New Channels Detail Setup Tab

The [ Channels | Detail | Setup ] tab is loaded by double-clicking on a channel in the [ Channels | List ] grid. The selected channels setup details are then displayed, grouped by the following areas:

  1. General
  2. Import Orders
  3. Channel Specific
  4. Matching Options
  5. Channel Order Types

General

  • Name: a user defined description to identify the channel.
  • Start Date (default=1 week ago): this is the date that the system will look back to when you're first starting to import old sales orders.
    Notes:
    1. Orders will not be imported if they were placed more than 3 months ago, or before the 'Start Date' held against the channel.
    2. When importing orders, orders from before the Start Date set against the channel will not be imported; but they will be listed under Feedback in the [ Notifications ] tab.
  • Type: the type of channels integration (such as WooCommerce, Big Commerce, Shopify, eBay or Amazon). This is set when you first create the channel and cannot be edited.
  • Order Ref. Format: allows you to define a customer order format for orders imported into Khaos Control from the channel. For example, if you wanted 'SPY' suffixed to each order number that is imported from Shopify, you could define the format as {0}SPY.
    Note: the channels order number is imported into the Ass. Ref field against the sales order in Khaos Control.
  • Channel Enabled checkbox:
    • Ticked: the channel is able to send and receive data.
    • Unticked: the channel will no longer send or receive data.
  • Live Channel: If setting up on your Test system, this must be unticked so test orders can be imported and not affect the status on your channel.


WARNING icon
WARNING: the following option is very important


  • Don't import orders: when you create a new channel and is used to control the initial orders which will be imported into Khaos Control from your channel. It is likely that you have processed some, if not all of the orders which Khaos Control identifies for import when first contacting the channel.
    • Whilst ticked, this option will stop the sales orders from importing into Khaos Control until you have reviewed them against the [ Channels | Orders ] tab.
    • Once you have marked any appropriate orders as Ignore / Don't Import this option can be unticked.
      Note: this option can be ticked at any point in order to pause the automatic download of orders from the channel.
  • Don't Upload Order Status: ticked, this option will prevent shipping notifications being uploaded back to the channel.
    Note: for Amazon Only you must include the Amazon Service Description for the courier that is being used to ship your packages, for example Royal Mail 24, if you are using Shipping Notifications. This is setup in [ System Data | Couriers ]. It is a requirement by Amazon. If the correct information isn't provided, you will not be able to ship your orders, and the items will be automatically cancelled after seven days of the expected shipping available date. Delaying your orders can also lead to an increase in Late Shipment Rate (LSR), which can ultimately lead to account suspension.
  • Don't Upload Stock Status : ticked, this option will prevent stock levels being uploaded back to the channel.

Import Options

  • Orders Confirmed?: Sets whether an order will be marked as 'Confirmed' or not when imported from the website.
    Notes:
    1. Unconfirmed orders cannot generate invoices.
    2. Unconfirmed orders are not displayed in the [ Sales Invoice | Back Orders (Purchase Ordering) ] screen.
    3. Orders that require marking as confirmed after import can be manually marked as confirmed from within the Context Menu of the Sales Order | List screen. (See below)
      Mark orders as confirmed
  • IOSS External Marketplace: controls if the orders should be considered from an external marketplace for IOSS tax reasons. It should be enabled for Amazon and Ebay, but for other channels may vary.
  • Use generic customer: some channels and marketplaces to not wish to share detailed customer data with you. As a result, it can be easier to process all sales orders from these channels against a generic customer in Khaos Control, rather than against the individual customers that have purchased from you.
    Note: this MUST be ticked if the channel is Amazon FbA.
    • Ticking this option will result in a new customer record being created each month to process all of the orders from the channel. The Code (URN) will be created with a format similar to "ChannelName-mmyy", for example "Shopi-0317".
      Note: this is limited to 10 characters, so the channel's name may become truncated as per the previous example.
    • If this option is unticked (default), a new company record will be created for each new customer that purchases from you.
  • Enforce Channel Tax BigCommerce Only WooCommerce Only and 3rd Party Channels: (default=unticked): when an order is imported into Khaos Control, where the customer is in a non-UK country with a tax rate specific to that country, the resulting order within Khaos Control will have a Tax rate of 'XT/External' with the amount matching those charged externally.
  • Use Tracking Keycode BigCommerce Only Shopify Only : you can setup a training keycode that can be added to the sales orders being downloaded from the channel.
  • Allow Inflate Prices: If your selling to Overseas market places, where the customer doesn't have to pay VAT, you can inflate the UK NET price to use the Gross value equivalent.
    Note: not available on all channels.
  • Allow Blank Consign Ref: leave this option unchecked if you want the system to enforce shipping references. This option can't really be used with Amazon. When you assign orders to your couriers, KC will retrieve the consignment ref from the courier. The Consignment Ref allows the customer to track their orders. If you do your own, or use a courier that doesn't send refs, then this toggle allows that to be blank.
  • POS/FBA Orders Stage: when an order is downloaded from the channel that is a `Point Of Sale` or `Fulfilled By Amazon` order, then this can control which Sales Invoice Manager stage the system will attempt to move the invoice to.
  • Stock Description: determines whether the stock item description on the imported sales order will use:
    • The description of the product as listed on the channel; or
    • The stock description from Khaos Control.
  • Order Date: determines the date that will be saved on the imported order;
    • Order Date from the channel: The date the order was placed by the customer;
    • Date the order is imported: The date that the import process took place.
      Notes:
      1. If you already have a number of orders from various dates on your channel prior to initiating an import, be wary of using the import date option initially. Doing so would set all orders as the same date, regardless of the date the customer placed them.
      2. Orders will not be imported if they were placed more than 3 months ago, or before the 'Start Date' held against the channel.
  • Channel Currency: determines the default currency set against a new customer record when an order is imported that does not match any existing customer record.
    Notes:
    • The Channel Currency field is populated from [ System Data | Currencies ] and requires that a valid conversion rate is also set against these currencies.
    • This functionality will not update existing customer records. If a customer record matches on everything except currency, a new customer record will be created.

Channel Specific

Amazon Only


BigCommerce Only

  • StoreID/ClientID/Client Secret/Access token: BigCommerce credentials.
  • Apply all discounts to header only: when ticked, any discounts are applied to the order header as a value discount, instead of applying discounts to each order line individually.
  • Download Digital Orders: when enabled, the system will download orders for digital (i.e. downloadable) products that do not require a shipping address, or any pick/pack process.
  • Download Orders Awaiting Payment: allows the import of unpaid orders.
  • Allow Finance Payments on Import: for how to set this up see How To: Setup Finance Payments on Import for BigCommerce.
    • Ticked: orders with a finance payment will be able to be imported into Khaos Control.
    • Unticked: any orders that have a payment type of finance will not be imported into Khaos Control.
  • Use Storefront Name as Brand: If this option is enabled, then on pulling orders down, if the storefront is populated against the BigCommerce order, Khaos Control will populate the Brand name in the Header section of the order data to be pulled into Khaos Control. This will require the user to have setup the brands beforehand to match the names of the storefronts being used on BigCommerce.

For more information see How To: Obtain and Enter Channel Specific Values for BigCommerce

eBay Only

  • Token/Begin auth/Complete auth: eBay credentials, see How To: Create create and link your eBay Channel in Channels 2.0.
  • Use eBay IOSS Number: if you don't have your own IOSS number, you can use eBays for your sales. The Import One-Stop Shop (IOSS) is the electronic method of submitting your VAT ecommerce obligations on distance sales of ALL goods imported into the EU. This is the IOSS number of the marketplace channel you are using, not your company IOSS number.

Shopify Only

  • Shopify URL/Shop Access Token: Shopify credentials.
  • Download POS Orders:
    • Do not download: Point of Sale (POS) transactions will not be imported.
    • Download to generic customer account: Imports all POS orders, logging each one against a generic customer record.
    • Download using customer details if present: Imports POS orders, and will either log them against existing customer records or create new ones.
  • Channel Location (Required): this is provided by Shopify on the first sync, It is possible to have more than one stock location setup within Shopify. If using multiple stock locations a separate channels will need to be setup for each one.
  • Location Import Site: channel each Shopify location's orders to a specific site should they want to by defining channels for each specific Shopify location. The site mapping in the grid below will override this if it different.
  • Only Import Orders For Chosen Location:
    • TICKED: will import orders from the Channel Location defined above.
    • UNTICKED: will import orders from ALL Shopify stock locations.
  • Ignore Financial Status:
    • TICKED: the system will only import paid sales orders.
    • UNTICKED: the system will import all sales orders whether paid or not.
  • Send Shipping Notification:
  • Import note_attributes field:
    • TICKED: the Shopify Notes_Attributes" field will be imported and added into the invoice notes area of the Sales Order.
    • UNTICKED: the Shopify Notes_Attributes" field will not be imported.
  • Prevent ExtDesc Using Properties: prevent the stock item properties from Shopify being used to populate the Extended Description for stock items on a sales order.

WooCommerce Only

  • WooCommerce URL/Consumer Key/Consumer Secret: Woocommerce credentials.
  • Download POS Orders: when ticked, the system will download orders created via the WooCommerce EPOS gateway.
  • Download Pending Orders: allows you to download orders that haven't been paid so the customer can make separate arrangements for payment.
  • Import Meta Data as ExtDesc: use stock item meta data as an extended description for sales orders.
  • Upload Shipment Tracking: when ticked tracking numbers are sent to WooCommerce as part of updating the order status data.

For more information see How to: Obtain and Enter Channel Specific Values for WooCommerce

Matching Options

If the Use generic customer setting is unticked (above), then Khaos Control will create a new company record for each new customer that purchases from you. However, depending on how a customer enters their details during their purchase, Khaos Control may identify them as being a new customer when they have previous purchased from you. The matching options identify the key pieces of information that Khaos Control should attempt to match a customer on prior to creating a new company record.

Note: at least one option should be selected else Khaos Control will create new customer records for each sales order imported. Any duplicated would then need to be merged or deduped, see How To: Merge Company Records or How To: De-Dupe Records.

The data that you can match on is the same for Company Matching, Address Matching and Contact Matching:

  • Company Name.
  • Address 1.
  • Address 2.
  • Address 3.
  • Town.
  • Postcode.
  • Surname.
  • Forename.
  • Telephone.
  • Email.
  • URN.
  • Currency.
    Note: Currency matching will only work in the Company Matching panel and will not work in Address Matching or Contact Matching.

By default the following are ticked when a new channel is created:

COMPANY:
Address1
Postcode
Surname
Email
Currency
ADDRESS:
Address1
Postcode
CONTACT:
Surname
Forename
Email

Order Total Mismatch

This section controls what will happen if the order totals on the Channel differ from the totals after being importing into Khaos Control.

  • Max Acceptable Diff.: Defines the maximum acceptable difference in order value. For example, if the acceptable difference in order value is 5 pence, then 0.05 should be entered in this field.
  • Match Behaviour: Defines what should happen if the difference in order value is less than the acceptable value difference in the field above.
    • None: The system will process the order as normal. Note: the order total will differ to the amount paid by the customer. An under/over payment will need to be made via the customer's statement screen. See How To: Create an Under / Over Payment.
    • Apply Header Discount: The system will apply a discount on the Khaos order.
    • Adjust Item Tax: The system will adjust the tax on the order to match the totals on the Channel.
  • Behaviour if failed: Defines what should happen if the difference in order values is greater than the acceptable value difference in the field above.
    • None: The system will ignore the differences and process the order.Note: the order total will differ to the amount paid by the customer. An under/over payment will need to be made via the customer's statement screen. See How To: Create an Under / Over Payment.
    • Reject order import: The system will not import the order.
    • Put order in Manual Hold: The system will import the order to the Manual Hold stage, where it will remain until it has been moved to Released by an authorised user.
      Note: The system cannot be configured to import orders into any other stage, including Manual Hold Substages.

Keycodes

BigCommerce Only

  • Keycodes - Behaviour if Failed: This dropdown is used to select how the system behaves if a keycode is applied to a BigCommerce order that does not match a keycode set up in Khaos Control.
    • Reject Order Import: If the keycode fails to match, the order will not be imported into Khaos Control.
    • None: if a keycode is supplied but does not match, then the order will still be imported but no keycode will be applied.
    • Put Order in Manual Hold: the order will be moved to the Manual Hold stage in Sales Invoice Manager (no keycode will be applied).

Channel Order Types

This section is broken down into two grids and allows you to define additional options to pre-populate information on the sales orders that are imported into Khaos Control, such as the Classification that should be used when creating new customers and a Sales Source for the order. The left-hand Group grid determines the options that will appear in the right-hand Values grid.

Channels Setup - Channel Specific Group Values

Every channel type pre-populates with four key values that can be defined by:

  1. Focusing on the (Global) group in the left-hand grid.
  2. Focusing on the Value column for the field that you wish to define and pressing F8.
  3. Selecting the appropriate value and clicking OK.


  • Site: the site the sales order should be imported against and where the stock will subsequently be despatched from.
  • Classification: the company classification that new customers should be created with.
  • Courier: the courier that will be used to deliver the sales order.
    Note: if no courier is defined when you save the channel sales orders may fail to import.
  • Sales Source: the sales source that will be listed against the sales order which can be used for searching and reporting on sales orders.


Additional values can also be assigned against the (Global) group by clicking the Add New button. The options are:

  • Order Header Brand: to define a brand that should be assigned to an imported sales order.
  • Order Header Courier Group: to define the courier group that should be assigned to an imported sales order.
  • Order Header Invoice Prio.: to define an invoice priority that should be assigned to an imported sales order.
  • Order Header Keycode: to define a keycode that should be applied to the imported sales order.
  • Payment Bank Account: to define the bank account that the customer's payment should be posted to.
  • Payment CT Account: to define the payment type as setup in the credit card setup dialog, to link the bank to the credit card payment type. These are setup in Edit Credit Card Integration setting.
  • Customer Mailing Flag: to define the mailing flag or data protection level that newly created customers should be assigned.


Channel Specific Values

Some channels provide a variety of different delivery options, and you may wish to set different values to be applied to the sales order in Khaos Control depending on the delivery method, for example assigning a different invoice priority to Shopify Prime orders so that they can be easily identified in Sales Invoice Manager for picking, packing and despatch.

For most channels you do not need to populate the couriers as these will be added to when you start importing your sales orders and the system will automatically update the courier list against the channel.

Depending on the channel type chosen, options for different courier services will appear in the left hand grid as soon as an order containing the option has been imported. Specific values can then be set against that service.





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