Whenever
you start receiving orders from your web site, mouse over
Orders inside your account
and a drop down menu of options will appear.
Within
the Orders drop down
menu, you can:
•
Check for Regular and
RecurringOrders
• Run all kinds of Sales
Reports
• Access your Gateway
Login (VIRTUAL
TERMINAL)
• BlockOthers from Ordering
from you!
...
and a lot more! The Orders
section is one of the most visited areas within your account
with us when you actually start selling online.
Check
out the following topics on this page and their video tutorials
to help you better understand the Orders
drop down menu.
Menu
Explanations, Video Tutorials & How-To's ...
Simply
click on the link that interests you to learn more about that
topic:
You
will receive an eMail notice
from the shopping cart system that will
notify you immediately after someone orders from your
web site.
File:
1.00 New Order Notice
Check
your eMail often, you never know when your next order
will come in. As you check your eMail, just look for the
following message inside the subject line of this "new
order eMail notification" the shopping cart system
sends you:
From
Subject
Sue
Smith
New
Order Notice
(Your Company)
- Accepted - 195135
Now,
this eMail notification contains valuable information
as it relates to your new order, such as ... the name
of your new customer; company name (if applicable); their
eMail address; their mailing address; fax, work and home
telephone numbers; "Comments & Special Delivery
Instructions:"; the order I.D.; the order date; type
of payment selected; the charge status; where they heard
about you; the name of the product or service they purchased
at your web site; the dollar amount involved plus any
applicable sales tax and shipping charges ... then, at
the very bottom, your contact information (i.e., how the
customer can get a hold of you).
By
the way, this information can be modified under the YOUR
ACCOUNT header and then, clicking on CONTACT PROFILE.
There, you can update your contact information so your
customers have the right telephone, eMail and mailing
address on you in the event they need to contact you about
their order.
Now,
at the same time you received this new order eMail notification,
your customer was also sent an eMail, specifically an
eMail receipt for their purchase. Now, here's where you
go to work. They've bought product from you, and now they're
expecting you to fulfill their order in a timely manner.
Regular Orders —
These represent individual, one-time credit card transactions
where customers places a single order through your shopping
cart for a product (or products), services, coaching sessions
and/or seminar/tele-seminar registrations you sell from
your web site. Note, these are single-transaction orders
where the customer is only charged once.
1.02 Regular Orders (Section Explained)
Recurring
Orders — Orders that occur on a
regular, recurring basis, where the customer is charged
repeatedly either month to month, quarterly, bi-annually
or annually for products they've ordered. Typically, subscription-base
or membership-style products are like this.
1.03 Recurring Orders (Section Explained)
Recurring
orders may also represent payment plans you offer customers
to take advantage of when the price of your product or
seminar registration is very high. You might offer an
option to pay in 3-easy payments of just $49.95 or three
payments of $99.95. Either way you slice it, if you continue
to charge the customers credit card on a regular, recurring
basis then these are classified as recurring orders.
Log
into your shopping cart account with MyMarketingCart.com
and click on the main menu header called "Orders"
on the left-hand side of your screen. Doing that
will open a window in the main body of your account which
will display all your new and old orders in to date.
Now,
what's the first thing you should do when checking your
orders? Well the first thing you should do is to determine
the "paid status" of all your new orders. Why
is this? Because you want to be sure you got paid successfully
from each and every customer who bought from you before
you deliver the products they ordered! Even if you sell
digital products (like eBooks, eReports and downloadable
software) ... you should still check your orders to be
sure the shopping cart system is charging your customers'
credit cards correctly. Every once in awhile, someone's
order needs a little bit of hand-holding.
To
check the "paid status"
of your orders, simply look under the "Order
Status" column on the "Regular
Orders" main screen. Once you determine
the paid status of an order, you can proceed to fulfill
the client's order.
1.10 Understanding an Order Status (Accepted, Offline,
Declined, etc.)
Accepted
If
the order says "Accepted" in the "Charge
Status" column, this means the order was processed
completely online and without any error. A good thing!
The money you charged your customer through our shopping
cart system was successfully collected and will be deposited
in your bank account within 3-5 business days from the
date the transaction took place.
From
Subject
Sue
Smith
New
Order Notice (Your Company) - Accepted
- 195135
Product
Fulfillment Notes: If the "Accepted"
order was for a digital product (i.e., eBook, downloadable
software, eClass, eReport, seminar registration, coaching
package or other digital product scheduled to be delivered
electronically) then that digital product was most likely
already delivered at the time the client made their purchase.
If the "Accepted" order was for a physical product
(i.e., paper-back book, tape/CD program, something you
have to snail-mail physically, etc.) it's safe to say
you can start accumulating the product and packaging materials.
Word of Caution: In some cases, it is not always recommended
that you ship product(s) or otherwise grant services solely
upon the receipt of an eMail notification that you have
an order. Whereas, it might be a good idea to wait a few
days before shipping physical product. Make sure the money
arrives in your bank account successfully. You make the
call though, it's your business.
Offline
If you ever see this message in the subject line of your
new order
eMail notification ...
From
Subject
Sue
Smith
New
Order Notice (Your Company Name) - Offline
...
it means you must log into your shopping cart account,
collect the new customer's credit card and billing information
and process (i.e., charge) the customer's credit card
by hand (outside the shopping cart system) and inside
your online virtual terminal, provided to you by your
merchant account provider, or by some other credit card
processing means.
1.19 Processing Orders Manually In Your Virtual Terminal
Now,
what is an online virtual terminal? An online virtual
terminal is a web-based credit card processing system
only you have access to when you applied for a merchant
account and gateway system. This virtual terminal allows
you to process credit card orders by hand. If you need
a merchant account and a gateway system to hook up to
your shopping cart so you can process orders in real-time,
be careful, not all merchant accounts are the same.
Be
sure if you apply for
a merchant account for the first time that the merchant
account is compatible with your shopping cart. We have
a list of acceptable merchant account gateway systems
we work with. If you have a merchant account already,
check to see if yours is on our list. Otherwise, apply
for a merchant account through our partner web site,
MyPaymentServices.com.
Now,
if you don't have a merchant account, typically, you will
see this eMail response when you don't have a Merchant
Account hooked up to your shopping cart account to process
orders online in real-time.
If an order is declined, you should contact the customer
right away to inform them that their credit card was declined
and would they like you to try charging the same credit
card again or would they like to try a different card
instead.
From
Subject
Sue
Smith
New
Order Notice (Your Company Name) - Declined
...
Either
way, you'll want to charge their credit card by hand inside
your online virtual terminal and preferably with the customer
on the telephone just in case anything goes wrong, the
customer is right there to answer any questions you might
have to help process this order successfully.
One
last note on declined orders, be sure to tell the customer
you are only going to charge them once and that they should
not see a "double charge" on their credit card
for what they purchased.
Gateway Error
If you have an order notice that says "Gateway Err,"
there could be several reasons for this that are outside
you or your customer's control. In the event you see this
message, do not be alarmed. Log into your account, and
check to see if the order could be run through your virtual
terminal by hand successfully.
From
Subject
Sue
Smith
New
Order Notice (Your Company Name) -
Gateway Err-
2
If
your shopping cart should continue to deliver this message
repeatedly, contact our customer support center for assistance.
We can look into the matter at our end to better assist
you.
Our
shopping cart system makes it easy for you to collect
orders online through your web site, and store a variety
of information on your new customers here on the "Regular
Orders" page of the shopping cart system.
C'mon,
let's take a look around the "Regular Orders"
page so you can become familiar with what you have access
to when it comes to managing your new online orders.
Our
shopping cart system makes it easy for you to collect
a lot of information about your customer and their order
within the "Order Details" page of the shopping
cart system.
C'mon,
let's take a look around the "Order Details"
page so you can become familiar with what you have access
to when it comes to managing the details of your new online
orders.
1.16 Printing Shipping Labels, Packing Slips and Invoices
Easy,
click on the Orders header, then on Regular Orders. Then,
click on the link that says "Print Shipping Labels"
at the bottom of your orders and follow the directions.
Our
system gives you a number of options for printing out
your shipping labels. To print your labels all you'll
need to do is follow a few simple steps.
You
can quickly and conveniently print a Packing Slip or Packing
Invoice by clicking on the Print Packing
Slip or Print
Invoice link at the top of the client's
"order details" page. A new window will open
up allowing you to print the document.
When
you're done printing a client's Packing Slip or Print
Invoice, simply close the window so you can print another
client's Packing Slip or regular Client Invoice.
1.14 Search for a New, Old or Archived Order in REGULAR
ORDERS
You
can easily search new, old and archived orders with our
convenient search tool. You can search by order I.D.,
name, company name, eMail address, credit card number,
state/province, from date, to date, unarchived orders,
archived orders, all orders, just today's orders, only
the last 7 days worth of orders, even 30 days worth of
orders ... and, you can choose to display 25, 50, 75,
100 or 150 orders on a single page for quick and easy
viewing.
Once
you see the order you're looking for, simply click on
the order to view that order's details.
Now,
every so often, the system will automatically archive
all orders past a certain date. This is a good thing,
as it clears room for new orders to be viewed from the
main "regular orders" screen.
To
search for past or archived orders, simply scroll down
check the "Archived [ ]" box and select "All
Orders" under "Order Option", then click
the search button. Instantly, the system will generate
the results your looking for. Simply click on the order
you're inquiring about to view its order details.
You
can retrieve and manage your recurring orders by clicking
on the "Recurring Orders" link. This is where
you can retrieve or search for those customers you charge
on a recurring basis with our system.
Under
this section, you'll be able to look up Customer Name
information, Product description, Date of Last Charge,
Date of Next Charge, Recurring Price, Remaining Cycle
Counts, Failed Attempts, Event Status, Event Action and
Charge Status.
This
is all good information and helps you to keep track of
your recurring orders.
When
you need to stop a recurring order from charging a customer's
credit card, mouse over Orders, then click on Recurring
Orders. Find the customer whose credit card you need to
stop charging and click the word "HOLD" on the
same line their name appears.
If
you don't see their name in the home page of Recurring
Orders, you can scroll to the bottom of the page and search
for the client whose card is being continuall charged.
When
someone asks you for a refund, all you need to do is click
on the name of the customer within the "Orders"
section who would like a refund. Then, click on the "Refund
Order" link found on the Order Details
page for that specific customer. The shopping cart will
automatically send a notice to your merchant account gateway
terminal to refund the customer's money by reaching into
your bank account safely and securely. Remember, that's
where the money was deposited after it was charged.
Yes,
sales reports are available! Our system can provide you
any number of sales statistics, such as:
Sales By Date
— (Daily, Weekly, Monthly) Sales
By Clients — (Sales Totals, Listed
by Client) Sales
by Card Type — (Visa/MC/Amex/Discover) Products
Sales by Item — (Products Sold,
Listed by Item) Products Sales by Date
— (Daily, Weekly, Monthly) Product
Sales by Ad Campaign — (Sales Totals
By Ad Campaign) Product
Sales by Affiliates
— (Sales Totals, Listed by Affiliate)
Simply,
it's a short-cut link that opens a new browser window
to your online virtual terminal. When you have an order
that either was declined or simply needed to be processed
offline, quickly and conveniently, click on the Gateway
Login link. A new browser window will pop up and you'll
then be able to access your online virtual terminal to
process the order in a snap.
Should
you have any problem charging your customer's card through
your virtual terminal, you know then you need to contact
the customer for their assistance. Perhaps, they simply
need to provide you their new billing address or in some
cases, a new credit card altogether.
If
you ever suspect that you've received a suspicious order,
or an excessive amount of orders from the same place or
person, and you feel that these transactions may be fraudulent
in nature, you can click on the name of the person who
ordered and BLOCK THEIR IP address which would prevent
them from ordering (from that location) from you again.
Typically,
this can happen when somebody has got a hold of (for example)
five people's credits and they're placing orders with
those cards from the same computer. That computer has
an I.P. address associated with it. If you block that
I.P. they can't place any more orders; at least from that
computer.
An
additional note, you might like to place the following
message above or beneath your Order Form page that says,
"Occasionally,
orders are verified by telephone, so please be sure
to
provide a valid, working telephone number. Thank
you, for your order!"
This
at least let's the future perpetrator know, you're on
top of things and if you were to call and verify an order
by telephone, and the response you got was not positive
(i.e., "No, I never ordered that product ...")
Then, you know to cancel and void the order immediately
(through your merchant account's virtual terminal) just
in time (before that same time every day) your merchant
account reaches in to grab those unsettled orders that
need processing. Make sure you void the transactions that
need voiding out so they don't get charged and you don't
have any future headaches to take care of.
To
prevent any future charge backs, refunds and/or added
grief to your online business. Keep your merchant account
record clean. Watch your orders and be sure each one that
comes in is clean and real.
Note,
if this hasn't happened to you before, that's great. But,
in the course of doing business online, it's only wise
to safeguard your business against unforeseen acts of
this nature.
Keep
these things in mind when managing your orders:
CHECK YOUR ORDERS PROMPTLY ...
As
soon as you receive an order, login to your account at
MyMarketingCart.com, review it and respond to anything
that needs your attention. Do you see any problems with
the order? Does it look good to you? Do you need to print
shipping labels, packing slips, invoices? Respond promptly
to the orders you receive so you continue to get more!
EXPORT
YOUR ORDERS To Store The Credit Card Information ...
1.22 Export Your Orders to your computer for backup
purposes.
It's
also a good idea to EXPORT all your orders every week
(or at least a minimum of every 30 days); if anything
for this one reason: to store a record of your clients'
credit card information on file in your computer. Our
system purges (or removes) client credit card information
every 30 days. For whatever reason, if your client (i.e.,
customer) wanted to utilize your services offline, you
would have their credit card information to charge with
their authorization. And, in some rare cases, you would
also have their credit card information available to you
(offline) to refund an order (through your virtual terminal),
if the occasion ever presented itself.
ARCHIVE
VISIBLE ORDERS ...
After
your orders have been processed (i.e., credit cards charged
successfully, labels printed, product shipped, etc.),
it's a good idea to ARCHIVE them (i.e., clear the screen
for new orders). Keeping the Orders area clean and up-to-date,
helps to maintain a smooth operating business online every
time.
Here
are some things that might be overlooked when managing
your orders:
Create New Product Descriptions If You Change Pricing
...
Every product (ordered) is tracked by the product ID generated
when you originally created the product description inside
the Add
Productssection of the shopping cart system.
If you have a product that a customer ordered, and later
you changed the price of that product in the Manage
Productsarea, the "change in price"
would also change systematically for the customer who
bought that product before you changed the price.
This
is important to know when printing invoices. You wouldn't
want to print an invoice with a product price different
from what the customer actually paid for; especially if
you lowered the price. Yikes, they might perceive they
paid too much!!! Talk about confusion on the part of the
customer. If you want to raise the price on a particular
product, or make any major changes in the name of the
product, it's best to simply create a new product with
a new description and a new price. That way, it doesn't
alter any information in the Orders area or on the details
page of a customer's order.
One eMail Address Per Customer/Registrant ...
Every order is tracked not only by an Order ID, but also
by the customer's eMail
address. Which means, if a customer were
to submit more than one order (i.e., for someone else)
with the same eMail address they originally used on the
first order, the second order would overwrite any information
in the customer details record like name, address, telephone
number, etc. Not good! This often occurs when people are
registering other people for products, seminar registrations
and tele-seminar slots from your web page.
Why
is this important, well, the customer thinks they're doing
others a favor by purchasing product for them or registering
their names for them using their credit card and using
the **same eMail address** for the order receipt. Not
good! Our system tracks ever email address carefully and
keeps very tight records per eMail address. So, to prevent
overwriting the customer details of any record (per eMail
address), encourage your customers (from your web page's
ordering instructions) to order only for themselves and
if they do order for others, that they use the **other
people's eMail address(es) for the receipt** and not the
person placing (multiple) orders. The person placing the
orders can choose to contact the other person and have
them forward a copy of the eMail receipt to them for their
records.
Make
it known to those who order through your shopping cart
or who register for seminar/tele-seminar events, "One
eMail address per customer/registrant!"
1.01 Orders Drop Down Menu Overview
Regular Orders —
These represent individual, one-time credit card transactions
where customers places a single order through your shopping
cart for a product (or products), services, coaching sessions
and/or seminar/tele-seminar registrations you sell from
your web site. Note, these are single-transaction orders
where the customer is only charged once.
Accepted 
Declined 
Sales By Date
— (Daily, Weekly, Monthly)
CHECK YOUR ORDERS PROMPTLY ...
EXPORT
YOUR ORDERS To Store The Credit Card Information ...
ARCHIVE
VISIBLE ORDERS ...
