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Web Technologies Guides and Documentation

How-tos and resources for MSU Libraries faculty and staff, provided by Digital Initiatives and Web Services.

About

This guide is intended to help MSU Libraries faculty and staff members who manage online sales from the Ragtime Jazz Festival, the Templeton Museum, the Grant Library, and other MSU Libraries entities.

Order workflow

Store personnel should follow this workflow when dealing with orders, beginning with the first email notification that an order has been placed. 

 

Step 1: Store personnel (usually Merri) log into the store admin, go to Orders (active), and find the order. Click View next to the new order. Screenshot of active orders screen in the Library store admin
Step 2: Scroll to the bottom of the page and click the "Print View" button to pull up the order slip. Print the resulting page and close that tab. Screenshot of order view screen
Step 3: Back in the order view page, click the order's Edit button. Screenshot of order view screen with Edit button highlighted
Add a comment in the Administrative Fields section including the date and the action, in the format shown at right. Screenshot of order edit screen with Comments field highlighted
Step 4: Prepare the order, including the printed slip.  
Step 5: Take the prepared order, including the printed slip, to Access and Information. Edit the order again and add another comment in the Administrative Fields, as seen in this example.  Screenshot of order edit screen with Comments field highlighted

Step 6: Access and Information personnel (usually Xazaviar) will handle shipping; they will print shipping labels, finish the packaging, and include it with the outgoing mail. 

Once the package is put into the mail, they should log into the system, find the order, click the Edit button, and add a comment in the Administrative Fields. 

 Screenshot of order edit screen with Comments field highlighted
Step 7: Finally, scroll up to the top of the screen and click the check box under "Fulfilled." This completes the order and moves it to the "Fulfilled Orders" page. Screenshot of order screen with the Fulfilled field highlighted

Access

To view the front end of the store, visit https://www.ecommerce.msstate.edu/library.

To access the back end, visit https://www.ecommerce.msstate.edu/admin and log in with your netID and netPassword. (If you need access and do not yet have it, please put in a ticket to have it granted.) In the left-hand sidebar, click "Library Ragtime eCommerce Store."

Manage inventory

Screenshot of front page of store admin site.

To view and manage inventory, click on "Inventory (active)" in the left sidebar under Views. You will be brought to a list of the store's active inventory.

 

Edit inventory

  1. Click the Edit button to change any value for an inventoried item.
  2. Check the "Active" box to make an item show up in the store. Uncheck it to hide the item from public view.
  3. "Quantity on hand" is the amount of the item you have on site. By default this is 999,999. When items are sold in other venues (in person, for example) someone will need to edit this quantity.
  4. Add an image for each item.
  5. If you have a naming system for your inventory you can enter your ID here.
  6. The price of the item, not including shipping and handling.
  7. The shipping and handling price.
 Screenshot of active inventory list.

 

Add a new product

To add a new product to the inventory, click the maroon "Add Item" button at the top of the screen. You'll be brought to an "Add Form" section. 

In the "Product Template" dropdown:

  • If you are adding a product related to the USGPL, select "Grant Items". (This will group your new item nearer the top of the page, with all the other USGPL items.)
  • Otherwise, select "Product".
 Screenshot of the initial item adding screen.

More fields will appear so you can finish adding the item.

  1. Add the title of the product.
  2. A brief description.
  3. How many you have on hand to sell.
  4. How many a single user can order at a time (leave alone if unlimited).
  5. The item's price.
  6. Click the "Upload File" button to add an image of the item.
  7. Click "Add" to complete the process.
 Screenshot of the full add form.

Manage active orders

"Active orders" are orders that have been placed by users but not yet fulfilled by us (that is, we haven't sent them the item). To view and manage active orders, click the "Orders (active) link" in the left sidebar.

  1. Use these options to filter active orders by date range and payment status.
  2. You can export the list of orders to Excel. Or you can mark a group of orders as fulfilled, if you're handling and shipping many at once.
  3. With these buttons you can view, edit, or delete specific orders.
  4. If the item's been paid for and you've shipped it, check this box to mark it fulfilled.
  5. Each order has an ID number - you can search them to quickly find orders (10).
  6. The name of the user who placed the order.
  7. User's email.
  8. Order payment status.
  9. When the order was submitted.
  10. Use this search box to quickly find orders.
 Screenshot of the active order management screen.
   

To view all the details of a specific order, click on the "View" button next to that order.

Screenshot of the "view" screen for a specific order.

Choose the "Edit" button instead to change any information about an order.

  1. You can add internal comments to an order and mark it paid in this section.
  2. Here you can edit any of the information that the user submitted.

Click Update to finalize your edits.

 Screenshot of order editing screen.