DocMart Help and Training 101 - MKB 0117 Follow
Explanation:
Docmart is a tool that will allow your customers to easily order non-variable items as well as act as an inventory management tool. See the example image below.
Structure:
DocMart Items - Individual Items such as a flyer, an envelope, a pen, or a brochure.
Before Docmart items can be used on Order Forms they must be added to a DocMart list. DocMart Items may also be a bit of many items rather than an individual item.
DocMart Lists - Lists are an organizational tool for Docmart items.
Lists should be broken down into different sections based on where they need to be displayed and who has access to them. For example, you may have a list of all apparel, but if you need to display accessories separately from clothing it's important to separate those. We recommend including the customer’s business name in the DocMart List name and Item name for organizational purposes (see example below). If you are using a Branded Site for a specific customer, the company name is not as important.
Creating a DocMart list
From the Administration Menu, click on DocMart > Lists and you will find your list screen with the ability to make a new list.
Adding Items to DocMart:
There are 2 ways to upload items into DocMart. You can use our Microsoft Excel Spreadsheet template and upload items into DocMart, or you can add items one at a time. Before using the spreadsheet, we recommend adding at least one item manually to understand the process. Click the Add new Item button to add an item.
Inventory and Print-on-Demand Items:
By default, MyOrderDesk will assume the item is "Print on Demand" unless you select the "Track Inventory" checkbox in the Inventory section.
Every DocMart item has the following attributes, and the only required attribute is the Item Name.
Item Name: What is this item called? Be descriptive! The name you enter will be used by your customer to make selections on the Ordering Form. We don't recommend that you use HTML in this field, otherwise, it may have a negative effect on reports, import/exports, and searching.
Item Description: The description should answer questions such as “What is this item?”, “What are its specifications?”, “How is it used?” “What is special about it?”, etc. If you know HTML, you can use it in the Description. The first 255 characters of the description will be displayed on the order form. Any more than 255 characters will be replaced with a "..." link which customers can click on to view the rest of the description. There is a 2000-character limit.
Customer ID: The number your customer has assigned to this item. You and your customer will see this number displayed with the Item Name in both the Storefront and on the New Job Email Notifications.
Shop ID: The number your shop has assigned to this item. Your customer will not see this number.
Shop Notes 1: - Enter any shop-specific notes about this item. These notes are visible within the printable job ticket and your new job notification. They are not visible to your customers. If applicable, this is a great place for a hyperlink to the PDF on your local server or computer.
Shop Notes 2: - See above. More of the same.
Location 1: (Pick and Pack) - Enter the storage location of the item (e.g. Aisle 3, Shelf 20, Bin 53, or Archive CD 12, etc.). These locations are visible within the printable job ticket and your new job notification. They are not visible to your customers.
Location 2: (Pick and Pack) - If needed, enter another storage location or pick & pack notes for the item (e.g. Step ladder needed).
Inventory on Hand (Inventory Items only): Enter the starting quantity of the item (e.g., 1000, 500, or 5100, etc.). As orders are placed, the inventory system will keep track of your inventory balance. After the item has been added to DocMart, you can go back into the item to correct the inventory balance for lost inventory, found inventory, added inventory, etc. The inventory can also be automatically refunded if the order needs to be canceled. This can be done by checking the "Revert Item Quantities" box before deleting the order here:
*Please note: If you Delete the Job from the Order History page by selecting the item and using the "For Jobs Option" dropdown, the inventory will not be refunded.
Tracking Inventory for Kits - If your DocMart item is a kit, and one or more of your items in the kit tracks inventory, you will need to track inventory for the kit as well. You should look at the item with the lowest inventory in your kit and use that amount as the kit's inventory on hand. This way, you will be able to track how many kits you are able to fulfill.
Reorder Pt: This only applies to inventory items. It does not display or apply to items checked marked “Print on Demand”. Enter the amount of inventory that will trigger a "DocMart Low Inventory Notice" email alert to your shop. If you set the Reorder Point is set to zero, an email will not be sent.
Sell Price: If you’d like to display the price to the customer, enter it in this box. NOTE: if the item uses a pricing table with discounts for higher quantities, leave this field blank. We will be discussing pricing tables later in this article.
Cost Price: If you’d like to track costs in MyOrderDesk, enter the cost of the item in the text box.
Quantities (Min Order, Max Order, Increments): Although it is not required, we highly recommend setting up pricing tables for of your DocMart items. Pricing tables are quicker to set up, are shareable among multiple items, and allow for the most flexibility when pricing changes occur. Later in this article, we will explain pricing tables in depth.
Weight: Only enter a weight if you do not plan on using Pricing tables (see “Quantities” above). Enter the item weight. 1.5 could be 1.5 pounds, 1.5 ounces, or 1.5 grams. Just make sure you are consistent within a list of items. Do not use pounds for some items and grams for others. This weight can be automatically multiplied by the quantity within an Order Form to produce a total weight. The result can be used with QwikPrice to calculate shipping costs.
Taxable: If checked, the item is taxable. This can be used to determine sales tax on an order form when combined with QwikPrice.
Adding Images to DocMart items:
We recommend that you upload both a Thumbnail and a Proof for every DocMart item.
The thumbnail image is what appears to the customer first, when the thumbnail is clicked, the proof (larger version) will appear to the customer.
If you’re going to be adding multiple items to Docmart, we recommend adding all your images and/or PDFs into the file library before starting because assigning the thumbnail and proof file is part of adding Docmart items.
Proof Files:
Proof Files are most commonly PDF Files (be sure to watermark them) and the web browser will automatically adjust the Proof to fit inside the browser. MyOrderDesk supports multi-page PDF files. Other image types, such as .PNG, .JPEG, and .GIF are also accepted and we recommend you size them roughly 800 x 800 pixels.
Thumbnails:
We recommend thumbnail images be .PNG image files that are roughly 300 x 300 pixels. .JPEG and .GIF images are also accepted.
Production:
If your item is Print on Demand, you may want to have MOD pass the production file to you along with the order. This is not only convenient for your staff when they are setting up to print the job, but it also insures that they are selecting the correct file to print.
Assign your DocMart Items to Docmart Lists:
The last step in adding a DocMart item is to assign it to a DocMart list. Use the checkboxes at the bottom of the page to add items to Docmart lists.
Pricing Tables:
As stated above, we highly recommend assigning a pricing table for all your DocMart Items.
Here is an example of a basic pricing table:
Select One…
250 = $25
500 = $42
1000 = $70
2000 = $120
5000 = $200
Adding Pricing Tables:
Navigate to DocMart from the Administration Menu and click “Edit Pricing Templates”.
This screen will display all pricing tables. Use the pull-down menu to create a new table. If you’d like your customer to define, and then force your customer to select a preset quantity such as 250, 500, or 1000, choose “Preset Quantity Pricing”. If you’d like to specify ranges and allow your customer to type in a custom quantity such as 3, 50, or 3856, choose “Custom Quantity Pricing”
Upon selecting the table type, a new template will be added to the list.
Click the pencil icon next to the item name to modify the table's name. Click the disc image to save the new name.
Editing Pricing Tables:
To edit a pricing table, click the table name.
Example of Selling Letterhead or Envelopes (Preset Quantity Table)
In this first example, we’re going to explain how to set up a DocMart item that typically has discounts for larger quantities such as letterhead or envelopes. Your end user will be selecting a value from a menu, not typing in a custom quantity. See below for an example of the pricing table.
Select One…
100 = $15
250 = $25
500 = $42
1000 = $70
2000 = $120
5000 = $200
Example of how the item appears on the Order Form:
Open the table by clicking on the table’s name, then click Add New Row.
Description: Use numbers, letters, and/or special characters to describe the quantity. We suggested that the first items always be Select One… with a quantity of 0 and a price of 0.
Quantity: This field only allows numbers, and the customer will not see this field. This is the number that will be displayed in the shopping cart during checkout.
Price: Enter the price for the item. For your convenience, the $ sign will be added automatically when you save the template.
UOM: Stands for “Unit of Measure”. Use this field to display units of measure such as Bundles, Packs, Boxes, Cartons, etc. It is not used in calculations and only displays a better explanation to the customer.
Bundle Qty: Your MyOrderDesk website will intelligently package items into multiple boxes. Only fill in the Bundle Qty, Length, Width, Height, and Weight if you’re going to be calculating shipping and packing for the Orders. When calculating shipping, the quantity is divided by the bundle qty to determine how many “items” are to be packed. When your customer selects a quantity of 2000, it is not wise to pass the number 2000 to the shipping calculations that go on behind the scenes. Rather, specify how the items are bundled. Below is an example of Letterhead. See Example below.
Length, Width, Height, Weight: See Bundle Qty above.
Click Save once you are done filling out the pricing table.
Example of Selling Note Pads (Custom Quantity Table)
For items where the customer types in a custom quantity, you’ll use a Custom Quantity Table and then set up quantity ranges and tie them to a price. See below for an example of the Customer Quantity Table.
1-10 Note Pads = $0.29
11-50 Note Pads = $0.27
51-100 Note Pads = $0.25
101-500 Note Pads = $0.19
1000 Note Pads = $0.12
2000 Note Pads = $0.10
Example of how the item appears on the Order Form:
Open the table by clicking on the table’s name, then click Add New Row.
From: This is the beginning number for the range (For a minimum order number, add the minimum order number into the "From" field of the first row)
To: This is the ending number for the range
Price: Price is the amount per item between the From and To fields. For your convenience, the $ sign will be added automatically when you save the template.
UOM: Stands for “Unit of Measure”. Use this field to display units of measure such as Bundles, Packs, Boxes, Cartons, etc.
Bundle Qty: Your MyOrderDesk website will intelligently package items into multiple boxes. Only fill in the Bundle Qty, Length, Width, Height, and Weight if you’re going to be calculating shipping and packing for the Orders. When calculating shipping, the quantity is divided by the bundle qty to determine how many “items” are to be packed. When your customer types in a custom quantity such as 425, it is not wise to pass the number 425 to the shipping calculations that go on behind the scenes. Rather, specify how the items are typically bundled. For example, mouse pads might be sold in bundles of 10.
Length, Width, Height, Weight: See Bundle Qty above.
If you need additional help please start a support ticket using the Help! link in your MyOrderDesk website, or call 866-770-7561 opt. 2