OMS User Guide 05-11-2011

The Pro-Mail Fulfillment Solution
Order Management System User’s Guide
Provided by Software Marketing Associates, Inc.

Order Management System User’s Guide
©2010 Software Marketing Associates, Inc. All rights reserved. This publication may only be
reproduced by and for customers of Software Marketing Associates, Inc., 1086 Elm Street, Suite
200 Rocky Hill, CT 06067.
Printed: May 11, 2011 in Rocky Hill, CT
Reproductions are allowed for Internal Use Only
Disclaimer:
Software Marketing Associates, Inc. makes no representation or warranties with respect to the contents of
this publication and specifically disclaims any implied warranties or merchantability or fitness for any
particular purpose.
Data for this document was generated from a sample database and may not represent realistic results. Even
though an effort is made to keep this publication up to date, due to report enhancements and new screen
layouts this publication may not represent the most current system patch.
In addition, Software Marketing Associates, Inc. reserves the right to revise this publication without
obligation to notify any person of revision to this publication.
Contents
Chapter: 1
Introducing The Pro-Mail Solution . . . . . . . . . . . . . . . . . . . . . . . 1
System Platform . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
System Relationship . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Browser Hints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Pro-Mail Hints. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Enhanced Communications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Chapter: 2
Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
OMS Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Set Up Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Chapter: 3
Working With Products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
About Products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Defining Product Owners . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Defining the Default Product Owner . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Creating Additional Product Owners . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Organizing Products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
For Reporting Purposes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
For Handling Purposes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Defining / Editing Products. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Defining / Editing Products Manually . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Simple Product Creation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Product Versions / Lot Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
What is Product Version Control? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
What is a Lot? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Handling Versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
When to Use Versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Benefits of Version Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
OMS Versions vs. WMS Versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Creating Versioned Products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Produce on Demand Products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Defining a Produce on Demand (No Customization) or an Electronic POD
Product . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Order Management System User’s Guide i

Building Produce on Demand Products “On the Fly” . . . . . . . . . . . . . . 47
Building Produce on Demand Products Daily . . . . . . . . . . . . . . . . . . . . 47
Building Produce on Demand Products Manually . . . . . . . . . . . . . . . . . 48
Defining a Manufacture on Demand (Customized) Product . . . . . . . . . 48
Building Manufacture on Demand Items . . . . . . . . . . . . . . . . . . . . . . . . 49
Set MOD Due Dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Cost Centers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Defining / Editing Cost Centers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Applying Cost Centers to Products. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Assigning Unassigned Products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Through the OMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
From an E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Valuation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
FIFO Inventory Valuation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Simple Inventory Valuation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Expected Arrivals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Recording Expected Arrivals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Canceling / Modifying Expected Arrivals . . . . . . . . . . . . . . . . . . . . . . . 69
Purchasing Inventory (Purchase Orders). . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Defining Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Setting Purchase Order Defaults. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Recording a Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Discontinuing / Replacing Products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Deactivating Products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Reactivating Discontinued Products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Reactivating Deactivated Products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Requesting Inventory for Shipping, Disposal or Production . . . . . . . . . . . . 86
Requesting Inventory for Shipping. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Requesting Inventory for Disposal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Requesting Inventory for Production . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Chapter: 4
Working With Kits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Defining Kits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Defining / Editing a Kit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Copying an Existing Kit Composition . . . . . . . . . . . . . . . . . . . . . . . . . 106
Converting a Product into a Kit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Copying Existing Kits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Building Kits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Kit Versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Kit Building Strategies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Transmitting Kit Build Requests to the WMS . . . . . . . . . . . . . . . . . . . 115
Using Staging to Build Kits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Confirming Kit Build Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Inquiring on Kits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
De-Kitting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Chapter: 5
Working With Clusters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Product List Clusters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Defining/Editing Product List Clusters. . . . . . . . . . . . . . . . . . . . . . . . . 128
Size/Color Clusters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Defining/Editing Size/ Color Clusters . . . . . . . . . . . . . . . . . . . . . . . . . 132
ii The PRO-MAIL® Solution

Defining Additional Color Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Defining Additional Size Tables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Associating the Size / Color Cluster to an Offer . . . . . . . . . . . . . . . . . 140
Chapter: 6
Working With Offers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Creating/ Editing Offers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Defining / Editing Offers Using an Existing Product or Cluster . . . . . 145
Creating Products From an Offer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Cloning an Offer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Custom Assembly Offers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
Indicating Custom Assembly Quantities . . . . . . . . . . . . . . . . . . . . . . . 169
Drop Ship Offers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Defining Supplier Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Defining Offer Customization Codes . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Defining Drop Ship Offers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Drop Ship Offers XML Schemas and Sample Files . . . . . . . . . . . . . . . 178
E-Delivery Offers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
Offer Categorization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Defining Offer Sort Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Defining Offer Sort Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Defining Custom Offer Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Defining / Editing Custom Offer Category Options. . . . . . . . . . . . . . . 190
Uploading Custom Offer Category Options . . . . . . . . . . . . . . . . . . . . . 192
Category Access Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Defining / Editing Category Access Groups. . . . . . . . . . . . . . . . . . . . . 193
Associating Category Access Groups. . . . . . . . . . . . . . . . . . . . . . . . . . 195
Defining / Editing Unit of Measure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Revenue Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Defining Revenue Centers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Associating Revenue Centers with Offers . . . . . . . . . . . . . . . . . . . . . . 199
Revenue Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200
Purge Offers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
Un-Purge Offers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Chapter: 7
Using Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Product Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Kit Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Offer Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Order Inquiry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Basic Order Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Shipping Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
Chapter: 8
Working With Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Defining the Default View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Working With Additional Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Define Additional Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Access an Additional View for Order Entry. . . . . . . . . . . . . . . . . . . . . 241
Save an Additional View to Favorites . . . . . . . . . . . . . . . . . . . . . . . . . 242
Order Management System User’s Guide iii

Transmit Shipping Information From Third Party Web Sites . . . . . . . 243
Configure View Settings Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245
General View Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245
Additional View Tabs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
Enhanced Images/Menus. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285
Enhanced Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285
Enhanced Menus. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
UPS Rate Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287
View Address Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Creating Address Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Assigning Address Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294
UPS Rate Call Calculator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295
Account Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295
. . . . . . . . . . . . . . . . Warehouse Setup and Drop Ship Supplier Setup295
Mailer Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Creating a Mailer Class. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
Creating Mailer Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Merging Mailer Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301
Automatically Assigning Mailer Records to Mailer Classes . . . . . . . . 302
Pre-Registered Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303
Creating Pre-Registered Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303
Deleting Pre-Registered Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
Un-Deleting Pre-Registered Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
Auto-Set Empty User Passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309
Requesting Pre-Registered User Login. . . . . . . . . . . . . . . . . . . . . . . . . 310
Associating Orders with a Campaign ID. . . . . . . . . . . . . . . . . . . . . . . . . . . 312
Additional Security Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Referring URL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Referring Host. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Auto Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315
Referring URL in Conjunction with Auto Login . . . . . . . . . . . . . . . . . 317
Pre-Registered User Backorder Canceling . . . . . . . . . . . . . . . . . . . . . . 317
Customizing Themes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318
Software Requirements for Customizing Themes . . . . . . . . . . . . . . . . 319
Using Microsoft FrontPage 2003® to Create Custom Themes . . . . . . . 319
Viewing Your Changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
Chapter: 9
Shopping Cart Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
Overview of Creating your Pro-Mail Shopping Cart View . . . . . . . . . . . . 327
Shopping Cart View Configuration Details . . . . . . . . . . . . . . . . . . . . . . . . 328
The View Selection Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329
Copying New View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 330
Creating New View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331
General View Settings Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
General View Settings Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
Layout, Colors, Fonts, & Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336
Quick Color Selector . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338
Center, Top, Bottom, Left, and Right Bar Defaults . . . . . . . . . . . . . . . 342
Layout Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345
Login Page Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349
Offer Rules Page Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352
Offer List Page Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354
Offer Detail Page Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360
iv The PRO-MAIL® Solution

Featured Offers Page Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 362
Offer Detail/Splash Up-Sell Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364
Ordered By/Ship To Page Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365
Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365
Bill To Page Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 368
Shopping Cart Page Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 369
Shopping Cart Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 370
Optional Info and Shipping Page Settings . . . . . . . . . . . . . . . . . . . . . . . . . 371
Payment Information Page Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375
Checkout Page Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377
Splash Page Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377
Restriction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378
Classification and Lookup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379
Security Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380
Chapter: 10
Working With Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381
Placing Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 382
Placing Orders Through a View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 382
Placing Orders Through a Batch Upload . . . . . . . . . . . . . . . . . . . . . . . 391
Placing Orders Through Interactive XML . . . . . . . . . . . . . . . . . . . . . . 392
Placing Orders Through Order Duplication (Cloning) . . . . . . . . . . . . . 392
Ordering Offers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400
Ordering Product List Offers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400
Ordering Custom Assembly Offers . . . . . . . . . . . . . . . . . . . . . . . . . . . 401
Ordering Clusters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Ordering Drop Ship Offers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404
Adjusting / Canceling Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409
Simple Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409
Adjustment with Order Interception . . . . . . . . . . . . . . . . . . . . . . . . . . . 414
Mass Canceling Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 415
Add to / Increase Order Quantities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417
Intercepting Shipping Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417
Customer Service Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419
Chapter: 11
Processing Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421
Streaming Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 422
Defining / Editing Order Processing Streams. . . . . . . . . . . . . . . . . . . . 424
Deactivating Order Processing Streams . . . . . . . . . . . . . . . . . . . . . . . . 436
Reactivating Order Processing Streams . . . . . . . . . . . . . . . . . . . . . . . . 436
Defining Client Freight Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437
Assigning Orders to Order Processing Streams . . . . . . . . . . . . . . . . . . 438
Processing all Unprocessed Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . 440
Processing Selective Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 442
Manually Approving Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444
Approving Unapproved Orders Via E-Mail . . . . . . . . . . . . . . . . . . . . . 444
Approving Unapproved Orders through the OMS . . . . . . . . . . . . . . . . 448
Check Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 450
Release Orders Paid by Check . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 450
Backorders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 452
Order Management System User’s Guide v

Processing all Backorders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 452
Processing Selective Backorders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 453
Canceling Backorders for a Specific Product . . . . . . . . . . . . . . . . . . . . 454
Drop Ship Offers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 457
Generate XML Batch File for Drop Ship Orders . . . . . . . . . . . . . . . . . 457
Process XML Shipping Batch File for Drop Ship . . . . . . . . . . . . . . . . 458
Process XML Cancel File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459
Manually Record XML Drop Ship Shipping . . . . . . . . . . . . . . . . . . . . 459
Updating the Status of Drop Shipped Orders . . . . . . . . . . . . . . . . . . . . 461
Credit Card Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463
Manual Credit Card Validation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463
Release Manually Approved Credit Cards . . . . . . . . . . . . . . . . . . . . . . 465
Adjust Bad Credit Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466
Credit Card Exemption Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . 468
View Order Payment Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . 472
Chapter: 12
Working With Additional Data Entry Fields . . . . . . . . . . . . . . 475
Person Specific Variable Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
Creating Person Specific Variable Information Fields . . . . . . . . . . . . . 476
Assigning Person Specific Variable Information Fields. . . . . . . . . . . . 477
Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478
Order Specific Variable Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479
Defining Order Specific Variable Fields . . . . . . . . . . . . . . . . . . . . . . . 479
Associating Order Specific Variable Fields . . . . . . . . . . . . . . . . . . . . . 481
Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
Grouping Order Variable Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
Product Specific Variable Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
Defining Product Specific Variable Fields . . . . . . . . . . . . . . . . . . . . . . 483
Completing Product Specific Variable Fields . . . . . . . . . . . . . . . . . . . 485
Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486
Chapter: 13
Working With Uploads . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 487
Uploading Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 488
Batch Uploads. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 488
Generic Order Conversion (Order Mapping) . . . . . . . . . . . . . . . . . . . . 527
XML Uploads . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 534
Upload Files and Schemas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 534
Batch XML Uploads. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 534
Real Time XML Uploads . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 536
Uploading Products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 538
Uploading Product Variable Information . . . . . . . . . . . . . . . . . . . . . . . . . . 540
File Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540
Importing the File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 541
Uploading Mailer Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 542
Creating an Import Definition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 543
Uploading Mailer Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 546
Creating Drop Ship Offer XML Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 548
ShipOrderBatch.xml . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 548
ShipBatch.xml. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 557
Uploading Pre-Registered User Records. . . . . . . . . . . . . . . . . . . . . . . . . . . 561
Creating a Pre-Registered User Import Definition . . . . . . . . . . . . . . . . 561
vi The PRO-MAIL® Solution

Uploading Pre-Registered User Records . . . . . . . . . . . . . . . . . . . . . . . 563
Uploading Custom Offer Categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 564
Custom Offer Category Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 564
Chapter: 14
Assigning Territories / Response Analysis . . . . . . . . . . . . . . 565
Working with Territories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 566
Setting up the Client Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 567
Territory Assignment Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 574
Reassign Territories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 584
Corporate Structure Listing Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . 585
Detailed Territory Response Report . . . . . . . . . . . . . . . . . . . . . . . . . . . 586
Response Analysis. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 589
Capturing Source Information for Incoming Orders . . . . . . . . . . . . . . 589
Response Analysis Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 591
Response Analysis Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 595
Chapter: 15
Working With Distributions . . . . . . . . . . . . . . . . . . . . . . . . . . . 597
Offer Restrictions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 598
Define a Billing Cycle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 599
Define a Distribution Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 600
Apply the Restriction Type to a Pre-Registered User. . . . . . . . . . . . . . 601
Apply the Restriction to All Users in a View . . . . . . . . . . . . . . . . . . . . 602
Specify the Offer Restrictions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 602
Distributions Based on Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 604
Simple Budget Based on Ordered By . . . . . . . . . . . . . . . . . . . . . . . . . . 604
Simple Budget Based on Ship To . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 608
Complex Budget Based on Distribution Codes and Classes . . . . . . . . 609
Accept Over Budget E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 615
Chapter: 16
Merchandise Fulfillment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 619
Credit Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 620
Establishing an Internet Merchant Account . . . . . . . . . . . . . . . . . . . . . 621
Establishing a Relationship with PayPal or Authorize.net . . . . . . . . . . 621
Installing an SSL Certificate. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 622
Installing PayPal’s Payflow Pro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 624
Indicating SSL Certificate is Installed . . . . . . . . . . . . . . . . . . . . . . . . . 626
Entering Credit Card Processing Information . . . . . . . . . . . . . . . . . . . 628
Defining Credit Card Payment Methods . . . . . . . . . . . . . . . . . . . . . . . 633
Changing Settings in a View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 635
Pre-Billed Backorders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 642
Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 643
Defining the Check Payment Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . 643
Changing Settings in the Additional View . . . . . . . . . . . . . . . . . . . . . . 644
Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 645
Tracking A/R Outside of Pro-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . 645
Tracking A/R Within Pro-Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 647
Gift Certificates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 677
Pricing in Offers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 679
Default Pricing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 679
Order Management System User’s Guide vii

Quantity Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 680
Class Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 682
Indicating Pricing in the Offer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 682
Price Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 683
Global Offer Price Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 686
Discounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 688
Setting up Discount Percentages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 688
Discount Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 688
Coupon Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 690
Credit Amounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 692
Sales Tax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 694
Defining Tax Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 694
Using CertiTAX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 697
Indicating an Offer is Taxable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 701
Shipping and Handling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 702
Defining Shipping and Handling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 702
Assigning Shipping and Handling Profile to a View . . . . . . . . . . . . . . 704
Chapter: 17
Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 705
Tracking Transactions for Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 706
Type of Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 706
Transaction Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 706
Space. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 707
Setting up Billing Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 707
Freight Markup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 712
Billing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 714
Chapter: 18
Using XML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 715
XML Order Entry Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 717
Setting up and Testing the XML Order Entry Interface . . . . . . . . . . . . 719
Forms for Interactive XML Order Entry . . . . . . . . . . . . . . . . . . . . . . . 729
XML Order Inquiry Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 745
Setting up and Testing the XML Order Inquiry Interface . . . . . . . . . . 745
Creating Your Own XML Order Inquiry Interface . . . . . . . . . . . . . . . 747
Conducting an XML Order Inquiry Test through Your Interface . . . . 747
Forms for Interactive XML Order Inquiry . . . . . . . . . . . . . . . . . . . . . . 747
XML Dealer Info Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 751
Setting up and Testing the XML Dealer Info Interface . . . . . . . . . . . . 752
Testing XML Dealer Info . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 753
Creating Your Own XML Dealer Info Interface . . . . . . . . . . . . . . . . . 755
Uploading XML Dealer Info Test File through Your Own Interface. . 755
Forms for Interactive XML Dealer Info . . . . . . . . . . . . . . . . . . . . . . . . 755
XML Pre-Registered User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 760
Setting up and Testing the XML Pre-Registered User Interface . . . . . 761
Testing Pre-Registered User Info . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 761
Creating Your Own XML Pre-Registered User Info Interface. . . . . . . 763
Uploading XML Pre-Reg User Info through Your Own Interface. . . . 763
Forms for Interactive XML for Pre-Registered Users . . . . . . . . . . . . . 763
Chapter: 19
Web Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 767
viii The PRO-MAIL® Solution

Set Up Web Service Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 767
Test Web Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 769
Web Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 770
Post Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 771
List of Web Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 771
Web Service Sample Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 773
Sample Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 783
Chapter: 19
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 784
Chapter: 20
Using Utilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 785
Displaying the Release / Patch Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 786
Using System Diagnostics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 788
Display Service Statuses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 788
Use the E-mail Tester . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 789
Using the Printer Tester . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 790
Test Credit Card Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 791
Test eSalesTax.com CertiTax Software . . . . . . . . . . . . . . . . . . . . . . . . 791
Test eSalesTax.com XML Method. . . . . . . . . . . . . . . . . . . . . . . . . . . . 791
Test Office Web Components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 791
Test File Upload Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 792
Test XMPie Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 793
Test PageFlex Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 795
Finding Uncaptured CC Funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 795
Test UPS Package Rating . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 795
Test PageDNA Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 796
Synchronizing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 798
Displaying a Product Reconciliation Listing . . . . . . . . . . . . . . . . . . . . 798
Rebuilding Order Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 799
Rebuilding Order Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 799
Changing an Order Auto ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 800
Re-Assigning Order Streams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 801
Updating Undefined Published Freight From Actual Freight . . . . . . . 801
Update Image Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 802
Merge Duplicate Mailer UID’s. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 803
Exception Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 804
Re-Generate Shipping Confirmation E-mails. . . . . . . . . . . . . . . . . . . . 804
Re-generate Order Confirmation E-mails. . . . . . . . . . . . . . . . . . . . . . . 804
Regenerate Order Approval E-mails. . . . . . . . . . . . . . . . . . . . . . . . . . . 805
Generate Backorder Confirmation E-mails . . . . . . . . . . . . . . . . . . . . . 805
Re-Generate Shipping Confirmation E-Mail . . . . . . . . . . . . . . . . . . . . 806
Multiple Access User Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 806
Re-Generate Shipping File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 806
Create A/R Customers from Mailer Records . . . . . . . . . . . . . . . . . . . . 806
Installing the Java Run Time Environment. . . . . . . . . . . . . . . . . . . . . . . . . 808
Downloading Sun Microsystems' Java Runtime Environment . . . . . . 808
Running a Remote Scripting Test. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 809
Chapter: 21
Using Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 811
Country Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 812
Create a Country Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 812
Order Management System User’s Guide ix

Import the Country Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 813
Display the Country Drop Down Menu in Order Entry . . . . . . . . . . . . 813
Post Office Box String Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 815
Rural Route Strings Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 817
E-Mail Profile Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 819
Return Reason Code Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 821
Shipping Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 822
Order Note Categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 823
Chapter: 22
Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 825
About Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 826
Types of Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 827
Activity Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 827
Status Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 827
Set Up Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 827
Data Sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 828
Dashboards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 829
View the Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 829
Dashboard Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 830
Create Custom Widgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 831
Front End Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 832
Deleting Report Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 834
Customizing Reports and Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 835
Customizing Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 835
Customizing Pick Slips. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 837
Customizing Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 837
Chapter: 23
Glossary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 839
Chapter: 24
Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 851
x The PRO-MAIL® Solution

Preface
About Us
Software Marketing Associates, Inc., (SMA) has been working with printers, direct
mailers, and fulfillment service providers for over 20 years. Industry specific
experience enables SMA to create comprehensive software solutions that meet the
needs of its licensees.
From order processing to inventory control and pick, pack and ship, the PRO-MAIL®
Fulfillment Solution helps manage fulfillment service projects quickly and accurately.
The PRO-MAIL® Fulfillment Solution handles a wide variety of projects including
literature fulfillment, premium fulfillment and credit card fulfillment. Powerful online
capabilities offer timely order information to customers and real-time inventory
information to service providers and their clients. Best of all, the system can be
customized without programming!
Conventions
Table 1: Conventions Used in This Document
Item Meaning
Tip: A hint that helps make a step easier or more
efficient.
Note: Note is used for significant information.
Caution: Caution is used to warn users of potential
mistakes.
Order Management System User’s Guide xi

Table 1: Conventions Used in This Document
Item Meaning
For More Info: For More Info directs readers to additional

sources of information.
Bold Bold in procedural steps indicates what to
select.
Steps Step-by-step procedures.
Screen Definition Indicates a screenshot followed by a list of
field descriptions.
Example An example that further illustrates a
concept.
Chapter Topics A list of topics found in the chapter.
Section Topics A list of topics found in the section.
Inventory Functions > Menu commands are shown in the
Valuation > Value following manner: Menu Name > Menu
Receipts. Command > Extended Menu Command.
(required) A field that must contain data in order for
the application to save the record.
(read only) A display-only field for which the
information is generated by the application.
You cannot edit a read-only field.
(optional) A field that you can complete, but is not
necessary in order for the application to
save the record.
Commands
Table 2: Command Buttons Used in the System

Save Click this button to save information.
Submit Click this button to save information and to

complete transactions.
Submit Checked Click this button to save selected information
to the table. Most often found on search
screens.
xii The PRO-MAIL® Solution
Table 2: Command Buttons Used in the System
Another Click this button to save the information and
to create another entry in the table.
New Click this button to add a new item to the
table.
Delete Click this button to remove a line from the
table. This button may be dimmed if the item
is in use elsewhere in the application.
Remove Click this button to remove a line from the
table. This button may be dimmed if the item
is in use elsewhere in the application.
Browse or Browse Click this button to search your directory for
Images files or images.
View Click this button to see a pre-view of the
image or file you selected.
Preview Click this button to see a pre-view of the
image or file you selected.
More Click this button to add more lines to a table.
Search Click this button to search for information
stored in the databases.
Back Click this button to return to the previous
screen without saving information in a new
record.
Cancel Click this button to return to the previous
screen without saving information in a new
record.
List View Click this button to return to the list of entries
in a particular table without saving
information in a new record.
Return to Lookup Click this button to return to the previous
screen without writing information to a table.
Insert Click this button to add a line to a table
between two existing lines.
Order Management System User’s Guide xiii

Additional Support
Software Marketing Associates, Inc., offers online documentation, classroom training

and support through the online Issue System.
Downloading / Ordering Documentation
Documentation is available on the Licensed User Corner of our Web site. Visit our
Web site, at www.sma-promail.com. Click on Licensed User Corner > Licensee
Support System > Documentation. If you do not have a Login or Password for the
Licensed User Corner you may request one on the Login Screen of the Licensee
Support System.
You can download PDF versions of the documentation free of charge. You can also
order printed documentation for a fee.
Classroom Training
We offer a variety of introductory and advanced classes for our Business Management
Solution and Fulfillment Solution software. Visit our Web site at www.sma-
promail.com for class schedules and registration information.
Consulting Services
Consulting Services are available to you if you require more of a hands-on approach
to problem solving. Experienced Software Marketing Associates, Inc., consultants are
available to assist you in tailoring solutions to your particular environments.
Contact Software Marketing Associates, Inc., for more information about this service.
Technical Support
Software Marketing Associates, Inc., provides Web-based technical support for our
products to ensure that you issues are resolved quickly and accurately.
Web-based support using our online Issue System provides a means where you can
ask questions, request enhancements and report problems. For support visit our Web
site at www.sma-promail.com.
xiv The PRO-MAIL® Solution

Chapter 1
Introducing The Pro-Mail Solution
This chapter provides system-wide concepts to help you understand the standard
features of The Pro-Mail Fulfillment Solution.
Chapter Topics
• System Platform on page 2

• System Relationship on page 3
• Browser Hints on page 5
• Pro-Mail Hints on page 6
• Enhanced Communications on page 8
Order Management System User’s Guide 1

System Platform
System Platform
Version 5 of The Pro-Mail Fulfillment Solution is the first of a new generation of

systems from Software Marketing Associates, Inc. It utilizes advanced state-of-the-art
system tools that provide numerous benefits to you and your clients. The Pro-Mail
Fulfillment Solution is a browser-based, N-tier application developed with the latest
tools, including ASP, HTML, .NET and Visual Basic.
Sample Screen
N-Tier (Distributed) Illustration
The diagram above illustrates the two different types of workstation PCs utilized in
The Pro-Mail Fulfillment Solution. The primary workstation is the Client’s PC that
uses a web browser to run the client side of Pro-Mail. This is where the transactions
and inquiries with the server are initiated.
A second workstation may be used to scan images (or bring in pre-scanned images or
images from a digital camera) into the Warehouse Management System (WMS)
module of The Pro-Mail Fulfillment Solution. These images may be added to WMS
forms such as Travel Tickets and Pick Slips. The Scanning Workstation PC requires a
separate Visual Basic program which is available on your installation CD.
2 The Pro-Mail System

System Relationship
The Pro-Mail System consists of The Pro-Mail Fulfillment Solution and The Pro-Mail
Business Management Solution.
The diagram below outlines the relationship of the systems to one another.
Sample Screen
System Relationships
Screen Definition
Here are the descriptions of the various systems within The Pro-Mail Solution:
Pro-Mail Administration System (PMA): This system administers internal users at

your company and displays key system information.
Project Management System (PMS): This system allows direct marketers to

efficiently manage and track multiple projects and ship inventory. This is the heart of
the The Pro-Mail Business Management Solution. Your front office staff uses the
Project Management System to enter projects, jobs and quotes, manage clients,
maintain product names and descriptions, track client correspondence, and perform
daily bookkeeping tasks, such as invoicing, receivables, and postage liability
transactions. You only have one live Project Management System, regardless of the
number of sites your business has.

System Relationship
Order Management System (OMS): This system is part of the The Pro-Mail
Fulfillment Solution, and not part of the The Pro-Mail Business Management
Solution. The OMS provides front-end processing for ordering via the Web. It also
includes many other features including Kitting, Version Tracking, Web-To-Print
applications, and Order Processing controls to name a few. You manage separate
OMSs for each client.
Warehouse Management System (WMS): This system controls and manages all
your warehouse activities. The system manages intelligent back end processing and
shipping. You define one WMS for your company.
Production Control System (PCS): This system controls and manages all
Production activities. The PCS is part of your WMS (for The Pro-Mail Business
Management Solution Licensees only). Task maintenance, list planning, job costing
and postage production transactions all take place in the PCS.
WindowBook Interface: The PCS interfaces with WindowBook’s Postmaster 3000

or Dat-Mail products to provide accurate postage handling and produce postage forms
(for The Pro-Mail Business Management Solution Licensees only).
Accounting Interface: Your outside accounting interface (we integrate with many
different applications) offers the financial element for General Ledger and Financial
Reporting (for The Pro-Mail Business Management Solution Licensees only).

Browser Hints
The Pro-Mail Fulfillment Solution is a browser based software application. There are
several important items to remember when navigating through the application.
• Refresh Button
Use the Refresh button in your browser to ensure the most current data is
displayed on your desktop.
• Back Button
Do not use your browser’s Back button while completing a transaction.
• Multiple Sessions
You may have more than one session of the systems that make up The Pro-
Mail Fulfillment Solution open at the same time. For example, in the OMS
you may have an Order Entry Screen and Reports Screen open at the same
time in different browser sessions.

Pro-Mail Hints
Pro-Mail Hints
When working with Pro-Mail there are some basic features of which you should be
aware.
• Idle Time
When there has not been activity on your screen for 120 minutes, Pro-Mail
will automatically time-out and ask you to login again. This is a security
feature designed to minimize the possibility of someone else performing
transactions under your User ID. The Idle Time can be changed in PMA.
• Entering Dates
There are two ways to enter dates into The Pro-Mail Fulfillment Solution.
• Type them in manually using the format MM/DD/YYYY.
• Click the calendar icon next to any date field to use the Date Picker
Calendar.
• Searching
There are several tools to facilitate the search process for both inquiries and
transactions. They include:
• Searching by ID
There are three different ways to search using the ID criteria:
1. By exact word match. For example, “BR-7” returns only the
ID “BR-7.”
2. By wild card. For example “CH%” returns IDs that begin
with the letters “CH”. “%CH%” returns IDs that have “CH”
anywhere in their ID.
3. Clicking Search without specifying a search string returns all
IDs in the database.
• Searching by Description
There are two different ways to search using the Description criteria:
1. By partial name string. For example, “brochure” returns all
Descriptions that contain “brochure” anywhere in the
Description.
2. Clicking Search without specifying a search string returns all
descriptions in the database.
• Drilling into Search Results
When a list of search results is returned, depending on the screen you are
in, you may drill into the line you want to select.
• Selecting Multiple Search Results From a List
in, you may select the check box to the left of the entry or entries you
want to select.
—or—

in, you may select the check box Select ALL, to select every entry.
• Hyperlinks
There are many places throughout The Pro-Mail Fulfillment Solution that act
as hyperlinks to other screens in the module. You may click any underlined
word to jump to another screen for more detailed information.
• Drill In
You may drill into any line, that when hovered over turns gray, to display
details about the entry.

Enhanced Communications
The Pro-Mail Fulfillment Solution uses E-mails to enhance communication between

warehouse workers and their managers and warehouse managers and client relations
representatives through task driven automatic E-mail notifications. The various
notifications are described in the table below.
Note: OMS accounts that are shared with PMS must set up their e-mail profiles
through the PMS not the OMS.
E-mail Communications (for accounts that are not shared)
E-Mail Description Recipient Set up Location
Inventory Receipt Designated CSR / OMS > Setup > Item

• Generated whenever products are Account for > Email Profile
Received in the warehouse. Fulfillment Client Setup
• E-mail includes link that displays
additional information including images.
Backordered Inventory Receipt Designated CSR / OMS > Setup > Item
• Generated anytime a product that has Account for > Email Profile
orders on backorder is received. Fulfillment Client Setup
Understock Items Designated CSR / OMS > Setup > Item
• Generated whenever product falls below Account for > Email Profile
specified Reorder Point. Fulfillment Client Setup
• Generated whenever a kit falls below its
specified Rebuild Point
Items Dropping to Zero Balance Designated CSR / OMS > Setup > Item
• Generated whenever products fall to a zero Account for > Email Profile
balance. Fulfillment Client Setup
Inactive Products Designated CSR / OMS > Setup > Item
• Generated whenever products have had no Account for > Email Profile
activity for X number of days. Fulfillment Client Setup
Client Expected Arrivals Designated CSR / OMS > Setup > Item
• Generated whenever a client records an Account for > Email Profile
expected arrival from either the Advanced Fulfillment Client Setup
Client Rep Menu, or the Client Rep Menu.

E-mail Communications (for accounts that are not shared)
E-Mail Description Recipient Set up Location
Unassigned Product E-mail Designated CSR / OMS > Setup > Item
• Generated whenever the warehouse Account for > Email Profile
receives products that are unknown Fulfillment Client Setup (Inventory
(products have not been previously Receipt Email field)
defined in the system).
Unidentified Receipt Warehouse WMS > Setup >
• Generated whenever the warehouse Manager or Warehouse Setup >
receives products that are unknown Designee System Setup >
(products have not been previously Warehouse Manager
defined in the system). Email field
Trouble Notice Warehouse WMS > Setup >
• Generated whenever the receiver initiates Manager or Warehouse Setup >
a Trouble E-mail (when confirming Put Designee Trouble Types >
Aways). Trouble Email
Address field
Intercept Pick Slips Warehouse WMS > Setup >
• Generated whenever an Intercept Manager or Warehouse Setup >
command is initiated in the OMS AND the Designee System Setup >
Shipping Order has been processed and a Warehouse Manager
Pick Slip generated in the Warehouse Email field
Management System (WMS).
Inventory Receipt / Pull Warehouse WMS > Setup > User
• Generated (by User ID) whenever a Manager or Setup > Auto Print
Receipt / Pull is processed. Designee (User Instructions > Email
• E-mail includes a link so that output for Defined) Address field
Receipts / Pulls can be printed locally.


Chapter 2
Getting Started
This chapter provides information to help you get started using your Order
Management System.
Note: Menu commands throughout the manual are given for the Production
Administrator Menu Type unless otherwise noted.
Chapter Topics
• OMS Setup on page 11

• Set Up Checklist on page 13
OMS Setup
The Order Management System (OMS) is a dynamic, flexible system. While there are
many advanced features that may be defined and used, the following is a list of basic
features that must be defined for each new OMS:
• Define Internal Users in Pro-Mail Administration (PMA). For more

information on this topic see the topic Administrating Users in the PMA User
Guide.
• Define Owners. For more information on this topic see Defining Product
Owners on page 17.
• Define Products. For more information on this topic see Working With
Products on page 15.
• Define Offers. For more information on this topic see Working With Offers on
page 143.
• Set up Shipping Options. For more information on this topic, see Shipping
Options on page 822.
• Define Views. For more information on this topic see Working With Views on
page 237.

OMS Setup
• Define Order Processing Streams. For more information on this topic see
Processing Orders on page 421.

Getting Started
Set Up Checklist
This is a basic checklist to show the areas of the system that will need to be set up for
most OMS databases.
1. Warehouse Set Up.

a. Define your warehouse layout (Zones, Aisles, Racks, and Levels)
b. Set Auto Print Instructions
Note: Instructions for setting up your warehouse database can be found in

the WMS User Guide, document #248, on our documentation site.
2. OMS System Set up

a. Basic System Information
b. Inventory Owners
c. Email Profiles
3. Create/Edit Products
a. Create non-version tracked products
b. Create version-tracked products
c. Create product clusters
4. Create/Edit Kits
5. Create/Edit Offers
a. Create Offers
b. Categorize Offers
6. Create Shipping Options
7. Create Views and Pre-Registered Users
8. Define Order Processing Streams and Warehouse Waves
9. Set up Merchandise fulfillment
10. Billing Set up

Set Up Checklist

Chapter 3
Working With Products
Products are individual Stock Keeping Units (SKU) stored in the warehouse. They are
individual inventory items to be fulfilled.
Chapter Topics
• About Products on page 16

• Defining Product Owners on page 17
• Organizing Products on page 20
• Defining / Editing Products on page 28
• Produce on Demand Products on page 46
• Cost Centers on page 52
• Defining / Editing Products on page 28
• Assigning Unassigned Products on page 54
• Valuation on page 57
• Expected Arrivals on page 67
• Purchasing Inventory (Purchase Orders) on page 72
• Discontinuing / Replacing Products on page 76
• Deactivating Products on page 80
• Reactivating Discontinued Products on page 82
• Reactivating Deactivated Products on page 84
• Requesting Inventory for Shipping, Disposal or Production on page 86

About Products
About Products
Products are individual Stock Keeping Units (SKU) stored in the warehouse. They are
individual inventory items to be fulfilled. There are several different types of
products:
• Regular Products. For information on them see Defining / Editing Products on

page 28.
• Produce on Demand Products. For information on them see Produce on
Demand Products on page 46.
• Versioned Products. For information on them see Defining / Editing Products
on page 28.
• Kits. For information on them see Working With Products on page 95.
• Size and Color Clusters. For information on them see Size/Color Clusters on
page 131.
• Product List Clusters. For information on them see Product List Clusters on
page 128.

Defining Product Owners
Every product in your warehouse is owned by someone. This might be either you,
your client, or a third party. The inventory owners are called product owners in the
OMS and are referred to as a Location in the Project Management System. Before you
can create / define products in the OMS, you must create the inventory owners. There
are two ways to create owners in the OMS. The first time you create an owner you
should follow the steps for Defining the Default Product Owner. If you need to create
additional owners later on you should follow the steps for Creating Additional Product
Owners on page 19.
Note: If your Order Management System (OMS) is linked to a Project

Management System (PMS), you will create the owners within the PMS
and link them to the OMS there.
Section Topics
• Defining the Default Product Owner on page 17

• Creating Additional Product Owners on page 19
Defining the Default Product Owner
The first time you create a product owner you should follow the steps below.
To define product owners:
1. From the OMS Main Menu select Setup > System > Basic System Information
(Required).
2. On the System Definition Screen, complete the Fulfillment Company and Client
boxes. For more information on this portion of the screen see the System
Definition Screen - Owner Information Section Only on page 18.
3. (optional) Click Additional Owners to define more inventory owners.
a. On the Additional Owners Screen, complete the fields as needed. For more
information on this screen see the Additional Owners Screen on page 19.
b. Click Save.
4. On the System Definition Screen, click Save.

Defining Product Owners
Sample Screen
System Definition Screen - Owner Information Section Only
Screen Definition
Here are the descriptions for the fields on the System Definition Screen - Owner
Information Section Only:
Note: You may choose to have the address that is entered in the Fulfillment
Company box, Client box or from another owner as the return address that
is printed on Pick Slips.
Own Inventory: (required) Select Yes if the Fulfillment Company owns inventory.
Select No if the Fulfillment Company does not own inventory.
Owner ID: (read only) A system generated number used to identify the inventory
owner. You may never have an owner with the same Owner ID in the same OMS.
Company Name: (required) Enter the name of the company that owns inventory.
Address 1: (optional) Enter the first part of the company’s address.
Address 2: (optional) Enter the second part of the company’s address.
City: (optional) Enter the city in which the company is located.
State: (optional) Enter the state in which the company is located.
Postal Code: (optional) Enter the postal code or zip code for the company.
Country: (optional) Enter the country in which the company is located.
Phone: (optional) Enter the company’s phone number.
E-mail: (optional) Enter the company’s E-mail address.

Sample Screen
Additional Owners Screen
Screen Definition
Here are the fields on the Additional Owners Screen:
Company ID: (optional) Enter an ID used to identify the company.
Company Name: (required) Enter the name of the company that owns the inventory.
Product Sort Class: (required) Choose a Product Sort Class from the drop down
menu to associate with the owner. Default is Default.
Billing Code: (optional) Select the Billing Code to associate with this owner. Most
Order Managements will only one billing code.
Kit Version Weights: (optional) Select whether kits’ weights should be based on the
composition weight or the sum of the kit’s components.
Creating Additional Product Owners
Once you have completed the Owner information on the System Definition Screen,
you may create more owners through a different menu by following the steps below.
To create additional owners:
1. From the OMS Main Menu, select Setup > System > Define Locations
(Inventory Owners).
2. On the Location Lookup Screen select an owner from the Owner drop down menu
for editing and click Submit.
—or—
On the Location Lookup Screen click Add New to create a new owner. For more
information on this screen see the Additional Owners Screen on page 19.
3. Click Save.

Organizing Products
Organizing Products
Products may be organized into categories for reporting purposes. They may also be
organized into categories for handling purposes.
Section Topics
• For Reporting Purposes on page 20

• For Handling Purposes on page 27
For Reporting Purposes
Products may be assigned to categories for reporting purposes. The categories are
called Product Sort Groups (i.e.: Literature items, Premium Items, etc.).
A Product Sort Group may have a further breakdown into subcategories. In this case
you would have Product Sort Groups within a higher level Product Sort Group (i.e.:
Premium Items > Apparel or Posters). The levels of sorting are referred to as Product
Sort Levels. You must have at least one Product Sort Level but you may define
additional Product Sort Levels for cases where the Product Sort Groups require
additional breakdowns.
Prior to defining your product category structure in Pro-Mail, it is best to map it out
first on paper. In the diagram below we have two Product Sort Levels. At Level 1 we
are grouping products into one of two categories, Brochures or Merchandise. At level
2, the Product Sort Groups are listed relating to the Level 1 choice. The screen shot
shows how this appears in the Create / Edit Products Screen.
The product sort information is saved as a Product Sort Class. The Product Sort Class
is tied to the Owner of the inventory. In an OMS you may have more than one Owner
of inventory, and the Owners may have different inventory sorting needs. Defining
multiple Product Sort Classes containing different product sorting setups allows you
to accommodate unlimited inventory sorting requirements by Owner.

Example
Product Sort Classes / Levels Diagram
Section Topics
• Defining / Editing Product Sort Classes and Levels on page 21

• Defining Product Sort Groups on page 23
• Associate Owner with Product Sort Class on page 25
To organize products:
1. Define Product Sort Classes and Levels.

2. Define Product Sort Groups.
3. Associate an Owner with a Product Sort Class.
Defining / Editing Product Sort Classes and Levels
A Product Sort Class is used to organize products for reporting purposes. It is made up
of Product Sort Levels and is associated with an inventory Owner. The OMS comes
with a Product Sort Class called Default. You may make changes to this class or create
a new one.

Organizing Products
You may create Product Sort Classes and Levels before you create Product Sort
Groups, or you can create them in the same step. For more information on creating
them in one step, see Defining Product Sort Groups on page 23.
To define / edit Product Sort Classes and Levels:
1. From the OMS Menu choose Setup > Item > Create/Edit Product Sort Class &
Levels.
2. On the Product Sort Class List Screen, choose a Product Sort Class to edit by
drilling into a line in the Sort Class List box. The Create / Edit Sort Group and
Levels Screen displays. Skip to Step 5.
—or—
On the Product Sort Class List Screen, click New to define a new Product Sort
Level.
3. On the Create / Edit Sort Group and Levels Screen, enter the name of the Product
Sort Class into the Sort Class Description field.
4. Choose the number of Levels you want to create from the Number of Sort Levels
drop down menu. The screen expands to include the same number of lines as sort
levels that you chose.
5. Complete or edit the fields as needed. For more information on this screen, see the
Create / Edit Sort Class and Levels Screen on page 22.
6. Click Save to write the information to the Table.
—or—
Click Another to create another Sort Class.
Sample Screen
Create / Edit Sort Class and Levels Screen
Screen Definition
Here are the descriptions for the fields included on the Create / Edit Sort Class and
Levels Screen:
Sort Class Description: (required) Enter an identifier for the Sort Class.

Number of Sort Levels: (required) Choose the number of Sort Levels you would like
to create from the drop down menu.
Sort Level: (read only) The system auto-numbers the sort level lines.
Description: (required) Enter a description for the Sort Levels. Default is Level + the
corresponding Sort Level. For example, Level 1.
Active: (optional) Select the levels you would like to show on the Create / Edit
Products Screen. Default is selected.
Defining Product Sort Groups
Product Sort Groups help you organize your products for reporting purposes. You
indicate to which Product Sort Group a product belongs when you create the product.
For more information on this topic see Defining / Editing Products Manually on
page 28.
You can attach an E-mail profile to a Product Sort Group.
To define Product Sort Groups:
1. Create Product Sort Classes and Levels if they are not already created. Then go to
Step 2 below. For instructions on performing this function see Defining / Editing
Product Sort Classes and Levels on page 21.
—or—
Create Product Sort Classes and Levels and Sort Groups from the same screen.
Continue following the steps below.
2. From the OMS Menu choose Setup > Item > Create/Edit Product Sort Groups.
3. On the Available Product Sort Groups Screen, drill into Product Sort Class you
created in Step 1. The Product Sort Group Setup Screen displays.
—or—
On the Available Product Sort Groups Screen click New to define a new Product
Sort Class and Level and Groups from the same screen. Follow the sub-steps
below.
a. On the Create / Edit Sort Group and Levels Screen, enter the name of the
Product Sort Class into the Sort Class Description field.
b. Choose the number of Levels you want to create from the Number of Sort
Levels drop down menu. The screen expands to include the same number
of lines as Sort Levels that you chose.
c. Complete the fields as needed. See Create / Edit Sort Class and Levels
Screen on page 22 for more information on this screen.
d. Click Save.

Organizing Products
—or—
Click Another to create another Product Sort Class and Level.
e. From the OMS Menu choose Setup > Item > Create/Edit Product Sort
Groups.
f. On the Available Product Sort Groups Screen, drill into the Product Sort
Class you just created and continue with Step 4.
4. Complete or edit the fields as needed. For more information on this screen see
Define Product Sort Groups Screen, Main Level on page 24.
5. Click Save This Level to write the information to the Table.
Sample Screen
Define Product Sort Groups Screen, Main Level
Screen Definition
Here are the descriptions for the fields included on the Define Product Sort Groups
Screen, Main Level:
Line #: (read only) This describes the sequence in which the line appears.
Level 1: (required) Enter the name of your Level 1’s.
E-mail Profile: (optional) Choose an E-mail Profile from the drop down menu.
Default is blank. For more information on this topic, see the chapter on E-mail
Profiles.
Sort Key: (optional) Enter a number that will be used to control the sequence in
which the Product Sort Groups display in their drop down menus when you Create /
Edit Products. If a Sort Key is not specified Product Sort Groups are displayed in the
same order as they appear in the Product Sort Groups Setup Screen. Sort Keys are
arranged in order from lowest to highest number.

Drill Down: Click the button in the Drill Down column to view or add another level
to your structure.
Add Rows: Click this button to add more rows to the table. The Table will increase
based on the number you have indicated in the Rows to Add field.
Rows to Add: Enter the number of rows you would like to add to the table.
Drill Up: Click this button to return to the previous level.
Save This Level: Click this button to save the level and write information to the table.
Back to List View: Click this button to return to the Available Product Sort Groups
Screen, without saving the information you entered.
Sample Screen
Define Product Sort Groups Screen, Level 2
See Define Product Sort Groups Screen, Main Level on page 24 for the descriptions of
the fields on the Define Product Sort Groups Screen, Level 2. Note that the Level 2
Screen, shows a hyperlink in the upper left corner which takes you back to Level 1.
Associate Owner with Product Sort Class
The last step to organizing products into categories is to associate the Product Sort
Class with the inventory Owner.
You link an inventory Owner to a Product Sort Class. You may create a Product Sort
Class for each Owner in you OMS. One Owner cannot be associated with more than
one Product Sort Class. More than one Owner may be associated with the same
Product Sort Class.
For example, say you have two Product Sort Classes. One is called PSC1 and one is
called PSC2. You have two product Owners. One is called National Parks and the

Organizing Products
other is called ABC Fulfillment. National Parks cannot be associated with both PSC1
and PSC2. However, both National Parks and ABC Fulfillment can be associated with
PSC1.
Within the Product Sort Class you define Product Sort Levels which describe the first
tier of you product organization. Underneath the Product Sort Levels are Product Sort
Groups. You can define many levels of Product Sort Groups underneath the Product
Sort Levels.
To associate an Owner with a Product Sort Class:
1. Create a Product Sort Class. See Defining / Editing Product Sort Classes and
Levels on page 21 for more information on this topic.
2. From the OMS Menu choose Setup > System > Define Locations (Inventory
Owners).
3. On the Location Lookup Screen, choose an inventory Owner from the Owner drop
down box and click Submit.
—or—
Click Add New to define a new Owner.
4. On the Associate Owner with product Sort Class Screen, complete the fields as
needed. For information on creating Product Sort Classes see Defining / Editing
Product Sort Classes and Levels on page 21. For more information on this screen
see the Associate Owner with Product Sort Class Screen on page 25.
5. Click Save.
Sample Screen
Associate Owner with Product Sort Class Screen
Screen Definition
Here are the descriptions for the fields included on the Associate Owner with Product
Sort Class Screen:
Company ID: (required) Enter the ID of the inventory Owner. If you are editing this
screen, this information automatically populates.
Company Name: (required) Enter the name of the inventory Owner. If you are
editing this screen, this information automatically populates.

Product Sort Class: (required) Choose a Product Sort Class from the drop down
menu. Default is Default.
Billing Code: ‘(optional) Select the Billing Code to associate with this owner. Most
Order Managements will only one billing code.
Kit Version Weights: (optional) Select whether kits’ weights should be based on the
composition weight or the sum of the kit’s components.
For Handling Purposes
Products may be organized into Product Types for handling purposes. Through the use
of this option, you can have each Product types (e.g. Hazardous Material) located in a
designated Zone (section) of your warehouse. This facilitates easier product storage
and picking. Product Types are hard-coded (you cannot edit them) and include:
• Regular
• Regular Valuable
• Bulky Valuable
• Requires Safe
• Refrigerated
• Food
• Pharmaceutical
• Ink
• Hazardous Material
• Fragile
• Frozen
For more information on how to indicate a Product Type for a product see Defining /
Editing Products on page 28.

Defining / Editing Products
Products are defined in your client’s OMS. A unique OMS is established for each of
your fulfillment clients. Every product must have an Owner. The Owner is either
yourself (as the fulfillment provider) or your client. The system assigns an Owner ID
to inventory owners. This Owner ID assignment takes place for each OMS that is
uniquely created for your clients.
You can define products two ways in the OMS. They are:
• Input the data manually.

• Upload a file with product information.
You should edit products manually.
If you are creating more than 20 products at a time, SMA suggests using a file to
upload the products into the OMS. For information on uploading products through an
order upload file, see Working With Uploads on page 487.
There are two ways to manually define / edit a product in the OMS. They are:
• Through the OMS Menu Products > Define New Products / Edit Existing
Products.
• Through the creation of an offer.
This section describes how to define / edit products through the OMS Products Menu.
For information on defining a product through an offer see Creating Products From an
Offer on page 162.
Section Topics
• Defining / Editing Products Manually on page 28

• Simple Product Creation on page 41
Defining / Editing Products Manually
When you have to create less than 20 products you can define them manually. When
you need to edit a product, you should do it manually.
To Define / Edit a Product Manually:
1. From the OMS Menu choose Inventory > Define > Create/Edit Products.

• On the Product Lookup Screen click Find Product, to look for an existing
product for editing. For detailed information on searching techniques see
page 6.
—or—
• Choose an owner from the drop down box. The click Auto Id or type the id
for the new product.
2. On the Create / Edit Products Screen, complete the fields as needed. For detailed
information on this screen see the Create / Edit Products Screen – Basic
Information on page 30.
Note: If you selected Yes in the Lot / Version Track field the screen
expands to include the Version box.
• Click Another Version.

• On the Create / Edit Version Screen, complete the fields as
needed. For more information on this screen see the
Versioning Tab on page 38.
• Click Update Version. The Create / Edit Product Screen
replaces the Create / Edit Version Screen and the version
summary information is displayed in the Version box.
• Repeat these steps to create another version of the product.
Note: If you selected Yes to Create an Offer from the Product, the screen
expanded to show Offer setup information. Complete the fields as
needed. For detailed information on this screen see the Create / Edit
Products Screen – Basic Information on page 30. See Working With
Offers on page 143 for more information on offers.
3. Click Save to save this product and communicate the information to the WMS.

Basic Information
Sample Screen
Create / Edit Products Screen – Basic Information
Screen Definition
Here are the descriptions for the fields included in the Basic Information of the Create
/ Edit Products Screen:
Product ID: (required) Enter the client’s ID or SKU identifier used to recognize a
product. The product id may be printed on the item or may just be the number that is
used when referring to an item. Maximum length is 50 alpha-numeric characters.
Description: (required) Enter a description used to provide information about the

product.
Owner: (required) Select the Owner of the inventory. It will either be yourself (as the
fulfillment provider) or your client.
Comments: (optional) Enter text that displays if the Offer ID is selected at Order
Entry time. These comments display in the Comments field on the Create / Edit Offers
Screen, if you elect to create an offer from the product.
Note: Offer comments always display on the Order Entry Screen. If the
comments on the Order Entry Screen do not match those that you entered
in the Create / Edit Product Screen, you may have changed the text in the
Comments field on the Define / Edit Offers Screen.
Build Type: (required) Select Produce on Demand, Manufacture on Demand, or

Electronic POD if this product is made as orders are received for it. Select Product if
you keep a constant supply of the product on your shelves. Default is Product. For
more information on this topic see Produce on Demand Products on page 46.
Lead Days: (optional) How long does it typically take you to receive this product
when you re-order?

Cost Center: (optional) Select a Cost Center from the drop down menu. Default is
blank. In order for this field to display on the Create / Edit Products Screen, a Cost
Center must be defined in the OMS. For details on defining Cost Centers see Defining
/ Editing Cost Centers on page 52.
Warehouse Parameters Tab
In this tab, you’ll select the warehouse in which the product resides and define the
reorder point, count frequency, etc.
Sample Screen
Create/Edit Products – Warehouse Information tab
Screen Definition
Warehouse: (read only) You will likely have one warehouse defined.
Active: (required) When this box is checked, it tells the system that the product will
reside in this warehouse.
Reorder Point: (optional) Enter the quantity to be ordered when a product falls below
the “Reorder Point”. Once this point is reached, an E-mail message is sent to the
Account Representative of the appropriate fulfillment client if you have set up this
feature in the E-mail Profile Setup Screen found under the OMS Menu Setup > Table
Maintenance > E-mail Profile Setup.
Reorder Amount: (optional) Enter the desired quantity of products to be on-hand

(available) in your warehouse in order to meet your business requirements.
Count Frequency: (optional) Select how often inventory for this product is counted.
This is for informational purposes only. Your choices are On Demand, Daily, Weekly,
Monthly, Annually, Semi-Annually.

Reorder Comments: (optional) Enter in desired comments to appear in the

Understock Notification Email.
Physical Characteristics Tab
In this tab, you’ll define the weight and dimensions for this product.
Note: The product weight is required for all products if you intend to use the
UPS Rate Call Calculator in order entry. For more information on the UPS
Rate Call Calculator, see UPS Rate Call on page 287.
Sample Screen
Create/Edit Products – Physical Characteristics tab
Screen Definition
Preliminary Weight: (optional) Enter the estimated weight for the item. This field is
typically used when the actual weight is not known.
Preliminary Weight Type: (optional) Select whether the preliminary weight is

calculated in ounces or pounds.
Weight: (optional) Enter the actual weight of the piece once it is known.
Weight Type: (optional) Select whether the actual weight is calculated in ounces or
pounds.
Height: (optional) Enter the height of the product in inches.
Width: (optional) Enter the width of the product in inches.
Length: (optional) Enter the length of the product in inches.
Product Type: (required) Select the option that best describes the type of product
from the pre-defined drop down menu. This Product Type is used for reporting

purposes and can also be used when creating Zones in the WMS. Through the use of
this option, you can have all Product types (e.g. Hazardous Material) located in a
designated Zone. Product Types include: Regular, Regular Valuable, Bulky Valuable,
Requires Safe, Refrigerated, Food, Pharmaceutical, Ink, Hazardous Material, Fragile,
Frozen, or OTC Medications.
Each Ships as a Separate Package: (optional) Check this box to require the system
to ship this item as a separate package. If two of this item is ordered in the same order,
each will ship as its own package. If you check this option, the screen expands to
reveal the following fields.
PrePacked in set Quantities: (optional) Select this option to indicate that the Product
is Received and Tracked as Packs or Eaches.
Received and Packed as: (optional) This field is active when the ‘PrePacked in Set
Qtys’ option is turned on. Select whether this item is received and tracked as Each or
Packs.
Pack Description: (optional) Enter the description of the type of pack that the
Product is Received and Tracked in. For example: Bundle, Shrink wrap, etc.
Pack Quantity: (optional) Enter the quantity that is included in each pack. This
information will display on the Pick Slip Line Item form, used for confirming Line
Item Picks using a RF Handheld Unit. The Pack Quantity defaults to Each.
Pack Charge: (optional) This field will only appear if the Product is being Received
and Tracked as Eaches. The Pack Charge is used to associate a price for picking
Products that have a Unit of Measure Quantity assigned to it. For example, if you will
be charging a different price to pick a “Pack” of inventory vs. a single piece.
Serial Numbers Tab
If you do serial number tracking for this item, this tab is where you’ll define the
tracking level.
Sample Screen
Create/Edit Products – Serial Number Tracking tab

Screen Definition
Serial Number Tracking: (required) Serial Number Tracking allows you to record
serial numbers for individual pieces of a product. This adds additional product
security and accountability. Serial Number Tracking is most often used in software
distribution where each piece of a product has a unique serial number. Your options
are:
• No Serial Numbers
Use this option if you will not use serial numbers with this item.
• Record Only at Shipping Time
Select this option if you will only record the serial number at the time the item
is shipped. Any number can be entered as the serial number during shipping –
there is no validation.
• Track Serial Numbers in the Warehouse
Select this option if you need to know where each serial number is in the
warehouse. Serial numbers are recorded at receiving time.
• Table Validation at Shipping Time
Select this option if you will create a table of serial numbers for a given item,
then validate against that table when the item is shipped.
Shipping Characteristics
This tab allows you to define shipping and customs information about the item.
Sample Screen
Create/Edit Products – Shipping Characteristics tab
Screen Definition
Country of Origin: (optional) Enter the country in which the product was
manufactured. This information will be used for Commercial Invoices. (This topic
will be covered in another training unit).
Tariff Code: (optional) Enter the product’s tariff code, if applicable.

Customs Value: (optional) Enter the customs value of the product. This information
is used for Commercial Invoices.
Insurance Value: (optional) This is the value per item for insurance purposes.
Commodity Description: (optional) Used on the enhanced Bill of Lading.
NMFC #: (optional) Used on the enhanced Bill of Lading.
Freight Class: (optional) Used on the enhanced Bill of Lading.
Return Treatment: (optional) Enter how to handle returns of this item. Your options
are Case by Case, Not Eligible for Reuse, or Must be Evaluated.
Signature Required: (optional) This field tells the system whether a signature is
required to receive shipment of this item. Leaving this field blank is treated the same
as ‘No Signature Required’. Your options are:
• Direct Signature Required

This means that the shipment of this item can only be received by the Ship To
person in the order.
• Adult Signature Required
This means that the shipment must be signed for by an adult.
• Signature Required
This means that anyone can sign to receive the shipment of this item.
• No Signature Required
No signature is necessary to drop off the shipment of this item.
Display
The Display tab is where you’ll define the product image used for each product in a
Cluster.
Note: This option is only used to display a different product image for each size/
color option in order entry when the item ordered is a clustered product.
Images displayed for regular items in order entry are defined in Create/
Edit Offers.
Product images used by the Warehouse are assigned to products using the
Scan Image Workstation.

Sample Screen
Create/Edit Products – Display tab
Screen Definition
Local Images: (optional) Check this box if the item is stored on the Web server.
Leave this box unchecked if the images are stored on another computer than the Web
Server.
Thumbnail: (optional) Enter the path and image name for the thumbnail image fof
this clustered product.
Full Image: (optional) Enter the path and image name for the full size image of this
clustered product.
Valuation and Pricing
The Valuation and Pricing tab is where you’ll designate whether the product is valued
and specify the Cost for the item.
Sample Screen
Create/Edit Products – Valuation tab
Screen Definition
Valued Product: (optional) Check this box if the item’s value is tracked. Leave
unchecked if it is not.
Receipt Valuation: (optional) Select Automatic to automatically value receipts

based on the figure you enter into the Default Value field. Select Manual if you will

record the value of each receipt. The value of pulls is based on FIFO. For more
information on this topic see Valuation on page 57.
Default Value: (optional) Enter the value of the product here. If you selected Auto in
the Valued Product field, the figure you enter into the Value field is used to
automatically value receipts. This data is captured on the Simple Inventory Valuation
Report.
Default Price: (optional) Enter the price of the product. Note that this price is not the
same as the selling price of the Offer.
Default Price Type: (optional) If you’ve entered a default price, select whether that
price is by ‘Each’ or by the ‘Pack’.
Billing Factors Tab
Billing Factors allow you to charge your client for picking products. They are used in
conjunction with the “Charge for Billing Unit” setting, which is defined at OMS > Set
Up > Billing > Define Billing Charges. You can define a regular charge in the OMS
setup. Use the fields in this tab to define a higher or lower charge for specific
products.
Sample Screen
Create/Edit Products – Billing Factors tab
Screen Definition
From/To: (required) You can define different billing factors based on quantity
picked. For example, From 1 To 10, then From 11 To 50, then From 51 To Upper
Limit. Leave the last FROM field blank.
Billing Factor: (optional) Enter a Billing Factor. The default is 1.0000. A Billing
Factor of 1 keeps the Charge for Billing Unit as it is. A Billing Factor of .5 doubles the
Charge for Billing Unit. A Billing Factor of 2 cuts the Charge for Billing Unit in half.
For example, if you are picking literature and the billing factor is set to 1 and your
“Charge for billing unit” is $.25 then the total charge to pick the item would be $0.25.
If you are picking bulkier items such as a VCR for example, you may charge a billing

factor of .5 and keep the Charge for Billing Unit $.25. The total charge to pick the item
would be $0.50.
Sort Groups Tab
Products may be assigned to categories for reporting purposes. The categories are
called Product Sort Groups (i.e.: Literature items, Premium Items, etc.) In this tab,
you’ll tell the system where to categorize each item.
For more information on Product Sort Groups, see Organizing Products on page 20.
Versioning Tab
Products may be modified or changed over time. These changes are tracked by a
Version ID. You have the ability to define versions and set parameters in the OMS to
dictate how versions are handled. For more information on Version Tracking, see
Product Versions / Lot Tracking on page 42.
Sample Screen
Create/Edit Products – Versioning tab
Screen Definition
Version Track: (required) Select Yes for Lot / Version tracking, or No to turn it off.
Default is No. The default can be changed in the Default Lot Version Tracked field in
the Basic System Information Screen by going to Setup > System Information > Basic
System Setup. For more information on this topic see Defining / Editing Products on
page 28.

Inactive Version Days: (optional) This is the number of days before a version expires
to send out notification.
Version Usage: (optional) Select First Available to have the system begin looking for
available versions based on the sequence in which they were created. Select Manual to
manually re-sequence the versions into the order in which you want them used.
Click the + sign to add a version.
UID: (read only) This is a system-generated identifier for this version of this product.
Version: (required for version tracking) A unique identifier assigned to the product
version.
Version Date: (optional) This field is typically used to represent the date the version
was created.
Start Date: (read only) Enter the first date a version may be used.
End Date: (read only) Enter the last date a version may be used.
Actual Weight: (optional) Enter the weight for this version of the product.
Weight Type: (optional) Select ounces or pounds.
Status: (required) Indicate if a version is “OK TO USE” or “DO NOT USE”. If “DO
NOT USE” is indicated, the system will ignore any date parameters.
Disposition: (optional) Select the condition of the product version from the drop-
down menu. The drop down choices are user defined in the Version Disposition
Screen accessed from the Main Menu > Setup > Table Maintenance > Define Version
Dispositions for Lot / Version Tracking.
Comments : (optional) Enter comments to describe the product version.
Note: If you change an existing non-versioned product into a versioned product,

the system gives it a version identifier of 0.
When each version is defined, the system creates a unique product in the
WMS.
When receiving inventory, the product and version must be specified.

Variable Info Tab
You can define variable fields for your inventory. Variable fields are defined in the
OMS under Inventory > Maintenance > Product Specific Variable Information
Field.
Offer Tab
To save time, you can create your offer in the Create/Edit Products screen. See
Working With Offers on page 143 for information on Offers. See Creating/ Editing
Offers on page 145 for a complete explanation of the tabs and fields shown below.
Create/Edit Products – Create Offer tabs
Sample Screen
Create/Edit Products – Offer tab
Screen Definition
Create Offer: (optional) Select Yes to create an offer from this product. Select No if
you do not want to create an offer from this product. You can change this selection
from No to Yes at a later time. When you select Yes the Product Definition Screen
expands. Once you have created an offer from the product and saved it, the Create
Offer from Product selection is replaced by the Update Offers selection. Default is No.
Update Offer: (required) Select Yes to update changes to the Offer. Select No if the
changes should remain on the product only. If you decide at a later time to no longer
update the offer from the product, you can change the selection to No. If you do this, a
message displays warning you that changing this setting to No is final and that all
future changes to the product will not update the offer. Default is Yes.

Simple Product Creation
The Simple Product Definition screen allows you to create products more efficiently
by showing you only those fields you need. Before you begin creating products in this
screen, you’ll need to tell the system which fields you want to use.
To Define the Simple Product Creation Screen:
1. In the OMS, go to Set Up > Item > Simple Product Definition Set up.
2. Check the “Capture” box beside any field you will want to capture when setting up
new products.
3. You can set a default value in many of these fields to make setting up new
products even easier. These fields will already be filled in.
4. The tags in these fields are simply the field names.You can leave the defaults or
change the tags.
Once your Simple Product Creation has been defined, you can begin using it to create
your products.
To Create Products in the Simple Product Creation Screen
1. In the OMS, go to Inventory > Define > Simple Product/Offer/Expected

Arrival Definition.
2. Select the correct owner and click New.
3. Create the new product by filling in the fields that were selected in the simple
product creation definition.
4. Save the new product.

Product Versions / Lot Tracking
Products may be modified or changed over time. These changes are tracked by a
Version ID. You have the ability to define versions and set parameters in the OMS to
dictate how versions are handled.
Issues may arise when products are revised including:
• When may the new version be shipped?

• Are existing versions still valid?
• In the case where multiple versions are valid, how are they to be handled?
Section Topics
• What is Product Version Control? on page 42

• What is a Lot? on page 43
• Handling Versions on page 43
• When to Use Versions on page 44
• Benefits of Version Control on page 44
• OMS Versions vs. WMS Versions on page 45
• Creating Versioned Products on page 45
What is Product Version Control?
Product Version Control is a method used to identify and track subtle changes to a
product over time. Small changes to products are tracked using a version identifier
most commonly in literature fulfillment.
In the OMS you may view the available quantities of all active versions.
Example
Your client, a financial services company, frequently uses a brochure called the
Annuities Brochure. They informed you that some graphs inside the brochure have
changed. The formatting of the brochure and main interest points have remained the
same. Rather than creating an entirely new product, you may simply change its
version. The changed product is still the Annuities Brochure, but is now an updated
version of the product.

What is a Lot?
A lot is used to track different production runs of a product. Items such as food or
pharmaceutical samples are tracked by Lots. Lots are used when it is essential to know
exactly which consumer has received a product from a particular Lot. This is
important when dealing with products that have expiration dates, for example.
The terms Version and Lot are used synonymously throughout The Pro-Mail
Fulfillment Solution.
Handling Versions
The Pro-Mail Fulfillment Solution makes handling product versions easy.
Section Topics
• The Challenge on page 43

• The Solution on page 43
The Challenge
Manually tracking different versions of a product could be a tedious process.

Reporting which consumers received a product at a given time and following up with
those individuals who received a specific version(s) could pose potential problems.
But most importantly, controlling what version to send for each request is essential.
These are the challenges of tracking versions. The solution is Product Version
Control.
The Solution
The OMS uses strict controls to ensure that the proper version of a product is shipped
when an order is placed. You have the ability to define versions and set parameters in
the OMS that dictate how a version is handled. You can specify for example, valid
date ranges for which the version can be used for Fulfillment. You can also specify the
order in which the system looks for the most current version of a product. The system
will always use the current version to fulfill orders. When defining versions, it is
important that you understand how they are treated by the OMS and Warehouse
Management System (WMS).

When to Use Versions
It is assumed that when orders are placed, the person ordering always wants the
current version. Therefore, the version of the product is never specified at Order Entry
time. If you believe that you need to specify the version at Order Entry time, then you
need to define separate products and not a product with separate versions. If you find
this confusing and wish to discuss it, please call your SMA representative before
proceeding.
There can be only one current version of a product at any point in time. Though you
may have many valid versions, when a Shipping Order is sent to the warehouse, the
system examines all valid versions of the product and chooses the current version to
ship.
Caution: Multiple Product Versions are supported for Fulfillment products

ONLY. If a product will be used in both an Order Management System
and your Project Management System (for use in Direct Mail jobs) it
can not have product versions. You should create separate product ids
for these items.
Benefits of Version Control
Product Version Control is an effective tool that saves time, reduces error, and is easy
to employ. It uses settings that you pre-define to handle versions. After setting these
parameters, the system is completely automated, ensuring that the correct product
version is used for fulfillment.
There are several benefits of using version control. These include:
• The most current version of a product is always used. This insures that the
consumer always receives the most up-to-date version of the product.
• Human error is eliminated. The system examines the product versions and
chooses the most current one.
• You may track which version of a product was sent out. You know who
received which version of a product and when.
Version Control can be setup to meet the needs of a client. These different setup
features include:
• Using FIFO Picking. The first products that come in are the first sent out.
• Specifying the order of picking. When setting up a new version of a product,
each version is assigned a sequential number. The system will funnel through
these numbers from the top down until it finds the current version.
• Manually turning versions on or off as needed. When a version is set to DO
NOT USE, the system will not select it for any reason. Only versions that are

set to OK TO USE may be selected. When the system comes by a version that
is set to DO NOT USE, it skips that version and moves on to the next. It
continues this process until it finds a valid version that is set to OK TO USE.
• Start and End Dates. A Start or End date can be set to indicate which version
is valid. A version of the product is only selected if it falls between the Start
and End Dates.
One or more of the above parameters may be used in conjunction with each other. For
instance, you could designate Start and End Dates for a product, but if it is set to DO
NOT USE, the system won’t select it, even if it is in the valid date range.
OMS Versions vs. WMS Versions
In the OMS one product can have many different versions and it is still treated as one
product. In the WMS, however, versioned products are treated as separate products
with different SKUs.
This difference is apparent when you inquire on a product. When you inquire on
versioned products in the OMS, the system displays a combined total for information
such as quantity on hand and quantity available for all versions. You can see what is
available for individual versions on the OMS Product Inquiry Screen. In the WMS,
however, the system displays totals for quantity on hand and quantity available for
each version separately on the Product Lookup Screen. You then have to select a
product version to see more detailed information about that one version. You cannot
see the combined total of these quantities across all versions on the Inquiry Screen.
Product reports in the OMS that display balance by product, take into consideration all
product versions and display combined totals, not individual totals by version.
Inventory reports in the WMS break apart balances by product version.
In the WMS since each version of a product is treated as a different product, you must
specify the version at receiving time. This means you must either receive an existing
version or create a new one if necessary.
Note: You can change a product that was not version tracked to a version tracked
product. In this case, the OMS assigns the first version an identifier of 0.
The next version you create is assigned an identifier of 1.
Creating Versioned Products
To create a versioned product see, Defining / Editing Products Manually on page 28.

Produce on Demand Products
A Produce on Demand Product is a product that is printed by warehouse personnel as

it is needed. The actual inventory for the product is not stored in your warehouse. A
Produce on Demand Product will be created as it is ordered. You indicate that a
product has the type of Produce on Demand when it is created in the OMS.
There are three different types of Produce on Demand Products. One is called Produce
on Demand (No Customization). This is used for items that will be the same each time
you create them, regardless of who orders them. The second type is called
Manufacture on Demand (Customized). This is used for items that will be different
each time you create them. This allows for the customization of the item when it is
being ordered. For example, an item like Business Cards would be defined as
Manufacture on Demand because each persons card would contain different
information. The third type is Electronic POD. Electronic POD is similar to a regular
Produce on Demand. The difference is that with an E-POD, the system will produce a
separate manifest for every order placed, where a regular POD will produce one
manifest for all orders for this product processed at once.
There are two different strategies to building Produce on Demand Products. They are:
• Build Produce on Demand Products as you need them for orders.

• Set parameters in the system that determine the quantity of Produce on
Demand Products to build daily.
Once the Produce on Demand request is issued from the OMS (either as a result of an
order, or from your command) it is transmitted to the WMS where it is processed by a
Wave. A Production form prints in the warehouse (as long as you have selected it to
print in the Wave). This form indicates the quantity of the product to print.
Section Topics
• Defining a Produce on Demand (No Customization) or an Electronic POD

Product on page 47
• Building Produce on Demand Products “On the Fly” on page 47
• Building Produce on Demand Products Daily on page 47
• Building Produce on Demand Products Manually on page 48
• Defining a Manufacture on Demand (Customized) Product on page 48
• Building Manufacture on Demand Items on page 49

Defining a Produce on Demand (No Customization) or an

Electronic POD Product
A Produce on Demand Product is created / defined by following the same steps as

Defining / Editing Products Manually. The difference between creating a regular
product and a Produce on Demand Product is to select the Produce on Demand option
from the drop down list in the Create / Edit Products Screen.
To create a Produce on Demand Product:
1. Follow the steps for Defining / Editing Products Manually on page 28.
Note: On the Create / Edit Products Screen, in the Produce on Demand

drop down list, you must select Produce on Demand (No
Customization) or Electronic POD. For more information on this
screen see the Create / Edit Products Screen – Basic Information on
page 30.
Building Produce on Demand Products “On the Fly”
You may elect to build Produce on Demand Products as orders are placed for them.
You might use this feature if the daily demand for the product is not the same.
Settings to build Produce on Demand Products “on the fly”:
1. Define a Product as Product on Demand. For details see Defining a Produce on

Demand (No Customization) or an Electronic POD Product on page 47.
2. From the OMS Menu choose Setup > System > Basic System Information
(Required).
3. On the System Information Screen select Yes in the Auto Build Kits & Produce on
Demand Products When Processing Orders Field.
4. Click Save.
Building Produce on Demand Products Daily
You may build Produce on Demand Products once daily. It is beneficial to use this
feature when you have the same daily demand for the product. You would only have
to set up the print run once a day instead of numerous times as orders for it come in.
Since you do not store Produce on Demand Products in your warehouse, only use this
feature if you know for certain that you will use the products the same day you print
them in fulfillment orders.

To build Produce on Demand Products daily:
1. From the OMS Menu choose Setup > System > Basic System Information
(Required).
Demand Products Daily field.
3. Click Save.
4. Follow the steps for Defining / Editing Products Manually on page 28.
Note: On the Create / Edit Products Screen, you must complete the
following fields. For detailed information on this screen see the
Create / Edit Products Screen – Basic Information on page 30. For
detailed information on these fields see the Warehouse Parameters
Tab on page 31.
• Reorder Point
• Reorder Amount
Building Produce on Demand Products Manually
You may issue a request to build Produce on Demand Products Manually through the
system. This allows you to create Produce on Demand Products when needed, and
keep an actual on-hand balance of the item. This is a similar process to Pre-Building
Kits, where you have the inventory on-hand, ready for when an order comes through
for it.
To build Produce on Demand Products manually:
1. From the OMS main menu, select Inventory > Control > Produce On Demand
Assembly
2. In the product search string box, type in the Product ID and click Search
– or –
Click Search and then select the product of your choice
3. Enter the quantity you wish to produce
4. Click Submit
Defining a Manufacture on Demand (Customized) Product
A Manufacture on Demand Product is defined by following similar steps as Defining /

Editing Products Manually. The difference between creating a regular product and a

Manufacture on Demand Product is to select the Manufacture on Demand option from

the drop down list in the Create / Edit Products Screen.
Manufacture on Demand Products are designed to be customized in some fashion

during Order Entry. In order to allow a user to customize these items, you can use the
built in Customization Codes option, previously used for Drop Ship Offers only. Or
you have the ability to integrate with 3rd party programs that will take the users
outside of PRO-MAIL to customize the items, then be brought back in to finish
placing their order. You also have the option to include Raw Materials that will be
used to create the Manufacture on Demand item.
To create a Manufacture on Demand Product:
1. From the OMS main menu, select Inventory > Define > Create/Edit Products.
2. Select New to create a new MOD product, or select Search to change an existing
MOD product.
3. Choose Manufacture on Demand from the Produce on Demand drop down list.
This will open up new tabs on the top of the screen.
4. (Optional) Choose the Raw Materials Tab. Search for and select all the products
that will be used as raw materials for this item.
5. (Optional) Under the Offer Information tab, choose an Offer Customization Code
to use for customization of the item in the Order Entry screen. These are the same
customization codes used for Drop Ship Offers.
6. Click Submit.
Building Manufacture on Demand Items
Once Manufacture on Demand items have been defined in the system, orders
can be placed for them as normal.
When an order is placed for a Manufacture on Demand item, a Manufacture

on Demand form will print in the warehouse. This form is selected in the
Warehouse Wave as an Output Type. When this form prints, it needs to be
confirmed in the WMS similar to a Produce on Demand or Kit Assembly.
To confirm MOD Orders:
1. In the WMS, go to Production > Assemble/Manuf.

2. (Optional) Click on Manufacturing Orders Received in Manufacturing.
Note: This step tells the system that the raw materials have been received
into the manufacturing area.

3. Click on Finished Manufacturing Orders.

4. Enter Manufacture on Demand ID and click Submit.
5. Click Confirm to print Pick Slip and confirm MOD build.
– Or –
De-select the ‘Print Pick Slip Now’ box to indicate the inventory is to be put away
for future shipping.
6. Click Confirm
Note: If inventory is put away in the warehouse for future shipping, you
will have the ability to process your Warehouse Wave at a later date
to produce the Pick Slip that will indicate where the MOD item is in
inventory.
Set MOD Due Dates
You can define a specific number of days in which to complete an MOD. These are
called Production Turn Days.
Production Turn Days are used to calculate the production due date for MOD build
requests. The Due Date will appar on the printed MOD Manifest.
The Production Turn Days are defined as the number of weekdays from the time the
shopping order is processed, based on the Turn Days value that has been set for the
OMS. MOD due dates can also be set on a per-product basis using the “Lead Days”
field within the product setup screen. Product “Lead Day” values will override the
production Turn date set for the account.
If a single order has more than one MOD offer, the system will use the due date that is
farthest out as the due date for all of the items. For example, if business cards
requiring 1 Turn Day are ordered along with complex folders requiring 3 Turn Days,
both MOD manifests will dipsly the Production Due Date based on 3 Turn Days.
To Set the Default Turn Days:
1. In the OMS, go to Set Up > System > Basic System Information (Required).
2. Under the Product Options section, enter a value into the ‘Production Due Days for
MOD Orders’ field.
3. Save your changes
This sets a default for all MOD’s in the system.

To Set a Turn Days Value by MOD:
1. In the OMS, go to Inventory > Define > Products > Create/Edit Products.
2. Bring up the MOD in question.
3. In the basic information of the item (above the product tabs) fill in the lead days
for this item.
4. Save your changes.

Cost Centers
Cost Centers
Costs are associated with products. Revenue is associated with offers. From a cost
analysis standpoint, we can examine the cost of products shipped / sold.
A Cost Center is a category assigned to a product or group of products that allows you
to compute the total value of products shipped by the Cost Center grouping.
• Defining / Editing Cost Centers on page 52.

• Applying Cost Centers to Products on page 53.
Defining / Editing Cost Centers
A Cost Center is a category assigned to a product or group of products that allows you
to compute the total value of products shipped by the Cost Center grouping.
To define / edit Cost Centers:
1. From the OMS Menu choose Setup > Item > Define Cost Centers.
2. On the Cost Centers Setup Screen, drill into a line to edit the Cost Center.
—or—
On the Cost Centers Setup Screen, click New to define a new Cost Center if one
has already been created.
—or—
If no Cost Centers have been created, the New Record box automatically opens.
3. Complete the fields in the New Record box. For detailed information on this
screen see the Cost Centers Setup Screen, New Records Box on page 53.
—or—
Complete the fields in the Record box. The fields are the same as in the New
Record box, with the addition of a Delete button when the Cost Center is not tied
to a product.
4. Click Save.
—or—
Click Another.

Sample Screen
Cost Centers Setup Screen, New Records Box
Screen Definition
Here are the descriptions for the fields included on the Cost Centers Setup Screen:
Cost Center ID: (required) Enter an identifier for this Cost Center.
Cost Center Description: (required) Enter a description identifier for this Cost
Center..
Note: If the cost center is not tied to a product, a delete button will display to
allow you to delete the cost center. If the delete button does not display,
the cost center is associated with a product. Edit the product to remove the
cost center prior to deleting.
Applying Cost Centers to Products
Once you have created your Cost Centers, you can apply them to products.
To apply Cost Centers to products:
1. Follow the instructions for Defining / Editing Products Manually on page 28.
Note: On the Create / Edit Products Screen, in the Cost Center field, you
must select a Cost Center from the drop down menu.

Assigning Unassigned Products
Customer service representatives usually add new products to the OMS before they
arrive on the warehouse receiving docks. Sometimes, a new product might arrive at
the warehouse before the CSR creates it in the OMS. The WMS allows the warehouse
worker to receive the product into inventory, and have the CSR assign it a Product ID
at a later time. The CSR receives an E-mail about the unassigned product, if the OMS
is setup to send these types of messages (Setup > Table Maintenance > E-mail Profile
> Setup, Inventory Receipt field).
This section describes how to assign a Product ID to a product that was received in the
warehouse before it was created in the OMS. For details on receiving an unknown
product into the WMS see the chapter on Receiving Unknown Products in the WMS
manual.
Section Topics
• Through the OMS on page 54

• From an E-mail on page 56
Through the OMS
You can assign unassigned products through the OMS.
To assign unassigned products:
1. From the OMS Menu, select Inventory > Maintenance > Assign Unassigned
Products.
2. On the Unassigned Products Screen, drill into the line that describes the products
to which you want to assign a Product ID. The screen changes and populates with
information on this product.
3. Click New to make this product a new product.
a. On the Create / Edit Product Screen, complete the fields as needed. For
more information on this screen see the Create / Edit Products Screen –
Basic Information on page 30.
b. Continue to follow the instructions for Defining / Editing Products
Manually on page 28.
—or—
Enter an existing Product ID into the Product ID field or an existing description
into the Description field and click Search to assign this product to a Product ID /

Description that already exists. For detailed information on search techniques see
page 6.
Note: If you want to search by Product Description, delete the text in the
Product ID field before you click Search.
4. The product’s information populates on the screen. Click Submit to accept the
assignment. For detailed information on this screen see the Assign Unassigned
Products Screen on page 55.
Sample Screen
Assign Unassigned Products Screen
Screen Definition
Here are the descriptions for the fields on the Assign Unassigned Products Screen:
Owner: (read only) This is the inventory Owner that was selected during the
receiving process.
Product ID: (read only) This is the text that was entered into the Product ID field
during receiving. If no Product ID was entered the system assigned the product an ID
starting with UNK.
Version: (read only) This field is for future use.
Description: (read only) This is the text that was entered into the description field
during receiving to describe the product.
Warehouse System: (read only) This is the WMS into which the product was
received.
Date/Time: (read only) This is the date and time that the product was received into
the WMS.

Received From: (read only) This is the place from which the product was received.
This reflects the information that was entered into the Received From field during the
receiving process.
Receipt Quantity: (read only) This is the total amount of the product that was
received.
Selected Owner: (required) Select the inventory Owner from the drop down menu.
Default is the Owner that was assigned by the warehouse.
Product ID: (required) Enter the Product ID of the product if known.
Description: (required) Enter the Description of the product if known.
Search: Click this button to locate an existing product to which this product will be
assigned.
P.M. ID: (read only) This is the Unique ID that the OMS assigned to the product.
Product ID: (read only) This is the Product ID that you found for the unassigned
product.
Version: (read only) This is the version of the product that you will assign to the
unassigned product, if any.
Description: (read only) This is the description of the product that you will assign to
the unassigned product.
From an E-mail
You can assign unassigned products from an E-mail.
To assign an owner via E-mail:
1. In your personal E-mail account, open your Unassigned Product Received E-

mail.
2. Click on the link to Assign Owner Now.
3. On the Associate Owner Search Screen, click Search or New.

Valuation
Valuation refers to tracking the value of inventory in your warehouse. There are two
features for tracking the value of inventory in Pro-Mail. These include Simple
Inventory Valuation and FIFO Inventory Valuation.
FIFO Inventory Valuation provides the ability to track the value of a product when its
value changes over time. This is commonly used when you need to track the value of
products you are purchasing.
Simple Inventory Valuation also known as Product Valuation, is most commonly used
in calculating product value for insurance purposes. This feature allows you to assign
a static value to each product. Reporting provides a breakdown of products, quantities
and their respective values.
Section Topics
• FIFO Inventory Valuation on page 57

• Simple Inventory Valuation on page 65
FIFO Inventory Valuation
FIFO Inventory Valuation provides the ability to track the value of a product when its
value changes over time. This is commonly used when you need to track the value of
products you are purchasing.
Valuation is the process of valuing inventory receipts. Inventory receipts assign a

value either:
• After inventory is received through the Value Receipts option

• Automatically when the inventory is received, using the Valued Product Auto
option
• Before inventory is received when it is recorded On Order
Example
You may purchase envelopes where the cost may vary based on time of purchase or
quantity purchased. FIFO Valuation provides the ability to report the current value of
products based on first in, first out accounting principles.

Valuation
To assign a value to products:
1. Mark the product as a valued product. For more information on this topic see
Marking Products for Valuation on page 58.
2. Value the inventory receipt. For more information on this topic see Valuing
Receipts on page 60.
3. Recalculate Pull Values. For more information on this topic see Recalculating Pull
Values on page 61.
4. Value any adjustments. For more information on this topic see Valuing
Adjustments on page 64.
Section Topics
• Valuation Logic on page 58

• Marking Products for Valuation on page 58
• Valuing Receipts on page 60
• Recalculating Pull Values on page 61
• Valuing Adjustments on page 64
• FIFO Valuation Reports on page 64
Valuation Logic
The value of a Pull is computed at Pull Confirmation time with the assumption that all
of the receipts have been assigned a value. Receipts not valued at the time of the Pull
may be valued later. In this case the User will then need to utilize one of the following
options:
• Recalculate Pull Values from the Value Receipts option

• Recalculate Pull Values from the menu option
• Recalculate Pull Value for ALL Products
The system calculates the Pull Value based on the FIFO methodology. It does not
matter to the System in which order Units are actually (physically) pulled; the System
always applies FIFO methodology.
Marking Products for Valuation
You must be in the correct OMS to value Products. You may value all products or
only specific products.

Globally
There is a global setting that when turned on allows you to value all new products you
create. Products that have already been created are not affected by this global change.
To mark all newly created products as valued:
1. From the OMS Main Menu, select, Setup > System > Basic System Information
(Required).
2. On the System Definition Screen, in the Default Valued Product field, select Yes.
3. Keep the Default FIFO in the Accounting Treatment drop down menu.
4. Click Save.
Individually
You may not need to value all the products in your OMS. There is an option in the
OMS to value specific products.
To mark specific products as valued:
1. From the OMS Main Menu, select Inventory > Define > Create/Edit Products.
2. Search for a product to edit. For more information on search techniques see page 6.
—or—
Define a new product. For more information on defining new products see
Defining / Editing Products on page 28.
3. On the Create / Edit Products Screen, in the Valued Product field, select Yes. This
allows you to record a different value for each inventory receipt. For more
information on this screen see the Create / Edit Products Screen – Basic
—or—
On the Create / Edit Products Screen, in the Valued Product field, select Auto.
You will be prompted to enter a value. Selecting Auto will value the product
automatically upon receipt based on the figure you enter into the ‘Value’ field on
the Create / Edit Products Screen.
4. Click Submit.

Valuation
Valuing Receipts
When a product is valued, you must value each inventory receipt.
Note: If you have selected to automatically value the product, you do not need to
value the receipt. It is valued automatically based on the figure you
entered into the Value field on the Create / Edit Products Screen.
To value receipts:
1. From the OMS Main Menu, select Inventory > Valuation > Value Receipts.
2. On the Value Receipts Screen, search for a product to value. For more information
on search techniques see page 6. All the Receipts for the selected Product display.
3. Drill into a Receipt to value it.
4. Complete the fields as needed. For more information on this screen see the Value
Receipts Screen on page 60.
5. (optional) Select Yes in the Recalculate Pull Values Now field to perform a
recalculation on products that have already been pulled. Select No to perform this
at a later time. For instructions on performing this later see Recalculating Pull
Values on page 61.
6. Click Submit.
Sample Screen
Value Receipts Screen
Screen Definition
Here are the descriptions for the fields on the Value Receipts Screen:
Product ID: (read only) This is the Product ID of the product you were expecting.

Product Description: (read only) This is the description of the product you were
expecting.
Inventory Type: (read only) This describes the type of product. Products can have an
inventory type of Product, Produce on Demand or Kit.
Owner: (read only) The Owner of the inventory.
Date / Time: (read only) This is the date and time the inventory was received.
Quantity: (read only) This is the amount of the product that was received.
Current Value: (read only) This is the current value of the inventory receipt, if any
Details: (read only) This field lists where the receipt was shipped from and how it was
shipped.
# Details: (required) Enter the number of lines you need to value the receipt. More
than one line may be needed when one portion of the product receipt has a different
value than another portion. Default is 1.
Quantity: (required) Enter the quantity of products to value. This field auto populates
with the entire receipt amount.
Price Type: (required) Select either Each or Per Thousand from the drop down
menu. Default is Each.
Unit Price: (required) Enter the value per unit for the product.
Ext. Price: (required) Enter the Extended Value for the product. This value is
automatically computed based on entries made in the Quantity, Unit Type and Unit
Price fields.
Recalculate Pull Values: (required) Select Yes to Recalculate Pull Values now.
Select No to skip the recalculation.
Recalculating Pull Values
Recalculating Pull Values is a powerful feature that should only be used when you
need to wipe out old valuation data and start fresh. You can use this feature for an
individual product or for all products.

Valuation
Section Topics
• By Product on page 62
• Globally on page 63
By Product
Recalculating Pull Values is used to recalculate the pull values of individual products
from a certain point in time, rather than recalculating them all at the same time.
To Recalculate Pull Values:
1. From the OMS Main Menu, select Inventory > Valuation > Recalculate Pull
Value.
2. On the Value Receipts Screen, search for a product for which to Recalculate Pull
Values.
3. Complete the fields as needed. For more information on this screen see the
Recalculate Pull Values Screen on page 62.
4. Click Recalculate Values NOW.
Sample Screen
Recalculate Pull Values Screen
Screen Definition
Here are the descriptions for the fields on the Recalculate Pull Values Screen:
Starting Date: (required) Enter the date from which you would like to begin the
recalculation.
Part Number: (read only) This is the Product ID
Description: (read only) This is the Product Description.

Globally
Recalculating Pull Values is used to wipe out the pull values of all products rather
than recalculating them individually.
To recalculate pull values globally:
1. From the OMS Main Menu, select Utilities > Exceptions > Recalculate Pull
Values for ALL Products.
2. On the Recompute Values for ALL FIFO Valued Products Screen, click
Recompute Values Now. For more information on this screen see the Recompute
Values for ALL FIFO Valued Products Screen on page 63.
Sample Screen
Recompute Values for ALL FIFO Valued Products Screen
Screen Definition
Here is the description for the button on the Recompute Values for ALL FIFO Valued
Products Screen:
Recompute Values Now: Click this button to recompute values for all FIFO valued
products.
Valuing Unvalued Pulls
This feature is used to value unvalued pulls when you have not selected to Recalculate
Unvalued Pulls when you valued your receipts. This might happen when you are
entering a price of an unvalued receipts or changing a price when a pull has already
been made.
Note: You should never need to value unvalued pulls when you value inventory
receipts before products can be pulled against them.

Valuation
To value unvalued pulls:
1. From the OMS Main Menu, select Inventory > Valuation > Value Pulls.For more
information on this screen see the Value Unvalued Pulls Screen on page 64.
2. On the Value Unvalued Pulls Screen, click Assign Values Now.
Sample Screen
Value Unvalued Pulls Screen
Screen Definition
Here is the description for the field on the Value Unvalued Pulls Screen:
Assign Values Now: Click this button to assign values to the Unvalued Pulls.
Valuing Adjustments
Adjustments to inventory are also valued. The OMS automatically calculates

adjustments to voided receipts and negative adjustments. You must manually
calculate positive inventory adjustments.
• Voided Receipts
A voided receipt is a reduction in inventory. The system backs out the Void
and calculates the value of the voided receipt based on FIFO.
• Negative Adjustments
A negative Adjustment is considered a usage of Inventory (just like a Pull)
and therefore results in a reduction in Value based on FIFO.
• Positive Adjustments
A positive Adjustment is treated in the same manner the system treats a
Receipt. This allows Users the opportunity to value Adjustments
independently of the Receipt itself. For information on how to value receipts
see Valuing Receipts on page 60.
FIFO Valuation Reports
There are several FIFO Valuation Reports in the OMS:

• FIFO Inventory Valuation Report

The FIFO Inventory Valuation Report displays Valuation information for a
point in time.
• Inventory Valuation Activity Report
The Inventory Valuation Activity Report displays Valuation information for a
specific date range. This report should only be used as a supporting document
to provide the details for data presented on other FIFO Inventory Reports.
• Unvalued Receipts Report
The Unvalued Receipts Report displays the Receipts for all valued products
that are still waiting to be valued.
• Product Transaction Summary with FIFO Cost Report
The Product Transaction Summary with FIFO Cost Report displays Valuation
information for Receipts, Shipments and Adjustments for a specific data
range.
• Transaction Report with FIFO Cost
The Transaction Report with FIFO Cost Report displays Valuation
Information for transaction types of the users choice.
Simple Inventory Valuation
Simple Inventory Valuation also known as Product Valuation, is most commonly used
in calculating product value for insurance purposes. This feature allows you to assign
a static value to each product. Reporting provides a breakdown of products, quantities
and their respective values.
Defining Simple Inventory Valuation
Simple Inventory Valuation is defined on the Create / Edit Products Screen.
To define Simple Inventory Valuation:
1. Follow the steps to create or edit a Product. For information on this topic see
Defining / Editing Products Manually on page 28.
Note: Be sure to enter a price in the Value field to record the product’s
value.
Simple Inventory Valuation Report
There is one report that captures Simple Inventory Valuation:

Valuation
• Simple Inventory Valuation

The Product Valuation Report is based on the static value as entered into the
product value field. The Unit Price column on the Product Valuation Report
should be equal to the amount that was entered into the Value field on the
Create / Edit Products Screen. The Valued Product Yes / No flag does not
impact this report.

Expected Arrivals
Sometimes the CSR knows when inventory is expected to arrive at the warehouse.
When this is the case, you can create an Expected Arrival in the OMS. This function
allows you to enter the date, time and quantity of the product that will arrive at the
warehouse.
The goal of using this function is to make known that inventory for a product is
scheduled to arrive. This information is available on the Product Inquiry Screen, and
on reports in the WMS. The warehouse manager can use these reports as a scheduling
tool to make sure there are enough warehouse workers on-hand to receive and put
away the inventory.
This feature is also a good way to track partial receipts. For example, if you were
supposed to receive 5000 brochures, and you had entered this as an Expected Arrival,
but only 1000 arrived, Expected Arrival reports in the WMS would show this
outstanding balance.
Section Topics
• Recording Expected Arrivals on page 67

• Canceling / Modifying Expected Arrivals on page 69
Recording Expected Arrivals
Expected arrivals may be recorded any time you know that a product is due to arrive at
your warehouse.
To create an Expected Arrival:
1. From the OMS Menu choose Inventory > Control > Record Expected Arrivals
of Products.
2. On the Record Expected Arrivals Screen, complete the fields as needed. For more
information on this screen see Record Expected Arrivals Screen on page 68.
3. Click Submit. A confirmation screen displays and reads “Products Have Been
Updated.”
4. (optional) On the Confirmation Screen click Another to create an additional
Expected Arrival.

Expected Arrivals
Sample Screen
Record Expected Arrivals Screen
Screen Definition
Here are the descriptions for the fields on the Recorded Expected Arrivals Screen:
Warehouse System: (required) Select the WMS into which the inventory receipt will
be entered. Default is the WMS to which the OMS is attached.
Date/Time: (read only) This is the date and time that the Expected Arrival is entered
into the OMS.
Owner: (optional) Choose the Owner of the inventory from the drop down menu.
Default is blank.
Anticipated Arrival Date: (required) Enter the date the inventory is supposed to
arrive at the warehouse.
Arrival Time: (required) Enter the time the inventory is supposed to arrive at the
warehouse. If you do not know the time, select the Unknown check-box. Default is
Unknown check-box selected.
Our P.O. (optional) Enter your purchase order number.
Client P.O. (optional) Enter your client’s purchase order number. During receiving,
the warehouse workers can search by this P.O. number. It also displays in the Receipt
History portion of the Product Inquiry Screen.
Shipping From: (optional) Enter the place from which the product is being shipped.
Shipping Method: (optional) Enter the carrier on which the product is being shipped.

Comments: (optional) Enter comments for this Expected Arrival. These comments
display on Expected Arrival reports in the WMS.
Product: Enter the Product ID, Description or Unique ID into this field.
Search: Click this button to search for the product you entered in the field to the left.
For detailed information on search techniques see page 6.
Product: (read only) This is the Product ID of the product you are expecting.
Version: (read only) This is the version of the product you are expecting.
Description: (read only) This is the Description of the product you are expecting.
Expected Quantity: (required) Enter the quantity of the product you are expecting.
Canceling / Modifying Expected Arrivals
There may be times when you have recorded an Expected Arrival in the OMS, but the
quantity of the shipment was cancelled or modified. As a result you will never receive
the amount you had anticipated. In the OMS you may cancel or modify the Expected
Arrival to adjust or cancel the expected quantity.
To cancel an Expected Arrival:
1. From the OMS Menu choose Inventory > Control > Adjust/Cancel Expected
Arrivals.
2. On the Product Lookup Screen, search for a product for which to modify or cancel
the Expected Arrival. For detailed information on search techniques see page 6.
3. Modify the Expected Arrival:
a. On the Adjust / Cancel Expected Arrivals Screen, click Modify to change
information for the Expected Arrival. A Record Expected Arrivals Screen
opens. For more information see the Modify / Cancel Expected Arrivals
Screen on page 70.
b. On the Record Expected Arrivals Screen, modify information as necessary.
c. Click Submit. A confirmation screen displays.
—or—
Cancel the Expected Arrival:
a. On the Adjust / Cancel Expected Arrivals Screen, select the Cancel check
box to cancel the entire Expected Arrival. For more information on this
screen see the Modify / Cancel Expected Arrivals Screen on page 70.
b. Click Submit. A confirmation screen displays which reads “Expected
Arrival Cancelled Successfully.”

Expected Arrivals
4. (optional) On the Expected Arrival Confirmation Screen, click Another

Cancellation to cancel another Expected Arrival.
Sample Screen
Modify / Cancel Expected Arrivals Screen
Screen Definition
Here are the descriptions for the fields on the Cancel Expected Arrivals Screen:
Product ID: (read only) This is the Product ID of the product you were expecting.
Product Description: (read only) This is the Description of the product you were
expecting.
Version: (read only) This is the version of the product you were expecting.
Our P.O. (read only) This was your purchase order number for the product you were
expecting. This information displays on reports in the Project Management System.
Client P.O. (read only) This was your client’s purchase order number for the product
you were expecting. At receiving time, the warehouse worker can search by this P.O
to find the Expected Arrival. The P.O is recorded in the History Detail portion of the
Product Inquiry Screen. This information displays on reports in the Project
Management System.
Shipping From: (read only) This was the place from which the product was being
shipped.
Shipping Method: (read only) This was the carrier on which the product was being
shipped.
Quantity Expected: (read only) This is the quantity of the product that you were
expecting to arrive at the warehouse.
Received to Date: (read only) This is the quantity of the Expected Arrival that you
have received so far. If this field is blank than a quantity of zero has been received.
Arrival Date / Time: (read only) This is the date and time the product was expected
to arrive.
Cancel: (optional) Select this check box to cancel the entire Expected Arrival.

Modify: Click this button to modify the Expected Arrival. The Record Expected
Arrivals Screen opens and you can change information pertaining to the Expected
Arrival.

Purchasing Inventory (Purchase Orders)
You can define and print purchase orders within each OMS for material owned by you
or your client. When you record a purchase order in the system, the quantity on the PO
shows as ‘On-Order’ for the item. When you receive the item into the warehouse, the
system automatically reduces the On-Order quantity for the product. Once all of the
material on a PO has been received, the system closes out the PO.
Section Topics
• Defining Vendors on page 72

• Setting Purchase Order Defaults on page 73
• Recording a Purchase Order on page 74
Defining Vendors
Purchase orders are recorded for specific vendors. Your vendor will need to exist in
the system before you create the PO.
To Create a Vendor:
1. In the OMS, go to Inventory > Control > Create/Edit Vendors.

2. Click New to create a new vendor record.
3. Fill in the fields as directed below.
4. Save your new vendor record.
Sample Screen

Screen Definition
Vendor Id: (required) Enter the vendors unique ID. This can be alpha or numeric.
Name: (required) Enter the company name for your vendor. This is the name as it will
appear on printed purchase orders.
Contact Name: (required) Enter the name of the main contact at your vendor.
Email Address: (optional) Enter this contact’s email address.
Status: (required) Enter this vendor’s current status. Your options include:
• Active –
• Inactive –
• Historical –
Hold: (optional) Check this box to put this vendor on Hold.
Address Info: (optional) Enter the Address lines for this vendor.
Comments: (optional) Enter any comments to keep track of dealings with this
vendor.
Setting Purchase Order Defaults
Before you create your first Purchase Order in the system, you’ll need to set the
defaults. This tells the system which image to use as your remit address, whether to
use a custom form, and what the next sequential PO number should be.
To set your Purchase Order Defaults:
1. In the OMS, go to Set Up > Item > Purchase Order Set Up.
2. Fill in the fields as directed below.
3. Save.
Sample Screen

Screen Definition
Purchase Order Logo: (optional) This is your remit address image that will appear in
the upper left corner of the printed purchase order. Enter the directory for your image
(likely sqlimages) and click Browse.
Next PO Number: (optional) Purchase Orders are assigned sequential ids. You can
tell the system where to start the numbering.
Custom Purchase Order Form: (optional) If you don’t want to use our standard PO
form, you can create a custom form. When you check this box, the system will display
two additional fields: Report File (the .rpt file replacing the standard form) and the
stored procedure to generate the form.
Recording a Purchase Order
You can define and print purchase orders in the system. The quantity in the purchase
order will display as an On Order quantity. If the item is a valued product, the system
will use the Purchase Price as the item’s value when it is received.
To Create a Purchase Order:
1. In the OMS, go to Inventory > Control > Create/Edit Purchase Orders.

2. Fill in the Purchase Order id and reference numbers.
3. Click the ‘gear’ icon to search for a vendor. For instructions on creating a vendor,
see Defining Vendors on page 72.
4. Select the owner, fill in the Ship To information, and enter any applicable
comments.

5. Click the ‘plus’ icon to add products to the purchase order. This changes the screen
to a product list. Check the box beside each product you want to purchse. Click
OK. This returns you to the Purchase Order entry screen.
Select Products
6. Click Save.

Discontinuing / Replacing Products
The Discontinue / Replace process gives you the ability to halt the use of a product
while handling such issues as pending orders, kits and offers that it may be in. For
example, your client may stop distributing a product when you still have inventory for
it in your warehouse. In this case you would discontinue it.
Products are discontinued at the product level, not at the product version level. When
you discontinue a product, you have the option to replace it with another product. The
system updates all orders, kits, and offers automatically if you elect to do this. The use
and replacement of product versions are handled automatically through version
control.
You have the option to reactivate discontinued products. For more information on this
topic see Reactivating Discontinued Products on page 82.
To discontinue / replace products:
1. From the OMS Menu choose Inventory > Maintenance > Discontinue/Replace.
2. On the Discontinue / Replace Products Lookup screen, Search for the product you
want to discontinue. For detailed information on performing searches, see page 6.
3. Search for a replacement product if necessary or select None. Default is None. For
detailed information on performing searches, see page 6.
Note: When the search is complete, the Discontinue / Replace Products

screen replaces the Product Lookup screen. The None check box is
deselected and the replacement product is listed under the Search
button. The selections in the Offer Treatment and Kit Treatment
boxes changed and now read Inactivate and Replace instead of
Inactivate and Remove.
4. On the Discontinue Replace Screen, complete the fields as needed. For detailed
information on this screen, see Discontinue / Replace Screen on page 77.
5. (optional) Click Add Products to choose more products to discontinue. The
Discontinue / Replace Products Lookup Screen replaces the Discontinue / Replace
Products Screen. Repeat steps 2-4.
6. (optional but recommended) Click Display Cancellation Listing Now. The screen
expands to include a Cancellation Impact Listing. For an example of this listing,
see the Display Cancellation Listing Results Screen on page 78.
7. Click Discontinue Now to complete the Discontinue / Replace process. A
Confirmation Screen replaces the Discontinue / Replace Products Screen. It
outlines the changes that were made. For detailed information on the fields on the
Confirmation Screen, see the Display Cancellation Listing Results Screen on
page 79.

Sample Screen
Discontinue / Replace Screen
Screen Definition
Here are the descriptions for the fields on the Discontinue / Replace Screen:
Product ID: (read only) The client's ID or SKU identifier used to recognize a product.
Description: (read only) A description used to provide information about the product.
(Replacement) None: (optional) Select this check box if you are not replacing the
discontinued product with a different product.
(Replacement) Search: Click this button to search for a replacement for the
discontinued product.
Recall Unshipped Shipping Orders: (required) Select Yes in the Recall Unshipped
Shipping Orders box to issue an intercept notice in the warehouse. This notice
indicates not to ship any Pick Slips that contain this product. Select No, to ship
unshipped Pick Slips that contain this product.
Offer Treatment: (required) Select Inactivate to inactivate ALL offers that contain
the discontinued product. An Inactivated offer cannot be ordered. Select Remove to
take the discontinued product out of ALL offers it was in. Select Replace if you
indicated that you will replace the product with another one. This will replace the
discontinued product in ALL offers, leaving the offers active.
Kit Treatment: (required) Select Inactivate to inactivate ALL Kit Compositions that
contain the discontinued product. An Inactive kit cannot be ordered and therefore will
not be available in Order Entry. Select Remove to take the discontinued product out of
ALL Kit Compositions it is in. Select Replace to replace the discontinued product in
all Kit Compositions in which it is found, with the replacement product. If you select

Replace, the system will create a new active composition of the kit and inactivate the
original.
Deactivate: (optional) Checking this box will Deactivate the product in addition to
discontinuing it. Deactivating a product is the equivalent of purging the item.
Deactivated products will not show up on any reports, including history reports. While
there is a utility to re-activate a deactivated product, we only recommend deactivating
if you are sure you will not need to refer to this product again. See Deactivating
Products on page 80.
Add Products: Click this button to discontinue / replace more products at the same
time.
Display Cancellation Listing: Click this button to display a list of offers, kits and
orders that will be affected by the discontinue / replace process. Review this list to see
the impact the discontinue / replace process will have in your OMS. For more
information on this screen see the Display Cancellation Listing Results Screen on
page 78.
Discontinue Now: Click this button to complete the discontinue / replace process.
Sample Screen
Display Cancellation Listing Results Screen
The Display Cancellation Listing Results Screen shows what affect the discontinue /
replace process will have in your OMS.

Sample Screen
Confirmation Screen
Screen Definition
Here are the field descriptions for the information on the Confirmation Screen. The
criteria for the discontinue / replace are listed below the results box. For more
information on the criteria used, see the Discontinue / Replace Screen on page 77.
Products Discontinued: (read only) The number of products that were discontinued.
Products Replaced: (read only) The number of products that were replaced.
Offers Inactivated: (read only) The number of offers that were inactivated.
Offers Changed: (read only) The number of offers that were changed.
Kit Compositions Inactivated: (read only) The number of Kit Compositions that
were inactivated.
Kit Compositions Created: (read only) The number of Kit Compositions that were
created.
Shipping Order Interceptions Initiated: (read only) The number of shipping order
interceptions that were initiated.
Backorders Adjusted: (read only) The number of backorders that were adjusted.

Deactivating Products
Deactivating Products
The purpose of deactivating products is to effectively remove them from your system
in cases where you will NEVER use them again, (similar to purging). The
deactivation procedure results in the following:
• The product may never be used for fulfillment again

• The product will not display on reports
• The product may only be viewed through the Advanced Product Inquiry
Screen.
Prerequisites to deactivating a product include:
• The product must be discontinued. For more information on discontinuing

products see Discontinuing / Replacing Products on page 76.
• The product may not exist in an offer with other active products (purging an
offer removes the link between the product and the offer. For more
information on purging an offer see Purge Offers on page 202.).
• The product must have a zero balance
• You must be fully confident you will NEVER use this product again.
Note: You do have the option to re-activate a deactivated product. For

information on this topic see Reactivating Deactivated Products on
page 84.
To deactivate products:
1. From the OMS Menu choose Inventory > Maintenance > Deactivate. (You can
also deactivate products in the Discontinue/Replace screen. For more information
about that see Discontinuing / Replacing Products on page 76.
2. On the Deactivate Products Lookup Screen, search for a product to deactivate. For
detailed information on performing a search, see page 6.
Note: Only the products that meet the deactivation criteria are returned in
the search. For more information on this criteria see Prerequisites to
deactivating a product include: on page 80.
3. (optional) Click Add More to deactivate additional products.

4. Click Deactivate Products to complete the deactivation process. A deactivate
products confirmation message pops up. Select Yes to continue. For detailed
information on this screen, see the Deactivate Products Screen on page 81.

Sample Screen
Deactivate Products Screen
Screen Definition
Here are the descriptions for the fields on the Deactivate Products Screen:
Add More: Click this button to deactivate more products.
Deactivate Products: Click this button to complete the deactivation process.

Reactivating Discontinued Products
Reactivating Discontinued Products
Products that were discontinued can be re-activated. Reactivating a product will allow
you to use a discontinued product in new offers and / or kits. It WILL NOT change
any offers, kits or orders altered by the discontinue process.
To reactivate discontinued products:
1. From the OMS Menu choose Inventory > Maintenance > Reactivate Disc.On
the Product Lookup Screen, search for a product to reactivate. For detailed
information on performing searches, see.page 6.
Note: Only products that have been discontinued display in the search
results.
2. On the Reactivate Discontinued Products Screen click Reactivate NOW to

complete the process. For more information on this screen see the Reactivate
Discontinued Products Screen on page 82. A confirmation screen displays. For
more information on the Confirmation Screen, see the Product has Been
Reactivated Confirmation Screen on page 83.
Sample Screen
Reactivate Discontinued Products Screen
Screen Definition
Here are the descriptions for the fields on the Reactivate Discontinued Products
Screen:
Reactivate Now: Click this button to complete the reactivation process.

Sample Screen
Product has Been Reactivated Confirmation Screen
Screen Definition
The Product has Been Reactivated Confirmation Screen shows that the product has
been reactivated.

Reactivating Deactivated Products
Reactivating Deactivated Products
Products that were deactivated may be reactivated. Reactivating a product will allow
you to use a deactivated product in new offers and / or kits. It WILL NOT change any
offers, kits or orders altered by the deactivation process.
To reactivate deactivated products:
1. From the OMS Menu choose Utilities > Exceptions > Reactivate Deactivated
Products.
2. On the Reactivate Products Lookup Screen, search for a product to reactivate. For
Note: The search only returns products that have been Deactivated.
3. (optional) Click Add More to select additional products to reactivate.

4. Click Reactivate Products to complete the process. A reactivate products
confirmation message pops up. Select Yes to continue. For detailed information on
this screen see the Reactivate Products Screen on page 84.
Sample Screen
Reactivate Products Screen
Screen Definition
Here are the descriptions for the fields on the Reactivate Products Screen:

Add More: Click this button to reactivate more products.
Reactivate Products: Click this button to complete the reactivation process.

Requesting Inventory for Shipping, Disposal or Production
Requesting Inventory for Shipping,

Disposal or Production
In the OMS you have the option to request inventory to be shipped, disposed of or
used for production purposes, without entering an order.
Section Topics
• Requesting Inventory for Shipping on page 86

• Requesting Inventory for Disposal on page 88
• Requesting Inventory for Production on page 91
Requesting Inventory for Shipping
Requesting inventory for shipping purposes is often used when your client asks you to
send a product back to them. This process does not create a fulfillment order. The
request is placed in the OMS, and transmitted to the WMS where it is processed by a
Wave. It does not process though a Stream in the OMS.
To request inventory for Shipping:
1. From the OMS Main Menu, selectInventory > Control > Other Requests.
2. On the Request Inventory Screen, select the Shipping Pull Type. For more
information on this screen see the Request Inventory Screen on page 86.
3. Click Submit.
4. On the Request Inventory for Shipping Screen, complete the fields as needed. For
more information on this screen see the Request Inventory - Shipping Screen on
page 87.
5. Search for the product to ship. For more information on search techniques see
page 6.
6. Click Submit.
Sample Screen
Request Inventory Screen

Screen Definition
Here are the descriptions for the fields on the Request Inventory Screen:
Pull Type: (required) Select the type of inventory request to perform. Default is
shipping. Your choices are:
• Shipping
Use this option to ship products from your warehouse to another location
when entering an order is not appropriate.
• Disposal
Use this option to move products out of your warehouse for destruction
purposes.
• Production
Use this option to move products from a location in your main warehouse to a
production area when they are going to be used for production purposes.
Warehouse System: (required) Select the warehouse system that houses the products
that are being requested. Default is the main warehouse.
Sample Screen
Request Inventory - Shipping Screen
Screen Definition
Here are the descriptions for the fields on the Request Inventory - Shipping Screen:
Date: (read only) The date and time the transaction is requested.

Warehouse System: (read only) The WMS to which the transaction will be posted.
Comments: (optional) Enter comments that pertain to the transaction.
Freight Carrier: (optional) Select the Freight Carrier to be used for shipping.
Freight Service: (optional) Select the Freight Service to be used for shipping.
Ship To: (required) Select to search for an existing address from your list of mailer
records or click ‘One Time Shipping Address’ to key in an address. If you’ll search for
an existing address, enter the company name, last name or zip code of the place to
which to ship the products. Click Search to find the corresponding address.
Product Search String: (optional) Enter a Product ID or Description to search for a

product for shipping.
Product: (read only) The product selected for shipping.
Version: (read only) The version of the product selected for shipping.
Description: (read only) The Description of the product selected for shipping.
Onhand: (read only) This is the total quantity of the product in the warehouse,
including marked or unavailable.
Marked: (read only) This is the total quantity that is currently marked for another use.
Reserved: (read only) This is the total quantity currently reserved for orders awaiting
approval or credit card authorization.
Max to Pull: (read only) This is the total quantity you can pull at this time.
Pull All: (optional) Check this box to have the system generate a pull request for the
entire “Max to Pull” quantity.
Quantity to Pull: (required) If you didn’t check the Pull All box, enter the quantity to
pull for shipment.
Clear Quantity: (optional) Click this button to clear the pull quantity and set it to
Zero for this item.
Requesting Inventory for Disposal
Your client may have products that are no longer to be used for fulfillment. They do
not want the products returned to them, rather, they want you to destroy them. This is
accomplished by using the Request Inventory for Disposal feature. This does not
create a shipping order in the OMS. The request does not process through a Stream. It

is transmitted to the WMS where it is processed by a Wave. It is important that in the

Wave through which the request will process, you have selected to print a Disposal
Manifest form.
Section Topics
• Defining Inventory Dispositions used for Disposals on page 89

• Requesting Disposals in the OMS on page 90
Defining Inventory Dispositions used for Disposals
When you request an inventory disposal, you have the option of assigning the
inventory a disposition. Dispositions are used to describe the condition of the product
that is being disposed of. They are user defined and must be created through a separate
menu before they will display in the drop down menu on the Requesting Inventory for
Disposals Screen. Examples of disposal dispositions may include damaged and
expired.
To define inventory dispositions for disposal:
1. From the OMS Main Menu, select Setup > Item > Inventory Dispositions Used
for Disposals.
2. On the Disposition Setup Screen, enter a Disposition Description.
3. Click Save to write the information to the table.
— or —
Click Another to write the information to the table and to create another
disposition.
Sample Screen
Dispassion Setup Screen
Screen Definition
Here is the description for the field on the Disposition Setup Screen:
Disposition Description: (required) Enter a description of the reason the products are
being disposed of.

Requesting Disposals in the OMS
Disposals can be created from both the OMS and WMS. Below are the procedures for
creating a disposal request in the OMS.
To request inventory for disposals from the OMS:
1. From the OMS Main Menu, select Inventory > Control > Other Requests.On the
Request Inventory Screen, select the Disposal Pull Type. For more information on
this screen see the Request Inventory Screen on page 86.
2. Click Submit.
3. On the Request Inventory - Disposal Screen, complete the fields as needed. For
more information on this screen see the Request Inventory - Disposal Screen on
page 90.
4. Search for the product to dispose of. For more information on search techniques
see page 6.
5. Click Submit.
Sample Screen
Request Inventory - Disposal Screen
Screen Definition
Here are the fields on the Request Inventory - Disposal Screen:
Disposition: (optional) Select a disposition that describes the condition of the

products from the drop down menu. For instruction on populating this drop down
menu see Defining Inventory Dispositions used for Disposals on page 89.

Authorized By: (required) Enter the name or initials of the person that authorized this
disposal transaction.

product to dispose of.
Product: (read only) The product selected for disposal.
Version: (read only) The version of the product selected for disposal.
Description: (read only) The Description of the product selected for disposal.
pull for shipment.
Zero for this item.
Requesting Inventory for Production
You can make a request for inventory to be used for production purposes through the
OMS and the WMS. The steps below pertain to the OMS.
To request inventory for production from the OMS:
1. From the OMS Main Menu, select Inventory > Control > Other Requests.
2. On the Request Inventory Screen, select the Disposal Pull Type. For more
information on this screen see the Request Inventory Screen on page 86.
3. Click Submit.

4. On the Request Inventory - Production Screen, complete the fields as needed. For
more information on this screen see the Request Inventory - Production Screen on
page 92.
5. Search for the product to send to production. For more information on search
techniques see page 6.
6. Click Submit.
Sample Screen
Request Inventory - Production Screen
Screen Definition
Here are the definitions of the fields on the Request Inventory - Production Screen:
Destination: (optional) Enter the place to which the inventory will be moved.

product for production.
Product: (read only) The product selected for production.
Version: (read only) The version of the product selected for production.
Description: (read only) The Description of the product selected for production.

pull for shipment.
Zero for this item.


Chapter 4
Working With Kits
The Pro-Mail Fulfillment Solution has an extensive kitting ability. It handles simple
kits and complex kitting issues well by managing and tracking multiple product
versions within kits.
Chapter Topics
• Defining Kits on page 96

• Building Kits on page 110
• Inquiring on Kits on page 123
• De-Kitting on page 124

Defining Kits
Defining Kits
Kits are defined and edited in the Order Management System (OMS). A kit is made up
of a group of products, called components, that are assembled together to form a new
product. Each group of components are known as a Kit Composition. Kit
Compositions are simply lists of products that are assembled together to form the kit.
Every kit has at least one composition, some have more. The OMS only recognizes
one current composition at a time. Pro-Mail chooses the current composition by
examining a kit’s Status (OK TO USE or DO NOT USE), and its Start and End Dates
when an assembly request is processed.
When you define a kit, you have the option to create a new Kit Composition or copy
an existing one. You can also convert an existing product into a kit.
Example
Kit Composition Diagram
In the Kit Composition Diagram above, CT-KIT-2009 has two compositions,

Composition 1 and Composition 2. Composition 1 is made up of components 35-40,
35-41, 35-42, 35-43. Composition 2 is made up of the same components as
Composition 1 with the addition of product 35-44.
Section Topics
• Defining / Editing a Kit on page 97

• Copying an Existing Kit Composition on page 106
• Converting a Product into a Kit on page 107
• Copying Existing Kits on page 109

Working With Kits
Defining / Editing a Kit
Kits are defined and edited in the OMS. Each kit has at least one composition which
indicates the products to be included in it, when the kit is built. The product version is
not specified when defining the Kit Composition.
When a kit assembly request is processed, the system chooses the version of each
product to include in the composition based on product Version Control Settings. For
more information on Version Control Settings see Defining / Editing Products on
page 28.
The unique combination of products and versions that make up a composition is

assigned a kit version identifier. This identifier consists of the Composition ID and a
sequential number corresponding to the unique combination of products and versions
in the composition. For an example of how this works see the Kit Composition
Diagram on page 110.
Once a kit composition is built, the system tracks the contents of the kit down to the
product version level. In the case a product version expires or is flagged as “DO NOT
USE” then the system automatically updates all kit versions containing that product
version and makes them unavailable for picking. For tracking reasons, once a
composition is built you may no longer edit the composition. Instead you create a new
composition.
To define or edit a kit:
1. From the OMS Menu, select Inventory > Define > Create/Edit Kits.
• On the Product Lookup screen click Search, to look for an existing kit for
editing. For detailed information on performing searches, see page 6.
—or—
• On the Product Lookup screen select an Owner from the drop down menu
and click New, to create a new kit.
2. On the Kit Maintenance Screen, complete the fields as necessary. For detailed
information on this screen, see the Here are the descriptions for the fields included
on the Kit Maintenance Screen: on page 99.
3. Click Add Composition to define the components of the kit.
a. On the Add Components Lookup screen, Click Search, to look for the
components that make up the composition of the kit. For detailed
information on this screen, see the Add Components Lookup Screen with
View / Copy Buttons on page 107. For detailed information on performing
searches, see page 6. The products you selected list in the Add Components
box. Continue searching and adding products to the composition until all
products for the kit are added.
b. On the Add Components Lookup, Products Added Screen indicate the
quantity of each product contained in the kit. The system defaults to the
quantity 1.

Defining Kits
c. (optional) Select Resequence Yes. The screen expands to include a Move

To column drop down box next to each line.
• Drop down the box next to the line you want to re-sequence and choose
the position to which you want it moved. Your choices are numbers with
“1” representing the top line. The screen changes and shows your line
rearranged.
• Repeat step c until the components are arranged to your liking.
d. Click Update Composition once all products have been added to the
composition. Additional compositions may be added to the kit by repeating
Step 3.
4. On the Kit Maintenance screen, complete the fields as needed. For detailed
• If you selected Yes, to create an offer from the kit, the screen expanded to
show Offer setup information. Complete the fields as needed. See Working
With Offers on page 143 for more information on offers.
5. Click the Save button.
Note: Once a composition of a kit has been built, you cannot edit that
composition. If you need to add or remove a product from a
composition you must create a new composition instead. You must
mark the old composition as DO NOT USE to prevent it from being
built. You can tell if a composition has been built because the
components are highlighted in grey on the Add Components
Lookup, Products Added Screen.

Working With Kits
Sample Screen
Kit Maintenance Screen
Screen Definition
Here are the descriptions for the fields included on the Kit Maintenance Screen:
Owner: (required) Enter the Owner of the inventory. It will either be yourself (as the
Product ID: (required) Enter the client's ID or SKU identifier used to recognize the
kit. The Product ID may be printed on the item or may just be the number that is used
when referring to an item. Maximum length is 50 alpha-numeric characters.
Product Description: (required) Enter a description used to provide information

about the kit.
Valued Product: (optional) Select one of the options below:
• Yes
Select Yes if this product’s value is tracked. The value of the “assembly
receipt” is computed automatically as the sum of the value of the component
pulls.

Defining Kits
• No
Select No if the value of the kit is not tracked.
• Manual
Select Manual to value kit assemblies like receipts as opposed to having this
computed automatically as it is when you select Yes.
Default is No. The default can be changed in the Default Valued Product field in the
Basic System Information screen by going to Setup > System Information > Basic
System Setup.
Serial Number Tracking: (required) Select No Serial Numbers from the drop down
menu if you will not use serial numbers to keep track of individual pieces of this
product. Select Record Only at Shipping Time from the drop down menu if you will
use serial numbers to keep track of individual pieces of this product. Default is No
Serial Numbers. Serial Number Tracking allows you to record serial numbers for
individual pieces of a product. This adds additional product security and
accountability. Serial Number Tracking is most often used in software distribution
where each piece of a product has a unique serial number.
Search: Click this button to change the product’s Owner.
purposes and can also be used when creating Zones in the Warehouse Management
System (WMS). Through the use of this option, you can have all Product types (e.g.
Hazardous Material) located in a designated Zone. Product Types include: Regular,
Regular Valuable, Bulky Valuable, Requires Safe, Refrigerated, Food,
Pharmaceutical, Ink, Hazardous Material, and RX Controlled.
Add Composition: Click this button to define the products that make up the kit.
Composition: (read only) The name of the composition. This is automatically

populated based on the information you entered on the Add Components Lookup,
Products Added Screen.
Current: (read only) The system decides the current composition and indicates it in
this field as either Yes or No. Default for a new composition is No. The current
composition may change each time the kit is requested. This can happen once the
composition has been built and / or another composition is not current. There can only
be one current composition per kit at a time.
Start Date: (read only) The date you can start using the composition. This is
automatically populated based on the information you entered on the Add
Components Lookup, Products Added Screen.
End Date: (read only) The date you will stop using the composition. This is
automatically populated based on the information you entered on the Add
Components Lookup, Products Added Screen.

Working With Kits
Status: (read only) This will display either OK TO USE or DO NOT USE based on
the information you entered on the Add Components Lookup, Products Added Screen.
Choose: (required) Select this check box to indicate the WMS to which this kit will be
tied. The system will automatically select this check box. In future releases you may
choose to which WMS you want the kit assigned.
System: (read only) This is the six character identifier that describes the WMS to
which the kit is associated.
System Description: (read only) This describes of the WMS to which the kit is
associated.
Rebuild Point: (optional) Enter a quantity that when reached will trigger a request to
build more kits. For more information on this topic see Building Kits on page 110.
Target Amount: (optional) Enter the number of kits that you want to build up to,
once the onhand balance reaches the Rebuilt Point. For example, you have a Rebuild
Point of 50 and a Target Amount of 150. When the onhand balance reaches 50 a
request is initiated to build 100 more kits to bring the total number of kits onhand to
150.
Count Frequency: (optional) Select how often inventory for this product will be
counted. This is for informational purposes only. Default is blank.
Billing Factor: (required) Enter a Billing Factor. Default is 1.0000. Billing Factors
allow you to charge your client for picking products. They are used in conjunction
with the “Charge for billing unit” which is setup from the OMS Menu, Setup > Client
Billing Setup > Define Pulling Charges. A Billing Factor of 1 keeps the Charge for
Billing Unit as it is. A Billing Factor of .5 doubles the Charge for Billing Unit. A
Billing Factor of 2 cuts the Charge for Billing Unit in half. For example, if you are
picking literature and the billing factor is set to 1 and your “Charge for billing unit” is
$.25 then the total charge to pick the item would be $0.25. If you are picking bulkier
items such as a VCR for example, you may charge a billing factor of .5 and keep the
Charge for Billing Unit $.25. The total charge to pick the item would be $0.50.
Details: Click this button to add a range of Billing Factors. The screen expands to
include From, To and Billing Factor fields.
Comments: (optional) Enter text that will display when the Offer ID is selected at
Order Entry time.
Tariff Code: (optional) Enter a Tariff Code. A tariff code is a product-specific alpha-
numberic code. This value will then display next to each Product on the Commercial
Invoice under a column heading of “HTS NR.” when printed from the WMS.
Shipping Signature Required: (Optional) Select Direct Signature Required if

Shipping Name on package must sign. Select Adult Signature Required if anyone over

Defining Kits
the age of 18 can sign. Select No Signature Required if package can be left without a
signatute.
Each Ships as a Separate Package: (Optional) Check this box if each Kit ships as a
separate package.
Lead Days: (Optional) Enter the number of days it will take to re-stock this item after
it has been ordered.
Prepacked in Set Qtys: (optional) Select this option to indicate that the Kit is
Prepacked in set quantities.
Value: (optional) Enter the value of the product here. This data is captured on
Inventory Valuation Reports.
will be used for Commercial Invoices. (This topic will be covered in another training
unit).
Height In. (optional) Enter the height of the product in inches.
Width In. (optional) Enter the width of the product in inches.
Length In. (optional) Enter the length of the product in inches.
Create Offer: (required) Select Yes to create an offer from this product. Select No if
you do not want to create an offer from this product. You can change this selection at
a later time. When you select Yes the Product Definition Screen expands. Default is
No.
Update Offers: (required) Select Yes to update changes to the Offer. Select No if the
changes should be retained on the product only. Once you have created an offer from
the product and saved it, the Create Offer from Product selection is replaced by the
Update Offers selection. Default is Yes.
Order Limit: (optional) Enter the maximum amount of this product that one person
can order at a time.
which the offer will display on the Order Entry screen. Offers that have no sort key
display before those with one. Alphabetical order by Offer ID determines their
sequence. Offers are arranged in Sort Key order from lowest to highest number.

Working With Kits
Start Date: (optional) Enter the date the Offer will be available for ordering.
End Date: (optional) Enter the date the Offer will no longer be available for ordering.
Categorization: (optional) Choose the appropriate Offer Sort Levels and Offer Sort
Groups for your offer. Although this field is optional, if you do not select a category
for your offer it will not display on the Order Entry screen if you use a category type
view.
Feature: (optional) Select the check box next to the level where you would like the
offer featured. Featured offers are displayed above the offers on the Order Entry
screen. If your Order Entry screen is sorted by category, the featured items are
displayed in the level you have designated. When a user clicks on a featured item, they
are redirected to that offer.
Sample Screen
Add Components Lookup Screen
Screen Definition
Here are the descriptions for fields included on the Add Components Lookup Screen:
Product ID: (read only) The Kit ID.
Description: (read only) The Description of the kit.
Composition: (required) Enter a name for the composition. The system automatically
assigns it a numerical name. You can change this.
Current Composition: (read only) The system decides the current composition and
indicates it in this field as either Yes or No. Default for a new composition is No. The
current composition may change each time the kit is requested. This can happen once
the composition has been built and / or another composition is not current. There can
only be one current composition per kit at a time.
Start Date: (optional) Enter the date you want to start using this composition.
End Date: (optional) Enter the date you want to stop using this composition.
Status: (required) Choose either OK TO USE or DO NOT USE from the drop down
menu. Default is OK TO USE.

Defining Kits
Search String: Enter the Product ID, Description or Unique ID you for which you
would like to search.
Update Composition: Click this button to save the composition you created and
return to the Kit Definition Screen.
Note: You still have to click the save button on the Kit Definition Screen to add
the new composition to the kit.
Product Maintenance: Click this button to return to the Kit Definition Screen
without saving changes to the composition.
View Copy Compositions: Click this button to look at and / or copy a composition of
the kit.
Sample Screen
Search Returned Screen
Screen Definition
Here are the descriptions for the fields on the search returned screen:
All: (optional) Select this check box to add all items returned by the search to the
composition.
Select: (required) Select the check box to indicate which items to add to the kit
composition.

Working With Kits
Sample Screen
Add Components Lookup, Products Added Screen
Screen Definition
Here are the descriptions for the new fields included on the Add Components Lookup,
Products Added Screen:
Product ID: (read only) This is the ID you gave to the kit.
Description: (read only) This is the description you gave to the kit.
Weight: (optional) Enter the weight of the kit composition.
Note: If all of the products in the composition have weights defined, the system
will calculate the composition weight for you. No need to fill in this field.
Weight Type: (required) Select the unit by which the weight is measured. Default is
Oz.
Quantity: (required) Enter the quantity of the product that belongs in the kit.
Importance: (read only) This option allows you to define a component in the kit as
Essential or Non-Essential. If a component is flagged as Essential, it must be included
in the composition each time it is built. Therefore if the item is out-of-stock, you
would not be able to build the kit without it. If a component is flagged as Non-
Essential, then you have the ability to build the kit without the component included.
Comments: (optional) Enter kit assembly instructions into this field. The comments
print on the assembly manifest.
Resequence: (optional) Select Yes to rearrange the order of the components. Default
is No.

Defining Kits
Copying an Existing Kit Composition
As you define a new composition of a kit, you may find that it varies only slightly
from the old composition. It would be time consuming to add each product to the new
composition manually, especially when it has many products. Instead of doing this,
you can copy an existing composition and make your changes to it, then save it as a
new composition.
Hint: Additional compositions of a kit would only be required if a product is

added to or removed from a kit while the kit maintains the same identity.
To copy an existing composition of a kit:
1. Click Add Composition on the Kit Definition Screen.

2. On the Add Component Lookup screen complete the fields as needed. For detailed
information on these fields, see Add Components Lookup Screen with View /
Copy Buttons on page 107.
3. Click View / Copy Compositions. The screen expands and lists each composition
below the View Copy Compositions button. Each composition is a button. For
more information on this screen see Add Components Lookup Screen with View /
Copy Buttons on page 107.
4. Click the composition button you would like to copy. The composition buttons
disappear and are replaced by the list of products from the composition you chose.
5. Make changes to the composition as necessary.
• Click Delete to remove a line from the composition.
• Click Search to add more products to the composition. For detailed
information on performing a search, see page 6.
6. Complete the following fields as needed. For detailed information on these fields
see the Add Components Lookup, Products Added Screen on page 105.
• Quantity
• Comments
7. Resequence the components as necessary.
a. Select Resequence Yes. The screen expands to include a Move To column
drop down box next to each line.
b. drop down the box next to the line you want to re-sequence and choose the
position to which you want it moved. Your choices are numbers with “1”
representing the top line. The screen changes and shows your line
rearranged.
c. Repeat steps 7, a-b until the components are arranged to your liking.
8. Click Update Composition when you are done making your changes.
9. On the Kit Definition Screen, click Save.

Working With Kits
Sample Screen
Add Components Lookup Screen with View / Copy Buttons
Screen Definition
Here are the descriptions for the new fields on the Add Components Lookup Screen:
Composition Buttons: Click one of these buttons to create a new composition from
an existing one.
Converting a Product into a Kit
You can convert a product into a kit in the OMS. You may want to do this in cases
where you have already created / defined the product and your client decides to make
this product into a kit.
Note: The product you want to convert cannot have an onhand balance.
To convert a product into a kit:
1. From the OMS Menu, select Inventory > Define > Convert From Product.
2. On the Product Lookup screen, search for a product to convert into a kit. For more
information on search techniques see page 6.
3. On the Convert Product into a Kit Screen, click Convert Now. For more
information on this screen see Convert Product into a Kit Screen on page 108.

Defining Kits
4. On the Kit Maintenance screen, complete the fields as necessary. For detailed
5. Click Add Composition to define the components of the kit.
a. On the Add Components Lookup screen, Click Search, to look for the
components that make up the composition of the kit. For detailed
information on this screen, see the Add Components Lookup Screen with
View / Copy Buttons on page 107. For detailed information on performing
searches, see page 6. The products you selected list in the Add Components
box. Continue searching and adding products to the composition until all
products for the kit are added.
b. On the Add Components Lookup screen indicate the quantity of each
product contained in the kit. The system defaults to the quantity 1.
c. Click Update Composition once all products have been added to the
composition. Additional Compositions may be added to the kit by
repeating Step 3.
6. On the Kit Maintenance screen, complete the fields as needed. For detailed
• If you selected Yes, to create an offer from the kit, the screen expanded to
show Offer setup information. Complete the fields as needed. See Working
With Offers on page 143 for more information on offers.
7. Click the Save button.
Note: Once a composition of a kit has been built, you cannot edit that
composition. If you need to add or remove a product from a
composition you must create a new composition instead. You must
mark the old composition as DO NOT USE to prevent it from being
built. You can tell if a composition has been built because the
components are highlighted in grey on the Add Components Lookup
screen
Sample Screen
Convert Product into a Kit Screen
Screen Definition
Here are the descriptions for the fields on the Convert Product into a Kit screen:

Working With Kits
Owner: (read only) This describes the Owner of the inventory. It will either be
yourself (as the fulfillment provider) or your client.
The Product ID may be printed on the item or may just be the number that is used
when referring to an item. Maximum length is 50 alpha-numeric characters.
Version: (read only) This describes the version of the product.
Convert Now: Click this button to convert the product into a kit.
Search Again: Click this button to search for a different product to convert to a kit.
The product on the screen will not be converted to a kit.
Copying Existing Kits
You have the ability to copy an existing Kit and create an entirely new Kit with the
same settings as the existing Kit. You may want to do this in cases where you have
already created / defined a Kit in the system, and a new Kit will be exactly the same as
the existing Kit, with minor changes.
To copy an existing kit:
1. From the OMS Menu, select Inventory > Define > Copy Existing Kit.
2. On the Product Lookup screen, search for a kit to copy. For more information on
search techniques see page 6.
3. On the Kit Maintenance screen, complete the fields as necessary. For detailed
4. Click Save.

Building Kits
Building Kits
Once you have defined your kit and composition(s) you are ready to build it.
Section Topics
• Kit Versions on page 110

• Kit Building Strategies on page 111
• Transmitting Kit Build Requests to the WMS on page 115
• Using Staging to Build Kits on page 116
• Confirming Kit Build Requests on page 116
Kit Versions
At the point in time a kit request is processed, the system first chooses the current kit
composition of the kit. Next, it determines the “Current Version” of each product to be
built in the kit. The combination of the kit composition and product versions make up
the “Kit Version”. This is identified by the Kit ID followed by the Composition
Identifier and a sequential number for each unique list of product versions.
Example
Kit Composition Diagram
Continuing with the example from the Kit Composition Diagram on page 110:
The first time you build Kit CT-KIT-2009 Composition 1 it is denoted “CT-KIT-2009
1-1” where 1-1 stands for composition 1’s first unique list of product versions. If the
same composition of this kit is built later AND one or more of the product versions
change it is denoted as “CT-KIT-2009 1-2” where 2 represents the second unique
build of this composition due to an version change to one or more products in the
composition.

Working With Kits
Kit Building Strategies
There are different strategies to handle kit builds. One strategy is to build kits as you
need them for orders. This is referred to as building kits “on the fly.” Another strategy
is to build a specific number of kits at a time. This strategy may be used when you
want to pre-build kits, store them, and use them as needed. A third strategy is to keep
kits at a constant inventory level by setting parameters in the system that call for kits
to be built daily or with the click of a button, as inventory levels are depleted.
Section Topics
• Building Kits “On the Fly” on page 111

• Building a Quantity of Kits on page 112
• Maintaining Constant Kit Levels on page 114
Building Kits “On the Fly”
You may elect to build kits as orders are placed for them. This strategy may be
beneficial when there is limited warehouse space to store pre-built kits. It may also be
good to use when kit compositions change often and you do not want to waste time
pre-building a kit whose composition changes before it is used for an order.
When you use this strategy, Assembly Manifests print in the warehouse as orders for
the kits are placed and processed through a warehouse Wave.
Settings to build kits “on the fly”:
1. From the OMS Menu choose Setup > System Information > Basic System
Information (Required).
2. On the System Information Screen select Yes or All Needed for Current Process
in the Auto Build Kits & Produce on Demand Products When Processing Orders
Field.
Note: Selecting Yes will build enough kits during order processing to
bring your kits up to their Target quantities. Selecting ‘All Needed
for Current Process” will build only enough kits to fulfill these
orders.
3. Click Save.

Building Kits
Building a Quantity of Kits
You may build a specific number of kits at a time by issuing a kit build request in the
OMS. This strategy works well when you have ample storage space for assembled kits
in your warehouse.
To build a quantity of kits:
1. From the OMS Menu select Inventory > Control > Manual Kit Assembly.
2. On the Kit Assembly Request screen enter information into the Comments field if
needed. For detailed information on this screen see the Kit Assembly Request
Screen on page 112.
3. Search for the kit you want to assemble. For detailed information on performing
searches, see page 6.
4. Enter the quantity of Kits to build in the Quantity field. The quantity requested
may not exceed the available quantity of any component.
5. (optional) Click Recalculate to recalculate component quantities.
6. Click Submit to complete the request.
Note: If your Kit Composition has Start and End Dates, the system will use these
to determine if a composition may be built. If it determines that the
composition cannot be built at the time of the request, you will see a “No
available composition for this kit” message after selecting the kit you want
to build.
Sample Screen
Kit Assembly Request Screen

Working With Kits
Screen Definition
Here are the descriptions for the fields on the Kit Assembly Request screen:
Date: (required) Enter the date and time of the request. Default is the current date and
time.
Warehouse System: (required) Choose which warehouse to send the kit assembly
request to from the drop down menu. Default is the main warehouse.
Comments: (optional) Enter comments that will print on the assembly manifest.
Kit Search String: (required) Enter the Kit ID, Description or Unique ID of the kit
that you want built.
Search For: (required) Select Kit ID, Kit Description, or Unique ID as you indicated
in the Kit Search String field. Default is Kit ID.
Kit ID: (read only) The system displays the client's ID or SKU identifier used to
recognize the kit.
Kit Description: (read only) The system displays the description used to provide
information about the kit.
Composition: (read only) The system displays the Kit Composition that you are
requesting to build.
Quantity: (required) Enter the amount of the kit to build.
Recalculate: Click this button to update the Qty field. This is not a necessary step; it
is just for informational purposes.
Create 1st-Level POD/Kit: (Optional) Check this box if you have a POD item within
your kit composition. The system will generate the POD output at the same time as
your kit output.
Product ID: (read only) This is the client's ID or SKU identifier used to recognize the
product.
Description: (read only) This is the client’s ID or SKU identifier used to describe the
product.
Available: (read only) This is the quantity of the product that is available for kit
builds.
Qty: (required) Enter the quantity of each product that will be used in the kit.
Alternately, use the Quantity field, and the information will populate automatically
when the Recalculate button is pressed.

Building Kits
Maintaining Constant Kit Levels
Pro-Mail provides features that allow you to maintain constant kit levels in your
warehouse.
Issuing an Automatic Kit Assembly Request
You may build kits once daily to maintain storage levels of them in your warehouse.
This insures that you always have a minimum number of kits assembled to fulfill
orders. The OMS may automatically check once daily to see if kits need to be built,
based on your settings, and transmit this information to the WMS where it is
processed by a warehouse Wave.
To maintain constant kit levels:
1. From the OMS Menu, select Setup > System > Basic System Information
(Required).
Demand Products Daily field.
3. Click Save.
4. On the Kit Maintenance Screen complete the following fields. For detailed
• Rebuild Point
• Target Amount
5. Click Save. Once daily assembly manifests for the kits will print in the warehouse.
Issuing an Automatic Kit Assembly Request Manually
Kit Assembly Requests automatically print in the warehouse once daily if your OMS
is setup for this function. There may be times during the day when you have already
built a quantity of kits according to the automatic kit request and you want to build
more kits according to rebuild points and target amounts you have defined for the kit.
You can do this by issuing an Automatic Kit Assembly Request manually through the
OMS. This process generates kit assembly requests based on Replenishment and
Target amounts, as well as Backorders to fill.
The steps below assume that you have already set up Rebuild Points and Target
Amounts on the Kit Maintenance Screen outlined in Step 4 of Issuing an Automatic
Kit Assembly Request on page 114.

Working With Kits
To issue an Automatic Kit Assembly Request Manually:
1. From the OMS Menu, select Inventory > Control > Auto Kit Assembly.
2. (optional) On the Build Kits Screen, click Preview.
3. On the Build Kits Screen, click Build Kits. For more information on this screen
see the Build Kits Screen on page 115.
Sample Screen
Build Kits Screen
Screen Definition
Here are the descriptions for the buttons on the Build Kits Screen:
Preview: Click this button to see a list of Kit Assembly Requests that would generate
if you were to click Build Kits.
Build Kits: Click this button to generate Kit Assembly Requests based on
Replenishment and Target amounts as well as Backorders to fill.
Transmitting Kit Build Requests to the WMS
Once the kit build request is issued from the OMS it is transmitted to the WMS where
it is processed by a Wave. An Assembly Manifest form prints in the warehouse. This
form indicates how to assemble the kit. Once kits have been assembled in the
warehouse, the Assembly Manifest has to be confirmed in the WMS. If pre-
assembled, kits are tracked in the WMS as finished goods and maintain Product ID’s
of their own.
The available balance of the kit in the OMS increases by the amount of the build
request once it has been issued. This means that even though you have not physically
assembled the kits, orders can be placed for them and they are not placed on
backorder.

Building Kits
Using Staging to Build Kits
A Staging Zone needs to be selected in the Wave that processes your kit build request.
The Staging Zone plays a key role in kit storage when you are building kits “on the
fly” or as needed. It is the physical location where the Pick Slip and the Assembly
Request meet. The Assembly Manifest tells the warehouse worker to put away the
assembled kit in a unit of the Staging Zone. In turn, the Pick Slip indicates that the
warehouse worker should pick the assembled kit from a unit in the Staging Zone.
Warehouse workers always pick kits that are built “on the fly” or as needed from a
unit in the Staging Zone.
When you build kits and plan to store them in your warehouse, you may store them in
any warehouse location. You do not have to store them in a unit in the Staging Zone.
Confirming Kit Build Requests
Once a kit build request has been transmitted to the WMS, an Assembly Manifest
prints in the warehouse indicating how to assemble the kit. Once the kit has been built
you must indicate this in the WMS.
To confirm a kit build request:
1. From the WMS Main Menu, select Production > Kit/POD Confirm.
2. On the Confirm Kit Assembly Screen enter the Assembly Manifest ID. For more
information on this screen see the Confirm Kit Assembly Screen on page 117.
3. Click Submit.
4. On the Confirm and Receive Assembly Screen, in the Quantity Assembled field,
enter the quantity of kits that you assembled. For more information on this screen
see the Confirm and Receive Assembly Screen on page 117.
5. Select one of the following options. For more information on them see If
Confirming Less Than the Expected Amount on page 118.
• Leave The Remaining Kits As Work In Process To Confirm Later
• Unmark The Components And Unexpect The Kits
6. Select to locate the kits in a New Unit.
a. Select the number of Units you are receiving.
b. Click Continue.
c. On the Kit Receiving Screen - New Unit, indicate the amount of pieces you
are receiving by completing the fields as needed. For more information on
this screen see the Kit Receiving Screen - New Unit on page 120.
d. Click Auto Locate.
• Click Complete Shipment.
—or—

Working With Kits
Click Manually Locate.

• On the Location Lookup Screen, search for a location in which to put
away the kits. For more information on manually locating receipts see
the chapter in the WMS Manual on Receiving.
• On the Kit Receiving Screen, click Complete Shipment. You receive a
Kit Assembly Confirmation. For more information on this screen see the
Kit Assembly Confirmation Screen on page 122.
—or—
Select to locate the kits on an Existing Unit.
a. Click Continue.
b. On the next screen select from the list of existing units for this kit.
c. On the Kit Receiving Screen - Existing Unit, enter the amount of pieces you
are receiving by completing the fields as needed. For more information on
this screen see the Kit Receiving Screen - Existing Unit on page 121.
d. Click Complete Shipment. You receive a Kit Assembly Confirmation. For
more information on this screen see the Kit Assembly Confirmation Screen
on page 122.
Sample Screen
Confirm Kit Assembly Screen
Screen Definition
Here are the descriptions for the fields on the Confirm Kit Assembly Screen:
Submit Box: (required) Enter or scan the Assembly Manifest ID.
Sample Screen
Confirm and Receive Assembly Screen

Building Kits
Screen Definition
Here are the descriptions for the fields on the Confirm and Receive Assembly Screen:
Assembly ID: (read only) This is the Assembly Manifest ID.
Product ID: (read only) This is the Kit ID for the kit you are assembling.
Description: (read only) This is the description for the kit you are assembling.
Requested Quantity: (read only) This is the total amount of kits that the Assembly
Manifest is calling to be built.
Prior Confirmed: (read only) This is the number of kits that have already been built
and confirmed from this Assembly Manifest.
Maximum Currently Available to Pull: (read only) This is the total number of kits
you can build at this time. If this total is less than the requested quantity, check to
make sure you have confirmed all outstanding staging manifests that may include
components needed to assemble the kit. You can click this link to open a new window
that displays information about the requested products and information on the pull
request.
Quantity Assembled: (required) Enter the total number of kits you have built.
If Confirming Less Than the Expected Amount: (required) Select one of the
choices below. There may be times when you may not build all of the kits the
Assembly Request calls for in one sitting. When this happens the OMS gives you two
options; default is Leave the Remaining kits as Work in Process and Confirm Later:
• Leave the Remaining kits as Work in Process and Confirm Later

This option lets you confirm some kits now and some kits later using the same
Assembly Manifest ID.
• Unmark the Components and Unexpect the Kits
This option lets you confirm some kits now and assumes you do not intend to
build any more from the same Assembly Manifest ID. The remainder of the
kit components are put back into available inventory and the remainder of the
kits are unexpected.
Sample Screen
Maximum Currently Available to Pull Window

Working With Kits
Screen Definition
The above Maximum Currently Available to Pull screen can be displayed for a
Shipping Request submitted before it is confirmed using WMS > Production > Inq/
Reports > Shipping Order Inquiry.
Here are the descriptions for the fields on the Maximum Currently Available to Pull
Window:
Wave: (read only) The Wave through which the Assembly Request processed.
Manifest: (read only) The Assembly Manifest ID.
Created: (read only) The date and time the Assembly Manifest was created.
PPU: (read only) The PPU of the Wave through which the Assembly Manifest
processed.
Ln #: (read only) Refers to the order in which the items on the Assembly Manifest
display.
UID: (read only) The unique identifier Pro-Mail assigns to the Product.
Product ID: (read only) The identifier of the requested Kit.
Version: (read only) The Version of the requested Kit.
Description: (read only) The Description of the requested Kit.
Qty to Ship: (read only) The number of Kits to be built.
Custom Assembly: (read only) Describes if the requested Kit is a Custom Assembly.
Instructions: (read only) Indicates any kit assembly instructions.
Travel Ticket: (read only) The Travel Ticket associated with products on the
Assembly Manifest.
Unit: (read only) The unit from which the products are being pulled.
Part #: (read only) The Product ID of the products that being pulled.
Description: (read only) The description of the products that are being pulled.
Qty to Pull: (read only) The quantity of each product to pull for the assembly.
Confirmation: (read only) Describes the counts for the products that are being pulled
as well as their confirmation status.

Building Kits
Sample Screen
Kit Receiving Screen - New Unit
Screen Definition
Here are the descriptions for the fields on the Kit Receiving Screen - New Unit:
Assembly ID: (read only) This is the Assembly Manifest ID.
Product ID: (read only) This is the Kit ID for the kit you are assembling.
Description: (read only) This is the description for the kit you are assembling.
Version: (read only) This is the Kit Version that is being built.
Owner: (read only) This is the organization that owns the inventory.
Bldng: (required) Choose the building in which you would like to store the kits.
Expected Total: (read only) This is the number of kits the Assembly Manifest is
requesting to build.
Running Total: (required) This is the number of kits you have indicated you have
built. This number is automatically calculated based on the numbers you enter in the
Pcs/Container, Cont, and Loose Pieces fields.
If Confirming Less Than the Expected Amount: (required) Select one of the
choices below. You may not build all of the kits the Assembly Request calls for in one
sitting. When this happens the OMS gives you two options; default is Leave the
Remaining kits as Work in Process and Confirm Later:
• Leave the Remaining kits as Work in Process and Confirm Later

This option lets you confirm some kits now and some kits later using the same
Assembly Manifest ID.
• Unmark the Components and Unexpect the Kits
This option lets you confirm some kits now and assumes you do not intend to
build any more from the same Assembly Manifest ID. The remainder of the
kit components are put back into available inventory and the remainder of the
kits are unexpected.

Working With Kits
Unit Type: (required) Select the type of Unit you are receiving from the drop down
menu.
Cont Type: (required) Select the type of container you are receiving from the drop
down menu.
Pcs/Cont: (optional) Enter the amount of Pieces per Container you are receiving.
Cont: (optional) Enter the amount of Containers you are receiving.
Loose Pieces: (optional) Enter the amount of loose pieces you are receiving.
Bldg: (required) Enter the building in which you would like to store this inventory.
This field automatically populates when you use the Auto Locate or Manually Locate
buttons.
Zone: (required) Enter the Zone in which you would like to store this inventory. This
field automatically populates when you use the Auto Locate or Manually Locate
buttons.
Isle: (required) Enter the Isle in which you would like to store this inventory. This
buttons
Rack: (required) Enter the Rack in which you would like to store this inventory. This
buttons
Level: (required) Enter the Level in which you would like to store this inventory. This
buttons
Sample Screen
Kit Receiving Screen - Existing Unit

Building Kits
For descriptions of the fields on the Kit Receiving Screen - Existing Unit, see the Kit
Receiving Screen - New Unit on page 120.
Note: The only fields that are not read only on this screen are Cont, Loose Pcs,
Expected Total and Running Total.
Sample Screen
Kit Assembly Confirmation Screen
Screen Definition
Here are the descriptions for the fields on the Kits Assembly Confirmation Screen:
Submit Box: (optional) Enter or Scan the Assembly Manifest ID to confirm another
kit build.
Kit Assembled / Production Order box: (read only) This box lists the Product ID,
Description and the quantity of the Kit that was assembled.
Component Info boxes: (read only) These boxes list the Product ID, Description and
the quantity of the component that was used to build the kit.

Working With Kits
Inquiring on Kits
You can inquire on a kit in the OMS to see available balances and other information.
This is done the same way as inquiring on a product. For more information on this
topic, see Kit Inquiry on page 213.

De-Kitting
De-Kitting
There may be times when you have assembled kits and stored them on your shelves,
only to find out that your client wants the kit composition changed. In the OMS there
is a feature called De-Kitting that is used for these situations. De-Kitting allows you to
disassemble a kit and track the changes appropriately.
The De-Kitting request is issued in the OMS and is transmitted to the WMS where it is
processed by a Wave. As a result, a De-Kitting Manifest prints in the warehouse (as
long as this is setup in the Wave) instructing the warehouse workers to take apart the
kit. When the warehouse confirms the De-Kitting Manifest, Pro-Mail locates the
pieces on the staging skid.
To issue a De-Kitting Manifest:
1. From the OMS Menu choose Inventory > Control > Dekitting.
2. On the De-Kitting Request screen, fill in the Comments field if needed. For more
information on this screen see the De-Kitting Request Screen on page 124.
3. Search for a kit to De-Kit For detailed instructions on search techniques see
page 6.
4. On the De-Kitting Request screen, enter the quantity to De-Kit in the Qty to De-
Kit field.
5. Click Submit. A confirmation message displays on the De-Kitting Confirmation
Screen. For detailed information on this screen see the De-Kitting Confirmation
Screen on page 125.
6. (optional) On the confirmation screen, click Another to request De-Kitting of
another kit.
Sample Screen
De-Kitting Request Screen

Working With Kits
Screen Definition
Here are the descriptions for the fields on the De-Kitting Request screen:
Date: (required) Enter the date and time you issue the De-Kitting request. Default is
the system date and time.
Warehouse System: (required) Choose the WMS from the drop down menu to send
the De-Kitting request to. Default is the Main Warehouse.
Comments: (optional) Enter text that will print on the De-Kitting manifest.
Kit Search String: Enter a kit ID, Kit Description or Unique ID on which to search.
For detailed information on search techniques see page 6.
Search For: (required) Select Kit ID, Kit Description, or Unique ID as you indicated
in the Kit Search String field. Default is Kit ID.
Kit Description: (read only) The system displays the description used to provide
information about the kit.
Kit Version: (read only) The two-part identifier created by the system the first time a
Kit Composition is built. The first part represents the composition of the kit. The
second part represents the list of products and specific versions used.
Available: (read only) This is the quantity of the kit that can be disassembled.
Quantity to Dekit: (required) Enter the quantity you would like to disassemble. The
quantity cannot exceed the available total.
Sample Screen
De-Kitting Confirmation Screen
Screen Definition
The De-Kitting Confirmation Screen confirms that your De-Kitting Request has been
posted.

De-Kitting

Chapter 5
Working With Clusters
A cluster is a group of separate products that are related. The relationship may be
based on the availability of different sizes and/or colors of a product, such as a
sweatshirt that comes in seven different colors and four different sizes. This is referred
to as a Size/Color Cluster. Or, the relationship may be based on criteria other than size
or color, such as a brochure that is available in three different languages. This is
referred to as a Product List Cluster.
Clusters serve two purposes. First, using Size/Color Clusters you can easily create
many products at the same time. You indicate the sizes and colors of the products that
you need to create, and the Order Management System (OMS) does it for you in one
step. Secondly, clusters form a relationship between products on the Order Entry
screen. A cluster will display as one offer, with a drop down menu that lists all of the
available products within the cluster. For example, say you are fulfilling a jacket that
is available in Small, Medium and Large sizes, and Black and Brown colors. On the
Order Entry screen, the drop down menu for the offer would display Small Black,
Small Brown, Medium Black, Medium Brown, Large Black and Large Brown. The
consumer would select the combination of their choice without having to page
through many offers.
Size/Color Clusters are more commonly used for Merchandise Fulfillment. See the
chapter on Merchandise Fulfillment for more information on fulfilling merchandise
orders.
Chapter Topics
• Product List Clusters on page 128

• Size/Color Clusters on page 131

Product List Clusters
A Product List Cluster is made up of a group of products that are similar in some way.
An example of a Product List Cluster is a brochure that is available in three different
languages. The brochure contains the same material, but the language it’s printed in is
different.
A Product List Cluster will display as one offer, with a table or a drop down that lists
all of the available products within the cluster. For example, say you are fulfilling a
brochure that is available in English, Spanish and French. The offer on the Order
Entry screen would have a table or a drop down box listing English, Spanish and
French. The consumer would select the language of their choice without having to
page through many offers to find the brochure in the language they needed.
Section Topics
• Defining/Editing Product List Clusters on page 128
Defining/Editing Product List Clusters
There are two ways to define a Product List cluster. One is through the OMS Menu
Products > Define Product List Clusters. The second is through the creation of an
offer. This section describes the steps for creating a Product List Cluster in Define
Product Clusters. For information on creating a Product List cluster through an offer,
see the chapter on offers.
You need to define Product List Clusters first as separate products and then group
them together into a Product List Cluster. The products in a Product List Cluster have
different Product ID’s.
To define/edit Product List Clusters:
1. Define the products. See Defining / Editing Products Manually on page 28 for
detailed instructions on this topic.
2. From the OMS Menu choose Inventory > Define > Create/Edit Product List
Clusters.
3. On the Cluster Lookup Screen, search for a Product List Cluster to edit. For
—or—
On the Cluster Lookup Screen, choose an Owner from the Owner drop down box
and click New to create a new Product List Cluster.

4. On the Product List Cluster screen, complete the fields as needed. For more
information on the fields see the Product List Cluster Screen on page 129.
• Click Search to add the products to the Product List Cluster. For detailed
information on performing searches, see page 6.
• If you selected Yes to create an offer from the Product, the screen expanded
to show Offer setup information. See Working With Offers on page 143 for
more information on offers.
5. Click Save Cluster.
Sample Screen
Product List Cluster Screen
Screen Definition
Here are the descriptions for the fields on the Product List Cluster screen:
Owner: (read only) The Owner of the inventory. It will either be yourself (as the
Cluster ID: (required) Enter the client’s ID or SKU number used to recognize the
cluster. This identifier only exists in the OMS to maintain the relationship of the
products in the cluster.
Description: (required) Enter the description used to provide information about the
cluster.

Detail Ordering Mode: (required) This tells the system whether to display the
options as a drop down list or as a table. For a drop down list, select Size/Color Drop
Down. For a table, select Size/Color Table Listing.
Search String: (required) Enter the Product ID, Description or Unique ID for which
you would like to search.
Search For: (required) Select the Product ID, Description or Unique ID check box
that corresponds with your Search String field. Default is Product ID.
Product ID : (read only) The client's ID or SKU identifier used to recognize a

product. The Product ID may be printed on the item or may just be the number that is
used when referring to an item. Maximum length is 50 alpha-numeric characters.
Product Description: (read only) A description used to provide information about the
product.
Create Offer: (required) Select Yes to create an offer from this Product. List Cluster.
Select No if you do not want to create an offer for this Product List Cluster. You can
change this selection at a later time. When you select Yes the Product Definition
Screen expands. Default is No.
Order Limit: (optional) Enter the maximum amount of this Product List Cluster that
one person can order at a time.
Inactive: (optional) Check this box to make the offer temporarily inactive. This is
used when you want to create the offer now, but not make it available yet.
Start Date: (optional) Enter the date the Offer will be available for ordering.
End Date: (optional) Enter the date the Offer will no longer be available for ordering.
Categorization: (optional) Choose the appropriate Offer Sort Levels and Offer Sort
Groups for your offer. Although this field is optional, if you do not select a category
for your offer it will not display on the Order Entry screen if you use a category type
view.
Featured : (optional) Select the check box next to the level where you would like the
displayed in the level you have designated and on the Featured Offers page of your
shopping cart view. When a user clicks on a featured item, they are redirected to that
offer.
Save Cluster: Click this button to save the cluster.

Size/Color Clusters
Size/Color Clusters allow you to define related products in one step while maintaining
the relationship of the products for display purposes in Order Entry. The products in a
Size/Color Cluster have the same Product ID, but have different size/color identifiers.
In Order Entry the sizes/colors display in a drop down list. The person placing the
order makes their selection from the list. When you inquire on Size / Color Clusters in
the OMS, they are displayed individually by their size/color identifier. In the
Warehouse Management System (WMS) you have to specify the size/color at
receiving time.
There are two ways to define a Size/Color Cluster. One is through the OMS Menu
Products > Define Size/Color Clusters. The second is through the creation of an offer.
This section describes the steps for creating a Size/Color Cluster in the Define Size/
Color Clusters screen. For information on creating a Size/Color Cluster through an
offer, see Creating/ Editing Offers on page 145.
When defining Size/Color Clusters, the Cluster ID and Description will also be the
Product ID and Description for each product created from the cluster. The
distinguishing characteristic of each product will be the size and/or color indication.
All product parameters defined in the cluster will be written out to each product. Once
products are mass created they may be modified individually.
To create a Size/Color Cluster:
1. Define Additional Color Tables if necessary. For more information on this topic
see Defining Additional Color Tables on page 137.
2. Define Additional Size Tables if necessary. For more information on this topic see
Defining Additional Size Tables on page 139.
3. Define the Size/Color Cluster. Defining/Editing Size/ Color Clusters on page 132.
4. Create an offer and associate the Size/Color Cluster with it. For more information
on this topic see Associating the Size / Color Cluster to an Offer on page 140.
Section Topics
• Defining/Editing Size/ Color Clusters on page 132

• Defining Additional Color Tables on page 137
• Defining Additional Size Tables on page 139
• Associating the Size / Color Cluster to an Offer on page 140

Size/Color Clusters
Defining/Editing Size/ Color Clusters
When defining Size/Color Clusters, the Cluster ID and Description will also be the
Product ID and Description for each product created from the cluster. The
distinguishing characteristic of each product will be the size and/or color indication.
All product parameters defined in the cluster will be written out to each product. Once
products are mass created they may be modified individually.
To define/edit Size/Color Clusters:
1. From the OMS Menu choose Inventory > Define > Create/Edit Size/Color
Clusters.
• On the Size/Color Product Lookup screen, click Search, to look for an
existing Size/Color Cluster for editing. For detailed information on
performing searches, see page 6.
—or—
• On the Size/Color Product Lookup screen, choose an Owner from the drop
down menu, select a Search Type of Product (convert to cluster) and click
Search, to change an existing product into a size / color cluster.
—or—
• On the Size/Color Product Lookup screen select an Owner from the drop
down menu, select a Search Type of Cluster and click New, to create a new
Size/Color Cluster.
2. On the Size/Color Product Cluster screen, complete the fields as needed if you
selected cluster in step 1. If you selected product (convert to cluster) in step 1,
these fields will automatically populate based on the information entered during
the product’s creation. For more information on this screen see the Size / Color
Product Cluster Screen on page 133.
3. Select a Color Class and a Size Class from the drop down menu. Default is Not
Applicable. For more information on adding or changing a Size/Color Class see
Defining Additional Color Tables on page 137 and Defining Additional Size
Tables on page 139.
4. Click Build Product List. The screen expands and displays all possible size and
color combinations based on your selections in step 3.
5. De-select the sizes / colors that do not apply to your product. Default is all
combinations selected.
• Click Clear Row to deselect an entire row.
—or—
• Deselect each check box individually by left clicking in the check box.
—or—

• Click De-select All to deselect every check box
Note: If you accidentally de-select check boxes and want to re-select them,
you may left click inside a check box, or click Select Row or click
Select All to re-select them.
6. Click Save Cluster.
Note: If you need to add additional sizes and/or colors to the cluster after it
has already been created, you may do so by editing the cluster and
clicking on the additional sizes and/or colors needed. Then click
Build Product List and repeat step 5.
Size / Color Product Cluster Screen
Screen Definition
Here are the descriptions for the fields on the Size / Color Product Cluster screen:

Size/Color Clusters
Header Info
Owner: (read only) The Owner of the inventory. It will either be yourself (as the
Cluster ID: (required) Enter the client’s ID or SKU number used to recognize the
cluster. This identifier only exists in the OMS to maintain the relationship of the
Description: (required) Enter the description used to provide information about the
cluster.
Weight: (optional) Enter the weight of the product version. This is for informational
purposes only.
Weight Type: (required) Select ounces or pounds from the drop down menu. This is
for informational purposes only. Default is ounces.
Detailed Ordering Mode: (required) Select from Size/Color Drop Down or Size
Color Table Listing. Size/Color Drop Down displays each size/color combination as
an option in a drop down list, allowing you to select one at a time. Size/Color Table
List displays each size/color combination in a table, displaying a quantity field beside
each one. This allows you to order different sizes/colors at once.
purposes and can also be used when creating Zones in the WMS. Through the use of
this option, you can have all Product types (e.g. Hazardous Material) located in a
designated Zone. Product Types include: Regular, Regular Valuable, Bulky Valuable,
Requires Safe, Refrigerated, Food, Pharmaceutical, Ink, Hazardous Material, and RX
Controlled.
Size/Color Parameters
Size Class: (required) Choose a Size Class for your cluster from the drop down menu.
Default is Not Applicable. The size class called Default comes with the OMS and can
be edited. It contains the following sizes: small, medium, large and extra large. For
information on adding and editing size classes in this drop down menu, see Defining
Additional Size Tables on page 139.
Size: (read only) This fields lists the sizes you selected once the screen is saved.
Add Change Size / Class: Click this button to add an additional Size Class or change
an existing one. For information on this topic, see Defining Additional Size Tables on
page 139.
Color Class: (required) Choose a Color Class for your cluster from the drop down
menu. Default is Not Applicable. The Size Class called Default comes with the OMS

and can be edited. It contains the following colors: red, yellow, blue, black, brown,
white, green, purple and orange. For information on how to add and edit Color Classes
in this drop down menu, see Defining Additional Color Tables on page 137.
Colors: (read only) This field lists the colors you selected once the screen is saved.
Build Product List: Click this button to generate a grid of all possible product
combinations based on the Size and/or Color Class that was chosen.
Choose: (required) Select this check box to indicate the WMS to which this cluster
will be tied. The system will automatically select this check box. In future releases
you may choose to which WMS you want the cluster assigned.
System Information
System: (read only) This is the six character identifier that describes the WMS in
which the cluster is located.
System Description: (read only) This describes of the WMS in which the cluster is
located.
Reorder Point: (optional) Enter a quantity to be ordered when a product falls below
the “Reorder Point”. Once this point is reached, an E-mail message is sent to the
Account Representative of the appropriate fulfillment client if you have setup this
feature in the E-mail Profile Setup screen found under the OMS Menu, Setup > Table
Maintenance > E-mail Profile Setup.
Reorder Amount: optional) Enter the desired quantity of products to be on-hand

(available) in your warehouse in order to meet your business requirements.
Count Frequency: (optional) Select how often inventory for this product will be
counted. This is for informational purposes only. Default is blank.
Billing Factors
Billing Factor: (required) Enter a Billing Factor. Default is 1.0000. Billing Factors
allow you to charge your client for picking products. They are used in conjunction
with the “Charge for billing unit” which is setup from the OMS Menu, Setup > Client
Billing Setup > Define Pulling Charges. A Billing Factor of 1 keeps the Charge for
Billing Unit as it is. A Billing Factor of .5 doubles the Charge for Billing Unit. A
Billing Factor of 2 cuts the Charge for Billing Unit in half. For example, if you are
picking literature and the billing factor is set to 1 and your “Charge for billing unit” is
$.25 then the total charge to pick the item would be $0.25. If you are picking bulkier
items such as a VCR for example, you may charge a billing factor of .5 and keep the
Charge for Billing Unit $.25. The total charge to pick the item would be $0.50.

Size/Color Clusters
Details: Click this button to add a range of Billing Factors. The screen expands to
include From, To and Billing Factor fields.
Miscellaneous
Comments: (optional) Enter text that will display if the Offer ID is selected at Order
Entry time.
Tariff Code: (optional) Enter the tariff code, if applicable. This will appear on the
commercial invoice.
Shipping Signature Requred: (optional) Select an option from this list if the
delivery of this shipped item will require a signature. Options are Adult Signature
Required, Direct Signature, Signature Required, or No Signature Required. A blank in
this field will be treated the same as ‘No Signature Required’.
Each Ships as a Separate Package: (optional) Check this box if this item must be in
a separate package from other items in the order.
Lead Days: (optional) Enter the number of days it will take to restock this item after it
has been ordered.
PrePacked in Set Qtys: (optional) Check this box if the item comes pre-packed in a
set quantity (5 to a pack, 10 to a pack, etc.) You will have the option to specify the
quantity.
Value: (optional) Enter the value of the product here. This data is captured on
Inventory Valuation Reports.
Default Price Type: (optional) Choose from Each or Per Pack.
Insurance Value: (optional) Enter the value of this item for insurance purposes.
will be used for Commercial Invoices. (This topic will be covered in another training
unit).
Height In: (optional) Enter the height of this item in inches.
Width In: (optional) Enter the width of this item in inches.

Length In: (optional) Enter the length of the item in inches.
Cluster Products
Cluster Products Grid: (required) De-select the size and color combinations you do
not want included in the cluster. Default is all selected.
Select Row: Click this button to select all sizes for the adjacent row.
Clear Row: Click this button to clear the selections for the adjacent row.
Select All: Click this button to select all size and color choices.
De-select All: Click this button to de-select all size and color choices.
Save Cluster: Click this button to write out the cluster’s information to the OMS and
WMS. The relationship of the products is stored under the Cluster ID.
Defining Additional Color Tables
The OMS comes with a color table called Default. The Default Color Table contains
red, yellow, blue, black, brown, white, green, purple and orange. This Table can be
edited, and you may define additional Tables of your own.
One reason to define a new Color Table is to accommodate different combinations of

colors. For example, you may want to keep the Default Color Table as is, and add an
additional Table for colors such as hot pink, lime green, chartreuse, etc.
You can associate color swatches with color Tables that will display during Order
Entry.
Caution: Color swatches may not appear the same on everyone’s screen because
of the quality of different monitors, video cards, etc.
To define/edit Color Tables:
1. From the OMS Menu choose, Inventory > Maintenance > Product Color
Tables.
2. On the Create/Edit Color Classes screen, select New from the Color Class
Description drop down menu, to create a new Color Table. The screen expands to
include more fields.
—or—

Size/Color Clusters
On the Create/Edit Color Classes screen, select a choice from the Color Class
Description drop down menu for editing. The screen expands to include more
fields.
3. Complete or edit the fields as needed. For detailed information on this screen, see
the Create / Edit Color Classes Screen on page 138.
Note: The delete button in the Table may be greyed out, indicating that the
color may not be deleted from the Table, because it is already being
used in a Size/Color Cluster.
4. Click Save to save the Table. The name of the Table display will now display in
the Color Class Description drop down box when the field is selected.
—or—
Click Another to save the Table and create another one.
Create / Edit Color Classes Screen
Screen Definition
Here are the descriptions for the fields on the Create / Edit Color Classes screen:
Color Class Description: Choose a selection from the drop down menu. See
Defining Additional Color Tables on page 137 for information on adding additional
selections to this menu.
Local Images: (required) Select Yes, if the images you use for your site are stored on
a local server. Select No, If images are stored somewhere else that is accessible over
the Internet. Default is Yes.
Web Directory: (optional) Type the location of the images used on your Web site
into this field. This may be local on your server or anywhere accessible on the
Internet. Default is the path specified in the Default Image Virtual Directory field in

the System Setup Screen (Setup > System Information > Basic System Information
(Required)).
Line #: (read only) This describes the sequence in which the line appears. The line #
is written out when you click More, Save or Another.
Code: (optional) Enter a code that describes the Description field.
Description: (required) Enter a color description.
Image Path: (optional) Click into this field and then click Browse to search for
images. You must have completed the fields in the Images box for this to work. See
Browse Images for further information.
Defining Additional Size Tables
The OMS comes with a size Table called Default that contains small, medium, large
and extra large sizes. This Table can be edited, and you may define additional Tables
of your own.
One reason to define a new Size Table is to accommodate shoe sizes, or sport coat
sizes, for example.
To define / edit Size Tables:
1. From the OMS Menu choose, Inventory > Maintenance > Product Size Tables.
2. On the Create / Edit Size Classes screen, select New from the Size Class
Description drop down menu, to create a new Size Table. The screen expands to
include more fields.
—or—
On the Create / Edit Size Classes screen, select a choice from Size Class
Description drop down menu for editing. The screen expands to include more
fields.
3. Complete or edit the fields as needed. For detailed information on this screen, see
Create / Edit Size Classes Screen on page 140.
Note: The delete button in the Table may be greyed out, indicating that the
size may not be deleted from the Table, because it is already being
used in a Size / Color Cluster.
4. Click Save to save the Table. The name of the Table will now display in the Size
Class Description drop down box when the field is selected.
—or—

Size/Color Clusters
Click Another to save the Table and create another one.
Create / Edit Size Classes Screen
Screen Definition
Here are the descriptions for the fields on the Create / Edit Size Classes Screen:
Size Class Description: (required) Choose a selection from the drop down menu. See
Defining Additional Size Tables on page 139 for information on adding additional
selections to this menu.
Code: (optional) Enter a code that describes the Description field.
Description: (required) Enter a size description.
Associating the Size / Color Cluster to an Offer
Once you have created your Size / Color Cluster, in order to make it available for
ordering, you must create an offer for it.
To create an offer for a Size / Color Cluster:
1. From the OMS Menu choose Offers > Create/Edit Offers.

• On the Offer Lookup Screen select an Owner from the drop down menu and
click New to create a new offer.
—or—
• On the Offer Lookup Screen click Auto to create a new autonumbered ID.
2. On the Define / Edit Offers Screen, complete the information in the top portion of
the screen. For more information on this screen, see the Define / Edit Offers –
3. On the Define / Edit Offers, Products / Clusters Tab Screen, Search for Existing
box, select Cluster.
4. Search for a cluster to add to the offer.

5. Complete the other fields in the Tab as needed. For more information on this
screen see the Create/Edit Offers – Products/Clusters tab on page 153.
6. Complete the fields in the other Tabs as needed. For more information on these
Tabs see the screen definitions starting at Define / Edit Offers – Basic Information
on page 146.
7. Click Save to save the offer.

Size/Color Clusters

Chapter 6
Working With Offers
Offers are used to sell merchandise or make literature available for ordering on the
web. An offer is the item that is ordered. An offer provides the flexibility to sell each
item individually or as a group of items. For example, an offer may represent one
product, multiple products, a kit, or a service (such as customizing monogram initials
on a sweater).
There are four types of offers:
• Product List
• Custom Assembly
• Drop Ship
• E-Delivery
A Product List Offer is the most common type of offer used. It is tied to existing
products in your warehouse and are used for shipping them. The Offer-to-Product
combination may be 1:1 or 1:many. For more information on Product List Offers, see
Bill of Materials on page 146.
A Custom Assembly Offer is a special type of offer that allows the person placing the
order to select products from pre-defined lists and have the products assembled
together. For more information on Custom Assembly Offers see Custom Assembly
Offers on page 166.
A Drop Ship Offer is a special type of offer that is shipped from a supplier, NOT from
your warehouse. A Drop Ship Offer does NOT tie to a product in your warehouse.
When a Drop Ship Offer is ordered, it triggers a request that is sent to an outside
supplier for the item to be shipped from their facility. For more information on Drop
Ship Offers see Drop Ship Offers on page 171.
An E-Delivery Offer allows for a file to be e-mailed to a recipient, rather than the
shipment of a physical piece. This type of offer is similar to that of a Drop Ship Offer,
except that there are no suppliers associated with it. Instead, you will define a
deliverable file to send to the recipient, as well as an ‘Expiration Day’ amount
(number of days) for downloading the item. The download link messaged to the
recipient will remain active for the said “Expiration Day” amount specified.
Typically, an offer is linked to at least one product, kit, or product cluster (Drop Ship
Offers and E-Delivery Offers are the exceptions.) However, there may not always be a

one-to-one relationship between what is ordered and what is shipped because multiple
products may be defined under one offer. These products would NEVER be pre-
assembled. If the items were ever pre-assembled, then you would need to create a kit.
For example, you may sell a sweatshirt, sweatpants and a sweat suit consisting of the
two. In the warehouse, you store the pants and the shirts separately. In the Order
Management System (OMS), the shirt is one offer, the pants are one offer and the
sweat suit is one offer. In the warehouse the shirt ships as one line item and the sweat
suit ships as two line items.
An offer may be assigned to a category. Categories allow users to easily find items
when entering orders. They may also be used to restrict users to only ordering specific
offers. Offer categories also provide sortation on reports. For more information on
Offer Categorization see Offer Categorization on page 182.
Offers may have pricing. For more information on this topic, see the Create/Edit
Offers – Pricing Tab on page 150 and the chapter Merchandise Fulfillment on
page 619.
Chapter Topics
• Creating/ Editing Offers on page 145

• Custom Assembly Offers on page 166
• Drop Ship Offers on page 171
• E-Delivery Offers on page 179
• Offer Categorization on page 182
• Category Access Groups on page 193
• Defining / Editing Unit of Measure on page 197
• Revenue Tracking on page 198
• Purge Offers on page 202
• Un-Purge Offers on page 203

Working With Offers
Creating/ Editing Offers
Offers are defined and edited in the OMS. Typically an offer is linked to at least one
product, kit, or product cluster. However, there may not always be a one-to-one
relationship between what is ordered and what is shipped because multiple products
may be defined under one offer. These products would NEVER be pre-assembled. If
the items were ever pre-assembled, then you would need to create a kit. For example,
you may sell a sweatshirt, sweatpants and a sweat suit consisting of the two. In the
warehouse, you store the pants and the shirts separately. In the OMS, the shirt is one
offer, the pants are one offer and the sweat suit is one offer. In the warehouse the shirt
ships as one line item and the sweat suit ships as two line items.
It is not necessary to create a new product or new product cluster before you create an
offer. Both may be created at the time you create an offer. For more information on
this topic see Creating Products From an Offer on page 162.
If you have created products first and then want to associate them with an offer, you
may do so. For more information on this topic see Defining / Editing Offers Using an
Existing Product or Cluster on page 145.
Section Topics
• Defining / Editing Offers Using an Existing Product or Cluster on page 145

• Creating Products From an Offer on page 162
• Cloning an Offer on page 165
Defining / Editing Offers Using an Existing Product or Cluster
You may create offers from products or clusters that already exist in your OMS.
To define / edit offers using an Existing Product or Cluster:

• On the Offer Lookup Screen click Search, to look for an existing offer for
editing. For detailed information on searching techniques see page 6.
—or—
• On the Offer Lookup Screen select an Owner from the drop down menu and
click New to create a new offer.
—or—
• On the Offer Lookup Screen click Auto to create a new autonumbered ID.

the screen. For more information on this screen, see the Define / Edit Offers –
3. On the Define / Edit Offers, Products / Clusters Tab Screen, Search for Existing
box, search for a product or cluster to add to the offer. For more information on
search techniques see page 6. Then complete the other fields in the Tab as needed.
For more information on this screen see the Create/Edit Offers – Products/Clusters
Tab on page 153.
Tabs see the screen definitions starting at Create/Edit Offers – Basic Information
on page 146.
—or—
Click Another to save the offer and define an additional one.
Create/Edit Offers – Basic Information
Sample Screen
Define / Edit Offers – Basic Information
Screen Definition
Here are the descriptions for the fields on the Define / Edit Offers, Top Part of Screen:
Offer ID: (required) Enter the offer’s ID. IDs are unique to each offer and will display
on Order Entry screens and reports. The ID should be kept as simple as possible. Or
click Auto Id to have the system assign an id for you.
Description: (required) Enter the description for this offer.
Bill of Materials: (required) Choose a selection from the drop down menu that
describes your offer. Your choices are Product List, Custom Assembly, Drop Ship and
E-Delivery. For further information on these choices see Custom Assembly Offers on

Working With Offers
page 166, Drop Ship Offers on page 171, or E-Delivery Offers on page 179. If you are
not creating a Custom Assembly, Drop Ship, or E-Delivery Offer, choose Product List
from the drop down menu.
Default Revenue Center: (optional) Select a Revenue Center from the drop down
menu. For more information on Revenue Centers see Revenue Tracking on page 198.
Create/Edit Offer – Settings Tab
Sample Screen
Create/Edit Offers – Settings Tab
Screen Definition
Order Limit: (optional) Enter the largest quantity of this offer that can be ordered at
one time.
Order Minimum: (optional) Enter the smallest quantity of this offer that can be
ordered at one time.
Unit of Measure: (required) Select a choice from the drop down menu to describe
how this offer is sold. Default is Each. For more information on Unit of Measure see
Defining / Editing Unit of Measure on page 197.
Display Avail. (required) Select the way you would like the availability of an offer to
display on the Order Entry Screen from the drop down menu. Default is Use View
Settings. Settings in the offer override those of the View. Your choices are:
• Use View Setting

Offer availability is displayed according to the View Settings.
• Suppress Availability
Offer availability is not displayed.
• Available Balances
The available balance of the offer is displayed.

• Available Balances/Out of Stock

If there is product available, the screen displays the quantity available. If there
are zero available, the screen displays the text ‘Out of Stock’.
• In Stock / Out of Stock Only
Only the words “In Stock,” “Out of Stock,” or your custom text displays for
the offer. Balance information does not display.
Order Unavailable Action: (required) Select whether or not users are able to order
this offer if it is not In Stock. Settings in the Offer override those in the View. Default
is Use View Settings. Your choices are:
• Use View Settings

The ability to order or not to order an offer that has a balance of zero available
is dependant on the View Settings.
• Allow Ordering
Users are allowed to order offers that have zero available.
• Display Offer But Don’t Allow Ordering
Offers that have zero available are displayed during order entry, but are not
available for ordering.
• Suppress Display When Out of Stock
Offers that have zero available are not displayed during order entry.
Ships Separately: (optional) Choose this option to specify that an Offer is to ship
separately from other Offers in an order. With this option checked, when the Offer is
ordered it will be assigned to its own Shipping Order, separate from the other items in
the order.
Suppress Shipping & Handling Computations: (optional) This is intended to be

used with a Drop Ship Offer or E-Delivery Offer only. This tells the system to ignore
these items when calculating shipping and handling based on order quantity or order
line items.
Suppress Shipping Options From OE: (optional) This is intended to be used with a
Drop Ship Offer or E-Delivery Offer only. This tells the system to suppress the
Shipping Options from the order entry page if the only items being ordered are E-
Delivery or Drop Ship.

Working With Offers
Create/Edit Offer – Status Tab
Sample Screen
Create/Edit Offers – Status Tab
Screen Definition
Start Date: (optional) This is the first date that the offer will become available.
End Date: (optional) This is the date that you want the offer to become inactive.
Inactive: (optional) Select this check box if you do not want the Offer to be ordered at
this time. When the check box is selected the screen expands to include ‘Display Until
Date’ and ‘Inactive Text’ fields.
• Display Until Date

Once an offer becomes inactive, you can select to have it still display on the
Order Entry page, but remain unavailable for ordering. The Display Until
Date tells the system when to remove the inactive offer. Leaving this field
blank removes the inactive offer from the order entry screen immediately.
• Inactive Text
This is the text to display for the inactive offer during it’s ‘Display Until Date’
time period. An example of inactive text may be “This offer is no longer
available online. Please call your local office for details.”
Create/Edit Offer – Strings Tab
Sample Screen
Create/Edit Offers – Strings Tab

Screen Definition
In Stock Text: (optional) Enter text that describes that this offer is In Stock. This text
is displayed for the offer during order entry when you have selected the In Stock / Out
of Stock Only choice in the Display Avail. field.
Out of Stock Text: (optional) Enter text that describes that this offer is Out of Stock.
This text is displayed for the offer during order entry when you have selected the
‘Available Balances/Out of Stock’ or the ‘In Stock / Out of Stock Only’ choice in the
Display Avail. field.
Comments: (optional) Enter text that will display for this offer at Order Entry time.
Caution: Offer comments always display on the Order Entry screen. Any
comments that you enter on the Define / Edit Offers Screen will not
write over the text in the Comments field on the Create / Edit Products
Screen.
Capture Comments: (optional) Checking this box will allow a user to capture
comments about the offer while ordering it. If this option is checked, a comments will
show up under the offer for which it is set in the Order Entry screen.
Additional Search Text: (optional) This feature assists in offer searches. Enter
additional keywords, if any, that users can enter to search for this offer in lookups.
Comments Text: (optional) If Capture Comments, above, is checked, enter the text
to display on the order entry screen beside the Comments field.
Create/Edit Offers – Pricing Tab
Sample Screen
Create/Edit Offers – Pricing Tab

Working With Offers
Screen Definition
Note: You have the option to display or not to display offer pricing during Order
Entry. You may choose to display the price of an offer whether or not you
are requiring the person placing the order to pay for the item.
Along with Default pricing, you may offer discounts on offers when:
• They are purchased in bulk quantities (Quantity Breaks)

• They are purchased at a group rate (Class Breaks)
For more information on Offer Pricing and Offer Discounts, see

Merchandise Fulfillment on page 619.
Note: You can change the price of all your offers at the same time by using the
Global Offer Price Change feature. For more information on this feature
see Global Offer Price Change on page 686.
Default Price: (optional) The standard price charged when no special pricing applies.
Price Type: (optional) Select whether the pricing is for Each or Per Thousand.
Charge for PPT Download: (optional) Enter the price you will charge your client
when someone downloads the Powerpoint presentation that is associated with the
offer. (See ‘Note’ below.)
Charge Per PPT Download: (optional) Enter the price you will charge your client
when someone downloads a PowerPoint presentation associated with the offer. (See
‘Note’, below.)
Note: There are billing reports that will tally up the total PDF and PPT
downloads for a date range so that you can bill your customer. This field is
not intended to be used to charge the orderer to download a PDF/PPT. If
you would like to charge the person placing the order for their PDF/PPT
download, you should set the offer up as an E-Delivery Offer. For more
information on this, see E-Delivery Offers on page 179.
Ship & Handling Charge: (optional) Enter the amount of shipping and handling you
would like to charge when this offer is ordered. For more information on shipping and
handling see the chapter on Working with Orders.
Shipping and Handling Charge Type: (optional) Select whether the shipping and
handling charge should be calculated for each, per thousand, or the entire line item.
Taxable: (optional) Select Yes to charge tax for the Offer. Select No to not charge tax.
The default is set in the Default Taxable Offers field on the System Information

Screen. (From the OMS Menu choose, Setup > System > Basic System Information
(Required).
Quantity Break: (optional) Select this check box if you will use Quantity Break
pricing. This pricing structure supports different pricing based on the quantity of the
offer requested. For more information on this topic see the chapter on Merchandise
Fulfillment. When you select this field, the screen expands to include Line #, From,
To and Price fields. See Pricing Tab – Quantity Break Selected on page 152 for more
information on this screen.
Class Break: (optional) Select this check box if you will use Class Break pricing.
This pricing structure supports different pricing based on Price Classes. For more
information on Class Breaks, see the chapter on Merchandise Fulfillment. When you
select this option the screen expands to include the Class Description and Price fields.
See Pricing Tab – Class Break Selected on page 153 for more information on this
screen.
Pricing Tab – Quantity Break Selected
Create/Edit Offers – Pricing Tab, Quantity Break Selected
Here are the descriptions for the fields on the Create/Edit Offers, Pricing Tab -
Quantity Break Selected Screen. For information on the other fields on this screen see
Create/Edit Offers – Pricing Tab on page 150.
Quantity Break Type: (optional) If the same offer will likely be added to an order
more than once (as in customized business cards for different people), you can select
whether to calculate the quantity detail pricing based on each line item or for total for
the entire offer.
Copy Pricing: Click this button if you would like to copy an existing pricing Table.
Share Pricing: Click this button if you would like to share the pricing Table with
another offer. If you change the price in either offer, the pricing in the other offer will
change as well.
Price Breaks by Quantity: Click + to add quantity rows.
Start: (required) Enter the beginning quantity for the Quantity Break.

Working With Offers
End: (required) Enter the end quantity for the Quantity Break. The last quantity in the
series should always be “U” for unlimited.
Price: (required) Enter the price for the Quantity Break.
Pricing Tab – Class Break Selected
Here are the descriptions for the fields on the Define / Edit Offers, Pricing Tab - Class
Break Selected Screen. For information on other fields on this screen see Create/Edit
Offers – Pricing Tab on page 150.
Class Description: (read only) These are the Price Classes that you set up on the
Price by Class Setup Screen (OMS Menu, Setup > Merchandise Setup > Define Price
Classes). For more information on this topic see the chapter on Merchandise
Fulfillment.
Price: (required) Enter the price you will charge users who are associated with the
Price Class to the left, to order this offer.
Create/Edit Offers – Products/Clusters Tab
Sample Screen
Create/Edit Offers – Products/Clusters tab
Search Type: (required) Select Product or Cluster, to search for an existing Product
or Cluster to add to the offer. Default is Product. You would use this when the
product(s) that correspond to this offer have already been defined in the OMS and you
want to link them to this offer.
Search String: (optional) Enter the Product ID or Product Description to search for
a product to add to the offer. For more information on search techniques see page 6.
Default is Product ID.

Search For: (required) Select Product ID or Product Description to correspond

with the information you entered into the Search String field.
Owner: (required) Select an inventory Owner from the drop down menu. Default is
the Owner set up as the Client in the System Definition Screen (OMS Menu, Setup >
System Information > Basic System Information (Required)).
Product Type: (required) Select the type of product you would like to create. Your
choices are Product, Size / Color Cluster or Product List Cluster. Default is Product.
For more information on this topic see Using Add New Products / Clusters Option on
page 163.
Build Type: (required) Select Produce on Demand, Manufacture on Demand, or

Electronic POD if this product is made as orders are received for it. Select Product if
you keep a constant supply of the product on your shelves. Default is Product. For
more information on this topic see Produce on Demand Products on page 46.
Quick Create: Click this button to quickly create a new Product. This option quickly
creates a product, using the Offer’s id and description. Product Details must be added
later. If you wish to add product details now, use the Create button instead (see
below.)
Create: (optional) Click this button to create a new Product associated with the offer.
This option opens the Product Editor, allowing you to input all of the product details
right now.
If a product was added to the offer, “product” displays above the Product ID. If a
cluster was added to the offer, “cluster” displays above the Product ID.
Quantity: (required) Enter the quantity of the offer that will ship when the user orders
“1” offer during Order Entry. Default is 1.
Primary Revenue: (optional) The Primary Revenue Center will receive the
remaining revenue after all other products are allocated revenue. For more
information on revenue tracking see Revenue Tracking on page 198.
Revenue Amount: (optional) Enter a dollar amount to allocate to the selected

Revenue Center each time the offer is ordered. For more information on revenue
tracking see Revenue Tracking on page 198.
Revenue Center: (optional) Select a Revenue Center from the drop down menu to
associate with the product listed to the left. For more information on revenue tracking
see Revenue Tracking on page 198.

Working With Offers
Backorder Treatment: (required) Choose a Backorder Type from the drop down
menu. Your choices are Use System Default; Ship What is in Stock, Backorder the
Rest; Backorder Entire Order if Anything is Out of Stock; Ship What is in Stock,
Cancel the Rest; or Backorder Entire Offer When Insufficient Stock. The default is
Use System Default. For more information on backorders see the chapter on
Processing Orders.
Note: It is possible to associate multiple Products with an Offer if needed. With

this setup, when someone orders 1 of the Offer, they will receive each
Product associated with it.
With this type of definition, 2 additional options are displayed in the

Products/Clusters tab:
• Exclude from Availability (optional) Choose this option to

exclude the items inventory balance from the availability display
in Order Entry. For example, an offer contains 2 Products - a DVD
and a Sticker. The DVD has an available balance of 1000 and the
sticker 0. With Exclude from Availability checked for the Sticker,
the available quantity on the Order Entry Screen displays 1000.
• Do Not Ship Alone (optional) Choose this option to dictate that
the Product is not to ship alone. Using the above example, if the
Sticker should never be shipped by itself, this option would be
selected. In order to ship the sticker in this offer, the DVD would
need to be in-stock and available.
Create/Edit Offers – Restrictions Tab
There are several ways to set up offer restrictions. These are covered in detail in the
chapter titled Working With Distributions on page 597.
Sample Screen
Create/Edit Offers – Restrictions tab

Screen Definition
Limit: (optional) Enter the quantity limit for any restriction that applies to this offer.
Allow Ordering/Suppress Display/View Only: (optional) If you have a limit

assigned, select what to do if the user is over the limit.
• Allow Ordering – This will allow the user to place the order anyway. The
order will need to be approved.
• Suppress Display – Do not display this offer if the user is over the limit.
• View Only – Allow the user to see the offer, but do not allow ordering.
Payment Always Required: (optional) This tells the system to exclude this offer
from any budget allowances and to always require payment for the item.
Comments: (optional) Enter the text to display, if any, when the user is over the limit
for this offer.
Create/Edit Offers – Customization Tab
You can specify that a user must visit a third-party Web site outside of Pro-Mail to
place an order for an offer. The intention is that this third-party Web site would return
order quantity and offer information to Pro-Mail. The offer would be added to the Pro-
Mail Shopping Cart. This feature is commonly used when information is customized
on third-party websites.
Here is a description of the fields in the Define/Edit Offers, Customization Tab.
Must Order Using Remote Order System: (optional) Select Yes to invoke this
feature. Select No to use Pro-Mail customization codes for customization. See
Customization Tab on page 177 for instruction on setting up customized offers with
Pro-Mail’s customization codes.) Selecting Yes expands the screen to include the
fields Enter Link to Remote System, Text to Display on the “Order” Button and Allow
“Ordered Quantity” to be changed in Pro-Mail. Default is No.
Note: When returning to Pro-Mail from a remote system, the following

information must be included in the link:
http://[promail webserver]/v5fmsnet/OrdEnt/
FgnAddCart.asp?Qty=[quantity]
where:
[promail webserver] = Your web server name or ip address

[quantity] = quantity ordered.

Working With Offers
Remote System: (required) Choose the remote ordering system you’ll use for this
item.
Document Id: (required) Enter what this item will be called in the remote ordering
system.
Note: If using XMPie, this field will be replaced by two fields, XMPie UStore Id
and XMPie Product Id.
Pricing: Choose how to price the item. Your options include:
• Use Offer Pricing – This uses Pro-Mail’s offer pricing.

• Use Remote System Price as a unit price when provided
• Use Remote System Price as FLAT price when provided
Allow Reordering: (optional) Select Yes if you want users to be able to reorder this
customized item, remembering the customizations.
Reorder Expiration Days: (optional) If you selected Yes, above, enter the number of
days to remember the customization after the order is placed.
Enter Link to Remote System: (required if you are using this feature) Specify the
URL outside of Pro-Mail from which the user must place an order for the offer.
Text to Display on the “Order” Button: (required if you are using this feature)
Enter text as it should appear on the Order button.
Allow “Ordered Quantity” to be changed in Pro-Mail: (required) Select Yes if the

user can change the Order Quantity in Pro-Mail. Select No if they should not have the
ability to do this. Default is Yes.
Create/Edit Offers – Images Tab
Sample Screen
Create/Edit Offers – Images tab

Screen Definition
Local Images: (required) Select Yes, if the images you use for your site are stored on
the Internet. Default is Yes.
Directory: (optional) Type the location of the images used on your Web site into this
field. This may be local on your server or anywhere accessible on the Internet. The
information will automatically populate if the path is entered in the Default Image
Virtual Directory field on the System Definition Screen (Setup > System Information
> Basic System Information (Required)).
Thumbnail Image ID: Enter the file name and extension of the image you would like
to use as a thumbnail. Alternately click Browse Images to search for the image and
have the path populate automatically. This image is designed to download fast to the
screen for reference purposes.
Full Image ID: Enter the file name and extension of the image you would like to use
as a large image. Alternately click Browse Images to search for the image and have
the path populate automatically. Typically larger images take more time to download
than thumbnail images; therefore they are activated by user request.
Full Image Text: (optional) Enter the text to display when the user hovers over the
full sized image.
Micro Images: •(optional) You can associate many “micro images” with offers that will
display in a list on the Offer Detail Page of the Shopping Cart View. You can define
as many as you would like. Click the + sign to add each image.
Note: In order to enable the micro images, the “Micro Images” element should be added
to the Offer Detail Page of the Shopping Cart View configuration. See Shopping
Cart Views on page 327 for information on setting up shopping carts.
Description: (required) This is the description that shows when the user hovers over
the micro image.
Micro Image Path: (required) This is the path where the micro image is stored.
Thumbnail Image Path: (optional) This is the path to where the thumbnail image is
stored.
Full Image Path: (optional) This is the path to where the Full Image is stored.
Note: With micro images, you should use either the Thumbnail Image or the Full
Image, but not both.

Working With Offers
Create/Edit Offers – Links Tab
Sample Screen
Create/Edit Offers – Links tab
Screen Definition
HTML Link: (optional) Enter the URL of a third party web site. During order entry,
when you click on the Offer ID, the link you specify here will be accessed and will
open in a new window. The page can be referenced for informational purposes.
PDF Link: (optional) Enter the path of the PDF that you would like to associate with
the offer. A link to the PDF will display with the offer in Order Entry as long as you
have selected to display the link in the View Setup, Offer List or Offer Details tabs.
Acrobat Reader is required to view PDF files.
PowerPoint Link: Enter the path of the PowerPoint presentation that you would like
to associate with the offer. A link to the presentation will display with the offer in
Order Entry as long as you have selected to display the link in the View Setup, Offer
LIst or Offers Details tabs. An individual can view the presentation at that time.
Other Link 1, 2, and 3: (optional) Enter the path of a URL into any of these fields.
These links do not serve specific pre-defined purposes. Once defined, a user may click
on the URL during Order Entry. A new window opens which takes the user to the
destination URL. The link description is designated by View, with an override option
in each offer.
Display Text: (optional) Enter the text that when clicked takes the user to the URL
specified in the Other Link 1, 2, and 3 fields. This field allows for entry of an
unlimited number of characters.

Create/Edit Offers – Quantities Tab
Sample Screen
Create/Edit Offers – Quantities tab
Allow Ordering Specified Quantities Only: (optional) You can specify that an offer
must be ordered in specific quantities. When an order is placed for the offer the user is
prompted with a drop down menu where they can choose the quantity to order. Select
this check box to allow users to choose the quantity they would like to order from a
drop down menu. When this check box is selected, the screen expands to include the
Quantity 1- 20 fields.
Allowed Quantities: (optional) Click the + sign to add quantities. Enter the set
quantities that a user can order. The quantities you enter into these fields display in a
drop down menu in the offer during order entry.
Create/Edit Offers – Custom Categories Tab
You can create custom categories to sort items. This is different from standard offer
sort categories. For more information on this topic, see Defining Custom Offer
Categories on page 188.
Create/Edit Offers – Categorization Tab
You can categorize your offers to make it easier to find them in Order Entry. For
information on creating offer categories, see Offer Categorization on page 182.

Working With Offers
Sample Screen
Create/Edit Offers – Categorization tab
Screen Definition
Here are the descriptions for the fields on the Define / Edit Offers, Categorization Tab
Screen:
Add Branch: (optional, recommended) Click the Add Branch button to categorize
this offer.
Categorization: (optional, but recommended) Choose the appropriate Offer Sort

Levels and Offer Sort Groups for your offer. Although this field is optional, if you do
not select a category for your offer it will not display on the Order Entry screen if you
use a category type view. The category path to which the offer is saved is validated.
Featured: (optional) Select the check box next to the level where you would like the
displayed in the level you have designated. When a user clicks on a featured item, they
are redirected to that offer.
Add Branch: Click this button to place the offer into additional Category Sort
Groups.
Create/Edit Offers – Up-Sell Tab
In the Shopping Cart View you can recommend other offers based on what the person
is viewing or ordering. This is accomplished by associating offers in the Up-Sell tab.
Click the + sign to associate offers. When a user views or orders this offer, the system
will recommend the offers you’ve associated in the up-sell tab.

Sample Screen
Create/Edit Offers – Up-Sell tab
Screen Definition
+ / -: (required for up-sell) Click the + sign to add an offer to upsell. Search for the
offer or offers to associate.
Up-Sell Time: (optional) Select whether to display the associated offers in the Offer
Detail Page, on the Splash Page when the item is added to the cart, or Both.
Offer Detail Comments: (optional) Enter the comments to display in the Offer Detail
Page when this recommended offer is displayed.
Add to Cart Splash Comments: (optional) Enter the comments to display in the
Splash Page after the offer is ordered. These comments will display beside the
recommended offer.
Creating Products From an Offer
There are two ways to create a product from an offer. One is by selecting the Create
Product From Offer check box on the Define / Edit Offer, Products Cluster Tab
Screen. The other is to use the Add New Products / Clusters option on the same
screen.
If a product is created using the Create Product From Offer check box, it will contain
the same ID, Description and Comments entered in the Offer. Any changes to the
offer with regard to ID, Description or Comments will have no effect on the linked
product.
If a product is created using the Add New Products / Clusters Option, it can have a
different ID and Description than the offer.

Working With Offers
Section Topics
• Using Create Product From Offer Check Box on page 163

• Using Add New Products / Clusters Option on page 163
Using Create Product From Offer Check Box
If a product is created using the Create Product From Offer check box, it will contain
the same ID, Description and Comments entered in the Offer. Any changes to the
offer with regard to ID, Description or Comments will have no effect on the linked
product.
To define offers using Create Product From Offer check box:

• On the Offer Lookup Screen click New to create a new offer.
—or—
• On the Offer Lookup Screen click Auto to create a new autonumbered offer.
the screen as needed. For more information on this screen, see Define / Edit Offers
– Basic Information on page 146.
3. On the Define / Edit Offers, Products / Clusters Tab Screen select the Create
Product From Offer check box. For more information on this screen see Create/
Edit Offers – Products/Clusters Tab on page 153.
4. Select an Inventory Owner from the Owner drop down menu.
Tabs see the screen definitions starting at Create/Edit Offers – Basic Information
on page 146.
—or—
Using Add New Products / Clusters Option
When a product is created using the Add New Products / Clusters Option, it can have
a different ID and Description than the offer.
To define offers using the Add New Products / Cluster Option:

• On the Offer Lookup Screen click New to create a new offer.

—or—
• Click Auto to create a new autonumbered offer.
the screen as needed. For more information on this screen, see the Define / Edit
Offers – Basic Information on page 146.
3. On the Define / Edit Offers, Products / Clusters Tab Screen select Product from
the Product Type drop down menu. Default is Product. For more information on
this screen see the Create/Edit Offers – Products/Clusters Tab on page 153.
a. Click Go.
b. On the Create / Edit Products Screen complete the fields as needed. For
more information on this screen see the Create / Edit Products Screen –
c. Click Submit.
d. On the Define / Edit Offer Screen, complete the fields in the other Tabs as
needed. For more information on these Tabs see the screen definitions
starting at Create/Edit Offers – Basic Information on page 146.
—or—
On the Define / Edit Offers, Products / Clusters Tab Screen select Size / Color
Cluster from the Product Type drop down menu. Default is Product. For more
information on this screen see the Create/Edit Offers – Products/Clusters Tab on
page 153.
a. Click Go.
b. On the Size / Color Product Cluster Screen, complete the fields as needed.
For more information on this screen see the Size / Color Product Cluster
Screen on page 133.
c. Click Save Cluster.
d. On the Define / Edit Offer Screen, complete the fields in the other Tabs as
starting with Create/Edit Offers – Basic Information on page 146.
—or—
On the Define / Edit Offers, Products / Clusters Tab Screen select Product List
Cluster from the Product Type drop down menu. Default is Product. For more
information on this screen see the Create/Edit Offers – Products/Clusters tab on
page 153.
a. Click Go.
b. On the Product List Cluster Screen, search for products to add to the
Product List Cluster. For more information on this process see Product List
Clusters on page 128.
c. Complete the rest of the fields on the screen as needed. For information on
this screen see the Product List Cluster Screen on page 129.
d. Click Save Cluster.

Working With Offers
e. On the Define / Edit Offer Screen, complete the fields in the other Tabs as
starting with Create/Edit Offers – Basic Information on page 146.
—or—
Cloning an Offer
You can create a new offer by cloning an existing one. This copies the products and
parameters from an existing offer to a new one. The existing offer is retained and the
new offer can then be edited as necessary.
To clone an offer:
1. In the OMS, go to Offers > Create/Edit Offers.

2. Search to bring up the existing offer you want to clone.
3. Click Clone in the existing offer.
4. Click OK to continue.
5. Make changes to offer id, description, and parameters, as needed. See Defining /
Editing Offers Using an Existing Product or Cluster on page 145 for field/tab
definitions.
Sample Screen
Clone an Existing Offer

Custom Assembly Offers
A Custom Assembly is a type of offer that allows the person placing the order to select
products from pre-defined lists and have the products assembled together. An example
of a Custom Assembly is an insurance binder. The binder for every customer may be
different depending on their plan and different riders for which they enroll. You would
set up Assembly Groups that are made up of the forms available for each plan. See the
example below the next paragraph.
In the warehouse you would set up your Wave to print a form called a Pick Slip
Custom Assembly. The warehouse workers know what products to assembly together
for the order based on this form. For more information on Warehouse Waves see the
chapter on Waves in the Warehouse Management System (WMS) Manual.
Example
Custom Assembly Diagram BMP
Plan A requires forms, A, B, and C. Optionally, you may order form D, E or F. Plan B
requires forms A and B. Optionally, you may order form C, D, E and F. Plan A and
Plan B are the names of the Assembly Groups. Forms A, B, C, D, E, and F correspond
to the products within the group.

Working With Offers
To create a Custom Assembly Offer:
1. From the OMS Menu, select Offers > Create/Edit Offers.

2. On the Offer Lookup Screen click New to create a new offer.
—or—
On the Offer Lookup Screen click Auto to create a new autonumbered offer.
3. Complete the fields on the top part of the screen as needed. For more information
on this screen see the Define / Edit Offers – Basic Information on page 146.
4. Choose Custom Assembly from the Bill of Materials drop down menu. The
Products / Clusters Tab opens. For more information on the Products / Clusters
Tab see the Create/Edit Offers – Products/Clusters Tab on page 153.
5. Click Add Group.
6. On the Offer XX (where XX stands for the Offer ID)- Assembly Groups screen,
complete the following fields. For detailed information on these fields see the
Offer XX (where XX stands for the Offer ID), Assembly Groups Screen on
page 168.
• Heading
• Minimum Quantity
• Maximum Quantity
7. Search for products to add to the group. For detailed information on search
techniques see page 6. Once you have selected your products the screen expands.
8. Complete the following fields. For detailed information on these fields see the
Offer XX (where XX stands for the Offer ID), Assembly Groups Screen on
page 168.
• Quantity
• Backorder Treatment
• Instructions
• Required
9. Click Submit to complete the assembly group.
—or—
Click Another to add an additional assembly group.
10. Complete the fields as needed to finish setting up the offer. For further information
see Creating/ Editing Offers on page 145.

Sample Screen
Offer XX (where XX stands for the Offer ID), Assembly Groups Screen
Screen Definition
Here are the descriptions for the fields on the Offer XX (XX stands for the Offer ID),
Assembly Groups Screen:
Heading: (required) Enter a title for this group. In our example on page 166, you
would create 2 groups. Plan A would be the heading for one, and Plan B would be the
heading for the other.
Minimum Quantity: (required) Enter the minimum amount of products the user must
order from the group.
Maximum Quantity: (required) Enter the maximum amount of products the user can
order from the group.
Note: The Maximum Quantity can not be greater than the amount of products in
the group.
Quantity: Enter the amount of the product that will ship when ordered. For example,
if you enter a quantity of 2, when the product is ordered from the group, two will ship.
Backorder Treatment: (required) Choose a Backorder Type from the drop down
menu. Your choices are Use System Default, Ship What is in Stock, Backorder the
Rest, Backorder Entire Order if Anything is Out of Stock, Ship What is in Stock,
Cancel the Rest, or Backorder Entire Offer When Insufficient Stock. Default is Use
System Default. For more information on backorders see the chapter on Processing
Orders.

Working With Offers
Instructions: (optional) Enter assembly instructions into this field. The instructions
will print on the Pick Slip Custom Assembly Orders form.
Required: (optional) Select this check box if a product must be included in the
custom assembly. The check box next to the required products will display as selected
and dimmed during Order Entry.
User Specified Quantities: (optional) Select this check box to allow users to enter
their own quantity included for each component.
Exclude from Availability: (optional) Select this check box to exclude the
component’s available quantity as it relates to the entire Offer. In general, the
Available amount of an Offer will represent the lowest available amount of one of its
components.
Do Not Ship Alone: (optional) Select this check box to prohibit the system from
shipping this component alone.
Default Check: (optional) Select this check box to have the component default to
being selected.
Surcharge: (optional) Enter the amount, if any, above the total Offer Price to charge
for adding this item.
Delete: (optional) Select this button to remove the component from the list.
Indicating Custom Assembly Quantities
Once a Custom Assembly Offer has been define, it can be setup to allow users to
indicate the quantity of each component to be placed in a custom assembly at order
entry time. For Example: You have a Custom Assembly Offer called Tote Bag with 10
different products that can be included within it. A customer places an order for a
quantity of six Tote Bags and selects five products to include within it. Of the five
products, they indicate that they want two of Product A, three of Product B, one of
Product C, etc. placed in each Tote Bag.
To Indicate Custom Assembly Quantities:
1. From the OMS Menu choose Offers > Create / Edit Offers.
2. Enter in the custom assembly offer ID and click Search.
or
3. Click Search and drill into the offer of choice.

4. Under the Product / Clusters tab, click Modify.

5. In here, select the check box for “User Specified Quantities” next to each item this
will apply to.
6. Click Submit
7. Click Save

Working With Offers
Drop Ship Offers
A Drop Ship Offer is a special type of offer that is shipped from a supplier, NOT from
your warehouse. A Drop Ship Offer does NOT tie to a product in your warehouse.
When a Drop Ship Offer is ordered, it triggers a request that is sent to an outside
supplier for the item to be shipped from their facility.
A separate shipping order for the appropriate supplier is generated for each order that
contains a Drop Ship Offer. The communication contains information identifying the
supplier, offer details, and customization information. The supplier may communicate
shipping information back to Pro-Mail. You may view details in Order Inquiry upon
the receipt of the shipping information. For more information on Order Inquiries see
Order Inquiry on page 228.
Follow the steps below to set up a drop ship offer.
To set up a drop ship offer:
1. Define Suppliers
2. Define Offer Customization Codes
3. Define the Drop Ship Offer
Section Topics
• Defining Supplier Setup on page 171

• Defining Offer Customization Codes on page 173
• Defining Drop Ship Offers on page 175
• Drop Ship Offers XML Schemas and Sample Files on page 178
Defining Supplier Setup
Drop Ship Suppliers ship the Drop Ship Offer when it is ordered.
To define / edit a Supplier Setup:
1. From the OMS Menu, select Offers > Maintenance > Suppliers.
2. On the Suppliers Setup screen, drill into a line to edit a supplier.
—or—
On the Suppliers Setup screen, click Add New Supplier.

Drop Ship Offers
Suppliers Setup Screen on page 172.
4. Click Save Current Supplier to save a new record or Save Changes to save your
edits.
—or—
Click Add Another Supplier if you created a new record and want to create
another supplier or click Add New Supplier if you edited a supplier and want to
create a new one.
Sample Screen
Suppliers Setup Screen
If you are using the UPS Rate Call Calculator additional fields will display. (For more
information on UPS Rate Call Calculator, see UPS Rate Call on page 287.
Supplier Setup Screen with UPS Info
Screen Definition
Here are the descriptions for the fields on the Suppliers Setup Screen:
Supplier Name: (required) Enter the name of your supplier.
Account Number: (optional) Enter your supplier’s account number.
Reference Number: (optional) Enter a reference number for your supplier.
Communication Method: (required) From the drop down menu choose the method
you will use to transfer Drop Ship orders to your supplier. Your choices include,

Working With Offers
Interactive XML, Batch XML, Paper or E-mail. Currently you must use Batch XML
or E-mail. The other methods are for future use.
Directory Name: (optional) Enter the directory to which your XML orders will be
written. This can be an FTP address that your client can check every minute and grab
new files.
Address Fields: (Required) Enter the address and phone information for this supplier.
Default Shipping Import Directory: (optional) This is the default path for Drop
Ship XML Shipping Batch Files.
Save Changes: Click this button to save changes you made to an existing record. This
button will display when you edit a supplier.
Save Current Supplier: Click this button to save the supplier. This button will
display the first time you set up a supplier.
Add Another Supplier: Click this button to save the supplier and create an additional
one. This button will display the first time you set up a supplier.
Delete this Record: Click this button to delete a supplier. This button will display
when you edit a supplier.
Add New Supplier: Click this button to save the changes you made to the record and
to add an additional supplier. This button will display when you edit a supplier.
Return to Supplier List View: Click this button to return to the list of suppliers
without saving changes to the record.
Defining Offer Customization Codes
Customization Codes allow you to define customization information that is messaged

to the supplier along with the Drop Ship Offer information. You may create an
unlimited number of Customization Codes and apply each one to different Offers. For
example, if someone were ordering business cards they may indicate their name,
company name, address, and contact information. Each data element defined in the
customization code is assigned a unique “field tag.”
Note: Customization Fields are not required for Drop Ship offers. You may have
a drop ship offer with no customization at all.
To define Offer Customization Codes:
1. From the OMS Menu, select Offers > Maintenance > Customization Codes.

Drop Ship Offers
2. On the Offer Customization Codes Screen, drill into a line to edit the
Customization Code.
—or—
On the Offer Customizing Codes Screen, click New, to define a new
Customization Code.
3. Complete the fields as needed. For more information on the fields see the Offer
Customization Code Screen on page 174.
4. Click Save.
Sample Screen
Offer Customization Code Screen
Screen Definition
Here are the descriptions for the fields on the Offer Customization Code Screen:
ID: (required) Enter a short identifier for the Customization Code.
Description: (required) Enter a description of the customization code.
Comments: (optional) Enter comments that will display in the list view of the Offer
Customization Code Screen.
Field Name: (required) Enter a description of the information you are collecting. This
field will be visible to the end user. They will enter the applicable data into it.
Data Type: (required) Choose a data type from the drop down menu. Data Types
define how the information is captured. The Data Type options include Normal,
Numeric, Money, Date, Yes/No, Attachment, and Drop Down. Default is Normal.
Note: If you choose Attachment, an Edit button will appear so you can designate
allowable file extensions. You will also need to define the Dafult
Attachment Upload Directory to store these files. You can set this in the
OMS under Set up > System > Basic System Information.

Working With Offers
Req: (optional) Select this check box if the user MUST enter information into this
field during Order Entry.
Max Len: (required) Enter a number that describes the maximum length of the field.
Default is 0.
Field Tag: (required) Type an identifier that will be used to indicate where to display
the data that will be exported to the .asp page.
Default Value: (optional) Choose a value from the drop down menu to pre-populate
in the field on the Order Entry screen. Your choices are Ordered By Info, Ship To
Info, or Bill To Info. Default is blank.
Default Field: (required) Choose the field from which the pre-populated information
will be coming from the drop down menu. Your choices are Postal Code, State, City,
County, Phone, Fax, E-mail, UID, Company, Name Prefix, First Name, Middle Initial,
Last Name, Name Suffix, Title, Address 1, Address 2, Address 3. Default is blank.
ReSeq: (optional) Use the arrows to move rearrange the lines to your needs. The
“UP” arrow moves a line up by one line. The “Down” arrow moves a line down by
one line. The lines appear in Order Entry in the order in which they are sequenced on
the Offer Customization Code Screen.
Defining Drop Ship Offers
The last step in creating a Drop Ship Offer is defining the offer.
To define a Drop Ship Offer:

2. On the Offer Lookup Screen, click New to create a new Drop Ship Offer.
—or—
On the Offer Lookup Screen, click Auto to create a new Drop Ship Offer whose
Offer ID is automatically numbered.
3. Complete the fields on the top part of the screen as needed.
4. On the Define / Edit Offers Screen, choose Drop Ship Offer from the Bill of
Materials drop down menu. The Drop Ship Tab is displayed.
5. Complete the fields as needed in the Drop Ship tab. For detailed information on
this screen see the Define / Edit Offer, Drop Ship Tab Screen on page 176.
6. Complete the fields as needed in the Customization tab, if applicable. For detailed
information on this field, see Customization Tab for Drop Ship Offers Screen on
page 177.
7. Complete the fields as needed for the rest of the offer.

Drop Ship Offers
Sample Screen
Define / Edit Offer, Drop Ship Tab Screen
Screen Definition
Here are the descriptions for the fields in the Define / Edit Offer, Drop Ship Tab
Screen:
Offer ID: (required) This is the ID of the item for sale.
Description: (required) This is the description of the item that is for sale.
Bill of Materials: (required) Select Drop Ship from the drop down menu.
Revenue Center: (optional) Select a Revenue Center from the drop down menu.
Drop Ship Tab
Check Out Availability Text: (optional) Enter the text to appear on the Availability
field for this offer in Order Entry.
Weight: (optional) Enter the weight of the piece in ounces or pounds.
Start Date: (required) Enter the date when you will start using the supplier.
End Date: (optional) Enter the date when you will stop using the supplier.
Note: You must have one line item with a Start Date and an open End Date.

Working With Offers
Supplier: (required) Select the supplier, who will be shipping your Drop Ship Offer
for the dates listed to the left, from the drop down menu. You can indicate different
suppliers based on when the order is processed. Default is the supplier who is listed
first on your list. For information on setting up your supplier list see Defining Supplier
Setup on page 171.
Supplier Part #: (optional) Enter a number that is used to identify the supplier’s part.
Customization Tab
Customization is option for drop ship offers. This is where the person placing the
order tells the drop ship supplier how to customize the item.
Sample Screen
Customization Tab for Drop Ship Offers Screen
Screen Definition
Must Order Using Remote Ordering System: (optional) If you’ll use a third party
ordering system to customize the item, select Yes. See Create/Edit Offers –
Customization Tab on page 156 for instructions on filling in this screen.
Select NO if you will capture the customization in Pro-Mail and send to the drop ship
supplier.
Customization Code: (optional) Select the appropriate Offer Customization Code

from drop down menu. For information on creating Customization Codes see the
Defining Offer Customization Codes on page 173.
Preview Button: (optional) Select this check box if you wish to include the option to
display a Preview Page during Order Entry. A Preview Page allows the person placing
the order to see an image of the Offer with the customization information they
specified inserted. The Preview Page is an .asp web page you must define. You
indicate the link to this .asp page in the Preview Asp Link box. The idea is that when
you define the web page, you would include the image (a business card for example)
and indicate where in the image each “field tag” is to display. Each “field tag”
contains customization information such as name, address, etc. When the Preview
Button is clicked the .asp page opens, displaying the customization information on the
page. Auto Preview Image will display in a browser by passing the Customization

Drop Ship Offers
Data and corresponding Tags to an .asp page that YOU create. The .asp page that is
being called must be on a server in a directory that is accessible from the internet, and
must be able to “serve” .asp pages. This means that the folder that the page is created
in, must be made into a web package with scripting enabled. This allows it to look for
and run server side code.
Preview Text: (optional) Enter text that will display on the Order Entry screen next to
the Preview Button. For example, “Click here to Preview your Business Card.”
Preview Asp Link: (required if you selected the Preview Button check box) Enter the
path of your .asp page.
Test Link Page: Click this button to test the .asp page you created. Your .asp page
will open in a new browser window.
Drop Ship Offers XML Schemas and Sample Files
You have the ability to send orders for Drop Ship Offers to your supplier via Batch
XML, using the schema ShipOrderBatch.xml, or via E-mail. In future releases you
will have the ability to do this using paper and interactive XML.
Your supplier may send the shipping order back to you using the schema
ShipBatch.XML.You may view details in Order Inquiry upon the receipt of the
shipping information. Your supplier may also send back a Cancel XML file, to cancel
out the Drop Ship Orders.
For more information on processing Drop Ship Offers see the chapter on Processing
Orders.
For more information on the Drop Ship XML Schema files see Document IDs 285 and
286 on the documentation portion of our Web site.
For sample XML files see the section Creating Drop Ship Offer XML Files on
page 548.

Working With Offers
E-Delivery Offers
E-Delivery Offers allow the recipient to receive an e-mailed file rather than a shipped
physical piece. This type of offer is similar to a Drop Ship Offer, except there are no
suppliers associated with it. Instead, you will define a deliverable file to send to the
recipient. You can specify a number of days to keep the e-mailed download link active
before expiring it.
To define E-Delivery Offers:
1. From the OSM Main Menu, select Setup > System > Basic System Information.
2. Within the E-Delivery Upload section, define the Default E-Delivery Upload
Directory and the Default E-Delivery Secure Directory.
• Default E-Delivery Upload Directory
This is the physical temp directory to which files are transmitted when
ordered. E-Delivery Offer files will remain in this directory until the
specified Expiration Day has passed.
• Default E-Delivery Secure Directory
This is the physical directory where all E-Delivery files are stored.
Note: The Default E-Delivery Upload Directory and the Default E-Delivery
Secure Directory can not be the same folder.
3. In the OMS, go to Offers > Create/Edit Offers.

4. Select New to create a new E-Delivery offer, or select Search to modify an
existing E-Delivery offer.
5. Select E-Delivery in the Bill of Materials drop down list.
6. Fill in the appropriate tabs for this offer. See Creating/ Editing Offers on page 145
for instructions on these tabs.
7. Under the Drop Ship tab, fill in the necessary fields.
8. Click Save.
9. Define an Order Processing Stream (new or existing) to handle E-Deliveries.
a. In the OMS, go to Set Up > Processing > Define Order Processing
Streams.
b. Select New to create a new one or drill into an existing stream.

E-Delivery Offers
c. In the Order Processing Confirmation section, enter the text that should
appear above the download link within the “Hyperlink Text Orders WITH
E-Delivery” text box.
Order Processing Confirmation Set up
Sample Screen
Define/Edit E-Delivery Offer screen
Screen Definition
Offer ID: (required) This is the ID of the item for sale.
Description: (required) This is the description of the item that is for sale.
Bill of Materials: (required) Select Drop Ship from the drop down menu.
Revenue Center: (optional) Select a Revenue Center from the drop down menu.

Working With Offers
Check Out Availability Text: (optional) Enter the text that should appear regarding
the availability of this item during Check Out time.
Weight: (not applicable) This field is not applicable for E-Delivery items.
Deliverable Directory: (required) Enter the secured directory where the E-Delivery
file resides. If you have defined a Default E-Delivery Secure Directory within the
Basic System Parameters screen (step 2, above.)
Deliverable File: (required) Enter the file name to be e-mailed to the recipient.
Expiration Days: (required) Enter the number of days to keep the file in the temp
directory once the order with the associated offer has been processed. After this
number of days has passed, the file will be removed from the temp directory, thus
disabling the ability to download it.

Offer Categorization
Offer Categorization is used to organize the display of offers during Order Entry.
Offers are organized into categories and subcategories that you define. During Order
Entry, users may search for offers by drilling down into the categories. You may place
an offer into more than one Category.
There are several benefits to using Offer Categories:
• Offer Categories allow users to easily find items when entering orders
• Offer Categories may be used to restrict users to only ordering specific offers
• Offer categories provide sortation on reports
Offer categories are made up of Offer Sort Levels and Offer Sort Groups. Offer Sort
Levels provide the ability to have sub-categories (a category within a category). Offer
Sort Groups are the actual category within each Offer Sort Level.
Example
In Level 1 you may have two Offer Sort Groups, Brochures and Merchandise. In
Level 2, under Merchandise, you may have two Offer Sort Groups, Shirts and Shoes.
Under Shirts you may have a Level 3 made up of T-Shirts and Long Sleeve Shirts.
Under Shoes you may have a Level 3 made up of Sneakers and Boots.
Offer Categories Diagram
You must define Offer Sort Levels before you can define Offer Sort Groups.
Section Topics
• Defining Offer Sort Levels on page 183

• Defining Offer Sort Groups on page 184
• Defining Custom Offer Categories on page 188
• Defining / Editing Custom Offer Category Options on page 190

Working With Offers
Defining Offer Sort Levels
Offer Sort Levels provide the ability to have sub-categories (a category within a
category). There is no limit to the amount levels you may define. You must define
Offer Sort Levels before you can define Offer Sort Groups.
To define Offer Sort Levels:
1. From the OMS Menu, select Offers > Maintenance > Sort Levels.
2. On the Offer Sort Level Setup Screen, enter the number of sort levels you would
like to create into the Number of Sort Levels field. For more information on this
screen see the Offer Sort Levels Setup Screen on page 183.
3. Click Recalculate.
4. Complete the Sort Level Description fields.
5. Click Save.
Sample Screen
Offer Sort Levels Setup Screen
Screen Definition
Here are the descriptions for the fields on the Offer Sort Levels Setup Screen:
Number of Sort Levels: (required) Enter the number of sort levels you want to show
on your Order Entry screen.
Recalculate: Click this button to redraw the line portion of the screen to match the
number of sort levels you indicated.
Sort Level Description: (required) Enter the name of the sort level. This information
does not appear on the Order Entry screen. Default is Level 1, Level 2, etc.

Defining Offer Sort Groups
Offer Sort Groups are the actual category within each Offer Sort Level. You must
define Offer Sort Levels before you can define Offer Sort Groups.
To Define Offer Sort Groups:
1. From the OMS Menu, select Offers > Maintenance > Sort Groups.The names of
the fields on the next screen relate to the names of your Offer Sort Levels.
2. On the Offer Sort Groups Screen, Main Level, click New Category. This button’s
name might be different on your screen. Its name corresponds to the first level of
your Offer Sort Levels. For more information on this screen see the Offer Sort
Groups Screen, Main Level Screen on page 185.
3. On the Offer Sort Groups, New Main Screen, complete the fields as needed. For
more information on this screen see the Offer Sort Groups, New Main Screen on
page 186.
a. Click Submit to write the information to the Table. You are brought back
to the Offer Sort Groups Screen, Main Level.
—or—
Click Another to write the information to the Table and define another
category. You are brought to a blank Offer Sort Groups, New Main Screen.
Repeat Step 3 until you have entered all your main groups.
4. (optional) On the Offer Sort Groups Screen, Main Level, click Add Region to add
a group under the first level group. This button’s name might be different on your
screen. Its name corresponds to the second level of your Offer Sort Level. For
more information on this screen see the Offer Sort Groups Screen, Main Level
Screen on page 185.
a. On the Offer Sort Groups Screen, New XX (in place of the XX will be the
name of a category from your main level) complete the fields as needed.
• Click Submit to write the information to the Table.
—or—
• Click Another to write the information to the Table and create another
one.
—or—
On the Offer Sort Group Screen, New XX (in place of the XX will be the
name of a category from your main level) click Add Existing Region. This
button’s name might be different on your screen. Its name corresponds to
the second level of your Offer Sort Level.
• From the Add Existing Offer Groups Screen, select the check box to the
left of the region you would like to add.
• Click Submit to write a new line with the existing region to the Table.
5. Repeat steps 2-4 until your Table is complete.

Working With Offers
Sample Screen
Offer Sort Groups Screen, Main Level Screen
Screen Definition
Here are the descriptions for the fields in the Offer Sort Groups, Main Level Screen:
Category: This second column heading corresponds to your level 1 sort level.
Level 2: Click this button to edit a level 2 sort group. This button’s title corresponds
to your level 2 sort level.
Add Level 2: Click this button to create a level 2 sort group. This button’s title
corresponds to your level 2 sort level.
Change: Click this button to change your level 1 sort group.
New Level 1: Click this button to add a new Level 1 Sort Group.

Sample Screen
Offer Sort Groups, New Main Screen
Screen Definition
Here are the descriptions for the fields on the Offer Sort Groups, New Main Screen:
Level 1: (required) Enter a name to describe the Offer Sort Group Category.
Description HTML Prefix: (optional) Enter the html tag for this sort category’s
description. This allows you apply special formatting to each individual category in
the Order Entry page.
Description HTML Suffix: (optional) Enter the close for this category’s html tag.
Level 1 Sort Key: (optional) Enter a number that will be used to control the sequence
in which the offer will display on the Order Entry screen. Offers that have no sort key
Offer E-mail Profile: (optional) Select the E-Mail Profile to apply to this specific
offer sort group, if applicable. See E-Mail Profile Setup on page 819 for more
information on setting up E-mail profiles.

Working With Offers
Header Text: (optional) Enter text that displays above offers in the Category Sort
Group.
Footer Text: (optional) Enter text that displays below offers in the Category Sort
Group.
Offer List Type: (optional) Select whether to display offers in this category in the
Order Entry screen as a table or a block. Select Use View Settings to use the same
settings defined for the view.
Local Images: (optional)) Select Yes, if the images you use for your site are stored on
the Internet.
Internet.
Sort Group Image ID: (optional) Enter the path for the image into this field or use
the browse button to select the file. The image will display on the Order Entry Screen
to the right of the categories at the appropriate level. The name of the Sort Group will
display below the image. You may click the image or the link to drill into the Sort
Group.
Suppress Image Caption: (optional) Select this check box if you would like to
suppress the caption for this image.
Header Image ID: (optional) Enter the path for the image into this field or use the
browse button to select the file. The image will display to the right of the categories,
above any Sort Group Images, at the appropriate level.
Footer Image ID: (optional) Enter the path for the image into this field or use the
browse button to select the file. The image will display to the right of the categories,
below any Sort Group Images, at the appropriate level.
Sample Screen
Offer Sort Groups Screen, Level 2

Screen Definition
Here are the descriptions for the fields in the Offer Sort Groups Screen, Level 2:
Region: (read only) This describes the Level 1 Offer Sort Groups.
New Region: Click this button to create a new Level 1 Sort Group.
Add Existing: Click this button to add a Level 1 Sort Group from another Table.
Change: Click this button to edit the Sort Group listed to the left.
For descriptions of the fields on the Edit Offer Sort Group Field Screen see Offer Sort
Groups, New Main Screen on page 186.
Sample Screen
Add Existing Offer Group Screen
Screen Definition
Here are the descriptions for the fields in the Add Existing Offer Group screen:
Level 2: (read only) This is the name of your Offer Sort Level. The existing levels are
listed to the right.
Defining Custom Offer Categories
Custom Categories allow you to sort your offers by subject and allow users to search
for offers based on this subject. You must create Custom Offer Categories before
creating Custom Offer Category Options.
Custom Offer Categories are the main topic. Custom Offer Category Options are the
subjects within the topic. For example, if you were selling books, you could categorize
the books by author. “Author” would be the name of the Custom Offer Category.
During Order Entry the user could search for books by “Twain”, to display all the
books by Twain. “Twain” would be a Custom Offer Category Option tied to the
Custom Offer Category “Author.”

Working With Offers
You can place an offer into more than one custom category. You can also search on
more than one category at a time. Drawing off of the example above, you could also
have a Custom Offer Category called “Subject” and a Custom Category Option called
“Adventures.” During Order Entry the user could multi-select “Twain” and
“Adventures” by holding down the Ctrl button and left clicking. The search results
would contain all books by Twain and all adventure books.
To define / edit Custom Offer Categories:
1. From the OMS Menu, select Offers > Maintenance > Categories.
2. On the Define Custom Categories Screen, drill into a line to edit a category.
—or—
Click New to define a new custom category.
3. On the Define Custom Categories, New Record Screen, complete the field. For
more information on this screen see the Define Custom Categories, New Record
Screen on page 189.
—or—
On the Define Custom Categories Screen, change the field as necessary.
4. Click Save to write the record to the Table.
—or—
Click Another to write the record to the Table and create another record.
5. Repeat Steps 2-4 until you have created all your Custom Categories.
Note: You can also import your custom offer categories. See Uploading Custom
Offer Categories on page 564 for the layout.
Sample Screen
Define Custom Categories, New Record Screen
Screen Definition
Here are the descriptions for the fields on the Define Custom Categories, New Record
Screen:
Category Description: Enter a description for your category.

Defining / Editing Custom Offer Category Options
Custom Offer Categories are the main topic. Custom Offer Category Options are the
subjects within the topic. For example, if you were selling books, you could categorize
the books by author. “Author” would be the name of the Custom Offer Category.
During Order Entry the user could search for books by “Twain”, to display all the
books by Twain. “Twain” would be a Custom Offer Category Option tied to the
Custom Offer Category “Author.”
To define / edit Custom Offer Category Options:
1. From the OMS Menu, select Offers > Maintenance > Options.
2. On the next screen, choose a Custom Offer Category from the Sort Parameters
drop down box. The screen will change and list all the Custom Category Options
that have been defined for that Custom Offer Category. For more information on
this screen see the Custom Offer Category Options Screen on page 190.
3. Drill into a line for editing.
—or—
Click New to create a new Custom Offer Category Option.
4. Complete the field. For more information on this screen see the Custom Offer
Category Option, New Record on page 191.
5. Click Save to write the record to the Table.
—or—
Click Another to write the record to the Table and create another record.
6. Repeat Steps 2-4 until you have entered all your Custom Category Options.
Sample Screen
Custom Offer Category Options Screen

Working With Offers
Screen Definition
Here are the descriptions for the fields on the Custom Offer Category Options Screen:
Sort Parameters: Select a Custom Offer Category from this drop down menu. For
details on adding more selections to this menu see Defining / Editing Custom Offer
Category Options on page 190.
New: Click this button to add a new Custom Offer Category Option.
ReSequence: Select Yes to resequence the order in which the options will display.
Sample Screen
Custom Offer Category Option, New Record
Screen Definition
Here are the descriptions for the fields on the Custom Offer Category Option, New
Record screen:
Description: Enter a description for the new Custom Offer Category Option.
Save: Select this button to save changes.
Another: Select this button to save changes and create another option.
Exit: Select this button to return to the list of Custom Offer Categories without saving
the record.
Delet: Select this button to delete the Option.

Uploading Custom Offer Category Options
Custom Offer Category Options can be uploaded into the system through the use of a
text file. The text file can be formatted in either Tab Delimited or Quote-Comma
Delimited format.
To upload Custom Offer Category Options:
1. From the OMS Main Menu, select Utilities > Import/Export > Import
Category Options.
2. Browse for the file that you wish to import and select Upload.
The Custom Offer Category Option upload format is structured as follows:
1. Offer ID
2. Category Description
3. Option Description

Working With Offers
Category Access Groups
Category Access Groups allow you to limit from which Offer Categories a user may
order items. This feature is often used when you do not want a certain user to order
from a particular Category Sort Group. You may restrict their access to entire
categories and their subcategories. You may also restrict access to some subcategories
while allowing access to others within the same category. For example, in your OMS
there is a category called Brochures with subcategories of NE and SW. You can
restrict the entire Brochure category or only one of the subcategories.
Restrictions may be handled in one of two ways. You may restrict a user based on
their Pre-Registered User ID, or you may restrict a group of users that come into the
OMS through an Additional View.
To set up Category Access Groups:
1. Define the Category Access Group. For more information on this topic see
Defining / Editing Category Access Groups on page 193.
2. Associate the Category Access Group with a View or Pre-Registered User. For
more information on this topic see Associating Category Access Groups on
page 195.
Section Topics
• Defining / Editing Category Access Groups on page 193

• Associating Category Access Groups on page 195
Defining / Editing Category Access Groups
You may define an unlimited number of Category Access Groups in each OMS.
To define or edit Category Access Groups
1. From the OMS Main Menu, select Offers > Maintenance > Category Access
Groups.
2. On the Create / Edit Category Access Groups Screen, click New to create a new
Category Access Group.
—or—
On the Create / Edit Category Access Groups Screen, select an existing Category
Access Group from the Category Access Group drop down menu for editing.

• Click Submit.
3. On the Category Access Group Setup Screen, select one of the following next to
each category. For more information on this screen see the Category Access Group
Setup Screen on page 194.
• Yes
This allows the user to see offers in the category and subcategories.
• No
This does not allow the user to see offers in the category or subcategories.
• Restricted
This allows you to select which subcategories of the category the user can
access.
4. Click Save.
—or—
Click Another to create another Category Access Group.
Sample Screen
Category Access Group Setup Screen
Screen Definition
Here are the descriptions for the fields on the Category Access Group Screen:
Category Access Name: (required) Enter a name for the Category Access Group.
Categories: (read only) Business Cards, Literature, Kits and Merchandise are all
categories defined under this sample OMS. The category names that appear here are
dependant on the categories that you have set up in your OMS.

Working With Offers
Yes: (optional) Select Yes to allow the user to see offers in the category and
subcategories.
No: (optional) Select No to not allow the user to see offers in the category or
subcategories.
Restricted: (optional) Select Restricted to select which subcategories of the category

the user can access.
Associating Category Access Groups
Category Access Groups may be associated with a Pre-Registered User, and / or to an

Additional View.
Section Topics
• With a View on page 195

• To a Pre-Registered User on page 196
With a View
Associating a Category Access Group to an Additional View means that anyone who
comes into the OMS through the Additional View may only order offers that are
available based on the settings in the Category Access Group.
To associate a Category Access Group with a View:
1. From the OMS Main Menu, select Setup > Views/Access > Define Additional
Views.
2. Drill into an Additional View to Edit.
—or—
Click New to create a new Additional View.
3. On the Define Additional View screen, select the Offers Tab. For more
information on this screen see Offers Tab on page 256.
4. Select a Category Access Group from the Default Category Access Group drop
down menu.
5. Complete other Tabs as needed.
6. Click Save.

To a Pre-Registered User
Associating a Category Access Group to a Pre-Registered User means that when the
Pre-Registered User logs into the Additional View they may only order offers that are
available based on the settings in the Category Access Group to which they are
assigned. If the Additional View they enter also has a Category Access Group
assigned to it, the Pre-Registered User settings override the View settings.
To associate a Category Access Group with a Pre-Registered User:
1. From the OMS Main Menu, select Setup > Views/ Access > Define Pre-
Registered Users.
2. On the Order Entry Password Screen, search for a Pre-Registered User to Edit. The
screen expands. For more information on this screen see the Order Entry Password
Screen on page 304.
—or—
On the Order Entry Password Screen, select New to create a new Pre-Registered
User. The screen expands. For more information on this screen see the Order Entry
Password Screen on page 304.
3. Select a Category Access Group from the Category Access Group drop down
menu.
4. Complete other fields as needed.
5. Click Save.
—or—
Click SaveAndEmail.

Working With Offers
Defining / Editing Unit of Measure
A Unit of Measure is used to describe the way the offer is sold, each or per package,
for example. It is used for informational purposes only. The default Unit of Measure is
Each. You can add your own descriptions to the Unit of Measure Table as described in
the steps below.
To define / edit a Unit of Measure:
1. From the OMS Menu choose Offers > Maintenance > Unit Of Measure.
2. On the Unit of Measure screen, drill into a line to edit a Unit of Measure.
—or—
On the Unit of Measure screen, click New, to define a new Unit of Measure.
3. In the New Record box, complete the fields. For more information on this screen
see the Unit of Measure Screen on page 197.
4. Click Save, to record the information.
—or—
Click Another to record the information and define an additional Unit of Measure.
Sample Screen
Unit of Measure Screen
Screen Definition
Here are the descriptions for the fields on the Unit of Measure Screen:
ID: Enter a short identifier that describes the Unit of Measure.
Unit of Measure Description: Enter a description that describes the unit of measure.
Note: The Delete button only displays when you edit a Unit of Measure that is
not tied to an offer.

Revenue Tracking
Revenue Tracking
A Revenue Center is a category / account to which we allocate monies collected or to

be collected when an offer is sold. Revenue Centers are defined in the offer but the
revenue is allocated at the product level. If the offer contains only one product this is
straight forward. When the product is purchased, the entire amount of the sales price is
allocated to the Revenue Center. If the offer contains more than one product, the
revenue may be broken down by individual product within the offer. This allows you
to associate different products within the offer to difference Revenue Centers. In this
case, the sales price would be split between the products based on your settings.
To use revenue tracking follow the steps below:
To use revenue tracking:
1. Define the Revenue Center.

2. Associate products in the offer with a Revenue Center.
Section Topics
• Defining Revenue Centers on page 198

• Associating Revenue Centers with Offers on page 199
• Revenue Reports on page 200
Defining Revenue Centers
Revenue Centers are defined in the OMS.
To define Revenue Centers:
1. From the OMS Menu choose Offers > Maintenance > Revenue Centers.
2. On the Revenue Centers Setup Screen drill into a line to edit a Revenue Center.
—or—
On the Revenue Centers Setup screen, click New, to define a new Revenue Center.
3. In the New Record box, complete the fields. For more information on this screen
see the Revenue Centers Setup Screen on page 200.
4. Click Save, to record the information.
—or—

Working With Offers
Click Another to record the information and define an additional Revenue Center.
Associating Revenue Centers with Offers
The selling price of an offer may vary from order to order due to special pricing,
discounts, etc. This has the potential to create a rounding nightmare with regard to
allocation of revenue among products.
To avoid rounding issues, allocations work by entering in whole dollar amounts. You
must indicate a Primary Revenue Product. The Primary Revenue Center will receive
the remaining revenue after all other products are allocated revenue.
Example
Multi-Product Offers / Multiple Revenue Centers
In the screen shot above “Product 1” is the Primary Revenue Product. The amount of
revenue to be allocated to “Product 2” and “Product 3” is entered in the revenue
amount box. When sold, all revenue is first allocated to “Product 2” and “Product 3”.
The remainder of revenue is allocated to “Product 1”. This way, if the product sells for
different amounts over time, the system will automatically adjust the allocation to the
Primary Revenue Product.
For example, if the Offer sells for the default price of $50.00, “Product 1” will be
allocated $22.00 in revenue. If the offer sells for a discount price of $47.50, then
“Product 1” will be allocated $19.50.
To associate products in an offer to a Revenue Center:

Revenue Tracking
2. On the Offer Lookup Screen, search for an offer to edit. For detailed information
on search techniques see page 6.
—or—
On the Offer Lookup Screen, click New to create a new offer.
3. On the Define / Edit Offers Screen, in the Revenue Center field, choose a Revenue
Center from the drop down menu if you only have one product in the offer.
—or—
On the Define / Edit Offers Screen, select the Multiple check box if you have
more than one product in the offer and the products will be associated to different
revenue centers.
4. In the Products / Cluster Tab, add a product to the offer if you are creating a new
offer. For more information on this Tab see the Create/Edit Offers – Products/
Clusters Tab on page 153.
5. Designate the Primary Revenue Product, Revenue Amount and Revenue
Center, if you have more than one product. For more information on these fields
see the Create/Edit Offers – Products/Clusters Tab on page 153.
6. Click Save.
Sample Screen
Revenue Centers Setup Screen
Screen Definition
Here are the descriptions for the fields on the Revenue Centers Setup Screen:
Revenue Center ID: (required) Enter a short identifier that describes the Revenue
Center.
Revenue Center Description: (required) Enter a description that describes the

Revenue Center.
Note: The Delete button will only appear when you edit a Revenue Center.
Revenue Reports
There are two reports that provide information on Revenue.

Working With Offers
• Revenue Analysis Report

The Revenue Analysis Report details per Order ID the Revenue of each
product ordered and the Revenue Center to which it was applied. Account
managers may print this report to help their clients keep track of the amount
of Revenue generated by each product and to which Revenue Center it was
applied.
• Revenue Analysis Data Sheet
The Revenue Analysis Data Sheet provides even more information than the
Revenue Analysis Report in a format that allows the data to be manipulated in
order to develop custom reports for your clients.

Purge Offers
Purge Offers
The purpose of purging an offer is to remove it from the OMS. Any offer can be
purged. You may purge an offer when it will never be used again. After you purge an
offer, it does not show in any search results or on any reports.
You have the ability to Un-Purge an Offer if your client changes their mind, or if you
Purged one by mistake.
To Purge an offer:
1. From the OMS Menu chose Offers > Maintenance > Purge Offers.
2. On the Offer Lookup Screen, search for an Offer to purge. For more information
3. On the Deactivate Offers Screen, click Purge Offers. For more information on this
screen see the Deactivate Offers, Purge Screen on page 202. You will receive a
confirmation message indicating that the purge is complete.
Sample Screen
Deactivate Offers, Purge Screen
Screen Definition
Here are the descriptions for the fields on the Deactivate Offers, Purge Screen:
Offer ID: (read only) This is the ID of the item for sale.
Offer Description: (read only) This is the description of the item for sale.
Add More Offers: Click this button to search for more offers to purge.
Purge Offers: Click this button to complete the Purge Offers process.

Working With Offers
Un-Purge Offers
If your client decides that they will be using an offer again after you have purged it
from the OMS, there is a way to restore it. You can do this by the process known as
Un-Purging. Un-Purging an Offer restores it so that it can be ordered again. It will
display on reports and it will display in search results.
To Un-Purge an Offer:
1. From the OMS Menu choose Offers > Maintenance >Un-Purge Offers.
2. On the Offer Lookup Screen, search for an offer to un-purge. For more information
Note: Only offers that have been Purged are returned in the search.
3. On the Deactivate Offers Screen, click Un-Purge Offers. For more information on
this screen see the Deactivate Offers, Un-Purge Screen on page 203. You will
receive message confirming the Un-Purging process.
Sample Screen
Deactivate Offers, Un-Purge Screen
Screen Definition
Here are the descriptions for the fields on the Deactivate Offers, Un-Purge Screen:
Add More Offers: Click this button to search for more offers to un-purge.
Un-Purge Offers: Click this button to complete the un-purge offers process.

Un-Purge Offers

Chapter 7
Using Inquiries
Inquries allow you to review information on products, kits, offers and orders.
Chapter Topics
• Product Inquiry on page 206

• Kit Inquiry on page 213
• Offer Inquiry on page 223
• Order Inquiry on page 228

Product Inquiry
Product Inquiry
You can look up product information in the Order Management System (OMS)
through product inquiries. The Product Inquiry Screen does not allow you to change
product information, rather its purpose is to display it only. Information on this screen
includes: balance information, sort parameters, history, graphs, component of, offers
and change history.
To inquire on products:
1. From the OMS Menu, select Inventory > Product Inquiry.The Product Inquiry
Screen opens.
—or—
From the Main Menu choose Inventory > Product Inquiry.The Product Inquiry
Screen opens.
2. Search for a product on which to inquire. For detailed information on searching,
see page 6.
3. Look at the various information on the screen. Navigate by left clicking on the
links.
Sample Screen
Product Inquiry Screen - Basic Information Screen

Using Inquiries
Screen Definition
Here are the descriptions for the fields on the Product Inquiry - Basic Information
Screen:
Basic Information: Click this link to see basic product information. In the basic
information portion of the screen, you can see the product’s balance information and
graphs that display its onhand balance over the past 13 months and over the past 31
days. Balance information on the product includes: onhand quantities, reserved,
unavailable for fulfillment, available, expected, on order, and backorder.
Sort Parameters: Click this link to see to which product sort group, if any, this
product belongs.
History: Click this link to see all transaction information on this product. Transaction
types include, but are not limited to, kit assembly, shipping, receiving, moved,
transferred, and merged.
Graphs: Click this link to see a graphical representation of the products onhand
balance over the past 13 months, 31 days and receipts / usage.
Component Of: Click this link to display the Kit or kits to which the product belongs,
if any.
Offers: Click this link to display the offers to which the product belongs, if any.
Change History: Click this link to display a list of changes that have been made to
this product. Changes that are tracked include, product creation, product discontinue /
replace / deactivation, and changes to any field that can be changed on the Product
Maintenance Screen, to name a few.
Unique ID: (read only) A unique product identifier assigned by the system.
Onhand: (read only) This is the physical balance of the product in the warehouse.
Reserved: Click this link to see more information on the balance of the product that is
allocated for orders, assemblies, etc. The number to the right of the link is the amount
that is reserved.
Unavailable: (read only) This is the balance of the product that cannot be ordered.

Product Inquiry
Available: (read only) This is the balance of the product that is available for ordering,
assemblies, etc.
Comments: (read only) These are the comments that were entered into the comments
field on the Create / Edit Products Screen, or the Kit Maintenance Screen, or the Size /
Color Product Cluster Screen, when the product was created.
WMS Unit Inquiry: (read only) Click this link to open a pop-up window that
displays where this product is stored in the warehouse.
Expected: Click this link to see more information about the expected arrival.
Information includes, the quantity of the product that is anticipated to arrive in the
warehouse, the user that created the expected arrival and the date and time it was
recorded. The number to the right of the link is the amount that is expected.
On Order: Click this link to see more information on the quantity of the product that
has been ordered. The number to the right of the link is the amount that is on order.
Backordered: Click this link to see more information about the backorders for this
product. The number to the right of the link is the amount backordered.
Kit B/O: Click this like to display a list of backordered kits in which this product is a
component.
Reorder Amt: (read only) This field displays the product’s Reorder Point.
Graphs: (read only) Graphical representations of product data.
Sample Screen
Product Inquiry - Sort Parameters Screen
Screen Definition
For descriptions of the fields on the top part of the screen see Product Inquiry Screen -
Basic Information Screen on page 206. Here are the descriptions for the fields on the
Product Inquiry, Sort Parameters Screen:
Sort Parameters: Information on the products Product Sort Level and Sort Group
will display here.

Using Inquiries
Sample Screen
Product Inquiry - History Screen
Screen Definition
For descriptions of the fields on the top part of the screen see the Product Inquiry
Screen - Basic Information Screen on page 206. Here are the descriptions for the
fields on the Product Inquiry - History Screen. You may drill into any line to see
further information about the transaction.
Type: (read only) This describes the type of transaction to which the line refers.
Date: (read only) This describes the date on which the transaction took place.
Quantity: (read only) This describes the transaction quantity.
Run Total: (read only) This describes the running total of the inventory.
Job: (read only) This describes the job with which the transaction is associated, if any.

Product Inquiry
Sample Screen
Product Inquiry - History Link - History Details Screen
Each transaction type has its own History Detail Screen. An example of one is shown
above.
Sample Screen
Product Inquiry - Graphs Screen
Graphs charting various information on the product. For descriptions of the fields on
the top part of the screen see the Product Inquiry Screen - Basic Information Screen on
page 206.
Sample Screen
Product Inquiry - Component Of Screen

Using Inquiries
This screen displays any kits in which the product is included.
Sample Screen
Product Inquiry - Offers
Screen Definition
For descriptions of the fields on the top part of the screen see the Product Inquiry
Screen - Basic Information Screen on page 206. Here are the descriptions for the
fields on the Product Inquiry, Offers Screen. You may drill into any line to see further
information about the transaction and the Offer Inquiry Screen will replace the
Product Inquiry Screen.
Description: (read only) This is the description of the item for sale.
Start Date: (read only) This is the date the first available date the offer can be
ordered.
End Date: (read only) This is the last date the offer can be ordered.
Quantity Included: (read only) This is the amount of the product included in the
offer.
Sample Screen
Product Inquiry - Change History Screen
Screen Definition
Here are the descriptions for the fields on the Product Inquiry - Change History
Screen. You may drill into any line to see further information about the transaction.

Product Inquiry
User ID: (read only) This is the ID of the user that performed the transaction.
Date / Time: (read only) This is the date and time the transaction was recorded.
Comments: (read only) Displays comments, such as when the product was created.
Sample Screen
Product History - Change History - Drill Into a Line Screen
Screen Definition
Here are the description for the fields on the Product Inquiry - Change History - Drill
into a Line Screen:
Type: (read only) This is the name of the field that was changed.
From Value: (read only) This is the original value of the field.
To Value: (read only) This is the new value of the field.

Using Inquiries
Kit Inquiry
You may inquire on kits to see information on them. You may drill down to see details
such as, kit versions and components within it.
To inquire on kits:
1. From the OMS Menu, select Inventory > Product Inquiry.The Product Inquiry
Screen opens.
—or—
From the Main Menu choose Inventory > Product Inquiry.The Product Inquiry
Screen opens.
2. Search for a product on which to inquire. For detailed information on searching,
see page 6.
3. Look at the various information on the screen. Navigate by left clicking on the
links.
Sample Screen
Kit Inquiry Screen, Basic Information Screen

Kit Inquiry
Screen Definition
Here are the descriptions for the fields on the Kit Inquiry - Basic Information Screen:
Basic Information: Click this link to see basic product information such as balances,
versions and graphs. Default is Basic Information.
Sort Parameters: Click this link to see to which product sort group, if any, this
product belongs.
History: Click this link to see transaction information on this product which includes
receipts, shipments, assemblies and warehouse location movements for example.
Graphs: Click this link to see a graphical representation of the products onhand
balance over the past 13 months, 31 days and receipts / usage.
Component Of: Click this link to display the kits to which the product belongs, if
any.
Offers: Click this link to display the offers to which the product belongs, if any.
Change History: Click this link to display a list of changes that have been made to
this product. Changes that are tracked include, product creation, product discontinue /
replace / deactivation, and changes to any field that can be changed on the Product
Maintenance Screen, to name a few.
Reserved: Click this link to see more information on the balance of the product that is
allocated for orders, assemblies, etc. The number to the right of the link is the amount
that is reserved.
assemblies, etc.
Rebuild Point: (read only) This is the low quantity a kit can reach before the system
sends out an auto assembly manifest to rebuild more kits.

Using Inquiries
Expected: Click this link to see more information on the quantity of the product that
is anticipated to arrive in the warehouse. The number to the right of the link is the
amount that is expected.
On Order: Click this link to see more information on the quantity of the product that
has been ordered. The number to the right of the link is the amount that is on order.
Backordered: Click this link to see more information about the backorders for this
product. The number to the right of the link is the amount backordered.
Target Amount: (read only) When a kit reaches its ‘rebuild point’ an auto assembly
manifest will generate in the warehouse to bring the kit back up to its Target Amount.
Compositions: Drill into a composition to review details about the products included
in the kit.
Graphs: (read only) Graphical representations of product data.
Sample Screen
Kit Inquiry - Sort Parameters Screen
Screen Definition
Here are the descriptions for the fields on the Product Inquiry, Sort Parameters Screen:
Sort Parameters: Information on the products Product Sort Level and Sort Group
display here.

Kit Inquiry
Sample Screen
Kit Inquiry - History Screen
Screen Definition
Here are the descriptions for the fields on the Kit Inquiry - History Screen. You may
drill into any line to see further information about the transaction.
Type: (read only) This describes the type of transaction to which the line refers.
Date: (read only) This describes the date on which the transaction took place.
Quantity: (read only) This describes the transaction quantity.
Run Total: (read only) This describes the running total of the inventory.
Job: (read only) This describes the job with which the transaction is associated, if any.
Sample Screen
Kit Inquiry - History Link - History Details Screen
Each transaction type has its own History Detail Screen. An example of one is shown
above.

Using Inquiries
Sample Screen
Kit Inquiry - Graphs Screen
Graphs chart various information on the kit. For more information on the fields on the
top part of the screen see the Kit Inquiry Screen, Basic Information Screen on
page 213.
Sample Screen
Kit Inquiry - Component Of for Kits Screen
If you inquire on a kit and select the Component Of link, a message stating “The
Product is not a Component” displays if the kit is not a component in another kit.

Kit Inquiry
Sample Screen
Kit Inquiry - Component Of for a Basic Product
Screen Definition
For more information on the fields on the top part of the screen see the Kit Inquiry
Screen, Basic Information Screen on page 213. Here are the descriptions for the fields
on the Kit Inquiry - Component Of Screen. You may drill into any line to see further
information about the transaction.
Composition: (read only) The name of the Kit Composition to which the product
belongs.
Current: (read only) Lists either Yes or No. Yes, means the composition is current.
No, means it is not.
Quantity: (ready only) The quantity of the product that is included in the Kit
Composition.
Instructions: (read only) These instructions describe how to assemble this product
within this Kit Composition. These comments were entered in the Add Components
Screen during kit definition. (Products > Define / Edit Kits > drill into a composition
line, see the comments field).
Sample Screen
Kit Inquiry - Drill into a Composition - Composition Version Screen

Using Inquiries
Screen Definition
on the Kit Inquiry, Drill into a Composition -Composition Version Screen. You may
drill into any line to see further information about the component.
Version: (read only) This describes the version of the Kit Composition.
Ver Date: (read only) This describes the date the version of the composition was
created.
Current: (read only) The version the system will indicate to ship at a specific point in
time. Lists either Yes or No. Yes, means the composition is current. No, means it is
not.
Start: (read) only) The first date a Kit Composition may be used.
End: (read only) The last date a Kit Composition may be used.
Status: (read only) Indicates if a version is “OK TO USE” or “DO NOT USE”. If
“DO NOT USE” is indicated, the system will ignore any date parameters.
Marked: (read only) This is the amount of the product that is set aside for orders that
have not yet been picked.
Expected: (read only) The quantity of the product that is anticipated to arrive in the
warehouse.
Sample Screen
Kit Inquiry - Drill into Composition - Composition History Screen
Screen Definition

Kit Inquiry
on the Kit Inquiry - Drill into a Composition -Composition History Screen. You may
drill into any line to see further information about the component.
Version: (read only) This describes the version of the Kit Composition.
System: (read only) This is the six character identifier that describes the Warehouse
Management System (WMS) in which the kit is located.
Type: (read only) This is a description of the type of transaction that occurred against
this order. For more information on Transaction Types see Type on page 209
Date: (read only) This is the date the transaction took place.
Quantity: (read only) This is the quantity of the transaction.
Running Total: (read only) This describes the running total of the inventory.
Job: (read only) This is the Job number for which the transaction took place.
Job Description: (read only) This is the Job Description for which the transaction
took place.
Sample Screen
Kit Inquiry - Offers Screen
Screen Definition
on the Kit Inquiry - Offers Screen. You may drill into any line to see further
information about the transaction and the Offer Inquiry Screen will replace the
Product Inquiry Screen.
Start Date: (read only) This is the date the first available date the offer can be
ordered.

Using Inquiries
Quantity Included: (read only) This is the amount of the product included in the
offer.
Sample Screen
Kit Inquiry - Change History Screen
Screen Definition
on the Kit Inquiry - Change History Screen. You may drill into any line to see further
information about the transaction.
User ID: (read only) This is the ID of the user that performed the transaction.
Date / Time: (read only) This is the date and time the transaction was recorded.
Comments: (read only) Displays comments.
Sample Screen
Kit Inquiry - Change History - Drill into a Line
Screen Definition
For more information on the fields on the top part of the screen see Kit Inquiry Screen,
Basic Information Screen on page 213. Here are the description for the fields on the
Kit Inquiry - Change History - Drill into a Line Screen:

Kit Inquiry
Type: (read only) This is the name of the field that was changed.

Using Inquiries
Offer Inquiry
Offer Inquiry is used to research information about an offer. You can only view
information in an Inquiry Screen. You cannot change or modify it. You navigate
through an Inquiry Screen by clicking on the Basic Information, Activity, and Change
History links. You may also drill into lines to see more detailed information.
To inquire on Offers:
1. From the OMS Main Menu, select Offers > Inquire on Offers.
—or—
From the OMS Main Menu, select Inventory > Inquire on Offers.
2. On the Offer Lookup Screen, search for an offer to inquire on. For more
3. Navigate through the Offer Inquiry Screen by clicking the hyperlinks and drilling
into lines to see information relevant to the Offer. For more information on these
screens, see the screen definitions starting with the Offer Inquiry - Basic
Information Screen on page 224.

Offer Inquiry
Sample Screen
Offer Inquiry - Basic Information Screen
Screen Definition
Here are the descriptions for the fields on the Offer Inquiry - Basic Information
Screen:
Basic Information: Clicking this link brings you to the display of general
information about the Offer. The page defaults to this screen.
Activity: Clicking this link brings you to the display of the offer activity.
Change History: Clicking this link brings you to the display of all the changes that
have been made to the offer.
Start Date: (read only) This is the first available date the offer can be ordered.

Using Inquiries
Sort Key: (read only) A number that will be used to control the sequence in which the
offer displays on the Order Entry Screen. Offers that have no Sort Key display before
those with one. Alphabetical order by Offer ID determines their sequence. Offers are
arranged in Sort Key order from lowest to highest number.
Comments: (read only) This is text that displays if the Offer ID is selected at Order
Entry time.
Categories: (read only) The appropriate Offer Sort Levels and Offer Sort Groups for
your offer. For more information on this topic see Offer Categorization on page 182.
Links: (read only) These are the paths to the PDF, PowerPoint and Detail links that
are available for the offer during Order Entry. If they are not defined, Undefined
displays.
Products: (read only) This table represents the products that are included in the offer.
Line #: (read only) This describes the sequence in which the line appears. You may
drill into this line to see more information on the product. The Product Inquiry - Basic
Information Screen displays. For more information on Product Inquiries see Product
Inquiry on page 206.
Product Description: (read only) A description used to provide information about the
product.
assemblies, etc.
Monthly Orders Graph: (read only) This bar graph displays how many orders were
placed for the offer by month over the past 13 months.
Daily Orders Graph: (read only) This graph displays how many orders were placed
for the offer by day over the past 31 days.

Offer Inquiry
Sample Screen
Offer Inquiry - Activity Screen
Screen Definition
Here are the descriptions for the fields on the Offer Inquiry - Activity Screen. For
more information on the fields on the top part of the screen see Offer Inquiry -
Activity Screen on page 226.
Note: You may sort the results on this screen by clicking on the headings of any
column. You may drill into any line for more information. Drilling into a
line brings you to the Order Inquiry Screen. For more information on the
Order Inquiry Screen see Order Inquiry on page 228.
Order ID: (read only) This is the ID of orders that were placed for this offer.
Reference #: (read only) This is the Reference number of the orders that were placed
for this offer if any.
Entry Date: (read only) This is the date the order for this offer was entered.
Ship To: (read only) This is the name of the person the order for this offer was to be
shipped to.
Offer Quantity: (read only) This is the quantity of the offer that was ordered in the
order.
Sample Screen
Offer Inquiry - Change History Screen

Using Inquiries
Screen Definition
Here are the descriptions for the fields on the Offer Inquiry - Change History Screen.
For more information on the fields on the top part of the screen see Offer Inquiry -
Activity Screen on page 226.
Note: You may drill into any of these lines to see more detailed information
about the change that was made.
drill into this line to see more information on the change history of the offer.
User ID: (read only) This is the ID of the user that placed changed the offer.
Date/Time: (read only) This is the date and time the change was made.
Comments: (read only) These comments are written out by the system when a change
to the offer is made.
Sample Screen
Offer Inquiry Screen - Example of a Change History Line
Screen Definition
Here are descriptions for fields on the Offer Inquiry Screen - Example of a Change
History Line. For more information on the fields on the top part of the screen see Offer
Inquiry - Activity Screen on page 226.
drill into this line to see more information on the change history of the offer.
Type: (read only) This is the field to which the change was made.

Order Inquiry
Order Inquiry
You may inquire on any order that has been placed in the OMS. The purpose of the
Order Inquiry Screen is to be able to review order information, not to modify it.
You can include a link in a confirmation E-mail that a user can click to inquire on their
order. They see a condensed version of the Order Inquiry Screen. For an example of
the screen they see, refer to the Order Inquiry Accessed Through E-mail Hyperlink
Screen on page 234. For information on how to give a user access to the inquiry
screen see Defining / Editing Order Processing Streams on page 424.
To injure on an order:
1. From the OMS Main Menu, select Orders > Inquiry > Order Inquiry.
—or—
From the OMS Main Menu, select Orders > Inquiry > Order Inquiry.
2. On the Order Inquiry Screen, search for an Order on which to inquire.
3. Navigate through the Order Inquiry Screen by clicking the hyperlinks and drilling
into lines to see information relevant to the Order. For more information on these
screens, see the screen definitions starting with the Order Inquiry Screen on
page 229.

Using Inquiries
Basic Order Information
Sample Screen
Order Inquiry Screen
Screen Definition
Here are the descriptions for the fields on the Order Inquiry Screen:
Note: You may drill into any of the lines to see more detailed information.
Drilling into the Bill of Materials line takes you to the Product Inquiry
Screen. For more information on this screen see the screen definitions
starting with the Product Inquiry Screen - Basic Information Screen on
page 206. Drilling into the Shipping Orders line takes you to the Shipping
Order History Screen. For more information on this screen see Shipping
Order History Screen on page 233.
Order ID: (read only) This is the ID of the order.
User: (read only) This is the ID of the user that placed this order (internally) or the
Customer ID of the Pre-Registered User that placed the order.
Status: (read only) This describes the status of the order. One order may have more
than one Status. Status types include:

Order Inquiry
• Processed
This means that the order has been Streamed in the OMS.
• Pending
This means that the order has been transmitted to the WMS.
• Unprocessed
This means that the order has not been Streamed by the OMS.
• Cancelled
This means that the entire order or part of the order has been canceled.
• Backordered
This means that the entire order or part of the order has been backordered.
• Shipped
This means that the entire order or part of the order has been shipped.
• Complete
This means that the order has been completely shipped or canceled.
Note: Some common order Statuses are:
• Processed, Shipped, Complete

This means the order has been Streamed, and completely shipped.
• Processed, Backordered
This means the order has been Streamed and placed on Backorder.
• Processed, Shipped, Cancelled, Complete
This means that the order has been Streamed, part of the order
shipped, part of the order was canceled, and the order is complete.
Nothing else remains to be done with it.
Stream ID: (read only) This is the Description of the Stream through which the order
was processed. For more information on order processing Streams see Streaming
Orders on page 422.
View: (read only) This is the View or Additional View through which the order was
entered. For more information on Views see Working With Views on page 237.
Order Date: (read only) This is the date the order was placed.
Upload Date: (read only) This is the date the order was uploaded. The Upload Date
field will not display if the order was not uploaded.
Ordered By: (read only) This is the name and address information, UID and variable
information for the person that placed the order.
Ship To: (read only) This is the name and address information of the person that is
receiving the order.
Bill To: (read only) This is the name and address information of the person the order
is being billed to, if any.

Using Inquiries
Order Summary Box: (read only) This information in this section describes the
Offers that were ordered.
Offer ID: (read only) This is the ID of the offer that was ordered.
Description: (read only) This is the description of the offer that was ordered.
Qty Ordered: (read only) This is the quantity ordered for that particular offer.
Unit Price: (read only) This is the price each or per thousand for the offer, if any.
Offer Shipping & Handling: (read only) This is the cost of the Shipping and
Handling that is setup in the Offer, if any.
Ext. Price: (read only) This is the total price of the line item.
Tax: (read only) This is the total tax for the order.
Order Shipping and Handling: (read only) This is the Offer Shipping and Handling
added together with the Shipping Charge by Total Order Dollar Amount.
Shipping: (read only) This is any Special Shipping and Handling charges.
Total: (read only) This is the final total of the order. This is the total that the credit
card is charged, if applicable.
Shipping Information Box: (read only) This box contains information on the
requested Shipping Carrier, and Service and if the RUSH flag was indicated during
order entry.
Requested Shipping Method: (read only) This is the Shipping Option selected by the
user placing the order.
Comments: (read only) These are optional comments that were added in the Shipping
Comments field during order entry.
Bill of Materials Box: (read only) This section contains a list of the individual
products to ship.
Product ID : (read only) The client's ID or SKU identifier used to recognize a

product. The Product ID may be printed on the item or may just be the number that is
used when referring to an item.
Order Quantity: (read only) The amount of the product to be shipped.
Reserved Quantity: (read only) The amount of the product that is being held for the
order.

Order Inquiry
Marked Quantity: (read only) This amount of the product that is being held from a
specific location for the order.
Pulled Quantity: (read only) The amount of the product that has already been picked
for the order.
Backorder Quantity: (read only) The amount of the product that is on Backorder.
Canceled Quantity: (read only) The amount of the product that has been cancelled.
Returned Quantity: (read only) This is the quantity that was returned by the
customer, if any.
Shipping Orders
Shipping order statuses change as the order processes through the system. Here is a
breakdown of the various shipping order statuses.
• Created
The order has processed in the OMS, but has not transmitted the shipping
order to the WMS. (This is not a typical status. If you have this status, it may
mean that there was a problem communicating the order to the warehouse.)
• Transmitted
The order has processed in the OMS and has sent information to the WMS.
The wave has not yet processed in the WMS.
• Marked
The wave has processed in the WMS, but the pull has not yet been confirmed.
• Picked
The pull has been confirmed in the WMS.
• Packed
Used with the Packing Workstation. The inventory has been packed into
packages.
• Completed
The items have been shipped.
• Cancelled
An intercept for the pick slip has been confirmed. (Intercepts do not change
the status of the shipping order until they are confirmed.)

Using Inquiries
Sample Screen
Shipping Order History Screen
Screen Definition
Here are descriptions of the fields on the Shipping Order History Screen:
Shipping Order History Box: (read only) This is a description of all the transactions
that took place for the order. For a description of the Transaction Types see Type on
page 209.
Tran Type: (read only) This is a description of the type of transaction that occurred
against this order. For more information on Transaction Types see Type on page 209.
Transaction Date/Time: (read only) This is the date and time that a transaction was
transmitted to the WMS.
Date / Time Posted: (read only) This is the date and time that the transaction was
posted in the WMS.
Products to Ship Box: (read only) Offers that were ordered display in this box.
Part Number: (read only) This is the Offer ID that was ordered.
Description: (read only) This is the Offer Description that was ordered.
Revision: (read only) This is the version ID, if any.
Revision Date: (read only) This is the date the version was created, if any.
Pcs to Ship: (read only) This is the quantity of the offer that was ordered.

Order Inquiry
Merchandise Amount: (read only) This is the total dollar amount of the offers that
were ordered.
SPCHEAD: (read only) This is the total dollar amount of the Special Shipping and
Handling.
Tax: (read only) This is the total amount of tax on the offers. This field only displays
when taxable offers were ordered.
Packages Box: (read only) This is a description of the packages that were used to ship
the order.
Package Type: (read only) This is the type of package that the order was packed in, if
you are tracking package types.
Date Packed: (read only) This is the date the package was packed, if you are tracking
package types.
Date Shipped: (read only) This is the date the package shipped.
Shipping Info: (read only) This is the Shipping Service and Carrier that was used to
ship the package. Tracking numbers if used display in this field as well. Tracking
numbers will act as a clickable link for orders shipped via USPS, UPS, and FedEx.
Sample Screen
Order Inquiry Accessed Through E-mail Hyperlink Screen

Using Inquiries
Screen Definition
This is an example of the Inquiry Screen a user sees when they access their order
history though the hyperlink in their E-mail confirmation. For an explanation of the
fields on this screen see the Order Inquiry Screen on page 229.

Order Inquiry

Chapter 8
Working With Views
Views are the gateway to the Order Management System (OMS). They control access
to information and provide the capability to control the look, feel, and functionality of
the OMS.
Orders are placed through Views. Other functions such as reporting and inquires are
made through Views.
Views may be customized to give the look and feel of your customer’s Web site by
adding your customer’s logo to the page. Additionally, the Theme of the View may be
edited using Microsoft’s Visual Studio.net (formally Microsoft Visual Interdev)
software. This software allows you to tailor the background, font size and color of
your OMS to reflect your customer’s Web site.
All users accessing the Pro-Mail OMS must enter through a View. Every OMS comes
with one View called the Default View. The Default View is used by internal users
such as the account representative in charge of the OMS account.
Other users of the OMS enter the site through Additional Views and Shopping Cart
Views. Additional Views are user defined Views containing different set up
characteristics from the Default View, typically used to accommodate different types
of Order Entry needs. Sales representatives, consumers ordering over the Internet,
customers and so forth enter the OMS from the Web through Additional Views.
Shopping Cart Views are similar to Additional View, but can be customized using .css
to mirror your clients’ own web sites.
Note: This chapter will cover the Default View and Additional Views only. For
instructions on setting up Shopping Cart views, see Shopping Cart Views
on page 327 or the document titled Shopping Cart Configuration Manual,
available in SMA’s documentation site.
User access may be limited through the use of Additional Views and Shopping Carts
to allow entry to only individuals or companies who have a defined Customer ID and
Password. This is done through the creation of Pre-Registered Users. Only users who
are Pre-Defined Users (i.e., have a registered Customer ID and Password) are able to
enter your Order Entry site.

Chapter Topics
• Defining the Default View on page 239

• Working With Additional Views on page 240
• Configure View Settings Tabs on page 245
• UPS Rate Call on page 287
• View Address Profiles on page 290
• Mailer Classes on page 297
• Pre-Registered Users on page 303
• Associating Orders with a Campaign ID on page 312
• Additional Security Features on page 313
• Customizing Themes on page 318

Working With Views
Defining the Default View
All users accessing the Pro-Mail OMS must enter through a View. Every OMS comes
with one View called the Default View. The name of this View may be changed, but it
is recommended that you keep the name as Default for identification purposes. The
Default View may be used by internal users such as the account representative in
charge of the OMS account.
Views are customized by selecting options throughout tabbed set up menus.
Note: Though the name of the Default View can be changed, we strongly
recommend keeping the name ‘Default View’ for identification purposes.
To define the Default View:
1. From the OMS Menu choose Setup > Views/Access > Define Default View
Settings.
2. Complete the fields on the top of the Define / Edit View Settings Screen. For more
information on this screen see Top Part of the Define / Edit View Settings Screen
on page 246.
3. Complete the fields in each Tab as needed. For more information on each Tab, see
the Tab discussions starting with Additional View Tabs on page 249.
4. Click Save.

Working With Additional Views
Sales representatives, consumers ordering over the Internet, customers and so forth
enter the OMS from the Web through Additional Views. Additional Views are user
defined Views containing different set up characteristics from the Default View,
typically used to accommodate different types of Order Entry needs. There is no limit
to the number of Additional Views you may have.
User access may be limited through the use of Additional Views. You may allow entry
to only individuals who have a defined Customer ID and Password. This is done
through the creation of Pre-Registered Users. Only users who are Pre-Defined Users
(i.e., have a registered user name and password) may enter your Order Entry site. This
not only provides additional security to the site, but also provides added features, such
as the ability to search for names and addresses to which a particular user has already
shipped information, as well as several other time-saving Order Entry options. For
more information on Pre-Registered Users see Pre-Registered Users on page 303.
Pro-Mail accepts basic ship to address information from third-party Web sites. The
basic ship to address information can be transmitted to the OMS using a hard coded
format, specified in an Additional View link. Currently, this feature is being used to
interface with salesforce.com, a lead generation software. For information on this
feature and on how to configure it see Transmit Shipping Information From Third
Party Web Sites on page 243.
Section Topics
• Define Additional Views on page 241

• Access an Additional View for Order Entry on page 241
• Save an Additional View to Favorites on page 242
• Transmit Shipping Information From Third Party Web Sites on page 243

Working With Views
Define Additional Views
Additional Views are customized by selecting options throughout Tabbed set up

menus, which include:
Display Ordered By Info

Offers Ship To Info
Merchandise Bill To Info
Optional Order Fields Pre-Registered Info
Shipping Distribution/Pricing
Classification/Lookup Security
Though we will cover these tabs in this order, it is not necessary to move through
these Tabbed menus in a specific order.
To define an Additional View:
1. From the OMS Menu choose Setup > Views/Access > Define Additional Views
Note: The screen will prompt you to choose a View to copy. The View you
choose to copy becomes the basis of your new View. Modifications
to the new view will not affect the view from which you copied.
2. Complete the fields on the top of the Define / Edit View Settings Screen. For more
information on this screen see the Top Part of the Define / Edit View Settings
Screen on page 246.
3. Complete the fields in each Tab as needed. For more information on each Tab, see
the Tab discussions starting with the Additional View Tabs on page 249.
4. Click Save.
Access an Additional View for Order Entry
When you define an Additional View, the OMS automatically creates a URL which is
used to access it. You may distribute this link to users by E-mail or by posting it on a
Web site.
To find the URL for an Additional View:
1. From the OMS Main Menu choose Setup > Views/Access > Define Additional
Views.

2. On the Define Additional Views, List View Screen, select the hyperlink to the
Additional View of your choice. For more information on this screen see the
Define Additional Views, List View Screen on page 242.
3. Copy the hyperlink you have selected.
4. Open a new browser session.
5. Paste the hyperlink into the Address Bar and press Enter. At this point the log in
screen displays or you are taken directly into the Additional View based on Login
Type settings.
Sample Screen
Define Additional Views, List View Screen
Screen Definition
Here are the descriptions for the column headings in the Define Additional Views,
List View Screen:
Type: (read only) This will say ‘Shopping Cart’ for all additional views.
View Description: (read only) The Description of the Additional View.
Hyperlink: (read only) Copy and Paste the hyperlink into a new browser session to
access the Additional View.
Save an Additional View to Favorites
Some Pre-Registered Users find it helpful to save the link to their Additional View in
their Favorites. You must save the exact URL generated by the OMS to your Favorites
in your Internet Browser. Do not use the address that displays in your browser’s
address bar after you have navigated to the Additional View.

Working With Views
To save an Additional View link to Favorites:
Note: These instructions are based on the assumption that you have sent users
the URL for the Additional View via E-mail.
1. Open the E-mail that contains the link to the Additional View.
2. DO NOT CLICK ON THE LINK. Highlight the URL, right click and choose
Copy.
3. Open a new browser session.
4. Add any Web page to your Favorites.
a. From the Menu Bar, click Favorites > Manage Favorites.
b. In the Add Favorite dialog box, Name field, enter a name for the favorite.
c. Click OK.
5. Go to the Favorite you just created.
a. From the Menu Bar, click Favorites > Manage Favorites.
6. Change that Favorite’s Properties.
a. Right click the Favorite and choose Properties.
b. In the Web Document Tab of the dialog box, delete the link from the URL
field.
c. Right click in the URL field and paste the Additional View link that was
sent in the E-mail into the field.
d. Click Apply.
e. Click OK.
7. On the Organize Favorites dialog box, click Close.
Transmit Shipping Information From Third Party Web Sites
The basic ship to address information can be transmitted to the OMS using a hard-
coded format, specified in an Additional View link. Currently, this feature is being
used to interface with salesforce.com, a lead-generation application. The link allows
third-party systems to pass the basic ship to address information directly to Pro-Mail.
When you access Pro-Mail, you are taken to the Additional View login screen, where
you will have to enter your user name and password. This step can be eliminated if
you pass your user name and password in the Additional View link. For more
information on this see Auto Login on page 315.
To send ship to address info from a third-party Web site to a Pro-Mail OMS:
Views.

2. On the Define Additional View - List View Screen, create a new view or select an
existing view for editing.
3. Select the Ship To Info Tab.
4. In the When to Capture Name and Address Info field, select URL.
Note: The Profile you select in the Ship To Info tab is still used. Be sure
that the fields you have selected in the Profile correspond with the
fields you are passing from salesforce.com to Pro-Mail in order to
avoid errors.
5. Click Save.
Note: Note that the link for your Additional View now has name and
address references listed in it. The new additions to the link are in
bold type in the example below:
base link new information
http://servername/v5fmsnet/oe.asp?pos= Qstom2&v=18&name
Pre=Prefix&FirstName=FNAME&MidInit=MI&LastName=LNA
ME&Suffix=SUFF&Title=JOBTITLE&COMPANY=COMPANY
NAME&ADD1=ADDRESS1&ADD2=ADDRESS2&ADD3=ADDR
ESS3&CITY=CITYNAME&STATE=STATE&ZIP=ZIPCODE&
COUNTRY=COUNTRY&PHONE=PHONE-
NUMBER&FAX=FAX-
NUMBER&EMAIL=EMAILADDRESS&COMMERCIAL=1

Working With Views
Configure View Settings Tabs
Tabbed Set up Menus include:
Display Ordered By Info

Offers Ship To Info
Merchandise Bill To Info
Optional Order Fields Pre-Registered Info
Shipping Distribution/Pricing
Classification/Lookup Security
It is not necessary to move through these tabbed menus in a specific order.
Section Topics
• General View Settings on page 245

• Display Tab on page 249
• Offers Tab on page 256
• Merchandise Tab on page 263
• Optional Order Fields Tab on page 266
• Shipping Tab on page 268
• Classification/Lookup Tab on page 270
• Ordered by Info Tab on page 272
• Ship to Info Tab on page 274
• Bill to Tab on page 276
• Pre-Registered Info Tab on page 278
• Distribution / Pricing Tab on page 279
• Security Tab on page 281
General View Settings
The header section of the Define / Edit View Settings Screen does not change as you
move through the Tabs.

Sample Screen
Top Part of the Define / Edit View Settings Screen
Screen Definition
Here are the descriptions for the fields on the Top Part of the Define / Edit View
Settings Screen:
View Name: (required) Enter a name for your View. The default is Default. The
Default View should be called Default for identification purposes, but its name can be
changed. You can choose any name for your Additional Views. We recommend that
you choose a name that describes the type of user that gain access through the
Additional View.
Login Type: (required) Select a Login Type from the drop down menu. Login Types
allow you to change the View characteristics according to the type of users placing
orders. Though you may report on orders entered by Log in type, at this time there is
not difference in functionality between the first 4 user types listed.
In the Default View the Login Type choices are as follows:
• Pre-Registered User (Login Required)

This requires users to have a Customer ID and Password to enter the site.
• Operator (Login Required)
This requires users to have a Customer ID and Password to enter the OMS.
The name is for descriptive purposes.
• Client Rep (Login Required)
The name is for descriptive purposes. The function of this Login Type may be
expanded in the future.
• Internal Rep (Login Required)
The name is for descriptive purposes. The function of this Login Type may be
expanded in the future.
• Self Register (User Creates Login/Unrestricted Access)
This requires the user to have a Customer ID and Password, which they create
themselves. With this view, there is no approval process for new users.

Working With Views
• Consumer (NO Login Required/Unrestricted Access)

This login type requires no user id or password.
Note: Though the ‘Consumer’ Additional View is available for use, we strongly
recommend using a Shopping Cart View for actual consumer sites.
• Shopping Cart Only User (Login Required)

This option is for the purpose of linking a custom / user defined
checkout page to the PRO-MAIL Shopping cart. When selecting this
Login Type, you must also indicate the custom checkout page
associated with it.
• Self-Register - No Approval
This requires the user to have a Customer ID and Password, which they create
themselves. However, this view allows you to specify whether new users
require approval.
Note: The most commonly used Additional Views are Pre-Registered User,
Operator, Client Rep, and Internal Rep.
Menu Type: (required) Select a Menu Type from the drop down menu. The Menu
Type for the Default View is controlled through PMA. The Default View should have
the highest Menu Type, Production Administrator. You may assign Menu Types to
Additional Views. The variety of choices for Menu Types allows you to provide users
access to controls in the OMS that meet their needs. You may also create custom
menus. See the Pro-Mail Administration Guide, available on SMA’s documentation
site, for instructions on creating custom menus.
The predefined drop down menu options are as follows:
• No Menu
This option is used for consumer Views where users only need the ability to
place Web orders.
• Telemarketing Entry Menu
This option is used for Telemarketers or Data Entry persons who only use the
system to enter and look-up orders and change their own Password. For a list
of menu options available for this Menu Type see The Pro-Mail
Administration Guide, Document ID 364 on the Licensed User Corner (LSS).
• Approval Level Telemarketing Menu
This option is used for Telemarketing or Data Entry persons who only use the
system to enter, look-up, and approve orders, and to change their own
Password. For a list of menu options available for this Menu Type see The
Pro-Mail Administration Guide, Document ID 364 on the LSS.
• Client Representative Menu
This option is used by client representatives to place and inquire on orders. It
also allows them to run selective reports. For a list of menu options available
for this Menu Type see The Pro-Mail Administration Guide, Document ID
364 on the LSS.

• Advanced Client Rep Menu

This option is used by client representatives to place and inquire on orders. It
also allows them to run selective reports and inventory functions. For a list of
menu options available for this Menu Type see The Pro-Mail Administration
Guide, Document ID 364 on the LSS.
• Marketing Administrator Menu
This option is the most inclusive after the Production Administrator Menu.
The Marketing Administrator menu allows the user to place, adjust and
inquire on orders, create and edit products and offers, run reports, inventory
functions, utility functions and set up various OMS criteria. For a list of menu
options available for this Menu Type see The Pro-Mail Administration Guide,
Document ID 364 on the LSS.
• Inquiry Only Menu
This option is used for users who only have a need to inquire on orders, offers
and products. They can also update their password. For a list of menu options
available for this Menu Type see The Pro-Mail Administration Guide,
Document ID 364 on the LSS.
• Inquiry and Reports Menu
This option is used for clients who want to take an active part in their account.
This menu allows them to run reports and inquire on orders, products and
offers as well as to change their password. For a list of menu options available
for this Menu Type see The Pro-Mail Administration Guide, Document ID
364 on the LSS.
• Production Administrator Menu
This option allows access to every function of the OMS. This menu should be
reserved for the Default View. For a list of menu options available for this
Menu Type see The Pro-Mail Administration Guide, Document ID 364 on the
LSS.
Deactivate View: (optional) Select this check box to deactivate the Additional View.
This removes it from the list and prevents users from ever accessing it again. This
option is only available for Additional Views.
Start at Order Entry: (optional) Select this check box to bring users with a menu
type directly into the order entry screen. If this option is not selected, they have to
select Orders > Enter Orders to begin the order entry process. This option is only
available for Additional Views.
Save Unsubmitted Orders: (optional) Select this check box to turn on the ability to
save unsubmitted orders in the View. This option automatically saves orders as they
are being entered. This allows users to resume the entry of orders the next time they
log into the View. When this option is checked, an additional option will become
available that requires you to input the number of days to save unsubmitted orders.

Working With Views
Additional View Tabs
This section will take you across the list of tabs in the Additional View set up page.
Display Tab
Settings in the Display Tab control the View’s colors, images and customized text.
Display Tab – General View Settings
Display Tab – General View Settings
Here are the fields for the first section of the Display Tab in an Additional View.
Body Theme: (required) Select a color scheme from the drop down menu. You may
select from pre-defined Microsoft themes or from your own custom theme. The
default selection is Default. For more information on creating a custom theme see the
chapter on custom themes.
Logo Hyperlink: (optional) Enter the URL of the client's home page. When users
click the logo during Order Entry they are taken to the page that is specified here.
Logout URL: (optional) Enter the URL to which users are directed when they logout
of your site.
Display Help Link: (optional) Check this box to display the on-line Help link option
in the OMS. The Help Link displays on the top-right hand corner of each screen in the
OMS.
Default Order Inquiry Display: (optional) Select whether Order Inquiry for this
view should default to the Ordered By, Ship To, or Bill To.

Display Tab – Images and Welcome Screen Info
This section applies to the images that will display and the appearance of the
‘Welcome’ screen when the user logs in.
Display Tab – Images and Welcome Screen Settings
These are the field descriptions for Images and Welcome Screen settings.
Local Images: (required) If the images for your site are stored on a local server select
Yes. If images are stored somewhere else that is accessible over the Internet, select
No.
Internet. The information automatically populates if the path is specified in the
Default Image Virtual Directory field on the System Definition Screen (Setup >
System Information > Basic System Information (Required)).
Header: (optional) Type the path for your image into this field. The image displays in
the upper left hand part of the Order Entry screen. Typically, this image is your client's
logo.
Login: (optional) Type the path for your image into this field. The image displays on
the Login Screen above the box where users enter their Customer ID and Password.
Order Entry Starting Point: (optional) Type the path for your image into this field.
The image displays at the beginning of the Order Entry process.
Welcome Heading: (optional) Enter the text to display at the top of the Welcome
screen when the user logs in.
Display Graphs on Welcome Screen: (optional) You can display graphs that show
information related to offers, backorders, and order volume. This option requires
Office Web Components to be installed on the server (see the installation guide for

Working With Views
information on this.) Check the box if you want this view to see the graphs in the
Welcome screen.
Welcome Screen Text: (optional) Enter any text you want to display on the welcome
screen. This is typically instructions for using the site or important information you
want the user to know first.
Display Tab – Sidebar Definition
This section pertains to the appearance of the left-hand sidebar for this view.
Display Tab – Sidebar Definition
These are the field descriptions for the sidebar settings.
SideBar Definition: (optional) Enter Text or HTML code into the Display Text
column. This text becomes a hyperlink to the URL entered in the corresponding
hyperlink column. SideBar Links always appear in the Order Entry screen on the left.

Example
Side Bar Diagram
Custom Links: (optional) Enter text or HTML code into the Display Text column.
Enter a URL into the Hyperlink column. The text or HTML code displays on the
Order Entry screen in the left sidebar, as a hyperlink to the URL you entered in the
corresponding hyperlink column. You can change the position in which the link is
displayed by choosing a number from the drop down menu in the Order column.
Categories: (optional) Enter text or HTML code into the Display Text column. The
text or HTML code displays on the Order Entry screen in the left sidebar above the
order entry categories. You can change the position in which the link is displayed by
choosing a number from the drop down menu in the Order column. Select the
Suppress checkbox to hide the display of Categories on the sidebar of the Order Entry
screen.
Search: (optional) Enter text or HTML code into the Display Text column. The text
or HTML code displays on the Order Entry screen in the left sidebar above the search
field. You can change the position in which the link is displayed by choosing a
number from the drop down menu in the Order column. Select the Suppress checkbox
to hide the display of the Search feature on the sidebar of the Order Entry screen.
Shopping Cart: (optional) Enter text or HTML code into the Display Text column.
Enter a URL into the Hyperlink column. The text or HTML code displays on the
Order Entry screen in the left sidebar above the shopping cart, as a hyperlink to the
URL you entered in the corresponding hyperlink column. You can change the position
in which the link is displayed by choosing a number from the drop down menu in the
Order column.

Working With Views
Check Out: (optional) Enter text or HTML code into the Display Text column. Enter
a URL into the Hyperlink column. The text or HTML code displays on the Order
Entry screen in the left sidebar above the check out button, as a hyperlink to the URL
you entered in the corresponding hyperlink column. You can change the position in
which the link is displayed by choosing a number from the drop down menu in the
Order column.
Suppress Second Button: (optional) Check this box to suppress the second ‘Check
Out’ button in the Order Entry screen.
Display Lines in Cart: (optional) Check this box if you want the sidebar to show
how many line items are in the shopping cart in the Order Entry screen for this view.
Lines in Cart Text: (optional) Enter the text to display for the lines in cart.
Display Units in Cart: (optional) Check this box if you want the sidebar to show how
many units are in the shopping cart in the Order Entry screen for this view.
Units in Cart Text: (optional) Enter the text to display for the units in cart.
Display Cart Subtotal: (optional) Check this box if you want the sidebar to show the
Subtotal for the shopping cart in the Order Entry screen for this view.
Cart Subtotal Text: (optional) Enter the text to display for the cart subtotal.

Display Tab – Text Displays
This section applies to the text display throughout Order Entry for this view. Note that
you can use html coding in these fields.
Display Tab – Text Displays
Heading Display: (optional) Enter text or HTML code to display in the menu (if one
is defined). If a menu is not defined, this text displays where the menu would normally
appear.
Login Header: (optional) Enter text or HTML code to display above any Login
Images (above the box where users enter their Customer ID and Password).
Login Footer: (optional) Enter text or HTML code to display below the box where
users enter their Customer ID and Password.
Login ID Text: (optional) Enter text or HTML code to change the wording that
displays for a user to enter their Customer ID.
Login Password Text: (optional) Enter text or HTML code to change the wording
that displays for a user to enter their Password.
OE Starting Point Header: (optional) Enter text or HTML code to display above the
Order Entry Starting Point Image.
OE Starting Point Footer: (optional) Enter text or HTML code to display below the
Order Entry Starting Point Image.

Working With Views
Ordered By Page Header: (optional) Enter text or HTML code to display above the
address information on the Ordered By page.
Ordered By Page Footer: (optional) Enter text or HTML code to display below the
address information on the Ordered By page.
Ship To Page Header: (optional) Enter text or HTML code to display above the
address information on the Ship To page.
Ship To Page Footer: (optional) Enter text or HTML code to display below the
address information on the Ship To page.
Bill To Page Header: (optional) Enter text or HTML code to display above the
billing information on the Bill To page.
Bill To Page Footer: (optional) Enter text or HTML code to display below the billing
information on the Bill To page.
Addl Info Page Header: (optional) Enter text or HTML code to display above the
information on the Additional Info page.
Addl Info Page Footer: (optional) Enter text or HTML code to display below the
information on the Additional Info page.
Review Order Header: (optional) Enter text or HTML code to display above the
information on the Review Order page.
Review Order Footer: (optional) Enter text or HTML code to display below the
information on the Review Order page.
Accept Order Header: (optional) Enter text or HTML code to display above the line
“Your Order Number is” on the Order Confirmation Screen after Check Out.
Accept Order Footer: (optional) Enter text or HTML code to display below the
“Another Order” button on the order confirmation screen after Check Out.
Offer Detail Header: (optional) Enter the text or HTML code to display in the header
of the Offer Detail page.
Offer Detail Footer: (optional) Enter the text or HTML code to display in the footer
of the Offer Detail page in order entry.
Payment Information Header: (optional) Enter the text or HTML code to display in
the header of the Payment Info page in order entry.
Payment Information Footer: (optional) Enter the text or HTML code to display in
the footer of the Payment Info page in order entry.
Shopping Cart Header: (optional) Enter the text or HTML code to display in the
header of the View Shopping Cart page in order entry.

Shopping Cart Footer: (optional) Enter the text or HTML code to display in the
footer of the View Shopping Cart page in order entry.
Include Another Order Button: (optional) Check this box to display the Another
Order button on the Order Confirmation screen of Check Out.
Another Order Text: (optional) Enter text or HTML code to display customized text
for the Another Order Button on the Confirmation screen of Check Out.
Include Logout/Done Button: (optional) Check this box if you want to display a
button to allow the user to log out when they’re done.
Logout/Done Text: (optional) If you selected to turn on the Logout/Done button,

enter the text to display on that button.
Offer ID Text: (required) Enter text or HTML code to display in the Offer. The
system displays the Offer ID after this text. Default is Offer ID.
Offer Description Text: (required) Enter text or HTML code to display in the Offer.
The system displays the Offer Description after this text. Default is Description.
Offer Ship / Hand Text: (required) Enter text or HTML code. It becomes a column
heading and displays next to the Extended Price column during Check Out. The
system populates the Offer Shipping and Handling dollar amount underneath this
column heading. Default is Offer Shipping & Handling.
Order Ship / Hand Text: (required) Enter text or HTML code to displays during
Check Out and in Order Inquiry. Following the text the system displays Order
Shipping and Handling totals. Default is Order Shipping & Handling.
Offers Tab
The Offers Tab controls the presentation of the offers in your View.

Working With Views
Offers Tab – Offer Rules
The offer rules address offer sortation and what to do with basic offer limits.
Offers Tab – Offer Rules
These are the offer rules fields.
Default Data Entry Mode: (required) Select a data entry mode from the drop down
menu. This selection controls the display of Offers during Order Entry. There are four
data entry modes. These include:
• Category View
This View allows users to search for Offers by category. Offer Categories
display on the left side of the Order Entry screen and category images in the
center. To search a category, a user clicks on either the picture or the category
hyperlink.
• List View
This View displays all available Offers, one underneath the other on one page,
during Order Entry. This setup is typically used in accounts with 20 or fewer
Offers.
• Custom Category View
This View displays Custom Category choices. Custom Categories allow the
user to search the Web site using alternate category groupings.
• Data Entry View
This View is designed for heads-down data entry operators. It allows for fast
entry of Offer IDs.
• Bulk Paste (Tab Delimited)
This View displays a blank box within the Order Entry screen that is to be

used for pasting in Offer IDs and Quantities from a text file. The format is
Tab Delimited, and is structured as follows:
1. Offer ID
2. 2. Quantity
Offer List Type: (required) Select an Offer List Type from the drop down menu. This
setting controls the format of offer information on the Order Entry screen. Offers may
display in one of the following formats.
• Table
The offer appears with information separated out like a Table. The offer's
image appears on the left followed by the Category (if in List View), Offer ID,
Description, Unit Price, Select and Quantity, all in their own columns.
Clicking the Offer ID hyperlink presents information in block format.
• Block
The Offer ID, Description, and other fields you choose to show the user in the
Optional OE Displays are presented one under the other. The Offer Image (if
elected to be shown) appears to the left of the text. The PDF link and the
PowerPoint Link display under the Offer Image. Clicking the Offer ID
hyperlink brings you to a screen where this information is displayed again, but
it is by itself on the page.
Offer Sort Order: (required) Select the method to use to sort offers in the Order
Entry screen.
Offer Category Images/Row: (required) Select the number of Offer Sort Category
Images to display per row in the Order Entry screen.
Suppress Basic Order Limits: (optional) Select this check box to suppress Basic
Order Limits defined in the Offer and accept orders that exceed this limit.
Suppress Order Minimums: (optional) Select this check box to suppress Basic
Order Minimums defined in the offer and accept orders below this minimum.
Accept Orders Over Limit: (optional) Select this check box to accept orders placed
through this View when customers have exceeded restrictions. Orders exceeding the
Basic Order Limits trigger the order approval process; approval E-mails are sent to the
designated representatives.
Override Specific Offer Quantities: (optional) Select this check box to ignore the
specific order quantities defined within individual offers. Checking this box allows
user to order offers in any quantity they want.
Reserve Inventory at Order Submit Time: (required) Select when to reserve

inventory for orders entered through this View from the drop down menu. On the
Review Order Screen (before the order is submitted) each offer is listed as either In
Stock or Backordered. Default is Credit Card Orders Only. Your choices are:

Working With Views
• Credit Card Orders Only

Only inventory for Credit Card Orders is reserved at Order Submit Time.
• All Orders
Inventory for all orders is reserved at Order Submit Time.
Reserve Backorder Treatment: (optional) This option is in regards to Merchandise

Orders only. By default, the system will Backorder Entire Offer (line item) when
something is Out-of-Stock for a Merchandise Order. The Reserve Backorder
Treatment option allows you to change this to Backorder Entire Order when
something is Out-of-Stock.
Change Text on the Offer List “Add to Cart” Button: (optional) This option
allows you to change the text that displays on the Add To Cart button on an Offer List
screen in Order Entry.
Change Text on the Offer Detail “Add to Cart” Button: (optional) This option
allows you to change the text that displays on the Add To Cart button in an Offer
Detail Screen in Order Entry.
Approach for Adding Offers to Cart: (optional) By default, the system allows users
to select multiple offers and add them to the cart at one time. The user is then brought
back one level from where they ordered. This can be changed via this option, which
requires them to add one offer at a time to their shopping cart. Once an Offer is added
to the cart, they are left at the same screen.
Allow User to Specify Order Quantity: (optional) By default, the system allows
users to specify order quantities when ordering. Changing this option to Suppress
Quantity Display will automatically add the Order Minimum of the Offer to the
shopping cart. If no Order Minimum is defined for the Offer, a quantity of 1 will be
added.
Restrict # of Line Items Per Order: (optional) Select this option to restrict the
number of line items a user can order per order. Once selected, enter the applicable
number of line items in the Maximum Line Items Per Order section below.
Display Single Offer Search Result as a List: (optional) Checking this box will
force the user to select the offer specifically when it is the only offer in the sort group,
or when it is the only offer returned in a lookup. Leaving this option unchecked will
take the user directly into the offer details in the Order Entry screen.

Offers Tab – Offer List Display
This section applies to the way offers are displayed in the Order Entry screen for this
view.
Offers Tab – Offer List Display
Here field descriptions for the Offer List settings for Order Entry.
Default Category Access Group: (optional) Select an option from the drop down
menu when Category Access Groups are defined in your OMS. Selecting a choice
from this box allows users to see categories that are defined in the Category Access
Group. All other categories are suppressed. For more information on category access
groups see Category Access Groups on page 193.
Main: (optional) Select this check box to allow users to see all Offers that are
available in your Web site.
Level 1: (optional) Select a category from the drop down menu to indicate in what
level users start their Order Entry process. They may only see Offers that are available
in the category you select. The field name “Level 1” is dependent on the levels you
have set up in your Category Sort Levels. For more information on Category Sort
Levels see Offer Categorization on page 182.
Level 2: (optional) Select a region from the drop down menu to further limit the level
in which users start their Order Entry process. The field name “Level 2” is dependent
on the levels you have set up in your Category Sort Levels. For more information on
Category Sort Levels see Offer Categorization on page 182.

Working With Views
Enable Offer Paging: (optional) Select this option to allow users to page through
Offers in Order Entry. This limits the number of Offers displayed per page, and lets
the user browse through numerous pages of Offers within a single category, rather
than having all the Offers in the category load on one page. This option is highly
recommended if you have many offers in a category.
Offers Per Page: (optional) Enter the number of Offers to display on a single page
when Offer Paging is enabled.
Page Navigation Position: (optional) Select where you would like to have the paging
controls listed on the screen.
Display Images in List: (optional) Select this option to display Offer images under
the following conditions: when the Table Offer List Type is selected in the Category
View, or List View or Custom Category View of the Default Data Entry Mode.
Full Image Text: (optional) Enter text you would like to have appear under full
images in this View. Default is Click to see Larger Image.
Display PDF Links: (optional) Select this option to display text as a hyperlink under
the following conditions: when the Table Offer List Type is selected in the Category
View, or List View or Custom Category View of the Default Data Entry Mode or
when the Offer List Type is set to Block in List View or Category View or Custom
Category View of the Default Data Entry Mode and the user clicks on the Offer ID.
The URL to which the text is linked is entered in the Define New Offers / Edit
Existing Offers Screen.
PDF Text: (optional) Enter text that displays as a hyperlink to a PDF during Order
Entry.
Display PowerPoint Links: (optional) Select this option to display text entered in the
PowerPoint Text field as a hyperlink during Order Entry. The URL to which the
PowerPoint Text is linked is entered on the Define New Offers / Edit Existing Offers
Screen.
PowerPoint Text: (optional) Enter text that displays as a hyperlink to a PowerPoint

presentation during Order Entry.
Display Other Link 1, 2, 3: (optional) Select the check box next to the Other Links
you would like to display for Offers. These links do not have a pre-defined purpose.
When defined, if a user clicks on the URL during Order Entry, a new window opens
which takes the user to the destination URL. The link description is designated by
View, with an override option in each offer.
Display Other Link 1, 2, 3 Text: (optional) Enter the text that when clicked takes the
user to the URL specified in the Other Link 1, 2, and 3 fields. This field allows for
entry of an unlimited number of characters. This description is designated by View,
with an override option in each offer.

Display Product Availability: (required) Select a choice from the drop down menu.
Default is No. Your choices are:
• No
Does not display product availability during Order Entry.
• Available Balances
Displays the available balance of an Offer during Order Entry.
• Instock / Out of Stock Only
Displays if a product is In Stock or Out of Stock during Order Entry. If you
select this, you will have the option to specify the In-Stock text and Out-of-
Stock text.
• Available Balances/Out of Stock
Use this option to display product balances when the item is stock and display
‘Out of Stock’ (instead of 0) when the product is out of stock.
In-Stock Text: (optional) This option is visible when you select the option to display
In-Stock/Out of Stock text in the above option. Enter the text to display when an item
is currently in-stock.
Out-of-Stock Text: (optional) This option is visible when you select either the option
to display In-Stock/Out-of-Stock text or the option to display Available Balances/Out-
of-Stock Text. Enter the text to display when an item is currently out-of-stock.
Allow Ordering Out of Stock Offers: (required) Select a choice from the drop down
menu. Default is Yes. Your choices are:
• Yes
Allows users to order Out of Stock products.
• Yes, Maximum Order Quantity = Available Qty
Displays Out of Stock Offers, but does not allow orders to be placed for them.
This option will prevent users from being able to order more than available.
• Display Offers but Don't Allow Ordering
Displays Out of Stock Offers, but does not allow orders to be placed for them.
This option will prevent users from being able to order more than available.
• Suppress Display of Out of Stock Offers
Suppress the display of Out of Stock Offers and does not allow orders to be
placed for them.
Display Features: (optional) Select this option to display all Offers that are marked as
Featured in the indicated Sort Group when the Default Data Entry Mode is set to
Category View or Custom Category View.
Display 'E-mail A Friend’: (optional) Select this option to give the user the option to
send an E-mail to someone about an Offer, as long as you selected the Login Type of
Self-Register or Consumer. This works for all Default Data Entry Mode types.
E-mail a Friend Text: (optional) Enter text that displays inside the button users click
to E-mail a friend about an Offer.

Working With Views
Display UOM: (optional) Checks this box to display the offer’s unit of measure
(each, per thousand, etc.) in the order entry page for this view.
Allow Favorites: (optional) Select this option to provide the user with the ability to
place items in a Favorites list in Order Entry. Each time the user logs in to place an
Order, they will have a list of their favorite items to choose from. The button for
adding an item to the Favorites list exists within the detail view of the Offer, which
can be viewed by selecting the Offer ID tag in Order Entry.
Merchandise Tab
The fields in the Merchandise Tab control payment options, coupons and discounts for
your View. You may skip this section if your account does not require the user to pay
for products they order. For more information on this topic see Merchandise
Fulfillment on page 619.
Sample Screen
Merchandise Tab
Screen Definition
The fields in the Merchandise Tab are described below:
Default Price Class: (optional) Select a Price Class from the drop down menu. For
more information on this topic see Setting up Price Classes on page 684. Default is
blank.

Price Concession Options: (required) Select a price concession option from the drop
down menu. Default is None. Your choices are:
• None
This indicates that your users will not use Price Classes.
• Price Class Drop Down
This option allows users to choose their Price Class from a drop down menu
labeled Price Class during Order Entry. Entries display based on the price
class Table you have set up. For more information on this topic see Setting up
Price Classes on page 684.
• Allow Coupon Codes
This option allows users to enter a Coupon Code based on the Coupon Code
Table you have set up. For more information on this topic see Creating
Coupon Codes on page 691.
• Allow No Charge Types
This is a price override option that allows the user to select a ‘No Charge’
code, which removes the pricing for specific elements of the order, such as
offer pricing, shipping and handling, rush pricing, bill back freight, etc.
Shipping & Handling Profile: (optional) Select the shipping and handling profile for
this view. See Assigning Shipping and Handling Profile to a View on page 704.
Display Pricing - Web: (optional) Select this option to display pricing information
during Order Entry. Default is deselected.
Display Pricing - E-mail: (optional) Select this option to display pricing information
in confirmation E-mails. Default is deselected.
Price Override: (optional) Select this option to allow a user to override an offer's
Unit Price during the Checkout process. This is a very powerful feature that should be
used with discretion. Default is deselected.
Allow Discount Percentages: (required) Select Yes, to allow a user to enter a

discount percentage that will be taken off the entire order during the Checkout
process. This is a powerful feature that should be used with discretion. Select No to
disallow the user from entering a discount percentage. Default it No.
Allow Discount Codes: (optional) Select Yes to allow a user to select an entry from a
list of discount codes you have set up. Select No to prevent a list of discount code
choices from displaying. Default is No.
Allow Credit Amounts: (optional) This option allows users during order entry to
simply enter a monetary value to decrease from the merchandise total of the order.
Allow Gift Certificates: (optional) Select this option if you will allows users in this
view to redeem gift certificates.

Working With Views
Redeem GC Checkbox Text: (optional) This field is active only when the ‘Allow
Gift Certificates’ option is turned on. Enter the text to display in the ‘Redeem Gift
Certificates’ check box.
OE Gift Certificate ID Tag: (optional) This field is active only when the ‘Allow Gift
Certificates’ option is turned on. Enter the text to display as the Gift Certificate tag.
Require Gift Certificate Amount: (optional) This field is active only when the
‘Allow Gift Certificates’ option is turned on. Check this box if you want to require
them to enter the Gift Certificate amount.
Gift Certificate Amount Tag: (optional) This field is active only when the ‘Allow
Gift Certificates’ and ‘Require Gift Certificate Amounts’ options are turned on. Enter
the text to display in the Gift Certificate Amount field.
Require Gift Certificate Issue Date: (optional) This field is active only when the
‘Allow Gift Certificates’ option is turned on. Check this box if you want to require the
user to enter the date that the Gift Certificate was issued.
Gift Certificate Issue Date Tag: (optional) This field is active only when the ‘Allow
Gift Certificates’ and ‘Require Gift Certificate Issue Date’ options are turned on.
Enter the text to display in the Gift Certificate Issue Date field.
Require Gift Certificate Expiration Date: (optional) This field is active only when
the ‘Allow Gift Certificates’ option is turned on. Select this option if you want the
system to require the user to enter the Gift Certificate Expiration Date.
Gift Certificate Expiration Date Tag: (optional) This field is active only when the
‘Allow Gift Certificates’ and ‘Require Gift Certificate Expiration Date’ options are
turned on. Enter the text to display in the Gift Certificate Expiration Date field.
Gift Certificate Pick/Pack Tag: (optional) This field is active only when the ‘Allow
Gift Certificates’ option is turned on. This is the text to display on the printed pick
pack slip when a gift certificate is redeemed in the order.
Check Tolerance: (optional) Enter a tolerance percentage. An order will be accepted,

based on this percentage, when a check is written for less than the billing total. Default
is blank. For example, the check tolerance of 5% will allow any orders paid by check
to process if the payment amount is within 5% of the order total.
Payment Required: (required) Select Yes to indicate that you are collecting payment
for orders placed through this view that contain offers with pricing information. This
opens the Valid Payment Types box. Select No to indicate that payment will not be
required before an order is submitted. Default is No.
Display Order Summary with Totals: (optional) Select this option if you want the
Order Summary screen during checkout to show the extended price and order totals.
Leave this unchecked to just show offers ordered.

Modify Payment Information: (optional) Select this option to allow for the
modification of payment information during order approval (if applicable). This
feature allows the approver of the Order to update the original payment information
that was entered during Order Entry.
Valid Payment Types box: (optional) This box opens when the Payment Required
field is set to Yes. The Valid Payment Types you set up are listed in this box. Select
the check box next to a Payment Type to allow it to be used to purchase Offers from
your site. For information on setting up valid Payment Types see Defining Credit Card
Payment Methods on page 633, Defining the Check Payment Type on page 643, and
Defining the Accounts Receivable Payment Type on page 646. Default is deselected.
Payment Information Help Page: (optional) Enter the text and/or link to instructions
on payments.
Sales Tax Calculation: (optional) Select the method used for calculating sales tax.
Optional Order Fields Tab
The fields in the Optional Order Fields Tab control the capture of Optional and
Variable Information in your View.
Sample Screen
Optional Order Fields Tab
Screen Definition
The fields in the Optional Order Fields Tab are described below:
Key In Own Order ID: (optional) Select the check box in the Capture column to
allow the user to specify their own Order ID during Order Entry. Default is deselected.

Working With Views
Allow Attach Document to Order: (optional) Select the check box in the Capture
column to allow users to attach documents to orders in Order Entry. This option
allows users to attach documents to an order through the use of a third party software
program called “File Up” - (http://fileup.softartisans.com). When this product is
installed on your Web server, a button displays on the final Pro-Mail® order entry
screen. When the button is clicked, the user is able to browse their local computer,
select a file and attach it to their order. The attached file can be in a .bmp, .csv, .doc,
.gif, .jpg, .pdf, .tif, .txt, or a .zip format. For example when using a .doc file
would represent a Microsoft Word Document. This feature is intended to be used for
attaching letters or files to an order. Orders with attachments can be streamed
separately and the attachment is referenced on the pick slip.
Source: (optional) Select the check box in the Capture column to capture information
for Response Analysis. When selected, the user chooses how they heard about the
Web site from a drop down menu. This could be by radio ad, TV commercial, or
Internet search, for example. For more information on Sources see Assigning
Territories / Response Analysis on page 565. You may customize the text in the Data
Entry Tag column. Default is deselected with the text Source.
Response Media: (optional) Select the check box in the Capture column to capture
information for Response Analysis. When selected, the user chooses the way they
came to place the order from a drop down menu. You may customize the text in the
Data Entry Tag column. For more information on Response Media see Assigning
Territories / Response Analysis on page 565. Default is deselected with the text
Response Media.
Comments: (optional) Select the check box in the Capture column to capture
Comments. When selected, users may enter comments during Order Entry. Comments
print on Pick Slips. You may customize the text in the Date Entry Tag column.
Default is deselected with the text Comments.
PO #: (optional) Select the check box in the Capture column. When selected, users
may enter a purchase order number during Order Entry. You may customize the text
in the Data Entry Tag field. Default is deselected with the text PO#.
Reference #: (optional) Select the check box in the Capture column. When selected,
users may enter a reference number during Order Entry. You may customize the text
in the Data Entry Tag field. Default is deselected with the text Reference #.
Customer Project: (optional) Select the check box in the Capture column. When
selected, a list of valid Customer Projects display during Order Entry from which the
user can choose. Customer Projects are used to track orders placed for known projects.
You may customize the text in the Data Entry Tag field. Default is deselected with the
text Customer Project.
Campaign ID: (optional) Select the check box in the Capture column. When selected,
users may enter a “Campaign ID” during Order Entry. This feature can be used to
group Orders together for batching purposes in the WMS. For more information on
Campaign IDs see Associating Orders with a Campaign ID on page 312.

Variable Order Information: (optional) Select to Capture and / or Require users to

enter information into these fields during Order Entry. For more information on
Variable Order Information see Order Specific Variable Fields on page 479.
Shipping Tab
The fields in the Shipping Tab control the capture of shipping information in the
View.
Sample Screen
Shipping Tab
Screen Definition
The fields in the Shipping Tab are described below:
Shipping Text Message: (optional) This text will appear in the Shipping Information
screen in Order Entry. It will display above the available shipping options.
Needed by Date: (optional) Select this check box to allow a user to specify the date
by which they would like to receive their order. You may customize the text Needed
By. It displays during the Checkout process. Default is deselected with the text
Needed By.

Working With Views
Required: (optional) Select this check box to require a user to enter information into
the field before submitting the page.
Format: (required when Needed by Date is selected) Select a choice from the drop
down menu to designate the format for the Needed by Date field. Your choices are:
• Free Form
Allows users to enter a date without formatting constraints.
• Valid Dates Only
Requires users to enter a date using the MM/DD/YYYY format.
Release Date: (optional) Select this check box to allow a user to specify the date to
process the order. This field works with the Future Release date in the order stream.
See Defining / Editing Order Processing Streams on page 424 for more information on
Order Streams.
Rush Flag: (optional) Select this check box to allow the user to indicate their order
should be shipped rush delivery. You may customize the text Rush. It displays during
the Checkout process. Default is deselected with the text Rush. Specify whether to
display it before the shipping options, or after the shipping options.
Shipping Comments: (optional) Select this check box to allow the user to enter
information that may be pertinent to know for delivery, into a free form text box.
Shipping Comments print on Pick Slips. You may customize the text Shipping
Comments. Default is deselected with the text Shipping Comments.
Display Total Product Weight: (optional) Select this text box to display the weight
of the order in the Shopping Cart and on the Review Order Screen (before the order is
submitted). Weight is calculated based on the “Current Version” of a product. If a
“Current Version” does not exist, the system shows the weight of the “Default
Version” which is the weight entered on the first page of Create / Edit Products. This
display is for informational purposes only.
Shipping: (required) Select whether to use Shipping Options (recommended) or

Classic Freight.
Note: Our instructions are based on the selection of the Shipping Options option.
Instructions on setting up Shipping Options can be found at Shipping
Options on page 822.
Use UPS Rate Call in Shopping Cart: (optional) Select whether you want this view
to be able to use UPS’s Rate Call feature to calculate real time shipping costs at order
entry time. This feature requires you to be licensed with UPS to use the UPS Online
Tools. For more information on this, see UPS Rate Call on page 287.
For Orders containing a partial backorder, calculate shipping charge based on

the backorder counting as a separate package shipped: (optional) If you answered
Yes to the question above, how do you want any backordered items in the order
treated? Do you want them treated like a separate package from the initial shipment (if

so, choose Yes.) Or do you want them counted in the weight of the initial shipment (if
so, choose No.)
Allow Input: (optional) Check the box beside each available shipping option to allow
users in this view to select this type of shipping.
Sort Key: (optional) Enter sort keys beside each option to specify the sort position in
the order entry page.
Allow Saving as Default Shipping Method: (optional) Check the box beside each
shipping option (if any) you want users in this view to be able to save as their default
in order entry. The user’s selected default shipping option will be the first to show up
next time the user places an order.
Default Text: (optional) Enter the text to display when prompting the user to save the
option as their Default shipping option.
Allow Saving Freight Account: (optional) Check the box beside each shipping
option (if any applicable) you want users in this view to be able to save their freight
account number to this shipping option.
Freight Account Text: (optional) Enter the text to display when prompting the user
to save their freight account number to this shipping option.
Classification/Lookup Tab
The fields in the Classification/Lookup Tab provide a way for you to classify orders
by Customer Project, Source, Response Media and Territory in the View and to set the
default Order Lookup options.

Working With Views
Sample Screen
Order Classification Tab
Screen Definition
The fields in the Order Classification Tab are described below:
Default Customer Project: (optional) Select a choice from the drop down menu that
is assigned to an order during Order Entry. The user may keep the Customer Project
you have designated or may choose another selection from the list. If you have not
defined Customer Projects, “None Available” displays in place of the drop down
menu in the Order Classification Tab.
Default Source: (optional) Select a choice from the drop down menu that is assigned
to an order during Order Entry. The user may keep the Source you have designated or
may choose another one from the drop down menu. If you have not defined Sources,
“None Available” displays in place of the drop down menu in the Order Classification
Tab. For more information on Sources see Assigning Territories / Response Analysis
on page 565.
Default Response Media: (optional) Select a choice from the drop down menu that is
assigned to an order during Order Entry. The user may keep the Response Media you
have designated or choose another one from the drop down menu. If you have not
defined Response Medias, “None Available” displays in place of the drop down
menu. For more information on Response Media see Assigning Territories / Response
Analysis on page 565.
Territory Assignment Table: (optional) Select a choice from the drop down menu to
assign to an order during Order Entry. If you have not defined a Territory Assignment
Table, “None Available” displays in place of the drop down menu. For more
information on this topic see Assigning Territories / Response Analysis on page 565.

Order Lookup Options: (required) Select which options users in this view will be
able to use to look up orders in the system. Your options are:
• Suppress
Do not display this as a lookup option. Users can not look up orders based on
this field.
• Allow
Allow users to look up orders based on this option. But do not set this option
as a default lookup. (Users will have to select this option manually in order
lookup.)
• Allow and Default
Allow users to look up orders based on this option and set this option as
turned on by default.
Ordered by Info Tab
The fields in the Ordered by Info Tab control the way information can be accessed and
stored in the View, during Order Entry.
Sample Screen
Ordered by Info Tab
Screen Definition
The fields in the Ordered by Info Tab are described below:
Profile: (required) Choose a Profile from the drop down menu. Default is Default. For
more information on Profiles see View Address Profiles on page 290.
When to Capture Name and Address Info: (required) Select Order Start to collect
Name and Address Information before a user searches for offers. Select Check Out
Time to collect Name and Address Information during the Checkout process. When

Working With Views
using Distributions, Name and Address Information may only be captured at Order
Start Time. Default is Order Start.
AUTO-UPDATE Address book?: (required) Select No if changes made to the

Mailer Record during Order Entry should not update the record. Selecting No prevents
existing Mailer Records from updating when a UID match is present in an Order
Upload File or an Interactive XML file. A new Mailer Record will not be created in
this case. Select Yes if changes made to the Mailer Record during Order Entry should
update the record. Default is No.
Login Person: (optional) Select Permitted to allow the user that logged into the
OMS to be the ‘Ordered By’ person in the orders they place. Select Default to
automatically populate the Ordered By section of the order with the Login Person's
information.
New Person: (optional) Select Permitted to allow the user that logged into the OMS
to place orders for another ‘Ordered By’ and to create a new Ordered By person in the
system. Select Default to have the OMS automatically ask for a new Name and
Address for the order. This feature is used primarily in Data Entry Mode.
Lookup Person: (optional) Select Permitted to allow the user that logged into the
OMS to place orders for another ‘Ordered By’ and to search for names and addresses
that exist in the OMS based on rules you establish in the Lookup Person section.
Select Default to have the OMS automatically ask for a to lookup. When you select
Permitted, the screen expands to include the Lookup Person section.
Allow All/Allow Selected: (optional) Select this option to allow users in this view to
search on all Mailer Records or restrict them from seeing some Mailer Records. When
you select ‘Allow Selected’, the screen expands to include the fields Existing Person
in Client Structure, Address Created by This Login, and Selected Mailer Class. ‘Allow
All’ is the Default.
Existing Person in Client Structure: (optional) Select this option to allow users to
search for names and addresses of people that have placed orders, and are in the Client
Structure.
Address Created by This Login: (optional) Select this option to allow users to
search for names and addresses of people for whom they have previously placed
orders.
Selected Mailer Class: (optional) Select this option to allow users to search for
names and addresses in a specific Mailer Class. For more information on Mailer
Classes see Mailer Classes on page 297. When you select this option, the screen
expands to include the Mailer Classes section in which Mailer Classes defined in the
OMS display. If you have not defined Mailer Classes the message “There Are No
Mailer Classes” displays.

Ship to Info Tab
The fields in the Ship to Info Tab control the way information can be accessed and
Sample Screen
Ship to Info Tab
Screen Definition
The fields in the Ship to Info Tab are described below:
When to Capture Name and Address Info: (required) Select one of the options
below:
• Order Start
Select this option to collect Name and Address Information before a user
searches for offers.
• Check Out Time
Select this option to collect Name and Address Information during the
Checkout process. When using Distributions, Name and Address Information
may only be captured at Order Start Time. Default is Order Start.
• URL
Select this option when you are transmitting the basic ship to address
information from a third party system such as salesforce.com, a lead
generation software program to Pro-Mail. For more information on this topic
see Transmit Shipping Information From Third Party Web Sites on page 243.


Working With Views
Ordered By: (optional) Select Permitted to allow the user that logged into the OMS
to ship orders to themself. Select Default to have the OMS automatically populate the
Ship to Information with the Ordered By’s.
to ship orders to someone other then themself. Select Default to have the OMS
automatically ask for a new Name and Address for the order. This feature is used
primarily in Data Entry Mode.
OMS to search for names and addresses that exist in the OMS based on rules you
establish in the Lookup Person section. Select Default to have the OMS automatically
ask for a Name and Address Record to lookup. When you select Permitted, the screen
expands to include the Lookup Person section.
Allow All: (optional) Select this option to search on all Mailer Records. Allow All is
the Default.
Allow Selected: (optional) Select this option to restrict the user from seeing some
Mailer Records. When you select this option, the screen expands to include the fields
Existing Person in Client Structure, Address Created by This Login, and Selected
Mailer Class.
Structure.
orders.
Same Mailer Class as Ordered by: (optional) Select this option to allow the person
that logged into the OMS to search name and address records of people in the same
Mailer Class as the Ordered By.

Bill to Tab
The fields in the Bill to Info Tab control the way information can be accessed and
Sample Screen
Bill to Info Tab
Screen Definition
The fields in the Bill to Info Tab are described below:
Capture Bill To: (required to capture Bill to Information) Select this check box to
capture billing information.
When to Capture Name and Address Info: (required) Select Order Start to collect
Name and Address Information before a user searches for offers. Select Check Out
Time to collect Name and Address Information during the Checkout process. When
using Distributions, Name and Address Information may only be captured at Order
Start Time. Default is Order Start.

Ordered By: (optional) Select Permitted to allow the user that logged into the OMS
to bill orders to themself. Select Default to have the OMS automatically populate the
Bill to Information with the Ordered By’s.

Working With Views
Ship To: This allows the user to bill the order total to the person to whom they are
sending the order.
New Person in Client Structure: (optional) Select Permitted to allow the user that
logged into the OMS to bill a new person that exists in the Client Structure. Select
Default to have the OMS automatically ask to bill to a new person in the Client
Structure.
to bill orders to someone other then themself. Select Default to have the OMS
automatically ask for a new Name and Address for the Bill to. This feature is used
primarily in Data Entry Mode.
OMS to search for names and addresses that exist in the OMS based on rules you
establish in the Lookup Person section. Select Default to have the OMS automatically
ask for a Name and Address Record to lookup. When you select Permitted, the screen
expands to include the Lookup Person section.
Allow All: (optional) Select this option to search on all Mailer Records. Allow All is
the Default.
Allow Selected: (optional) Select this option to restrict the user from seeing some
Mailer Records. When you select this option, the screen expands to include the fields
Existing Person in Client Structure, Address Created by This Login, and Selected
Mailer Class.
Structure.
orders.
Same Mailer Class as Ordered By: (optional) Select this option to allow users to
search for names and addresses of people in the same Mailer Class as the Ordered By.

Pre-Registered Info Tab
The field in the Pre-Registered Info Tab controls what information will be used when
users with password protected access place an order in the View.
Sample Screen
Pre-Registered Info Tab
Screen Definition
The field in the Pre-Registered Info Tab is described below:
Suppress Pre-Registered User Edit: (optional) Select this check box to prevent Pre-
Registered Users from being able to edit their name and address information.
Restriction Type 1: (optional) Select the first-priority order restriction for users in
this class.
Restriction Type 2: (optional) Select the second-level priority order restriction for
users in this class.
Note: Restriction types can only be applied to views that require a user to log in;
they do not work with Consumer views. Also, note that when restriction
types are in place, the view MUST capture the Ordered By information at
Order Start time. For more information about restrictions, see Offer
Restrictions on page 598.
Allow New Users: (optional) Checking this box will provide users the ability to
register.
New User Link Text: (optional) If you allow new users (above), enter the text to
display as the ‘register’ link.
Email Login Type: (optional) Select which link users in this view will use to log in.

Working With Views
• View Link
This is the link displayed in the view set up. There is one unique link for
each view.
• Global Login Link
This is a single link used for all views in the database.
• Custom
This is a custom link distributed to your users. If you select this option, you
will be prompted to enter the link.
Requires Approval: (optional) This option is visible only if you check the box to
allow new users. Check this box if the new user requires approval. If this option is
checked, the new user must wait for approval before placing any orders.
Address Maintenance Text: (optional) Enter alternative text for the ‘Address
Maintenance’ link that appears in the Order Entry screen.
Distribution / Pricing Tab
The fields in the Distribution Tab control how budgets and allocations are applied
during Order Entry in the View. For more information on using Distributions see
Working With Distributions on page 597.
Sample Screen.
Distribution Tab
Screen Definition
The fields in the Distribution Tab are described below:
Based on Ordered By: (optional) Select this option when Distributions are based on
the person that is placing the order.
Based on Ship To: (optional) Select this option when Distributions are based on the
recipient.

Based on Bill To: (optional) Select this option when Distributions are based on the
person that is billed for the order.
None: (optional) Select this option when you are not using Distributions in a View.
None is the Default.’
Allow Unrestricted Search: (optional) Check this box to allow unrestricted searches
for mailer records within Order Entry when distributions are in place. This allows
users to search on all mailer records in the system, regardless of their restriction status.
Display Offer Restriction Balances: (optional) Select this check box to display the
balance of the offer restriction during order entry.
Restriction Balance Text: (required) Enter text that displays during check out to
describe the restriction balance. Default text is Restriction Balance.
Suppress my Budget Link: (optional) Select this check box to suppress the display
of the My Budget Link during order entry by View. The My Budget Link is only
available when you are using Distributions.
Allow Cloning Orders from Order History: (optional) Select this option to allow
users to clone existing Orders from the Order History link in Order Entry. With this
feature enabled, users will be able to take an existing Order, clone it, and send the
Order to multiple shipping addresses. The user can choose an existing shipping
address in the system to ship to, or create a new one.
Pricing: (required) Select your Pricing option. Users may not always be associated
with a Price Class. By View, you may indicate to use the associated Price Class of the
Ordered By, Bill To, or Ship To record. When orders are entered by a third party, the
View uses the pricing based on View settings and the Price Class assigned to the
record in question. You cannot use this feature for Consumer or Self-Register Type
Additional Views. Default Pricing is Based on Pre-Registered User / Login. Your
choices are:
• Based on Pre-Registered User / Login

Select this option to base pricing on all orders entered through this View on
the Pre-Registered User or Login ID that logged into the OMS.
• Based on Ordered By
the Ordered By’s Price Class.
• Based on Ship To
the Ship To’s Price Class.
• Based on Bill To
the Bill To’s Price Class.

Working With Views
Security Tab
The fields in the Security Tab control security settings in the View. The Security Tab
may look different depending on the View’s Login Type and SSL settings.
Security Tab – SSL or No SSL Installed
This is how the top section of your security tab displays without SSL enabled:
Sample Screen
Security Tab No SSL Screen
This is how the top section of your security tab displays for Pre-Registered User views
with SSL enabled:
Sample Screen
Security Tab - SSL Enabled, Pre-Registered User View
This is how it displays with other Login Types with SSL enabled:
Sample Screen
Security Tab - SSL Enabled, Consumer View
The bottom half of the screen looks the same for all types.

Sample Screen
Security Tab – Applicable to all user types
Screen Definition:
The fields in the Security Tab are described below:
Secure Login: (optional) Select this check box to encrypt Pre-Registered users login
information during the Pro-Mail log in process.
Secure Check Out: (optional) Select this check box to encrypt transactions during
the Checkout stage of Order Entry. It is especially important to select this box when
you are excepting orders that require payment.
Caution: If you have a completely secure Order Management System, DO NOT

check the Secure Login and Secure Check Out options. For more
information, see the Creating a Secure Order Management System
document, available online.
Note: If enabling Secure Login and/or Checkout, be sure to apply an SSL

Certificate to the securelogin and money folders within IIS.
Secured Image Directory: (optional) Specify the directory location for the images
used in this Additional View. This must be local to your Pro-Mail Web server. All
images that appear on secured pages of your OMS must be in a secured image
directory.
Header: (optional) Type the file name and extension of your Header Image into this
field. Click the VIEW button to see the image.
Login: (optional) Type the file name and extension of your Login Image into this

Working With Views
Referring Link Method: (required) Select a choice from the Referring Link section.
Your choices are:
• Referring URL (Referring Universal Resource Locator)

Enter the URL that users are required to visit before they may enter your
Order Entry site. For more information on referring URLs see Additional
Security Features on page 313.
• Referring Host
Select this option to designate an entire Web site as a Referring Host. This
feature is similar to the existing Referring URL option. Using the Referring
Host feature, you can require a user to visit a specific Web site before they can
gain access to an Additional View of an OMS. You may specify up to five
Referring Host Web sites. For more information on referring URLs see
Additional Security Features on page 313.
• None
Select this option if you do not want to use the Referring Host or Referring
URL feature. Users may enter your OMS directly by using the link you
provide to them.
Note: If you choose to use the Referring URL or Host feature, an option will
become available for you to input Referring Link Denial Text. This allows
you modify the message that displays when someone tries to access the
view from a site other than what is specified as a Referring link.
Allow Manual Order Stream Changes: (optional) Select this option to indicate if
the Order Processing Stream for an order can be changed through the Adjust/Cancel
screen.
Suppress the Ability to Cancel Backorder From Inquiry: (optional) Select this
option to suppress the ability for a user to cancel a backorder through the Order
Inquiry screen.
Allow Users to Change Password: (required) Select Yes to allow users to change the
Password they use to access the Additional View. Select No to disallow them to
change their Password. Default is Yes. If a user is required to change their password,
but does not, the next time they try to log into an Additional View using their expired
password they receive the following message “WARNING! Your password has
expired. Please click 'Update My Password' and create a unique password. Note* that
the password update is required to continue.”
# Days to Require Password Change: (optional) Specify the number of days after
which users must change their Password.
# Days to Start Warning About Password Change: (optional) Specify the number
of days out to start reminding users that their Password will expire. To display a
warning before the password changes, the number in the # Days to Start Warning
About Password Change field should be less than the number in the # Days to Require
Password Change field. For example, if you want to require a user to change their

password every 30 days and warn them five days before their password expires, you
would indicate 30 in the # Days to Require Password Change field and 25 in the #
Days to Start Warning About Password Change field.
Override Global Settings for Maximum Login Tries: (optional) You have the
ability in PMA to set a global maximum number of unsuccessful login attempts before
the user is locked out. (Locked users must be unlocked by an administrator in pma.)
Check this box if you want to override the global setting.
Maximum Login Tries: (optional) This option is active when the ‘Override Global
Settings for Maximum Login Tries’ option is checked. Enter the maximum number of
unsuccessful login attempts allowed before the user is locked out.
Override Global Password Settings: (optional) You have the ability in PMA to set
global password restrictions that apply to all users in all OMS/WMS/PMS databases.
Check this box to override those settings for this view.
Password Minimum Length: (optional) This field is active when the “Override
Global Password Settings” is checked. Enter the minimum number of characters
passwords for this view can be.
Password Requires Upper Case: (optional) This field is active when the “Override
Global Password Settings” is checked. Check this box if the password should require
at least one upper case character.
Password Requires Lower Case: (optional) This field is active when the “Override
at least one lower case character.
Password Requires Numeric: (optional) This field is active when the “Override
at least one numeric character.
Password Requires Symbol: (optional) This field is active when the “Override
at least one symbol character (!@#$, etc.)
Password Has Been Updated Header Text: (optional) Enter the text to display at
the top of the screen when a user updates their password.
Password Has Been Updated Footer Text: (optional) Enter the text to display at the
bottom of the screen when a user updates their password.

Working With Views
Enhanced Images/Menus
Section Topics
Enhanced Images
You have the ability to specify where you’ll display images on the screen. In the
Enhanced Options screen, you can tell the system to place images in the page
Header, Footer, Left Bar, or Right Bar.
To Set Enhanced Images:
1. Save your images to the SQLImages Directory.

2. In the OMS, go to Set Up > System > Enhanced Options.

Enhanced Images/Menus
3. Use the diagram above to determine the placement of your images. In the above
example:
• Image 1 is defined in the Header Options
• Image 2 is defined in the Footer Options
• Image 3 is defined in the Left Bar Options
• Image 4 is defined in the Right Bar Options
Enhanced Menus
We offer two types of menus. You can use our classic Tab style menus, or you can use
our Enhanced Menus.
Enhanced Menus
Classic Menus
To select your System Menus:
1. In the OMS, go to Set Up > System > Enhanced Options.

2. Check ‘Enhanced Menus’ to turn on the enhanced menus. Or uncheck this option
to turn on Classic Menus.

Working With Views
UPS Rate Call
You have the ability to communicate with the UPS Shipping Calculator. This allows
you to calculate real-time shipping costs at order entry time for your users. In order for
this utility to work within your system, you must be licensed by UPS to use UPS
Online Tools.
The UPS Shipping Calculator can be used for both shipments leaving your facility,
and drop ship shipments from a suppliers facility. For instructions on configuring the
system for shipments leaving your facility, see below. For instructions on setting up
drop ship suppliers with UPS Rate Call, see Defining Supplier Setup on page 171.
To configure the UPS Shipping Calculator within Pro-Mail:
1. In the OMS, enter your UPS Credentials into the UPS Web Service Interface
section of the Basic System Information (Set-Up > System > Basic System
Information (Required). Check the box labeled “Use UPS Web Service Interface
for computing UPS Charges at order entry time”. The screen will expand to
display additional entry fields. Fill in these fields as directed below and save the
screen.
• XML Access Key
• Interface User
• Interface Password
• Maximum Weight Per Package In Pounds
150 is Defaulted in this field. This indicates that if the total weight of the
order exceeds multiples of 150 lbs, to assume additional packages are
being used to ship the Order per multiple. For example, if the total
weight is 200 lbs, use two packages; if the total weight is 301 lbs, use
three packages.
2. In the OMS, go to Setup > System > Define Local Warehouse System. Drill into
the applicable WMS account. (You likely will have only one displayed.)
3. Fill in the applicable UPS fields as indicated below:
• UPS Shipper Number - This is your UPS account number
• UPS Pick Up Code
Options Include:

UPS Rate Call
01 - Daily Pickup
03 - Customer Counter
06 - One Time Pickup
07 - On Call Air
11 - Suggested Retail Rates
19 - Letter Center
20 - Air Service Center
• Package Tare Weight - Enter the number of OUNCES to add to every

package for packing materials
• Package Type Code
Options Include:
00 - Unknown
01 - UPS Letter
02 - Package
03 - Tube
04 - Pak
21 - Express Box
24 - 25kg box
25 - 10 kg box
30 - Pallet
2a - Small Express box
2b - Medium Express box
2c - Large Express box
• UPS Rate Type - Select to either base shipping options on Published Freight
or Negotiated Frieght.
4. In the WMS, add the XML Service Type to each freight code that will be using the
UPS Shipping Calculator. You can define this in the WMS under Set Up >
Shipping Set Up > Carrier Codes. Below is a list of service codes for shipping
services.
01 UPS Next Day Air©

02 UPS Second Day Air©
03 UPS Ground
07 UPS Wordwide ExpressSM
08 UPS Worldwide Expedited
11 UPS Standard
12 UPS Three-Day Select©
13 UPS Next Day Air Saver©

Working With Views
14 UPS Next Day Air© Early A.MSM

54 UPS Worldwide Express PlusSM
59 UPS Second Day Air A.M©
65 UPS Saver
5. Edit shipping options that have been linked to a freight code that has a valid XML
Service Type. This is done in the OMS under Set Up > Shipping > Shipping
Options. You can specify:
a. Use of Shipping Calculator
Select Yes
b. Mark Up Factor
This allows you to add to (or subtract from) the actual reight returned by
UPS. (The default for this field is 1, meaning No Markup. A factor of 1.1
would add 10% to the rate returned by UPS.)
c. Whether to treat all Backorders as a Separate Package
If you select Yes, the system will treat backorders as separate packages
when calculating the rate. If you select No, the system will include the
backorders in the same package as the items you can fill now.
6. Specify whether to Charge the calculated charge or simply show it as an estimate.
If you are computing shipping and handling by shipping option within the
Shipping and Handling profile, you can select the option to Charge the Amount of
Display as an Estimate Amount only. You set up shipping and handling profiles in
the OMS under Set Up > Shipping > Shipping and Handling Profile.
7. Add weights to your products. The system requires a weight on every product in
order to calculate the shipping cost. You can define the weight in the OMS under
Create/Edit Products.
Note: For Drop Ship Items, you can define the weight under the Drop Ship tab of
the Create/Edit Offers screen.

View Address Profiles
The name and address fields captured during Order Entry are based on settings in
Address Profiles. You may customize Address Profiles to capture and / or require
entry of specific name and address information. You may create and assign different
Address Profiles for the Ordered By, Ship To, Bill To and Pre-Registered User
records in Order Entry.
Section Topics
• Creating Address Profiles on page 290

• Assigning Address Profiles on page 294
Creating Address Profiles
You may create an unlimited number of Address Profiles.
To create an Address Profile:
1. From the OMS Main Menu select Setup > Views/Access > Define View Address
Profile.
2. On the Create / Edit Address Information Profile Screen, click New to define a
new Address Profile.
a. Select a Profile to copy from the drop down menu.
b. Click Copy.
—or—
On the Create / Edit Address Information Profile Screen, drill into an existing
Address Profile for editing.
3. Complete the fields as necessary. For more information on this screen see the
Create / Edit Address Information Profile Screen on page 291.
4. Click Save.

Working With Views
Sample Screen
Create / Edit Address Information Profile Screen
Screen Definition
Here are the descriptions for the fields on the Create / Edit Address Information
Profile Screen:
Profile Description: (required) Type a name for the Profile.
Administrative Default Profile: (optional) Select this check box to use the Profile
for the EDIT Person menu option.
Use Default Fields: (optional) Select this check box to use the Default fields in the
Profile. The default fields are as follows:
• Full Name, required

• Company
• Address 1, required

• Address 2
• Address 3
• City, required
• State, required
• Zip / Postal Code, required
• Country
• Phone
• Fax
• E-mail
Allow Input: (optional) Select the check box in the Allow Input column next to the
fields to capture during Order Entry. Fields include:
• Full Name
• Name Prefix
• First Name
• Middle Initial
• Last Name
• Name Suffix
• Company
• Title
• Address 1
• Address 2
• Address 3
• City
• State
• Zip / Postal Code
• Country
• Phone
• Fax
• E-mail
• Unique Identifier
Caption: (optional) Change the text in the Caption column to change the display
during Order Entry.
Required: (optional) Select the check box in the Required column to force a user to
enter the required information before saving the screen.

Working With Views
Drop Down: (optional) Select this check box to display a drop down menu for the
field listed to the left, during Order Entry.
Note: If you select Drop Down next to the Country field, the drop down menu in
order entry is populated based on a Country Table that you create. For
information on creating this Country Table see Country Table on
page 812.
Capture Tax Exempt: (optional) Select this field to indicate in the Mailer Record
that a users is not required to pay tax.
Commercial / Residential Indicator Capture: (required) Select a choice from the

drop down menu. This flag is written to the shipping table (SHPIMP) where it is used
by third party shipping systems in determining freight charges. Default is No,
Existence of Company Name Indicates Commercial. Your choices are:
• No, Existence of Company Name Indicates Commercial

When this option is selected, an address is considered commercial if there is
an entry in the Company Name field.
• Yes, Check box for Residential, Default Commercial
When this option is selected, an address is considered to be commercial unless
the Residential check box is selected during order entry.
• Yes, Check box for Commercial, Default Residential
When this option is selected, an address is considered to be residential unless
the Commercial check box is selected during order entry.
Tag: (optional) Enter a description to go with your Commercial / Residential

Indicator. For example, if you selected Yes, Check box for Residential, Default
Commercial, you might enter Residential into this field. This is the name of the field
that appears next to the Commercial / Residential Indicator check box during order
entry.
Tax Exempt Tag: (optional) Change the text in this field to change the display of it in
the Mailer Record.
Tax Exempt ID Text: (optional) Change the text in this field to change the display of
it in the Mailer Record. Default text is Tax Exempt.
Capture Tax Exempt Approval: (optional) Select this check box to indicate in the
Mailer Record if a user’s Tax Exempt status is automatically approved.
Tax Exempt Approval Text: (optional) Change the text in this field to change the
display of it in the Mailer Record. Default text is Tax Exempt Approved.
Variable Person Information: (optional) Select to capture or require fields in this

section. Fields display in this section based on Person Variable Information fields you
have set up. For more information on Person Variable Information see Person Specific
Variable Information on page 476.

Assigning Address Profiles
You may assign only one Address Profile to the Ordered By Tab, Ship To Tab, Bill To
Tab and Pre-Registered User Tab. The Address Profile assigned to one Tab may be
different from another Tab.
To assign an Address Profile:
1. From the OMS Main Menu, select Setup > Views/Access > Define Default View
Settings.
—or—
From the OMS Main Menu, select Setup > Views/Access > Define Additional
Views.
2. Drill into an Additional View for editing.
—or—
—or—
Stay on the Default View Screen.
3. On the Define Default View Screen, select the Ordered By Info Tab.
—or—
On the Define Additional View Screen, select the Ordered By Info Tab.
4. Select a Profile from the drop down menu.
5. Repeat Step 3 for the Ship To Info, Bill To Info and Pre-Registered Info Tabs.
6. Complete other fields as necessary.
7. Click Save.

Working With Views
UPS Rate Call Calculator
You can communicate with the UPS Shipping Calculator to calculate real-time
shipping costs at order entry time. In order for this utility to work within your system,
you must be licensed by UPS to use UPS Online Tools.
To configure the UPS Shipping Calculator within Pro-Mail:
Account Setup
You will be required to enter your UPS Credentials into the UPS Web Service
Interface section of the Basic System Information, located by drilling into Set-Up >
System > Basic System Information (Required). The following fields will have to be
defined after enabling the “Use UPS Web Service Interface for computing UPS
Charges at order entry time”:
• XML Access Key

• Interface User
• Interface Password
• Maximum Weight Per Package In Pounds. 150 is Defaulted in this
field. This indicates that if the total weight of the order exceeds
multiples of 150 lbs, to assume additional packages are being used to
ship the Order per multiple. For example, if the total weight is 200 lbs,
use two packages; if the total weight is 301 lbs, use three packages.
Warehouse Setup and Drop Ship Supplier Setup
The UPS Shipping Calculator can be used for both shipments leaving your facility,
and drop ship shipments from a suppliers facility.

To configure local warehouse UPS Shipping Calculator settings:
1. From the OMS Main Menu, select Setup > System > Define Local Warehouse
System. Drill into the applicable WMS account.
2. Fill in the applicable UPS fields as indicated below:
• UPS Shipper Number - This is your UPS account number
• UPS Pick Up Code
Options Include:
01 - Daily Pickup
03 - Customer Counter
06 - One Time Pickup
07 - On Call Air
11 - Suggested Retail Rates
19 - Letter Center
20 - Air Service Center
• Package Tare Weight - Enter the number of OUNCES to add to every

package for packing materials
• Package Type Code
Options Include:
00 - Unknown
01 - UPS Letter
02 - Package
03 - Tube
04 - Pak
21 - Express Box
24 - 25kg box
25 - 10 kg box
30 - Pallet
2a - Small Express box
2b - Medium Express box
2c - Large Express box
• UPS Rate Type - Select to either base shipping options on Published Freight
or Negotiated Frieght.

Working With Views
Mailer Classes
You may have a need to restrict a user’s access to the list of names and addresses
stored in the address book of an OMS. An address book is made up of names and
address of people that have or may in the future, order, receive or be billed for orders.
These names and addresses may be grouped together into Mailer Classes. Mailer
Classes are a way to group names and address together for a similar purpose, such as
to organize the names and addresses of a sales representatives’s clients. The names
and address that make up the Mailer Classes are called Mailer Records. During Order
Entry, a user may search for names and addresses in the address book based on
settings you have selected in the Additional View. This allows for accurate name and
address entry, and allows you to limit the records a user can see.
Mailer Records also known as Name & Address records store information such as the
Name, Address, and Company of consumers, who in the past or will in the future,
place orders in your client’s OMS.
Mailer Records are added to the OMS several ways:
• Automatically during Order Entry

• Manually
• In a group via Batch Upload.
Mailer Records that are added manually or that are uploaded are grouped by Mailer
Classes that you define. One Mailer Record may only belong to one Mailer Class. You
may also assign a Pre-Registered User to a Mailer Class.
To use Mailer Records:
1. Create a Mailer Class. For more information on this topic see Creating a Mailer
Class on page 298.
2. Create a Mailer Record and assign it to a Mailer Class. For more information on
this topic see Creating Mailer Records on page 299.
—or—
Create a Pre-Registered User Record and assign it to a Mailer Class. For more
information on this topic see Creating Pre-Registered Users on page 303.
3. Assign Mailer Record Look-up Properties to the Ordered By, Ship To and Bill to
Info Tabs in the Additional Views. For more information on these topics see the
Ordered by Info Tab on page 272, the Ship to Info Tab on page 274 and the Bill to
Tab on page 276.

Mailer Classes
Section Topics
• Creating a Mailer Class on page 298

• Creating Mailer Records on page 299
• Merging Mailer Records on page 301
Creating a Mailer Class
Mailer Classes may be used to restrict to which names and addresses a user may place
ship and bill orders. Mailer Classes are made up of Mailer Records. A Mailer Record
may only be assigned to one Mailer Class.
To create a Mailer Class:
1. From the OMS Main Menu, select Setup > Views/Access > Mailer Class Setup.
2. On the Mailer Class Setup Screen (List View), drill into a Mailer Class to edit.
—or—
On the Mailer Class Setup Screen (List View), click New to create a new Mailer
Class.
—or—
On the Mailer Class Setup Screen, stay on the page if this is the very first record
you are creating.
3. On the Mailer Class Setup Screen, enter the name of the Mailer Class into the
Mailer Class field. For more information on this screen see the Mailer Class Setup
Screen on page 298.
4. Click Save to save the Mailer Class.
—or—
Click Another to save the Mailer Class and create an additional one.
Screen Definition
Mailer Class Setup Screen
Here is a description of the field on the Mailer Class Setup Screen:
Mailer Class: (required) Enter a name for the Mailer Class.

Working With Views
Creating Mailer Records
Mailer Records are added to the OMS several ways:
• Automatically during Order Entry

• Manually by a CSR
• In a group via Batch Upload.
Mailer Records that are added manually or that are uploaded are grouped by Mailer
Classes that you define. One Mailer Record may only belong to one Mailer Class. You
may also assign a Pre-Registered User to a Mailer Class.
Mailer Records may have Unique IDs (UID) that you specify, which are used to
identify and edit the record. Changes to Mailer Records can be made by editing them
directly, uploading changes through a Mailer Record file or uploading changes
through an Order Upload file or Interactive XML, depending on your View settings.
Section Topics
• Automatically Adding Mailer Records on page 299

• Adding Mailer Records Manually on page 300
• Uploading Mailer Records on page 301
Automatically Adding Mailer Records
Every time a user enters an order in the OMS, a Mailer Record is recorded in the
database for the Ordered By, Ship To and Bill To information. The OMS may add a
new Mailer Record, or may update an existing Mailer Record depending on the
AUTO-UPDATE Address Book? settings defined in your View.
Note: Multiple Name and Address records may exist for the same person if a
user enters the same information over multiple orders. You may avoid this
situation by auto populating the fields with the user’s Login information or
allowing a user to look-up their information during Order Entry. This
setting is controlled in the View. For more information on this topic see
the Ordered by Info Tab on page 272, the Ship to Info Tab on page 274 and
the Bill to Info Tab on page 276.
In addtion, newly added Mailer Records can be automatically assigned to an existing

Mailer Class. For more informaiton on this, see Automatically Assigning Mailer
Records to Mailer Classes on page 302

Mailer Classes
Adding Mailer Records Manually
Mailer Records may be added to the OMS manually or through an upload file. You
might use this feature when you know users are going to place, ship, and bill orders to
pre-defined names and addresses. You may choose to manually add Mailer Records to
the OMS when you have 20 or fewer names and addresses.
To add Mailer Records manually:
1. From the OMS Main Menu, select Setup > Views/Access > Create/Edit Person.
2. On the Person Lookup - Order History Screen, search for a Mailer Record to Edit.
—or—
On the Person Lookup - Order History Screen, click New to create a new Mailer
Record.
3. On the Edit Person Screen, complete the fields as needed. For more information on
this screen see the Edit Person Screen on page 300.
4. Click Submit.
Sample Screen
Edit Person Screen
Here are the descriptions for the fields on the Edit Person Screen:
Note: The fields that display on the screen are dependant on your Default View
Address Profile. For more information on View Address Profiles see View
Address Profiles on page 290.

Working With Views
Uploading Mailer Records
Mailer Records may be added to the OMS manually or through an upload file. You
might use this feature when you know users are going to place, ship, and bill orders to
pre-defined names and addresses. You may choose to upload Mailer Records when
you have more than 20 names and addresses to add. For information on uploading
Mailer Records see Uploading Mailer Records on page 542.
Merging Mailer Records
You may want to merge Mailer Records if you have more than one record for the
same person.
To merge Mailer Records:
1. From the OMS Main Menu, select Setup > View/Access > Merge Person.
2. On the Person Lookup - Merge Person Screen, search for Mailer Records to merge
together. For more information on search techniques see page 6.
3. On the Merge Person Screen, select a Mailer Record to be the Primary Mailer
Record by selecting Primary Mailer Record next to your choice. The Primary
Mailer Record is the record that the other records will be merged into. For more
information on this screen see the Merge Person Screen on page 301.
4. Click Merge.
Sample Screen
Merge Person Screen
Screen Definition
Here are the definitions of the fields on the Merge Person Screen:
Name: (read only) The name on the Mailer Record.
UID: (read only) The Unique ID of the Mailer Record.
Title: (read only) The title of the person.

Mailer Classes
Company Name: (read only) The company the person works for.
Address: (read only) The address of the person.
City, State, Zip: (read only) The city, state and zip code of the person.
# of Orders: (read only) The number of orders associated with the Mailer Record.
Select Primary Name: (required) Select one record to be the record into which the
others are merged.
Add Person(s): Click this button to add more Mailer Records to the to be merged list.
Merge: Click this button when you are ready to merge the Mailer Records together.
Automatically Assigning Mailer Records to Mailer Classes
The system can be defined to automatically add new Mailer Records to a specified
Mailer Class when they are created through Order Entry.
To Automatically Assign Mailer Records to Mailer Classes:
1. From the OMS Menu choose Setup > Views/Access.

2. Select either Define Default View Settings, or Define Additional Views.
3. Click the Ordered By Info tab and/or the Ship To Info tab.
4. From the “Mailer Class Setup” drop down, indicate which Mailer Class new
records should be added to. You can indicate to add the new record to a specified
Mailer Class, or to the same Mailer Class to which the login person belongs.
5. Click Save.

Working With Views
Pre-Registered Users
Pre-Registered Users are users that are assigned a unique Customer ID and Password.
They use their Customer ID and Password to access secured OMS Additional Views.
Once the Additional View is accessed, the OMS identifies the Pre-Registered User
and may automatically populate name and address information during the Check Out
process. This makes Order Entry easier and more efficient.
Section Topics
• Creating Pre-Registered Users on page 303

• Deleting Pre-Registered Users on page 308
• Un-Deleting Pre-Registered Users on page 308
• Auto-Set Empty User Passwords on page 309
• Requesting Pre-Registered User Login on page 310
Creating Pre-Registered Users
Pre-Registered Users are created by OMS. There is a one to one relationship between
a Pre-Registered User’s Login/Password and a View. This means that one Pre-
Registered User’s Login/Password may be associated with only one View.
Pre-Registered Users may be created manually or uploaded into the OMS.
Section Topics
• Manually Creating Pre-Registered Users on page 303

• Uploading Pre-Registered Users on page 308
Manually Creating Pre-Registered Users
You may create Pre-Registered Users manually. We suggest creating them manually
if you have 20 or less to define.
To create a Pre-Registered User:
1. From the OMS Main Menu select,Setup > Views/Access > Define Pre-
Registered Users.

2. On the Order Entry Password Screen, select the View to which you would like to
give the user access from the Order Entry View drop down menu.
3. Click New. The screen expands.
4. Complete the fields as needed. For more information on this screen see the Order
Entry Password Screen on page 304.
5. Click Save.
—or—
Click SaveAndE-mail.
Sample Screen
Order Entry Password Screen

Working With Views
Screen Definition
Here is a description of the fields on the Order Entry Password Screen:
Order Entry View: (required) Select the Additional View to which you would like to
assign the Pre-Registered User.
Customer ID: (required) Enter a Customer ID for the Pre-Registered User. They use
this ID to log into their Additional View.
Password: (required) Enter a password for the Pre-Registered User. They use this
Password to log into their Additional View. Once you have saved the Pre-Registered
User, the password field becomes hidden. Click Change Password on the Order
Entry password Screen in order to change a Pre-Registered User’s password. The
Password and Confirm Password fields display and the button’s name changes to
Keep Original Password.
Confirm Password: (required) Re-enter the Password you entered in the Password
field.
Auto Password: Click this button to automatically assign a Password to the Pre-
Registered User instead of entering one in the Password field.
Client User: (optional) Check this option to designate user as a Client User. When a
Client User records an Expected Arrival in the system, an email will automatically be
sent to a designated representative, informing them that an Expected Arrival has been
recorded. When a user who is not specified as a Client User records an Expected
Arrival, no email notification is sent out.
Price Class: (optional) Select the Price Class to which the Pre-Registered User is
assigned from the drop down menu. This is used to determine prices for this Pre-
Registered User during order entry. For more information on Price Classes see Price
Classes on page 683.
Mailer Class: (optional) Select the Mailer Class to which the Pre-Registered User is
assigned from the drop down menu. For more information on Mailer Classes see
Mailer Classes on page 297.
Category Access Group: (optional) Select the Category Access Group to which the
Pre-Registered User is assigned from the drop down menu. For more information on
Category Access Groups see Category Access Groups on page 193.
Restriction Type 1: (optional) Select the first priority Restriction Type to which the
Pre-Registered User is assigned from the drop down menu. For more information on
Restrictions see the chapter on Distributions.
Restriction Type 2: (optional) Select the second priority Restriction Type to which
the Pre-Registered User is assigned from the drop down menu. For more information
on Restrictions, see the chapter on Distributions.

Custom Category Restriction: (optional) Select this option to restrict the user to
specific custom categories. For more information on this, see Defining / Editing
Custom Offer Category Options on page 190. If you select this option, the screen will
expand to allow you to select which custom category (or categories) your user may
access.
Override Specific Offer Quantities: (optional) This applies to offers that are only
allowed to be ordered in pre-defined quantities. Check this box if you want to override
off the offer’s quantity restriction for this user.
Limit Access to Inventory by Owner, Access Setting: (required) Select either

Unlimited or Restricted. Default is Unlimited. This allows you to limit the
information a Pre-Registered User may see in the Product Inquiry Screen and on
reports by inventory owner.
Note: Pre-Registered Users can only print reports and use the Inquiry Screens if
they are assigned to an Additional View with a menu type that allows
these functions.
• Unlimited
In the Product Inquiry Screen and on reports, this Pre-Registered User can see
information on all owners.
• Restricted
In the Product Inquiry Screen and on reports, this Pre-Registered User can
only see information on owners you have indicated. When you select this
option, the screen expands to include all owners in the OMS. Select the ones
for which this user can access information.
Welcome Screen Info – Use View Defaults: (optional) Check this box if you want to
use the View’s defaults with regard to the appearance of the Welcome screen. If you
leave the box unchecked, you will be prompted to fill in the settings for the Welcome
screen for this user. (See the next 3 fields, below.)
Welcome Heading: (optional) Enter text to personalize the heading when the Pre-
Registered User logs into the OMS. You must select a Menu Type in the View for this
field to display. Selecting No Menu will not display this field on the Order Entry
Password Screen.
Display Graphs on Welcome Screen: (optional) Select this check box to display the
graphs on the Welcome Screen. You must select a Menu Type in the View for this
field to display. Selecting No Menu will not display this field on the Order Entry
Password Screen.
Welcome Screen Text: (optional) Enter text to personalize the Welcome Screen. You
must select a Menu Type in the View for this field to display. Selecting No Menu will
not display this field on the Order Entry Password Screen.
Display Graphs on Welcome Screen: (optional) You can display graphs that show
information related to offers, backorders, and order volume. This option requires

Working With Views
Office Web Components to be installed on the server (see the installation guide for
information on this.) Check the box if you want this user to see the graphs in the
Welcome screen.
Utilities Menu - “Custom Menu Title”: (optional) Enter a description of the link to
appear in the OMS Main Menu under the Utilities option. This option is used when
you create custom reports or utilities for your client. The difference between this field
and the Reports Menu - Custom Menu Title field is that the titles display in different
menus which allows you to grant or restrict access to these reports and utilities based
on a Pre-Registered User’s Menu Type.
Utilities Menu - Custom Menu Hyperlink: (optional) Enter a link in this field.
When the Pre-Registered User selects the description created in the Utilities Menu -
“Custom Menu Title” field from the OMS Menu, they are taken to the page specified
here.
Reports Menu - “Custom Menu Title”: (optional) Enter a description of the link to
appear in the OMS Main Menu under the Reports option. This option is used when
you create custom reports for your clients. The difference between this field and the
Utilities Menu - Custom Menu Title field is that the titles display in different menus
which allows you to grant or restrict access to these reports and utilities based on a
Pre-Registered User’s Menu Type.
Reports Menu - Custom Menu Hyperlink: (optional) Enter a link in this field.
When the Pre-Registered User selects the description created in the Reports Menu -
“Custom Menu Title” field from the OMS Menu, they are taken to the page specified
here.
CC and BCC Email Address: (optional) Enter email addresses of users who need to
receive an email notification when a new Pre-Registered User is created. When you
click the Save & Email button at the bottom of the screen, the email addresses defined
in the CC and/or BCC section will receive a copy of the email that is sent to the Pre-
Registered User, notifying them that their account is created.
Name Search String: (optional) Enter a name from an existing Mailer Record to
make the person a Pre-Registered User. The records are then tied together. Any
changes made to one record are made to both.
Name and Address Information Box: (optional) Enter the necessary name and
address information into the fields in this section. Fields that appear in Blue are
required. If you searched for an existing Mailer Record to make into a Pre-Registered
User, this information auto-populates.
Save as New Person: (optional) Select this check box when you have searched for
and edited a record and do not want to write over the original record.

Uploading Pre-Registered Users
You may upload Pre-Registered Users by View for each OMS. We suggest uploading
them manually if you have to define less than 20 of them. For more information on
this topic see Uploading Pre-Registered User Records on page 561.
Deleting Pre-Registered Users
There may be times when Pre-Registered Users no longer need access to an

Additional View. To take away their access, flag their Pre-Registered User record as
deleted. Once a Pre-Registered User record is marked as deleted, the same Customer
ID may not be used again by a different Pre-Registered User. There is an option to
restore a Pre-Registered User record if you need to give access to that person again.
To flag a Pre-Registered User record as deleted:
1. From the OMS Main Menu, select Setup > Views/Access > Define Pre-
Registered Users.
2. On the Order Entry Password Screen, select the Additional View to which the Pre-
Registered User belongs from the Order Entry View drop down menu. For more
information on this screen see the Order Entry Password Screen on page 304.
3. Enter the Customer ID, Name, Company, Postal Code, Phone, E-mail or Unique
ID of the Pre-Registered User.
• Click Search. The screen expands.
—or—
Click Search to retrieve a list of all Pre-Registered Users that are assigned to the
Additional View.
• Drill into the line containing the name of the Pre-Registered User you want
to delete. The screen expands.
4. Click Delete.
Un-Deleting Pre-Registered Users
There is the option to restore a deleted Pre-Registered User record. You may want to
do this if you have deleted one by mistake or if your client has decided that an old Pre-
Registered User needs access to an Additional View again.

Working With Views
To un-delete a Pre-Registered User record:
Registered Users.
2. On the Order Entry Password Screen, select the Additional View to which the Pre-
Registered User once belonged from the Order Entry View drop down menu. For
more information on this screen see the Order Entry Password Screen - Deleted
Pre-Registered User on page 309.
3. Enter the Customer ID, Name, Company, Postal Code, Phone, E-mail or Unique
ID of the Pre-Registered User.
a. Select Deleted User.
b. Click Search. The screen expands.
—or—
Select Deleted User.
a. Click Search to retrieve a list of all Pre-Registered Users that are assigned
to the Additional View.
b. Drill into the line containing the name of the Pre-Registered User to delete.
The screen expands.
4. Click Un-Delete.
Sample Screen
Order Entry Password Screen - Deleted Pre-Registered User
For field descriptions of the Order Entry Password Screen see the Order Entry
Password Screen on page 304.
Auto-Set Empty User Passwords
There is an option to automatically assign a password to a Pre-Registered User record

that does not have one.

To auto-set empty user passwords:
1. From the OMS Main Menu, select Setup > Views/Access > Auto-set User
Passwords.
2. On the Auto-set User Passwords Screen, select the View for which to assign the
passwords from the drop down menu.
3. Click Submit.
Sample Screen
Auto-set User Passwords Screen
Screen Definition
Here is the description for the field on the Auto-set User Password Screen:
Select View to Auto-Set Empty User Passwords: (required) Select the View from
the drop down menu.
Requesting Pre-Registered User Login
There is an option that allows users to click a link on an Additional View Login
Screen to request access to the Additional View. When a request is entered, an E-mail
is sent to a designated representative for approval. They click the link in the E-mail to
access the approval screen. Once the request is approved or denied, an E-mail is sent
to the user who requested access.
Note: The Approve New User screen can also be accessed from Setup > Views/
Access > Approve New User.
To Set up a ‘Request Log-In’ Link

2. Select Define Additional Views.
3. Enter the desired Additional View setup screen.
4. Under the Pre-Registered User Info tab, select the “Allow New Users” check
box.
5. Enter applicable Email information for person who will be approving the users.

Working With Views
6. Click Save.

Associating Orders with a Campaign ID
Associating Orders with a Campaign ID
Campaign IDs were designed to provide users with the ability to associate an Order to
a “Campaign ID”. This free form field will allow you to group orders together to an
assigned ID, or “Campaign,” which can later be used for batching the orders together
in the WMS. For more information on how to capture Campaign IDs see Optional
Order Fields Tab on page 266.

Additional Security Features
Users may access Additional Views in Pro-Mail several ways. One approach is to save
the link to their Additional View in their Favorites. When they place orders, they
select the link from their Favorites and are brought to the Pro-Mail Login Screen.
Another approach is for your customer to post the link on their Web site. Often the
link is placed under a button “Order Now.” When clicked, the user is taken into an
Additional View.
Normally an Additional View link may be copied and placed anywhere a user wants,
such as, on another Web page or to their Favorites. The user may then access the
Additional View by clicking the link, regardless of where it resides.
Some customers may require additional security measures beyond a User ID and
Password to insure access to an Additional View is only granted to specific users. Pro-
Mail has two features that provide this added security. They can be used alone, or in
conjunction with each other. They are called Referring URL and Auto Login.
For More Info: For information on creating a completely secure Order

Management System, see ‘Creating a Secure Order Management
System”, document 225 on our documentation site.
Section Topics
• Referring URL on page 313

• Referring Host on page 314
• Auto Login on page 315
• Referring URL in Conjunction with Auto Login on page 317
• Pre-Registered User Backorder Canceling on page 317
Referring URL
A Referring URL, is used when your customer wants to ensure that an Additional
View may only be accessed from a specific URL. This feature provides a level of
security by restricting access to the OMS. This is accomplished by placing a link to
the Additional View on a page of your client's Web site. Users must follow this link to
gain access to the Additional View. If they copy the link to their Favorites or
anywhere else, they cannot access the Additional View. They must click the link on
the Web page in order access it. Additionally, the Referring URL feature may be used
regardless if an Additional View requires a Customer ID and Password.

Example
Your customer, ABC Company, has a page on their Web site where consumers follow
an “Order Now” link to place orders. These consumers are not required to use a User
ID and Password to place orders. After clicking the link, the consumers are routed to
the Pro-Mail Order Entry page for ABC Company. They cannot place orders without
first clicking the “Order Now” link on ABC Company's Web page.
Example
A user from XYZ Company logs into an XYZ Company Web site and then clicks on a
link to place orders in Pro-Mail. If the XYZ Company Web site is designated as the
Referring URL only users who access the Additional View from the XYZ Company
Web site page may gain access.
To use the Referring URL feature:
1. Give the Additional View link to your customer to post on a page of their Web site.
2. Obtain the URL of the Web page on which the Additional View link is posted
from your customer.
3. Select the Referring Link Method of Referring URL in the Security Tab of the
Define Additional Views Screen. For more information on this screen see the
Security Tab - SSL Enabled, Pre-Registered User View on page 281.
4. Enter the URL that should be used as the Referring Link in the Referring URL
field.
5. Click Save.
Referring Host
You may designate an entire Web site as a Referring Host. This feature is similar to
the Referring URL option. Using the Referring Host feature, you can require a user to
visit a specific Web site before they can gain access to an Additional View of an
OMS. You may specify up to five Referring Host Web sites.
To use the Referring Host feature:
1. From the OMS Menu, select Setup > Views/Access > Define Additional Views.
2. Drill into an existing Additional View for editing.
—or—
Click New to create a new Additional View
3. On the Define Additional View Screen, select the Security Tab.

Working With Views
4. In the Referring Link Method field, select Referring Hosts. The screen expands to
include the Referring Hosts field. For more information on this field see the
Security Tab - SSL Enabled, Consumer View on page 281.
5. In the Referring Host field, enter the URL(s) of the Referring Host(s).
6. Click Save.
Auto Login
In the case where a Pre-Registered User has already logged into a 3rd Party Web site,
and they are accessing a Pro-Mail Additional View from this Web site, the Auto Login
feature eliminates the need for them to re-enter a Customer ID and Password to access
the Additional View. It may be used whenever it is necessary to know who is
accessing a specific Additional View. Users click on a link from the “Host Web site”
which passes the Customer ID and Password in the link itself to Pro-Mail.
Section Topics
• When to Use Auto Login on page 315

• Setting up Auto Login on page 316
• Auto Login Syntax on page 316
When to Use Auto Login
You may opt to use this feature under the following situations:
• A user wants the “Ordered by fields” to populate when they enter the
Additional View
• A user wants to be able to access their own “Address Book” (Ship To
Addresses)
• Order quantities are to be limited by individual (Customer ID)
• Order quantities are to be limited by Company
Example
Your customer, XYZ Company, requires their sales people to log into their Web site.
They have a page on their Web site that contains a link “Order Now” which when
clicked, takes the sales person into the Order Entry Screen of Pro-Mail. When the
sales person clicks the link, the same Customer ID and Password they used to enter
XYZ Company's Web site is passed to Pro-Mail and they are taken directly to the
Order Entry Screen. They do not have to re-enter their Customer ID and Password
when they are routed to Pro-Mail.

Example
An employee of ABC Company logs into the ABC Company Web site (which
requires a Customer ID & Password) and then clicks a link to access Pro-Mail. The
employee is a Pre-Registered User. The Additional View link on your customer's Web
site is programmed to pass the user's Customer ID and Password for the Additional
View to Pro-Mail. This employee avoids logging into both the ABC Company and
Pro-Mail Web sites.
Setting up Auto Login
You do not have to do anything in Pro-Mail to set up the Auto Login feature.
To set up the Auto Login feature:
2. Give your customer the Auto Login Syntax to program into the link. For more
information on the Auto Login Syntax see Auto Login Syntax on page 316.
Auto Login Syntax
You can pass your user name and password to the OMS through the Additional View
link to automatically log you into the OMS. To use the Auto Login Feature, the user
must be a Pre-Registered User and you must have an SSL Certificate installed on your
server. Since sensitive information is being passed over the Internet, it is vital to have
some type of encryption.
To set up your Additional View link to automatically log you into the OMS:
1. Obtain the Additional View link from the OMS.

2. Find “oe.asp” and replace it with “SecureLogin/regLogin.asp”
3. Find “v=” and after the number following the equals sign add
“&cst=username&pd=password”
Note: This secure Additional View passes the user name “sam” and the
password “xyz” in the link.
http://servername/v5fmsnet/SecureLogin/
regLogin.asp?pos=Qstom2&v=18&cst=sam&pd=xyz

Working With Views
Referring URL in Conjunction with Auto Login
Referring URL and Auto Login may be used in conjunction with one another.
Example
An Additional View uses a Referring URL from a page on ABC Company’s Web site.
Users may only access the Additional View from the page on which the link to it is
posted. Using the Auto Login feature, the Pre-Registered User’s information
(Customer ID and Password) is sent to Pro-Mail and their name and address
information is automatically populated.
To use the Referring URL feature in conjunction with the Auto Login feature:
2. Give your customer the Auto Login Syntax to program into the link. For more
information on the Auto Login Syntax see Auto Login Syntax on page 316.
3. Obtain the URL of the Web page on which the Additional View link is posted
from your customer.
4. Select the Referring Link Method of Referring URL in the Security Tab of the
Define Additional Views Screen. For more information on this screen see the
Security Tab - SSL Enabled, Pre-Registered User View on page 281.
5. Enter the URL that should be used as the Referring Link in the Referring URL
field.
6. Click Save.
Pre-Registered User Backorder Canceling
There is an option in the View setup screen that allows you to specify if a Pre-
Registered User may or may not cancel a back order through an Order Inquiry screen.
If you indicate that they cannot cancel a backorder, the Cancel Backorder option is not
available to them when they review their order from either the Order History link in
Order Entry or from the hyperlink in a confirmation E-mail.
To Suppress Pre-Registered User Backorder Canceling:

2. Select either the Define Default View Settings, or Define Additional Views.
3. Under the Security tab, select the “Suppress the Ability to Cancel Backorder From
Inquiry” checkbox.
4. Click Save.

Customizing Themes
Customizing Themes
The Pro-Mail System is installed with a font and color scheme, however you can
change these defaults by using themes. A theme is a unified set of design elements and
color schemes that you apply to Web pages to give them a consistent and attractive
appearance. Themes may be used to create a customized Web environment or to
incorporate specific design elements and color schemes your client requests.
Note: Partially excerpted from Microsoft FrontPage Help.
A theme affects all aspects of a page's appearance:
• Colors
A theme uses a color scheme to set the color of body text, headings,
hyperlinks, page banner text, navigation bar labels, table borders, and the
page background. You can use the normal or vivid color set.
• Graphics
A theme uses graphics for several page elements, such as the background
picture, page banner, bullets, navigation buttons, and horizontal lines. You
can use the normal or active graphic set. The active set uses animated page
elements, such as hover buttons instead of plain buttons on navigation bars.
• Styles
A theme uses its own styles (fonts) for the body text and headings.
Certain features are only available when you are using a theme. For example, page
banners and navigation bar buttons are displayed as graphics when a theme is used,
but are displayed as text when no theme is used.
Themes let you manage your pages' appearance in one place. When you choose one
theme to be the default theme for your Web site, the theme is applied to all existing
pages and to new pages that you add later on. You can change the default theme or
remove it, and the chance is applied to the entire Web site automatically. You also
have the option of applying themes to individual pages.
To learn more about Web site consistency, go to:
http://msdn.microsoft.com/library/default.asp?URL=/library/devprods/vs6/vinterdev/
vidref/viconsiteconsistency.htm
Section Topics
• Software Requirements for Customizing Themes on page 319

• Using Microsoft FrontPage 2003® to Create Custom Themes on page 319
• Viewing Your Changes on page 323

Working With Views
Software Requirements for Customizing Themes
The software requirements for customizing Pro-Mail themes are as follows:
• Pro-Mail Version 5
• (recommended) Microsoft FrontPage 2003.
—or—
A simple text editor.
—or—
Microsoft Visual Studio.net, which is available through a vendor called
Netrix and also from CDW.
• Microsoft FrontPage Server Extensions installed to the Web server where
Pro-Mail is installed.
Using Microsoft FrontPage 2003® to Create Custom Themes
®
Microsoft FrontPage 2003 ’s graphical user interface makes it an easy-to-use solution
for creating custom themes. It allows you to modify a theme’s fonts, backgrounds and
colors.
If you need to modify a theme that you created with a program other than Microsoft
FrontPage 2003, contact SMA for instructions on how to proceed.
To create a custom theme using Microsoft FrontPage 2003®:
1. Download the Pro-Mail default theme.

a. Paste the following link into your Web browser:
ftp://upgrade:monitor3@ftp.sma-promail.com/update/pm5themes.exe. A
dialog box displays asking if you want to Open or Save the file.
b. Click Save and save the file to your workstation in the following directory:
c:\temp.
c. Navigate to c:\temp.
d. Double click pm5themes.exe and extract the files to the directory
c:\Program Files > Common Files > Microsoft Shared > Themes11.
2. Start the Microsoft FrontPage 2003® program. It should open to My Web site. If it
does not, navigate to My Web site.
3. Connect to the Remote Web Site.
a. Click the Remote Web Site Tab near the bottom of the screen.
b. Click Remote Web Site Properties near the top of the screen.

Customizing Themes
c. Indicate FrontPage or Sharpoint Services as the Remote Web Server

Type.
d. In the Remote Web Site Location field, indicate the path
“yourWebsitename/pmtheme” where “yourWebsitename” is replaced with
the URL of your Web site.
4. Move the following pages from the Remote Web Site pane to the Local Web Site
pane by highlighting the file name and clicking the single left arrow in the center
pane:
• global.asa
• Test.asp
• TestTheme.asp
5. Edit the Test Theme.
a. Double click Test Theme in the Local Web site pane. This opens
TestTheme.asp.
b. From the Main Menu select Format > Theme. This opens the Theme Task
Pane.
Note: In this list take notice of the themes “pm5sample” and

“pm5default.” The theme pm5sample uses sample colors and fonts.
The theme pm5default is an empty theme.
c. Right click pm5sample and select Customize from the menu. The Custom
Theme Window opens.
d. On the Custom Theme Window, click Save As. A Save As dialog box
opens.
e. In the Save As dialog box, enter a new name for the theme.
Note: Currently the themes must be named Custom1 - Custom10. In a

future release you will be able to give them a name of your choice.
f. Click OK. The Save As dialog box closes.

g. In the Customize Theme window, click OK.
h. Perform Step 5 c-e for the theme pm5default.
6. Customize either the renamed pm5sample or pm5default themes.
a. In the Theme Task Pane, right click the theme to customize and select
Customize from the menu. The Custom Theme Window opens.
b. In the Custom Theme Window, click Colors to customize the theme’s
colors. A new screen opens.
c. Click OK when you have finished customizing the theme’s colors.
d. In the Custom Theme Window, click Graphics to add a graphic to the
theme’s background. A new screen opens.
e. Click OK when you have finished customizing the theme’s graphics.

Customizing Themes
f. In the Custom Theme Window, click Text. A new screen opens.
Note: You can modify text in your custom theme two ways. One way is by
modifying HTML tags, which are formatting instructions. Each Tag
represents a separate set of instructions. The second method is by
editing text styles. Some text styles used in The Pro-Mail System
have been created in the pm5sample and pm5default themes. You
may edit these styles to create a Web site specific to your client’s
font requirements.
When modifying themes using tags, you may initially need to insert
the HTML tags. There are three important tags that are used on the
Order Entry pages. These tags allow you more flexibility when
creating custom themes. The classes are:
• menuclass - For the top of the screen (Main Menu)

• oesidebar - For the Order Entry SideBar
• oebody - For the body section of Order Entry
• PMmenu - For the Top Menu, Not Selected
• PMmenuSel - For the Top Menu, Selected
• PMmenu2 - For the Lower Menu, Not Selected
• PMmenu2Sel - For the Lower Menu, Selected
• PMmenuHil - For the Hover Over Menu Option
It is impossible to delineate the impact that changes made to HTML

tags and text styles will have on your Web page. This is best learned
through experimentation on a Custom Theme set up in a test
database.
g. Click More Text Styles to customize the font’s size and colors. Use the
buttons and menus on the screen to make your changes. For more
information on the tags see Sample Changes made to the background tab
on tags Body, Table, TH, and Form on page 322 and Tags Menu Class,
OESidebar, OEBody on page 323.
h. Click OK.
i. Click OK when you have finished customizing the theme’s fonts.
j. In the Custom Theme Window, click Save and then OK when you have
finished customizing the theme.
7. Publish the theme.
a. Make a backup copy of the pmtheme folder on your Remote Web site.
b. Navigate to My Web Site.
c. Click Publish Web site and follow any instructions on the screen.
d. Close all windows in FrontPage and exit the software.

Customizing Themes
8. Apply the theme. For detailed instructions on this topic see Viewing Your Changes
on page 323.
Sample Screen
Sample Changes made to the background tab on tags Body, Table, TH, and Form
Screen Definition
These tags are subtags within MENUCLASS, OESIDEBAR and OEBODY.
• A
BODY tag
• B
TH tag
• C
TABLE tag
• D
FORM tag

Working With Views
Sample Screen
Tags Menu Class, OESidebar, OEBody
Screen Definition
• A
MENUCLASS tag
• B
OESIDEBAR tag
• C
OEBODY tag
Viewing Your Changes
You can view your custom theme in the Project Management System (PMS), Order
Management System (OMS), and the Warehouse Management System (WMS).
Section Topics
• In the Project Management Systems on page 324

• In the Order Management Systems on page 324
• In the Warehouse Management Systems on page 324

Customizing Themes
In the Project Management Systems
Changes to the theme of the Project Management System affect the entire system.
To view changes to your custom theme in the Project Management System:
1. From the PMS Main Menu, select Setup > System > Basic System Information.
2. On the System Parameters Screen, select your custom theme from the Body
Theme drop down menu.
3. Click Submit.
In the Order Management Systems
Changes to the Order Management System theme affect individual Views.
To view changes to the individual Views in the Order Management System:
1. From the OMS Main Menu, select Setup > Views/Access > Define Default View
Settings.
—or—
Views.
2. On the Define Default View Settings Screen Display Tab, select your custom
theme from the Body Theme drop down menu.
—or—
On the Define Additional Views Screen Display Tab, select your custom theme
from the Body Theme drop down Menu.
3. Click Submit.
4. Log into the OMS under that View.
In the Warehouse Management Systems
Changes to the Warehouse Management System (WMS) theme affect the entire
system.
To view changes to your custom theme in the WMS:
1. From the WMS Main Menu, select Setup > Warehouse Setup > System Setup.

Working With Views
2. On the System Setup Screen, select your custom theme from the Body Theme
Drop down Menu.
3. Click Submit.
4. Log in to your WMS.

Customizing Themes

Chapter 9
Shopping Cart Views
This chapter provides instructions for setting up your Pro-Mail Shopping Cart Views.
We recommend that you attend a Pro-Mail Shopping Cart Configuration Class to get
the most out of your carts.
Overview of Creating your Pro-Mail

Shopping Cart View
The Pro-Mail Shopping Cart is a highly customizable Shopping Cart Front End for the
Pro-Mail System. This utility essentially allows you to bring in data from most areas
of the Pro-Mail system and allow them to be displayed for your clients to see. The
Shopping Cart View mainly provides a Order Submission process, but can also
include additional functionality for users to inquire, run reports, and even define other
users and products.
We would like you to take time to look through the overview to get a better idea of the
design and elements associated with the new cart.
The main goal of the Pro-Mail Shopping Cart configuration utility is to allow the user
more control on the display elements for many of the pages that make up the view. We
have included technology that will allow you to configure what elements display for
the Offer Listing Page, Offer Detail Page, Shopping Cart Page, etc. You have the
ability to order said elements by simply dragging and dropping each element.
We have made the configuration process as straight forward as possible by creating

each configuration menu for each page of the Pro-Mail Shopping Cart View. A flow
chart of the connection between the various Pro-Mail Shopping Cart Pages provides a
high-level view of how a user will navigate through the Pro-Mail Shopping Cart
(shown on the next page).
We have also implemented the power customizing available through Cascading Style
Sheets (CSS) in order to give you more control when configuring the appearance of
your Pro-Mail Shopping Cart. Cascading Style Sheets will allow you to style almost
every aspect of the Pro-Mail Shopping Cart view; including text, tables, forms, and
the location of elements.

Shopping Cart View Configuration Details
Shopping Cart View Configuration

Details
The Pro-Mail Shopping Cart Views incorporates all the functionality of the traditional
Pro-Mail Shopping Cart (additional views) and more. We have modified many aspects
of the system, concentrating mostly on the ability to customize almost every aspect of
the layout through the use of our Configuration Utility and Cascading Style Sheets
(CSS). You will have the ability to use the Configuration Utility in order to create the
framework for the new cart and stylize the elements through use of CSS.
In the OMS
Set-Up
> Views/Access
> Shopping Cart Views
Shopping Cart Views
Drilling into the Shopping Cart Views will bring you to an additional utility outside of
the regular Pro-Mail system. To return to the Pro-Mail configuration you can use the
Return to Menu Link inside the Pro-Mail Shopping Cart Utility (shown below):
Return to Menu
After drilling into a Shopping Cart View, you have the ability to return back to this
Shopping Cart Listing by clicking this link immediately under the Return to Menu
link (shown below).

Shopping Cart Views
The View Selection Screen
View Selection Screen
The View Selection screen displays the Active Views on the left with the ability to
view specific details on the selected view in the right section of this screen. You can
also display the Inactive Views associated with this system using the Show Inactive
button, located under the current Active Views.
Show Inactive Button
This button allows for the ability to display carts that have been previously marked as
Inactive (within the Shopping Cart Configuration). You will notice after clicking this
button the ability to drill into the Inactivated Carts to re-activate them.
Details Section
The Details section displays the Name of the View, Description of the View,
Hyperlink to access the view, and Status. You also have the ability to Preview,
Deactivate, and Edit the View.
New Cart Button
Clicking New Cart will allow you to start the creation process of a new Shopping Cart
View. This button can also be used to convert an existing Additional View to
Shopping Cart View. In either case, a pre-existing cart will have to be selected in
order to define a new Shopping Cart View. More information on this can be found in
the Creating New View section of this documentation.

Shopping Cart View Configuration Details
Copy Cart Button
Clicking the Copy Cart button will provide the ability to copy an existing Shopping
Cart View from an Order Management System other than the OMS you are currently
in. For example, you may want to copy a Shopping Cart View from another client
(defined in new OMS) into the current clients’ OMS. This would allow the ability to
copy the framework, define a new image/CSS directory, and allow you to modify the
Cart/CSS to get a new look and feel for your client.
The Copy Cart functionality also provides the ability to load databases from our
Shopping Cart Gallery Database. After loading the Shopping Cart Gallery Databases
(available from our Documentation Website), the SHPGAL OMS can be selected
from the Copy From List. This allows you to select the view within the OMS you
would like to copy. Please see below for more detailed instructions
Copying New View
To copy a cart, use the Copy Cart button within the New OMS you would like create
the new cart.
Copy Cart Options

Shopping Cart Views
Order System: Select the system you would like to copy the cart from. This should
be the OMS that contains the existing view. If you are copying a theme from the
Shopping Cart Gallery, the SHPGAL OMS should be selected.
Shopping Cart View: Select the view you would like to copy within the New OMS.
You will notice a Preview button appears once a view has been selected, allowing you
to view the cart before you copy.
Name: The new name of the view that will be created from the Copy.
Local Image Directory: Enable this to specify a local directory the Images and Style
Sheet(s) associated with the view should be copied to.
Virtual Directory: This field needs to be defined with the new virtual path for the
images to be copied to. Usually, this is a directory within SQLImages.
Secure Image Virtual Directory: This field needs to be definedthe secure version of
the directory specified within the Virtual Directory field above (normally
SSQLImages).
Style Sheet Directory: Define the new style sheet directory where the existing style
sheet(s) applied to the original view will be copied. Usually, this is in close relation to
the image files (as the example shows).
Ordered By/Ship To/Bill To/Pre-Registered Name and Address Profile: These

drop downs require you to select the address profile you would like to use for these
records. These can be changed once the cart has been copied, but are required.
Creating New View
Create New View
Upon clicking the Create New View button, you will be prompted to enter the Name
of the New View, and a previous New View to copy (if desired). After specifying a
new name, you will notice that the view has been added to the list. You can now click
the name of the New View in the Active Views list to view the Details of this new
view.
To configure, click the Edit button in the Details Section. This will bring you to the
Shopping Cart View configuration screen for the individual view. The sections below
will outline all of the specific configuration pieces of this utility.

General View Settings Page
The Shopping Cart View configuration utility is where the structure of the view is
defined. You will have the ability to configure the foundation of the View, by turning
on and off specific options and placing items into specific bars.
The utility defaults to the General View Settings section. This allows you to specify
the elements seen on the Details Section of the View Selection Screen. You also can
define what type of Shopping Cart View this will be, similar to the old version of the
views.
Note: You have the ability to mouse over any Question Mark symbol to
get additional information about that element.
General View Settings Elements
General View Settings Elements
Name: (required) This is the Name of view (Visible in the View Selection screen in
either Active/Inactive Views).
Description: (required) This describes what the view is used for and what type of
customer base will be accessing the shopping cart through this view (Visible in the
View Selection Screen in the Details section for specific view).

Shopping Cart Views
Login Type: (required) Select what Login you would like associated with the View.
Possible choices include:
Login Options
• Pre-Registered User
This login type is for normal Pre-Registered users that you have defined in the
system. Selecting this will require the user to login.
• Operator/Client Rep/Internal Rep
These all function identical to the Pre-Registered User Login Type. However,
specific reports will show the totals for orders placed by these individual
users. For example, you can classify all internal users that place orders within
a Shopping Cart View as Client Reps. When you generate specific reports,
their order totals will be summed as a group, and not included in the order
totals for the other Login Types.
• Self Register (User Creates Login/Unrestricted Access)
This allows for users to browse a specific Shopping Cart View without having
to login. Once they proceed to the Checkout Process, they will be asked to
login. If they do not have a login, they will be asked to create one.
• Consumer (NO Login Required/Unrestricted Access)
This allows for any user to access the view without logging in. It also allows
users to checkout without first authenticating themselves. Special
consideration for the capturing of Ordered By, Ship To, and Bill To as well as
payment is required for these views. Also, the site will have to be accessible
and functioning.
• Shopping Cart Only User (Login Required)
This Login Type should be selected when a custom Checkout Process is being
used. Users will log into the Shopping Cart View and add items to the cart as
normal. However, when the user proceeds to Checkout, a custom Checkout
Process (developed outside of the Pro-mail System) will take over.

Save Un-submitted Orders: (optional) Check this to enable the saving of Un-
submitted Orders. Selecting this will allow the ability to define how many days you
would like the Un-submitted Orders to be saved for (Possible choices: 1-60):
Save Un-Submitted Orders?
Note: When you select different options, additional forms/menus will

appear on the screen for additional configuration.
You also have the ability to specify the text you would like to display before and after
the date of the saved order. In the example above, we use specific verbiage before and
after the date. The last fields in this sub-menu are the ability to specify the text for the
Resume and Abandon buttons that also display on this page.
Menu Type: (optional) Specify the Menu (if any) you would like the users to see
when logged into the view. Possible Choices Include:
Available Standard Menu Types
Additional Custom menus will display on this page if defined within the Menu
Management utility of the PMA. Selecting a Menu Type will display the following
additional options in the General View Settings Configuration Page.
Note: These settings affect appearances outside of the Shopping Cart.
Menu Type Settings

Shopping Cart Views
Non-OE Theme: (required) This will allow you to select the Theme you would like
the user accessing this view to see for additional utilities outside of the Pro-Mail
Shopping Cart (i.e. Order Inquiry, Record Expected Arrivals, etc.).
Logo Path: (optional) This allows you to specify the location of the Logo that you
would like to appear in the upper-left corner of the view.
Logo File: (optional) Use the Browse button to locate the file inside the Logo Path
that you would like to display in the upper-left corner of the view.
Logo Hyperlink: (optional) This allows you to associate a URL with the logo. If a
user using the view clicks on the Logo, they will be directed to the defined Hyperlink
here. For example, the National Parks Logo will bring the users to https://
www.nps.gov/.
Logout URL: (optional) The user will be brought to the URL defined here when
clicking the Logout URL or Logout Button within the view.
Display Help Link: (optional) If this box is checked, the system will display a link to
online help link for users.
Start in Order Entry: (optional) Enable this to bring the user immediately to the
Order Entry screen. This will bypass the welcome page that will appear if you do not
enable this feature. Not enabling this will provide the following options pertaining to
the welcome screen:
Options for Don’t Start In Order Entry
Welcome Screen Graphs: (optional) Enable this to display the Welcome

Screen Graphs on the Welcome Page.
Welcome Heading: (optional) This Text (or HTML) will display on the
Welcome Page.
Welcome Text: (optional) This Text (or HTML) will display below the
Welcome Heading and Welcome Screen Graphs (if enabled).
Default Order Inquiry Display: (optional) This will appear when a Menu
has been selected and provides you with the ability to specify what
information you would like to default when the user performs an Order
Inquiry.

Layout, Colors, Fonts, & Images
Layout, Colors, Fonts and Images
This screen will allow you to define which sections, colors, and borders you will want
to have for the main elements of the Shopping Cart, Checkout, Offer List, Offer
Detail, etc. pages. These are just the Default settings, any “fine tuning” of specific
elements can be done through Cascading Style Sheets.
There are five main sections (Top Bar, Left Bar, Right Bar, Bottom Bar, and Center
Bar) that can be added to the site. The Center Bar will always be present and holds the
information relative to a specific page. For example, when in the Login screen, the
Center Bar will contain the login forms for Login/Password. When a user is browsing

Shopping Cart Views
offers, the Center Bar will display the Offer listing. It is recommended to use at least
one additional Bar in order to hold information such as menus, search options, etc.
Note: The options selected here are the defaults to be used for the entire
cart. If you intend to display a bar at any point in the cart, it must be
checked here.
No Bars Selected
All Bars Selected

Quick Color Selector
This utility allows you to select multiple colors for the various elements of your new
shopping cart. This application generates multiple colors based on your selection with
the ability to adjust many aspects of the color on the fly.
This utility is helpful in selecting color combinations that are appealing to the eye
quickly and efficiently. Modifying the Saturation and Brightness affect the six colors
that are already affected. Modifying the Primary Angle and Secondary Angle will
systematically select various colors based off of the color wheel and angles chosen.
In order to select a color, you will first want to select an Item from the list (i.e. Top
Bar Background, Bottom Bar Front, etc.). To assign a color to the Item in the List you
have selected, you can click on one of the size color options. You will also notice

Shopping Cart Views
these colors can be selected automatically through the various Bar tabs in the Layouts,
Colors, Fonts, and Images Utility.
Image Settings Tab
This screen defaults to the Images tab (seen in the lower half of the utility).
Shopping Cart Images Stored: This allows you to define where images are stored
for your offers, either on your web server or at a remote location. Locally will allow
you to define a local web directory and Non-locally will allow you to define a web
URL. There is a check enabled to define whether the Local Directory defined is valid.
Override Offer Thumbnail Image Sizes: This allows you to override the size of
images to make all elements on the Order Entry site identical in height and width,
maintaining a constant size.
Offer Sort Group Image Display in Main Block: This option allows you to specify
if you would like to display your offer sort groups in the Center Bar. To enable, select
any option but No. Selecting the other options will define how many columns you
would like created (2-Up = 2 Columns, 3-Up = 3 Columns, etc.).
Button Images: This setting determines how buttons are displayed in your system
• “Use Browser Default Buttons: Only Text will be displayed, and the buttons
will be styled based on what your browsers default settings are.
• “Specify Global Image for all Buttons: All buttons will use the same Button
Image.

• “Specify Individual Image for Each Button: Ability for the user to define an
image each button.
Page Settings Tab
This Tab allows you to width of the Shopping Cart display in the browser by using the
Page Width drop down.
• “Auto: The Shopping Cart will take up the entire size of the browser.
• “Specific: This allows you to specify the width of the Shopping Cart.
Page Align: This allows you to specify how you would like your Shopping Cart
aligned (Left, Center, Right).
Border Style: This setting allows you to specify what type of border you would like
around the whole Shopping Cart. Selecting any Style will allow you to select the
Color of the border, as well as the Size.
DTD Override: (recommended) A DTD, or Document Type Definition, can be

specified in order to make sure that any browser (Internet Explorer, Firefox, Safari,
etc.) will render the Shopping Cart View the same (with correct CSS specified).
Applying this to a cart with or without any user defined CSS defined will askew the
CSS. This is normal, and will require corrective CSS to get the view to display
properly in all browsers. We recommend defining the DTD before styling a Shopping
Cart with CSS.
Note: For more information on the DTD definition please see http://
www.w3schools.com/Xhtml/xhtml_dtd.asp .
We recommend the use of the XHTML Strict DTD.

Shopping Cart Views
Style Sheets Definition Tab
This tab allows you to attach one or many Cascading Style Sheets to an Order Entry
site. These allow you to modify every aspect of how fonts, images, fields, and forms
are displayed on screen and when specific pages are printed.
Here you will specify where the CSS resides (either on your web server or a remote
location). You will be able to add as many CSS files as you would like by specifying
their filenames and adding them. The benefit of this is to have specific styling in
multiple style sheets applied. Also, you can select the type drop down as Print for a
specific style sheet.
The Print media allows for the style sheet(s) defined to apply only to the Shopping
Cart View when it is printed. Commonly, users will remove images from the Print
Media style sheet to save ink when the user printing the Splash Page.
Type: This will allow you to specify whether the CSS file will affect the Web page
styling or Print styling.
Note: When printing a web page, the Web styling will not be present
unless the same CSS styling is applied in a Print CSS file.

Center, Top, Bottom, Left, and Right Bar Defaults
Center, Top, Bottom, Left and Right Bar Defaults
The Defaults tabs allow you to specify the default appearance of the individual bars on
the Order Entry screen. You have the ability to select formatting for background, text,
and border.
Background Color: This allows you specify what color you would like the specific
tab to be. Clicking the Search button will display a Color selector that defaults to
many Standard colors.
Clicking the Custom Tab will display a color selector, allowing you ability to search
for a color by inputting the hex code, or using the selector like you would with any
image editing software.

Shopping Cart Views
Background Images: Browsing for an Image will display a directory listing of the
directory you have specified on the Images tab.
Image Selection
You have the ability to specify the Image you would like to select for this field, or
select this from the drop down menu. You will notice a preview of the image is
displayed on the right, allowing you to verify that you have selected the correct image.
Text Font: This allows you to modify the appearance of the default font for the
specific bar.
Text Selection

This utility allows you to select the Font, Style, Size, and Color you would like for the
Default font for this section. A preview is also provided allowing you to see the
attributes you have selected

Shopping Cart Views
Layout Details
This section allows you to specify what elements you would like to have in the various
bars of the Shopping Cart View. You are required to have at least one Bar activated to
configure settings in this section.
Adding Elements
Adding an element to a bar can be done by clicking the Element box and dragging it to
the Bar you would like it to reside. The yellow highlighted bar specifies which Bar
you will be adding the element to.
Enabling an Element
Removing Elements
To remove the item from that bar, click and drag the element back to the origin box.
Disabling an Element

Layout Details
Configuring Elements
Most Elements are configurable. When dragging these over, the details will
automatically show.
Expanding Elements for Configuration Options
You will notice that some elements are more configurable than others. Most buttons
will allow you to edit the test that appears on this buttons. You will have the ability to
Hide and Show the Details for each Element to better view your structure.
Reorder Elements
Elements will be displayed in the Order Entry screen in the order they are structured in
the Bar. With this being said, you have the ability to reorder these elements after they
have been placed in a specific Bar. Advanced reordering of elements can be done
through the use of CSS, which will allow you to place images in exact locations on the
screen.
Reordering Elements on Layout Details Page
HTML Blocks
Creating new HTML blocks can add style, text, images, or flash to a web site. These
can be seen as completely customizable elements for your Shopping Cart. To create a

Shopping Cart Views
New HTML Block, click on the New HTML Block button. This will prompt you for a
Name for the Block.
Defining New HTML Block
After creating the HTML Block, place this block into the bar you would like the
HTML to be applied. Doing so will display the editable region to input any valid
HTML.
Example HTML Block in Left Bar
You also have the ability to apply various conditions to when this HTML Block will
display. You can select:
HTML Block Conditions
Note: Do not format elements by using Tables and DIVS within HTML
blocks of the elements. Doing so will have adverse effects on the
structure and functionality of your new view. Instead, please use
CSS to format elements appropriately.
Adding Images
The final drag and drop item that can be placed into various bars are images. Images
function in much the same way as the previous elements and HTML blocks as far as
adding and reorganizing. After defining a new Image by clicking New Image, you will
be able to locate the image after placing the Image into the specific bar you would like

Layout Details
it to appear. This will produce the Image Location Utility, as seen in the Layout,
Fonts, Colors, Backgrounds Utility.
Insert New Image Settings
You also have the ability to select the condition for which you would like to display
this image.

Shopping Cart Views
Login Page Settings
Login Page Settings
This section allows you to input information into the login page (if being used). The
Login Page is the first page to be displayed when accessing a view. You have the
ability to specify which Bars you would like to be visible on this page. You will notice
that the Center Bar will always display for all pages.
Header: Header Text/HTML that you would like to display at the Top of the Center
Bar. This could be a header image or text.
Footer: This will display at the absolute bottom of the Center Bar. An example of
information here would be the privacy note or copyright information.
Login ID Text: Text to display to describe the Login Field.
Login Textbox Size (# Characters): This will create a text box for the login this
specified number of characters long (the actual login can be shorter or longer then this
specified number, in other words, this just affects appearance).

Login Page Settings
Require Password: Enable this to require passwords for Pre-Registered Users.

Selecting this option produces the following two fields for Password Text and the
Password Textbox size.
Password Required Settings
Login Button Text: This allows you to define the text that appears on the Login
Button, which allows the user to submit their login credentials to gain access to the
site.
Invalid User Text: Text (or valid HTML) entered here will display when a user
incorrectly types their username.
Invalid Password Text: Text (or valid HTML) entered here will display when a user
incorrectly types their password (but has User ID entered correctly).
Pre-Registered User Address Profile: Select the Pre-Registered User Address

Profile you would like to use for this view. This ties to the original settings in Pro-
Mail for Profile Setup.
Allow New Users: This enables new users to gain access to your site through
submitting a request that can either require approval or not. When selecting this
option, the following fields appear.
These allow you to enter the Text displayed for the New User Link, the text to display
when a user has completed the fields, and enable Approval for new requests.
New User Settings
You also have the ability to specify the New User Page Header and Footer
information that will display on the new user page. Usually, this will include verbiage
explaining to the user the process required, and when they should expect a reply.

Shopping Cart Views
If Requires Approval is not enabled, new users will have instant access to the
Shopping Cart View. Adding the Approval Process will prompt for the following
information:
Approval Required Settings
E-Mail Login Type: Select which link you would like to display when E-Mail new
users their Login Information. Custom allows you to enter a custom login link that has
been created by you.

Offer Rules Page Settings
This page handles how the view will display Offers and Restrictions.
Track Search Statistics: This will enable the ability to track what text users are
searching for. A new Datasheet has been created (OMS > Reports > Datasheets) has
been created that will list this information.
Suppress Basic Order Limits: Enable this to suppress the limits defined in the
Create/Edit Offers page for each Offer.
Suppress Order Minimums: Enable this to suppress the user having to order a
minimum amount of an Offer, also defined within the Create/Edit Offers Page.
Accept Orders Over Limit: Enable this to accept orders over a specific limit
associated with an Offer or Distribution associate with the User or Mailer Record.
Orders will be accepts, but will remain on Approval Status until an administrator set to
receive the notifications for approvals accepts or declines the order.
Override Specific Offer Quantities: This allows the user to specify any quantity,
even though specific ordering quantities were defined at the offer level. The result is a
regular Text field on the Offer List/Offer Detail Page instead of the Drop Down.
Allow Ordering Out-Of-Stock Offers: Select how you would like the Out-Of-Stock
Offers to be treated in this specific view. You have the ability to specify the following
options:
Out-Of-Stock Choices

Shopping Cart Views
Default Category Access Group: This allows you to tie a specific Category Access
Group to this view, in order to restrict what categories a user will be able to see.
Order Entry Starting Point: Select in what category you would like the user to start
the Order Entry process in.

Offer List Page Settings
Configuration for how the Offers will be listed in this view can be controlled on this
page. This will serve as the Main Order Entry page after a user has drilled into a
category or performed a search. You have the ability to control what Bars you would
like to display on this screen.
Offer List Page Header and Footer Sections
Complete Offer List Display: Enabling this will display all of the Offers in a single
list on the Offer List Page. This will not break the offers into any categories or groups.
This could be many offers, depending on the total amount of offers that exist within
the OMS. If this option is used with many offers, we recommend enabling the Offer
List Paging Option.
Order Start Header/Footer: Text or valid HTML placed in this field will display
above any offers that you have featured for the Main section. This information only
displays once, when the user first enters the Main section of the Order Entry site. After
a user drills into other sections of the view, it will not display again (until the user logs
in again).
Main Sort Group Link Header/Footer: Text/HTML here will appear when the user
returns to the Main section of the Order Entry screen, during the same session.

Shopping Cart Views
Essentially, the Main Sort Group Link Header will replace the Order Start Header
when a user returns to the Order Entry Root.
These settings control how the main table of offers is configured.
Offer List Type: This allows you to specify how you would like the offers to be
presented in the Center Bar. You can select from Classic List View, Classic 1 Column
List View, 2 and 3 Column Block View. You will notice the thumbnail is updated
with a preview of your selection.
Display Search Count: This drop down allows you to select if you would like to
display the amount of Offers that exist within a category, as well as when a user
searches for specific offers. The options include the ability to display at the Top,
Bottom, or both.
Enable Offer List Paging: Enabling this option will create pages of X amount of
offers per page. This will significantly increase loading times for pages with many
offers per page. You will have the ability to specify how many Offers per Page and
where you would like the navigation (Top, Bottom, or Both).
Single Offer Search Results: This setting allows you to select how you would like
single offer search results to be treated. You have the ability to display the single
result as a list or bring the user directly into the detail page for the offer.
Offer List Sort: Select how you would like the Offers sorted when multiple are
displayed on a page. There are many ways to sort based on the Offer Sort Key, Offer
ID, Start/End Date, or Description.

Offer List Re-Sort: This option, if enabled, will product a drop down on the order
entry screen within each category (or on the Offer List Page if Complete Offer List
Display is enabled) that will allow user to select how they would like the list of offers
sorted on the fly.
'Add To Cart' Button Position: Select where you would like the Add to Cart button
to be placed on the page (select none for no Add to Cart Button). The possible choices
include: None, Top, Bottom, or Both.
'Add to Cart' Button Text: Enter the verbiage you would like to use for the Add to
Cart button. If left blank, the system will default this button to “Add to Cart.”
Approach for Adding Offers to Cart: Select how you would like users to be able to
add Offers to the Cart. You will notice that whatever you select for this option has a
direct influence on the Elements that you can display per Offer.
Offer Category Sort Order: This drop down allows for you to select how you would
like the Offer Categories sorted when they are displayed within a bar. The options
include the ability to sort (ascending or descending) the sort key or category
description.
After ‘Add to Cart’ Effect: This drop down allows for you to define how the system
will react after an item is added to the cart. The possible choices are:
a. Back to Starting Point

b. Back to Current Category
c. Back up 1 Category Level
d. Display Shopping Cart
Up-Sell After Add to Cart: Enabling this option will display a splash screen of
Offers that have been defined as “Up-Sell Offers” within the Create/Edit Offers utility
for the specific offer added to the cart. This will display as a splash screen containing
the offer information of the items you are up-selling.
After ‘Add to Favorites’ Effect: This drop down, much like the After ‘Add to Cart’
Effect, will govern how the system reacts after an item is added to your favorites. The
possible choices are:
• Back to Starting Point

• Back to Current Category
• Back up 1 Category Level
• Display My Favorites Page
• Stay on Current Page

Shopping Cart Views
Offer List Page Elements
You now have the ability to drag and drop specific elements that you would like to be
displayed per offer list. All of the elements dragged to the Yellow Box will display in
the Offer List in Top to Bottom order. You can add and rearrange much like the
Layout Details section, editing the Details as you add the elements.
Note: You can fine tune position through use of CSS.
Every element has the ability to enable the Hyperlink Option. This option will create a
link around the element to allow the user to click this and be brought to the Offer
Detail Page for this item
Every element also has the ability to modify the Tag Information. This information
describes what the field is and can be modified, or even removed all together for
different looks.
Offer List Page Element Definition
Offer ID: Displays the Offer ID defined for the Offer within the Create/Edit Offers
utility. is useful to rename the Tag to “Product Number” or “Item” if the client uses
that nomenclature for the offers listing on the page.
Offer Description: Displays the Description defined for the Offer within the Create/
Edit Offers utility.
Unit Price: Displays the Price associated with the Offer, as defined within the Create/
Edit Offers utility on the Pricing Tab for each offer.

Default Unit Price Only: Displays just the Default Price of an Offer that may have
additional costs associated with it.
Price Range: Displays the Price Range of an offer that has a quantity price break
associated with it.
Thumbnail With Full Image Link: Displays the thumbnail associated with the
offer, with the ability to click the thumbnail to display the full image associated with
the offer.
Full Image Link: Displays full image associated with the offer. This is recommended
for the Offer Detail page.
Order Limit: Displays the Order Limit associated with the Offer (if defined).
Order Minimum: Displays the Order Minimum associated with the Offer (if
defined).
Restriction Quantity: Displays the amount left in the distribution associated with the
Ordered By/Ship To/ Bill To/Pre-Reg User (depending on view settings).
Order Quantity: Displays the Quantity Field (or drop down) for the user to specify
how much of the offer they would like to order.
Availability: Displays the specified Availability of the offer. This can be the onhand
balance, In Stock/Out of Stock Text, Available Balance/Out of Stock Text, or
suppressed.
Order Checkbox: Displays a checkbox the user can click to order the Minimum of an
item. When this is used in conjunction with the quantity, the user can fine-tune the
amount they would like to receive.
Offer Comments: Displays the Comments associated with the offer.
Add This Item to Cart: Displays a button that allows the user to only add the single
item they have clicked this button for to the cart.
Thumbnail Image: Displays thumbnail associated with the offer. Does not provide
the same functionality as the Thumbnail with Full Image Link element.
Restricted Balance: Displays the balance remaining the user has left to order of a
specific offer. This is dependent on a restriction defined for the Ordered By/Ship To/
Bill To/Pre-Reg User.
PDF Link: Displays a link to download the PDF that is associated with the offer (if
defined).
Power Point Link: Displays a link to download the Power Point that is associated
with the offer (if defined).

Shopping Cart Views
Other Link 1/2/3: Displays the links associated with the Other Link 1, Other Link 2,
and Other Link 3 fields for the offer (if defined).
Email A Friend: Displays link that allows users to send E-mails to desired recipients
to provide a link to the item. This can only be used for Consumer Shopping Cart
Views.
UOM: Displays Unit of Measure that is defined for the offer. This defaults to EACH,
but can be modified to display what quantity the user will be ordering.
Add to Favorites: Displays a button that allows users to add the offer to their
favorites. Essentially, allowing the user to create their own custom category of items
located in different categories of the Shopping Cart View.
Add All Selected Items to Cart: Displays a button that allows the user to add all
offers that they have defined quantities for to the cart. This differs from the Add This
Item to Cart element because of the “global” approach to adding items. This button is
the recommended choice because it eliminates the confusion of adding individual
items to the cart.
Capture Comments: Displays a text box that users can define comments for the
specific Offer. Usually this is for special handling or information for the fulfillment
house. This should not be used for customization on the offer piece. Pro-Mail has a
specific MOD Item that allows for customization.
Offer Start Date/End Date: Displays the Start Date/End Date as defined for that
particular offer.
Up-Sell Offers: This will display the specific offers defined as Up-Sell Offers
(defined within the Enhanced Create/Edit Offers utility) for the offer within the list.
This is commonly used by consumer sites to tie key offers together and sell additional
material to the user placing the order.
Expected Arrival Date: Displays the date which the expected arrival associated with
the offer will arrive.

Offer Detail Page Settings
Offer Detail Page Settings
This page displays when a user would like to get more detailed information on a
specific Offer. Again, you have the ability to specify which Bars you would like to
display on this page.
Offer Detail Configuration
The Text/HTML can be defined in the Header and Footer Sections of this page to
display above and below the displayed elements.
After ‘Add To Cart’ Effect: This allows you to define how you would like the
system to behave after a user adds an item to the cart from the Offer Detail page. This
is independent of the Offer List Page setting because many times this will differ.
Up-Sell After Add to Cart: If this is enabled, the Up-Sell splash screen will display
(if enabled for the offer) to display additional items.
After ‘Add To Favorites’ Effect: Much like the After ‘Add To Cart’ Effect, this
allows you to define how the cart behaves after a user adds an item to their favorites
(if defined).

Shopping Cart Views
Track Statistics of Offer Detail Drill-In: Enabling this will have the system keep
track of what offers users are drilling into. A datasheet has been created to provide this
information in a clean layout.
Offer Detail Elements
You have the ability to add elements much like the other drag and drop screens.
Elements will display in the order they are displayed on this screen.The Elements are
identical to the Offer List Page elements.
On the Offer List Page, you do not have as much space because of multiple offers on a
page. With the Offer Detail Page, you have an entire page for an Offer, so you can
usually include more data.
Note: You can fine tune position through the use of CSS, covered later.

Featured Offers Page Settings
Featured Offers Page Settings
This page controls the elements displayed for featured items. These are displayed in
the categories that you have defined offers to be featured (when this option is
enabled). Enabling this option will allow you the ability to modify the following:
Feature List Type: This controls how the Featured Offers will list on the various
pages they have been defined as “Featured”.
Feature Sort: Select how you would like the Featured Offers listed, similar to the
Regular Offer Listing.

Shopping Cart Views
Header/Footer: Text/HTML that displays before and after the featured items
respectively.
You have the ability to add Elements that you would like to display for the Featured
Items List. It is important to remember that the elements added here will only display
in the List view, clicking on a Featured Offer will bring you to the Detailed Offer
View.

Offer Detail/Splash Up-Sell Settings
Offer Detail/Splash Up-Sell Settings
These sections of the Shopping Cart View configuration provide for the ability to
display key information when making use of the Up-Sell functionality within the
Shopping Cart View (either within the Offer Detail Page or as a Splash Screen after a
user adds an item to the cart).
Offer Up-Sell configuration
The configuration of these two sections are identical. You will add the Elements you
would like to display in either area of the Up-Sell regions mentioned earlier. The
elements you add form a table of the data. It is important to only show the key
information required for a user to add the additional items to the cart, as to not
convolute the process.
The header and footer regions of these sections should be used in order to provide
information on A. what the screen is, and B. what actions to perform.

Shopping Cart Views
Ordered By/Ship To Page Settings
These sections control the Ordered By and Ship-To Pages and have similar settings.
You have the ability to enable or disable what bars you would like displayed.
Settings
Ordered By/Ship To Page configuration
Note:
You will notice that the becomes
on the Ship To page because of the
information relative to the specific section of the order entry
process.
Name and Address Profile: This allows you select what Address Profile you would
like this View to use when capturing address information for the Ordered By or Ship
To screen. You may want to capture specific information for the Ordered By that you
would not want to capture for the Ship To information.
Columns: This controls how the Ordered By or Ship To information forms are
displayed. You can select Single Column, Two Column Left to Right Sequence, or
Two Columns Down 1st, then Down 2nd.
When To Capture: Select when you would like to capture the Ordered By or Ship To
Information.

Ordered By/Ship To Page Settings
Submit Button Text: This is the text that will display for the Submit button, after a
user has specified their information.
Note: Specifying nothing will produce a button with no text.
Clear Button Text: This is the text that is displayed for the Clear button, which will
delete all information a user has inputted into the screen.
Note: Specifying nothing will produce a button with no text.
Auto-Update Address Book: This setting will automatically update the address book
when a user specifies different information than what is currently in the system.
Allow Login Person / Allow Ordered By Person: Enable this setting to allow the
user to use the information they have used for previous input screens.
Allow New Person: Enable this setting to allow a user to enter new information.
Selecting this option will allow you to configure the text you would like to display for
the option to use this feature.
Ordered By Page Ship To Page
Allow Lookup Person: Enable this setting to allow the user to lookup previous
information already existing in the system. When selecting this option, you will be
able to configure the following fields:
Fields displayed when Allow Lookup Person is enabled.
You have the ability to specify a Header and Footer for these pages that can contain
Text/HTML. When enabling the Lookup Person option, the ability to specify a Header
and Footer for search results is provided.

Shopping Cart Views
Ship To Specific Settings
The Ship To Section of the Shopping Cart View configuration has the following
unique options:
Ship To Type: This provides you the ability to modify how the Shopping Cart will
handle the entry of the Shipping Address. You have the ability to choose the following
options:
• Single Shipping Address Entry

This is the Default and allows for normal Shipping Address Information entry
at Order Start or Checkout.
• Multiple Shipping Address Entry
This option provides for the ability to define multiple Shipping Profiles when
adding items to the cart (requires special element on Offer List/Detail Page).
Once the user checksout, the system will provide multiple Ship To screens to
capture all Shipping Address Information for the profiles defined/used when
adding the items to the cart.
Multiple Shipping Address Entry options
Two additional fields populate the screen when this option is selected,
allowing for the definition of the tag for Shipping to Self or Shipping to Other.
Attach Distribution File: This option provides the ability for a user to submit a
Distribution File for the Shipping Address Information. This will create individual
Shipping Orders within the same Order ID for the amount of addresses defined within
the file uploaded.
Attach Distribution File options
Note: In order to make use of this utility, you have to have:

a. File-Up by Software Artisans Installed on Web Server
b. Import Definition defined for Address Distribution
c. Valid Directory specified for the file to be imported

Bill To Page Settings
Bill To Page Settings
Bill To Main configuration section
This menu allows you to capture Bill To Information (if needed). Enabling the option
to Capture Bill To will allow you to enter the following information:
Options for Bill To after enabling Capture Bill To
This information is almost identical to the Ordered By/Ship To Page configuration

except, you have the ability to enable Allow Ordered By and/or Ship To Person
information.

Shopping Cart Views
Shopping Cart Page Settings
This menu allows you to configure the appearance and behavior of your Shopping
Cart. You will notice the ability to specify what Bars you would like to display, as
well as the Header and Footer text/HTML specific to this page. The settings specific
to this page include:
Header Text: The text entered in this field will display as the Heading for the
Shopping Cart on other pages (once items have been added to the cart).
We have specified the Header Text as “Shopping Bag” in this example:
Empty Cart Text: Text specified here will display when a user tries to view the
contents of the Shopping Cart with no items added.
Include Checkout Button: This setting allows you to include a Checkout Button on
the Shopping Cart, which will allow users to finish their order.
Include Continue Shopping Button: This setting allows you to include a Continue
Shopping Button.
Update Cart Button: This setting allows you to enable an Update Cart button to
allow the users the ability to specify a new quantity for a line item.
Note: Re: BUTTONS
Enabling the setting will allow you to specify the text you would
like to display for the button and/or an Image for the button.

Shopping Cart Page Settings
Shopping Cart Elements
The Shopping Cart Menu allows you to specify and order specific elements that you
would like to have incorporated into the Shopping Cart. Elements can be added,
removed, and configured exactly like other pages with the same option.
When adding elements to this page, you are creating rows in a table. You should only
add fields that are relevant to the user and the items they are ordering. This page
should serve as a summary of the items the user has added, so they can quickly scan
what items they have included.
Through CSS, the table display can be modified in many different ways to get the
desired look and spacing.

Shopping Cart Views
Optional Info and Shipping Page

Settings
This page will allow you to specify how you would like the Option Order and
Shipping Information pages configured with configurable options specific to this
page.
You also have the ability to add, remove, and configure elements you would like to
include at Order Checkout and/or Order Start. In order to capture information at Order

Optional Info and Shipping Page Settings
Start or Order Checkout one or more elements need to exist in the Drag and Drop
boxes at the bottom of the screen.
Comments: Allows the ability to have user enter comments for the Order. This is
useful for getting specific information from a Sales/Client Service Rep for instructions
on any particular part of the order. This should not be used to capture customization
information for MOD items.
Shipping Comments: Allows user to enter information specific to the Shipping. This
is useful for allowing the user to specify special shipping instructions.
Coupon Codes: Provides ability for you to capture a special Coupon Code when the
user first enters the Shopping Cart View (meaning this must be captured at order
start). Coupon Codes allow you to apply a specific price class to all of the items,
usually for a promotional reason.
Customer Project: Captures customer project information, which will benefit client
order reporting to get organization by project.
Source: Captures the source (per-defined in OMS) to allow CSR/Sales Rep to specify
source information.
Response Media: Captures where the order came from (pre-defined in OMS). This is
useful to analyze how the orders that CSR’s/Sales Rep’s enter on behalf of individuals
are getting to them.
Order ID: Allows user placing order to enter their own Owner ID. Useful for
administrative users that need to create a specifc Order ID. This can be required or not
required. If not required and no Order ID is specified, the system will use the next
available Order ID in a sequential list.

Shopping Cart Views
PO Number: Allows the user to specify a PO for the Order they are being placed.
This will be available on the Pick Slip produced for the order and on various reports.
Reference #: Allows user to specify Reference # for the Order. This field is also
available on the Pick Pack Slip produced for the order.
Campaign ID: Captures Campaign ID (pre-defined in OMS) for the order. This
benefits reporting by allowing users to see what orders are associated with specific
campaign’s the client has defined.
Needed By Date: Captures the date when the user requires the order by. Specific
processing can be defined within the OMS to release orders within X days of the
Needed By Date. This allows for prioritization within the OMS to only transmit orders
to the WMS that are required.
Release Date: Differs from the Needed By Date in that this is the date in which the
Order will be transmitted to the WMS. This should only be used for administrative
views by users who can tell when an order must be transmitted to the WMS.
Rush Flag: Allows the user placing the order to specify if the Order should be rushed
or not. A surcharge can be associated with rush orders within the system.
Price Class: This produces a drop down at Order Start allowing the user to select
what price class should be used for the offers within the view. This should only be
used by administrative users who have the authority to modify pricing on the orders
they are placing on behalf of other users.
Shopping Cart Summary: This provides a summary of the items that have been
added to the cart for the particular order. This does not include the pricing information
(use the Shopping Cart Summary with Totals for this). The items that you have added
to the Shopping Cart Page section of the Shopping Cart View configuration will
display here.
Total Produce Weight: : Use this element to display the Total Product Weight for the
client. This allows them to get an idea of what size package is going to be arriving.
Freight Carrier/Class of Service: These two elements are the legacy way in
specifying the freight/service for a particular order. Instead of these drop down fields,
we recommend the use of Shipping Options in order to specify how the order should
be shipped (see below).
HTML Blocks: You have the ability to define your own custom HTML blocks on
this page. These can be used to insert specific scripts or display information for the
users that are entering the information on this page.

Optional Info and Shipping Page Settings
Shipping Options: Allows the ability to display shipping options on this page.
Shipping Options are a more exact way of having the user select the recommended
shipping for the order, especially when you are making use of a Shipping
Workstation. When enabling this element, a Sub-Section is created at the bottom of
this section in order for you to define what Shipping Options should be available to
the users placing orders through this view.
Bill Third Party: This allows the user to specify that a third party should be billed for
the Shipping Costs. This element provides the ability to enter a Third Party Account
number.
Shopping Cart Summary With Totals: This is identical to the Shopping Cart
Summary element, but provides the Order Totals for pricing.
No Charge Types: This element provides the ability for users to specify if a No
Charge Type should be associated with an order. This should be used by
administrative users who are placing orders on behalf of the people to specify
exceptions within the payment for orders.
Free Form Source Detail: This allows users to enter a specific Source as a text box.
The system can also validate that the alphanumeric string they entered is valid. This
provides the ability to run reports sorting on this information. This element has been
used by clients to capture account information from clients because it does not provide
a drop down list, showing the account information and performs validation.
Discount Codes: This element allows the user to specify a discount code that has
been pre-defined within the OMS. This will apply a specific discount to the whole
order. This is useful for promotional or marketing campaigns your client is doing in
order to get users to place orders within a view.
Discount Percent: This element provides the ability to a user placing an order to enter
a discount percentage that is applied to the whole order total. This should only be used
by administrative users/sales reps that are cutting deals with users they are placing
orders on behalf of.
Credit Amount: This allows administrative users to add a specific credit amount that
will deduct the quantity from the order total. This should be used by administrative
people only.

Shopping Cart Views
Payment Information Page Settings
This page will allow you configure the payment information. This is only needed if
you are capturing payment in the view you are configuring. Again, you have the
ability to specify which Bars (if any) you would like to display. Configuration items
specific to this page are as follows:
Shipping and Handling Profile: This drop down allows you to specify what
Shipping and Handling Profile should be associated with the view. The Shipping and
Handling Profile contains specific computations on how the Shipping and Handling
should be calculated for the orders being placed within the view.
Sales Tax Type: This allows you to specify how Tax should be calculated within the
View. This defaults to None, in which case Tax will not be calculated. If you do need
to calculate Tax, you can use the Pro-Mail Built In Tax Tables (By Zip or State). The
system also integrates with Certitax’s Tax solution, which provides the ability to
define more advanced tax rules and tables.
Default Price Class: This setting allows you to select which Price Class you would
like to use for this view, if the information a user has specified (or is using) does not
have a price class associated with it.
Price Class Based On: This setting allows you to select which information you
would like to base the Price Class on.
Display Pricing - We: Enable this setting to display Pricing for Offers in the Site.
Display Pricing - Email: Enable this option to include the pricing in any notifications
sent to the user(s).
Price Override: Enable this setting to allow the user to override the price defined in
the system (USE WITH CAUTION).

Allow Discount Percentage: Enable this setting to allow the user to input a discount
percentage.
Allow Discount Codes: Enable this setting to allow the user to specify any Discount
Codes that may exist in the system.
Allow Credit Amounts: Enable this option to specify any credit amounts that the
user may have. You will be able to specify the verbiage that displays on this screen
after enabling this option.
Allow Gift Certificates: Enable this setting to allow the user to enter any Gift
Certificate information that may exist in the system.
Check Tolerance: Enter the percentage of Check Tolerance you would like to use for
this account.
Payment Required: Enable this setting to capturing payment for the various payment
options you have configured in the system. You will notice that the system will
display the Valid Payment Types you have established in the system, as well as a text
box that provides information for Help on the page.
A new option has been added to require payment only after a Budget Exceeded and
the distribution allows for payment over the budget amount. This is useful to allow
users who exceed a budget to pay with their own credit card.
Display Order Summary With Totals: Enabling this displays the summary
Shopping Cart table with the Totals. This serves as a reminder for the user to see what
they are purchasing without having to go back.
Submit Button Text: Input the text you would like to see for the Submit action on
this page.

Shopping Cart Views
Checkout Page Settings
The Checkout Page will allow you to specify what Bars you would like to appear on
this page, as well as Header and Footer text/HTML. Configuration options specific to
this page are as follows:
Reserve Inventory At Order Submit Time: Enable this option to have the system
reserve the inventory ordered by the user when the order is submitted.
Reserve Backorder Treatment: You have the ability to specify how you would like
Backorders treated for this specific view.
You can add and remove any elements that you would like present on the Checkout
Page using the same process for the Drag and Drop boxes.
Splash Page Settings
The Splash Page functions in a similar way, allowing the same settings as the
Checkout Page Settings. It is important to note that you can “fine tune” element
location in CSS. Also, you have the ability to define your own HTML Blocks on this
page. This allows for the definition of your own text, or additional scripts/HTML to be
placed in the page.

Restriction
Restriction
The Restrictions menu allows you to configure how you would like to configure the
Restrictions for this specific view. These settings are very similar to the existing
Additional View.
Distribution: This allows you to specify what address information (that has a
distribution associated with it) should be taken into consideration. If you have
individual users logging in as themselves, we recommend the use of the Ordered By.
If you have CSR/Sales Reps logging in and placing order on behalf of other users, the
Ship To information should be set. This allows the budget/restriction for the various
users being sent items to be taken into consideration.
Suppress Basic Order Limits/Minimums: This allows you to set the view to NOT
take into consideration the Limits/Minimums you have defined within each offer. This
allows users to place orders for as much or as little as they would like.
Accept Orders Over Limit: This allows users placing orders over a specific limit
(either set per offer or in a restriction/budget) to have their orders accepted, but go on
approval status.
Override Specific Offer Quantities: This allows you to set the view to allow users to
enter in quantities free form, even if the offer they are ordering is set to only allow
specific quantities.
Restrict Lines Per Offer: Enable this to set the maximum amount of lines the system
will allow a user to add to their cart at one time.
Default Offer Restrictions 1/2: When new users are added to the system, these two
restrictions will be added to the newly created user automatically.

Shopping Cart Views
Classification and Lookup
The Classification Lookup settings configure how you would like users to be
able to look up various records in the system, if applicable.
Default Custom Project: This allows you to define a Default Customer Project for
the orders that are placed within this view.
Default Source: This allows you to define a Default Source for the orders that are
placed within this view.
Default Response Media: This allows you to define a Default Response Media for
the orders placed within this view.
Territory Assignment Table: This allows you to define the Territory Assignment
Table that will associate itself with the orders placed through the view.
Order Lookup Options: These options affect what users can lookup and see when
outside of the Shopping Cart View in different utilities (Order Inquiry/Reports/etc.).
Most can be allowed and defaulted, allowed, or suppressed depending on what
information is needed for the end user.

Security Settings
Security Settings
The Security settings mimic the existing Additional View settings. The only
difference is that you now have the ability to define as many Referring URL’s
or Hosts that are required.

Chapter 10
Working With Orders
Order Entry is the most customizable portion of the Order Management System
(OMS).
Chapter Topics
• Placing Orders on page 382

• Ordering Offers on page 400
• Adjusting / Canceling Orders on page 409
• Add to / Increase Order Quantities on page 417
• Intercepting Shipping Orders on page 417
• Customer Service Screen on page 419

Placing Orders
Placing Orders
Orders can be entered into in the OMS in a variety of ways. They can be directly
entered into the OMS, uploaded from a batch file, and transmitted from a third party
Web site via Interactive XML.
Note: Pro-Mail tracks the Terminal ID / IP Address for all orders that are
entered. This meets the FDA 21 Code of Regulations Requirement.
Section Topics
• Placing Orders Through a View on page 382

• Placing Orders Through a Batch Upload on page 391
• Placing Orders Through Interactive XML on page 392
• Placing Orders Through Order Duplication (Cloning) on page 392
Placing Orders Through a View
A View is a gateway to the OMS. Orders that are placed directly in the OMS are
entered through a View. You can change the settings of a View to customize the look
and feel of order entry. For more information on Views see Working With Views on
page 237.
To place an order through a View:
Note: The steps listed below may be slightly different than the ones you
need to follow. These differences are caused by different
combinations of View settings.
1. From the OMS Main Menu, select Orders > Enter Orders.
2. Search for an offer to order by drilling into the Categories. For more information
on this screen see the Order Entry Screen on page 384.
—or—
Search for an offer to order by typing a description into the Search field and
clicking GO. For more information on this screen see Order Entry Screen on
page 384.

Working With Orders
3. Indicate the quantity you want to order. For more information on this screen see
the Select Offers Screen on page 385.
Note: Selecting the Select check box indicates a quantity of 1. Entering a

quantity directly into the Quantity field automatically selects the
Select check box. For more information on ordering offers see
Ordering Offers on page 400.
4. Click Add All Selected Items to Cart. Notice that the Shopping Cart information
has been updated. For more information on this screen see the Offers Added to
Cart Screen on page 386 and the View Shopping Cart Screen on page 387.
5. Click Go next to Check Out.
6. Enter the required Ordered By, Ship To, Bill To, Shipping and Payment
Information as requested. For more information on this screen see the Ordered By
Information Screen on page 388 and the Shopping Cart Information Screen on
page 389.
Note: Click Next to move through each of the screens.
7. Review your order. For more information on this screen see the Review Order
Screen on page 390.
8. Click Submit Order. A Confirmation Screen displays. For more information on
this screen see the Order Confirmation Screen on page 391.

Placing Orders
Sample Screen
Order Entry Screen
Screen Definition
Here are the descriptions for the fields on the Order Entry Screen:
Categories: (read only) These are the Category Sort Groups you have set up. You can
drill into the Categories to search for an offer. If there is an image associated with a
category, you can click it to drill into the category. Offers display at the lowest
Category level and can be added to your Shopping Cart from there. For more
information on Category Search Groups see Offer Categorization on page 182.
Search: (optional) Enter a description, partial word description or an Offer ID to

search for an offer. For more information on search techniques see page 6.
Shopping Cart: (read only) Contains a list of offers ordered and their respective
quantities.
Lines in Cart: (read only) Displays the number of unique offers ordered.
Units in Cart: (read only) Displays the sum of the quantity of all offers currently in
the Shopping Cart.
Subtotal: The subtotal of the merchandise in your Shopping Cart.

Working With Orders
Check Out: GO: Click Go to initiate the order submission process. You must enter
the necessary information on the screens that follow to complete the order.
View Shopping Cart: (read only) Click this link to review the offers you added to
your Shopping Cart at any time. You may review the offers you ordered, change the
quantity ordered and Check Out from this screen. For more information on this screen
see the View Shopping Cart Screen on page 387.
Sample Screen
Select Offers Screen
Screen Definition
Here are the descriptions for the fields on the Select Offers Screen:
Note: Only the new fields are listed below. For other field descriptions see the
Order Entry Screen on page 384.
Notice in the upper left of the screen, the map of your choices is built as
you navigate through the Categories.
Offer ID: (read only) This is the ID of the item for sale. You can click the Offer ID to
zoom in on the offer details.
Availability: (read only) This is the amount of the offer that is in-stock.
Order: (optional) Select this check box to order a quantity of 1 of the offer.

Placing Orders
Qty: (optional) Enter the quantity of the offer you would like to order. Entering a
number into this field automatically selects the Order check box.
Click here to see larger image: (read only) Click this link to see a larger picture of
the image.
Add All Selected Items to Cart: Click this button to add every item you have
selected on the page to your Shopping Cart. Once items are added to the Shopping
Cart, you are brought back one Category Level where you may continue shopping,
view your Shopping Cart or Check Out. Notice that your Shopping Cart quantities
have been updated.
Sample Screen
Offers Added to Cart Screen
For descriptions of the fields on the Offers Added to Cart Screen see the Order
Entry Screen on page 384. You may click on the link below the picture to drill into a
category.

Working With Orders
Sample Screen
View Shopping Cart Screen
Screen Definition
Here are the descriptions for the fields on the View Shopping Cart Screen:
Note: Only the new fields are defined below. For descriptions of the other fields
on the View Shopping Cart Screen see the Order Entry Screen on
page 384.
Unit Price: (read only) This is the price of the offer.
Extended Price: (read only) This is the price of the offer multiplied by the quantity
ordered.
Offer Shipping and Handling: (read only) This is the Shipping and Handling cost
that was added to each offer. For more information on Shipping and Handling see
Shipping and Handling on page 702.
Update Cart: Click this button to update the Shopping Cart after you make changes
to it.

Placing Orders
Sample Screen
Ordered By Information Screen
Screen Definition
Here are the descriptions for the fields on the Ordered By Information Screen:
Ordered By Fields: (optional) Enter name and address information for the person
that is placing the order. Fields in blue are required. Entering an E-mail address allows
for an E-mail confirmation to be sent to the address indicated in the Stream settings.
The fields that display on this screen are dependent on your View Settings and your
View Address Profile Settings. For more information on these topics see View
Address Profiles on page 290 and View Address Profiles on page 290.
Use Login Info: (optional) Select this check box to use the name and address
information of the person that logged into the View. This is only applicable for Pre-
Registered Users and Internal System Users.
Ship to Ordered By: (optional) Select this check box to ship the order to the person
that placed the order.
Ship to Other: (optional) Select this check box to ship the order to someone other
than the person that placed the order.

Working With Orders
Sample Screen
Shopping Cart Information Screen
Screen Definition
Here are the descriptions for the fields on the Shopping Cart Information Screen:
Note: Only the new fields are listed below. For other fields see the Order Entry
Screen on page 384, the Select Offers Screen on page 385, and the View
Shopping Cart Screen on page 387.
Pro-Mail uses shipping logic to determine valid shipping methods based

on the ship to address. Methods that are not valid, such as shipping a
package UPS to a P.O. Box, do not display during checkout. You
determine what is and is not valid by editing the pre-defined Carrier Codes
in the Warehouse Management System (WMS).
The display of certain Special Shipping and Handing Types are suppressed
on the Order Entry Screen, if Pro-Mail determines that the shipping
destination and / or product dimensions specified in the Carrier Code
disqualify its use based on the shipping address.
Total Product Weight: (read only) This is the total weight of the products that make
up the offers ordered. Weight is calculated based on the “Current Version” of a
product. If a “Current Version” does not exist, the system shows the weight of the
“Default Version” which is the weight entered on the first page of the Create / Edit
Products Screen. This display is for informational purposes only.

Placing Orders
Shipping Comments: (optional) Enter any applicable shipping comments, such as

“Leave on back deck if not at home.”
Select Shipping Option: (required) Select the method by which you would like your
order shipped. For more information on Shipping see Shipping and Handling on
page 702.
Next: Click this button to advance to the next Check Out Screen.
Sample Screen
Review Order Screen
Note: For descriptions of the fields on the Review Offer Screen see the Order
Entry Screen on page 384, the Select Offers Screen on page 385 and the
Shopping Cart Information Screen on page 389.
Shipping and Handling is suppressed when these charges are not

applicable.
You may submit, modify or cancel your order from the Review Order Screen.

Working With Orders
Sample Screen
Order Confirmation Screen
Note: For descriptions of the fields on the Order Confirmation Screen see the
Order Entry Screen on page 384, the Select Offers Screen on page 385 and
the Shopping Cart Information Screen on page 389.
Shipping and Handling is suppressed when these charges are not

applicable.
The Order Confirmation Screen displays to confirm that your order has been
submitted. You might also receive an E-mail confirmation if defined in the Stream
settings.
Placing Orders Through a Batch Upload
Batch uploads are used when your client sends you a file containing a list of orders. In
order to upload this data into the OMS, the file must be in the correct layout. You can
provide your clients the layout so that they can send the orders to you in the correct
format, or you can design your own program to convert your client’s file it into the
correct layout. For more information on Batch Uploads see Batch Uploads on
page 488.

Placing Orders
Placing Orders Through Interactive XML
Orders can be transmitted from a third party order capture program to the OMS
through XML. For more information on this topic see XML Uploads on page 534.
Placing Orders Through Order Duplication (Cloning)
There are two ways to “clone” or copy existing orders. One method is to send one
order to many people based on a common criteria, such as state, zip code, or unique
ID. The other method allows a Pre-Registered User to select an order to “clone” and
then multi-select existing addresses to which to ship it.
Section Topics
• Cloning Orders Based on a Common Criteria on page 392

• Cloning Orders by Pre-Registered User on page 397
Cloning Orders Based on a Common Criteria
Cloning orders based on a common criteria allows you to send one order to many
people based on a common criteria, such as, state, zip code, or unique ID. The
common criteria is defined by a Selection Definition. This type of order cloning is
typically done through the Default View.
To clone orders based on a common criteria:
1. Create a Selection Definition. For more information on how to do this see Defining
a Selection Definition on page 393.
2. Clone the order using the Selection Definition. For more information on how to do
this see Cloning an Order Using a Selection Definition on page 395.
Section Topics
• Defining a Selection Definition on page 393

• Cloning an Order Using a Selection Definition on page 395

Working With Orders
Defining a Selection Definition
A Selection Definition is used to define to whom the orders are going based on a
common criteria, such as, state, zip code or unique ID.
To define a Selection Definition:
1. From the OMS Main Menu, select Orders > Cloning > Selection Definition.
2. On the Selection Definition Setup - List View Screen, click Add New.
3. On the Selection Definition Setup Screen complete the fields as needed. For more
information on this screen see the Selection Definition Setup Screen on page 393.
4. Click Save & Test to save the setup and see a list of orders that meet the criteria
you defined.
—or—
Click Save to save the setup without displaying a list of orders that meet the
criteria you defined.
Sample Screen
Selection Definition Setup Screen
Screen Definition
Here are the descriptions for the fields on the Selection Definition Setup Screen:
Selection Description: (required) Enter the name of the Selection Definition.

Placing Orders
Inactive: (optional) Select this check box to remove this Selection Definition from the
list. Once you inactivate a Selection Definition, you can never use it again.
Num Criteria: (required) Enter the number of criteria you are using to find orders to
clone.
Ln #: (read only) The line number.
And/Or: (required) Select a choice from the drop down menu.
• And
Orders must meet this criteria to be returned in the results.
• Or
Orders that meet this criteria are returned, but so are others that do not meet it.
Selection Criteria: (required) Select the criteria you want to use to find names and
addresses for which to send the cloned order from the choices in the drop down menu.
Selections include:
• Postal Code
• State
• City
• Country
• Phone
• Fax
• e-mail
• UID
• Company
• Name Prefix
• First Name
• Middle Initial
• Last Name
• Name Suffix
• Title
• Address 1
• Address 2
• Address 3
Relate: (required) Select the relationship the Selection Criteria should have to the
Compare To field. Selections include:
• =
• <>

Working With Orders
• >
• >=
• <
• <=
• LIKE
Compare To: (optional) Enter the information that should be used to find names and
addresses for which to send the cloned order based on the Selection Definition. If this
field is left blank (no quotes) it denotes a blank compare to value.
Multi: Click this button to define a list of multiple Compare To values.
Number of Locations Picked Out: (read only) The number of results that meet the
defined criteria.
Display: (optional) Select either All or Sample (3 items).
• All
Select this option to display a list of all the orders that meet the Selection
Criteria.
• Sample (3 items)
Select this option to display three items that meet the Selection Criteria.
Displaying Results: (read only) This is either a a list of all orders, or a sample of the
orders that meet the Selection Criteria you defined, based on your selection in the
Display field.
Cloning an Order Using a Selection Definition
Once you define your Selection Definition, you are ready to clone orders.
To clone orders using a Selection Definition:
1. From the OMS Main Menu, select Orders > Cloning > Copy Orders.
2. On the Copy Orders Via Selection Definition Screen, search, by Order ID, for an
order to copy. The screen expands to include the Order ID and Ordered By fields.
For more information on this screen see Copy Orders Via Selection Definition
Screen on page 396.
3. Select a Selection Definition from the drop down menu. For more information on
defining Selection Definitions see Defining a Selection Definition on page 393.
4. Select a choice from the Ordered by field. Selections include:
• Same as Ship To
This makes the Ordered By information for the cloned orders match the Ship

Placing Orders
To name and address information from the orders returned in the Selection
Definition.
• Keep Ordered By From Original Order
This makes the Order By information the on the cloned orders match the
Ordered By name and address information on the original order (the order
selected on the Copy Orders Via Selection Definition Screen). The Ship To
information on the cloned orders is the same as the Ordered By name and
address information from the orders returned in the Selection Definition.
5. Click Submit.
Sample Screen
Copy Orders Via Selection Definition Screen
Screen Definition
These are the descriptions for the fields on the Copy Order Via Selection Definition
Screen:
Search String: (required) Enter the ID of the order you want to clone.
Order ID: (read only) The ID of the order you selected to clone.
Ordered By: (read only) The name and address of the Ordered By on the order you
selected to clone.
Selection Definition: (required) Select the Selection Definition from the choices in
the drop down menu.
Ordered By: Select a choice from the options below:
• Same as Ship To
This makes the Ordered By information for the cloned orders match the Ship
To name and address information from the orders returned in the Selection
Definition.
• Keep Ordered By From Original Order
This makes the Order By information the on the cloned orders match the
Ordered By name and address information on the original order (the order

Working With Orders
selected on the Copy Orders Via Selection Definition Screen). The Ship To
information on the cloned orders is the same as the Ordered By name and
address information from the orders returned in the Selection Definition.
Cloning Orders by Pre-Registered User
Pre-Registered Users can “clone” or “copy” existing orders. This function is accessed
from the “Order History” link displayed in the upper left hand corner of the Pre-
Registered Users Order Entry Screen. The Pre-Registered User can select the order
they wish to “clone”, and then multi-select the EXISTING addresses to which they
wish to ship. This function only creates orders for existing mailer records. This
function does not display if there are allocations and / or distribution restrictions
applied to the Additional View through which the Pre-Registered User places orders.
To clone an order by Pre-Registered User:
1. Log into the Additional View using the Pre-Registered’s Customer ID and
Password.
2. Navigate to the Order Entry Screen.
3. Click the Order History link in the upper left hand corner of the Order Entry
Screen. A new window opens. For more information on this screen see the Order
Entry Screen With Order History Link Screen on page 398.
4. On the Order History Screen, navigate to the order to clone. For more information
on this screen see the Order History Screen on page 398.
5. Click Clone next to the order to clone.
6. On the Clone Order Screen, search for the existing address to which to ship the
order or select the “Add a new address” field to indicate a new ship to address. For
more information on this screen see the Clone Order Screen on page 399.
7. Click Submit Clone(s) (Alt-S).

Placing Orders
Sample Screen
Order Entry Screen With Order History Link Screen
Notice the Order History Link in the top left hand corner of the screen. For
information on the other fields on this screen see the Order Entry Screen on page 384.
Sample Screen
Order History Screen
Screen Definition
Here are the descriptions for the fields on the Order History Screen:
Order ID: (read only) The ID of the order to clone.
Order Date: (read only) The date and time the order to clone was placed.
Status: (read only) The Status of the order to clone.
Line Items Ordered: (read only) The number of line items on the order to clone.

Working With Orders
Units Ordered: (read only) The number of units ordered on the order to clone.
Shipping Address: (read only) The Ship To address of the order that is being cloned.
Clone: Click this button to clone the selected order.
Sample Screen
Clone Order Screen
Screen Definition
Here are the descriptions for the fields on the Clone Order Screen:
Ship To Information: (optional) Enter information into one or more of the Name,
Company, Postal Code, Phone and E-mail fields to search for a shipping address to
send the order to. The shipping address you select displays below the E-mail field.
Submit Clone(s) (Alt-S): Click this button to clone the selected order and send it to
the selected shipping address.
Remove: Click this button to deselect the shipping address listed to the left of the
button.
Remove All: Click this button to deselect all shipping address listed on the screen.

Ordering Offers
Ordering Offers
There are several types of offers that you may order. They each look slightly different
on the Order Entry Screen.
Section Topics
• Ordering Product List Offers on page 400

• Ordering Custom Assembly Offers on page 401
• Ordering Clusters on page 402
• Ordering Drop Ship Offers on page 404
Ordering Product List Offers
Product List Offers are the most straight forward type of offer you can order.
To order a Product List Offer:
Note: These steps assume you are in the Order Entry Screen and have
searched for an offer. Your screen might look slightly different
depending on your View settings.
1. In the Order Entry Screen, select the Select check box to order a quantity of 1. For
more information on this screen see the Order Entry Screen - Ordering Product
List Offer on page 401.
—or—
In the Order Entry Screen, enter the quantity you would like to order in the Qty
field. For more information on this screen see the Order Entry Screen - Ordering
Product List Offer on page 401.
2. Click Add All Selected Items to Cart.

Working With Orders
Sample Screen
Order Entry Screen - Ordering Product List Offer
For descriptions of the fields on the Order Entry - Ordering Product List Offer Screen
see the Select Offers Screen on page 385.
Ordering Custom Assembly Offers
A Custom Assembly is a special type of offer that allows the person placing the order
to select products from pre-defined lists and have the products assembled together.
For more information on Custom Assembly Offers see Custom Assembly Offers on
page 166.
To order Custom Assembly Offers:
1. In the Order Entry Screen, enter the quantity you would like to order in the Order
Quantity field. For more information on this screen see the Order Entry Screen -
Custom Assembly Offer on page 402.
2. (optional) Enter special instructions if applicable.
3. Select the check box next to each item you would like to order.
4. Click Add to Cart.

Ordering Offers
Sample Screen
Order Entry Screen - Custom Assembly Offer
For descriptions of the fields on the Order Entry - Custom Assembly Offer Screen see
the Select Offers Screen on page 385.
Ordering Clusters
A cluster is a group of separate products that are related. The relationship may be
based on the availability of different sizes and/or colors of a product, such as a
sweatshirt that comes in seven different colors and four different sizes. This is referred
to as a Size / Color Cluster. Or, the relationship may be based on criteria other than
size or color, such as a brochure that is available in three different languages. This is
referred to as a Product List Cluster. When you order from a cluster, you make your
selection from a drop down menu.
Section Topics
• Size and Color Cluster on page 402

• Product List Cluster on page 403
Size and Color Cluster
Follow the steps below to order from a Size and Color Cluster.

Working With Orders
To order a size and color cluster:
Ordering Size and Color Cluster on page 403.
2. Select the size / color combination you would like to order from the Color / Size
drop down menu.
Sample Screen
Order Entry Screen - Ordering Size and Color Cluster
For descriptions of the fields on the Order Entry Screen - Ordering Size and Color
Clusters see the Select Offers Screen on page 385.
Product List Cluster
Follow the steps below to order from a Product List Cluster.
To order a Product List Cluster:
Ordering Product List Clusters on page 404.
2. Select the item you would like to order from the drop down menu.

Ordering Offers
Sample Screen
Order Entry Screen - Ordering Product List Clusters
For descriptions of the fields on the Order Entry Screen - Ordering Product List
Clusters see the Select Offers Screen on page 385.
Ordering Drop Ship Offers
The information entered in the Offer Customization Code Screen is visible on the
Order Entry screen when you select a Drop Ship Offer. Below is an example of a Drop
Ship Offer, “Ocean Business Cards”, where address information is being requested.
To order a Drop Ship Offer:
Quantity field. For more information on this screen see the Drop Ship Offer
Customization Personlize Tab on page 405.
2. Complete the fields as needed.
3. (optional) Click Click to Preview to see an example of your customized Drop
Ship Offer.

Working With Orders
Drop Ship Offer Personal Info Tab
Sample Screen
Drop Ship Offer Customization Personlize Tab

Ordering Offers
Drop Ship Offer Contact Info
Sample Screen
Drop Ship Offer Customization Contact Info Tab

Working With Orders
Drop Ship Offer Office Info
Sample Screen
Drop Ship Offer Customization Office Info Tab

Ordering Offers
Drop Ship Offer Finalize
Sample Screen
Drop Ship Offer Customization Finalize Order Entry Screen
For descriptions of the fields on the Drop Ship Offer Customization Codes in Order
Entry Screen see the Order Entry Screen on page 384 and the Select Offers Screen on
page 385.
Note: The fields Company, Name, Title, Address, City, State, Zip, Phone, Fax,
E-mail, Web Address, and Font were all set up as Customization Codes.
The Pre-View image displays in a browser by passing the Customizaion Data and
corresponding Tags to an .asp page that you create.

Working With Orders
Adjusting / Canceling Orders
You must consider certain factors when adjusting or canceling orders. For adjusting or
canceling purposes we need to understand different scenarios.
• Has the order been processed and has a shipping order been sent to the
warehouse? If the answer is No, see Simple Adjustment on page 409. If the
answer is Yes, see Adjustment with Order Interception on page 414.
• Has the order been picked, packed, or shipped? If Yes, see Adjustment with
Order Interception on page 414.
• Do you want to cancel or intercept multiple orders and backorders at the same
time? If the answer is Yes, see Mass Canceling Orders on page 415.
Section Topics
• Simple Adjustment on page 409

• Adjustment with Order Interception on page 414
• Mass Canceling Orders on page 415
Simple Adjustment
You would use a simple adjustment when an order has been submitted to the OMS but
the shipping order has not generated. The warehouse has no knowledge of the order at
this point.
In this case the order may be changed or canceled. When the order processes in the
OMS the shipping order will reflect the updated information.
To make a simple adjustment:
1. From the OMS Main Menu, select Orders > Adjust > Adjust Orders/Cancel
Orders to adjust order quantities down or to cancel them.
a. On the Adjust / Cancel Orders Screen, search for an order to adjust down or
cancel. For more information on search techniques see page 6.
b. On the Adjust Cancel Order # XX Screen (where XX stands for the Order
ID) make the necessary changes to the order. For more information on this
screen see the Adjust Cancel Order on page 410.
c. Click Submit Change.
—or—

From the OMS Main Menu, select Orders > Adjust > Add To/Increase Order
Quantities to increase order quantities or to add additional offers to the order.
a. On the Add To / Increase Order Quantities Screen, search for an order to
add offers to, or increase existing order quantities. For more information on
search techniques see page 6.
b. You are brought into what looks like the Order Entry Screen. The
difference is that the Order ID of the order you are adjusting displays in the
upper left corner of the screen.
c. Search for and add offers to the order. For more information on Order Entry
see Placing Orders on page 382.
d. (optional) Click Check Out to change any Ordered By, Ship To, Bill To or
Shipping Information.
e. Click Save Order.
f. On the Review Order Screen, click Submit Order. For more information
on this screen see the Review Order Screen on page 390.
Sample Screen
Adjust Cancel Order

Working With Orders
Section Topics
• Offers Tab on page 411

• Ordered By Tab on page 411
• Ship To Tab on page 412
• Other Order Info Tab on page 412
Offers Tab
Sample Screen
Adjust Cancel Order - Offers Tab
Ordered By Tab
Sample Screen
Adjust Cancel Order - Ordered By Tab

Ship To Tab
Sample Screen
Adjust Cancel Order - Ship To Tab
Other Order Info Tab
Sample Screen
Adjust Cancel Order - Other Order Info Tab
Screen Definition
Here are the descriptions for the fields on the Adjust Cancel Order Screen for each
tab:

Working With Orders
Cancel All: (optional) Select this check box if you would like to cancel all unshipped
offers.
Offer Desc. (read only) This is the description of the item for sale.
Ordered: (read only) This is the quantity of the offer that was ordered.
Pulled: (read only) This is the quantity of the offer that was pulled. This number
should be “0” if you are trying to adjust or cancel the offer ordered.
Backordered: (read only) This is the quantity of the offer that is on backorder.
Marked to Ship: (read only) This is the quantity of the offer that is marked to ship.
This number should be “0” if you are trying to adjust or cancel the offer ordered.
Prior Canceled: (read only) This is the amount of the offer that has already been
canceled.
Qty to Cancel: (required) Enter the quantity of the offer you would like to remove
from the order.
Adjustment Comments: (optional) Enter any comments to describe the reason for
the adjustment to the order.
Ordered By Info: (optional) Change any Ordered By information as necessary. The

fields you see in this section are dependant on the Address Profile that is associated
with the Ordered By Info Tab of the View through which the order was entered.
Ship To Info: (optional) Change any Ship To information as necessary. The fields
you see in this section are dependant on the Address Profile that is associated with the
Ship To Info Tab of the View through which the order was entered.
Shipping Information: (optional) Change any Shipping Information as necessary.

The fields you see in this section are dependant on the settings in the Shipping Tab of
the View through which the order was entered.
Special Handling Information: (optional) Change any Special Handling Information

as necessary. The fields you see in this section are dependant on the settings in the
Shipping Tab of the View through which the order was entered.
Variable Info: (optional) Change any Variable Information as necessary. The fields
you see in this section are dependant on the settings in the Optional Order Fields Tab
of the View through which the order was entered.
Stream ID: (required) Change the Stream to which the order should be tied if
necessary. Default is the Stream through which the order processed. Changing the
Stream does not reprocess the order through the selected Stream. If is for
identification and reporting purposes only.

Adjustment with Order Interception
You would need to issue an order interception when a shipping order has been
generated by the OMS and communicated to the WMS. Once a shipping order has
been generated, you run the risk that the order may be picked, packed or shipped.
At the time the message is communicated to the WMS there are two possible
scenarios:
• Scenario 1
The WMS has not yet processed the shipping order and no picking slip is
created. In this case the WMS cancels the shipping order and auto-confirms
the order intercept. An update is sent to the OMS stating that the intercept was
successful. Then based on your indication the order is either placed on
backorder or canceled. If placed on backorder, further adjustments may be
made to the order through the Adjust Orders / Cancel Order menu.
• Scenario 2
In the WMS the shipping order has processed and a picking document was
generated. In this case the WMS would print an Intercept Notification
instructing the warehouse person to seek out and stop the transaction. In
addition, the same notice is mailed to the Warehouse Manager. The Order
Intercept must be confirmed in the warehouse before the order is either placed
on backorder or entirely canceled. If placed on backorder further adjustments
may be made to the order through the Adjust Orders /Cancel Orders menu.
To adjust / cancel an order that has been transmitted to the WMS:
1. Intercept the Shipping Order if necessary. For more information on how to

intercept a Shipping Order see Intercepting Shipping Orders on page 417.
2. Wait for the warehouse to confirm that the Pick Slip has been intercepted if
necessary. For more information on how to confirm a successful Pick Slip
Interception see the section on Confirming Forms in the WMS Manual.
Note: You may not make any adjustments to orders until the warehouse
confirms that the Pick Slip has been successfully intercepted.
3. Add to or Cancel order quantities. For more information on this topic see the steps
for a Simple Adjustment on page 409.
4. Process the backorder for the order to release it to the WMS. For more information
on processing backorders see Backorders on page 452.

Working With Orders
Mass Canceling Orders
You can cancel or intercept multiple orders and backorders at one time.
Note: You cannot cancel orders that have already shipped.
To mass cancel orders or backorders:
1. From the OMS Main Menu, select Processing > Selective Processing > Mass
Cancel Orders.
2. On the Mass Cancel Orders Screen, search for orders to cancel using an Order ID
range, a specific Order ID, or by clicking Search. The screen expands to display a
list of orders.
Note: To search only backordered orders, select the Only BackOrders

check box.
3. (optional) Select the check box next to the field Intercept Open Shipping Orders
if you would like to cancel any associated open shipping orders. Do not
select the check box if you wish for orders with open shipping orders to
remain as processed, in which case they will not be cancelled.
4. Click Cancel Orders.
Sample Screen
Mass Cancel Orders Screen

Screen Definition
Here are the descriptions for the fields on the Mass Cancel Orders Screen:
Start ID: (optional) Enter the Order ID from which to start your search.
End ID: (optional) Enter the Order ID at which to end your search.
Order ID: (optional) Enter the specific Order ID for which to search.
Add Orders: Click this button to add additional orders to the list.
Order ID: (read only) The ID of the order.
Order Date: (read only) The date the order was placed.
Reference No. (read only) The reference number for the order if any.
Purchase Order No. (read only) The purchase order number for the order if any.
Ordered By: (read only) The name of the person that placed the order.
Company: (read only) The name of the company for which the person that placed the
order works.
User ID: (read only) The User ID of the internal person that placed the order, or the
Customer ID if it was a Pre-Registered User.
Status: (read only) The status of the order.
Intercept Open Shipping Orders: (optional) Select this check box to intercept open
shipping orders for the selected orders.
Cancel Orders: Click this button to cancel and/or intercept the shipping orders for
the selected orders.

Working With Orders
Add to / Increase Order Quantities
For information on how to add offers or increase order quantities to an order that has
already been placed see the second part of Step 1 of Simple Adjustment on page 409.
Intercepting Shipping Orders
You would need to issue an order interception when a shipping order has been
generated by the OMS and communicated to the WMS. Once a shipping order has
been generated, you run the risk that the order may be picked, packed or shipped.
Using the interception ability you may issue instructions to the warehouse to intercept
the order. The Order Interception process sends the WMS instructions to halt the
order. Based on your indication, if the interception is successful, the order is either
canceled or placed on backorder. If a credit card order has been intercepted, the
Manual Credit Card Validation utility will allow you to create a ‘void’ transaction.
See Credit Card Orders on page 463 for more information on credit card orders.
To intercept Shipping Orders:
1. From the OMS Main Menu, select Processing > Intercept.

2. On the Pick Slip Lookup Screen, search for an Order ID, Pick Slip ID, Shipping
Order ID, or Reference # to intercept. For more information on search techniques
see page 6.
3. On the Intercept Shipping Orders Screen, select Yes to cancel the entire order or
select No to intercept the order without canceling it. For more information on this
screen see the Intercept Shipping Order Screen on page 417.
4. Click Submit Slips to Intercept to complete the transaction.
—or—
Click Add More Slips to intercept additional Pick Slips.
Sample Screen
Intercept Shipping Order Screen

Intercepting Shipping Orders
Screen Definition
Here are the descriptions for the fields on the Intercept Shipping Order Screen:
Order ID: (read only) This is the ID of the Order you are intercepting.
Ship To: (read only) This is the name of the person that the order was to be shipped
to.
Pick Slip ID: (read only) This is the ID of the Pick Slip you are intercepting.
Shipping Order ID: (read only) This is the ID of the Shipping Order you are
intercepting.
Cancel Order? (required) Select Yes to cancel the entire order. Select No to intercept
the order for adjustment.
Add More Slips: Click this button to indicate additional orders to cancel.
Submit Slips to Intercept: Click this button to complete the intercept request.
Return to Lookup: Click this button to return to the Pick Slip Lookup Screen without
intercepting the indicated order.

Working With Orders
Customer Service Screen
The Customer Service Screen is customer-focused. Bring up one customer at a time to

perform many service related functions in one place. Functions in this screen include:
• New Order – Create a new order for this contact.

• Copy Order – Clone one of this contact’s orders
• Adjust Order – Adjust an existing order for this contact.
• Add To/Increase Quantities – Add offers or increase quantities to an existing
pending order for this contact.
• Issue an Intercept – Intercept an order for this contact.
• Approve Order – Approve one of this contact’s unapproved orders.
• Update Name and Address Info – Edit this contact’s name and address
information.
• Modify A/R Credit Settings – For A/R customers, change their payment
terms, hold status, etc.
• Ship Inventory – Enter a non-order request to ship inventory to this customer.
This is the same as the option found in the OMS under Inventory > Control >
Other Requests.
• Record Customer Notes – Record notes about the contact in general.
Customer notes are for internal use only and are only displayed in the
Customer Service screen.
• Record Service Notes for Orders – Service notes allow reps to record one or
more comments related to an order, and then review those notes at a later date.
Service notes are categorized.
To Use the Customer Service Screen:
1. In the OMS, go to Orders > Customer Service > Customer Service > Customer
Service.
2. Bring up the contact you wish to work with.
3. Click the drop down list to select a customer service function, click Modify Note
to add or modify a Customer Note, or click the order number on an order line to
add a Service Note about the order.

Sample Screen

Chapter 11
Processing Orders
After orders are entered into the Order Management System (OMS) they are
communicated to the Warehouse Management System (WMS) so that they can be
picked, packed and shipped.
Microsoft®’s services check every minute (based on your settings) for new orders and
transmit them to the WMS as needed.
Chapter Topics
• Streaming Orders on page 422

• Manually Approving Orders on page 444
• Check Orders on page 450
• Backorders on page 452
• Drop Ship Offers on page 457
• Credit Card Orders on page 463

Streaming Orders
Streaming Orders
An Order Stream is a set of pre-defined instructions that determine how an order is

treated when it is processed by the OMS. Order streams control a large portion of the
order including order processing in the OMS, backorder processing, and order and
shipping E-mail notifications. Order streaming separates orders and processes them
differently based on settings you indicate.
Order streams group together like orders. Think of each stream as a bucket. The
system examines an order for key information and then places it in the proper bucket
for processing. Criteria it may examine include the view through which the order was
entered, the Postal Code or State of the person that placed the order, an Offer ID in the
order or a Customer Project ID, for example.
Example
You set up three order streams to process your orders. The first order stream processes
orders that are marked with a Rush flag. The second processes orders that are shipped
via UPS. The third order processing stream is a catch-all that processes orders that do
not fall into the first two streams.
An order is placed that does not have a Rush flag. The system examines the order and
compares it to the first stream. Finding that the criteria in the stream does not match
the order, the system then compares the order to the criteria in the second stream and
so forth until it finds the correct stream. In this example, the system finds that the

Processing Orders
criteria are met with the third stream and the order is placed and processed through the
third stream.
Order Stream Priority Sequence
Once the OMS has sorted each order into its respective stream, the stream can be
processed. Processing the stream means that the stream examines the orders within it
and processes them appropriately. As a result, orders might be transmitted from the
OMS to the WMS or placed on backorder.
When an order processes through a stream, the inventory in the OMS is reserved. This
means that inventory has been accounted for in the OMS for the order. The inventory
cannot be taken away from the order if another order comes in for the same inventory.
If the OMS knows that a specific offer is out of stock, backordering occurs based on
parameters that you set in the system.
Order streaming may be set to transmit orders to the WMS either Automatically or
Manually. When it is set to process Automatically, as soon as an order is placed it is
sorted into the proper stream and immediately handled according to stream settings.
This means that orders requiring approval are sorted appropriately, backorders are
considered based on your settings and qualifying orders are immediately transmitted
to the WMS.
A subset of Automatically streaming orders is processing them either hourly or at set

times on set days of the week. When these sub-settings are used, the OMS examines
orders in the streams based on your processing settings and processes them
accordingly.

Streaming Orders
When streams are processed manually, orders are still sorted into the proper stream
upon receipt, but you must click a button to transmit them to the WMS. Manual
processing allows you to control which orders are transmitted to the warehouse first. If
inventory quantities are scarce, you can process the most important order stream first.
Inventory is reserved in the order in which the stream is processed. If inventory
quantities are scare, you may want to process the Rush Order stream automatically
and manually process the others. This insures that the inventory for Rush Orders is
reserved for the Rush orders and not less important orders.
Section Topics
• Defining / Editing Order Processing Streams on page 424

• Deactivating Order Processing Streams on page 436
• Reactivating Order Processing Streams on page 436
• Defining Client Freight Accounts on page 437
• Assigning Orders to Order Processing Streams on page 438
• Processing all Unprocessed Orders on page 440
• Processing Selective Orders on page 442
Defining / Editing Order Processing Streams
Order Processing Streams are defined in the OMS. You may define streams to handle
different types of orders. You may have streams to handle Rush orders or to handle an
order containing a specific Offer ID, for example. There is no limit to the number of
streams you may define.
When you define new streams, you must always have a Default Stream containing no
criteria. The default stream is used to “catch” orders that do not qualify for another
Stream. The default stream should have the lowest Priority (lowest Priority is
indicated by the highest number. Example: a stream with a Priority of 1 has a higher
Priority than a stream with a Priority of 999).
Once you no longer need an Order Processing stream, you may Deactivate it. For
more information on this topic see Deactivating Order Processing Streams on
page 436.
To define / edit an Order Processing Stream:
1. From the OMS Menu, select Setup > Processing > Define Order Processing
Streams.
2. On the next screen, drill into a Stream to Edit it.
—or—

Processing Orders
On the next screen, click New to define a New Order Processing Stream.
a. Select a Stream to copy from the Select Stream to Copy drop down menu.
The Stream you copy acts as a template for your new Stream.
b. Click Submit.
3. On the Define Order Processing Streams Screen, complete the fields as necessary.
For more information on this screen, see the Define Order Processing Streams
Screen Part 1 on page 425.
4. Click Submit.
Sample Screen
Define Order Processing Streams Screen Part 1
Screen Definition
Here are the descriptions for the fields on the Define Order Processing Streams Screen
Part 1:

Streaming Orders
Stream Id: (required) This is the identifier for the order stream. Every order stream
should have a different id.
Stream Description: (required) Enter a descriptive name for the Order Stream.
Priority: (required) Indicate the Priority in which the Order Stream is examined for
incoming orders. A Stream with a Priority of 1 is examined before a Stream with a
Priority of 999.
Deactivate: Click this button to Deactivate the Order Stream. (Not a step in the
typical set up of a new order stream.) For more information on this topic see
Deactivating Order Processing Streams on page 436. If the stream is already
deactivated, this button reads Reactivate instead.
Reactivate: Click this button to Reactivate the Order Stream. (This is not a step in the
typical set up of a new order stream.) For more information on this topic see
Reactivating Order Processing Streams on page 436. If the stream is already active,
this button reads Deactivate instead.
Stream Criteria: (optional) Select criteria from the Type, Element, and Comparison,
drop down menus and enter information into the Compare To field to indicate which
orders qualify for the stream. There is an assumed “and” when entering multiple
stream criteria. On one criteria line, if the Multi-Select menu option is used there is an
assumed “or”.
Approval Type: (optional) Select Simple or Approval Chain. This setting only
applies if the orders that process through this wave require approval. For a detailed
explanation of this setting, see Manually Approving Orders on page 444.
Manual Order Approval Required: (optional) Select this field if orders that qualify
for the stream require outside approval before they can be sent to the warehouse for
picking and shipping. For more information on approving orders see Manually
Approving Orders on page 444
Processing Cycle: (required) Indicate the frequency in which qualifying orders are
processed. Order processing either generates and sends shipping orders to the WMS
or places the order on backorder. Default is Automatically. Processing cycles include:
• Manual
When the Processing Cycle is set to Manual, you have to click a button to
processes the stream.
• Automatically
When the Processing Cycle is set to Automatically, the stream processes as
soon as the services cycle, about every minute.
• Hourly
When the Processing Cycle is set to Hourly, the stream processes every hour
according to the time and days you select.

Processing Orders
• Set Days / Times / Week

When the Processing Cycle is set to Set / Days / Times /Week, the stream
processes once a day at the time you specify for the days you specify.
Credit Card Payment Capture: (optional) Select whether to capture credit card
funds when the order ships or when the order processes (see Pre-Billed Backorders on
page 642 for more information on this.) Capturing funds at Shipping Time is the more
common approach.
Turbo Processing: (optional) Check this box to activate turbo processing. Turbo
processing is intended for batch processing in OMS databases where there is a low
percentage of backorders. In that case, order processing throughput should increase
greatly with this option checked.
Initial Pick Slip Message: (optional) Enter text that you would like to display on the
bottom of the Pick Slip for orders that process through this stream.
Initial Shipment Pick Slip Message: (optional) Enter the text you would like to see
on the initial pick slip of orders that partially backordered.
Subsequent Shipment Backfill Pick Slip Message: (optional) Enter the textg you
would like to display on subsequent pick slips for orders that partially backordered.
Post Intercept Pick Slip Message: (optional) Enter the text you would like to display
on pick slips for orders that have been intercepted.
Wave Keycode: (optional) Enter a numeric code that ties to a Warehouse Wave. This
is used to force orders from a particular stream to process through a specific Wave.
Order Summary Level: Select a choice from the drop down menu. Your choices are:
• Offer
When you select this option, offer level order summary information is sent to
the warehouse. This information, including backordered information, is
printed on the Pick Slips.
• Product
When you select this option, product level summary information is sent to the
warehouse. This information, including backordered information, is printed
on the Pick Slips.
• None
Order Approval Comments: (optional) Click this checkbox if you wish to have the
approval comments for this stream sent to the warehouse system. If this option is
selected, the approval comments will display on the standard pick pack slip forms.
Future Release: (optional) Check this box to activate the option to hold orders based
on a release date.

Streaming Orders
Attachment Processing Directory: If you wish to allow uploading files to orders,

enter the directory here.
Note: Attachment Processing requires the use of a third party application called
FileUp. For informaton on FileUp, see www.softartisans.com.
Backorder Type: (required) Select a Backorder Type from the drop down menu.
Backorder Types indicates how to handle orders when items are out of stock. Default
is Ship what is in Stock, Backorder the rest. Backorder types include:
• Ship what is in stock, backorder the rest

When this Backorder Type is selected, a shipping order is generated for the
in-stock items and the remainder will backorder.
• Backorder entire order if anything is out of stock
When this Backorder Type is selected, if any item is not able to ship, the
entire order is placed on backorder until all items are available to ship.
• Ship what is in stock, cancel the rest
When this Backorder Type is selected, a shipping order generates to ship in-
stock items. Out of stock items are automatically canceled from the order.
• Backorder entire offer when insufficient stock
When this Backorder Type is selected, if any amount of a specific line item is
out of stock, the entire line item is placed on backorder.
Backorder File Output Directory: (optional) Enter a path to which a file containing
a list of backorders is written. You may take the information from the file and
manipulate the data. You may want to use this data to send out information to the
people whose orders went on backorder.
Automatically Process Backorders Daily: (optional) Select whether to process

backorders automatically daily. If you select yes, the system will prompt you for a
daily processing time.
Override Directory for XML FTP Export: (optional) Enter the virtual FTP
Directory where information (such as an order or shipping acknowledgement) is
written to. This must be a virtual directory under both Default FTP Site and Default
Web Site in IIS.
Freight Code or Freight Carrier/Service: (optional) Used when orderer does not
have the ability to choose shipping options or when you have the ability to override
the orderer’s selection. Choose between a default Freight Code (recommended) or a
Default Freight Carrier and Service. If you choose Freight Code, the system will
prompt you for a default freight code. If you choose Carrier/Service, the system will
prompt you for a default carrier and service.
Client Freight Accounts: (optional) Select a Client Freight Account from the drop
down list. When you associate a Client Freight Account to the stream, it is
automatically added to orders with the same Freight Carrier that qualify for the

Processing Orders
stream. For more information on Client Freight Accounts see Defining Client Freight
Accounts on page 437.
Default Customer Project: (optional) Select a Customer Project from the drop down
menu. Customer Projects are used to track orders placed for known projects. This
project number displays as the default Customer Project during order entry. The
person placing the order can change this selection. If you select the box to Override
User’s Choice, the Customer Project that is indicated in the order is automatically
overridden when the stream is processed.
Credit Tolerance Percentage: (optional) Used for returns. By what percent can the
amount credited on a returned order differ from the original order amount?

Streaming Orders
Sample Screen
Screen Definition
Part 2:
Note: Terms that have been previously defined are not repeated.
E-mail Setup: (optional) Complete the information for the E-mail setups as
necessary. E-mail notifications include:

Processing Orders
• Order Processing Confirmation

This notification is sent to the designated recipients (Ordered By, Ship To,
Both or None) at Order Processing time. It includes backorder details for
orders that are partially or completely backordered. If your stream is set to
process automatically, it would make sense to send only the Order Processing
email and not the Order Accepted E-mail.
• Shipping Confirmation
This notification is sent to the designated recipients (Ordered By, Ship To,
Both or None) when an order has been shipped.
• Accept Confirmation
This notification is sent to the designated recipient (Ordered By, Ship To,
Both or None) as soon as the order is received. It contains a summary of what
was ordered. This E-mail contain no information related to backorders
because this point, the system does not know about backorders.
• Approval Notification
This notification is sent out to a designated representative when an order that
requires approval is received.
• Backorder Notification
This notification is sent out to a designated recipient (Ordered By, Ship To,
Both or None) when an order is placed on Backorder.
• Return Notification
Both or None) when an order is Returned.
• Denied Credit Card Orders
Both or None) when an order is denied because of bad Credit Card
Information. This is generally only used when doing manual CC Processing.
• Denied Unapproved Order Notification
Both or None) when an order on approval status is denied by the person
approving the orders.
Send To: (required) Select to whom you want the E-mail notification mailed. Default
is Ordered By. Your choices are:
• Ordered By
The notification is sent to the E-mail address of the person that placed the
order.
• Ship To
The notification is sent to the E-mail address of the person that is receiving
the order.
• Both
The notification is sent to the E-mail address of both the person that placed
the order and the person that is receiving the order.
• None
A notification is not sent to anyone.

Streaming Orders
Blind Carbon Copy E-mail Address: (optional) Enter an E-mail address that is
Blind Carbon Copied on every E-mail notification of this type. Default is blank.
Subject: (optional) Enter the text that is displayed on the Subject line of the E-mail.
Default for the Order Processing Confirmation E-mail is Order Confirmation. Default
for Shipping Confirmation E-mail is Shipping Confirmation. The Default for the
others is blank.
Beginning Text: (optional) Enter the text that is displayed in the beginning of the E-
mail. Default for the Order Processing Confirmation E-mail is Your Order has been
accepted. Default for the Shipping Confirmation Email is Your Order has been
shipped. Default for the others is blank.
Include Order Number in Subject: (required) Select Yes to include the order
number in the Subject. Select No to not include the order number in the Subject.
Default is No.
Include Order Summary: (required) Select Yes to include an Order Summary in the
E-mail. Select No to not include an Order Summary in the E-mail. Default is Yes for
all notifications except for Backorder Notification.
Include Hyperlink: (optional) Select Yes to include a hyperlink in the E-mail that
when clicked allows the user to track the status of their order. Select No to not include
a hyperlink in the E-mail. Default is Yes for the Order Processing Confirmation and
Shipping Confirmation. Default is No for the others.
Email Importance: (optional) This allows you to change the importance of each
email that is sent. The email will then be flagged as such when it is generated. The
default is Normal. The other options are Low Importance and High Importance.
Hyperlink Text: (optional) Enter the text that is used as the Hyperlink. For example,
Click Here. Default for the Order Processing Confirmation and Shipping
Confirmation is Click here for detailed order status. Default for the others is blank.
Ending Text: (optional) Enter the text that is at the end of the E-mail. Default for the
Order Processing Confirmation and Shipping Confirmation is Thank You. Default for
the others is blank.
Test E-mail: Click this button to test the E-mail notification. The system sends a test
E-mail to the address you indicate.
Time of Day to Generate E-mail: (required) Enter time of day that the Shipping
Confirmation E-mail is generated. Default is 3:00 a.m.
Accept Condition: (required) Indicate the conditions in which to send an Accept

Confirmation. Default is Only Unapproved Orders. Accept Conditions include:
• Only Approved Orders

A notification is sent for orders that need approval. It is a way to notify the
person that placed the order, etc. that their order is on hold.

Processing Orders
• All Orders
An E-mail notification is sent when any order has been recorded in Pro-Mail.
Accepted Text: (optional) Enter the text that expresses what happens when the order
is accepted.
Send Approval E-mail: (required) Select Yes to send and Approval E-mail. Select
No to not send an Approval E-mail. Default is No.
Name: (optional) Enter the name of the person to whom the Approval Notification is
sent.
E-mail Address: (optional) Enter the E-mail address of the person who is to receive
Approval Notifications.
Approval Text: (optional) Enter the text that indicates the approval status of the
order. Default is blank.

Streaming Orders
Sample Screen
Screen Definition
Part 3:
Note: Terms that have been previously defined are not repeated.
Initial Backorder E-Mail: (optional) Select this check box to send an E-mail
notification to selected people if their order is backordered. There is a link in the E-
mail they can click to cancel the backorder.

Processing Orders
Period Backorder E-mail: (optional) Select this check box to send an E-mail
notification to selected people every X amount of days if their order is on backorder.
There is a link in the E-mail they can click to cancel the backorder.
Period Days: (optional) Enter the number of days after the initial E-mail goes out to
send a reminder E-mail to selected people notifying them that their order is still
backordered.
Carbon Copy E-mail Address: (optional) Enter the E-mail address of the person you
would like to carbon copy on all Backorder Notifications.
Order Treatment: (required) Select a choice from the drop down menu. Default is
Backorder Order. Your choices are:
• Backorder Order
When a credit card is denied, the order is backordered.
• Cancel Order
When a credit card is denied, the order is canceled.
E-mail Bill To: (optional) Select this check box to send a Denied Credit Card Order
E-mail to the person who is being billed for the order.
E-mail Ordered By: (optional) Select this check box to send a Denied Credit Card
Order E-mail to the person who placed the order.
E-mail Ship To: (optional) Select this check box to send a Denied Credit Card Order
E-mail to the person to whom the order is being shipped.
Denial Text: (optional) Enter text to indicate the denial of the order. Default is blank.
Offer Search String: (optional) Enter text to search for an offer to include in every
order that processes through the stream. For more information on search techniques
see page 6.
Offer ID: (read only) This is the identifier of the offer you added to the stream.
Description: (read only) This is the description of the offer you added to the stream.
Quantity: (required) Enter the quantity of the offer that should be added to each order
that qualifies for the stream.
Comments: (optional) Enter Comments about the Offer you added to the stream.
Do NOT Ship Alone: (optional) Select this check box to prevent “free item” that
have been added to the order by the Order Processing Stream, from shipping by
themselves when the rest of the order is backordered.
Remove Offer: (optional) Select this check box to remove the Offer you added to the
stream.

Streaming Orders
Deactivating Order Processing Streams
You can Deactivate Order Processing Streams that you no longer use. This process
removes the stream from the list and prevents it from being used for order processing.
To deactivate an Order Processing Stream:
1. From the OMS Main Menu, select Setup > Processing > Define Order
Processing Streams.
2. On the Order Processing Streams List, drill into the stream to deactivate. For more
information on this screen see the Order Processing Streams List on page 436.
3. On the Define Order Processing Stream Screen, click Deactivate. For more
information on this screen see the Define Order Processing Streams Screen Part 1
on page 425.
Sample Screen
Order Processing Streams List
Screen Definition
Stream Description: (read only) The description of the stream.
Priority: (read only) Describes the order in which the stream is processed.
Deactivate: Clicking this button deactivates the order stream.
Reactivating Order Processing Streams
You can now Reactivate Deactivated Order Processing Streams. This process adds
them back to the list and makes them available for processing orders once again.
To reactivate an Order Processing Stream:
1. From the OMS Main Menu, select Setup > Processing > Define Order
Processing Streams.
2. On the Order Processing Streams List, click Show Deactivated. For more
information on this screen see the Order Processing Streams List on page 436.
3. Drill into the Stream to Reactivate.

Processing Orders
4. On the Define Order Processing Stream Screen, click Reactivate.
Defining Client Freight Accounts
The Client Freight Account is used to bill shipments to your client’s freight account
number. Large corporations often receive discounts on freight and therefore may
require you to ship all of their packages under their freight account number. You can
accomplish this in Pro-Mail by defining Client Freight Accounts.
Client Freight Accounts associate your client’s freight account number to a specific
Freight Carrier. Once you define the Client Freight Account, you associate them to
streams. The Client Freight Account is applied to any order that passes through the
stream that contains the Fright Carrier. For example, your client has two account
numbers, one for FedEx and one for UPS. When an order is placed requesting FedEx
as the Freight Carrier the stream assigns your Client’s FedEx Freight Account number
to the order. When an order is placed requesting UPS as the Freight Carrier, the stream
assigns your Client’s UPS Freight Account number to the order. The Client Freight
Account prints on the Pick Pack Slip.
To define a Client Freight Account:
1. From the OMS Main Menu, select Setup > Processing > Define Client Freight
Accounts.
2. On the Client Freight Accounts Setup Screen - List View, click New to define a
new Client Freight Account.
—or—
On the Client Freight Accounts Setup Screen - List View, drill into a Client Freight
Account to edit it.
3. On the Define Client Freight Accounts Screen, complete the fields as needed. For
more information on this screen see the Define Client Freight Accounts Setup
Screen on page 438.
4. Click Save.

Streaming Orders
Sample Screen
Define Client Freight Accounts Setup Screen
Screen Definition
Here are the descriptions for the fields on the Define Client Freight Accounts Setup
Screen:
Description: (optional) Enter a description of the Client Freight Account. It is for

informational purposes only and can be used to help distinguish multiple freight
account numbers in one OMS.
Account Id: (optional) Enter the account number for this freight account.
Freight Carrier: (required) Select the Freight Carrier with which the Client Freight
Account is associated from the drop down menu.
Non-Resident: (optional) Check this box if the freight account belongs to a company.
Name and Address Information: (required) Enter the billing name and address
information that is associated with the Client Freight Account.
Assigning Orders to Order Processing Streams
When an order is placed it is automatically sorted into an order stream. This automatic
process takes place thanks to Microsoft Com Services. These services are

Processing Orders
programmed to look for new orders about every minute and transfer them to an order
stream.
Note: When patches that contain dlls are loaded, the Com services are stopped. If
you notice that after loading a patch your orders are not automatically
assigned to a stream, make sure your services are running.
To check the status of your services, from the OMS Main Menu, select
Utilities > Server Diagnostics > Display Service Status.The services
should be listed as RUNNING and the account should be listed as
ACTIVE.
Sometimes for testing purposes you may want to pass an order along to a stream faster
than the services do. In this case you can use a manual override to assign orders to a
stream.
To manually assign orders to a stream:
1. From the OMS Main Menu, select Processing > Streams > Assign Orders to
Order Processing Streams.
2. On the Assign Orders to Order Processing Streams Screen, click Assign Streams.
For more information on this screen see the Assign Orders to Order Processing
Streams Screen on page 439. A confirmation screen displays at the end of the
process. For more information on this screen see the Order Streaming Complete
Confirmation Screen on page 440.
Sample Screen
Assign Orders to Order Processing Streams Screen
Screen Definition
Here is the description for the field on the Assign Orders to Order Processing Streams
Screen:
Assign Streams: Click this button to assign orders to streams.

Streaming Orders
Sample Screen
Order Streaming Complete Confirmation Screen
The Order Streaming Complete Confirmation Screen displays the time the streaming
started, stopped and the number of orders that were streamed.
Processing all Unprocessed Orders
When the stream is set to process Manually, you have to navigate to the processing
screen and select the stream you want to process. Once you make your section the
orders are transmitted to the WMS.
Note: When patches that contain dlls are loaded, the Com services are stopped. If
you notice that after loading a patch your streams that are set to process
Automatically are not processing, make sure your services are running.
To check the status of your services, from the OMS Main Menu, select
Utilities > System Diagnostics > Display Service Status. The services
should be listed as RUNNING and the account should be listed as
ACTIVE.
To manually process streams:
1. From the OMS Main Menu, select Processing > Process Orders.
2. (optional) On the Order Processing Screen, drill into a line to display a list of
orders that are waiting to be processed in the stream. For more information on this
screen see the Order Processing Screen on page 441. This list displays on the
Order Processing - Order List Screen. For more information on this screen see the
Order Processing - Order List Screen on page 441.
3. On the Order Processing Screen, select the Process Now check box next to the
stream you want to process.
4. Click Process Orders.

Processing Orders
Sample Screen
Order Processing - Order List Screen
Screen Definition
Here are the definitions of the fields on the Order Processing - Order List Screen:
Note: You may drill into any line to see details about the order.
Order Date: (read only) This is the date and time the order was placed.
Reference No. (read only) This is the Reference number of the order, if any.
Ordered By: (read only) This is the name of the person that placed the order.
Company: (read only) This is the name of the Company at which the person that
placed the order works.
Status: (read only) This is the Status of the order.
Sample Screen
Order Processing Screen
Screen Definition
Here are the descriptions for the fields on the Order Processing Screen:
Note: You may drill into any line to see a list of orders that are waiting to
processes through the stream.

Streaming Orders
Stream: (read only) This is the Description of the stream.
Last Processed: (read only) This is the date and time the stream was last processed.
Next Scheduled Date: This field lists the next date the stream is scheduled to process.
Information displays in this field when the stream is set to process Set Days / Times /
Week and Hourly.
# Orders: (read only) This is the amount of orders that are in the stream waiting to be
processed.
Process Now: (required) Select the check box that is next to the stream you want to
process.
Processing Selective Orders
You have the option to select specific orders for processing. You may opt to do this
when you want inventory to be reserved for a specific order. To use this feature, the
stream through which the order you want to selectively process should be set to
process Manually.
To process selective orders:
1. From the OMS Main Menu, select Processing > Selective Processing > Process
Selective Orders.
2. On the Order Processing Screen - Selective Orders, select the check box next to
either Select Orders, Select Products or Exclude Products to search for an order to
process. For detailed information on search techniques see page 6.
3. Click Search.
4. The order you selected to process displays at the bottom of the Order Processing
Screen - Selective Orders.

Processing Orders
Sample Screen
Order Processing Screen - Selective Orders
Screen Definition
Here are the descriptions for the fields on the Order Processing Screen -Selective
Orders:
Selection Options: Select one of the following options to search for an order to
process:
• Select Orders
This option allows you to search for a specific order to process.
• Select Products
This option allows you to search for orders that contain a specific product.
• Exclude Products
This option allows you to process all unprocessed orders that do not contain
the products you have selected to exclude. Orders that contain the product you
have chosen to exclude from order processing, remain in an Unprocessed
state. This means that no shipping orders at all are generated for the order and
it is not placed on backorder.
Processing Order: Select one of the following options to process your orders:
• Oldest First
This option processes the orders you select from oldest to newest.
• Newest First
This option processes the orders you select from newest to oldest.
Order ID: (read only) This is the ID of the order you selected to process.
Order Date: (read only) This is the date the order you selected was placed.
Process Orders: Click this button to process the orders you selected.

Manually Approving Orders
There may be times when your client wants to approve certain orders before they are
sent to the warehouse to be fulfilled. They may want to do this when inventory for a
product is low; or to closely monitor items that are ordered.
You can allow users to place orders that exceed budget and offer restriction limits.
Orders that exceed the limits must always be manually approved before they can be
transmitted to the WMS for processing. When a user orders more than their limits
allow, they receive a message during order entry stating that their entire order will be
placed on hold for approval.
You can set stream settings to Manual Approval. This means that all orders that pass
through the stream must be approved. For more information on how to define / edit
streams see Defining / Editing Order Processing Streams on page 424.
Once an order has been streamed, and designated as requiring manual approval, it
must be approved, cancelled, or adjusted by a designated representative before it can
be transmitted to the warehouse. The designated representative receives an E-mail
notification indicating that an order is waiting for approval. The designated
representative can then click a link in the E-mail to approve that specific order, or log
into the OMS to approve many orders with an unapproved status.
Note: All of the information that was entered for the order during order entry
displays on the Order Approval Screen.
Section Topics
• Approving Unapproved Orders Via E-Mail on page 444

• Approving Unapproved Orders through the OMS on page 448
Approving Unapproved Orders Via E-Mail
When an order that requires approval is entered into the OMS an E-mail is generated
(based on your settings) indicating that the order is waiting for approval. The E-mail
recipient can click the link provided in the E-mail to start the approval process.
To approve an unapproved order from an E-mail:
1. Open the Approval E-mail notification. For more information on this E-mail see
Order Approval E-mail on page 445.

Processing Orders
2. Click the approval link in the E-mail.

3. On the OMS Log in Screen, enter your User Name and Password, if prompted.
4. On the Order Inquiry Screen review the order. For more information on this screen
see the Order Inquiry Screen on page 446.
5. Click Approve as Is to submit the order without making any changes to it.
—or—
Click Approve Limit to submit the order based on order limits you have
established.
—or—
Click Reject to cancel the order.
—or—
Click Skip to review the order at a later time.
—or—
Click Adjust to make changes to the order.
a. Adjust the order as necessary. For more information on adjusting orders see
Adjusting / Canceling Orders on page 409.
b. Click Submit Change.
Sample Screen
Order Approval E-mail
This is a sample Order Approval E-mail. Yours may look different based on the
settings you chose in the Define Order Processing Stream Screen.

Sample Screen
Order Inquiry Screen
Screen Definition
Upload Date: (read only) This is the date the order was uploaded. The Upload Date
field will not display if the order was not uploaded.
than one Status. Unapproved Orders will have an UNPROCESSED status.
Ordered By: (read only) This is the name and address information for the person that
placed the order.
Order Summary Box: (read only) This information in this section describes the
Offers that were ordered.

Processing Orders
Qty Ordered: (read only) This is the amount of orders that were ordered.
Unit Price: (read only) This is the cost of the offer if any.
Handling that is setup in the Offer, if any.
Tax: (read only) This is the total tax for the order, if any.
Handling: (read only) This is the total Special Shipping and Handling charges.
card is charged.
Bill of Materials Box: (read only) This section contains a list of the individual
products to ship.
The Product ID may be printed on the item or may just be the number that is used
when referring to an item.
Order Quantity: (read only) The quantity of the product to be shipped.
Reserved Quantity: (read only) The quantity of the product that is being held for the
order.
Marked Quantity: (read only) The quantity of the product that is being held from a
specific location in the warehouse for the order.
Pulled Quantity: (read only) The quantity of the product that has already been picked
for the order.
Backorder Quantity: (read only) The quantity of the product that is on Backorder.
Canceled Quantity: (read only) The quantity of the product that has been cancelled.
Offer Details box: (read only) The Offer Details box lists the specifics of the order.
ID: (read only) This is the Offer ID that was ordered.
Description: (read only) This is the description of the offer that was ordered.

Qty Available: (read only) This is the quantity of the offer that is available to be
ordered.
Qty Ordered: (read only) This is the amount of the offer that was ordered for this
order.
Qty Cancelled: (read only) This is the quantity of the order that was cancelled.
Approve as Is: Click this button to approve the order.
Approve Limit: Click this button to approve the order based on the pre-defined
limits.
Reject: Click this button to cancel the order.
Skip: Click this button to skip the order. You can approve skipped orders at a later
time.
Adjust: Click this button to make adjustments to the order.
Approving Unapproved Orders through the OMS
The person designated to approve orders can log into the OMS at any time to approve
orders. They do not have to click the approval link in the E-mail in order to approve
orders.
To approve unapproved orders through the OMS not an E-mail link:
1. From the OMS Main Menu, select Orders > Approve Unapproved Orders.
2. On the Approve Orders Screen, search for an order to approve. For more
information on this screen see the Approve Orders Screen on page 449. For more
3. On the Approve Orders Screen, click Approve as Is to submit the order without
making any changes to it. For more information on this screen see the Order
Inquiry Screen on page 446.
—or—
On the Approve Orders Screen, click Approve Limit to submit the order based on
order limits you have established. For more information on this screen see the
Order Inquiry Screen on page 446.
—or—
On the Approve Orders Screen, click Partial Release to release orders at the Line
Item level. A line item may be released for the total amount of less than the total
quantity ordered. If a lien item is released for any less than the ordered quantity,
the remaining balance will be cancelled. Any line items that are not initially

Processing Orders
released will remain on hold and can be released later. For more information on
this screen see the Order Inquiry Screen on page 446.
—or—
On the Approve Orders Screen, click Reject to cancel the order. For more
information on this screen see the Order Inquiry Screen on page 446.
—or—
On the Approve Orders Screen, click Skip to review the order at a later time and
move on to the next order that needs approval. For more information on this screen
—or—
Click Adjust to make changes to the order. For more information on this screen
a. On the Adjust / Cancel Order Screen, adjust the order as necessary. For
more information on adjusting orders see Adjusting / Canceling Orders on
page 409. For more information on this screen see the Adjust Cancel Order
on page 410.
b. Click Submit Change.
Sample Screen
Approve Orders Screen
Screen Definition
Here are the descriptions for the fields on the Approve Orders Screen:
Stream: Select a stream for which you would like to approve orders from the drop
down menu.
Order Types: Select the type of order you would like to approve. You choices are All
Orders, Only New Orders or Only Previously Skipped Orders. Default is All Orders.

Check Orders
Check Orders
The OMS can process orders that are paid for using a check. The check payment type
is not meant to be used over the Web. It is meant to be used for orders received
through the mail. The operator who enters the order into the OMS can enter the check
information at that time.
Check orders can be held for N days to make sure the check clears before the order is
fulfilled. Check orders have to be manually released.
Section Topics
• Release Orders Paid by Check on page 450
Release Orders Paid by Check
Orders paid for by check must be manually released. Only the orders whose check
holds have expired can be released.
To release orders paid by check:
1. From the OMS Main Menu, select Processing > Selective Processing > Release
Orders Paid by Check for Order Processing.
2. On the Order Releasing Screen, click Process Orders. For more information on
this screen see the Order Releasing Screen on page 450. You do not receive a
confirmation screen.
Sample Screen
Order Releasing Screen

Processing Orders
Screen Definition
Here is a description of the field on the Order Releasing Screen:
Process Orders: Click this button to release orders whose check holds have expired.

Backorders
Backorders
Backorders occur when there is not enough inventory in the OMS to fill part or all of
an order. The OMS handles backorders based on settings set up in the stream. The
WMS has no knowledge of backorder quantities.
Backorder processing is a manual function. This idea is based on the premise that
backorders should be processed once it is known that all incoming shipments have
arrived for that day. When you process backorders the OMS examines the products in
each order. If there are sufficient quantities available, a shipping order is generated
(based on your backorder settings). This strategy helps to minimize package and
shipping costs.
You can select to process all backorders at one time, process specific backorders at
one time, or to cancel orders for specific products that are on backorder.
Section Topics
• Processing all Backorders on page 452

• Processing Selective Backorders on page 453
• Canceling Backorders for a Specific Product on page 454
Processing all Backorders
Processing all backorders allows the system to examine products in each backorder to
determine if there is sufficient stock to generate a shipping order.
To process all backorders:
1. From the OMS Menu, choose Processing > Process B/O.

2. On the Backorder Processing Screen, select the Process Now check box next to
the streams your want to process. If you wish to prioritize which streams to process
first you must process one stream at a time.

Processing Orders
Sample Screen
Backorder Processing Screen
Screen Definition
Here are the descriptions for the fields on the Backorder Processing Screen:
Note: You may drill into any line to see a list of orders that are waiting to
processes through the stream.
Stream: (read only) This is the Description of the stream.
Last Processed: (read only) This is the date and time the stream was last processed.
Next Scheduled Date: This field lists the next date the stream is scheduled to process.
Information displays in this field when the stream is set to process Set Days / Times /
Week and Hourly.
# Orders: (read only) This is the amount of orders that are in the stream waiting to be
processed.
Process Now: (required) Select the check box that is next to the stream you want to
process.
Processing Selective Backorders
You have the option to select specific Backorders for processing. You may opt to do
this when you want inventory to be reserved for a specific order.
To process selective backorders:
1. From the OMS Menu, choose Processing > Selective Processing > Process
Selective Backorders.
2. On the Selective Backorder Processing Screen, select the check box next to Select
Orders, Select Products or Exclude Products to search for an order to process. For
detailed information on search techniques see page 6.
3. Click Search.
4. The order you selected to process displays at the bottom of the Selective Backorder
Processing Screen.

Backorders
5. You have the option to override the current shipping method (by freight code) of a
backorder. If you wish to override the Freight, select the new freight code.
6. Click Process Back Orders.
Sample Screen
Selective Backorder Processing Screen
Screen Definition
For descriptions of the other fields on the Selective Backorder Processing Screen see
Order Processing Screen - Selective Orders on page 443.
Process Backorders: Click this button to process the Backorders you have selected.
Canceling Backorders for a Specific Product
The Cancel Backorder for a Specific Product feature allows you to cancel backordered
products from one or more orders. It does not, however, cancel backordered products
in kits.
To cancel backorders for a specific product:
1. From the OMS Main Menu, select Processing > Selective Processing > Cancel
Backorders For a Product.
2. On the Product Lookup screen, search for a backordered product to cancel. For
more information on search techniques see page 6.
3. On the Cancel Backorders Screen, select one of the two options. The default is
“All Backorders”. For more information on this screen see the Cancel Backorders
Screen on page 455. Options include:
• All Backorders
This option cancels the product from all backorders.

Processing Orders
• Selected Backorders
This option cancels the product from backorders that you specify.
4. If you selected Selected Backorders, click Search and search for the backorders
from which to cancel the product.
5. Click Cancel Now. A confirmation screen displays.
Sample Screen
Cancel Backorders Screen
Screen Definition
Here are the descriptions for the fields on the Cancel Backorders Screen:
Part Number: (read only) This is the Product ID.
Description: (read only) This is the Product Description.
Unique ID: (read only) A unique product identifier assigned by the system.
Reserved: (read only) The amount of the product that is reserved for orders.
assemblies, etc.
Expected: (read only) This is the amount of the product that is expected to arrive at
the warehouse.
On Order: (read only) This is the amount of the product that is on order.
Backordered: (read only) This is the amount of the product that is backordered.

Backorders
Options: (required) Select either All Backorders to cancel the product from all
backorders, or select Selected Backorders to cancel the product from backorders that
you specify.
Cancel Now: Click this button to cancel the backordered product from orders.

Processing Orders
Drop Ship Offers
When Drop Ship Offers are ordered, the system must transmit the order to the
supplier. This is accomplished via Interactive XML or via E-mail.
Section Topics
• Generate XML Batch File for Drop Ship Orders on page 457
• Process XML Shipping Batch File for Drop Ship on page 458
• Manually Record XML Drop Ship Shipping on page 459
• Updating the Status of Drop Shipped Orders on page 461
Generate XML Batch File for Drop Ship Orders
Drop Ship Offers must be transmitted to the supplier either through Interactive XML
or E-mail. The file is written to the directory you specified when you set up your
supplier. For more information on setting up Drop Ship Suppliers see Defining
Supplier Setup on page 171.
To transmit Drop Ship Offers to the supplier:
1. From the OMS Main Menu, select Processing > Drop Ship > Generate XML
Batch File.
2. On the Message Shipping Orders Screen, select the supplier for which you would
like to transmit orders by selecting the TRANSMIT check box. For more
information on this screen see the Message Shipping Orders Screen on page 457.
3. Click Submit to generate the file. A confirmation screen is displayed. For more
information on this screen see the Message Shipping Orders Screen on page 457.
Sample Screen
Message Shipping Orders Screen
Screen Definition
Here are the descriptions for the fields on the Message Shipping Orders Screen:

Drop Ship Offers
Batches to Message: (read only) This is the number of batches that need to be
transmitted to the supplier.
Shipping Orders to Message: (read only) This is the number of shipping orders that
need to be transmitted to the supplier.
Sample Screen
Message Shipping Orders - Drop Ship Confirmation Screen
This is the Confirmation Screen that confirms the orders were transmitted to the
supplier.
Process XML Shipping Batch File for Drop Ship
When your Drop Ship Supplier sends you back an XML Shipping Batch file, you can
update the Shipping Order with the shipping information.
To process XML Shipping Batch File for Drop Ship:
1. From the OMS Main Menu, select Processing > Drop Ship > Process XML
Shipping Batch File.
2. On the WinBook File Import Screen, click Browse. For more information on this
screen see the WinBook File Import Screen on page 458. A list of files located in
the directory displays.
3. Select a file to upload.
4. On the WinBook File Import Screen, click Upload.
Sample Screen
WinBook File Import Screen
Screen Definition
Here are the descriptions for the fields on the WinBook File Import Screen:

Processing Orders
Directory Name or Path: (required) Enter the name or path to the directory that
contains the file you want to upload.
Location File Name: (required) Enter the name of the file you want to upload. If you
click Browse to search for the file, its name automatically populates.
Process XML Cancel File
When your Drop Ship Supplier sends you back an XML Cancel file, you can update
the system with the information. This will cancel out the Drop Ship Order from the
system.
To process XML Cancel File for Drop Ship:
1. From the OMS Main Menu, select Processing > Drop Ship > Process XML
Cancel File.
2. On the File Import Screen, click Browse. For more information on this screen see
the WinBook File Import Screen on page 458. A list of files located in the
directory displays.
3. Select a file to upload.
4. On the WinBook File Import Screen, click Upload.
Manually Record XML Drop Ship Shipping
When you are using E-mails to transfer Drop Ship orders to your supplier they may
send you an E-mail containing shipping information once the orders have been
shipped. You can use the Manually Record XML Drop Ship Shipping feature to
manually update the Shipping Orders with this shipping information.
To manually record XML Drop Ship Shipping:
1. From the OMS Main Menu, select Processing > Drop Ship > Manually Record
Drop Ship Shipping.
2. On the Ship Pack Lookup Screen, search for a Drop Ship order for which to record
shipping information. For more information on search techniques see page 6.
3. On the Manual Drop Ship Screen, complete the information as necessary. For more
information on this screen, see the Manual Drop Ship Screen on page 460.
4. Click Submit. You do not receive a confirmation screen.

Drop Ship Offers
Sample Screen
Manual Drop Ship Screen
Screen Definition
Here are the definitions of the fields on the Manual Drop Ship Screen:
Ship To: (read only) The name and address information of the person who is
Date Shipped: (required) Enter the date the order was shipped. Default is the current
date.
Time Shipped: (required) Enter the time the order was shipped. Default is the current
time.
Order ID: (read only) This is the ID of the order for which you are recording
shipping information.
Ship Order ID: (read only) This is the ID of the Ship Order for which you are
recording shipping information.
Package Weight: (required) Enter the weight of the package you are shipping.
Actual Freight: (optional) Enter your shipping costs to ship the package (this
includes your discounts).
Addl. Charges: (optional) Enter any of your additional shipping costs.
Pub Freight: (optional) Enter the published shipping costs.
Pub Additional: (optional) Enter any additional charges you need to add to the
published costs.
Freight Carrier: (required) Select a Freight Carrier from the drop down list.
Freight Service: (required) Select a Freight Service from the drop down list.

Processing Orders
Package Type: (required) Select a Package Type from the drop down menu.
Tracking ID: (optional) Enter an identifier to track the package.
Pickup ID: (optional) Enter an identifier to be used when picking up the package.
Ordered Quantity: (read only) The quantity of the Drop Ship Offer that was ordered.
Description: (read only) This is the description of the Drop Ship Offer that was
ordered.
Serial Number: (optional) Enter a Serial Number used to track the Drop Ship Offer.
This is most commonly used with products such as computer software CDs that have
unique Serial Numbers for each CD.
Another Package: Click this button to record information for another package, if the
order required more than one package to ship it in its entirety.
Add Serial Numbers: Click this button to record a Serial Number. This button only
displays if you have not recorded a Serial Number.
Remove Serial Numbers: Click this button to remove the Serial Number Tracking
option. This button only displays when you have indicated a Serial Number.
Updating the Status of Drop Shipped Orders
You can update the Status of Drop Ship Orders to Completed without entering the
shipping information.
To update the Status of Drop Shipped Orders without entering shipping info:
1. From the OMS Main Menu, select Processing > Drop Ship > Bulk Ship Drop
Shipped Orders.For more information on this screen see the Bulk Ship Drop
Shipped Orders Screen on page 462.
2. On the Bulk Ship Drop Shipped Orders Screen, select the check box next to the
supplier to whom you sent the orders you want to update.
3. Click Submit. A confirmation message displays.

Drop Ship Offers
Sample Screen
Bulk Ship Drop Shipped Orders Screen
Screen Definition
Here are the descriptions for the fields on the Bulk Ship Drop Shipped Orders Screen:
Supplier Name: (read only) The name of your supplier.
Account No: (read only) Your supplier’s account number.
Reference: (read only) A reference number for your supplier.
# Unshipped: (read only) The number of unshipped Drop Ship Orders for the
Supplier.
Select All: (optional) Select this check box to select the check boxes on every line.

Processing Orders
Credit Card Orders
Credit card authorization can be communicated to an authorization center such as

PayPal automatically. You can also authorize credit cards manually though an outside
system and input this information into the OMS. For more information on this topic
see Merchandise Fulfillment on page 619.
When you choose to authorize credit cards manually outside of Pro-Mail the order is
not transmitted to the WMS until you have to recorded the authorization information
and released the order.
Section Topics
• Manual Credit Card Validation on page 463

• Release Manually Approved Credit Cards on page 465
• Adjust Bad Credit Orders on page 466
• Credit Card Exemption Processing on page 468
• View Order Payment Information on page 472
Manual Credit Card Validation
When you authorize credit cards manually outside of Pro-Mail you have to enter the
validation information into the OMS.
To enter credit card validation information into the OMS:
1. From the OMS Main Menu, select Processing > Merchandise > Manual Credit
Card Validation.
2. On the Manual Credit Card Processing Screen, enter an approval code into the
Approval Code field if applicable. For more information on this screen see the
Manual Credit Card Processing Screen on page 464.
3. Click Approve to approve the order.
—or—
Click Denied to indicate the credit card was denied.
—or—
Click Skip to approve the order at a later time and review more orders.
Note: You do not get a confirmation screen.

Credit Card Orders
Sample Screen
Manual Credit Card Processing Screen
Screen Definition
Here are the descriptions for the fields on the Manual Credit Card Processing Screen:
Order Date: (read only) This is the date and time the order was placed.
Upload Date: (read only) This is the date the order was uploaded. This field only
displays if the order was uploaded.
than one Status. Status types include:
• Processed
This means that the order has been streamed in the OMS.
• Pending
This means that the order has been transmitted to the WMS.
• Unprocessed
This means that the order has not been streamed by the OMS.
• Cancelled
This means that the entire order or part of the order has been canceled.
• Backordered
This means that the entire order or part of the order has been backordered.
• Shipped
This means that the entire order or part of the order has been shipped.
• Complete
This means that the order has been completely shipped or canceled.
Ordered By: (read only) This is the name and address information for the person that
placed the order.

Processing Orders
Billing Total: This is the total cost of the order.
Payment Type: (read only) This is the description of the payment method as set up in
the Define Methods of Payment for Merchandise Orders Screen.
Merchant ID: (read only) This is the Merchant ID as set up in the Define Methods of
Payment for Merchandise Orders Screen.
Credit Card #: (read only) This is the credit card number that was used to place the
order.
Expiration Date: (read only) This is the expiration date of the credit card that was
used to place the order.
Approval Code: (optional) Enter the approval code for the credit card authorization.
Shipping Order: (read only) This is the shipping order number that was generated for
the order.
Date / Time Created: (read only) This is the date and time the shipping order was
created.
Merchandise Total: (read only) This is the total cost of the merchandise that was
ordered.
Shipping and Handling: (read only) This is the total cost of the shipping and
handling for the order.
Tax: (read only) This is the total amount of tax that was charged on the order.
Release Manually Approved Credit Cards
Once credit cards have been manually approved they need to be transmitted to the
WMS. Your services should transmit these orders automatically. In the case where
you have to transmit them to the WMS manually, follow the steps below.
To release manually approved credit cards:
1. From the OMS Main Menu, select Processing > Selective Processing > Release
Manually Approved Credit Card Orders.
2. On the Message Shipping Order Screen click Submit. For more information on
this screen see the Message Shipping Orders Screen on page 466. A confirmation

Credit Card Orders
screen is displayed at the end of the process. For more information on this screen
see the Message Shipping Order Confirmation Screen on page 466.
Sample Screen
Message Shipping Orders Screen
Screen Definition
Here are the descriptions for the fields on the Message Shipping Orders Screen:
Batches to Message: (read only) This is the number of batches of order that are
waiting to be transmitted to the WMS.
Shipping Orders to Message: (read only) This is the number of Shipping Orders that
are waiting to be messaged to the WMS.
Sample Screen
Message Shipping Order Confirmation Screen
This screen confirms that the transaction is complete.
Adjust Bad Credit Orders
You may upload a batch of orders from a file that contains bad credit card
information. There is an option in the system to automatically cancel orders with bad
credit card information. You also have the option of not canceling the orders. When
this happens you have to obtain correct information before the order can be processed.
Then you must adjust the credit card information as necessary.
The Adjust Bad Credit Card Orders feature allows you to change the Credit Card
Type, Credit Card Number and Credit Card Expiration Date.

Processing Orders
To adjust bad credit orders:
1. From the OMS Main Menu, select Processing > Merchandise > Adjust Bad
Credit Orders.
2. On the Adjust Bad Credit Orders Screen, make the necessary changes.
3. Click Submit Changes to complete the transaction. For more information on this
screen see the Adjust Bad Credit Orders Screen on page 467.
—or—
Click Skip to Next to adjust the credit card information at a later time and to
review other bad credit orders.
Sample Screen
Adjust Bad Credit Orders Screen
Screen Definition
Here are the descriptions for the fields on the Adjust Bad Credit Orders Screen:
Order ID: (read only) This is the ID of the Order.
Status: (read only) This is the status of the order.
Stream ID: (read only) This is the ID of the stream through which the order was
processed.
Bill To Info: (read only) This is the name and address information of the person who
is paying for the order.
Card Type: (required) Confirm or change the credit card type from the drop down
menu.
Card Number: (required) Confirm or change the credit card number listed in this
field.

Credit Card Orders
Card Expiration: (required) Confirm or change the credit card expiration date listed
in this field.
Submit Changes: Click this button to save the changes you made.
Skip to Next: Click this button to skip to the next record without saving changes to
the current record.
Search: Click this button to search for bad credit card orders that are on backorder.
Backorder Processing: Click this button to process all backorders. For more
information on backorder processing see the Processing all Backorders on page 452.
Error Log: (read only) This is a list of the date the credit card was denied and the
reason why.
Credit Card Exemption Processing
The Credit Card Exemption Processing feature allows you to re-submit credit card
orders that did not initially authorize. Bad credit card orders are typically a result of
Batch uploads and backorder processing. This feature should be used once you have
adjusted the bad credit card orders through the Adjust Bad Credit Card Orders menu.
To re-send credit card information for authorization:
1. From the OMS Main Menu, select Orders > Utilities > Credit Card Exception
Processing.
2. On the Credit Card Exemption Processing Screen, search for an order for which to
send credit card information for authorization. For more information on search
3. Click Re-Try to re-send the information to the credit card processing company.
—or—
Click Cancel Order to cancel the order.
—or—
Click Skip to review other orders whose credit card information needs to be re-
sent, without sending the credit card for the current order for re-authorization.
—or—
Click Adjust Order to make changes to the Order.
a. On the Adjust / Cancel Order Screen, change the information as necessary.
For more information on this screen see Adjusting / Canceling Orders on
page 409.
b. Click Submit Changes.
—or—

Processing Orders
Click Adjust Payment Info to change information about the credit card.
a. On the Manual Credit Card Processing Screen, change the information as
appropriate. For more information on this screen see the Manual Credit
Card Processing Screen on page 470.
b. Click Next.
c. On the Credit Card Exemption Processing Screen, click Re-Try.
Sample Screen
Credit Card Exemption Processing Screen
Screen Definition
Here are the descriptions for the fields on the Credit Card Exemption Processing
Screen:
Ordered By: (read only) This is the name and address information of the person who
placed the order.
Ship To: (read only) This is the name and address information of the person who is

Credit Card Orders
Handling that is set up in the Offer, if any.
Special Handling: (read only) This is the total of any Special Shipping and Handling
charges.
card is charged.
Re-Try: Click this button to send the credit card information again for authorization.
Cancel Order: Click this button to cancel the order.
Skip: Click this button to skip this order and review other orders whose credit was not
authorized.
Adjust Order: Click this button to adjust the order. You are brought to the Adjust /
Cancel Order Screen where you can change the information as necessary. For more
information on this screen see Adjusting / Canceling Orders on page 409.
Adjust Payment Info: Click this button to adjust the payment information for the
order. You are brought to the Manual Credit Card Processing Screen where you can
change the information as appropriate. For more information on this screen see the
Manual Credit Card Processing Screen on page 470.
Manual Credit Card Processing
Manual Credit Card Processing Screen

Processing Orders
Here are the descriptions for the fields on the Manual Credit Card Processing Screen:
Ordered By: (read only) This is the name and address information of the person who
placed the order.
Ship To: (read only) This is the name and address information of the person who is
Handling that is set up in the Offer, if any.
charges.
card is charged.
Card Type: (required) Confirm or change the credit card type from the drop down
menu.
field.
in this field.

Credit Card Orders
Next: Click this button to continue the Manual Credit Card Processing process.
View Order Payment Information
This is an Administrative feature that allows you to review payment information for
an order and change it as necessary. This screen is only available for the highest level
system users.
To view order payment information:
1. From the OMS Main Menu, select Processing > Merchandise > View Order
Payment Information.
2. On the Order Inquiry Screen, search for an order for which to view the payment
information. For more information on search techniques see page 6.The screen
expands. For more information on this screen see the Order Inquiry - View Order
Payment Information Screen on page 472.
3. Review the payment information.
4. Change the payment information as necessary.
5. Click Submit.
Sample Screen
Order Inquiry - View Order Payment Information Screen
Screen Definition

Processing Orders
Order Date: (read only) This is the date the order was placed or uploaded.
Ordered By: (read only) This is the name and address information of the person that
placed the order.
Shipped To: (read only) This is the name and address information of the person to
which the order is being shipped.
Shipping & Handling: (read only) This is the cost of the Shipping and Handling that
is set up in the Offer, if any.
charges.
card is charged.
Modify Billing Info: (required) Select Yes to modify the billing information. Select
No to keep the billing information the same.
Payment Type: (required) Confirm or change the credit card type from the drop down
menu.
field.
in this field.
Comments: (optional) Enter any comments as necessary.

Credit Card Orders

Chapter 12
Working With Additional Data
Entry Fields
Sometimes your client may want you to collect additional information from the people
that are placing orders. This information may be collected using additional data entry
fields in the Order Management System (OMS) and reported back to your client.
There are three types of additional data entry fields available to meet your needs. They
include Person Specific Variable information, Order Specific Variable information
and Product Specific Variable Information fields.
Person Specific Variable Information Fields are used to collect information about the
person placing the order such as eye color and hair color. Order Specific Variable
Information fields are used to capture information about the order itself, such as a
check box the person placing the order can select if they want to receive more
information on special offers. Product Specific Variable Information Fields are used
to indicate specific information about a product.
Chapter Topics
• Person Specific Variable Information on page 476

• Order Specific Variable Fields on page 479
• Product Specific Variable Fields on page 483

Person Specific Variable Information
Person Specific Variable Information fields are used to collect information about the
person that is placing the order. Information your client may want you to collect may
vary according to the type of products you fulfill. Examples may include eye color,
birthday, or favorite vacation destination.
Using Person Specific Variable Information fields is a two-step process.
To use Person Specific Variable Information fields:
1. Create the Person Specific Variable Information fields. For more information on
this topic see Creating Person Specific Variable Information Fields on page 476.
2. Assign Person Specific Variable Fields to the Address Profile. For more
information on this topic see Assigning Person Specific Variable Information
Fields on page 477.
Section Topics
• Creating Person Specific Variable Information Fields on page 476

• Assigning Person Specific Variable Information Fields on page 477
• Reporting on page 478
Creating Person Specific Variable Information Fields
The first step in using Person Specific Variable Information Fields is to create them.
To create Person Specific Variable Information fields:
1. From the OMS Main Menu, select Setup > Views/Access > Define Person
Specific Variable Information Fields.
2. On the Variable Setup for Person Screen, enter the number of Variable Fields you
are creating in the # of Variable Fields field.
4. Enter the name of the Variable Field in the Field Name field. For more information
on this screen see the Variable Setup for Person Screen on page 477.
5. Select a Data Type from the Data Type drop down menu. If you choose Drop
Down List, an additional drop down menu opens from which you can create a new
Drop Down List or select an existing one.

Working With Additional Data Entry Fields
6. (optional) Re-sequence the order of the variables if necessary.

7. Click Submit.
Sample Screen
Variable Setup for Person Screen
Screen Definition
Here are the descriptions for the fields on the Variable Setup for Person Screen:
Field Name: (required) Enter the name of the Person Specific Variable Field.
Display Text: (optional) Enter text into this field that displays during order entry and
order inquiry. An infinite number of keystrokes can be entered into this field.
Data Type: (required) Select a Data Type from the drop down menu. Your choices
include: Normal, Date, Money, Yes / No, Check box, Numeric, or Drop Down List.
Default is Normal. If you choose Drop Down List, an additional drop down menu
opens from which you can create a new Drop Down List or select an existing one.
Drop List: (optional) Create a new Drop Down List or select an existing one from the
drop down menu. This field displays only when the Data Type Drop Down List is
selected. This information is stored in the Mailer Record.
Max Length: (optional) For data entry fields, enter the maximum number of
characters allowed in this field.
Delete: (optional) Check this box to delete the variable field. After you’ve checked
the box, hit Submit.
Assigning Person Specific Variable Information Fields
The last step in using Person Specific Variable Information Fields is to assign them to
an Address Profile.

To assign Person Specific Variable Information Fields to an Address Profile:
1. Follow the instructions on creating an Address Profile in the section View Address
Profiles on page 290.
Note: Be sure to indicate to capture the Person Specific Variable

Information Fields you created.
2. Assign the Address Profile to a View or Additional View. For more information on
this topic see Assigning Address Profiles on page 294.
Reporting
Person Specific Variable Fields may be pulled from the OMS by using the Name and
Address Listing Data Sheet. You may use the information on this report to create your
own custom report to give to your client.

Order Specific Variable Fields
Variable Order Fields consist of customizable fields that you define to capture
additional information about an order. Using Order Specific Variable Fields is a two-
step process.
To use Order Specific Variable Fields:
1. Define the Variable. For more information on this topic see Defining Order
Specific Variable Fields on page 479.
2. Associate the Variable with a View. For more information on this topic see
Associating Order Specific Variable Fields on page 481.
Section Topics
• Defining Order Specific Variable Fields on page 479

• Associating Order Specific Variable Fields on page 481
• Grouping Order Variable Fields on page 482
Defining Order Specific Variable Fields
There is no limit to the number of Order Specific Variable Fields you may define in an
OMS.
To define Order Specific Variable Fields:
1. From the OMS Main Menu, select Orders > Utilities > Order Variables.
2. Click Add.
3. In the Field Name box, enter the name of the Order Variable Field. For more
information on this screen see the Variable Setup for Orders Screen on page 480.
4. Enter the text to display for this field in the Order Entry screen.
5. Select a Data Type from the Field Type drop down menu. If you choose Drop
Drop Down List or select an existing one. If you choose Yes/No or Drop Down
List, you’ll have the option to specify an offer to include in the order when specific
options are selected.
6. Submit the entry.

Sample Screen
Variable Setup for Orders Screen
Screen Definition
Here are the descriptions for the fields on the Variable Setup for Orders Screen:
Field Name: (required) Enter the name of the Order Specific Variable Field.
Display Text: (optional) Enter text into this field that displays during order entry and
order inquiry. An infinite number of keystrokes can be entered into this field.
FieldType: (required) Select a Data Type from the drop down menu. Your choices
include: Normal, Date, Money, Yes / No, Check box, Numeric, Numeric (no
commas), or Drop Down List. Default is Normal. If you choose Drop Down List, an
additional drop down menu opens from which you can create a new Drop Down List
or select an existing one. If you choose Yes/No or Drop Down List, you’ll have the
option to specify an offer to include in the order when specific options are selected.
Note: You can specify the order in which the drop down items display during
order entry by using a Sort Key. If you do not specify a Sort Key, Order
Variables are sorted alphabetically.
Default Value: (optional) Depending on your Field Type, you may have the option to
specify the default value for this field.
Delete: (optional) Not part of the initial field set up, this field is used later should you
want to deactivate this variable field.
Offers Included: (optional) If you selected Drop Down List or Yes/No as the Data
Type, you have the option of including an offer with the order. Beside the applicable

‘answer’, search the offer id. Specify the quantity to include. Check the “Don’t Ship
Alone” checkbox if you do not want the offer to ship by itself when all other ordered
inventory is out of stock.
Associating Order Specific Variable Fields
Once you have defined Order Specific Variable Fields you must indicate which Views
should be used to collect the information.
To associate Order Specific Variable Fields:
1. From the OMS Main Menu, select Setup > View/Access > Define Default View
Settings.
—or—
Views.
2. Select an Additional View for editing.
—or—
Click New to Define an Additional View. For more information on defining
Additional Views see Define Additional Views on page 241.
—or—
Stay on the Define Default View Settings Screen.
3. Click the Optional Order Fields Tab.
4. Select the Capture and / or Required check boxes next to the Order Variables you
want to include in the View.
5. Click Save.
Sample Screen
Optional Order Fields Tab - Variable Fields Indicated Screen
For descriptions of the fields on the Optional Order Fields Tab - Variable Fields
Indicated Screen see Optional Order Fields Tab on page 266.

Reporting
Order Specific Variable Fields may be pulled from the OMS by using the Orders
Entered By Response Data Sheet. You may use the information on this report to create
your own custom report to give to your client.
Grouping Order Variable Fields
Order Variable fields may be grouped together on the Order Entry Screen. A border
displays around the grouped fields and the heading you specify displays above them.
To group Order Variable fields together on the Order Entry Screen:

2. Select either Define Default View Settings, or Define Additional Views.
3. Click the Optional Order Fields tab.
4. In the Variable Order Information Section, select the “Start Group” box and
indicate the header to be displayed for that group.
5. Click Save.

Product Specific Variable Fields
Product Specific Variable Fields are used to collect additional information about a
Product. Using Product Specific Variable Fields is a two-step process.
To use Product Specific Variable Fields:
1. Define the Product Specific Variable Field. For more information on this topic see
Defining Product Specific Variable Fields on page 483.
2. Complete the Product Specific Variable Field in the Product Setup. For more
information on this topic see Completing Product Specific Variable Fields on
page 485.
Section Topics
• Defining Product Specific Variable Fields on page 483

• Completing Product Specific Variable Fields on page 485
Defining Product Specific Variable Fields
There is no limit to the number of Product Specific Variable Fields you may define for
an owner.
To define Product Specific Variable Fields:
1. From the OMS Main Menu, select Inventory > Maintenance > Product Specific
Variable Information fields.
2. On the Define Product Specific Variable Information - Choose Owner Screen,
select an Owner to associate with the Product Specific Variable Field.
3. On the Variable Setup for PRDUCT Screen, enter the number of Variable Fields
you are creating into the # of Variable Fields field.
5. Enter the name of the Variable Field into the Field Name field. For more
information on this screen see the Define Product Specific Variable Information -
Choose Owner Screen on page 484.
6. Select a Data Type from the Data Type drop down menu. If you choose Drop
Drop Down List or select an existing one.


8. Click Submit.
Sample Screen
Define Product Specific Variable Information - Choose Owner Screen
Screen Definition
Here are the descriptions for the fields on the Define Product Specific Variable
Information - Choose Owner Screen:
Note: You can sort this list by ID and Name by clicking the column name.
ID: (read only) This is the inventory Owner’s identifier.
Name: (read only) This is the name (description) of the inventory Owner.
Sample Screen
Variable Setup for PRDUCT Screen
Screen Definition
Here are the descriptions for the fields on the Variable Setup for PRDUCT Screen:
Owner: (read only) This is the owner you selected in Step 2 of define Product
Specific Variable Fields. The variable fields you create are associated to only this
Owner.
# of Variable Fields: (required) Enter the number of Product Specific Variable Fields
to create.

Field Name: (required) Enter the name of the Product Specific Variable Field.
Data Type: (required) Select a Data Type from the drop down menu. Your choices
include: Normal, Date, Money, Yes / No, Check box, Numeric, or Drop Down List.
Default is Normal. If you choose Drop Down List, an additional drop down menu
opens from which you can create a new Drop Down List or select an existing one.
Completing Product Specific Variable Fields
Once you have defined your Product Specific Variable Fields you can complete them
in the product setup.
To complete a Product Specific Variable Field:
1. From the OMS Main Menu, select Inventory > Define > Create/Edit Products.
2. On the Product Lookup Screen, click New to create a new product.
—or—
On the Product Lookup Screen, search for an existing product. For more
3. On the Create / Edit Products Screen, complete the Variable Information Box.
4. Complete other fields as necessary.
5. Click Submit.
Sample Screen
Create / Edit Products - Product Variable

Screen Definition
Here are the descriptions for the fields on the Create / Edit Products - Product Variable
Screen:
Note: Only the Variable Information Box is defined below. For descriptions of
the other fields in product set up, see the Create / Edit Products Screen –
Variable Information: (optional) Enter the Product Variable Information into this
field. For information on how to set up Product Variables see Defining Product
Specific Variable Fields on page 483.
Reporting
Product Specific Variable Fields may be pulled from the OMS by using the Product
Data Sheet. You may use the information on this report to create your own custom
report to give to your client.

Chapter 13
Working With Uploads
Uploading data is an easy alternative to entering data into the Order Management
System (OMS) manually. Data that can be uploaded includes orders, products, Mailer
Records and Pre-Registered Users.
Chapter Topics
• Uploading Orders on page 488

• XML Uploads on page 534
• Uploading Products on page 538
• Uploading Product Variable Information on page 540
• Creating Drop Ship Offer XML Files on page 548
• Uploading Pre-Registered User Records on page 561
• Uploading Custom Offer Categories on page 564

Uploading Orders
Uploading Orders
Your client may receive orders in ways other than through the front end OMS you
created for them. They may capture orders using their own front end system, or
through telephone calls, etc. Pro-Mail provides several easy methods for importing
this data into the OMS. For example, data can be uploaded through a batch order
upload, an XML order upload or transferred from another front end system using Real
Time or Interactive XML.
Section Topics
• Batch Uploads on page 488

• XML Uploads on page 534
• Generic Order Conversion (Order Mapping) on page 527
Batch Uploads
Batch uploads are used when your client sends you a file containing a list of orders. In
order to upload this data into the OMS, the file must be in the correct layout. You can
provide your clients the layout so that they can send the orders to you in the correct
format, or you can design a program to convert your client’s file into the correct
layout. There are three types of layouts that the OMS recognizes. This includes
Classic Literature, which is the old Version 4 layout, Enhanced Literature, which is
for Version 5 Literature Orders and the Enhanced Merchandise Layout, which is for
Version 5 Merchandise Orders. Batch uploads can either be performed Manually or
Automatically.
Section Topics
• Manually Uploading a Batch of Orders on page 488

• Automatically Uploading a Batch of Orders on page 490
• Enhanced Literature Layout on page 492
• Enhanced Merchandise Layout on page 509
Manually Uploading a Batch of Orders
Batch upload files must be uploaded into the OMS using a specific layout. There are
three different layouts: Classic Literature, Enhanced Literature and Enhanced
Merchandise. For information on the Enhanced Literature Layout see the Enhanced

Literature Layout on page 492. For information on the Enhanced Merchandise Layout
see the Enhanced Merchandise Layout on page 509.
To upload a batch of orders:
1. From the OMS Main Menu, select Orders > Upload > Upload Orders from a
Text File.
2. On the Upload Batch Screen, click Browse to search for the file to upload. For
more information on this screen see the Upload Batch Screen on page 489.
3. In the Order Upload File Formats section, select a the type of file you are
uploading. Choices include: Classic Literature, Enhanced Literature, and
Enhanced Merchandise.
4. In the Zero Qty Offers section, select either Valid to allow orders that contain
offers with a zero quantity to upload or select Invalid to prevent orders that
contain zero quantity offers from uploading. Default is Invalid.
5. Select a Customer Project from the Customer Project Selection drop down menu if
applicable.
6. Click Submit to upload your orders.
Sample Screen
Upload Batch Screen
Screen Definition
Here are the descriptions for the fields on the Upload Batch Screen:
Browse: (required) Enter the name of the upload file into this field or click Browse to
select it from a list.
Order Upload File Formats: (required) Choose an Order Upload File Format from
the choices below:
• Classic Literature
Select this option if you are using the older Version 4 layout to upload your
orders.
• Enhanced Literature
Select this option if you are using the Version 5 Literature layout to upload
your orders.

Uploading Orders
• Enhanced Merchandise
Select this option if you are using the Version 5 Merchandise layout to upload
your orders.
Zero Qty Offers: (required) Select one of the choices below:
• Valid
This allows orders that contain offers with a zero quantity to upload.
• Invalid
This prevents orders that contain zero quantity offers from uploading.
Inactive Offers: (required) Select one of the choices below. Default is Valid:
• Valid
This allows orders that contain invalid offers to upload.
• Invalid
This prevents orders that contain invalid offers from uploading.
Customer Project Selection: (optional) Select a project from the drop down menu if
applicable. Customer Projects are set up in the OMS through the menu Setup >
Views/Access >Customer Project Setup.
Automatically Uploading a Batch of Orders
You must specify Batch import information in the system before you can begin to
upload files automatically. Automatic Batch upload files also must be uploaded into
the OMS using a specific layout. There are three different layouts: Classic Literature,
Enhanced Literature and Enhanced Merchandise. If you need the Classic Literature
Layout, contact a Software Marketing Associates, Inc. (SMA), representative. For
information on the Enhanced Literature Layout see the Enhanced Literature Layout on
page 492. For information on the Enhanced Merchandise Layout see the Enhanced
Merchandise Layout on page 509.
To specify Batch import information:
1. From the OMS Main Menu, select Setup > System > Basic System Information
(Required).
2. On the System Definition Screen, complete the fields in the Automatic Order
Import section.
Here are the descriptions for the fields on the System Definition Screen - Automatic
Order Import section only:
Enable Automatic Order Import: (Required) Select this option to activate the use of
Automatic Batch Order Importing.

Import Directory: (Required) Enter the directory where batch files are to be
uploaded from. For example: gomi/textfileimport
Archive Directory: (Required) Enter the directory where successfully uploaded files
will be sent to. For example: gomi/textfilearchives
Error Directory: (Required) Enter the directory where invalid files will be sent to.
For example: gomi/textfileerrors
Import Error Email: (Required) Enter the email address that will receive notification
of invalid files that are rejected.
Order Upload File Format: (Required) Select the format that files will be imported
as. Choices include either Classic Literature, Enhanced Literature, or Enhanced Mer-
chandise
Zero Qty Offer: (Required) Select whether or not to allow Offers without available
inventory to be Ordered.
Inactive Offers: (Required) Select whether or not to allow Offers that have been inac-
tivated to be Ordered.

Uploading Orders
Enhanced Literature Layout
The following is the standard record layout for transmitting Literature Fulfillment
files.
Note: The layout must be quote comma delimited with carriage returns and line
feeds included at the end of each Record.
Each Record in the file must be in the order displayed below. If you have
nothing to enter for one of the fields, you must use “” (double quotation
marks) to indicate a null field.

A. Header Record
Field Example Description
1. Record Type ID “H” Header

2. Order Count “100” The number of orders in the file
3. Date (MMDDYYYY) 01082000 Batch File Date
4. ID (Account Name) “SMA” The name of the account
5. Batch # “98080301” The batch number
(YYMMDDBB, where BB is the
Batch File Number for the day)
CRLF Carriage Return Line Feed

Uploading Orders
B. Detail Record
Max
Field Example Field Description
Length
1. Record Type ID “D” Detail

2. Order ID “1234” 20 The Order ID
3. Order Date “01012000” The date the order was placed. If you do
(MMDDYYYY) not put in a date, the system puts in
today’s date.
4. Class of Service “1” 50 The Shipping Class of Service. Must be
a valid class of service, see Valid
Classes of Service on page 507.
5. Freight Carrier “UPS” 50 The Freight Carrier. Must be a valid
Freight Carrier, see Valid Freight
Carriers on page 507.
6. Reference # “XZ” 50 The reference number used for tracking
purposes, if there is one.
7. Needed By Date “01032000” The date the shipment is needed by.
January 3, 2000 (as example)
(MMDDYYYY)
8. # Offer Records “3” The number of Offer Records. This is a
required field. Offers are what is
ordered.
9. # Variable and / or “0” Must be 0, 1, 2, or 3
Additional Records 0 = No Variable and Additional Records
1 = Only Variable Record Exists
2 = Only Additional Record Exists
3 = Both Variable and Additional Exist
10. Order Comments “Urgent” The comments in the Record
11. Response Media “P” 50 The example displayed is P (phone).).
Must be a valid Response Media set up
for the account.
12. Source “BW” 8000 The example displayed is BW (Business
Week). Must be a valid source set up for
the account.
13. Source Detail “BW-92” Must be a valid Source Detail set up for
the account.

B. Detail Record
Max
Length
CRFL Carriage Return Line Feed

Uploading Orders
B. Optional Detail Record

****This optional detail, “D1” Record Type is to be used INSTEAD of the standard “D”
Record Type if you need to upload orders containing Freight Codes which are
communicated to the shipping station. Field positions 14 and 15 have been added to the
“D1” Record Type for this purpose.****
Max
Length
1. Record Type ID “D1” Detail

today’s date.
6. Reference # “XZ” 50 The reference number, if there is one.
This is used for tracking.
(MMDDYYYY)
ordered.
10. Order Comments “Urgent” The comments in the Record.
11. Response Media “P” 50 The example displayed is P (phone).
for the account.


Max
Length

the account.
the account.
14. Freight Code “U123” 12 Code to be passed to Shipping Station
15. Freight “UPS Ground” 255 Description to be passed into Pro-Mail.
Description

Uploading Orders
C. Ordered By Record
****You must have one Ordered By Record for each Detail Record.****
Max
Length
1. Record Type “O” (the letter Ordered By Record Type

O)
2. # of Ordered By “20” Number of fields, in total, in the Ordered
Fields By Record (minimum 18 fields).
3. Ordered By “Mr.” 10 The appellation for the Ordered By
Appellation Record
4. First Name “Henry” 15 The first name in the Ordered By Record
5. Last Name “Holt” 100 The last name in the Ordered By Record
6. Company “IBM” 50 The company in the Ordered By Record
7. Address Line 1 “2 Main St.” 255 The first address line in the Ordered By
Record
8. Address Line 2 “” 255 The second address line. If there is none,
then enter as indicated.
9. Address Line 3 “” 255 The third address line
10. City “Hartford” 50 The city in the Ordered By Record
11. State “CT” 20 The state in the Ordered By Record
12. ZIP Code “06105” 15 The ZIP code in the Ordered By Record
13. Country “” 50 The country in the Ordered By Record
14. Phone “” 20 The telephone number in the Ordered
By Record
15. Phone Extension “” 10 Extension number of individual
16. E-mail Address “rj@tg.com” 255 Individual’s E-mail address
17 Unique ID “” 20 Unique code used to update current
Records. If a Record exists in the
database with same ID, the system
updates it rather than creating a new one
18. Dealer ID “” 50 Reserved for future use

Max
Length
19. Code 1 “” The data in code field 1. This data may

be customized by system under “Person
Variable” Setup.
20. Code 2 “” The data in the code field 2 defined in
“Person Variable” Setup.

Uploading Orders
D. Bill To Record
****The Bill To Record is optional and need not be included in your file.****
Max
Length
1. Record Type “B” Bill to Record Type

2. # of Bill To Fields “20” Number of fields, in total, in the Bill To
Record (minimum 18 fields)
3. Bill To “Mr.” 10 The appellation for the Bill To Record
Appellation
4. First Name “Henry” 15 The first name in the Bill To Record
5. Last Name “Holt” 100 The last name in the Bill To Record
6. Company “IBM” 50 The company in the Bill To Record
7. Address Line 1 “2 Main St.” 255 The first address line in the Bill To
Record
10. City “Hartford” 50 The city in the Bill To Record
11. State “CT” 20 The state in the Bill To Record
12. ZIP Code “06105” 15 The ZIP code in the Bill To Record
13. Country “” 50 The country in the Bill To Record
14. Phone “” 20 The telephone number in the Bill To
Record
16. Email Address “rj@tg.com” 255 Individual’s E-mail address
updates it rather than creating a new
one.

D. Bill To Record
Max
Length

Variable” Setup.
“Person Variable” Setup

Uploading Orders
E. Shipped To Record
****You must have one Shipped To Record for each Ordered By Record. If the Data in the
Shipped To Record is identical to the data in the Ordered By Record, enter “S”, “0” (zero)
instead of repeating the information.****
Max
Length
1. Record Type “S” Shipped To Record Type

2. # of Ship To “20” Number of fields, in total, in the Ship To
Fields Record (minimum 18 fields)
3. Shipped To “Mr.” 10 The appellation for the Shipped To
Appellation Record
4. First Name “George” 15 The first name in the Shipped To Record
5. Last Name “Peters” 100 The last name in the Shipped To Record
6. Company “IBM” 50 The company in the Shipped To Record
7. Address Line 1 “2 Main St.” 255 The first address line in the Shipped To
Record
10. City “Hartford” 50 The city in the Shipped To Record
11. State “CT” 20 The state in the Shipped To Record
12. ZIP Code “06105” 15 The ZIP code in the Shipped To Record
13. Country “” 50 The country in the Shipped To Record
14. Phone “” 20 The telephone number in the Shipped To
Record
15. Phone Extension 10 Extension number of individual
16. E-mail Address “gp@tg.com” 255 Individual’s E-mail address
17 Unique ID “56” 20 Unique code used to update current
one.

Max
Length

Variable” Setup.

Uploading Orders
F. Variable Record
****The Variable Record captures any additional information about the order.****
1. Record Type “V” Variable

2. # Variable fields “4” The number of fields in the Variable Record.
3. 1st Variable Field “”
4. 2nd Variable Field “”

CRLF Carriage Return Line Feed.

G. Additional Order Information Record
Max
Length
1. Record Type “A” Additional Information

2. Number of fields “8” Number of fields in Record
3. PO # “21722” 50 Purchase Order Number
4. Rush Flag “Y” 1 “Y” = Rush
“N” = No Rush
5. Shipping Comments “Place in Back” Shipping Comment
6. Project ID “122271” Project ID for activity tracking
7. 3rd Party Billing Type “” 1 “1” = Ordered By
“2” = Bill To
“3” = Ship To
8. 3rd Party Billing No. “123456789” 50 Account # for 3rd Party Billing
9. Campaign ID “123” 50 Campaign ID for order

Uploading Orders
H. Offer Record
****You must have the same number of Offer Records as was included in field #8 (# of
Offer Records) in the Detail Record.****
Max
Length
1. Record Type “P” Offer

2. Order ID “1234: 20 The Order ID. This ID must match the
Order ID in the Detail Record.
3. Offer ID “BR-1” 50 The Offer ID. The Offer ID must be pre-
defined in the system. If the Offer ID
does not exist the file is rejected.
4. Offer Description “’ 255 Optional, may be left blank, “”
Quantity “10” The quantity of the offer ordered

I. Trailer Record
****The Trailer Record must be identical to the Header Record, except the Record Type
ID is “T”
1. Record Type ID “T” Trailer

2. Order Count “100” The number of Orders in the file
3. Date (MMDDYYY) “01082000” The Batch File Date
Valid Classes of Service
Example Description
1. “1” Best Way

2. “2” Standard
3. “3” Next Day Standard
4. “4” Next Day AM
5. “5” 2nd Day Standard
6. “6” 2nd Day AM
7. “7” 3rd Day
8. “8” Same Day
9. “9” Next Day Air
Valid Freight Carriers
Example Description
1. “UPS” UPS
2. “RPS” RPS

Uploading Orders
Example Description
3. “FEDEX” FEDEX
4. “USPS” USPS
5. “DHL” DHL
6. “AIRBORNE” AIRBORNE
7. “OTHER” OTHER
Note: For a list of Valid Shipping System Carrier Codes see Document ID 229,
Carrier Code List on the documentation portion of our Web site.

Enhanced Merchandise Layout
The following is the standard record layout for transmitting Merchandise (money)
Fulfillment files:
Note: The layout must be quote comma delimited with carriage returns and line
feeds included at the end of each Record.
Each Record in the file must be in the order displayed below. If you have
nothing to enter for one of the fields, you must use “” (double quotation
marks) to indicate a null field.
CertiTax and Order Uploads:

If a tax rate is specified in the upload record, that rate is used and CertiTax
ignores those records. If no tax rate is specified, and you are running
CertiTax, then CertiTax calculates the taxes. In other words, in order for
CertiTax to calculate taxes for order uploads, you must leave Money
Record position 3 blank (““).

Uploading Orders
A. Header Record
1. Record Type ID “H” Header


B. Detail Record
Max
Length
1. Record Type ID “D” Detail

today’s date.
6. Reference # “XZ” 50 The reference number used for tracking
purposes, if there is one.
(MMDDYYYY)
ordered.
10. Comments “Urgent” The comments in the Record
11. Response Media “P” 50 The example displayed is P (phone).).
for the account.
the account.
the account.

Uploading Orders
B. Detail Record
Max
Length
14. Shipping “Send for Comments with regard to the shipping

Comment Saturday of the order. This comment prints on the
delivery” Pick Pack Slip.
15. Reserved for “” 50 This field is to remain blank displaying
Future Use value of “”


Max
Length
1. Record Type ID “D1” Detail

today’s date.
6. Reference # “XZ” 50 The reference number, if there is one.
This is used for tracking.
(MMDDYYYY)
ordered.
9. # Variable “0” Must be 0, 1, 2, or 3
Records 0 = No Variable and Additional Records
10. Order Comments “Urgent” The comments in the Record.
11. Response Media “P” 50 The example displayed is P (phone).
for the account.

Uploading Orders

Max
Length

the account.
the account.
14. Shipping “Send for Comments with regard to the shipping
Comment Saturday of the order. This comment prints on the
delivery” Pick Pack Slip.
15. Reserved for “” 50 This field is to remain bank displaying
Future Use value of “”
16. Freight Code “U123” 12 Code to be passed to Shipping Station
17. Freight “UPS Ground” 255 Description to be passed into Pro-Mail.
Description

Max
Length
1. Record Type “O” (the letter Ordered By Record Type

O)
2. # of Ordered By “21” Number of fields, in total, in the Ordered
Fields By Record (minimum 18 fields).
3. Ordered By “Mr.” 10 The appellation for the Ordered By
Appellation Record
4. First Name “Henry” 15 The first name in the Ordered By Record
5. Last Name “Holt” 100 The last name in the Ordered By Record
6. Company “IBM” 50 The company in the Ordered By Record
7. Address Line 1 “2 Main St.” 255 The first address line in the Ordered By
Record
10. City “Hartford” 50 The city in the Ordered By Record
11. State “CT” 20 The state in the Ordered By Record
12. ZIP Code “06105” 15 The ZIP code in the Ordered By Record
13. Country “” 50 The country in the Ordered By Record
14. Phone “” 20 The telephone number in the Ordered
By Record
16. E-mail Address “rj@tg.com” 255 Individual’s E-mail address
17. Unique ID “56” 20 Captures input of identifier that is
unique for each Name and Address
record.
18. Dealer ID “” 50 For Future Use
19. Price Class “” This field is for future use. Please skip.

Uploading Orders
Max
Length

Variable” Setup.
“Person Variable” Setup.

D. Bill To Record
Max
Length
1. Record Type “B” Bill to Record Type

2. # of Bill To Fields “20” Number of fields, in total, in the Bill To
Record (minimum 18 fields)
3. Bill To “Mr.” 10 The appellation for the Bill To Record
Appellation
4. First Name “Henry” 15 The first name in the Bill To Record
5. Last Name “Holt” 100 The last name in the Bill To Record
6. Company “IBM” 50 The company in the Bill To Record
7. Address Line 1 “2 Main St.” 255 The first address line in the Bill To
Record
10. City “Hartford” 50 The city in the Bill To Record
11. State “CT” 20 The state in the Bill To Record
12. ZIP Code “06105” 15 The ZIP code in the Bill To Record
13. Country “” 50 The country in the Bill To Record
14. Phone “” 20 The telephone number in the Bill To
Record
16. Email Address “rj@tg.com” 255 Individual’s E-mail address
one.

Uploading Orders
D. Bill To Record
Max
Length

Variable” Setup.

Max
Length
1. Record Type “S” Shipped To Record Type

2. # of Ship To “21” Number of fields, in total, in the Ship To
Fields Record (minimum 18 fields)
3. Shipped To “Mr.” 10 The appellation for the Shipped To
Appellation Record
4. First Name “George” 15 The first name in the Shipped To Record
5. Last Name “Peters” 100 The last name in the Shipped To Record
6. Company “IBM” 50 The company in the Shipped To Record
7. Address Line 1 “2 Main St.” 255 The first address line in the Shipped To
Record
10. City “Hartford” 50 The city in the Shipped To Record
11. State “CT” 20 The state in the Shipped To Record
12. ZIP Code “06105” 15 The ZIP code in the Shipped To Record
13. Country “” 50 The country in the Shipped To Record
14. Phone “” 20 The telephone number in the Shipped To
Record
16. E-mail Address “gp@tg.com” 255 Individual’s E-mail address
17 Unique ID “56” 20 Unique code used to update current
one.

Uploading Orders
Max
Length
19. Price Class “” This field is for future use. Please skip.
Variable” Setup.

F. Variable Record
****The Variable Record captures any additional information about the order.****
1. Record Type “V” Variable

2. # Variable fields “4” The number of fields in the
Variable Record.
3. 1st Variable Field “”
4. 2nd Variable Field “”

CRLF Carriage Return Line Feed.

Uploading Orders
G. Additional Order Information Record
Max
Length
1. Record Type “A” Additional Information

2. Number of fields “8” Number of fields in Record
3. PO # “21722” 50 Purchase Order Number
4. Rush Flag “Y” 1 “Y” = Rush
“N” = No Rush
5. Shipping “Place in Shipping Comment
Comments Back”
6. Project ID “122271” Project ID for activity tracking
7. 3rd Party Billing “” 1 “1” = Ordered By
Type “2” = Bill To
“3” = Ship To
8. 3rd Party Billing “123456789” 50 Account # for 3rd Party Billing
No.

H. Offer Record
Max
Length
1. Record Type “P” Offer

2. Order ID “1234: 20 The Order ID. This ID must match the
Order ID in the Detail Record.
3. Offer ID “BR-1” 50 The Offer ID. The Offer ID must be pre-
defined in the system. If the Offer ID
does not exist the file is rejected.
4. Offer Description “’ 255 Optional, may be left blank, “”
5. Quantity “10” The quantity of the offer ordered
6. Size ID “SM” 12 The ID of the size of the offer ordered to
be matched with the pre-defined size ID
in Pro-Mail. If size does not apply or if
the size is expressed using the
description, this field would be empty.
7. Size Description “Small” 50 May be used instead of the Size ID to
match with the pre-defined size
description in Pro-Mail. If size does not
apply or if the size is expressed using the
Size ID, this field would be empty.
8. Color ID “BL” 12 The ID of the color of the offer ordered
to be matched with the pre-defined color
ID in Pro-Mail. If color is not applicable
or if the color is expressed using the
color description, this field would be
empty.
9. Color Description “Blue” 50 May be used instead of the Color ID to
match with the pre-defined color
description in Pro-Mail. If color is not
applicable or if the color is expressed
using the Color ID, this field would be
empty.
10. Unit Price “750” The Unit Price in dollars of the offer,
with 2 decimals implied.

Uploading Orders
H. Offer Record
Max
Length
11. Shipping & “1230” The shipping and handling charge in

Handling dollars for this offer with 2 decimals
implied. If shipping and handling is
charged by order total this field would
be empty and the amount would be
entered in the money record.
12. Discount “” This field is for future use. Please leave
Percentage empty.
13. Discount “” This field is for future use. Please leave
Amount empty.
14. Taxable “Y” Enter “Y” if taxable. Enter “N” if not
taxable. If field is left blank it is
assumed that the offer is NOT taxed.

I. Money Record
Max
Length
1. Record Type “M” Money

2. Order Dollar Total “2100” The dollar total of the order with 2
decimals implied. This total must match
the sum of the extended price for all
offers, as well as the shipping and
handling, additional charger, and
discounts.
3. Tax Rate “600” Tax rate percent for offers with two
decimals implied. This rate is only
charged against taxable offers.
(Example: “600” = 6%
4. Shipping & “550” Shipping and handling charge in dollars
Handling for order with 2 decimals implied. If
shipping and handling is charged by
offer, this field would be empty and the
shipping and handling charge will be in
the offer record.
5. Payment Type ID “VS” 10 This must be a valid payment type ID
setup for the Order Management
System. For example, “VS” may
represent Visa Card.
6. Payment “1234...” 50 This would be a valid credit card
Reference Number number for credit card orders or the
check number for orders paid by check.
For all other payment types, this field
would be empty.
7. Credit Card “0502” 10 If payment type were credit card, this
Expiration Date field would contain the card expiration
date in MMYY format (2 digit moth & 2
digit year). If this order is not paid by
credit card, this field would be empty.
8. Check Date “05192000 10 If payment type is check, this field
would hold the check date in
MMDDYYYY format. If this order is
not paid by check, this field would be
empty.

Uploading Orders
I. Money Record
Max
Length
9. Check Amount “2100” The dollar amount written on the check,

with 2 decimals implied
10. Premium “1250” The premium shipping and handling
Shipping & charge in dollars for the entire order
Handling Charge with 2 decimals implied.
11. Additional “” This field is for future use. Please leave
Charge empty.
12. Discount “25.00” Enter the percent discount to apply to
Amount the order. Value must be from 0.00 to
100.00

J. Trailer Record
****The Trailer Record must be identical to the Header Record, except for the Record
Type ID is “T”.****
1. Record Type ID “T” Header

For Valid Classes of Service & Valid Freight Carriers, refer to Valid Classes of
Service on page 507.
Generic Order Conversion (Order Mapping)
Generic Order Conversion (aka Order Mapping) allows you to take your customer’s
order import file and map it to Pro-Mail’s order import fields.
Section Topics
• Map the Order Files on page 527

• Import Mapped Order Files on page 529
• Generic Order Import Exceptions on page 530
Map the Order Files
You can define multiple layouts for each client.
To Map the Order Files:
1. In the OMS, go to Orders > Uploads > Order Mapping and Import > Create
Order Import Definitions.
2. Click the + sign to add a new definition.

Uploading Orders
3. Fill in the fields as directed below. Save the entry.
Sample Screen
Order Import Screen
Screen Definition
Format Name (required): Enter a description for the Import Definition.
Format (required): Select the format of the file you'll be importing (.TXT only).
Your options are tab delimited, pipe delimited, quote-comma delimited and fixed
length.
# Header Records (required): Enter in the number of header records that exist
within your file.
Multi-Offer Handling (required): Select the method in which your file will handle
multiple offers per order. Your options are, Fixed Number of Columns and Multiple
Lines. If you use Fixed Number of Columns then each line in your file will equal a
single order even if there are multiple offers on it. Using the Multiple Lines option
requires you to match lines together using a Key Field for multi-offer orders.
Order Continues If (required): Choose how you would like to handle the Key
Field(s) if you are using Multiple Lines as the Multi-Offer Handling option.
Last Column (# or Letter) (required): Enter in the specific number of fields that
exist within your file. If you're using Excel to create/modify the file, you can also
enter in the letter of the last column in your spreadsheet.
Ship To (required): Choose how you want to assign the ship to person.

Bill To (required): Choose how you want to assign the bill to person.
Error Handling (required): Select how you'd like the system to handle the file if it
hits an error during the import process. Your options are, Reject Entire File or Reject
Individual Orders.
Order Stream (optional): Select a stream to assign the orders to. Choosing a stream
from this drop down list will force these orders to be assigned to that stream and will
ignore the logic defined in the stream setup screen. Using this option is most
beneficial when importing a large amount of orders since it skips the stream
assignment process.
Preview Virtual Directory (required): Enter in the path where your these import
files will reside on the web server (e.g. gomi/orders/import).
Preview File (optional): Choose a file from the drop down list as a preview.
Preview: Select this button to see a preview of the selected file based on the
information defined in the Data Format section.
Column: This column will display the Excel column letter for each field you’re
defining.
Field Type: Select the type of data that will reside in the listed column.
Field: Select the data that will display in this field. The options that appear in this
drop down list will change depending on the Field Type you selected for the column.
Key Field: This option will only display if you selected to use Multiple Lines in the
Multi-Offer Handling option. Selecting a specific field as the Key Field allows the
system to match up lines and combine them as a single order when there are multiple
offers per order. For example, a common key field would be the Order ID. If the Order
ID field on the file matches on multiple lines, the system will assume that this is one
order and will combine the data before it is imported. Selecting multiple Key Fields
means that they must all match before the system can consider multiple lines as a
single order.
Cancel: Choose cancel to back out of this screen. Any changes made will be lost.
Save: Choose save to save any new changes.
Import Mapped Order Files
Once you have your file mapped out, you can import the order file.

Uploading Orders
To import mapped order files:
1. Place your order file in the gomi directory on your web server.
2. In the OMS, go to Orders > Uploads > Order Mapping and Import > Import
Orders from Definition.
3. Choose the file format from the drop down list.
4. Ensure that the correct folder in your Gomi directory appears in the “Directory”
text box.
5. Select the order file from the drop down list.
6. Click Import.
Sample Screen
Import Orders screen
Screen Definition
File Format (required): Select your Import Definition from the drop down list.
Directory (required): Enter in the directory where the file you’re about to import
resides.
File (required): Choose the file that you would like to import.
Import: Select this button when you’re ready to import the file
Recent Imports: This section will display files that were recently uploaded by you.
This section gets erased when your session ends, either through a session timeout or
when you log out of pro-mail.
Generic Order Import Exceptions
This Exception Processing option works in conjunction with the Order Mapping tool. It
provides a list of files that have been imported along with details on each order and whether or
not that order imported successfully.

To access the Generic Order Import Exception utility:
1. In the OMS, go to Orders > Uploads > Order Mapping and Import > Failed
Order Exception Processing.
2. Review the exception screen. (See details below.)
Sample Screen
Exception List
Screen Definition
Batch #: The batch number that got assigned to the file when it was uploaded into the
system.
Import Date/Time: The date and time that the file was imported.
Import Format: The Import Definition that was used at the time the file was
imported.
File Name: The filename of the file imported.
Total Un-Imported Orders: The total number of orders in the file that did not
import. This could be due to an error or there are successful orders that are waiting to
imported depending on the Error Handling option that was selected in the Import
Definition when the file was uploaded.
Invalid Orders: Number of orders in the file that did not import due to an error.

Uploading Orders
Sample Screen
Order List
Screen Definition
This screen will group orders based on the status which includes different types of
errors or orders that didn’t error at all.
Select: Select this box if you would like to import the valid orders in the group, export
the orders or remove them.
Status: The general error message that caused the group of orders not to import. The
status may also include “Valid Orders” if your import definition Error Handling
option was set to Reject the Entire File.
Total Orders: The total number of orders in the group.
Sample Screen
Order Error Details

Screen Definition
This screen will list details about the orders that fell into the group, based on the Status
Select: Select this box if you would like to export or remove specific orders.
Order ID: The ID of the order listed.
Reference #: The reference # of the order.
Purchase Order: The purchase order number.
Detailed Error Flags: The detailed error message for the specific order.

XML Uploads
XML Uploads
Orders can be transmitted from a third party order capture program to the OMS
through XML. For more information on XML search for XML documents on the
documentation portion of our Web site.
Section Topics
• Upload Files and Schemas on page 534

• Batch XML Uploads on page 534
• Real Time XML Uploads on page 536
Upload Files and Schemas
For the most up-to-date upload files, schemas and DTD files please see the following
documents on the documentation portion of our Web site:
• Document ID 283, Order Entry XML Schema Files

• Document ID 284, Dealer Address XML Schema Files
Batch XML Uploads
Interactive XML is the best approach to entering XML orders into the OMS. If you
must upload XML files in batch format, the option is available.
To use Batch XML Uploads:
1. Specify XML import information. For more information on this topic see Specify
XML Import Information on page 535.
2. Manually upload the batch file. For more information on this topic see Uploading a
Batch XML File on page 536.
Section Topics
• Specify XML Import Information on page 535

• Uploading a Batch XML File on page 536

Specify XML Import Information
You must specify XML import information in the system before you upload your file.
To specify XML import information:
(Required).
2. On the System Definition Screen, complete the fields in the XML Import box. For
more information on this screen see the System Definition Screen - XML Import
Box Only on page 535.
3. Click Save.
Sample Screen
System Definition Screen - XML Import Box Only
Screen Definition
Here are the descriptions for the fields on the System Definition Screen - XML Import
Box Only:
FTP Import Directory: (required) Enter the Virtual FTP Directory where
information, such as an order, is read from. This must be a Virtual Directory under
both the Default FTP site and the Default Web site in IIS.
FTP Export Directory: (required) Enter the Virtual FTP Directory to which
information, such as an order or shipping acknowledgement, is written. This must be a
Virtual Directory under both the Default FTP site and the Default Web site in IIS.
Vendor ID: (required) Enter the Vendor ID for XML import.
Vendor Customer ID: (required) Enter the Vendor Customer ID for XML import.

XML Uploads
From Location: (required) Enter the location that identifies where an XML export
file is coming from.
To Location: (required) Enter the location that identifies where an XML export file is
going to.
Uploading a Batch XML File
Once you have specified XML import information, you can upload your batch XML
file.
To manually upload XML Orders:
1. From the OMS Main Menu, select Orders > Uploads > Upload Orders from an
XML file.
2. On the XML Upload Screen, click Upload Orders. For more information on this
screen see the XML Upload Screen on page 536.
Sample Screen
XML Upload Screen
Screen Definition
Here is the description for the field on the XML Upload Screen:
Upload Orders: Click this button to upload your XML file.
Real Time XML Uploads
Sometimes your client may have a front-end order capture Web site that they want to
use to capture orders, instead of using a Pro-Mail Additional View. When this is the
case, there is the question of how to communicate orders from the third party Web site

to the OMS. The preferred solution is through Real Time or Interactive XML. For
more information on Real Time XML, refer to Using XML on page 613.

Uploading Products
Uploading Products
There are three reasons to use the product upload feature. One, you are converting
products and their history from our Version 4 software. Two, you are converting
products from a third party system to Pro-Mail. Three, your client has asked you to
enter more than 20 new products into the Order Management System (OMS) in one
sitting.
The Product Upload file and Product History file should be quote comma delimited.
Refer to the documentation portion of our Web site for the most up to date product
upload and product history layouts before you attempt the upload. This information
can be found in Document 291, entitled “Fulfillment: Product / Warehouse Location
Import.”
Caution: Multiple Product Versions are supported for Fulfillment products

ONLY. If a product will be used in both an Order Management System
and your Project Management System (for use in Direct Mail jobs) it
can not have product versions. You should create separate product ids
for these items. In this case, Field #'s referencing versions in the upload
file should be left empty.
To upload products and history:
1. Place your order upload and product history files in the GOMI directory. You
should have one file for the product upload and a separate one for the product
history.
2. Specify the directory in the Order Import Directory field of the System Setup
Screen if you have not already done so. To do this, from the OMS Menu select
Setup > System > Basic System Information (Required).The account setup
screen opens. Enter the directory path and click Save.
3. From the OMS Menu choose Utilities > Import/Export > Import Products/
Offers from Text Files.The Initial Product Import page opens. For more
information on this screen see the Initial Product Import Screen on page 539.
4. Click Browse in the Product Import box. A list of files replaces the Initial Product
Import.
5. Select the product import file you wish to upload.
6. Click Submit. The Initial Product Import page replaces the list of files.
7. Click Browse in the Product History box if you are also uploading product history.
If you are not uploading Product History skip to Step 9.
8. Select the product history file you wish to upload.
9. Click Submit. The Initial Product Import page replaces the list of files.
10. Click Upload.

Sample Screen
Initial Product Import Screen
Screen Definition
Here are the descriptions for the fields on the Initial Product Import screen:
System ID: (read only) This is the OMS to which you are uploading Products.
Warehouse System: (read only) This is the WMS to which the OMS is linked.
Directory Name or Path: (required) The directory that is specified in the Setup
screen will populate in this field.
Browse: Click this button to search for the file you want to upload and its name will
be added to the Directory Name or Path field.

Uploading Product Variable Information
Uploading Product Variable Information
Product Specific Variable Fields are used to collect additional information about a
Product.
You may upload Product Variable Information into the OMS once you have manually
created / defined Product Specific Variable Information Fields. The file must be tab-
delimited with one line per product.
Section Topics
• File Layout on page 540

• Importing the File on page 540
• Troubleshooting on page 541
File Layout
The layout must be a tab-delimited text file. Each line in the file must be in the order
displayed below:
1. Part number
2. Client Location / Owner ID
3. Variable Field 1 Value
Note: Variable Field Values can continue. There is no limit to the number of
Variable Fields a product may contain.
Importing the File
The Product Variable Information file is uploaded into the OMS from your GOMI
directory. The Variable Information for each product is either updated or skipped. If it
is skipped an error log is generated. For more information on reasons a record may be
skipped see the Troubleshooting on page 541.

To upload the Product Variable Information file:
1. From the OMS Main Menu, select Utilities > Import/Export > Import Product
Variable Information.
2. On the Initial Product Import Screen, click Browse to search for a file to import.
3. Click Upload to complete the process.
Troubleshooting
In the case where a record is not updated, but skipped, the errors is written to the error
log in C:\temp\PRODVAR_Errors.txt. Reasons a record may be skipped are listed
below:
• Variable Field Values are not listed in the same format as they are listed
in the OMS.
When this happens none of the Variable Information for the PRODUCT is
updated. For example, if the fifth Variable Field is a Date Type and the data in
the text file is not a valid Date Format, none of the Variable Information for
the PRODUCT is uploaded.
• You do not have the same number of Variable Fields in your text file as
are available in your Client Location.
When this happens the product line is rejected. For example, if there are only
three Variable Fields for Client Location X and a record in the file has enough
tabs to generate five Variable fields, the entire product line is rejected (even if
the last two values are blank).

Mailer Records may be added to the OMS manually, through an upload file, an
Interactive XML file or as a result of order entry. You may choose to upload Mailer
Records when you have more than 20 names and address to add.
Changes to Mailer Records can be made manually or through a Mailer Record upload
file. They may also be made through an Order Upload file or Interactive XML,
When Mailer Record files are uploaded, the OMS tries to match UIDs in the file with
UIDs in existing records. If it finds a match, it will update the existing record with the
new information. It is important to remember that fields that are blank in the new
mailer file will override the corresponding fields in the existing record with blank
spaces. Blank fields may be uploaded to delete address lines 2 and 3, for example,
when a person has moved.
Uploading new orders through a batch upload or transferring them through Interactive
XML, might change Mailer Record information. Whether or not changes are made is
dependant on your View settings. One of three cases may occur: new Mailer Records
may be added to the address book, old records may be changed, or records may not be
added at all. When settings in your View specify Not to update your Address Book,
any existing Mailer Records that match a Mailer Record in the upload file by UID are
NOT updated. Instead, only the order that is uploaded will contain the new address
information. A new Mailer Record is NOT added to the address book. This scenario
might occur when you have a sales person that is shipping materials to a trade show.
Their regular address is in the system. The materials are being shipped to a different
address, for the one-time event. The trade show address does not need to be added to
the address book since materials will never be shipped to it again.
Uploading Mailer Records is a four part process.
To upload Mailer Records:
1. Place your file in the GOMI directory.

2. Create a Mailer Class. For more information on this topic see Creating a Mailer
Class on page 298.
3. Create the Import Definition. For more information on this topic see Creating an
Import Definition on page 543.
4. Upload the Records. For more information on this topic see Uploading Mailer
Records on page 546.

Section Topics
• Creating an Import Definition on page 543

Creating an Import Definition
There is not a specific import layout for uploading Name and Address or Pre-
Registered User Records, rather, you may create your own.
To create an Import Definition:
Definition.
2. On the Create / Edit Import Formats Screen, skip to Step 3 if this is the first Import
Definition in the OMS.
—or—
On the Create / Edit Import Formats Screen, click New if you have previously
created an Import Definition.
3. Complete the fields as necessary. For more information on this screen see the
Create / Edit Import Formats Screen, for Name and Address Records on page 544.
4. (optional) Click Preview to verify your file will import correctly.
5. Click Submit.

Sample Screen
Create / Edit Import Formats Screen, for Name and Address Records
Screen Definition
Here are the descriptions for the Create / Edit Import Formats Screen:
Note: Your screen may look different depending on the File Structure Format
you choose.
Format Description: (required) Enter a description of the upload file. For example, if
this is your only Pre-Registered User file for this View, you may name it “Pre-
Registered Users.”
Preview File Name: (optional) Enter the name of the text file you placed in your
GOMI Directory. This tells the program to look at this file for the information to
upload.

Class: (required) Select the type of file you are uploading from the drop down menu.
Your choices are: Name & Address Info or Pre-Registered Users. Default is Name and
Address Info.
Will File Contain Header Record? (required) Select Yes if your Record contains a
Header Record. Header Records are column headings in the Record such as First
Name, Last Name, and Address. Select No if your Record does not contain a Header
Record. Default is No.
File Structure: (required) Select the structure of the file you are uploading. Your
choices are:
• Quote Comma Delimited

This structure is your standard text file delimitation with words separated by
quotes and commas. For example, “David”, “Jones”, “123 Anywhere Dr.”
Selecting this format expands the screen to include the Format Details section
which is made up of a list of all possible upload fields and the Comma
Position field.
• Fixed Length
This structure breaks up your file by a fixed length that you specify. For
example, if you set your fixed length to 10 spaces, then the file has 10 spaces
for that particular field, regardless of the length of the field. If the first name
was David, the file would read David with 5 blank spaces after it, taking up 10
spaces for that field. Selecting this format expands the screen to include the
Format Details section which is made up of a list of all possible upload fields
and the Start Position and End Position fields.
• Pipe Delimited
This structure adds a vertical line or “pipe” separating each Record. For
example, David | Jones | 123 Anywhere Dr. Selecting this format expands the
screen to include the Format Details section which is made up of a list of all
possible upload fields and the Pipe Position field.
• Tab Delimited
This structure inserts a tab between each field in a record. For example, David
Jones 123 Anywhere Dr.
Comma Position: (required) Enter a number into each field in this column to
correspond with the order the field appears in your upload file. The number you enter
represents the position of the Record before the comma. For example, if the View
Description is the first field in your upload file, enter 1 in the field next to the word
View. If a field in the list is not in your upload file, leave the corresponding comma
position field blank. This field only displays when you have selected the Quote
Comma Delimited file structure.
Start Position / End Position: (required) Enter a number into each field in this
column to correspond with the order the field appears in your upload file. The number
you enter represents the Start Position of the field. For example, if you want First
Name to be first, and you want it to be 10 spaces long, enter 1 in the Start Position
field and 10 in the End Position field. If Last Name comes next, and you want it to be
20 spaces long, enter 11 in the first box and 31 in the second. Continue this process

until all the necessary fields are completed. If a field in the list is not in your upload
file, leave the corresponding Start / End Position fields blank. This field only displays
when you have selected the Fixed Length file structure.
Pipe Position: (required) Enter a number into each field in this column to correspond
with the order the field appears in your upload file. The number you enter represents
the position of the Record before the pipe. For example, if the View Description is the
first field in your upload file, enter 1 in the field next to the word View. If a field in the
list is not in your upload file, leave the corresponding Pipe Position field blank. This
field only displays when you have selected the Pipe Delimited file structure.
Note: Different fields display for the Pre-Registered Users Class and Name &
Address Records Class.
You may enter a full name (first name, middle initial, last name) into the
Last Name field if you do not want to capture them separately.
You may upload Mailer Records into the OMS. The Mailer Record upload file must
be in a text file format. There is no limit to the number of Records you may upload in
a file, however, you must upload Name and Address Records separately from Pre-
Registered User Records.
Caution: Make sure the order of the fields in your text file matches the order in
your Import Definition. For example, if you have the View listed first
in the text file, but have First Name listed first in the Import Definition,
then the View name will upload into the First Name field.
To upload Mailer Records:
1. From the OMS Main Menu, select Utilities > Import/Export > Import.
2. On the Upload Batch Screen, click Browse to search for the file you want to
upload. A list of files in your GOMI directory display. For more information on
this screen see the Upload Batch Screen on page 547.
3. Select the file by left clicking. The file name is auto populated into the File to be
Uploaded field.
4. Select the format you just created from the Import Definitions Drop Down Menu.
5. Click Submit.

Sample Screen
Upload Batch Screen
Screen Definition
Directory Name or Path: (required) Click Browse next to this field to search for a
file to upload.
File to be Uploaded: (required) Type the name of the file into this field or click
Browse to search for a file to upload, which auto populates this field.
Import Definitions: (required) Select the Import Definition that goes with your file
from the drop down menu.

Creating Drop Ship Offer XML Files
You must send orders for Drop Ship Offers to your supplier via Batch XML using the
schema ShipOrderBatch.xml or E-mail. In future releases you will have the ability to
do this using paper and Interactive XML. Your supplier may send the shipping order
back to you using the schema ShipBatch.XML.You may view details in Order Inquiry
upon the receipt of the shipping information. For more information on processing
Drop Ship Offers see Drop Ship Offers on page 457.
Section Topics
• ShipOrderBatch.xml on page 548

• ShipBatch.xml on page 557
ShipOrderBatch.xml
ShipOrderBatch.xml is used to send orders from Pro-Mail to the supplier (Drop Ship
Vendor).
Section Topics
• ShipOrderBatch.xml Fields on page 548

• ShipOrderBatch.xml Schema on page 554
• ShipOrderBatch.xml Sample File on page 554
ShipOrderBatch.xml Fields
This section describes the XML fields that may display in the ShipOrderBatch.xml
layout and their Pro-Mail equivalents. Your file may not contain all of these fields.
Each file is dependant on the user’s order entry selections.
General Information
XML Field Name Pro-Mail Data Equivalent
batchID Unique identifier of the batch

omsSystem Name of the OMS to which the orders
belong

General Information
supplierKey Pro-Mail unique identifier for the

supplier
Supplier Information
supplierName Supplier’s name as defined in the

OMS
supplierAccount Supplier’s account number as defined
in the OMS
supplierReference Supplier’s reference numbers as
defined in the OMS
Order Information
shipOrderId The ID of the Shipping Order that was

created for the Drop shipment
orderType Pro-Mail code - will always be 3 for
shipment requests
orderId Unique identifier for the order
orderDate Date the order was placed
orderRefNum Reference number for the order
orderPoNum Purchase Order number for the order
cstPrjId ID of the customer project
cstPrjDescription Description of the customer project
orderNeededBy Date the order is needed by
orderComments Comments in the order
orderCustID The Pre-Registered User login ID
orderRUSH Is this order a RUSH order?
No = 0
Yes = 1

Order Information
responseMedia Response Media for the order - must

match those defined in the OMS
source Source for the order - must match
those defined in the OMS
Person, Order, Product Variable Information
varFieldName Variable Information Field Name

varFieldType Variable Information Field Type
varFieldOrder Sequence of Variable Field
varFieldValue Data Associated with Variable Field
Payment Information
payMethod Method used to pay for the order -

must match a method defined in the
OMS
payStatus Payment Status from Pay Types
information
payId ID of Payment Type
merchAmount Merchandise total dollar amount
shipHandAmount Shipping and Handling total dollar
amount
taxAmount Tax total dollar amount
discAmount The Discount Amount (a flat amount)
shipOrdTotal Total of the shipping order
payTotal The total amount paid
balanceDue Total amount left to pay
specialHandling Special Shipping and Handling Type
Description

Payment Information
specialHandlingAmount Special Shipping and Handling

Surcharge
fgtCode Freight Code number
fgtCodeDescription Freight Code description
shipComments shipping comments
shipMessage The Pick Pack Message from the
Order Stream
fgtSvc Freight Service number
fgtSvcDescription Freight Service description
fgtCar Freight Carrier number
fgtCarDescription Freight Carrier description
thirdPartyAccount Is third party shipping used?
No = 0
Yes = 1
thirdPartyAddType How is third party shipping billed?
None = 0
Bill Ordered By Account = 1
Bill Bill To Account = 2
Bill Ship To Account = 3
Ordered By, Ship To, Bill To, Return To Address Information
company Company
title Title
prefix Prefix, example, Mr. Mrs. Ms.
firstName First name
middleName Middle name
lastName Last name
suffix Suffix, example, Sr. Jr.
address1 Address line 1

Ordered By, Ship To, Bill To, Return To Address Information

city City
state State
zip Postal code
country Country
phone Phone number
fax Fax number
email E-mail address
uid Mailer Record Unique ID
webAddress A URL
shipToFlag Same as Ordered By = 1
Same as Bill To = 2
billToFlag How is this order being billed?
Same as Ordered By = 1
Same as Ship To = 3
Item Detail Information

item Product ID
supplierPartNo Suppliers equivalent Product ID
version Product Version
verKey Pro-Mail internal identifier for the
Product Version
versionUID UID of the Product
description Product Description
sizeCode Size of the product it product is a size
/ color cluster
colorCode Color of the product if product is a
size / color cluster.

sizeDescription Description of the size of the product

if product is a size / color cluster
colorDescription Description of the color of the product
if product is a size / color cluster
lineNumber Offer Ordered Line Number
instructions Instructions for Drop Ship Offer that
were entered during order entry
customAssembly Is the item a custom assembly?
No = 0
Yes = 1
lineKey Unique Identifier for this shipment
request line
qtyOrdered Quantity ordered
qtyToShip Quantity being shipped
qtyBackOrdered Quantity being backordered
qtyPriorShip Quantity for the order shipped prior
qtyCancel Quantity cancelled
offordSeq Unique identifier for this shipment
request line
custFieldValue Value of Customization Field
offerID ID of the offer
offerDescription Description of the offer
unitPrice Price of the offer per unit
shippingHandling Shipping and Handing charges
discountAmount Discount amount
customAssembly Is this a custom assembly?
No = 0
Yes = 1
comments Offer comments
dropShip Identifies the order as a Drop Ship
Order. Will always be “1.”

ShipOrderBatch.xml Schema
For the most current ShipOrderBatch.xml Schema see Document ID 285 on the
ShipOrderBatch.xml Sample File
This is an example of a ShipOrderBatch.xml file. Your file may look different

depending on the fields that the user selected during order entry.
<shipOrderBatch>
<batchId>529</batchId>
<omsSystem>npkoms</omsSystem>
<supplierKey>1</supplierKey>
<supplierName>BC Plus, Inc.</supplierName>
<supplierAccount>123546</supplierAccount>
<supplierReference>123456</supplierReference>
<shipOrder>
<ShipOrderId>756</ShipOrderId>
<orderType>3</orderType>
<orderId>872</orderId>
<orderDate>1/28/2005 10:30:55 AM</orderDate>
<orderRefNum>9874-1</orderRefNum>
<orderPoNum>9874</orderPoNum>
<orderNeededBy>1/31/05</orderNeededBy>
<orderComments>Please send these to me right away. Thanks.</
orderComments>
<orderRUSH>1</orderRUSH>
<responseMedia>Magazine</responseMedia>
<source>Spring AD Campaign</source>
<merchAmount>0</merchAmount>
<shipHandAmount>0</shipHandAmount>
<shipOrdTotal>35</shipOrdTotal>
<payTotal>0</payTotal>
<specialHandlingAmount>35</specialHandlingAmount>
<taxAmount>0</taxAmount>
<specialHandling>FedEx</specialHandling>
<shipComments>Please leave at reception desk.</shipComments>
<fgtSvc>8</fgtSvc>
<fgtSvcDescription>SAME DAY</fgtSvcDescription>
<fgtCar>3</fgtCar>
<fgtCarDescription>FEDEX</fgtCarDescription>
<thirdPartyType>0</thirdPartyType>
<orderedBy>
<company>National Parks Services</company>

<title>Park Ranger</title>
<firstName>John</firstName>
<middleName>L.</middleName>
<lastName>Paris</lastName>
<suffix>Jr.</suffix>
<address1>151 Redwood Trail</address1>
<city>Newtown</city>
<state>CT</state>
<zip>06482</zip>
<phone>203-426-9612</phone>
<fax>203-426-9613</fax>
<email>jlparis@nps.com</email>
<uid>8751</uid>
<personVariable>
<varFieldName>Acct # / Bill to Account</varFieldName>
<varFieldValue>NE</varFieldValue>
</personVariable>
</orderedBy>
<shipTo>
<shipToFlag>1</shipToFlag>
</shipTo>
<billTo>
<billToFlag>1</billToFlag>
</billTo>
<returnTo>
<company>National Parks Services Fulfulfillment</company>
<address1>2080 Silas Dean Highway</address1>
<city>Rocky Hill</city>
<state>CT</state>
<zip>06067</zip>
<country>USA</country>
<phone>860-721-8929</phone>
<email>e-mail@nps.com</email>
</returnTo>
<shipItem>
<item>BC</item>
<supplierPartNo>BC-1005</supplierPartNo>
<lineNumber>1</lineNumber>
<customAssembly>0</customAssembly>
<linekey>1345</linekey>
<qtyOrdered>1</qtyOrdered>
<qtyToShip>1</qtyToShip>
<qtyBackordered>0</qtyBackordered>
<qtyPriorShip>0</qtyPriorShip>
<qtyCancel>0</qtyCancel>
<offordSeq>4788</offordSeq>
<OFFORDPOS>1</OFFORDPOS>
<customization>
<custFieldValue>John L. Paris</custFieldValue>
</customization>

<customization>
<custFieldValue>Park Ranger</custFieldValue>
</customization>
<customization>
<custFieldValue>National Parks Services</custFieldValue>
</customization>
<customization>
<custFieldValue>151 Redwood Trail</custFieldValue>
</customization>
<customization>
<custFieldValue>Newtown</custFieldValue>
</customization>
<customization>
<custFieldValue>CT</custFieldValue>
</customization>
<customization>
<custFieldValue>06482</custFieldValue>
</customization>
<customization>
<custFieldValue>jlparis@nps.com</custFieldValue>
</customization>
<customization>
<custFieldValue>203-426-9612</custFieldValue>
</customization>
customization>
<custFieldValue>203-426-9613</custFieldValue>
</customization>
<customization>
<custFieldValue>www.nps.com</custFieldValue>
</customization>
</shipItem>
<invoiceItem>
<lineNumber>1</lineNumber>
<offerId>BC</offerId>
<offerDescription>Business Card</offerDescription>
<qtyOrdered>1</qtyOrdered>
<qtyToShip>1</qtyToShip>
<qtyBackordered>0</qtyBackordered>
<qtyPriorShip>0</qtyPriorShip>
<qtyCancel>0</qtyCancel>
<offordSeq>4788</offordSeq>
<unitPrice>0</unitPrice>
<shippingHandling>0</shippingHandling>
<customAssembly>0</customAssembly>
<dropShip>1</dropShip>
</invoiceItem>
</shipOrder>
</ShipOrderBatch>

ShipBatch.xml
ShipBatch.XML is the Batch XML file the Vendor sends back to Pro-Mail after they
ship the drop ship order. It imports drop shipping information.
Section Topics
• ShipBatch.xml Fields on page 557

• ShipBatch.xml Schema on page 559
• ShipBatch.xml Sample File on page 559
ShipBatch.xml Fields
This section describes the XML fields in the ShipBatch.xml layout and their Pro-Mail
equivalents.
Note: The XML Shipping Acknowledgement file recognizes packages packed

through the Packing Workstation. If there are multiple packages and Pro-
Mail knows what products are in each package, the XML output
recognizes this and contains only the products included in the package.
General Information
omsSystem Name of the OMS to which the orders

belong
wmsSystem Name of the WMS in which the orders
should process
supplierKey Pro-Mail unique identifier for the
supplier
supplierName Supplier’s name as defined in the

OMS
supplierAccount Supplier’s account number as defined
in the OMS

supplierReference Supplier’s reference numbers as

defined in the OMS
Shipment Information
shipOrderId The ID of the Shipping Order that was

created for the drop shipment
packageTypeKey This is a Pro-Mail Unique Identifier
for the Package Type. (optional)
packageTypeDescription Description of the type of package
being shipped. Must match
descriptions set up in Pro-Mail
dateTimePacked Date and time package was packed
dateTimeShipped Date and time package was shipped
freightCarrier Freight carrier number
freightService Freight service number
packageWgtPounds Weight of package
actualFreight Actual freight
actualAddlCharge Actual freight additional charges
publishedFreight Published freight
publishedAddlCharge Published freight additional charges
trackingId Tracking number
thirdPartyAccount How is third party shipping billed?
None = 0
hundredWeightFlag Are you using Hundred Weight
Shipping?
0 = No
1 = Yes

Shipment Information
scacCode A Shipping Reference Code.

(optional)
voidFlag Anything in this field indicates the
shipment is Void.
ShipBatch.xml Schema
For the most current ShipBatch.xml Schema see Document ID 286 on the
ShipBatch.xml Sample File
<shipBatch>
<omsSystem>Qstom7</omsSystem>
<wmsSystem />
<supplierKey>1</supplierKey>
<supplierName>Acme</supplierName>
<supplierAccount>5156156</supplierAccount>
<supplierReference>615651</supplierReference>
<wmsSystem />
<shipment>
<shipOrderId>451</shipOrderId>
<packageTypeKey>1</packageTypeKey>
<packageTypeDescription>standard package</packageTypeDescription>
<dateTimePacked>1/5/2005 10:22:00am</dateTimePacked>
<dateTimeShipped>1/5/2005 10:22:00am</dateTimeShipped>
<freightCarrier>2</freightCarrier>
<freightService>2</freightService>
<packageWgtPounds>3</packageWgtPounds>
<actualFreight>3.00</actualFreight>
<actualAddlCharge>0.00</actualAddlCharge>
<publishedFreight>3.00</publishedFreight>
<publishedAddlCharge>0.00</publishedAddlCharge>
<trackingId>1z1515474741d1g511</trackingId>
<thirdPartyAccount>0</thirdPartyAccount>
<hundredWeightFlag>0</hundredWeightFlag>
<hundredWeightFlag />
<scacCode />
<voidFlag />
</shipment>
</shipBatch>

Business Management Solution Users Guide 560

Uploading Pre-Registered User Records
You may upload Pre-Registered Users by View for each OMS. We suggest entering
them manually if you have to define less than 20 of them. For information on how to
enter Pre-Registered User Records manually see Creating Pre-Registered Users on
page 303.
Uploading Pre-Registered User Records is a three part process.
To upload Pre-Registered User Records:
1. Place your upload file in the GOMI directory.

2. Create an Import Definition. For more information on this topic see Creating a Pre-
Registered User Import Definition on page 561.
3. Upload the Records. For more information on this topic see Uploading Pre-
Registered User Records on page 563.
Section Topics
• Creating a Pre-Registered User Import Definition on page 561

• Uploading Pre-Registered User Records on page 563
Creating a Pre-Registered User Import Definition
The first step in uploading Pre-Registered User Records is to create a Pre-Registered

User Import Definition. Import Definitions may be used more than once.
To create an Import Definition:
Definitions.
2. On the Create / Edit Import Formats Screen, click New.
3. Complete the fields as necessary. For more information on this screen see the Pre-
Registered User Import Definition on page 562.
4. (optional) Click Preview to verify your file will import correctly.
5. Click Submit.

Sample Screen
Pre-Registered User Import Definition

Screen Definition
For the descriptions of these fields see the Create / Edit Import Formats Screen, for
Name and Address Records on page 544.
Uploading Pre-Registered User Records
The process of uploading Pre-Registered User Records is the same as for uploading
Mailer Records. See the section Uploading Mailer Records on page 546 for
instructions on this process.
Note: If are you uploading Pre-Registered User Records for multiple Views, you
must create separate upload files for each View.
Pre-Registered User Records may be updated via upload by incorporating

the same User ID in the file that already exists in the sytem.

Uploading Custom Offer Categories
This utility will allow you to import Custom Categories for your Offers. The Import
file is .txt based, and can be in Tab Delimited or Quote Comma format.
To Import Custom Categories:
1. Place your upload file in the GOMI directory.

2. From the OMS Main Menu, select Utilities > Import/Export > Import Offer
Category Options.
3. Enter or browse for the Directory Name or Path.
4. Upload
Custom Offer Category Layout
The Custom Offer Category file is .txt based, and can be tab delimited or quote
comma delimited.
1. Offer ID
2. Category Description
3. Option Description
“OfferId”,”CategoryDesc”,”OptionDesc”
Example
“OfferABC”,”Authors”,”Twain”
“Offer123”,”Authors”,”Sendak”
“OfferXYZ,”Genre”,”Children’s Books”

Chapter 14
Assigning Territories /
Response Analysis
Pro-Mail provides the means for you to capture data for sales lead tracking and
response analysis. This is commonly requested for “inquiry” type fulfillment
applications. Territory Assignment provides reporting of contact information, by sales
territory, of individuals who have requested information. Response Analysis tracks
the number of responses, how the responses were captured, and from which
advertising campaign the response originated.
Chapter Topics
• Working with Territories on page 566

• Response Analysis on page 589

Working with Territories
Territory Assignment tracks inquiries by geographical region. Representatives for

each geographical region are defined in the Client Structure. Territory Reports provide
detailed lead information to the representatives, based on their assigned regions, that
they use to follow-up on their leads.
Example
Client Structure Diagram
The example above illustrates a Client Structure that has 3 levels. The first level is
made up of a District Manager. The second level is made up of Store Managers. The
third level is made up of Sales Representatives.
Territories can be assigned to representatives in the Client Structure by using Territory

Assignment Tables. Territory Assignment Tables include the following types:
• Zip Code
• Company Name
• Country
• Area Code
• State
• Ordered By
As orders are shipped, they are assigned to representatives in the Client Structure,
based on settings in the Territory Assignment Tables. Representatives can then use
information on the orders for sales purposes.
Run the Detailed Territory Response Report to see what orders have been assigned to
each representative.

Assigning Territories / Response Analysis
To set up territories:
1. Set up the Client Structure. For more information on this topic see Setting up the
Client Structure on page 567.
2. Define Territory Assignment Tables. For more information on this topic see
Territory Assignment Tables on page 574.
3. Assign a Territory Assignment Table to an Additional View. For more information
on this topic see Assigning a Territory Assignment Table to an Additional View on
page 584.
4. Run the Reassign Territories Utility. For more information on this topic see
Reassign Territories on page 584.
Chapter Topics
• Setting up the Client Structure on page 567

• Territory Assignment Tables on page 574
• Reassign Territories on page 584
• Corporate Structure Listing Report on page 585
• Detailed Territory Response Report on page 586
Setting up the Client Structure
The Client Structure is used to define the hierarchy of an organization.
To set up the Client Structure:
1. Set up the Levels. For more information on this topic see Setting up Levels in the
Client Structure on page 568.
2. Set up your Contacts. For more information on this topic see Setting up Contacts in
the Client Structure on page 568.
Section Topics
• Setting up Levels in the Client Structure on page 568

• Setting up Contacts in the Client Structure on page 568

Setting up Levels in the Client Structure
Levels in the Client Structure represent the levels within a companies structure. For a
graphical representation of Levels in the Client Structure see the Client Structure
Diagram on page 566.
Example
You have 3 levels within an organization. The first level is the District Managers.
Below the District Managers are the Store Managers. Below the Store Managers are
the Sales Representatives.
To transfer this concept into the Client Structure in your OMS, you would create 3
levels in the Client Structure; one called District Manager, one called Store Manager
and one called Sales Representatives. For a graphical representation of this concept
see the Client Structure Diagram on page 566.
To set up the levels in the Client Structure:
1. From the Order Management System (OMS) Menu, select Setup > Views/Access
> Define the Number of Levels in the Client Structure.
2. On the Define Corporate Levels Screen, enter the number of Levels you want in
your Client Structure, in the # Levels field.
3. Click Submit. The screen expands to include Line #, Level Descriptions and
Profile fields.
4. Complete the fields as needed. For more information on this screen see the Define
Corporate Levels Screen on page 570. For more information on adding Profiles to
the Profile drop down menu see the chapter on Views.
5. Click Submit to write the information to the Table.
Setting up Contacts in the Client Structure
After you have set up your Client Structure Levels, you may set up your Contacts.
This is where you enter the name and address information for the different District
Managers, Store Managers and Sales Representatives, for example. You should make
sure to add them to the database under the correct people. You cannot add the same
mailer record to the same branch of the Client Structure.

Example
You have a District Manger who has three Store Managers reporting to them. Each
Store Manger is in charge of six Sales Representatives. Be sure that you add the Sales
Representatives under the correct Store Manager.
To set up contacts in the Client Structure:
1. From the OMS Menu, select Setup > Views/Access > Define Contacts in Client
Structure.
2. On the Define Territory Hierarchy Screen, click New XX (where XX stands for
the top level of your Client Structure). For more information on this screen
see the Define Territory Hierarchy Screen-for the first time on page 570.
Note: If you do not have your Client Structure Levels defined you will
receive a message stating “No Corporate Levels Defined.”
3. On the New XX (where XX stands for the first level of your Client Structure)
Screen, search for a name and address record to add to the Client Structure. For
more information on this screen see New X (where X stands for the first level of
your Client Structure) Screen on page 572. For detailed information on search
—or—
On the New XX (where XX stands for the first level of your Client Structure)
Screen, complete the fields as needed to add a new record to the Client Structure.
For more information on this screen see the New X (where X stands for the first
level of your Client Structure) Screen on page 572.
Note: The required fields on this screen are based off of the Profile you
selected when you set up the Levels in the Client Structure.
4. Click Save. For more information on how the screen now looks see the Define
Territory Hierarchy Screen on page 571.
5. (optional) Click New XX (where XX stands for the second Levels of the Client
Structure) to define a representative below the first level one.
—or—
Click New XX (where XX stands for the first Level of the Client Structure) to
define a representatives the first Level.
a. Complete the fields as needed. For more information on this screen see the
New X (where X stands for the first level of your Client Structure) Screen
on page 572.
b. Click Save.
c. Repeat Step 5, a and b, until all contacts are defined.

Sample Screen
Define Corporate Levels Screen
Screen Definition
Here are the descriptions for the fields on the Define Corporate Levels Screen:
# Levels: (required) Enter the number of levels you would like to make your Client
Structure.
Level Description: (required) Enter the name of your levels.
Profile: (required) Choose a Profile from the drop down menu. Default is Default.
This drop down menu is populated based on your View Address Profiles. For more
information on View Address Profiles see the chapter on Views. For more information
on adding Profiles to this drop down menu see the chapter on Views.
Do not allow a person to exist in more than one position in the Client Structure:
(optional) Check this box if you need to ensure that a person only holds one position
in the client structure. Leave this unchecked if some people can exist in multiple levels
of the client structure.
Sample Screen
Define Territory Hierarchy Screen-for the first time
Screen Definition
Here are the descriptions for the fields on the Define Territory Hierarchy Screen:
New XX: Click New XX (where XX stands for the first level of your Client
Structure).

Sample Screen
Define Territory Hierarchy Screen
Screen Definition
Here are the descriptions for the fields on the Define Territory Hierarchy Screen
Name: (read only) This is the name of the person’s record you searched for or created
in the New XX (where XX stands for the first level of your Client Structure) Screen.
Company: (read only) This is the company name of the person you searched for or
created in the New XX (where XX stands for the first level of your Client Structure)
Screen.
CSZ: (read only) This is the city, state and zip code of the person you searched for or
created in the New XX (where XX stands for the first level of your Client Structure)
Screen.
Phone: (read only) This is the phone number of the person you searched for or created
in the New XX (where XX stands for the first level of your Client Structure) Screen.
New XX (where XX stands for the second level of the Client Structure): Click
this button to add a record to the second level of the Client Structure.
Change: Click this button to change information on the record to the left.
New X (where X stands for the first level of the Client Structure): Click this
button to create another record for the first level of the Client Structure.

Sample Screen
New X (where X stands for the first level of your Client Structure) Screen
Screen Definition
Here are the Descriptions for the New X (where X stands for the first level of your
Client Structure) Screen:
Note: Only enter information into the Person Lookup box if you are searching
for an existing name and address record. The fields are not meant to be
used in conjunction with one another for searching purposes.
These are the fields in the Person Lookup Box:
Name: (optional) Enter the name of the person whose name and address record you
would like to search for and add to the Client Structure.
Company: (optional) Enter the name of the company whose name and address record
you would like to search for and add to the Client Structure.
Postal Code: (optional) Enter a postal code for which you would like to search for
records to add to the Client Structure.
Phone : (optional) Enter a phone number for which you would like to search for
records to add to the Client Structure.
E-mail: (optional) Enter an E-mail address for which you would like to search for
records and add to the Client Structure.
Information will automatically populate into the fields in the name and address
information box, if you searched for an existing name and address record. If you
would like to add a new record (not pre-existing) to the Client Structure, enter
information into these fields. These fields may be different on your screen. They are

based on the View Address Profile you selected when you set up the levels of the
Corporate Structure.
Prefix: (optional) Enter Mr., Mrs. etc.
First Name: (optional) Enter the first name of the person you would like to add to the
Client Structure.
Last Name: (optional) Enter the last name of the person you would like to add to the
Client Structure.
Suffix: (optional) Enter Jr., Sr. etc.
Company: (optional) Enter the name of the company you would like to add to the
Client Structure.
Address 1: (optional) Enter the first line of the address of the person you would like
to add to the Client Structure.
Address 2: (optional) Enter the second line of the address of the person you would
like to add to the Client Structure.
Address 3: (optional) Enter the third line of the address of the person you would like
to add to the Client Structure.
City: (optional) Enter the city of the person you would like to add to the Client
Structure.
State: (optional) Enter the state of the person you would like to add to the Client
Structure.
Zip / Postal Code: (optional) Enter the zip or postal code of the person you would
like to add to the Client Structure.
Country: (optional) Enter the country of the person you would like to add to the
Client Structure.
Phone: (optional) Enter the phone number of the person you would like to add to the
Client Structure.
Fax: (optional) Enter the fax number of the person you would like to add to the Client
Structure.
E-mail: (optional) Enter the E-mail address of the person you would like to add to the
Client Structure.
Restriction Type: (optional) Select a Restriction Type from the drop down menu to
assign to the Pre-Registered User. For more information on Restriction Types see the
chapter on Distributions.

Mailer Class: (optional) Enter the Mailer Class of the person you would like to add to
the Client Structure. For more information on Mailer Classes see the chapter on
setting up Tables.
Make a Pre-Registered User? (optional) Select this check box if you would like to
make the person you are adding to the Client Structure a Pre-Registered User. The
screen expands to include the following fields: Order Entry View, Customer ID,
Password, Confirm Password, Price Class, and Category Access Group. For more
information on Pre-Registered Users see the chapter on Views.
Order Entry View: (required) Select a View, from the drop down menu, to assign to
the Pre-Registered User.
Customer ID: (required) Enter any combination of letters and numbers that the Pre-
Registered User will use as a log in ID to gain access to the View.
Password: (required) Enter any combination of letters and numbers that the Pre-
Registered User will use in conjunction with the Customer ID to gain access to the
View.
Confirm Password: (required) Enter the same combination of letters and numbers
that you entered in the Password field.
Price Class: (optional) Select a Price Class from the drop down menu to assign to the
Pre-Registered User. For more information on Price Classes see the chapter on
Merchandise Fulfillment.
Category Access Group: Select a Category Access Group from the drop down menu
to assign to the Pre-Registered User. For more information on Category Access
Groups see Category Access Groups on page 193.
Territory Assignment Tables
Territory Assignment Tables are used to assign orders to the appropriate

representative for sales and lead tracking purposes.
This is accomplished by first defining the geographical regions, then associating the
representative to each region.
There are several types of Territory Assignment Tables you can define. They include:
• Zip Code Tables

• Company Name Tables
• Country Tables
• Area Code Tables
• State Tables

• Ordered By Tables
Section Topics
• Zip Code Tables on page 575

• Company Name Tables on page 575
• Country Name Tables on page 576
• Area Code Tables on page 576
• State Tables on page 576
• Ordered By Tables on page 577
• Chaining Territory Assignment Tables on page 577
• Defining Territory Assignment Tables on page 578
• Assigning a Territory Assignment Table to an Additional View on page 584
Zip Code Tables
Zip Code Tables are used to assign orders to representative by zip code. For
information on setting up Territory Assignment Tables see the Defining Territory
Assignment Tables on page 578.
Example
You have two sales representatives that cover the state of Connecticut. John Smith
covers zip codes 06000-06500. Wendy Jones covers zip codes 06501-06999. In this
case, your Territory Assignment Table is made up of two zip code ranges with the
respective representative indicated for each range. Orders that come in with a zip code
between 06000 and 06500 would be assigned to John. Orders that come in with a zip
code between 06501 and 06999 would be assigned to Wendy.
Company Name Tables
Company Name Tables are used to assign orders to representative by the company
name indicated in the order. For information on setting up Territory Assignment
Tables see the Defining Territory Assignment Tables on page 578.
Example
Your Territory Assignment Table is made up of two companies, and two

representatives: Company ABC with representative Janet Jones and Company XYZ

with representative John Doe. Orders that come in with a company name of Company
XYZ would be assigned to John Doe. Orders that come in with a company name of
Company ABC would be assigned to Janet Jones.
Country Name Tables
Country Name Tables are used to assign orders to representative according to the
country that is indicated in the order. For more information on setting up Territory
Assignment Tables see the Defining Territory Assignment Tables on page 578.
Example
Your Territory Assignment Table is made up of three countries, and three

representatives: France with representative Janet Jones, USA with representative John
Doe and England with representative Pete Lands. Orders that come in with France
indicated in the country field would be assigned to Janet. Orders that come in with
England indicated in the country field would be assigned to Pete. Orders that come in
with USA indicated in the country fields would be assigned to John.
Area Code Tables
Area Code Tables are used to assign orders to representatives by area code. For more
information on setting up Territory Assignment Tables see Defining Territory
Example
Your Territory Assignment Table is made up of two area codes, and two
representatives: 860 with representative Janet Jones and 203 with representative John
Doe. Orders that come in with 860 indicated in the phone number field would be
assigned to Janet. Orders that come in with 860 indicated in the phone number field
would be assigned to Pete.
State Tables
State Tables are used to assign orders to representative by state. The state that is
indicated during Order Entry must match the state in the Table exactly. For example,
if you indicated ME in the Table, but during Order Entry someone indicated their state
as Maine, the order would not be assigned to the ME representative. For this reason
we suggest using the state drop down menu (defined in the View Address Profile)

during Order Entry. For more information on setting up Territory Assignment Tables
see Defining Territory Assignment Tables on page 578.
Example
Your Territory Assignment Table is made up of two states, and two representatives:
Connecticut with representative Janet Jones and Maine with representative John Doe.
Orders that come in with Connecticut indicated in the state field would be assigned to
Janet. Orders that come in with Maine indicated in the state field would be assigned to
John.
Ordered By Tables
This type of table is used when the individuals in the Corporate Structure are entering
orders where they are the “Ordered By” person in the order. In this case the system
looks to match the Ordered By record in the order with the record in the Corporate
Structure. If it is determined that the Ordered By record in the order matches the
record in the Corporate Structure then the appropriate Territory is assigned. The
Default Representative, defined in the table, is assigned if there is a case where the
Ordered By record in the order does not exist in the Corporate Structure. For more
information on setting up Territory Assignment Tables see Defining Territory
Example
You have set up an Ordered By Territory Assignment Table with a designated

representative. You have indicated to use the Ordered By Territory Table in the
Consumer Additional View. Any order that comes in through the Consumer
Additional View will be assigned to that representative. You do not want to define
more than one Ordered By Territory Assignment Table.
Chaining Territory Assignment Tables
Territory Assignment Tables may be chained together.
Example
You have set up Territory Assignment Tables based on states. Each state has one
representative, except for California, which has many. Instead of states, California
uses zip codes to assign representatives to each order. To accomplish this, you set up a
Territory Assignment Table based on the state of California and a Territory
Assignment Table based on California zip codes. You did not choose a representative

for the California state Table, but chained it to the California zip code Table. In the zip
code Table you assigned each zip code to a representative. When an order is received
from California, it is first compared to the state Territory Assignment Table which
finds that order from California must be assigned by zip code. Then the system
compares the order to the zip code Table. The order is assigned to a representative
based on zip code.
Defining Territory Assignment Tables
To define Territory Assignment Tables:
1. From the OMS Menu, select Setup > Views/Access > Define Territory
Assignment Tables.
2. On the Define Territory Assignment Tables Screen, complete the fields as needed.
For more information on this screen see the Define Territory Assignment Tables
Screen (the first time you set one up) on page 578.
—or—
On the Define Territory Assignment Tables Screen, click New and then complete
the fields as needed.
—or—
On the Define Territory Assignment Tables Screen, drill into a line to edit a Table,
and then change the fields as needed.
Note: This screen will look different the first time you set up a Table
compared to the second time you set one up.
When you select a type from the drop down menu, the screen
expands to include fields based on your selection.
3. Click Save to save the information.

—or—
Click Another to save the information and define an additional Table.
Sample Screen
Define Territory Assignment Tables Screen (the first time you set one up)

Screen Definition
Here are the descriptions for the Define Territory Assignment Tables Screen (the first
time you set one up):
Description: (required) Enter the name of the Table you are creating.
Type: (required) Select the type of Table you are creating from the drop down menu.
Choices include Zip Code, Company Name, Country, Area Code, State, or Ordered
By. Default is blank. Depending on your selection the screen will expand and display
more fields.
Default Rep: (optional) Select a representative from the drop down menu who will be
assigned to leads that are not covered by anyone else in the Table.
Sample Screen
Define Territory Assignment Tables Screen (after some have already been set up)
Screen Definition
Here are the descriptions for the fields on the Define Territory Assignment Tables
Screen (after some have already been set up). You can drill into these lines to edit a
Table.
Description: (read only) The name of the Table you created.
Type: (read only) The type of Table you created.
Default: (read only) The representative who will be assigned to leads that are not
covered by anyone else in the Table.
Sample Screen
Define Territory Assignment Tables, Zip Code Type Screen

Screen Definition
Here are the descriptions for the fields on the Define Territory Assignment Tables, Zip
Code Type Screen:
more fields.
From: (required) Enter the starting zip code.
To: (required) Enter the ending zip code.
Rep: (optional) Choose the representative for the zip code range listed to the left,
from the drop down menu. Default is blank.
Chain Type: (optional) Choose the name of the Table you would like to link to, from
the drop down list. Default is blank.
Sample Screen
Define Territory Assignment Tables, Company Name Type Screen
Screen Definition
Here are the descriptions for the fields on the Define Territory Assignment Tables,
Company Name Type Screen:
more fields.

Company Name: (required) Enter the name of the company.
Rep: (optional) Choose the representative for the company name listed to the left,
from the drop down menu. Default is blank.
Sample Screen
Define Territory Assignment Tables, Country Type Screen
Screen Definition
Country Type Screen:
more fields.
Country: (required) Enter the name of the country.
Rep: (optional) Choose the representative for the country listed to the left, from the
drop down menu. Default is blank.
Chain Type: (optional) Choose the name of the Table you would like to link to from

Sample Screen
Define Territory Assignment Tables, Area Code Type Screen
Screen Definition
Area Code Type Screen:
more fields.
Area Code: (required) Enter the area code.
Rep: (optional) Choose the representative for the area code listed to the left, from the
drop down menu. Default is blank.

Sample Screen
Define Territory Assignment Tables, State Type Screen
Screen Definition
State Type Screen:
more fields.
State: (required) Enter the name of the state. This must match what the user enters in
Order Entry to populate correctly on reports. For example if you have entered CT in
the Table, if a user types Connecticut into the state field during Order Entry, the order
will not show under the representative that is assigned to CT. To avoid this pitfall, we
suggest using the state drop down menu during Order Entry and the full state name in
the state Table.
Rep: (optional) Choose the representative for the state listed to the left, from the drop
down menu. Default is blank.

Sample Screen
Define Territory Assignment Tables, Ordered By Type Screen
For descriptions of the terms on this screen see Define Territory Assignment Tables
Screen (the first time you set one up) on page 578.
Assigning a Territory Assignment Table to an Additional View
Each order that comes through the view will use the Territory Assignment Table you
have selected.
To assign a Territory Assignment Table to an Additional View:
2. Select an Additional View to edit by drilling into a line.
3. On the Define Additional View Screen, Classification/Lookup Tab, choose a
Territory Assignment Table from the Territory Assignment Table drop down
menu. For more information on creating a Territory Assignment Table see
Territory Assignment Tables on page 574. For more information on this screen see
the Order Classification Tab on page 271.
4. Click Save.
Reassign Territories
Territories are assigned as orders are entered. Reassigning territories is a utility that is
used to assign territories to orders which have been entered prior to the completion of
the territory set up. It may also be used in the case when the territories are modified
and you wish to reassign past orders.
The Reassign Territories utility will examine all orders in a specific view as of a date
you indicate and assign territories to them. It is a good idea to run this utility after you
initially set up your Client Structure and Territory Assignment Tables.
To Reassign Territories:
1. From the OMS Menu, select Utilities > Exceptions > Reassign Territories.
2. On the Reassign Territories Screen complete the fields as needed. For more
information on this screen see the Reassign Territories Screen on page 585.

3. Click Submit. You will receive a confirmation message telling you that the
reassignment process is complete.
4. (optional) Click Another to go through the process again.
Sample Screen
Reassign Territories Screen
Screen Definition
Here are the descriptions for the fields on the Reassign Territories Screen:
Start Date: Enter the date from which you would like to start the reassignment
process.
Check All: Select this check box to select all the Views.
View Names: Select Views individually by selecting the check box to the right of the
name of the View.
Corporate Structure Listing Report
This report displays the contacts in your Client Structure in report format.
To run the Corporate Structure Listing Report:
1. From the OMS Menu, select Reports > Marketing > Client Structure Listing.
2. On the Corporate Structure Report Screen choose the format in which you would
like the report to display, from the drop down menu. Your choices are PDF, Excel
8.0, Word, or Rich Text. For more information on this screen see the Corporate
Structure Report Screen on page 586.
3. (optional) Select the Page Break on Level 1 check box.
4. Click Submit.

Sample Screen
Corporate Structure Report Screen
Screen Definition
Here are the descriptions for the fields on the Corporate Structure Report Screen:
Format: (required) Select the format in which you would like your report to display.
Your choices are PDF, Excel 8.0, Word, or Rich Text. Default is PDF.
Page Break on Level 1: (optional) Select this check box if you would like the report
to break on Level 1.
Detailed Territory Response Report
The Detail Territory Response Report captures information on orders that have been
assigned to representatives based on Territory Assignment Tables. This report lists
each order that was placed in a given representative's territory. It details the products
that were ordered for each Order ID. This report is passed on to sales representative to
use as a list of leads. For an example of this report see the OMS Sample Reports
Document.
Note: Orders do not display on this report until they have been shipped.
To run the Detailed Territory Response Report:
1. From the OMS Menu, select Reports > Marketing > Detailed Territory
Response.
2. On the Detailed Territory Response Report Screen, complete the information as
needed. For more information on this screen see the Detailed Territory Response
Report Screen on page 587.
3. Click Submit to run the report.

Sample Screen
Detailed Territory Response Report Screen
Screen Definition
Here are the descriptions for the fields on the Detailed Territory Response Report
Screen:
Format: (required) Select the format in which you would like your report to display.
Your choices are PDF, Excel 8.0, Word, or Rich Text. Default is PDF.
Select Territory: (required) Select the Territory Assignment Table on which you
wish to report, from the drop down menu. Default is ALL. For information on creating
a Territory Assignment Table see Territory Assignment Tables on page 574.
Customer Service Rep(s): (required) Select ALL or Select. All will display results
for all customer service representative. Select will display a drop down menu from
which you can choose specific representatives for the report. Use the Ctrl key to make
multiple selections. Default is ALL.
Display Type: Select Show Ordered By Info or Show Ship To Info. Your selection
determines if the name and address information of the person that placed the order
will display on the report or if the information for the person to whom the order is
being shipped will display.
Show Product Value and Shipping Costs: Select this check box if you would like
the product value and shipping costs to be displayed on the report.
Start Date: Enter the date on which you would like the report to begin. Default is
today’s date.
End Date: Enter the date on which you would like the report to end. Default is
today’s date.

Sort By: Select how you would like the report sorted. Your choices are by Territory
or by Territory in either Ascending or Descending order. Default is Territory.
Then By: Select the second way you would like the report sorted. Your choices are
Order ID ascending or descending. Default is Ascending.

Response Analysis
Fulfillment projects sometimes capture orders placed because of an outreach or

advertisement effort. Your client, who has paid for various advertisements, may
require you to track the effectiveness of the advertising. The OMS provides Response
Analysis tracking features for this purpose.
As orders are placed, the OMS may capture the Response Media from which the order
came in through, such as, phone, fax, or mail. It may also capture the Source or how
the person placing the order heard about the product, such as, a TV commercial, radio
ad or newspaper ad. It may also capture more detailed Source information, such as, the
magazine or newspaper issue and date the ad was in. Reports may be run against this
data for analysis. Reports may help to determine which advertising efforts are
generating the greatest and poorest responses.
Section Topics
• Capturing Source Information for Incoming Orders on page 589

• Response Analysis Setup on page 591
• Response Analysis Reports on page 595
Capturing Source Information for Incoming Orders
There are three ways in which Source information may be captured in Pro-Mail; they
include Automatically by View, by Order Entry Operator or Via Batch File Import.
Section Topics
• Automatically by View on page 589

• Order Entry Operator on page 590
• Via Batch File Import on page 591
Automatically by View
A View may be defined to automatically write out response information.

Response Analysis
Example
An add is placed on the Sports Illustrated Web site to order information on travel
discounts to major sporting events. The Web user clicks the link and is re-routed to a
Pro-Mail Web Order Entry View where they may submit a request for literature. This
View may be defined to capture the Response information automatically.
To capture Response Information automatically by View:
1. Set up Response Analysis tables. For more information on this topic see Response
Analysis Setup on page 591.
2. Navigate to the Additional View to which you want to capture the Response
Information. (OMS Main Menu > Setup > Views/Access > Define Additional
Views)
3. Select the Order Classification Tab. For more information on this screen see the
Order Classification Tab on page 271.
4. In the Order Classification Tab, select:
• A Source from the Default Source drop down menu
• TA Response Media from the Default Response Media drop down menu
5. Click Save.
Order Entry Operator
An order entry operator fielding phone, fax, and mail orders may hand enter the
Response information provided by the requestor. In this case the operator chooses
from options available in a drop down menu on the Order Entry Screen.
To have an operator capture Response Information automatically by View:
2. Navigate to the Additional View to which you want to capture the Response
Information. (OMS Main Menu > Setup > Views/Access > Define Additional
Views)
3. On the Define Additional Views Screen, select the Optional Order Fields Tab.
For more information on this screen see the Optional Order Fields Tab on
page 266.
4. In the Optional Order Fields Tab, select to capture:
• Source
• Response Media
5. Select the Order Classification Tab. For more information on this screen see the
Order Classification Tab on page 271.

6. In the Order Classification Tab, select:

• A Source from the Default Source drop down menu
• A Response Media from the Default Response Media drop down menu
7. Click Save.
Via Batch File Import
If you are receiving a batch of orders from a third party the Pro-Mail Order Import
Layout allows you to indicate the information in the upload file.
To upload orders that contain Response Information:
2. Indicate the Response Information in the correct fields of the order upload file. See
the Order Upload file layouts on our Web site for the current layout.
3. Upload the orders. For more information on this process see Uploading Orders on
page 488.
Response Analysis Setup
Before you may capture Response Analysis data, you must set up tables for the
various Responses and Source Types in the OMS.
Section Topics
• Response Types on page 591

• Source Types on page 592
• Source Codes on page 593
• Source Details on page 594
Response Types
The Response Type indicates the vehicle used to place the order. For example, orders
may arrive via mail, phone, fax, Internet capture, or via batch captured via a third
party.

Response Analysis
To create a Response Types table:
1. From the OMS Main Menu, select Setup > Analysis > Response Types.
2. On the Response Media Setup Screen, drill into a line to edit.
—or—
On the Response Media Setup Screen, click New to create a new record.
—or—
Stay on the Response Media Setup Screen if this is the first Response Media record
you are defining.
3. Enter a description of the media in the Response Media field. For more
information on this screen see the Response Media Setup Screen on page 592.
4. Click Save to save the correct record.
—or—
Click Another to save the current record and create an additional one.
Sample Screen
Response Media Setup Screen
Screen Definition
Here is the description for the field on the Response Media Setup Screen:
Response Media: (required) Enter the description of how the order is placed.
Source Types
Source Types are a general category of the type of advertisements, such as, a
television ad, newspaper ad, radio ad, or magazine ad.
To create a Source Types table:
1. From the OMS Main Menu, select Setup > Analysis > Source Types.
2. On the Source Type Setup Screen, drill into a line to edit.
—or—
On the Source Type Setup Screen, click New to create a new record.
—or—

Stay on the Source Type Setup Screen if this is the first Source Type record you
are defining.
3. Enter a description of the Source Type in the Description field. For more
information on this screen see the Source Type Setup Screen on page 593.
4. Click Save to save the current record.
—or—
Sample Screen
Source Type Setup Screen
Screen Definition
Here is the description for the field on the Source Type Setup Screen:
Description: (required) Enter a description of the advertisement type.
Source Codes
Source Codes are intended to describe the specific outreach to which the person
placing an order is responding. Each Source Code is intended to tie to one Source
Type. An example of a Source Code is an ad placed in Outdoor Recreation Magazine.
This may be categorized under the Source Type, Magazine.
To create a Source Codes table:
1. From the OMS Main Menu, select Setup > Analysis > Source Codes.
2. On the Source Setup Screen, drill into a line to edit.
—or—
On the Source Setup Screen, click New to create a new record.
—or—
Stay on the Source Setup Screen if this is the first Source Code record you are
defining.

Response Analysis
3. Select a Source from the Source Type drop down menu. For more information on
this screen see the Source Setup Screen on page 594.
Note: If you only have one Source Type defined, you will not see a drop
down menu.
4. Enter a description of the Source Code in the Description field.

—or—
Sample Screen
Source Setup Screen
Screen Definition
Here are the descriptions for the fields on the Source Setup Screen:
Source Type: (required) Select the type of advertisement from the Source Type drop
down menu.
Description: (required) Enter a description of the specific outreach to which the

person is responding.
Source Details
Source Details include more specific information about the outreach. Currently
Source Details capture the Issue Number and Issue Date for a specific Source Code.
To create a Source Details table:
1. From the OMS Main Menu, select Setup > Analysis > Source Details.
2. On the Source Detail Setup Screen, drill into a line to edit.
—or—
On the Source Detail Setup Screen, click New to create a new record.
—or—
Stay on the Source Detail Setup Screen if this is the first Source Detail record you
are defining.

3. Select a Source from the Source drop down menu. For more information on this
screen see the Source Detail Setup Screen on page 595.
Note: If you only have one Source Code defined, you will not see a drop
down menu.
4. Complete the following fields:

• Issue
• Issue Date
—or—
Sample Screen
Source Detail Setup Screen
Screen Definition
Here are the descriptions for the fields on the Source Detail Setup Screen:
Source: (required) Select a Source Code from the Source drop down menu.
Issue: (optional) Enter the Issue Number for this Source Code.
Issue Date: (optional) Enter the date of the issue for this Source Code.
Response Analysis Reports
You may generate two reports to analyze Response Analysis. They are the Response
Analysis by Source report and the Response Analysis by Response Type report. For
more information on these reports see the OMS Sample Reports document on our
Web site.

Response Analysis

Chapter 15
Working With Distributions
Distributions are used for two purposes. First, they are used to control the distribution
of inventory (who is allowed to order inventory and how much they can order).
Secondly, they are used to control the frequency of orders (how often a user can place
an order in a given time frame).
There are several reasons why a client would want to use distributions:
• The inventory has some value and they do not want it ordered in excess.
• There is a limited supply of inventory. Because of this limited supply, they
want to control authorized people (sales representatives, district managers
etc.) from ordering excessive amounts.
• You want to keep shipping and handling costs to a minimum. This requires
controlling the frequency that users place orders.
There are three types of Distribution Limits: Budgets, Offer Limits and Order Limits.
• Budgets
Budgets assume that each user has a certain amount of money in their account
that they are allowed to spend. The items that they order have a value.
• Offer Limits
Offer Limits restrict the user from ordering no more that a pre-determined
quantity of a specific Offer.
• Order Limits
Order Limits restrict the user from placing more than a pre-defined number of
orders in a given time frame.
Section Topics
• Offer Restrictions on page 598

• Distributions Based on Budgets on page 604
• Accept Over Budget E-mail on page 615

Offer Restrictions
Offer Restrictions
There are several ways that you can restrict a user's ability to place orders in the Order
Management System (OMS). This section will focus on restriction access based on
Offer Restrictions.
Offer Restrictions specify the number of days a user has to order a specific quantity of
offers and limits the number of orders that can be placed in one time frame. For
example, you can set the Offer Restriction so that a user can only order a quantity of
50 of a specific offer over a 30 day period across three orders.
There is an option that allows users to order over the set limit. In this case the order is
accepted and then goes through an approval process. An account representative
determines if the order should be approved as is, modified, or rejected. Offer
Restrictions are set up in the Distribution Profile.
Example
Your client has a sales person that will be placing orders in the OMS. The sales person
is only allowed to order 1000 of Offer ID: DC-NM-K (National Mall Kit) over a 30
day period. In the past this sales person has ordered so many that there was not enough
left for the other sales people to order.
Your client states that within that 30 day period the sales person can only place an
order once a week or a maximum of 4 times TOTAL during the month. He explains
that since she was constantly placing orders for this and other offers, shipping costs
skyrocketed. He wants to reduce his shipping costs.
To define offer restrictions:
1. Define a Billing Cycle, if applicable.

2. Define the Distribution Profile.
3. Apply the Restriction Type to the Pre-Registered User or to the View.
4. Specify the Offer Restriction.
5. Apply the Distributions to the Additional View.
Section Topics
• Define a Billing Cycle on page 599

• Define a Distribution Profile on page 600
• Apply the Restriction Type to a Pre-Registered User on page 601

• Specify the Offer Restrictions on page 602

• Applying the Distributions on page 603
Define a Billing Cycle
Billing Cycles are used when you want to restrict the number of orders placed or
offers ordered within a specified time frame.
To define a Billing Cycle:
1. In the OMS, go to Set Up > Views/Access > Define Billing Cycles.

2. Click +.
3. Give the Billing Cycle an Id and Description.
4. Click the + sign to add each period.
5. Specify the date range for each period in the cycle.
6. Submit.
Sample Screen
Billing Cycle Setup
Screen Definition
Billing Cycle ID: (required) Assign an Id to this billing cycle.
Billing Cycle Description: (optional) Give the Billing Cycle a description.
Period Id: (required) Enter the id for each period in this cycle.
Period Description: (required) Enter a description for this billing period.

Offer Restrictions
Start Date: (required) Enter the start date for each period in the cycle.
End Date: (required) Enter the end date for each period in the cycle.
Note: For “Once In a Lifetime” billing cycles, where a user can order a specific
offer only once ever, create a Billing Cycle with just one period. Use an
end date many years into the future.
Define a Distribution Profile
There are two types of Distribution Profiles. They are Offer Restrictions and
Distribution Budget Profiles.
To define an Offer Restriction Type:
1. From the OMS Menu, select Setup > Views/Access > Distribution/Allocation
Setup > Define OffervQuantity Distribution Profiles.
2. On the Create / Edit Distribution Profile Screen, click New Offer Restriction
Type.
3. On the Create / Edit Offer Restriction Types Screen, complete the fields as
necessary.
4. Click Submit.
Sample Screen
Create / Edit Offer Restriction Types Screen
Screen Definition
Here are the descriptions for the fields on the Create / Edit Offer Restriction Type
Screen:
Restriction Description: (required) Enter a description that describes the restriction

you are creating.

Restriction Type: (required) Select a restriction type from the choices below. Default
is # Days.
• # Days
Select this option when you want to restrict users based on the number of days
for which users can order offers.
• Billing Period
This option allows you to designate Start and End Dates when using Quantity
Based Restrictions. These restrictions are based on Billing Cycle Periods.
When you select this option, the screen expands to include the Billing Cycle
field.
Billing Cycle: (required) Select a Billing Cycle from the drop down menu. This
option allows you to specify specific Start and End Dates for a restriction. This option
is only available when you choose the Restriction Type of Billing Period.
Offer Period Days: (optional) Enter the amount of days (time frame) that the system
will use to calculate how many orders can be placed in a given time frame. This option
is only available when you select the Restriction Type of # Days.
Order Period Days: (optional) Enter the number that is used to calculate how many
orders have been placed for a time period.
Max Orders Per Period: (optional) Enter the number of orders the user is allowed to
place for the given time frame.
Accept Additional Orders: (required) Select Yes if the user will be allowed to place
orders after exceeding the number of allotted orders entered in a Billing Period. With
this set, a user can still place orders which will go on Approval Status. Select No if the
user is not allowed to place orders after exceeding their limit. Default is No.
Browsing Offers Text: (optional) If a user is over the limit and is not allowed to
place more orders, the system still allows them to browse offers that would otherwise
have been available to them. Enter the text to display on the screen when they browse.
Accept Orders Over Limit: (required) Select Yes if the user will be allowed to place
orders over their limit. Select No if they will not be allowed to place an order if they
have reached their limit. Default is No. If users are allowed to place orders over their
limit, the entire order is placed on Hold until it is approved. For more information on
this topic see Manually Approving Orders on page 444.
Apply the Restriction Type to a Pre-Registered User
You must apply the Restriction Type to either the Pre-Registered User or a Pre-
Registered User type view.

Offer Restrictions
To apply the Restriction Type to a Pre-Registered User:
1. From the OMS Menu, select Setup > Views/Access > Define Pre-Registered
Users.
2. On the Order Entry Password Search Screen, search for the Pre-Registered User
that you would like to edit. For more information on search techniques, see page 6.
3. On the Order Entry Password Screen, select a Restriction Type from the
Restriction Type drop down menu. You have the ability to define up to two
Restriction Types per Pre-Registered User. For more information on this screen,
see the Order Entry Password Screen on page 304.
4. Complete the other fields as necessary.
5. Click Save to save your changes.
—or—
Click SaveAndEmail to save the changes you have made and E-mail the Pre-
Registered User their Consumer ID and Password.
Apply the Restriction to All Users in a View
You may apply the restriction to all users in a Pre-Registered User type view.
To apply a Restriction Type to all users in a Pre-Registered User Addit’l View:
1. In the OMS, go to Set Up > Views/Access > Define Additional Views.

2. Drill into the appropriate view.
3. Select the Pre-Registered User Info tab.
4. Select a restriction type from Restriction Type 1 and Restriction Type 2 drop down
lists. (You have the ability to assign up to 2 restrictions to a user.) For more
information on this screen, see Pre-Registered Info Tab on page 278.
5. Save your changes.
Note: If you have a restriction set in the View and a different restriction set
in the Pre-Registered user that belongs to the view, the pre-
registered user’s restriction will take priority over the view setting.
Specify the Offer Restrictions
You must indicate that the Offer Restriction is to be used for each offer you want to
restrict.

To specify the Offer Restrictions:

2. On the Offer Lookup Screen, search for the appropriate offer. For more
information on Search Techniques, see page 6.
3. On the Define New Offers / Edit Existing Offers Screen, select the Restrictions
tab.
4. Enter the Order Limit next to the Offer Restriction. For more information on this
screen, see Create/Edit Offers – Restrictions tab on page 155.
5. Click Save.
Applying the Distributions
You must apply the distribution to the Additional View through which the Pre-
Registered User places orders.
To apply Distributions to an Additional View:
1. On the OMS Menu, select Setup > Views/Access > Define Additional Views.
2. On the Define Additional Views List View Screen, drill into the Additional View
that the client representative uses.
3. On the Define Additional Views Screen, select the Distribution tab.
4. On the Define Additional Views - Distribution Screen, select one of the following
options. For more information on this screen, see Distribution / Pricing Tab on
page 279.
• Ordered By
• Ship To
• Bill To
• None
5. Click Save.

Distributions Based on Budgets
Another method of restricting a user's ability to place orders in the OMS is through the
use of Budgets. This section focuses on restriction based on Budget Profiles.
• Simple Budget Based on Ordered By on page 604

• Simple Budget Based on Ship To on page 608
• Complex Budget Based on Distribution Codes and Classes on page 609
Simple Budget Based on Ordered By
To create a simple Budget based on Ordered By, you must define a Billing Cycle, a
Budget, and a Distribution Budget Profile. A Billing Cycle determines the budget
period based on a Start and End Date. A Budget is the amount of money a user has to
spend in each Billing Cycle. A Distribution Budget Profile is comprised of a
Distribution Class, Distribution Code and Billing Cycle. It contains the details of an
individual budget.
Note: When restricting by budgets you may indicate who owns the budget: the
Ordered By, Ship To or Bill To.
Example
Your client informs you and says that his client representative has been given a budget
to place orders in the OMS. He is limiting the representative from ordering too much
valuable merchandise.
The client representative has been given $750 per quarter to spend on anything in the
OMS that he wants. He is not allowed to go over his budget.
To define Distributions based on Budgets:
1. Define a Billing Cycle. For more information on defining a Billing Cycle, see
Defining a Billing Cycle on page 605.
2. Define a Distribution Profile. For more information on defining a Distribution
Profile, see Define a Distribution Profile on page 600.
3. Define the Budget. For more information on defining a Budget, see Defining the
Budget on page 606.

4. Apply the Restriction Type to the Pre-Registered User Record. For more
information on applying the Restriction Type to the Pre-Registered User Record,
see Apply the Restriction Type to a Pre-Registered User on page 601.
5. Apply the Distributions to the Additional View. For more information on this topic
see Applying the Distributions on page 603.
Note: Step 1 and Step 5 can be done in interchangeable order. However,

Step 1 must be completed before Step 2.
Section Topics
• Defining a Billing Cycle on page 605

• Defining the Budget on page 606
Defining a Billing Cycle
A Billing Cycle determines the budget period based on a Start and End Date.
To define a Billing Cycle:
Setup > Define Billing Cycles.
2. On the Create / Edit Order Billing Cycles Screen, click +.
3. Click + to addeach period.
4. On the Create / Edit Order Billing Cycles Screen, complete the fields as necessary.
For more information on this screen, see the Create / Edit Order Billing Cycles
Screen on page 605.
5. Click Submit.
Sample Screen
Create / Edit Order Billing Cycles Screen

Screen Definition
Here are the descriptions for the fields on the Create / Edit Order Billing Cycles
Screen:
Billing Cycle ID: (optional) Enter an ID for your Billing Cycle into this field.
Billing Cycle Description: (required) Enter a description for your Billing Cycle.
Period ID: (optional) Enter an ID that describes this billing period into the fields.
Period Description: (optional) Enter a description to go with your Period IDs into the
fields in this column.
Start Date: (optional) Enter the day this period starts into the fields in this column.
End Date: (optional) Enter the day this period ends into the fields in this column.
Defining the Budget
A budget is the amount of money a user has to spend in each Billing Cycle.
To define the Budget:
Setup > Define Simple Dollar Budget Distribution Profiles.
2. On the Setup Simple Dollar Budgets Screen, click + to define a new budget.
3. On the Budget Definition Screen, complete the fields as necessary. For more
information on this screen, see the Create / Edit Simple Dollar Budget Screen on
page 607.
4. On the Budget Information Screen, enter the amount of the Budget for each period
in your Billing Cycle.
5. Click Submit.

Sample Screen
Create / Edit Simple Dollar Budget Screen
Screen Definition
Here are the descriptions for the fields on the Create / Edit Distribution Profile Screen:
Description: (required) Enter a description that describes this Distribution Profile.
Accept Over Budgets: (required) Select Yes if an order exceeding the budget can be
accepted. Select No if over budget orders are rejected.
Max Orders per Period: (optional) Enter the maximum orders they can place in each
period in the billing cycle.
Billing Cycle: (required) Select the Billing Cycle from the drop down menu. For
more information on defining Billing Cycles, see Defining a Billing Cycle on
page 605.
Period id: (read only) This is the id of the period in your selected Billing Cycle.
Period Description: (read only) This is the description of the period defined in your
selected Billing Cycle.
Start Date/End Date: (read only) These are the start and end dates for each period in
your selected Billing Cycle.
Total Budget: (optional) Click into this field to enter the budget amount for each
period.

Simple Budget Based on Ship To
To define a simple Budget based on Ship To, you must understand how to define a
Mailer Class and designate Budget Types by each Ship To Person.
A Mailer Class allows you to group together names and address records that are
frequently used in the OMS. You can have many Mailer Classes in an OMS. Users
may be restricted in their searches for Ordered By, Bill To or Ship To records. By
using a Budget Type by Ship to Person, you can designate a budget for a person who
is receiving an order. Every time an order is placed for the person, his budget is
appropriately reduced.
Note: If using budgets based on Ship To, you may only search on Ship To
records that have been assigned a budget.
Example
Your client has another client representative that will be placing orders in the OMS.
He wants to limit the amount of valuable merchandise that this representative can
order for his customer.
This representative only has one customer, so he always ships his orders to this one
person. This contact person will never change.
The person receiving the order is charged for the items. This person has a credit limit
of $6,000 per year. Therefore, the representative can order $6,000 worth of
merchandise for this customer.
Your client realizes that sometimes the customer may need a product even if they have
exceeded their budget. For this reason, any order that goes beyond the budget must be
approved by the account representative based on your client's guidelines.
To define a simple Budget based on Ship To:
1. Define the Billing Cycle. For more information on this topic, see Defining a
Billing Cycle on page 605.
2. Define a Distribution Profile. For more information on this topic, see Define a
Distribution Profile on page 600.
3. Define the Budget. For more information on this topic, see Defining the Budget on
page 606.
4. Create a Mailer Class. For more information on this topic, see Creating a Mailer
Class on page 298.
5. Create a Mailer Record. For more information on this topic, see Creating Mailer
Records on page 299.

6. Define the Distributions. For more information about defining Distributions, see
Applying the Distributions on page 603.
7. Define the Ship To Tab to only ship to one person. For more information on
defining the Ship To tab, see Defining the Ship To Tab on page 609.
8. Define the Order Approval E-mail. For more information on defining the Order
Approval E-mail, see Defining / Editing Order Processing Streams on page 424.
Section Topics
• Defining the Ship To Tab on page 609
Defining the Ship To Tab
The Ship To tab can be defined to only allow shipping to one mailer class.
To define the Ship To Tab in the Additional View:
2. On the Define Additional Views List View Screen, drill into the View that you
would like to edit.
—or—
3. On the Define Additional View Screen, select the Ship To Info tab.
4. On the Define Additional View - Ship To Info Tab, select the Lookup Person
Permitted check box. For more information on this screen, see the Ship to Info
Tab Screen on page 274.
5. Select the Lookup Person Default check box.
6. Select the Allow Selected radio button.
7. Select the check box next to the appropriate Mailer Class.
8. Click Save.
Complex Budget Based on Distribution Codes and Classes
Distribution Budget Profiles can restrict a user's ability to order items from the OMS
based on the amount of money they have available in their budget. You can use
Distribution Classes and Distribution Codes to further restrict your users.
This last scenario is geared toward an extreme case of budget usage. The complexity
of the system runs very deep at this level. If you plan on using budgets to this extent,
we suggest you to try this in a test account first before configuring it in a live account.

To define a complex Budget based on Distribution Codes and classes, you must define
a Billing Cycle, a Budget, a Distribution Profile, a Distribution Class, a Distribution
Code, an Offer Sort Level, and a Distribution Budget Profile.
A Billing Cycle determines the budget period based on a Start and End Date. A
Budget is the amount of money a user has to spend in each Billing Cycle. A
Distributions / Allocation Profile is the umbrella that encompasses all restriction
criteria. The Profile is assigned to a Pre-Registered User. A Distribution Class enables
a class to be linked to a specific Distribution Code. A Distribution Codes allows you
to separate budget funds by category. When ordering, the Pre-Registered User selects
a Distribution Code from which the order total will be deducted. A Distribution
Budget Profile is comprised of a Distribution Class, Distribution Code and Billing
Cycle. It contains the details of an individual budget.
By indicating an Offer Sort Level in the Distribution Profile it allows you to break
down budget amounts further by the Offer Sort Groups defined for that Offer Sort
Level. For example: If at Offer Sort Level 1 you had defined the Offer Sort Groups
“Literature Items” and “Premium Item,” then you could indicate separate budget
amounts for each group.
Example
Your client's customer has a sales representative that distributes brochures and
merchandise to travel agents and to consumers.
Their sales representative has a budget for travel agents and another for consumers.
This budget is broken down further by Literature and Premium items. The sales
representative is allocated a budget of $2,500 total for travel agents. This budget is
further broken down to $1,000 per quarter for Literature and $1,500 per quarter for

Premium items. The sales person is allocated $1,200 per quarter for the consumers.
This is broken down to $500 for Literature and $700 for Premium.
Budget Profile Flow Chart
To define a complex Budget based on Distribution Codes and Classes:
1. Define a Billing Cycle. For more information on this topic see Defining a Billing
Cycle on page 605.
2. Define a Distribution Class. For more information on this topic, see Defining a
Distribution Class on page 612.
3. Define the Distribution Code. For more information on this topic, see Defining a
Distribution Code on page 612
4. Define a Distribution Profile. For more information on this topic, see Define a
Distribution Profile on page 600.
5. Define the Budget. For more information on this topic, see Defining the Budget on
page 606.
6. Apply Restriction Type to a Pre-Registered User. For more information on this
topic, see Apply the Restriction Type to a Pre-Registered User on page 601.
7. Apply the Distributions. For more information on this topic, see Applying the
Distributions on page 603.
Note: Step 1, Step 2, and Step 7 can be done in interchangeable order.

However, Step 1, must be done before Step 5 and Step 2 must be
done before Steps 3, 4, 5, and 6.

Section Topics
• Defining a Distribution Class on page 612

• Defining a Distribution Code on page 612
Defining a Distribution Class
Each Distribution Code may be linked to one Distribution Class.
To define a Distribution Class:
1. On the OMS Menu, select Setup > Views/Access >Define Order Distribution
Classes.
2. On the Distribution Class Setup Screen, complete the fields as necessary. For more
information on this screen, see the Distribution Class Setup Screen on page 612.
3. Click Save to save the Distribution Class to the list.
—or—
Click Another to write the Distribution class to the list and the create another one.
Sample Screen
Distribution Class Setup Screen
Screen Definition
Here are the descriptions for the fields on the Distribution Class Setup Screen:
Class ID: (required) Enter an identifier for the Distribution Class.
Class Description: (required) Enter a description of the Distribution Class.
Defining a Distribution Code
Distribution Codes allow you to separate budget funds by category. When ordering,
the Pre-Registered User selects a Distribution Code from which the order total is
deducted.

To define a Distribution Code:
1. On the OMS Menu, select Setup > Views/Access > Define Order Distribution
Codes.
2. On the Create / Edit Order Distributions Screen, click New.
3. On the Create / Edit Order Distributions Screen, complete the fields as necessary.
For more information on this screen, see the Create / Edit Order Distributions
Screen on page 613.
4. Click Submit.
Sample Screen
Create / Edit Order Distributions Screen
Screen Definition
Here are the descriptions for the fields on the Create / Edit Order Distributions Screen:
Distribution Code ID: (required) Enter a Code that describes this Distribution Code.
Distribution Code Description: (required) Enter a description of the Distribution

Code.
Distribution Class: (required) Select the Distribution Class from the drop down
menu. For more information on defining Distribution Classes, see Defining a
Distribution Class on page 612.
Pre-Defined Shipping Address: (required) Select Yes if the user ships his orders to
the same person every time. Select No if the user is able to ship to whomever he
wants.
Hint: If you select Yes, the fields Allow Shipping Address Override, Name
Search String and Pre-Defined Shipping Address Box will appear.
Allow Shipping Address Override: (required) Select Yes if the user can override the
Pre-Defined Shipping Address. Select No if changes the users makes to the Shipping

Address record do not update the record. This field only displays when you select Yes
in the Pre-Defined Shipping Address field.
Note: If you select Yes, when the user changes information in this record, the
system automatically replaces the old record. If you select No, a new
Shipping Address record is not be written out and information is changed
during order entry.
Name Search String: (optional) Enter a name and click Search to lookup addresses
currently stored in the OMS. For more information on search techniques, see page 6.
Pre-Defined Shipping Address Box: (optional) If you used the Search button above,
these fields will automatically populate with the information you chose. If you did not
use the Search feature, you may enter an address directly into these fields.

Accept Over Budget E-mail
When you select to accept over budgets, an E-mail is sent to a designated

representative who examines the order. This person has the option to approve the
order even though it is over budget, reject it, or change the order. This representative's
E-mail address is set up in the Stream. For more information on accepting Over
Budget E-mails, see Defining / Editing Order Processing Streams on page 424.




Chapter 16
Merchandise Fulfillment
Merchandise Fulfillment allows you to charge money for items that you fulfill. There
are a number of capabilities that allow you to customize pricing based on who is
ordering, what is ordered, and when.
Chapter Topics
• Credit Cards on page 620

• Checks on page 643
• Accounts Receivable on page 645
• Gift Certificates on page 677
• Pricing in Offers on page 679
• Discounts on page 688
• Sales Tax on page 694
• Shipping and Handling on page 702

Credit Cards
Credit Cards
The Pro-Mail Fulfillment Solution uses PayPal and Authorize.net to process credit
card orders. Credit Cards are authorized and funds are reserved at the time the order is
placed. The funds are captured at shipping time.
If a credit card order is backordered, funds are not authorized and inventory is not
reserved until the order is released from backorder.
Note: You have the option of setting up your OMS to capture credit card funds
during order processing, even if the item is backordered. This is known as
Pre-Billed Backorders. See Pre-Billed Backorders on page 642 for more
information on setting up this feature.
This section describes how to set up Pro-Mail to take credit card orders.
To set up credit card processing using PayPal or Authorize.net:
1. Plan ahead. Leave yourself time to acquire, set up and test all aspects of credit card
processing.
2. Establish an Internet merchant account. For more information on this topic, see
Establishing an Internet Merchant Account on page 621.
3. Establish a relationship with PayPal or Authorize.net. For more information on this
topic, see Establishing a Relationship with PayPal or Authorize.net on page 621.
4. Install a Secure Server Certificate. For more information on this topic, see
Installing an SSL Certificate on page 622.
5. If using PayPal’s Payflow Pro, install it on your Pro-Mail Web server. For
information on this topic, see Installing PayPal’s Payflow Pro on page 624. (There
is no installation needed for Authorize.net.)
6. Indicate that you have installed the Secure Server Certificate in PMA. For more
information on this topic, see Indicating SSL Certificate is Installed on page 626.
7. Enter credit card processing information in the Order Management System (OMS).
For more information on this topic, see Entering Credit Card Processing
8. Define your credit card payment methods in the OMS. For more information on
this topic, see Defining Credit Card Payment Methods on page 633.
9. Change settings in your view. For more information on this topic, see Changing
Settings in a View on page 635.
10. Set up pricing in your offers. For more information on this topic, see Pricing in
Offers on page 679.
11. Review other sections of this chapter including Discounts on page 688, Sales Tax
on page 694, and Shipping and Handling on page 702.

Section Topics
• Establishing an Internet Merchant Account on page 621

• Establishing a Relationship with PayPal or Authorize.net on page 621
• Installing an SSL Certificate on page 622
• Installing PayPal’s Payflow Pro on page 624
• Indicating SSL Certificate is Installed on page 626
• Entering Credit Card Processing Information on page 628
• Defining Credit Card Payment Methods on page 633
• Changing Settings in a View on page 635
• Pre-Billed Backorders on page 642
Establishing an Internet Merchant Account
You must establish an Internet merchant account prior to processing credit card
orders.
An Internet merchant account is an account with a financial institution that enables

you to accept credit cards for payments over the Internet. This type of account will
allow the processing of “card not present” transactions, and is completely different
than a Point of Sale or “Brick and Mortar” type of Merchant Account.
Establishing a new Internet merchant account can take anywhere from two to three
weeks to obtain. Plan accordingly.
If you have an existing Internet merchant account, or if your Customer has an

established account, it is essential that you verify with your financial institution and
with VeriSign that this account is an Internet merchant account and is valid for use
with VeriSign. This will ensure that you avoid any delays.
Establishing a Relationship with PayPal or Authorize.net
The Pro-Mail Fulfillment Solution is designed to work with either PayPal or

Authorize.net. They are Internet gateways that allow you to authorize and process
credit card orders on behalf of your Customers.
You can reach PayPal at their Web site, www.paypal.com, or by phone (866) 837-
1863.
You can reach Authorize.net at their Web site, www.authorize.net, or by phone (888)
323-4289.

Credit Cards
Installing an SSL Certificate
In order to process credit card orders you must have an SSL Certificate on your server.
An SSL Certificate can be obtained from a variety of vendors. Some of which include:
• PayPal (www.verisign.com)
• GTE CyberTrust Solutions (www.cybertrust.gte.com)
• Thawte Consulting (www.thawte.com)
• BankGate CA (www.bankgate.com)
Once you have obtained an SSL Certificate, you must install it on your Pro-Mail
webserver.
To install an SSL Certificate:
1. Create a Key Certificate Request for the Pro-Mail webserver. For more
information on this topic see Creating a Key Certificate Request for the Server on
page 622.
2. Process the Key Certificate Request for the Pro-Mail webserver. For more
information on this topic see Processing the Key Certificate Request for the Server
on page 623.
3. Instal the Key Certificate on the Pro-Mail webserver. For more information on this
topic see Installing the Key Certificate on the Server on page 624.
Section Topics
• Creating a Key Certificate Request for the Server on page 622

• Processing the Key Certificate Request for the Server on page 623
• Installing the Key Certificate on the Server on page 624
Creating a Key Certificate Request for the Server
Creating a Key Certificate Request is the first step in installing an SSL Certificate.
To create a key certificate request for the server:
1. On your Pro-Mail webserver, start the Internet Service Manager (ISM), which
loads the Internet Information Server snap-in for the Microsoft Management
Console (MMC).
2. Right-click the Web site, directory, or file to be secured, and then click Properties.
3. Select the Directory Security Tab.

—or—
Select the File Security Tab.
4. Under Secure Communications, click Key Manager.
Note: This button will be labeled “Edit” instead of “Key Manager” if a

certificate has already been installed.
5. In Key Manager, right-click WWW, and then select Create New Key.
6. Select the Put the Request in a File That you will Send to an Authority radio
button.
7. Save the file to your hard disk. Be sure to remember the name and location of the
file. The default path and name for this file is C:\NewKeyRq.txt.
8. Step through the rest of the Create New Key dialog boxes.
Note: When prompted for your state, be sure to spell it out completely (do
not use the abbreviation), with proper capitalization, so that the
certificate request will be PKCS #10 compatible. Make sure the bit
length selected is 1024.
9. Close the Key Manager. Be sure to click Yes when prompted to Commit all
changes now?
10. In the MMC, click OK.
Processing the Key Certificate Request for the Server
Processing the Key Certificate Request for the server is the second step in installing an
SSL Certificate. This step includes going to the Certifying authority web site (i.e.
Verisign) to submit your certificate request.
To process the key certificate request for the Pro-Mail webserver:
1. On the Pro-Mail webserver open a new browser session and navigate to the web
page www.paypal.com/site/index.html.
2. Open the text file created for the server request (C:\NewKeyRq.txt by default).
3. Select and copy the text for the key, beginning with the line:
-----BEGIN NEW CERTIFICATE REQUEST-----
and ending with:
-----END NEW CERTIFICATE REQUEST-----
(In other words, include both of these lines).
4. Paste this Key Certificate Request information into the fields required by the
certifying authority you are using.

Credit Cards
Installing the Key Certificate on the Server
Installing the Key Certificate on the server is the last step in installing an SSL
Certificate. Your certifying authority will e-mail you your certificate.
To install the key certificate on the Pro-Mail webserver:
1. Save the certificate to a text file on your Pro-Mailwebserver.

2. In the MMC, right-click the Web site, directory, or file to be secured, and then
click Properties.
3. Select the Directory Security Tab.
—or—
Select the File Security Tab.
4. Under Secure Communications, click Edit (note that this changed from previously
being labeled Key Manager).
5. Click Key Manager.
6. In Key Manager, right-click the New Key Request icon (the icon with a red slash
through it), and then click Install Key Certificate.
7. Select the certificate file that has the information that was received from the
certifying authority, and then when prompted, provide the password.
8. Click OK.
9. Confirm that in the Server Bindings dialog box, Any Unassigned is displayed
under both the IP Address and Port Number columns.
10. Click OK (unless you want to assign the key to particular IP address and port
number).
11. Close Key Manager. Be sure to click Yes when prompted to Commit all changes
now?
12. Click OK twice to return to the MMC.
Installing PayPal’s Payflow Pro
These are instructions to assist you in installing PayPal’s Payflow Pro software on
your Pro-Mail webserver.
Please read these instructions thoroughly before beginning the installation procedure.
Note: If installing version 4 of PayPal and you qualify for the use of Reference
Transactions, ensure that you have enabled this setting within your
manager.paypal.com account. This can be accomplished under Account
Administration > Transaction Settings. To find out if you do qualify for
reference transactions, please contact your local PayPal account rep.

To install Verisign’s PayFlow Pro:
1. Download Payflow Pro. For more information on this topic see Downloading
Payflow Pro on page 625.
2. Unzip and install Payflow Pro on your Pro-Mail webserver. For more information
on this topic see Installing Payflow Pro on page 626.
3. Create a system environment variable for Payflow Pro. This step involves
rebooting your Pro-Mail webserver. For more information on this topic see
Troubleshooting on page 626.
Section Topics
• Downloading Payflow Pro on page 625

• Installing Payflow Pro on page 626
Downloading Payflow Pro
Downloading Payflow Pro is the first step in installing the software. At this point, you
have established a relationship with PayPal. You should have a User Login and
Password from PayPal. If this is not true, then you will need to contact PayPal to
become a Payflow Pro customer before proceeding.
To download Payflow Pro:
1. From your Pro-Mail webserver, open an Internet browser session and logon to
PayPal’s Manager site (https://manager.paypal.com).
a. For Partner, type PayPal (case matters).
b. Enter your Login and Password as given to you by PayPal.
2. From the menu bar, select Downloads.
3. Scroll down until you see a section titled Payflow Pro Software Development Kit
(SDK).
4. Click the .Net SDK hyperlink.
5. Read through the license agreement material until you get to the Download
Software screen.
6. Here to Start Download.
7. A File Download window will appear. The Save This File to Disk button should be
on. Click OK to proceed.
8. Create a directory called “VeriSign” and save the pfpro_win32 WinZip file in that
directory. This process should only take 1 or 2 minutes.

Credit Cards
9. Close the File Download window if it is still open.

10. Close your Internet browser.
Installing Payflow Pro
For information on how to install the PayPal PayFlow Pro SDK, please use the
ReadMeCOM.txt file located in the C:\Program Files\Payflow SDK for .NET\COM
on your web server.
Troubleshooting
• Payflow Pro uses port 443 of your proxy server. This port should be set up to
allow outgoing traffic. Contact your Network Administrator to check this
setting.
• If you’re running a 64-bit web server, you will still need to use the 32-bit
version of regasm and not the 64 bit version.
Un-register the dll then copy the dll to the syswow64 folder but use the 32 bit
version of regasm
C:\Windows\Microsoft.NET\Framework\v2.0.50727\regasm.exe
• In the Utilities Menu of the Pro-Mail Order Management System, there is an
option to test your Payflow Pro Software. This utility will check the
following:
• Determine if Payflow Pro is installed on the Pro-Mail webserver.
• Send a test transaction to PayPal’s test server. If a result code of zero is
returned, then Payflow Pro is up and running. If a result code other than
zero is returned, please report it to Software Marketing Associates, Inc.
• For those who are technically inclined, or have an in-house technical staff,
there are utilities included with your Payflow Pro software. Begin with the
PayPal directory and explore the sub-directories. There are readme.txt files
containing information about each section.
Indicating SSL Certificate is Installed
Information on the Internet can be viewed by others. For this reason we suggest you
secure critical information such as logins and passwords. You must have an SSL
Certificate installed on your Pro-Mail Web server to secure these items.
To tell the PMA System that an SSL Certificate has been installed:
1. Open a new browser session and navigate to your Pro-Mail PMA System
(yourwebservername/pma).

2. Log into the PMA System.

a. On the PMA Log in screen, enter your User Name.
b. Enter your password.
c. Click Login.
3. From the Main Menu, click Setup. The Pro-Mail System Setup Screen opens.
4. Check the box beside the Secure Server Certificate Installed field. For more
information on this screen see the Pro-Mail System Setup Screen on page 627.
5. (optional) Check the following fields to secure other parts of The Pro-Mail
Solution. For more information on this screen see the Pro-Mail System Setup
Screen on page 627.
• Secure Administration Login
• Secure Warehouse Login
• Secure Order Management Login
• Secure Project Management Login
• Office Web Components
6. Click Submit.
Sample Screen
Pro-Mail System Setup Screen
Screen Definition
Here are the descriptions for the fields in the Pro-Mail System Setup Screen:
Secure Server Certificate? Select Yes if you have installed an SSL Certificate on
your Pro-Mail Web server. Select No if you do not have an SSL Certificate installed
on your Pro-Mail Web server. For more information on installing SSL Certificates see
Installing an SSL Certificate on page 622. Default is No.
Secure Administration Login? Select Yes to secure the login to the Pro-Mail PMA
System. Select No if you do not want to secure the login to the Pro-Mail PMA System.
Default is No.
Secure Warehouse Login? Select Yes to secure the login to the Warehouse
Management System (WMS). Select No if you do not want to secure the login to the
WMS. Default is No.

Credit Cards
Secure Order Management Login? Select Yes to secure the login to the OMS
System. Select No if you do not want to secure the login to the OMS System. Default
is No.
Secure Project Management Login? Select Yes to secure the login to the Project
Management System (PMS). Select No if you do not want to secure the login to the
PMS. Default is No.
Office Web Components? Select Yes to display graphs in the OMS. Select No if you
do not want to display graphs. Default is No.
Issuer Digest Number: (optional) Enter the Issuer Digest Number you received from
VeriSign. The VeriSign Secure Site Image displays on secure pages once you have
entered this number.
CommonName: (optional) Enter the CommonName you received from VeriSign.

The newest VeriSign Secure Site Image displays on secure pages once you have
entered this information.
Entering Credit Card Processing Information
In the OMS you must indicate how you are processing credit cards (automatic, manual
or batch). You must also enter PayPal or Authorize.net information that will be used
to communicate over the Internet into each OMS that accepts credit card payments in
real-time.
To enter credit card processing information:
1. From the OMS Menu, choose Setup > Merchandise > Merchandise Payment
Parameters
2. On the Merchandise Payment Parameters Screen, complete the fields as needed.
For more information on this screen see the Merchandise Payment Parameters
Screen on page 629.
Note: You may only define one credit card processor.
3. Click Save.
Section Topics
• Payment Parameters for Credit Card Processing through PayPal on page 629
• Payment Parameters for Credit Card Processing through Authorize.net on
page 631

Payment Parameters for Credit Card Processing through PayPal
Sample Screen
Merchandise Payment Parameters Screen
Screen Definition
Here are the descriptions for the fields on the Merchandise Payment Parameters
Screen when you are processing credit cards through PayPal:
Credit Card Processing Type: (required) Select the type of credit card processing
you are using. Default is Automatic. Your choices are:
• Automatic
Credit Card information is communicated to VeriSign as orders are entered.
When you select Automatic, the screen expands to include the Credit Card
Processing Mode field.
• Manual
Use this option when you do not have a relationship with VeriSign and you
are validating credit cards off-line outside of Pro-Mail and are keying your
own authorization codes into Pro-Mail. For more information on processing
credit cards manually see the chapter on order processing.
• Batch
Credit Card information is communicated to ICVERIFY as a batch when you
push a button. When you select Batch processing, the screen expands to
include the Batch Directory and Client Code fields.
Automatic Credit Card Processing Mode: (required) Select a credit card processing
mode from the radio buttons to the right. Default is Full Test. Your choices are:
• Full Test
Credit card information is captured but no transaction with VeriSign takes

Credit Cards
place. The message “test mode” displays on the Order Entry screen during the
checkout process.
• Use Test Credit
Credit card information is captured and communicated to VeriSign but the
credit card is not charged. The message “test mode” displays on the Order
Entry screen during the checkout process. This mode is used for test credit
card orders.
• Live
Credit card information is captured, and communicated to VeriSign. The
credit card is charged.
• 3rd Party
This mode works like the Full Test mode. The credit card information is
captured but no transaction takes place. The message “test mode” does not
display on the Order Entry screen during the checkout process.
File Format: (required for Batch CC Processing Only) Select between Tab Delimited
or Quote Comma Delimited file formats.
Export Version: (required for Batch CC Processing Only) Select either Summary or
Detailed. This affects the Layout field (see below.)
Layout: (Read Only - Displayed when Batch CC Processing is selected)
Batch Directory: (required for Batch CC Processing) Enter the directory to which
you are writing credit card orders that are waiting to be authorized. This field will only
display when you choose Batch Credit Card Processing.
Client Code: (optional) Enter the Client Code you received from ICVERIFY. This
code is written to the ICVERIFY batch.
Processor: (required) Choose between PayPal Version 4, PayPal Version 4

WITHOUT Referenced Transactions, or Authorize.net.
VeriSign Partner: (optional) Enter the name of your Verisign/PayPal Partner if you
are working with VeriSign/Paypal through a partner.
Proxy Address: (optional) Enter your server’s Proxy Address. This field only applies
if you are running a proxy server.
Proxy Port: (optional) Enter your server’s Proxy Port. This field only applies if you
are running a proxy server.
Vendor: (optional) Enter your vendor id received from PayPal.
User ID: (required) Enter the User ID you receive from PayPal.
Password: (required) Enter the Password you receive from PayPal.

Test Credit Card #: (required) Enter the test credit card number you receive from
PayPal. A test credit card number allows you to process test credit card transactions to
ensure communications between the OMS and PayPal are working correctly.
Test Expiration Date: (required) Enter the test expiration date you receive from
VeriSign.
Change Encryption Password: Click this button to change the password used to
encrypt credit card numbers. The screen expands to include the Enter New Encryption
Password field. When a password is specified or changed, the system encrypts all
credit card numbers in the SQL tables. If you do not specify a password, the system
does not encrypt credit card information in these tables. Once you specify a password,
information from the SQL tables cannot be retrieved by outside programs without
using this password.
Track Receivables: (required) Select Yes to activate receivables tracking. Once this
selection has been activated, the Customer Services Menu selection replaces the
Inquiry Menu selection and A/R menu options are added to the Production Menu
selection. Select No if you are not tracking receivables. Default is No. For an
explanation of the A/R Payment Parameter fields, see Accounts Receivable on
page 645.
Payment Parameters for Credit Card Processing through

Authorize.net
Sample Screen
Payment Parameters for Authorize.net
Screen Definition
Here are the descriptions for the fields on the Merchandise Payment Parameters
Screen when you are processing credit cards through Authorize.net:

Credit Cards
Credit Card Processing Type: (required) Select the type of credit card processing
you are using. Default is Automatic. Your choices are:
• Automatic
Credit Card information is communicated to VeriSign as orders are entered.
When you select Automatic, the screen expands to include the Credit Card
Processing Mode field.
• Manual
Use this option when you do not have a relationship with VeriSign and you
are validating credit cards off-line outside of Pro-Mail and are keying your
own authorization codes into Pro-Mail. For more information on processing
credit cards manually see the chapter on order processing.
• Batch
Credit Card information is communicated to ICVERIFY as a batch when you
push a button. When you select Batch processing, the screen expands to
include the Batch Directory and Client Code fields.
Credit Card Processing Mode: (required) Select a credit card processing mode from
the radio buttons to the right. Default is Full Test. Your choices are:
• Full Test
Credit card information is captured but no transaction with VeriSign takes
place. The message “test mode” displays on the Order Entry screen during the
checkout process.
• Use Test Credit
Credit card information is captured and communicated to VeriSign but the
credit card is not charged. The message “test mode” displays on the Order
Entry screen during the checkout process. This mode is used for test credit
card orders.
• Live
Credit card information is captured, and communicated to VeriSign. The
credit card is charged.
• 3rd Party
This mode works like the Full Test mode. The credit card information is
captured but no transaction takes place. The message “test mode” does not
display on the Order Entry screen during the checkout process.
Processor: (required) Choose between PayPal Version 4, PayPal Version 4

WITHOUT Referenced Transactions, or Authorize.net.
API Login ID: (required) Enter the API Login ID, as received from Authorize.net.
Transaction Key: (required) Enter the Transaction Key, as received from

Authorize.net.
Test Credit Card #: (required) Enter the test credit card number you receive from
PayPal. A test credit card number allows you to process test credit card transactions to
ensure communications between the OMS and PayPal are working correctly.

Test Expiration Date: (required) Enter the test expiration date you receive from
VeriSign.
Change Encryption Password: Click this button to change the password used to
encrypt credit card numbers. The screen expands to include the Enter New Encryption
Password field. When a password is specified or changed, the system encrypts all
credit card numbers in the SQL tables. If you do not specify a password, the system
does not encrypt credit card information in these tables. Once you specify a password,
information from the SQL tables cannot be retrieved by outside programs without
using this password.
Track Receivables: (required) Select Yes to activate receivables tracking. Once this
selection has been activated, the Customer Services Menu selection replaces the
Inquiry Menu selection and A/R menu options are added to the Production Menu
selection. Select No if you are not tracking receivables. Default is No. For an
explanation of the A/R Payment Parameter fields, see Accounts Receivable on
page 645.
Defining Credit Card Payment Methods
Multiple credit card payment methods may be defined in the OMS. You may also
choose to have VeriSign validate the address and zip code of the Bill To address of an
order against that of the credit card billing address. This feature is called AVS
Validation. If selected, a transaction equal to one penny is sent to VeriSign. If this
transaction meets the validation criteria, Pro-Mail will send the full transaction to
VeriSign and the original transaction of one penny will be cancelled. Pro-Mail will not
accept orders where validation criteria does not match.
To define / edit credit card payment methods:
1. From the OMS Main Menu select Setup > Merchandise > Methods of Payment.
2. On the Define Methods of Payment for Merchandise Orders Screen, click New to
create a new payment method.
—or—
On the Define Methods of Payment for Merchandise Orders Screen, drill into an
existing payment method for editing.
3. Complete / edit the fields as needed. For more information on this screen see the
Define Methods of Payment for Merchandise Orders Screen - Credit Cards on
page 634.
—or—
Click Another to write the information to the Table and to create another payment
method.

Credit Cards
Sample Screen
Define Methods of Payment for Merchandise Orders Screen - Credit Cards
Screen Definition
Here are the descriptions for the fields on the Define Methods of Payment for
Merchandise Orders Screen:
Payment Type: (optional) Enter a short description that describes the Payment Type.
Description: (required) Enter text that describes the Payment Type. This text will
display during Order Entry.
Type: (required) Choose Credit Card from the drop down menu. Default is Credit
Card. Your choices are Credit Card, Check or Accounts Receivable.
Validation Type: (required) Choose the Validation Type of your choice. Default is
NONE. Any other choice will result in the System Validating the length of the credit
card number along with the prefix of the number during Order Entry based on the
following guidelines:
• Mastercard - Length = 16 Characters. Prefix = 51 through 55.

• Visa - Length = 13 or 16 Characters. Prefix = 4.
• Amex - Length = 15 Characters. Prefix = 34 or 37.
• Diners Club / Carte Blanche - Length = 14 Characters. Prefix = 300 through
305, 36 or 38.
• Discover - Length = 16 Characters. Prefix = 6011.
• EnRoute - Length = 15 Characters. Prefix = 2014 or 2149.
• JCB - Length = 16 Characters. Prefix = 3 or Length = 15 Characters. Prefix =
2131 or 1800.
• Delta - Length = 16 Characters. Prefix = 4.
• Switch - Length = 16, 18, or 19 Characters. Prefix = 4through 6.
Require CSC: (optional) Select this check box to require users to disclose the Card
Security Code (CSC) on their credit card when placing credit card orders. The CSC is
a three or four digit number typically found on the back of a credit card in the

signature field. It is not part of the credit card number itself. Requiring entry of this
number adds another level of security to merchandise orders because it requires the
person placing the order to have access to this number, which means typically they
would need physical possession of the credit card.
CSC Tag: (optional) Enter text that displays next to the field where users enter the
CSC from their credit card.
CSC Text: (optional) Enter text that describes information regarding the CSC. This
displays next to the CSC tag field during order entry and can be used to describe
where to find the CSC on the credit card.
AVS Validation: (optional) Select this check box to have VeriSign validate the
address and zip code of the Bill To address of an order against that of the credit card
billing address. If selected, a transaction equal to one dollar is sent to VeriSign. If this
transaction meets the validation criteria, Pro-Mail sends the full transaction to
VeriSign and the original transaction of one dollar is cancelled. Pro-Mail does not
accept orders where validation criteria does not match.
Preauthorization Days: (required) Enter the number of days for which the credit card
authorization will be held. This value should match the number of days your credit
card processor allows for holding pre-authorized funds against a credit card. Default is
10.
Merchant ID: (optional) Enter the credit card’s Merchant ID.
G/L Cash Code: (required if using Accounts Receivables tracking) Select the G/L
Cash Code to which the credit card Payment Type from the drop down menu.
Changing Settings in a View
There are settings in the Additional View through which you are accepting credit card
payments, that you must configure.
Section Topics
• Securing Additional Views on page 635

• Changing Settings in the Merchandise Tab on page 638
Securing Additional Views
You should secure the Additional View through which you are accepting credit card
payments. You can only secure an Additional View after you have installed your SSL
Certificate on your Pro-Mail webserver.

Credit Cards
To secure an Additional View:
1. From the OMS Main Menu select Setup > Views/Access > Define Additional
Views.
2. On the Define Additional Views (List View) Screen, drill into the Additional View
that users will enter through to order and pay for merchandise.
3. Select the Security Tab.
Security Tab in Additional View Screen on page 636.
5. Click Save.
Sample Screen
Security Tab in Additional View Screen
Screen Definition
Here are the descriptions for the fields on the Security Tab in the Additional View:
Secure Login: (optional) Select this box to encrypt transactions during the Login
stage of Order Entry.
Secure Check Out: (optional) Select this box to encrypt transactions during the
Check Out stage of Order Entry. It is especially important to select this box when you
are excepting orders that require payment.

Secured Image Directory: (optional) Specify the directory location for the images
used in this Additional View. This must be local to your Pro-Mail webserver. All
images that appear on secured pages of your OMS must be in a secured image
directory.
Header: (optional) Type the file name and extension of your header image into this
Login: (optional) Type the file name and extension of your login image into this field.
Click the VIEW button to see the image.
Referring Link Method: (optional) If the ‘Referring URL’ or ‘Referring Host’

options are selected, users can only log into Pro-Mail if they access the log in page by
coming in from the designated URL or designated host.
Allow Manual Order Stream Changes: (optional) Select Yes if you would like the
user to be able to override the stream to which an order has been assigned.
Suppress the Ability to Cancel Backorder from Inquiry: (optional) Check this box
if you do not want this user to be able to cancel backorders from the Order Inquiry
screen.
Allow Users to Change Password: (required) Select Yes to allow users to change the
password they use to access the Additional View. Select No to disallow them to
change their password.
# Days to Require Password Change: (optional) Specify the number of days after
which users must change their password.
# Days to Start Warning About Password Change: (optional) specify the number
of days out you would like to start reminding users that their password will expire.
Override Global Settings for Maximum Login Tries: (optional) You have the
ability to set a global number of unsuccessful log in attempts before the system locks a
user out. Check this box if you want users in this view to have a different number of
attempts.
Maximum Login Tries: (optional) If you selected the option above, enter the
maximum number of unsuccessful log in attempts before the system locks a user out.
Override Global Password Settings: (optional) You have the ability to set global
password restrictions (minimum length, required character types, etc.) Select this
option if you want the users in this view to have different password requirements than
other views.
Password Minimum Length: (optional) If you selected the option above, enter the
minimum password length allowed.

Credit Cards
Password Requires Upper/Lower/Numeric/Symbol: (optional) If you select the

option to override global password settings, above, place a check beside each of the
options that apply.
Password Has Been Updated Header Text: (optional) Enter the text to display at
the top of the screen after the user changes their password.
Password Has Been Updated Footer Text: (optional) Enter the text to display at the
bottom of the screen after the user changes their password.
Changing Settings in the Merchandise Tab
You must configure settings in the Merchandise Tab of the Additional View through
which you are accepting credit card payments.
To change the necessary settings in the Merchandise Tab:
Views.
that users will enter through to order and pay for merchandise.
3. Select the Merchandise Tab.
Merchandise Tab Screen on page 639.
5. Click Save.

Sample Screen
Merchandise Tab Screen
Screen Definition
Here are the descriptions for the fields in the Merchandise Tab:
Default Price Class: (optional) Select a Price Class from the drop down menu. For
more information on this topic see Price Classes on page 683. Default is blank.
Price Concession Options: (required) Select a price concession option from the drop
down menu. Default is None. Your choices are:
• None
This indicates that your users will not use Price Classes.
• Price Class Drop Down
This option allows users to choose their Price Class from a drop down menu
labeled Price Class during Order Entry. Entries display based on the price
class Table you have set up. For more information on this topic see Price
• Allow Coupon Codes
This option allows users to enter a Coupon Code based on the Coupon Code
Table you have set up. For more information on this topic see Coupon Codes
on page 690.
• Allow No Charge Types
This is a price override option that allows the user to select a ‘No Charge’
code, which removes the pricing for specific elements of the order, such as
offer pricing, shipping and handling, rush pricing, bill back freight, etc.

Credit Cards
Shipping & Handling Profile: (optional) Select the shipping and handling profile for
this view. See Assigning Shipping and Handling Profile to a View on page 704.
Display Pricing - Web: (optional) Select this option to display pricing information
during Order Entry. Default is deselected.
Display Pricing - E-mail: (optional) Select this option to display pricing information
in confirmation E-mails. Default is deselected.
Price Override: (optional) Select this option to allow a user to override an offer's
Unit Price during the Checkout process. This is a very powerful feature that should be
used with discretion. Default is deselected.
Allow Discount Percentages: (required) Select Yes, to allow a user to enter a

discount percentage that will be taken off the entire order during the Checkout
process. This is a powerful feature that should be used with discretion. Select No to
disallow the user from entering a discount percentage. Default it No.
Allow Discount Codes: (optional) Select Yes to allow a user to select an entry from a
list of discount codes you have set up. Select No to prevent a list of discount code
choices from displaying. Default is No.
Allow Credit Amounts: (optional) This option allows users during order entry to
simply enter a monetary value to decrease from the merchandise total of the order.
Allow Gift Certificates: (optional) Select this option if you will allows users in this
view to redeem gift certificates.
Redeem GC Checkbox Text: (optional) This field is active only when the ‘Allow
Gift Certificates’ option is turned on. Enter the text to display in the ‘Redeem Gift
Certificates’ check box.
OE Gift Certificate ID Tag: (optional) This field is active only when the ‘Allow Gift
Certificates’ option is turned on. Enter the text to display as the Gift Certificate tag.
Require Gift Certificate Amount: (optional) This field is active only when the
‘Allow Gift Certificates’ option is turned on. Check this box if you want to require
them to enter the Gift Certificate amount.
Gift Certificate Amount Tag: (optional) This field is active only when the ‘Allow
Gift Certificates’ and ‘Require Gift Certificate Amounts’ options are turned on. Enter
the text to display in the Gift Certificate Amount field.
Require Gift Certificate Issue Date: (optional) This field is active only when the
‘Allow Gift Certificates’ option is turned on. Check this box if you want to require the
user to enter the date that the Gift Certificate was issued.
Gift Certificate Issue Date Tag: (optional) This field is active only when the ‘Allow
Gift Certificates’ and ‘Require Gift Certificate Issue Date’ options are turned on.
Enter the text to display in the Gift Certificate Issue Date field.

Require Gift Certificate Expiration Date: (optional) This field is active only when
the ‘Allow Gift Certificates’ option is turned on. Select this option if you want the
system to require the user to enter the Gift Certificate Expiration Date.
Gift Certificate Expiration Date Tag: (optional) This field is active only when the
‘Allow Gift Certificates’ and ‘Require Gift Certificate Expiration Date’ options are
turned on. Enter the text to display in the Gift Certificate Expiration Date field.
Gift Certificate Pick/Pack Tag: (optional) This field is active only when the ‘Allow
Gift Certificates’ option is turned on. This is the text to display on the printed pick
pack slip when a gift certificate is redeemed in the order.
Check Tolerance: (optional) Enter a tolerance percentage. An order will be accepted,

based on this percentage, when a check is written for less than the billing total. Default
is blank. For example, the check tolerance of 5% will allow any orders paid by check
to process if the payment amount is within 5% of the order total.
Payment Required: (required) Select Yes to indicate that you are collecting payment
for orders placed through this view that contain offers with pricing information. This
opens the Valid Payment Types box. Select No to indicate that payment will not be
required before an order is submitted. Default is No.
Display Order Summary with Totals: (optional) Select this option if you want the
Order Summary screen during checkout to show the extended price and order totals.
Leave this unchecked to just show offers ordered.
Modify Payment Information: (optional) Select this option to allow for the
modification of payment information during order approval (if applicable). This
feature allows the approver of the Order to update the original payment information
that was entered during Order Entry.
Valid Payment Types box: (optional) This box opens when the Payment Required
field is set to Yes. The Valid Payment Types you set up are listed in this box. Select
the check box next to a Payment Type to allow it to be used to purchase Offers from
your site. For information on setting up valid Payment Types see Defining Credit Card
Payment Methods on page 633, Defining the Check Payment Type on page 643, and
Defining the Accounts Receivable Payment Type on page 646. Default is deselected.
Payment Information Help Page: (optional) Enter the text and/or link to instructions
on payments.
Sales Tax Calculation: (optional) Select the method used for calculating sales tax.

Credit Cards
Pre-Billed Backorders
You have the option to capture credit card funds when an order processes, instead of
waiting until it ships. This feature is typically used by companies that offer a discount
for orders paid early, or for the pre-sale of items that are not yet available (aka Pre-
Billed Backorders.)
When the order is submitted, the system will authorize the credit card for only the
items it can ship now. Then once the order is processed, the system will capture the
funds for the entire order total, including the backordered items. No further
transactions take place when the order ships.
This option is available by Order Stream. There are some considerations that should
be noted. You cannot use this option in an OMS if that system has any Shipping and
Handling profiles that allow Bill Back Freight, Charge by # of Packages, or Charge by
Package Type (any shipping that is calculated after the item ships.)
To Capture Funds During Order Processing:
1. In the OMS, go to Set Up > Processing > Order Processing Streams. Set the
‘Credit Card Payment Capture’ field to “Capture at Order Processing Time”.
2. Place a merchandise order. When the order processes, the funds will be captured.

Checks
The check Payment Type is a less commonly used payment method for merchandise
fulfillment that is designed to be used when customers mail orders, paid for by check,
to the fulfillment company.
To use checks in merchandise fulfillment:
1. Define your payment method as check in the OMS. For more information on this
topic see Defining the Check Payment Type on page 643.
2. Change settings in your additional view. For more information on this topic see
Changing Settings in the Additional View on page 644.
3. Set up pricing in your offers. For more information on this topic see Pricing in
Offers on page 679.
Section Topics
• Defining the Check Payment Type on page 643

• Changing Settings in the Additional View on page 644
Defining the Check Payment Type
You only need to define one Payment Type as Check in the OMS.
To define / edit check Payment Types:
1. From the OMS Main Menu, select Setup > Merchandise > Methods of Payment.
—or—
existing payment method to edit it.
Define Methods of Payment for Merchandise Orders - Check Screen on page 644.
—or—

Checks
method.
Sample Screen
Define Methods of Payment for Merchandise Orders - Check Screen
Screen Definition
Merchandise Orders - Check Screen:
Type: (required) Select Check from the drop down menu. Default is Credit Card.
Your choices are Credit Card, Check or A/R.
Days to Hold: (required) Enter the number of days to hold the check for clearing
purposes, before releasing the order. Default is blank. If you do not enter a value into
this field, the system will write 0 to the field upon saving.
GL Cash Code: (optional) Select the cash code for the checking account into which
these checks will be deposited. For information on setting up Cash Codes, see Setting
up General Ledger Codes on page 653.
Changing Settings in the Additional View
You must change settings in the Merchandise Tab of your Additional View. For more
information on this topic see Changing Settings in the Merchandise Tab on page 638.

Accounts Receivable
Accounts Receivable is a valid payment method for merchandise fulfillment. You can
track A/R outside of Pro-Mail with a third party program or use the A/R functionality
inherent in Pro-Mail.
Section Topics
• Tracking A/R Outside of Pro-Mail on page 645

• Tracking A/R Within Pro-Mail on page 647
Tracking A/R Outside of Pro-Mail
You can use Accounts Receivable as a payment method for merchandise fulfillment
and track it outside of Pro-Mail using a third party program.
To use A/R for merchandise fulfillment, but track it outside of Pro-Mail:
1. Define your payment method as Accounts Receivable in the OMS. For more
information on this topic see Defining the Accounts Receivable Payment Type on
page 646.
2. Change settings in the Merchandise Tab of your additional view. For more
information on this topic see Changing Settings in the Additional View on
page 647.
3. Set up pricing in your offers. For more information on this topic see Pricing in
Offers on page 679.
4. Verify that the OMS is not setup to track receivables. For more information on this
topic see Activating Receivables Tracking on page 650.
Section Topics
• Defining the Accounts Receivable Payment Type on page 646

• Changing Settings in the Additional View on page 647

Accounts Receivable
Defining the Accounts Receivable Payment Type
Define one Payment Type as Accounts Receivable in the OMS. You only need to
define one A/R Payment Type.
To define / edit A/R Payment Types:
1. From the OMS Main Menu select Setup > Merchandise > Methods of Payment.
—or—
existing payment method to edit it.
Define Methods of Payment for Merchandise Orders - A/R Screen on page 646.
—or—
method.
Sample Screen
Define Methods of Payment for Merchandise Orders - A/R Screen
Screen Definition
Merchandise Orders - A/R Screen:
Type: (required) Choose Accounts Receivable from the drop down menu. Default is
Credit Card. Your choices are Credit Card, Check or A/R.
Capture Reference: (optional) Select this option to capture an A/R reference number
during Order Entry.

Reference Tag: (optional) This field is active only when the ‘Capture Reference’
option is turned on. Enter the text to display when capturing an A/R reference number.
Validate Reference: (optional) This field is active only when the ‘Capture Reference’
option is turned on. Select this option to validate against the reference number entered.
Regular Expression: (optional) This field is active only when the ‘Capture
Reference’ option is turned on. Enter the syntax to express conditions on the data that
may be entered into this field. Click the ‘Help’ button for a detailed example of
expression code.
Validation Error Message: (optional) This field is active only when the ‘Capture
Reference’ option is turned on. Enter the text to display on screen in the event that an
invalid A/R Reference Number is entered.
Changing Settings in the Additional View
You must select the newly created Payment Type in the Merchandise Tab of your
Additional View in order for it to display during order entry. For more information on
this topic see Changing Settings in the Merchandise Tab on page 638.
Tracking A/R Within Pro-Mail
You can track A/R as a Payment Type for Merchandise Orders using functionality
inherent in Pro-Mail. You can set up your fiscal periods, payment terms, Chart of
Accounts, Bank Accounts, and Hold Statuses in the OMS. You can print invoices to
bill your customers. When you receive payments, you can apply the cash receipts to
the customer’s account balance.

Accounts Receivable
The following flowchart illustrates the A/R Cycle in Pro-Mail:
A/R Flowchart
Section Topics
• Setting up A/R on page 648

• Working With Invoices and Credit / Debit Memos on page 663
• Applying a Cash Receipt on page 667
• A/R Inquiries on page 670
• Purging Paid Invoices to History on page 674
Setting up A/R
There are several areas in the OMS that need to be set up before you can track
receivables.

To set up Accounts Receivable tracking:
1. Activate Receivables Tracking. For more information on this topic see Activating
Receivables Tracking on page 650.
2. Set up Fiscal Periods. For more information on this topic see Setting up Fiscal
Periods on page 651.
3. Set up Payment Terms. For more information on this topic see Setting up Payment
Terms on page 652.
4. Set up General Ledger (G/L) Codes. For more information on this topic see Setting
up General Ledger Codes on page 653.
5. Set up Short Pay Codes. For more information on this topic see Setting up Short
Pay Codes on page 655.
6. Set up a Bank Account. For more information on this topic see Setting up a Bank
Account on page 656.
7. Set up Hold Statuses. For more information on this topic see Setting up Hold
Statuses on page 657.
8. Set up an invoice. For more information on this topic see Setting up an Invoice on
page 658.
9. Create an Accounts Receivable Payment Type. For more information on this topic
see Defining the Accounts Receivable Payment Type on page 646.
10. Tie a G/L Code to non-A/R Payment Types if you have them. This is done through
Setup > Merchandise Setup > Define Methods of Payment for Merchandise
Orders.
11. Tied Offers to a Revenue Center.
12. Set up a Customer and Contacts. For more information on this topic see Setting up
Customers and Contacts on page 659.
13. Enter your customers A/R balance. For more information on this topic see Setting
up Customer Beginning Balances on page 661.
Section Topics
• Activating Receivables Tracking on page 650

• Setting up Fiscal Periods on page 651
• Setting up Payment Terms on page 652
• Setting up General Ledger Codes on page 653
• Setting up Short Pay Codes on page 655
• Setting up a Bank Account on page 656
• Setting up Hold Statuses on page 657
• Setting up an Invoice on page 658
• Setting up Customers and Contacts on page 659

Accounts Receivable
• Setting up Customer Beginning Balances on page 661

• Changing Invoice Auto ID on page 662
Activating Receivables Tracking
You can track receivables in the OMS. You must activate the receivables tracking
option in order to use this feature. Once this selection has been invoked the Main
Menu changes. The Customer Services Menu replaces the Inquiry Menu and A/R
options are added to the Production Menu. If you do not want to track receivables, do
not select receivables tracking.
To invoke Receivables Tracking:
1. From the OMS Main Menu, select Setup > Merchandise > Merchandise
Payment Parameters.
2. On the Merchandise Payment Parameters Screen, select Yes in the Track
Receivables field. For more information on this screen see the Merchandise
Payment Parameters Screen - A/R Tracked.
3. Click Submit.
Sample Screen
Merchandise Payment Parameters Screen - A/R Tracked
Screen Definition
Track Receivables: (optional) Select Yes if you wish to track Accounts Receivable in
this OMS.
Auto Approve and Post: This option defaults to NO for Automatically Approving
and Posting Invoices after they are generated. You have the option of setting this
option to YES, which will Automatically Approve and Post your Invoices when they
are generated from the system. For more information on generating Invoices, see
Generating and Printing Invoices and Journals on page 666.
Custom Invoice: (optional) Pro-Mail supplies a standard invoice form. If you would
like to use a custom form, select Yes. Enter the Custom View (or standard view) and
the custom form name.

Setting up Fiscal Periods
You can create Fiscal Periods either automatically or manually. The Automatic option
initially creates Fiscal Periods back three years and forward seven. Each period is
divided into 12 periods, and four quarters. A quarter spans three periods.
The Manual option should be used when your Fiscal Year is not divided in the same
manner - 12 periods and four quarters. The Manual option allows you to specify start
and end dates within the Fiscal Year.
To set up Fiscal Periods:
1. From the OMS Main Menu, select Setup > Merchandise > Fiscal Periods.
2. On the Fiscal Maintenance Screen, complete the fields as needed. For more
information on this screen see the Fiscal Maintenance Screen - Automatic on
page 651 and the Fiscal Maintenance Screen - Manual on page 652.
3. Click Submit.
Sample Screen
Fiscal Maintenance Screen - Automatic
Screen Definition
Here are the descriptions for the fields on the Fiscal Maintenance Screen - Automatic:
Setup Type: (required) Select the type of fiscal period to set up. Your choices
include:
• Manual
Select this option to set up the fiscal year yourself.
• Automatic
Select this option to set up the fiscal year automatically. The Automatic option
initially creates Fiscal Periods back three years and forward seven. Each
period is divided into 12 periods, and four quarters. A quarter spans three
periods.
Fiscal Year: (required) Enter the date of the Fiscal Year.
1st Start Date: (required) Enter the date on which the first Fiscal Year begins.

Accounts Receivable
Sample Screen
Fiscal Maintenance Screen - Manual
Screen Definition
Here are the descriptions for the fields of the Fiscal Maintenance Screen - Manual:
Setup Type: (required) Select Manual to set up your Fiscal Periods manually.
# Rows: (required) Enter the number of rows needed to complete your Fiscal Period
setup. Default is 12.
Fiscal Year: (required) Enter the Fiscal Year.
Period: (required) Enter the Period that corresponds to the Fiscal Year.
Quarter: (required) Enter the Quarter that corresponds to the Fiscal Year and Period.
Start Date: (required) Enter the date on which the Period and Quarter of the Fiscal
Year begins.
End Date: (required) Enter the date on which the Period and Quarter of the Fiscal
Year ends.
Setting up Payment Terms
Payment Terms are used to describe when an invoice is due. Pro-Mail supports
discounting invoices in order to encourage customers to pay sooner.

To set up Payment Terms:
1. From the OMS Main Menu, select Setup > Merchandise > Payment Term
Setup.
2. On the Payment Terms List Screen, click Add New to create a new Payment Term
if this is not the first Payment Term you are setting up.
3. On the Payment Terms Maintenance Screen, complete the fields as needed. For
more information on this screen see the Payment Terms Maintenance Screen on
page 653
4. Click Submit.
Sample Screen
Payment Terms Maintenance Screen
Screen Definition
Here are the descriptions for the fields on the Payment Terms Maintenance Screen:
ID: (required) Enter an ID for the Payment Term.
Description: (required) Enter a description of the Payment Term. This displays in the
Payment Term drop down menu.
Message: (optional) Enter a message that displays on the invoice.
Due (# Days): (optional) Enter the number of days by which the customer must pay
the invoice.
Disc. Days: (optional) Enter the number of days that if the invoice is paid before, the
customer receives a discount. For example, you enter 20 into the Disc. Days field. If
the Customer pays their invoice within 20 days, they receive the discount specified in
the Discount Rate field.
Disc. Rate: (optional) Enter the discount rate to apply to invoices paid during the
discount days.
Setting up General Ledger Codes
G/L Codes are used to set up your Chart of Accounts. You must set up at least one
code for A/R, one for Sales and one for Cash. You are limited to setting up one Order

Accounts Receivable
Discounts Code, one Payment Discounts Code, one A/R Code, one Tax Code and one
Shipping and Handling Code. Sales G/L Codes must be tied to Revenue Centers and
are used for tracking monies. If you have previously defined your Revenue Centers,
you must go back into them and add the appropriate GL Code to each revenue center.
To set up G/L Codes:
1. From the OMS Main Menu, select Setup > Merchandise > GL Code Setup.
2. On the G/L Codes List Screen, click Add New if this is not the first G/L Code you
are setting up.
3. On the G/L Codes Maintenance Screen, complete the fields as needed. For more
information on this screen see the G/L Code Maintenance Screen on page 654.
4. Click Submit.
Sample Screen
G/L Code Maintenance Screen
Screen Definition
Here are the descriptions for the fields on the G/L Code Maintenance Screen:
ID: (required) Enter an ID for the G/L Code.
Description: (required) Enter a description of the G/L Code.
Type: (required) Select the Type of Chart of Accounts to which the G/L Code is tied
from the drop down menu. Your choices include:
• A/R
You can only have one A/R G/L Code.
• Sales
You can have one or more Sales G/L Codes. You must tie the Sales G/L Code
to one or more Revenue Centers. Your offers must be tied to Revenue Centers.
Sales G/L Codes are used for tracking monies.
• Cash
You can have one or more Cash G/L Codes.
• Order Discounts Code
You can only set up one Order Discount G/L Code.

• Payment Discounts Code

You can have one or more Payment Discount G/L Codes.
• Tax Code
You can only have one Tax G/L Code.
• Shipping and Handling Code
You can only have one Shipping and Handling G/L Code.
Setting up Short Pay Codes
Short Pay Codes are used to describe the terms for writing off account balances. They
tie to G/L Codes.
Note: A Short Pay Code is tied to a G/L Code. Make sure you have defined your
G/L Codes before you set up your Short Pay Codes.
To set up Short Pay Codes:
1. From the OMS Main Menu, select Setup > Merchandise > Short Pay Code
Setup.
2. On the Short Pay Codes List, click Add New if this is not the first Short Pay Code
you are setting up.
3. On the Short Pay Code Maintenance Screen, complete the fields as needed. For
more information on this screen see the Short Pay Code Maintenance Screen on
page 655.
4. Click Submit.
Sample Screen
Short Pay Code Maintenance Screen
Screen Definition
Here are the descriptions for the fields on the Short Pay Code Maintenance Screen:
ID: (required) Enter an ID for the Short Pay Code.
Description: (required) Enter a description for the Short Pay Code. This displays in
the Short Pay Code drop down menu.

Accounts Receivable
G/L Code: (required) Select a G/L Code from the drop down menu to tie to the Short
Pay Code.
Limit Amount: (optional) Enter the maximum dollar amount that can be written off.
Limit %: (optional) Enter the maximum percentage that can be written off.
Setting up a Bank Account
A Bank Account references the physical account into which you deposit your
receivables. It is tied to a G/L Cash Code.
Note: A Bank Account is tied to a G/L Code. Make sure you have defined your
G/L Codes before you set up your Bank Account.
To set up a Bank Account:
1. From the OMS Main Menu, select Setup > Merchandise > Bank Accounts
Setup.
2. On the Bank Account List Screen, click Add New if this is not the first Bank Code
you are setting up.
3. On the Create / Edit Bank Accounts Screen, complete the fields as needed. For
more information on this screen see the Create / Edit Bank Accounts Screen on
page 656.
4. Click Submit.
Sample Screen
Create / Edit Bank Accounts Screen
Screen Definition
Here are the descriptions for the fields on the Create / Edit Bank Accounts Screen:
ID: (required) Enter an ID for the Bank Account.
Description: (required) Enter a description for the Bank Account. This displays in the
Bank Account drop down menu.
G/L Code: (required) Select a G/L Code from the G/L Code drop down menu to tie to
the Bank Account.

Default: (optional) Select this check box to make this the default Bank Account.
When recording a cash receipt, the default Bank Account displays as the first entry in
the drop down menu.
Setting up Hold Statuses
A Hold Status is used to identify whether or not you are extending credit to a
Customer. When a Customer is on Hold, they cannot place A/R orders. You must
create one status for Customers to whom you are extending credit (Customers that are
not on Hold). You should create one or more statuses for Customers to whom you are
not extending credit (Customers that are on Hold).
To set up a Hold Status:
1. From the OMS Main Menu, select Setup > Merchandise > Hold Status.
2. On the Client Location Setup Screen, click New if this is not the first Hold Status
you are setting up.
3. In the New Record section, complete the fields as needed. For more information on
this screen see the Client Location Setup Screen - Hold Status on page 657.
4. Click Save.
—or—
Click Another to save the entry and create another one.
Sample Screen
Client Location Setup Screen - Hold Status
Screen Definition
Here are the descriptions for the fields on the Client Location Setup Screen - Hold
Status:
Description: (required) Enter a description for the Hold Status.
Order Display: (optional) Enter the text to display for users when their account has
been placed on Hold.
Hold: (required) Select a Hold Status from the drop down menu. Your choices
include:

Accounts Receivable
• No
Select this option if this status should allow users to place orders using the A/
R Payment Type.
• Yes
Select this option if this status should prevent users from placing orders using
the A/R Payment Type.
Setting up an Invoice
You can customize invoices by placing your logo on the invoice.
To place a logo on an invoice:
1. From the OMS Main Menu, select Setup > Merchandise > A/R Setup.
2. On the Invoice Setup Screen, complete the fields as needed. For more information
on this screen see the Invoice Setup Screen on page 658.
3. Click Submit.
Sample Screen
Invoice Setup Screen
Screen Definition
Here are the descriptions for the fields on the Invoice Setup Screen:
Web Directory: (required) Enter the directory in which your images are stored. If you
have indicated the directory in the Basic System Information Screen, the path
automatically populates.
Thumbnail Image File Name (including extension): (required) This is where you’ll
put the image that displays your remit address in the upper left hand corner of the

printed invoice and statement. Enter the name of the file or click Browse Images to
search for it. The file extension must be either .bmp or .jpg.
Invoice Message: (optional) Text entered in this section will display on the Invoices.
AR Statement Message: (optional) Text entered in this section will display on the
AR Statements.
Cash Receipts Sort Order: (optional) Select whether to sort the credits (cash receipts
and credit memos) on the A/R Statement by Invoice Date (Entry Date) or by Effective
Date.
Setting up Customers and Contacts
Before you can track A/R payments from someone placing an order, they must be set
up as a Contact within a Customer in the OMS. The Customer is the Company in
which the person placing an order works. The person placing the order is the Contact
within the Customer. Credit is established by Customer, not by individual Contact. All
Contacts use the Customer’s available credit.
Note: Before you set up a Customer you should set up your Hold Statuses,
Payment Terms and Price Classes as necessary.
To set up Customers and Contacts:
1. From the OMS Main Menu, select Setup > Merchandise > Customers.
2. On the Customer Lookup Screen, click New to create a new Customer.
—or—
On the Customer Lookup Screen, click Search to search for an existing Customer
to edit.
3. On the Create / Edit Customers Screen, complete the fields as needed. For more
information on this screen see the Create / Edit Customers Screen on page 660.
4. Click Add Details. The display of the Create / Edit Customers Screen changes.
For more information on this screen see the Create / Edit Customers Screen - Add
Details Clicked on page 661.
5. Continue adding contacts as necessary by using the New Contact and Add Existing
Contact buttons. The Add Existing Contact button allows you to search for
existing Mailer Records. The New Contact button allows you to create a new
Mailer Record and/or Pre-Registered User record.
6. Click Save.

Accounts Receivable
Sample Screen
Create / Edit Customers Screen
Screen Definition
Here are the descriptions for the fields on the Create / Edit Customers Screen:
Customer ID: (required) Enter an identifier for your Customer or click Auto ID to
automatically assign the Customer and ID.
Auto ID: Click this button to automatically assign the Customer an ID.
Company Name: (required) Enter the name of your Customer’s company.
Date Established: (optional) Enter the date you created the customer. This is for
informational purposes only.
Established By: (optional) Enter the name of the person that is creating the Customer.
Credit Limit: (optional) Enter the maximum amount of credit you are extending to
the Customer.
Hold Status: (optional) Select a Hold Status from the drop down menu. For
information on how to populate this menu see Setting up Hold Statuses on page 657.
Hold Comments: (optional) Enter any comments about the Hold Status.

Payment Terms: (optional) Select a payment term for the Customer from the drop
down menu. For information on how to populate this menu see Setting up Payment
Terms on page 652.
Price Class: (optional) Select a Price Class for the Customer from the drop down
menu. For more information on how to populate this menu see Setting up Price
Key Contact Information: (optional) Enter the name and address information for the
key contact at the company or click Add Existing Contact to search for an existing
mailer record. The Key Contact is the person that receives the invoice.
Add Details: Click this button to add more contacts to the Customer.
Sample Screen
Create / Edit Customers Screen - Add Details Clicked
Screen Definition
This is an example of the Create / Edit Customers Screen after you have clicked Add
Details. For a description of the fields on this screen see the Create / Edit Customers
Screen on page 660.
Setting up Customer Beginning Balances
Previously, you may have tracked A/R through an outside program. You can transfer a
customer’s outstanding A/R balance from that program to Pro-Mail. This beginning
balance is used to accurately calculate your customer’s available credit.
To establish your customer’s opening balance:
1. From the OMS Main Menu, select Setup > Merchandise > Record Opening
Balances.

Accounts Receivable
2. On the Customer Lookup Screen, search for the Customer for which to record an
opening balance.
3. On the Customer Opening Balance Screen, complete the fields as needed. For
more information on this screen see the Customer Opening Balance Screen on
page 662.
4. Click Submit.
Sample Screen
Customer Opening Balance Screen
Screen Definition
Here are the descriptions for the fields on the Customer Opening Balance Screen:
Customer: (read only) The name of your Customer’s company.
Bill To: (read only) The name of the person at the company who is to receive the
invoice. This is equal to the Key Contact.
Price Class: (read only) The Price Class to which the Customer belongs.
Payment Terms: (read only) The Payment Terms to which the Customer is assigned.
Hold Status: (read only) The Hold Status to which the Customer is assigned.
Opening Balance: (required) Enter your Customer’s outstanding balance.
Effective Date: (required) Enter the date on which this balance takes effect.
Changing Invoice Auto ID
The system will automatically assign Invoice IDs as they are generated. By default,
the first ID will be 1, and the numbers will go up sequentially from there. If needed,
you have the ability to change the ID number the system will start the count from. In
this screen, enter the desired Invoice starting ID in the Change To section.

Working With Invoices and Credit / Debit Memos
Invoices are used to bill your Customers. Credit / Debit Memos are used to adjust your
Customer’s account when needed.
To bill a Customer:
1. Generate and Print Invoices once the order has been shipped. For more
information on this topic see Generating and Printing Invoices and Journals on
page 666.
2. When payment is received, apply the cash receipt. For more information on this
topic see Applying a Cash Receipt on page 667.
Section Topics
• Setting up an Invoice on page 663

• Creating and Editing Credit / Debit Memos on page 663
• Generating and Printing Invoices and Journals on page 666
• Applying a Cash Receipt on page 667
Setting up an Invoice
For more information on this topic see Setting up an Invoice on page 658.
Creating and Editing Credit / Debit Memos
Credit / Debit Memos allow you to extend credit or issue additional charges to your
Customer.
To issue a Credit or Debit Memo:
1. From the OMS Main Menu, select Setup > Merchandise > Invoice Setup.
2. On the Invoice Lookup Screen, search for a Credit or Debit Memo to edit.
—or—
On the Invoice Lookup Screen, click New to create a new Credit or Debit Memo.
3. On the Customer Lookup Screen, search for a Customer to associate with the
Credit or Debit Memo.
4. On the Create / Edit Invoice Screen, complete the fields as needed. For more
information on this screen see the Create / Edit Invoice Screen on page 664.
5. Click Submit.

Accounts Receivable
Sample Screen
Create / Edit Invoice Screen
Screen Definition
Here are the descriptions for the fields on the Create / Edit Invoice Screen:
Customer: (read only) Your Customer’s name.
Bill to Contact: (required) Select the Bill to person from the drop down menu. Every
contact for the company displays in this list.
Invoice Type: (required) Select the type of invoice you are creating. Your choices
include:
• Credit
This creates a credit memo that is used to add funds into your Customer’s
account.
• Debit
This creates a debit memo that is used to remove funds from your Customer’s
account.
Invoice ID: (required) Enter the ID of the Credit or Debit Memo, or click Auto ID to
automatically create an ID.
Description: (required) Enter a description of the Credit or Debit Memo.
Payment Terms: (required) Select your Customer’s Payment Terms from the drop
down menu. Default is your Customer’s regular Payment Term, but you can change
this.

Invoice Date: (required) Enter the Credit or Debit Memo date.
Effective Date: (required) Enter the date the Credit or Debit Memo goes into effect.
Type: (required) Select the Type of Allocation you are using for your Credit or Debit
Memo. Your choices include:
• Each
This option allows you to enter the quantity and price per each line item. The
extended price is calculated for each line. It also allows you to allocate
revenue to various G/L Codes. For example, you could allocate a dollar
amount to sales and another dollar amount to shipping and handling.
• Lump
This option allows you to enter one lump sum per line when you are not
charging for quantity. You would use Lump to bill a client for customer
service charges, for example.
• Running Total
This option places a running total on the Credit or Debit Memo up until that
point.
• Sub Total
This option subtotals the lines beginning after the previous subtotal. You
might use this option when you are separating your Credit or Debit Memo
into several sections and want each section totaled.
• Text Annotation
This option allows you to add a comment line to the Credit or Debit Memo.
This is used to separate an invoice into several sections for visual purposes.
For example, you could separate your invoice into a section for Orders,
Customer Service Charges, Other Charges. “Orders”, “Customer Service
Charges” and “Other Charges” would be entered as Text Annotations.
• Blank Line
This option allows you to insert a blank line into a Credit or Debit Memo.
This is used to space out the Credit or Debit Memo for visual purposes.
Description: (optional) Enter the description of the line. For example, if you are using
a text annotation you might enter “Customer Service Charges” into this field.
Ext. Price: (required) Enter the total amount due.
G/L Code: (required) Select a G/L Code from the drop down menu. This is the Chart
of Accounts to which the Credit or Debit Memo is to be applied.
Amount: (required) Enter the dollar amount to apply to the Chart of Accounts listed
to the left.

Accounts Receivable
Generating and Printing Invoices and Journals
Once you have shipped an order with an A/R Payment Type, you can create an invoice
for it. When you choose the menu selection Generate Invoices and Journals, invoices
for A/R Payment Types are generated and monies are written to your Chart of
Accounts. Other non-A/R monies from other Payment Types such as credit cards, can
also be applied to your Chart of Accounts.
To ensure that non-A/R monies are available to apply to your Chart of Accounts, be
sure that offers in the OMS are tied to Revenue Centers. Revenue Centers indicate to
which G/L Code the revenue is to be applied. Based on the G/L code, the revenue is
applied to the Chart of Accounts.
To generate and print an Invoice:
1. From the OMS Main Menu, select Processing > Merchandise > Generate
Invoices and Journals.
2. On the Generate Invoices and Journals Screen, select to Generate Invoices and / or
Journals. For more information on this screen see the Generate Invoices and
Journals Screen on page 666.
3. Click Generate Now. The invoices display in a PDF that you can print.
Sample Screen
Generate Invoices and Journals Screen
Screen Definition
Here are the descriptions for the fields on the Generate Invoices and Journals Screen:
Invoice to Generate: (optional) Select this check box to generate invoices that have
not yet generated.
Journal to Generate: (optional) Select this check box to generate journals.

Applying a Cash Receipt
When you receive payments from your Customers, you can apply them to their
account balance.
Note: Automatic credit card processing (via PayPal or Authorize.net) does not
apply to Cash Receipt Posting. Credit card charges will also need to be
manually resolved with the payment processor.
To apply a Cash Receipt:
1. From the OMS Main Menu, select Processing > Merchandise > Cash Receipts.
2. On the Unposted Batch List, click Add New to add a new Cash Receipt.
—or—
On the Unposted Batch List, drill into a line to apply the Cash Receipt.
3. On the Cash Receipts Screen, complete the information as needed. For more
information on this screen see the Cash Receipts Screen on page 667.
4. (optional) Click Submit to save the Cash Receipt without posting it.
—or—
(optional) Click Another to record the Cash Receipt without posting it and to
create another one.
5. (optional) Click Batch Post Listing to review the Cash Receipt before posting it.
6. Click Post Batch to post the Cash Receipt.
Sample Screen
Cash Receipts Screen

Accounts Receivable
Screen Definition
Here are the descriptions for the fields on the Cash Receipts Screen:
Note: Different fields display on the Cash Receipts Screen based on the option
you select from the Type of Payment field.
Entry Date: (read only) The date and time the Cash Receipt entry is made.
Effective Date: (required) Enter the date the Cash Receipt becomes effective. Default
is the current date.
Batch Total: (required) Enter the total amount of the Cash Receipt. This number
automatically populates based on the Check Amount field if you selected the Auto
Tally check box.
Auto Tally: (optional) Select this check box to automatically calculate the total
amount of the Cash Receipt.
Number Payments: (required) Enter the number of payments that are associated with
this Cash Receipt. Default is 1 of 1.
Batch Proof Listing: Click this button to review the Cash Receipt before posting it.
Post Batch: Click this button to post the Cash Receipt.
Delete Batch: Click this button to delete the Cash Receipt.
Customer: (read only) The Customer to which you are applying the Cash Receipt.
This field automatically populates based on the Customer you searched for in the
Customer Lookup box.
Bank Account: (read only) The Bank Account into which you are depositing the
Cash Receipt. This field automatically populates base on the information you entered
into the Bank Account field.
Payment Type: (read only) The type of payment used to pay the invoice. This field
automatically populates based on the information you entered into the Type of
Payment field.
Ref #: (read only) This is a reference number for the Cash Receipt. This is
automatically populated based on the information you entered into the check number,
credit card number, or reference number fields (depending on which Payment Type
you selected).
Amount: (read only) The dollar amount of the payment. This field automatically
populates based on the information you entered into the Check Amount field.

Delete Line: Click this button to delete the line containing the cash receipt
information.
Payment Information box:
Bank Account: (required) Enter the Bank Account into which you are depositing the
Cash Receipt. For more information on how to populate this drop down menu see
Setting up a Bank Account on page 656.
Type of Payment: (required) Enter the type of payment used to pay the invoice.
Choices include:
• Check
Select this option when the invoice is paid with a check. When you select this
Payment Type, the screen expands to include the following fields: Check #,
and Check Amount.
• Cash
Select this option when the invoice is paid with cash. When you select this
Payment Type, the screen expands to include the following fields: Reference
#, Check Amount.
• Credit Card
Select this option when the invoice is paid with a credit card. When you select
this Payment Type, the screen expands to include the following fields: Credit
Card #, Exp. Date, Check Amount. Please note that automatic credit card
processing (via PayPal or Authorize.net) does not apply to Cash Receipt
Posting. Credit card charges will also need to be manually resolved with the
payment processor.
• Wire Transfer
Select this option when the invoice is paid by a wire transfer. When you select
this Payment Type, the screen expands to include the following fields:
Reference #, Check Amount. Please note that this does not automatically
transfer any funds between accounts.
Check #: (optional) Enter the check number. This is a reference number for the Cash
Receipt.
Check Amount: (optional) Enter the amount of the payment.
Reference #: (optional) Enter a reference number for the cash or wire transfer.
Credit Card #: (optional) Enter the credit card number that has been used to pay the
invoice. Automatic credit card processing (via PayPal or Authorize.net) does not
apply to Cash Receipt Posting. Credit card charges will also need to be manually
resolved with the payment processor.
Exp. Date: (optional) Enter the expiration date of the credit card that is being used to
pay the invoice.

Accounts Receivable
Selected Customer: (read only) The Customer for which you are recording the Cash
Receipt.
Customer Lookup box: (required) Search for a Customer for which to record a Cash
Receipt.
Invoice: (read only) The invoice number to which you are applying the Cash Receipt.
Invoice Date: (read only) The date and time the invoice to which you are applying the
Cash Receipt was created.
Effective Date: (read only) The date and time the invoice to which you are applying
the Cash Receipt went into affect.
Invoice Amount: (read only) The total amount due for the invoice.
Balance Due: (read only) The outstanding balance for the invoice.
Discount Percent: (read only) The discount that is applied to the invoice if it is paid
before the due date.
Amount to Apply: (required) Enter the dollar amount you are applying to the invoice
or use the Auto Apply button.
Auto Apply: Click this button to automatically apply the dollar amount listed in the
Check Amount field to the invoice.
Short Pay Code: (optional) Select a Short Pay Code from the drop down menu if
applicable. For more information on how to populate this drop down menu see Setting
up Short Pay Codes on page 655.
A/R Inquiries
There are two inquiry screens that are available for tracking A/R.
Section Topics
• A/R Customer Service on page 671

• A/R Inquiry for Customers on page 672
• Inquiring on A/R Journals on page 673

A/R Customer Service
The A/R Customer Service menu selection brings you to an inquiry screen that
provides information on both outstanding and paid invoices by Customer. You can
also reprint invoices from this menu. An invoice only displays in this inquiry once it
has been generated.
To access the A/R Customer Service Inquiry Screen:
1. From the OMS Main Menu, select Reports > Merchandise > A/R Customer
Service.
2. On the Customer Lookup Screen, search for a Customer.
3. On the Customer A/R Inquiry Screen, review the Customer’s invoices. Drill into
any invoice to see more details and to reprint the invoice.
4. Click Return after drilling into an invoice to go back to the Customer A/R Inquiry
Screen.
5. Repeat Steps 3-4 as necessary.
Sample Screen
Customer A/R Inquiry Screen
Screen Definition
Here are the descriptions for the fields on the Customer A/R Inquiry Screen:
Customer: (read only) The name of the Customer that was invoiced.
Bill To: (read only) The name of the key contact person to whom the invoice was sent.
Price Class: (read only) The Price Class to which the Customer belongs.
Payment Terms: (read only) The Payment Terms to which the Customer is
associated.
Hold Status: (read only) The Hold Status to which the Customer is associated.
Invoice Date: (read only) The date and time the invoice was created.

Accounts Receivable
Eff. Date: (read only) The date and time the invoice went into affect.
Due Date: (read only) The date by which the customer must pay the invoice.
Type: (read only) The type of invoice. See the chart below for descriptions of Invoice
types:.
Invoice Type Table
Abbreviation Description
DISC Discount
PMT Payment (a cash receipt)
INV • With “CM” in the reference field
this refers to a Credit Memo.
• With “DM” in the reference field
this refers to a Debit Memo.
Reference: (read only) This is a reference number for the Cash Receipt. This is
automatically populated based on the information you entered into the check number,
credit card number, or reference number fields (depending on which Payment Type
you selected).
Description: (read only) The Order ID and key contact to which the invoice is tied.
Original Amount: (read only) The total amount due for the invoice.
Balance Due: (read only) The outstanding balance for the invoice.
Current: (read only) The amount of the balance that is not overdue.
1-30: (read only) The amount of the balance that is 1-30 days overdue.
Over 90: (read only) The amount of the balance that is more than 90 days overdue.
Totals: (read only) The total for the Current, 1-30, 31-60, 61-90, and Over 90
columns, across all invoices for the Customer.
A/R Inquiry for Customers
You can give your customers access to a simple A/R inquiry screen when they log in
with their pre-registered user id. The inquiry screen shows invoice and payment
history for just that customer. The screen does not display detailed allocation

information for invoices. You can add the A/R Inquiry for customers in Custom
Menus in pma.
Inquiring on A/R Journals
The A/R Journal Inquiry Screen displays a summary of your A/R Accounts including
their credits and debits. You can drill into any account to see more detailed
information.
To inquire on A/R Journals:
1. From the OMS Main Menu, select Reports > Merchandise > A/R Journal
Inquiry.
2. On the A/R Account Summary Screen, set the inquiry parameters.
3. Click Submit. The A/R Account Summary Screen changes to display the
summary results. For more information on this screen see the AR Account
Summary Screen on page 673.
4. Review the summary results.
5. (optional) Drill into an Account for more detailed information. For more
information on this screen see the A/R Account Detail Screen on page 674.
6. On the Account Detailed Screen, click Return to go back to the summary results.
Sample Screen
AR Account Summary Screen
Screen Definition
Here are the descriptions for the fields on the A/R Account Summary Screen:
Start Date: (required) Enter the beginning inquiry date.
End Date: (required) Enter the ending inquiry date.
Account: (read only) The Description of an account set up in your Chart of Accounts.
Debit Amount: (read only) The amount debited for the date range.

Accounts Receivable
Credit Amount: (read only) The amount credited for the date range.
Sample Screen
A/R Account Detail Screen
Screen Definition
Here are the descriptions for the fields on the A/R Account Detail Screen:
Effective Date: (read only) The date and time the invoice went into affect.
Location ID/Name: (read only) The Customer ID and Company Name of the
Customer.
Reference: (read only) The Check Number or Reference # to which the invoice is
tied.
Debit Amount: (read only) The amount debited for the date range.
Credit Amount: (read only) The amount credited for the date range.
Purging Paid Invoices to History
You can purge old A/R Customers’ paid invoices and payments to history. This keeps
them off of agings and cleans up your Customer A/R Inquiry screen. Should you ever
need to restore them for reporting purposes, we have a Restore A/R History option.
Note: Keep in mind that the data never leaves your system. It is simply moved to
a history file behind the scenes until you need it again.
Section Topics
• Purge A/R to History on page 675

• Restore A/R From History on page 675

Purge A/R to History
To Purge Paid Invoices/Credits to History:
1. In the OMS, go to Processing > Merchandise > End of Period Processing >
Purge A/R to History.
2. Select All Clients or Selected Clients. If you select All Clients, the system will
purge history for all customers. If you choose Selected Clients, you will be
prompted to select the customers for which to purge.
3. Enter a Cut-Off Date. This is the date to purge through.
Note: The cut off date will look at the date the invoices and payments were paid
in full. A cutoff date of 12/31/09 will purge invoices that were paid by that
date as long as there was no outstanding balance on any associated
payment (or other invoice also paid by that payment) after 12/31/10.
4. The list of invoices and payments to purge will display. Click Purge List to purge
the records to history.
Note: The first time you run this you may have A LOT of data to purge. To
prevent too much data from timing out your purge process, we recommend
running this utility in increments. For example, begin by purging through
12/31/08. Then run another purge through 1/31/09, another through 2/28/
09, etc. until you reach your final cut-off date.
Restore A/R From History
Should you ever need your purged A/R data back, you can use the Restore A/R from
History utility.
To Restore Purged A/R Records from History:
1. In the OMS, go to Processing > Merchandise > End of Period Processing >
Restore A/R From History.
2. Select All Clients or Selected Clients. If you select All Clients, the system will
restore history for all customers. If you choose Selected Clients, you will be
prompted to select the customers for which to restore.
3. Enter a Cut-Off Date. This is the date to restore through.
Note: The cut off date in the Restore from History screen will restore items
going back through this date. For example a 1/1/08 cut off date will restore
invoices and payments from the present back to 1/1/08.

Accounts Receivable
4. The list of invoices and payments to restore will display. Click Restore List to
restore the records from history.

Gift Certificates
Gift Certificates can be used as a form of payment for merchandise orders. With this
option defined, a user will be able to enter a pre-defined gift certificate number as a
form of payment for merchandise orders. Once a gift certificate number has been used
for an order, it cannot be used again. Only one gift Certificate may be used for an
Order, in which case once the Gift certificate is applied, if money is due, the Order
will require payment for the balance. If the Gift Certificate is in excess of the amount
due no further payment will be required, however the Gift Certificate will be
considered fully consumed.
If an Order is returned, credits may not be issued for portions of the Order which were
paid for with a Gift Certificate.
There are 2 ways to define Gift Certificates. One is to define them as actual Products,
that will allow a user to order the gift certificate. When a gift certificate is ordered, a
serial number is entered into a table, allowing the user to use the gift certificate as a
payment type for their next order. You also have the option of directly defining a gift
certificate as a payment type, without creating it as a product first.
To define Gift Certificates as a Payment Type:
1. From the OMS main menu, select Setup > Merchandise > Create/Edit Gift
Certificates.
2. In here, click New to define a new Gift Certificate.
3. Enter the Gift Certificate number in the Gift Certificate UID field.
4. Enter the Gift Certificate amount in the Amount field.
5. Enter the Issue Date and Expiration Dates as needed.
6. Click Save.
-OR-
To define Gift Certificates as Products:
For each Gift Certificate denomination, a separate Product and Offer will be defined.
It is required that each Gift Certificate contain a unique Serial Number prior to
Shipping. For each Gift Certificate Product, the Expiration Date field will allow you
to indicate the number of days for which the Gift Certificate is valid for. The
Expiration Date calculation is based on the date the Product Ships from your
warehouse.
1. From the OMS main menu, select Inventory > Define > Create/Edit Products.

Gift Certificates
2. In here, click New to define a new Product as a Gift Certificate.

3. Select a form of Serial Number Tracking, and select the option to create as a Gift
Certificate. The Serial Number associated with a shipped Gift Certificate will be
used as the Gift Certificate UID.
4. Enter the Gift Certificate amount in the Amount field.
5. Enter the Expiration Date as needed.
6. Click Save.
Once the Gift Certificates have been properly defined, you must setup your View
to allow the input of the gift certificate numbers.
To define a View to allow the input of gift certificates:
1. From the OMS main menu, select Setup > Views/Access > Define Default or
Define Additional Views.
2. In the View setup screen, click on the Merchandise tab.
3. In here, click the “Allow Gift Certificates” checkbox.
4. Enter the display text you wish to display on the order entry screen for the gift
certificate input in the “Redeem GC Checkbox Text” section.
5. (optional) Check the “Require Gift Certificate Amount” checkbox to require the
user to enter the amount of the gift certificate.
6. (optional) Check the “Require Gift Certificate Issue Date” checkbox to require the
user to enter the issue date of the gift certificate.
7. (optional) Check the “Require Gift Certificate Expiration Date” checkbox to
require the user to enter the Expiration date of the gift certificate.
Click Save.

Pricing in Offers
Pricing refers to the amount of money that is charged to purchase items from your
Web site. Pricing is set up in the offer. There are three different types of pricing
options. They include: Default Pricing, Quantity Break Pricing and Class Break
Pricing.
You have the option to display or not to display offer pricing during Order Entry. You
may:
• Display the price of offers even if you do not require the person placing the
order to pay for the item
• Display the price of the offer if you do require the person placing the order to
pay for the item
You may offer discounts on offers when:
• They are purchased in bulk quantities (Quantity Breaks)

• They are purchased at a group rate (Class Breaks)
Note: You can change the price of all your offers at the same time by using the
Global Offer Price Change feature. For more information on this feature
see Global Offer Price Change on page 686.
Section Topics
• Default Pricing on page 679

• Quantity Breaks on page 680
• Class Breaks on page 682
• Price Classes on page 683
Default Pricing
The Default Price is the amount that is charged for the offer if no special pricing
applies.
To set the Default Pricing:
1. From the OMS Main Menu select Offers > Create/Edit Offers.

Pricing in Offers
2. On the Offer Lookup Screen, search for an offer for which to add pricing
information. For information on search techniques see page 6.
3. On the Define New / Edit Existing Offer Screen, select the Pricing Tab.
4. Enter the offer price into the Default Price field.
5. Complete the other fields as needed. For more information on this screen see the
Pricing Tab Screen on page 680.
6. Click Save.
7. Indicate pricing in the Merchandise Tab. For more information on this topic see
Changing Settings in the Merchandise Tab on page 638.
Sample Screen
Pricing Tab Screen
For more information on the fields in the Pricing Tab see the Create/Edit Offers –
Pricing Tab on page 150.
Quantity Breaks
Quantity Break pricing allows you to provide volume discounts based on the quantity
of the offer requested. The first quantity break price displays on the order entry screen.
When you drill into the offer, the entire quantity break structure displays.
To set up Quantity Break Pricing:
1. Set up Price Classes. For more information on this topic see Price Classes on
page 683.
2. From the OMS Main Menu select Offers > Created/Edit Offers.
information. For information on search techniques see page 6.
4. On the Define New / Edit Existing Offer Screen, select the Pricing Tab.
5. Select Quantity Break Pricing. The screen expands to include the Class
Description fields and the Copy Pricing and Share Pricing buttons. You can also

choose whether to calculate pricing based on each line item or the entire offer in
the order.
6. Choose a selection from the Class Description drop down menu. The screen
expands to include Line #, From, To and Price fields.
Click Copy Pricing to copy pricing from a different offer.
• On the Offer Lookup Screen, search for an offer from which to copy the
pricing. For more information on search techniques see page 6.
—or—
Click Share Pricing to share pricing with a different offer.
• On the Offer Lookup Screen, search for an offer from which to share the
pricing. For more information on search techniques see page 6.
—or—
Complete the following fields:
• From
• To
• Price
7. On the Pricing Tab - Quantity Break Screen, complete the other fields as needed.
For more information on this screen see Pricing Tab - Quantity Breaks on
page 681.
8. Click Save.
9. Indicate pricing in the Merchandise Tab. For more information on this topic see
Changing Settings in the Merchandise Tab on page 638
Sample Screen
Pricing Tab - Quantity Breaks
Screen Definition
For more information on the fields on this screen see Pricing Tab – Quantity Break
Selected on page 152.

Pricing in Offers
Class Breaks
This pricing structure supports different pricing based on Price Classes. Setting up
Class Breaks is a three part process.
To set up pricing based on Class Breaks:
1. Set up Price Classes. For more information on this topic see Price Classes on
page 683.
2. Indicate pricing in the Offer. For more information on this topic see Indicating
Pricing in the Offer on page 682.
3. Indicate Price Classes in the View. For more information on this topic see
Indicating Price Classes in the View on page 685.
—or—
Assign a Pre-Registered User to a Price Class. For more information on this topic
see Assigning a Pre-Registered Users to a Price Class on page 685.
Indicating Pricing in the Offer
In order to collect payment on an offer, you must indicate its price in the OMS.
To set a price in an Offer:
1. From the OMS Main Menu select Offers > Create/Edit Offers.
information. For more information on search techniques see page 6.
3. On the Define New Offer / Edit Existing Offer Screen, select the Pricing Tab.
4. Select the Class Break check box. The screen expands to include Class
Description and Price Fields. For more information on this screen see the Pricing
Tab - Class Breaks Screen on page 683.
5. Complete the Price fields.
6. Complete other fields as needed.
7. Click Save.

Sample Screen
Pricing Tab - Class Breaks Screen
For descriptions of the fields on this screen see the Pricing Tab – Class Break Selected
on page 153.
Price Classes
You may define Price Classes to accommodate different pricing situations. Price
Classes allow you to link people or a view to special pricing information (not Default
Pricing). This allows you to set pricing based on the type of person placing the order.
You can set up pricing so that Consumers and Dealers for example, pay different
prices for the same offer. For more information on this topic see Class Breaks on
page 682 and Quantity Breaks on page 680.
Note: Pre-Registered Users or Non-Registered Name and Address Records may

not be associated with a Price Class. By View (Distribution / Pricing Tab),
you may indicate to use the associated Price Class of the Ordered By, Bill
To, or Ship To record. When orders are entered by a third party, the View
uses the pricing based on View settings and Price Class assigned to the
record in question. You cannot use this new feature for Consumer or Self-
Register Type Additional Views.
To use Price Classes:
1. Set up Price Classes. For more information on this topic see Setting up Price
2. Link the Price Classes to Offers. For more information on this topic see Linking
Price Classes to Offers on page 686.
3. Link the Price Classes to Pre-Registered Users and/or allow a user to choose their
own Price Class. For more information on this topic see Assigning a Pre-

Pricing in Offers
Registered Users to a Price Class on page 685. and Allowing a User to Choose
Their own Price Class in Order Entry on page 686.
Section Topics
• Setting up Price Classes on page 684

• Assigning a Pre-Registered Users to a Price Class on page 685
• Indicating Price Classes in the View on page 685
• Linking Price Classes to Offers on page 686
• Allowing a User to Choose Their own Price Class in Order Entry on page 686
Setting up Price Classes
You’ll need to set up price classes before you can assign them.
To set up Price Classes:
1. From the OMS choose Setup > Merchandise > Price Classes.
2. On the Price by Class Setup Screen, click New.
—or—
On the Price by Class Setup Screen, drill into a line to edit a Price Class.
3. Complete the Class Description field. For more information on this screen see the
Price Class Setup Screen on page 684.
—or—
Click Another to write the information to the Table and to create an additional
Price Class.
Sample Screen
Price Class Setup Screen
Screen Definition
Here is the description for the field on the Price Class Setup Screen:
Class Description: (required) Enter a name for this Price Class.

Assigning a Pre-Registered Users to a Price Class
You can assign a Pre-Registered User to a Price Class. When they log into the
Additional View to which they are assigned, offer pricing is based on the Price Class
to which they belong. If the Pre-Registered User record is assigned to a specific Price
Class, the setting in the Pre-Registered User record overrides the Price Class setting in
the Additional View.
To assign a Pre-Registered Users to a Price Class:
1. From the OMS Main Menu select Setup > Views/Access > Define Pre-
Registered Users.
2. On the Order Entry Password Screen, search for a Pre-Registered User to edit.
When you have selected a record to edit, the Order Entry Password Screen
expands.
3. In the Price Class field, select a Price Class from the drop down menu. For
information on how to put a Price Class into this menu see Setting up Price Classes
on page 684.
4. Click Save.
Indicating Price Classes in the View
You can indicate a Price Class for an entire Additional View. Any time a Pre-
Registered User logs into the Additional View, pricing is displayed according to the
Price Class indicated in the View. If the Pre-Registered User record is assigned to a
specific Price Class, the setting in the Pre-Registered User record overrides the Price
Class setting in the Additional View.
To indicate a Price Class for an entire Additional View:
Views.
2. On the Define Additional View (List View) Screen, drill into an Additional View
to edit.
3. Select the Merchandise Tab.
4. In the Default Price Class field, select a Price Class from the drop down menu.
For more information on how to put price classes into this drop down menu see
Setting up Price Classes on page 684. For more information on this screen see the
Merchandise Tab on page 263.
Click Save.

Pricing in Offers
Linking Price Classes to Offers
Linking Price Classes to Offers is the second step in using them. For information on
how to link Price Classes to Offers see Quantity Breaks on page 680 and Class Breaks
on page 682.
Allowing a User to Choose Their own Price Class in Order Entry
You can set up the Additional View to allow users to choose their own price class
during Order Entry. This feature is used when an administrator or high level
individual places orders on behalf of others. They can discount pricing for users on an
order to order basis.
To allow a user to choose their own Price Class in Order Entry:
Views.
to which you would like to allow Price Class entry.
3. On the Define Additional Views screen, select the Merchandise Tab.
4. Select Price Class Drop Down from the Price Concession Options drop down
menu.
5. Click Save.
Global Offer Price Change
The purpose of the Global Offer Price Change function is to update the price of all the
offers in an OMS by a flat rate.
This feature is commonly used when your client changes the sales price of his items
by a flat rate. It allows you to make changes to all the offers in one step.
To invoke a Global Offer Price Change:
1. From the OMS Menu choose Offers > Maintenance > Global Offer Price
Change.
2. On the Global Offer Price Change Screen, complete the fields as needed. For
detailed information on this screen, see the Global Offer Price Change Screen on
page 687.
3. Click Submit. You will receive a confirmation message stating that your offers
have been updated.

Sample Screen
Global Offer Price Change Screen
Screen Definition
Here are the descriptions for the fields on the Global Offer Price Change Screen:
Please enter the percentage that you would like to use: (required) Select either “+”
to increase the price or “-” to decrease the price. Enter the percent by which the offers
should be changed.
Select the Number of digits after the decimal to round: (required) Select either “2”
or “4”.

Discounts
Discounts
There are several types of discount features that you can use to meet your client’s
needs. They include Discount Percentages, Discount Codes, and Coupon Codes.
Section Topics
• Setting up Discount Percentages on page 688

• Discount Codes on page 688
• Coupon Codes on page 690
• Credit Amounts on page 692
Setting up Discount Percentages
The Discount Percentage feature is very powerful. It allows the person placing the
order to indicate any discount percentage they want during the checkout process. This
discount is applied to the entire order. This feature is most often used when someone
from your organization is keying the orders.
To set up Discount Percentages:
Views.
2. On the Define Additional Views (List View) screen, drill into the Additional View
to which you would like to allow Discount Percentages.
4. Select Yes in the Allow Discount Percentages field. For more information on this
screen see the Merchandise Tab Screen on page 639.
5. Click Save.
Discount Codes
Discount Codes allow for a percentage you specify to be taken off of an entire order.
When a person places an order, they indicate their Discount Code. In turn, the
discount that is inherent to the Discount Code is applied to the entire order.

To use Discount Codes:
1. Create the Discount Code. For more information on this topic see Creating a
Discount Code on page 689.
2. Indicate to allow Discount Codes in the Additional View. For more information on
this topic see Indicating Discount Codes in an Additional View on page 690.
Section Topics
• Creating a Discount Code on page 689

• Indicating Discount Codes in an Additional View on page 690
Creating a Discount Code
Creating a Discount Code is the first step in using Discount Codes.
To create a Discount Code:
1. From the OMS Main Menu choose Setup > Merchandise > Special Discount
Codes.
2. On the Define Special Discount Codes (List View) Screen, click New.
3. On the Define Special Discount Codes Screen, complete the fields as needed. For
more information on this screen see the Define Special Discounts Screen on
page 689.
—or—
Click Another to write the information to the Table and create an additional
Discount Code.
Sample Screen
Define Special Discounts Screen

Discounts
Screen Definition
Here are the descriptions for the fields on the Define Special Discounts Screen:
Discount ID: (required) Enter an identifier for the Special Discount.
Discount Percentage: (required) Enter the percentage of the discount.
Description: (required) Enter the description of the discount.
Start Date: (optional) Enter the first date the discount is valid.
End Date: (optional) Enter the last date the discount is valid.
Indicating Discount Codes in an Additional View
Indicating Discount Codes is the final step in using Discount Codes.
To indicate to use Discount Codes in an Additional View:
Views.
for which you would like to allow Discount Codes.
4. Select Yes from the Allow Discount Codes field. For more information on this
screen see the Merchandise Tab Screen on page 639.
5. Click Save.
Coupon Codes
Coupon Codes are used to give users discount pricing on specific offers. You may use
Coupon Codes when your clients have distributed a mass mailing for discounts on
specific offers, for example. The user enters their Coupon Code during Order Entry to
receive the discount rate.
Configuring the OMS to accept Coupon Codes:
1. Create a Price Class for the Coupon. For information on this topic see Setting up
Price Classes on page 684.
2. Create a Coupon Code. For more information on this topic see Creating Coupon
Codes on page 691.

3. Indicate Class Break Pricing in the Offer. For more information on this topic see
Indicating Pricing in the Offer on page 682.
4. Indicate Coupon Codes are acceptable in the Additional View. For more
information on this topic see Indicating Coupon Codes for Views on page 692.
Note: There is no need to tie Pre-Registered Users who are given Coupon
Codes to a Price Class because the Price Class is inherent to the
Coupon Code.
Section Topics
• Creating Coupon Codes on page 691

• Indicating Coupon Codes for Views on page 692
Creating Coupon Codes
Creating a Coupon Code is the second step in configuring the OMS to accept Coupon
Codes.
To create a Coupon Code:
1. From the OMS Main Menu choose Setup > Merchandise > Coupon
Codes.
2. On the Define Coupon Code screen, click New.
3. Complete the fields as needed. For more information on this screen see the Define
Coupon Code Screen on page 691.
—or—
Click Another to write the information to the Table and to create an additional
Coupon Code.
Sample Screen
Define Coupon Code Screen

Discounts
Screen Definition
Here are the descriptions for the fields on the Define Coupon Code Screen:
Coupon Code: (required) Enter a reference number for your coupon. People placing
orders enter this code during Order Entry. If the Coupon Code they enter is not found
in the Table, the system displays a message stating that their Coupon Code is not
valid.
Description: (required) Enter a description of the Coupon Code.
Price Class: (optional) Choose a Price Class from the drop down menu for which to
associate this Coupon Code. Default is blank. For information on how to put options
in the drop down menu see Setting up Price Classes on page 684.
Start Date: (optional) Enter the first date that the Coupon Code is valid.
End Date: (optional) Enter the last date that the Coupon Code is valid.
Category Access Group: (optional) Leave this field blank for the coupon code to
apply to all offers in the order. Or select a category access group from the drop down.
The coupon code will apply to all offers in that category access group.
Indicating Coupon Codes for Views
Indicating that a Coupon Code may be used for the Additional View is the last step in
configuring the OMS to accept Coupon Codes.
To indicate Coupon Codes can be used:
Views.
to which you would like to indicate Coupon Codes.
3. On the Define Additional Views screen, select the Merchandise tab.
4. Select Allow Coupon Codes from the Price Concession Options drop down menu.
For more information on this screen see the Merchandise Tab Screen on page 639.
5. Click Save.
Credit Amounts
Credit Amounts will allow users to apply a dollar amount credit to Merchandise
Orders. The value that is input as the credit amount during the order entry process will
be deducted from the merchandise total of the Order. The credit amount will list in the

Order Inquiry screen, and will also print in the Order Summary section of Pick/Pack
slips.
To enable the use of Credit Amounts
Views.
to which you would like to enable Credit Amounts.
3. On the Define Additional Views screen, select the Merchandise tab.
4. Select the Allow Credit Amounts check box.
5. Enter the tag that you wish to appear during the Order Entry process within the
Credit Amount Tag field.
6. Save

Sales Tax
Sales Tax
You may be required to charge sales tax on merchandise that you sell on your Web
site. There are two ways to handle sales tax in Pro-Mail. One is to set up Tax Tables
which compute tax based on the state or zip code range of the person to which the
order is shipped. The other way is to use CertiTAX software when you are calculating
tax that is more complicated than a flat tax percentage by state or zip code range. Pro-
Mail prevents users from submitting orders in the case that CertiTAX fails to compute
sales tax.
To configure your OMS to collect tax:
1. Define Tax Tables in the OMS. For more information on this topic see Defining
Tax Tables on page 694.
—or—
Set Up CertiTAX. For more information on this topic see Using CertiTAX on
page 697.
2. Indicate tax in the offer. For more information on this topic see Indicating an Offer
is Taxable on page 701.
Section Topics
• Defining Tax Tables on page 694

• Using CertiTAX on page 697
• Indicating an Offer is Taxable on page 701
Defining Tax Tables
You may define tax Tables either by state OR by zip code range, but not by both, in
the OMS. The OMS automatically calculates tax based on the state or zip code of the

person to which the order is shipped, when a tax Table is defined and the tax flag is
selected in the offer.
Note: The state’s abbreviation should be used in the State Tax Tables while the
State field in Order Entry should use the drop down menu. (The drop
down menu is indicated in the Address Profile which is set up under Setup
> Views > View Address Profile.)
When you upload orders that are taxable, be sure the state field in the
upload file contains the states abbreviation. If it does not, you will have to
add the entire state name to the State Tax Table in order for sales tax to be
applied correctly.
To define tax Tables:
1. From the OMS Main Menu select Setup > Merchandise > Tax Tables.
2. On the Define Tax Tables Screen, choose a selection from the Tax Type drop down
menu. The screen expands to include a grid.
3. Complete the tax Table grid as necessary. For more information these topics see
the State Tax Table Grid on page 695 and the Zip Code Tax Table Grid on
page 696.
4. Click Update to write the information to the Table.
Sample Screen
State Tax Table Grid
Screen Definition
Here are the descriptions for the fields in the State Tax Table Grid:
Tax Type: (required) Choose a selection from the drop down menu. Default is blank.
Your choices are:
• State
Select State to create a State Tax Table.
• Zip Code
Select Zip Code to create a Zip Code Table.

Sales Tax
State: (required) Enter the state for which you are charging tax.
Percent: (required) Enter the amount of tax that you are charging per state.
Shipping Taxable? (optional) Check this box if you want to charge tax on shipping in
this state.
Handling Taxable? (optional) Check this box if you want to charge tax on handling
charges in this state.
Sample Screen
Zip Code Tax Table Grid
Screen Definition
Here are the descriptions for the fields in the Zip Code Tax Table Screen:
Tax Type: (required) Choose a selection from the drop down menu. Your choices are:
• State
Select State to create a State Tax Table.
• Zip Code
Select Zip Code to create a Zip Code Table.
From: (required) Enter the start of the zip code range.
To: (required) Enter the end of the zip code range.
Percent: (required) Enter the amount of tax that you are charging per zip code.
Shipping Taxable? (optional) Check this box if you want to charge tax on shipping in
this zip code range.
Handling Taxable? (optional) Check this box if you want to charge tax on handling
charges in this zip code range.

Using CertiTAX
CertiTAX is the preferred method of tax calculation when you collect taxes for many
states or zip code ranges. CertiTAX sends you your tax forms quarterly and at the end
of the year, to help you prepare your tax statements.
This section describes how to set up Pro-Mail to use CertiTAX to calculate tax on
orders.
To set up Pro-Mail to use CertiTAX:
1. Establish your relationship with esalestax.com. For more information on this topic
see Establishing a Relationship with esalestax.com on page 697.
2. Download and install CertiTAX software on your Pro-Mail webserver. For more
information on this topic see page 698.
3. Reboot the Pro-Mail webserver.
4. Change options in the OMS. For more information on this topic see page 698.
5. Test and troubleshoot the connection. For more information on this topic see
page 699.
Section Topics
• Establishing a Relationship with esalestax.com on page 697

• Installing CertiTAX on page 698
• Setting up the OMS to use CertiTAX on page 698
• Troubleshooting CertiTAX on page 699
Establishing a Relationship with esalestax.com
Establish your relationship with esalestax.com. You can do this by accessing their
web site (www.esalestax.com) or contacting them at 1-877-ESALETX, 1-877-372-
5389. Once you’ve established your business relationship, they will provide you with
a User ID, Merchant ID, and Password. You will need this information to access your
Customer Account through the esalestax.com web site.

Sales Tax
Installing CertiTAX
Once you’ve established your esalestax.com account, you can download and install
esalestax.com’s CertiTAX software.
Note: Be sure to have a complete and verified backup of your system before
installing esalestax.com’s CertiTAX software.
To install CertiTAX:
1. From your Pro-Mail webserver, open a new browser session and navigate to
www.esalestax.com.
2. Download CertiTAX from the esalestax.com Web site.
3. Follow the installation procedure.
Note: Software Marketing Associates, Inc., requires you to modify the

installation process at the following step. At a certain point in the
installation process, the screen will prompt you to reboot the
webserver. Do not reboot your server at this time! If you choose
to reboot the webserver when prompted, you may end up crashing
your webserver. Simply choose the option to NOT reboot, and
complete the installation process.
4. Reboot the Pro-Mail webserver once you’ve been notified the installation process
is complete.
Setting up the OMS to use CertiTAX
In every Order Management System where you will be using CertiTAX to calculate
taxes, you must complete the following procedure.
To set up Pro-Mail to use CertiTAX:
1. From the OMS Main Menu select Setup > System > Basic System Information
(Required).
2. On the Basic System Information (Required) Screen, scroll down until you see the
esalestax.com Options box (if CertiTAX is not installed, this box will NOT be
displayed).
3. Complete the fields in the Esalestax.com Options box as needed. For more
information on this screen see the esalestax.com Options Box on page 699.
4. Click Save.

Sample Screen
esalestax.com Options Box
Screen Definition
Here are the descriptions for the fields in the esalestax.com Options Box:
Using esalestax.com? (required) Select Yes to activate esalestax.com in this order

management account. Default is No.
Location ID: (optional) Enter your Location ID. This corresponds to company
locations you may have defined in your CertiTAX account. If you are not tracking
taxes by location, leave this setting blank.
Tax Calculation Method: (required) Select Line Item or Order Total. This setting
corresponds to your business rule as you’ve defined it in your CertiTAX account. If
you may have even one offer which is non-taxable, then you must calculate taxes by
line item. Default is Order Total.
Note: When setting up offers in the OMS, you must have the Taxable option set
to Yes. Otherwise, the offer will be treated as non-taxable. For more
information on this topic see Indicating an Offer is Taxable on page 701.
Troubleshooting CertiTAX
Section Topics
• Testing CertiTAX Software on page 699

• Error Message on page 700
Testing CertiTAX Software
In the Utilities Menu of the Order Management System, there is an option to test your
esalestax.com CertiTAX software. This utility will check the following:

Sales Tax
• Determine if CertiTAX is installed on the Pro-Mail webserver.

• Send a test transaction to esalestax.com’s server.
If CertiTAX is running on the server, a message stating this will appear. Otherwise,
please report any other messages to Software Marketing Associates, Inc.
To troubleshoot CertiTAX:
1. From the OMS Main Menu select Utilities > Server Diagnostics > Test
esalestax.com CertiTAX Software.
2. Follow the instructions on the screen. For more information on this screen see the
CertiTAX Test Utility Screen on page 700.
Sample Screen
CertiTAX Test Utility Screen
Screen Definition
Here are the descriptions for the CertiTAX Test Utility Screen:
Old Test: Click this button to determine if CertiTAX is working.
New Test: Click this button to return a Merchant ID and a Tax Amount if successful.
Error Message
• “The certificate chain did not validate”

Solution ID: vs26331 from esalestax.com:
The Payflow Pro client needs access to the 'certs' directory that is included in
the Payflow Pro SDK.
Copy the “certs” directory to “system32\inetsrv” (i.e.:
C:\WINNT\system32\inetsrv\certs) the client will look there by default.
Also the SDK will display the “Working Directory” - you can also copy the
'certs' directory there too.
Cause:
The Payflow Pro client needs to authenticate itself with the VeriSign Payment
Services servers and the client is unable to locate the security certificate.
Note:
Adding the “certs” folder to the “system32” as on older versions of Windows
does not work for Windows 2003

This applies to: (Includes, but not limited to):

Payflow Pro
Microsoft Windows 2003 Server
Microsoft Windows 2003
SDK
IIS 6.0
Indicating an Offer is Taxable
You must indicate that an offer is taxable to charge tax on it.
To set up an offer to require tax:
1. From the OMS Menu select Offers > Create/Edit Offers.

2. On the Offer Lookup Screen, search for an offer. For more information on search
3. On the Define New Offers / Edit Existing Offers Screen, select the Pricing Tab.
4. In the Taxable field select Yes. For more information on this screen see the Pricing
Tab Screen on page 680.
5. Click Save.

Shipping and Handling
In Pro-Mail you have several options for charging Shipping and Handling. You can
apply one or several different shipping and handling options to a profile and then
assign that profile to desired Views.
Section Topics
• Defining Shipping and Handling on page 702

• Assigning Shipping and Handling Profile to a View on page 704
Defining Shipping and Handling
This feature can be found in the OMS under Setup >> Shipping >> Shipping and
Handling Profiles.
Sample Screen
Shipping Profiles
Description: (required) Enter in a description for the profile
Comments: (optional) Enter any necessary comments that will be helpful to other
users that will be working with this profile. These are internal comments only and do
not display anywhere else.

Additional Charges Text: (optional) This text will display on the order inquiry
screen at the bottom of the order summary in red font. It represents the additional
charges that can be applied to the order after it has been shipped. This includes the
options under the “Shipping Charges” heading.
Handling Charge
Handling by Total Dollar Amount: (optional) Select this option if you want the
system to apply handling charges based on the total dollar amount of the order. When
this option is selected, a Dollar Amount tab will appear under the Computation Details
heading where you can enter in the dollar and charge details.
Handling by Product Weight: (optional) Select this option if you want the system to
apply handling charges based on the total weight from the products ordered. When
this option is selected, a Product Weight tab will appear under the Computation
Details heading where you can enter in the weight and charge details.
Handling by # Offers Ordered (Line Items): (optional) Select this option if you
want the system to apply handling charges based on the number of line items in the
order. When this option is selected, a Line Items tab will appear under the
Computation Details heading where you can enter in the number of lines and charge
details.
Handling by Shipping Option
Handling Surcharge
Rush Surcharge: (optional) Select this option if you want the system to apply a
surcharge to the order when the rush flag is selected. When selected, a Rush Surcharge
tab will appear under the Computation Details heading where you can enter in the
charge amount.
Fixed Price Per Offer: (optional) Select this option if you want the system to apply
the shipping & handling charge defined under the Pricing tab in the Offer setup
screen.
Shipping Charges
Shipping Charges by Package Type: (optional) Select this option if you want the
system to apply charges based on the type of package that it used when the order is
shipped. When selected, a Package Type tab appears under the Computation Details
heading which lists the current package types defined and a surcharge that can be used
for each package. These package types are defined in the WMS under Setup >>
Warehouse Setup >> Package Types.
Shipping Charges by # Packages: (optional) Select this option if you want the
system to apply charges based on the number of packages used when the order is
shipped. When selected, a # Packages tab appears under the Computation Details
heading where you can enter in the number of packages and charge details.

Bill Back Freight: (optional) Select this option if you want the system to apply the
charges that are recorded at the time the order is shipped. When selected, a Bill Back
Freight tab will appear under the Computation Details heading where you can choose
to bill back the Actual Freight, Negotiated Freight or the Marked-Up Freight to the
order. These charges are billed on top of the other shipping charges.
Assigning Shipping and Handling Profile to a View
You can assign the Shipping and Handling Profile in the view. In the OMS, go to Set
Up > Views/Access > Define Additional Views. Select the Merchandise tab.
Sample Screen
Shipping & Handling Profile in the View
Select the appropriate profile in the ‘Shipping & Handling Profile’ field.

Chapter 17
Billing
You want your customers to pay their invoices promptly. Clients are more likely to
pay promptly when invoices are clear, concise, and accurate. Prompt payments help to
maintain a positive cash flow — the life support of a fulfillment operation. Fulfillment
billing is a way to control cash flow.
The importance of accurately billing your fulfillment clients cannot be over-

emphasized. When billing for fulfillment services many factors must be considered.
These include not only fulfillment activity, but also computer resources, warehouse
capacity, customer service / employee hours, and freight costs.
Typical fulfillment volume necessitates using a system with extensive tracking and
reporting abilities. You must have timely, accurate summary information for
invoicing. You must be able to back up invoice figures with detailed supporting data.
Pro-Mail provides complete activity tracking, accurate and verifiable data and detailed
reporting capabilities. This allows you to handle all billing inquires and produce
invoices quickly.
Chapter Topics
• Tracking Transactions for Billing on page 706

• Setting up Billing Charges on page 707
• Freight Markup on page 712
• Billing Reports on page 714

Tracking Transactions for Billing
Tracking Transactions for Billing
Pro-Mail captures all fulfillment activity information regardless of your current billing
methods. Even if you do not bill your clients for every transaction that the system
captures, the information is available so that you can invoice your clients on the
necessary items. In the future, if you need to bill them for other transactions, the
information has already been tracked and can be easily accessed.
Section Topics
• Type of Transactions on page 706

• Transaction Volume on page 706
• Space on page 707
Type of Transactions
Fulfillment transactions are the life of a Fulfillment House. There are many different
types of fulfilment transactions, such as pick, pack, ship, assemblies, and moving
inventory. Within these transactions you must consider the ease of picking items and
the complexity of assembling kits. Other factors to consider include the volume of
orders that are placed, the number of line items that ship, the types of packages in
which they are shipped, the quantity of manifests that are confirmed and freight
charges. It is important to account for all types of transactions and factors in case you
must bill for them now or in the future.
Items that require more effort to pick, such as items in a secured area or items that
require a forklift to move, might be billed differently than those that are less bulky or
are stored in areas of the warehouse that are easily accessible. These same bulky or
valuable items may also require special handling and packaging at shipping time.
Should the person who ordered this item absorb the added labor costs through
shipping and handling charges, or should clients be billed for them?
Complex kit assemblies may demand additional personnel resources. The time and
effort spent assembling kits can be factored into this type of billing transaction.
Transaction Volume
The volume of an account is another factor to consider when setting up client billing.
Generally, larger volume accounts require the most resources. However, smaller
accounts with many complex kit assemblies might call for more personnel strength
than bigger, higher-volume accounts that have items that are easier to fulfill.

Billing
Space
Warehouse space is valuable. You must be able to track warehouse space by client. It
is important that you invoice your clients appropriately for services you deliver.
Setting up Billing Charges
It is unlikely that two clients are ever billed exactly the same way. Often, the nuances
of each account require different billing strategies. You must always balance billing
options with the size, volume and special requirements of potential clients. The
fulfillment system used to run your business must be adaptable enough to
accommodate many different billing needs
The ability to invoice your clients quickly is a necessity. Pro-Mail provides reports
that can be used for billing purposes at the push of a button. Accurate, reliable billing
reports are available to ensure monthly invoices can be computed and produced
quickly and easily. You can accomplish this by setting up billing charges in the Order
Management System (OMS) and printing reports that compute these charges.
To set up Billing Charges in the OMS:
1. From the OMS Main Menu, select Setup > Billing > Define Billing Charges.
2. On the Billing Setup Screen, complete the fields as needed. For more information
on this screen see the Billing Setup Screen on page 708.
3. Click Save.

Sample Screen
Billing Setup Screen
Screen Definition
Here are descriptions of the fields on the Billing Setup Screen:
Note: The pricing in the above screenshot is taken from a sample database and is
for example purposes only. Software Marketing Associates, Inc. (SMA)
does not endorse pricing your services to reflect the above example.
Order Shipments
Per Line Shipped Type: (required) Select how to Bill:

(Our example is based on Flat Price per Line Item.)
• Flat Price Per Line Item

This is a flat rate for each service.

Billing
• Step Pricing
Step pricing provides you the option to specify how much to charge for the
first N instances of the service, for the next range of instances, etc. (For
example, “Charge $3.00 for the first 20 Initial Shipments. Then charge 2.00
for the next 50, then charge 1.80 for all shipments after that.”)
Step Pricing Setup
Per Shipment: (optional) Enter the dollar amount to charge your client for each order
shipment.
Per Line Shipped: (optional) Enter the dollar amount to charge your client for each
line in the order that is shipped.
Per Billing Unit Shipped: (optional) Enter the dollar amount to charge your client
for each unit in the order that is shipped.
The above charges can be applied to the following types of Shipments:
Initial Shipment: (optional) Initial Shipping Order created by an Order.
Initial Shipment Backfill: (optional) Initial Shipping Order Created by a Backorder

process of an Order.
Subsequent Shipment Backfill: (optional) Subsequent Shipping Order created by a

Backorder process of an Order. For example, if an order is on backorder and you
process it, this is an initial backfill. If some inventory remains on backorder from this
process, the time you process the subsequent backorders is the subsequent shipment
backfill.
Post Intercept Fill: (optional) Shipping Order created by processing an Order that
had previously been Intercepted.
Returns
Charges: (optional) Enter the charge for orders returned by the customer.

Order Attachments
Charge Per Attachment: (optional) Enter the dollar amount to charge your client for
each document they attach to an order.
Other Inventory Requests
Per Request Confirmed: (optional) Enter the dollar amount to charge your client for
each Inventory request.
Per Line Confirmed: (optional) Enter the dollar amount to charge your client for
each Line Item per Inventory request.
Per Billing Unit Confirmed: (optional) Enter the dollar amount to charge your client
for each unit per Inventory request.
The above charges can be applied to the following types of Inventory requests:
Shipment Request: (optional) Inventory request for Shipping.
Disposal Request: (optional) Inventory Request for Disposal.
Production Request: (optional) Inventory Request for Production.
Assembly Request: (optional) Inventory Request for Kit Assemblies.
Produce on Demand: (optional) Inventory Request for Produce on Demand builds.
Other Charges
Credit Card Transaction: (optional) Enter the dollar amount to charge your client
for each credit card transaction in the account.
Drop Ship Shipping Order: (optional) Enter the dollar amount to charge your client
for each Drop Ship Shipping Order you send to the supplier.
Drop Ship Line: (optional) Enter the dollar amount to charge your client for each
Drop Ship line item you send to the supplier.
Orders Entered
Order Entered: (optional) Enter the dollar amount to charge your client for each
order that is entered based on the type of user who enters it or the type of file that is
used to upload it, next to the corresponding user and file types.

Billing
Line Item Entered: (optional) Enter the dollar amount to charge your client for each
line item entered based on the type of user who enters it or the type of file that is used
to upload it, next to the corresponding user and file types.
Package Type Charges: (optional) Enter the dollar amount to charge your client for
each type of package orders are shipping in, into the Charge column next to the
corresponding package type.
Note: You must ship a Package Type in the WMS before it will display in this
section.

Freight Markup
Freight Markup
You may ship packages under your clients’ freight numbers. You may ship packages
under your own freight number and bill your clients. You may acquire freight at
wholesale prices and charge your clients the retail price for it. Pro-Mail tracks freight
charges in all of these cases.
You may want to mark up published freight and charge your client the marked up
price. Billing reports display the marked up published fright charges.
To mark up published freight:
1. From the OMS Main Menu, select Setup > Billing > Define Freight Charge
Factors.
2. On the Edit Factors Screen, drill into a line for which you want to mark up the
freight. For more information on this screen see the Edit Freight Factors Screen on
page 712.
3. On the Edit Freight Factors Details Screen, complete the information as needed.
For more information on this screen see the Edit Freight Factors Details Screen on
page 713.
4. Click Submit.
Note: A rate of 1 makes no difference in fright. A rate of 1.25 marks up the

freight by 25%. A rate of .90 discounts the freight by 10%.
Sample Screen
Edit Freight Factors Screen
Screen Definition
Here are descriptions of the fields on the Edit Freight Factors Screen:
Note: You can drill into any of these lines for details.

Billing
Freight Carrier: (read only) The name of the freight carrier.
Class of Service: (read only) The name of the class of service.
Current Factor: (read only) The current factor used to mark up freight charges.
Sample Screen
Edit Freight Factors Details Screen
Screen Definition
Here are descriptions of the fields on the Edit Freight Factors Details Screen:
Freight Carrier: (read only) The freight carrier for which you want to mark up
published freight.
Class of Service: (read only) The Class of Service for which you want to mark up
published freight.
Ln #: (read only) The number of the line.
Start Date: (required) Enter the date the marked up published freight goes into affect.
Default is the current date.
End Date: (optional) Enter the date the marked up published fright stops.
Factor: (required) Enter the factor by which to mark up the published freight. A rate
of 1 makes no difference in fright. A rate of 1.25 marks up the freight by 25%. A rate
of .90 discounts the freight by 10%.
Apply To: (required) From the drop down menu, choose one of the following options:
• Published Freight Only

This option applies the Factor to the published freight only.
• Published Freight Plus Addl Published
This option applies the Factor to the Published Freight Plus Additional
Published Freight.

Billing Reports
Billing Reports
Pro-Mail provides comprehensive reports that track transactions and are accurate and
easily understood. It provides summary reports that are used for invoicing and detailed
reports that act as supporting documents for the summary reports.
The following is a list of reports Pro-Mail supplies to help you compute billing
charges. For examples of these reports, see Document ID 340 on the documentation
portion of our Web site.
• Sample Invoice
• Summary Billing Inquiry Report
• Kit Billing
• Detailed Billing Report
• Order Activity Report
• Credit Card Transaction Report
• Owner Building Location Report

Chapter 18
Using XML
XML stands for Extensible Markup Language. It’s a metalanguage written in

SGML that allows you to design a markup language, used for the easy
interchange of documents on the Web (www.websters.com).
Pro-Mail is capable of handling various XML transactions. Currently, there are four
Interactive XML interfaces available in Pro-Mail:
• Order Entry
This interface allows you to receive orders, which were captured through a
third party Web site, using Interactive XML. The orders are written to the
OMS and processed according to rules you have established in it.
• Order Inquiry
The XML Order Inquiry Interface allows you to pass an XML request from
your front-end system, returning order inquiry information from your OMS.
• Dealer Info
The XML object is converted to a Pro-Mail address. The address is written to
a Pro-Mail OMS on your Web server. Addresses may be added, updated, or
inactivated.
• Pre-Register User
The XML object is converted into a Pro-Mail Pre-Registered User. The Pre-
Registered User information is then written to a Pro-Mail OMS on your Web
server. Pre-Registered Users may be added, updated, or inactivated.
You must be running SQL 2005 or 2008 and the most current Service Pack for SQL to
take advantage of the Interactive XML features.
Note: Batch XML is also an available feature. This option uses the same forms
as Interactive XML. Once the XML file is placed in the upload directory,
services process the batch automatically.
Chapter Topics
• XML Order Entry Interface on page 717

• XML Order Inquiry Interface on page 745
• XML Dealer Info Interface on page 751

• XML Pre-Registered User Interface on page 760

Using XML
XML Order Entry Interface
Your clients’ may have a Web based order capture program in which they have made
a significant investment. They may ask you to receive orders directly from this
program instead of using the OMS order entry interface. Pro-Mail can be configured
to accept these orders using Interactive XML.
The Interactive XML capability allows your client to pass orders that are entered in a
third party order capture interface to Pro-Mail. XML orders sent to Pro-Mail do not
and will not validate against order limits, distributions, required fields set up in View
Address Profiles, etc. By design, the XML interface assumes that the third party order
capture system is managing any limits, restrictions, required fields set up in View
Address Profiles, etc. All orders sent to Pro-Mail via XML are assumed to be pre-
screened.
Note: For Batch XML:
After the XML orders are imported into Pro-Mail, they are removed from
the incoming directory (ABCOrders\OrdersIn, for example), and written
to the Archives directory created by the System Definition process when
you define your Import Directory (ABCOrders\OrdersIn\Archives, for
example).
Order Acknowledgments are automatically written to directories that may

be defined as FTP directories on your server. Ship Notice files may be
generated through OMS menus and written to these directories as well.
Processes, which may involve programming on your end, may be set up to
allow your customer to automatically extract these files to their system.
These files can be used to provide updates to the customers.
You also have the option to manually generate an Order

Acknowledgement at order processing time and an Advanced Shipping
Notice once an order has been shipped. All package information, including
tracking numbers and total freight, is included in the Advanced Shipping
Notice.
See the illustration below for a detailed description of the Interactive XML order flow:

Example
Interactive XML Order Flow Diagram
To pass order entry information from your clients’ third party system to Pro-Mail, you
must use the XML Purchase Order Upload File. This file is based on the Form 850
schema. For more information on this form see the Pro-Mail XML Purchase Order
Upload (Form 850) on page 730.
To pass order acknowledgement information from Pro-Mail to the third party system
you must use the Form 855 schema. For more information on this form see the Pro-
Mail XML Order Acknowledgement (Form 855) on page 736.

Using XML
To pass shipping notification information from Pro-Mail to the third party system you
must use the Form 856 schema. For more information on this form see the Pro-
MailXML Advanced Shipping Notice (Form 856) on page 739.
Note: You may upload XML orders from your client in a batch file using the
Batch XML Upload feature. Batch XML Upload works as follows:
XML orders are placed in a virtual directory on the Web server set up for
incoming orders. Com services check for files in the target directory and
automatically upload the orders into Pro-Mail. You also have the option to
upload the orders manually through a menu option in the OMS. The XML
records are archived to a sub directory. After the XML orders are imported
into Pro-Mail, they are removed from the incoming directory
(ABCOrders\OrdersIn, for example), and written to the Archives directory
created by the System Definition process when you define your Import
Directory (ABCOrders\OrdersIn\Archives, for example).
Order Acknowledgments describing if an order has been accepted or

rejected are automatically written to the directory set up for outgoing
information. This directory may be defined as an FTP directory on your
server. Processes, which may involve programming on your end, may be
set up to allow your customer to automatically extract these files to their
system. These files can be used to provide updates to the customers.
After the order is shipped, a shipping notification is created for each order.
The shipping notifications are written to the virtual directory set up for
outgoing information. This directory may be defined as an FTP directory
on your server. Ship Notice files may be generated through OMS menus
and written to these directories as well. Processes, which may involve
programming on your end, may be set up to allow your customer to
automatically extract these files to their system. These files can be used to
provide updates to the customers.
Section Topics
• Setting up and Testing the XML Order Entry Interface on page 719
• Forms for Interactive XML Order Entry on page 729
Setting up and Testing the XML Order Entry Interface
Before you begin work on your Order Entry Interface for Interactive XML order
upload, it is important to test the sample interface. This ensures the program is running
as intended. XML orders sent to Pro-Mail do not and will not validate against order
limits, distributions, required fields set up in View Address Profiles, etc. By design,
the XML interface assumes that the third party order capture system is managing any

limits, restrictions, required fields set up in View Address Profiles, etc. All orders sent
to Pro-Mail via XML are assumed to be pre-screened. The sample interface is called
the PMDev Web project. You can use the following sample Order Entry pages as
templates to help you create your own interface:
Live Pro-Mail Back End Post Page

[Your Web Server Name]/Pmdev/import/XMLImp.asp
This page is the interface between your front-end system and Pro-Mail. Your front-
end post page, or dll, will create an XML object and pass it to XMLImp.asp.
Pro-Mail Test Page

[Your Web Server Name]/Pmdev/samples/SampleFE.asp
On this page, you will enter your Web server address or internal name, as well as the
OMS ID (SQL database) from which you want to generate a sample file.
• Order Entry
This option will bring you to a page where you may submit a text XML
transaction. Sample offers will be chosen from your database at random and
name and address information will be pre-populated. When you click on the
“Full Test” button a page will display indicating whether or not the XML
transaction was accepted or rejected.
• XML File Order
This option is designed to allow you to test a client-generated XML file and
view the contents of the XML returned to the client application. The XML file
must be saved to disk and copied to the GOMI virtual directory on the web
server prior to running this test.
• Order Inquiry
This option will allow entry of an order number and will provide summary
information to the screen regarding the status of the order. The XML file will
be written out to a directory specified on the following page. Once generated
you may click on the XML file for viewing.
• Dealer Info
This option allows you to enter person information into a test screen which
will update your database when the transaction is submitted.
• Pre-Reg. User
This option allows you to enter pre-registered user information into a test
screen which will update your database when the transaction is submitted.
• Dealer/Pre-Reg From File

Using XML
This option is designed to allow you to test a client-generated XML file

and view the contents of the xml returned to the client application. The
XML file must be saved to disk and copied into the GOMI virtual
directory on the web server before the start of this test. Pressing the
submit button will initiate interactive dealer/pre-registered user upload.
If this process can read your xml file, you will be redirected to the
XML order acceptance document generated by this process.
• Offer Available Balances
This option will allow entry of a set number of Offers, and will provide
summary information to the screen regarding their current balances. The
XML file will be written out to a directory specified on the following page.
Once generated you may click on the XML file for viewing.
Sample 3rd Party Front End Order Capture

[Your Web Server Name]/Pmdev/samples/SampleOE.asp
This page is a test order entry screen you will use for testing. This page simulates your
front-end order entry system, and will work in conjunction with the SamplePost.asp
page.
Sample 3rd Party Front End Post Page

[Your Web Server Name]/Pmdev/samples/SamplePost.asp
This page receives the information from the SampleOE.asp front-end page, and
creates a test XML Purchase Order Upload object (form 850) and, using XMLImp.asp
and OmDev.dll, imports the order, returning an Order Acknowledgment XML
document (form 855). This page simulates how your interface page or dll will work.
To set up and test the Order Entry Interface:
1. Make sure XML is working on the Web server by running tests using sample pages
in the Interactive XML Web project. For more information on this topic see Setting
up and Testing the XML Order Entry Interface on page 719.
2. Create virtual directories for optional Order Acknowledgments and Shipping
Notifications. For more information on this topic see Creating Virtual Directories
on page 725.
3. Set up your Pro-Mail account to generate Order Acknowledgments and Shipping
Notifications. For more information on this topic see the Setup to Generate XML
Acknowledgements and Notices on page 727.
4. Upload a sample XML file that you or your client created to a test database to
make sure the file is valid. For more information on this topic see Testing XML
File Order on page 725.
5. Create your own interface to call the Pro-Mail test page. The orders can go into a
test account. Look at the sample pages as a guide. For more information on this
topic see Creating Your Own XML Order Entry Interface on page 728.

6. Upload a sample XML file to a test database using your own interface. For more
information on this topic see Uploading XML Order Entry Test File through Your
Interface on page 729.
Section Topics
• Testing XML Order Entry Sample Pages on page 722

• Creating Virtual Directories on page 725
• Setup to Generate XML Acknowledgements and Notices on page 727
• Creating Your Own XML Order Entry Interface on page 728
• Uploading XML Order Entry Test File through Your Interface on page 729
Testing XML Order Entry Sample Pages
There are two order entry sample pages that you should test before you create your
own interface:
• Order Entry
This option will bring you to a page where you may submit a test XML
transaction. Sample offers will be chosen from you database at random and
name and address information will be pre-populated. When you click on the
“Full Test” button a page will display indicating whether or not the XML
transaction was accepted or rejected. An order acknowledgement will be
written out to a directory specified at the top of this page. You may view the
acknowledgement by going to the specified directory and clicking on it.
• XML File Order
This option is designed to allow you to test a client-generated XML file and
view the contents of the XML returned to the client application. The XML file
must be saved to disk and copied to the GOMI virtual directory on the Web
server prior to running this test.
Section Topics
• Testing XML Order Entry on page 722

• Testing XML File Order on page 725
Testing XML Order Entry
This option allows you to submit a test XML transaction. Sample offers are chosen
from your database at random and name and address information is pre-populated.

Using XML
After submitting the test XML transaction, you will receive a confirmation indicating
whether or not it was accepted or rejected.
Note: Orders are rejected at order upload time based on the following criteria:
• Order ID is already on file in the OMS.

• Invalid Offer ID
• Invalid Vendor ID
• Invalid Vendor Customer ID
• Invalid Company ID
Rejected orders are not loaded into Pro-Mail. The XML order must be
repaired and resubmitted.
To test Order Entry:
1. Open a Web Browser session.

2. In the Address, type: [Your Web Server Name]\Pmdev\Samples\SampleFE.asp.
The Interactive XML Samples Page displays. For more information on this screen
see the Interactive XML Samples Page on page 723.
3. Enter your Server Address or Name and SQL System ID into the appropriate
fields.
4. Click Order Entry. The Sample Order Entry Screen displays. For more
information on this screen see the Sample Order Entry Screen on page 724.
5. Click Full Test. You will receive either an order confirmation or order rejection
message.
Sample Screen
Interactive XML Samples Page
Screen Definition
Here are the descriptions for the fields on the Interactive XML Samples Page:
Server Address or Name: (required) Enter the name or address of your server on
which the OMS you are running tests for is located.

SQL System ID: (required) Enter the six character SQL ID of the OMS for which
you are running tests.
Order Entry: Click this button to test the Order Entry interface.
XML File Order: Click this button to test your sample XML file.
Order Inquiry: Click this button to run a test of the Order Inquiry interface.
Dealer Info: Click this button to test the Dealer Info interface.
Pre-Reg User: Click this button to test the Pre-Reg User interface.
Sample Screen
Sample Order Entry Screen
Screen Definition
Here are the descriptions for the fields on the Sample Order Entry Screen:
Ordered By, Ship To and Bill To: (required) Review the pre-populated name and
address information and make changes as necessary.
Offers Ordered: (required) Select or deselect check boxes next to the offers you
would like to include in you test. The system generates this list based on offers in your
OMS.
Credit Card Information: (optional) Review credit card information and make
changes as necessary. This information is pre-populated. A real credit card transaction
will not take place.
Full Test: Click this button to initiate the test XML transaction.

Using XML
Testing XML File Order
This option is designed to allow you to test a client-generated XML file and view the
contents of the XML returned to the client application. The XML file must be saved to
disk and copied to the GOMI virtual directory on the Web server prior to running this
test. If this process can read your XML file, you will be redirected to the XML order
acceptance document generated by this process. Make sure you have created virtual
directories on your Web server for these confirmations before preceding. For more
information on creating these virtual directories see Creating Virtual Directories on
page 725.
Note: Each XML file or record can only contain one order to be transmitted to
Pro-Mail.
XML orders sent to Pro-Mail do not and will not validate against order
limits, distributions, required fields, etc. By design, the XML interface
assumes that the third party order capture system is managing any limits,
restrictions, required fields set up in View Address Profiles, etc. All orders
sent to Pro-Mail via XML are assumed to be pre-screened.
To test an XML File Order:

fields.
4. Click XML File Order. The XML File Upload Screen displays.
5. On the XML File Upload Screen, enter the XML File Name into the corresponding
field.
6. (optional) Click Validate XML. This makes sure Pro-Mail can read the XML file.
7. (optional) Click Display Incoming XML Document. This allows you to review
the XML file you are uploading.
8. Click Upload File. If this process can read your file, you will be redirected to the
XML order acceptance document generated by this process.
Creating Virtual Directories
You must create a directory on the web server for each Pro-Mail OMS that is going to
receive Order Acknowledgements and Shipping Notifications, which can be used to
provide updates to your client’s customers. Creating separate directories prevents
acknowledgements generated from different systems from getting mixed together.
The virtual directory can also be set up as an FTP directory. Processes, which may

involve programming on your end, may be set up to allow your customer

automatically extract these files to their system. These processes are completely
external to Pro-Mail.
To create virtual directories for Order Acknowledgement and Shipping

Notifications:
1. Create a unique directory on the Web server for each OMS. For example, your
client’s name is ABC Company. You will name your directory ABCCo. Within
the ABCCo directory, you will create a sub directory for outgoing
acknowledgements.
2. Define a virtual directory pointing to the main directory.
Note: If you are not familiar with using Internet Service Manager, please
contact your system administrator to have them create a virtual
directory for you.
a. From the main console of your Web server, open Internet Service Manager.
b. Open Internet Information Server (IIS).
c. Right click on Default Web Site.
d. From the menu select New.
e. From the menu select Virtual Directory.
f. Give the Virtual Directory a name. It does not have to be the same name as
the actual directory. For example, ABCCo.
g. Click Next.
h. Enter the physical path of the directory (for instance, d:\ ABCCo). Use the
Browse feature if necessary.
i. Complete the process to create the virtual directory.
Note: You do not have to create a virtual directory for the sub directories
under the directory ABCCo. Defining the parent directory as a
virtual directory is enough.

Using XML
Setup to Generate XML Acknowledgements and Notices
There are settings in the OMS to which you are passing Interactive XML orders that
you must configure before order acknowledgements and shipping notices can be
generated.
Note: XML orders and acknowledgments may be read and written manually
from the Orders Menu in the Pro-Mail OMS. However, providing the Pro-
Mail Order Management service is running on your Web server and you
have activated the XML Upload Process in the System Definition Screen,
the XML orders and acknowledgments will be read and written
automatically by the Pro-Mail service.
To configure settings for order acknowledgements and shipping notices:
1. Log on to the OMS account to which you are passing Interactive XML orders.
Required.
3. On the System Definition Screen, complete the fields in the XML Import Section.
For more information on this field see they System Definition Screen - XML
Import Section on page 727.
Sample Screen
System Definition Screen - XML Import Section
Screen Definition
Here are the descriptions for the fields on the System Definition Screen - XML Import
Selection:
FTP Import Directory: (required for batch XML) This is the virtual path of the
directory where incoming orders are located. This field is not used with Interactive
XML. An example of a virtual path is ABCOrders\OrdersIn. After you have entered
all the information and saved it, the physical path of the virtual directory is displayed
to the right of this field. A directory called Archives is created at the same time.

FTP Export Directory: (required for XML) This is the virtual path of the directory to
which outgoing order acknowledgments and shipping notifications are written. Using
our example, the virtual path would be ABCCo\AcksOut. After you've entered all the
information and saved it, the physical path of the virtual directory is displayed to the
right of this field.
Vendor ID: (required for XML) This is some form of your company name (for
example, if you are the Fulfillment Company of America, or FCA, you might use FCA
as your Vendor ID). This must match the VendorID field in the Purchase Order
Upload File (Form 850). If the match is invalid, the order is rejected.
Vendor Customer ID: (required for XML) This information identifies the customer
for whom you are processing orders in this account (using our example, the ABC
Company). This must match the VendorCustID field in the Purchase Order Upload
File (Form 850). If the match is invalid, the order is rejected. This prevents you from
uploading XML order into the wrong OMS.
Company ID: (required for XML) This information is another way of identifying the
customer for whom you are processing orders in this account (using our example, the
ABC Company). This must match the CompanyID field in the Purchase Order Upload
File (Form 850). If the match is invalid, the order is rejected. This prevents you from
uploading XML order into the wrong OMS.
From Location: (required for XML) This is some form of your company name (for
example, if you are the Fulfillment Company of America, or FCA, you might use FCA
as your From Location). This is written to the From element of the Order
Acknowledgment File (Form 855) and the Ship Notification (Form 856). If your
customer is receiving acknowledgments from many sources, they can use this
information to identify whom the file is coming from.
To Location: (required for XML) This information identifies the customer for whom
you are processing orders in this account (using our example, The ABC Company).
This is written to the To element of the Order Acknowledgment File (Form 855) and
the Ship Notification (Form 856). This is a way for your customer to be sure they are
receiving an acknowledgment intended for them.
Creating Your Own XML Order Entry Interface
Once you have run a successful Order Entry test, created virtual directories and
indicated in the OMS to which directory order acknowledgements and shipping
notices should be written, you are ready to begin work on your own interface. You
may make copies of the sample pages provided, but please refrain from editing them.

Using XML
Descriptions of sample Order Entry XML pages are listed under the section Setting up
and Testing the XML Order Entry Interface on page 719
Note: The XMLImp.asp page may remain where it is, as long as the SURL
variable points to it, there is no need to move it.
The SamplePost.asp page contains the code you will need on your post
page to pass in your XML Purchase Order file (850).
Uploading XML Order Entry Test File through Your Interface
Once you have created your Order Entry interface, you can send across an Interactive
XML test file to a test OMS account. This allows you to test the interface you created
to ensure it is working as you expected. Once you are certain your test file is processed
correctly through your own interface to a test OMS account, you can test the file in a
live account. If every thing goes well with the test, you are ready to receive live
Interactive XML transactions.
Forms for Interactive XML Order Entry
You are required to use specific forms to receive Interactive XML orders and send
Order Acknowledgements and Shipping Notices back to the third party order entry
interface. The Purchase Order Upload (Form 850) is used to send the order from the
third party order entry interface to the Pro-Mail OMS. The Order Acknowledgement
is used to send an order confirmation or rejection message from the Pro-Mail OMS
back to the third party order entry interface. The Advanced Shipping Notice (Form
856) is used to send shipping information from Pro-Mail back to the third party order
entry interface.
Section Topics
• Pro-Mail XML Purchase Order Upload (Form 850) on page 730

• Sample Purchase Order Upload XML on page 734
• Pro-Mail XML Order Acknowledgement (Form 855) on page 736
• Sample Order Acknowledgment XML for Accepted Orders on page 737
• Sample Order Acknowledgment XML for Rejected Orders on page 738
• Pro-MailXML Advanced Shipping Notice (Form 856) on page 739
• Sample Advanced Shipping Notice XML on page 742

Pro-Mail XML Purchase Order Upload (Form 850)
To pass order entry information from your clients’ third party system to Pro-Mail, you
must you the XML Purchase Order Upload File. This file is based on the Form 850
schema. Currently, all other fields represented on the 850 Schema are ignored. The
schema is available for download from the documentation portion of our Web site. We
have included the Max Length for the field after the Pro-Mail Data Equivalent in
parenthesis (if applicable). Please see Document ID 283 for details.
Note: If you need to import French foreign characters, please include the
following xml definition line:
<?xml version="1.0" encoding="ISO-8859-1"?>
General Information
FromParty Account Name to load to

VendorID Vendor ID in Account Setup (50)
VendorCustID Vendor Customer ID in Account Setup
(50)
CompanyID Company ID in Account Setup (50)
CostCenterID Source Code Description (8000)
PurchaseOrderNumber Order ID of the Order (50)
CustomerPurchaseOrderNumber Reference Number of the Order (50)
ProMailPONum Pro-Mail Purchase Order Number (50)
ProjectID Project ID (20)

PurchaseOrderDate Entry Date of the Order
PurchaseOrderTime Entry Time of the Order
ExpediteOrderFlag Rush Flag in the Order. “X” indicates a
Rush Flag in the file. (1)
ExpediteNote1 Shipping Comments in the Order
(8000)
FreightCarrier Requested Freight Carrier ID. See
Freight Carrier and Services on
page 743 for a list of valid Freight
Carrier IDs. (20)

Using XML
General Information
FreightCode Requested Freight Service ID. See

Code IDs. (20)
ContactPhoneNumber Ordered by Phone Number (20)
ShippingInstructions1 Order Comments (8000)
ReleaseDate Order Needed by Date or Comment
(50)
SWSFreightCode Shipping Workstation Freight Code
(12)
SWSFreightCodeDesc Shipping Workstation Freight Code
Description (255)
ThirdPartyAccount Third Party Account Number (50)
ThirdPartyAddType How is third party shipping billed?
None = 0
View View Description (255)
ShipHandCharge Shipping and Handling Charge (40)
SpecialHandlingCharge Special Handling Charge
SpecHand Special Handling Description (255)
TaxPercentage Order Tax Percentage. Example enter
“.10” for a 10% tax amount. This field
should be populated if a Tax
Percentage is to be associated with the
Order. Default settings from the OMS
will not be used
DiscountPercentage Discount Percentage. Example enter
“10” for a 10% discount.
DiscountCode Discount Code Description (20)
PreRegUserID Pre-Registered User ID / Customer ID
(50)

General Information
BudgetMailerUID The pre-registered user UID on which

the order distributions are based.
Payment Information
CCPayTypeCode Payment Code (10)

CCNumber Credit Card or Check Number (50)
CCExpDate Credit Card Expiration Date or Check
Date (10)
CheckAmount Check Payment Amount
Order Variables
OvFieldName Name of the Order Variable Field (50)

OvFieldValue Value of the Order Variable Field (50)
Ship To, Bill To, Ordered By Address Information

AddressID Unique ID for the Address (Mailer
Unique ID) (20)
Name Company Name (50)
Attention Contact Name (100)
Line1 Address Line 1 (255)
Line 2 Address Line 2 (255)
City City (50)
StateProvincveCode State or Province (20)
PostalCode Postal Code (15)
CountryCode Country (50)
MailStop Address Line 3 (255)

Using XML
Ship To, Bill To, Ordered By Address Information
Phone Phone Number (20)

Fax Fax Number (20)
Email E-mail Address (255)
MvFieldName Name of the Mailer (Person) Variable
Field (50)
MvFieldValue Value of the Mailer (Person) Variable
Field (50)
CommercialFlag Commercial Residential Indicator
Commercial = C or 1
Residential = R or 2
LineNumber Line Number of the Offer Ordered

(20)
VendorProductID Offer ID (50)
VendorProductDescription Offer Description
DocID MOD Document ID (50)
OrderQuantity Quantity Ordered
SellPrice Unit Price of the Offer. This field
should be populated if a price is to be
associated with the Offer. Default
settings from the OMS will not be
used
Size Size code or description of offer, if
Offer ID is a cluster (50)
Color Color Code or description of offer, if
Offer ID is a cluster (50)
ClusterProductId Selected offer from cluster list, if
Offer ID is a cluster list (50)
OfferShipHand Offer Shipping and Handling

cstField Offer Customization Field Name (50)

cstValue Offer Customization Field Value (50)
Sample Purchase Order Upload XML
To create a file, cut and paste the information below into Notepad, and save with .xml
extension.
<PurchaseOrder>
<FromParty>mydata</FromParty>
<VendorId>MyVendor</VendorId>
<VendorCustID>11223344</VendorCustID>
<CompanyID>102030</CompanyID>
<PurchaseOrderNumber>123</PurchaseOrderNumber>
<PurchaseOrderDate>3/18/2001</PurchaseOrderDate>
<ShipHandCharge>2.50</ShipHandCharge>
<View>Default</View>
<PreRegUserID>sjones</PreRegUserID>
<PaymentInfo>
<CCPayTypeCode>Visa</CCPayTypeCode>
<CCNumber>31233313233</CCNumber>
<CCExpDate>1205</CCExpDate>
<DiscountCode>555</DiscountCode>
</PaymentInfo>
<OrderVariable>
<OvFieldName>Cost Center</OvFieldName>
<OvFieldValue>Center 1</OvFieldValue>
</OrderVariable>
<OrderVariable>
<OvFieldName>Income</OvFieldName>
<OvFieldValue>$30k - $60</OvFieldValue>
</OrderVariable>
<OrderVariable>
<OvFieldName>Happy?</OvFieldName>
<OvFieldValue>YES</OvFieldValue>
</OrderVariable>
<ShipToAddress>
<Name>Test Co. Inc</Name>
<Attention>John C. Test</Attention>
<Line1>123 Main St.</Line1>
<Line2 />
<City>Rocky Hill</City>

Using XML
<StateProvinceCode>CT</StateProvinceCode>
<PostalCode>06067</PostalCode>
</ShipToAddress>
<BillToAddress>
<Name>My Bill Co.</Name>
<Attention>Bill Me</Attention>
<Line1>721 North St. </Line1>
<Line2>721 North St. </Line2>
<MailerVariable>
<MvFieldName>Discount Code</MvFieldName>
<MvFieldValue>57%</MvFieldValue>
</MailerVariable>
<MailerVariable>
<MvFieldName>Salesperson 1</MvFieldName>
<MvFieldValue>Glen Polich</MvFieldValue>
</MailerVariable>
</BillToAddress>
<OrdByAddress>
<Attention>Sally Jones</Attention>
<Line1>44 Central Ave.</Line1>
<MailerVariable>
<MvFieldName>Discount Code</MvFieldName>
<MvFieldValue>53%</MvFieldValue>
</MailerVariable>
<MailerVariable>
<MvFieldName>Salesperson 1</MvFieldName>
<MvFieldValue>John Lovejoy</MvFieldValue>
</MailerVariable>
</OrdByAddress>
<PurchaseOrderItemDetail>
<LineNumber>1</LineNumber>
<VendorProductID>KC-KIT</VendorProductID>
<VendorProductDescription>KIT COMP KIT</
VendorProductDescription>
<OrderQuantity>1</OrderQuantity>
<SellPrice>0</SellPrice>
<OfferVariable>
<cstField>Initials</cstField>
<cstValue>ABC</cstValue>
</OfferVariable>
<OfferVariable>
<cstField>FontColor</cstField>
<cstValue>black</cstValue>
</OfferVariable>

</PurchaseOrderItemDetail>
</PurchaseOrder>
Pro-Mail XML Order Acknowledgement (Form 855)
To pass order acknowledgement information from Pro-Mail to the third party system
you must use the Form 855 schema. The following fields from the XML Order
Acknowledgment File (Form 855) are used when acknowledging orders uploaded into
Pro-Mail using the XML Purchase Order Upload File (Form 850). Currently, all
other fields represented on the 855 Schema are ignored. The schema is available for
download from the documentation portion of our Web site. Please see Document ID
283 for details.
General Information
VendorID Vendor ID in Account Setup

VendorCustID Vendor Customer ID in Account
Setup
CompanyID Company ID in Account Setup
AcknowledgementType IA = Item Accepted (at Order
Processing)
IR= Item Rejected (at Order Upload)
AcknowledgementDate Date file was generated
AcknowledgementTime Time file was generated
PurchaseOrderNumber Order ID of the order
PurchaseOrderDate Entry Date of the order
ProMailPurchaseOrderNumber Pro-Mail purchase order number of
the order.
CustomerPurchaseOrderNumber Customer Purchase ORder Number of
the order

Using XML
General Information
OrderRejectionMessage Rejection Messages for Type IR:

• Order ID exists
• Vendor ID does not match
account setup
• Vendor Customer ID does not
match account setup
• Company ID does not match
account setup
• Offer ID does not exist
LineNumber Line Number of the offer ordered

ItemAcknowledgementType Same as AcknowledgementType
VendorProductID Offer ID
CustomerProductID Offer ID
OrderQuantity Quantity Ordered
UnitOfMeasure Offer Unit of Measure
AcknowledgedQuantity Quantity Ordered
AcknowledgedUnitOfMeasure Offer Unit of Measure
SellPrice Offer Unit Price
AcknowledgedSellPrice Offer Unit Price
Sample Order Acknowledgment XML for Accepted Orders
When an order is submitted, the AcknowledgmentType of IA signifies the order has

been written to Pro-Mail. The OrderRejectionMessage will be empty.
When an order is processed, the AcknowledgmentType of IA signifies the order has

been processed. The AcknowledgmentType of IB signifies the order has been
backordered. The OrderRejectionMessage will be empty for both cases.
To create a test file, cut and paste into Notepad and save with .xml extension.

<?xml version="1.0" ?>

<PurchaseOrderAcknowledgment From="SMA" To="SMA-PROMAIL.com Inc">
<VendorID>SMA</VendorID>
<VendorCustID>AA33BB44</VendorCustID>
<AcknowledgmentType>IA</AcknowledgmentType>
<AcknowledgmentDate>2001-10-05</AcknowledgmentDate>
<AcknowledgmentTime>14:22:45</AcknowledgmentTime>
<PurchaseOrderNumber>ORD123</PurchaseOrderNumber>
<PurchaseOrderDate>2001-07-17</PurchaseOrderDate>
<ProMailPurchaseOrderNumber>1111</ProMailPurchaseOrderNumber>
<CustomerPurchaseOrderNumber>2222</CustomerPurchaseOrderNumber>
<OrderRejectionMessage />
<AcknowledgmentItemDetail>
<ItemAcknowledgmentType>IA</ItemAcknowledgmentType>
<VendorProductID>10219</VendorProductID>
<CustomerProductID>10219</CustomerProductID>
<UnitOfMeasure>EA</UnitOfMeasure>
<AcknowledgedQuantity>5</AcknowledgedQuantity>
<AcknowledgedUnitOfMeasure>EA</AcknowledgedUnitOfMeasure>
<AcknowledgedSellPrice>0</AcknowledgedSellPrice>
</AcknowledgmentItemDetail>
<ItemAcknowledgmentType>IA</ItemAcknowledgmentType>
<AcknowledgedUnitOfMeasure>EA</AcknowledgedUnitOfMeasure>
<AcknowledgedSellPrice>0</AcknowledgedSellPrice>
</PurchaseOrderAcknowledgment>
Sample Order Acknowledgment XML for Rejected Orders
The Acknowledgment type of IR signifies the order has not been written to Pro-Mail.
The OrderRejectionMessage contains the reason why the order was rejected.

<PurchaseOrderAcknowledgment From="SMA" To="SMA-PROMAIL.com Inc">

Using XML
<AcknowledgmentType>IR</AcknowledgmentType>
<AcknowledgmentDate>2001-10-03</AcknowledgmentDate>
<AcknowledgmentTime>14:41:45</AcknowledgmentTime>
<PurchaseOrderDate>2001-04-26</PurchaseOrderDate>
<OrderRejectionMessage>--Vendor Id SMA from account setup does not
match value in the file (SMA2)----Vendor Customer Id AA33BB44 from
account setup does not match value in the file ( 1234567)----Company Id
1234 from account setup does not match value in the file ( 000000000)----
Vendor Product Id 111 is NOT on file!----Vendor Product Id 222 is NOT
on file!--</OrderRejectionMessage>
<ItemAcknowledgmentType>IR</ItemAcknowledgmentType>
<UnitOfMeasure />
<AcknowledgedUnitOfMeasure />
<SellPrice>11.5</SellPrice>
<AcknowledgedSellPrice>11.5</AcknowledgedSellPrice>
<ItemAcknowledgmentType>IR</ItemAcknowledgmentType>
<UnitOfMeasure />
<AcknowledgedUnitOfMeasure />
<SellPrice>20.15</SellPrice>
<AcknowledgedSellPrice>20.15</AcknowledgedSellPrice>
</PurchaseOrderAcknowledgment>
Pro-MailXML Advanced Shipping Notice (Form 856)
To pass shipping notification information from Pro-Mail to the third party system you
must use the Form 856 schema. The following fields from the XML Advanced Ship
Notice File (Form 856) are used when shipping orders uploaded into Pro-Mail using
the XML Purchase Order Upload File (Form 850). Currently, all other fields

represented on the 856 Schema are ignored. The schema is available for download
from the documentation portion of our Web site. Please see Document ID 283 for
details.
Note: If you are using Interactive XML to send Shipping Order

Acknowledgement E-mails back to your client’s third party system, please
be aware that if your client is running a validation program they will need
to update their program to include the new freight field (added for E2). If
they do not update their program, they run the risk of having their
validation program fail.
General Information
FromLocation From location in Account Setup

ToLocation To Location in Account Setup
VendorID Vendor ID in Account Setup
VendorCustID Vendor Customer ID in Account
Setup
CompanyID Company ID in Account Setup
ShipmentID Sequential ID of the Package
TransactionDate Date file was generated
TransactionTime Time file was generated
BillOfLadingNumber Tracking ID of Package
FreightAmount The total Freight cost plus or minus
any Freight Markup or Freight
Discount defined in the OMS.
FreightCarrier The Freight Carrier used to ship. See
Carrier IDs
FrieghtService The Freight Service used to ship. See
page 743for a list of valid Freight
Service IDs
ShipDate Ship Date of Package
ShipTime Ship Time of Package

Using XML
Ship To and Ship From Address Information
AddressID Unique ID for the Address (Mailer

Unique ID)
Name Company Name
Attention Contact Name
Line1 Address Line 1
Line 2 Address Line 2
City City
StateProvincveCode State or Province
PostalCode Postal Code
CountryCode Country
Order Information
PurchaseOrderNumber Order ID of the order

ProMailPurchaseOrderNumber Pro-Mail Purchase Order Number of
the order
CustomerPurchaseOrderNumber Customer Purchase Order Number of
the order

LineNumber Line Number of the Offer Ordered
VendorProductID Offer ID
CustomerProductID Offer ID
QuantityShipped Quantity Shipped
UnitOfMeasure Offer Unit of Measure

Label Information
LabelTrackingNumber Tracking ID of Package
Sample Advanced Shipping Notice XML

<ShipmentNotice>
<ShipmentID>991</ShipmentID>
<TransactionDate>2005-06-16</TransactionDate>
<TransactionTime>12:00:19</TransactionTime>
<FreightCarrier>UPS</FreightCarrier>
<FreightService>Standard</FreightService>
<BillOfLadingNumber>2005-06-16</BillOfLadingNumber>
<FreightAmount>20.00</FreightAmount>
<ShipDate>2001-07-17</ShipDate>
<ShipTime>16:24:18</ShipTime>
<SCACCode>SCAC</SCACCode>
<ShipToAddress>
<AddressID />
<Name>Software Marketing Associates, Inc.</Name>
<Attention>Jane George</Attention>
<Line1>2080 Silas Deane Highway</Line1>
<Line2 />
<CountryCode>USA</CountryCode>
</ShipToAddress>
<ShipFromAddress>
<AddressID />
<Name>Printers, Inc.</Name>
<Line1>123 Main Street</Line1>
<Line2 />
<CountryCode>USA</CountryCode>
</ShipFromAddress>

Using XML
<PurchaseOrderInformation>
<ItemInformation>
<VendorProductID>111-111</VendorProductID>
<CustomerProductID>111-111</CustomerProductID>
<QuantityShipped>2</QuantityShipped>
<LabelInformation>
<LabelTrackingNumber>Z987555899</LabelTrackingNumber>
</LabelInformation>
</ItemInformation>
<ItemInformation>
<VendorProductID>111-222</VendorProductID>
<CustomerProductID>111-222</CustomerProductID>
<QuantityShipped>1</QuantityShipped>
<LabelInformation>
<LabelTrackingNumber>Z987555899</LabelTrackingNumber>
</LabelInformation>
</ItemInformation>
</PurchaseOrderInformation>
</ShipmentNotice>
Freight Carrier and Services
The following tables describe how to specify your freight carrier and services in your
XML file.
Example Description
1. “1” Best Way

2. “2” Standard
3. “3” Next Day Standard
4. “4” Next Day AM
5. “5” 2nd Day Standard
6. “6” 2nd Day AM
7. “7” 3rd Day

Example Description
8.”8” Same Day
Example Description
1. “1” UPS
2. “2” RPS
3. “3” FEDEX
4. “4” USPS
5. “5” DHL
6. “6” AIRBORNE
7. “7” OTHER

Using XML
XML Order Inquiry Interface
This option allows entry of an order number and provides summary information
regarding the status of the order. The XML file is written out to a directory specified
in the System Information page. Once generated you may click on the XML file for
viewing.
Section Topics
• Setting up and Testing the XML Order Inquiry Interface on page 745
• Creating Your Own XML Order Inquiry Interface on page 747
• Conducting an XML Order Inquiry Test through Your Interface on page 747
• Forms for Interactive XML Order Inquiry on page 747
To use the Order Inquiry Interface:
1. Run a test using sample pages in the Interactive XML web project. For more
information on this topic see Setting up and Testing the XML Order Inquiry
2. Using sample pages as a guide create your own interface for interactive XML
Order Inquiry. For more information on this topic see Creating Your Own XML
Order Inquiry Interface on page 747.
3. Run a test using your own interface.
Setting up and Testing the XML Order Inquiry Interface
Before you begin work on your Order Inquiry Interface for Interactive XML order
inquiry, it is important to test the sample interface. This ensures the program is
running as intended. The sample interface is called the PMDev Web project. You can
use the following sample Order Inquiry pages as templates to help you create your
own interface:
../import/XMLOrdInq.asp: This page is the interface between your front-end

system and Pro-Mail. Your front-end post page, or dll, will create and xml object and
pass it to XMLOrdInq.asp, which will call OmDev.dll. OmDev.dll will create an xml
order inquiry object from the proper OMS (using the SystemId variable) for a specific
order id (using the OrderId variable).
../samples/SampleFE.asp: On this page, you will enter your Web Server address or
internal name, as well as the OMS ID (SQL database) for which you want to inquire
on an order. Click Order Inquiry to test the Interactive Order Inquiry process.

../samples/SampleOrdInq.asp: This page is an Order ID entry screen you use for

testing only. This page works in conjunction with the SampleOrdInqPost.asp page.
../samples/SampleOrdInqPost.asp: This page receives the Order ID from the

SampleOrdInq.asp front-end page, validates it, and creates a sample XML Order
Inquiry object using XMLOrdInq.asp and OmDev.dll, which is returned to the post
page. This page simulates how your interface page or dll will work.
To test the Order Inquiry Interface using sample pages:

fields.
4. Click Order Inquiry. The Sample Order Inquiry Screen displays. For more
information on this screen see the Sample Order Inquiry Screen on page 746.
5. Enter an Order ID into the corresponding field.
6. Click Generate. If the query is successful, an Order Inquiry Result File is saved to
your directory and information is displayed on the screen along with a process
complete message. If the query is unsuccessful, an Order not Found message is
displayed.
Sample Screen
Sample Order Inquiry Screen
Screen Definition
Here is the description for the field on the Sample Order Inquiry Screen:
Order ID: Enter the ID of the Order on which you want to inquire.

Using XML
Creating Your Own XML Order Inquiry Interface
Once you have run a successful Order Inquiry test you are ready to begin work on
your own interface. You may make copies of the sample pages provided, but please
refrain from editing them. Descriptions of the sample Order Inquiry XML pages are
listed under Setting up and Testing the XML Order Inquiry Interface on page 745.
Note: The XMLOrdInq.asp page may remain where it is, as long as the SURL
The SampleOrdInqPost.asp page contains the code you will need on your
post page to pass in your XML Order Inquiry.
Conducting an XML Order Inquiry Test through Your Interface
Once you have created your Order Inquiry interface, you can test it by sending an
Order Inquiry across to a test account. Once you are certain your test file is working as
expected, you can test the file in a live account. If every thing goes well with the test,
you are ready to receive use Interactive XML to inquire on Orders.
Forms for Interactive XML Order Inquiry
You are required to use specific forms to receive Interactive XML order inquiries and
to send results back to the third party order entry interface. For a sample of the Order
Inquiry XML file see the Order Inquiry XML Sample File on page 747. For a sample
of the Order Inquiry Results XML see Order Inquiry Results XML on page 748.
Section Topics
• Order Inquiry XML Sample File on page 747

• Order Inquiry Results XML on page 748
Order Inquiry XML Sample File
Here is a sample of the Order Inquiry XML File:
<OrderRequest>
<SystemId>tstom2</SystemId>
<OrderId>123</OrderId>
</OrderRequest>

Order Inquiry Results XML
Here is an example of the Order Inquiry Results XML file:

<OrderRecord>
<OrdHead>
<ErrorCode>0</ErrorCode>
<ErrorMessage />
<SystemId>tstom2</SystemId>
<OrderId>123</OrderId>
<EntryDate>1/6/2004</EntryDate>
<UploadDate>1/8/2004 11:51:23 AM</UploadDate>
<View>DEFAULT</View>
<Stream>CT or NY Orders today</Stream>
<Status>Processed Pending</Status>
<ShipHandCharge>0</ShipHandCharge>
</OrdHead>
<ShipToInfo>
<Company>Stirling Olson</Company>
<Address1>4481 Hamilton Ct</Address1>
<City>Boulder</City>
<State>CO</State>
</ShipToInfo>
<OrderedBy>
<State>CO</State>
</OrderedBy>
<BillToInfo>
<State>CO</State>
</BillToInfo>
<OfferInfo>
<Offer>
<OfferId>FREE</OfferId>
<OfferDesc>Free Item</OfferDesc>
<OrderQty>1</OrderQty>
<UnitPrice>0</UnitPrice>
</Offer>
<Offer>

Using XML
</Offer>
<Offer>
</Offer>
</OfferInfo>
<BillOfMaterials>
<Product>
<ProductId>FREE</ProductId>
<ProductDesc>Free Item</ProductDesc>
<ReservedQty>0</ReservedQty>
<MarkedQty>0</MarkedQty>
<PulledQty>1</PulledQty>
<CanceledQty>0</CanceledQty>
<BackorderQty>0</BackorderQty>
</Product>
<Product>
</Product>
<Product>
</Product>
</BillOfMaterials>
<ShippingOrders>
<PickPack>
<Status>Picked</Status>
<DatePicked>1/9/2004 2:17:03 PM</DatePicked>
<MerchAmt>0</MerchAmt>
<ShipHandAmt>0</ShipHandAmt>
<TaxAmt>0</TaxAmt>
<SpecialHandling>0</SpecialHandling>

<ProductsShipped>
<Products>
<Revision>0</Revision>
<ToShipQty>1</ToShipQty>
</Products>
<Products>
</Products>
<Products>
</Products>
</ProductsShipped>
</PickPack>
</ShippingOrders>
</OrderRecord>

Using XML
XML Dealer Info Interface
The Dealer Info feature allows you to send an XML object which is converted into an
address. The address is written to an OMS on your Web server. This feature may be
used to add, update or inactivate an addresses.
Dealer Address Acknowledgments are generated as part of the update process. This
tells the Dealer Address Maintenance front end whether the address has been updated,
inactivated, or rejected.
This is a summary of how the Dealer Info Interface works:
• An address is submitted from your Address Maintenance System.

• The address is converted to Pro-Mail’s XML Dealer Address format.
• The address is submitted to Pro-Mail while your Address Maintenance
System waits for an Dealer Address Acknowledgment.
• Your Address Maintenance System receives the Pro-Mail Dealer Address
Acknowledgment, which contains a flag stating whether the address has been
accepted or rejected. A message is available which would contain more detail,
such as why an address is rejected.
Note: Within an XML document text containing the following special characters
MUST be substituted as follows:
Character Description Substitute
& ampersand &
‘single-quote '
“double-quote "
> greater than >
< less than <
Section Topics
• Setting up and Testing the XML Dealer Info Interface on page 752
• Testing XML Dealer Info on page 753
• Creating Your Own XML Dealer Info Interface on page 755
• Uploading XML Dealer Info Test File through Your Own Interface on
page 755

• Forms for Interactive XML Dealer Info on page 755
Setting up and Testing the XML Dealer Info Interface
Before you begin work on your Dealer Info Interface for Interactive XML dealer
address upload, it is important to test the sample interface. This ensures the program is
running as intended. The sample interface is called the PMDev Web project. You can
use the following sample Order Entry pages as templates to help you create your own
interface:
../import/XMLAddrImp.asp: This page is the interface between your front-end

system and Pro-Mail. Your front-end post page, or dll, will create an xml object and
pass it to XMLAddrImp.asp, which will call OmDev.dll. OmDev.dll will insert the
address information into the proper OMS (using the SystemId variable).
../samples/SampleFE.asp: On this page, you will enter your Web Server address or
internal name, as well as the OMS ID (SQL database) in which you want to update an
address. Click Dealer Info to test the Interactive Dealer Info process.
../samples/SampleAddress.asp: This page is an address maintenance screen you will

use for testing. This page simulates your address maintenance system, and will work
in conjunction with the SampleAddressPost.asp page.
../samples/SampleAddressPost.asp: This page receives the information from the

SampleAddress.asp front-end page, and creates a test XML Dealer Address object
and, using XMLAddrImp.asp and OmDev.dll, imports the address, returning a Dealer
Address Acknowledgment XML document. This page simulates how your interface
page or dll will work.
To set up and test the Dealer Info Interface:
in the Interactive XML Web project. For more information on this topic see
Testing XML Dealer Info on page 753.
2. Create your own interface to call the Pro-Mail test page. The addresses can go into
a test account. Look at the sample pages as a guide. For more information on this
topic see Testing XML Dealer Info on page 753.
information on this topic see Uploading XML Dealer Info Test File through Your
Own Interface on page 755.

Using XML
Testing XML Dealer Info
This option allows you to submit a test XML transaction. After submitting the test
XML transaction, you will receive a confirmation indicating whether or not it was
accepted or rejected. An order acknowledgement is written out to the directory you
specified at the top of the test page. You may review the acknowledgement by going
to the specified directory and clicking on it.
To test Dealer Info:

fields.
4. Click Dealer Info. The Dealer Address Sample Page displays. For more
information on this screen see the Dealer Address Sample Page on page 754.
5. Click Update. You will receive a confirmation message.

Sample Screen
Dealer Address Sample Page
Screen Definition
Here are the descriptions for the fields on the Sample Dealer Info Screen:
Name and Address Information: (required) Review the auto-populated name and
address information and update as needed. This information is based on a sample from
the OMS you specified on the Interactive XML Samples Page.
Update: Click this button to update the record in your OMS.

Using XML
Creating Your Own XML Dealer Info Interface
Once you have run a successful Dealer Info test you are ready to begin work on your
own interface. You may make copies of the sample pages provided, but please refrain
from editing them. Descriptions of sample Dealer Info XML pages are listed under
Setting up and Testing the XML Dealer Info Interface on page 752.
Note: The XMLAddImp.asp page may remain where it is, as long as the SURL
The SampleAddressPost.asp page contains the code you will need on your
post page to pass in your XML Dealer Address.
Uploading XML Dealer Info Test File through Your Own Interface
Once you have created your Dealer Info interface, you can send across an Interactive
XML test file to a test OMS account. This allows you to test the interface you created
to ensure it is working as you expected. Once you are certain your test file is processed
correctly through your own interface to a test OMS account, you can test the file in a
live account. If every thing goes well with the test, you are ready to receive live
Interactive XML transactions.
Forms for Interactive XML Dealer Info
You are required to use specific forms to receive Interactive XML dealer address and
send Dealer Address Acknowledgements back to the third party order entry interface.
For a sample of the Dealer Address XML see Sample Dealer Address XML on
page 755. For a sample of the Order Acknowledgement see Sample Dealer
Acknowledgment XML on page 757.
Section Topics
• Sample Dealer Address XML on page 755

• Sample Dealer Acknowledgment XML on page 757
Sample Dealer Address XML
System ID must contain the System ID of the OMS the addresses are to be written to.

An address must have a Unique Identifier in order to update or inactivate an address.

If the Unique Identifier is missing, then a new address record is created.
An address is inactivated when the Inactive field contains a 1, Y, or YES.
To create a file, cut and paste into Notepad, and save with .xml extension.

<Addresses>
<SystemId>tstsys</SystemId>
<DealerAddress>
<UniqueIdentifier>3262</UniqueIdentifier>
<UserId>3262</UserId>
<UserPassword>3262</UserPassword>
<Prefix>Mr.</Prefix>
<FirstName>John</FirstName>
<MiddleInitial>J.</MiddleInitial>
<LastName>Jones</LastName>
<Suffix>Sr.</Suffix>
<CompanyName>Software Marketing</CompanyName>
<Title>Sr. Software Engineer</Title>
<AddressLine1>2080 Silas Deane Hwy</AddressLine1>
<AddressLine2>Second Floor</AddressLine2>
<AddressLine3>Back Office</AddressLine3>
<State>CT</State>
<Country>USA</Country>
<PhoneNumber>860-721-8929</PhoneNumber>
<Fax>860-555-5555</Fax>
<EmailAddress>jjones@sma-promail.com</EmailAddress>
<MailerClass />
<Inactive />
<VariableInfo>
<FieldName>Favorite Food</FieldName>
<FieldValue>Chinese</FieldValue>
</VariableInfo>
<VariableInfo>
<FieldName>Eye Color</FieldName>
<FieldValue>Red</FieldValue>
</VariableInfo>
</DealerAddress>
<DealerAddress>
<Prefix>Mr.</Prefix>
<FirstName>Bill</FirstName>
<MiddleInitial>J.</MiddleInitial>

Using XML
<Suffix>Sr.</Suffix>
<State>CT</State>
<Fax>860-555-5555</Fax>
<EmailAddress>bjones@sma-promail.com</EmailAddress>
<MailerClass />
<Inactive />
<VariableInfo>
<FieldName>Favorite Food</FieldName>
<FieldValue>Mexican</FieldValue>
</VariableInfo>
</DealerAddress>
<DealerAddress>
<Prefix>Ms.</Prefix>
<FirstName>Mary</FirstName>
<State>CT</State>
<EmailAddress>mjones@sma-promail.com</EmailAddress>
<Inactive />
</DealerAddress>
</Addresses>
Sample Dealer Acknowledgment XML
When a Dealer Address is submitted by the post page to Pro-Mail, an

acknowledgment XML is returned. This acknowledgment contains the required
information from the Dealer Address XML, along with the AckFlag field, which
determines if the address was Accepted, signified by a 0, or Rejected, signified by a 1.
The AckMessage field contains a detailed message about what just took place. The
AckMessage is more useful for error reporting.
You may use any of these fields to form your own message to the user after the
address have been posted to Pro-Mail.

<?xml version="1.0" standalone="yes" ?>

<AddressAck>
<DealerAddress>
<State>CT</State>
<AckFlag>0</AckFlag>
<AckMessage>Address for John Jones has been updated.</AckMessage>
</DealerAddress>
<DealerAddress>
<LastName>Smith</LastName>
<AddressLine1>124 North Street</AddressLine1>
<City>Wethersfield</City>
<State>CT</State>
<AckMessage>Address for Mary Smith has been updated.</AckMessage>
</DealerAddress>
<DealerAddress>
<FirstName>Henry</FirstName>
<LastName>Johnson</LastName>
<CompanyName>ABC Company</CompanyName>
<AddressLine1>2323 West Vine Avenue</AddressLine1>
<City>Cromwell</City>
<State>CT</State>
<AckMessage>Address for Henry Johnson has been inactivated.</
AckMessage>
</DealerAddress>
<DealerAddress>
<FirstName>Susan</FirstName>
<LastName>Main</LastName>
<CompanyName>The Main Group</CompanyName>
<AddressLine1>6534 Main Street</AddressLine1>
<City>Hartford</City>
<State>CT</State>

Using XML
<AckMessage>Address for Susan Main has been rejected due to invalid
data.</AckMessage>
</DealerAddress>
</AddressAck>

XML Pre-Registered User Interface
The Pre-Registered User Interface allows you to update your OMS with Pre-
Registered User information through Interactive XML. You can send an XML object
which is converted into a Pre-Registered User record. The record is written to an OMS
on your Web server. This feature may be used to add, update or inactivate Pre-
Registered Users.
Pre-Registered User Acknowledgments are generated as part of the update process.

This tells the Pre-Registered User Address Maintenance front end whether the Pre-
Registered User has been updated, inactivated, or rejected.
This is a summary of how the Pre-Registered User Interface works:
• Pre-Registered User information is submitted from your Address

Maintenance System.
• The Pre-Registered User information is converted to Pro-Mail’s Pre-
Registered Users Address XML format.
• The Pre-Registered User information is submitted to Pro-Mail while your
Address Maintenance System waits for a Pre-Registered User Address
Acknowledgment.
• Your Address Maintenance System receives the Pro-Mail Pre-Registered
User Address Acknowledgment, which contains a flag stating whether the
address has been accepted or rejected. A message is available which would
contain more detail, such as why an address is rejected.
Note: Within an XML document text containing the following special characters
MUST be substituted as follows:
Character Description Substitute
& ampersand &
‘single-quote '
“double-quote "
> greater than >
< less than <
Section Topics
• Setting up and Testing the XML Pre-Registered User Interface on page 761

Using XML
• Testing Pre-Registered User Info on page 761

• Creating Your Own XML Pre-Registered User Info Interface on page 763
• Uploading XML Pre-Reg User Info through Your Own Interface on page 763
• Forms for Interactive XML for Pre-Registered Users on page 763
Setting up and Testing the XML Pre-Registered User Interface
Before you begin work on your Pre-Registered User Interface for Interactive XML
Pre-Registered User address upload, it is important to test the sample interface. This
ensures the program is running as intended. The sample interface is called the PMDev
Web project. Refer to the sample Dealer Address pages under the section Setting up
and Testing the XML Dealer Info Interface on page 752 to create your own Pre-
Registered User interface.
To set up and test the Pre-Registered User Interface:
in the Interactive XML Web project. For more information on this topic see
Testing XML Dealer Info on page 753.
2. Create your own interface to call the Pro-Mail test page. The addresses can go into
a test account. Look at the sample pages as a guide. For more information on this
topic see Creating Your Own XML Pre-Registered User Info Interface on
page 763.
information on this topic see Uploading XML Pre-Reg User Info through Your
Own Interface on page 763.
Testing Pre-Registered User Info
This option allows you to submit a test XML transaction. After submitting the test
XML transaction, you will receive a confirmation indicating whether or not it was
accepted or rejected. An order acknowledgement is written out to the directory you
specified at the top of the test page. You may review the acknowledgement by going
to the specified directory and clicking on it.
To test Dealer Info:

see Interactive XML Samples Page on page 723.

fields.
4. Click Pre-Reg. User. The Pre-Registered User Sample Page displays. For more
information on this screen see the Pre-Registered User Sample Page on page 762.
5. Click Update. You will receive a confirmation message.
Sample Screen
Pre-Registered User Sample Page

Using XML
Screen Definition
Here are the descriptions for the fields on the Sample Dealer Info Screen:
Address Information: (required) Review the auto-populated name and address

information and update as needed. This information is based on a sample from the
OMS you specified on the Interactive XML Samples Page.
Pre-Registered User Settings: (optional) Review and change the auto-populated Pre-
Registered User settings as needed. This information is based on a sample from the
OMS you specified on the Interactive XML Sample Pages.
Update: Click this button to update the record in your OMS.
Creating Your Own XML Pre-Registered User Info Interface
Once you have run a successful Pre-Registered User Info test you are ready to begin
work on your own interface. You may make copies of the sample pages provided, but
please refrain from editing them. Descriptions of sample Pre-Registered User Info
XML pages are listed under the section Setting up and Testing the XML Dealer Info
Uploading XML Pre-Reg User Info through Your Own Interface
Once you have created your Pre-Registered User Info interface, you can send across
an Interactive XML test file to a test OMS account. This allows you to test the
interface you created to ensure it is working as you expected. Once you are certain
your test file is processed correctly through your own interface to a test OMS account,
you can test the file in a live account. If every thing goes well with the test, you are
ready to receive live Interactive XML transactions.
Forms for Interactive XML for Pre-Registered Users
You are required to use specific forms to receive Interactive XML Pre-Registered
User records and send Pre-Registered User Address Acknowledgements back to the
third party order entry interface. For a sample of the Pre-Registered User Address
XML see Sample Pre-Registered Users Address XML on page 764. For a sample of
the Order Acknowledgement see Sample Pre-Registered Users Address XML on
page 764.

Section Topics
• Sample Pre-Registered Users Address XML on page 764

• Sample Pre-Registered User Acknowledgment XML on page 765
Sample Pre-Registered Users Address XML
System ID must contain the System ID of the OMS the addresses are to be written to.
An address must have a Unique Identifier in order to update or inactivate an address.

If the Unique Identifier is missing, then a new address record is created.
To create a Pre-Registered User, the following fields in the PreRegisteredUserInfo

section must exist, otherwise the data will be rejected:
PreUserId: Pre-Registered User Customer ID
PrePassword: Pre-Registered User Password
PreView: This is the View Description, as it exists in your OMS. If it does not exist,
the data will be rejected.
Optional fields:
CatAccGrp: This is the Category Access Group Description, as it exists in your

OMS. If it does not exist, the data will be rejected.
PriceClass: This is the Price Class Description, as it exists in your OMS. If it does not
exist, the data will be rejected.
RestrictType: This is the Restriction Type Description, as it exists in your OMS. If it

does not exist, the data will be rejected.
An address is inactivated when the Inactive field contains a 1, Y, or YES.

<Addresses>
<SystemId>tstsys</SystemId>
<DealerAddress>
<Prefix>Ms.</Prefix>

Using XML
<State>CT</State>
<EmailAddress>mjones@sma-promail.com</EmailAddress>
<Inactive />
<PreRegisteredUserInfo>
<PreUserId>MaryJ99</PreUserId>
<PrePassword>TestMJ99</PrePassword>
<PreView>MaryView</PreView>
<CatAccGrp />
<PriceClass />
RestrictType />
</PreRegisteredUserInfo>
</DealerAddress>
</Addresses>
Sample Pre-Registered User Acknowledgment XML
The Pre-Registered User Acknowledgement XML is the same as Sample Dealer

Acknowledgement XML. For more information on this topic see the Sample Dealer
Acknowledgment XML on page 757.


Chapter 19
Web Services
Web Services is a standardized way of integrating Web-based applications using the

XML, SOAP (Simple Object Access Protocol), WSDL (Web Service Description
Language) and UDDI (Universal Description Discovery and Integration) open
standards over an Internet protocol. XML is used to tag the data, SOAP is used to
transfer the data, WSDL is used for describing the services available and UDDI is
used for listing what services are available.
Unlike traditional client/server models (such as a Web server/Web page system) Web
services do not provide the user with a Graphical User Interface (GUI). Web services
instead share business logic, data and processes through a programmatic interface
across a network. Developers can then add the Web service to a GUI (such as the Pro-
Mail Web service test page) to offer specific functionality to users.
Web services allow different applications from different sources to communicate with
each other without time-consuming custom coding, and because all communication is
in XML, Web services are not tied to any one operating system or programming
language.
Set Up Web Service Users
To access one of the Web Services, a user must first be set up in PMA.
To give a user Web Service access:
1. In PMA, go to Set-Up > Web Service User Set-Up. Click Add New.
2. Enter the user’s User Id and Password.
3. Specify the system on which the user may run web services.
4. Specify which web services the user may run.

Set Up Web Service Users
5. Save the new user.
Add New User in PMA
Screen Definition
User Id: (required) Enter an ID for this user.
Password: (required) Enter this user’s password.
Re-type Password: (required) re-enter the user’s password.
System: (required) Select one system in which the user may run Web Services.
Web Services: (optional) Check the box beside each Web Service to which you want
to give the user access.
Note: See List of Web Services on page 771 for a complete list of web services
and an explanation of each.

Web Services
Test Web Services
You can run a test on your web services.
To test web services:
1. Open a browser and paste the following link:

http://webservername/PmOmsDev/WsTest.aspx
(where ‘webservername’ is the name of your web server.)
2. Expand the ‘Web Services’ option on the left side of the screen.
3. Expand the system-specific options below ‘Web Services’.
4. Select a system-specific Web Service to test.
5. Enter your user id and password.
Note: You must be set up as a Web Service user in order to use this function. See
Set Up Web Service Users on page 767 for information on setting up a
user id.
6. Enter the additional information. In our example below, we’re looking at an order
inquiry. So we must enter the order id.
7. Click Submit.
Web Services Test Page

Web Services
Web Services
The web services are self-documenting. You can view the documentation for each by
opening a browser and going to the documentation page.
To view the documentation for each web service:
1. Open a browser and paste the link:

http://webservername/pmomsws/order.asmx
where webservername is the name of your web server.
2. Select one of the operations on the left side of the screen.
(A complete list of operations can be found at the end of this document.)
List of web service operations

Web Services
3. The documentation for the web service is displayed onscreen.
Documentation for the Add Product operation
Post Page
Users send their web service data to a live post page. The link to the live post page is:
http://webservername/pmomsws/order.asmx?wsdl
List of Web Services
Here is a brief explanation of the various web services available:
• AddMailer
Create a mailer record. Mailer records are ‘ship to’ addresses in the OMS.
• AddOrder
Create an order.
• AddPreRegisteredUser
This creates a pre-registered user in the OMS. Pre-Registered Users are the
users that are created within specific OMS databases and assigned to a
specific view.
• AddProduct
Create a product/SKU.

Web Services
• AddPurchaseOrder
Create a purchase order.
• CancelExpectedArrival
Cancel a previously-recorded expected arrival.
• CancelExpectedArrivalComponent
Cancel a specific product from a previously-recorded expected arrival.
• GetDetailedBilling
Obtain information from the “Detailed Billing Datasheet” within the Pro-Mail
OMS.
• GetOffers
Obtain offer information (offer id, description, on-hand balance, etc.)
• GetOrderInfo
Obtain Order Inquiry information.
• GetProductShipmentAllProds
Get information from the “Product Shipment Datasheet” within Pro-Mail.
This datasheet contains information for all products that have been shipped.
• GetProductShipmentProdList
Get information for specific products from the “Product Shipment Datasheet”
within Pro-Mail.
• GetShippingActivity
Get information from the “Shipping Activity Datasheet” in Pro-Mail. This
datasheet contains detailed information regarding shipping activity.
• Save Expected Arrival
Create an expected inventory arrival of inventory (ASN.)
• SaveOffer
Create an offer. This function allows you to create all forms of Offers
including Product List, Custom Assembly, Drop Ship & E-Delivery.

Web Services
Web Service Sample Files
We offer sample XML Files for the following events:
• “Add Order” on page 773

• “Add Product” on page 775
• “Save Offer” on page 776
• “Get Order” on page 778
• “Add Mailer” on page 778
• “Add Pre-Registered User” on page 779
• “Save Expected Arrival” on page 780
• “Cancel Expected Arrival” on page 781
• “Cancel Expected Arrival Component” on page 781
• “Add Purchase Order” on page 781
• “Pre-Registered User Rejection” on page 783
Add Order
<?xml version="1.0" encoding="utf-8" ?>

<soap:Envelope xmlns:soap="http://schemas.xmlsoap.org/soap/envelope/"
xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
xmlns:xsd="http://www.w3.org/2001/XMLSchema">
<soap:Header><AuthenticationHeader xmlns="http://sma-promail/
"><Username>UserTest</Username><Password>test</Password></
AuthenticationHeader>
</soap:Header><soap:Body>
<AddOrder xmlns="http://sma-promail/">
<order>
<Header><ID>100199</ID>
<EntryDate>2010-02-10T00:00:00</EntryDate>
<OrderEntryView></OrderEntryView>
<ReferenceNumber>123</ReferenceNumber><Comments>my order
comments</Comments>
</Header>
<Classification><Issue></Issue></Classification>
<Shipping>
<FreightCode>R02</FreightCode>
<FreightCodeDescription>FedEx Ground</FreightCodeDescription>
</Shipping>
<Money>
</Money>

Web Services
<Payment></Payment>
<OrderedBy><Prefix>Mr.</Prefix>
<MiddleInitial>W</MiddleInitial>
<LastName>Doe</LastName>
<Suffix>Jr.</Suffix>
<Title>Director of Technology</Title>
<Address1>123 Test Street</Address1>
<Address2>Suite 500</Address2>
<Address3>5B</Address3>
<City>New York</City>
<State>New York</State>
<Phone>888-888-8888</Phone>
<Fax>999-999-9999</Fax>
<Email>jdoe@johndoe.com</Email>
</OrderedBy>
<ShipTo>
<OrderShipTo>
<Flag>OrderedBy</Flag>
<Key>1</Key>
</OrderShipTo>
</ShipTo>
<BillTo>
<Flag>OrderedBy</Flag>
</BillTo>
<Offers>
<OfferOrdered>
<Offer><Header><ID>T254-888</ID></Header></Offer>
<Quantity>3</Quantity>
<UnitPrice>5.50</UnitPrice>
<OrderShipTo>
<Key>1</Key>
</OrderShipTo>
</OfferOrdered>
</Offers>
</order>
</AddOrder>
</soap:Body>
</soap:Envelope>

Web Services
Add Product
<?xml version="1.0" encoding="utf-8"?>

<soap:Envelope xmlns:soap="http://schemas.xmlsoap.org/soap/envelope/"
<soap:Header>
<AuthenticationHeader xmlns="http://sma-promail/">
<Username>usertest</Username>
<Password>test</Password>
</AuthenticationHeader>
<DebugHeader xmlns="http://sma-promail/">
<Debug>true</Debug>
</DebugHeader>
</soap:Header>
<soap:Body>
<AddProduct xmlns="http://sma-promail/">
<product>
<Header>
<PartNumber>255-888</PartNumber>
<Description>Part 255-888</Description>
<Comments>This is Part 255-888x</Comments>
<BuildType>Product</BuildType>
<Owner>
<ID>2</ID>
</Owner>
<UsageCode>ExclusiveToOwner</UsageCode>
<OfferFlag>true</OfferFlag>
</Header>
<Sort>
<ProductType>
<Description>Regular</Description>
</ProductType>
<SortGroup1>
<Description>Equipment</Description>
<SortLevel><Description>Level 1</Description></SortLevel>
</SortGroup1>
<SortGroup2>
<Description>Parts</Description>
<SortLevel><Description>Level 2</Description></SortLevel>
</SortGroup2>
</Sort>
<Characteristics>
<Height>1</Height>
<Width>2</Width>
<Length>3</Length>

Web Services
<DefaultWeight>5</DefaultWeight>
<DefaultWeightType>Lbs</DefaultWeightType>
</Characteristics>
</product>
<offer>
<Header>
<ID>255-888</ID>
<Description>Part 255-888</Description>
</Header>
<Status>
</Status>
<Settings>
<UnitOfMeasure>
<ID>EA</ID>
</UnitOfMeasure>
</Settings>
<Categorization>
<SortGroupings>
<ArrayOfOfferSort>
<OfferSort>
<SortGroup>
<Description>Equipment Pieces</Description>
<Level>
<Description>Level 1</Description>
</Level>
</SortGroup>
</OfferSort>
</ArrayOfOfferSort>
</SortGroupings>
</Categorization>
</offer>
</AddProduct>
</soap:Body>
</soap:Envelope>
Save Offer

- <soap:Envelope xmlns:soap="http://schemas.xmlsoap.org/soap/envelope/"
- <soap:Header>
- <AuthenticationHeader xmlns="http://sma-promail/">
<Username>smatest</Username>

Web Services
<Password>smatest</Password>
</soap:Header>
- <soap:Body>
- <SaveOffer xmlns="http://sma-promail/">
- <offer>
- <Header>
<ID>8.12.10-offerE</ID>
<Description>8.12.10-offerE</Description>
</Header>
- <Info>
<BillOfMaterials>ProductList</BillOfMaterials>
</Info>
- <Settings>
- <UnitOfMeasure>
<ID>EA</ID>
</UnitOfMeasure>
</Settings>
- <Components>
- <OfferComponent>
- <Product>
- <Header>
<PartNumber>8.12.10-offerE</PartNumber>
- <Owner>
<CompanyName>OMS Client</CompanyName>
</Owner>
</Header>
- <Sort>
- <ProductType>
<Description>Regular</Description>
</ProductType>
</Sort>
</Product>
<IsPrimaryRevenue>true</IsPrimaryRevenue>
</OfferComponent>
</Components>
</offer>
</SaveOffer>
</soap:Body>
</soap:Envelope>

Web Services
Get Order

- <soap:Header>
<Username>smatest</Username>
<Password>smatest</Password>
</soap:Header>
- <soap:Body>
- <GetOrderInfo xmlns="http://sma-promail/">
<orderId>54</orderId>
</GetOrderInfo>
</soap:Body>
</soap:Envelope>
Add Mailer

- <soap:Header>
<Username>user_name</Username>
<Password>password</Password>
</soap:Header>
- <soap:Body>
- <AddMailer xmlns="http://sma-promail/">
- <person>
- 
- <Address>
<Address1>1086 Elm St.</Address1>
<State>CT</State>
</Address>
</person>
</AddMailer>

Web Services
</soap:Body>
</soap:Envelope>
Add Pre-Registered User

- <soap:Header>
</soap:Header>
- <soap:Body>
- <AddPreRegisteredUser xmlns="http://sma-promail/">
- <user>
- <ORDOBY>
<CustomerID>customer_id</CustomerID>
- <OrderEntryView>
<Description>Default</Description>
</OrderEntryView>
- <Mailer>
- 
- <Address>
<Address1>1086 Elm St.</Address1>
<State>CT</State>
<Commercial>true</Commercial>
</Address>
</Mailer>
</ORDOBY>
</user>
</AddPreRegisteredUser>
</soap:Body>
</soap:Envelope>

Web Services
Save Expected Arrival

- <soap:Header>
</soap:Header>
- <soap:Body>
- <SaveExpectedArrival xmlns="http://sma-promail/">
- <expectedArrival>
- <System>
<ID>wm53d3</ID>
</System>
<EnteredAt>2010-09-14T14:48:19</EnteredAt>
- <Owner>
<ID>2</ID>
</Owner>
<ArrivalTime>2010-09-14T17:00:00</ArrivalTime>
- <Components>
- <ExpectedArrivalComponent>
- <ProductVersion>
- <Product>
- <Header>
<PartNumber>191</PartNumber>
- <Owner>
<ID>2</ID>
</Owner>
</Header>
</Product>
<Version xsi:nil="true" />
</ProductVersion>
</ExpectedArrivalComponent>
</Components>
</expectedArrival>
</SaveExpectedArrival>
</soap:Body>
</soap:Envelope>

Web Services
Cancel Expected Arrival

- <soap:Header>
</soap:Header>
- <soap:Body>
- <CancelExpectedArrival xmlns="http://sma-promail/">
<expectedArrivalSeqID>143</expectedArrivalSeqID>
</CancelExpectedArrival>
</soap:Body>
</soap:Envelope>
Cancel Expected Arrival Component

- <soap:Header>
</soap:Header>
- <soap:Body>
- <CancelExpectedArrivalComponent xmlns="http://sma-promail/">
<expectedArrivalComponent>163</expectedArrivalComponent>
</CancelExpectedArrivalComponent>
</soap:Body>
</soap:Envelope>
Add Purchase Order

Web Services

- <soap:Header>
</soap:Header>
- <soap:Body>
- <AddPurchaseOrder xmlns="http://sma-promail/">
- <purchaseOrder>
- <Owner>
<ID>owner_id</ID>
</Owner>
<PONumber>10</PONumber>
<DateRecorded>2010-09-14T15:31:29</DateRecorded>
- <Vendor>
<ID>vendor_id</ID>
</Vendor>
- <System>
<ID>system_id</ID>
</System>
- <Products>
- <PurchaseOrderProduct>
- <Product>
- <Header>
<PartNumber>191</PartNumber>
- <Owner>
<ID>2</ID>
</Owner>
</Header>
</Product>
<PriceType>Each</PriceType>
<ValuationPrice>0</ValuationPrice>
<ExtendedPrice>0</ExtendedPrice>
</PurchaseOrderProduct>
</Products>
</purchaseOrder>
</AddPurchaseOrder>
</soap:Body>
</soap:Envelope>

Web Services
Pre-Registered User Rejection

- <<AddressAck>
- <<DealerAddress>
<<UniqueIdentifier />
<<FirstName>John</FirstName>
<<LastName>Doe</LastName>
<<CompanyName>ABC Company</CompanyName>
<<AddressLine1>123 Main Street</AddressLine1>
<<City>Rocky Hill</City>
<<State>CT</State>
<<PostalCode>06067</PostalCode>
<<AckFlag>1</AckFlag>
<<AckMessage>1999-Your password must be a minimum length of 6
characters and include at least one number</AckMessage>
</DealerAddress>
</AddressAck>
Sample Code
In addition to the sample files, on your Pro-Mail server we also have sample programs
that send the various transactions to the Pro-Mail web service.
You can share these samples with you customer. These are the programs that you
access via the test utilities page (http://WEBSERVERNAME/pmomsdev/
wstest.aspx). You would just need to create a Web Service user for your client (if you
have not done so already) in the PMA system so they could utilize these tests.
All of the code that is used for the test web service calls is located in:
/PmOmsDev/Order
Within this directory, you will find the specific code for each web service call. For
example, for the AddOrder web service call, the following is used:
/PmOmsDev/Order/AddOrderTest.aspx -- Contains the HTML/Javascript for the test

page
/PmOmsDev/Order/AddOrderTest.aspx.cs -- Contains the code that builds and sends

the request
Our program that calls the web service is passing an XML string.

Web Services

Chapter 20
Using Utilities
This chapter describes various utilities that are available in the Order Management
System (OMS) that are not explained elsewhere in this manual.
Chapter Topics
• Displaying the Release / Patch Level on page 786

• Using System Diagnostics on page 788
• Synchronizing Data on page 798
• Exception Processing on page 804
• Installing the Java Run Time Environment on page 808

Displaying the Release / Patch Level
Displaying the Release / Patch Level
This utility displays the Database Level and Patch Level of Pro-Mail that you have
installed, as well as the date and time the last patch was applied to your system. It also
displays information about your SQL Server.
To display information on your release and patch level:
1. From the OMS Main Menu, select Utilities > Release/Patch Level.The Display
Release / Patch Level Screen opens.
Sample Screen
Display Release / Patch Level Screen
Screen Definition
Here are the descriptions for the fields on the Display Release / Patch Level Screen:
Database Level: (read only) This is the database level of your Pro-Mail System and
the time it was loaded. Click this link to see details. For more information on the
details screen see the Database Upgrade History Screen on page 787.
Patch Level: (read only) This is the patch level of your Pro-Mail System and the time
it was loaded. Click this link to see details. For more information on the details screen
see Patch Loading History on page 787.
SQL Server Info: (read only) This is information about your SQL Server.
Current Session Timeout: (read only) The Current Session Timeout is the period of
inactivity on a user’s Pro-Mail session before the system times them out.

Using Utilities
Sample Screen
Database Upgrade History Screen
Screen Definition
Here are the descriptions for the fields on the Database Upgrade History Screen:
Note: The entire screen is not displayed.
Database Level: (read only) This is the Pro-Mail database level that was loaded by a
patch.
Upgrade Date: (read only) This is the date and time the database level was loaded.
Sample Screen
Patch Loading History
Screen Definition
Here are the descriptions for the fields on the Patch Loading History Screen:
Note: The entire screen is not displayed.
Patch Level: (read only) This is the Pro-Mail patch level that was loaded.

Using System Diagnostics
Upgrade Date: (read only) This is the date and time the patch was loaded.
System Diagnostic utilities are used to ensure that hardware and software associated
with Pro-Mail are functioning correctly. You should turn to these utilities in order to
diagnose communication failures between these devises / software and Pro-Mail.
Section Topics
• Display Service Statuses on page 788

• Use the E-mail Tester on page 789
• Using the Printer Tester on page 790
• Test Credit Card Software on page 791
• Test eSalesTax.com CertiTax Software on page 791
• Test eSalesTax.com XML Method on page 791
• Test Office Web Components on page 791
• Test File Upload Software on page 792
• Test XMPie Link on page 793
• Test PageFlex Link on page 795
• Finding Uncaptured CC Funds on page 795
• Test UPS Package Rating on page 795
• Test PageDNA Link on page 796
Display Service Statuses
There are services that run in the background of Pro-Mail. They keep automatic
processes running automatically, such as automatic Stream and Wave processing.

Using Utilities
This utility displays the status of your services. The inquiry return should always list
the services as RUNNING and display that the account is ACTIVE.
Note: If the services are displayed as STOPPED, automatic processing will not
take place. You will have to start your services again to correct this.
If the services are listed as NOT FOUND, you will have to re-install them.
Contact an SMA support representative through the Issue System for
installation instructions.
If your account is listed as INACTIVE, contact an SMA support

representative through the Issue System for activation instructions.
To display service status in the OMS:
1. From the OMS Main Menu, select Utilities > Server Diagnostics > Display
Service Status.The Pro-Mail Service Status Screen Displays. For more
information on this screen see the Pro-Mail Service Status Screen on page 789.
Sample Screen
Pro-Mail Service Status Screen
The service status for each of the The Pro-Mail System databases is displayed as well
as the OMS database status. The fields on this screen are read only.
Use the E-mail Tester
The E-mail tester is a utility that sends an E-mail from your OMS to an address you
specify. This is used to test the communication between the OMS and SMTP Express.
If you are not receiving E-mails from your OMS account run this utility to begin the
trouble shooting process.
To use the OMS E-mail tester:
1. From the OMS Main Menu, select Utilities > Server Diagnostics > E-Mail
Tester.

2. On the E-mail Tester Screen, enter an E-mail address into the E-mail Address
field. For more information on this screen see the E-mail Tester Screen on
page 790.
3. Click Send E-mail.
Sample Screen
E-mail Tester Screen
Screen Definition
Here is a description of the field on the E-mail Tester Screen:
E-mail Address: (required) Enter an E-mail address to which a test E-mail will be
sent.
Using the Printer Tester
The Printer tester is a utility that prints a test page from Pro-Mail to a printer you
specify. This is used to test the communication between Pro-Mail and your printer. If
you are not receiving printouts from your WMS account you can run this utility to
begin the trouble shooting process.
To print a test page:
1. From the OMS Main Menu, select Utilities > Server Diagnostics > Printer
Tester.
2. On the Printer Tester Screen, select a printer from the drop down menu. For more
information on this screen see the Printer Tester Screen on page 790.
3. Click Print Test Page.
Sample Screen
Printer Tester Screen
Screen Definition
Here is the description for the field on the Printer Tester Screen:

Using Utilities
Printer: (required) Select a printer from the drop down menu at which to print a test
page.
Test Credit Card Software
This utility allows you to verify that your credit card software is installed and linked to
Pro-Mail.
Sample Screen
Test Credit Card Software
If you do not receive the code below, you will need to make adjustments to the way
your credit card software is installed.
Sample Screen
Credit Card software is working
Test eSalesTax.com CertiTax Software
Use this utility to ensure that your eSalesTax.com CertiTax software is installed
correctly. eSalesTax is used to calculate tax on orders placed in the OMS.
Test eSalesTax.com XML Method
Use this utility to ensure that your eSalesTax.com software is installed correctly.
Test Office Web Components
Use this utility to ensure that Office Web Components are correctly installed. Office
web components are used to run the graphs displayed in your OMS views.

Test File Upload Software
Use this utility to test your file upload software. The file upload application is used to
attach files to orders and to upload a file of Ship To records in the order.
Test Order Attachment
Sample Screen
Test File Upload Software
Screen Definition
View: (required) Select the Order Entry view for which to test the file upload
software.
Test Type: (required) Select “Order Attachment”.
Upload Directory: (read only) This will display the directory to which files will be
uploaded.
Enter Filename: (required) Browse to find the file you wish to test uploading.
Ship To Distribution File
Sample Screen
Test File Upload - Ship To Distribution File

Using Utilities
Screen Definition
View: (required) Select the Order Entry view for which to test the file upload
software. Note that this view must be allowed to ship to a distribution file. Only
Shopping Cart Views have this capability.
Test Type: (required) Select “Ship To Distribution File”.
Upload Directory: (read only) This will display the directory to which files will be
uploaded.
Enter Filename: (required) Browse to find the file you wish to test uploading.
Test XMPie Link
Use this utility to test the link between Pro-Mail and XMPie. XMPie is used for
Variable Print orders. With this utility, you can test creating a user and test ‘Punching
Out’ to XMPie.
Test Create User
With this utility, you can test creating a user in XMPie.
Sample Screen
Test Create User in XMPie
Screen Definition
Remote System: (required) Select the XMPie integration you wish to test.
Type: (required) Select “Create User” to create an XMPie user record that is used
during the punch out process.
XMPie Store Id: (required) Enter the XMPie Store Id

First Name: (required) Enter the first name of the user being created.
Last Name: (required) Enter the last name of the user being created.
User: (required) Enter the requested Username.
Password: (required) Enter the requested Password.
If the test was successful, you should receive a screen showing a Web Service link,
XML Out text and XML Returned text.
If the test was not successful, you will receive an error message. Contact an SMA
representative for assistance in troubleshooting the problem.
Test Punching Out
With this utility, you can test punching out to XMPie from Pro-Mail.
Sample Screen
Test XMPie Punch Out
Screen Definition
Remote System: (required) Select the XMPie integration you wish to test.
Type: (required) Select “Create User” to create an XMPie user record that is used
during the punch out process.
XMPie User: (required) Enter user id created in the previous test.
XMPie Password: (required) Enter the password created in the previous test.
XMPie Store Id: (required) Enter the XMPie Store Id.
XMPie Product Id: (required) Enter a sample XMPie Product Id.This is the Product
Id associatedwith your document in XMPie.

Using Utilities
If your punch out test was successful, the system will return a Punch Out URL. If your
are not scucessful in punching out, the system will return an error message. Contact an
SMA Representative for assistance in troubleshooting the problem.
Test PageFlex Link
You can use this utility to test your link to PageFlex. PageFlex is used for Variable
Print orders.
Sample Screen
Test PageFlex Link
Finding Uncaptured CC Funds
This utility provides information on credit card orders that have uncaptured funds.
This could happen if you are having system problems that interfered with a credit card
transaction from completing.
To check for uncaptured credit card funds:
1. From the OMS Main Menu, select Utilities > Server Diagnostics > Uncaptured
CC Funds.The utility runs automatically and returns the results.
Test UPS Package Rating
Use this utility to test the connection between UPS and Pro-Mail to allow calculating
shipping costs at order entry time. Please note that only Shopping Cart Views have the
ability to calculate these costs.

Sample Screen
Test UPS Package Rating
Screen Definition
Enter valid addresses into the Shipper and Ship To address fields. Enter a test package
type, weight and service. Click Submit.
The screen that is returned will look mostly the same whether the test was a success or
failure. Look at the bottom of the screen for a Success or Failure label. If the test fails,
a reason should display.
Test PageDNA Link
Use this utility to test the connection between Pro-Mail and PageDNA. PageDNA is
used for variable print orders.
You can test Order Requests or Punch Outs.
Test Order Requests
Sample Screen
Test PageDNA Order Requests

Using Utilities
Screen Definition
Remote System: (required) Select the PageDNA System to test.
Test Type: (required) Select Order Request from the Test Type drop down list.
Order ID: (required) Enter the Order Id to test.
Punch Out
Sample Screen
PageDNA Punch Out Test
Screen Definition
Remote Test: (required) Select the PageDNA system to test.
Test Type: (required) Select Punch Out from the Test type drop down list.
Site Name: (required) Enter the name of this site, as you have it set up in PageDNA.
PageDNA Product Id: (required) Enter the id of one of the products as it is stored in
PageDNA.

Synchronizing Data
Synchronizing Data
Sometimes data and order statuses in the OMS can become incorrect, usually due to
past bugs that have since been corrected. There are several utilities available to
automatically correct these discrepancies in your OMS when and if they occur.
Note: Data correction utilities are added and removed from the OMS as the need
arises. This chapter provides a list of the staples. You can see a complete
list of Data Synchronization Utilities in the OMS under Utilities > Data
Synchronization.
Section Topics
• Displaying a Product Reconciliation Listing on page 798

• Rebuilding Order Activity on page 799
• Rebuilding Order Statuses on page 799
• Changing an Order Auto ID on page 800
• Re-Assigning Order Streams on page 801
• Updating Undefined Published Freight From Actual Freight on page 801
• Update Image Directories on page 802
• Merge Duplicate Mailer UID’s on page 803
Displaying a Product Reconciliation Listing
The Product Reconciliation Listing utility is run to detect discrepancies between

product balances in the OMS and WMS.
To run the Product Reconciliation Listing utility:
1. From the OMS Main Menu, select Utilities > Data Synchronizing > Product
Reconciliation Listing.
2. On the Product Reconciliation Listing Screen click Submit. For more information
on this screen see the Product Reconciliation Listing Screen on page 799. If all
products are in balance, a message to that affect displays. Stop here. If there are
products out of balance a new screen displays with a list of these products and their
balances in each system. Continue to Step 3.
3. On the Product Reconciliation Listing Detail Screen, click Correct Order
Management System Now.

Using Utilities
Sample Screen
Product Reconciliation Listing Screen
This is the Product Reconciliation Listing Screen.
Rebuilding Order Activity
The Rebuild Order Activity utility rebuilds the order activity summary information
from the orders table.
To run the Rebuild Order Activity utility:
1. From the OMS Main Menu, select Utilities > Data Synchronization > Rebuild
Order Activity Utilities.
2. On the Rebuild Order Activity Screen, click Submit.
Sample Screen
Rebuild Order Activity Screen
This is the Rebuild Order Activity Screen.
Rebuilding Order Statuses
The Rebuild Order Status utility warns you if there are any order statuses that are not
correct in the OMS and gives you the option to correct them.
To run the Rebuild Order Status Utility:
1. From the OMS Main Menu, select Utilities > Data Synchronization > Rebuild
Order Status.you will receive a message that all order statuses are correct, or will
be given an option to correct them.

Synchronizing Data
Sample Screen
Rebuild Order Statuses Screen
Changing an Order Auto ID
The OMS numbers Order IDs in sequence starting from 1 and continuing in order to
an unlimited number unless you specify differently (using an upload file or by giving
your clients and their customers the option to create their own Order ID). You have
the option to change the number from which the Auto numbering begins.
To change the Order Auto ID:
1. From the OMS Main Menu, select Utilities > Data Synchronization > Change
Order Auto ID.
2. On the Change Order Auto ID Screen, enter a number at which the numbering
should begin and click Change.
—or—
On the Change Order Auto ID Screen, click Auto to allow the OMS to reset the
numbering sequence. It resets it to the largest ID currently in use.
Sample Screen
Change Order Auto ID Screen
Screen Definition
Here are the descriptions for the fields on the Change Order Auto ID Screen:
Order ID: (read only) The Order ID that was last used.

Using Utilities
Change To: (optional) Enter the Order ID at which auto-numbering should begin. If
you want the next Order ID to be 801 for example, enter 800 into this field.
Re-Assigning Order Streams
Re-Assigning Order Streams allows you to re-stream orders as of a specific date to

change the Stream through which they processed. This is used when you have
changed Stream criteria and want the orders to reflect the new criteria.
Note: If you reassign Order Streams AND an Order Stream contains Offers to be
added, then each time the Order Stream is re-assigned offers will be added
to the order.
To re-assign Order Streams:
1. From the OMS Main Menu, select Processing > Streams > Re-Assign Order
Streams.
2. On the Re-Assign Order Streams Screen, enter a date into the Starting Order Date
field. Default is the current date.
3. Click Submit.
Sample Screen
Re-Assign Order Streams Screen
Screen Definition
Here is a description of the field on the Re-Assign Order Streams Screen:
Starting Order Date: (required) Enter the date you want to re-stream your orders as
of. Default is the current date.
Updating Undefined Published Freight From Actual Freight
The Update Undefined Published Freight From Actual Freight utility is used when the
Published Freight field from your shipping system was mapped incorrectly to Pro-
Mail resulting in blank Published Freight entries. Running this utility updates any

Synchronizing Data
undefined Published Freight field in Pro-Mail with the Actual Freight amount from
the order.
To update Undefined Published Freight From Actual Freight:
1. From the OMS Main Menu, select Utilities > Data Synchronization > Update
Undefined Published Freight From Actual.You will receive a message that all
Shipments have both Published Fright and Actual Freight or be given an option to
correct discrepancies.
2. To correct discrepancies, on the Update Undefined Published Freight From Actual
Freight Screen click Copy Actual Freight to Published Freight. For more
information on this screen see the Update Undefined Published Freight From
Actual Freight Screen on page 802.
Sample Screen
Update Undefined Published Freight From Actual Freight Screen
The Update Undefined Published Freight From Actual Freight Screen displays the
number of orders that have Actual Freight, but not Published Freight.
Update Image Directories
The Update Image Directories utility changes all local or non-local directory paths, in
Offers and Views, from one name to another.
To update image directories:
1. From the OMS Main Menu, select Utilities > Data Synchronization > Update
Image Directories.
2. On the Update Image Directories Screen, complete the From Path, To Path and
Local fields. For more information on this screen see the Update Image DIrectories
Screen on page 803.
3. Click Submit.

Using Utilities
Sample Screen
Update Image DIrectories Screen
Screen Definition
Here are the descriptions for the fields on the Update Image Directories Screen:
From Path: (required) Enter the path to your current images.
To Path: (required) Enter the path to your new images.
Local: (required) Select Yes to indicate the images are stored on a local server. Select
No to indicate that they are stored somewhere else on the internet.
Merge Duplicate Mailer UID’s
This utility merges mailers that have duplicate Unique IDs.
In the OMS, go to Utilities > Data Synchronization > Merge Duplicate Mailer
UIDs.

Exception Processing
Exception Processing Utilities allow you to correct issues that occurred because your
services were not running or you encountered system problems.
Note: Exception Processing utilities are added and removed from the OMS as
the need arises. This is a list of the staples. For a complete list of Exception
utilities, go to OMS > Utilities > Exception.
Section Topics
• Re-Generate Shipping Confirmation E-mails on page 804

• Re-generate Order Confirmation E-mails on page 804
• Regenerate Order Approval E-mails on page 805
• Generate Backorder Confirmation E-mails on page 805
• Re-Generate Shipping Confirmation E-Mail on page 806
• Multiple Access User Listing on page 806
• Re-Generate Shipping File on page 806
• Create A/R Customers from Mailer Records on page 806
Re-Generate Shipping Confirmation E-mails
The generate Shipping Confirmation E-mail utility generates and sends Shipping
Confirmation E-mails that for whatever reason did not generate. You also have the
option to cancel the E-mails using this utility.
To generate Shipping Confirmation E-mails:
1. From the OMS Main Menu, select Utilities > Exceptions > Generate Shipping
Confirmation E-Mail.A screen displays if there are Shipping Confirmation E-
mails waiting to be generated and gives you the option to generate them.
Re-generate Order Confirmation E-mails
The Regenerate Order Confirmation E-mail utility allows you to regenerate and re-
send Order Confirmation E-mails for specific orders. It might be used when a
customer has lost their confirmation E-mail and wants another one.

Using Utilities
To regenerate Order Confirmation E-mails:
1. From the OMS Main Menu, select Utilities > Exceptions > Re Generate Order
Confirmation E-Mail.
2. On the Order Inquiry Screen, search for an order for which to regenerate an Order
Confirmation E-mail. For more information on search techniques see page 6.
3. Follow the prompts to complete the transaction.
Regenerate Order Approval E-mails
The Regenerate Order Approval E-mail utility allows you to regenerate Order
Approval E-mails for specific orders. This utility might be used if a CSR has lost an
Order Approval E-mail and wants to receive another one.
To regenerate Order Approval E-mails:
1. From the OMS Main Menu, select Utilities > Exceptions > Re-Generate Order
Approval E-Mail.
2. On the Order Inquiry Screen, search for an order for which to regenerate an Order
Approval E-mail. For more information on search techniques see page 6.
3. Follow the prompts to complete the transaction.
Generate Backorder Confirmation E-mails
The Generate Backorder Confirmation E-mail utility allows you to send Backorder
Confirmation E-mails that have not been sent for whatever reason.
To generate Backorder Confirmation E-mails:
1. From the OMS Main Menu, select Utilities > Exceptions > Generate Backorder
E-Mail.
2. On the Backorder Emails Screen click Submit.
Sample Screen
Backorder E-mail Screen

This is the Backorder E-mail Screen.
Re-Generate Shipping Confirmation E-Mail
This utility will re-send the shipping confirmation email for your selected order.
To re-generate the shipping confirmation:
1. In the OMS, go to Utilities > Exceptions > Re-Generate Shipping Confirmation

E-Mail.
2. Search for the appropriate Order.
3. The system will re-send the shipping confirmation email as soon as your order is
selected.
Multiple Access User Listing
This utility lists all instances where the same name and address record has been linked
to multiple login ID’s. Login ID’s consist of system users defined in PMA or pre-
registered users defined in the OMS.
Re-Generate Shipping File
This utility re-generates the shipping file that the system normally generates at end of
day. Search for one order at a time. In the 5.6A1 releaes and higher, you can search
multiple orders at once.
Create A/R Customers from Mailer Records
This utility allows you to take existing mailer records and turn them into A/R
customers for Merchandise fulfillment.
To Create A/R Customers from Mailer Records:
1. In the OMS, go to Utilities > Exceptions > Create A/R Customers from Mailer
Records.
2. Select “Entire Database” to turn every mailer in the database into an A/R
Customer. Or select “Select Persons” to select specific mailer records to turn into
A/R Customers.

Using Utilities
3. Enter the Established By initials, credit limit, hold status (if any), and payment
terms.
4. Submit.
Sample Screen
Create A/R Customers from Mailer Records
Screen Definition
Person Selection: (required) Select Entire Database to turn every mailer record into
an A/R customer. Or select Select Persons to select specific mailer records to turn into
A/R Customers.
Established By: (required) Enter the initials or name of the user creating these A/R
customers.
Credit Limit: (optional) Enter the credit limit to apply to all customers in this list.
Hold Status: (optional) Select a hold status, if any, to apply to all customers in this
list.
Payment Terms: (optional) Select the payment terms to apply to all customers in this
list.
Note: Payment Terms and Hold Statuses are defined in the OMS under Set up >
Merchandise.

Installing the Java Run Time Environment
Installing the Java Run Time

Environment
Pro-Mail uses the Java scripting language to enhance the capabilities of Web pages.
Using the Java scripting language Pro-Mail is able to perform calculations and
populate fields dynamically in a Web page.
Originally the Java scripting language was included with Internet Explorer. Due to a
settlement agreement in January 2001 that resolved a legal dispute with Sun
Microsystems, Microsoft no longer distributes their version of the Java scripting
language with Internet Explorer.
If you are using the Windows XP operating system with Internet Explorer 6.0 or
higher, you will need to install the Java scripting language from Sun Microsystems.
The Java scripting language installs as part of the Java Runtime Environment or JRE.
Section Topics
• Downloading Sun Microsystems' Java Runtime Environment on page 808

• Running a Remote Scripting Test on page 809
Downloading Sun Microsystems' Java Runtime Environment
There are two ways to download the Java Runtime Environment. They are explained
below.
To download Sun Microsystems' Java Runtime Environment:
1. From the OMS Main Menu, select Setup > System > Install Java Runtime
Environment.
2. On the Windows XP Java Scripting Screen, click on the link http://www.java.com
to start the download.
3. Click Get it Now to start the update process. The software will automatically
update your computer with the latest Java Runtime Environment. Choose the
Standard Install when running the Java Runtime installation program.
—or—
Environment.

Using Utilities
2. On the Windows XP Java Scripting Screen, click on the link

http://www.java.com/en/download/manual.jsp to start the download.
3. Select the Windows (Offline Installation).
4. Save the downloaded file to disk and run the install program manually on all the
Windows XP client PC's that need to be updated.
Running a Remote Scripting Test
If you are unsure if you have installed the Java Runtime Environment, or if you want
to make sure it installed, there is a test page in the OMS to determine its presence on
your desktop.
To run a remote scripting test:
Environment.
2. On the Windows XP Java Scripting Screen, click Click here to test the Java
Runtime Environment. A new window opens.
3. Follow the prompts to run the test.

Installing the Java Run Time Environment

Chapter 21
Using Tables
This chapter describes various tables that are available in the Order Management
System (OMS) that are not explained elsewhere in this manual.
Chapter Topics
• Country Table on page 812

• E-Mail Profile Setup on page 819
• Return Reason Code Setup on page 821
• Shipping Options on page 822

Country Table
Country Table
Creating a Country Table allows the person placing an order to select a country from a
drop down menu, instead of having to type it in during the Order Entry process. Pro-
Mail lets you define the list yourself so that only countries you define are displayed.
Section Topics
• Create a Country Table on page 812

• Import the Country Table on page 813
• Display the Country Drop Down Menu in Order Entry on page 813
Create a Country Table
A country table is created in the OMS and allows a user to select a country from a
drop down list during Order Entry, instead of typing it themselves.
To create a Country Table:
1. From the OMS Main Menu, select Setup > Views/Access > Country Table
Setup.
2. On the Country Setup Screen, enter a country into the Country Name field. For
more information on this screen see the Country Table Setup Screen on page 812.
—or—
On the Country Setup Screen, click New to create a new entry in the table.
• On the next screen, enter a country into the Country Name field.
3. Click Save.
—or—
Click Another to save the entry and create an additional one.
Sample Screen
Country Table Setup Screen

Using Tables
Screen Definition
Here is a description of the field on the Country Table Setup Screen:
Country Name: (required) Enter the name of the country as it should appear in the
country drop down menu during Order Entry.
Sequence: (optional) Enter a number in this field to sequence the Country Table in a
certain order. The default sort is alphabetically. This allows you to sort the countries
in any order you wish. Using this option will sort the Countries from lowest number to
highest number.
Import the Country Table
You can import your country table if you don’t want to define the countries manually.
To import the Country Table:
1. Create your country file. This can be tab delimited, quote comma delimited, or
pipe delimited. See the layout below. Save the file in the GOMI directory.
2. In the OMS, go to Set Up > Views/Access > Import Country.
Country Import Layout:
1. Sequence (Numeric)
2. Country Name (Max 50 characters)
For example:
“1”,”US”
“2”,”Japan”
“3”,”Poland”
Display the Country Drop Down Menu in Order Entry
Once you have created entries in your Country Table, you can indicate to display the
table as a drop down menu during Order Entry.
To indicate to use the Country field drop down menu during Order Entry:
1. From the OMS Main Menu, select Setup > Views/Access > Define View Address
Profile.

Country Table
2. On the Create / Edit Address Profile Screen, select an Address Profile to edit, or
create another one. For more information on Address Profiles see View Address
Profiles on page 290.
3. In the Country field, select the Allow Input and the DropDown? check boxes.
4. Click Save.
Note: Make sure to associate the Address Profile with the View for which you
want the Country Field drop down menu to display. For more information
on this topic see Assigning Address Profiles on page 294.

Using Tables
Post Office Box String Table
Pro-Mail contains shipping logic to determine valid shipping methods based on the
Ship To address. Methods that are not valid, such as shipping a package UPS to a P.O.
Box, do not display during checkout. You determine what is and isn’t valid by editing
the pre-defined Carrier Codes and setting up Post Office Box Strings Tables and Rural
Routes Strings Tables. Patches and new releases do not overwrite information you
modify.
You may specify the text that is used to determine if a user is requesting shipment to a
P.O. Box. Table entries are caps sensitive. For example, in the table, you may indicate
orders that have an address line “P.O. Box”, “PO BOX” and “PO Box” all qualify as
requesting shipment to a Post Office Box.
To add entries to the Post Office Box table:
1. From the OMS Main Menu, select Setup > Shipping > Define Post Office Box
Strings.
2. On the Post Office Setup Screen, if this is the first time you are defining an entry,
skip to Step 3.
—or—
On the Post Office Setup Screen, click New to create a new entry, if you have
already defined one.
—or—
On the Post Office Setup Screen, drill into a line to edit an entry.
3. Complete the Post Office Box String field. For more information on this screen see
the Post Office Box Setup on page 815.
4. Click Save.
—or—
Sample Screen
Post Office Box Setup
Screen Definition
Here is the description for the screen on the Post Office Box Setup Screen:

Post Office Box String Table
Post Office Box String: (required) Enter a description of the Post Office Box string.

Using Tables
Rural Route Strings Table
Pro-Mail contains shipping logic to determine valid shipping methods based on the
Ship To address. Methods that are not valid, such as shipping a package UPS to a P.O.
Box, do not display during checkout. You determine what is and is not valid by
editing the pre-defined Carrier Codes and setting up Post Office Box Strings Tables
and Rural Routes Strings Tables. Patches and new releases do not overwrite
information you modify.
You may specify the text used to determine if a user is requesting shipment to a Rural
Route. Table entries are caps sensitive. For example, in the table, you may indicate
orders that have an address line “R.R.”, “RR” and “Rural Rte.” all qualify as
requesting shipment to a Rural Route.
To add entries to the Rural Route Strings table:
1. From the OMS Main Menu, select Setup > Shipping > Define Rural Route
Strings.
2. On the Rural Routes Setup Screen, if this is the first time you are defining an entry,
skip to Step 3.
—or—
On the Rural Routes Setup Screen, drill into a line to edit an entry.
—or—
On the Rural Routes Setup Screen, click New to create a new entry, if you have
already defined one.
3. Complete the Rural Route String field. For more information on this screen see the
Rural Routes Setup Screen on page 817.
4. Click Save.
—or—
Sample Screen
Rural Routes Setup Screen
Screen Definition
Here is the description for the field on the Rural Routes Setup Screen:

Rural Route Strings Table
Rural Routes String: (required) Enter the Rural Route string.

Using Tables
E-Mail Profile Setup
The Pro-Mail Fulfillment Solution uses E-mails to enhance communications between

warehouse workers and their managers, warehouse managers, and client relations
representatives through task driven automatic E-mail notifications. In order to receive
OMS E-mail communications, you must set up an E-mail Profile.
E-mail Notification in the OMS include:
• Inventory Receipts
Generated whenever products are received in the WMS. The E-mail includes
a link that displays additional information including images.
• Backordered Inventory Receipts
Generated anytime a product that has orders on backorder is received.
• Understock Items
Generated whenever products fall below the specified Reorder Point.
Generated whenever kits fall below the specified Rebuild Point.
• Items Dropping to Zero Balance
Generated whenever products fall to a zero balance.
• Inactive Products
Generated whenever products have had no activity for X number of days.
• Client Expected Arrivals
Generated whenever a client records an expected arrival from either the
Advanced Client Rep Menu or the Client Rep Menu.
• Leftovers
Generated whenever a user records a leftover receipt in the WMS.
• Product Version Expiration
Generated whenever one of the versions for a version-tracked expires.
• Product Discontinued Emails
Generated whenever a user discontinues a product.
Note: For OMS accounts that are shared with the Project Management System
(PMS), the E-mail Profile is defined in the PMS, not in the OMS.
For shared accounts, there is not a “Default Profile” by OMS. For a given
Shared OMS, if you want to receive E-mails by product, the product must
be tied to a Product Sort Group and the Product Sort Group must be tied to
an E-mail Profile.
To create an E-mail Profile (for accounts that are not shared with PMS):
1. From the OMS Main Menu, select Setup > Item > E-Mail Profile Setup.

E-Mail Profile Setup
2. On the E-mail Profile Setup Screen, complete the fields as needed. For more
information on this screen see the E-mail Profile Setup Screen on page 820.
3. Click Save Profile.
Sample Screen
E-mail Profile Setup Screen
Screen Definition
Here are the descriptions for the fields on the E-mail Profile Setup Screen:
Profile Description: (required) Enter a description for this E-mail Profile.
Default E-mail Profile: (required) Select Yes to make this the Default E-Mail
Profile. Select No to make another Profile the default. Default is Yes. All products are
tied to the Default E-mail Profile unless otherwise defined under Product Sort Groups.
To: (optional) Enter the E-mail address of the person to receive the E-mail. You may
list multiple E-mail addresses separated by a semi-colon.
CC: (optional) Enter the E-mail address of the person who is to receive a copy of the
E-mail. You may list multiple E-mail addresses separated by a semi-colon.
BCC: (optional) Enter the E-mail address of the person who is to receive a blind
carbon copy of the E-mail. You may list multiple E-mail addresses separated by a
semi-colon.

Using Tables
Return Reason Code Setup
Warehouse workers can mark orders as “returned” when they are shipped back to the
warehouse. When the warehouse worker processes the return, he can select an overall
Return Code for the order, which is setup in the WMS. He can also select a Return
Reason Code which ties to a specific OMS. The Return Reason Code can be used to
describe a more specific reason a product was returned.
To set up a Return Reason Code:
1. From the OMS Main Menu, select Setup > Shipping > Return Reason Code Set-
up.
2. On the Return Reason Code Setup Screen, complete the fields as needed. For more
information on this screen see the Return Reason Code Setup Screen on page 821.
—or—
On the Return Reason Code Setup Screen, click New.
• On the next screen complete the fields as needed. For more information on
this screen see the Return Reason Code Setup Screen on page 821.
3. Click Save.
—or—
Sample Screen
Return Reason Code Setup Screen
Screen Definition
Here are descriptions for the fields on the Return Reason Code Setup Screen:
Code: (required) Enter a brief identifier to use for the Return Reason Code.
Return Reason Description: (required) Enter a description for the Return Reason
Code.

Shipping Options
Shipping Options
Shipping Options define the different methods of shipping available in Order Entry.
You can define the charges that result from each shipping method.
To Define Shipping Options:
1. In the OMS, go to Set Up > Shipping > Shipping Options. Click the PLUS sign to
add your first shipping option.
2. Give the option a description. This is how it will appear in the Order Entry page.
3. Fill in the other fields with regard to surcharge, 3rd party, etc.
4. In the Carrier Code field, click the little GEAR symbol. This will bring up your
carrier codes.
5. Double Click the carrier code to add to this shipping option. Then save the
shipping option.
6. Add all your shipping options this way.
To Add Shipping Options to a Shopping Cart:
1. Edit the Shopping Cart and select the Optional Info/Shipping Info tab.
2. Drag the Shipping Options element to the cart so that it is included in the cart.
3. Scroll down to the bottom of the screen. You'll see a new section for the shipping
options. Drag each applicable shipping option into the cart. These are the options
that will display for this view.

Using Tables
Order Note Categories
The Customer Service screen allows users to record notes against orders. These notes
can be categorized for reporting later.
For more information on Order Notes, see Customer Service Screen on page 419.
To Define Note Categories:
1. In the OMS, go to Set Up > Processing > Customer Service > Order Note
Category Setup.
2. Click the + sign to add a new category.
3. Enter the category description. Click Submit.

Order Note Categories

Chapter 22
Reporting
Reporting and Inquiry capabilities are an important part of your fulfillment

system.The Pro-Mail Fulfillment Solution includes valuable reporting capabilities.
There are over 60 reports and forms available in the Order Management System
(OMS) and over 40 reports and forms in the Warehouse Management System (WMS).
The reports generated by The Pro-Mail Fulfillment Solution provide information to

account managers and warehouse managers on the operations taking place in the OMS
and WMS accounts. More reports are added to each release based on valuable user
feedback.
Chapter Topics
• About Reports on page 826

• Types of Reports on page 827
• Dashboards on page 829
• Front End Options on page 832
• Deleting Report Profiles on page 834
• Customizing Reports and Forms on page 835

About Reports
About Reports
Pro-Mail reports are programmed using Crystal Reports®. When you generate a
report, the default output is PDF. In order for reports to display on your screen, you
must have Adobe® Acrobat® Reader® installed on your desktop. A free version of
Acrobat® Reader® is available on Adobe®’s Web site, www.adobe.com.

Reporting
Types of Reports
Pro-Mail reports can be organized into three types, Status, Activity and Set Up and
Data Sheets. For examples of selected OMS reports see Document ID 265, Order
Management Sample Reports on the documentation portion of our Web site.
Section Topics
• Activity Reports on page 827

• Status Reports on page 827
• Set Up Reports on page 827
• Data Sheets on page 828
Activity Reports
Activity reports display information over a time range that you specify.The Pro-Mail
Fulfillment Solution offers a wide range of activity reports that can be run daily and
monthly. These reports cover areas of general fulfillment, credit card fulfillment and
shipping.
Status Reports
Status reports are point-in-time reports. That is to say, the same report run at one time
may not give the same results when run a minute or an hour later. The reports display
information on the status of different operations that take place in the OMS.
Set Up Reports
You can reference reports that fall into the set up category to understand how features
of your OMS are configured. These reports can be helpful when you are first
configuring your OMS to your client's needs and later on when you can not quite
remember how you set up a feature.

Types of Reports
Data Sheets
Pro-Mail is a comprised of a complex matrix of tables that are designed to handle

detailed features. Reports combine data from many tables. Sometimes you may want
an easy way to manipulate the data. For this reason, there are Data Sheets available in
the OMS. Data Sheets display data in a flat file format. For example, the Offer Lines
Captured Data Sheet displays one line item for each order, and includes various
information about the order.

Reporting
Dashboards
The Dashboard displays various graphs to provide customers and internal users
information about order volume, sales, response analysis, etc. in one place.
OMS Dashboard
Section Topics
• View the Dashboard on page 829

• Dashboard Profiles on page 830
• Create Custom Widgets on page 831
View the Dashboard
Each user can define their own dashboard, based on their Dashboard Profile (for
information on setting up profiles, see Dashboard Profiles on page 830.) The system
will remember a user’s dashboard settings until that user changes them.
To View the Dashboard:
1. Log into the OMS and click the Dashboard link.

2. Click the + sign to add a Widget to your dashboard.

Dashboards
3. Click the + sign in the widget window to expand widget categories.

4. Drag the selected widget to the dashboard window. Data should display within
seconds.
5. Click the X in a widget to remove that widget from the dashboard.
6. Click the Gear symbol to toggle between small graphs and large graphs.
Dashboard Profiles
You can define dashboard profiles to restrict specific graphs in the dashboard by user
type. This allows you to give certain user types access to only those graphs you want
them to see.
Define a Dashboard Profile
Dashboard profiles are defined in PMA.
To define a dashboard profile:
1. Log to PMA and go to Menus > Dashboard Profiles. There should be one default
profile for OMS, PMS, and WMS.
2. Click the + sign to create a new profile.
3. Fill in the new profile’s description.
4. Check the box beside Order Management Dashboard to create a dashboard for the
OMS.
5. Check the box beside each category you want users to access. Leave unchecked if
you don’t want users to access any graphs in this category.
6. Within each checked category, check the box beside each graph you want users to
be able to access.
7. When finished, click Save.
Assign Profiles to Views
Assign Profiles to the Default View or Addtional Views
To add profiles to Default View or Additional Views:
1. Log into the OMS and go to Set Up > Views/Access > View Set-Up > Define
Default View Settings.

Reporting
– Or –
Set Up > Views/Access > View Set-Up > Define Additional Views.
2. In the Additional View or Default View, select the Display tab. Select the
Dashboard Profile from the drop down list.
Assign Profiles to Shopping Cart Views
To add profiles to Shopping Cart Views:
1. Log into the OMS and go to Set Up > Views/Access > View Set Up > Shopping
Cart Views. Select the appropriate view and click Edit.
2. Select the General View Settings tab. Under the menu settings, select whether to
display the Dashboard, Classic Graphs, or neither (None) in the Welcome screen.
3. In the Dashboard Profile field, select the profile you wish to assign to users in this
view. Click Save.
Create Custom Widgets
You can add custom widgets to display calendars, stock alerts, etc.
To Add a Custom Widget:
1. Search ‘widget’ or ‘gadget’ online to find the widget you want. Copy the html
code or create your own.
2. In Pro-Mail, click the Dashboard link to open the dashboard. Click the + sign to
add a widget. Click New HTML Widget.
3. Enter a name for the widget. Paste the html code into the HTML box. Click Save.
Note: You can create custom widgets for graphs that are not Pro-Mail related. If
you would like to see specific Pro-Mail information in a new widget,
please submit a request for enhancement to the licensee support system.
Someone will review your request.

Front End Options
Front End Options
Each Report in Pro-Mail has its own unique Front End Screen that allows you to
customize your report selection. Depending on the specific report selected, you can
make selections relative to Transaction Types, Owner, Product, Date / Time Range,
and Sorting / Product Options, for example. For more information on Front End
Options, see the Front End Screen - Product Detail Report on page 832.
Sample Screen
Front End Screen - Product Detail Report
Screen Definition
Here are the descriptions for the fields on the Front End Screen:
Note: Your choices may vary depending on the specific report you choose to
generate. The Front End Screen screen shot is only meant to serve as one
example of the front ends that are available.
Display Type Format: Select the format in which you would like your report to
display. Your choices are PDF, Excel 8.0, Rich Text and HTML. Your choices may
vary depending on the specific report you choose to generate. It is important to note

Reporting
that there are known limitations to exporting sophisticated reports in Excel and for this
reason, sometimes Excel might not be listed as an option.
Warehouse System Selection: Select the warehouse in which you stock the products
on which you are reporting.
Data Selection: Select the data for which you would like to generate the report. Your
choices are Entire Database, Product and Owner.
Type Selection: Select the type of product for which you would like to run the report.
You may select all Types or Specific Types. Types include: Regular, Regular
Valuable, Bulky Valuable, Requires Safe, Refrigerated, Food, Pharmaceutical, Ink,
Hazardous Material, RX Controlled.
Sorting and Grouping Options: Select the way you would like the report to sort and
group information. Choices include Owner and Product Type. Products may be listed
according to Product ID on the left, Product ID on the right or by Product Description.
Report Options: Select if you would like to display products that have a zero balance
and / or products that are discontinued.
Report Profile: Enter a description of the profile you would like to create. Profiles
allow you to save your settings and use them each time you generate the report.
Save and Run Report: Click the button to save the Report Profile you create and to
run the report.
Save Profile: Click this button to save the Report Profile without generating it.
Load Profile: Click this button to load a saved Report Profile.

Deleting Report Profiles
Deleting Report Profiles
Report Profiles allow you to save front end settings for a report and use them each
time you generate the report. You may delete Report Profiles that you no longer use.
To delete Report Profiles:
1. From the OMS Main Menu, select Utilities > Exceptions > Delete Report
Profiles.
2. On the Delete Report Profiles Screen, click Delete next to the Report Profile you
want to delete. For more information on this screen see the Delete Report Profiles
Screen on page 834.
Sample Screen
Delete Report Profiles Screen
Screen Definition
Here are the fields on the Delete Report Profiles Screen:
Profile Name: (read only) The name of the Report Profile.

Reporting
Customizing Reports and Forms
You are able to customize reports and forms in Pro-Mail by using SQL Views and
Crystal Reports®.
Section Topics
• Customizing Reports on page 835

• Customizing Pick Slips on page 837
• Customizing Invoices on page 837
Customizing Reports
You are able to customize reports and forms in Pro-Mail by using SQL Views and
Crystal Reports®.
You can create you own reports using Crystal Reports® by pulling data from the
views. The reports are placed on a Web page outside of Pro-Mail. You give Pre-
Registered Users and / or internal users access to the report. When the Pre-Registered
User logs in, they will see the custom report menu name you created display at the
bottom of the reports menu option. When they select this option, they are taken to the
Web page where you have posted your custom report.
The view names are found in the SQL database under the respective systems and
under the listing of views.
For a list of current SQL Views see the following documents on the Licensed User
Corner (LSS):
• Document ID 267- Order Management Views

• Document ID 268 - Warehouse Management Views
• Document ID 269 - Project Management Views
Section Topics
• Associating a Custom Report to a Pre-Registered User on page 836

• Associating a Custom Report to an Internal User on page 836

Associating a Custom Report to a Pre-Registered User
When the Pre-Registered User logs into Pro-Mail, they will see the custom report
menu name you created for them display at the bottom of the reports menu option.
When they select this option, they are taken to the Web page where you have posted
your custom report.
Associating a Custom Report to a Pre-Registered User:
1. Place the custom report on a Web page outside of Pro-Mail.

Registered Users.
3. Search for a Pre-Registered User that should have access to the custom report.
4. In the Pre-Registered User Record, indicate the URL to the report in the Reports
Menu - Custom Menu Hyperlink field.
5. In this same screen, in the Reports Menu - Custom Menu Title field, indicate a
name for the Custom Report Menu that the Pre-Registered User should see.
6. Click Save.
Associating a Custom Report to an Internal User
When the Pre-Registered User logs into Pro-Mail, they will see the custom report
menu name you created for them display at the bottom of the reports menu option.
When they select this option, they are taken to the Web page where you have posted
your custom report.
Associating a Custom Report to an Internal User:
1. Place the custom report on a Web page outside of Pro-Mail.

2. From the OMS Main Menu, select Setup > Views/Access > Personalized User
Preferences.
3. On the User Menu - URL Screen, drill into a user that should have access to the
custom report.
4. In the User Settings Record, indicate the URL to the report in the Reports Menu -
Custom Menu Hyperlink field.
5. In this same screen, in the Reports Menu - Custom Menu Title field, indicate a
name for the Custom Report Menu that the Pre-Registered User should see.
6. Click Submit.

Reporting
Customizing Pick Slips
You are able to customize forms in Pro-Mail by using SQL Views and Crystal
Reports®. The view names are found in the SQL database under the respective systems
and under the listing of views.
For a list of current SQL Views see the following documents on the Licensed User
Corner (LSS):
• Document ID 267- Order Management Views

• Document ID 268 - Warehouse Management Views
• Document ID 269 - Project Management Views
For more information on customizing Pick Slips see Document ID 270 - Customizing
Pick Slips on the LSS.
Customizing Invoices
You can customize Invoices created in the OMS. This is a two step process. First you
must customize the report. Second you must
To customize Invoices:
1. Copy the report v5fmsnet/reports/Invoice.rpt to v5fmsnet/custom/YOUR-

REPORT-NAME.rpt where YOUR-REPORT-NAME is the name you gave to
the report.
2. Edit the newly copied report using Crystal Reports (similar to the process for
modifying a Pick Slip). For more information on creating custom Pick Slips see
Document ID 270 - Customizing Pick Slips on the LSS.
3. From the OMS Main Menu, select Setup > System > Custom Reports
Definition.
4. On the Custom Report Setup Screen, skip to Step 5 if this is the first custom report
you are recording.
—or—
On the Custom Report Setup Screen - List View, click New.
5. On the Custom Report Setup Screen, complete the fields as follows:
• Pro-Mail Report Path/ Name: ../Reports/Invoice.rpt
• Custom Report Path / Name: ../Custom/ YOUR-REPORT-NAME.rpt
where YOUR-REPORT-NAME is the name you gave to the report.
6. Click Save.


Glossary
A
Additional Views
User-defined views containing different set up characteristics from the Default View.
Additional Views are typically used to accommodate different types of order entry
needs.
Adjust / Cancel Orders

Operation performed in the Order Management System (OMS) changing the status of
an existing order that has not yet processed in the Warehouse Wave.
Assembly Manifest
A document produced by the WMS requesting a kit assembly. A kit assembly request
may be issued manually through the Order Management System (OMS) or may be
generated automatically as a by-product of order processing.
B
Backorder
Backorders occur when there is not enough inventory in the OMS to fill part or all of
an order.
Billing Code
The Billing Code is used to group owners in the Project Management System. It is
used in Order Management Systems that are linked to Project Management
Systems.
Bill of Materials
The list of products that correspond to the offers ordered.
Billing Cycle
A method of determining a budget period based on a Start and End date.
Budget
The amount of money a user has to spend in each Billing Cycle.

Budget Type by Bill To
The ability to designate a budget for a person who is being billed for an order. Every
time an order is placed for the person, his budget will be appropriately reduced.
Budget Type by Ordered By

The ability to designate a budget for a person who is placing an order. Every time an
order is placed for the person, his budget will be appropriately reduced.
Budget Type by Ship To

The ability to designate a budget for a person who is receiving an order. Every time an
order is placed for the person, his budget will be appropriately reduced.
C
Category Access Group
Provides the ability to define a random selection of categories that a type of user many
access during order entry.
Category Search
The ability to search for an offer by drilling down through category choices.
Check Tolerance
A write-off amount, expressed as a percent, that allows orders to process when the
dollar amount received for an order is less than the amount due.
Cluster
A group of separate products that are related based on the availability of different
sizes and/or colors of a product. Think different sizes or colors of the same T-
Shirt. Or, the relationship may be based on some other criteria, such as a brochure
that is available in three different languages (known as a Product List Cluster.)
Cluster ID
Identifier existing only in the OMS for purposes of maintaining the relationship of the
Component
A product used to build kits.
Composition Status
A composition may be marked as active or inactive and have user-defined start and
end dates.
Cost
Defined in Products, the cost is calculated against the Sell Price for the product’s
associated offer in revenue analysis computations. (Sell Price - Cost = Profit/
Loss.)

Glossary
Cost Center
A category assigned to a product or group of products. Cost Centers allow you to
compute total value of product shipped by Cost Center grouping.
Credit Authorization Number

An ID that references a specific credit authorization transaction.
Credit Capture
The transaction that charges the credit card. This transaction takes place at shipping
time.
Credit Card Clearing House

A company that accepts numerous credit card transactions and channels them to the
appropriate merchant bank.
Credit Card Processing “Gateway”

The organization responsible for accepting a credit card transaction and passing it to
the “Payment Processor.”
Current Composition
The composition of a kit that the system will use to fulfill an order. There can only be
one current Kit Composition at any given time. The system chooses the current
composition by examining a kit’s Status, and Start and End dates when an
assembly request is processed.
Current Version
The version of a product that the system will use to fulfill orders. There can only be
one current version of a product at a time.
Custom Assembly Offer

This is a special type of offer that allows the person placing the order to select
products from a pre-defined list and have the products assembled together.
Customer Note
This is a note you can record about a contact (mailer record) in the Customer Service
screen of the OMS. Notes can be edited at any time. Maintain one note per person.
D
Dashboard
The dashboard displays various graphs to provide customers and internal users
information about order volume, sales, response analysis, etc. in one place.
Default Price
The standard price charged for orders when no special pricing applies.

Default View
The View used by internal users to place orders in the OMS.
De-kitting
Function used to disassemble a kit and track the changes appropriately.
Discontinued Product
A product that is no longer to be used for fulfillment purposes.
Distributions
A way to restrict ordering capabilities using Budgets.
Distribution Budget Profile

A distribution profile that is comprised of a Distribution Class, Distribution Code and
Billing Cycle.
Distribution Class
A way to group Distribution Profiles by using shared Distribution Codes.
Distribution Code
The ability to separate budget funds by category. When ordering, the Pre-Registered
User selects a Distribution Code from which the order total will be deducted.
Distribution Profile
The umbrella that encompasses all restriction criteria. The Profile is assigned to a Pre-
Registered User.
Drop Ship Offer

This is a special type of offer that is shipped from a supplier, not from your
warehouse. A drop ship offer is not tied to any products in your warehouse. When
a drop ship offer is ordered, it triggers a request that is sent to an outside supplier
for the item to be shipped from their facility.
E
E-Delivery Offer
This is a special type of offer that allows for a file to be e-mailed to a recipient instead
of shipping a physical piece. this type of offer is similar to a Drop Ship Offer in
that it is not tied to a product in the warehouse. E-Delivery offers, however, are
not tied to suppliers. Define a deliverable file to send to the recipient, along with
an ‘Expiration Date’ (a pre-defined number of days) for downloading the item.
The download link messaged to the recipient will remain active until the
expiration date.
E-Mail Profile
This is a specific set of email addresses to receive notifications on various inventory
events. You can have one or many email profiles within a single OMS.

Glossary
F
Full Image ID
A typically larger image that take more time to download than thumbnail images.
G
Generic Order Conversion
(aka Order Mapping) A utility that allows you to take your customer’s order file and
easily map it to Pro-Mail’s order import fields.
Gomi
Stands for Global Order Management Interface. This is the virtual directory on your
web server where files, such as order uploads, are stored.
H
HTML Link
This link provides a window to a third party Web page on the Internet.
I
Image Display
Images may be associated with an offer. Offer Images may be stored local on the Pro-
Mail computer or remote on an off-site server.
Inactivate Offer / Kit

Indication that any offer or kit containing a discounted product is no longer available
in order entry.
Intercept
Halt an order after it has processed. After the order is intercepted, you can adjust or
cancel the order.
Intercept Confirmation
Process in which a warehouse worker updates the WMS to indicate a shipping order
was successfully intercepted.
Intercept Notification
Printed notification instructing a warehouse worker to seek out a picking slip that is to
be changed or canceled.

K
Kit Composition
A list of components assembled together to form a kit.
Kit Parameters
A setting in the OMS used to specify when to build more kits and the amount to build.
Kit
Products assembled together to make a new product. Kits may be pre-assembled in
anticipation of demand or may be assembled as needed. If pre-assembled, kits are
tracked in the WMS as finished goods and maintain Product IDs of their own.
Kit Version
The two-part identifier created by the system the first time a Kit Composition is built.
The first part represents the composition of the kit. The second part represents the
list of products and specific versions used. The system chooses the current version
of each product in the composition when a kit assembly is requested. Each unique
build is tracked as a kit version. Each kit version is a different product in the
WMS.
L
Login Type
The ability to change the View characteristics depending on the type of user placing
orders.
Lot
The identifier used to track products that change over time. The term Lot is used most
often with pharmaceutical samples. The terms Version and Lot are used
synonymously throughout The Pro-Mail Solution.
M
Mailer Class
A way to group names and addresses together when they have a similar function.
Users may be restricted in their address book searches by Mailer Class.
Mailer Record
A name and address record.

Glossary
Menu Type
Controls a user’s ability to access to functions in the OMS. Each category has
different menu access abilities. Menu Types include: No Menu, Telemarketing /
Entry, Approval Level Telemarketing, Client Representative, Advanced Client
Representative, Marketing Administration, Inquiry Only & Inquiry and Reports.
Merchant Bank
The bank from which the credit card is issued.
O
Offer
An offer is the item being ordered. Offers can be tied to one product, multiple
products, or no products (as with a Drop Ship Offer or an E-Delivery Offer.)
Method of assigning offers to categories. Categories allow users to easily find items
when entering orders. They may also be used to restrict the ability of users to only
order specific offers. Offer categories also provide sortation on reports.
Offer Pricing
The ability to define pricing for an offer and charge for offers ordered.
Offer Restrictions
Allows you to specify the number of days a user has to order a specific quantity of
offers and limit the number of orders that can be placed in the time frame.
Offer Search
The ability to search for an offer using the Item ID, a word(s) in the description, or a
partial word in the description.
Offer Sort Groups

Sort groups are the actual category within each Offer Sort Level. For example in level
1 you may have an offer sort group of Brochures and Merchandise. In Level 2
under Merchandise you may have Offer Sort Groups of Accessories and Apparel.
Offer Sort Level

Offer Sort levels provide the ability to have sub-categories in your Offer Sort Groups,
that is to say, a category within a category. There is no limit to how many levels
you may define.
Offer Status
Indicates if an Offer may be displayed on Start and End dates.
On Order
The on-order quantity associated with a product represents the quantity that
has been ordered from a vendor, either via a purchase order or by recording

on-order in create/edit products. On-order quantity is used in the OMS/
PMS only. It does not message the warehouse that a receipt is imminent.
Order Intercept Transaction

A request for change or cancellation of an order for which a picking slip has already
been produced in the warehouse. The intercept transaction is messaged from the
OMS to the WMS where an Intercept Notification prints.
Order Mapping
(aka Generic Order Conversion) A utility that allows you to take your customer’s
order file and easily map it to Pro-Mail’s order import fields.
Order Stream
A set of pre-defined instructions that dictate how an order is to be treated in the OMS.
Order Stream Criteria

User defined criteria that define what type of orders qualify for a particular Order
Stream.
Owner
Every product in your warehouse is owned by someone. This might be either you,
your client, or a third party. The inventory owners are called product owners in the
OMS and are referred to as a Location in the Project Management System.
P
Payment Processor
The organization (may also provide gateway services) responsible for routing the
credit card transaction to the appropriate credit card clearing house or merchant
bank.
Payment Types
The methods by which you can pay for a Merchandise Order. Choices include Credit
Card, Check, or A/R.
PDF Link
A link in the offer that, when clicked, displays a PDF using Adobe® Acrobat®
Reader®.
Power Point Link

A link in the offer that, when clicked, displays a Microsoft Power Point Presentation.
Pre-Billed Backorders
This is the capture of credit card funds during order processing (instead of shipping
time), even if the item is backordered.

Glossary
Pre-Registered User
An external user for the OMS that is required to have a login name and password to
the site.
Price Class
Special pricing associated with a group of users. Price classes allow you to set
different prices for different types of people, such as Dealers, Consumers, and
Salespeople.
Priority Sequence
Defines the sequence in which the Order Streams are examined against each order for
the purpose of determining qualification.
Process Backorders By Stream

Option allowing the operator to process backorders for one or multiple order streams.
Processing Cycle
Indicates the frequency in which qualifying orders are processed. Order processing
either generates and sends a shipping order to the WMS or places the order on
backorder.
Product List
A list of all possible product combinations based on the size and / or color class
chosen.
Product List Cluster

A number of products with different Product ID's related for reasons other than size or
color.
Product List Offer

This is an offer that is tied to existing products in your warehouse. The Offer:Product
combination may be 1:1 or 1:Many.
Product Ownership
Every product must have an Owner. The Owner will either be yourself (as the
fulfillment provider) or your client. The system assigns an Owner ID “1” to
fulfillment providers (you) and an Owner ID “2” to your fulfillment clients. This
Owner ID assignment takes place for each OMS that is uniquely created for your
clients.
Product Size / Color Cluster

A number of related products containing the same Product ID and different size / color
identifiers.
Product Sort Class

Identifier to which you link an inventory Owner for purposes of organizing products.
Product Sort Group

A way to organize products for reporting purposes only.

Product Sort Level
The first level of organizing products.
Product
The individual Stock Keeping Unit (SKU) in the WMS and the individual inventory
item to be fulfilled. Products are always created / defined in the OMS that was
established for a specific client.
Product Version Control

A method used to identify and track changes to a product over time. Product versions
are only to be used when there is complete indifference as to the version of the
product that will be shipped with the assumption that you will always ship the
current version.
Q
Quantity Break Pricing
A pricing structure that supports different pricing based on the quantity of the offer
requested.
R
Reorder Point
The Reorder Point is specific to each product. When a product’s Available balance
drops to this point, the system will generate an e-mail to designated e-mail
addresses so that the product can be re-ordered.
Replacement Product
Product to be used in place of the discontinued product.
Revenue Center
The category or account to which you allocate monies collected or to be collected
when an offer is sold. Revenue centers are defined in the offer, but revenue is
tracked at the product level.
S
Secure Sockets Layer (SSL)
A protocol for transmitting private information via the Internet. SSL works by using a
key to encrypt data that is transferred over an SSL connection. Web sites use the
protocol to send and receive confidential user information, such as passwords and

Glossary
credit card numbers. By convention, URLs that require an SSL connection start
with https: instead of http:.
Selective Backorder Processing

Option allowing for specific processing of backorders based on user selections.
Serial Number Tracking

Serial Number Tracking allows you to record serial numbers for individual pieces of a
product. This adds additional product security and accountability. Serial Number
Tracking is most often used in software distribution where each piece of a product
has a unique serial number.
Service Note
Service Notes are notes about individual orders. They are recorded in the Customer
Service screen in the OMS. You can record several notes per order. Categorize
notes for reporting purposes.

Costs that may be involved in shipping and processing an order.
Shopping Cart
Contains a list of offers ordered and their respective quantities.
Shopping Cart View

The Shopping Cart View is a highly customizable front end for Order Entry.
SideBar Links
Links used to bring users to external Web pages. Sidebar Links display on the Order
Entry Screen on the left side.
Size / Color Tables

A table that contains size or color combinations used for defining size / color clusters.
Special Shipping and Handling

The ability to indicate shipping and handling by a specific criteria, such as by freight
carrier or service.
T
Thumbnail Image ID
A small image that is designed to download quickly to the screen.
Treatment Options
User defined options that instruct the system how to handle a number of issues
including order processing, backorder handling, E-mail notifications, and more.

U
The UPS Rate Call Calculator allows you to calculate real-time shipping costs at order
entry time.
Up-Sell
Display specific offers in a shopping cart when a user drills into the Offer Detail Page
for a specific offer. Used to alert users of other items they might be interested in.
V
Variable Order Fields
Customizable fields that you define to capture additional information about an order.
VeriSign
The company that provides both gateway and payment processing services for credit
card orders.
Version ID
A unique identifier of the version of the product.
Version
The identifier used to track products that change over time.
View
A gateway to the OMS.
W
Widget
A widget is a system-generated or user-defined graph displayed in the Dashboard in
the Order Management, Warehouse Management, or Project Management
System.

Index
A
accounts receivable 645–674
inquiries 670, 671
setting up 645–665
tracking 645–647
add to increase order quantities 417
additional data entry fields 475
additional view 240
accessing for order entry 241
defining 241
saving to favorites 242
address profile 290
assigning to views 294
creating 290
adjusting / canceling orders 409–414
adjustments
valuing for FIFO 64
approval
manual order approval 444
auto login syntax 316
B
backorder
canceling 454
processing 452–454
backorder confirmation E-mail
generating 805
backorder inventory receipts E-mail 819
bad credit orders 466
balances 661
bank account 656
bill to tab 276
billing 705
freight markup 712
reports 714
setting up billing charges 707
tracking transactions 706
billing cycle
defining 605
Browser Hints 5
budget 597, 604, 608, 609, 615
defining 606

over budget e-mail 615
C
canceling
backorder for specific product 454
capturing source information
by batch file import 591
by order entry operator 590
by view 589
cash receipts 667
categorization
offer 182
product 20
category access group 193
associating 195–196
to a pre-registered user 196
with a view 195
defining 193
CertiTAX 697, 698, 699
installing 698
check 643
check orders 450
releasing 450
class breaks 682
client expected arrival E-mail 819
client freight account 437
client structure 566
corporate structure listing report 585
setting up 567
setting up contacts 568
setting up levels 568
cloning 392, 395, 397
cloning orders 392
cluster 127
defining
additional color tables 137
additional size tables 139
product list cluster 128
size and color cluster 132
size and color cluster 131, 140
cost center 52
applying to product 53
defining 52
country drop down menu 813
country table 812
coupon code 690, 692
credit card 620, 628
payment methods 633
processing

Index
manual validation 463

release approved 465
uncaptured funds 795
credit card processing mode 629, 632
credit memos 663
custom assembly offer 166
custom offer category options 190
Customer Note, see Customer Service Screen
customer project 267, 271
Customer Service Screen 419
customers and contacts 659
customization codes 173
customizing
forms 835
invoices 835, 837
pick slips 837
reports 835
customizing themes 318–??
D
Dashboard 829
data synchronization 798
deactivating products 80
debit memos 663
default view 239
defining
A/R Tracking 645, 647
accounts receivable payment type 646
additional color tables 137
additional size tables 139
additional views 241
address profiles 290
balances 661
bank accounts 656
billing cycle 605
budget 606
category access group 193
check payment type 643
client freight account 437
cost center 52
country table 812
coupon codes 691
credit card payment type 633
custom assembly offer 167
custom offer categories 188
custom offer category options 190
customers and contacts 659
default view 239
disposal dispositions 89
distribution class 612

distribution code 612
distribution profile 600
drop ship offers 175
fiscal periods 651
G/L codes 653
hold statuses 657
kits 96
mailer class 298
mailer record 299
offer 145–165
offer customization codes 173
offer sort groups 184
offer sort levels 183
order specific variable fields 479
order streams 424
payment terms 652
person specific variable fields 476
pre-registered user
import definition 561
pre-registered users 303
manually 303
through upload file 308
product owners 17–19
product sort groups 23
product sort level 21
product specific variable fields 483
product versions 45
products manually 28
return reason code 821
revenue centers 198
selection definition 393
shipping & handling 702
short pay codes 655
size and color cluster 132
supplier setup 171
tax tables 694
territory assignment tables 578
unit of measure 197
de-kitting 124
discontinuing / replacing products 76
discount 688
coupon code 690, 691, 692
discount code 688, 689, 690
discount percentage 688
display tab 249
disposal 90
disposal dispositions 89
dispositions
disposal 89

Index
distribution 597, 603

distribution class 609
defining 612
distribution code 609
defining 612
distribution profile 600
defining 600
distribution tab 279
drop ship offer 171
customization codes 173
defining 175
processing 457
supplier setup 171
XML schemas 178
E
E-mail communications 8
backordered inventory receipts 819
client expected arrivals 819
inactive products 819
inventory receipts 819
items dropping to zero balance 819
understock items 819
E-mail profile 819
E-mail testing 789
Enhanced 8
Enhanced Communications 8
esalestax.com 697
exception processing 804
expected arrivals 67–71
canceling/modifying 69
recording 67
F
fiscal periods 651
form 850 730
form 855 718
forms
customizing 835
freight markup 712
G
general ledger codes 653
generating invoices and journals 666
Generic Order Conversion 527
H
hold statuses 657
HTML Link 159
I
image directory
updating 802

inactive product E-mail 819
inquiries 205
A/R 670, 671
journal entries 673
kit 123, 213
offer 223
order 228
product 206
inquiry fulfillment 565
intercepting shipping orders 417
internet merchant account 621
inventory receipt E-mail 819
invoices 658, 663, 666
customizing 835
items dropping to zero balance E-mail 819
J
Java run time environment 808
downloading 808
remote scripting test 809
journals 666, 673
K
key certificate 622
kit 95
building 110–122
confirming kit builds 116
strategies 111–115
"on the fly" 111
a quantity 112
maintaining constant levels 114
transmitting requests to WMS 115
using staging 116
versions 110
converting product into a kit 107
copying an existing composition 106
defining 96–109
de-kitting 124
inquiries 123, 213
issuing assembly requests 114–115
L
layout
literature upload format 492
merchandise upload format 509
lead tracking 565
lot 43
lot tracking 42
M
mailer class 297
defining 298

Index
mailer record
adding automatically 299
adding manually 300
merging 301
uploading 301
merchandise fulfillment 619–??
merchandise tab 263
O
offer 143
categorization 182
custom categories 188
offer sort groups 184
offer sort levels 183
custom assembly 166
defining 145
creating from a product 162
using existing product or cluster 145
drop ship 171
inquiries 223
purge 202
un-purge 203
offer limit 597
offer restriction 598, 602
offers tab 256
OMS setup 11
optional order fields tab 266
order 381
adjusting / canceling 409–414
assigning to streams 438
canceling backordered product 454
entering 382
through a batch upload 391
through a view 382
through interactive XML 392
through order duplication (cloning) 392
inquiries 228
intercepting 414
manually approving 444
by E-mail 444
through OMS 448
processing all unprocessed orders 440
processing selective orders 442
streaming 422
uploading 488
batch 488, 490
order approval E-mail
regenerating 805
order auto ID 800
order classification tab 270

order confirmation E-mail
regenerating 804
order duplication 392, 395, 397
order limit 597
Order Mapping, see Generic Order Conversion 527
order processing 421–473
order stream
assigning orders 438
defining 424
ordered by info tab 272
ordering
clusters 402–404
drop ship offers 404
product list offers 400
owner
associating with product sort class 25
creating additional owners 19
defining product owners 17–19
P
patch level 786
Payflow Pro 624, 625, 626
payment terms 652
payment type
credit card 620
PDF Link 159
person specific variable fields 476
pick slips
customizing 835
post office box 815
PowerPoint Link 159
Pre-Billed Backorders 642
pre-registered info tab 278
pre-registered user
upload
creating import definition 561
uploading 563
uploading records 561
pre-registered users 303
defining 303
by uploading 308
manually 303
deleting 308
un-deleting 308
price class 683–??, 685, ??–686
linking to offers 686
setting up 684
pricing 679, 680, 682, 686
printer testing 790

Index
processing
adjust bad credit orders 466
all unprocessed orders 440
backorders 452–454
all 452
selective 453
check orders 450
credit card 463
manual credit card validation 463
release approved 465
credit card exemption 468
drop ship offers 457–461
generate XML batch file 457
manually record XML drop ship shipping 459
process XML shipping batch file 458
updating status of drop shipped orders 461
selective orders 442
view order payment information 472
produce on demand 46
building "on the fly" 47
building daily 47, 48
product
assigning unassigned 54
through E-mail 56
through OMS 54
categorization 20
converting into a kit 107
deactivating 80
defining product sort groups 23
defining product versions 45
defining products 28–??
discontinuing / replacing 76
FIFO valuation 57
inquiries 206
organizing 20–27
produce on demand 46
product sort class 25
reactivating deactivated 84
reactivating discontinued 82
sort classes and levels 21
sort groups 23
upload 538
valuation 57
version control 42
versions 42
product reconciliation listing 798
product sort groups 23
product versions 42
PRO-MAIL® Hints 6

published freight
updating from actual freight 801
Purchasing Inventory (Purchase Orders) 72
purge offer 202
Q
quantity breaks 680
R
reactivating deactivated products 84
reactivating discontinued products 82
real-time shipping costs, see UPS Rate Call
rebuilding order activity 799
rebuilding order status 799
recalculating pull values 61–63
receivables tracking 650
referring host 314
referring URL / host 313
referring URL with auto login 317
regenerating
order approval E-mail 805
order confirmation E-mail 804
release level 786
remote scripting test 809
report profile 833, 834
reporting 825
person specific variable field 478
variable information fields 478
reports 826, 827
activity reports 827
customizing 835
data sheets 828
front end options 832
revenue 200
set up reports 827
status reports 827
requesting inventory 86
for disposal 86, 88
for production 86, 91
for shipping 86
response analysis 565, 589, 591
capturing source information 589
reports 595
response types 591
source code 593
source detail 594
source type 592
response type 591
restriction type

Index
applying to pre-registered user 601

return reason code 821
revenue center
associating with offers 199
revenue tracking 198
rural route 817
S
sales tax 694, 701
CertiTAX 697, 698, 699
installing 698
esalestax.com 697
securing additional view 635
security features 313
auto login 315–317
referring URL / host 313
referring URL with auto login 317
security tab 281
selection definition 393
Service Note, see Customer Service Screen
service status 788
ship to info tab 274
ShipBatch.XML 557
shipping & handling 702
defining 702
shipping confirmation E-mail
generating 804
shipping information 243
Shipping Options 822
shipping tab 268
Shopping Cart Views 327
short pay codes 655
simple inventory valuation 65
sort class
defining 21
sort level
defining 21
source 589
source code 593
source detail 594
source type 592
SSL 622, 626
key certificate 622, 623, 624
stream
re-assigning 801
streaming orders 422
streams
deactivating 436
reactivating 436
supplier setup 171

system diagnostics 788
System Platform 2
System Relationship 3
T
table 811
country 812
tax table 694
territory 565, 566
territory assignment
detailed territory response report 586
reassign territories 584
tables 574
territory assignment country name 576
territory assignment tables
area code 576
assigning to view 584
chaining 577
company name 575
defining 578
ordered by 577
state 576
zip code 575
testing
e-mail 789
printer 790
themes
customizing 318
software requirements 319
viewing your changes 323–??
third party Web sites 243
U
unassigned products 54
understock items E-mail 819
unit of measure 197
un-purge offer 203
uploading 487–??
mailer record 301
orders 488
batch uploads 488, 490
pre-registered users 308, 561, 563
products 538
UPS Rate Call 287
UPS Shipping Calculator, see UPS Rate Call
utilities 785
V
validation
avs 635
valuation 57–66
FIFO 57

Index
logic 58
marking products 58–59
recalculating pull values 61–63
reports 64
valuing adjustments 64
valuing receipts 60
valuing unvalued pulls 63
simple inventory 65
defining 65
report 65
valuing unvalued pulls 63
variable information field 475
assigning person specific to address profile 477
associating order specific variable fields with views 481
defining
order specific 479
person specific 476
product specific 483
order specific 479–482
person specific 476–478
product specific 483–486
VeriSign 620, 621
installing 624
version control 42
benefits of version control 44
defining product versions 45
view 237
additional view
accessing for order entry 241
saving to favorites 242
additional views 240
address profiles 290
assigning to view 294
creating 290
default 239
defining
additional 241
tab 245–284
bill to tab 276
display tab 249
distribution tab 279
merchandise tab 263
offers tab 256
optional order fields tab 266
order classification tab 270
ordered by info 272
pre-registered info tab 278
security tab 281
ship to tab 274
shipping tab 268

W
Web Service Users 767
Web Services 767
X
XML 715
acknowledgements, notices 727
batch 715, 717
creating virtual directories 725
dealer info 715
dealer info forms 755
dealer info interface 751, 752, 753, 755
dealer info sample 755, 757
form 850 730
form 855 718
freight carrier and services 743
interactive 715
order entry 715, 717
order entry forms 729
order entry interface 719, 722, 725, 728, 729
order entry interface testing 722
order inquiry 715
order inquiry forms 747
order inquiry interface 745, 747
order inquiry results 748
order inquiry sample file 747
pre-registered user 715
pre-registered user forms 763
pre-registered user interface 760, 761, 763
pre-registered user sample 764, 765
XML advanced shipping notice 739, 742
XML order acknowledgement 718, 736, 737, 738
XML purchase order upload 718, 730, 734

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The Pro-Mail Fulfillment Solution

Order Management System User’s Guide

Provided by Software Marketing Associates, Inc.

Printed: May 11, 2011 in Rocky Hill, CT

Reproductions are allowed for Internal Use Only

Order Management System User’s Guide i

ii The PRO-MAIL® Solution

Order Management System User’s Guide iii

iv The PRO-MAIL® Solution

Order Management System User’s Guide v

vi The PRO-MAIL® Solution

Order Management System User’s Guide vii

viii The PRO-MAIL® Solution

Order Management System User’s Guide ix

x The PRO-MAIL® Solution

Table 1: Conventions Used in This Document

Order Management System User’s Guide xi

For More Info: For More Info directs readers to additional

Table 2: Command Buttons Used in the System

Submit Click this button to save information and to

Order Management System User’s Guide xiii

Software Marketing Associates, Inc., offers online documentation, classroom training

Downloading / Ordering Documentation

xiv The PRO-MAIL® Solution

• System Platform on page 2

Order Management System User’s Guide 1

Version 5 of The Pro-Mail Fulfillment Solution is the first of a new generation of

N-Tier (Distributed) Illustration

2 The Pro-Mail System

Pro-Mail Administration System (PMA): This system administers internal users at

Project Management System (PMS): This system allows direct marketers to

Order Management System User’s Guide 3

WindowBook Interface: The PCS interfaces with WindowBook’s Postmaster 3000

4 The Pro-Mail System

Order Management System User’s Guide 5

6 The Pro-Mail System

Order Management System User’s Guide 7

The Pro-Mail Fulfillment Solution uses E-mails to enhance communication between

E-mail Communications (for accounts that are not shared)

E-Mail Description Recipient Set up Location

Inventory Receipt Designated CSR / OMS > Setup > Item

8 The Pro-Mail System

E-mail Communications (for accounts that are not shared)

E-Mail Description Recipient Set up Location

Order Management System User’s Guide 9

10 The Pro-Mail System

• OMS Setup on page 11

• Define Internal Users in Pro-Mail Administration (PMA). For more

Order Management System User’s Guide 11

12 The Pro-Mail System

1. Warehouse Set Up.

Note: Instructions for setting up your warehouse database can be found in

2. OMS System Set up

Order Management System User’s Guide 13

14 The Pro-Mail System

• About Products on page 16

Order Management System User’s Guide 15

• Regular Products. For information on them see Defining / Editing Products on

16 The Pro-Mail System

Defining Product Owners

Note: If your Order Management System (OMS) is linked to a Project

• Defining the Default Product Owner on page 17