GC.CART
Help to GC.CART in German version
What is GC.CART?
GC.CART is back office software for GC.PLATFORM. It is used to manage orders that come through GC.CATALOG or GC.CATALOG Mobile. It serves as an integration layer for ERP systems if needed.
To login to GC.CART you need GC.AUTH account and permission set in GC.AUTH.
GC.CART can be downloaded from:
Production version
Stage version
Preparing GC.CART for use in B2B context
Creating a user in GC.AUTH
To be able to login to any part of GC.PLATFORM that requires authentication, user needs to be created in GC.AUTH. User can create himself of herself on GC.AUTH portal, specific to the tenant (for GearCode tenant, that is: https://auth.gearcode.eu but note that for your tenant it will be different, most probably something like https://auth.your-company.com ). New user after selecting “Create account” needs to fill all required fields. It is also possible (depending on GC.AUTH configuration) to create users using Google, Microsoft or Facebook accounts.
After creating account activation link is sent to user’s e-mail. He or she needs to click this validation link and then user is enabled in GC.AUTH. GC.AUTH administrator can also enable user in Users GC.AUTH panel. Permission can be set there, too. Remember about setting user as: "User is active"
What is dependency between User (that is identity from GC.AUTH) and Buyer (or Customer) from GC.CART?
User from GC.AUTH gives identity to GC.PLAFORM components. In GC.CART this User is linked with Buyer (or Customer) which represents it’s business role.
Automatic flow for matching User with Buyer in GC.CART looks like this:
• User goes to GC.CATALOG site and logs in
• when User is on the GC.CATALOG site for the first time, in GC.CART, User matching Buyer record is created.
Buyer (or Customer) record is place where orders are connected to. In connection to Buyer record, discounts can be set and B2C (default) or B2B flow can be set.
This is default workflow created to automate B2C flow. It can be extended by operations in GC.CART, like:
• creating Buyer (or Customer) manually
• adding/changing Users relation to Buyer which enables situation where many Users can order goods as single Buyer (or Customer which in B2B is a Company)
If, on the other hand, many buyers are linked to one user, one needs to remember about setting default buyer - important when different buyers have different discounts.
NOTICE: IF YOU SET NEW USERS MANUALLY AS A GC.CART ADMINISTRATOR, REMEMBER THAT AFTER YOU GIVE THEM PERMISSION TO SEE THE CATALOG IN GC.AUTH, NEW USERS HAVE TO LOGIN TO CATALOG TO BECOME VISIBLE IN USERS TAB IN GC.CART.
BUYERS AND USERS
“Users” - individuals who establish themselves in GC.CART by logging into the catalog through AUTH.“Buyers” - business identities that are set up in GC.CART and linked to users.
HOW CAN BUYERS BE DEFINED?
To add new buyers, press the green tile with a plus. The buyer window will appear in which you need to define the buyer status as B2B or B2C. There is also a possibility to set a buyer as "B2B - intra-community buyer - Vat rate 0%" - such buyer will be always charged with VAT = 0 (his net will be equal to gross price).
In case of B2B buyers, define your buyers here (fill in "number in ERP" field - a unique number after which the buyer is paired with ERP systems and which is used when you have discounts set). "Number in ERP" has limited number of characters (40 characters).
After filling in all the fields, save the data by pressing the green floppy disk.
Once you have saved all the buyer's details, you can link a user to it by pressing the green plus in bottom part of the window.
HOW CAN USERS BE DEFINED?
To see the users or to link the users with particular buyers go to SHOP/USERS and you will see the list of users.
If you want to link a user with a buyer press “Edit the indicated entry” button. A window will appear in which you can select a particular buyer a customer will be linked to.
If You decide that a customer will be linked to many buyers, remember about choosing “Select as default” option. This user will buy products with properties set to default buyer (e.g. Discounts)
B2B2B number
If a site using GC.CART is to serve customers in B2B2B mode, so that the final customers' orders land in the system with the designation of a B2B2B master buyer, such a buyer must be defined. Go to Dictionaries/B2B2B Numbers and add the name and number of the customer whose number the order data is to include.
Then, under Shop/Buyers, define this B2B2B number for specific buyers. As a result of this, when any of the defined end buyers make an order, the number of the B2B2B2B master buyer set for them will also appear on each order.
PARAMETERS OF A SHOP
Go to PROGRAM/PARAMETERS to set the basic settings connected with communication with customers, eg. Data seen in emails.
You fill here company name, webpage name. „Admin email address” is your address where You can send copies of emails sent to your customers.
„Email address” is address from which your emails to customers are sent.
„Email sender” is the name of the email sender that will be shown in your emails, eg. old24.com store
SMS sender is your name shown in your messages if you send them to your customers.
„Time shift” – Default time in GC.CART for orders and changes in orders is UTC time - Coordinated Universal Time. If you need to set in your date one hour ahead, fill just „1”, if you need to set one hour back fill just „-1”
There are also settings connected with verifying stock availability and stock prices – you set them according to conditions accepted with software developers.
SETTING DELIVERY COSTS
1. DEFINING COUNTRIESTo be able to set the delivery costs, first define the countries you want to ship the goods to:
Go to DICTIONARIES/COUNTRIES:
When you click „Add new entry” button a window will appear when You can define the code fo a given country/region and its name in selected language. You can define countries like Poland, USA, UK, etc but you can also define here regions if You do not want to define hundreds of different countries seperatelly.
For example, in the example below you can see that some countries have been defined seperatelly, and a region European Union has been also defined (which includes Germany, France, etc.). United Kingdom and Rest of the World have also been defined but below You do not see their names. Why? Because their were defined in only in Polish language on the screen above and if You want them to be visible in English language, You need to edit them in English language and write their names in English (in the example below You woud click Edit buton, and in empty „Name” field you would write „Rest of the world”)
2. SETTING DELIVERY COSTS
Go to DICTIONARIES/DELIVERY AND PAYMENT/DELIVERY OPTIONS to define the cost of transport for a particular country/region.
When You select „Add a new entry” a window will appear with fields like below:
You define the cost of transport for each target country/region seperatelly.
Name of the option should be defined in all the target languages so each customer can see it when choosing the delivery options. You should all also define the code of a particular delivery option, the country/region where this delivery option is being used, time of realization (from-to), etc.
When You define all those filelds and save this type of delivery, the detailed information for this delivery option in the bottom part of this window will be possible to be defined.
Of course, to be able to set the amounts in particular currencies, those currencies and VAT rates need to be earlier defined. Here in this picture you see the situation where VAT is 0%, that is why net value equals gross value.
As shown in the picture it is also possible to define the free delivery treshold, above which no delivery fee will be added.
When You select „Collection points for option” it is possible to define the delivery options for collection points.
3. COLLECTION POINTS
Go to DICTIONARIES/DELIVERY AND PAYMENT/COLLECTION POINTS
To be able to add “collection point”, select the plus icon. A window opens with fields to be filled in.
The most important thing is to properly fill in the collection point code and to specify its sorting (the first pickup point on the list should be marked as 001). The same applies to subsequent pickup points.
In this tab, also indicate the form of payment (card/cash) and select the active status.
Important - This tab should be filled in every language supported by the store.
After defining and saving the information, the lower part of the window becomes active, where you can edit the working hours and delivery options for the point.
Attention. Is possible to set the order of countries and collection points, in the box below.
Can you define different delivery options for different products?
CURRENCY AND EXCHANGE RATES
Each website must have at least on basic currency set in GC.CART. More currencies are set in case when a website offers possibility to show prices in different currencies.To define currencies in your shop go to DICTIONARIES/CURRENCY.
One basic currency should be set as Basic/others should be defined as Other. The basic currency is the one that is used to set exchange rates from.
EXCHANGE RATES
To define new exchange rate, just click add new entry and add new exchange rate.
You do not have to remove old exchange rates. When you add a new exchange rates, the system will take into account the newest rate.
MANUFACTURERS
Particular manufacturers can be defined for particular discounts. So if you are interested in manufacturer to be used with discount option you need to import it from your database and enlist in your list of manufacturers in GC.CART.Go to DICTIONARIES/MANUFACTURERS and click „Add new entry” buton.
A small window Manufacturers will appear, where you can write a manufacturer you are interested in – remember about writing its name with capital letters. Click OK and this manufacturer will be added to the list of manufacturers if it was found in appriopriate database.
If you are not certain how to spell a certain manufacturer you can choose the green button next to field where you enter data.
Such „Search manufacturers to import - Choice” will appear. Write the part of its name and click ENTER and you will get the list of all the manufacturers from database that fit your request. Select the one that is ok for you and click OK to add its name in your list of manufacturers that can be given a particular discount.
SETTING DISCOUNTS
To set discounts, go to Shop/Discounts
Discounts can be set in three contexts and they work in this hierarchy.
- for a particular buyer
- for a particular manufacturer
- general discount
Let's assume that the discount is set simultaneously:
- a discount on EDUEDU buyer 5%
- a discount on TRW manufacturer 10%
- general discount 20%
Question: Buyer EDUEDU buys TRW brake discs with a base price of 100EUR. With what discount will he buy them? 5%, 10% or 20%.
Since the most important parameter in the hierarchy is the discount for the buyer, therefore, despite setting the general discount to 20% and for the TRW manufacturer 10%, the EDUEDU buyer will not use the above discounts, because he is subject to the overriding discount of 5%. Therefore, in this case, the EDUEDU buyer will buy these discs, paying 95EUR (i.e. he will fall into the 5% buyer discount).
So when will the EDUEDU buyer buy these TRW discs for 80EUR according to the general discount?
If there is no individual discount for the EDUEDU buyer and no discount for the particular TRW manufacturer, then any buyer, including EDUEDU, will buy the TRW discs with 20% of the general discount, i.e. he will pay 80EUR for them.
How to set the discounts?
Go to „Discounts” and click "Add new entry".
A window appears where you have to enter the name of the discount, the value of the discount, the status of the discount, and also specify for whom this discount is to be applied. Note: The discount value is specified in decimal numbers, 15% of the discount will therefore be specified here as 0.15. In the case below, the general discount of 20% is shown as a value of 0.2.
In the case below, it is assumed that the discount applies to all buyers ("All buyers" box is ticked) and all manufacturers (the field "All manufacturers" is ticked) After clicking "Save", this discount will be active.
How do I set a discount for a particular manufacturer?
Leave box "All manufacturers" empty and tick box "All buyers" and press the "Add new entry" button. Then select the manufacturer from the list and click OK or click "Add new entry" and enter in capital letters the name of the manufacturer you want to apply a discount on and then select it and click OK.
How to set up a discount for a single buyer?
In the similar way as above, you shall fill in the name, value and status, the option "All manufacturers" shall be ticked but option "All buyers" should not be ticked. Saving such a discount will open up the lower part of the window where you can click „Add new entry” and there you can select the buyer(s), who shall buy all the products only of the amount that takes into account the discount set here - it is the discount with the highest hierarchy of influence, therefore setting a discount for a particular buyer will omit other general discounts or discounts for a particular manufacturer.
Pay attention to the "Number in ERP" field. Each buyer with the same "Number in ERP" number will be assigned a defined discount.
Therefore, if you assign a discount to a buyer with "Number in ERP" 000000, any other buyer with 0000000 "Number in ERP" number will be subject to the defined discount.
It is also possible to create a discount where the selected User has a specific discount on the selected Manufacturer.
In this case, after saving the discount value and setting the discount as active, we save the discount. And then, after saving it, in the lower part of the window we define separately the User and the Manufacturer.
NOTE: The name of the discount will be displayed automatically only in the language in which the discount was created. In order for a particular discount to have its specific name in another language used by the GC.CART user, change the language and save the name of this discount in the desired language.
Importing discounts.
It is possible to import the discounts and not defining them manually.
To import discounts go to Shop/Discounts and select "Import" button. Next, select a file to import (this file does not require a specific name) which has discounts inside according to a scheme.
Header always has three positions separated by semicolons. Exemplary combinations of different discounts are shown below.
CUSTOMER_ID;MANUFACTURER;DISCOUNT
;;20 - All buyers are getting 20% discount on all manufacturers
10401;;30 - Buyer with "Number in ERP" 10401 is getting on all manufacturers 30% discount
;BOSCH;35 - All buyers are getting 35% discount on Bosch manufacturer
10401;BOSCH;40 - Buyer with "Number in ERP" 10401 is getting 40% discount on Bosch
NOTICE: CUSTOMER_ID is the same field as "Number in ERP" in GC.CART.
PRICES AND AVAILABILITY MANAGEMENT
If You have this type of permissions set for You in GC.CART You will be able to manipulate the prices and availability with the use of csv/xlsx import.Go to: SHOP/ARTICLE MANAGEMENT/ERP ARTICLES
You will se the Import box which enables You to import files with defined prices and availability rules.
To set the files correctly see the data formats documentation help
Data formats documentation
Availability at local branches
If You have Your local branches storing goods, You will be interested in selling Your stock first, and not ordering all wanted items from Your supplier.For example, if someone searches for 5 sets of brake pads A888A8, and You store 4 of them in Your local branch, Your goal will be to sell Your 4 sets first, and then to order 1 missing set from Your supplier.
In GC.CART You can manage such actions.
First You need to define Your local branches.
Go to DIRECTORIES/Branch in route and add Your local branches. Important thing will be to mark them as local branches so they are shown “Local branch: Yes”
Then in Shop/Parameters You need to mark the setting: “Do net send quantities available at local branches”
Then You need to load Your availability files showing availability at local branches (file availability.csv prepared according to gearcode.eu/pl/help-data-formats). The time when You start to see Your local availability in the catalog depends on the settings and arrangements when implementing the store.
How to check that the order has some items taken from local branch instead of being ordered from Your supplier?
Go to Orders tab and click the order. Go to order items tab and click the magnifying glass button. The Order item window will appear showing the quantity ordered and realized. If something was ordered from Your local branch, you will see those amounts in Quantity available locally tab.
In example it is shown that 5 sets were ordered but 4 were available locally and 1 was available in 48 hours. So only 4 items were ordered this time and all 4 of them were ordered locally.
Creating and sending messages when status of orders changes
Message templates
In order to send messages to customers about changing order statuses, templates for such messages need to be defined.
Go to Dictionaries/Message templates and click "Add new entry".
A window appears in which you need to define the following fields:
Example of completed template looks like this:
What will the message sent from this template look like?
Go to the sample order and click the „Messages” icon.
How to fill in the message template?
In the "Content" field you type the message content in html. It can be a simple standard message with tags taken automatically from the order such as: order number, customer name, order date, etc.
But the message can be more attractive graphically and contain your banners as shown above:
The shown and good looking banners above have the resolution: Top Banner - 720x150 pixels, Bottom Banner 720x206 pixels. Using this width ensures that your message will scale correctly on most devices.
What do the statuses mean and what messages can be sent in a given status?
The message may be sent to the buyer automatically as a result of a change in the order status. The message that will be sent as a result of a change in which status should be defined in the field "Sent for orders in status".
If you want to send such messages manually, do not set any status in the message template.
D - Waiting for confirmation - the status used when manual communication with the customer takes place; when the customer sends an order to the company and the company returns information that, for example, out of 10 ordered products only 3 are available, e.g. "Do you confirm the order for these 3 products?" In practice, this status is very rarely used for sending messages, because most often the availability issues are solved right away when ordering on the website
E - Accepted by the client - the order in a given quantity has been confirmed by the customer. Some companies in this status send a confirmation of acceptance of such an order like: "Thank you. We have accepted the order". Then, for example, the order is completed or processed.
F - Awaiting payment – this is a status in which some companies inform customers: "We are now awaiting payment". In such message you can, for example, send the account number for payment. Many companies in this status simply redirect the customer to the online payment page and then there is no need to send a message.
G - Paid/In progress – it is a status in which the company informs the customer that the payment was successful and, for example, invites the customer to a branch to pick up the goods, e.g. "Thank you for paying for order X. We will let you know when the goods will be shipped."
The statuses D, E, F, G change based on what the customer has done on the page (confirmed, accepted, paid, etc.).
X - Cancelled - is the status in which the company informs the customer that the order has been cancelled.
Z - Completed - is the status in which the company informs the customer that the order was successful and has been completed.
The X and Z statuses are changed by the operator from the level of the shopping basket application and not by the customer himself. These statuses do not need to be defined unless the company wants to inform the buyer by e-mail about the cancellation and completion of the order. In such case, it is necessary to define the status and fill in a template with the content that we want to inform the buyer about the status change.
NOTICE
"For buyers defined as B2C, after the order is accepted, it goes to the status "F - Awaiting payment",
for buyers defined as B2B it remains in the status "E - Accepted by the client""
Tags you can use when creating templates in GC.CART
Example message template - download
ORDERS
To check order details in GC.CART, go to SHOP/ORDERS
What is the orders tab for?
Here you can check the correctness of the order that comes here from the online store. “Orders” tab contains all information about the order: “Id number”, “Created on”, “Date of last operation”, “Order status”, etc.
Some important columns like: “Created on” and “Date of last operation” can be sorted
If you want to see only orders created on 2023.05.01, in the header of the Created on field, enter: =2023-05-01
If you want to see only orders newer than 2023.05.01, in the Created on field header type: >2023-05-01
If you want to see only orders older than 2023.05.01, in the Created on field header type: <2023-05-01
How can I view the details of a selected order?
The view in GC.CART contains two parts:
1. Upper part with headings and statuses of the order
2. Bottom part with details of the order.
Ad1. The upper part of the window: The statuses of an order can be manually changed here, eg. Order can be canceled here by clicking the appropriate button. You can also send a message here to a user who created an order (more about message templates and statuses in a different part of this help) To edit the details of the selected order, select the order and select the “Edit the indicated entry” button.
Ad2. The bottom part of the window
It contains four tabs: Order items, Order (with order details like Shipping data, Payment, Buyer data, etc.), Attachments and Order history (e.g. presenting date and time of changes in Statuses and also who made those changes if they were done manually)
HOW DO I RESIZE THE TOP OR BOTTOM WINDOW?
If you want to change the size of the top or bottom window, grab the arrow shown on the lower screen and drag it to get the desired look.
HOW CAN I ADD OR REMOVE ITEM FROM A PARTICULAR ORDER IN GC.CART?
Select particular order and click Edit indicated entry button in upper part of window. An “order” window will appear and now you will go into order and you will be able to add or remove items using Order items tab in bottom part of the window.
To remove the item, just select it and click the “Delete indicated entry” button.
To add new item, click “Add new entry” button.
A window will appear in which you can write the name of an item that should be added to the order, Write its name and click ENTER (or green search button) to search such item in database.
Now select the item that should be added and click OK button at the bottom of the window to add this item to selected order.
Offers
Some companies instead of making plain % discounts for different customers prefer to work with lists of full offers set for different buyers.Offers can be sent from a customer in an offers.csv file and a second file CUSTOMERS_TO_OFFERS.CSV can be used to assign buyers to the offers.
The assignment of an offer to a particular buyer can be edited in GC.CART
Handling of the "CUSTOMERS_TO_OFFERS.CSV" file.
The "CUSTOMERS_TO_OFFERS.CSV" file defines which user is associated with a particular offer. Importing new offers does not require sending the "CUSTOMERS_TO_OFFERS.CSV" file.
If you want to replace all the relationships among buyers and offers, upload a new "CUSTOMERS_TO_OFFERS.CSV" file. This will remove all the previous relationships and only the links from a new file will be lef
Import/export of offers
There is a window shown below that appears when you click the Import button. The top row is used to download the offer file. The bottom row is used to download the file linking buyers to specific offers. Selecting the bottom button will remove any current links between buyers and offers and only the links you have now imported will remain in the system.
NOTE: If you don't need to import changes in buyers' associations to particular offers, just import the new offers file itself. The existing relationships will not change.IMPORT/EXPORT works globally regardless of which offer is selected when you click Import or Export button.
That is, the Export key does an export of all used offers. When importing (with the "Update offers" option checked), no matter how many offers are imported, all offers already loaded are COPIED. Existing offers are updated with those in the file. When importing (with the "Replace offers" option checked), offers that are in the imported file replace any offers that are in the database. That is, if there is an 'Offer 2' in the file to be imported, the existing 'Offer 2' file in the system will be deleted in its entirety from the database and replaced with the data from the imported file (in this case the links remain the same).
Import/Export - Once these processes have started, these processes have to finish - you can't manually stop them, so Cancel doesn't work until all imports are finished.
NOTE: Importing listings must be in the currency that is supported in the store. If a site only supports the EUR currency, importing an offer in USD will not affect the displayed prices of the imported products at all.
ADD NEW, EDIT and DELETE apply to a single line (a single offer).
So you can manually add a new offer, It is also possible to edit the selected offer or delete the selected offer from the system.
NOTE: Deleting a specific offer will also remove that offer's links to buyers.
ITEMS
Items function is used when ediiting an order and adding particualar item to already created order manually.When you edit an order in GC.CART this tab opens and selected item is added to the order.
REVIEWS
Go to SHOP/REVIEWS to be able to accept or reject reviews of your customers.
Data formats
Data formats documentation
FOR INTER CARS CUSTOMERS - Export of orders to excel file for import in ICKO Offers
In ICKO in order to import the order one first needs to create the new offer and next, after entering the details, choose the option “Order Import from a file”. An offer created this way can be sent as an order.
How to export an order from GC.CART?
It is important that in Excel file (*.xlsx) the first two columns need to be: Item index (first column), quantity (second column)
To set the columns this way, hold the headers of those two columns and move them into first two positions (e.g. click the left mouse button on "Item index" header and move it into first place from the left-hand-side).
When this is ready, you can export order items by clicking any product in the particular order with right mouse button and selecting Export/Export to xlsx. This will create the excel file which can be imported in ICKO offers.
FOR INTER CARS CUSTOMERS – Creating new B2B users in GC.CART only
It is possible to create B2B users using GC.CART only (without entering GC.AUTH and without the need to confirm emails addresses).If You want to define a new BUYER (business identity) go to buyers and click PLUS icon (adding a new buyer) and define the buyer as B2B, define its name and define its Number in ERP and click SAVE icon. This is the minimum information that need to be in the system for Buyer (business identity).
Then the lower part of window will enable you to add users (email addresses ) connected to this buyer (business identity). Click PLUS icon.
You can select a new user from a list or add a new user (email address).
If You click ADD icon the window will appear in which you can define the new user and its name and last name. Click Save icon then.
Now the lower part of window will show the list of buyers linked to this user. Click the plus ICON to be able to link the user to the buyer that has just been created.
Now select the buyer (business identity) in the name of which the user will buy the products in Your catalog and click OK.
The buyer and user are now linked.
But the user needs a password to be able to enter the catalog.
You can create the password for the user in GC.CART, too. Open the USERS tab, select the user You want create a password to and click the Create a new password icon and copy it and send to the real user so he/she will be able to login to the catalog now. The passwords are randomly created and there is no possibility to create them manually here.
So the user is ready and can enter your catalog now with the password that he/she obtained from you. However, if the user does not want to use such password he can go to your catalog and click “I forgot my password” option to define the new password.
If Your user forgets his password and asks you to change it, You can go to GC.CART and click this “Create a new password” icon again and this new password will work with this email address from now on.