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RMSify: User Guide - Retail Technology Limited

1. Long Text For a long text field Quick Editor will show an expanded text box to give you more visibility over what you are typing mLookupCoc Description Dim1 Dim2 Dim3 Collection Tags New Weight Web Price 15002 Girls 15 Bike i ia Everything 0 74 95 15100 Football Everything 0 8 95 15120 Soccerbal Everything 0 8 95 25000 Infant Pajamas Large Blue Bears Pajamas Childre 0 j 25000 infant Pajamas Lage Bue Kittens Pajamas Chidren Clothing 25000 Infant Pajamas Large Blue Moons 25000 Infant Pajamas Large Pink Kittens 25000 Infant Pajamas Large Pink Moons 25000 IfartPajemes Large Red Bears 25000 Infant Pajamas lage Red Kittens 25000 Infant Pajamas Large Red Moons 25000 infant Pajamas Large Yelow Bears 25000 Infant Pajamas Large Yellow Kittens 25000 Infant Pajamas Large Yelow Moons 25000 Infant Pajamas Medium Blue Bears NNN 7 nr Psiamse pea Pha Kitano ln miara n tua un Short Text For a shorter text field simply enter edit a value in the box Gifs 15 Bike i Football Soccer bal op Infant Pajamas Lage Blue Bears Chldrens Infant Pajamas Large Blue Kittens Infant Pajamas Large Blue Moons Number Numeric fields work the same way as short text boxes but restrict you only to numeric values mLookupCoc Description Dim1 Dim2 Dim3 Collection Tags New Weight 15002 Gifs 15 Bike i Everything o 15100
2. Description Dim1 Dim2 Dim3 Web Size rene Girs 15 Bike T di Store Operations Pictures Organize v New folder A sr Favorites de Downloads 25 Dropbox El Recent places UN Desktop F 4 y background jpg basketball jpg basketball3 jpg bball2 jpg boysbike jpg File name Pictures bmp jpg In a field where you are limited to the values you can enter you ll get a drop down box to pick the option you need mLookupCoc Description Dimi Dim2 Dm3 Department SaleStartDa 15002 Girl s 15 Bike Sporting Goo 01 01 1900 15100 Football Sporting Goo y 01 01 1900 15120 Soccer ball Sporting Goo 01 01 1900 25000 Infant Pajamas Large Blue Bears Infant 01 01 1900 25000 infantPajamas Large Bue Kttens Act 25000 Infant Pajamas Lage Blue Moons 25000 _ Infant Pajamas Lage Pink Bears 25000 _ Infant Pajamas Lage Pink Kitens 25000 Infant Pajamas eS 25000 Infant Pajamas Lage Red Bears t Version 6 0 0 RMSify User Guide k3 retail instore online mobile 6 4 2 Apply To A Range When you have modified Or not a piece of data in Quick Editor you can apply the change to a range of cells in the same column First click the cell you want as the Source and drag it up or down the column to select the range aes ooo 00 0 ow cen i
3. this product Drag to reorder images ALT Choose images ALT RMSify will assign the first image it uploads for the matrix as being the Featured image If you want to alter this you need to do so through the Shopify back end Unfortunately there is no link between the component items and the images themselves you can t link a specific colour variant to a specific image directly It is possible with the aid of a third party app Search the Shopify App Store for Variant Images but that is outside the scope of this user guide and the application Images MUST be unique per product If you have the same image linked to two products in RMS then RMSify will error whilst uploading the second image because Shopify can only link one image file name to one product If you change or delete an image for a product then unfortunately Shopify will retain the linked image for the product You will have to remove the picture from the Shopify back end manually to stop it showing on your web store Page 62 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile Unlike in standard RMS RMSify allows you to assign more than one image per item Firstly you would need to create a Custom Field See section 3 9 and then you would then need to assign the pictures to the products using Quick Editor See section 6 RMSify will always upload all pictures attached to custom picture fields It will however o
4. No change in Tax Rule Selling Price ag No change in Automatic RMS Sale Pricing Rule Weight ag No change in Split Matris by Dimension 1 Product Vendor a Syncing new products ana tata ag New product Mug of tea created in Shopify Variant 1 ag Syncing product details Variant 2 7 Syncing product images Variant 3 af Syncing product variants ag Syncing product collections ag Syncing product metafields Picture ag Checking if any Shopify products are deleted from RMS Picture Alt Text AD Product Clarks Desert Boot exists in Shopify but has been marked as Hidden as AD Product Football exists in Shopify but no longer exists in your RMS database A Product Football Wilson exists in Shopify but no longer exists in your RMS datab Age Group hd ag Synchronisation Complete Default Web Store Sync Sync z Tags Collection SE ST lt 0 S70 T SD T lt 0 ST 0 T ST lt 1 T lt I If you ever close the application you will find it running in the Systray near the clock You can also access it through right clicking and choosing Restore Restore g Update stock Quantities B Exit a g BS D Customize E noh INS 2013 06 13 4 28 PM 2013 06 13 Be i ENG By default RMSify synchronises all items which are enabled as Web items in RMS However this can be further configured using the Web Item Filter to choose a more specific range of prod
5. Value UK So the end result is 5 UK Or you could like the example below suffix it with an existing field The example below would suffix the Web Size 5 with the Vendor Clarks Page 101 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile Clarks Text Functions Find Replace 7 Insert Before Insert After Overwrite Options Field Vendor ka owe N Page 102 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile Overwrite The overwrite function will replace the entire contents of the field you selected with the value field you choose This function is particularly useful as a Copy function as you can quickly replicate the contents of one column into another The example below will overwrite the Web Size field with the contents from the Dim 2 field Functions Find Replace Insert Before Insert After Overwrite Options Field Dim Value And the result is as follows Pe Oe ii Field Description Value One Size Apply To f This Matrix This Matrid Dimension Entire Column Apply Close Page 103 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile The result is as follows 6 5 Save Changes are not commited to the database until you click the Save button This means
6. So if you believe you may want to use that data at a later date please make a backup Please see Section 6 Quick Editor for instructions on how you can quickly and easily modify all of your RMS item data including populating and modifying the data in your custom fields 3 9 2 Shopify Meta Fields In order to add a Shopify Meta Field click the relevant tab on Custom Fields screen which you can access through the Tools gt Custom Fields menu The screen displays the Meta Fields you already have configured in your RMS database though this screen may be blank if you ve not used this feature before k3 Custom Fields Namespace Key Type global title tag SEO Description global description_tag String Screen Size global screensize String Apply meta fields to variants Any Meta Fields you already have in Shopify will not appear here If you want to map data to existing Shopify meta Fields you will need to configure them in RMSify with the same parameters with which they are already configured in Shopify Page 50 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile To create a new Shopify Meta Field simply press the Add button You can then enter the necessary parameters into the form k3 Add Meta Field Age Group For further information on how to configure these Meta Fields you will need to consult the Shopify documentation http www shopify co uk technology 3032322
7. Sync Buttons When one of the relevant Sync buttons is pressed data will be syncronised between RMS and Shopify in the direction that you choose Only fields which have a check in the box will be synchronised Sme sm They will only synchronise new or changed data Page 14 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 2 8 Go To Webstore This button takes you directly to the administration area of your Shopify web store You will still need to log in using your registered username and password Go To Webstore If you are using the Multiple Web Stores feature the button will take you to the administration page of the webstore selected in the Sync drop down box A A E d Default Web Store v Page 15 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 2 9 Choose Web Store If you are using the Multiple Web Stores feature then the Sync screen has a drop down box listing the web stores you have configured Picture net Collection net Default Web Store 7 Sme Sme Default Web Store Pressing the Sync button will sync data for the web store selected in this box only Page 16 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 2 10 Web Orders This section lists all of the web orders which have been downloaded to RMS and are awaiting picking and processing With an order selected you can perform a task wi
8. if you unmark all items of a particular as web items RMSify will delete that variant from Shopify Page 64 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 4 7 Stock Update If you are tracking your inventory or stock levels with your Shopify store Please see the Rules section for details you need to synchronise the data on a regular basis We advise you schedule the stock to be updated automatically See 4 7 however you can update it manually at any time by right clicking the RMSify icon in the bottom right hand corner by the clock and clicking Update Stock Quantities Restore Update Stock Quantities Exit i w Pe Sy 3 ENG Sa 14 06 2013 If you are using the Multiple Web Stores feature it will update the stock quantities for each defined web store one at a time For more information on the Multiple Web Stores feature see section 4 9 Page 65 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 4 8 Scheduled Stock Update In order to maintain accurate stock levels its important that these are updated as frequently as possible and appropriate for your business RMSify can perform this task for you automatically Click Tools followed by Scheduled Stock Update RMSify uses a Windows Scheduled Task to do this k3 Task Scheduler Task Name RMSify Stock Update Repeat Task Every Daily Enable You can choose whether or not you want to make u
9. the Shopify App Store Use Stock From Store In an HQ environment you can choose where the inventory quantities on your website will be taken from Either single store Which will be the store Page 67 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile you process the orders in or All Stores This option is not configurable in a Single Store environment Sync Data Store In an HQ environment you can choose where the product data will be uploaded from Either single store Which will be the store you process the orders in or All Stores Typically this will always be HQ but please see section 3 1 1 for full details This option is not configurable in a Single Store environment Order Processing Store In an HQ environment you must choose the RMS store which will process the orders for this web store Only the store selected here will be able to process the web orders for this web store This option is not configurable in a Single Store environment Selling Price You can choose an alternative selling price for each web store Choose the price field you want to use Compare At Price You can choose an alternative selling price for each web store Choose the price field you want to use 4 9 1 Add a Web Store Clicking the Add button along the bottom will create a new record in the table for you to enter configuration details for your new web store k3 Multiple Store Settings E x Use Stock From Test 3 At
10. Amounts Manager Fights Allowed to access Pricing Allowed to change tax status Allowed to perform Ho Sales Allowed to perform Drops and Pay Outs m K E K 8 4 81 8 Page 79 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 5 2 Customers When you download web orders it will automatically create the customers in RMS for you if they don t already exist It checks if they exist based upon their Shopify account number or email address If it finds a match it associates the web order with that customer otherwise it creates a new one Purchase History Account Information Additional Shipping Address Customer Options Customer Information Account Number fi 29761819 Title First Mame m atthew Last Name fwan Address Information Company RTL Telephone 0044 0845 4504906 OOO Address i3 wesses Park 000000 Fas Number Po oOo O O E mail Address matthew it mai com E City Sometton Stake Somerset Zip Code Somerset Country United Kingdom Cancel Help If you have a field mapping defined for additional information to be retrieved from Shopify it will map it to the relevent field See section 3 6 for details These are displayed in the Additional tab in RMS Billing Information Shipping Address Customer Options Purchase History Account Information Additional Additional Information Marketing Emails true Cancel Help Page 80 of 107 Vers
11. Experts advertise their services If you re looking for a designer this should be the first place to come Shopify Job Board http forums shopify com categories 11 If you re looking to hire someone for a custom theme for example you may want to post an advert here Registration required Shopify Forum http forums shopify com The Shopify Forum allows you to post and interact with other Shopify users share knowledge and experience and get help Page 105 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile Appendix B Payment Gateways Shopify supports the following payment gateways You will need to sign up an account and obtain the relevant details needed for Shopify The details required won t be available in Shopify until you choose your gateway This list also states if the provider has a test mode available or not Please note Merely signing up for these accounts may not be enough To get full instructions on the steps required to use the provider with Shopify choose the provider in the Checkout and Payment section of your Shopify Admin It tells you what you need to do for that provider List correct as of 2 February 2012 United Kingdom Cardstream http www cardstream com Test Mode Chronopay http www chronopay com Datacash http www datacash com Test Mode DirectEBanking http www directebanking com Iridium http www iridiumcorp co uk Nochex http www noc
12. HO to get a customer s open As Enable global customers for multi store Mew customers default as global customers Prompt for customer selection Require customer selection tor orders Require customer selection for quotes Require customer selection for sales C General options 3 lem options POS options K ome OOOO Captions Cancel Help Page 81 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 5 3 Print Picking List Pressing this button with a web order selected in the list will print a picking list to the OPOS printer defined for the installed register This can then be used by the cashier to go and find the products they need to dispatch k3 RMSify Web Orders Web Orders Order Name Order Date RMS Customer Name Shopify Billing Name Order Value Status 1031 18 04 2015 07 47 35 PEREA 10 99 Open fh Get Web Orders Print to Windows Printer HP Photosmart 5520 series Print Pick List PICKING LIST Order 1061 Order Date 19 11 2012 12 06 53 Customer Name Ijhvlj vkjv Customer Phone ITEMS SS e ea a e o Se e oe ee a a ee e a a TTT eem en eo e a s S ee e e e SS SS SSS SSS Falon Jean Dark Blue 1 Warrior Tee Light Blue 1 Warrior Tee Dark Blue G 1 Briona Top Beige 6 1 50 00 1 1 1 Borda Jean Blue 34 Borda Jean Blue 34 Borda Jean Blue 28 60 00 TOTAL 7 340 00 SALES TAX 0 00 If you want to inst
13. Inc Wide World Importers The filters work on a Do Not Use Use basis On the left hand side is the list of paramters you don t want included in your filter The right hand side shows parameters you do want to use You can toggle the positioning of the parameters using the Use and Do Not Use buttons Use All Use Like Use Don t Use Don t Use Like Use None To make things nice and easy for large lists you can use a Use Like and Don t Use Like and it uses an asterisk wildcard filter as part of that feature too Page 72 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile The filters are completely cumulative and you can filter using as many tabs as you wish For example if you then wanted to additionally filter by Department simply click the Department tab to continue building your filter Dimension 1 Dimension 2 Dimension 3 Bin Location VAT Rate Item Type Supplier Department Category Subdescription 1 Subdescription 2 Subdescription 3 Item Matrix Item l EA Do Not Use List Use List Remote Control Further more the filters are Reactive That is when you click an additional filter tab it will only show you parameters that also meet the filter which has been built up so far 4 11 3 Filter Script The filter script box shows you a quick overview of the filters you have applied saving you from clicking each individual tab to wor
14. Iw Product Title Iw Product Type Ca Product Vendor we Selling Price E Weight E Varant 1 E Variant 2 E Varant 3 E Picture Collection L Default Web Store Sync Page 57 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile If at any stage you are unsure what the Field To Sync is mapped to in RMS you can hover you mouse over the field name and the tool tip text will explain it to you rather than having to go into the settings gt Helds To Sync SKU Product Title A odur Product Vendor net Rule Selling Price Ca Weight a E opify Variant 1 we ypify Varant 2 y opify Variant 3 net y a0pify Picture ye Collection net Default Web Store Sync yify are deleted from RMS o Shopify requires that Product Title Product Type and Product Vendor are always included in synchronisation so cannot be deselected o When you alter a products Collection either through amending it in RMS or re mapping to a different field RMSify will create attach it to the new collection but retain the link to the old collection This would need to be removed manually Q RMSify uses the Last Updated field in RMS It will only synchronise data where the last updated date time is more recent than the date time of the last synchronisation Page 58 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 4 4 From Shopify There are occasions when you may have edite
15. Taxes Shopify uses a Destination based taxation system You must define the tax rate your customer must pay dependent on the delivery location and also if your prices include tax or not This is configured in your Shopify back end Preferences gt Regions and Taxes and you can see our Shopify Getting Started guide for more information Page 38 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile Tax Rates Destination Country Tax rate Sub Regions tax rate A list of all the tax rates for the countries you ship to Rest of World 0 To add a country to this list go to Shipping settings and ata United Kingdom 20 click on Add a country Tax settings Include taxes in prices lf the checkbox below is selected all taxes will be calculated using this formula Tax Tax Rate Price 1 Tax Rate Example 1 00 at 20 VAT will be 017 rounded Change the way Shopify calculates taxes on your store All taxes are included in my product prices C Charge taxes on shipping rates From a product perspective the only thing Shopify needs to know is if the product being sold online should attract sales tax or not In order to cater for all posibilities in RMS we defined the following rules to be applied during sync want Shopify to charge taxes for All items All Items All items uploaded will be marked as taxable No Items All items uploaded will be marked as NOT taxable Sales
16. a Custom POS Button on the POS This button is automatically created upon the launch of RMSify Sync This is shown below k3 RMSify Web Orders Met Orders Order Name Order Date RMS Customer Name Shopify Biling Name 16 04 2015 07 47 35 Louis Walsh Simon Cowell 10 99 Open 1 Get Web Orders Print to Windows Printer HP Photosmart 5520 series Print Pick List omplete Order Page 7 of 107 Version 6 0 0 RMSify User Guide 2 1 Menus k3 retail instore online mobile The menus allow you to access various tools and functions within the application File gt Database Settings File gt Exit Options gt Settings Options gt Backup Database Options gt Require Login Updates gt Check For Updates Tools gt Scheduled Stock Up Tools gt Multiple Web Stores Tools gt Web Item Filter Tools gt Custom Fields Tools gt Quick Editor Tools gt Print Logs Tools gt Delete All Custom Tools gt Delete All Images Help gt About Help gt Read Manual Help gt Send Logs Help gt Support Forum Page 8 of 107 This will let you switch between RMS databases This will exit the application This will take you to the settings screen to configure the software This will backup the database the application is using This will toggle if you are required to log in to the app or not This will update the software to the latest version This will allow you to schedule an automatic stock quantity
17. name Functions Find CLA Replace f Insert Before Insert After t Overwrite Options Field Vendor vr TI fo Insert Before Insert Before will prefix the field you have selected with the value field chosen including a space In the example below it will prefix the Web Size 5 with the word UK Description Dim 1 Dim Dim3 Web Size LA Desert Boot Bla Black 5 5 Text Functions Functions Find Replace Insert Before C Insert After Overwrite Options gt Field Description f Value UK And the result is UK 5 is it includes a space Dim Dim Dim3 Web Size Bek 5 could also if necessary choose a field name to Insert Before The example below will change web size 5 to Clarks 5 as the Vendor name is Clarks Page 100 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile E Text Functions i Insert Before Insert After Overwrite Options Field Vendor Value Insert After The Insert After function behaves in a similar way to Insert Before but appends the end of the field instead Including a prefixing space In the example below it would suffix the Web Size 5 with the word UK ition Ven On Dla Text Functions Functions Find Replace 7 Insert Before Insert After Overwrite Options Field Description
18. new products daidan ag New product Mug of tea created in Shopify Variant 1 ag Syncing product details Variant 2 af Syncing product images Variant 3 a Syncing product vanants ag Syncing product collections ag Syncing product metafields Picture ag Checking if any Shopify products are deleted from RMS Picture Alt Text A Product Clarks Desert Boot exists in Shopify but has been marked as Hidden as F Product Football exists in Shopify but no longer exists in your RMS database AD Product Football Wilson exists in Shopify but no longer exists in your RMS datab Age Group ag Synchronisation Complete Default Web Store 41 lt 1 lt 1 4 Tags 41 41 1 Collection la This will connect to Shopify and start comparing the data you have in Shopify with the data you have in RMS Where it finds a difference between RMS and Shopify and the item has been modified since the last synchronisation it will update Shopify with the data that is in RMS If you are using the Multiple Web Stores feature then you must make sure you have selected the store you want to Sync to using the drop down box For more information on this see section 4 9 RMSify will only update fields which have their boxes checked on the sync screen For example if you know you have only made changes to the Mapped Description field uncheck all other boxes and it will not synchronise that data Fields To Sync To Shopify SKU
19. no stock CANNO a No change in Shipping Address Rule a No change in Tax Rule Jag No change in Automatic RMS Sale Pricing Rule af Creating new products ag New product Basketball created in Shopify ag New product Boy s 15 Bike created in Shopify ag New product Gin s 15 Bike created in Shopify ag New product Infant Pajamas created in Shopify ag New product R C Glider created in Shopify 7 New product Small Baby Doll created in Shopify a Syncing product details af Syncing product images f Syncing product variants af Syncing product collections ag Checking if any of the products on the shopify are deleted from RMS ag Synchronisation Complete o If you double click an error in the log it will show you the full details of the error which can often be much more helpful when deducing the cause of the issue or warning K3 RMSify Sync 02 10 2015 11 34 02 amp Product Clarks Desert Boot exists in Shopify but has been marked as Hidden as it is no longer a Web Item in RMS If you need to send these log files to K3 for analysis then use the Help gt Send Logs menu Page 10 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 2 4 Sync Section This area lists the different Shopify fields which RMS can sync with These make use of the field mappings which are defined in the configuration At any time you can
20. out what is filtered and what isn t Filter Script 2013 06 14 10 46 4M Supplier Blue Yonder Airlines Vat Rate All Department All Categor All Season All Bin Location All 4 11 4 Buttons When you are happy with the filter you have created modified you can press Save If you want to reset the filter to defaults and start over click the Clear button Save Clear Page 73 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 4 11 Tools 4 11 1 Scheduled Stock Update Please see section 4 7 4 11 2 Multiple Web Stores Please see section 4 9 4 11 3 Web Item Filter Please see section 4 10 4 11 4 Custom Fields Please see section 3 9 4 11 5 Quick Editor Please see section 6 4 11 6 Print Logs When you are synchronising data the log screen can give you some useful information when you have issues This tool prints out the log from the user interface to the windows printer you choose to help you troubleshoot and fix the synchronisation issues 4 11 7 Delete All Custom Collections During the staging process you will be synchronising a lot of data and seeing how it gets uploaded This can create numerous Custom Collections in Shopify In order to keep these tidy prior to going live you should do a clean sync This involves first deleting the custom collections K3 RMSify Sync li This tool will delete all of your Shopify Custom Collections This is F perman
21. see what field is mapped to it by hovering the pointer over the field name Helds To Sync SKU Product Title a Description W y Description is mapped to Extended Description for Standard Items and Extended Description for Matrix Items odu Froduct Vendor Rule Selling Price lw Weight r f opify Variant 1 ya ypify Variant 2 wr iopify Variant 3 iv j pa Collection Fj Default Web Store Sync Sync yify are deleted from RMS Page 11 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 2 5 To Shopify This column allows you to pick which fields you want to update in Shopify when you press the Sync button It will only update fields in Shopify which have a check in the box To aa Off Cells which are shaded out are required fields that you can not toggle so will always synchronise with Shopify Page 12 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 2 6 From Shopify This column allows you to synchronise data back from Shopify into RMS when you press the sync button It is designed so that you can make the most of Shopify s WYSIWYG editor and apply rich formatting to your product description and product pages Cells which are shaded out are required fields that you can not toggle so will always synchronise with Shopify Page 13 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 2 7
22. the selected supplier Department Will return items which are assigned to the selected department Category Will return items which are assigned to the selected category Season Will return items which are assigned to the selected season Web Items Will return items that are members of the selected Web Item Filter 4 10 Search String Will return all items where it finds the given text in the description Exclude Inactive Will exclude any items marked Inactive in RMS Show Items With Stock Will only show items if there is a positive on hand quantity for the product Show Items On Sale Will only show items with a current Sale Start Date End Date Show Disc Applied Will only show items where they are a member of an RMS discount When you have chosen your filter option press the Apply Filter button To clear your filter and start over press the Clear Filter button O As Quick Editor can consume a lot of system resources on larger databases you must choose a filter of some kind in order to show some data If you are happy to accept there are performance issues you can simply enter into the search string box to return all items This is at your own risk Page 90 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 6 2 Data Grid This is the main area where the data is displayed It will be blank unless you have applied a filter There are two types of column The read only columns are Green and Yellow an
23. web Order Receipt AMS Transaction Customer Account RMS Cashier Caption Picked By RMS Reference Caption web Order Number RMS Comment Caption Order Notes Show Customer Address True Show Line Discounts True Show Tax Details False Show Barcode True Show Logo True Show Comments True Show Duplicate True Show Customer Account Balance True wh ales ine Calar Save As Open Print RMSify Webstore eb Order Receipt tp www rmsify com eb Order Number 987654321 support rmsify com RMS Transaction 123456 Customer Account 0000001 J 2934 N Mai sel Page 1 of 1 F Woodioeie WA 83743 Date 11 10 2012 Time 15 47 18 Picked By Alex Nayberg Register 1 egonyA t enEr ShipTo Gregory W eber 39392 Ninth Ave 9392 Ninth Ave Redmond WA 93893 Redmond WA 93893 425 555 0129 425 5550129 Order Notes Sample Comment 11200 RIC Glider 1 149 99 149 99 11212 R C Train 1 94 99 94 99 15001 Boy s 15 Bike 1 79 99 79 99 15100 Football 1 9 99 9 99 GC Gift Card 1 0 00 0 00 m p OK Cancel Help The receipt template can be assigned to any RMS register to either receipt printer 1 or 2 You can configure this in Database gt Registers gt Register List Lookup Number Pole Display weight Scale Mi 1 Register 1 _ Page 46 of 107 Delete Copy Version 6 0 0 RMSify User Guide k3 retail i
24. www moneris com Moneybookers http www moneybookers com Nelix Transax https www nelixtransax com NetBilling http www netbilling com NetRegistry http www netregistry com au Ogone Directlink http www ogone com en Solutions Payment 20Processing DirectLink aspx PayboxDirect http www paybox com PayJunction http www payjunction com Paypal Payflow Pro http www paypal com PaySecure http www commsecure com au paysecure shtml Plugn pay http www plugnpay com Psigate http www psigate com Quickbooks Merchant Services http payments intuit com Test Mode Quickpay http quickpay dk Sage Payment Solutions http www sagepayments com SecurePay http www securepay com SecurePay Australia http securepay com au Test Mode SecurePayTech http www securepaytech com SkipJack http www skipjack com Test Mode Stripe https stripe com TransFirst http transfirst com Trust Commerce http www trustcommerce com USA ePay http www usaepay com Valitor http valitor is Verifi http www verifi com Viaklix http www viaklix com Test Mode Wirecard http www wirecard com Worldpay Offsite http www worldpay com Test Mode Page 107 of 107 Version 6 0 0
25. you can work away on your data without committing any changes to your database However if you choose not to save data and you force quit the application or it crashes you will lose such changes So we recommend making a backup prior to using Quick Editor and then saving data regularly to prevent you from losing your work If you are using Headquarters when you try to exit Quick Editor it will offer to create the relevant worksheets for you Quick Editor is clever and only create the appropriate worksheet styles for the products which you modified If you want to create these worksheets you can press Yes You have made changes to the orignal values Do you want to create Worksheets No Once created you will then be asked if you want to Approve them If you are happy to approve them then you can press Yes Page 104 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile Appendix A Link Directory RMSify Support support k3retail com Support for the RMSify software Shopify Wiki http wiki shopify com Main Page Full documentation on Shopify from start to finish Includes theme design and development in a language any designer can understand Shopify Support http support shopify com If you need help with any aspect of Shopify then this is their knowledgebase and support ticketing website Registration is required Shopify Experts http experts shopify com This is where the Shopify
26. 1 2013 06 14 9 48 34 4M Mv rosoft Dynami dar Manatees aah Bill To i hipping Information Matthew Warr Matthew Yarr Carrier E Web Orders RTL RTL Service 19 Wessex Park 19 Wessex Park Charge Somerton Somerset Somerset Somerton Somerset Somerset Tracking Notes Item Lookup Code Description Quantity Price Extended Tax Rep 15001 Boy s 15 Bike 1 79 99 79 99 S N 11200 R C Glider 1 149 99 149 99 WEBSHIPPING Shipping 1 10 00 10 00 O Y F1 Help F2 Lookup F3 Calculator F4 Journal F5 Open Close FE Calendar E F7 Set Customer F8 No Sale F10 Drawer F11 Recall F12 Tender RMSify does not actually complete the order in Shopify until it has been tendered through the POS against the defined Web Tender Page 20 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 3 Configuration All configuration is completed through the Sync application This is the application that is launched when you select Start gt All Programs gt Retail Technology Ltd gt RMSify Alternatively it can be launched from Headquarters or Store Operations Manager through the menu Utilities gt Addins gt RMSify Initial configuration is performed through the installation wizard which is takes you through the same configuration screens described below but in a more structured way The wizard only appears on first launch There are rules as to where you can edit the c
27. EBSHIPPING item to the transaction The price it shows in the POS screen will reflect the shipping charge which Shopify has calculated based upon the shipping rules you have defined in the Shopify back end Shipping Information Matthew Warr Matthew Warr Carrier RTL RTL Service 19 Wessex Park 19 Wessex Park Charge Somerton Somerset Somerset Somerton Somerset Somerset Tracking Notes Description Quantity Price Extended Tax Rep Boy s 15 Bike 1 79 99 79 99 S N a R C Glider 1 149 99 149 99 WEBSHIPPING gt Shipping 1 10 00 10 00 A Y Page 86 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 5 4 4 Process Order Processing the whole order is as simple as tendering the transaction Once the order is loaded into the POS transaction screen all the prices will match what were listed on the Website Sales Administrator Discount 0 00 1 E 1 2013 06 14 10 12 49 AM Md Microsch Dynamics Retail Management System Bill To Ship To Shipping Information Matthew Warr Matthew Warr ier Web Orders RTL RTL i 19 Wessex Park 19 Wessex Park Somerton Somerset Somerset Somerton Somerset Somerset Item Lookup Code Description Quantity __ Price Extended Boy s 15 Bike 1 79 99 79 99 S N RIC Glider 1 149 99 149 99 Shipping 1 10 00 10 00 A F1 Help F2 Lookup F3 Calculato
28. Field Wa DUNES italiano 36 A o E E 37 PA 0 45 IS CO FEI roots 48 A S VC IAL OTS AO Musso 53 Dds CAUSAL tires sda o A e E o aiessenecewaurieateeveseadesee 54 I i A eE O 55 Page 3 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile Ms APP e o S seuss seetouedoad E 57 Mis POMO NO DIN cia 59 E A A 61 14 6 PrOQUEL VISIDIWsasiosaa rita 64 A A A nn 65 des Scheduled Stock Date sar oia 66 nn e nee ee eee 67 LTO WORE m FIOT POR Pa A Pu 71 ALE TOONS A eN e 74 BE VY SO OO IS nt 76 Dd OWEN Sata 78 o o 80 ie es PARE RICA Leto 82 ee Complete Ori 83 Oe MUNG CCN as rra io den alcalde tisiepts 89 A oi O OE A 90 A o e oo Lo e 91 Be EOS O DIS oirlo 92 CA Data EGINE rra 93 ic PS D PON EP O A o O sutras aeneenecee 104 Appendix A Link Directory ooccccconccnncnonccnnonaconnnnanonnnnonononnonnronnnnnornnonononononcrnnonarrnnonanonnnnnnononnnnninnnonas 105 Appendix B Payment GatewayS isis iii 106 Page 4 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 1 Introduction RMSify is an add in developed and supported by Retail Technology Ltd and is designed to provide a full integration between Microsoft Dynamics RMS and the popular eCommerce platform Shopify The add in must be installed through the Shopify App Store and you must have a valid Shopify account in order to install it It s easily found by searching for RMSify at http apps shopify com The
29. Football A a Everything 0 15120 Soccerbal a Everything oj 25000 Infant Pajamas Large Blue Bears Childrens Pajamas Childre 14 25000 Infant Pajamas Large Blue Kitens Pajamas Childre 0 Date Date fields let you pick a date using a small calendar mLookupCoc Description Dim1 Dim2 Dim3 SaleStartDate Collection 15002 Girl s 15 Bike 01 01 1900 15100 Footbal 01 01 1900 15120 Soccer ball it 01 01 1900 25000 Infant Pajamas Large Blue 01 01 1900 7 Childrens 25000 Infant Pajamas Large Blue 25000 Infant Pajamas Large Blue 25000 infant Pajamas Lage Pik l 25000 Infant Pajamas Large Pink 12 25000 HfartPajamss Lage Prk gt 25000 Infant Pajamas Large Red gt 25000 Infant Pajamas Large Red Page 93 of 107 Version 6 0 0 RMSify User Guide Money Picture Picker Page 94 of 107 k3 retail instore online mobile Money currency fields will automatically format the numbers you enter as a monetary value with currency symbol Just type in or modify the price Lage 00 lett Parner ine oe rs sot ethane Lape es ECC Infant Pajamas ot Jenaro ine Jr Ji Double clicking a Picture field will elt you browse to a picture file Quick Editor will also automatically copy the picture file itself to the Pictures folder When you press Save as this is where it needs to be to upload to Shopify Web Colour
30. LY AU Ue Matthew Warm Mathew Wam EIU Lipen 1031 23 01 2015 10 02 34 Lois Walsh E 10 99 MT HAMA F301 PA 10 NA R1 rane Waleh laie Waleh Cin qa If you double click the icon it will tell you why Shopify thingks this order is risky It is up to the retailer or cashier to determine if they want to proceed with the processing and fulfilment of this order or not You can see more details about this order in your Shopify Administration pages K3Retail RMSify Web Orders The billing address is listed as United States but the order was placed from United Kingdom If you are using the Multiple Web Stores feature pressing this button will retrieve orders from all web stores which this store has been configured to process orders for For more information please see section 4 9 Page 78 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile The Get Web Orders process will also close any orders which have been downloaded to RMS but processed through the Shopify back end instead of through the POS From this list you can either Print a Pick List or Complete the Order o RMSify does not support partial order downloads at this time o Any cashier which needs to process web orders must have the permission to alter tax status in their RMS cashier rights For more information about this please contact your RMS support partner Allowed Cashier Right Allowed to enter Opening Amounts Allowed to enter Closing
31. Name Webstore URL Webstore Email Webstore Receipt Caption RMS Transaction Number Caption RMS Customer Number Caption RMS Cashier Caption RMS Reference Caption RMS Comment Caption k3 retail instore online mobile The name of your webstore as you want it to appear in the header section Your Shopify webstore address The email address you want customers to send correspondence to The name of your receipt E G Receipt Invoice Packing Note What you want the RMS Transaction number to be known as This will be different from your Shopify order number What you want the RMS Customer Number caption to be What you want the Cashier name to be listed as on the receipt This is the field RMSify uses as the Shopify Order number but you can caption it something else if you like This allows you to caption the notes section with something more customised These are highlighted in the diagram below Attributes Attribute Value Preview Margin Right 0 5 Margin Top 0 5 Margin Bottom 0 5 Header Height 3 1 Footer Height 2 2 Comment Line 1 Thank you for shopping online Comment Line 2 Store Name Comment Line 3 Comment Line 4 Comment Line 5 Logo Filename Webstore Name Webstore URL Webstore Email Webstore Receipt Caption AMS Transaction Number Capti RMS Transaction Number Capti Please visit us again soon RMSify Webstore http www rmsify com support rmsity com
32. RMSify User Guide k3 reteil instore online mobile K3 retail instore online mobile RMSify User Guide Page 1 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile Version Control Version Date Notes WrittenBy Approved By 10 2 09 01 2013 Release Edition MW 20 0 13 06 2013 Version 2 Functionality Windows8 MW 4 0 0 10 12 2013 Version 4 Functionality JSON Conversion MW 01 05 2014 SEO Meta tags Image Alt Tags mw Ot 5 0 0 23 01 2015 Version 5 new features Responsive MW checkout support 6 0 0 02 10 2015 Rebranded mw Prerequisites e AShopify web store has already been registered and is configured with a payment gateway For further information please see the Shopify Getting Started guide e Microsoft Dynamics RMS Version 2 is installed and configured with a valid SQL database e RMSify has been installed to Shopify downloaded to the RMS system and installed and configured with the RMS database For more information see the RMSify Installation Guide e t is assumed the reader has some knowledge of RMS and how it works This is not designed to be an RMS user manual e tis assumed some basic knowledge of Shopify has been learned For further help see http www shopify com e Support for RMSify is provided only for installation configuration and synchronisation of RMSify by email only support k3retail com If you would like K3 Retail to pr
33. RMSify Key pre Soe heel leas EN Selling Price Compare rtidev2 wevY8CFx18L7GPL2Sp SDmhn5jUV8ECK1 Single store Tailspin Toys Test Connection Price Level A Price LevelB rtldev3 M1iTTeOLj7EosA7DHQegWMBPOtZ7dG Single store Tailspin Toys Test Connection Default y Default Fill in all of the relevant details for your web store and pres the Test Connection button to check they have been entered correctly K3 RMSify Sync correct When you have finished you can press the Save button Note you will not be able to save the details unless all web stores have had a successful test connection made Page 68 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 4 9 2 Editing a Web Store If you want to make changes to a web store such as changing the Order Processing Store or Store Name simply make the changes and press the Save button K3 RMSify Syne 4 9 3 Delete a Web Store To delete a web store simply click on the web store name you want to delete and press the Delete button K3 RMSify Sync It will prompt you to make sure you are sure you know you are deleting the store RMSify does not delete your Shopify account any data from your Shopify store nor does it perform a Shopify uninstallation of the app from the selected web store 4 9 4 Synchronising Product Data When you are using Multiple Web Stores your synchronisation screen will have a drop down menu which lists yo
34. Tax gt 0 Only Items which have a tax percentage more than 0 will be marked as taxable O You are responsible for ensuring your store adheres to local tax rules and laws not K3 Retail 3 7 5 Require Shipping Address There is an option in Shopify which checks that when purchasing a product it requires a shipping address to be defined or not Require a shipping address not needed for services or digital goods It may be that some products can be delivered electronically so a Shipping address is not required Generally if you are operating an RMS bricks and mortar store or more then a shipping address will be required for all purchases i want Shopify to always require a shipping address This is the default setting and is fine to be left this way for most integrations 3 7 5 Automatic RMS Sale Pricing RMS has a very useful sale pricing system You can define a sale price for a product along with the date range which it is on sale for RMSify can use this functionality if the rule is enabled and work Page 39 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile with the Shopify Selling Price 3 5 6 and Compare At Price 3 5 8 to automatically make your products use the new sale price i Use Automatic RMS Sale Pricing If the rule is enabled for each product it will check to see if today 9 October 2012 falls within the sale date period defined in RMS Item Properties Basketball 15110 Vouch
35. ally If you press No you will not be able to complete the web order If you press Yes you will need to restart the POS for it to activate the new tax rate li The tax has been created successfully in RMS You must restart the POS P and reload this web order to process it successfully The order will then be processed as normal Page 85 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 5 4 3 Shipping Due to the radical differences between RMS and Shopify s billing mechanisms there is no direct integration between RMS and Shopify s shipping providers RMSify does not make use of RMS Shipping functionality at all Instead RMSify automatically creates an item in RMS with the Item Lookup Code of WEBSHIPPING meaning you can filter your reports to include export this item as required It is a Non Inventory item Voucher Aliases Substitutes Special Serial Ent Options General Inventory Suppliers Pricing Discounts Commission ltem lookup code WEBS JE ltem type Non lnventory Description hipping Extended description Member of ltem Lookup Code Moner Sub Description 1 Department k Hone xA Sub Description 2 Category k Hone b a Sub Description 3 ltem tag lt none gt hal Barcode NONE k Price 0 00 Cost 00 000 Profit Margir 8 Labels Movement Cancel Help When an order is loaded to RMS RMSify will add this W
36. an see the product has 2 dimension 1 Colour attributes Page 40 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile em Matrix Properties rt Boot General Component Items Quantity View Type or select dimensions and attributes for this matrix item and then click Create Components to fill ir Dimension for the component items Dimension 1 Dimension 2 Dimension 3 Colour xl size EU gt Black BLK mj f4 4 E Brown BRAN 5 5 mt a f 7 mr With the setting disabled it keeps the Matrix item together and lists each Dimension 1 as a variant of the same product and contains pictures for the whole product Split Matrix by Dimension 1 O fl CAL Timber Boot e in stock for 19 variants Y Products CLA Desert Boot Black 12 80555301090 O a CLA Desert Boot O in stock for 19 variants O Black 13 80555301100 O Brown 4 8055530201 O R Infant Pajamas in stock for 12 variants O Brown 5 8055530202 1 Brown 6 8055530203 Images Featured of this product You can also add images from the web Drag to reorder images ALT ALT ALT ALT With the setting enabled however it will create a Shopify product for the Black and a Shopify product for the brown So they will be listed independently and allow them to have their own set of pictures descriptions etc W Split Matrix by Dimension 1 A CLA Desert Boot 0 in stock for 9 variants a CLA Desert Boot O in stock f
37. ault is so you can correct them This may be that it was unable to connect to Shopify or perhaps that an image failed to upload due to it already being in use for another product If you double click the log message it will give you some useful information about it or simply give you the full message which might not be visible in the log screen It also tells you the date and time that the log occurred Page 55 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile K3 RMSify Sync 02 10 2015 11 34 02 Product Football exists in Shopify but no longer exists in your RMS database In the above example we can see it has informed the user that the a product exists in Shopify but has no mathing SKU ItemLookupCode in the RMS database Page 56 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 4 3 To Shopify Synchronising data to Shopify is very simple All you need to do is press the Sync button in the column marked To Shopify k3 RMSify Sync File Options Updates Tools Help Go To Webstore elds To Sync Product Title x xl Description ag No change in Inventory Rule ag No change in Purchasing Rule ag No change in Shipping Address Rule ag No change in Tax Rule Selling Price a No change in Automatic RMS Sale Pricing Rule Weight ag No change in Split Matric by Dimension 1 x Product Type x Product Vendor xl lt 1 4 ag Syncing
38. ction 4 Tags wv E Picture m Picture Alt Text i Collection iw Age Group Default Web Store v Sme Sync gt If you have checked the Apply Metafields to Variants check box all meta field data will also be applied to each of that products Variant meta fields too Apply meta fields to variants To delete a Meta Field simply click the Remove button o Removing a Meta Field does not delete any mapped data in RMS and does not remove the Meta Field or its data from Shopify o RMSify does not support individual variant meta field mappings Page 52 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 4 Synchronisation Synchronising your products with Shopify is a key part of maintaining an effective multi channel retail solution RMSify can synchronise product data in two directions either To Shopify from RMS or From Shopify into RMS These procedures are detailed in this section of the User Guide Synchronisation occurs from within the RMSify Sync application This can be launched through Start gt All Programs gt Retail Technology Ltd gt RMSify Alternatively it can be launched from Headquarters or Store Operations Manager in the Utilities gt Add ins menu k3 RMSify Sync File Options Updates Tools Help Go To Webstore Helds To Sync Product Title Description ag No change in Inventory Rule Product Type ag No change in Purchasing Rule ag No change in Shipping Address Rule ag
39. d information in Shopify that you actually want to import back into RMS Typically this would be when you have edited your products description or title making use of the excellent rich text formatting WYSIWYG editor in the Shopify back end to let you enhance your product listings Without syncronising those changes back to RMS means that the next time you sync data to Shopify your changes will be overwritten RMSify will sync data into the Mapped field which you have configured Syncing data back into RMS from Shopify works the same way as from RMS into Shopify Click the Sync button in the From Shopify column k3 RMSify Sync File Options Updates Tools Go To Webstore Status Syr als ToS Product Title Log Description ag No change in Inventory Rule ag No change in Purchasing Rule ag No change in Shipping Address Rule ag No change in Tax Rule Selling Price ag No change in Automatic RMS Sale Pricing Rule Weight a No change in Split Matrix by Dimension 1 Product Type Product Vendor l Compare At Price ag Syncing new products gt 3 ag New product Mug of tea created in Shopify Variant 1 ag Syncing product details Variant 2 ag Syncing images Variant 3 ag Syncing product variants ag Syncing product collections Tags ag Syncing product metafields Picture ag Checking if any Shopify products are deleted from RMS Picture At Ted A Product Clarks Desert Boot exists in Shopif
40. d the editable columns are White You can see information on data editing the white columns in section 6 4 mLookupCoc Description Dim 1 Dim Dim3 SalePrice SaleStart Date SaleEndDate Sale Schedule Sal ES Infant Pajamas Lame Blue Bears 0 00 01 01 1900 01 01 1900 None 25000 Infant Pajamas Lage Blue Kittens 0 00 01 01 1900 01 01 1900 None hd 25000 Infant Pajamas Large Blue Moons 0 00 01 01 1900 01 01 1900 None 25000 Infant Pajamas Lage Pink Bears 0 00 01 01 1900 01 01 1900 None El 25000 infant Pajamas Large Pink Kittens 0 00 01 01 1900 01 01 1900 None El 25000 Infant Pajamas Large Pink Moons 0 00 01 01 1900 01 01 1900 None 25000 Infant Pajamas Large Red Bears 0 00 01 01 1900 01 01 1900 None hd 25000 Infant Pajamas Lange Red Kittens 0 00 01 01 1900 01 01 1900 None El 25000 Infant Pajamas Large Red Moons 0 00 01 01 1900 01 01 1900 None hd 25000 Infant Pajamas i Lae Yelow Bears Fo AN 1014011900 mn 190 None The columns being shown can be resized and these sizes are remembered for the next time they are opened You can manipulate which columns are shown and in which order in section 6 3 Page 91 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 6 3 Columns to Display The data grid can be manipulated to look however you want it Except for the Read Only columns This is performed on the left hand si
41. de However if you want to change the filter you can switch the panel back to the filter screen by pressing Please choose a filter Please Choose a Filter Move Up Order PriceLevelC A MSRP ReplacementCost Tax OnSale SalePrice SaleStartDate SaleEndDate SaleSchedule SaleType ltemMessage Notes Bin Location ExtendedDescription Commission MustEnterPrice AcceptFoodStamp Quantity AtPos Discountable WWebltem Inactive Dionotorder Discount Type RestockLevel ReorderPoint Collection tl Refresh Gnd Move Down Order The list of columns shows all fields available in RMS including any custom fields which you have added Section 3 9 In order to see them in the data grid simply check the box for the field you kk want to see and uncheck the box for data you don t You can also change the sequence of the columns by selecting the field in the list and pressing either Move Up Order or Move Down Order Any changes you make to the columns to display take effect when you press Refresh Grid Page 92 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 6 4 Data Editing In quick editor there are many ways to edit and manipulate your data 6 4 1 Enter Data Manually The most simplistic method is to click on a field and edit it by typing in new values The way to do this varies depending on the type of field you are editing
42. e amis PT 1100 paar wa fa O S S O asooo viert Papmse Lage eue feeen IE E MECA os A ES Alternatively if you want to paste the data to a range of cells which aren t joined to the source you can use copy and paste Click the cell you want as the Source and press Ctrl C on the keyboard This puts the cell contents in the clipboard one O E 25000 Infant Paiamas Large mlookupCo Descrpion Dmi Dm2 Dm3 Colecion rome aime A a S ww ea S S STS wm S sono war Pars fiae mue law foars NT MIC Wart Panos lago euo Moo 22000 neones Lage Prk Ban Page 95 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile And press Ctrl V on the keyboard to Paste it in mLookupCoc Description Dim Dim Dim Collection 15002 Girs 15 Bike 15100 Football ao oa 25000 Infant Pajamas Lange Blue Bears Childrens 25000 Infant Pajamas Large Blue Kittens 25000 Infant Pajamas Large Blue Moons 25000 Infant Pajamas Large Pink Bears 6 4 3 Apply to Matrix Dimension1 Column If you don t want to use click and drag functions as mentioned above you can apply the changes to an entire Matrix an entire matrix Dimension 1 Combination or the Entire Column Simply click and edit the data you want to change and press Enter Then reselect the cell and click one of the options from the button bar at the top of the screen T Apply to Apply to Entire Apply to Matr
43. e formula to the Matrix Dimension or Entire Column in the same way as you could in section 6 4 3 Apply To C This Matrix only This Matrix Dimension 1 f Entire Column And you can also choose if you want to round up or down to the nearest whole S And if you do then you could deduct a number of pence Rounding f Do not round C Round up f Round Down Deduct pence o The example below will round DOWN to the nearest and then deduct 5 pence Formula Base Field Operation p Percentage Value 10 Value Apply To Rounding C This Matrix only C Do not round C Round up f Round Down C This Matrix Dimension 1 Deduct 7 f Entire Column ee 3 So if the price was 100 it would subtract 10 and round down If applicable to the nearest whole pound and then deduct 5 pence The end result in the Web price would be 89 95 The rounding options are not available if the field is a custom field of type Float You can then press the Apply button to perform the calculations Page 98 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 6 4 5 Text Functions When you are editing Text fields a function becomes available in the Right Click menu called Text Functions E Text Functions Apply to Matrix Apply to Matriy Dimension Apply to entire column This feature lets you Find and Replace Prefix Suffix and Overwrite text data in a column with either data f
44. ead print it to a Windows printer you can check the relevant box and choose the printer you want to print it to i Print to Windows Printer PDFCreator Once the button has been pressed the Status column of the Web Orders list will change to say Picking to indicate that someone is already picking the goods The Picking List will also print any additional comments which the customer entered into their Shopify order so it is useful to print this every time just in case there are special instructions o OPOS printing on 64bit architectures may work in some instances but is not supported at this time Page 82 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 5 4 Complete Orders When you have picked the products listed in the order from the Picking List you have printed Or at least the products which are available you can press the Complete Order button This will load the RMS POS transaction screen with the details of the order k3 RMSify Web Orders Web Orders Order Name Order Date AMS Customer Name Shopify Biling Name Order Value Status 1031 18 04 2015 07 47 35 Louis Walsh Simon Cowell 10 99 Open Get Web Orders TT Print to Windows Printer HP Photosmart 5520 series Print Pick List It loads all products that were ordered online into the RMS transaction screen In addition it adds a Shipping item Shi Mathew Warr Matthew Warr TF ETL RTL Service 19 Wesse
45. ed to perform Drops and Pay Outs i K R K 8 8 a 8 Page 17 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 2 11 Get Web Orders Pressing this button will retrieve all Open web orders in your Shopify web store where a payment has either been Authorised or Captured K3Retall RM Sify Web Orders Please wait while downloading orders from Shopify The application will automatically connect to Shopify and download orders when the Web Orders button is pressed in the POS so there is no need to click the Web Orders button and then immediately click the Get Web Orders button Additionally once Web Orders has been opened the first time in the day it will check for Web Orders automatically for you in the background every 5 minutes If it finds an order it will tell you O RMSify Web Orders 4 Xx RiMSify has downloaded 1 web order s from your Shopify web store Please use your Web Orders button in the Point of Sale to process them If you restart your computer you will need to click the Web Orders button again the first time to restart the automatic web order download process again If you are using the Multiple Web Stores feature pressing this button will retrieve orders from all web stores which this store has been configured to process orders for For more information please see section 4 9 Page 18 of 107 Version 6 0 0 RMSify User Guide k3 retail instore o
46. ed to the column you have selected In the example above this will be Web Price This Matrix only 7 This Matiw Dimension 1 Entire Column You firstly choose a Base Field This is the starting point of your formula This could be the same column you have selected Then you choose an Operation Which will be to either add subtract multiply or divide that base field Then you choose if you want to perform the operation by a Percentage or a fixed Value Then you enter that Percentage or Value in the Value box The example below will take the Price field and will reduce it by 10 Formula Base Field Price Operation Percentage Value fid Value So if Price 100 00 then the Web Price will become 90 00 The next example will take the Cost Price field and add 20 to it Page 97 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile Formula Base Field Operation Percentage Value 20 jf Value So if Cost Price 50 00 web price will become 70 00 You could even If you choose to perform an exact copy of the column using the below example So you would take the Price field and add 0 to it Formula Base Field Operation C Percentage Value O e Value So if Price 100 00 then Web price 100 00 This would give you a starting point to make adjustments to your prices without affecting yourRMS prices You can also choose to apply th
47. en you are in a Headquarters environment of any kind Changes made in this tab are transmitted to stores automatically using a Worksheet 51 k3 Settings Xx i Use Headquarters Product Data Select Store for Data Synchronization Select Store for Web Orders Store 1 Store 1 Resend Settings Cancel OK 3 1 1 Sync Data This section allows you to configure where Shopify will sync its data from within RMS You can either synchronise data from the Headquarters database which is recommended and the default setting Syne Data jw Use Headquarters product data Select Store for Data Synchronization None gt Alternatively you can synchronise product data from a Store Operations database within your HQ estate If you choose to sync from Store Operations you must uncheck the Use Headquarters product data box and then choose which RMS store you will be using to sync data from as shown below Sync Data NM Use Headquarters product data Select Store for Data Synchronization ETT gt In this scenario RMSify Sync will only open And therefore synchronise data from the store you select in this box Page 22 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile o If you choose to synchronise from a Store database you must be aware that the product data is at risk of being overwritten by Worksheets originating from Headquarters When changing these settings RMSify will warn you a
48. ension 3 Size Color Style Medium hi Blue B Kittens E Create Components Large L mi Fink F mi hi mi Y Description A Ch Small Red Bears 25000 010101 Pajamas Small Red AL AN Small Red Kittens 25000 010102 Pajamas Small Red Smal Red Moons 25000 010103 Pajamas Small Red Add items Small Blue Bears 25000 010201 Pajamas Small Blue Small Blue Kittens 25000 010202 Pajamas Small Blue Ba Small Blue Moons 5000 01 0203 Pajamas Small Blue Small Fink Bears 25000 010301 Faiamas Small Fink Y gt Filter Ok Cancel Help Eller _ Caneel Heb Page 61 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile In the image below it shows a different component item looking at a different picture Item Properties Pajamas Small Red Kitten 25000 010102 rx General Inventory Suppliers Pricing Discounts Commission Voucher Store Luantity Store Tax Store Cost Store Prices Store Sale Prices Aliases Substitutes Special Serial El Options Tag along item xl Picture Quantity Parent item Child quantity ltem message Bin location Wi eight Tare weight As RMSify handles Matrix items and converts them to Shopify Variant Products then both of these images And any other images which are associated in component items for that matrix will be uploaded into the same Shopify product images Featured _ i LERI Upload and edit images of PT
49. ent and may affect your Shopify navigation if you are using Collections as your navigation method Your Collections will be recreated when you synchronise your products and you will need to then recreate your navigation accordingly Are you sure you want to Delete All Custom Collections This will orphan all products from these collections We would recommend if you are performing this task to also delete all of your products from Shopify and re synchronise afterwards Take note of the warning Deleting custom collections may affect your Navigation if your Menus rely on them 4 11 8 Delete All Images Deleting all products from Shopify doesn t always delete all of the images associated with them nor the link between the RMS image and the Shopify Image This tool is designed to do this for you and should be run before deleting all products Page 74 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 1 This will delete all of the images from your Shopify web store lt does we NOT delete images from RMS Once the images are deleted a Shopify they will be re uploaded during the next synchronisat e ey oe This will not delete the images from RMS or the RMS database Page 75 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 5 Web Orders With your products online you can start trading As orders start coming through Shopify you will need to start processing them th
50. epartment Category Web Colour Sub Description 2 Sub Description 3 Item Matrix Item Do Not Use List Use List Use All Use Like Use Sub Description 2 All Sub Description 3 All Don t Use Like Item All Matrix tem dr Use None Web Stores Using the features of this screen you can cumulatively build your Web Item Filter When synchronising your products to your Shopify store s it will only synchronise products which meet the fitler defined here By default all web stores use only the Web item identifier and this is a fundamental requirement Therefore that field is not able to be removed as a filter option Page 71 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 4 11 1 Web Stores The store you choose on the left represents the filter that you are modifying Web Stores Default Web Store You can assign completely different filters for each web store you operate 4 11 2 Filter Tabs The Filter Tabs represent a field in RMS that you can filter your data by For example if you were to choose the Supplier tab it means you are filtering web items based upon who supplies the products Dimension 1 Dimension 2 Dimension 3 Bin Location VAT Rate Item Type Supplier Department Category Subdescription 1 Subdescription 2 Subdescription 3 Item Matrix Item Do Not Use List Use List A Datum Corporation Blue Yonder Airlines Fabrikam
51. er Store Quantity Store Tax Store Cost Store Prices Store Sale Prices Aliases Substitutes Special Serial Ent Options General Inventory Suppliers Discounts Commizzior General pricing Sale pricing Price 12 39 W This item is on sale Cost 5 070 Sale price 4 95 Profit margin 54 811 f The sale is in effect for a specific period Price level A 9 50 Start date Price level B 0 00 End date Price level E 0 00 TERS C The sale iz in effect according to a schedule a 0 00 MSRP Pp 0 00 Schedule enone el If a product is on sale when the Sync button is pressed it will upload the RMS Sale Price to be the Shopify Selling Price and upload the Mapped Selling Price to be the Shopify Compare At Price Basketball none v 9 99 GBP was 12 99 GRP Add to Cart When the product is no longer on sale when the Sync button is pressed again it will remove the Compare At Price and set the Selling Price to be the Mapped Selling Price 3 7 6 Split Matrix by Dimension 1 For Matrix products there are typically two ways the products can be displayed Either you have a single product with all of the Dimension 1 attributes being selectable or you have an individual product for each Dimension 1 variation This is common in shoes and apparel as the product listing on the site will display each colour individually giving the consumer a greater visibility over your product And example is shown below In RMS you c
52. es Dimensions Shopify uses Variants Just like RMS you can have a product with up to three Variants and these are mapped together in the same way as any other field type Item Matrix Properties Infant Pajamas 25000 General E Quantity View Store Tag Type or select dimensions and attributes for this matrix item and then click Create Components to fill in the Component iteme table Dimension for the component iteme Dimension 1 Dimension 2 Dimension 3 Size Color Style m gt Create Components Inventory amp variants Select All None Small Medium Large Red Blue Pink Yellow Bears Kittens Moons Configure the options for selling this product You Size Color Style SKU Price Quantity can also reorder variants RE a A ra Sma Red Bears 25 01 10 O edit i Sma Blue Bears a 10 10 1 edit Add a variant Sma Pink Bears 25000 010 100 00 O edit C Sma Yellow Bears 5 0 edit Sma Red Kittens 101 10 0 edit By default RMSify maps Variant 1 with Dimension 1 Variant 2 with Dimension 2 and Variant 3 with Dimension 3 Typically a retailer may want to utilise a more web friendly colour name or size definition This can be done by utilising one of the other fields such as Sub Descriptions or Bin Location If you want to change the mappings though it will need to resync your whole Shopify store RMSify will warn you before you make the change RTL RMSify Sync P d
53. excel style grid interface Quick Edit It also allows you populate and edit data in your custom fields See section 3 9 for instructions on how to create these and is a really easy way to manage your webstore data To open Quick Editor use the Tools gt Quick Editor menu Quick Editor can make wholesale changes to your database Before making such changes we recommend backing up your database k3 Quick Editor a Currentitem CurrentField Save Apply to Matrix Apply to Apply to Entire Hide x Matrix Dimension1 Column A a e Es la la aiwa y sae a Gale de a zi awana Tee Shirt E AW2012 mes Tees avant Nes zhes va a Mes ai 4 in Le le le le HHE Lele TEE Le e Le jbo fl fhe fl Le Page 89 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 6 1 Filter Apply Filters Supplier All Deparment All Category All Season All Web ltems Default Web Store Search String Exclude Inactive Items Show Items With Stock Only Show Only Items On Sale Show Only ltems With Discount Applied Clear Filter The filter is designed to let you narrow down the products you want to examine edit You can use as few or as many filters as you like as they are cumulative Simply use the drop down boxes and check boxes to narrow down your selection Supplier Will return items which are supplied by
54. hat to remove so you will have to remove the image manually from the Shopify back end 3 5 12 Picture Alt Text Although the Picture tells a thousand word Google and other search engines do not know what it is a picture of Search engines use Alt tags which is a textual representation of what the image is You will see it on your website if you hover the mouse over an image Basketball No reviews addition to Google s interpretation of the image Alt tags can also be used by Themes and Templates in order to more dynamically display images Such a use may be if you wanted to show different colour images depending on the variant selected on your website You would need to refer to your theme apps documentation to see how you might make use of such a feature 3 5 13 Collection Shopify has the ability to define Custom Collections These are groups of products and are essentially a way to add further categorisation to the products available on your web store Collections can be used as ways to define your web store navigation or perhaps display People who bought this product may also like Collections You have added this product to this collection Select all collections that this product belongs to Sporting Goods Add to collections In Shopify you can have a single product in as many collections as you like But RMSify can only assign it in one The default mapping is from the RMS Department but you can of cour
55. hex com Paymentexpress http www paymentexpress com PSLPayment http www paymentsolutionsltd com Realex http www realexpayments com Sagepay http www sagepay com Test Mode Sagepay Form http www sagepay com Worldpay Direct http www worldpay com Test Mode Other Authorise net http reseller authorize net application id 5555050 Test Mode Barclays ePDQ http www barclaycard co uk business accepting payments epdgq mpi Beanstream http www beanstream com Braintree http www braintreepaymentsolutions com Cybersource http www cybersource com Test Mode Direcpay http www timesofmoney com direcpay jsp home js E xact http www e xact com EFSNet http www concordefsnet com Test Mode Elavon MyVirtualMerchant http www elavon com ePay http epay dk ePaymentPlans https www epaymentplans com eWay http www eway com au FirstData US http www firstdata com Test Mode Garanti Sanal POS https sanalposweb garanti com tr GestPay https www sella it index jsp HiTrust http www hitrust com hk InspireCommerce http www inspiregateway com Page 106 of 107 Version 6 0 0 RMSify User Guide k3 reteil instore ontine mobile Instapay http www instapayllc com Merchant eSolutions http www merchante solutions com MerchantWARE by Merchant Warehouse http merchantwarehouse com merchantware Modern Payments http www modpay com Moneris http
56. hopify The image must be located in the images folder defined in Store Operations The general rule of thumb is if you can see it in Store Operations Manager in the Item Properties RMSify will upload it If RMSify is installed to the pictures must be stored in the defined Headquarters picture folder Item Properties Pajamas Small Red Bears 25000 010101 General Inventory Suppliers Pricing Discounts Commission Voucher Store Quantity Store Tax Store Cost Store Prices Store Sale Prices Aliases Substitutes Special Serial Ki Options Tag along item kas El Picture ipaiamas ipa Quantity Parent iter kas al Child quantity ltem message kas El Bin location Weight 0 Tare weight The application converts the image into a format which Shopify can understand and display correctly RMSify does not alter your original images and these are left alone in the images folder If you are using Matrix products it is possible to have a different image for each component item individual SKU In the example above it shows the image pajamas jpg This is a component item from the Infant Pajamas Matrix Item in RMS ltem Matrix Properties Infant Pajamas 25000 General Component Items ue Quantity lew Store Tax Type or select dimensions and attributes for this matrix item and then click Create Components to fill in the Component teme table Dimension for the component tems Dimension 1 Dimension 2 Dim
57. ich Web store To configure your Multiple Web Stores click the Tools gt Multiple Web Stores menu 3 RMSify Sync File Options Updates Tools Help Status Scheduled Stock Updates ne Web Item Filter Custom Fields Log af No change in Inventory F a No change in Purchasing Quick Editor a No change in Shipping Ad Print Log a No change in Tax Rule No change in Automatic Delete Custom Collections o RMSify is charged and operates on a per Web store basis You must have undertaken the RMSify installation process through the Shopify App Store for each web store you want to synchronise with prior to continuing the process k3 Multiple Store Settings x RMSify Key Sync Data Store Quer Processing wevY8CFx18L7GPL25pSDmhn5UV8BCK1 Single store Tailspin Toys Tailspin Toys Test Connection Price Level A Price Level B M1iTTeOLj7EosA7DHQegWMBPOtZ7dQ Single store Tailspin Toys Tailspin Toys Test Connection Default y Default Use Stock From Store The data you require for this configuration is the same as you do to configure the main web store See section 3 for full details on these however a summary is listed below Store Name The name of the web store you are adding Is is only used internally to identify the store in the syncronisation screen Store URL The Shopify URL of the web store you are configuring RMSify Key The RMSisy key you were emailed as part of the installation process through
58. il instore online mobile 3 5 Product Field Mappings We understand that everyone s RMS database is different and they want different data to be displayed in their web store The product Field Mappings allows you to choose what data in RMS gets uploaded to which field in Shopify k3 Settings Shopify API Shopify Settings Tender Settings Product Field Mappings Customer Field Mappings Rules Standard tems Matrix tems tem temLookupCode Matriz ltemLookupCode Description Description Extended Description Extended Description Category Category Supplier Supplier Retail Price Retail Price RMSify can store a mapping for Standard items and a separate mapping for Matrix items as they can both be very different You can use the drop down boxes to choose which RMS field gets used for the relevant Shopify field by item type o RMSify does not support Assembly or Lot Matrix items There are two types of field which RMSify refers to Strings Textual information used for things like Descriptions Product Type etc and Currency Numeric information used for pricing and the field mappings use one of these two lists Strings Currency Bin Location Page 27 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile More information on these fields and exactly where this data can be found in the RMS data structure can be found in Appendix C but if you are fam
59. iled it during the installation process If you don t have it please contact K3 Retail When you have entered these details you can press Test Connection Provided the Shopify Store has installed RMSify through the Shopify App Store then it will retrieve all of the store information it needs to know automatically Page 24 of 107 Version 6 0 0 RMSify User Guide 3 3 Shopify Settings k3 retail instore online mobile This tab is read only and displays the store information retrieved from your Shopify store It gets this information from the preferences you set up in Shopify and changes need to be made there if something isn t right on this screen k3 Settings gt 1 113 Wessex Park Province Shop Owner Matthew War Tax Plan affiliate Shopify Domain Page 25 of 107 nain tldev 1 myshopify com Imatthewrtl mail com True tidev 1 myshopify com Version 6 0 0 RMSify User Guide k3 retail instore online mobile 3 4 Tender Settings This tab allows you to configure which Tender your cashiers will use to process web sales payments When processing Web orders RMSify will only notify Shopify that an order is completed if this tender is selected at the point of sale We recommend having a dedicated tender type for web sales k3 Settings In the initial wizard it is possible to automatically create a web tender for you Page 26 of 107 Version 6 0 0 RMSify User Guide k3 reta
60. iliar with RMS Item properties these should all be straight forward RMSify will also allow you to create Custom Fields in your RMS database which gives your RMS database unlimited flexibility when it comes to data mapping to Shopify Please see Section 3 9 for more details For further information on the fields available within Shopify see our Shopify Getting Started guide o RMSify makes use of the Custom Captions table for Sub Description 1 2 and 3 If you wanted to rename them in this table the caption would be reflected throughout RMSify 3 5 1 SKU The SKU field is the link between the RMS item and the Shopify item This mapping cannot be changed This will always be the RMS Item Lookup Code 3 5 2 Product Title The Product Title field is the items name It will appear in your stores catalog and in the title bar of the browser HOME CATALOG BLOG ltem Properties Basketball 15110 PRODUCTS Voucher Store Quantity Store Tay Store Cost Aliases Substitutes Special Serial General Inventory Suppliers Pricing ltem lookup code ltem type Description Basketball Extended description Member of Sold Out Basketball By default this looks at the Item or Matrix Description but it is common to make use of one of the Sub Description fields as a Web Title field as you can be flexible with the product title without affecting other RMS users 3 5 3 Description The Description is the long product descript
61. imensions in Shopify if you have already synchrnoised your products In order to correct this you will need to delete your products from Shopify and resynchronise Are you sure you want to alter the Dimension 1 field mapping we This means you need to delete all Matrix products from your Shopify store and start a new Sync to reload the store with the right combination of variants Page 32 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 3 5 10 Tags Tags are a flexible and easy way to add further levels of categorisation to your products Shopify can use them for Navigation and when creating Smart Collections They are a comma separated list of values which you might want to group your products by and are freely editable For more information on them see the Shopify documentation Tags Ball Basketball x Sports Equipment Tags can be used to categorize products by properties like color size and material By default there is no mapping defined for them Typically you would need a long field as they can contain quite a lot of text and it might be worth mapping this to the Notes field in RMS 3 5 11 Picture With any web store the Picture literally tells a thousand words and is the first thing a customer will look at RMS only has one picture field so its not possible to map the picture to a different field Standard items in RMS can only hold one picture and thi
62. in makes use of the usernames and passwords you already use in RMS If it is installed to a Headquarters database you would log in using the credentials used for Headquarters Manager The Headquarters user must have Administrator Rights to be able to use the application on a Headquarters database If it is installed to a Store Operations database you can use the credentials you enter to access Store Operations Manager or Point of Sale The user must have Manager Rights in order to run the application for a Store Operations database If you do not want to be prompted to log in each time you run the application check the Do not ask me to log in again box Page 6 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 2 Overview RMSify can be launched from the Start Menu through Start gt All Programs gt Retail Technology Ltd gt RMSify or if you are using the standard RMS addins path it will be accessible through Utilities gt Addins gt RMSify in Store Operations or Headquarters Manager These will always launch the main RMSify application which is known as RMSify Sync and is shown below k3 RMSify Sync XK T Options Updates Tools Help Status MN y O TS To Sty TG Product Title 4 D a yl Product Vendor Selling Price 0 0 x l e x vet S vere e S x il Additionally there is an application called RMSify Web Orders and can only be opened through
63. ion 6 0 0 RMSify User Guide k3 retail instore online mobile RMSify will also create and associate a shipping address to the customer in case it is different from the billing address Customer Properties Matthew Warr 129761819 Purchase History Account Information Additional Billing Information Shipping Address Customer Options CA A Ge New Matthew Warr 19 Wessex Park Somerton Somerset Sc 0044 0845 451 Remove Name Matthew Wa Set Primary Company Address 19 Wessex Park City Someton ti CO State s omerset Zip omerset Country United Kingdom Telephone 0044 0845 450 Fax number E mail Address matthew rtl mail com V This is the primary shipping address for this customer When the sale is completed it will lodge the sale against the customer record as if it were any other RMS transaction which means it can be reported against and audited on for marketing purposes O RMSify respects the New customers default as global customers setting If this box is checked then the customers will be Global If it is not checked they will remain as local customers Configuration El Accounts Sales Tax Tender Accounting ltem Store Ordering Inventory Options Mult S tore Set thi option to default all new customers as global customers Use only with Headquarters A Customer options O Allow new customers at POS DO Always display Find window for Customers Connect to
64. ion Quantity _ Price Extended Tax Rep 1200s RIC Glider 1 144 99 144 99 15100 Football 1 4 99 4 99 15110 Basketball 1 9 99 9 99 30020 Small Baby Doll 1 5 99 5 99 WEBSHIPPING Shipping 1 0 00 0 00 Yv Page 84 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 5 4 2 Sales Tax o This section is only relevant if your RMS system is set to be Tax Exclusive Shopify and RMS are both very different when it comes to calculating sales taxes Shopify uses sales taxes which are destination based but you can choose whether or not these taxes are already included in your product prices or not The same is true for shipping Taxation Settings Please consult with your local tax authorities when you edit your store s tax settings E All taxes are included in my product prices E Charge taxes on shipping rates When you are processing your Web Orders if it comes across a scenario where the destination based tax is applicable in your Shopify order RMSify will look for an appropriate tax rate in RMS If it can t find it it will need to create it for you Question Your Shopify store is configured to not include tax with your sales P prices This web order has a destination tax of 0 00 In order to process this web order you need to create a new Sales Tax of 0 00 in your RMS system Do you want RMSify to create this Sales Tax for you in the database automatic
65. ion which is designed to provide more information to the shopper The first few lines may also appear in google search results Page 28 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile Basketball sold out This basketball is a quality product and bounces just as well as a professional ball in the NBA W Tweet lt 0 Diniz Typically in RMS this is the Extended Description which is the default setting though the Notes field is also long enough to hold this lengthy description 3 5 4 Product Type Product Type is how Shopify primarily group categorise products The product type is the core of the navigation through the default product catalogue Name E Basketball Lookup ltem Lookup Code O Description Item Lookup Code 15110 A Formatting B J EL Laas all 15110 This basketball is a quality prod uct and bounce Store Cost Store Prices Store Sale Prices Serial Et Options Pricing Discounts Commission ltem type Standard r Member of ltem Lookup Code None Type e g Bicycles T Shirts Department Spotting Goods xja Sports p Category sports x This is the RMS Category by default though it is common to utilise one of the Sub Description fields or even Bin Location to manage a more web friendly product type 3 5 5 Product Vendor Product Vendor is another way of grouping products in Shopify Also known as Brand or Supplier by default RMSify wil
66. ix Matrix Dimension Column Collection Tags New Weight 0 Everything 0 Everything g 2 Apply to Matrix This function is only active if the item selected is a member of a Matrix It will apply the value in the selected cell to all items which are also a member of the same matrix Apply to Matrix Dimension1 This function is also only active if the item selected is a member of a Matrix It will apply the value in the selected cell to all items which are also a member of the same matrix and also share the same Dimension 1 attribute Apply to Entire Column This will apply the data to every item in the selected filter So prior to using this ensure that only the items you want to update are filtered correctly These options are also available if you Right Click the cell you have selected Text Functions Apply to Matrix Apply to Matrix Dimension Apply to entire column Pajamas Childre j Paiamae Phildre n Page 96 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 6 4 4 Apply Formula When you are editing Number or Money fields a function becomes available in the Right Click menu called Apply Formula Apply formula Apply to Matrix Apply to Matrix Dimension Apply to Entire Column This function will let you perform a calculation on the field which you can also apply to the whole Matrix Dimension or Column The key thing to remember is that the end result of the formula gets appli
67. l use the Primary Supplier Page 29 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile a A S HERRERO a Lookup ltem Lookup Code 15110 es just as well as a professional ball in the NBA ltem Lookup Code Description 15110 Basketball Item Properties Basketball 15110 Voucher Store Quantity Store Tag Store Cost Aliases Substitutes Special Serial General Inventory Suppliers Pricing Vendor e g Apple American Apparel pian we i nf Fabrik am Inc E If required you can utilise one of the Sub Description fields or even Bin Location to manage a more web friendly Brand Vendor name 3 5 6 Selling Price This field is the price that your customers will pay when ordering through the web You can utilise any of the price fields at your disposal in RMS to map into your Shopify Selling Price Often retailers will use a Price Level to maintain a different And often more competitive price for their web store compared with their bricks and mortar store o If you are making use of the Automatic RMS Sale Pricing rule then the selling price mapping will be over ridden with RMS Sale Price when within the selected date range See 3 7 6 3 5 7 Weight The Weight of your products can be used by Shopify to automatically calculate the cost of shipping In RMS there is only one relevant field for Weight and it is mapped to this by default however you can make use of a Custom Field to store
68. m to apply all of your merchandise For example if you sell a few perpetually replenished products such as Pet Food To counter this it is possible to override the Track Inventory 3 7 1 Out of Stock 3 7 2 Charge Taxes 3 7 3 and Require Shipping Address 3 7 4 rules By overriding the rules you then will need to use Quick Editor Section 6 to choose the behaviour during the sync process If you want to override a rule create a Custom Field 3 9 with one of the following names TrackInventory Overrides rule 3 7 1 AllowOutOfStockPurchases Overrides rule 3 7 2 ChargeTaxes Overrides rule 3 7 3 Require Shipping Address Overrides rule 3 7 4 Page 43 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile The Field Type can be ignored as these become Boolean Checkboxes regardless of the option you choose k3 Add Custom Field Field Name Field Type Charge Taxes Short Text y Ln EN a ee TT UP Vintage Tee TT io JE ve r UP Noise Punk Suenos e e swn e e o l x Page 44 of 107 Version 6 0 0 RMSify User Guide k3 reteil instore online mobile 3 8 Web Order Receipt RMSify has its own RMS Receipt Template which is installed into RMS automatically for you You can use this on either of your receipt printers defined in the register settings It uses standard RMS receipt XML
69. menu option k3 Custom Fields RMS Fields Shopify Meta Fields Field Name Field Type Part Number Number Second Ficture Picture Second Picture Alt Second Picture At Text Short Text Web Price Money Available Date Date You can then choose the RMS fields tab if you want to add custom fields to RMS or Shopify Meta Fields tab if you want to create those instead o RMSify will simply create the Meta Field and assign the data you map to the meta field In order to make use of this data in a theme or another app you will need to seek consult the theme designer or app developer as appropriate or for more customised use a development partner o A Checkbox type of custom field is only created for Rule Overrides Please see section 3 7 10 for details about this Page 48 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 3 9 1 RMS Fields In order to Add a custom RMS field click the RMS Fields tab on the Custom Fields screen which you can access through the Tools gt Custom Fields menu The screen displays the different custom fields already configured and their types though you see a blank screen if you have no custom fields configured k3 Custom Fields RMS Fields Shopify Meta Fields Field Name Field Type Fat Number Number Second Ficture Picture Second Picture Alt Second Picture Alt Text Short Text Web Price Money Available Date Date To create a new c
70. n the item properties RMSify makes use of this Web Item Flag by default and will only ever put products online that have that flag enabled However RMSify can now further refine the products on the web using the Web item Filter It is perfect for customers who want to sell different products through different Shopify Web Stores Typically this may be that a retailer wants to sell just a certain brand of product through one web store with the rest of them through another It can be accessed through the Tools gt Web Item Filter menu in the Sync application k3 RMSify Sync File Options Updates Tools Status Scheduled Stock Updates Multiple Web Stores Web Item Filter Custom Fields Log ag No change in Inventory ag No change in Purchasing Quick Editor ag No change in Shipping Aq Pant Log ag No change in Tax Rule a No change in Automatic Delete Custom Collections a No change in Split Matrix Delete All Images 7 Syncing new products ag New product Mug of tea ad Syncing product details Update All tems This launches the Web item Filter interface k3 Web Item Filter x Web Stores A Dimension 2 Dimension 3 Bin Location VAT Rate Item Type Season Collection default Web Store Picture Alt Text Third Picture Alt Text Web Title Web Product Type Brand Web Size SEO Title Colour Picture Alt Text Web Vendor Test Field Screen Size Supplier D
71. new feature metafields If you want to manage your SEO fields in Shopify from within RMSify you will need to create 2 Meta Fields containing the following parameters which are case sensitive SEO Title global String SEO Description global If you are using the Google Shopping app which is developed by Shopify you need to create 4 Meta Fields containing the following parameters which are case sensitive global String The Google Shopping app is not supported by K3 Retail RMSify simply enables data to be uploaded to the fields that the app uses from the RMS database For information about and to install the Google Shopping app plese see https apps shopify com google shopping When a Meta Field has been created it then becomes available in the Product Field Mappings screen for you to choose an RMS field whose data you want to be uploaded to that Meta Field For Page 51 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile more information on Product Field Mappings please see section 3 5 k3 Settings Shopify API Shopify Settings Tender Settings Product Field Mappings Customer Field Mappings Rules Standard tems Matrix tems None None None None None None None None a El El El Once the field has been mapped it then appears on the Sync screen which you can then check to use when syncing data For more information on the Synchronisation screen please see se
72. nformation please see section 4 9 o If you do not have the custom POS buttons on the right hand side these can be switched on in RMS through the screen properties Ctrl F6 For more information contact your RMS partner O If you are in a Headquarters environment running Web orders will only work at the store you have configured to be your Web Store See section 3 1 for details Page 77 of 107 Version 6 0 0 RMSify User Guide k3 reteil instore online mobile 5 1 Get Web Orders If configured in the Shopify back end you will receive an email notification when an order has been placed on your website When one arrives you should press the Get Web Orders button to automatically download the orders into your RMS database If you wanted to update this list manually you can do so with the Get Web Orders button k3 RMSify Web Orders Web Orders Order Name Order Date RMS Customer Name Shopify Billing Name Order Value Status 1031 18 04 2015 07 47 35 PENA 10 99 Open ry Get Web Orders Print to Windows Printer HP Photosmart 5520 series Print Pick List Complete Order Pressing the button will contact Shopify and download all Open orders which have not been already downloaded into RMS and have a payment status of Authorised or Captured Any orders which Shopify have flagged as having a risk will be shown on the web orders screen with the yellow exclamation icon ARIUS WU
73. ng Log af Currently syncing ag Synchronising RMS data to Shopify a Syncing product rules ag No change in Inventory Rule af No change in Purchasing Rule a No change in Shipping Address Rule ag No change in Tax Rule ag No change in Automatic RMS Sale Pricing Rule aj Crea ting new products 2 Product Football cannot be synced with Shopify No Product Vendor Supplier A Image football jpg for RMS tem Soccer ball could not be uploaded as the file co ag New product Soccer ball created in Shopify ify Store matt multistore 1 myshopify com WIEN ag Syncing product variants a Syncing product collections a Checking f any of the products on the shopify are deleted from RMS ag Synchronisation Complete There are 3 types of log message indicated by the icon dl i Warning This informational message alerts you that something has changed which Success This indicates that something has happened successfully For example a product has been successfully uploaded or a product has been updated for you need to be aware of or something has been uploaded that you need to consider as it may not be right An example of this might be a product which has been uploaded with a Zero price or informing you that one of the synchronisation rules have changed Error This means something during the synchronisation has failed Usually these errors will tell you what the f
74. nline mobile 2 12 Print Pick List Pressing this button with a web order selected in the list will print a picking list to the OPOS printer defined for the installed register This can then be used by the cashier to go and find the products they need to dispatch PICKING LIST Order 1061 Order Date 19 11 2012 12 06 53 Customer Name Ijhvlj vkjy Customer Phone ITEMS e m ii ee ee Se a oe n a m n M A SE OS O A Se Sm mee e ana ans aoe moe epee eee see oer eee SSL CC OC UI sc SS SS ss a Se ee aa Falon Jean Dark Blue 1 Warrior Tee Light Blue 1 Warrior Tee Dark Blue G 1 Briona Top Beige 6 1 50 00 Borda Jean Blue 34 1 Borda Jean Blue 34 1 1 Borda Jean Blue 28 60 00 TOTAL 7 340 00 SALES TAX 0 00 If the user wants to print the picking list to a Windows Printer instead simply check the Windows Printer box and choose the printer they want to print to i Print to Windows Printer PDF Creator Once the button has been pressed the Status colum of the Web Orders list will change to say Picking to indicate that someone is already picking the goods Page 19 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 2 13 Complete Order Pressing the Complete Order button will load the Web Order you have selected into the POS transaction screen Store Operations POS Sales Administrator Discount 0 00 mi E
75. nly assign the RMS picture as the Featured image Page 63 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 4 6 Product Visibility Shopify makes use of a Product Visibility attribute which allows you to choose if the selected product is visible to customers on the web or not Visibility a Visible everybody can view this product 0 Hidden nobody can view this pro duct Control if this product can be viewed on your storefront When you synchronise a new product to Shopify it will automatically mark the item as Visible If you were to uncheck the Item is available on website box in RMS rather than deleting the product from Shopify it will simply mark it as hidden You will be able to see when this has occurred in the Log K3 RMSify Sync 02 10 2015 11 34 02 A Product Clarks Desert Boot exists in Shopify but has been marked as Hidden as it is no longer a Web Item in RMS This is important because if you are approaching your SKU limit simply removing the Web Item flag in RMS will not make a difference You will need to physically delete them from the Shopify back end If you want to re publish the hidden item you can simply check the Web Item flag in RMS and it will mark the product as published again o Shopify does not maintain it s visibility attribute at Variant level This means that you cannot set a certain colour as Hidden In order to achieve this
76. nstore online mobile Click the Properties button for the regiter you are using as your Webstore POS You can choose to use this receipt template either as printer 1 or printer 2 by selecting the tab at the top of the screen Register Properties Register 1 1 Sc Touch Screen PIN Pad MICR MSR Signature Capt Net Display Cash Drawer 1 Cash Drawer 2 Pole Display Scale General Receipt Printer 1 Receipt Printer 2 Scanner Receipt Printing Sales Receipts Print only after asking the cashier v Gift Receipts Do not print receipt v Printer Type e Windows C OPOS Windows device name Printer Name Options iV Journal receipts from this printer Receipt format RMSify Receipt xQ Cancel Help Receipt Printing You can choose to either Print receipts automatically after each transaction which is useful if this is a dedicated Web POS or Print receipts only after asking a cashier which is more suited to a POS which is also in use in a bricks and mortar store Printer Type RMSify s receipt template will only work with a Windows printer It is assumed this is already installed on the computer Windows Device Name This is the name of the printer as it is listed in Windows Printers control panel For the example below would enter hp LaserJet 4250 as the device name hp LaserJet 4250 Journal receipts from this printer If you want the RMS Journal to keep a record of the printed RMSify
77. onfiguration and these work in line with the supported topologies described in the Introduction Standard Headquarters All configuration is performed in the Headquarters database Changes to the configuration are transmitted to the processing store through a Worksheet 51 You will not be able to open the Sync application at the processing store Store Only Headquarters Once the wizard is run and you have told it you are syncing from the processing store all configuration will need to be performed at the processing store If you want to change back to a Standard Headquarters topology you launch the application at Headquarters and make the change there Single Store The configuration can be run on any computer which has RMSify installed To access the configuration settings click Options gt Settings from the RMSify menus File 5 a Options Updates Tools segs Backup Database Log Require Login ag No change in Inventory Rule Ay RMSify s Purchasing Rule has changed Products which h Help Any machine which is going to run the Web Orders tool MUST have the Sync application launched once before the Web Orders Custom POS Button will work Any change made in RMSify in a Headquarters database will be automatically transmitted to stores through a Worksheet 51 Page 21 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 3 1 HQ The HQ tab is only visible wh
78. opify Field Custom Text 1 Used in Native RMS W Custom Text Marketing Accepts Marketing Custom Text3 Tags Tags Custom Text4 Custom Text5 RMSify can use the RMS Custom Text fields for Customer data If you are already using them for something then it is likely that they will appear here If you wish to map some customer data you must choose a field to map it into and check the Use box You can then assign it a caption and choose which Shopify field you want to populate it with like the example below Shopify offers the following mappable fields Latitude The global latitude of the customers billing address Longitudue The global longitude of the customers billing address Country Code The country code of the customers billing address Province Code The province code of the customers billing address Accepts Marketing Whether the customer has checked the marketing option in the checkout Tags Any tags which are associated with the customer These fields although typically only populated through the order can be managed through the Customers tab in the Shopify back end Page 36 of 107 Version 6 0 0 RMSify User Guide k3 reteil instore online mobile 3 7 Rules Shopify has a number of features which can be utilised for products on an individual basis which RMS simply isn t designed to do In order to make RMSify a simple and effective solution we have implemented these rules which apply to all produc
79. or 10 variants If you change the status of this setting after the products are already in Shopify you will need to delete your products first and then resynchronise in order for the changes to take effect You are warned of this when toggling the setting Page 41 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile Enabling the Split Matrix By Dimension 1 feature requires you to delete A all of your products from Shopify and resynchronise Please perform this task in your Shopify Admin before synchronising data 3 7 7 Use Variant Images A recent update to Shopify is the support of Variant Images That is you can assign individual images to individual products of certain colours and sizes This is shown in the screenshot below Products Superdry Vintage Inventory amp variants Select All None Blue Grey Small XLarge Medium Large Configure the options for selling this L Image None NoneA SKU product You can also reorder variants and edit options O E Blue Small 805548010100 Add a variant E a Blue X Large 805548010400 O a Blue Medium 605548010200 T Blue Large 805548010300 O E Grey Small 805548020100 T Grey Medium 605546020200 O E Grey Large 605546020300 T T Grey X Large 605548020400 If the Use Variant Images box is checked it will assign the image attached to the individual standard item in RMS to that specific related variant in Shopify E Use varant images 3 7 8 Bypas
80. ou what the shipping number is for the dispatch you will be sending to the customer If you know the shipping number you can enter it here if you don t then you can leave it blank k3 Tracking Number A Enter the tracking number provided by your shipping provider or leave blank if this information is not available relevant OK The Shopify order fulfilment emails can then be configured to include a link to your shipping providers tracking system and include the tracking number in the email as part of that too You can modify this in the Shopify Email templates 5 4 6 Customer Notifications Once the web order is tendered through the POS Shopify fulfils the items and closes the order At this point the customer receives some notifications to let them know how their order has been dispatched Shipping confirmation for order 1062 2 Inbox x RMSify Fully Integrated eCommerce via shopify com to me Dear Matthew War All of the items from order 1062 have now been shipped 1x Briona Top Beige 10 1x Briona Top Beige 14 They are being shipped to the following address Matthew Warr 19 Wessex park Somerton Somerset B4214ER United Kingdom Thank you for ordering from RMSify Fully Integrated eCommerce Page 88 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 6 Quick Editor Quick Editor is a data editing tool which lets you make quick changes on both a small and large scale in an
81. ovide support for RMS and or Shopify please contact 44 1675 463032 or email coleshill k3retail com e Support does not ever cover themes search engine optimisation or web marketing tips System Requirements e NET Framework 2 0 e 1gb RAM 2gb Recommended e User must have windows administrator privileges e Windows XP SP3 Windows Vista Business Windows 7 Pro or Windows 8 Pro Windows 10 Page 2 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile Contents o A ec aipie tinge tees saat AEE E mee vreenaeues 2 PS EAU CO on o o 2 System Requirements stars 2 E PPP E A o A 3 oo o AAA o Inn se abessenenm en aneeenteseumianentade 5 A IR O O O A son cdimecnteyuninaes 6 L NEVON PP o A tenate bene coneeeceetecmea eee 7 A A Po A 8 PEPA de e 9 AS A e E o o EEE E A PP A 10 ZAS ME ECU O Micra dae aica 11 A A o e e O A 12 ne PP 13 Di ME BUTTON Saa 14 Zi AO TO WNC SE ONC tito 15 2 9 CHOOSE Web Store cccessesecccccccccseesseecccccsseeesseeecccecesseeuusseeecceessauausesseeessaueusseeeseeesseuaaaagseseseess 16 2 OO OVO A e e e Un Er A 17 LLL GEL Wen OIE ia A 18 Zi AZ la IGE o en e ER o cum E OE TE EE EA 19 PENS OOM DICE Ol OCU sec saahatcessastrcaeea sc atance ec mnatonimens cyonceiceoes ipa cateuenssosps niaveie ts seanete sea teesentareosseadetee sae 20 ee OI SUN LON sarao 21 Mee A e o o O OA 22 a e O AP ne 24 A PP o ee eee eee eee 25 Sl Tena er SEUS rasta 26 3 9 Product Feld Mappings rra 27 36 Customer
82. r F4 Journal F5 Open Close i penere F7 Set Customer F8 No Sale F9 Secure F10 Drawer F11 Recall Uf riztende ee AS When you tender the transaction you MUST do so solely against the Web Tender which is defined in the tender settings 3 4 Failure to do so will result in the transaction not getting marked as Closed in Shopify and payment will not be captured from the customer Tender information Description lt OZO Amount 239 93 Total Due 239 98 Total Tendered 239 98 Change Calculator OR Cancel Help Page 87 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile If for whatever reason the order cannot be completely fulfilled you can remove the lines from the transaction screen which are unable to be met For partial orders RMSify will always close the order regardless of if all the items are fulfilled or not Multiple deliveries for the same order are not supported The payment is captured for the value of the goods actually processed so if an item cannot be fulfilled the payment taken by Shopify to your payment gateway is adjusted accordingly If you are using the Multiple Web Stores feature then Shopify will obviously fulfil the order through the web store that the order came in on and it works this out for you automatically For more details on this feature see section 4 9 5 4 5 Tracking Number Prior to the Web Order being finalised RMSify will ask y
83. receipts check the box This is recommended Receipt Format Use the magnifier icon to choose the RMSify receipt format Click OK to save your changes You must restart the POS application in order for the changes to take effect For further assistance with register settings and receipt formats please consult your certified RMS partner Page 47 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 3 9 Custom Fields In RMS you are limit in resepect to where you can store your data There are only so many fields you can make use of to use your Web Friendly details For example you may not want to use the RMS Extended Description as your web description but there are no other fields which will allow you to do this RMS is also limited by the number of pictures you can attach to a product RMSify now allows you to add custom data fields to give you an unlimited amount of space giving you freedom and flexibility to maintain different data for RMS and Shopify if you so desire including the ability to attach unlimited pictures to your RMS products This data can be managed in RMSify s Quick Editor See Section 6 Additionally Shopify allows you to make use of Meta Fields These are the equivilent of Custom Fields in RMS and the data you upload to Shopify Meta Fields is available to be accessed through your theme In order to manage these custom fields use the Tools gt Custom Fields
84. retail instore online mobile 3 7 2 Out of Stock Working hand in hand with the Track Inventory rule Shopify also allows you to choose how you want a product to behave when your quantities reach zero You can choose to deny purchases It will display an out of stock message or continue selling it Allow users to purchase this item even if it is no longer in stock As with the Track Inventory rule the setting you choose will apply to all products you upload from RMS When am out of stock Shopity will Deny Purchases o If the Track Inventory rule is disabled this setting will not be configurable 3 7 3 Use Inventory Levels When you are in a Headquarters database you have your stock located across all of your stores As RMSify can upload stock quantities to Shopify it needs to know which stock is available to it You can choose to upload the total available quantity from all stores in your Headquarters chain using the All Stores option want Shopify to use inventory levels from All Stores Alternatively you can set it to only include stock from the store which is defined as the Web Store in 3 1 2 want Shopify to use inventory levels from Single Store al Regardless of which is chosen RMSify will only upload stock quantities for Available stock It will not upload any committed quantities which means your web store will show a true reflection on your stock availability 3 7 4 Charge
85. rnal F5 Open 7 Close FE Calendar pe F7 Set Customer F8 No Sale FS Secure F10 Drawer F11 Recall F12 Tender Pressing the button will launch the Web orders screen Page 76 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile The application will automatically connect to Shopify and download orders when the Web Orders button is pressed in the POS k3 RMSify Web Orders Order Date RMS Customer Name Shopify Billing Name Order Value Status 18 04 2015 07 47 35 Louis Walsh Simon Cowell 10 99 Open i 02 10 2015 12 57 57 Paul McCartney Paul McCartney 48 97 Open 0210720512595 aor om Get Web Orders TF Print to Windows Printer HP Photosmart 5520 series Print Pick List Complete Order Additionally once Web Orders has been opened the first time in the day it will check for Web Orders automatically for you in the background every 5 minutes If it finds an order it will tell you O RMSify Web Orders ax RMSify has downloaded 1 web order s from your Shopify web store Please use your Web Orders button in the Point of Sale to process them If you restart your computer you will need to click the Web Orders button again the first time to restart the automatic web order download process again If you are using the Multiple Web Stores feature pressing this button will retrieve orders from all web stores which this store has been configured to process orders for For more i
86. rom another field or a text string you decide to enter You can then perform the function on the Matrix Dimension or the Entire Column The net result will be applied to the column you right clicked to access the function Functions i Find O Replace Insert Before Insert After Overwrite Options Field Value 7 Exact Match Apply To This Matrix This Matris Dimension Entire Column Find and Replace Find and Replace will search for the value you enter in the box and replace it with the value selected entered in the options In the example below it would look for the word CLA and replace it with the word Clarks Functions Find CLA Replace C Insert Before Insert After C Overwrite Options C Field Description v Value Clarks Exact Match Page 99 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile In that instance it would replace all instances of CLA wherever it appears in the column If you wanted to only replace data where the field was EXACTLY CLA And there was no other data in the field use the Exact Match check box i Exact Match However if wanted to use the data in an existing field could instead automatically the data from there by choosing the field as the replacement value In the example below it will still look for CLA but instead it will replace it with it s Vendor
87. rough the POS You can see the orders at any stage through the Shopify back end For more information about the Shopify order processing screens please see our Shopify Getting Started guide Firefox Y C BY infant pajamas P f D Ed Orders Export Abandoned checkouts Dashboard Filter orders Q Start typing to search Customers Status is open x Payment status is any x Discounts Products Order Date gt Placed by Payment Status Fulfillment Status Total Collections 1005 E Today at 4 42am EDT Barack Obama Authorized not fulfilled 99 99 1004 Today at 4 12am EDT Simon Cowell Authorized not fulfilled 110 00 Blog posts 1003 Today at 4 10am EDT Matthew Warr Authorized not fulfilled 239 98 Pages Web Orders placed through your web store must be processed at the POS In order for them to be processed at the POS you must have launched the RMSify Sync application on the POS computer at least once This will install the Custom POS Button and integration with RMS If it has been installed successfully you will have a button on the right hand side which will launch the Web Orders application W Store Operations POS O X Sales Demo Discount 0 00 M E 181 02 10 2015 13 24 09 Microsoft mics Retail Management System Item Lookup Code Description Quantity Price Extended Tax El F1 Help F2 Lookup F3 Calculator F4 Jou
88. s Shopify Fulfilment RMSify as part of its POS Web orders function will notify Shopify when it has completed a web order and mark it as Fulfilled on Shopify automatically notifying the customer that the goods are on their way If the Bypass Shopify Fulfilment box is checked RMSify will complete the order in RMS but it will NOT then complete the order on Shopify Page 42 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile Bypass Shopify Fulfilment This feature is designed to allow you to compelte the order in RMS and correct your on premise stock whilst perhaps using a third party fulfilment provider or system 3 7 9 Bypass Tracking Number RMSify as part of the POS Web orders function will ask you to enter a Tracking Number for the goods being fulfilled Tracking Number E Enter the tracking number provided by your shipping provider or leave blank if this information is not available relevant If you want to bypass this as you do not use this sort of service then the settings box can be checked pe Bypass Tracking Number 3 7 10 Create Out Of Stock Variants By default RMSify will always create every vriant you have created in RMS that is enabled as a web item This option will not create any variants for which you have no stock 3 7 11 Rule Overrides The rules described through this section apply to all products However there are occasions when you may not want the
89. s shown below K3 RMSify Sync i y By using the product data from a store database you run the risk of it F being overwritten by data from headquarters during its worksheet processing Are you sure you want to use product data from a store database 3 1 2 Web Store When using a Standard Headquarters environment RMSify needs to know at which store you will be processing your Web Orders You can choose the store using the drop down box here Web Store Select Store for Web Orders Store 1 You will only be able to launch the Web Orders on the store which is selected here 3 1 3 Resend Settings In the event that a new store is added to the HQ chain or a new store database is exported to an existing store you will need to use the Resend Settings button Just choose the store from the drop down and press Resend Settings Page 23 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 3 2 Shopify API The Shopify API tab is where you configure which Shopify Web Store your RMS database will synchronise with k3 Settings AFI Details API Key c b66c24808cb52333212326 9 559da Store URL thdev 1 myshopify com slmatGlwd0 Bp PeyUUR WVJBhNLeak Test Connecton ced o Enter the Shopify Store URL You must use the Shopify Subdomain you registered with here you myshopify com along with your RMSify Key Your RMSify Key is your activation code and you will have been ema
90. s will be syncronised to Shopify as the Featured image This means it should always be the best image and the one you want to appear in the product catalog Item Properties Basketball 15110 Ex General Inventory Suppliers Pricing Discounts Commission Voucher Store Quantity Store Tax Store Cost Store Prices Store Sale Prices Aliases Substitutes Special Serial Ki Options Tag along item x QJ Picture basketball ipg Quantity a Parent item X q Child quantity ltem message XA Bin location Weight 0 Tare weight po 0 0 However you can upload further pictures in the Shopify back end as many as you like RMSify will set the picture you have in RMS as the Featured image for your products ma qes Featured Upload and edit images of this product Drag to reorder images ALT ALT Choose images If you are using an RMS Matrix product you can assign a different picture to each component item By default these images will be uploaded to the whole matrix shopify product If you wish to link Page 33 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile these images to the specific Shopify variants make sure you have enabled the Use Variant Images rule Section 3 7 7 o If you change an image for a product in RMS Or remove an image then this does not get removed from Shopify Because the data is removed from RMS there is no way to tell Shopify w
91. se of this feature through the Enable check box Checked means it will run unchecked means it will not You can choose how often it is repeated too By default it is selected as Daily which means it will run the stock update at midnight every day If you were to choose a different option it would run every n minutes throughout the day If you are using the Multiple Web Stores feature it will update the stock quantities for each defined web store one at a time For more information on the Multiple Web Stores feature see section 4 9 If you wish to set up more advanced settings you can edit the properties of the relevant Windows Scheduled Task K3 Retail do not support the execution and advanced configuration of scheduled tasks as this is a core windows feature For more help in configuring a scheduled task please contact your support partner Page 66 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 4 9 Multiple Web Stores RMSify will allow you to operate as many Shopify webstores as you wish to right from the same RMS database By utilising the Web item Filter functionality See section 4 10 you can additionally tailor each web store to carry different products RMSify will download orders from all of your Shopify stores and will notify the relevant web store when an order from that store has been fulfilled In an HQ environment you can even configure which Physical store processes orders from wh
92. se use any other available field if you wish to Page 34 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 3 5 14 Barcode In Shopify you have the ability to associate a Barcode to a SKU You can also map an RMS data field Typically this would be the ItemLookupCode to this data in Shopify Edit Variant x None NoneA Blue 2 Small Price Compare at price Weight 19 99 0 00 2 2 Ib SKU Stock Keeping Unit Barcode e g UPC ISBN 805548010100 805548010100 U Charge taxes on this product Y Requires shipping not needed for services or digital goods Inventory policy Adjust Quantity gt Cancel Save Save and close Page 35 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 3 6 Customer Field Mappings Customer Relationship Management is a critical area of eCommerce Not only do you want to attract new customers but you also want to manage and communicate with your existing customer more effectively RMSify s integration between RMS and Shopify can help with that When downloading Web Orders the customer information comes with them There are a number of straightforward mappings which sync directly Out of the box such as the name address email etc But there is some additional information which Shopify can provide you may also want to import with your web orders This data can be mapped in this screen k3 Settings Use Name Caption Sh
93. software itself is a single installer which can be used anywhere in the RMS estate There are no different installers for Headquarters Store or POS as there are with other integrated solutions It s one simple package which can be installed wherever you need to run it The package consists of 2 components e RMSify Sync This is the application which synchronises your product data between RMS and Shopify and is also where all settings are configured RMSify Sync can either synchronise data from RMS to Shopify or the other way round from Shopify into RMS This can be run on a Store Operations database or a Headquarters database and it will automatically detect which it is and behave accordingly This is usually operated from a Back office computer e RMSify Web Orders This is the application which runs on the till and allows the process of Shopify Web Orders through the RMS POS interface It retrieves outstanding orders from Shopify to allow a Picking List to be printed to your receipt printer Once picked it imports the order as a standard POS transaction and allows you to tender the transaction as per RMS It then notifies Shopify that the order has been shipped It can only be launched through a Custom POS Button and therefore can only be run on an RMS Point of Sale As already discussed RMSify can be used in Store Operations and Headquarters or a combination of both Here are the supported topologies which you can deplo
94. th the buttons at the bottom of the screen k3 RMSify Web Orders Web Orders Order Name Order Date RMS Customer Name Shopify Billing Name Order Value Status 18 04 2015 07 47 35 Louis Walsh 10 99 Open fh 1031 Get Web Orders Print to Windows Printer HP Photosmart 5520 seres Print Pick List Complete Order Order Name The Shopify order name downloaded Usually an order number Order Date The date the order was created on Shopify RMS Customer Name The name of the RMS customer that the order is for Shopify Billing Name The name of the customer downloaded from Shopify Order Value The total value of the order Including shipping Status Risk If the order has been picked or not If the order is at risk of being fraudulent it will show a yellow icon The RMS Customer and Shopify Billing Name can be different The Shopify Billing Name is the name of the customer as entered into the web order When downloading web orders it associates the order with the RMS customer which has a matching Account Number or Email Address Any cashier which needs to process web orders must have the permission to alter tax status in their RMS cashier rights For more information about this please contact your RMS support partner Allowed Cashier Right Allowed to enter Opening Amounts Allowed to enter Closing Amounts Manager Fights Allowed to access Pricing Allowed to change tax status Allowed to perform No Sales Allow
95. ts in the database k3 Settings Rules W iwant Shopify to track my inventory levels using my RMS On Hand inventory levels When am out of stock Shopify will Deny Purchases want Shopify to charge taxes for No items want Shopify to always require a shipping address Use variant images Use Automatic RMS Sale Pricing Bypass Shopify Fulfilment Split Matrix by Dimension 1 Bypass Tracking Number MW Create Out Of Stock Variants conca o 3 7 1 Track Inventory Shopify has an option available for each product that allows you to choose if Shopify is going to track how many it has in stock for your products Inventory policy Quantity Shopify tracks this variant s inventory w A RMSify will use the Track Inventory rule to assign the rule you define to all products that it synchronises to Shopify If the box is checked As per the below example then each product will have inventory tracked The quantities themselves will also be uploaded from RMS W want Shopify to track my inventory levels using my RMS On Hand inventory levels Alternatively you can choose not to track inventory levels by unchecking the box This means that no matter what your actual stock position is in RMS the product will continue to be on sale in your web store o If the RMS item is a Non Inventory item it will always be uploaded as Not Tracked Inventory Page 37 of 107 Version 6 0 0 RMSify User Guide k3
96. ucts to be uploaded on the web See section 4 10 for more details o Unchecking the Item available on website setting will NOT delete the product from Shopify See section 4 6 for details o RMSify ignores the Item inactive flag for a product Page 53 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 4 1 Status Bar The Status bar shows you the current status of the synchronisation application They are colour coded so you can tell which ones are good messages and which are bad A red status bar means something has failed this is usually the connection to Shopify Orange means that the Sync application is negotiating a connection with Shopify Green means that synchronisation is happening The below shows that RMSify has successfully connected to Shopify When synchronising variants for a product it tells you which number it is on from the total variants within that product Synchronsing Variants to Shopify 3 18 When its synchronising Images it will show you this Syn onising Images to Shopify 2 6 The same is true for the synchronisation of Collections Synchromsing Collections to Shopify 2 6 Status Page 54 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 4 2 Log During the synchronisation in either direction the Log section gives you some really useful information as to what is going on with the sync you are attempti
97. update This is where you configure RMSify to update multiple web stores This is where you can filter what items get published to the web This is where you define custom fields to extend your database This is where you make quick wholesale changes to your database This will print the log from the user interface to help troubleshoot This will delete all custom collections from your Shopify store This will delete all images from your Shopify store This will tell you the software s current version number This will open this user guide PDF Reader required This is used by K3 support if we need to troubleshoot the software This is a link to our support forum to get free help with the software Version 6 0 0 RMSify User Guide k3 retail instore online mobile 2 2 Status The status bar shows you the current sync status of the application Status When Idle As above or complete you can Sync data Whilst data syncing is in progress you will see a progress bar for each section of the sync that it has to perform Each of these are detailed later in the user guide Page 9 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 2 3 Log The log section of the screen shows you useful information about the sync process allowing you to see exactly what is happening during data synchronisation Log a No change in Inventory Rule J Ab RM Sify s Purchasing Rule has changed Products which have
98. ur web stores When you press the Sync buttons RMSify will sync data only for the Web Store that is selected here Picture w Collection net Default Web Store E Sme Sme Default Web Store 4 9 5 Stock Update When choosing to Update Stock Quantities from the right click menu RMSify will update stock inventory levels for all web stores 4 9 6 Scheduled Stock Update The scheduled stock update feature will always update inventory levels for all stores Page 69 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 4 9 7 Processing Web Orders Only the store defined as the Order Processing Store will be able to download the orders for a given web store and obviously you must have installed the RMSify application to that system to process them When the order is download it keeps an internal record of which web store it came from and this is not visible to the user When the order is completed and committed it then notifies the relevant web store to close the order and complete the customer notification processes 4 9 8 Go To Webstore The Go To Webstore button will take you to the admin page of the webstore chosen on the Sync screen Page 70 of 107 Version 6 0 0 RMSify User Guide k3 reteil instore online mobile 4 10 Web Item Filter By default the only way that RMS can determine what items are on the web is through the Item is available on the website check box i
99. ustom field press the Add button You then need to name the field as something you will recognise and is relevant and choose what data type it is K3 Add Custom Field Field Name Field Type Web Description Short Text Suitable for alohanumeric information shorter than 255 characters like a Collection Long Text Suitable for much longer text like a Web Description Number Suitable for numbers without decimal points Money Suitable for currencies such as a Web Price Picture Allows you to browse to Pictures to attach more than RMS allows to your items Date Allows you to enter a date field Float Suitable for numbers with decimal points like weights Short Text fields also have their own tabs in the Web Item Filter When you add a custom Picture field you get an additional option to choose which field will contain that picture s Alt Text You can leave it blank if you wish or choose an available field You can use RMS fields Custom Fields or Nitrosell fields Once you have added a custom field it immediately becomes available for you to map to Shopify in your Product Field Mappings For more information on this please see section 3 5 If you wish to remove a custom field simply select it and press the Remove button Page 49 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile K3 RMSify Sync o Removing a custom field will permanently delete any data which was contained in that custom field
100. which means you or your support partner can fully customise it to look and feel exactly how you want It can be found in Database gt Registers gt Receipt Formats E Receipt Formats ee fame Lookup Title 1 entry IM Sify Recel Ab Sify Receipt AM Sify Receipt Delete Properties dd Copy You can view the properties of this receipt template in the same way as any other RMS template Click the Properties button and then click the Properties button next to Sales Receipt Format Properties RMSity Receipt Title AM Sity Receipt Description i MSify Receipt Receipt and report templates G alez RMSify Receipt O XENI Properties Cancelled AMSify Receipt Properties Layaway AMSify Receipt Properties Payment AMSify Receipt Properties It contains all of your standard settings and the same things you d expect to find in an RMS receipt template Some additional settings have been provided which are geared around your web store XI X DX A Attributes Webstore Name AM Sify Webstore Webstore URAL Hts mit cora Webstore Email supporktarmsify corn Webstore Receipt Caption web Order Receipt AMS Transaction Humber Capti AMS Transaction AMS Transaction Number Capt Customer Account AMS Cashier Caption Picked By AMS Reference Caption web Order Number RMS Comment Caption Order Motes Page 45 of 107 Version 6 0 0 RMSify User Guide Webstore
101. x Park 14 Wessex Park Charge Somerton Somerset Somerset Somerton somerset Somerset Tracking Notes A A E A Boy s 15 Bike 79 99 74 r O S M 11200 RC Glider 1 149 99 149 99 WEBSHIPPING Shipping 1 10 00 10 00 kea Page 83 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 5 4 1 Order Discounts If the customer entered a Shopify discount code as part of their web order then you will be presented with a screen which will let you choose which product s you wish to apply this discount to This web order has had a discount of 10 00 applied with the discount code S44 GADMDS5O Please choose which items you want to spread this discount across Cp htemLookupCode bh fw 111200 R C Glider 139 99 T pw Footbal C piso Basketbal e 30020 Small Baby Doll Y WEBSHIPPING By default it selects the first product in the list However the discounted product can be changed or even be applied to multiple products by checking the relevant boxes This web order haz had a discount of 10 00 applied with the discount code JAAW DADOM 350 Please choose which tems you want to spread this discount across emLookupCode RAC Glider 144 95 Footbal Basketbal Small Baby Doll Continue When the order is added to the transaction screen it then correctly calculates the right total order value and applies the discount appropriately Item Lookup Code Descript
102. y but has been marked as Hidden as F Product Football exists in Shopify but no longer exists in your RMS database Ds Product Football Wilson exists in Shopify but no longer exists in your RMS datab Age Group ag Synchronisation Complete Default Web Store l Syne Collection SE I lt 0 T lt 0 SD T lt 0 T lt 1 T T lt 1 21 31 If you do not want to synchronise one of the available fields simply uncheck its box In the example below it will import the Description back to RMS but not the Product Title If you are using the Multiple Web Stores feature then you must make sure you have selected the store you want to Sync from using the drop down box For more information on this see section 4 9 Page 59 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile If at any stage you are unsure what the Field To Sync is mapped to in RMS you can hover you mouse over the field name and the tool tip text will explain it to you rather than having to go into the settings Fields To Sync SKU Product Title A Iw Rule iw Iw r opify m ypify Variant 2 e ue Variant 3 le j m Collection we Default Web Store Sync Sync yify are deleted from RMS w Page 60 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 4 5 Images If you choose to By checking the box in the Sync fields list RMSify will synchronise images assigned in RMS into S
103. y RMSify to e Standard Headquarters This scenario is when product data is synchronising from the Headquarters database All web orders must be processed through an RMS POS and you must choose which store is going to be used to process your web orders You can optionally choose which on hand figures you want to use in Shopify Either the quantities from the store you selected as your web store or the total of on hand quantities from all of your stores In this scenario it is not possible to run Sync and Web Orders on the same physical computer e Store Only Headquarters This scenario is when your store is part of an RMS Headquarters chain but product data and web orders are all processed through a single store as part of that chain This is not recommended as any product data amended at store level is liable to be overwritten by an RMS Headquarters Worksheet In this scenario only local store inventory data is used for your Shopify inventory levels e Single Store This scenario is when you have only one RMS store Both RMSify Sync and RMSify Web Orders run from the single store database Page 5 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 1 1 Login Upon launching RMSify you will be presented with a Login screen as shown below Database storermssample User Id Password Do not ask me to log in again OK Cancel instore online mobile The RMSify Log
104. your item weights provided it is of type Float RMSify assumes the value in the Weight box is in Kilograms 1 2 would represent 1 2 kilograms q Shopify stores the value in Grams So RMSify multiplies this value by 1000 to store it in Shopify leaving the weight in RMS in tact Shopify can then be set to display the weight values in KG or LBS and this is handled by the Shopify user interface 3 5 8 Compare At Price The Compare At Price can be used in different ways and can depend on how the theme has been designed It could be that it is used to display a Was price if the product is currently on sale It could display the In store price or it could show the Competitor Price Its entirely up to your theme and or designer RMSify will typically use this as a Was price You can choose a related currency field to map to this and there is no mapping defined by default Page 30 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 9 99 was 42 99 Basketball RMSify can automatically manage the Compare At Price if you want it to take effect when you are running a sale in RMS See section 3 7 6 Automatic RMS Sale Pricing for details on how it works Page 31 of 107 Version 6 0 0 RMSify User Guide k3 retail instore online mobile 3 5 9 Variant 1 2 and 3 For products that come in different dimensions like fashion products in colours and sizes where RMS us

RMSify: User Guide - Retail Technology Limited

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