Websales Processor User Guide

    Introduction

    Thank you for installing the Web Sales Processor from SAM Software   The Web Sales Processor provides your organisation with the ability to automate and process your Customer purchases from any supported ecommerce or content management product and transfer those orders into your accounting package.  The Web Sales Processor can also help you to maintain your product pricing structure online by synchronising product information from your accounting or stock management system to your website.

    The Web Sales Processor uses a flexible plug-in system providing easy integration and configuration of new Sales & Product data sources as and when they become available.  The Web Sales Processor currently supports the following packages:

    • Magento Commerce v1.62
    • Sage 50 Accounts v18 (2012)
    • Sage 50 Accounts v19 (2013)

    Things to do before installing:

    Sage 50 Accounts

    Sales Web Processor 3rd Part Integration

    Before you can use Sage Accounts with the Web Sales Processor, it is required that you activate the Enable 3rd Party Integration option from the Sage Accounts Tools menu.  Please contact your Sage Reseller or Sage directly in order to obtain the Registration and Activation key for Third Party Integration.

     

     

     

    Magento

    Before you can use Web Sales Processor with the Magento Commerce web application, you will need to configure Magento to allow the Web Sales Processor to connect to it via the SOAP Web Services.  Also, ensure that the Web Server running Magento, supports SOAP and SOAP v2 Web Services.

    Steps:

    Log into Magento Control panel as an Administrator as the configuration of Magento can only be carried out by an Administrator.

    Add username into Sage 50

    From the System menu, select Configuration.

    When the configuration page appears, from the left hand side, click on Magento Core API under the Services category.

    When the General Settings page appears, ensure that the WS-I Compliance option is set to “No”.

    Click on the Save Config option to commit any changes that may have been made.

    In order to allow for Web Sales Processor to connect to Magento, we need to create a new Role that provides complete access to all of Magento’s Web Services

    From the System menu, select the Web Services / Roles option.

    When the Roles page appears, click on the Add New Role button.

    In the Role Name box, type in web-service.  You can use any other name if you wish, but it must not contain any spaces or numerical values.

    From the Role Information pane, select the Role Resources option.

    On the Roles Resources pane, you will see the Resource Access drop down list.  From this list, please select the “All” option.

    To complete Roles setup, select the Save Role button.

    To finalise Magento setup, we must now create a User which Web Sales Processor will use to connect to Magento.

    From the System menu, select the Web Services / Users option.

    When the Users page appears, select the Add New User button.

    Using the following illustration, enter the values into each box as shown:


    For the New API Key box, you must provide a password which will ensure that a secure connection is maintained for the Web Sales Processor.  Enter a password and make a note as this will be required for configuring the Web Sales Processor.

    3.      Enter your password into the API Key Confirmation box.

    4.      From the User Information pane on the left hand side, select the User Role option.

    6.      If your Role setup was completed successfully, you should see the Role name that was previously created, i.e. webservice.

    7.      Ensure that the Role is selected by using the small Radio button positioned to the left of the Role name.

    8.      To complete the User configuration, select the Save User button.

    Magento has now been correctly configured for Web Sales Processor.

     

     

     

     

     

    Registering

     


    registering the web sales processor

    When the Web Sales Processor is initially installed, it will be configured to run as a Demo application.  The Demo version allows you to fully use the software for a limited period of 14 days.  After which, the software requires registering with SAM Software

    To register Web Sales Processor, start the application and select the About menu from the menu bar.  From here, you will see the Register option.

    When the Registration dialog box appears, enter both Company name and contact email address into the two boxes provided.  Please take care that these details are accurate and case sensitive as the information will be required by us to generate your confirmation key.

    registration key for the web sales processor

    Upon entering your details, press the Register button.  You will then be generated a Registration key.  Contact our Sales Department on0845 372 7007 providing your registration details and we will generate a Confirmation key to activate your product.

     





     

     

    Running for the first time

     

    When starting up Web Sales Processor for the first time, you will be reminded of how many days are available to use the software.  Click the Ok button to begin using Web Sales Processor.

    You can either register program via the Registration option under the Help menu, or you may continue to use the program on a trial basis.  Web Sales Processor is fully functional during the trial period, but after the trial period expires, you will need to register Web Sales Processor.

    Main Window

    Web Sales Processor First Screen

    The main window contains three key areas:

    a)     Log Window

    b)     Process Scheduling

    c)      Plugin specific options

    Log Window
     

    The Log Window is used to detail all actions that are taking place during a scheduled or unscheduled task.  Plugins will inform you of any erroneous and status messages that happen during their processing tasks.  The Log Window is also output to a log file which can be helpful for providing support.

    Process Scheduling
     

    The Process Scheduling options allow you to specify how often you want the Web Sales Processor to begin processing Orders and Products.  It also provides you with options on whether to process just Orders, or Products, or both.

    The Process Orders From date box, ensures that when the Web Sales Processor downloads orders from your commerce website, it will only filter orders from this date, up to, and including, the present day.

    The Process Every value stipulates how often the Web Sales Processor will perform the Order and Product process.  For example:  If you have chosen to process just Orders and you start the scheduler, the Web Sales Processor will begin immediately by downloading Orders from the retrieving plugin.  Once this process has completed, the scheduler will wait for the specified number of minutes, and then restart the process again.  So if it takes ten minutes to download and process any Orders, the next scheduled process will not take place until after ten minutes plus the allotted time.

    Finally, you can choose whether the Web Sales Processor will perform Order or Product synchronising, or both.

    Product Specific Options
     

    This area is devoted to providing options which are available to specific plugins that have been loaded by the Web Sales Processor.  Further details are documented under the Plugins section of the help file.

     

    Menu bar

     

    File menu

    The File menu contains the following options:

    Setup
    Begin Processing
    Exit

    Setup
     

    The Setup dialog box is used to configure which plugins are to be used for processing any Orders or Products from your commerce and stock applications.  Also note that when installing the Web Sales Processor for the first time, you will need to select the Setup option to select which plugins are to be used for processing, and to configure each of the plugins and their respective data source connections.

    Begin Processing
     

    Selecting this option puts the Web Sales Processor into action.  Any preconfigured scheduled date and time will be used for processing the Orders and Products respectively.  The same action is also performed when pressing the Start button under the Process Scheduling pane.

    Exit
     

    This will force any process to stop and then close the application.

    Help menu
     

    The Help menu contains the following options:

    Help
    Register
    About

    Help
     

    The Help option will load this associated help file

    Register
     

    Selecting this option will allow you to register your copy of the Web Sales Processor.  Further details are documented under the Registering topic.

    About
     

    This details product information and which plugins have been loaded by the Web Sales Processor.

     

     

    Plugins

     

     

    The Web Sales Processor uses a plugin system for managing the Order and Product processing task.  Before you can perform any processing of Orders or Products, you will need to configure which plugins are to be used for carrying out the task.  To do this, select the File menu and then select Setup.

     

    The following dialog box will be displayed:

    Web Sales Processor Plug-ins

    The General Tab

    The General tab is used for telling the Web Sales Processor what plugins to use for sending or receiving Orders, and which plugins will be used for sending or receiving Products.  Each plugin can act as a Transmitter, or a Receiver.

    No task can be performed until both types of plugin have been selected for processing Orders & Products.

    Additional Tabs

    In addition to the General tab, you will see two or more tabs which are associated with the installed plugins.  Each plugin will detail their own specific configuration options, and these settings must be correctly configured before any task can be carried out by the Web Sales Processor.

    Finally, any settings that have been changed, will automatically be saved by the application and used in the future.

    Supported Plugins

     

    Magento Web Link for v1.62

     

     

    This plugin supports the download of Customer records and Orders from your Magento Commerce website.  It also supports the upload and synchronisation of Products from another plugin such as the Sage Accounts plugin.  Before the Web Sales Processor can be used, this plugin must be configured to communicate with the Magento website and the underlying MySQL database.

     

    To configure the plugin, select the File menu and then select Setup.  When the configuration dialog box appears, select the Magento Web Link tab as shown below:

    Web Sales Processor Configuration Screen

    The Magento plugin will require several pieces of information before it can download any Customer and Order data from the database:

    Magento Web Url

    Enter the URL of the Magento website, this would typically be the same address used by your Organisation’s internet shop address.

    Webservice Login Details

    The User name and password required to connect to the Magento Web Service.  If you have followed the instructions on configuring the Magento Web service elsewhere in this help file, you will need to enter the User name and the API Dev key as required.

    MySQL Login Details

    The Magento web service currently provides a limited amount of information for Customer and Order details.  Therefore, it is also required for the plugin to communicate directly with the underlying MySQL database, used by Magento.

    These details can be obtained by the individual who initially installed and setup Magento.  The Server Host and Port must be configured to point to the MySQL database engine.  A user name and password is required to log into the MySQL database engine.

    Finally, specify the name of the database that is used by the Magento Commerce website.

    Test Magento & MySQL

    After all of the information has been entered, select the Test Magento & MySQL button to attempt a complete connection test for both the web service, and the MySQL login.  If any problems are found, the plugin will report this information as an error dialog box.

     

     

    Sage Accounts Line 50 v18 (2012)

     

     

    This plugin supports the upload of new and existing Products which can be used to synchronise with another plugin that supports receiving Products, such as the Magento Web Link plugin.  It also supports the creation of Sales Orders within Sage Accounts which are received from another plugin such as the Magento Web Link plugin.

     

    To configure the plugin, select the File menu and then select Setup.  When the configuration dialog box appears, select the Sage Accounts Line 50 tab tab as shown below:

    Web Sales Processor Configuration

    The Sage Accounts plugin will require several pieces of information before it can receive any Customer and Order data from another plugin.

    Sage Accounts Data Path

    Use the (…) button to browse to your Sage Accounts data path which is specific to the version of Sage Accounts v18 on your system.  Depending on which version of Windows you are running, this path can be located in either of the following locations:

    1.      Windows XP / Windows NT / Windows Server 2003

    hostdrive:/Documents and Settings/All Users/Application Data/Sage/Accounts/2012
     

    2.       Windows Vista / Windows 7

    hostdrive:/ProgramData/Sage/Accounts/2012
     

    Multiple Company Sage Databases


    It’s possible that you may have more than one Sage Company available in your software.  If you do, chances are, the above paths will cause the plugin to pop up a dialog box for choosing which Sage Company to use.  Although this is fine, it can become a problem when processing multiple orders and products.  To resolve this problem, you must know which Company subfolder to use when selecting the Sage Data Path.  Usually this Is done by browsing the /2012/ folder, and choose either Company.000/ACCDATA or Company.001/ACCDATA or Company.002/ACCDATA, and so on.

    By selecting a specific ACCDATA folder, you will force the plugin to automatically use that Company data every time it connects to Sage Accounts.

    Sage Login Details
     

    Specify the User name and password of a user who has MANAGER rights as the plugin will need these rights to create Orders and Customers.

    Additional Sage Settings
     

    This plugin currently supports the creation of Sales Orders only.  A new version will be available soon that allows the creation of both Sales Orders & Invoices.

    You need to specify which Nominal code is used for Carriage.

    Finally, the Default Sales Account is used for linking Orders that do not currently have a Customer Account association.  For example:  The plugin receives Orders from the Magento Web Link plugin where by the Customers do not yet exist in Sage Accounts.  You may not want to create new Customers in Sage for these Orders, but instead, associate the Orders with a typical Sales Account.  This is the Account name that must be used to link these orders.

    Test Sage Connection
     

    Use the Test Sage Connection button to test your login details and ensure that the plugin is able to communicate with your Sage Accounts software.

    Plugin Options on the Main Window
     

    During processing of Orders, the plugin may receive Orders that cannot be linked to existing Customers within Sage Accounts.  These Orders are temporarily held by the plugin until such a time is available for you to push the Orders into Sage Accounts using one of two methods.

    To view these saved orders, press the View Saved Orders button.  This will bring up a list of all Orders that have been temporarily held by the plugin:

    Web Sales Processor View Saved Orders

    By selecting the Create New Sage Account button, the selected Orders will be pushed into Sage Accounts by creating a Customer record with the correct address and name details from the Order.

    By selecting the Add to Default Sage Account button, the selected Orders will be pushed into Sage, and then linked to the Daily Sales default account which was setup under the Plugin Configuration dialog box.

     

     

    Sage Accounts Line 50 v19 (2013)

     

    This plugin supports the upload of new and existing Products which can be used to synchronise with another plugin that supports receiving Products, such as the Magento Web Link plugin.  It also supports the creation of Sales Orders within Sage Accounts which are received from another plugin such as the Magento Web Link plugin.

    To configure the plugin, select the File menu and then select Setup.  When the configuration dialog box appears, select the Sage Accounts Line 50 tab tab as shown below:

    Web Sales Processor Configuration and setup

    The Sage Accounts plugin will require several pieces of information before it can receive any Customer and Order data from another plugin.

    Sage Accounts Data Path
     

    Use the (…) button to browse to your Sage Accounts data path which is specific to the version of Sage Accounts v19 on your system.  Depending on which version of Windows you are running, this path can be located in either of the following locations:

    1.      Windows XP / Windows NT / Windows Server 2003

    hostdrive:/Documents and Settings/All Users/Application Data/Sage/Accounts/2013
     

    2.       Windows Vista / Windows 7

    hostdrive:/ProgramData/Sage/Accounts/2013
     

    Multiple Company Sage Databases


    It’s possible that you may have more than one Sage Company available in your software.  If you do, chances are, the above paths will cause the plugin to pop up a dialog box for choosing which Sage Company to use.  Although this is fine, it can become a problem when processing multiple orders and products.  To resolve this problem, you must know which Company sub folder to use when selecting the Sage Data Path.  Usually this Is done by browsing the /2013/ folder, and choose either Company.000/ACCDATA or Company.001/ACCDATA or Company.002/ACCDATA, and so on.

    By selecting a specific ACCDATA folder, you will force the plugin to automatically use that Company data every time it connects to Sage Accounts.

    Sage Login Details
     

    Specify the User name and password of a user who has MANAGER rights as the plugin will need these rights to create Orders and Customers.

    Additional Sage Settings
     

    This plugin currently supports the creation of Sales Orders only.  A new version will be available soon that allows the creation of both Sales Orders & Invoices.

    You need to specify which Nominal code is used for Carriage.

    Finally, the Default Sales Account is used for linking Orders that do not currently have a Customer Account association.  For example:  The plugin receives Orders from the Magento Web Link plugin where by the Customers do not yet exist in Sage Accounts.  You may not want to create new Customers in Sage for these Orders, but instead, associate the Orders with a typical Sales Account.  This is the Account name that must be used to link these orders.

    Test Sage Connection
     

    Use the Test Sage Connection button to test your login details and ensure that the plugin is able to communicate with your Sage Accounts software.

    Plugin Options on the Main Window
     

    During processing of Orders, the plugin may receive Orders that cannot be linked to existing Customers within Sage Accounts.  These Orders are temporarily held by the plugin until such a time is available for you to push the Orders into Sage Accounts using one of two methods.

    To view these saved orders, press the View Saved Orders button.  This will bring up a list of all Orders that have been temporarily held by the plugin:

    View Web Sales Processor Saved Orders

    By selecting the Create New Sage Account button, the selected Orders will be pushed into Sage Accounts by creating a Customer record with the correct address and name details from the Order.

    By selecting the Add to Default Sage Account button, the selected Orders will be pushed into Sage, and then linked to the Daily Sales default account which was setup under the Plugin Configuration dialog box.

     

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