# Introduction Retailys is an advanced e-commerce platform for management of all online business activities that allows easy expansion to foreign markets via one administration. We are pleased by your interest to manage your international online business in Retailys. In this manual you can find detailed information about system’s functionalities, typical usage scenarios and typical third-party services to which Retailys is linked. ## **What and for whom has been Retailys designed?** \ Retailys.com is a cloud-based omnichannel tool for simultaneous management of all online sales channels with the possibility expand abroad via international online stores or marketplaces such as eBay or Amazon. A typical user of the Retailys system is therefore a retailer or manufacturer, who is no longer satisfied with the current e-shop solution: wants to run multiple online stores, whether local or foreign. Abroad, he can come across other various options how goods can be sold and realize that there are many different so-called sales channels. {% hint style="info" %} Dealing with a real online expansion, for a company it is common to sell on dozens of different sales channels. See what types of sales channels customers use the most to buy the goods. {% endhint %} \ Once a company decides to use multichannel (omnichannel) sales strategy and wants to run multiple online stores or sell via global marketplaces, many challenges and requirements will emerge: * The more sales channels mean the more administrations (that is very impractical to manage) * There are different databases of products, orders, users that will be created (clutter in data) * Each channel must be in set up different language, currency and needs to meet many other local-market specificities * Different delivery and payment methods on individual channels (e.g. abroad) * Larger companies have even more companies for each country (documents are issued by local-based company) {% hint style="success" %} These kinds of problems are effectively solved in Retailys system. In one place, it centralizes management of all products, customers and orders as well. It is designed for all retailers, for who is one online store not enough and want to run more sales channels and want to manage entire online business efficiently in one platform. {% endhint %} ## How use this Help {% hint style="warning" %} Prior to starting work in Retailys, we recommend reading through each section to find out how the system works to make further work in easier and more efficient. {% endhint %} Help is structured into the following 4 sections: * **Get started** – A basic description of system setup, creation of your first online store (e-shop), other sales channels and basic links to other online services * **Retailys system** – technical description of individual sections in the system * **External services** – detailed description of external third-party services (payment methods, price comparators, marketplaces etc.), instructions for their setting and activation as well as connection to Retailys * **Tips, hacks and tutorials** – everything that did not fit to other sections and what can make your work in system more comfortable {% hint style="info" %} Tip: for programmers and highly experienced users, we recommend special technical help to show you how to develop custom modules in Retailys! {% endhint %} # Initial setting Basic background setting – definition of companies, warehouses, selling points, order status etc. ## My organization The first thing to do when you first log into Retailys is to create your organization. The next step is to set up your warehouse. ## Content management On the next step, we will set up a Sales Channel for your chosen country As a next step I need to set up a family of products and set up my parameters, which I want to monitor in the e-shop. Next, I create category trees for each sales channel separately Then we create products that I want to add to the e-shop. Using classical insertion via content -> products or there is also a possibility via so-called import table, connection to xml Feed or connection to a supplier about these opportunities, ask for or +420 376 611 If I have goods that contain variants, I will create sets of variants and assign the correct values In the next step, I will create Shipping and Payment Methods ## Orders and Stocks Next, I connect my email client with Retailys.com and make templates for sending emails to customers. One of the last steps is to create order states for better limpidity ## # Omnichannel and sales channels Sales channel means the place where the companies offer their goods to be sold. It could be a classical brick-and-mortar store or many other electronic services such as e-shops or online marketplaces. ## Types of sales channels {% hint style="info" %} Sales channels are divided into several types according to their way of functioning. Because of each customer prefers their favourite sales channel, each company’s goal is to flip through its products on as many channels as possible. This is the main objective of the multichannel business strategy (so-called “omnichannel” of the Latin “omni” meaning “all”, and “channel”) and the main reason why the Retailys system has been created. {% endhint %} ### Brick-and-mortar stores Brick\&Mortar represents the most common type of sales channel. Nowadays, brick\&mortar stores are also often used as dispensing points for online stores. Their good interconnection of product records, stock availibility or sharing of customer information in the information systém, and subsequent work with this data, from the basis of a succesful modern business. {% hint style="success" %} Retailys can also be used as a cashier or warehouse system to také advantage of the interconnection of product and warehouse records for online and brick-and-mortar stores. Cash registers, stores, documents or current cash levels can be managed in module "Stores". {% endhint %} ### Online stores (e-shops) Online store belongs to frequently used online sales channels. In a bigger-sized e-shops we can often find thousands of products from many suppliers. That places high demands on e-shop’s software solution. It is common to link to accounting or warehouse software. Modern e-commerce systems, such as Retailys is, include billing modules as an internal component. E-shop deals with various forms of promotion, such as search engine optimization (SEO), advertising systems (usually PPC) or price comparators. The omnichannel strategy is commonly expected to run e-shops in several countries, which entails the need to address different shopping practices, languages, currencies and another functionalities (also called “local specifics”). {% hint style="success" %} With the omnichannel tool Retailys, it is possible to run multiple e-shops both local and foreign (meeting local specificities) and to manage it all in one administration! {% endhint %} ### Marketplaces The main principle of the online marketplaces is connection of sellers and buyers. The company lists its products to the marketplace and the marketplace then displays those products on the site to visitors who can put them in their carts to buy them. The marketplace then forwards the order to the buyer, who must check in at a certain time. The main difference between a marketplace and a classic e-shop is that the marketplace does not sell products itself. Depending on a business model, the marketplace often deducts commission for brokered business. One of the most popular global marketplaces are e.g. Amazon and eBay. ### Price comparators Specialized portals collecting product information at individual e-shops are called good’s price comparators. Thus, visitors can choose from a range of products coming from a various storers according to price, reviews or other information in one place. Comparators, unlike marketplaces, do not normally allow direct purchase on their sites. Business model is often based on PPC (pay-per-click) model. It means that online retailers pay for driving a visitor to e-shop or pay additional commission on sales. There are hundreds of comparators in Europe that are often one of the main sources of traffic at each e-shop. The most used comparators in Europe are Google Ads, Shopping.com and Shopzilla. ### Social networks Social networks are an important sales channel that online retailer must not miss in any multi-channel strategy. At modern social networks, it is possible to create own websites with the products offer, or to share products in various ways of cooperation with the e-shop. The main representatives of social networks in Europe are Facebook and Instagram that both can be used for product’s promotion, and Retailys is closely integrated with them. {% hint style="success" %} With Retailys, you can create unlimited number of sales channels and manage all their data about products, custommers etc., and manage all the orders in one place! {% endhint %} # Content management Products, categories, variants, warehouses, content families, .. ## Basic data vs. multidata {% hint style="warning" %} By multiple sales channels management, it is necessary to realise that individual products can have some data same on all the channels (e.g. weight, bar code, parameters), but others different on each sales channel (e.g. price, description). {% endhint %} The product’s data diversity on individual sales channels and their easy management is often a very weak side of classic e-shop solutions and often makes efficient expansion impossible for the companies. The company deals with differences in prices across individual channels, descriptions as well as categories. Retailys was the first to come up with a philosophy of basic data and multidata. The basic data are entered only once per product and is the same for all sales channels. In practice, basic product data consist of: * Bar code * Parameters * Pictures * Weight * Catalogue number * Stock availability However, product multimedia varies per channel for each product. This may in particular be: * Product name * Selling price * Description * Keywords A similar issue affects product categories of variations. Quite common is a scenario where a company defines different categories, variants or related items for each channel. Let’s imagine a company selling electrical goods, that operates the main e-shop, where products are in general categories (refrigerators, stoves, washing machines, ..), but another e-shop will be focused only on washing machines and the category tree will therefore want to have more detailed (washing machines with upper lid). More complicated are marketplaces and price comparators – there is often an obligation to use the category tree designed directly by the marketplace (e.g. Amazon or Heureka). Thus, on each sales channel, a product can be placed in different category tree, or it may even not be present on channel at all (e.g. licensing reasons). Understanding the principles of basic data and multidata is thus an important step for effective creation of a multi-channel business strategy. {% hint style="success" %} Retailys fully integrates the management of different data and multidata for products on individual channels. This makes it easy to set a different label, selling price or category on each channel. Your sales will be effective in all countries you are expanding to! {% endhint %} # Create online stores Individual steps after startup and subsequent management of the global project. The Retailys system sets up a large part of the entire project processes. The individual steps can be summarized as follows: 1. Basic environment settings. 2. Setting up e-shops and other sales channels. 3. Regular review and running work on the project ## 1. Basic environment settings * Create an instance First, you need to create an instance (your Retailys account). You can create an instance on the Retailys website by filling in a few basic details, then you will receive an email with your registration details. There will be two illustrative demo sales channels in the instance showing how Retailys works. * Create an organization It is a necessary thing to create after instantiating and successfully logging into the system. If the company/organization is not created system will not let you create invoices from received orders. * Purchase domain and domain redirection From our own experience we recommend to buy domains on subreg.cz (that is not cooperation), because subreg offers a wide range of domains from .cz to .xyz in terms of prices is more expensive, but if you own more domains from more states, the advantage is that you will be able to manage domains from one account.After you buy a domain you need to point it to Microsoft azure, which the whole system Retailys runs. As the promotion of domains can take up to 48 hours, this is the third point in creating an e-shop. * Create a warehouse The next step is to create a warehouse. Where you choose what delivery date you have, if the warehouse is a supplier etc. In the system you can create dozens of warehouses. * Create a sales channel In this step, you create a sales channel itself. It is important to correctly specify the domain on which the e-shop will run and also in the Integration tab check whether the correct warehouse is connected to the sales channel. * Create parameters In this step, you are already working on product design. Here we recommend to think about and create parameters that have your products the same, eg. color, theme, manufacturer .. * Create families/content type After you create the parameters, you can select which parameters and components you want to display (price, description, url ..) * Create a category tree Here we recommend to think carefully what product categories you will display on the e-shop and how much the tree will be large. If a tree has many categories, it is better for customers because they have a larger range to choose from * Create products Here you have some ways to get your products into the system. In a body using an import table, where you fill in the Excel table with the necessary data and upload to the system. Another possibility is by means of synchronization from the supplier, here it is necessary to consult with technical support. If the products are not many * Right prices After uploading products, it is important to check that the system is displaying the correct prices as several price types are used (MOC - Retail Price, VOC - Wholesale Price, DMOC - Recommended Retail Price) * Discounts for products * Payment and shipping methods Once you’ve finished uploading and editing your products, it’s important to set up payment and shipping methods to allow the customer to place an order and complete the order. * E-mail for sending order confirmation Another necessity is to send confirmation emails and order status information to the customer if they complete the order. * Web graphics * Discount coupons * Submit an order from the site to the system * Image optimization * Terms and Conditions * Company contacts * Social links * Footer data ## 2. Setting up e-shops and sales channels ### Local specifics in e-shops When creating international e-shops (online stores), it is necessary to consider the local specifics of individual markets. {% hint style="warning" %} Ignorance of local specifics is a weak point of many e-shops expanding abroad. If your e-shop is created with respect to local specificities of a particular market, the visitor feels like “home” on e-shop and therefore the conversion of e-shops increases! {% endhint %} Of course, the most common local specificity is the language of the website and currency. Less well known are also delivery address formats. While in some states districts are used, different formats for postal codes are used elsewhere, etc. Different forms of customer name, number of names themselves (somewhere middle name) or even order of name and surname are also problematic. ### General settings of e-shop * [ ] Site connected to Google Search Console * [ ] Site connected to Google Tag Manager * [ ] Mesuring codes for traffic (Google Analytics) * [ ] Generated Google feed ### Specifics for the Czech Republic * [ ] Register e-shop to the comparator Heureka * [ ] Register e-shop to the comparator Zboží.cz ### E-shop in Germany * [ ] Register e-shop to the comparator Idealo * [ ] Register e-shop to the comparator Billiger {% hint style="success" %} When creating e-shops in the Retailys system, there is no need to worry about local specifics for concrete markets. Depending on the target country, the system sets the basic local specifics itself, or it is possible to use other services of the third sides from the external application market to extend the functionality of the Retailys system. {% endhint %} ## 3. running project management # External services To run a successful online business, it is necessary to connect the electronic stores to many others external services such as payments gateways, price comparators, logistic services, accounting and information systems or many others. Retailys provides wide range of connection and extensions that ad the new functions to do system and increase the sales success. All the integrations and additional functions can be found in the section Extensions. {% hint style="info" %} Retailys has a large API layer to connect to other third-party services. Internal company developers can connect to internal information systems or develop any other custom extensions. For developers there is provided a special help. {% endhint %} # Dashboard Dashboard is a basic, default section which combines important information in the form of report from a user account and a guidepost to other sections of the system. The whole system is divided into the following basic groups, accessible from the top of the screen: * **Dashboard** – represents central report of performance of individual sales channels, customers or sales statistics for a specific period * **Content** – allows you to edit products, categories, create variants, sets of products ect. * **Orders** – the section keeps orders from all channels in one place with the option of detailed filters * **Sales channels** – manage and create individual sales channels (such as electronic stores, Amazon or eBay links) * **Users** – brings together all users and customers * **Brick-and-mortar stores** – introduces a section for managing electronic cash registers and classic physical stores * **Marketing** – section holding discount events or discussion posts of all sales channels * **Settings –** creation of companies, warehouses, suppliers, user rights, links to other extensions, .. The first login into Retailys takes you to the Dashboard home page. Here you can view individual statistics of your sales channels for your selected period (more in Dashboard overview). \ The statistics you can track: * Total turnover * Number of products on sales channels * Number of orders * Number of customers * Number of orders from individual countries – color-coded according to order frequency * Overview of turnover in the chart for individual days or periods * Top products: Top sellers by revenue / number of sales * Top customers: most active customers by revenue / number of purchases ### Dashboard overview Click on a product name in Top products to get into product edit. To view the top product tab, click on image. Clicking on a name in Top customers will take you to the list of orders for that customer only. ### Dashboard settings Use the gear at the top right to choose the sales channel / businesses for which you want to see the statistics (more in Dashboard settings picture). ### Time period settings Here you can set up a time period for which you want to see the statistics (from one day to the last year or choose your own time range). # Content This module focuses on content management such as creating and editing products, variations, category management, and content families. # Products ## **Product overview** In this part of system, you can see a complete list of products and their variants, edit them and use the filter by wide range of requirements**.** The first is an option to search and filter products by various requirements. You can use a filter on following**:** * Active products * Inactive products * Available products * Unavailable products * Products in stock * Sold out products * Products with variants * Products without variants Another filter option you can find right next to the content family. Use the gearwheel located on the right side of the screen to set the default sales channel from which will be displayed the products, product columns as well as the possibility of setting according to what the system should search in. Display columns: * Product ID * EAN * Family of product * Availability * Pictures * Name of product * Price * Price without VAT * Publishing on other channels * Stock availability * Variants of product * Serial number * Display of individual sales channels Search engine by: * Product ID * EAN * Picture * Product number * Catalogue number * Manufacturer * Serial number * Internal note There are 3 buttons by each product: * Redirection to product edit * Preview the web * View orders for the product ### How to view and create variants After you create your set of variants, you can create the product variations. As you can see in upper picture using the arrow next to the product on the left side, we will display a list of variants for the selected product. When you create your first variation, you only have to select the add-variation button. After you click on this button, you can select the set of variants you have defined and the variant you want to add to the site. After adding the first variant, you can choose an option to add multiple variants. After opening this window, you will see a list of variants in the set and you can easily check what you want to add as variants. For each added variant, an asterisk appears to make the variant the main one. The main variation will appear in the product listing on the web. (Only one option can be selected.) ### Add and edict product To create a product, you can see 4 blocks: * **First** -blue block to upload the pictures. After opening a window with images and their upload, you can determine their order. As a result, the sequence in the window in such appears on the web + you can drag the edge to move their position. * **Second** - yellow block for general product information - Items are selected of your choice when creating a product family. * **Third** - green block to fill in the parameters selected when creating the product family. * **Fourth** - red block for warehouse availability. If you fill in the required field, it means that there must be a minimum of the selected number in stock. After saving, bookmarks with sales channels in your account will open. Here you can quickly transfer products from channel to channel by clicking on the product of the channel on which you want to publish the product, but you must fill in the content again, as another channel may be in a foreign language. There are 3 tabs below - **Content**, **Category** and **Related Products** where you can set products for your chosen sales channel. {% hint style="danger" %} The items in the yellow block and in the bottom window (Contents) are displayed depending on the Product Family selected in the parameters. Learn more in the content family. {% endhint %} ### Content In this tab you can choose the name you want to be displayed on the web. You can also choose the Content part of the product, which you can edit using classic features such as bold, italic, list, table, or embed video in text. Then you set the currency and price with VAT, just fill in one box and the system will calculate it itself. The last and absolutely necessary thing is to set up the product to be active. If you set a recommended price higher than the end price for a product, the system will turn on the discount itself, calculate the percentage difference, and display it on the site. ### Categories In this section, you will categorize the product in the category you want it on the web. There is also an overview of the categories in which the product is located. There are two ways to select a category: * Using category search (whispering works) * I select in the displayed tree of categories for the given sales channel ### Related products This tab allows you to select related products. This means products that will be displayed in detail of the product to be filled. For example, I will choose a cover or a memory card (upselling) as related products for a mobile phone. You add the product after filling in the box, where the whispering also works. # Categories In this section, you can create and edit category trees (independent category structures – on the figure are 3 trees - Manufacturers, Colors and Categories), which are used for sorting individual products in your e-shops. ### Category Management On the left, you can see a list of all your sales channels. Clicking on a channel, you will display list the categories you have created and their structure for the selected channel next to this list. In the category list, you can move existing categories by dragging them to another structure. Right-click on a selected category to adjust, rename, or create a new one (also with the Add Category button). On the right selection, you can see statistics about the number of categories created in the given sales channel and the number of created trees ### Edit / New Category This section is divided into three columns. The first is to add a photo to the category. The added photo will be displayed in the e-shop as a thumbnail or there is an option to display a banner next to the category. Next section (General): * Title – the name of the category as it will be displayed on the site * Path – URL address that will refer to the category * Brief description * Description * Note – this is an internal note in the system * Display in filters – ability to select Displayed/Hidden – display the category in the category structure in the e-shop * Category order – the order of the category in which it will be displayed on the web * Parent category – select a parent category on the web. The whisper works when filling in. Last section (Third-side categories). Here you can integrate categories from Retailys with third-side categories (Zboží.cz, Heureka.cz and Google merchant) {% hint style="warning" %} Practically, a seller creates a completely different category structure on each own website. There are two main reasons for this: 1) different geographical restrictions, e.g. in the form of licenses, which do not allow the sale of goods to a particular country. Then the category of such restricted products cannot appear on a particular localized site at all. 2) Each site can be focused on different products, so the categories on the two sites will be completely different. {% endhint %} # Content family The content family is used to separate products into larger groups and to choose what I want to adjust for the products. For example, to separate content pages and products from each other, or to sell completely different things on each sales channel, I will create more product families. When you adjust or create a new content family, a new window will open, in which you choose the product family name and her description. In the second part of the window, there are 3 columns Basic Information - This is general information for each product * The initial name * VAT * Pictures * EAN – barcode * ASIN – Amazon product code * Purchase price * Manufacturer * Manufacturer’s code * Internal number * Note * Unit * Country of origin Parameters - these are additional user-created parameters that I want to follow. After they were created, they are displayed with your product creation in one of the upper blocks - Parameters Information on other websites: * Name * Path * Keywords * Brief description * Description * End price without VAT * End price with VAT * Recommended price without VAT * Recommended price with VAT * Currency * Posted by * Posted to * Active – required for the article to appear on the web {% hint style="info" %} When creating a product family, I recommend choosing - Initial name, VAT, Images, Name, Path, Description, End Price (no matter what matters to you), Currency and Active {% endhint %} ## Parameters Parameters are used to express specific product properties. Multiple parameter types can be selected **Types of parameters** 1. **Text**: We select if there are different product properties that we cannot define for all products in advance and which will be entered in the administration. These parameter values will not be translated into other language mutations. **For example**: Weight: 1kg 2. **List**: By selection, you will access the possibility to make the list of available parameter values. In editing the product, then you will be able to select **ONLY** from these values. The big advantage is that you can localize each value for each sales channel. This way, you can tailor the value of the product to the specific sales channel on each sales channel. **For example**: Color: red (on German sales channel "Rot", on English "red") # Set of variants This category is used to create variants (for example, to choose the size of clothes - variants: S, M, L, XL ...). Adding variants works by firstly creating the variant set itself (selecting the appropriate name for it) and then creating individual values for that set. ### Variants management This table lists the variant sets already created. You can edit them in the Actions column and add more variation options to them. Clicking on the list of values (red icon) you will get a list of all variants for the set. You can further edit your variations by changing the name in the Actions column or using the Add Variation Value button to add an option to an existing variation set. Click the edit button to open a window in which you can change the set name, or edit the set name for each sales channel in the Alternate Names for Sales Channels tab. If you do not fill in this tab, the name in the first line will be used for all channels. # Orders The Orders section centralizes orders and sales cases from all sales channels. Advanced filters or data exports are a matter of course. # Overview ### Introduction In this part of the system, you have the option to view the entire list of orders from your customers, edit them, send automatic emails, change order statuses, and filter orders according to a wide range of requirements. ### Setting of time period With the blue button at the top right, you can filter orders according to your desired period from today to the last year or filter using your own date range. ### Setting of order overview Clicking the gear icon to view your order summary settings. Here you can indicate what information you want to display in the columns of orders and set the column width. * ID * Credit note * Warehouse * Date * Price * Payment date * Internal note * Status * Invoice * Channel * Sold * Purchaser * Paid * Note from customer * Date of cancellation * Bold text - turn on text highlighting in orders {% hint style="danger" %} Beware that when you lower the monitor resolution and turn on many columns, the columns hide behind the right margin, which can be reached using the slider at the bottom of the page. {% endhint %} ### Export order overview After you set up the column display, you have the option to export orders to your chosen file format by selecting from the following options: .xlsx, .xls and .ods. ### Orders filtration The filtration of orders is possible according to several criteria that you can combine. * Search * By order number * By customer name * By customer's phone number * By shipping / billing address * According to customer notes * Order status * Biggest orders * Regular orders * Pending orders * Pending orders * Invoices * Credit notes * Filter by company and sales channel * According to subscriber – customer * By country from which it was ordered * According to the product included in the order (whispering works) ### Orders overview When you open it for the first time, orders are displayed as individual rows with basic information. Here you can see the documents you have already created that are available to you. In the action column there are three buttons with the first one you can edit the order and its essentials, copy the order or add a payment. You also have the option to quickly change the order status, based on which you can send an e-mail automatically or you can send the e-mail "manually", see image Overview of orders. You can use the arrow on the right side of each order to view its details, which are showing individual items. Clicking on the image will display the tab for that product and clicking on the Product ID will move you to edit the order items. It also shows billing and shipping information, internal notes, or change history for an order ### Edit order If you want to complete the order, cancel, copy or change all details of the order you have the option in the action column -> first icon. At the top, you can edit your billing or shipping information. The next section (green block) shows all the documents that have been displayed. A proforma of the invoice is generated as soon as the order is created. A classic invoice is generated when the order is complete. If the order is canceled - only after it has been completed - a credit note is generated. In the section on the right (orange block) it is possible to register the delivered parcels from any carrier in the Czech Republic. The following items are modified in the order. We may remove each product, modify its name, price or VAT amount. If you want to add a product, you have the option to add an item via the button where you can select the desired one from the list of all products and the whisper will complete everything for you. A table with a history of changes appears again at the bottom. In the Order Operations section, you can change the order status. ### Add payment You can add a payment to each order. After clicking on the button you will see a window with the amount you want to fill in and the date when the payment was made. If you have Retailys connected with payment gateway from Comgate payment will be automatically added if someone pays by online card. The stutus column will then display an icon according to the amount paid. # Emails ### Introduction This section is destined to create email templates, which after can be set to be sent automatically when the order status changes. If you want to send an email automatically, you need to link it with the email from which it will be sent. ### Emails overview For each sales channel, you have the option to create templates separately, each has its table clearly marked. We have several columns: * Name - The working name of the email will be displayed for orders in the system * Type - Classic email or with HTML support * Automatic sending - YES / NO - if you set YES the email will be sent automatically after the required order status changes * After changing to status - Send an email based on the change to the individual status we have created (status creation - separate chapter) * Actions - Ability to edit email ### Edit / Create an email Firstly, enter the name of the email – this way will be displayed in the system. Next, choose email type - classic or HTML (we recommend using HTML for more style settings). Next, choose the sales channel for which we create the email. If it is necessary, check automatic sending. Then we set when the email will be sent - after system action or after a user action. It is also necessary to set from which email will be sent. This can be set in integrations. If you want to receive information on another email, you can set it to a copy of the email. Now comes the creation of the body of the email itself. This is the same as when writing a classic email. So, fill in the subject and then the content. In the subject and body, it is possible to use so-called macros, which replace some functions in email see. Edit email. ### List of macros | Macro | Function | | ------------------------------ | ------------------------------------- | | %document(invoice\_id)% | invoice number | | %document(invoice\_url)% | invoice link | | %document(credit\_id)% | credit note number | | %document(credit\_url)% | credit note link | | %document(receipt\_id)% | cash receipt number | | %document(receipt\_url)% | cash receipt link | | %document(proforma\_id)% | proforma invoice number | | %document(proforma\_url) | proforma invoice link | | %order(note)% | customer note | | %order(money)% | total order value | | %order(name)% | customer name | | %order(street)% | customer street | | %order(city)% | customer city | | %order(zip)% | customer postcode | | %order(state\_code)% | customer country | | %order(email)% | customer email | | %order(phone)% | customer phone number | | %order(delivery\_name)% | recipient name | | %order(delivery\_street)% | recipient street | | %order(delivery\_city)% | recipient city | | %order(delivery\_zip)% | recipient postcode | | %order(delivery\_state\_code)% | recipient country | | %order(delivery\_email)% | recipient email | | %order(delivery\_phone)% | recipient phone number | | %order\_items\_start% | start of listing items in the order | | %order\_item(name)% | item name | | %order\_item(count)% | reserved number for customer | | %order\_item(ordered)% | ordered number from the customer | | %order\_item(note)% | product note | | %order\_item(price)% | price per unit | | %order\_item(price\_original)% | price per unit before discount | | %order\_items\_stop% | end of the list of items in the order | Note: If you use the list of items in an order, you must insert % order\_items\_start% and % order\_items\_stop% at the end. We only insert once even if there are multiple items in the order. # Statuses There are two basic statuses in the whole Retailys system - pre-set **system** and individual **user**. ### System statuses * The order arrives in the system is colored yellow by midnight the same day * If the order is the next day without changing the status in the system, its color will change to red * Unless otherwise set and your order will be marked as pending, it will turn white * If you cancel the order, it will also be white ### User statuses Personal states that we can create accordingly what kind of change and when we want for orders. When you change to a specific user status, the associated email can be sent. In the example below, we can see that the user-created *call-to-payment* status is purple and the *cancellation status* is black. We can also add a special icon to each status by selecting it from the gallery, which is available in the settings. ### Create and manage user statuses To create a new user status, click the patch Add status. A window opens where you can fill in individual settings. Fill in the name first. This is following by the selection of the status icon and color from a wide selection. An important parameter is whether the order should be canceled, completed or just "changed color" for better lucidity in the list. After entering all values, the new status will appear in the overview of orders status. # Sales channels Sales channels can be defined as ways to realize sales - e-shops (domestic and foreign), amazon, eBay and other large markets. # Overview This section is used to manage your sales channels such as editing basic e-shop data, modifying the template for the e-shop appearance and changing shipping methods. ### Overview of sales channels Here you can see a list of all your sales channels and basic information about them - origin flag, e-shop name, domain, primary language, currency, activity and action buttons. At the bottom is a list of countries for which you can create a sales channel and create it with just a few clicks. ### Edit / create sales channel Click the edit icon to move it to the section where you can edit or create a new sales channel. In the basic data tab, you set up the information that is necessary for the function of the e-shop, such as the channel name, domain name, language, currency, company name, link to store labels and more. As the last one you choose the template type, we currently use mostly FRESH template. In the Integration tab it is possible to set what you want to link to the sales channel, for example: Google Analytics, zásilkovna, heureka.cz, sklik, zboží.cz and others, but before this can be linked, it must be created in the Integration tab. # Shipping and paymnet methods ### Shipping and payment methods overview In this section, we can set up our shipping and payment methods. The page is divided into two halves. In the upper half you can set the Shipping methods for the sales channel you have edited and in the lower half you can find the Payment methods administration. {% hint style="info" %} When establishing new shipping and payment methods, we recommend creating payment methods first and then shipping methods as the principle of assignment works here. {% endhint %} When you click the add button, you have the option to Add a new shipping method or add a new payment method. ### Create payment methods First of all, you choose the name of the payment method and it will be displayed on the web. Next, you choose the type of payment method. The selected method type is displayed for orders. You can choose from: * Cash * Bank transfer * Payment via Comgate * EFTPOS Terminal * Paypal * Stripe * Essox.cz * Twisto Next, choose the currency and price you want to charge for the selected method type. Finally, the description of the method is also displayed on the site ### Create shipping method If you have successfully created payment methods you can now create shipping methods. The first thing you need to do is to fill in the name of the shipping method that will appear on the site. Next is the type of carrier, which you can choose from: * Czech Post * PPL * StoreVisit - personal pickup * FOFR * OwnShipper - own transport * GLS * TopTrans * Zásilkovna * DPD * DHL Next, you need to fill in the currency and price in which the postage will be charged. Furthermore, we can choose the delivery time in days from to, and the country for which the transport is intended. On the right side, we set price limits and their currency for which the given transport will be displayed for example from 0 - 1000 purchases will be displayed other transport than for purchases over 1000. We can also choose dependence on the parameter and compare it with the selected value. In the next tab, select payment methods that will be active for the selected transport method. {% hint style="danger" %} If you want to make a payment by card it is necessary to ask for a connection to the payment gateway and this request may take up to several weeks. Currently, we support Comgate, but we are planning another one. {% endhint %} # Template FRESH If you want to make a payment by card it is necessary to ask for a connection to the payment gateway and this request may take up to several weeks. Currently, we support Comgate, but we are planning another one. {% hint style="danger" %} Modification of the template you should conduct with great caution because many features are interrelated and may break the look and feel of the site. If you need assistance, contact or + 420 376 383 611 {% endhint %} The template settings are clearly divided into tabs: Colors - Adjusts the colors of text, backgrounds, and templates. Insert images into the background and headers, etc. Header - Edit and stylize the header, including the categories at the top of the site Templates - Setting for each product family whether they will be displayed as a classic content page or a product article HomePage - Edit and stylize the main elements on the homepage. Including slider placement. The entire page is divided into blocks that can be individually edited. socialNetworks - Links to social networks Order - Stylize the order form Footer - Adjust and stylize the page footer. The footer is also divided into blocks that can be individually edited. Others - Other web edits - languages, currency display filters, discussions, photos, prices etc. # Users ### Overview In this module, all users in the system can be viewed and edited. If a user makes an order in your e-shop, it is automatically included in this list and you can change the details of it. There are 4 action buttons per user. 1. Deactivate the access - the user will no longer log into the system 2. Edit user data 3. New order for users 4. Displays a randomly generated password 5. If the user has any rights, the API token is displayed You can see when he last logged on to the system and what rights he has. Or assign one to him ### Data change If you click on the 2nd action button, you will be moved to user editing. You can make changes to: * Login * Invoicing information * Delivery data * System language * Rights * Date of last login * Date of registration to the system # Marketing In the Marketing section, you will find a comprehensive place to manage your marketing activities - discussion posts from your sales channels, discount events or other sales promotion options. # Discussion In this module, you can browse product discussions. Search and filtering work here. If there is any discussion with the product, it will be displayed: * System ID * Title of discussion * Product * Author's name * Sales channel on which the discussion takes place * Discussant email * Discussion content # Discounts Here you can create and manage your discount events for your e-shop. There are several columns in the report. * Code used for the discount action * On which channel is the discount applied * Discount from the day * Discount to the day * Discount in % * Current profit from discount * Discount price range # Brick-and-mortar stores The Brick-and-mortar sotres section allows you to manage all the stone shops and their cash registers in one administration, including cash movements, cash or cash dispensers. To activate the Cash desk it is important to have an established and active sales channel the Electronic cash desk, then it is displayed in the tabs in the top menu. ### New purchase This works like a classic electronic cash register in a store, you load the EAN code from the product into the green block, the system searches the product database and then displays the corresponding product. After selecting the pieces and clicking on the add button, it is added to the bottom list of purchased items. ### Cash register On this tab, you can see your current cash register balance. You have the option to manage deposits and withdrawals or to reset the cash register. Every time you want to add a deposit or withdrawal, you write Description and enter a value for depositing a positive value when withdrawing a negative value. Below this, you can see a clear list of withdrawals and deposits. # Settings This module is used to set up the Retailys system for your own needs in terms of setting up your organization, your profile, permissions and extensions. To move to this tab, click the blue figure in the top right corner. # My profile In this section, I can manage my profile information. * Login * Invoicing information * Delivery data * System language * Rights * Date of last login * Date of registration to the system # My organization ### Organization Use this section to set up your organization, which is then used to fill in invoice headers and more. An unlimited number of organizations can be set up in the system. When viewing the report, the country in which the organization is based, Company Name, Company ID, and Tax ID are located. If you click on the action button or add a new business, a new window will appear in which are 4 bookmarks: ### Basic data Here you can fill in basic information about the organization / company such as: * The name of the company * Street * City * Company ID * Tax ID * Telephone * E-mail * Account number * Bank code * IBAN * SWIFT ### Invoicing Here you can choose whether you want to create invoices in the system or not. You also have the option to choose a numbered series of invoices and corrective tax documents and the associated mask of a numbered series of invoices and corrective tax documents. ### Bank accounts Use this tab to enter bank accounts that are associated with your business. ### VAT in individual countries You will use this section mainly if you are registered in several countries. Here you fill in the box if you are registered for tax in the country ### Warehouses This tab contains a list of all warehouses that are created in your account. When the report is displayed, Warehouse Name is displayed, this name will be displayed on the site, as well as an alternate name on the sales channels, warehouse-type, and warehouse status active / inactive. After clicking on the action button or add a warehouse, a new window will appear, in which you will enter the Warehouse Name, short name. If we select the Shipping warehouse option, a new Number of Days to Ship Checkout option is displayed. When you select the Personal Collection Option, the Working Hours from to and the store number will open. Another option is whether we want the warehouse active or inactive and the last item here is Warehouse type: Own warehouse or Supplier warehouse. ### Suppliers This tab lists the suppliers. When you will see the overview, the Supplier name, contact email, supplier description and whether the supplier is Dropshipping (the supplier of goods, in this case, acts as a warehouse and you offer his goods through your e-shop. what you actually sell.) After clicking on the action button or add a supplier, a new window will appear in which we fill in the Supplier name, select whether the supplier is dropshipping. Furthermore, the number of days to check-in, contact e-mail, description of the supplier, minimum taking-in from the supplier and in which currency. If you want to create a supply bridge for your e-shop in the Retailys system, contact or +420 376 383 611. # User autorization Retailys has extensive setting options for individual system users. Easily set authorization for specific activities in your organization to one employee as tens of people. Each user can be allowed or denied access to a particular section, work only with certain types of data and the rights to combine arbitrarily. {% hint style="warning" %} You grant user authorization not only to system users, but also to external applications, so-called extensions. This allows third-party applications to access only the data they can process. This makes it much easier to adapt your security policy to GDPR. {% endhint %} ## List of user authorization In Retailys, it is possible to combine a set of rights for each user, which gives them different possibilities of working with the system. It can access various sections, vary data or delete it. If you use multiple company entities in Retailys, only a particular company can be given access to a particular user. Analogously, when managing multiple warehouses, you can only set up a warehouse operator to access a specific warehouse. You will only allow different sales channel managers to access specific channels. If the law applies to a specific entity (company / warehouse / sales channel), this help contains the entity's numeric identifier (ID) in square brackets {}. E.g. the following entry indicates warehouse access number 5. Rights are inherited "right"; that the following right will allow access to all warehouses (current and future!). {% hint style="warning" %} Each user authority contains a set of operations (see Operations by user authorization). In this way, you can set the access option for each authorization (display, insert, edit, delete, run, inherit) {% endhint %} {% hint style="danger" %} By incorrectly setting user rights, you can deny specific users access to certain sections of the system or allow access to inappropriate people. {% endhint %} ## System The main administrator (usually the founder of an account in Retailys) has the common right System. The logged in user has access to all sections of the system and settings, regardless of other rights set. It can add additional managers and revoke current managers. ### System.Channel Access to all channels. ### System.Channels {ID} Access to data of the specific channel. ### System.Content Ability to edit content - products, categories, variants, ... ### System.People Allows editing or creating users. {% hint style="warning" %} Each user can change their profile settings regardless of whether they have the **System.People** privilege or not. {% endhint %} ### System.Orders Authorization to order section and its subsections. According to the set operations, it enables manipulation with orders. When you set up several operations automatically, these operations are also available in subsections {% hint style="info" %} You must also have at least read permissions to the company and warehouse to view orders (see System.Settings.Companies, System.Settings.Stores) {% endhint %} #### System.Orders.Overview Authorization only to subsection order overview * Allows you to view the order overview #### System.Orders.Notifications Permission only to the notification subsection #### System.Orders.Statuses Permissions only to subsection statuses (user statuses) ### System.Marketing Access to the Marketing section. ### System.Invoices Access to your documents and invoices for using the Retailys system. ### System.Settings Access to all Retailys settings and administration #### System.Settings.Companies Access to all company settings, visibility of orders of all companies #### System.Settings.Companies {ID} Access to your business settings. A user with this right can only see orders for specific businesses. #### System.Settings.Stores Access to all warehouses. #### System.Settings.Stores (ID) Access only specific warehouse data. ### ??? System.Extensions ??? Access extension settings. ### System. Extensions.NAME\_EXTENSION.RIGHTS\_EXTENSION Extensions can define their own permissions. ## User autotization operations This allows you to set restrictions for a given right for a given type of operation ### Display Allows the right to read given data. We want to give the user access to the order overview view. So right ### Insert Allows the right to insert data ### Edit ### Delete ### Start ### Inheritance ## Examples of using #### Main administrator The main administrator (often the owner or main technician of the company) has access to all system functions, assigns other user roles, and monitors data from all parts of the administration. He needs only one right to all operations: #### Warehouse operator The warehouse operator will have access only to the orders he / she is handling. Works in a warehouse with number 1. #### Warehouse / Store manager The store manager sees all orders from his store (who has ID 1), but is also responsible for recruiting new staff to whom he can grant access to his store. #### Accountant Accounting firm "ABC accounting s.r.o." processes documents, so it will have access only to them. Retailys user has four companies in the system, but ABC accounting s.r.o. only companies 1 and 2 other companies are managed by other accountants, so they are for ABC accounting s.r.o. invisible. Company ABC accounting s.r.o. it also manages the invoices received for the use of the Retailys system #### Webdesigner of e-shop Webdesigner manages sales channels and their graphic design. He has no access to orders, sees no inventory or anything else and can see products. #### Marketing worker A marketing worker is responsible for creating and distributing newsletters, monitoring customer discussions, editing content on websites. ## External Extension Rights Just as you set up user rights, you can also set rights for specific extensions, which are programmed by third parties. By analogy, external modules will have the same level of access as users. {% hint style="danger" %} Inappropriate setting of user permissions you can affect the functionality of external applications. Always read the instructions for each extension for the rights it requires for its functionality! {% endhint %} See the documentation for each extension for how to enable external extensions and how to assign them the appropriate rights. # Invoicing This section displays the documents associated with Retailys and download options. # Extensions The Retailys system can be expanded with many other extensions that have an API. Currently, we support: * Sklik * Heureka.cz * Zboží.cz * Facebook for posting * PayPal * Comgate * Shipment * Google Analytics * Toplist.cz * EET * iDoklad * UOL * Smartsupp {% hint style="info" %} Tip: If you would like to create your own extensions, you can use our developer help and use the REST API to develop your add-ons yourself. Don't forget to contact us so we can make your app an official extension. {% endhint %} # Others Here are the article in this section: **Domains** For the correct functionality of e-shops, it is necessary to set the domain correctly in the Retailys system. # Domains For the correct functionality of e-shops, it is necessary to set the domain correctly in the Retailys system. It is necessary to set or edit so-called DNS records at your domain registrar. Specifically, these items. | Type | TTL | Hostname | Value | | ----- | ---- | -------- | ----------------------------------- | | A | 1800 | | 52.178.79.163 | | CNAME | 1800 | www | retailysprimavera.azurewebsites.net | | TXT | 1800 | | retailysprimavera.azurewebsites.net | {% hint style="warning" %} Website will not be active on domain immediately. The change may not take effect until 24 hours after the DNS change, depending on the registrar or Internet service provider (ISP). Retailys is not able to influence the time of change in any way. {% endhint %} # Undocumented functionalities The page lists the most recent or undocumented features that are not yet detailed in this Help. ## 2019-08-05 ### Add * Orders administration - added the possibility to add a payment in the overview or from editing an order ## 2019-08-02 ### Add * FRESH - added the possibility to display the price without VAT in the e-shop as the basic price ## 2018-07-26 ### Fixed * Fixed bug when logging a user into administration where the application could hang in certain situations. ### Changed * Added ability to create multiple cash registers at one point of sale. # Translate products For the fastest and easiest translation, we recommend using the Google spreadsheet feature. \=GOOGLETRANSLATE(A1;"cs";"en") Use: \=name\_function(cell\_translated\_text; "language\_code\_from\_translating"; "language\_code\_to\_translating")