Manager User Guide

Company Info

Once you receive your user name and password for your BeAware Manager tool you’ll need to login and use the left hand navigation to set up your store(s).  Go to: 

Manage > Stores/Taxes > Add a new store.

Fill in all fields with the correct information for a particular location. If this is your only location set this as the warehouse location as well. Add your return policy and any promotional text you would like to display on your receipts.

Update Store

To create different tax classes for your store(s), click the Create New Tax Classes link and follow the directions on the page.

When you add/edit a specific store you will be able to assign the tax classes you created to that store.  Assigned tax classes will be available for application to a sale in the check out process. 

Users

To add a new user or to manage every person that will have access to the POS & Manager areas, go to:

1. Manage > Users/Clerks > Add a new user
2. Use the check boxes to set the rights for each user. Note: At least 1 person should have Admin Rights. 

Product Categories 

1. Manage > Categories > input a category and click the Add button.
2. Click the sell on web button if this category is to be listed on your website.
3. Add any text you would like to appear about your product thumbnails (i.e. These products come assembled)
4. Add any description info in the meta section for better search engine listing.
5. Add subcategories that are to be under this main category and repeat the steps for the main category. 

 Multiple product receiving instructions:

1. Go to Tools > Purchase Orders > Receive Multiple Products. If you didn't use the PO system before, someone with admin rights will have to go into Manage > Users/Clerks and assign you rights to the access the Purchase Order tools.
2. To receive a whole new product: -Start typing the brand name of the first product you want to receive in the ‘Brand’ field and the system will start filtering matches from your existing brand list. If no matches come up, just type the new brand name and the system will create the new brand. - You can use the ‘Tab’ button on your keyboard to skip to the next field. Continue adding product info then click the ‘Add Product’ button. (Shortcut: You can just hit the ‘Enter’ button on your keyboard after entering quantity and the system will add the product to the list of products to receive.)
3. To receive inventory for an existing product SKU: (note: the lookup window does not currently work in Internet Explorer.) -Click the ‘Lookup’ link and start typing a product name to search for. -To add inventory to an existing SKU option, select the exact SKU you want to receive inventory for from search results. -Select your quantity to receive and click ‘Add Product’ button. -Click ‘Lookup’ again and other SKU’s for this product will be displayed. Choose another SKU or search for a new product.
4. To receive a new SKU for an existing product: (note: the lookup window does not currently work in Internet Explorer.) - Click the ‘Lookup’ link and start typing a product name to search for. -Choose any existing SKU for the product you want to add a new SKU to. -By editing any info in the size, color, wholesale price, retail price, or UPC field, then adding the product, a new SKU will be created. -Also, if you edit anything in the product name field, an entirely new product will be created. -If you mess up and accidentally create a new SKU or product, delete the product from the list and use the lookup to find it again.
5. Once you’ve added a product to the list of items to receive, the system will automatically kick the cursor back up to the size field, so that you can continue adding SKU’s, or you can create an entirely new product. You can always edit or remove products added to the list, using the appropriate buttons.
6. When you’re done adding products, click Save and Continue button.
7. Give this order a PO and Vendor name (this is important for future receiving reports), then click ‘Receive into Inventory’.
8. Click ‘Print Labels from Products Received’ to print labels for this order. 

Add Products individually

1. Manage > Products > Add a New Product
2. Select a Manufacturer name or type one in the input box.
   
   Input the Product name. Note: Only click yes if you intend to sell this product on your website and you are ready to upload a photo.
3. Select tax class from the drop-down menu.
4. Note: Non-Inventory is a selection for consignment or service products that you don’t want to keep any inventory on but still need to sell.
5. Select the appropriate category that this product should appear in.
6. Input text in the product description box that you would like to describe this product to your customers.
7. Use the HTML tools to format your text.
8. Upload Photos:
   1. Click browse button and find the photo that matches this product. Note: For photos you will need to use JPEG format and they should be at least 250 pixels wide. You can upload up to 3 photos for each product.
9. Edit different views or details of a product:
   1. Click Update Product and add an Option.
   2. After updating product, click cursor in Option Text, enter in option information desired
   3. If you want the option to be able to be sold online leave Sell on Web checked.
   4. Enter Retail price.
   5. Sale price: If you want to put product on sale, enter amount, if not enter 0
   6. Enter wholesale price
   7. Enter reorder trigger amount
   8. Enter reorder quantity amount
   9. Enter inventory amount
   10. Click Add.
   11. Repeat for needed options.

 
Printing Labels

Note: You can only print labels from an Internet Explorer Browser (will NOT work in Mozilla or other browsers)

1. Manage > Products > search for the product by Name and Category
2. Select product
3. Click PRINT LABLES
4. Enter desired number of labels in new window
5. Click print
6. Close window when done printing
7. Repeat if needed  

Update/Edit an Existing Product 

1. Manage > Products > search for the product by name and category
2. Select the product
3. Update anything you need to in this section and click update product.

Product Sale Prices (Sales Floor Full version only) 
This allows you set sale prices and sale duration for an entire product, category, or your entire inventory:

1. Manage > Product Sale Prices
2. Choose between two links at top to schedule/view/modify a sale by either category or by specific products.
3. Locate products/categories that you wish to set sale prices for
4. Set the duration of the sale.
   1. Note: if you don’t enter an end date then items will remain on sale on until manually edited.
   2. Note: If you do enter an end date for your sale, all products will be returned to their full retail price (not whatever price they were set to before sale).
5. Under scheduling links you can search by brand name and category for products that are currently on sale. 

Inventory Manager

The Inventory Manager is used to create and manage transfers of inventory between multiple stores within your Sales Floor system and to upload inventory counts from Scan Gun Data.
 

Transfer Inventory Between Stores (to create a new transfer)

1. Select your To and From stores, then click Select Stores button
2. Search & add products to the cart
3. Click Proceed to Checkout/Save Order button when all products to be transferred are added to cart
4. Select users who will be allowed to receive the transfer order and add any comments below
5. Click Finalize/Save Transfer
6. To include a packing list with the transfer, print it from View/ Edit Transfer link.

View/Edit inventory transfers

In this screen you can either edit transfers you’ve created or receive transfers that you have been allowed to receive. Click on the order you wish to view/edit/receive from the list (if you do not see the order, then you weren’t given rights to receive it).

Receiving Transfer Orders

1. Confirm/edit quantities of each item in the Transfer Contents
2. Add any comments you want in the comments box
3. Click receive order to complete transfer

Editing Transfer Orders (must be the person who created the order)

1. Add new products or edit quantities of products in cart
2. Click save button to save changes 
3. Uploading from Scan Gun Data
4. This is where you will upload your inventory counts from either an inventory scan gun or excel/notepad inventory data. 
5. Inventory data must be scanned and uploaded by product category.

Uploading your inventory files:

1. Click “Upload Inventory Counts from Scan Gun Data” link on Inventory Manager page
2. Where is says Instructions: Read These Carefully! click (show).
3. Store:  Select the store for which you are uploading inventory data.
4. Existing SKUs: set to Zero.
   1. Note: If set to Yes, all existing inventory will be set to 0 for every SKU in the selected category.  The data from your upload will repopulate the inventory for that category.  If set to No, the data from your upload will replace the data for only those SKUs in your data file--all other inventory numbers will remain as they are.
5. Category: Select the category for which you are uploading inventory data. 
   1. Note: this is only used when "Set Existing SKUs to Zero" is set to "Yes".  If used, it will reset all existing data for the entire category, including all sub-categories.
6. Inventory: This is where you paste in the data file from your scanner.  Be sure it meets the proper format as described below.
   1. Proper data formats: In each example, there should be no more than 2 columns of data. The 1st column must always be the SKU number, the optional second column must always be the QTY for that SKU.  See below:

Example:
2020
2031
2031
2032
2034
2035
2035
2020,1
2031,2
2032,1
2034,1
2035,2
2020
2031,2
2032
2034
2035,2

Shipping Manager

This is where you set your shipping rates and types that will feed directly into your website cart and POS cart (for Phone Orders).  You can also edit your Bill-To Country list here (Note: Rates must be set by ranges of an order’s total dollar amount):

1. Go to: Manage > Shipping Rates
2. Click ‘Edit Bill-To Country List’ link to select what countries customers are allowed to choose from when entering their billing info in your website’s checkout process.
   1. Note: You will see that there are default zones, locations and rates.  You can delete or edit these to shape this table into your unique shipping options.
3. Zones: Set up your ship-to zones (US, Canada, International options, etc.) by clicking Manage locations link next to each zone in the list.  You can delete a zone, add a new zone or edit an existing zone (including zone’s name) to set up where you want to ship your orders.
4. Rates: Click the Manage Rates link for a given zone to set up what kind of shipping options (Ground, 3-Day, Next Day, etc.) and the rates for each shipping option are available for that zone.
   
   1. Note: Make sure you set your dollar ranges of rates to start at $0.00 and go to the highest amount you anticipate customers ordering. Do NOT leave any gaps in the price ranges (i.e. If one rate is $0-$49.95, make sure the next rate starts at $49.96, not $50.00)You can add/edit/delete any of the existing rates and shipping options that are in here by default to fully customize your shipping rates/options.
5. Click the Save Rate button whenever changes are made.

Cross Selling (Sales Floor Full version only)

This tool is intended for Sales Floor users who also have a CompanyBE powered website.  Use the Cross-Selling Manager to create product suggestions by linking multiple products to a single product on your website.  These suggestions will be visible to your customers when they view products on your website.

1. Go to:  Manage > Cross Selling.
2. Using the search field, search for the product you want to cross-sell products with.
   1. Note: You can narrow your search using the category drop down.
3. Click on the product you wish to edit cross-selling features on.
   1. Product Name, Category, and Thumbnail image are shown on top.
   2. Related Products shows any products that have already been associated for cross-selling.
4. you can choose to remove existing products associated by checking the box by them, then clicking the Remove button.
5. Use category drop down menu to find additional products to associate.
6. Use check boxes to select single or multiple products to associate.
7. Click Add Checked Products button to associate selected products.

No further action is required, these products are now associated for cross-selling.  You may continue to add products from other categories using the category drop down menu, or return to Cross-Selling Manager screen to choose a new product to associate products to.

Manage Orders

Use this section to search for sales orders, view their details, and re-print receipts and packing lists.

1. Go to Manage > Orders.
2. Search for orders using any of the fields provided.
3. Select order from search results.
4. From here you can view order details and/or print receipts.

Customer Manager

Use this section to view or edit existing customer details or add new customers to your customer database. 

Warning: Users with Customer Manager rights can also manually edit store credits. 

Sales Reports

• End Of Day Report: Select desired day and store > Click Refresh.
• Monthly Sales Summary (Reviews monthly sales): Click on desired comnth to see daily totals.
• Detailed Sales Report: shows detailed information about items sold (i.e. units, skew, wholesale cost, retail cost, profit made, profit margin, tax collected).
  1. Select Start date.
  2. Select End date.
  3. Select Store.
  4. Select Tax class.
  5. Select web/ in-store/ phone (or any combo of the 3) sales only if desired.
  6. Select Category.     
  7. Select Brand.
  8. Click Refresh.
  9. If needed click on individual items in report to see actual transaction details (i.e. clerk, customer, date, etc.)

Sales Reports: Category Summary

Report shows overall category activity and details (i.e. units, SKU, wholesale cost, retail cost, profit made, profit margin, tax collected).

1. Select Start date.
2. Select End date.
3. Select Store.
4. Select Web order only (optional).
5. Click Refresh.
6. If needed click on categories to view category details.

Sales Report: Employee Summary

This report shows employee’s sales amounts.

1. Select Start date.
2. Select End date.
3. Select Store.
4. Click Refresh.

Sales Report: Transaction Summary

Report shows transaction amounts for different payment types.

1. Select Start date.
2. Select End date.
3. Select Store.
4. Click Refresh.

Miscellaneous Sales Data

Shows data from first transaction (i.e. # of orders, average retail order, total retail sales, total wholesale cost, total profit $, # of customers, # of repeat customers).

Customers: 50 Most Frequent Shoppers

Report shows customer name, order count and total sales for the top 50 customers. Click on individual customers to view customer order detail.

Quick Stats

Report shows quick reference to sales data (i.e. today’s sales/income vs. yesterdays sales/income, current month’s sales/income vs. last month’s sales/income, etc.).

Inventory

Report pulls computers inventory (i.e. total sku’s, total inventory, total retail value, total wholesale value.

1. Select Store.
2. Select Category.
3. Select Manufacturer.
4. Click Create report.
5. If desired click on individual items to product detail.

Employee Purchases

Allows you to track employees’ outstanding/un-reconciled purchases

1. Click on Employee ID to view transactions.
2. Click on Order ID to view order detail
3. If paid, select check box next correlated to that order
4. Click Mark selected as PAID/RECONCILED.

You may also search for employees by filling in pertinent information into relevant fields:

1. Enter employee's Last Name.
2. Enter their Employee ID.
3. Click Search. 

Employee Time Clock: Manage employees’ time clock

1. Fill in Start date.
2. Fill in End date.
3. Click Refresh date range.
4. Select employee.
5. Manage employee information as needed.

Web Trends Reports

You can view 3rd party reporting on your consumer website when applicable. 

Email Tool

The tips in this section will help you manage your email list, create and send emails to your list through the email tool. 

Please read the setup instructions on this page carefully.  Keep in mind, many email providers do not allow you to send mass emails.  Because of this and the fact that our tool has very limited capabilities against spam/junk blockers, we strongly recommend you use a 3rd party email sending service like iContact ( link: http://companybe.icontact.com ). 

Note: See Data Export section for help exporting your email list for 3rd party email services.

Creating email list:

1. To begin, go to Tools > Email Tool.
2. Once you have set up your email server info, the first thing on this page displays 2 sections of filters to narrow down the list you will be working with for the current email or list segment you wish to edit.
3. Once you’ve chosen your filters, click Get Email List button.
   1. Note: If you want all email addresses included, make sure you change the Purchase Filter to Ignore purchase history.
4. Click View/Edit List to manually pick which email addresses are included.
5. If you want to add email addresses, go to Manage > Customers and add a new customer.  If you enter an email address for any customer, they will now be available in the email tool. 
   1. Note: If someone receives an email from through the email tool, there is an opt-out for them to respond to that automatically removes them from the email list.  You can also manually opt people out in the Customer Manager.

Creating an email:

1. After completing above steps, click the Next Step button to create the email. 
2. Select the email address that will be displayed as the From email address.  This list is populated by the email address you enter for your store(s) under Manage > Stores/Taxes.
3. Next, enter a subject line for the email.
4. Finally, create your email the same way as creating a BLOG/News piece.
5. When you’ve completed your message, click send to send out your email. (May take up to several hours before all recipients get email, depending on list size.)

Note: It is a good idea to periodically copy your work into a Word or Notepad document in case you get timed out of the system.  To do this, click the Source button on the HTML editor, highlight all the source code text and copy (control/ command + c), then paste into Word or Notepad (control/ command + v).

Data Export 

Customer Data

1. Use the 2 sets of filters to narrow down which customer data you want to export. If you want to export all customers, make sure you change the Purchase Filter to Ignore Purchase History.
2. Once you’ve selected your filters, click the ‘Get Customers’ button.
3. Save the file created to your computer, via the link that appears at the bottom of the screen.
4. A tab delimitated text (.txt) file is created.  To manipulate this, we recommend opening it in Excel and saving it in any file format you wish.

Data Export: iContact

1. The first time you export your list for iContact, choose Ignore purchase history and Has email address filters only.
2. Open the exported file in Excel and delete all columns except the Email and Opt Out columns. Remove any addresses that have a 1 in theOpt Out column.
3. Choose File > Save As, name the file and choose .csv (comma separated value) for the file type, then save to your computer.  The file is now ready to upload to your iContact list.

Updating your email marketing list: Every time you want to update your iContact list, follow these same steps, but choose the last date you updated your list from the Added On/After Date filter when selecting your export filters. 

Google Base Product Feed: Only use  if you have a consumer website (see Web Tech Document for details).

Employee Schedule Tool

This tool allows you to set up a calendar with your employee schedule that all users can view in the POS.  You can add an employee shift one at a time, or you can create a work week for each employee that can be applied to any given week. Once a work week is applied for an employee, you can still go in and edit individual shifts.

1. Click Build/Edit an Employee Work Week link to create a typical week’s schedule for an employee.
2. Select an employee from the list and click View/Edit Schedule button, then set and add shifts to desired days of the week.
3. Once you have your work week’s setup, return to the Employee Schedule page.
4. Now you can apply work weeks that you’ve created or manually add shifts to the calendar.
5. Click on any existing shift on the schedule to edit it.
6. You can change the times or click ‘delete’ button to remove it from that day. 

Send/ Read Messages

This is where you can send and receive email style messages from other users within the Sales Floor system:

• My messages – This screen shows you a summary of all your messages up top and all of your received messages below.  Unread messages are shown in bold text.
• Click Compose new message link to create and send a new message.
• To view sent messages, select Out-Box from the Current Mailbox view on the My Messages page. 

Log Out

We recommend that you log out any time you leave your computer.