Channels 2.0 Detail Setup Tab

Channel Listings associated pages pages icon Channel Listings Overview pages icon Channel Listings "How To"

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.
  • 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.
  • Channel Enabled checkbox:
    • Ticked: the channel is able to send and receive data.
    • Unticked: the channel will no longer send or receive data.


Import Options

  • 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.
  • 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

  • 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.
    • a tri-state checkbox, set to the "on" setting. 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 a tri-state checkbox, set to the "off" setting unticked (default), a new company record will be created for each new customer that purchases from you.


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 a tri-state checkbox, set to the "on" setting. 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 a tri-state checkbox, set to the "off" setting unticked.
      Note: this option can be a tri-state checkbox, set to the "on" setting. 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.
  • Don't Upload Stock Status : ticked, this option will prevent stock levels being uploaded back to the channel.
  • 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.
    Note: 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.
  • 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  

  • Auth Token/Marketplace ID/Seller ID: Amazon credentials.

For more information see How To: Obtaining and Enter Channel Specific Values for Amazon

  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.
  • 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).

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

  eBay Only  

  • Token/Begin auth/Complete auth: eBay credentials.

  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.
  • Stock location: these stock locations are setup in Shopify, once a sync has been performed they will be pulled into Khaos Control. When stock is sent to Shopify, it will go to the location.
  • Ignore Financial Status: if ticked then Pending orders that haven't be paid can be imported.
  • Send Shipping Notifications: if ticked, this informs Shopify that they need to send an email to the customer to let them know that their order has been shipped. This is triggered when the sales order is issued in the Sales Invoice Manager.

For more information see How To: Obtaining and Enter Channel Specific Values for Shopify

  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.

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

Matching Options

If the Use generic customer setting is a tri-state checkbox, set to the "off" setting 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.

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.
  • 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.


See Also

Visit KhaosWikiX at http://wiki.keystonesupport.net/wiki_kcx/ to see the following:

Contact the Khaos Team