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Barter Software User Manual - Barter Software

1. Listing Selection Search By Company All 5 Account ID o View All Listings J View Listings Awaiting Approval Approval Status 0 View Approved Listings View Disa pproved Listings From a To 3 Clear Dates Date Added Company Trading Mame Sort By Date Added Descending Your search has returned 154 results Modify Selected Items Delete Disapprove Approve Date a 07 Aug OF Awaiting SESE 12 32 28 Approval gt OF Aug 07 Awaiting xotester3 eee os xotester3 Aaprawal E To search for a directory listing 1 Select the company you would like to search for or select all companies 2 Choose other information such as Date Added Price Range Name or whether the listing 1s approved waiting for approval or disapproved 3 Select search limits Then press Search Item 185 Item Approving Items Item Approval allows the exchange to view and censor Product Service and Directory Listings before they are allowed to be viewed on the front end To enable or disable Item Approval see page 94 To approve items 1 To approve items go to the Products Services or Listings page under Item see page 180 and do a search for all products waiting for approval 2 Next to the search results you will see that the status is set to Awaiting Approval To view the listing click on the name of the item under trading name if you are satisfied with the report check t
2. Filtering member information 1 If you know the name of the business you are looking for then enter this into the search box This box supports wildcard search 2 Select a category from the list if require and how you would like to sort the results Sort by Account Number Reference Business Name Permission Cash Balance Barter Balance and Overdraft Limit 3 Choose whether you want to display the Account Number or Reference and click on the Show Results button Member 44 Member Members continued To view specific member information 1 Click on the Business name of the member you would like to see details for 2 You will be taken to the Member Details page for that member See Member Member Details on page 45 Member 45 Member Member Details The Member Details section contains all information relating to a particular member It includes Access Ratings Cards Telephone Banking Quick Tasks Documents Account Contact Online Details and Notes Each of these will be covered in more detail as we go through this section Initially when accessing the Account Details all information is locked in view mode Clicking the spanner icon on the right hand side of the page unlocks the page and allows users to add update or delete member information Different functions are shown by these icons These can be found at the top right of the merchants panel Sy Edit id Accept G Cancel Delete When th
3. 8 Enter a subject line and newsletter name in the provided fields 9 To send press Submit From this page you can also cancel previously scheduled newsletters and change the header image ES NOTE See the Appendix for an example email newsletter Communication 134 Communication SMS The SMS page lets you enable or disable the SMS service for your customers It shows your SMS Account Details and also allows for sending SMS according to many different conditions To view SMS 1 To access the SMS page click Communication in the main menu and select the SMS link This will load the SMS page You are here Communication gt SMS View SMS messages sent SMS Usage Fees charged to members Cash Amount 0 20 Barter Amount 0 00 Clickatell username Clickatell password Clickatell Client ID Clickatell api_id 271 SenderID Ozone Service Number 6421 1 To O Specific Number O specific Member Specific Account Number O Import Phone Numbers from CSW File Members Matching Specific Criteria Specific Staff Member walid O All Staff Members O staff Members Matching Specific Criteria Text di Schedule this message to be sent at a later time send You have 160 characters remaining 4S NOTE For further information on using the SMS service please contact your Project Manager Directory CHAPTER TWELVE Directory 135 Directory allows exchange staff to control Directory Listing Content
4. This page and all subsequent pages are SSL Secured Please take note of the SSL padlock icon at the bottom right of the browser window Exchange Setup Guide 13 CHAPTER TWO Exchange Setup Guide This section provides a list of tasks to complete that will result in your exchange being active and online The setup process is detailed fully in the Software Training Manual which can be requested from XO Software A short explanation of each task is provided For further instructions on how to complete each task refer to the contents or the index to continue reading on that specific topic Contents Checklist Logging in to the Administration Site Exchange Contact Details Payment Methods Sales People Members Fees amp Rates Registration Fees Terms Conditions amp Policies Customizing the Front End Using your own domain name Setup a test account Import your members into the system Other Features Registering and Verifying Users Statement Set Generation Exchange Setup Guide 14 Exchange Setup Guide Checklist Logging in to the Administration Site Until you have setup your own website www myexchange com and integrated with our barter exchange network you can log in to the generic home page by going to http myexchange xolimited com xoadmin Once you have logged in you can access the full set of functionality For more details on how to start and logon to our site see Chapter One Exchange Contact Det
5. button or Download CSV XLS to download an editable file Search 32 Search Plastic Transaction Cards continued Searching by specific card number 1 Enter all or part of a card number to display cards with the closest match 2 Click the Show Results button Search for Specific Card Number Card Number fs Show Results To search by date range 1 Select a From date 2 Select a To date 3 Click the Show Results button or Download CSV XLS to download an editable file Search By Date Range o From To select Date Show Results DownloadC SV DownloadXL5 To change POS Card information 1 After searching for desired members select the Change link next to the card you would like to change Card Holder Card Number Date CardStatus Requested Change DHE Jannine 221617 17 2006 Valid Dit Neil 221617 02 24 2006 Valid Change Dit Jannine 221617 52 20 2006 Valid Change Dit Neil 221617 158 20 2006 Valid Change Mit Mita 221617 1 z9 2005 Requested Change Search 33 Search Plastic Transaction Cards continued 2 After selecting the Change link the Edit POS Card page will be displayed Back To All EFTPOS Cards Edit EFTPOS Card Business Name Card Holder Jannine Date Requested 17 2006 Requested By Neil Card Number 221 50001 16 digits Expiry Date 2010 Select Date PIN Number 4 digits number only Customer Requests send via em
6. 152 CUE cio cate 153 Doe DOD a rete anaes 154 E MAIL TOP ALCS a A a e A inet taser ees 155 E Mail Templates Description A ads 156 TVR Mai Template S ina 161 Front End Customs OM e E 162 Man NACI RL de a SN oo e ctl Nn a 163 METE MENU DD ENE MAR eos ea cata E OA 163 Search Panel Opening IMATE il laicos iia 164 LOS 0 ON eee eee eee A cen arte eee nee ee 164 RESTAN NA iS gia 166 BONA TON CL SA e 167 Category AM NA a 168 A A we crm eesaaaee 170 New Listings Statistics and Browse by Panel ooococcccnnnnnnnnnnononnnnnnnnonononononononininans 72 PONCELINES PA scada 173 Prot End mates 174 Required Ontact Grails did TTE 175 SHOW EMPEY C ACEO it tdi 176 STALCIMENE SAUNA o E 177 UP PEE SUS esia EE A E O A a 179 1 1 1 E EEE S E E E EER 180 ltem Semtine Sassersson aa a a O a a 181 PEO UA Sanit E 182 SON OO E IeT Aor ete eer ne Ney ne ree eee ea error ee 183 DEAS INOS CO PAE e o e geal E T 184 Pp provin EMS a 185 LO AAA 186 Merchant Members ata 187 A A A A A OT 188 Contents vi Translation aid 189 Detaylt Lanus adios 190 Pendine Translat ia 191 A seine ET RE 192 A a to neamatae 194 Translate Caves OF oia 195 Preface vii Preface Congratulations on becoming a member of the fastest growing barter exchange network in the world This document is intended to ease your introduction into our software We do this by providing you with a checklist of tasks to complete that will result in your exchange being active and y
7. 2 Validate Disputed Transactions 1 view Pending Fay Anyone Transactions 2 View There are 1 pending and 0 sent but not validated orders view Scheduled Broadcasts Newsletters 1 Date 7 30 2007 2 00 PM Edit SMS Messages 0 Date N A Edit In Progress and Open events for Miriam Worsnop Show all Search events Open ay She must pay her overdraft 6 13 2007 11 09 PM Medium Edit lt gt Add new event Search all members This is a quick link to Members Search See Search Members on page 22 Pending Accounts Pending accounts shows the user the number of new members who have joined and are awaiting account approval and activation Pending Listings Pending Listings shows the number of directory listings that are waiting to be approved by the exchange See Item Listing on page 185 for instructions on approving listings Pending Products Pending Products shows the number of Products that are waiting to be approved by the exchange See Item Listing on page 185 for instructions on approving listings Pending Services Pending Services shows the number of Services that are waiting to be approved by the exchange See Item Listing on page 185 for instructions on approving listings Member 39 Member CRM continued 5 NOTE Pending Listings Products and Services are only shown if you have enabled Item Approval See Exchange Feature Settings on page 94 for more information Disputed
8. End without Opening Image S Home Bef join Now a Contact Us Zone New Zealand i ee Search All All Categories Go My Exchange My Region Advanced Search Search Tips Front End with Opening Image Ozone New Zealand Home E Join Now Ap Contact Us sell Your Products Services Online wilh OzoneCard Receive and reply to buyers enquiries Register online lor FREE Approve bookings negotiate prices and sell Hegisiration cosis nothing and you are only charged tees i you Sell your product oF Sorvice through us You are ONLY obliged to sl if you are in debt with ihe serice Receive payments immediately Other members will pay you with their credit Hecene an instant credit limit lines or acenued tunds in their DING regslered you el receive a instant credit m oo you can buy Granata Account Irom other sed businesses without the need tor cash E spend your hads T Lie your produces amp Series Buy Ira ile Dumas Inouye neler This will allow people to place Orderabookings with You or ask for quotes online poih nationally and intemalionalty Search All All Categories Go My Exchange My Region Adwanced Search Search Tips Search Panel Opening Image Search Panel Opening Image operates in a similar way that the Main Menu Opening Image does This setting gives you the option to add an image directly below the search panel Clicking on the Search Panel Opening Image link will take you
9. Event Type 1 To add a new CRM Event Type click on the Add new event link This will load the Add New CRM Event page under Type click Add Edit CRM Type This will display the page shown below You are here CRM Types Add gt General Purchasing Remove Add new CRM Type ACCOR SEIRE lt lt Back 2 Inthe Add new CRM Type box enter the name of the type you would like to use and press Add 3 To remove a type select the type in the right hand list and press remove 4 To finalize changes click Back to take you to the Add CRM Event page Member 43 Member Members The Members page allows you to quickly find a members account information by filtering a list of all members in your exchange To view the Members page 1 To access the Members page click on Member in the Main Menu and select the Members link This will load the Members page shown below Search by Business Name o Search Tips Category Display Accountants amp Auditors i W Account No Adult Education El ref No Adult Entertainment Sort by Permission Show Results Cash Barter Balance Balance Permission 01001 Monsta Investments Ltd Valid 0 00 0 00 10000 00 01002 T 7 Valid 0 00 0 00 5000 00 01003 Valid 0 00 0 00 10000 00 01004 sis et 8 Valid 0 00 0 00 5000 00 01005 Valid 0 00 0 00 3000 00 01006 a a Valid 0 00 0 00 10000 00 ca 01007 Valid 96 30 1875 21 2000 00
10. Motes Confirm Cancel 4 Select a processing date by pressing the calendar icon and choosing a date from the calendar 5 Fill in the credit card details If desired add notes to the transaction 7 Press Confirm to process this payment dl LS NOTE The information required on this page may be different depending on whether you have decided to collect billing address information with the card See Exchange Payment Methods on page 97 for more details Entering a new Auto Payment 1 Ifthe member has a credit card registered for automatic payment then you can use this option to automatically enter their credit card information to make a one off payment 2 Select Auto Payment from the payment method drop down box and follow the Entering a new Credit Card Payment instructions from step 3 Member 60 Member Payments continued Add New Auto Payment l To view the New Auto Payments page click on Member in the Main Menu and select the Payments link This will load the Payments page shown above Click on Add New Auto Payments to load the page This is shown below New Credit Card Auto Payment Add New Auto Payments BS Business OR Account Number Payment Type Credit Card Auto Payment status Approved Waiting Cancelled Name on Card Card Type AMERICAN EXPRESS x Card Number Expiry 1 2007 Confirm Cancel 1 Select a business from the dropdown list or enter th
11. PRI A a ee A O SPECIAL EXEMPTION N LAL Cr CI oe a Ei DEFAULT OZONE PRICING Default To view plan properties pd Unselect Registration Fee Monthly Fee Annual Fee Buy Rate Sell Rate SMS Banking Charge DEFAULT OZONE PRICING Defaults Cash Amount Barter Amount 500 00 0 00 15 00 0 00 0 00 0 00 37a 05i 35a 05i 0 20 0 00 Properties Properties Properties Properties Properties By clicking on the Properties link you can view the details of the pricing plan Details include fees incurred Properties Monthly Day Annual Date Charged 1 Pay Anyone 87 Pay Anyone Set Default Pricing Plan continued Setting additional Pay Anyone Information 1 You can also define notification and charge settings from this page By modifying the values you can define how many days a user has to accept a Pay Anyone transaction and how much it will cost them to submit a payment using Pay Anyone Per PayAnyone Transaction Charge Notification Settings Barter Amount 5 2310 Cash Amount 5 2520 Automatic Notifications ist Notification Sent after 7 days 2nd Notification Sent after 14 days 3rd Notification Sent after 21 days 4th Notification Sent after 28 days Users Able to Cancel after 7 days Auto Cancel after 2 days Save Changes Revert Changes 2 To change simply change the number of days to a number that will suit your e
12. Transactions The number of transactions that have been reported to the exchange for investigation See Transactions Disputed Transactions on page 83 Pending Pay Anyone transactions The number of Pay Anyone transactions that are pending From here exchange staff can approve decline or edit Pay Anyone transactions See Pay Anyone View on page 88 Pending and Validated Orders The number of pending and un validated orders See Reports Pending Orders Report on page Scheduled Broadcasts This section shows current Newsletters and SMS messages that are scheduled to be sent To edit the current schedules press Edit See Communication Newsletter on page 131 and Communication gt SMS on page 134 for further information on these features Events This section details current events and notes From here staff can add edit delete and search events Progress and wents for Tim Search events Oo Customer expects call at midday 2007 01 15 14 30 Medium Edit _ Add new event Member 40 Member CRM continued Adding CRM Events 1 To add a new CRM Event click on the Add new event link This will load the Add New CRM Event page shown below Add New CRM Event Customer Select a Customer Recorded by Select a Staff Staff Involwed Select a Staff Notes i Date recorded 20 08 2007 3 48pm A Due date 27 08 2007 3 48pm HA Priority Medium Type Select Type Add Edit CR
13. a sample CSV file available so that you have a guide when creating your own file If you haven t received the files please contact us on support barter software com and we will forward them to you Exchange Setup Guide 19 Exchange Setup Guide Checklist continued Other Features If you want to receive Cheque books use SMS banking telephone banking or have any other features enabled for your exchange please contact your project manager ZS NOTE Some parts of the system require ongoing attention from your exchange staff Registering and Verifying Users As members sign up to your exchange through the web site they will need to have their details verified and their accounts activated by your staff The Member page allows the ability to change members details such as setting member s accounts to valid This can be found under Members in the Main Menu Accessing the Member page will display a list of members Select a member and you will see their account details You need to assign a sales rep who will take care of this member Assigning a commission rate to the account as well as monthly and annual fees do not need to be set To activate this account set the account to valid Exchange Setup Guide Administration Site in Detail Search CHAPTER THREE Search 21 From Search an admin user can search for a specific company and access company details This feature also allows a user to v
14. a date range to view by The number of results per page can also be modified You are also able to export the Pay Anyone data as a XLS or CSV file Exchange CHAPTER SEVEN Exchange 89 There are several sections of Exchange Management that must be fully setup prior to your members being able to register and trade online We begin with the Exchange Setup Checklist which outlines the most important steps in setting up your exchange From there we move onto Accepted Payment Methods for your exchange Credit Card Direct Debit and Cheque are covered as methods for collecting Fees from your members Contents AAA tionie octet 90 Contact Details oeste 92 Detault Sci daa 93 Feature 1111 94 Payment Methods iia 97 Sales Team Commission Settings 101 Exchange 90 Exchange Checklist The purpose of this page 1s to indicate to XO Software the parts of the system you have investigated and setup By ticking the relevant boxes or not ticking your Project Manager can see where you are at with setting up your exchange Once you have selected completed items press Save Sign to complete the list If you have any questions about any of the items on the checklist please contact your designated project manager or 1f you are not aware of who that is please contact XO Software at support barter software com To view Checklist 1 To access the Checklist page click Exchange in the main menu and select the C
15. a iad abies sali Oi cians a 46 E e e ANINE PE IEE EEE IE te secre nce set AA tena de acacia ae eee tea 47 Telephone BOKN scrote aac eset atlases te eae ii 47 MATAS dai 47 E SAA A a eak 48 SLC COUMIS tdt atis 50 EIN a e e A 51 A E oredr alsa ects date renee aes eee 53 EEEE a E o E O nana E bend acne Ree TE 54 View COS WAR CES da 54 VIEW AUIO F AVINENS A A R aes hace 56 Add New Cast RECEIPIS areren a lee elec ad 57 AUG INCWAUIO APOYA A e 60 JP LOCESS AUTO TGV NCIS A A ae ete A 62 Rate Trade SAUS a a 63 rade US AU A ias 63 Manage Trade Atos EROS dido 64 Contents iv A A tat tatncdandnthetad 66 New Plastic Transaction Cald coocccoccnnnccnncconoccnncconoconncnnoconnrcnnoconcrconoconiconarcnncnns 67 E A AI 68 a A PE roo sasacseuaneeeee 69 Add Batch AUS dE AAA 70 Add TRANS aci o ii 73 Add New Manual TV GQNSGCHOM AA A se ayiesoetaseceeaassee 73 Add New Card dT FONSGCH O da 79 Recent Transactions io 81 Online Transaction A T AT oia 82 Disputed rana cOn aaa 83 Pay ANVOMG ari aa 85 Sel OSAP mCi Pl adan 86 Al 3 See A A A NN See merT Ne oe eae a 88 EXCNANSO sica ornato TT 89 EE a E A O EA E BR RRO I On E A PE Sl RITE OE See ate Se etre 90 Contact Details A a ae Renee a 92 DISTAL SEMA a cba cea Ee TURAE OE EEOAE OTERA 93 E AA Pe E 94 MORO TOIL sa ace hens lo dodo 95 Maximum Credit DA ANACO AAA AA it ais 96 Payment Mende di aa 97 Bi AA E METER TEN Te OnnD MNT Wee cement me on erent ran Tee 97 BA A A 98 ENEE TOSC
16. account manager and explains they are going on a trip but need their car serviced first and need a place to stay when they get there as well as a few good restaurants at which they can have a family dinner and any other entertainment venues you can think of then a sales person might do the following 1 Search for a few car mechanics that are in debt in the local area so that your member can choose one to visit and do a check up their car before the trip 2 Search for a few hotels that are in debt at the location your member wanted to stay 3 Search for some restaurants that are in debt or in need of more trade 4 Search for Entertainment Venues that are in debt 5 Email the report to your member and check up on them in a few days They may have additional requests Search 23 Search Advanced Search continued To Access Advanced Search 1 To access the Advanced Search feature click on Search in the Main menu and select the members link This will load the Advanced Search page shown below You are here Search gt gt Advanced Search Y Click here for help Directory Listing Account Number Business Suburb State Region Country Barter Balance Min Max Reset search Email To Search for a member There are various ways a search can be performed Filling more than one field will narrow down the search You can fill in as little or as much information as you wish to refine the search Leaving all fields bl
17. and shipping Transactions 84 Transactions Disputed Transactions continued 2 This page will show you necessary details for resolving the dispute such as the a note by the person who made the complaint 3 Once you have revolved the dispute exchange staff should add a note explaining the actions taken and press Complete CS IMPORTANT Funds will be held in escrow account until the transaction disputed has been resolved Pay Anyone 85 CHAPTER SIX Pay Anyone Pay Anyone gives exchange members the ability to pay non members with their money using email or an SMS enabled mobile telephone In this chapter we detail setting pricing plans plus viewing and managing Pay Anyone transactions Contents Pay Anyone Set Default Pricing Plan 86 Pay Anyone Setting a default pricing plan defines that fees that exchange members and their Pay Anyone partner will pay To view Set Default Pricing Plan le To access the Set Default Pricing Plan page click Pay Anyone in the main menu and select the Set Default Pricing Plan link This will load the Set Default Pricing Plan page shown below To set default pricing plan l To set a default pricing plan click on Make Default next to the pricing plan you would like to set To remove a selected pricing plan click on Unselect Select Default Pricing Plan for PayAnyone Make Default Make Default Unselect Make Default Make Default Bo es
18. are only set to Present then it 1s optional whether members fill these fields or not If fields are also set to required then a user will be required to fill in that field before they can submit the form they are filling in To view Required Contact Details 2 To access the Required Contact Details page click Content in the main menu and select the the Required Contact Details link This will load the the Required Contact Details page shown below Contact Details TESE Required Field Phone L Fax L Toll Free Phone L Toll Free Fax L htobile Web Details Required L Website Address Details TESE LI L prefix e g PO Box Unit number etc O Building Street L Suburb w City O O O Region State O Province O Other L Corr y Postal Address Details Presen Required FF Prefix 9 PO Box Unit number etc O Building m Street O Suburb City O Kegon SIME based on the selection above Province Cainer L Country Post Code Zip Code other Update Content 176 Content Show Empty Category The Show Empty Category Page allows the exchange to choose whether categories on the front end with no products services or listings on them should be displayed to members To view Show Empty Category 1 To access the Show Empty Category page click Content in the main menu and select the Show Empty Category link This will load the Show Empty Category page This page 1s displayed
19. below To modify the setting 1 Select whether you want to show or hide the empty categories and click Update w Empty Categories Yes No Update Content 177 Content Statement Settings The Statement Settings page allows the exchange to modify settings that can place restriction on how salespeople view member statements From here you can also change the number of days after a statement 1s issued that the amount is due To view Statement Settings 1 To access the Statement Settings page click Content in the main menu and select the Statement Settings link This will load the Statement Settings page To apply statement restrictions 1 This section allows the exchange to set who account statements are managed by This can be done by selecting the Edit button under the Statement Management heading statement Management Please select the person s to manage all user statements statements are currently managed by Sales person of each individual account o E One single appointed sales person Cancel Ok 2 Youcan choose to have statements managed by either the individual salesperson for a specific member or you can appoint one person 3 To use the sales person of the individual account select Sales person of each individual account Alternatively you can choose one sales person from the dropdown list 4 To confirm any changes make press the OK button To set the pa
20. dit 30 307a 30 307a Edit 33 33 33 335 Edit 15 0 15 0 Edit 30 Uno 30 Oo Edit 30 0 30 Ve 0 Edit 1 0 1 05 Edit 307e 0 50 Wa 0 Edit 2 To add a new rate enter the percentage amounts in the Add New Commission Rates boxes and press the Add button 3 To edit or delete an existing rate click on the Edit button next to the rate you would like 4 Change the percentages to the desired values and select Update If you would like to delete the selection press Delete Staff 119 Staff Broker Broker 1s the next level after a Salesperson For example the Salesperson can be the owner of the exchange and the Broker a sales manager and the Associate Broker a client manager Using this feature you can create different commission rates to create a structure that suits your needs The method for creating a Broker and assigning commission rates 1s the same as Sales Team To view Broker 1 To access the Broker page click Staff in the Main menu and select the Broker link This will load the Broker page shown below Add New Broker Add Sales Commission Rate Sales Username Name Permission Commission Rates Comm Statement Buy Cash 0 Agnieszka Agnieszka PE RateBarter 0 Pa EN ia Mrowiec Mrowiec vom Sell Cash 0 Change Clients View RateBarter 0 Buy Cash 5 Agnieszka Valid RateBarter 1 Rachwat Sell Cash 5 RateBarter 17a Change Clients View Buy Cash 40 Aleksa ndra
21. edit the text press the Edit link next to the message you would like to translate When you are satisfied with the message press Update CS IMPORTANT Make sure that you include the tags in your translated message these are the information the member will be sent The tags must not be translated and should be copied and pasted into the new message Translation 195 Translation Translate Category This page will allow you to translate the Product Service and Listings categories that will be shown to members For information on how to hide and show categories see View Hide Categories on page 140 To view Translate Category 1 To access the Translate Category page click Translation in the main menu and select the Translate Category link This will load the Translate Category page shown below Category Translation D ll gt Automotive gt Car Valuers gt E AccommodationTest E Autom otive Auto Accessories Ear Valuers Selected Car Valuers Translate Driver Education General Services Auto Parts amp Supplies Auto Sales amp Leasing Auto Servicing amp Repair Auto Boats amp Marine Broadcasting E Building amp Maintenance 2 To translate a category name click on the name of the category A text box will be displayed enter your translation in this box 4 When finished press Translate Uy
22. including the charges payable by giving notice to each Member Any alteration will be effective from the date specified by Ozone However the effective date must not be earlier than 30 days from the date on which notice of the alteration ts given 1 3 No partnership Nothing in these Terms creates any partnership agency or joint venture relationship between Ozone and any Member or between any two or more Members a E 5 A z E Hi eo 44 AA E i ln yu it iil Design Html 1 ABOUT THESE TERMS Content 153 Content Currency The Currency page lets you define the look of monetary values both Cash and Barter in your exchange Once you ve entered a currency symbol and delimiter click on the Apply button An example will be displayed on the page These settings will apply to both Front End and Back End values To view Currency 1 To access the Currency page click Content in the main menu and select the Currency link This will load the page shown below You are here Customise your currency This page will allow you to customise how your currency will look to your users It helps you differentiate between cash and your currency Customise your cash currency look below 10 00 Apply Customise your barter currency look below F 10 00 Apply This is how your cash currency will look 10 00 This is how your barter currency will look 10 00 Content 154
23. involved in transactions have only been recorded since 21 June 2007 Transactions before this date have None Assigned as the name of the Sales Team member Sales Purchase Report A report showing the combined trade amount of all members managed by a specific salesperson broker Sales Commission Report Details commission payment amounts for sales people by date range Entering of commission payments to brokers 1s also performed from here Trade Volume by Salesperson Broker and Associate Broker A report showing a trade volume for certain Salesperson Broker or Associate Broker You can also select the dates if you want to see the transaction volume for a certain period Transactions and Fees Shows all transactions fees and reversals made within a defined time period Reports 126 Reports Reports continued Pay Anyone Report See Pay Anyone View on page 88 Reports 127 Reports Statements The Statements page 1s responsible for producing member account statements From here you also have the option of preparing statements for bulk sending either by email or post To view Statements To access the Statements page click Reports in the Main menu and select the Statements link This will load the Statements page shown below Company XO Limited Valid _ By Statement Set Current a L By Date Range FROM 19 02 2007 Select Date TO h 3 04 2007 select Date Batch Statement Merge View E mail Pri
24. issued to members From here you can change book details or issue a new Cheque Book to a member Y ou can also display a list of all members and their Cheque Book information You can also search for cards by their card numbers or alternatively display a list of cards based on the date issued To view the Cheque Books page 1 To access the Cheque Books page click Member in the Main Menu and select the Cheque Books link This will load the Cheque Books page shown below Add New Cheque Book Company OR Account Number Book ID Search Cheque Books Company All OR Account Number Sort By Business Name w Show Results To search for Cheque Books 1 Under Search Cheque Books select the company whose cheque book details you would like to view A record showing the Book ID Issue Date and Status of this company s cheque book will show up in the results 2 Alternatively you can select all under the company dropdown list This will return a list of cheque book details for all companies that have a cheque book 3 An example of this is shown below The selection can be sorted according to Business Name Status Issue Date or Book ID Member 36 Member Cheque Books continued Business Name Account sepi fe ie Change status AB Valid 30 3 2004 Enabled Change AA Valid FE 30 04 2004 Enabled Change AC Valid 55 Ol 4 2004 Enabled Change ADE Valid 56 30 4 2004 Enabled Change E
25. provides quick access to the CRM feature and allows you to create events for that member For further information see Member CRM on page 38 Member Payments 54 Member The Payments page is used to view and make member cash payments as well as setup of automatic payments and credit card processing Payments e View Cash Receipts e View Auto Payments Process Auto Payments View Cash Recejpts e Add New Cash Receipts e Add New Auto Payments Upload New Cash Receipts 1 To View Cash Receipts click on Member in the Main Menu and select the Payments link This will load the Payments page shown above Click on View Cash Receipts to load the page This is shown below View Cash Receipts Company All From 15 08 2005 To 22082007 GL Code lt ALL gt View r OR Account Number Business Name Method a Notes 5 04 2007 Al Window Cleaning Specialist Cash Services Cheque Cash 60 00 120 00 30 00 5 04 2007 18 05 2007 Reverse payments n a Details n a Details n a Details This View Cash Receipts page allows you to search and view member commission payments It provides a complete record of all commission payments a company has made since it joined the exchange Member 55 Member Payments continued To view all cash payments 1 Select All from the Company dropdown list 2 Select a date range 3 Press the View button To view
26. the Contact Us page click Content in the main menu and select the Content Text link You are here Content Management gt Contact Us Contact Us T it f a pal ma ree os ee pa aa a pa aa A OA Aaa MENE EE E mm En Ez iil a had hey I fn You can contact Ozone via Postal Address Phone Fax Toll Free Phone l ee Toll Free Fax Design Htrril You can contact Ozone via Postal Address PO Box 6781 Symonds Street Auckland Phone 09 460 1626 Fax 09 460 1636 Toll Free Phone 0300 4 OZONE Toll Free Fax 0500 4 69663 Content 143 Content FAQ FAQ lets you post and edit Frequently Asked Questions You can use it to answer people s questions and avoid members calling your office Members can click a link FAQ located at the footer and top right hand corner of every page When clicked this link takes the user to a new page with tips you ve posted If you leave this page blank your members will see a blank page when they click on FAQ This page 1s similar to the Help page To view FAQ 1 To access the FAQ page click Content in the main menu and select the Content Text link This will load the Content Text page Select FAQ from the list displayed list You are her e Content Management FAG Add Hew FAG XDA ole elas aos ese 32 0 la BE Elsla ala 87 al Design Html E Description vi Ele ME F Balu Els Ele Design H
27. to the Search Panel Settings page To upload an image select Search Panel Opening Image from the drop down box Screenshots for this can be seen under Main Menu Opening Image Login Panel Login Panel controls the appearance of the panel before and after login Log infLogged in Panel Settings Please select a layout for the Log in Logged in Panel Show all information fixed in the panel Warning Selecting this option may distort the layout Auto hide some information and have a Toolbox button to allow that information to be displayed To view a sample of the effects of this change click here There may be similar changes on other pages Please select a layout for the Log in Panel Login Option Default O Login Panel Option1 ren Oinez me segned in O Patiword Boe D ty A reef yr Bs rd Content 165 Content Login Panel continued Logged in Panel Settings Show All Information Selecting Show All Information will show useful customer information on the panel after login j s gt vS 7 j Logged in as ozone Merchant Advisor Rimoni Leota EJ Pay Someone 2 Debit a Card Trading As OzoneCard New Zealand Email rimoni leota ozonecard com Account Balance 72 88 Phone 092747122 Log Out Send Ozonecard money to ANYONE Auto hide Some Information Selecting Auto hide Some Information will compress information into a button that will display information when a user hovers over it with their cursor This settin
28. uses All reports are able to be viewed online and can be downloaded Aged Cash Due Report This page shows the aged cash due or overdue over a monthly period from the last due date until report date Clients List with Trading Produces a report of all members of a specified client with their trading history in barter dollars Commission Accounts Lists all members with commission fees owing in the selected date range Reports 125 Reports Reports continued Exchange Income Displays the income for the exchange over a specific date range Monthly Cash Balance Allows a user to view detailed information on cash owing such as All members with more than 120 owing over 3 months ago Pending Orders Report Shows a list of all orders made through the online trading site that are currently pending The report can be made up of ordered quoted confirmed and complained status Referrals Shows a report of all referral information that has been recorded in the system by brokers and new members Sales Team Performance Report Measures the sales purchases amount of the Sales Team over a period of time Sales purchases are member to member transactions that are completed not pending Reversal of this will decrease the sales purchases amount Pending Transactions PayAnyone Product and Service and member to exchange transactions such as Fees and Commission are not included in this amount The Sales Team members
29. 50 personal care and Urgently Website natural health needed products usina the To navigate through search results You will have various options available for moving through your search depending on the number of results If the results fill up more than your onscreen space scrollbars will appear on side of your screen You can use these to scroll through results If there are more than a page of results a numbered navigation tool will be shown at the bottom left hand side of the page Simply click on the number for the list of records on that page Search 26 Search Advanced Search continued To select search results Search results must be added to a report in order to be emailed to members Once you find the company records you were looking for you can select them by clicking on the checkbox beside each one This will highlight the company record as shown below Worldwide Appeals Business AOK Trading Mart AccountNumber Is Valid Yes Contact Person John O Kane Tel 04 Fax D4 Mobile Quality second hand Trade Email aoki 1 furniture amp bric a Status Website n a brac Unknown Address PO Box 14 215 Kilbirnie Wellington Business American hele To add a selection to report After selecting all required company records as outlined above click on the Add to Report button This will take you to a report summary page that shows a list of all companies in the current report Note that you can per
30. ALS E Outstanding Direct Debit Commission Fees csy XLS Aged Cash Due Report Clients List with Trading Commission Accounts Monthly Cash Balance Formerly Trial Balance Referrals Sales Performance Sales Purchase Report Sales Comnmus ion Report Transactions and Fees BS NOTE All reports can be downloaded as Microsoft Excel CSV of XLS files The reports page is divided into two sections common information such as member contact information and members with cash due Reports 124 Reports Reports continued Common Information Reports Report Description All Members Information A table of all members contact information Includes addresses and telephone numbers All Members Emails A list of all valid members email addresses which can be used to send using an external email application All Members Cash Due A table of all members with cash due to the exchange including automatic payment details All Members with no Plastic A list of all members who do not hold a Transaction Card valid transaction card Directory Listings A table of all information contained in online directory listings that can be used to produce a printed Membership Directory Outstanding Direct Debit A report of outstanding fees owed by Commission Fees members who pay by direct debit Advanced Reports The following section will deal with the more advanced reporting functions available to exchange staff and cover their real world
31. Barter Software User Manual JW yy XO Limited Published in New Zealand in 2007 by XO Limited PO Box 8663 Symonds Street Auckland New Zealand www xolimited com Drafted By 2007 Tim Gordon Copyright 2007 XO Limited All rights reserved No part of this publication may be reproduced stored in a retrieval system or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise without the prior written permission of the publishers Barter Software User Manual Version Three AUGUST 2007 Contents iii Contents Barter Software User Mantal ccccccccccccccccccccccccccccccecll Contents asa iia 111 al AA soanane ees enone a Vii Why do some paces look CiMlerent ai A vili CONVENON oera O T O A vili Dilferences E WOTdiN O alt Vill NV NE Oy TUNIS SG tasas 1X Exchange SCUUD iD A LOOSING Maria 11 PRCT SEATON SIUC perosina Aare eee at rai E E canna Glee s 12 Exchange Setup Guide ao 13 A O aE O 14 Administration Site in Detail esesesesesesesesesesessseeese LO A a EE PE E E EET EE tat E E E E E A A 21 A N 22 PE MINS ACOSO TOE 28 Plastic Transacuon ardid 31 MeMbDe spirit pida 34 A O ceech dk aene Nene e lie tessa 35 CRM A Actas tet oats oad as N cad datetime E coum tsccud idahct 38 Adamo CRM PV o o dedo ia 40 ci Rann enn tee Omen Seman tte a a a Ten One 43 Mi ee ee Urn ee ee en Or eee 45 POCO SS ua ates teare tae each A ties hae a Gage 46 A a aa
32. Clicking on the name of a member will take you to the Member Member Information page To reassign members This page also allows to you reassign all members of one Sales Person to another After completing Step 1 select the Sales Person you would like to transfer the members to from the lower dropdown box and press Confirm Staff 112 Staff Exchange Staff The Exchange Staff Page is where you can view and modify and create people who have access to the Administration end of your exchange To view Exchange Staff 1 To access the Exchange Staff page click Staff in the main menu and select the Staff link This will load the Exchange Staff page shown below You are here Staff Management gt Exchange Staff Add New Exchange Staff eee Work 049108000 amvyT Amy Thomas Walid Work teamleader corpcall co nz Home 049108000 Home teamleader corpcall co nz Spades EA Mobile 272410274 el E Work 049108000 andrewM Andrew Morrow Valid vere O pao A aa Mobile 272410274 Las f a nas i Work 049108000 AnnR Ann Rowell Valid pa eS Home 049108000 pla il Mobile 272410274 Work tim gordon barter Work 099156873 beaker Tim Gordon Walid software com Home 094459884 Home gordon t xtra co nz Mobile 0212957841 Lal A eL ho Kathy O Connor Bay valid Work kathy oconnor ozone net nz eae sE A bo of Plenty j Home kathy oconnor ozone net nz i Mobile 94801625 From here you can see the most common user informatio
33. Content Direct Debit This feature allows an exchange to upload a direct debit form to the B2B Trading website Once you ve uploaded the direct debit form as a PDF file members can download and print this form They can then fill in all their details such as their bank account number address etc and sign the form as acceptance that you may debit their account for the cash fees they incur Members should hand the form over to the exchange directly or post it back Once it 1s processed the exchange can call the member or post a confirmation letter back confirming that the direct debit form has been received and will be applied to their account every month on a set date This form is only available to members To download a copy you must login to the B2B Trading website with their username and password Click on Online Banking Fees Owing and then click on manage Auto Payments Details This will take the member to a new page where they can either register a credit card or download the direct debit form This form can be made available for pickup from your local exchange office To view Direct Debit 1 To access the Direct Debit page click Content Management in the main menu and select the Direct Debit link This will load the Direct Debit page shown below You are here Content Management gt Direct Debt Form Uploader Easting Direct Debt Form Download from here Add New Direct Deba Form Mages must be pat
34. Default Settings 1 To access the Default Settings page click Exchange in the main menu and select the Default Settings link This will load the Default Settings page shown on the following page Merchant Defaults New Merchants will be able to buy Mew Merchants will be able to sell New Merchants will be able to perform saved search New Merchants will be able to add manage sub accounts users New Merchants will be able to subscribe to the newsletter New Merchants will be able to subscribe to the newsletter New Merchants will be able to modify control their individual time settings New Merchants will be able to modify control their individual time settings SESE SSSA New Merchants can edit their date of birth after specifying it once already Confirm To edit Default Settings 1 To edit which settings you wish your members to be able to choose tick or un tick the check box next to the option When finished press Confirm Exchange Feature Settings 94 Exchange The Feature Settings page 1s where you can control the more advanced features of the software You may have all or only some of these features available to you depending on To view Feature Settings 1 To access the Feature Settings page click Exchange in the main menu and select the Feature Settings link This will load the Feature Settings page shown on the following page Activate De Activate the following Features Feature Name Item App
35. EDIT ANOTHER ACCOUNT function from B2B this email gets sent to both parties Password Reminder Under Member Account Details from the backend there is an option to SEND PASSWORD REMINDER This email controls the way that password reminder works Password Update Email This email gets sent to the member when they update their password from the B2B site Pay Anyone Accepted Notification to Recipient Email sent when a member accepts a Pay Anyone Payment Notification that funds are able to be used Pay Anyone Accepted Notification to Sender Email sent when a member makes a Pay Anyone Payment Notification that funds have been transferred from their account Pay Anyone Awaiting Acceptance Notification to Recipient Email sent to member being paid when another member makes a Pay Anyone Payment Notification that funds have been transferred and ready to be accepted Pay Anyone Expired Notification to Recipient Email sent to the Recipient of a Pay Anyone transaction if 1t expires Content 159 Content E mail Templates Description continued Pay Anyone Expired Notification to Sender Email sent to the Sender of a Pay Anyone transaction if it expires Pay Anyone Rejected Notification to Recipient Email sent to the Recipient of a Pay Anyone transaction if they have rejected a transaction Pay Anyone Rejected Notification to Sender Email sent to the Recipient of a Pay Anyone transaction if it is rejected by the recipient P
36. M Type Source Select Source w Status Select Status Insert New Request Reset Cancel 2 Start by selecting the name of the member you would like to assign the note to from the Customer dropdown box 3 Select both the name of the person entering the new event and staff involved from the Recorded by and Staff Involved dropdown boxes 4 Enter the note into the notes box 5 Select both the recorded and due date by clicking the calendar icon Member 41 Member CRM continued Priority Select Priority Type Select Type wa Add Edit CRM Type c SOUPCE Select Source Status Select Status Insert New Request Reset Cancel 6 Select the priority of the message High Medium Low 7 Select the type of event Additional event types can be added by the user See Adding Event Types below 8 Select the source of the event this is usually the form of contact that was initially made with by the member 9 Finally select the status of the event Open In Progress Pending Closed 10 Press Insert New Request to add the new event Editing a CRM Event In Progress and Open events for Tir Show all Search events ESTATE CRTC Open Customer expects call at midday 2007 01 15 14 30 Medium Edit gt Add new event 1 Select Edit next to the event you would like to edit on the CRM page Member 42 Member CRM continued Adding a new CRM
37. Member 62 Member Payments continued Process Auto Payments l To view Process Auto Payments page click on Member in the Main Menu and select the Payments link This will load the Payments page shown above Click on Process Auto Payments to load the page This is shown below This page is used for processing many auto payments at once This feature will save you a lot of time BS Batch Auto Payments Create a batch AutoPay Payment Auto Payment Type Credit Card Fees Owing to date 23 08 2007 Bt Payment Process Date 23 08 2007 Bel Wiew Process Selected Select all Unselect all Account 01075 Bexglen NZ Ltd 23 08 2007 30 00 Edit paa eee 23 08 2007 0 15 Edit Ea Services Ltd 1 2 Select the Fees Owing to date Select the Payment Processing date 4 Click on View This will show you all valid automatic payment credit card and direct debit accounts and the amount that is to be paid If you need to change the amount or the processing date press Edit 6 To process the payments press Process Selected U N NOTE This Processing Auto Payments page only allows you to quickly enter many payments into the system at once The payment is not processed through the XO system and should only be performed after the funds are showing in your business bank account If you are using the PayPal option offered by XO please contact your project manager for more information usi
38. Nes and adhere to the Pel dimensions GEScribed peo File Browse Upload Content 155 Content E Mail Templates Email Templates are used to customize the look and feel of automatically generated email messages your members will receive as they make use of the various features made available to them on the B2B Trading site It is important to make sure that these email messages reflect the image your exchange 1s aiming to represent After modifying any of these email templates you should always send yourself a test email to ensure you haven t accidentally deleted any dynamically generated fields To view E Mail Templates 1 To access the E Mail Templates page click Content in the main menu and select the E Mail Templates link This will load the E Mail Templates page shown below You are here Content gt Email Templates Upload Email Images Type EFTPOS Card Order Confirmation T Subject EFTPOS Card Order Confirmation Content arn i B 8 ae LE Style y B U GSES 3 SS gt AA Bl gt Sincerely yours lt lt ExchangeName gt gt Software provided by XO Limited wew barter software cor 4 Mr H Design Confirm Cancel Insert e mail address below and click SEND to submit and wiew selected e mail template at address inserted Content 156 Content E Mail Templates Description The following 1s a list of all email templates you are able to modify These messages will be sent to your membe
39. O TOVINI ser ic bass et os et tc aus oes ect at see 98 pales Team OmimisstOm SSCS dias 101 PCI tina dos 102 ACCOUNT Adjustment EY DE A E A a ih needs 103 CCS HOC Rates saunas da dde ea dad O Es ol 105 PCS PM A a 107 Members by Pricino Plana 109 O IO 110 E A nC ane OEE REN ne rer Oe 111 Exchange ai toa 112 REASON ACCOUN arcsec E A A S 115 E E i T ENEE A E E E A EAEE a OET E AE EE EEE E 116 A E E TO 119 ASSOC ae BOKE aese e a a a a a Ea 120 SAE Permission a 121 RENDON nadia 122 SS A A reese tate toaaa tate 123 Common Information Reporis tati 124 Advanced TRC OV IS A A aN el aed eae dae 124 SEO PPP TAE O ATT AE a oad 127 COMMUNICATION siii cias 129 A de pers seas tts essen seen E 130 Contents Vv A E E eee 134 DIrECtOV ormes innean os 135 Directory Alert ANC BV AU OM i E 136 Directory Lis iio Pri cc screen cele a vance E E T E S 137 Director Listo RES Olas nessa la talato e lidad elude ictrela 138 Edt A MESA eE 139 Vew Hide Cate COMES ii NN 140 CONTENT aran ini 141 CO OCG AP reer tzcanetneatinoned ease tel entncanna a getonel wussereentecanetes eas 142 COMICAS its 142 A A A Oat aed att 143 Welcome Mendo e pe id idea ket de da le 144 A E ANAE ATE EEA EATA LION PETE AIN OT EEE NECTED NOT ENE 145 IS NS asia oh Racha Nate hea le a Mech iet aed bea seta le Re Miele aid een a ete de Rana 146 KEST AMON A AAA A O A et 147 keota lon Mess ade tati odos iiias 150 E aad iste E es Ra Ae mens 151 TIm E COnN ONS a a e a a es ts a N
40. Panel The Side Panel page allows you to change what is shown on the left of the front end There are two options available sidebar Settings Sidebar Status lt Back Option 1 Welcome FAO Help and Featured Products Option 2 Self defined image buttons Option One This 1s the default option This will display the Welcome FAQ and Help tabs plus display a panel of featured products Resources Welcome FAQ Help Welcome to OzoneCard New Zealand If you need more information you can contact us at 0800 OzoneCD or visit our website at www ozonecard com You can more Featured Products Option Two This allows you to use the panel to display an image or images This can be used to present advertising current promotions or important announcements You can add as many images as you like to the side panel You also have the option of adding your own hyperlink to the image to link to outside advertisers Or services To add a new item to the panel click on the Add New Item link Content 171 Content Side Panel continued Sidebar Items E Add new item Select the image you would like to upload by selecting the Browse button Next select whether you would like to enable or disable the image You can also define an on click action to the image by either entering your own address or by selecting one of the radio button options Sidebar Item Create new sidebar item Image Uplo
41. Plastic Transaction Card page 1s used to assign a member a new transaction card that they can then use to pay other members using point of sale swipe machines or by using the debit a card method To view the New Plastic Transaction Card page 2 To access the New Plastic Transaction Card page click on Member in the Main Menu and select the New Plastic Transaction Card link This will load the page shown below Transactions CHAPTER FIVE Transactions 69 Chapter Five details member transactions The Transactions menu provides access to the functions used to add new transactions and view transaction details As an exchange administrator you can view a list of recent transactions as well as search functionality allowing you to find specific transactions Disputed Transactions provides control over transactions which a member has deemed to be unsatisfactory Contents Add Batch Adjustment 70 Add TRANS ACH OM dsd 73 Recent Transactl0WNS occcoccccnccnnoccnnccnnicon 81 Online Transactions ccoocccnccnnccnnnccnniconoco 82 Disputed Transactions cccccccceeeeeeees 83 Transactions Add Batch Adjustment 70 Transactions This function 1s used to process batch account adjustments Account Adjustments allow to you credit or debit cash or barter amounts to a members account This can be used for sundry charges such as fee for having a cheque bounce or giving a member a 10 discount for paying thei
42. RateBarter 50 Aleksandra wileta Valid Sell Cash 40 Change Clients View RateBarter 50 Buy Cash 1 5 an Alicja a RateBarter 2 PE Se an Alicja Aleksandra valid Sell Cash 1 5 Change Clients View RateBarter 2 Staff 120 Staff Associate Broker Associate Broker is the next level after Salesperson and Broker For example the Salesperson can be the owner of the exchange and the Broker a sales manager and the Associate Broker a client manager Using this feature you can create different commission rates to create a structure that suits your needs The method for creating a Broker and assigning commission rates 1s the same as Sales Team To view Associate Broker 1 To access the Associate Broker page click Staff in the Main menu and select the Associate Broker link This will load the Associate Broker page shown below Add New Broker Add Sales Commission Rate Comm Statement Username Permission Rates Buy Cash 0 Agnieszka Agnieszka Valid RateBarter 0 Mrowiec Mrowiec Sell Cash 0 RateBarter 0 Change Clients View Buy Cash 5 Agnieszka Agnieszka EEN RateBarter 1 E Rachwat Rachwat ES Sell Cash 5 ee RateBarter 1 Clients View Buy Cash 40 Aleksa ndra RateBarter 50 Aleksandra Emikla Walid Sell Cash 40 Change Clients View RateBarter 50 Buy Cash 1 5 25 Alicja z RateBarter 2 ee a gol Alicja Aleksandra Walid Sell Cash 1 5 Change Clients
43. Transactions Add Transaction continued To process a Reversal Transaction 1 Enter a Book ID in the text field This will be a unique number recorded against this transaction for tracking and identification Remember that a Book ID is optional 2 Enter a Cheque Number This is the number that appears on the Cheque Remember that a Book ID is optional New Manual Transaction Identification Book ID Cheque Number Buyer Member Seller Exchange Member Amount OzoneCARDO Cash Dates Transaction Date Deposit Date Details Transaction Type Notes optional optional Select From List A a LARA ita wove 0 zon eCa rd New Zea la nd m 4 8 Select From List Force Over Limit Transaction Fl Force Over Limit Transaction 17 08 2007 val 17 08 2007 tia 8 Transaction Reverse Reverse transaction Original buyer is still the buyer original seller is still the seller Confirm Cancel 3 Select Buyer member account Transactions 77 Transactions Add Transaction continued gt IMPORTANT This will be the account money will go back into This account will not be debited You will only be able to select members from the exchange you are currently administering 4 Ifthe member who previously received the barter dollars is in a different Exchange then click on the dropdown list and select the correct Exchange for that member 5 The dropd
44. View RateBarter 2 Staff 121 Staff Staff Permissions Associate Broker 1s the next level after Salesperson and Broker For example the Salesperson can be the owner of the exchange and the Broker a sales manager and the Associate Broker a client manager Using this feature you can create different commission rates to create a structure that suits your needs The method for creating a Broker and assigning commission rates is the same as Sales Team To view Associate Broker 2 To access the Associate Broker page click Staff in the Main menu and select the Associate Broker link This will load the Associate Broker page shown below Reports CHAPTER TEN Reports 122 The Reports function provides a formal account of the proceedings and transactions of the exchange and 1ts members From here you can also gain access to important marketing and sales information so you can keep an eye on trading volumes commission payments and more Contents Reports 123 Reports Reports The Reports page is the starting point for accessing useful reporting features available in the software To view Reports To access the Reports page click Reports in the Main menu and select the Reports link This will load the Reports page shown below All Members Information CSV KL All Members Emails CSW KL HAH All Members Cash Due csv XL All Members With No Plastic Transaction Cards csv XLS 2121218 Directory Listing CSW
45. ad a a Select the image you want to upload e Enabled Disabled ni No hyperlink 0 Email this page C Bookmark this page Specific link enter below Open link in new window Add Item Once you are finished press Add Item to apply the image Content 172 Content New Listings Statistics and Browse by Panel This section allows the exchange to select which of these panels should be visible on the front end New Listings Statistics and Browse by Panel settings New Listings section will be displayed on the homepage Yes No Statistics section will be displayed on the homepage Yes No Browse By section will be displayed on the homepage Yes No New Listings Panel This panel is a showcase of new listings that have been added to the site Statistics Panel This panel displays information about the exchanges current trading and membership This includes New Members Last Logged In members Wanted Items Transaction Volumes and Local Market Value Browse by Panel The Browse by Panel contains convenient links to other areas of the B2B trading site New Listings View All New Listings Fluid Handling Wicked Earthsong Enzo s Solutions Industries Enterprises Excavations pe Fluid Handling Retail sports Do you like to be We are a Family Solutions are a apparel Hats and a little different owned and wholesale Caps fF operated Bobca ADscene Babeez On The Ho
46. ail Date Issued 30 2006 Issued By Jack Date Disabled Disabled By status O Requested Valid Disabled Cancel Confirm 3 This 1s a detailed record for a specific POS Card From here you can change the expiry date change the PIN number and email the new one directly to the customers email address as well as changing the status between Requested Valid or Disabled Add a new POS Card The Plastic Transaction Cards page can also be used to add a new POS Card however this will be covered later in the manual See Member gt New Plastic Transaction Card on page 67 Member 34 CHAPTER FOUR Member When a company wishes to become a member information about them must be stored in the system This section of the application relates to managing member details such as contact information and financial position Processing automatic payments such as monthly or annual registration fees and dealing with commission payments It also includes managing member s Cheque books and outlines the member registration process Contents Cheque BOOKS tasar aE E 35 CEN oe 38 MEMOS A TO 43 Member DetallScnulas bic 45 PANES a cena ene 54 Rating amp Trade OtatUS ooooooononococoooonnnnnnn nos 63 New Plastic Transaction Card 67 Saved Searches scsccsccscesceccscesceececes 68 Member 35 Member Cheque Books The Cheque Books page 1s used to manage and maintain Cheque Books
47. ails You should double check to make sure your exchanges details have been entered correctly Exchange details are used by customers to contact your exchange Exchange Contact Details are located under Exchange on page 92 Payment Methods You need to make sure that you can receive commission payments in the forms that you need to Credit card direct credit and post payment Cheque See page 97 for more information cs Important Your bank account details need to be entered into the system if you want to be able to receive payments via direct credit Accepted Payment Methods is located under Exchange in the Main Menu Sales Staff Each business that signs up to your exchange must have an assigned Salesperson before they can use their account A Salesperson is a staff member that the client will deal with when they have problems or queries Upon exchange creation there are no salespersons created or assigned You must create a Salesperson out of Admin members and then assign a Salesperson to your members There are several steps you must go through in order to achieve this See page 112 for more information Exchange Setup Guide 15 l Exchange Setup Guide Checklist continued Sales Commission Rates Sales commission rates determine the amount that a salesperson will make when their clients buy or sell anything online You must create sales commission rates There are different rates depending on whether the client buys o
48. an download the Direct Debit form Once downloaded this form can be printed and mailed back to the exchange If you disable this feature members will not be able to print Direct Debit Forms from the B2B site You can disable this feature and allow members to only register for Direct Debit by contacting the exchange directly Cheque Posted Payment This option is for Exchange records only It lets your staff members know whether your exchange accepts Cheque or not If it is enabled then your staff will know to accept a Cheque sent in by your members If it 1s disabled then this can be used to indicate you don t want to accept payments in the form of Cheque It is normal to contact members once you ve processed their Cheque transaction and inform them of this Exchange 99 Exchange Payment Methods continued To edit Accepted Payment methods 1 Click on the Edit button located on the right hand side of the page 2 The screen will now change to an editable version as shown below You are here Exchange Management gt gt Accepted Payment Methods Accepted Payment Methods Update Direct Debit Credit Card Credit Card Types Add AMERICAN EXPRESS DINERS CLUB CARD MASTERCARD VISA Direct Credit to Bank Account Account Name Bank Name Westpac Bank Branch Name Parnell Account Number 03 ooo Posted Payment Cheque Address given to members to send cheques will be th
49. ance new item added Allow member to control maximum credit balance Yes No Update Cancel Exchange 97 Exchange Payment Methods This page allows you to specify which methods your exchange deems as acceptable for members to pay their cash fees Note if you have Trade Dollar Barter Dollar fees setup in your pricing plan then these are charged automatically from a members account and transferred into the main exchange account the first account that was created for you when your exchange was activated by XO Software The Trade Dollar Barter Dollar fees are not discussed further in Accepted Payment Methods Credit Card Direct Debit and Posted Payment by Cheque are covered in this section To view Payment Methods 1 To access the Payment Methods page click Exchange in the main menu and select the Payment Methods link This will load the Payment Methods page shown below You are here Exchange Management gt Accepted Payment Methods Accepted Payment Methods Edit A Direct Debit Y Credit Card AMERICAN EXPRESS DINERS CLUB CARD Credit Card Types MASTERCARD VISA Y Direct Credit to Bank Account Account Name Ozone NZ Limited Bank Name Westpac Bank Branch Name Parnell Account Number 03 0239 0154259 000 Y Posted Payment Cheque Address given to members to send cheques will be the same as entered in Exchange details A Paypal Credit Card If you enable Credit Card as a paymen
50. ank and clicking the Search button will produce the entire list of companies GY Example Filling in the word bike under Directory Listing will show all businesses that have something to do with bikes in their directory listings However 1f you also enter New Zealand in the Country box your search will be narrowed down to include only businesses within New Zealand An explanation of each search field 1s provided on the next page Search 24 Search Advanced Search continued To Search by Account Number The Account Number is a unique number that identifies a business Some businesses may not know their account number so you may wish to search by the Business Name or the Contact Person instead To Search by Business Enter the name of the business you would like to find To Search by Contact Person This function produces results based on the contact people recorded for a business To Search by Suburb City State Region or Country This enables you to search for all members in the selected Suburb City State or Country Used in conjunction with other search fields it can help narrow down your search to a specific location GU EXAMPLE Contact Person Mike City Auckland This will produce a list of all people named Mike in the city of Auckland To Search by Directory Listing This allows you to search through all company and directory listings and find businesses based on a specific key word For example typing health
51. ansaction history Credit To choose one option from three below Select member from the list Ozone Barter Tim Gordon O Member trading name search O Credit Account number Debit To choose one option from three below oh gt a _ Ge aj Select member from list Ozone Barter samantha Lee A O Member trading name Search O Debit Account number If you select All for the Debit From member and a company name for Credit To we can see all the transactions where this company has received credit from others Or you could do the reverse and select All for the Credit To member and a company name for the Debit From member From this we can see where a company has debited another account Limiting by transaction type By defining a transaction type from the dropdown box you can limit your search results to the type of transaction Selecting Al will show you all transaction types you can limit by POS Terminal Online Debit Card Online Bill Pay and by Cheque Transaction Type All ww Search 30 Search Transactions continued Limiting by amount By entering a Minimum Amount and or a Maximum Amount you can limit your search to transactions above below or in the range of certain amounts Minimum Amount Maximum Amount Limiting by date range By entering a From date and or a To date you can limit your search to transactions from to or in the range of certai
52. ar This shows the user where about in the application they currently are 3 Banner This is the upper part of the interface It displays the username and name of the user currently logged in It also gives the user an option to change their details and view their login history Preface Exchange Setup Logging In 11 CHAPTER ONE Logging In Until you have setup your own website 1 e www myexchange com and integrated it with our barter exchange network you can log in to the generic home page by going to http myexchange xolimited com xoadmin You will be presented with your administration log in page Contents Administration Site Logging In 12 Logging In Administration Site To login to the Administration Site 5 NOTE Please ensure that your computer is connected to the Internet 1 Start your web browser such as Internet Explorer or Firefox Walsall ep Internen EXPIoTEl e 2 Enter the URL in the browser s address bar This could be your exchange s URL such as www myexchange com or the default http myexchange xolimited com xoadmin TIP Create a bookmark of the site for easy future access 3 Use the username and password you signed up with to log in to the Administration Site Exchange Administration This website is optimized for Internet explorer Some features may not be available in Netscape or Firefox Please select your exchange Add this page to my Favorites
53. ary CS IMPORTANT Only use the reverse feature on this page if you would like to do a partial reversal Oe EXAMPLE If a member did a transaction of 1000 barter dollars to another member s account Later the two parties renegotiated a 50 50 split between barter dollars and cash A complete reversal would not be useful in this case so a partial reversal using the following page will have to be done Transactions 74 Transactions Add Transaction continued To Process a Manual Transaction l Enter a Book ID in the text field This will be a unique number recorded against this transaction for tracking and identification Remember that a Book ID is optional Enter a Cheque Number This is the number that appears on the Cheque A Cheque number is optional New Manual Transaction Identification Book ID Cheque Number Buyer Member Seller Exchange Member Amount OzoneCARD Cash Dates Transaction Date Deposit Date Details Transaction Type Notes optional optional Select From List bd CA enter ACCOUNT NUMOE o zoneCs rd New Zealand Select From List th C Force Over Limit Transaction C Force Over Limit Transaction 17 08 2007 Sal 17 08 2007 a Transaction Reverse Reverse transaction Original buyer is still the buyer original seller is still the seller Confirm Cancel 3 Select a Buyer member account This is where the mo
54. ategory Panel side Panel Footer Links Panel Content 163 Content Main Menu Panel There are two layout options available for the front end main menu The main menu is the top part of the screen with the main navigational links Option One Exchange Logo on the left and navigation buttons on the right Home Ped Join Now Contact Us N z i ome JO OW ontact Us Ozone New Zealand Option Two Exchange Logo on the left with navigation buttons in a row underneath OZONE New Zealand CDE A A E a Servicio al Cliente Main Menu Opening Image Main Menu Opening Image gives you the option to add an image directly below the main menu Clicking on the Main Menu Opening Image link will take you to the Opening Images Settings page To upload an image select Main Menu Opening Image from the drop down box Opening Images Setting Images must be jpg or gif files and they will be resized to 760 pixels wide Upload Main Menu Opening Image Select one Main Menu Opening Image Search Opening Image You are able to upload an image for both before and after login Browse for the image and press Upload For the image to show on the front end make sure that you have ticked Show Image Upload Main Menu Opening Image Image Before Logging In show Image Image After Logging In E Show Image Upload Cancel Content 164 Content Main Menu Opening Image continued Front
55. ats allow transaction data for be loaded into most popular financial packages Communication 129 CHAPTER ELEVEN Communication The XO Barter Software platform contains a highly integrated communications module and provides you with a variety of features to keep communication channels flowing freely between members and the exchange For example members are able to subscribe to weekly newsletters exchange administrators are able to send SMS Text messages to target members informing them of promotions or reminding them their fees are due and much more The system also generates a variety of automated communication by email and SMS text message triggered by key events such as funds being transferred into your account or your POS card being debited Contents lA Ee ee eae A A Pee ene ee are ee 130 Newsletter cccsccscsscsccscesceccscsccees 131 Communication 130 Communication E Mail The E Mail page lets you easily send emails customers exchange staff or the software development team at XO Software To view E Mail 1 To access the E Mail page click Communication in the main menu and select the E Mail link This will load the E Mail page shown below You are here Communication gt Emails Send To Select one Subject Attachment a ES Design send Spell Check To send an E mail Select the group you would like to send the email to from the Send To dropdow
56. ay Anyone Reversed Notification to Recipient Email sent to the Recipient of a Pay Anyone transaction if it is reversed Pay Anyone Reversed Notification to Sender Email sent to the sender of a Pay Anyone transaction 1f it 1s reversed Pay Anyone Sent Notification to Recipient This template informs that Recipient received from Seller some amount of money Pay Anyone Sent Notification to Sender This template informs that Sender have paid to Recipient Referral Email Registration Email This email gets sent to all users that have just completed registration giving them their username and password and letting them know the exchange will be in touch with them SMS Transfer Email This email gets sent every time a transaction has happened over SMS It 1s sent to both parties Suggestion Email Any suggestions from lO Trading Report This 1s the template that 1s used when sending a trading report to a member via email You send these under Search Members on the main menu Content 160 Content E mail Templates Description continued Transaction Record Email Buyer In the backend under Transactions once a particular transaction 1s open the Administrator can email this transaction This is the email that goes out the BUYER party informing them of the details for this transaction provided that me Administrator click on the EMAIL BUTTON Transaction Record Email Seller In the backend under Transac
57. by Pricing Plan link This will load the Members by Pricing Plan page shown below You are here Pricing Management gt Members by Pricing Plan A Click here for help List All the Members who belong to Pricing Plan DEFAULT wt Shift To SPECIAL y EEN Cash Barter Overdraft Business Name Permission Pje Balance Balance Lirmit Walid 24 81 1263 80 3000 00 dl Walid 454 00 4300 00 500 00 dl Valid 124 02 134 12 5000 00 a Pending 0 00 0 00 10000 00 View specific Pricing Plan 1 Select a Pricing Plan from the dropdown box A list will be displayed of all the Businesses on that Pricing Plan To change a member s Pricing Plan 1 After choosing a Pricing Plan from the drop down box check the checkbox next to the member you would like to change plans Selecting the checkbox on the top right will select all members in the table 2 Choose the plan you would like to move the members to from the shift to dropdown box 3 Press Shift To to make the changes Staff CHAPTER NINE Staff 110 Y our customers will need an Account Representative Trade Broker Sales Person to take care of your customer s needs such as finding products or services and promoting them to other members Assigning an Account Representative also helps with managing supply and demand for that member s services to keep their earning spending in balance Usually this person 1s also resp
58. cess privileges for that staff member I NOTE See the appendix for a list of departments and their access privileges 4 When you ve completed both pages of the form click on the Confirm button to submit the information Staff 114 Staff Exchange Staff continued O aaa sue Country swo Orven cenas a A O O tssueote Ea sein oae O Drivers License Sd Browse _Uptoad Photo Publish Staff Photo yves Ono General Information Background Publish ves No Clear Finish Staff Re Assi 115 Staff gn Accounts The Re Assign Accounts page is used to easily change many members Sales Person at once From here you can assign all the Clients of one Sales Person to another Valid Sales Person This feature is useful for example when a Sales Person leaves To view Re Assign Accounts 1 To access the Re Assign Accounts page click Staff in the main menu and select the Staff link This will load the Re Assign Accounts page shown below You are here Staff Management gt Re Assign Accounts All Salesperson Valid Salesperson Change oe Select one To Select one e Confirm clients a Kosta or Valid Salesperson Re assign all accounts whose sales rep lis Select one we Confirm not VALID to VEERE ii To re assign clients l Select the Sales Person whose Clients you would like to replace from the All Salesperson dropdown box Next select the Sale
59. d services information that is under the company Merchant Online Details Main User Name Birthday 1 01 1900 Username Password FrontEnd Access Yes Title Owner Partner Email Status Valid Permission to check company Account Yes Language Default Update Directory Listing Details Trading Name Tazmania Blinds Status Active Contact Name Deactivate Listing Address 2013 New Zealand Contact Phone Contact Fax Update Address to Postal Physical Suppliers of Blinds 25mm Aluminium Venetians 50mm Aluminium Venetians Roller Blinds Vertical Blinds Timber Blinds Ready Made Venetians Rollers and Vertical Blinds Repairs Contact us today and we will come to you All orders are welcome Business Directory Listings Products and Services Products from this Company his company has 4 Products in their selling Basket Product Category Date Added 21 digitor tv Televisions 5 08 2007 Aluminium Wenetian Blind Blinds Drapes 5 08 2007 Aluminium Venetian Blinds Home Fittings 23 06 2007 Timber Wenetian Blinds Home Fittings 23 06 2007 To change any of the details click on the spanner icon on the left This will allow you to edit the details When you have finished making the changes click the accept icon to save your changes To quickly login to the front end as a specific member click on the sign in button on the title bar Member 53 Member Members continued Notes The Notes section
60. d the document To go back without uploading To view a document press View file next to the file you would like to view under previous versions Upload new file Note File types supported are jpg dif jpeg png bmp tiff pdf Company XO Limited File Type Card signatures Status Approved Upload CiUsersiUserDocumentsiFax Barte Comments Comments Here Version 0 2 Cancel Submit Previous versions Member Accounts er 50 Member Members continued The Accounts tab is where important member information such as their addresses account balances and advanced options To change any of the details click on the spanner icon on the left This will allow you to edit the details When you have finished making the changes click the accept icon to save your changes Merchant Details Registration Date Ref Number Account Number Trading Name Legal Name Member Type Cash Balance OzoneCARD Balance Credit Limited Pricing Plan Permission Merchant Advisor Merchant Advisor Assignment Date Broker Broker Assignment Date Assoc Broker Assoc Broker Assignment Date Type of Business Merchant Status If Registered Company Company Reg GST WAT Number Year Started Trading Estimated Annual Turnover Mumber of Staff Referral 23 01 2007 12 33 17 p m 5442 O1 Not Defined Add Edit Member Type 0 00 20000 00 Fee Exempt Valid N A Mot Assigned NA Mot Ass
61. dit Cheque Book details 1 After searching for desired members select the Change link next to the card you would like to change This will load the Edit Cheque Book page shown below Edit Existing Cheque Book Issued to Book ID 56 Status Enabled Disabled Cancel Confirm 2 To remove a Cheque Book from circulation change the desired book to Disabled and press Confirm 3 To reassign a Cheque Book to another member select the member name from the dropdown list and press Confirm Add a new Cheque Book 1 Under New Cheque Book select the company that the new Cheque Book will be assigned to Add New Cheque aie Company OR Account Number Book ID Add Member 37 Member Cheque Books continued 2 Enter a unique Cheque Book ID and press the Add button NOTE This number can not be the same as any other Cheque Book ID in the system 3 If the process is successful you will be notified with Insert Succeeded if there is an error the insert will be declined Member 38 Member CRM CRM or Customer Relations Management is an important part of the software allowing exchange staff to track interaction with exchange members From the CRM page staff can have fast access to important information You are here Member gt CRM Pending Accounts i Walidate Search all members Pending Listings 2 Validate Pending Products 1 Validate Pending Services
62. dollars The maximum trade they would like to do is 2000 trade dollars Content 150 Content Registration Message This is the message displayed to members when they click on the Register link at the top left hand side of the page Here you can list benefits for joining the exchange as well as a brief explanation of the registration process and any other information you d like to include Once a potential member has read the message they can click Continue to proceed to the next page and enter their details To view Registration Message 1 To access the Registration Message page click Content in the main menu and select the Content Text link This will load the Content Text page Select Registration Message from the list displayed list You are here Content Management Registration Message Registration Message 7 A ls Ae 15 m5 style B fuj EE Alf BE Welcome Design Welcome Content 151 Content Security amp Compatibility Security amp Compatibility lets you edit your exchange s security and compatibility disclaimer This page can be used to provide your members with useful information about website security and also give tips on how members can keep their account information secure A link for this page is provided under Y our Security heading under the Welcome Page the first page that members see Members or potential new members can access this page by clicking
63. e 4 fields and click the Add button Pricing 106 Pricing Fees t Rates continued 4 To edit commission rates click on the Edit link change the values required then click Update Monthly Fees Add New Monthly Fees Accounts Cash Barter Day Charged s _ s _ Day gisi Monthly Fees Default Cas Barter Day Charged 0 00 0 00 ist Edit 5 00 0 00 28th Edit i l E 15 00 0 00 ist Edit 15 00 15 00 ist Edit 15 00 10 00 ist dit 5 To Delete a commission rate click on the Edit link and then click on the Delete button Annual Fees Add New Annual Fees Accounts Cash Barter Date Charged O From date of joining Add E ee Lom Annual Fees Default Cas Barter Date Charged E 0 00 0 00 from join date Edit SMS Usage Fees SMS Usage Fees Charged to Members Cash Amount Barter Amount 0 20 0 00 Edit 6 For Monthly and Annual Fees simply repeat the process described above regarding the commission rates Pricing 107 Pricing Pricing Plan The Pricing Plan page provides a summary of all plans kept on record in the system You can use this page to check on the Pricing Plans you ve created at any time These can be renamed edited and deleted You can also use our system to view all members that belong to a particular Pricing Plan and to do bulk re assign of members from one pricing plan to another To view Pricing Plan 1 To access the Pricing Plan page click Pr
64. e Member Details page first loads we can see the Member Details link bar These links are the different sections of the Member Details page Company sa da ald Back to Merchants Access Ratings Cards Telephone Banking Quick Tasks Documents Account Contact Online Details Notes Merchant Details Registration Date Ref Number Account Number Trading Name Legal Name Member Type Cash Balance OzoneCARD Balance Credit Limited Maximum Credit Balance Member 46 Member Member Details continued Access The Access section controls the different account privileges the member has for each staff account under the member Clicking on the edit icon allows you to change the permissions for each account login Merchant Access Details for Able to buy Yes Able to sell Yes Able to perform saved search Yes Able to add manage sub accounts users Yes Able to add manage branches Yes Able to subscribe to the newsletter Yes Able to modify control their individual time settings Yes Able to edit their date of birth after specifying it once already Yes Able to control maximum credit balance No Rating The Rating section shows other members who have rated the selected account and what rating they gave them The exchange can also edit and delete ratings Current Rating 10 10 The following merchants have rated this business Most Excellent Trade 7 05 2007 10 Edit Delete gt Editing Deletin
65. e here Exchange gt Edit Registration Details Membership Registration Page Name Registration Form Type of Tax Details Collected WAT Has business members Yes Overdraft limits 2000 3000 5000 10000 20000 50000 1500 Estimated Annual Turnover 100 1000PLN 0 100PLN 5000 10000PLN 500 10000 0 500 Maximum Credit Balance Global Settings Activate Maximum Credit Balance Edit Mo Understanding Registration Details There are several features we must examine in more detail A Firstly we can change the name of the form you will present to your members when they try and register Changing this name will change the label displayed on the B2B Trading site when potential new members click on the Register link at the top left hand side of the screen It could be called Registration Form or anything you choose Secondly different countries call their Sales TAX different names This can be changed to VAT GST SALES TAX and TAX If it is referred to by a different name in your region please let your Project Manager know and XO Software will add the extra option Once you Content 148 Content Registration Details continued 3 Select a tax type for your country 1t will be displayed under Step 1 where new members enter their general registration information You are here Exchange Management gt Edit Registration Details Membership Registration Page Name Registration F
66. e in settling the issue To view Disputed Transactions 1 To access the Disputed Transactions page click Transactions in the main menu and select the Disputed Transactions link This will load the Disputed Transactions page shown below Misputed Transactions These are complained online transactions in your exchange If you wish to view information on a particular transaction in this list click on Details You can also modify the status of a transaction from there Products Services All ID Product Seller Type 1034 Beautiful Pick Complained 07 02 07 Details Artificial Nails Tim Gordon Limited up 01 29 04 No complained service Completing disputed transactions 1 Ifa member disputes a sale or purchase then these show up under either the Product or Services list Clicking on the Details link will show you further information about that transaction A sample is shown below Buyer Information User Name Order History Full Name Tim Gordon Ozone Ordered Product 7 2 2007 Tim Phone 094459884 Barter Ordered 13 29 04 Gordon E mail tim gordon barter Tim sottware com Gordon Ozone Complained 7 2 2007 Tim Seller Details Barter 13 29 39 Gordon Company XO Limited Tim Phone 2747122 Gordon E mail tatiana barter Note sofware com Pricing Information Price Per Item 10 00 Quantity 1 Modify Status of this Order Shipping 0 00 Complete Cancel Total Cost 10 00 excludes commission
67. e same as entered in Exchange details di Paypal 3 Select the checkbox of the payment method that you d like to activate for this exchange or alternatively de select the payment method that you d like to remove 4 When an option is checked it expands to allow you to enter the necessary information An example with all options checked 1s shown above Exchange 100 Exchange Payment Methods continued Let s use the Credit Card option as an example At the moment it s empty To enter a new accepted Credit Card into the system the administrator would type VISA into the first text box and click the Add button You would then enter MasterCard and click on the Add button again This can be repeated as many times as necessary Once entered these options are immediately made available to all your members Members can now register Credit Cards for their payment method from the B2B trading website Different Exchanges have preference to different cards Depending on the merchant account and bank you use you can choose to enter as many different card types as you wish Different countries have different types of credit cards The XO Software platform is designed to support and accept payment from any credit card 5 After adding the required information you will have a page similar to the one above Note to add Credit Card Types simply type them in the text field and click the Add button adjacent to it 6 Click on the Update but
68. e to control which Categories are displayed on the front end site To view View Hide Categories 1 To access the View Hide Categories page click Directory in the main menu and select the the View Hide Categories link This will load the the View Hide Categories page shown below You a re here Directory gt View Hide Directories Category Selection Select Categories E lr E Categ All Selected E E Accommodation ACTIWE Y Automotive ACTIVE 4 Boats amp Marine EMPTY Y Broadcasting ACTIVE F Business Services ACTIVE 4 Real Estate amp Property ACTIVE 1 i W Security And Safety ACTIVE F Shopping ACTIVE F Sports amp Leisure ACTIVE 2 storage ACTIVE Mi Transport ACTIVE Mi Travel amp Tourism ACTIVE W Weddin g Arrangements ACTIVE ores with a allow items to be added An active category contains active products services or listings which will not be accessible if the category is not selected Update To View Hide Categories 1 To select what categories you wish to view or hide select the check box next to the category name Term Description Active Category contains active products services or directory listings Empty There are no items in this category Categories with Category allows items to be added Content CHAPTER THIRTEEN Content 141 Our system 1s highly customizable giving you the opportunity to change al
69. eir account number Fill in all relevant details such as account numbers and expiry date 3 Click on Waiting or Approved to change the status of the auto payment 4 Press Confirm to enter the card into the system NOTE The information required on this page may be different depending on whether you have decided to collect billing address information with the card See Exchange Payment Methods on page 97 for more details New Direct Debit Auto Payment 1 Select a business from the dropdown list or enter their account number Fill in all relevant details such as account numbers and expiry date 3 Click on Waiting or Approved to change the status of the auto payment 4 Press Confirm to enter the card into the system Member 61 Member Payments continued Add New Auto Payments Business OR Account Number Payment Type Direct Debit r Auto Payment Status Approved Waiting Cancelled Authorised By Form Received On Be Bank Branch Bank Account Address Expiry Date ta Signed By Mame Confirm Cancel D TIP After entering the information it is a good idea to scan and upload the form to the members detail page as a PDF See Member Member Details Documents on page 48 for more details
70. ent Mgmt gt Direct Debit Form Uploader Methods of Payment selected Exchange Mgmt gt Accepted Payment Methods Exchange Details Exchange Mort gt gt Exchange Details Phaze Two Exchange Launch a LI have provided XO with a new set of requirements that are necessary before the launch of the exhange have provided XO with a detailed fet of my existing staff and members or an agreement has been reached with XO that will not delay the launch Phase Three Maintenance Be amp CI Ihave been given enough information to get SMS setup and have entered the required information in Communication gt gt SMS have been provided with all the information that XO has to guide me with the installation of an EFTPOS service have been given enough information to setup a Telephone Banking system for my exchange have been provided with a user name password and training to efficiently use X0 bug reporting system Net Office lf there ts a problem with the software am aware of the channel provided to help solve the problems 1 Call Centre 2 Aszigned Sofware Manager 3 software Director Daniel Evans Press SAVE SIGN to keep track of completed tasks Once a phase is completely ticked and SAVE SIGN is pressed then the phase is digitally signed for and check boxes are disabled for the particular phase Save Sign Exchange 92 Exchange Contact Details Details from this page are used throughout the e
71. er requirements Once created these pricing plans can be viewed and edited from the Pricing Plan page under Pricing 1 To access the New Pricing Plan page click Pricing in the Main menu and select the Pricing Plan This will load the Pricing Plan page Select the Add New Pricing Plan link You are here Pricing Management gt New Pricing Plan Back to Pricing Plans Mew Pricing Plan efault Pricing Plan O Default P PI Open To Members Annual Fees ee E Cash Barter Date Charged rom join date 0 00 0 00 f dat Monthly Fees Day Barter Charged O 0 00 0 00 ist 5 00 0 00 28th Monthly Fee O 0 00 10 00 ist 15 00 0 00 ist O 15 00 15 00 ist 15 00 10 00 ist eS NOTE The Fees and Rates shown on this page will depend on the previous step we just completed by creating Fees and Rates in our backend For example if you created only one set of Fees and Rates for the Transaction Fee section then you will only see that one set shown on screen when and you will only be able to create Pricing Plans from those options that you previously added to Fees and Rates Pricing 109 Pricing Members by Pricing Plan The Members by Pricing Plan page allows you to view all members on a specific pricing plan while also allowing you to reassign members to another pricing plan if needed To view members by pricing plan 1 To access the Members by Pricing Plan page click Pricing in the main menu and select the Members
72. ere Show All Pages Default Text Local Text ate Forgotten Password Retrieval for i Delete Close Window Delete Update All Translation 194 Translation Translate SMS This page displays a list ofthe SMS messages that can be sent to your members in SMS message This page will let you translate these messages into a local language To view Translate SMS 1 To access the Translate SMS page click Translation in the main menu and select the Translate SMS link This will load the Translate SMS page shown below You can translate the following languages EnglishOzoneCardN2 2 Select the language you would like to translate This list will depend on which languages have been assigned to you by XO This will show you the page below Language EnglishOzoneCardN z Important Notes Include all relevant tags e g lt Balance gt lt Account Numbers etc in the translated text Do not translate tags Default Text Local Text Edit BAL T lt Balance gt 0 DRAFT BAL OzCd lt Balance gt O DRAFT T lt 0D Limit gt TOT AVAIL OzCd lt 0D Limit gt TOT AVAIL T lt Total Balance gt OzCd lt Total Balance gt CASH DUE lt Cash Due gt p Update Cancel m CL CASH DUE NIL Credit Balance lt Cash Due gt 3 The Default Text column is the original text in English The text box under Local Text is where the translation of your local language should be written 4 To
73. etup on your system If for example 500 is the only option in the combo box then members will only be allowed to apply for an overdraft limit of 500 and once their membership is approved the administrator will only be allowed to set their overdraft limit to 500 7 Itis important to get a flexible range of overdraft limits setup and thereby make it easy to maintain a good balance of credit limits amongst your members We recommend starting with 1000 2000 5000 10 000 20 000 50 000 etc You should offer overdraft limits similar to the amount of barter dollars that a member can earn in two months and include ranges based on the types of businesses you are targeting For example if you are only targeting small businesses and you will never have a member turning over 10 000 000 per annum in cash then there is no point in setting up an overdraft limit of Trade 200 000 8 Maximum Credit Balance Maximum Credit Balance means the maximum final balance a member would like to have It gives members exchange administrators to control how much credit they would like to have after trading All the maximum final balances can be defined by exchange administrators from the back end such as 5000 8000 10000 or not activate the maximum final balance for the member so the member has unlimited maximum final balance For example Clear Water Construction Limited has 8000 trade dollars The company would like to trade maximum 10000 trade
74. f handling multiple domains from various exchanges O This option is best if you wish to keep your domain with your existing domain name registrar This option also allows your domain name to appear in the user s browser for example http www myexchange com and your customized graphics will appear on the homepage Procedure for Option One l We will lodge a request to transfer your domain to our registrar once this is done we will email you and you must logon or call your domain registrar and authorize this request Emails for your domain name such as info myexchange com will now come to our server To ensure you receive all emails related to your domain we can a Setup a web mail account for you which will all emails will be directed to For example lt anything gt myexchange com will be directed to this mailbox b Redirect certain email addresses to specific email addresses For Example info myexchange com redirect to info gmail com and bbb myexchange com to bob gmail com Procedure for Option Two l 2 Tell us your domain name which you wish to add to our name server Emails for your domain name such as info myexchange com will now come to our server To ensure you receive all emails related to your domain we can a Setup web mail account for you which will all emails will be directed to For example lt anything gt myexchange com will be directed to this mailbox b Redirect certain email addresses to spec
75. firmation message will be displayed when complete Transactions 72 Transactions Add Batch Adjustment continued 5 If you want to change your member selection simply change the values and or dates and press Preview Transaction 6 The results are also downloadable as an Microsoft Excel spreadsheet that can be merged into a letter Transactions 73 Transactions Add Transaction This function is used to process transactions for someone who can t do it themselves For example their internet connection is not working or they are away from the office This function can be used to process any transaction not just Cheque If you are processing a non Cheque transaction then filling in the Book ID and Cheque number is optional Add New Manual Transaction 1 To access the Add New Cheque Transactions click Transactions in the main menu and select the Add Transaction link This will load the Add Transaction page shown below You are here Transactions gt Add Transaction Select Transaction Type View All Transactions Select Transaction Type Card Transaction Manual Transaction Account Adjustment 2 Select Manual Transaction from the dropdown list eS NOTE This page can be used to reverse incorrect transactions If you want to reverse a transaction completely return the total amount of barter dollars as well as reversing the Ozone Fees then you should use the reverse link under transaction summ
76. form multiple searches and add results from those searches to the same report before proceeding further Working with results added to a report When you are finished searching and adding companies to a report you can review the selections A summarized list of companies and their directory listings is shown below There are a range of options available eS NOTE Most commonly the reports generated are emailed to customers Generate Report Remove All csv xLs Email Quality second hand furniture amp bric a brac Search 27 Search Advanced Search continued To E Mail the report The selection can be emailed directly by typing an email address in the field and clicking on the Email button Emails sent to the client will have each business contact information Directory Listing text etc added to them To generate a report A report can be generated by clicking the Generate Report button The report is now displayed inside a new browser window as shown below CUSTOMISED TRADING REPORT Company Description Business Contact Person Business Days Tue Wed Tnu Fri Sat Business Hours Week Days Sam Spm Business Hours Saturday 9am Spm Business Hours Sunday am pm Web Site Address Email Address Phone Toll Free Phone Fax Toll Free Fax Emergency Mobile Street Suburb Kilbirnie City Wellington State Psa el To generate a CSV file An Excel CSV file containing related company and contact info
77. formation from its members to enable it to operate the Exchange This policy sets out the a manner in which Ozone will deal with that information If you have any queries regarding this policy please contact the Director Information collected by Ozone The information regarding Members which Ozone collects in the course of operating the Exchange includes e Contact details a Design Htrnl Introduction Ozone Barter Limited Ozone requires certain information from ts members to enable tto operate the Exchange This policy sets out the manner in vhich Ozone vill deal with that information lf you have any queries regarding this policy please contact the Director Content 147 Content Registration Details This page 1s designed to be used in conjunction with the B2B Required Contact Details page that we covered earlier under Content Management It allows the exchange administrator to customize other features in the registration process that are not included in Content Management Before your members can register to use the system you must check and ensure that the registration process 1s setup the way you want 1t to be and collects all details that you require for a member to join the exchange To view Registration Details To access the Registration Details page click Content in the main menu and select the Content Text link This will load the Content Text page Select Registration Detailed from the list displayed list You ar
78. g a Rating To edit a rating press the Edit link This allows you to modify the comment that was made with the rating Press Update to enter or Cancel to go back To delete the rating all together press Delete Ratings Current Rating 10 10 The following merchants have rated this business Network 5 Technologies Limited Most Excellent Trade 7 05 2007 10 Update Cancel Delete Member 47 Member Member Details continued Cards The Cards section lists all plastic transaction cards that are currently issued against the member account More information on requesting a new card and editing current card information can be found at Member New Plastic Transaction Card on page 67 1 Plastic Cards Issued Request New Card Peter 221617 12 2010 dit gt Telephone Banking The Telephone Banking section lists all telephone banking logins that the member has listed under their account Clicking on the edit button allows you to disable the login and change their PIN number Telephone Banking Customer Number 87570504 PIN Number Time of Last Call N A Date Registered 8 01 2007 4 12 p m Enabled Yes Quick Tasks The Quick Tasks tab gives you access to common tasks such as o Send Welcome Email and Password reminder o Statements Gives you quick access to account balances and allows the user to quickly generate a statement o Member Fee Details If you have chosen to charge new member
79. g an Online Order Online Order Confirmation Buyer Exchange Administrator Online order confirmed by the seller buyer exchange administrator Online Order Email Whenever a member buys a product or service the following email goes out to both parties informing them of the details of the transaction issued Online Order Quote Accepted In some cases members will price a SERVICE as zero dollars or require a quote When a member buys this type of item the seller must IN ADDITION to ACCEPTING the offer ENTER AN Amount for this offer ANOTHER EMAIL 1s sent out to the BUYER with the AMOUNT that the Content 158 Content E mail Templates Description continued seller quoted The buyer now has the option to ACCEPT THIS OFFER They must click on the link from that email or go to their Order History from B2B and ACCEPT THE QUOTE If they ACCEPT the quote THIS EMAIL Online Order Quote Accepted gets send to the SELLER confirming that the buyer has accepted their quote and are happy to proceed Online Order Quote Set In some cases members will price a SERVICE as 0 or QUOTE REQUIRED When a member buys this type of item the seller must IN ADDITION to ACCEPTING the offer ENTER AN Amount for this offer AN EMAIL is sent out to the BUYER informing them that a quote is available for them to view This is the Online Order Quote Set email Online Transfer Email When funds are transferred online between 2 members using the CR
80. g is useful when space for text may be limited by translation or other graphics Logged in as ozone Account Balance 72 88 Pay Someone Debit a Card Trading As Ozone More gt Log Out Send Ozonecard money to ANYONE Merchant Advisor Rimoni Leota Email rimoni leota ozonecard com Phone 092747122 Log in Panel Settings Option One Login Panel Option One displays the username and password input fields on the left and the login button and options to the close right Username Keep me signed nO Not currently a Merchant Toolbox Password Login Forgotten Your Password Join Today Option Two Login Panel Option Two displays the username and password input fields and the login button on the left and login options directly underneath Username Not currently a Merchant Password Login Toolbox Join Today EJ Keep me signed nO Forgotten Your Password Content 166 Content Registration Panel The Registration Panel allows you to change how the member registration part of the login panel looks You can choose to have the default button and text or define your own image and assign a hyperlink When you ve made your changes press Save Changes Registration Panel Settings Select style of registration panel lt Back Button And Text Image that links to registration page O Image that links to specific page enter hyperlink below po Note Leave field empty if you don t want to attach a hyper
81. g was given due to input error or because the cause of the bad rating was resolved To delete a rating select the Delete link next to the rating you would like to delete Member 67 Member New Plastic Transaction Card The New Plastic Transaction Card page 1s used to assign a member a new transaction card that they can then use to pay other members using point of sale swipe machines or by using the debit a card method To view the New Plastic Transaction Card page l To access the New Plastic Transaction Card page click on Member in the Main Menu and select the New Plastic Transaction Card link This will load the page shown below New Plastic Transaction Card To create a new card l Select the Business Name of the business you would like to create a new card for from the drop down box This will load the New Card Details page shown below New Plastic Transaction Card pa Uy Business Name i Requested By se Card Number Automatic Generation PIN Number Expiry Date Select Date Cancel Confirm Enter a first and last name This is the name that will appear on the transaction card Input the desired PIN number and Expiry Date Press Confirm to enter the changes into the system NOTE See Search Plastic Transaction Cards on page 31 for details on how to modify card information and changing card status Member 68 Member Saved Searches The New
82. ge the look and feel of your exchange web site Initially when your online exchange 1s created it will look like our example site Green Dollars however it is easy to change the look and feel to images and colour schemes you want Just replace the existing pictures with ones of the same exact dimensions width and height See page Using your own domain name When you first start using our system you can access your exchange through our default domain name www xolimited com however it 1s likely will want to change that domain name to one of your own In order to do this you must register your domain name and then make it point or refer to our server To do this you have two options Option One You can transfer your domain to the XO Limited registrar o This option also will allow your domain name to appear in the user s browser 1 e www myexchange com and your customized graphics will appear on the homepage Gr EXAMPLE See http www greendollars co nz o We can also make a customized homepage which will appear only for your exchange 1f you wish to o This option has the added benefit that you will no longer have to pay fees to the company which you bought your domain from domain registrar Exchange Setup Guide 17 Exchange Setup Guide Checklist continued Option Two Y ou can use the XO domain name server Y ou can change the domain name server DNS to use our especially designed domain name server capable o
83. he select box and press Approve 3 You have approved the item Modify Selected Items Delete Disapprove Approve Date 07 Aug OF Awaiting a Approval 07 Aug 07 Awaiting xotester3 12 08 78 xotester3 Approval E To approve all items 1 To approve all items at once see Item Settings on page 181 Logs 186 CHAPTER FIFTEEN Logs The logs functionality 1s a security function that allows exchange to keep track of who has been using the software system This feature can not be disabled Contents Merchant Members ocoococcncnccnccncnncnccnccns 187 Office Staff ooooococcocnonnccncnannocuccnnnncnacnss 188 Logs 187 Logs Merchant Members The Merchant Members logs page allows the exchange management to see when members have logged into the trading site To view member logs 1 To access the Merchant Member logs page click Logs in the main menu and select the Merchant Member link This will load the logs page shown below Exchange Member Logs Select all dates e Select by date range FROM Select Date TO 3404 2007 Select Date Show Results Download CSV Download XLS Clear All CC A TT 50404 23 04 2007 4 23 04 2007 4 15 Pm p m 50493 23 04 2007 4 13 23 04 2007 4 13 p m p m To search for specific information 1 Select whether you would like to view all dates or whether you would like to search by a date range 2 Choose how you wou
84. he main part of the newsletter like welcome message this 1s editorial part of the newsletter which stay until you changed it In this part you can upload pictures and images Online Order Cancellation Buyer Exchange Administrator When a member makes a purchase for a product service online the system debits their account and holds it in an escrow account It then sends an email to the Seller asking them to COMPLETE the transaction or CANCEL it This email gets sent if the SELLER clicks the Cancel button rejecting the offer to buy the advertised product and returning the FUNDS back to the Buyer thereby emptying the escrow account Online Order Confirmation When a member makes a purchase for a product service online the system debits their account and holds it in an escrow account It then sends an email to the Seller asking them to COMPLETE the transaction or CANCEL it If the SELLER confirms the Sale of their product or service by clicking on the COMPLETE button the funds are transferred from the escrow account into their account An Online Order Confirmation 1s sent to the Buyer Online Order Confirmation Buyer Exchange Administrator Order canceled online by the buyer exchange administrator seller Online Order Complaint Buyer Email sent to the buyer 1f the seller has made a complaint against them during an Online Order Online Order Complaint Seller Email sent to the seller if the buyer has made a complaint against them durin
85. hecklist link This will load the Checklist page shown on the following page Exchange 91 Exchange Checklist continued The purpose of this page iz to indicate to XO Software the parts of the system you have investigated and setup If you have any questions about any of the items on the checklist please contact your designated software manager or if you are not aware of who that ts please contact AO Software at supponim barter sofware com Phase One Preliminary Setup LI a A a Ei E have found the checklist and am aware that need to complete all the tasks on it have provided XO with a set requirements listing essential changes to the software have organised the front end B 2B graphics or like the existing ones have transferred my domain name to be hosted at X0 s name server or a sub domain is created have submitted Pricing Plans to XO so they maybe uploaded have been provided with training and manuals to use the system to be able to buy and sell tems or transfer funds online Content Managment have reviewed and completed the following information BE Be eh A Contact Information Content Mgmt gt Contact Us First Page Content Content Momt gt gt First Page Terms amp Conditions Content Mgmt gt Terms amp Conditions Privacy Policy Content Mamt gt gt Privacy Policy security amp Compatibility Content Mgmt gt gt Security amp Compatibilty Direct Debit form uploaded Cont
86. his page displays a list of pages with pending translations in your translatable languages This will change from time to time as pages are changed and added to the system To view Pending Translations 1 To access the Pending Translations page click Translation in the main menu and select the Pending Translations link This will load the Pending Translations page shown below This page displays a list of pages with pending translations in your translatable languages This will change from time to time as pages are changed and added to the system R neCa rd NZ taccount aspx faccountcommission aspx faccountdetail aspx faccountdetails aspx faccountprintview aspx faddnewcermevent aspx agedcashduereport aspx IM rimar infjaccountmanat automateaccountnumber aspx 2 Clicking on a page link will take you to the relevant Translate a Page page 3 See Translate a Page from step 3 on page 192 for the next step Translation 192 Translation Translate a Page This page will allow you to translate any part of the system using the online interface To view Translate a Page 1 To access the Translate a Page page click Translation in the main menu and select the Translate a Page link This will load the Translate a Page page shown below You can translate the following languages EnglishOzoneCardMNZ 2 Select the language you would like to translate This list wi
87. icing in the Main menu and select the Pricing Plan link This will load the Pricing Plan page You are here Pricing Management gt Pricing Plan Add New Pricing Plan Open To Join Fee Join Fee Monthly Annual Commission me je pao Dn Members Barter Cash Fee Rates Cash Cash Buy 0 00 0 00 Cash 3 Barter Barter Barter 0 No No 0 00 500 65 0 00 0 00 Day Day Sell Charged Charged Cash 3 ist lst Barter 0 Cash Cash Buy 0 00 0 00 Cash 0 Barter Barter Barter 0 Mo Mo 0 00 0 00 0 00 0 00 Day Day Sell Charged Charged Cash 0 ist ist Barter 0 Cash Cash Buy 0 00 0 00 Cash 2 5 Barter Barter Barter 0 No No 0 00 0 00 0 00 0 00 Day Day Sell Charged Charged Cash 2 5 ist ist Barter 0 CS IMPORTANT Members will be charged their joining fees based on the details you ve setup in Exchange Edit Registration Details and NOT based on the Default plan joining fee This will change if you ask XO Software to disable the basic joining fee under Exchange Mgmt Y ou can edit a plan by clicking on the plan s name This will take you to a page similar to the New Pricing Plan page in the previous section of this training manual Pricing 108 Pricing Pricing Plan continued To create a new pricing plan Members are charged based on an assigned pricing plan From the New Pricing Plan page you can create custom pricing plans to cater for various memb
88. iew member Directory Listings Once a search 1s complete the user can then select various businesses and generate a customized report containing information about each selected business This report can then be printed or directly emailed to any member This generated report shows the business name contact details and business details as per the Directory Listing text entered by the business The creation of customized trading reports for each member of the barter exchange 1s a function designed to be used by the Sales Team help increase trade by their clients Contents Advanced Search ccccscssceccscesceeeess 22 Transactions cccescecceccceccecesceccececceseecs 28 Plastic Transaction Cards 0cceeeee 31 Search 22 Search Advanced Search The creation of customized trading reports 1s an important function and 1s designed to be used by Account Managers to help increase trade by their clients By searching using Barter Balance a sales person can enter a minimum balance of 10 000 and a maximum balance of 00 00 This will search for all members that are in debt to 10 000 These members can then be promoted to other members who are in credit You can narrow down your search by using this function in conjunction with other search components such as Directory Listing and after finding the right member add them to a customized trading report GY EXAMPLE If one of your members calls their
89. ific email addresses for example info myexchange com redirect to info gmail com and bob myexchange com to bob gmail com Exchange Setup Guide 18 Exchange Setup Guide Checklist continued 3 Once we have received these details from you we will setup your account on our name server We will send you an email once this is done ZS NOTE Please do not change the DNS with your registrar before you have been informed of the change 4 Contact the company which you bought your domain from domain registrar and set the name servers to Name Server One nsl orcon net nz Name Server Two ns2 orcon net nz CS IMPORTANT Changes to a domain s name servers can take up to 24 48 hours to propagate this means your hosting or other domain features will not work during this propagation time Setup a test account for prospective members If you want people to be able to view products or services and generally want people to be able to explore the software through your exchange website then you will need to setup a test account The test username and password commonly used are test drive for both the username and password This account should obviously not have buy sell permission Import your members into the system If you have existing members in your exchange you may want to import them into the software system If you want to do this you must send us a CSV file with their details The file must be in a specific format There is
90. igned N A Limited Liability Customers Needed na n a 0 Less Than 100K Less than 50 I wrote it in IMPORTANT You must click on the tick icon if you wish to have your changes saved If you want to cancel any changes and return the information to its original state press the cancel arrow If there is a member that has been accidentally setup or you would like to remove there is the delete option This can only be used if the member has not begun trading with any other members Member Contact 51 Member Members continued The Contact tab contains member contact information such as their contact phone numbers email addresses and postal addresses Merchant Contact Information Phone Toll Free Phone Fax Toll Free Fax Mobile Phone After Hours Emergency Business Main Email Web Site Address Physical Address Postal Address 099156873 0500000000 093457843 0218909876 Warehouse barter software com www barter software com 15 Karaka St Newton Auckland New Zealand PO Box 6663 Symonds St Auckland New Zealand 1010 To change any of the details click on the spanner icon on the left This will allow you to edit the details When you have finished making the changes click the accept icon to save your changes Member 52 Member Members continued Online Details The Online Details section lists all the front end login directory listing and is products an
91. ike to rate This will load the page shown below Tim Gordon rating Vision Specialists Optometrists Select Value o a comment Rate 2 Select the rating you would like to give the member 10 being the highest Very Happy to 10 being the worst Very Angry from the Select Value dropdown list also provide a short comment explaining why you gave them the rating 3 Press Rate to provide your rating To view the Delete Rating page 1 To access the Delete Rating page click on Member in the Main Menu and select the Members link This will load the Members page shown below Trade Status Setup Trade Status barter balance limit settings O Manage Trade status and Rating 2 Delete Rating Member 66 Member Rating amp Trade Status continued Delete Rating 1 To modify trade status options click on the Delete Rating radio button This will load the Delete Rating page shown below Go back Sort by Rating e Show Results 1 ra 75 9 ae Pacific Pine eicleibes XO Limited Excellent trader Sieur ee 10 2006 e 0 00 00 25 9 2 erie Excellent trader delete XO Limited Mery professional Bexglen NZ Ltd 10 2006 0 00 00 25 9 3 e Excellent trader delete O Limited Wer presiona Bexglen NZ Ltd 10 2006 0 00 00 4 25 9 delete O Limited Good trader IAF 2 10 2006 0 00 00 2 Ratings may need to be deleted if the person who placed the rating used obscene language or an incorrect ratin
92. in the field would generate results regarding companies associated with health or health products To Search by Email This feature allows you to find companies based on an email address This is often useful if emails bounce due to spelling errors or if that member changed their email address and you require a different way to contact this member Searching by their email will bring up other contact details allowing you to get in touch and update their email address with a correct one Search 25 Search Advanced Search continued Working with search results After entering the relevant information in the chosen fields click on the Search button The results from your search will be displayed below Eou a heres Seed Advanoed Sea Click here for help Account Number State Region o g Barter Balance Min o Max ooo Add To Report 1 Bo Barter DE Trade a Heading Business pales te Directory Listing oe bigs Business Al Smash Repairs AccountNumber Is Valid No Contact Person John Tel 09 1 Fax 09 Excellence in Mobile accident repairs Trade LI Email i xtra co nz 21 Insurance and Status Website n a private work Towing Unknown service avallable Address Onehunga Auckland Business Abundant Health Ltd AccountNumber 00470 Is Valid Yes Contact Person John Tel 07 manufactures the highest quality skin Fax 07 GSS Mobile O27 care hair care Trade L Email 1
93. isplay Filter Display listings products amp services that are still awaiting Y Yes approval j a Approve all current directory listings Approve Listings Approve all current products Approve Products Approve all current services Approve Services Save To change Item Settings 1 Hot Threshold Configuration allows the exchange to set the discount percentage that shows products as hot 2 The exchange can also define how many days a product or service is considered as a new product or service 3 To modify enter the desired numbers and press Save Item 182 Item Products The Products page allows staff to perform searches of all products that are available on the trading site that have been uploaded by members To view Products page 1 To access the Products page click Item in the main menu and select the Products link This will load the Products page shown below Product Selection Search By Ey Account Number From 1 02 2007 Select Date Date Added To 23 04 2007 select Date Price Range Min _ Max 03 Apr 07 Key Holer 340 00 Mo 12 25 00 xO Limited Paintings AG 18th 1 600 00 Yes i 25 Feb HE O inie 03 56 00 Century Paintings l pey 18th 2 000 00 Yes i 20 Feb a sey tinte i D4 06 02 Century To search for a product 1 Select the category you would like to search in or all categories The search can be limited by one or all suppliers 2 Choose other inf
94. ke an over draft except in reverse Using this feature you can control how much a member can be in credit before their products and services become temporarily hidden and are also suspended from selling until their account balance is lower than their Maximum Credit Balance To view the Maximum Credit Balance page 1 To access the Maximum Credit Balance page click Exchange in the main menu and select the Feature Settings link From here click on the more details link next to Maximum Credit Balance This will load the Maximum Credit Balance page shown below Membership Registration Page Mame Registration Form Type of Tax Details Collected GST Has business members Yes Overdraft limits 0 1000 2000 3000 5000 10000 20000 50000 Estimated Annual Turnover Less Than 100K 100K 1M 1M 10M Greater Than 10M Maximum Credit Balance Global Settings Activate Maximum Credit Balance Yes Maximum Credit Balance unlimited Allow Member to Control Maximum Credit Balance Mo To edit Maximum Credit Balance 1 Entering information onto this page 1s like creating overdraft limits See Content Content Text Registration Details You can add new values by entering them and pressing Add You can also change whether you want to allow members to change their own Maximum Credit Balance Once you have finished your changes press Update Maximum Credit Balance Global Settings Maximum Credit Bal
95. kground image To upload an image press Edit Content 174 Content Front End Images The Front End Images page allows you to completely change the look and feel of your exchange user interface It is critical that you make sure all images on your website display correctly This process is very similar to skinning an application All images uploaded on the website must be the same size as the ones provided originally Your Project Manager can help you with any problems and image specifications for each image are included in your Project Plan To view Front End Images 1 To access the Front End Images page click Content in the main menu and select the Front End Images link This will load the Images page This page 1s displayed below Inteface Images delist_dn gif Edit delist_up gif Edit editListings_dn gif Edit editlistings_up gif Edit O header gif headerLogo gif green dollars helpicon gif i Edit na zm largeTitle ccountManager gif AAA Edit largeTtleMyFavs git APA Edit Content 175 Content Required Contact Details This page allows you to customize what information is required for New Member Registration and for the creation of Directory Listings It 1s Important to know you can customize this section It comes with a default configuration but you are free to change 1t at any time The fields displayed on forms affected by these settings can either be present or required If fields
96. l graphics and text for every page of the Trading Site You are in complete control of all information you choose to let your members see It 1s important to check that all critical areas of the system are appropriately filled in and display only correct and up to date information to your members Contents CONEDE TERT ice tie e E 142 A O E 153 Direct Debt a 154 E Mail Templates iia 155 IVR E Mail Templates eee 161 Front End Customisation oooonnnnnncncnnnno 162 Front End ImageS ooooonnnnnncccccnonnnnnnnnnnos 174 Required Contact Details 175 Show Empty Category ccccccccccnnnnnnnnnnonons 176 Statement SettidgsS oococccnnnnnnnnnnnnnnnnnnnnnns 177 Si OCI MOS ge iie costed easel center tueiaietiaed 179 Content 142 Content Content Text Contact Us This page 1s viewable from B2B when you click on the Contact Us link at the top right hand side of the screen When a member or a potential new member visits the B2B Trading site they can click on this link to find the contact details for this exchange Y our contact details are customizable from the backend and you can change them at any time For example 1f you change your phone system or move offices and you have different numbers for incoming calls you can update these details Or 1f you open a new office in a different area of your country then you can add the details for your new office here To view Contact Us 1 To access
97. lates page shown below You are here Content gt Email Templates Upload Email Images Type EFTPOS Card Order Confirmation Subject EFTPOS Card Order Confirmation 1 Style B U li Content A AN tt fa wu 1111 llil Sincerely yours lt lt ExchangeName gt gt Software provided by XO Limited wew barter software cor 4 TT I Design Confirm Cancel Insert e mail address below and click SEND to submit and view selected e mail template at address inserted Content 162 Content Front End Customisation The Front End Customisation page 1s used to customize the look and feel of the front end of your exchange From here you can upload images and choose different layout options to suit you and help your members trade more efficiently The purpose of this feature is to introduce more design flexibility for the front end user interface To use the interface click on the link above the section you would like to modify These sections are detailed below To view Front End Customisation 1 To access the Front End Customisation page click Content in the main menu and select the Front End Customisation link This will load the Front End Customisation page shown below Select the part of the frontend you want to customize Main Menu Panel Main Menu Opening Ima th Search Panel En earch Opening Image Login Panel Registration Panel Bookmark Panel C
98. ld like to view the information by either pressing Show Results or downloading as CSV or XLS Logs 188 Logs Office Staff The Office Staff logs page allows the certain members of exchange management to see when other staff have logged into the administration site To view member logs 1 To access the Office Staff logs page click Logs in the main menu and select the Office Staff link This will load the logs page shown below Exchange Member Lo porro FROMM 16042007 aj200 Select Date TO WO Select Date Show Results Download CSW Download XLS Clear All leave dates blank to get all logs 32048 23 04 2007 4 44 p m 23 04 2007 4 44 p m 32047 23 04 2007 4 35 p m 23 04 2007 4 35 p m 32040 23 04 2007 4 15 p m 23 04 2007 4 30 p m To search for specific information 3 Select the date range you would like to search within 4 Choose how you would like to view the information by either pressing Show Results or downloading as CSV or XLS S gt TIP Remember staff access to logs can be restricted from the Staff Permissions page Translation 189 CHAPTER SIXTEEN Translation The Translation feature allows you to adjust the language of the Administration Site as well as the User Site To be able to do translations you need to get the translation rights first These are assigned by XO Super User Usually XO would assign the translation rights to one username and password If yo
99. le below shows the Automatic Payment Details page for an approved credit card Auto Payment Type Credit Card Status Approved Delete Name On Card N Card Type Wisa Card Number 499913 Expiry Time 2007 Security Number o Member 57 Member Payments continued This example shows the details of an approved direct debit payment These details are able to be edited by clicking the Edit button lr Auto Payment Type status Authorised By Form Received On Bank Account Bank Branch Address Expiry Date Signed By Name Add New Cash Receipts ES Direct Debit Approved Delete Edit Christine 2006 01 16 02 01 0210 ANZ 2010 Christine Christine 1 To view the New Cash Receipts page click on Member in the Main Menu and select the Payments link This will load the Payments page shown above Click on New Cash Receipts to load the page Entering a new Cash Payment 1 Select the company that the cash payment had been made from 2 Choose cash from the Payment Method drop down box 3 Enter the amount that is to be paid NOTE If you want to refund money to a member enter the amount as a negative value 15 00 This will be entered into the system as an account credit Add New Payment Company Payment Method Cash Amount OR Account Number Process Positive Reverse Negative Transaction Date 2 0007 Notes om Confirm Cancel Member 58 Member Pa
100. link to the image Sample To customize the image go to Interface Customisation and update the file registrationlogo gif Image Button save Changes Mot cureniy a member Join Today Button and Text This 1s the default option It displays translatable text and the customizable image Image that links to registration page This option allows you to use your own image which links to the B2B registration page Image that links to specific page This option allows you to use your own image which links to a page of your choice S TIP To customize the image that is displayed go to Content Front End Images and modify the registrationlogo gif Content 167 Content Bookmark Panel The Bookmark Panel changes the appearance of the right most section of the front end main menu There are four options available Toolbox Button This is the default option When a user hovers over the image a box is displayed with the email and bookmark this page links a Toolbox Button A Image Panel This will allow you to upload your own image to replace the end of the panel Image panel Image To upload an image select Browse to find your image then press the Update button Upload Image Upload Cancel Bookmark Panel This allows you to show the Email and Bookmark this page links without the drop down box EJ Emad F page H Biokrmark Pig p a BookMark Panel You can ch
101. ll depend on which languages have been assigned to you by XO This will show you the page below Translating content Language EnglishOzoneCardnNz Page Select a Page Important Notes You cannot enter in html as a translation Your customers will see your translations next time they log in If you see any default text that does not make sense such as numbers or names then please click here No text found on this page for translation 3 Select the page you would like to translate from the drop down box This will display a page similar to the one below 4 The Default Text column is the original text in English The text box under Local Text is where the translation of your local language should be written 5 When you have finished the translation changes press the Update All button gt IMPORTANT You can only text into this box entering HTML or JavaScript will not have any effect on the text displayed If you do not require a phrase to be translated just leave the box with nothing entered in it Translation 193 Translation Translate a Page continued Translating content Language EnglishOzoneCardNzZ Page xoadmin access forgotpassword aspx Important Notes You cannot enter in html as a translation Your customers will see your translations next time they log in If you see any default text that does not make sense such as numbers or names then please click h
102. n such as their username email and telephone numbers To modify a user s details 1 To modify a user s details select their username from the left hand column This will take you to the Modify User page For more information see creating new exchange staff To create New Exchange Staff New staff member must have an account registered before they can interact with the system Information about them can be recorded using the New Exchange Staff page Details such as their first name surname and username phone numbers department and access privileges can be entered against their record and later accessed and modified Staff 113 Staff Exchange Staff continued 1 To access the New Exchange Staff page click Staff Mgmt in the Main menu and select the New Exchange Staff link This will load the first page of the New Exchange Staff shown below 2 To create a new staff member simply fill in all the required fields marked with a and any of the optional fields you choose to and press Next General Details Username Password Password Permission Enabled Disabled First Name Last Name Title MrMrs Miss 3 Department Access Salez we Privileges Address City O Postal Code eo Work Phone A O F Work Email pa Home Phone MI Home Fax Home Email 3 Itis very important to place staff members in the correct department as this determines the ac
103. n Member in the Main Menu and select the Members link This will load the Members page shown below O Trade Status Setup Trade Status barter balance limit settings O Manage Trade status and Rating 2 Delete Rating Manage Trade Status t Rating 1 To modify trade status options click on the Trade Status Setup radio button This will load the Trade Status Setup page shown below Note To show all members leave search text field empty Show Results Go Back Or Search 2 Select a member name from the dropdown box or enter their name in the Search box and press Show Results 3 This will display a list of results similar to the list below Account mef Business Trade Barter Ser rd Cash Overdraft Rati Name Status Balance ea A Balance Limit a Mot 003 28 Rated eg 00 valid 40 95 eooo 990 Change Rate status To change a members Trade Status 1 Click on Change Status next to the name of the member you would like to change the status for This will load the page below Company Name Vision Specialists Optometrists Trade Status Back to Rating amp Trade Status Member 65 Member Rating Trade Status continued 2 Select the status you would like to change the member to Trade Unknown Urgently Needed Needed or On hold 3 Press Update to make the change Rating a member 1 To rate a member and write a short comment about them select Rate next to the member you would l
104. n box Add a subject and other details 2 Write the message 3 Press Send Communication 131 Communication Newsletter The Newsletter page lets you dynamically create a newsletter that can be sent out to members containing featured products and services and directory listings The layout can be customized by using the Email Templates feature and sending can be scheduled for anytime you like To view Newsletter 1 To access the Newsletter page click Communication in the main menu and select the Newsletter link This will load the Newsletter page To use the Newsletter function 1 To create a newsletter start by typing the number of random products you would like to be displayed on the newsletter and press gt Once the list has loaded you can choose to remove an item view further details or clear the list and start over You are here Communication gt gt Newsletter o gt If poian Add random products Remove Clear Random products added 0 z fi Your search result is displayed in this let a gt Search Remove Clear Specific products added O 2 You can also choose specific items from the dropdown box or by searching using the available field 3 Repeat number 1 and 2 for services you would like to include the newsletter Communication 132 Communication Newsletter c
105. n dates From Select Date To Select Date Reset Dates Show Results Search 31 Search Plastic Transaction Cards The POS Card page 1s used to manage and maintain Plastic Transaction Cards From here you can change card details or issue a new card to a member Y ou can also display a list of all members and their POS card information You can also search for cards by their card numbers or alternatively display a list of cards based on a date range To view the Plastic Transaction Cards search page 1 To access the Plastic Transaction Cards page click Search in the Main Menu and select the Plastic Transaction Cards link This will load the Plastic Transaction Cards page shown below You are here Reports gt EFTPOS Cards Add New EFTPOS Card search By Members Member a All e a a Sort By Show Results Download CSV Download XLS search for Specific Card Number Card Number Po Show Results Search By Date Range From To sd select Date Show Results Downloade SV DownloadXL To search by Member A member s account could have many staff members It is possible to have more than one POS card registered for the same account so cards to be distributed to different staff members 1 Select a Member from the Search by Member drop down box Selecting All will display a list of all Plastic Transaction Cards 2 Select a Sort by option 3 Click the Show Results
106. ne net nz and we will respond to your query within 24 be Design Html Current First Page content Forgotten your username or password Email us al pas wword dozonebarter com with your full company name account name and contact details including phone and fax and ve vill return your call Your Security lf you have questions about Ozone Internet banking security click here Other difficulties Whether itis related to our web site or justa general enquiry you can contact any of our offices vrorld vide You a complete list of contact details please go to the main page of www ozonebarter com You can alsa send an email to infofozone net nz and we will respond to your query within 24 hours If you have browser related problems viewing out site please click here for suggestions Content 145 Content Content Text continued Help You can provide help by making 1t available online at the B2B trading site The page allows for a simple Question Answer format Members can click a link Help located at the footer and top right hand corner of every page When clicked this link takes the user to a new page with tips you ve posted To add new help click on the Add New Help button If you leave 1t blank your members will see a blank page when they click on Help To view Help 1 To access the Help page click Content in the main menu and select the Content Text link This will load the Content Text page Select Help from the lis
107. ney will be taken out of You will only be able to select members from your own exchange You can also enter their account number Transactions 75 Transactions Add Transaction continued 4 If the member who is receiving the barter dollars is in a different Exchange then click on the dropdown list and select the correct Exchange for that member GY EXAMPLE If the member who we are debiting is in the New Zealand Exchange but the member who we are crediting 1s in Australia we would use the dropdown list to select Australia This will populate the Seller dropdown list with members from the Australian exchange 5 The dropdown list for the Seller member will be automatically updated with members from that exchange 6 Select the Member whom you wish to credit either from the drop down box or by entering their account number 7 Enter the transfer amount in barter dollars Selecting Force Over Limit Transaction will process a transfer even 1f the transfer will put the member over their available funds 8 Select a Transaction Date by clicking on the relevant Select Date button 9 Select a Deposit Date by clicking on the relevant Select Date button Enter the reason for processing this transaction along with any additional notes relevant to this case under the Notes textbox 10 Make sure the Transaction Type 1s set to Transaction 11 Click on the Confirm button to process this transaction Transactions 76
108. nformation on Reversing transactions see Add Transaction Reversing Transactions on page 76 Transactions 82 Transactions Online Transactions The Online Transactions page displays information regarding online sales and purchases It shows the flow of money from one account to another from the purchaser through the Escrow account and to the seller To view Online Transactions 1 To access the Online Transactions page click Transactions in the main menu and select the Online Transactions link This will load the Online Transactions page shown below CreditTo All Debit From ID Debited From OR Account Number OR Account Number Show Results Bay 0076 0064 6063 0062 0725 20 08 2007 Buyer Escrow 0 00 0 00 Product 1 55 p m Commission Escrow 0 00 59 95 Product a nile See 0 00 400 00 Service ie a Cancelled Escrow 0 00 0 00 Service ovina noto NEA Escrow 0 00 400 00 Service e Ho A New 0 00 0 00 Service 4 35 pm Commission You can display results by selecting a Credit To and Debit From account Using the account All will show you a list of all online transaction details Search can also be performed by entering the account number of each party Transactions 83 Transactions Disputed Transactions If a member is unsatisfied with another member while buying or selling online the member can complain about the transaction and ask that the exchange offer advic
109. ng this feature Member 63 Member Rating amp Trade Status The Rating amp Trade Status page is used to set the values that define an account as either Trade Needed or Trade Urgently Needed From here you can also view and manage member ratings To view the Rating amp Trade Status page 1 To access the Rating amp Trade Status page click on Member in the Main Menu and select the Members link This will load the Members page shown below Trade Status Setup Trade Status barter balance limit settings O Manage Trade status and Rating 2 Delete Rating Trade Status Setup 1 To modify trade status options click on the Trade Status Setup radio button This will load the Trade Status Setup page shown below Note This function is for setting the upper boundary Barter balance amount in debit for Trade needed and Trade urgently needed rating status El pp i L NEGATIVE numbers OMY rage needeo Trace irman ti rade urgenth hea a ari 2 Enter the upper boundary for both Trade Needed and Trade Urgently Needed Values must be a negative number 3 Press Update to save your changes GY EXAMPLE If you enter 1 000 00 for Trade Needed all members with more than 1 000 dollars in debt will be marked as Trade Needed Member 64 Member Rating amp Trade Status continued To view the Manage Trade Status t Rating page 1 To access the Manage Trade Status amp Rating page click o
110. nt CSW MLS gt resta oteatermeant cot Er Cag La ed E AL mM H og a 4 pam a E l LE F Patata Na Trma oe Pas a a Dal Mi a L L J m ri _ a T Py All COMMESION Transactions Up Til NOW Wl GO MiO statement El 1 Ctaterients ara on monerogted atthe ond ofo commit llaa thio nntin amher it aAdaiements are ONY Qencrateo al the end of each month Use this option only 11 LE T ant A trionmer the and af the minnth at thie tae al wE LIIIL LL L nji LIL Si I LA HRA FLH LEL Li h LL mf r Generate Statement Set Producing a member s account statement 1 To produce a member statement start by selecting the name of the company from the dropdown list 2 Select whether you want to produce the statement by Statement Set or by Date Range Select your desired option and then either the wanted statement set or to and from dates 3 Next select how to would like to work with the transaction by selecting one of the following options View Will display the statement for the period defined in the window E mail Will e mail a copy of the statement to the member s registered e mail address Print Selecting print will load a popup windows with a version of the statement suitable for printing and posting to a member Reports 128 Reports Statements continued BS NOTE Make sure that your browser allows popup windows to load CSV and XLS Will allow you to download the information Both these form
111. ntire application Please make sure these are filled correctly as your members will see them on a regular basis while using the system There 1s a further section on how these values are used coming up under Communication in the training manual To view Exchange Details 1 To access the Exchange Details page click Exchange in the main menu and select Exchange Details link This will load the Exchange Details page shown below You are here Exchange Management gt Exchange Details Exchange Details Exchange Name Ozone NZ Limited Currency Name Ozone dollars Tax Details 91711445 Website Address Wwwww ozone net nz Physical Address Line 1 PO Box 8 81 Line 2 Symonds St Line 3 Auckland State Country Postal Code Account Director Name Sam Liu E mail accounts ozone net nz Exchange Phone 0800 4 Ozone Fax 09 48501636 E mail infofozone net nz Reply To E mail le no replyMexchange com Call Center Phone Fax E mail To edit Exchange Details noreplyiMbozone net nz 0800469663 0800269663 info ozone net nz 1 To edit the exchange details click on the Edit button This will make all fields on the page editable An example is shown on the next page Once you ve finished editing the information click on the Update button to save your changes Exchange 93 Exchange Default Settings This page allows you to control what settings your members are allowed to select for themselves To view
112. oad the Recent Transactions page shown below The 10 most recent transactions Search Transactions Sc 30445 30442 30441 30440 Type Status ID Type Status Admin Manual Reverse Processed Admin Manual R30441 Reverse Processed Admin Manual Transaction s Processed 0 Manual E sa bue Cash 0 00 Barter 111 00 Cash 0 00 Barter 111 00 Cash 0 00 Barter 111 00 Cash 0 00 Barter 0 00 Transaction 6 Deposit Process Transaction Deposit Process Transaction Deposit Process Transaction Deposit Process 6 E i 6 fy 6 J 2007 2007 2007 2007 2007 72007 F2007 2007 2007 2007 2007 2007 p Transactions 79 Transactions Add Transaction continued Add New Card Transaction 1 To access the Add New Card Transactions click Transactions in the main menu and select the Add Transaction link This will load the Add Transaction page shown below You are here Transactions gt gt Add Transaction Select Transaction Type View All Transactions select Transaction Type Card Transaction Manual Transaction Account Adjustment 2 Select Card Transaction from the dropdown list Card Transaction View All Transactions New EFTPOS Card Transaction Debit Card Number Search Search Tips Credit Exchange OzoneCard New Zealand Member Select From List Amo
113. ommission are given to sales team when Merchants make Payment Transaction Cancel Ok Pricing CHAPTER EIGHT Pricing 102 For trade to occur each member requires that a pricing plan 1s applied to their account Members will be allowed to choose among a variety of plans provided that these are offered by the exchange administration The make this plan available online feature must be enabled by XO Software otherwise members will not be able to choose a pricing plan online Without enabling this feature our system only supports 1 pricing plan per member This pricing plan must be assigned by an authorized exchange staff member from the backend You can change members from one pricing plan to another at any time Contents Account Adjustment Type 103 PCS amp Rates rpg ness 105 PHICIN Planas 107 Members by Pricing Plan 109 Pricing 103 Pricing Account Adjustment Type Account Adjustment Types allow to you credit or debit cash or barter amounts to a members account This can be used for sundry charges such as fee for having a cheque bounce or giving a member a 10 discount for paying their fees promptly To view Account Adjustment Type 1 To access the Account Adjustment Type page click Pricing in the Main menu and select the Account Adjustment Type link This will load the Account Adjustment Type page shown below This page is used to create and edit new Account Adj
114. on the link click here and learning more about the website s security as well as any specific security measure that the exchange has chosen to put in place such as identifying yourself to the operator before any personal information is given out over the phone An example of what goes on the security page follows o Select a Password that is easily memorized but which is difficult for others to guess o Change your Password regularly we recommend every 30 days o Never divulge your Password to anyone we will never ask you for this To view Security amp Compatibility 1 To access the Security amp Compatibility page click Content in the main menu and select the Content Text link This will load the Content Text page Select Security amp Compatibility from the list displayed list You are here Content Mamit security 4ndCompatible This function allows you to edit the content of Securty or Compatible pages these pages linked by user interface first page Select Page to edit C Security Page de Compatible Page lala er m A stve 4 B Ju SS lb Ozone Internet Banking at Ozone we understand the need to provide a secure and safe environment for our customers to transact and communicate over the Internet To protect your information Ozone has the following security recommendations Security of Usernames and Passwords Design Content 152 Content Terms Conditions Y
115. onsible for registering the new member and will spend time with them educating them about barter and how to use the system Contents eis tesoro TTE 111 Exchange tam 112 Re Assign ACCOUND S serana 115 E AA coudeeeeecnambetend 116 PRO er A 119 Associate BDrOKE ista daa dit 120 Staff 111 Staff Clients List The Clients List page can produce a list of all exchange members that are assigned to a selected Sales Person To view Clients List To access the Clients List page click Staff in the Main menu and select the Clients List link This will load the first page of the Clients List shown below You are here Staff Management gt gt Clients List Select Show Results Total Clients Number 4 Business 2 E OS Contact Address Contact Person Bos ges Daniel Evans Elan de Other Limited See a daniel evans barter software com Auckland 703d Great ee North Jonathan Bruce Fantham Sot Road Owner Partner EEES Grey workrelatedm fantham net Lynn Auckland Unit Y 15 Ranny Kettoola F a CEO President Po MU a Lr ra i AS saputz rannylsertgmail com Auckland 149 fal Philip Dimitrow xOPhillip ana Owner Partner CEO phillip dimitroyv gmail com Auckland to wt Confirm Change all the clients of To view specific clients 1 To view a list of all members associated with a specific Sales Person select the name of the Sales Person from the dropdown list and press Show Results
116. ontinued 4 To add Directory Listings to the Newsletter type the number of random listings you would like to add and press Add you can choose to remove listings as you want or clear the list and start again Add Directory Listings to Newsletter Add random listings et d Remove Clear Add a listings Ein Remove Clear 5 You can also add a specific listing by selecting search from the add specific listings section 6 Once you have chosen the listings you would like to insert into the newsletter you can see how the newsletter will look by pressing Preview you can also choose to send 1t to an email for testing Remember the layout of the newsletter can be changed in the Email Templates section Preview and Test Preview newsletter Preview Send a test newsletter to an email address l send 7 You can now choose when you would like to send the message You can choose to send it right away or schedule it to send once a week Y ou can also define a time period that the message will be sent within Communication 133 Communication Newsletter continued Settings Schedule Newsletter Send this newsletter once Send this newsletter every O schedule newsletter start date and time Schedule newsletter to end on a certain date Newsletter Subject Newsletter Name Change newsletter header image Cancel an existing newsletter Submit
117. oose which of the links that you wish to display by selecting them from the portion that 1s shown below Please select 2 BookMark Link L Email This Page Don t show anything As it says selecting this will not display the Bookmark Panel Content 168 Content Category Panel The Category Panel page allows you to change where the category panel is placed on the front end There are three options available Category Panel Settings Please select a layout you want to show on login page browse panel before login Category Panel 8 Category Products Panel Image Panel Category Panel This 1s the default option This option makes the categories the central element of the front end Browse by Calegory All Categories gt Accommodation 13 Food amp Drink 20 Automotive Funeral Arrangements 0 Boats amp Marine 0 Health amp Beauty 11 Broadcasting Home amp Garden 25 Building amp Maintenance 74 Industrial Business Services 103 Jewellery amp Watches 0 Children 1 Other Clothing Fabric 3 Real Estate amp Property 22 Community 2 Security And Safety Computers 77 Shopping 21 Education amp Training 7 Sports amp Leisure 5 Electronics 10 Storage gt i Entertainment 17 Transport 1 Farming 10 Travel amp Tourism Finance 15 Wedding Arrangements lt Our Categories are designed to your Needs Help us improve them Category Products Panel Setting the
118. orm Type of Tax Details Collected esT P Hawe Business Members Yes O Mo Overdraft limits Estimated Annual Turnover 100K 1M Update Cancel 4 The Have Business Members section of this page lets you choose whether to collect business details or personal details only It 1s recommended that you collect business details and leave this option as YES If you are running a community currency you might want to choose NO and only collect personal information for your members This option also affects the information displayed under Step 1 where new members enter their general registration information as well as many other pages in the system 5 Overdraft Limits Your members can apply for an overdraft limit during the registration process Based on the information you collect from them such as their Estimated Annual Turnover Number of Staff Y ear the business started trading Type of business and other checks that you might want to do prior to approving their account and you can choose to approve any overdraft limit you would like Approving overdraft limits 1s done from the backend of the system by an authorized exchange staff member and will be covered later in the exercise section of the training manual Content 149 Content Registration Details continued Overdratt limits 6 You will always be limited to selecting overdraft limits that are currently s
119. ormation such as Date Added Price Range Name 3 Select search limits Then press Search Item 183 Item Service The Service page allows staff to perform searches of all services that are offered by members on the trading site To view Services page 1 To access the Products page click Item in the main menu and select the Products link This will load the Products page shown below Service Selection Category All Categories Olas lei Account Number From 16 03 2007 Select Date To 2404 7007 Select Date Rate min max Cd Service Name sort By i Service Name w Ascending Search Supplier Date Added Time a pa 1 Mar o A O Christchurch 07 Yes stat 09 29 08 03 Apr Recruitment Services Hutt Valley OF Yes 02 47 00 ee 22 Apr www bookkeepers co nz e 07 Yes 12 45 00 To search for a product 1 Select the category you would like to search in or all categories The search can be limited by one or all suppliers 2 Choose other information such as Date Added Price Range Name 3 Select search limits Then press Search Item 184 Item Listings The Listings page allows staff to perform searches of all listings that are available on the trading site that have been uploaded by members To view Products page 1 To access the Listings page click Item in the main menu and select the Listings link This will load the Listings page shown below
120. our business online Following completion of this checklist we recommend that you explore the software and familiarize yourself with its functionality This User Manual provides detailed instructions on how to use our software and is designed to enhance your understanding of the functions available For a checklist of tasks that need completion before your exchange becomes active please see the Exchange Setup Guide For any questions or queries you feel are not addressed by this manual please contact tim gordon barter software com Preface viii Preface Why do some pages look different As with any piece of software the XO system 1s constantly being updated with new features and user interface enhancements Because of this there may be functions available in the software that are not detailed in this manual or look slightly different We frequently update this user manual as new features and changes are made Contact XO to obtain the latest version of this manual Conventions Term Description Front End The B2B trading site Back End The XO Administration site Icon Description ES Example er Important BS Note Tip Differences in wording Because the XO system allows you to translate virtually every aspect of the system into your own language or modify existing languages some terms directions instructions and screenshots may appear different in your system to this user manual If you find your self stuck please contact yo
121. our terms and conditions are available online On the B2B trading site there is a link Terms located at the footer of every page as well as a link present in emails sent to your member which when clicked takes the user to a new page with the terms and conditions as outlined by the exchange These terms and conditions are customizable from the backend and you can change them at any time Normally these are uploaded during Exchange Setup If at some time during the operation of your exchange you wish to change certain points in your terms and condition you can simply access them through the backend and change them as you see fit Once you ve designed the Terms and Conditions according to your liking click on the Change button and you will immediately see the updated version underneath To view Terms amp Conditions 1 To access the Terms amp Conditions page click Content in the main menu and select the Content Text link This will load the Content Text page Select Terms amp Conditions from the list displayed list Attachment to Terms and Conditions File Browse Upload Terms and Conditions stvie a B hahu GES 33 1 ABOUT THESE TERMS 1 1 Nature of Terms These Terms set out a the basis on which each Member is entitled to participate in the Exchange and 6 the obligations that each Member has to Ozone and to other Members 1 2 Alteration of Terms Ozone may alter any of these terms
122. own list for the Seller member will be automatically updated with members from that exchange CS IMPORTANT This account will be debited for the amount we want to put back into the other member s account Barter dollars will be taken out of this account 6 Enter the transfer amount in barter dollars CS IMPORTANT The transaction Date must match the exact date when the transaction occurred Select a Transaction Date by clicking on the relevant Select Date button 7 Select a Deposit Date by clicking on the relevant Select Date button 8 Make sure the Transaction Type is set to Reverse 9 Enter the reason for processing a reversal of this transaction along with any additional notes relevant to this case under the Notes textbox 10 Click on the Confirm button to process this transaction Transactions 78 Transactions Add Transaction continued To perform a complete reversal of a transaction If a member accidentally processes through two identical transactions or if they made a mistake and transferred barter dollars to the wrong account we can use the Reverse link located beside each transaction record This 1s an easy and quick way to reverse incorrect member transactions You can perform a detailed transaction search which is covered under Search gt Transactions on page 28 1 To access the Member Transactions page click Transactions in the main menu and select the Recent Transactions link This will l
123. panel to Category Products will display the category panel to the left hand side and make Featured Products the focus of the front end Accommodation Automotive Boats amp Marine Broadcasting Building Maintenance Business Services Children Clothing Fabric Community Computers Education amp Training Electronics Entertainment Farming Finance gt Food amp Drink 0 Funeral Arrangements Health amp Beauty Content 169 Content Category Panel continued You can also define your own background image to be used behind the category panel To add a background image select Browse to locate your image then press Upload to apply the image If you wish to remove it then press Remove Image Upload new Upload Remove Image NOTE For some browsers you may need to force refresh to view the newly uploaded image This can be done by pressing Ctrl FS on your keyboard Image Panel Setting the panel to Image Panel will remove the categories list and instead display an image of your choice This will become the main focus of your page To upload an image press Browse to locate it and then press the Upload button Upload Image Upload Cancel TIP Images uploaded under Image Panel will be resized to 519 pixels wide To ensure the best quality make sure that your image is this size Content 170 Content Side
124. percentage then enter zero 4 Once you are finished press Add The Adjustment Type will be added to the system Deleting and Editing Account Adjustment Types 1 To delete or edit adjustment types press the Delete or Edit link next to the name of the desired type LS NOTE No cash or barter commission is generated on account adjustments To use Account Adjustment types see Chapter Five Transactions on page 69 Pricing 105 Pricing Fees amp Rates Transaction Fees also known as Commission Rates Monthly and Annual Fees are assigned to every member in the system Once these are created you can make a Pricing Plan that uses any combination of the Fees and Rates currently in the system To view Fees amp Rates 2 To access the Fees amp Rates page click Pricing in the Main menu and select the Fees amp Rates link This will load the Fees amp Rates page Transaction Fee Add New Transaction Fees Accounts Buy Rates Sell Rates Cash Barter Cash Barter Buy Rate Sell Rate Barter Cash Barter O 0 0 0 0 Edit O 1 25 1 25 1 25 1 25 Edit o 0 5 Ya 0 5 Edit e 0 5 0 5 0 5 0 5 Edit O 0 75 0 5 0 75 0 5 Edit O 2 00 Oo 2 0 vo Ova Edit O 5 0 5 0 Edit O D A Ya O D A Ya O Edit O Ova 0Sa 2 0 a Oo Edit C O o 2 370 Ova 2 30 Edit C 3 0 3 0 Edit de 1 1 1 1 Edit To edit Fees amp Rates 3 To add a new commission rate enter a percentage rate in each of th
125. r fees promptly No commission 1s charged on these transactions 4S NOTE To use this function you must first create Account Adjustment Types See Pricing Account Adjustment Type on page 103 To view the Add Batch Adjustment page 1 To access the Add Batch Adjustment click Transactions in the main menu and select the Add Batch Adjustment link This will load the Add Batch Adjustment page shown below Purpose This page is used to make multiple batch Account Adjustment transactions An Account Adjustment is required to use this page lt can be created in Pricing gt Account Adjustment Type Batch Account Adjustment Create a batch credit transaction of Account Adjustment Type To process batch adjustments Example T Please Select Account Adjustment Type 1 To process an adjustment on many accounts begin by selecting the adjustment type from the drop down list Batch Account Adjustment Create a batch credit transaction of Account Adjustment Type Fixed OzoneCARD Amount Fixed Cash Amount Overdue OzoneCARD Percentage Overdue Cash Percentage For With OzoneCARD Balance in Billed at Older than Due Date Preview Transaction Fxample 0 00 12 00 0 25 All Valid Merchants Debt 200 00 9 08 2007 17 08 2007 a Transactions 71 Transactions Add Batch Adjustment continued 2 Once you have selected the adjustment type you can now select how you would like
126. r sells and whether the deal completed in cash or barter Sales Commission Rates are located under Staff Mgmt in the main menu Create a Salesperson You must assign salesperson status to your staff members In order to do this you need to select the appropriate staff member from the list and select a commission rate that you created in step 1 Assign a Salesperson to a member Once you have successfully created some sales persons you can assign them to the clients members of your exchange although there are other steps to go through before this so an explanation is given later in this document Members Fees amp Rates In order to make money through commission you must assign fees and commission rates to your clients member mgmt Members Fees amp Rates This must be done before any clients start using the online system Fees and Rates are located under Pricing on page 102 Registration Fees If you wish to charge registration fees you need to assign them using the Edit Registration Details page See Edit Registration Details under Content on page 141 for more information Terms Conditions amp Policies You must check the Terms amp Conditions and the Privacy Policy and change them 1f need be Terms amp Conditions and Privacy Policy are located under Content Mgmt in the main menu Exchange Setup Guide 16 Exchange Setup Guide Checklist continued Customizing the Front End You can completely chan
127. ra aia pS aoe Promotions GO Statistics New Members Last Logged In Wanted Items Transaction Volumes Local Market Value This week 0 Australasian Trading accomodation Today 0 00 Products Last week 0 Enzo s Excavations dexion Yesterday 0 00 973620 50 Year 20 Eunica Pty Ltd racking This week 0 00 Services Total Merchants 1089 Earthsong Enterprise Norway This month 0 00 21943800 00 ADscene Promotions thailand Browse By s Customers Wanted Content 173 Content Footer Links Panel Footer Links Panel options allow you to control how the lowest panel of the front end interface 1s displayed Front End Footer Links Settings Please select front end footer links setting Show Footer Links Show Footer Image Footer Image Note After updating images please refresh to view the change ffooterImage gif SS e Q ec S OOO iaOOOOAOSS footerLinksBackground gif Edit To view a sample of the effects of this change click here There may be similar changes on other pages Show Footer Links This is the default option It will display a row of links at the bottom of the page linking to specific pages These include Home Help Privacy Policy Terms amp Conditions FAQ and Contact Us Home Help Privacy Policy Terms and Conditions FAQ Contact Us Footer Image You can also upload a footer image to display instead of the links You are able to upload both a foreground and bac
128. rmation for each record selected can be generated by clicking on the CSV button Click Save and choose a location where you d like this file to be stored Search 28 Search Transactions The Transaction Search can help you find previously processed transactions It allows the user to see transaction notes details and can be used to reverse transactions To view the Transactions search page 1 To access the Transactions Search feature click on Search in the Main menu and select the Transactions link This will load the Transaction Search page shown below You are here Transactions gt Search Member Transactions Y Click here for help Credit To choose one option from three below Select member from the list Valid v Member trading name Search O Credit Account number Debit To choose one option from three below O select member from list AN o ooo M Member trading name Po search Debit Account number Transaction Type All e Minimum Amount 100 00 Maximum Amount From Select Date Select Date Reset Dates A Show Results Search 29 Search Transactions continued Viewing all transactions Select All as the Credit To member and All as the Debit From member and press Show Results Using the Transaction Search feature By changing the Debit To and Credit To dropdown lists to specific companies we can examine their tr
129. roval PayAnyone IWR Phone Banking Plastic Transaction Card Front End Customisation Google Maps Maximum Credit Balance 1099 B Report PayPal Link More Details More Details More Details More Details More Details More Details More Details More Details To enable disable Feature Settings Status Enabled Enabled Enabled Enabled Enabled Enabled Enabled Enabled Enabled Enable Disable Disable Disable Disable Disable Disable Disable Disable Disable Disable 1 To edit which settings you wish to be enabled or disabled click on the Enable Disable button to toggle the status More Details Clicking on the More Details link next to an enabled item will take you to the relevant settings page The table below gives you a page number for this manual where you will find details on the feature settings Feature Item Approval Pay Anyone IVR Phone Banking Plastic Transaction Card Front End Customization Google Maps Maximum Credit Balance 1099 B Report PayPal Location Item gt Item Settings Pay Anyone gt Default Pricing Plan 86 Feature Settings gt Phone Banking 95 Search gt Plastic Transaction Cards 31 Content gt Front End Customization 162 No settings Page 181 Feature Settings gt Registration Reports gt 1099 B Report Exchange gt Payment Methods 86 Exchange Phone Banking The Phone Banking settings page allows you to con
130. rs through normal use of the B2B Trading site and services provided by your exchange Feel free to look through each email template and get a better idea of the exact details for each POS Card Order Confirmation When a member orders an POS card an email gets sent to them confirming that their request has been processed and giving them their POS card number POS Card Pin Reminder When a member clicks on the FORGTOTTEN PIN button for their POS card this email gets sent to them with their pin number POS Card Transaction When a member s card is debited the system sends the member an Email with the Transaction Record Email Footer The footer that gets applied to every email going out of the system Email Header The header that gets applied to every single email that goes out of the system Internal Email The template for emails sent to the XO Software Development Team Item Question The email sent to the member that has a current listing when a question 1s asked for their product service listed online Item Response This is the email that gets sent through the system when a member is asked a question and logs into the website to answer this question through the system Members Trading Report This is the template that gets sent when a broker generates a member trading report and clicks the EMAIL button to email it to a specific member Content 157 Content E mail Templates Description continued Newsletter T
131. rt Activate De Activate Directory Alert De Activate To set Directory Alert Activation 1 To activate the Directory Listing Alert press the Activate button to de activate press De Activate Directory 139 Directory Edit Alert Message Edit Alert Message allows you to customise the alert page that 1s displayed to members 1f they do not have an active directory listing To view Edit Alert Message 1 To access the Edit Alert Message page click Directory in the main menu and select the the Edit Alert Message link This will load the the Edit Alert Message page shown below You are here Directory Edit Alert Message To insert a link back to the create directory listing page please insert lt linkDirectory gt within the body Header Body s mE 4 1 16 215 55 ES ill HII 4 ltl jijiji i lil Style B 710 A amp Bt Directory Listing Alert You do not currently have a valid directory listing This means that other members will not be able to find out about your business and subsequently be unable to trade with you It also means that our trade brokers are unable to find goods and services that you might want to buy Please go to here to create your listing Design Post To edit the Alert Message 1 To edit the alert message enter the desired information into the edit box When finished press Post Directory 140 Directory View Hide Categories From here you are abl
132. s Directory Alert Activation 136 Directory Listing Print eeeeeeeeeees 137 Directory Listing Reset eee 138 Edit Alert Message cccccceeeeeeeeeees 139 View Hide Categories 140 Directory 136 Directory Directory Alert Activation Directory Alert Activation lets you activate and de activate directory alerts These are seen by a member who has not completed a directory listing when they login to the trading site To view Directory Alert Activation 1 To access the Directory Alert Activation page click Directory in the main menu and select the the Directory Alert Activation link This will load the the Directory Alert Activation page shown below Status of Directory Alert Active Activate Directory Alert Activate De Activate Directory Alert De Activate To set Directory Alert Activation 1 To activate the Directory Listing Alert press the Activate button to de activate press De Activate Directory 137 Directory Directory Listing Print Directory Listing Print allows the exchange to produce a Microsoft Word document of directory listings that can be printed and easily modified To view Directory Listing Print 1 To access the Directory Listing Print page click Directory in the main menu and select the the Directory Listing Print link This will load the the Directory Listing Print page shown below You are here Purpose C reate a word document of director
133. s Person you would like the Clients to be reassigned to from the upper right hand Valid Salesperson dropdown box and press Confirm To re assign all accounts that have a non Valid Sales Person to another Select the name of the Sales Person from the lower right hand Valid Salesperson dropdown box and press Confirm Staff 116 Staff Sales Team Each business that signs up to your exchange must have an assigned salesperson before they can use their account to trade A salesperson 1s the staff member that the client will deal with when they have problems or queries The wording of Salesperson can be changed under Translation Upon exchange creation there are no salespersons assigned You must create salespersons out of admin members and then assign these salespersons to your clients To View Sales Team 1 To access the Sales Team page click Staff in the Main menu and select the Sales Team link This will load the Sales Team page shown below You are here Staff Management gt Salesperson Add Sales Commission Rate Sales 2 E ii i 7 A Username Name Permission Commission Comm Clients Comm Raes Rates List statement F This page displays a list of all salespeople in the exchange It will probably be empty for your exchange provided that no one has previously setup any salespeople Staff 117 Staff Sales Team continued To add new sales person 1 Click on the Add New Salesperson link a
134. s a membership fee clicking on Pay Now will record the payment in the system Member 48 Member Member Details continued Quick Tasks Send All a Welcome Send Welcome Email Email Send this usera Password Reminder Send Password Reminder De List all directory listings for this user De List Re List all directory listings for this user Re List statement Cash Balance 0 00 OzoneCARD Balance pura amp From To FEI View Merchant Fee Details Mot paid Merchant Cash Fee Free Application Payment Method BBX Merchant OzoneCARO Fee Mo Barter Fee AutoPay Details No autopay entry available Documents The Documents page allows you to upload Membership Agreements Identification and Personal Guarantee documents Company Specific Membership Files Date uploaded Version Card signatures Company brochure Guarantee Identification Member agreement Other Member Member Member Details continued Viewing Uploading a document l U gt N a To upload or view documents press the Upload view link next to the document you require Y ou will be shown the page below Start by setting the documents default status either Approved Needs Approved or Not Approved Click on Browse to locate the document you would like to upload This can be in jpg gif png bmp tif or PDF format Add any comments you would like to add to the document Press Submit to uploa
135. specific company cash payments 1 Choose the name of the company you would like to view cash payments for from the Company dropdown box or enter their account number 2 Select a date range 3 Press the View button To view payment details 1 Click on the Details link next to the payment you require 2 The payment details are displayed Cash Receipt Details Company Al Payment Type Cash Amount 60 00 Date Processed 5 04 2007 Notes Reverse payments Member 56 Member Payments continued View Auto Payments 1 To view the Auto Payments page click on Member in the Main Menu and select the Payments link This will load the Payments page shown above Click on View Auto Payments to load the page This 1s shown below View Auto Payments Display AN O Business Name Auto Payment Method 01075 Bexglen NZ Ltd Credit Card Approved Details 01022 National _ a Credit Card Approved Details 01030 Pacific Credit Card Approved Details Page 1 Search for Auto Payments The search allows listing of all Approved members and all members Waiting for Approval These categories are further broken up into Direct Debit and Credit Card payments The list of members is updated relative to your selection Once you ve found the appropriate member you can click on the Details link on the right hand side of the record This will take you to the details for that automatic payment The examp
136. t displayed list Add Hew Help Current Helps Cuestion Suggestions er Were appreciate suggestions and comments about our website Please email them to developmentigozone net nz Add New Help aa Esaa in ELIS Design Html r X Dl 6 nle elam gesnel fave B EE Hz 218 e f Content 146 Content Content Text continued Privacy Policy Y our Privacy Policy is displayed on the B2B trading site there 1s a link Privacy located at the footer of every page as well as in emails sent to your members which when clicked takes the user to a new page with Privacy Policy as outlined by the exchange This privacy policy 1s customizable from the backend and you can change it at any time Privacy Policy lets you edit your exchange s privacy policy Once you ve designed it according to your liking click on the Change button and you will immediately see what it looks like underneath To view Privacy Policy 1 To access the Privacy Policy page click Content in the main menu and select the Content Text link This will load the Content Text page Select Privacy Policy from the list displayed list You are here Content Management Private Policy Attachment to Privacy Policy File Browse Upload Privacy Policy x EA i Pies a S a style Sa Bu bal 3318 e Introduction E Ozone Barter Limited Ozone requires certain in
137. t option from this page this will allow your members to register their Credit Card details on the B2B trading site Exchange 98 Exchange Payment Methods continued To register a credit card from the B2B site you must be a member of the exchange and you must be logged in to the B2B site with the username and password If you are a member logged in to the B2B site you can access the credit card registration page by clicking on MY ACCOUNT Pay My Cash Fees and then clicking on Payment Registration This will take the member to a new page where they can register a credit card Once the credit card is registered a record of it is kept in the system Once a month or at a time interval set by the exchange administration staff can run a report and extract ALL necessary details such as credit card number expiry date CASH DUE etc into a CSV report This CSV report can then be processed by your local bank If you disable this as a payment option then your members will not be able to enter their credit card details and they will not be able to register their credit cards on the B2B site Direct Debit Enabling this feature allows your members to download a Direct Debit form from the B2B trading website If you are a member logged in to the B2B site you can access the Direct Debit form by clicking on MY ACCOUNT Pay My Cash Fees and then clicking on Payment Registration This will take the member to a new page where they c
138. t the top right hand side of the page The page will now change to the one shown in the screenshot below You are here Back to Salesperson Select Salesperson from the Exchange Staff Confirm Select Sales Commission Rate for the Salesperson E BuyRateCash BuyRateBarter SellRateCash SellRateBarter C 15 15 15 15 C 0 0 0 0 20 20 20 20 rt 30 30 30 30 C 33 33 33 33 2 Select the Admin staff member who you wish to assign Sales Person status to 3 Select a commission rate from the list provided 4 Click on the Confirm button Once a salesperson has been created in the system you can assign them to a member s account at any time by going to Member Mgmt Member Details and clicking on a specific member This will bring up that member s Account Details You can then edit these details and change the salesperson to any currently registered in the system Staff 118 Staff Sales Team continued Adding Deleting and Updating Sales Commission Rates 1 Click on the Add Sales Commission link at the top right hand side of the Salesperson page The page will now change to the one shown in the screenshot below Add New Commission Rates Salesperson Buy Rates Sell Rates Cash Barter Cash Barter a o ai Add Buy Rate Sell Rate Barter Cash Barter 15 15 15 15 Edit o 0 Edit 0 20 a 20 m5 Update Delete Cancel
139. tail Information Company GST Number will be viewable for the other members Shipment Payment Shipments can be paid using Barter Dollars Trade Urgently Needing Highlighting Highlight members with status Trade Urgently Needed on search and category browse results New Listings New Listings section will be display on homepage Item CHAPTER FOURTEEN Item 180 From here you are able to modify settings regarding members and their online listings This includes searching products services and listings from the administration site and also approving items before they are visible on the website Contents leni SEMN ES eeina eseneltessaens 181 PHOGUCUG sico ico loto ici 182 A IS 183 ES e APARECE On 184 Approving tems iii 185 Item 181 Item Item Settings The Item Settings page allows you to configure the thresholds which will show a product or service as New or Hot on the front end From here you can also modify settings relating to the Item Approval feature if enabled To view Item Settings page 1 To access the Item Settings page click Item in the main menu and select the Item Settings link This will load the Item Settings page You are here tem gt gt tem Settings Hot New Threshold Configuration A product is labelled hot when the discount is above 10 ar A product is labelled new for the first 14 days A service is labelled new for the first 14 days Item D
140. the amount in barter dollars 8 Click on the Select Date button and select a transaction date 9 Enter the reason for processing this transaction along with any additional notes relevant to this case under the Notes textbox 10 Click on the Confirm button to process this transaction Transactions Recent Transactions 81 Transactions The Recent Transactions page will give you quick access to the ten most recent manually entered transactions that have made To view Recent Transactions 1 To access the Recent Transactions page click Transactions in the main menu and select the Recent Transactions link This will load the Recent Transactions page shown below The 10 most recent transactions Search Transactions ID 314 314 Cheque NONE oat NONE Type Transaction Status Processed Reverse NONE NONE Type Transaction Status Processed Reverse _ NONE ech NONE Type Transaction Status Processed Reverse Accounts Credit GN Cash 0 00 Debit Barter 20 00 Company Credit Acapulco Motel Debit Cash 0 00 Developments Ltd Barter 540 00 Credit ited Debit Pars TW Cash 0 00 Barter 53 95 Transaction Deposit Process Transaction Deposit Process Transaction Deposit Process 2 6 2007 2 6 2007 2 6 2007 2 6 2007 2 6 2007 2 6 2007 p BS NOTE For further information on transactions including detailed search see Search Transactions on page 28 For i
141. tions once a particular transaction 1s open the Administrator can email this transaction This is the email that goes out to Seller party informing them of the details for this transaction provided that me Administrator click on the EMAIL BUTTON Transaction Record Email Both In the backend under Transactions once a particular transaction 1s open the Administrator can email this transaction This is the email that goes out to BOTH parties informing them of the details for this transaction provided that me Administrator click on the EMAIL BUTTON Transactions record email User Specified Welcome Email A Welcome Email can be emailed to members once their Account 1s approved Click on Send Welcome E Mail button to send this email Content 161 Content IVR E Mail Templates IVR Email Templates is used to customize the look and feel of automatically generated email messages your members will receive when they make transactions over the IVR telephone banking service if enabled It is important to make sure that these email messages reflect the image your exchange is aiming to represent After modifying any of these email templates you should always send yourself a test email to ensure you haven t accidentally deleted any dynamically generated fields To view IVR E Mail Templates 1 To access the E Mail Templates page click Content in the main menu and select the IVR E Mail Templates link This will load the IVR E Mail Temp
142. to get a group of members to apply the adjustment to Y ou can search by defining which balance you would like to use their cash balance or their barter balance and whether the member is in credit or debit Enter an amount and select either Billed at Older than or Due Date 3 Press Preview Transaction to proceed Batch Account Adjustment Create a batch credit transaction of Account Adjustment Type Example Fixed OzoneCARD Amount 0 00 Fixed Cash Amount 12 00 Overdue OzoneCARD Percentage 0 Overdue Cash Percentage 25 For All Valid Merchants With OzoneCARD Balance in Debt w 200 00 Billed at Older than 9 08 2007 a Due Date 17 08 2007 HE Preview Transaction Download as Excel Process Ticked Transactions Overdue Credit Company Name Billed one OzoneCARD Balance Balance by Credit Cash Balance By Account Mumber 01024 A 8450 76 0 00 0 00 2124 69 01012 a 695 45 0 00 0 00 185 86 01109 Supra Limited 795 76 0 00 0 00 710 94 01057 XO Limited 9651 50 0 00 0 00 2424 88 01121 xotest2 438 89 0 00 0 00 121 72 1 Update Ch e ck Box 4 The results of your filter will then be displayed in a table like the image above All members displayed will be processed unless the check box at the end of the line is unchecked Once you have selected the members you would like to apply the adjustment press Process Ticked Transactions This may take a few moments a con
143. ton to save the information The Accepted Payment Methods page should now reflect the changes you ve introduced An example is shown below Exchange 101 Exchange Sales Team Commission Settings From this page you can control when members of the sales team are paid their commission payments To view the Sales Team Commission Settings page 1 To access the Sales Team Commission Settings page click Exchange in the main menu and select Sales Team Commission Settings link This will load the Sales Team Commission Settings page shown below Sales Team Commission Management Note If sales team members have different Buy and Sell Commission rates you must have to select Transaction based otherwise Buy commission rate will be considered Commission are given to sales team when Merchants make Payment Edit Editing Sales Team Commission Settings 1 To edit the settings press the Edit button Selecting payment means that the broker assigned to a member will not be paid his or her commission on a transaction until that member pays their cash fees OWINg 2 Selecting Transaction will mean that a broker assigned to a member will be paid as soon as the transaction is made 3 Press OK to confirm your changes Sales Team Commission Management Note If sales team members have different Buy and Sell Commission rates you must have to select Transaction based otherwise Buy commission rate will be considered C
144. tral Add Hew Mote Please type br gt at the end of each one paragraph Current FAG Title test Description test File n a Content 144 Content Welcome Message Welcome Message lets you design the look and feel of your exchange s front page Once you ve designed it according to your liking click on the Change button and you will immediately see 1t displayed underneath This page 1s viewable as the first page B2B To view Welcome Message 1 To access the Welcome Message page click Content in the main menu and select the Content Text link This will load the Content Text page You are here Content Management First Page Attention The Internet banking security and the browser related problems links are Useful and recommend to MOT delete them if you accidently delete them you can view the default content View Default Content View Current Content Change oy Forgotten your username or password Email us at passwords ozonebarter com with your full company name account name and contact details including phone and fax and we will return your call Your Security If vou have questions about Ozone Internet banking security click here Other difficulties Whether itis related to our web site or just a general enquiry you can A contact any of our offices world wide You a complete list of contact details please go to the main page of www ozonebarter cam You can also send an email to info ozo
145. trol how your 95 Exchange Feature Settings continued telephone numbers are presented to your members To view the Phone Banking page 1 To access the Telephone Banking page click Exchange in the main menu and select the Feature Settings link From here click on the more details link next to IVR Phone Banking This will load the Telephone Banking page shown below Service number s Style Bli U 2 1 AUSTRALIA Adelaide 08 71232312 Brisbane Of 31234405 Canberra 02 61084319 Darwin 00 69867009 Launceston 03 63491206 Melbourne 03 9001566053 Perth 08 63654440 Sudneas 0121 9037 244A Update To edit service numbers 1 Entering information onto this page is just like creating an email template You can customize how and what numbers are displayed to your members After entering press the Update button to apply the changes CANADA Toronto MEXICO Guadalajara Mexico City Monterrey Puebla USA Atlanta 647 722 3670 33 4 624 2966 55 1 163 8964 81 5 030 7422 22 2 500 6802 441 9459 4641 Design Am Bl MI eS NOTE You will have to contact your project manager for your telephone banking numbers which have been assigned to your exchange Also note that this number 1s for an automated calling service not for your call centre number Exchange 96 Exchange Feature Settings continued Maximum Credit Balance Maximum Credit Balance works li
146. u don t have the translation rights assigned after clicking Translation gt Default Language you ll see the information You do not have permission to access the requested page You won t also see any other function in Translation feature Contents Detault Lanus id 190 Pending Translations cccccccceeeeeees 191 Translate a PaE Eo 192 Translate SMS ccocccccnccnnncnnnnnnnnnnnnnnnnnnnos 194 Translate Gate cory caia 195 Translation 190 Translation Default Language The Default Language page allows the exchange to set the default language that both the front and back end will be displayed in To view Default Language 1 To access the Default Language page click Translation in the main menu and select the Default Language link This will load the Default Language page shown below On this page you can set the default language for your exchange The current default language for your exchange is EnglishO0zoneCardNZ You can change tto English Apply Get Apply default translations instructions Dowenload all default language translations Download Upload the default language translations in xml file Browse submitXMIL 2 Choose a language from the dropdown list and press Apply 3 If you would like to create a new translation follow the instructions available by clicking the instructions link Translation Pending Translations 191 Translation T
147. unt E Force Over Limit Transaction Transaction Date 17 08 2007 dia e Notes Confirm Cancel To process a card transaction 1 Enter the POS card number from which the funds will be debited 2 If you don t know the exact card details enter a few of the digits and click on the Search button 3 The page will now show a list of possible Plastic Transaction Cards with matching digits The following is an example with search input 11 Transactions 80 Transactions Card Transactions continued New Transaction Debit From Card No ji Search Plenty aad Card Hald pr L ard Num her CA rd Status Ultracopy Mario Centre Donatakje 2216171601120001 Wald Select Limited Contintental Screens Graeme oe ea ae at 61 i Wal 1988 Bellingham 2216171800110001 Jalid Select Limited Aquarius Data Michael Managerment E 2216171801170001 Valid Select City Automotive Greg Mills 2216171801190001 Valid Select Services Ltd D amp M Traders A 2002 Ltd Des Baldwin 2216171801180001 Valid Select Tairoa Lodge U2 Alec 2216171801100001 Valid Select Brewis 4 Click on the Select link next to the desired POS Card The screen will now return to normal Note that the card owner s name will now be showing next to the Search button The name we have selected in the above example is Plenty 5 Select the Exchange that the Credit To member belongs to 6 Select the Member from the dropdown list 7 Enter
148. ur project manager for more information Preface ix Preface What will see Throughout the application there are a number of interface features that you should become familiar with before preceding with this guide Taking note of these visual cues will help you navigate and use the software productively and efficiently There are three main areas to the software interface i Logged in as Last Login XO Limited 2007 01 10 were bartersottware com 10 34 44 Tim Gordon Change Login Details View Login LOG OUT History Ozone New Zealand ES search You are here E Member Pending Accounts 11 Walidate Search all members p Transactions Disputed Transactions O iew Pay Anyone Pending Pay Anyone Transactions 7 view Exchange Scheduled Broadcasts Pricing Newsletters O Date N A SMS Messages U Date N A Staff Reports In Progress and Open events for Tim Gordon Show all Search events Communication You have answered all of your customer requests Add new event Directory Content htem Logs Translation 1 Main Menu This is located on the left hand side of the screen This is the main tool for navigating around the software When the term Main Menu is used later in the document 1t will be referring to this part of the interface 2 Content Area This dominates the majority of the page and is where your requested information is displayed At the top of this area 1s a bar called the breadcrumbs b
149. ustment type To make an account adjustment transaction click here An Account Adjustment transaction is used to create a transaction without incurring a commission tis a transaction between the exchange and a member Some example of account adjustment types are Fees Bonuses and Penalty New Account Adjustment Type Name Fixed Adjustment positive amount credit adjustment bonus Amount Cash PLN 0 Barter o l FLN Percentage This is used if the adjustment is calculated from another amount Adjustment e g Cash Balance Cash 0 o Barter 0 Sa Add Cash Barter Cash Barter Amount Amount Percentage Percentage Dishonoured PLN10 00 10 00PLN Ed check fee Kara PLAO O0 0 00PLN 5 O Edit Delete Bonuses PLMN150 00 150 00PLN g 0 Edit Delete penalty PLNO O0 0 00PLN 11 11 Edit Delete Creating a new Account Adjustment Type 1 Start by entering a name for the adjustment type this will be displayed on the members statement so make sure that it is easily identifiable For example this could be Bounced Cheque fee or Reimbursement of Cash Fees Pricing 104 Pricing Account Adjustment Type continued 2 Enter a fixed amount for the cash and barter adjustment amounts If there 1s no fixed amount then enter zero 3 You can also enter a percentage adjustment for both the cash and barter This can be used later to calculate a percentage amount of another value such as amount owed If you do not want to use
150. xchange and press Save Changes BS NOTE To add or modify Pay Anyone pricing plans see Pricing Pricing Plan on page 107 Pay Anyone 88 Pay Anyone View From View exchange staff can see all Pay Anyone transactions that have been made in the system To view Pay Anyone View 1 To access the Pay Anyone View page click Pay Anyone in the main menu and select the Pay Anyone View link This will load the Pay Anyone View page shown below Filter by Status All Records per Page 10 From 3 To Er E laem Lammen aaae f evere Edgar Smallwood 583 4400 8 03 2007 3 57 30 p m Reversed Edgar Smallwood 385 2400 8 03 2007 4 01 21 p m Reversed Edgar Smallwood 243 5000 8 03 2007 4 12 20 p m Reversed Edgar Smallwood 160 9000 8 03 2007 4 14 36 p m Reversed Joel Porter 500 0000 11 03 2007 1 13 00 p m Declined Stephen Daniels 1226 4600 20 03 2007 1 36 46 p m Reversed Stephen Daniels 2192 5400 20 03 2007 1 44 20 p m Reversed Stephen Daniels 1013 6100 20 03 2007 1 47 56 p m Reversed Stephen Daniels 800 9800 20 03 2007 1 50 50 p m Reversed Reverse Stephen Daniels 800 9800 20 03 2007 2 00 40 p m Reversed Reverse Jason Paladin 300 0000 22 03 2007 9 46 15 p m Reversed Reverse 1234 View Export to CSV XLS From here you can reverse a Pay Anyone transaction by clicking on the Reverse button to the right of the transaction The list can be sorted by Pending Accepted Declined Cancelled and Exchange Reversed You can also define
151. y listing that can be printed and modified easily Download Directory Listing ALS data Mail Merge Word document Used to Convert the excel data into a parapgraphs in word document ready to style Directory Listing Template Example Used to Add Headers Footers Column and Style to the directory listing text Upload Completed Directory Listing Word or PDF Document for other exchange administrator also user in the future to download Browse Upload Video Tutorial Clicking on the Video Tutorial will load an interactive tutorial guiding you through the steps to making a printable member directory BES NOTE You will need Microsoft Office Word and Excel to use this feature gt imi Ge lei 7 a Wai ITT Cerca POU Halik Upload Completed Directory Once you have finished the tutorial you can upload a completed member directory in PDF or Word format for members to download Directory 138 Directory Directory Listing Reset Directory Alert Activation lets you activate and de activate directory alerts These a seen by a member who has not completed a directory listing when they login to the trading site To view Directory Alert Activation 1 To access the Directory Alert Activation page click Directory in the main menu and select the the Directory Alert Activation link This will load the the Directory Alert Activation page shown below Status of Directory Alert Active Activate Directory Ale
152. yment due period 1 This option lets you change the number that notifies the member of the days until the owing amount on the statement is due This is usually 7 days however can be set from to 31 days Payment Due Period Please select the number of days after statements are generated when payments are due The current number of days ia 7 dayz Cancel Ok Content 178 Content Statement Settings continued 2 To change the number of days select the Edit button under the Payment Due Period 3 Select the number you desire from the drop down box Once you have the number you want press OK to update your changes Content 179 Content Supplier Settings The Supplier Settings page allows the exchange to decide on information and options displayed to people on the front end concerning supplier information To view Supplier Settings 1 To access the Supplier Settings page click Content in the main menu and select the Supplier Settings link This will load the Supplier Settings page To apply supplier settings 1 Each setting on the Supplier Settings page can be changed by selecting the Yes or No radio button and pressing the Update button Supplier Information Supplier information is to be viewable if the user is not logged in e Yes Update no Description of Settings Supplier Information Supplier information 1s to be viewable 1f the user 1s not logged in Supplier De
153. yments continued 4 Select a processing date by pressing the calendar icon button and choosing a date from the calendar 5 Fill in the details If desired add notes to the transaction 7 Press Confirm to process this payment gt Entering a new Cheque Payment 1 Select the company that the cash payment had been made from 2 Choose cheque from the Payment Method drop down box 3 Enter the amount that is to be paid Add New Payment Company OR Account Number Payment Method Cheque Amount Process Positive Reverse Negative Transaction Date 22 08 2007 HE Cheque Details Cheque Number Drawer Bank Branch Motes Confirm Cancel 4 Select a processing date by pressing the calendar icon button and choosing a date from the calendar 5 Fill in the details that were on the cheque If desired add notes to the transaction 7 Press Confirm to process this payment Entering a new Credit Card Payment 1 Select the company that the cash payment had been made from 2 Choose cheque from the Payment Method drop down box 3 Enter the amount that 1s to be paid Member 59 Member Payments continued Add Mew Payment Company OR Account Number Payment Method Credit Card Process credit card manually Amount Process Positive Reverse Negative Transaction Date 22 08 2007 Hal Credit Card Details Name on Card Card Type AMERICAN EXPRESS Card Number Expiry 1 2007 mn

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