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Knowledge Base

About Product Description fields

Enter a brief 1 or 2 line product description (up to 60 characters for line 1 and 100 characters for line 2). This information appears in the quote document as the product description. For your custom products to view nicely on your StoreSite and on your sales documents, it is recommended that you include the manufacturer name and product name in line 1 of the Description. It is recommended that on line 2 you have a concise overview of the product.

Supported Products can only have their descriptions modified for a specific documents and can be modified in the Line Item Edit window.

If your custom item needs additional information that can be placed in the Item Detail text box.     

Access Keys
Access Keys are based on the existing system permissions that get assigned to group users and other group users.  The key difference is that these permissions can now be applied to a single user.  Use a combination of area permissions when creating a key.  Keep in mind that a user will still need to have the Access Right permission to perform that action that gets assigned through the Access Key.  For example: A user needs to have "Create / Edit Accounts" access right to edit an account they have access to through a Read + Modify setting on an Access Key.  Without the Create / Edit Access right the Access Key permission will not work.

Sample Use Case 1: There is a user that is not part of your user group in the system, they are in Other Groups.  Because you don't want all other users outside of your group to be able to access your account or document information, previously you were stuck.  Now with Access Keys you can assign that one user, say it's a back up rep or support rep, access to your accounts, documents or price profiles with the correct level of permissions.  

Sample Use Case 2: There are four regional sales teams that are overseen by two sales directors.  Each director needs access to create, modify and delete for all price profiles, accounts and documents in the two groups of sales users that they oversee.  But they only need view access into the other two groups for accounts and documents.


Permission areas: these are the areas that a user owns that others can be provided or denied access to.

  • Price Profiles
  • Accounts
  • Documents

Permission setting options: these are the permission options that are used to provided or denied access to areas a user owns.  Only one settings can be selected per permission area.

  • Deny Others Access
  • Allow Read Only
  • Allow Read + Modify
  • Allow Read + Modify + Delete 
For more details on how these permissions get applied, go to: 

Advanced Search functionality

Advanced Search works independent from any information entered into the regular search bar. All the fields in Advanced Search can be used together to reduce the number of potential results.

  • Keywords List Price Range (min-max) 
  • Part Number (up to 5) 
  • Category (multi-select) 
  • Manufacturer (multi-select) 
  • Account details (company, contact and PO #, or Part #)

Advanced search is the only place to search for deleted documents and accounts.

 

More details on how these terms work see Understanding Search Terms in the Help Center.

 

Applying Access Rights settings

 

Access Rights control the level of access your personnel users have to their accounts, contacts, documents, reporting and more.  To assign or edit these permissions, go to Admin | Personnel | Access Rights located on the left navigation menu.   

Note: The ability to enable the some options may be dependent on first having other access rights options selected.

 

Accounts & Contacts

Control the level of access users have to manage accounts and contacts.

  • Create / Edit Customers - Allows user to add / edit / delete / restore Company and Contact records in which they own or have access to. 
  • Create / Edit Customer Custom Fields - Allows user to add / edit / delete their own customer's custom fields. Requires "Create / Edit customers". 
  • View All Customers - Allows user to view all customers regardless of ownership. 
  • Edit All Customers - Allows user to add / edit / delete all customers regardless of ownership. Requires "View all customers."

 

Sales Documents

Control the level of access users have to Quotes, Orders, Invoices and RMAs.

  • Create / Edit SalesReps
  • Setup / Assign Access Rights Profiles for SalesReps
  • Create / Edit / Assign Groups
  • Set Read / Modify / Delete Group or Company permissions to share information (i.e. Price Profiles, Customers, Documents)
  • Transfer SalesRep's Accounts
  • User can Edit their My Account information

 

Purchasing Documents

Control the level of access users have to Purchase Orders.

  • View All POs - Provides the ability to view all POs regardless of ownership. When disabled, user will be able to View POs only created by them. 
  • Create / Edit POs - Provides the ability to create and edit POs. Requires "View All POs" Access Right. 
  • Edit submitted PO - Provides the ability to edit a PO that has been submitted. Requires "View All POs" Access Right. 
  • Edit Unit cost - Provides the ability to edit the unit cost on a PO. Requires "View All POs" and "Create / Edit POs" Access Rights. 
  • Create / Edit manual line item - Provides the ability to add / edit / delete manual line items. Requires "View All POs", "Create / Edit POs" and "Edit Unit cost" Access Rights. 
  • Ability to unlock PO - Provides the ability unlock a locked PO via the "unlock" link. Requires "View All POs" and "Create / Edit POs" Access Rights.

 

Personnel

Control the level of access users have to create and edit users and groups.

  • Create / Edit SalesReps
  • Setup / Assign Access Rights Profiles for SalesReps
  • Create / Edit / Assign Groups
  • Set Read / Modify / Delete Group or Company permissions to share information (i.e. Price Profiles, Customers, Documents)
  • Transfer SalesRep's Accounts
  • User can Edit their My Account information

 

StoreSite

Control the level of access users have to manage Storesites.

  • Create / Edit StoreSites
  • Assign StoreSite to Customers
  • Edit StoreSite Type (Public / Private)
  • Edit Support Messages

 

Others Areas

There are many other settings that provide or restrict access for users, be sure to review all before assigning users to a Access Rights profile.

  • Pricing
  • Products
  • Catalog
  • Suppliers
  • Import / Export
  • Reports
  • Organizer
  • General

 

 

 

Applying Product Global Price

You can set a fixed Global Price for an item that is available for all Sales Reps and Customers to use. For instance, you could specify that a HP Laserjet 5000 always sells at a Global Price of $2499 regardless of customer or price profile. This fixed Global Price supercedes all price profile settings and cannot be used within any price profile.

Assigned to Store dropdown is not selectable (greyed out)

When you assign a parent company to an existing company, the storesite already assigned to the parent company will also be assigned to the sub company by default. All sub companies will inherit the storesite assigned to the parent company. A sub company may not have a different storesite assigned than the one assigned to the parent company.

Bundle and configuration included items header

Included Items Header is a label used to describe the base items that are included in the specified configuration or bundle. For example, you can use a label such as "Base Items Included in Configuration" to describe the products that come with the current configuration.  This will text will appear above all the items that are not selectable for that configuration.

Calculate customer bundle price

When creating or editing a bundle there is a Calculate Customer Price option where you can either use the price profile at the bundle level, or at the line item level and apply a discount. If you use the option to set at the bundle level, the price profile will look at the bundle part number, category/subcategory, and manufacturer to determine the customer price depending on the price profile rules assigned for the customer. If you use the option to set at the line item level, the customer price will calculate based on each individual line item and the corresponding price profile rules set for each line item. Then a discount can be applied across the line items if desired.

Catalog Access Levels for all items.

You have the ability to make any product (CNET Supported or Custom) Public and part of the Full Catalog, or Private by only assigning the product to select custom catalog(s).

The available options and their descriptions are below:

  • Public (Add to Full Catalog)- Adds the product to your Full Catalog on ChannelOnline. It also allows you to add the product to any custom catalog(s) of your choice.
  • Private (Do NOT Add to Full Catalog)- Excludes the product from the Full Catalog, but you have the ability to add the product to any custom catalog(s) of your choice.
Custom and Bundle Item lookup search

Custom and bundle items can be looked up like all other products by using the Search tool. The Search looks through both CNET Supported Products and Custom Items. There will be a green diamond to indicate Custom Items within a category view and in the product results pages. If you look up a custom item by category, you can filter by either CNET Supported Categories or your own Custom Categories since Custom Items may be assigned to either.  Once you have selected your Category and sub-category you can hit the Search button.      


 

Custom product category types

ChannelOnline supports two types of Category Structures, CNET Supported and Custom. CNET Supported is the default categories that appear in ChannelOnline. Custom categories are categories that you can create yourself. Examples may include training, service, clone systems, etc. You can create any Category and Sub-Category needed for your business.

Customer access permissions

Customers permissions give you the ability to Allow or Deny other Users access to Customers owned by you. This is helpful if your Group (or Sales Team) is cofigured to share Customer accounts. There are two groups which have separate permissions: My Group - Sets the permissions for all users within the same Group that your account resides in. Other Groups - Sets the permissions for all users that fall outside your assigned Group. 


 

 

Customer specific shipping charges

To customize customer shipping charges: Go to Customers then Create New by clicking Create New Customer on the Customers page. Once the Customers : Create New page opens, go to the Shipping Rates. Once you select your customer's shipping rates, then click Finish, and the shipping rates will be applied to that particular customer.

Document access permissions

Document permissions give you the ability to Allow or Deny other users access to view, edit, or delete Documents owned by you. This is helpful if all users share the same customers. There are two user Groups that have separate permissions:

  • My Groups - Sets the permissions for all users within the same My Group that your profile resides in.
  • Other Groups - Sets the permissions for all users that are outside your group.

 


 

Edit PO Number

The PO Number can be modified as long as the PO document has not been submitted. Once it submitted, the PO number cannot be modified.

 

Editing the Full Catalog

The Edit Full Catalog function allows you to filter your full catalog of parts to ensure your internal sales reps and your store customers see only the parts that you sell. Some suppliers provide a full database of parts for the system to import regardless of whether you are eligible to sell them or not. This tool enables you to filter your full catalog of parts by excluding parts based on manufacturer name, class / category, keyword(s) and / or products priced below 'x' as desired.

Also, select whether or not you want new manufacturers and / or new class / categories to be included or excluded as a default. For instance, if Tech Data adds a new manufacturer to their product line, select if you want it included or excluded as a default from your full catalog. The default is to "include" unless you select otherwise. Please note that custom parts you manually add or import are not included in this filter. This filter only affects the supplier catalogs that ChannelOnline maintains. It is assumed that you will not add / import parts you do not want in your full catalog.

Be aware that when filtering products from the Full Catalog, you will not be able to include these filtered products in any other catalog. The Full Catalog acts as a master product catalog for your company.


 

Enabling Cost Centers

Cost Centers are customer specific fields that can be enabled at the line item level on StoreSite quotes, orders and shopping carts. They give you the ability to allow your customers to enter an accounting code if necessary or specify which department should be billed for a given product.

See the Help Center for more details on how to use Cost Centers.

Exclude manufacturer part numbers from Full Catalog

From the Full Catalog edit page do the following.  

  • Go to the Manufacturer Part Numbers section. 
  • Select the search Operator to determine how to match the Manufacturer Part Number. 
  • Type either the partial manufacturer part number or entire part number that you wish to exclude. 
  • Click on Exclude to add the Manufacturer Part Number to the filter.

Note: The Manufacturer Part Number that you enter must be entered exactly as it is provided in your supplier price files. Ex: If the Mfr part number is "1234567-001" but the supplier has it listed with the dash as "1234567001" in the price file, you must enter "1234567001".


 

 

Excluding items below a specified cost

This functionality, found only in Full Catalog edit, is useful because the supplier sometimes puts products in the supplier catalog that have a zero cost or have a cost of $0.01. In these cases you may not want those products appearing in your catalog for internal reps and/or customers on your store to use. Or you may want to only sell products above a certain amount and not offer lower cost items depending on your marketing strategy.

Full Catalog keyword filter

The Keyword(s) filter matches on the following fields: description, manufacturer name and manufacturer part number.

Group Permission Levels

There are 4 permission levels to be assigned to users inside or outside of your group:

  • Deny Others access - Prevents other users from viewing, editing, or deleting your Customers, Contacts, and Documents (not Price Profiles). 
  • Allow Read Only Access - Allows other users to view all records in Read-Only mode. Other users will not be able to edit or delete your Customers, Contacts, Documents and/or Price Profiles. 
  • Allow Read + Modify access - Allows other SalesReps to read or edit your Customers, Contacts, Documents and/or Price Profiles. 
  • Allow Read + Modify + Delete access - Allows other SalesReps full access to read, edit and delete your Customers, Contacts, Documents and/or Price Profiles.

 

 

Import/ Export / XML API integration options

You can exchange data with ChannelOnline using either the Import / Export Wizard located under Admin, or by communicating directly with ChannelOnline via XML. Download the XML Import / Export Specification for details on how to communicate directly with ChannelOnline via XML.

The current XML Schemas and XML user guide can be found under Documentation in the Help Center.

Line item calculator

The calculator icon near the price field on a line item within a quote launches the Line Item Caculator. Pricing adjustments to the Unit Price of that line can be done by selecting both a rate and a method by which to adjust the customers price being edited.

The following keyboard shortcuts are available on this screen:

  • Press 'D' to change the method to 'Discount (off list)'
  • Press 'M' to change the method to 'Margin'
  • Press 'K' to change the method to 'Markup'
  • Press 'S' to change the method to 'Sell At'
  • Press 'A' to change the method to 'Add or Subtract X dollars'

 

Once the new rate and method have been established, click the 'Update Price' link to save the new pricing calculation and return to the active quote.

Manage custom product, service and labor items.

You can manually add or edit Custom Categories, Manufacturers and Suppliers by using the following links:

  • Add / Edit Item (custom or non-custom)
  • Add / Del Custom Category
  • Add / Del Custom Manufacturer
  • Add / Del Custom Supplier 

Additionally, link a custom supplier product to an existing CNET Supported item using the Add / Edit Item link. This allows for instant price comparisons on existing CNET Supported items that you buy from suppliers other than ChannelOnline supported suppliers.


 

Manage Tags

Tags can be used to help label and sort many different types of items. 


Create, edit, or delete tags for use across items, item rules, catalogs, price profiles, organizer, customers and documents. ChannelOnline follows a root level system for Tag creation. Creating a hierarchical system with additional levels help to segment and identify Tags in different instances.  

NOTE: Tags for use on items will require up to 24 hours for search engine indexing. 

Notification Email
Notification Email on the edit Accounts page under the employees assignments is use for sending notifications to users or groups that are not the account manager or users of ChannelOnline. Separate multiple email addresses by using commas (max 155 characters). To use this account data value, just add the associated merge field called <customer_notification_email> to desired system generated email templates. Templates are located in Admin > System Email > System Generated.
Price Profile access permissions

Price Profiles permissions give you the ability to Allow or Deny other users access to use price profiles owned by you. This is helpful if you want to have the multiple users have access to the same pricing structure for multiple accounts by sharing a single Price Profile. There are two groups that have separate permissions:

  • My Groups - Sets the permissions for all users within the same My Group that your profile resides in.
  • Other Groups - Sets the permissions for all users that are outside your group.

 

Price Profile rules order of application

Pricing rules are listed on the Price Profile Details page from the bottom up in the order they will be applied.

The order of application (precedence) is: Part Number rules Combo Category / Manufacturer rules Category rules or Manufacturer rules (depending on your selection) Global Rate & Method that addresses any products that do not have a specific rule. Furthermore, a Price Range set in Category / Manufacturer rule always takes precedence over a rule with no Price Range set.  

IMPORTANT NOTE: If you use Global Line Item Pricing those items have a pre-established (fixed) global pricing that supersedes all pricing profile settings. 

Product Page Layout basics

The Products Page Layout allows you to define how Custom and CNET Supported Categories appear internally and on the StoreSite. You can display custom categories together with CNET Supported Categories, display them separately, and re-order the categories. This layout flexibility enables you to provide the right focus and attention on those categories important to your SalesReps and customers. You could have categories appear one way internally for your SalesReps and another way on the StoreSite for customers. You can also re-label the legends for "CNET Supported" and "Custom Items" on the StoreSite if desired by going to Storesite Admin | Products Page Layout of a particular StoreSite.

Product Tab page layout modifications

Define how Custom and CNET Supported Categories appear internally and on the StoreSite. These changes help provide the right focus and attention on important categories for internal users and customers. Options:

  • Display custom categories together with supported categories, 
  • Display them separately, and 
  • Re-order the categories 
  • Categories can appear one way internally and another way on the Storesite 
  • Show items as discontinued 
  • Show replacement items

Additionally, it is possible to re-label the name of the legends for "CNET Supported" and "Custom Items" on the StoreSite if desired by going to Storesite Admin | Products Page Layout.

Purchase Order (PO) Types

PO's are either Manual or Auto-fullfilled in the system. Manual PO's are those that are faxed, e-mailed or verbally submitted to your supplier. Auto-fulfilled PO's are submitted electronically through the system to integrated supported suppliers that support this functionality.

Release 7.8 Upgrade


Make the switch today.  Take early advantage of the latest improvements and fixes.

7.8 General Release Information

Release 7.8 focused on backend improvements that will affect store administration and frontend cleanup, user permissions, item rule creation, account editing, supplier purchase order updates, and other minor enhancements.  Find out more about the latest features, changes, and fixes in ChannelOnline.

Some of the highlights include:

  • StoreSite: improvements to existing themes (columns and colors) and mobile compatibility.
  • Access Keys: Improvements to user access make it easier to designate account, document and price profile access to specific users.
  • Item (Filter) Rules: New filter creation for use on catalogs and pricing.
  • 3 Tier Categorization (BETA) in navigation.
  • Automated E-waste Fees: Items that qualify for electronic disposal fees for both US (California) and Canada have been programed into ChannelOnline.
  • Product Selectors: Product Selectors have and upgrade look and feel.
  • Global Search Results Ranking: There is now a way to set certain manufacturers for a selected category or categories for a selected manufacturer so that they appear in the top portion of the catalog search results.  These global settings will allow a manufacturer, like HP to rank higher than other manufacturers in specific categories for all users.
  • Customer View / Edit: Account edit and create pages have been refined to better align with the content widgets displayed on account view.
  • Create VS Convert Access Rights: New account rights for creating and converting Leads, Prospects and Customers.  Now you can designate specific users the ability to create and edit certain account types and others the ability to convert them.
  • Prefixes and Suffixes: Broadened the use of document prefixes and suffixes to include on sales and purchase orders.
  • Additional improvements and bug fixes.



By clicking Upgrade you are upgrading your ChannelOnline account to the latest release. 
All users will need to log back into ChannelOnline to take advantage of these new updates.  
 

Selecting product Item Type

ChannelOnline supports three product Item Types: Product , Service and Labor. Under the item label called "Product", service and labor items are treated as traditional products with no ability to assign performance or billing frequency.  The product Item Type selected determines the taxability of an item within the built-in tax tables. Below is a description of the product Item Types within ChannelOnline:

  • Product - A physical product, produced by a manufacturer.
  • Service - A warranty or contract for service to a product over a period of time.
  • Labor - Work done to assemble, set up or repair a product. Note: Products and services may only be purchased in whole amounts. Labor is typically solid in blocks, usually in hours, and can therefore be sold in fractional amounts.
NOTE: To use service type, labor type with personnel roles, performance and billing frequency, and rate intervals you must use either Items Admin > Services, or, Items Admin Labor to create those items.
Setting up a Company Hierarchy

You can set up a Company Hierarchy that includes a parent company and an infinite number of associated sub companies under that parent company. For example, if you have multiple companies such as Acme-CA, Acme-NY and Acme-TX that all belong to the same organization, Acme Inc., you can tie all of these companies together by assigning Acme Inc. as the parent company. Contacts associated with the parent company will be able to access documents associated with any assigned sub companies. Any existing company can be a parent company or a sub company. In order to add a company as a parent company, that company must already exist.

To specify a parent company for an existing company: Go to the Customers tab and locate the company you wish to assign to a parent company. Under Company Info, click the Edit link. You should see a Parent Company field. Enter the name or company number of the parent company you wish to specify and click the Search button. Your parent company selection should appear in the box below. Highlight that company and click the Select button. Note: If you check the Copy Parent Company Info check box before clicking Select, the parent company address information will transfer to the current company. This only applies to the address information. The company name will not change. Click the Save link at the bottom of the page.

 

Shipping Address Auto-generate function

 

All shipping addresses created in ChannelOnline have a description generated for them based off of the shipping address. This description appears in the Shipping Info drop-down box under a company's Billing & Shipping Addresses section and is used on the document Addresses page. If you wish to specify your own shipping address description, or modify the auto-generated one, you can un-check the Auto-generate check box next to the description field and modify the description.

Shipping Cost dropdown selections

Shipping cost calculation dropdown options can include Manual, Global or Customer (if Customer specific shipping is active for the account) as a shipping rate option.

  • Manual allows you to key in any value desired as the shipping charge.
  • Global calculates a shipping cost based on the default global shipping settings set in Admin | Delivery Methods.
  • Customer calculates a shipping cost based on the shipping settings set in the customer record under Edit Customer | Shipping Rates. In order to have the option to set Customer specific shipping rates, you must first select the option ""Allow special shipping rates to be assigned per customer"" as the default in Admin | Delivery Methods.
System generated purchase order (PO) numbers

ChannelOnline automatically generates a PO number upon document creation. You can edit that PO Number as long as the PO has not been submitted to a supplier. Once it has been submitted, you can no longer modify the PO number.  

Purchase order numbering is set at initial activation of the ChannelOnline account. 
  

Understanding purchase order (PO) statuses

Several PO Statuses can be displayed depending on the stage of the PO and in the system. Many PO statuses rely on the information fed back into ChannelOnline from electronically integrated supported suppliers. The following are the available PO statuses:

  • Unsubmitted - PO that has line items saved to it and has not been sent the supplier
  • Submitted - PO that has been submitted to that supplier either manually (fax, e-mail, verbal) or auto-fulfilled
  • Partial - Submitted and some items have shipped
  • Backorder - Submitted and all items are backordered
  • Shipped - Submitted and all items have shipped
  • Cancelled - PO was cancelled at Buyer's request
  • On Hold - On Hold from the supplier, usually temporary

Status Override can be used to update the header of a purchase order to that selected status.
NOTE: Overriding the system generated status will stop the PO from receiving updates from suppliers and passing those updates down to a linked sales order.  This new status does not get passed down onto the item lines, it only applies at the header and is available in Reports.

 

Using Paragraphs to add text

To use Paragraphs and Folders do the following:

Paragraphs are used to place information on a document that is specific to an account, type of order, process, or miscellaneous information. To make a paragraph:

  1. Click Create Paragraph
  2. Select a folder where you want to store the paragraph
  3. Enter Title and Description and then click Save. 

Folders are used to organize paragraphs and make it easier for retrieval. You may add any new folder or rename the default folder name as needed. To delete a folder with paragraphs, you need to either move those paragraphs to another folder or delete them permanently. 


 

 

 

Using Regular Expressions (RegExp)

A regular expression, or RegExp, is a way of describing a string of text using metacharacters or wild-card symbols. For example, the statement ABC\d{6] would require the user to enter a value that contains "ABC" followed by a 6 digit number. You can use these expressions to validate text entered into custom fields.

For more information on Regular Expression with examples and tutorials, please follow the link below: http://www.regular-expressions.info./
(Regular-Expressions.info Note: The above link points to a third party site which is in no way associated with CBSi. CBSi is not responsible for the content or accuracy of the information contained therein.)

Using the Search Bar query settings

The search qualifier dropdown provides you options based on the query you want to perform. When searching for:

  • Products - you can either use Keyword or Part #. Entering keywords will result in a search that looks for a match found on ALL words anywhere in the following fields: Description, Product Class, Category and Part Number. The default setting for a keyword search is to match to products that contain ALL keywords used in the search. For Part # selection both supplier and manufacturer part numbers are accepted. The results will display exact matches first, followed by products where the part number is in the beginning of the part number, then in the middle of the part number and then where it is found at the end of the part number.
  • Sales Documents - you can use either Doc #, Type, Description, Company, Contact, Customer PO, Modified By, Created By, or Total. The default setting for a document search is to match to document numbers.  
  • Accounts - you can use either Company, Customer #, E-mail, Contact, City, or State. The default setting for a document search is to match to document numbers.
  • Purchase Orders - can use either PO #, Supplier, Type, Description, Buyer Name, End User PO, Confirmation #, Docuemnt Notes, Internal Notes, or Total.

Keyword Example: a search for "hp notebook 2510" will match products that contain hp AND notebook AND 2510.

Multiple Part #s: can be searched by inserting OR between part numbers in the input search field. Searching for multiple products can be performed in Advanced Search or in the search bar keyword search by entering an "OR" between the different products that you are searching for.


 

Working with Customer Numbers (#)

The Customer # (or ID) field is a way for you to add an identification number to a customer record. The number can serve as your own internal reference number, or to identify that customer to a third-party system, such as your accounting or CRM package. If you do not enter a Customer Number, the system will auto-generate one for the customer record. The auto-generated number is 2 letters followed by 4 numbers. It is derived from the first letter of the first and last word in the company name followed by a 4-digit sequence. You can override this auto-generated Customer Number by entering in a unique number of your choice at any time.