The Source Key field is used to associate an advertisement with the order. Each key is stored with the order. You can run reports to determine if a key is profitable. Also, the first key used is stored at the customer level in the Original Source Key. This key tells you where the customer came from and is useful in Downstream reports (reports that tell you which ads are profitable because they found buying customers – even if they did not buy in their first contact with you).Additionally, Source Keys can be used to apply discounts, free gifts etc. See the Advertising Source Keys topic for details.
8. The Company pulldown field on the Order screen can be selected manually, however it is generally set automatically based on either the Operator ID or the Products added to the order. You can create different companies and associate their own invoices to them in the Operators and Security screen. When you enter an order your ID will determine the Company used and the invoice that is printed. If however you enter products that have a different company assigned to them the last product entered will determine the company and invoice used. This feature is designed to print the most appropriate invoice for businesses that sell under multiple company names.
9. The Order # field is incremented automatically when you add an order. It is not assigned until the first product is added to the order (therefore you can cancel an order prior to adding a product by clicking the button). You can specify in Preferences a starting order number.  Mailware also stores two alternate order numbers for imported orders and/or non numeric order numbers. Both are searchable.
10. The Order Date field is automatically populated with today’s date but can be changed to a different date if you wish. A log is maintained of changes made for security purposes. Changing the date does not affect processing. To hold an order use the Hold feature under Details.
11. The Billing Address is populated automatically from the Customer screen and cannot be changed. To use a different billing address click the button and add a new customer account.
12. The Shipping Address is automatically populated from the Customer screen, but can be changed. Any changes made will be stored with the order and can be used on subsequent orders by clicking the button. In the dialog that opens select the shipping address you wish to use for the order.

Setting up the MCM

What does it do?

The MCM (Multichannel Manager) is a standalone program that manages the connections and file transfers to and from the channels that are set up to integrate with the Mailware software.  The MCM is installed in the Mailware data directory and when running shows up in the notification area of windows.  Normally it is set to run whenever a user is logged into the system hosting the database files.  The MCM is controlled via Tools->Preferences Channels tab. 

Channel Setup Instructions

As of Mailware 2011 (Build 1116) the following channels are supported.

• Amazon
• Buy.com
• ChannelMax
• eBay
• Fulfillment By Amazon (FBA)
• Just Add Commerce
• Magento
• OS Commerce
• Volusion
• X-Cart
• Zen Cart
• Custom (MySQL)
• Custom (SQL Server)

Amazon

To Set Up the Amazon MCM:

There are four keys required for the API: Merchant ID, Marketplace ID, AWS Access Key, and AWS Secret Key.

Make sure that your system has the most recent versions of Mailware and the associated MCM.  The MCM needs to be in the data directory and the MCM shortcut needs to be in the Startup folder in the start menu.

There are two .dll files for Amazon Web Services that need to be installed and registered on your computer.  These need to be copied into the data directory (the location of MCM.exe) and the Mailware program directory (the location of Mailware.exe).  They also need to be registered using “regasm” instead of “regsvr32″.   This only has to be done on the server.  The MCM does not need to be set up on client machines.  The Web Services version is tied to the MCM version to make it easier to know when it needs to be upgraded.

To register the .dlls, go to Start, Run, and type in regasm “file path & name”, and click OK.  Do this for the two .dlls in the data directory as well as the ones in the program directory.  It may occur that regasm will not be found automatically, in which case you have to find it in the .net 2.0 folder and include that in the command line, for example:

C:\WINDOWS\Microsoft.NET\Framework\v2.0.50727\regasm “C:\Mailware\Data\MarketplaceWebServiceCore.dll”

To Sign up with Amazon’s services:

1. Get the primary login information for the seller central account.
2. Open Mailware and create an operator ID for the Amazon download, do not assign a password to them. The exact ID and operator name do not matter (example name:”Amazon Download”)
3. Go to Tools->Preferences and select the Channels tab and click on the Amazon channel on the left hand side.
4. Check the “Show a tab for this channel on the Products screen” box.
5. Click on the New button and enter a name for the channel like “Amazon Download” in the Description field.
6. Enter the primary login information in the Email and Password fields.  Leave that window open, your Mailware screen will look something like the following:  
7. Go to http://aws.amazon.com/ and click on the Sign Up Now button at the top right.  It will now ask you to log into their seller central account.
   1. If you already have an AWS account the you will get a message saying that you have already set up an account
   2. Otherwise, you will need to fill out some more information to set  up your account.
8. Open a new tab in the browser and go to https://developer.amazonservices.com/ and click on the icon
9. Click on the radio button next to I want to access my own Amazon seller account with MWS.
10. Click on the icon
11. Click on the checkbox next to the I have read and accepted the Amazon MWS License Agreement.
12. You should now get a screen similar to:
13. Use the Windows Copy (ctrl-C) and Paste (ctrl-V) to copy and paste the values from this screen to the corresponding fields in the Amazon channel setup screen.  NOTE: Make sure that you remove any trailing spaces that may be added as part of the paste process.
14. Go to http://sellercentral.amazon.com and, when asked, type in the primary user email address and password from step 1.
15. Go to the Account info link in the left navigation pane on the seller central home page under Settings.
16. Copy the merchant token from the Seller Account Information page and paste it into the corresponding field in Mailware.
17. The “This is a Marketplace account” checkbox does not need to be checked.
18. You can now turn on the Amazon Channel.  When setting your download/upload times keep in mind the following limitations of the Amazon API.
    1. Product Uploads: Amazon limits the frequency of product uploads to once an hour.
    2. Shipping Conformation Upload: Amazon limits the number of shipping confirmation uploads to once per 24-hour period.  So set the time of the upload to be after you will complete shipping each day.
    3. Order Downloads:  Do not request order downloads more frequently than once every 30 minutes.
       1. When the MCM starts it checks for the most recent order file and downloads it.
       2. After the file has been downloaded, the software requests a new order file.
19. Click the  button in Mailware to save the channel settings.
20. In order for the orders downloaded to work correctly with the software you will need to build the Channel Listings table from the Active Listings report that you can download from your Seller Central account.
    1. Click on the button from the Amazon setup page in Tools->Preferences Channels tab.  This will request an Active Listings report from your Seller Central account.
       1. If you get an error message This means that the dll files have not been registered in the Mailware program files directory (normally C:\Program Files\Mailware 20XX).  See the instructions above to resolve this issue.
    2. When the report is complete download it to your system.
    3. To format the report correctly to be imported into Mailware do the following
       1. Open the file in a spreadsheet application.
       2. Save the file again.  Do not convert the file into the spreadsheet file format.
       3. This will add the necessary carriage returns at the end of each record.
    4. Run the Import Amazon Products from the Tools menu in Mailware.
       1. If you cannot locate the link in the tools menu check the Installing Scripts documentation.
    5. The Amazon product import script makes the following assumptions about your listings.
       1. If the Amazon Seller SKU matches a product in Mailware, the script will add a record to the ChannelListings table for that product.
       2. If the Seller SKU does not match a product in the Products table it will add it to Mailware and to the Channel Listings table.
       3. If you are selling the same physical product under different Seller SKU’s  then you will have to manually delete them from the products table and add them to the Channel Listings table for the product.  See the Products documentation.
21. NOTE: If you change your Amazon Seller Central account password, all of the access keys will change.  The process described above for obtaining the keys and copying them into the appropriate fields in Mailware.

Buy.com

To Set Up the Buy.com MCM:

1. Send a request to mp-integration@buy.com and request FTP credentials to access your orders.
2. Set up an Operator ID for the Buy.com orders.
3. Open the Channels Tab from Tools->Preferences and select the Buy.com logo.
4. Check the “Show a tab for this channel on the Products screen” box.
5. Click on the  button
6. Enter in a name for the Buy.com channel in the description field.
7. Enter in an Email address and password in the appropriate fields (these can be any value as they are not used)
8. Enter in the FTP Host, User and Password data from the credentials provided by Buy.com.  There is no need to populate the directory field.
9. Set up the order download as necessary.
10. As of Mailware 2011 (Build 1116) Product Upload is not available for Buy.com.
11. After completing the Buy.com channel setup your setup screen will look similar to When setting up the shipping confirmation upload keep in mind that the system uploads once per 24-hr period.  So select an upload time that is after you complete shipping for the day.
12. Click the  button in Mailware to save the channel settings.
13. In order for the orders downloaded to work correctly with the software you will need to build the Channel Listings table.  See the Products documentation for more information on how to do this.

ChannelMAX

ChannelMAX is an Amazon repricing tool.  The Mailware integration with the software uploads a file that contains the Amazon Seller SKU, a Repricing Model ID (set up using the Channel MAX web interface) and the price floor (Wholesale Price in Mailware) and price ceiling (Retail Price in Mailware).

To Set Up the ChannelMAX MCM:

1. Open the Channels Tab from Tools->Preferences and select the ChannelMax logo.
2. Click on the  button.
3. Enter in a name for the ChannelMAX channel in the description field.
4. Enter in an Email and Password in the appropriate fields.
   1. These are not needed for this channel, but the software requires them.
5. Enter in a default file name in the FTP File Name field
   1. For example CompanyNamechannelmax.txt
6. Enter in the FTP Host information
   1. For example ftp.channelmax.com
7. FTP Directory can be left blank
8. FTP User: Provided by ChannelMAX
9. FTP Password: Provided by ChannelMAX
10. Check the to turn on the channel.
11. After completing the ChannelMAX setup your screen will look similar to this:
12. Click the  button in Mailware to save the channel settings.
13. You will need to setup the Repricing Model ID in the associated products. To do this check the Products documentation.

eBay

To Set Up the eBay MCM:

1. Create an Operator ID for the eBay channel.
2. Open the Channels Tab from Tools->Preferences and select the eBay logo.
3. Check the “Show a tab for this channel on the Products screen” box.
4. Click on the  button.
5. Enter in a name for the eBay channel in the description field.
6. You will need to create an ebay developer account in order to access your eBay orders through the API.
   1. Open a browser and go to the following url http://developer.ebay.com
   2. Click on the Join Now button
   3. Fill in  your company information on the following screen, when done click on the join now button.
   4. You will then get an email from developer-relations@ebay.com to validate your email address and activate your account.  Check your spam email as it sometimes ends up there.
   5. Once  you have activated your account, click on the Get your application keys link in Welcome to the eBay Developers Program! email and select the Generate Production Keys button on the web page.
7. Open a browser and add the following url to the address bar: http://developer.ebay.com/tokentool/
8. At the login screen enter your developer account username and password.
9. Select the Production option from the Development Environment drop down box.
10. Select Key Set 1 from the drop down and click Continue To Generate Token.
11. In the next screen key in your ebay id and password
    1. NOTE: If you change your eBay password this process will have to be done again.
12. From the next screen copy the Token from the field and paste it into the token field in the channel setup in Mailware.
13. Put the ebay userid and password in the corresponding fields in the tab.
14. Select the Operator ID that you set up for the eBay store from the OperatorID dropdown.
15. Set up the Order download time and frequency and check the Order download is active and the Download every check boxes.
16. After completing the eBay setup your screen will look similar to this:
17. Click the  button in Mailware to save the channel settings.
18. In order for the orders downloaded to work correctly with the software you will need to build the Channel Listings table.  See the Products documentation for more information on how to do this.
19. Ebay integration notes
    1. As of Mailware 2011 (Build 1116) the MCM only does order downloads.
    2. If the orders are downloading with items that contain prices and quantities but no product numbers you need to add the ProductNo information into the Custom Description field in you eBay listings.

Fulfillment By Amazon (FBA)

If you have a product that is both FBA and in house then you only need the product in Mailware once. The way Mailware works with FBA is that it creates multiple locations in the stock levels tab. One is called Default and one is called FBA. The In Stock quantity that shows up in the Stock Levels tab will be the sum of the quantities from both locations.

To Set Up the Fulfillment By Amazon FBA MCM:

1. Register the FBA dll’s using the regasm utility.
   1. Type the following into a command line prompt: C:\WINDOWS\Microsoft.NET\Framework\v2.0.50727\regasm “C:\Mailware\Data\AmazonFWSCore.dll” /tlb
2. Open the Channels Tab from Tools->Preferences and select the Fulfillment By Amazon logo.
3. Check the “Show a tab for this channel on the Products screen” box.
4. Click on the  button.
5. Enter in a name for the Amazon FBA channel in the description field.
6. Enter in your seller central Email and Password in the appropriate fields in the setup screen
7. Copy the AWS Access Key and AWS Secret Key from the Amazon setup screen into the corresponding fields in the Fulfillment By Amazon setup screen.
8. Check the Inventory update is active and Send Inventory is active check boxes on the setup screen.
9. Select an Upload time.
10. After completing the Fulfillment By Amazon setup your screen will look similar to this:
11. Integration Notes
    1. If you did an Amazon inventory import from the Active Listings report then the products will be set up as FBA products in the FBA Tab in the products table. If not check the Products documentation for instructions on setting up FBA products.
    2. The FBA MCM integration requests an inventory report from Amazon and Mailware creates a Location called FBA.  When the inventory file is received from Amazon the stock quantities from the report are added to the FBA location for the products that Amazon reports you have stock on in FBA.

Magento

Magento is an open source web cart that runs on a MySQL database.  As is the case with all Open Source web carts, the integration requires customization of the SQL scripts that have been developed for Magento to connect to your implementation of Magento.

To Set Up the Magento MCM:

1. To ensure that you are able to connect to the MySQL database that is hosting the store, contact your ISP to ensure that your IP address is whitelisted.
2. Create an Operator ID for the Magento channel.
3. Open the Channels Tab from Tools->Preferences and select the Magento logo.
4. Check the “Show a tab for this channel on the Products screen” box.
5. Click on the  button.
6. Enter in a name for the Magento channel in the description field.
7. Enter in the username and password for the user that has administrative privileges to the MySQL database in the appropriate fields
8. Enter in the IP or URL to the MySQL database into the Server IP field
9. Enter in the Magento database name into the Database Name field
10. Check the Product upload is active, Shipping  confirmation upload is active and Download every check boxes.
11. Select an upload time, download time and download frequency.
12. Assign the Magento Operator ID from the Operator ID drop down list.
13. After completing the Magento setup your screen will look similar to this:
14. In order for the orders downloaded to work correctly with the software you will need to build the Channel Listings table.  See the Products documentation for more information on how to do this.
15. Magento integration notes
    1. You can use the button to check your connection to the MySQL database.
       1. If you get a message then you have set up everything correctly.
       2. If you get a message, make sure that the MCM is running (there should be a blue Mailware logo in the notification area).  If it is not go to the Startup menu and click on the MCM shortcut.  If it is running stop it and restart it again.
       3. If you get any other message check to see that your login credentials are correct.

OS Commerce

OS Commerce is an open source web cart that runs on a MySQL database.  As is the case with all Open Source web carts, the integration requires customization of the SQL scripts that have been developed for OS Commerce to connect to your implementation of OS Commerce.

To Set Up the OS Commerce MCM:

1. To ensure that you are able to connect to the MySQL database that is hosting the store, contact your ISP to ensure that your IP address is whitelisted.
2. Create an Operator ID for the OS Commerce channel.
3. Open the Channels Tab from Tools->Preferences and select the OS Commerce  logo.
4. Check the “Show a tab for this channel on the Products screen” box.
5. Click on the  button.
6. Enter in a name for the OS Commerce channel in the description field.
7. Enter in the username and password for the user that has administrative privileges to the MySQL database in the appropriate fields
8. Enter in the IP or URL to the MySQL database into the Server IP field
9. Enter in the OS Commerce database name into the Database Name field
10. Check the Product upload is active, Shipping  confirmation upload is active and Download every check  boxes.
11. Select an upload time, download time and download frequency.
12. Assign the OS Commerce Operator ID from the Operator ID drop down list.
13. After completing the OS Commerce setup your screen will look similar to this:
14. In order for the orders downloaded to work correctly with the software you will need to build the Channel Listings table.  See the Products documentation for more information on how to do this.
15. OS Commerce integration notes
    1. You can use the button to check your connection to the MySQL database.
       1. If you get a message then you have set up everything correctly.
       2. If you get a message, make sure that the MCM is running (there should be a blue Mailware logo in the notification area).  If it is not go to the Startup menu and click on the MCM shortcut.  If it is running stop it and restart it again.
       3. If you get any other message check to see that your login credentials are correct.

Volusion

To Set Up the Volusion MCM:

1. Create an Operator ID for the Volusion channel.
2. Open the Channels Tab from Tools->Preferences and select the Volusion logo.
3. Check the “Show a tab for this channel on the Products screen” box.
4. Click on the  button.
5. Enter in a name for the Volusion channel in the description field.
6. Enter in the Login and Password into the appropriate fields.  Keep the setup window open.
7. Log into your Volusion account and go to store management.
8. Choose Inventory, Import/Export from the Volusion top menu.
9. Click on the “Volusion API” button.
10. Click on the “Run” button for “Generic/Orders”
11. Click on the “Run” button again after the new screen opens.
12. Copy the URL in the box to the right of “Download or use this URL:” to the clipboard.
13. Paste the URL into the “Orders URL” field on the Volusion setup dialog in Mailware.
14. Repeat steps 9 through 11 for Products and Customers.
15. Check the Product upload is active, Shipping  confirmation upload is active and Download every check boxes.
16. Select an upload time, download time and download frequency.
17. Assign the Volusion Operator ID from the Operator ID drop down list.
18. After completing the Volusion setup your screen will look similar to this:
19. In order for the orders downloaded to work correctly with the software you will need to build the Channel Listings table.  See the Products documentation for more information on how to do this.

XCart

XCart is an open source web cart that runs on a MySQL database.  As is the case with all Open Source web carts, the integration requires customization of the SQL scripts that have been developed for XCart to connect to your implementation of XCart.

To Set Up the XCart MCM:

1. To ensure that you are able to connect to the MySQL database that is hosting the store, contact your ISP to ensure that your IP address is whitelisted.
2. Create an Operator ID for the XCart channel.
3. Open the Channels Tab from Tools->Preferences and select the XCart logo.
4. Check the “Show a tab for this channel on the Products screen” box.
5. Click on the  button.
6. Enter in a name for the XCart channel in the description field.
7. Enter in the username and password for the user that has administrative privileges to the MySQL database in the appropriate fields
8. Enter in the IP or URL to the MySQL database into the Server IP field
9. Enter in the XCart database name into the Database Name field
10. Check the Product upload is active, Shipping  confirmation upload is active and Download every check boxes.
11. Select an upload time, download time and download frequency.
12. Assign the XCart Operator ID from the Operator ID drop down list.
13. After completing the XCart setup your screen will look similar to this:
14. In order for the orders downloaded to work correctly with the software you will need to build the Channel Listings table.  See the Products documentation for more information on how to do this.
15. XCart integration notes
    1. You can use the button to check your connection to the MySQL database.
       1. If you get a message then you have set up everything correctly.
       2. If you get a message, make sure that the MCM is running (there should be a blue Mailware logo in the notification area).  If it is not go to the Startup menu and click on the MCM shortcut.  If it is running stop it and restart it again.
       3. If you get any other message check to see that your login credentials are correct.
    2. Due to the complexity of the XCart MySQL database schema, full product upload is not available for this channel.  Product prices, and stock quantity information is uploaded.

Zen Cart

Zen Cart is an open source web cart that runs on a MySQL database.  As is the case with all Open Source web carts, the integration requires customization of the SQL scripts that have been developed for Zen Cart to connect to your implementation of Zen Cart.

To Set Up the Zen Cart MCM:

1. To ensure that you are able to connect to the MySQL database that is hosting the store, contact your ISP to ensure that your IP address is whitelisted.
2. Create an Operator ID for the Zen Cart channel.
3. Open the Channels Tab from Tools->Preferences and select the Zen Cart logo.
4. Check the “Show a tab for this channel on the Products screen” box.
5. Click on the  button.
6. Enter in a name for the Zen Cart channel in the description field.
7. Enter in the username and password for the user that has administrative privileges to the MySQL database in the appropriate fields
8. Enter in the IP or URL to the MySQL database into the Server IP field
9. Enter in the XCart database name into the Database Name field
10. Check the Product upload is active, Shipping  confirmation upload is active and Download every check boxes.
11. Select an upload time, download time and download frequency.
12. Assign the Zen Cart Operator ID from the Operator ID drop down list.
13. After completing the Zen Cart setup your screen will look similar to this:
14. In order for the orders downloaded to work correctly with the software you will need to build the Channel Listings table.  See the Products documentation for more information on how to do this.
15. Zen Cart integration notes
    1. You can use the button to check your connection to the MySQL database.
       1. If you get a message then you have set up everything correctly.
       2. If you get a message, make sure that the MCM is running (there should be a blue Mailware logo in the notification area).  If it is not go to the Startup menu and click on the MCM shortcut.  If it is running stop it and restart it again.
       3. If you get any other message check to see that your login credentials are correct.

Custom (MySQL)

The custom MySQL option allows Mailware to integrate with any custom cart that uses a MySQL database for its back end.  The integration requires custom SQL scripts to interact with your custom cart.

To Set Up the Custom (MySQL) MCM:

1. To ensure that you are able to connect to the MySQL database that is hosting the store, contact your ISP to ensure that your IP address is whitelisted.
2. Create an Operator ID for the custom channel.
3. Open the Channels Tab from Tools->Preferences and select the Custom (MySQL) logo.
4. Check the “Show a tab for this channel on the Products screen” box.
5. Click on the  button.
6. Enter in a name for the Custom MySQL channel in the description field.
7. Enter in the username and password for the user that has administrative privileges to the MySQL database in the appropriate fields
8. Enter in the IP or URL to the MySQL database into the Server IP field
9. Enter in the database name into the Database Name field
10. Check the Product upload is active, Shipping  confirmation upload is active and Download every check boxes as applicable.
11. Select an upload time, download time and download frequency.
12. Assign the Custom MySQL Cart Operator ID from the Operator ID drop down list.
13. After completing the Custom MySQL cart setup your screen will look similar to this:
14. In order for the orders downloaded to work correctly with the software you will need to build the Channel Listings table.  See the Products documentation for more information on how to do this.
15. Custom MySQL integration notes
    1. You can use the button to check your connection to the MySQL database.
       1. If you get a message then you have set up everything correctly.
       2. If you get a message, make sure that the MCM is running (there should be a blue Mailware logo in the notification area).  If it is not go to the Startup menu and click on the MCM shortcut.  If it is running stop it and restart it again.
       3. If you get any other message check to see that your login credentials are correct.
    2. Due to the nature of custom carts certain features may not be available.

Custom (SQL Server)

The custom SQL Server option allows Mailware to integrate with any custom cart that uses a Microsoft SQL Server database for its back end.  The integration requires custom SQL scripts to interact with your custom cart.

To Set Up the Custom (SQL Server) MCM:

1. To ensure that you are able to connect to the SQL Server database that is hosting the store, contact your ISP to ensure that your IP address is whitelisted.
2. Create an Operator ID for the custom channel.
3. Open the Channels Tab from Tools->Preferences and select the Custom (SQL Server) logo.
4. Check the “Show a tab for this channel on the Products screen” box.
5. Click on the  button.
6. Enter in a name for the Custom SQL Server channel in the description field.
7. Enter in the username and password for the user that has administrative privileges to the SQL Server database in the appropriate fields
8. Enter in the IP or URL to the SQL Server database into the Server IP field
9. Enter in the database name into the Database Name field
10. Check the Product upload is active, Shipping  confirmation upload is active and Download every check boxes as applicable.
11. Select an upload time, download time and download frequency.
12. Assign the Custom SQL Server Cart Operator ID from the Operator ID drop down list.
13. After completing the Custom MySQL cart setup your screen will look similar to this:
14. In order for the orders downloaded to work correctly with the software you will need to build the Channel Listings table.  See the Products documentation for more information on how to do this.
15. Custom SQL Server integration notes
    1. You can use the button to check your connection to the MySQL database.
       1. If you get a  message then you have set up everything correctly.
       2. If you get a message, make sure that the MCM is running (there should be a blue Mailware logo in the notification area).  If it is not go to the Startup menu and click on the MCM shortcut.  If it is running stop it and restart it again.
       3. If you get any other message check to see that your login credentials are correct.
    2. Due to the nature of custom carts certain features may not be available.

UNDER THE HOOD: The MCM interacts between Mailware and the channels using three different methods depending on the channel.

• Channel Specific API’s (Application Program Interface)
• ODBC connections to the web store databases.
• FTP file transfers

API Integration: In order to use an API integration with a particular channel, our developers write the software to connect to the API to transfer the data to and from the channel.  These integrations are limited in how much data can be accessed by the API.  In many cases data that is on the channel are not included in the API and are therefore not available for Mailware to interact with.  Examples of this type of connection are Amazon, Ebay and Volusion.

ODBC Integration: An ODBC (Open Database Connectivity) integration allows Mailware to run SQL scripts on the the database that is hosting the store (either MySQL or SQL Server).  The MCM creates a set of temporary tables on the remote server and runs sets of SQL scripts to manage the data.  With order downloads the scripts pull order information from the appropriate order tables and inserts the data into the temp_mailware_orders, temp_mailware_items and temp_mailware_payment tables these tables are then downloaded into the mailware database and appended with a number depending on what channel they are coming from for instance if the orders are being downloaded from a custom MySQL cart (ChannelNo 5) the files will be called temp_mailware_orders_5 etc.

Tracking number uploads are done when MCM copies all the tracking information that have not been marked as UPLOADED in the Tracking table for the channels in question and uploads them to temp_mailware_shipconfirmupload on the remote server.  The temp_mailware_shipconfirmupload file contains the mailware order number, the AltOrderNo1 (this is where the channel order number is stored), the tracking number and other shipment information.  The scripts that run on the server update the appropriate fields in the remote database with the tracking information.

Product uploads are handled in a similar manner as tracking uploads.  The product information (including information from the related ChannelListings table) are upload to temp_mailware_productupload on the remote server.  Scripts are run on the server to update the existing products and add new ones.  The functionality of this feature depends greatly on the complexity of the remote databases product tables.

Most Open Source carts (Magento, OS Commers, XCart, Zen Cart) and all custom cart integrations use this method.

FTP File Transfers: The FTP file transfer method is for some API based integrations.  This method depends on Mailware downloading order files from a FTP location and running scripts to import them into the Mailware database.  Likewise Mailware generates a file that meets the specifications of the service and uploads them to the FTP site.   Currently this is only used for the ChannelMax repricing channel and for Buy.com

Customer Matching: When orders are downloaded from a channel Mailware checks the current customer database for any customers that are already in the customer table.  Mailware compares the billing last name and the billing email address from the orders downloaded with those in the customer table.  If both match then the customer number (CustNo) from the Customer table will be used in the order.  If there is no match then Mailware creates a new customer in the database and assigns the new CustNo to the order.

^Setup Home  |  Next >

Add a new product to your inventory, or change an existing one.

What’s New In 2011?

• Serialized Inventory
• Multiple Companies
• Multiple Product Substitution
• Extra UPC fields
• Minimum Advertised Price

Jump To:

• Stock Levels
• Assemblies (Kits)
• Suppliers
• Attachments
• Channels

1. To access the Products feature click on the Inventory icon on the Mailware Explorer.
2. This will bring up the Products screen.
3. To search for an existing product click on the icon or press Ctrl-F this will open the product search screen.
   1. You can search for a product by keying in text into the Product Number, Description,  or Long Description fields and click on the button.
   2. If  you check on the Real-Time Incremental Search check box the product search will happen real time.  NOTE: You can also set this feature to be the default behavior by selecting the check box in Tools->Preferences under the Orders tab.
   3. The Full Text Search feature searches the Product Number, Description and Long Description fields for the text that you enter in that field and click on the button next to the full text search field.  NOTE: You can also set this field to be the default field when the search screen is opened by selecting the check box in Tools->Preferences under the Orders tab.
   4. You can also filter the records in the grid by selecting the Supplier or the Product Type from the drop downs.
   5. Once you have found the product you are looking for,  you can either click on it in the grid view and click on the OK button or double click on the product.
   6. You can click on the button and the software will create a new record in the Products table and close the search screen.
   7. Clicking on the will open up the selected product in a new products screen.
   8. If  you have Subproducts set  up in the software, click on the tab.  This will show  you the following dialog The grid view will show all of the products in  your database that are subproducts.
      1. To narrow your search select the Subproduct code from the drop down.  
      2. The available options dialog will be populated with the options that were set up when creating the subproducts. As  you select the available options from the drop downs, the grid details will filter the product listing until you have selected the options you want.  When you have located the product, click on the OK button to open the product.
4. To add a new product click on the button.  This will create a new blank record in the products table.
   1. Product # – Enter up to 20 characters (numbers and/or text). This field is automatically capitalized so you can easily find the product later. You can also wand a bar code into this field.  This is the primary key for the products table you cannot enter in a duplicate product number.
   2. Name – Enter in a short name for the product this can be up to 100 characters in length.
   3. Description – Enter up to 255 characters to help you identify this product when viewing your inventory.
   4. Long Description – You can enter an unlimited length description of the item. This description can be viewed during order entry from the Product Lookup dialog when adding items to the order.
   5. Order Message – Enter up to a 50 character message that will be displayed when the product is selected during an order. It is a convenient way to add reminders to products (for example: “This item requires batteries.”).
   6. Supplier- Select a vendor from the Supplier field pull down list to associate the product with its supplier. If you have not added the supplier yet, you can make the association later by editing the product.
      1. If a supplier provides you with several products, enter the supplier first then, while in the Product Supply Vendor form, click the button. Each product you add will be associated with that vendor.
      2. If you have multiple suppliers for the same product you can add them in the Suppliers tab.
   7. Product Type – Select a type if applicable, from the pulldown list, or create a new one with the Setup button. Product Types can be used in reports to group like items.
   8. Master Code – This field is used to associate a product with a sub-product.
   9. Option Text – This field is used for sending up the options to Mailware Web.
   10. Retail Price – This is the amount that will be charged to customers with a Pricing Level of Retail (or none) when taking an order. You may override this price on the order entry form for any item by simply typing the new price.
   11. Wholesale Price – This is the amount that will be charged to customers with a Pricing Level of Wholesale when taking an order. You may override this price on the order entry form for any item by simply typing the new price.
   12. Price 3 – This is the amount that will be charged to customers with a Pricing Level of Price 3 when taking an order. You may override this price on the order entry form for any item by simply typing the new price.
   13. Price 4 – This is the amount that will be charged to customers with a Pricing Level of Price 4 when taking an order. You may override this price on the order entry form for any item by simply typing the new price.
   14. By Quantity - Clicking on the button next to the price fields opens the quantity discount screen. From this screen you can set quantity discounts for each price level.
   15. By Source Key - Click button to set pricing that is used when a specific Ad Source Key is selected for an order.
       1. For each Source Key you may enter a Price that is charged for the item, and any Quantity Discounts you wish. This price will override any of the Retail, Wholesale, Price3 or Price4 prices already assigned to the product when the Source Key is selected during order entry.
   16. Mix & Match – Enter a code here in all the Product Numbers for which you wish to share a quantity discount. For example, you could enter MATCH into the Mix & Match field for products A, B and C and assign quantity discounts to them. If your first price break quantity is at 5 units then the customer could order 5 in any combination of these items to get the discount (e.g., 2 Product A, 1 Product B and 2 Product C = 5 units).
   17. Tax Exempt – Use this check box if  you want the product to be tax exempt.
   18. Minimum Advertised Price (MAP) – If your products have a MAP value then you can enter it here.
   19. Weight – Enter a weight for this item in pounds. Do not round weights to the nearest pound. You can use the weight calculator to convert ounces to pounds.  Note: When the product is the master product of an assembly the software will add this value to the weight of each item in the assembly.
   20. Ship Extra Chg – Enter any additional shipping charge to the customer for this item (for example, oversized items). When a customer orders this product, the extra shipping charge will be added to the shipping field in addition to any other shipping charges.
   21. Ship Cost – Enter your cost to ship this item. This figure is used in reports that estimate your total shipping costs.
   22. Ships in Own Box - Indicates this item is to be shipped alone. This is a True/False field. You can specify in reports to display this information so your shipping personnel know to pack the item separately.
   23. Calculate Insurance - Mailware can calculate shipping insurance on individual items if applicable. Check this box to have this item included in the calculation. Note: You will also need to set the insurance calculation in Preferences under the Orders tab. Click the Special Items button then the Shipping Insurance tab.
       1. Check the Automatically calculate shipping insurance check box and enter a Rate ($ per $100 – .90 = 90 cents per 100 dollars). You also need to create a product in your inventory and select it in the Product Code pulldown. When you create the item enter a Retail price of $0.00 and check the Non Inventory checkbox on the Stock Levels tab.
          When a marked item is added to an order a line item will be added for shipping insurance using the rate and Product Code you specify. 

          Note: Insurance will be charged at your Rate times the Subtotal of the order. If this value is less than your rate than the rate will be used (e.g. If your rate is $.90 per $100 and your order is less than $100 then $.90 will be added to the order).

Stock Levels
Enter quantities, stock types, reorder thresholds and costs.

1. Find or Add a product as described above.
2. Click the Stock Levels tab
3. The following screen will open.
4. Non Inventory Item – Check this field if you do not track stock levels for this product. This will also prevent backorders during order entry.
   Tip: You can create other Non-Inventory items to add to orders (e.g., Discounts, Gift Certificates etc.).
5. Drop Ship Item – Check this field if you do not stock this item, but have a third party ship it to your customer. You should also check the Non Inventory Item box unless you wish to maintain quantities for this product.
6. Discontinued – Check this box to indicate the item is no longer available for sale. Orders will be allowed for the product until quantities reach zero (you should also check the Do not Allow Backorders checkbox to prevent backorders).
7. Backorder Without Prompting – If checked when the item is ordered it will be marked as backordered without the dialog that prompts the operator to approve the backorder or force fill the item.
8. Allow Substitution – When checked this item may be replaced by another item in inventory. Click the Settings button to select the item that will replace it and to specify if the substitution occurs when the item is out of stock and/or discontinued. You can also specify whether the operator will receive a notice that the substitution has taken place.
   Tip: This feature can also be used to create Aliases for a product if, for example, you offer a single product number that can be ordered under several different product numbers.
9. In Stock – When creating a product, enter the current number of items you have on hand. Thereafter, In Stock quantities are calculated automatically by Mailware when you take orders, process refunds and Receive Inventory and Adjust Inventory.  Note: Also see the multiple locations field below.
10. Details – Click the button to open the following dialog. It lists the counts of this product in various statuses on individual orders (e.g., The number Backordered).
    1. Committed – Shows the count of this item that have been ordered by customers and are currently in Committed (CM) status on individual orders. Committed items are removed from the available In Stock quantity.
    2. Backordered – Shows the count of this item currently backordered on individual orders. This count will not be deducted from the In Stock amount until you fill backorders.
    3. Filled – Shows the count of this item that have been invoiced on individual orders, but not yet shipped.
    4. Shipped – Shows the count of this item that have been shipped on individual orders.
    5. Returned – Shows the count of this item that have been returned on individual orders. Returned items are automatically returned to inventory.
    6. Canceled – Shows the count of this item that have been canceled on individual orders. Canceled items are automatically returned to inventory.
    7. Total – The total of all listed items in the dialog.
11. Multiple Locations - Check this box to turn off the In Stock field and use separate locations for tracking of item quantities.
    1. To create locations click Setup on the Product screen then select Locations…
       
    2. In the dialog above enter as many different locations as you need. You may enter Warehouses, Bins etc. or any combination of these. You can also set the priority in the Preference field. Quantities in the first location will be depleted before each subsequent location.
    3. After setting up locations you can enter quantities in each by clicking the Locations button on the Product screen. Select the locations you created from the drop down and enter the number In Stock for each.
       1. Non-Inventory – You can set a location to be a non-inventory location.  An example of this would be a fulfillment warehouse or Amazon FBA.
       2. Drop Ship – If you select this option, a drop ship order will be created if this location is selected.
       3. Not Available For Sale – Select this option if you want to reserve items for returns or for building assemblies.
12. Customize – Click the button to open a memo form you can use to add information to the product that can be viewed and edited during an order (by using the Customize button on the Item Detail tab on the Order Entry screen). This is especially useful for capturing descriptors like monograms, shipping instructions etc. Information typed in this memo form will print on invoices, work orders etc.
13. Extras – Click the button to open the following dialog
    1. Bin – This is the field where you can assign a bin location to the product.
    2. Custom Fields 1 – 5 - These fields can be used to store any additional information about your products.  Note: The field names can be changed in Tools->Preferences under the Products tab.
    3. ISBN – Use this field for storing the ISBN for publications.   Data can be inserted into this field using a scanner and scanning the ISBN.
    4. UPC,UPC2 and UPC3 – Use these fields for storing UPC’s for products. Data can be inserted into these fields using a scanner and scanning the bar codes from the products.
    5. Manufacturer’s ID. – This is the original manufacturer’s product number (as opposed to the supplier’s number or your own).
    6. Supplier Product No. – This is your supplier’s product number for this item if it is different than yours. This number can be printed on purchase orders even if you create the PO with your product numbers.
    7. Supplier Description – This description can also appear on the PO to help your vendor identify the item you are ordering.
    8. Supplier Price – The price the supplier charges you for the item.
    9. Duty Percent - Enter a percent you, or the customer, expect to pay when shipping out of the country.
    10. Preferred Currency – Use the Setup text menu item on the Product screen to create your ISO Codes, then select the preferred currency code for this product here.
    11. Tarriff Code – A freeform field for any tariff codes that apply to this product.
    12. Royalty Item – Check to indicate that royalties are paid to a third party when this item is sold.
    13. Preferred Ship Method – Select any of the ship methods you have set up in your Shipping tables. This is the method this item should by shipped by.
    14. Max Ship Items – Then maximum number of items that may ship in a box.
    15. Backorder Message – This message appears on the order when this product is backordered.
    16. Unit of Measure – Use this field to define how this product is shipped for example each, gallon, doz, lb etc.
    17. ImageURLLarge – Use this to store the URL to the large image of the product.
    18. ImageURLSmall – Use this to store the URL to the small image of the product.
14. VIN Number Required – Check this box to require that a Vehicle Identification Number be associated with this product before it is shipped. Mailware also includes a Vehicle Identification Number tracking system you can use to ensure Titles are received and sent to the customer.
15. Serialized Inventory – Click on the Stock Levels tab from the Products screen as described above.
    1. Check the  box if you want to track the serial numbers of individual products that you sell (cell phones, cameras etc).  When this option is checked, you will be prompted during Receive Inventory to scan in the serial numbers for those items.  Clicking the  button will show you the Serial Numbers dialog box This will list all of the serialized items for the selected product you have in stock, when they were received and who received them.
       1. These serial numbers are removed from the list when they are scanned during as part of the Box Scanning feature.
16. Generate Gift Cert. – Check this box to create a product you can sell as a Gift Certificate. Mailware will create a unique random number and track its use. Customers can mail in certificates or use the number online. Certificates may be used all at once, or in multiple purchases.  Click the button to open a dialog where you can specify how your certificate number is generated. You can specify a prefix, suffix, code length and whether the random number will contain numbers, letters or both. In the sample below a possible generated code could be: ABC54C1Q.
17. On Mailware Web – If you use our ecommerce package, or if you export your products to your own system, check this box to indicate that this item is available for sale on the web.
18. Subscription – If the product is a subscription item, check the check box.  To set up the item as a subscription item check the button the following dialog will be displayed. 
    1. Frequency – This is how often this product is delivered, you can choose between Weekly, Annually,Monthly, or Days.
    2. Start Day – This is specifically for weekly subscriptions where 1 is for Monday, 2 is for Tuesday, etc.
    3. Duration – How many times this products is going to be shipped before it expires.  For instance a years subscription for a item that is delivered monthly will have a duration of 12.
    4. Automatic Renewal - Check this box if the subscription will automatically renew after it expires.  This will automatically generate another invoice for the customer when the subscription expires.
    5. Ship Product No- Use the drop down box to select the product that will be shipped with each order generated.
    6. Quantity – This is the number of the above products that are going to be shipped with each order.
19. Preorder – Use this option if this product will be delivered at a later date.
    1. Ship Date – Use this field to set when the product is going to be delivered
    2. Message – Use this field to display a message in the order about the product
20. Company Override – This feature allows specific products to be associated with specific companies select the company from the drop down menu.  Clicking the button will open the Company Setup dialog box. 
21. Reorder At – Enter the quantity this item may reach before Mailware reminds you in report R4130 Products to Reorderto order more. You can also specify a Reorder Quantity and expected Reorder Price. These items will be entered automatically on Purchase Orders, but can be edited, when you order this product from your vendor.
    1. If your vendor has quantity discounts, click on the button, this will open up the Quantity Discounts from Supplier dialog box.
    2. When a purchase order is made for a product that has quantity discounts the software will apply the discount to the purchase order.
22. On Order and On Backorder quantities and dates are entered automatically by Purchase Orders when you create them. You can enter beginning amounts into these fields if applicable.
23. Soft Allocated – Used for third party inventory management systems.
24. Hard Allocated - Used for third party inventory management systems.
25. Standard Cost – Enter a cost for this item. This amount will not change unless you edit it.
26. Average Cost – Enter a beginning cost for this product. As you receive inventory Mailware calculates your average cost automatically and updates it here.

Create Assemblies

Create kits from individual items in your inventory.

Instructions
Assemblies are collections of various products in your inventory. You can create a product, for example – BLACKBERRY KIT, and add all the items from your inventory that make up the kit(charger, case, etc.). When you take an order you can select just the BLACKBERRY KIT and the other items will be added automatically.

1. Add Component Products to be the parts of your assembly. For example, you can add a Blackberry, a Charger and a case, then assign these to an Master Assembly Product called Blackberry Kit.   Component products are created the same way as ordinary products (as described under the Add/Edit a Producthelp topic).
   1. Note: For each item you can optionally enter a Retail and/or a Wholesale price. These prices will be used when you sell the items separately. In the assembly prices for individual items will be added together to create a total price for your assembly based on the price level of the customer (e.g., a Retail customer will receive the sum of the retail prices).
      If you set prices for the Master Assembly Product they will be used in addition to the individual component prices. You can override individual component prices on the Master Assembly Product – details are below.
2. Add a Master Assembly Product. After you have created the components of your assembly, you can create a master product that groups these items into a new product.
   1. On the Product tab enter a Product # that identifies the assembly (e.g., BLACKBERRY KIT). You can also enter a description, a long description etc. if you wish (as described under the Add/Edit a Product help topic).
   2. If you would like to set a price for the entire product enter it into the Retail Price and/or Wholesale fields. You can leave these blank if you prefer to have the price calculated based on the individual items in the assembly tab.
   3. Click the Stock Levels tab
   4. Enter an In Stock amount or check the Non-Inventory Item check box if you do not need to keep track of quantities.
   5. Click the Assembly tab A blank screen will appear where you can enter your previously created components.
   6. To add products to the assembly, start typing the Product Number or press F2 to launch the product search screen.
   7. Quantity – Enter the number of this item that are part of this assembly.
   8. Enter a Retail and/or Wholesale price if you wish. One of these amounts (depending on the customer’s type) will be added to the total price of the assembly. If you do not want the component price to be added to total enter a Zero (0.00). This will override the price on the separate component. If you enter zeroes for all the components only the price on the Master product will be charged.
   9. Discount – Enter a discount, if you wish, as a whole number (e.g., 10 = 10%). The discount will be applied to the price of the item. Typically you would not also enter a price in the step above. The price from the component product itself will be used and discounted.
   10. Continue adding parts to the assembly (you can use the Tab or Down Arrow keys on your keyboard to add additional items, or you can click the  button). If you enter an item you do not need use the   button to remove it.
   11. ADVANCED TIPS
       1. If you sell items separately and as part of an assembly you can enter the separate item prices on each product. Then, on the Assembly tab of the Master Assembly Product you can enter the discounted price you charge when they are part of the assembly, or enter a zero to just use the total price from the Master Assembly Product. You can also manually override any amount on the order itself.
       2. Each item of the assembly will print separately on the invoice and pick list report. You can use these to properly pull inventory and fill orders.
       3. If a part of assembly is out of stock it will be backordered automatically (although you can override the backorder). You may wish to manually backorder each of the other items as well with the Force Backorder option in the Item button.

Managing Multiple Suppliers

Instructions
You can associated multiple suppliers for all of your products through the Suppliers tab in the products screen.

1. Click on the Suppliers tab
   1. The following screen will be displayed
   2. To add a new supplier for your product, click on the button at the bottom of the grid.  This will add a new blank row.
   3. In the new record click on the Supplier field and select the supplier from the button.
   4. Tab through the fields and add them.
      1. Supplier Product #-This is the suppliers product number.  This will show up on the purchase order
      2. Supplier Price- The Suppliers Price.  This will show up on the purchase order.
      3. Unit of Measure – This is the optional unit of measure for the product.
      4. Min Qty- This is the optional minimum order quantity for this supplier.
      5. Breakdown-This is the optional breakdown quantity.
      6. Discount- Enter the optional discount percentage.
      7. Discount Amount- This is the optional discount currency amount.
      8. Manuracturer ID- This is the optional Manufacturers product number.
      9. Suppliers Description- Enter in the suppliers description of the product, this will show up on the purchase order
      10. Notes- This is an optional place to put notes.
   5. When you are done click on the button to save the record.
   6. If  you want to delete a supplier record select the record that you want to delete and click on the button.

Attachments

Instructions
You can associate files and pictures with all of your products through the Attachments tab in the products screen.

1. lick on the Attachments tab
   1. The following screen will be displayed
   2. To add a new attached file or image press on the button in the grid toolbar.  This will add another record to the grid.
   3. Tab through the fields to add information to the grid.
      1. File Name- This is the file name of the file/image you are attaching.  This is automatically populated when the file is attached.
      2. Description- This is an optional description of the item that you are attaching.
      3. Type- Select the type of file you are attaching from the drop down list, the choices are File or Picture
      4. Add File…- Click on the icon in the field this will open up a file dialog in the default directory similar to
      5. Select the file you want to attach and click on the Open button.  When you have successfully attached a file your screen will look similar to
      6. You can click on the button to view the file in its associated application.
      7. To add images the process is the same except you select Picture from the Type field and click on the field in the Add Picture … field.  This will open the file dialog box with a filter for images. 
      8. Click on the Open button and your attachment screen will look similar to

Setting Up Channel Products

Instructions
The setup for each product channel varies for each channel.  However, before you can set up any product associations with your channels you have to set up the accounts through the Channel tab in the Tools->Preferences screen.  However, for all channels you need to set up the following.  For more details click on the MCM documentation.

1. Create an Operator ID for each channel.
2. Set up the account login credentials in Tools->Preferences Channels tab

For more details click on the MCM documentation.

1. Amazon
   1. Click on the Amazon Tab
   2. The Amazon channel screen will then show up.
   3. Select the Amazon account from the Account drop down list.
   4. Add the SKU.
      1. This is the Amazon Seller SKU.  In order for the orders downloading from Amazon this has to match exactly to the Seller SKU.  In other words, if the product on Amazon is called Abc123, it must be called Abc123 in the SKU field in this screen and not ABC123 or aBc123 or Abc-123.  The SKU’s are case sensitive.    If the Seller SKU is in ALL CAPS on your Seller Central Account then you can check the check box.
   5. Add the ASIN  this is the unique identifier that is created by Amazon.  If your products are unique on your Amazon store, in other words one ASIN for each product then you can run the Amazon product import as discussed in the MCM documentation.
   6. When you select a channel to assign a product to, Mailware assigns the retail price from the Product tab to the channel listing.  If you want to upload a different price to Amazon, uncheck the Use Current Retail Price and change the price in the Price field.
   7. The In Stock quantity defaults to the In Stock quantity from the Stock Levels tab.  If you want to upload a different quantity to Amazon, uncheck the Use Current In Stock Quantity field and change the stock quantity in the In Stock field.
   8. If the product is on sale check the box and add the Sale Price and set the start date and end date for the sale in the Sale Start Dt and Sale  End Dt fields.
   9. Sales Tax Code- This should be set to A_GEN_TAX
   10. Repricing Model ID- This field is used if you also have a ChannelMax account.
   11. Folder ID-
   12. Leadtime to Ship-Select the number of days from the download. 
       
   13. Launch Date-Use this field to set when the product will be available for sale.  If it is left blank the product will be available immediately (as long as there is a quantity in stock).
   14. Allow gift message option- Select this check box if the product can include a gift message.
   15. Allow giftwrap option- Select this check box if the product includes an option to giftwrap.
   16. Amazon Fulfilled Item- Check this box if the product is fulfilled by Amazon.
   17. Condition-Use this drop down to select the  item condition.  The following table lists the conditions
       1. Used; Like New
       2. Used; Very Good
       3. Used; Good
       4. Used; Acceptable
       5. Collectible; Like New
       6. Collectible; Very Good
       7. Collectible; Good
       8. Collectible; Acceptable
       9. Used; Refurbished (for Electronics and Camera & Photo only)
       10. Refurbished (for Computers, Kitchen & Housewares, Electronics, and Camera & Photo only)
       11. New
   18. Item Note..- Click on the to add notes for used products.
   19. Click on the button to save the channel listing.
   20. Click on the button to add a new listing for the same product.
   21. The button toggles a product from InActive to active.
   22. The button toggles a product from Active to InActive.
   23. The marks the listing for deletion from Amazon.
       1. If you want to delete a listing from the grid, select the listing and press Ctrl-D or select File->Delete.. from the text menu.
   24. The will open the selected listing in a browser.
   25. After creating the listing your Amazon Channel tab will look similar to this
2. eBay
   1. Click on the eBay Tab
   2. The eBay channel screen will show up
   3. Select the eBay account from the Account drop down list.
   4. Add the SKU.
      1. This is the Custom Field in the Ebay list.  In order for the orders downloading from eBay this has to match exactly to the Custom Field.  In other words, if the product on Custom Field is called Abc123, it must be called Abc123 in the SKU field in this screen and not ABC123 or aBc123 or Abc-123.  The SKU’s are case sensitive.    If the Custom Field is in ALL CAPS on your eBay Account then you can check the check box.
   5. The Category #, Price, In Stock, On Sale, and Sale Price are currently not used and are reserved for when eBay product upload a is available.
   6. Click on the button to save the channel listing.
   7. Click on the button to add a new listing for the same product.
   8. The button toggles a product from InActive to active.
   9. The button toggles a product from Active to InActive.
   10. The marks the listing for deletion from the channel.
       1. If you want to delete a listing from the grid, select the listing and press Ctrl-D or select File->Delete.. from the text menu.
3. Fulfillment By Amazon (FBA)
   1. Click on the Fulfillment By Amazon Tab
   2. The Amazon Fulfillment By Amazon channel screen will then show up.
   3. Select the Fulfillment By Amazon account from the Account drop down list.
   4. Add the SKU.
      1. This is the Amazon Seller SKU.  In order for the orders downloading from Amazon this has to match exactly to the Seller SKU.  In other words, if the product on Amazon is called Abc123, it must be called Abc123 in the SKU field in this screen and not ABC123 or aBc123 or Abc-123.  The SKU’s are case sensitive.    If the Seller SKU is in ALL CAPS on your Seller Central Account then you can check the check box.
   5. Click on the button to save the channel listing.
   6. Click on the button to add a new listing for the same product.
   7. The button toggles a product from InActive to active.
   8. The button toggles a product from Active to InActive.
   9. The marks the listing for deletion from the channel.
      1. If you want to delete a listing from the grid, select the listing and press Ctrl-D or select File->Delete.. from the text menu.
4. Buy.com
   1. Click on the Buy.com tab
   2. The Buy.com screen will show up
   3. Select the Buy.com channel account from the Account drop down list.
   4. Add the Reference ID.
      1. This is the same Reference ID that is used to identify your product in your Buy.com account.  In order for the orders downloading from Buy.com this has to match exactly to the Reference ID.  In other words, if the product on Buy.com is called Abc123, it must be called Abc123 in the reference ID field in this screen and not ABC123 or aBc123 or Abc-123.  The Reference ID’s are case sensitive.    If the Reference ID  is in ALL CAPS on your Buy.com Account then you can check the check box.
   5. Add the UPC for the Product.
      1. Note: This is required for inventory updates.
   6. Click on the button to save the channel listing.
   7. Click on the button to add a new listing for the same product.
   8. The button toggles a product from InActive to active.
   9. The button toggles a product from Active to InActive.
   10. The marks the listing for deletion from the channel.
       1. If you want to delete a listing from the grid, select the listing and press Ctrl-D or select File->Delete.. from the text menu.
   11. The UPC, Price, Leadtime to Ship, Condition and Description are currently not used and are reserved for when Buy.com product upload a is available.
5. Volusion
   1. Click on the Volusion tab
   2. The Buy.com screen will show up
   3. Select the Volusion account from the Account drop down list.
   4. Add the SKU.
      1. This is the same SKU that is used to identify your product in your Volusion store.  In order for the orders downloading from your Volusion store this has to match exactly to the SKU in this field.  In other words, if the product on your Volusion store is called Abc123, it must be called Abc123 in the SKU field in this screen and not ABC123 or aBc123 or Abc-123.  The SKU’s are case sensitive.    If the SKU in your Volusion store  is in ALL CAPS then you can check the check box.
   5. Category #- This is a required field for  uploading the product to the Volusion store.  To determine what category number to use check your Volusion administrative panel.
   6. Price - When adding a new channel listing Mailware defaults to using the current retail price.  If you want Volusion to upload a different price, uncheck the check box and edit the price field.
   7. In Stock- Enter in the stock quantity that you want to upload to your Volusion store.  If you always want to upload the Mailware in stock quantity to Volusion check the
   8. On Sale- Check this box if you want to offer a sale price on the product.
   9. Sale Price- If you select the On Sale check box add the sale price into this field.
   10. Click on the button to save the channel listing.
   11. Click on the button to add a new listing for the same product.
   12. The button toggles a product from InActive to active.
   13. The button toggles a product from Active to InActive.
   14. The marks the listing for deletion from the channel.
       1. If you want to delete a listing from the grid, select the listing and press Ctrl-D or select File->Delete.. from the text menu.
6. Other SQL Based Channels
   1. Below are general setup instructions for the other channels not mentioned in this document.  As of Build 1116 these instructions apply to the following carts.
      1. Magento
      2. OS Commerce
      3. X-Cart
      4. Zen Cart
      5. Custom (MySQL)
      6. Custom (SQL Server)
   2. Select the channel tab that you will be adding the product to
   3. This will show the following screen
   4. Select the channel account you are adding the product to from the Account drop down.
   5. Add the SKU, this is the Product that you want to upload to the cart, it is also the alias for orders that are downloaded from the cart.  This is case sensitive, so you must match exactly what will be downloaded if this product is ordered.  In other words, if the product on the cart is called Abc123, the SKU field must show Abc123 and not ABC123 (the default Mailware product number) .  If you are adding a new product to the store, then select the
   6. Category #- This is the category number that this product will be associated with on the store.  To determine this value depends on the channel and the specific implementation of the channel.
   7. Price - When adding a new channel listing Mailware defaults to using the current retail price.  If you want the channel to upload a different price, uncheck the check box and edit the price field.
   8. In Stock- Enter in the stock quantity that you want to upload to your store.  If you always want to upload the Mailware in stock quantity to the channel check the
   9. On Sale- Check this box if you want to offer a sale price on the product.
   10. Sale Price- If you select the On Sale check box add the sale price into this field.
   11. Click on the button to save the channel listing.
   12. Click on the button to add a new listing for the same product.
   13. The button toggles a product from InActive to active.
   14. The button toggles a product from Active to InActive.
   15. The marks the listing for deletion from the channel.
       1. If you want to delete a listing from the grid, select the listing and press Ctrl-D or select File->Delete.. from the text menu.
   16. NOTES: Most of this type of store (channel) support full implementation of the MCM.  This means, downloading orders, uploading tracking numbers (shipping confirmation) and product upload.  However, there are some carts that do not support all three data transfers.  Below are some known issues with specific carts
       1. X-Cart-Due to the complex nature of the database schema used in X-Cart, it is not possible to do a full product upload.  What Mailware can do is update existing products (prices, in stock quantities) but cannot add new products.

UNDER THE HOOD: As is the case with any inventory management system, the Products table is at the center of it operations.  The Products table interacts directly with the following tables Discounts, Supplier, ProdType, LocStock,Location, Subscription, Assembly, ProductSuppliers, ProductAttachments and ChannelListings.  It is important to note that with your installation of Mailware, not all of these tables will have data in them.

When you click on the New product button, the software creates a blank record in the Products table.  The product number is entered and Mailware will capitalize what is entered into the Product # field.  It is important to understand that this field is the primary key in the table and if you key in a product number that is already in Mailware it will through an error message.  The supplier drop down is populated with a list of the suppliers from the suppliers table.  When you select a supplier from the list the associated SupplierNo is added to the SupplierNo field in the Products table.   The Product Type drop down is populated with the Description field from the ProdType table.   When, the product type is selected, the associated ProductCode is added to the ProdType field in the Product table.  If you have subproducts set up in Mailware, the Master Code dropdown is populated with a list of all of the distinct MasterCodes from the SubProducts table.  When a MasterCode is selected that value is populated in the Serial field of the products table.

Quantity pricing is handled in the Discounts table.  Depending on what type of discount pricing you select, Retail, Wholesale, Price3, Price4, By Source Key or Reorder Price , the data are put into the table in the following manner.  When a new record is added to the Discounts table, a new record is added to the table and the DiscountNo field is populated with the next number in the sequence, the ProductNo is pulled from the current record in the Products table and the PriceLevel is populated with the type of price level (Retail,Wholesale, Price3,Price4, Source Cod, or Reorder Pr); the From Qty, To Qty and Unit Price fields are populated from the Discounts dialog box for volume discounts and the Source Key,  is populated from the Ads table.

Item substitutions are added to the SubstProductNo,SubstProductNo2, SubstOrductNo3 fields in the Products table.

When an Assembly (Kit) is created a record is added to the with the ProductNo of the master product is added to the ProductNo field in the Assembly table.    When an assembly item is selected from the Product No list in the interface that productNo is added to the AddProductNo field in the Assembly table.  If the price fields are left blank the software will use the retail prices for each individual product in the Kit in addition to the master kit price.  If you want the Kit price to be just the Master product price set the price fields to zero.

When multiple suppliers are used the ProductNo for the current product is added to the ProductNo field in the ProductSuppliers table.  The SupplierNo is populated from the drop down list in the interface showing a list of the Suppliers in the system.  The ProductSuppliersNo is an autoincrementing field.  The remaining values in the Suppliers tab correspond to the fields in the ProductSuppliers table.

If files are attached to a product the data regarding the attached files are stored in the ProductAttachments table.  The actual data is stored in the Attachments/Products folder.  When a file is attached to a product the ProductNo is added to the ProductNo field in the ProductAttachments table, in addition the Description, Type fields are updated from the corresponding fields in the Attachments tab.   After the file is selected the file name is added to the FileName field in the ProductAttachments table.

When a product is added to a channel the ChannelListings table is populated in the following manner.  The ChannelNo field is populated  with the ChannelNo from the Channels table.  As of Build 1116 the following channel numbers are assigned.

1    Amazon
2    eBay
3    X-Cart
4    Zen Cart
5    Custom (MySQL)
6    Custom (SQL Server)
7    Half.com *
8    osCommerce
9    Magento
10    Volusion
11    Buy.com
12    Yahoo! *
13    Mailware Web *
14    Fulfillment By Amazon
15    ChannelMAX
16    Shopify *
17    Just Add Commerce
18    Custom FTP *
19    T-HUB *

* Channel not currently implemented

The ChannelAccountNo is pulled from the ChannelAccounts table based on the Account selected from the Account drop down list in the Channel.  The ProductNo is populated from the selected product.  The SKU, Price, IsCurrentRetailPrice,IsOnSale,SalePrice,SaleStartDt,SaleEndDt,UPC,EAN,ISBN,ASIN,IsActive,IsRemove,IsDelete, LaunchDt,LeadtimeToShipDays,IsGiftwrapAvailable,IsGiftMessageAvailable,IsProductNoAsSKU, CategoryNo,InStock, IsFulFillmentByAmazon, ItemCondition, ItemNote, RepricingModelId, TaxCode, and RepricingFolderID are all populated from the Channel tab depending on what channel is selected.  Other fields in the ChannelListings table are either not currently used or, used for process tracking.

This feature allows you to quickly take inventory or add and delete items from stock.

Instructions
You can use the Adjust Inventory Action to quickly add items to your inventory, or delete them. Note: When deleting inventory counts will be appropriately reduced by the Adjust To number or changed to the Change To quantity, however, no record of the deletion will be maintained.

1. To access the Adjust Inventory feature, click on 
2. This will bring up the Adjust Inventory screen.
3. The dialog is blank when it opens. You can enter items individually using a bar code wand or by typing the Product Number in the Product column of the grid. You can also lookup products by clicking the button which appears in the grid. Alternatively, you can Prefill the list with all your existing inventory by clicking the button. Note: The grid will not include any items in your inventory which you have marked as “Non-Inventory Items.”
4. During the Prefill process you will see a scroll bar as the table is populated with the inventory information.
5. As you enter each item or scroll through the Prefill list you can adjust quantities up or down using the Adjust by Method. Enter a number to adjust quantities (e.g., to add three more items to inventory enter the number 3. If you had 2 in inventory this will add 3 more for a total of 5). If you are not using Prefill, you can default the number of items added or deleted by selecting a value in the Default Adjust by field. The default number may be changed as you enter items, or you can check the Skip the Adjust by field and simply enter or wand items. This is quicker if you always add or subtract one.
6. Instead of adjusting items, you can change quantities to a different number by selecting the . As you enter items or scroll through Prefill items you enter the actual number you wish to show in stock (e.g., If you enter 4 then the number in stock when you save will show a quantity of 4 in Mailware). You can use either Adjust By or Change To in any single session.
7. When you have finished a session close all workstations running Mailware, then click the button. All changes made will be written to your product database at that time. If any records were locked you will receive a message indicating that some items could not be changed. Click OK and you will be returned to the grid where only the unchanged items will be displayed. You can then Save again to make the changes.NOTE: If you experience a system crash or other system failure you can open the ADJINV.LOG file in your Mailware (C:\Program Files\Mailware 20XX) directory to see which changes were actually made to your database and which were not saved. You can then reenter your changes. This is a backup safety measure.

Additional Information

1. You can enter items more than once in the Grid. This is desirable when using the Adjust by method (e.g., If you enter or wand an item and adjust it by 1, then enter it again later and adjust it by 2 the total number added to your inventory when you save will be 3). Currently when using the Change To method the same item may be entered more than once. In this situation the last item entered will be the final quantity for the product (e.g., If you enter an item with a Change To quantity of 3, then enter it again later with a quantity of 4 the final quantity in Mailware will be 4).
2. When you save a session changes are made to your Product database all at once. Before the changes are written a log file (Adjinv.log) is created in your Mailware directory (C:\Program Files\Mailware 20XX). If you experience a system crash or other failure you can open the log with notepad to see which changes were made to your database, and which need to be reentered in the Adjust Inventory action.
3. Greyed fields in the grid are for informational purposes only and cannot be changed. To make changes to these fields open Mailware and use the Product table.
4. If you wand or enter a product number that is not included in your Mailware database a message will appear stating “Product does not exist in database”. You can set these items aside and add them to your product database through Mailware as in item 3 above.
5. The Adjust Inventory action does not support fractional quantities.
6. The button allows you to select groups of products based on filter criteria. 
   1. Note, this feature only works after data has been added to the grid either through the Prefill method or by keying or scanning in product numbers.
7. As of Mailware 2011 (Build 1115) the feature is not fully built out.

UNDER THE HOOD: This feature uses primarily the AdjustInv table.  When you use the Prefill… option the software populates the AdjustInv with the ProductNo from the Products table.  The query excludes products that have been marked non-inventory.  Depending on what adjustment method is used, either the QtyAdd or QtyChangeTo fields are populated with the data that are keyed in in the interface.  When the Update button is clicked the InStock amounts are either adjusted by or changed to the amounts in the AdjustInv table and the Updated field is changed to True.  If one of the records in the Products table is locked the Updated flag remains false and the Product(s) remain in the AdjustInv table.  All records that have the Updated flag set to True are then deleted.

The DBIASM server administration tool is where you manage users and Mailware databases that are connected to client computers through the DBIASM database engine. This tool can also be used to monitor who is connected to the databases as well as the status of the database engine as well.

Quick Jump To

• Starting the Server Administration Tool
• Logging In to the Server
• Linking a Mailware Database to the Client-Server Engine
• Adding Users
• Linking Users to Databases
• Procedures
  • Procedure Users
  • Events
• Other Useful Information

Starting the Server Administration Tool

Once the database tools have been downloaded and installed, the Server Administration Tool can be started from the DBIASM Additional Software and Utilities menu from the start button.

NOTE: On newer installations (Mailware 2011) the Server Administration Tool will be installed in the Mailware 20XX folder in the start menu where XX is the year version that  you are running.

Logging In to the Server

When the  Administration Tool has started, connect to the server via File->Login

The login dialog box will pop up. The default administrator login and password are admin/DBAdmin.

Click the Server tab. Change the following:

• Connection Timeout: 3600
• Dead Session Cleanup: 30
• Dead Session Expiration: 120

Linking a Mailware Database to the Client-Server Engine

In order to take advantage of the client-server engine, the engine needs to know where the Mailware database(s) are located. You do this from the Databases tab.

In the Database Information portion of the dialog box, name the database the same as you did in the clientserver.ini file next to the RemoteDatabase field. If the RemoteDatabase is missing from the clientserver.ini file then the name of the database must be Mailware.

Use the Select… button next to the directory field to open a file browser dialog box to navigate to the folder that contains the mailware database. Note: This is not the folder that contains the clientserver.ini file.

Click the Save button to add the database to the database engine.

This can be repeated for as many Mailware databases that are on the system (provided that they have a valid clientserver.ini file).

Adding Users

In order for client computers to access the Mailware databases through the client-server engine users have to be created and then linked to the mailware databases. To add users to the system you start by selecting the Users tab. By default the Admin user has been created. To add additional users click the Add button.

Key in a User Name and Password in the appropriate fields in the User Information box. Note, only users with the Administrator check box checked will be able to log into this Database Administration Tool. Depending on the size of your company, there should only be a select few who have administrator privileges to access this utility. Use this option wisely!

Use this screen to add other users to the system. Keep in mind that it is not necessary to have every Mailware user have a User Name on the client server. The Operators & Security settings in Mailware offer much more control over who has access to features than does the client-server engine.

Linking Users to Databases

Up to this point you have all your users added to the client-server engine. However, they will not be able to connect to the database(s) until they become Database Users. This is how you associate your users with your Mailware companies.

This is done through the Database Users tab.

First, select the Mailware database from the drop-down list on the left side of the menu box. Once this has been done a list of users who have access to this database will appear in the list box below.

To select a user that you want linked to this database select them from the drop-down list on the right side of the menu box. Once you have selected a user, in most cases you will check all of the Rights boxes below the User Name drop-down.

Click Save to complete the action.

Procedures

The procedures tab allows scripts to be run on a periodic basis.  To set up a procedure, click on the Procedures tab.

In the name field key in the name of the Mailware script preceded by Mailware followed by a colon.  So if the script that  you want to automate is called MyScript.mws, then the name would be Mailware:MyScript.mws.  The script will need to be installed in the Mailware data directory, not in the MailwareCS folder.

Note: The script will need to have all of the prompts removed before it can be run from the CS Engine.  To find out how to do that check out our Creating and Running Scripts help page

The following screen shows how the script name will look.

Click on the  button.

Procedure Users

In order to be able to run procedures in the client server engine you will need to assign a user to the procedure.  In normal circumstances this involves simply assigning the Admin user to the procedure.  To set  up a Procedure User, click on the Procedure Users tab.

Click on the procedure that  you want to run  from the Procedure drop-down list and then click on the Add button.  By default the Admin user will be selected in the User Name screen

Click on the  button to save the changes.

Events

The Events tab is where you set the frequency that a procedure (script) will run.  Click on the Events tab, you will get a screen similar to the one below.

To create a new scheduled event, click on the  button.  In the Event Information screen enter in the following information in the fields

• Name-Enter the name of the procedure that you want to run.  You will need to use the same naming convention that was used when the procedure was set up.  So if the script is called MyScript.mws, then the name would be Mailware:MyScript.mws
• Description-Enter an optional description of the procedure.
• Run Type-Select the frequency that  you want the procedure to run. The options are Once, Hourly, Daily,Weekly and Monthly.  In most cases you would select hourly.
• Starting/Ending- Select the date range that you want the procedure to run.
• From/until- Select the time that you want the procedure to run.  Depending on how long the procedure takes to run, you will need to allocate a large enough time window for the procedure to complete.
• Every- This is where you set the time span that the procedure.  In most cases you would set this to one hour.

When you have finished setting up the Event, click on the  button.

Other Useful Information

If you want to know what version of the client-server engine is running it is located on the title bar of the Server Administration Tool.

The Status tab also has a wealth of information on who is connected to the server. It also allows you to disconnect users or even start or stop the Client-Server engine.

The Log tab will display a detailed list of all the events that have occurred since the server was started. This is very useful if users are experiencing problems accessing the databases.

Client/Server is more secure and is much less prone to data corruption. Only the server accesses the data so if it is in good working order you will not see any data corruption. The workstations access it only via the server.

The following instructions are general in nature and may vary depending on your specific server configuration.

1. Download the full install of the version of Mailware that you are licensed for from http://www.mailware.com/revision-history/
2. When  you run the installer on your server make sure that you select the Client-Server option.
3. After the install is complete, create a folder on your system for each company that you will be running through client-server.  For example c:\MailwareCS
4. Share the new folder and give it full permissions to Everyone.
5. Copy the reports folder from your data directory to the new directory.  Normally this is c:\Mailware\Data\reports
6. Create a tools folder in the new directory.  For example c:\Mailware\CS\tools
7. Copy all of the Mailware Script files (.mws extention) into the new c:\Mailware\CS folder.  NOTE: Do not copy the Mailware Scripts into the tools folder.
8. Create a new file in the c:\Mailware\CS folder and call it clientserver.ini
9. Open Notepad or some other text editor and add the following to the new clientserver.ini file
   [Settings]
UseClientServer=1
IPAddress=127.0.0.1
Port=12005
HostName=
Service=
RemoteDatabase="Mailware"
10. Change the IPAddress= to be the IP address of your server.

To check your IP address click the Windows Start button then choose Control Panel (you may need to select Settings, then Control Panel). Double click Network Connections. In the dialog that opens double-click your network connection. In the dialog that opens click the Support tab which displays your IP address (Note: this is the IP address for the PC, not necessarily its IP for the Internet.).

1. Save the clientserver.ini in the c:\Mailware\CS folder.
2. To Ensure that the client-server is set up as a service do the following.
   1. Open a Command window (Start->Run->Cmd)
   2. Navigate to the directory that contains the client server file.  It will be in c:\Program Files\Mailware\20XX\CS Engine where XX is the version year of Mailware you are installing.
   3. Type the following command in the Command Prompt: dbsrvr /install
   4. If the client-server engine was installed correctly you will get a prompt similar to
   5. Below is an example of setting up the client-server as a service. 
3. To start the Service you will need to do the following
   1. Double click on the Administrative Tools from the Control Panel
   2. Double click on the Services icon
   3. Locate the Mailware Client-Server service, it will have the form  DBSRVR_MW_20XX_YYYY where XX is the version year of the software and YYYY is the build number.
   4. Click on the Start hyperlink to start the service.
4. On your server, click the Windows Start button and select All Programs>DBIASAM Additional Software and Utilities>Server Administration Utility.
   1. If you are installing Mailware 2010 or later the Server Administration Utility will be located under Mailware XXXX in the start menu.
5. From the Server Administration Utility
   1. Click on File Login to Server you will get a login screen. 
   2. For the default login use Admin as the User Name and DBAdmin as the Password.
   3. Click on the Databases tab and then the Add button.
   4. In the Name field that appears type Mailware. Browse to the directory that contains your Mailware data, then click Save (Note: You must name the database Mailware (or whatever you named it in the clientserver.ini file).
   5. Click on the Users tab and add as many users as you need.
   6. Click on the Database Users table and then click Add at the bottom.  Select one of the users you added from the pulldown that lights up.  Check all of the Rights to Grant and click Save.  Repeat this for all users.
   7. Close the Server Administration Utility.
      1. Click for more detail information on the Server Administration Utility
   8. Open Mailware and click File->New Database from the text menu.
   9. From the Open Database screen
   10. Click on the button
   11. Give the Company a name such as MailwareCS
   12. Click on the button and navigate to the c:\MailwareCS folder.
   13. Click on the Ok button after you have saved the location and then click Ok again to exit the Open Database screen.
   14. You should now get a login prompt similar to
   15. To test your connection to the Mailware database through the client-server use the User Name of Admin and DBAdmin as the Password.

NOTE: For setting up multiple companies:

1. Create a new database in the server admin utility, then
2. Create a separate folder for each company with its own clientserver.ini and,
3. Name the RemoteDatabase above to the same name as the db you created.
4. For all folders include a reports and tools folder to store reports and script shortcuts.

Scripts are stored in the same folder as the clientserver.ini file

Whats New in 2011?

• The ability to assign a Buyer to a supplier.
• Default FOB
• Default Terms
• Minimum Purchase and Free Freight amounts
• Discount %
• Credit Line

1. To access the Suppliers  feature click on the Setup Tab on the Mailware Explorer
2. Then select the Suppliers icon form the Mailware Explorer. NOTE: You can also access the suppliers screen from the Inventory option in the top navigation bar. 
3. This will display the Product Supply Vendors screen.
4. The interface is divided into three tabs Vendor Information, Products and Purchase Orders.
5. To Add a new Supplier/Vendor click on the button.
6. At this time you can key in all the vendor information that you need for your business.
7. To associate a buyer with the supplier select them from the drop down list.  If you need to add a buyer you can add them from the Operators & Security menu.
8. The button will launch your email client and populate the email address with the suppliers email address.
9. The Products tab will show all of the products for the selected supplier.  
   1. You can edit one of the products listed by clicking on the button.  This will open the Products screen with the selected product in view.  
   2. If you want to add a product from this screen click on the button.  A new record will be added to the products table with the selected supplier populated in the supplier field.  
10. The Purchase Orders tab will show all of the purchase orders for the selected supplier. 
    1. To edit one of the purchase orders on the list select it from the list and click on the button. 
    2. To add a new purchase order for this supplier click on the button.  This will create a new purchase order for the selected supplier. For help on purchase orders click here.
11. You can add new products or create new purchase orders by clicking on the icons from the top of the suppliers screen.

UNDER THE HOOD: The suppliers feature uses primarily the Suppliers table.  However it interacts with numerous other tables in the system including the Products and PO tables.  When the new supplier is added to the new system the SupplierNo field is autoincremented and when you finish adding the supplier information and click on the Save button, the data are added to the Supplier table.

When you click on the Products tab the software queries the Products and ProductSuppliers tables for all of the Products that are assigned to the selected supplier.

When you click on the Purchase Orders tab the software queries the PO table for all of the purchase orders that were issued to the selected vendor.

Whats New in 2011?

• Item level discounts (both Percent or Amount)
• Multiple Receiving Addresses

1. To access the Purchase Orders feature click on the Purchase Orders icon on the Mailware Explorer
2. This will bring up the Purchase Order screen.
3. To create a new purchase order click on the button.
4. Select the Supplier from the Vendor drop down list.  The list is populated from the Suppliers table.
5. The Vendor Name & Address fields are populated from the Suppliers table.  These are editable and can be changed if the vendor information is different.
6. The ship to address depends on the source of the Purchase Order.
   1. By default the ship to address information is pulled from the Company Info tab under Tools->Preferences.
   2. If the Purchase Order is a Drop Ship then the ship to address comes from the original order.
   3. You can set up multiple receiving addresses for orders that are not Drop Ship orders by selecting the Setup at the top of the Purchase Order screen.
   4. This will bring up the Receiving Address Setup screen. 
   5. To add a new receiving address click on the button and key in the address information in the fields.
   6. If you want to delete a receiving address select the address you want to delete and click on the button.
   7. When done adding multiple receiving address information click on the button.
   8. To select an alternate receiving address click on the button next to the Ship To field.  This will show a list of  the addresses to select from
   9. Select the address from the list and the selected address will be added to the ship to address fields.
7. Add any optional messages to the vendor in the Message field.
8. Add any FOB/Instructions to the FOB/Instructions
9. You can select the Required Dt from the mini calendar that pops up when the  is clicked.
10. You can select the Expected Dt from the mini calendar that pops up when the is clicked.
11. To add products to the purchase order, select the product field from the grid and start typing the product you want to add to the PO and the product list will start searching through the Products table to find a match.  NOTE: If you products database is large, you may want to use the Product Search feature to select your products.  Instead of keying in the Product No into the grid directly, press the F2 key and you will get the following screen.  
    1. You can add all the products to the Purchase Order from this menu.
    2. Select the products you want to add to the PO using  the Product Number, Description or Long Description fields and click the button.
       1. You can also use the full text search option by keying in  text tin the Full Text Search field and clicking on the button next to the Full Text Search field.  This option will search in the ProductNo, Description, Long Description and the Name fields for the text.
    3. Select the Product  you want to add to the purchase order from the product grid.
    4. Key in the quantity you want to order in the Quantity To Add field
    5. Click on the button.
    6. When you are done adding products to the purchase order, click on the button to close the Product Search screen.
12. If you get either a percentage discount or a currency discount you can key them in to the Percent or Amount fields. 
    1. If you key in a percentage the software will automatically compute the equivalent discount amount.
    2. You can also key in the amount directly into the item grid.
13. If you need to delete an item from the list, select the item from the grid and click on the  button.
14. Once you have completed adding products you can either print the Purchase Order from the Reports menu or Email the the Purchase Order to your supplier.

UNDER THE HOOD: The Purchase Order system uses the following tables: PO,POItems,Products,Suppliers and optionally the ProductSuppliers table if your products have multiple suppliers and the Items table if the PO is a drop ship PO.  When a new PO is created, a new record is added to the PO table, the PONo field is an autoincremented value that is added to the table.  The SupplierNo field is populated when the Supplier is selected from  the Vendor drop down list.  The Vendor drop down list is populated from the Suppliers table.   The Date field is automatically populated from the computers system date.  The ProductAmt,ShipAmt,TaxAmt and OtherAmt are populated from the Orders table if the PO is a drop ship PO.  The TotalAmt field is the total amount of the purchase order including any discounts that may have been applied.  The ExpectDt, PaidAmt, InternalNote(P.O. Number on the Purchase Order screen),PrintNote1 (FOB), PrintNote2(Message), Terms and RequiredDt fields are populated from the Purchase Orders screen.   The ShipCompany,ShipContact,ShipAddress1,ShipAddress2,ShipCity, ShipState, ShipZip are populated from the company information stored in Tools->Preferences Company Info tab for normal purchase orders or from the order shipping address information if the purchase order is a drop ship order.  The IsDropShip field is set to True if the order is a DS order otherwise it is blank.  The DropShipOrderNo is the order number that the drop ship originated from.  The SubtotalAmt is the sum of the products ordered not including any discounts, the DiscountAmt is the sum of any discounts and the ItemsAmt is the total of the PO with discounts.

Note: The InternalNote field in the PO table is used to store the PO number or optionally the Drop Ship PO number.  Drop Ship PO numbers are in the form PONo-OrderNo where PONo is the next incremental PO number and OrderNo is the Order Number where the PO came from.

When a product is added to the POItems table the PONo is copied from the PO that is being edited and the ItemNo field is an autoincremented field.  When either the product drop down or the F2 product search screen is activated the only products that are shown are those assigned to the Supplier that is selected.    When a product is added the ProductNo and Description data are pulled from the Products table.  The Ordered is the quantity ordered from the PO item grid and the ExpectedDt is pulled from the PO table.  The CostAmt is the Supplier Cost from either the Products table if multiple suppliers are not used or the ProductSuppliers table if multiple suppliers are used.   The TotlAmt is the quantity ordered multiplied by the unit cost (including any discounts).  The SupplierNo field is copied from the PO table and the ProductSuppliersNo field is the foreign key link to the ProductSuppliers table.  The ManufacturerID, SupplierProductNo, SupplierDescription and UnitDescription are populated from either the Products or the ProductSuppliers table depending on if multiple suppliers are used.  The BreakdownQty and SupplierMinQty are populated from the ProductSuppliers table.    The DropShipOrderNo and DropShipItemNo are the item number and order number foreign keys if the purchase order is a drop ship PO.  The DiscountPct is the dicount percentage and the DiscountAmt is the amount of the discount either computed from the DiscountPct or entered in the products grid.  The DiscountTotalAmt is the DiscountAmt multiplied by the number of products ordered and the TotalCostAmt is the Unit Cost of the product including any discounts.

Whats New in 2011?

• Item level discounts (both Percent or Amount)
• Product code scanning
• Product Serialization
• Cross Docking
• Administrative Override (This feature allows for administrative override of the item costs).
• Lot Numbers (This feature support lot number tracking for products including expiration dates).

1. To access the Receive Inventory feature click on the Receive Inventory icon on the Mailware Explorer
2. This will display the Receive Inventory screen
3. To receive a new shipment click on the button.
4. Select the Company that you are receiving the product from using the Vendor drop down list.
5. Add the optional invoice number in the Invoice # field.
6. Add the optional  invoice date in the Invoice Dt field.
7. If you have locations set up and want to select a default location where all of the items are going to be received to, select the location from the Default Location drop down box.
8. Select the Purchase order number you are receiving the inventory from the PO Number drop down list.
   1. If you are receiving inventory for multiple PO’s, Click on the button.
   2. This will bring up a list of all the PO’s for the selected vendor.
   3. To select multiple PO’s for the selected vendor, double click on the check box in the Use? column.
9. This will populate the items received list from the selected PO number(s) you selected.
10. If your product table contains UPC codes you can use a scanner to receive inventory using the Scan Product Code field.  To use this feature do the following:
    1. Place the cursor in the Scan Product Code field.
    2. Scan the UPC code from the product.
    3. After scanning the product code into the Scan Product Code field click the button.
       1. If you want to be prompted for the quantity received press F8 or toggle the button.  This will show a dialog box asking for a quantity every time a product is scanned.   If the button is not depressed (toggled) the quantity is defaulted to 1. 
    4. You can then repeat the process for all of the items that you are receiving for this PO.
11. If there is a discount (either a percentage or dollar amount)  for the item you are receiving, enter the value  in the appropriate discount field in the Items Received grid.
12. If there is an item that you are receiving that is not on the PO(s) that you selected you can add an item to the Item Received grid by clicking on the  button this will add a new record to the grid and you can select the product you want to add by either selecting it from the products table using the method(s) described in the Purchase Orders help topic.
13. If you add a product to the Items Received grid that you want removed you can remove the item by selecting it and clicking on the button.
14. If all of the item in the PO have been received in the shipment, click on the button.
15. Once all the items have been received from the shipment, click on the button.
16. If you need to adjust one of the items that have already been applied to the inventory, select the item from the list and click on the button.  This will add a new record into the Items Received grid from this point you can add to the quantity received by putting a positive number in the quantity field or  a negative number to the quantity field depending if you want to add or subtract the quantity received.  After the record has been changed click on the button again to save the changes to the Products table.
17. To use the new Cross Docking feature do the following.
    1. Make sure that you have applied all of the inventory using the button.
    2. Click on the button.
    3. This will bring up a dialog that displays all of the orders that have not been shipped that contain the products that you just received.
    4. The button queries the database for additional orders that have been added to the system for the products that had been received and not shipped.
    5. The button fills the orders in the list and prints out a R5104 Box Invoice report for all of the orders on the list.
18. If the product(s) your are receiving are serialized (see the Productshelp topic for set up instructions) you can scan in the serial numbers from the receive inventory screen.  To use this feature do the following.
    1. Ensure that you have received the inventory before scanning in the serial numbers.
    2. Click on the button, this will bring up the Add Serial Numbers screen
    3. Scan in the serial number of each product you are receiving and click on the button.
    4. If you need to remove an item from the list, select the item on the list and click on the button.
    5. Once you have scanned the same number of items that have been received the dialog will close.
19. The Admin Override feature allows an administrator to change a price of a product if it is greater than the price stored in the system.  NOTE: This feature is only available if If the security feature is turned on (See the Operators & Security help topic).
1. If the user receiving doesn’t have permissions to change the price of an item you will get the following error message when the button is clicked. 
2. To override the price changes, click on the button.
3. You will get a screen similar to the one below.  This will allow a user with administrative privileges to log in and authorize the price change.
4. At this point you can click on the button to update the inventory.
5. This will also update the Average Cost stored in the Products table.
20. Mailware supports Lot tracking, including expiration dates. You can specify Lot numbers during receive inventory for products you have set up to track as lots. To use this feature first set up your products that have lot numbers by opening the product screen and clicking the Stock Levels tab 
21. Check the box labeled “Track by Lots”. This product will also need to have “Multiple Locations” checked.
22. You can then create a purchase order (See the Purchase Orders help topic). For any items that have Lot Numbers you will be able to specify the lot number during Receive Inventory (See the Receive Inventory help topic). Receive Inventory as per the help topic. For items with a Lot Number you must specify at least a Location and Lot #. If you forget Mailware will remind you when you attempt to apply to inventory.

    Location – Select a location you previously set up in the Products help topic under Multiple Locations.
    Lot # – Enter the Lot # for this line item. You can do this on the fly as lot numbers do not need to be set up in advance.
    Lot Expire Dt –  Enter or select a date of expiration for this lot if applicable.
    Lot Note-  You can enter a short note for this lot if you like.

23. Click the  button to commit the stock counts. Your inventory will be updated with the Lot information in the Locations button on the Stock Levels tab of the product screen for each item.
24. As you sell items during order entry or import they will be automatically deducted from the Location and Lot # stored at the product level. The Lot Number is stored with the ordered item so you can run a report to see which orders and items are associated with a specific lot (Report R5552 Items Sold by Lot #).Note: When adding items to orders if the quantity exceeds the number available in a Lot you will need to create another line item for the remaining items (e.g., Lot 1 has 10 items. You enter a quantity of 12 for a product. Mailware will create a line item for a quantity of 10 for Lot 1. You can then add the same product again for a quantity of 2 and it will be deducted from the next Lot #).

UNDER THE HOOD: The  receive products feature interacts with a number of tables in the database.  They are the RcvInv, RcvInvIt, Products,Suppliers, PO,POItems tables and optionally the SerialNumbers table if item serialization is used.  The RcvInv table contains the fields that relate to the supplier that was selected and the Purchase Order(s) that were used.  The table also contains the InvoiceNo, Shipping,Tax,Item totals (ItemAmt), Totals (TotalAmt), the sum of the discounts (DiscountAmt) and the subtotals (SubtotalAmt). When you click on the New button in the Receive Inventory screen a new record is created in the the RcvInv table. The Vendor Name drop down is populated with the list of suppliers from the suppliers table. When the supplier is selected the associated supplier number (SupplierNo) is inserted into the new record in the RecInv table. The PO Number drop down is populated with a list of PO’s associated with the selected vendor. If only one PO is selected then that number populates the PurchaseOrder field in the RcvInv table. If multiple PO’s are selected from the Select.. button then “Multiple Selected” is inserted into the PurchaseOrder field. Once the vendor (SupplierNo) and PO(s) are selected the RcvInvIt table is populated with the product information from the purchase orders selected. The contents of RcvInvIt is displayed in the Items Received grid in the Receive Inventory screen.

If item serialization is used the serial numbers for the product are stored in a MEMO field in the RcvInvIt in the SerialNumbers field. In addition, the ProductNo, SerialNumber and fields relating the record in the RcvInvIt table to the one in the SerialNumbers table.

The Products table InStock and Cost fields are not updated until the Apply to Inventory button is pressed. When the Apply to Inventory button is pressed the Quantity received in the RcvInvIt table (Received) is added to the InStock quantity field in the products table. The average cost is also updated in the Cost field in the Products table.

When using the Cross Docking feature, the software selects all of the orders that have products on backorder that match those that are in the RcvInvIt table and populates the list in the Fill Backorders grid in the Cross Docking screen. When you click on the Fill & Print button the quantities on backorder are subtracted from the InStock field in the Products table and the items are moved from backordered to filled status.

The Email Notification system is used to notify your customers about orders, back orders,  purchase orders and more.  The email notification system uses the same SQL language that the Report Writer uses, so almost any data can be extracted and emailed to your clients.

1. To access the Email Notification feature click on the Email Notification icon on the Mailware Explorer.
2. Mailware comes with a set of pre-built email notifications that you can customize to meet your needs.
3. Notice that there is a Contact Log check box for each email notification type.  If this is checked the record of the sent message will be recorded in the customers log.  See Customer Contacts for more information.
4. To set up your email notification using one of the pre-built templates, double-click on the row that most closely matches what notification you want to send.
5. To set up your email notification you will need to find the following information.
   1. Mail Host: This is the internet address of your email service.
   2. Account Name: This is also called your email login name.
   3. Server requires authentication: This checkbox is almost always required for email authentication.
   4. Password: This is the password that you use to log in to  your email client.
   5. From Email Address: This is the email address that your customers will see.
   6. From Name: This will be your company name.
   7. Reply To Email Address:  This is only required if you want  your customers to reply to a different address than the From Email Address.
   8. Subject: In most cases you will probably want to keep this the same.
   9. Blind Carbon Copy: You can use this if you want the email notification to be sent to another recipient without the receiving party from knowing.
   10. Carbon Copy:  This is for sending out email notifications to another email address.
6. Click on the Message tab to customize the message that you send to your customers. This screen is divided up into three regions, the Header,Detail Records, and the Footer.    This is the text of your email message.  On pre-built email notifications you can use the existing text and change it to meet your needs.  You can also insert fields from the query that is defined in the Data tab.  To add additional data fields to the message you can type them in square brackets [] or select them from the button.
7. For example to insert an field into the Header, position the cursor where you want the field to be inserted and click on the to open the field menu.
8. Select the field that you want added from the list by clicking on it.
9. Once you have the layout that you want you can select the button to view all of the emails that match the criteria that you selected.
10. You can double click on any of the memo fields to see a preview of the actual email text.  Click the to close the preview and click the again to close the email preview list.
11. You can send all of the emails in a group by pressing the button from the Emails screen this may prompt you for a date range, an order or a PO number.   At this point you will see a list of the emails that are ready to be sent out.
12. If you want to send the all the emails on the list, simply click on the  button.  If there are items in the list that you do not want to send emails out on, simply double-click on the check-box in the Send field to un-check the box.
13. Once the emails have been send you will see a status message, a sent date and any error messages that may have prevented the email notification from sending out the message.
14. To create a new email notification click on the button and key in the email settings under the Settings tab.
15. Click on the Data tab and the following screen will appear:
16. This screen contains 2 main parts. The top half shows the SQL code that is used to select which customers receive an email and what information is available to be displayed in the email. You can edit it manually or use the report writer interface to create or edit a campaign.The lower half contains pulldown lists of fields available from the query. These are used to specify which fields are used by the email.
17. If you are creating a brand new campaign the SQL section will be blank. If you are editing a campaign text will appear in this section. If you know SQL you can edit it manually by clicking the checkbox next to “Manually enter SQL”.   You may prefer to use the report writer interface to create or edit your query.  To use it click the button.  A dialog similar to the following will appear.
18. You can create a query just as you would a report. For help creating reports see the help topic Modifying Reports. You can also load an existing report and edit it for your query. To do so click File>Open Report from the text menu and browse to the Mailware Reports directory (located under your data directory). Select a report and click Open.Note: Some report functions are not available for email queries. This includes prompts for dates and fields, @functions (Sum, Count etc.), layout page features and field formatting. Also, when adding fields do not include spaces in headers.
19. When you are finished making changes to your query click File>Save from the text menu (Note: If you load an existing report and make no changes to it you must use File>Save to save the query).
20. Click File>Close Report to exit the report writer dialog.  If you made changes to the query you will be asked to save the query.  Note: changes will NO T be made to any report you used to create the query.  Changes are only made to the email query, and are stored in the Email table in the SQL field.
21. You will be returned to the Data tab of the email campaign you are editing. You can now select fields in the pulldowns in the lower half of the screen. Fields are as follows:
    1. Group By – Use this to select a field by which results for the query will be grouped together. For example, if creating an invoice query group by OrderNo. This will list all items from an order within that order number.
    2. Email Address Field – Select the field the campaign will use for a mailing address. This is typically the email field from the Customer table. This field is required before you can Preview any results.
    3. Customer # Field – Select the field that contains the Customer #. This is used to associate the email with a specific customer account. The typical field for this is CustNo from the Customer table. This field is optional, but recommended.
    4. Order # Field – Select the field that contains the Order #. This is used to associate the email with a specific order. The typical field for this is OrderNo from the Orders table. This field is optional, but recommended.
22. You can at this point click on the button to see the records that will be selected by the query.  This preview does not show the actual email, that is available from the Message tab.
23. Click on the Message tab to create or edit your email text. Use the instructions above to create your email message. You can type any text you wish into the Header and Footer sections. The Detail section is used for repeating data (e.g., products from an order). Use the Insert Field button to add variables (customer name and information, items orders, prices paid, amounts due etc.).  When you are done editing the email click the button to save your changes.  Use the instructions above for Sending Emails.