Merging Customers in coreSTORE
Step 1. Go to the Customers module.
Step 2. If you want to find duplicates by name, click the Find Duplicates by Name button (A), or if you want to find duplicates by the e-mail address, click the Find Duplicates by Email button (B).
Step 3. Click on the name of the customer you want to merge.
Step 4. Click both checkboxes by the customer's name.
Step 5. Click on the Merge button.
Step 6. This will pop-up the Merge Customers dialog. Make sure that the customer id listed in the From Customer field (C) is the customer with the LEAST information, and that the customer id listed in the To Customer field (D) is the customer with the MOST information. If the customer ids are not in the correct order, click on the From Customer field and select the correct customer id from the drop-down list that will show, then verify one more time to make sure the right customer id is in the right place. Once you are COMPLETELY certain that the customer ids are in the right fields, click the OK button (E) to merge the customer ids together.
Troubleshooting Event Creation Issues
There are a lot of factors that go into creating events. The purpose of this article is to show you a few things that you can look into if things are not displaying as you intended.
If you would like to review the process for creating events, you can do so Here.
Troubleshooting Missing Dates
First, it is important to understand the difference between Events and Products. The Event Registration Product and the Event itself are both considered different records by the system. The dropdown list of event listings on the product details page will display any Event Registration Products. The Event Calendar will display the events, but only if there is a facility reserved for that event. If there is a product tied to the event, the event will be "clickable" from the calendar and will link to the associated event registration product. Therefore, if the event is not clickable, this is a sign that the event registration product was either deleted, made inactive, or disassociated with the event.
If you do not see your newly created event in the Event Calendar, you will want to find the event in Events Maintenance and go the reservations tab. Here, you will see if a facility has been reserved for that event (see picture).
However, if a facility has been reserved, you will see it here (see picture).
If the issue you are experiencing is not here, please submit a ticket to the help desk and we will help you out as quickly as possible.
If you need to go back and reserve facilities for these events, you can go to the Reserve Facilities tab, double click on or drag over the facility from the box on the left to the box on the right, fill in the start/end date and the start/end time and click the "CREATE RESERVATIONS" button at the bottom (see picture).
Duplicate Entry Error Message
If you receive this error it is important to note that the Create Events page creates two records for every event:
an Event record (Events & Facilities > Events > Events)
and a Registration product which customers purchase to register for the event (Products > Products > Products - filter by product type event registration)
If you've deleted an event but are receiving this error it is possible that you did not delete the corresponding registration product. The links for both names have to be unique so when you try to recreate it you get an error that the product name is in use
You can delete the registration product in Products Maintenance (Products > Products > Products)
If you do not see the issue that you are experiencing here, please submit a ticket to our help desk and we will get back to you as quickly as possible.
Using Consignments in coreSTORE
One of the more easy-to-miss features in coreSTORE is our consignments process. This process allows you to receive used items from your customers and not have to pay the customer for the used items until you have sold those items, and even then at a set percentage of what you sold the item for.
You can watch the video below to watch this process in action, and follow along with the video using the steps outlined in this article.
Step 1: Enable and Setup Consignments in Your coreSTORE
In order to use consignments, you need to enable them in the Items section of Store Config. Navigate to Store Config (A) and use the search bar to search for "Consignment" or navigate to the Items section (B) using the Jump To dropdown box or just scrolling down the page. Click Consignment Items? (C) to enable consignments in your store. Once you enable this option, the system will automatically create new tags for consignments which you will use in later steps of this process.
If you want to pay each customer who sells you items for consignment (the consignor) a default cost percentage of the price that the item eventually sells for, enter the desired percentage without a percentage sign in Default Cost Percent (D). For example, if you want to keep 50% of the profit from the sale and want to pay the consignor 50% of the profit from the sale (same as cost of goods sold or COGS), you would enter 50 here.
In addition to the default cost percent, you can also charge each consignor a specific fee in addition to the margin you will earn on the item for selling the used item for them by entering that amount in Default Fee (E). If you do not want to charge consignors a fee, leave this set to 0.
Note: These options are just default settings. You can change these amounts per item.
Finally, click the Save button (F) to save these settings and complete setting up consignments for your coreSTORE:
Step 2: Add the Consignor as a Supplier
In order to receive a consignment, navigate to the Purchasing screen (A). First, you will need to add the consignor as a supplier in your system, even if they are a current customer of yours and set up as a customer. Click the plus sign button (B) to go to the Add Supplier screen:
Once on this screen, if the consignor is currently set up as a customer for your store, you can search for their information using the customer search field (C). If not, you will need to fill out the profile. Either way, we suggest you include the following information:
- Company Name (D): This is technically the only required information, so you can put whatever you want here. For example the full name of the consignor works just fine.
- First Name (E): Enter the consignor's first name here.
- Last Name (F): Enter the consignor's last name here.
- E-Mail (G): Enter the consignor's email address here, especially if you are going to be emailing them a check for what you owe them after selling the consignment.
- Phone Number (H): Enter the consignor's phone number here.
- Address 1 (J): Enter the consignor's mailing address here, especially if you are going to be mailing them a check for what you owe them after selling the consignment.
- City (K): Enter the city of the consignor's mailing address here.
- State/Province (L): Enter the state/province of the consignor's mailing address here.
- Zip (M): Enter the zip code of the consignor's mailing address here.
- Country (N): Enter the country of the consignor's mailing address here.
Once you are done adding this information, click the Save button (P) to save the consignor's information and the system will automatically return you to the Purchasing screen with the consignor added as a supplier on the receiving:
Step 3: Add the Consignment Item to Your Inventory
Next, you will need to create an item for the consignment in your inventory. Click the new item button (A) to go to the New Item screen:
Regardless of the type of item, you will need to add the following information:
- Item Name (B): Enter the desired name of the item here. It is recommended that the name include some form of the word "consignment" and the actual name of the item.
- Category (C): Select or create a category for the item.
- UPC/EAN/ISBN (D): Enter a unique UPC for the item. To help distinguish this item from another item in your inventory with the same UPC, it is recommended that you add a "C" to the UPC.
- Tags (E): Select the Consignment tag.
Note: If the consignment is a firearm, make sure to add the type, caliber, manufacturer, and model to the item in addition to the above information and checking the Item Has Serial Number checkbox. Also, if you are selling this item on your e-commerce platform, make sure to check the Is Ecommerce Item checkbox.
You also need to set a selling price for the item. Click on the Pricing tab (F) to do so. There is no need to set a cost price for the item, so just enter the desired selling price of the item in Selling Price (G). If you want this item to have a different consignment cost percent and/or fee than the defaults you set in Step 1, you can set those here also in Consignment Cost Percent (H) and/or Consignment Fee (J). Once done setting the price, click the Save button (K):
Then, to add this item to the receiving, click the Add Item to Receiving button on the pop-up dialog (L):
Step 4: Receive the Consignment Item from the Consignor
Now that you have added the consignor as a supplier and added the consignment item to your inventory, you need to complete the receiving transaction. If the item is a firearm, you will need to add a serial number on this screen. For all other items, the only thing you need to do is complete the receiving:
The item will now be in stock with a quantity of 1.
Note: You can also run a report to see a list of all the current consignment items you have in your inventory (not including sold or settled consignments) by navigating to Reports (A) > Inventory Reports > Inventory Summary Report (B), selecting the Consignment tag (C), then clicking the Submit button (D):
Step 5: Sell the Consignment Item
Now that you have received the consignment item, it can now be sold to another customer. Just add the item and the customer to the sale. You will see that the cost price of the item will automatically be calculated depending on the selling price. In this example, the default cost percent is set to 50% and we set the selling price of the item to $100, which makes cost $50:
If you change the selling price of the item during the sale, the cost price of the item will automatically update by multiplying the selling price by the cost percent. In this example, we changed the selling price to $120, which makes the cost $60 (120 x 0.50 = 60):
Once you add payment and close this sale, the tag on the item will automatically change from Consignment to Sold Consignment:
Step 6: Settle Consignments
After you have sold a consignment, the last step is to pay the consignor for the item. In order to do so, we have the Settle Consignments report. Navigate to Reports (A) > Items (B) > Settle Consignments (C):
You have the option to select the time frame of when the consignments were sold and can even narrow it down by consignor. Once you click the Submit button (D) the report will show which items need to be settled:
If you have Checkeeper, you can generate a check to give/send the consignor. Check the checkbox next to the item you want to create a check for (E), then click on the Create Checks button (F) to bring up the dialog. Enter the routing number for your bank in Bank Routing Number (G) and your bank account number in Account# (H), then click the Process button (J) to have a check automatically generated by Checkeeper for you (need to have permission enabled under Employee Permissions of the employee's profile). You can either print this check or have Checkeeper send it to the consignor automatically.
After printing the check or paying the consignor, check the checkbox (E) again, then click the Mark as Settled button (K) to complete the consignment, which removes the consignment from this report and deducts it from inventory:
If you want to verify that the consignment has settled, the Sold Consignment tag should have automatically changed to Settled Consignment:
- If you do not want to pay consignors using checks, refer to this article: How do I pay out after a consignment is sold not using checks?
- To learn more about Checkeeper, visit their website: https://checkeeper.com
What is Coreware?
CoreWare accelerates the development of uniquely powerful websites and business applications. Content management, CRM, task & project management, e-commerce, customer service, and blogging capabilities all come standard. But there’s much more: CoreWare’s flexible architecture enables unlimited creativity, allowing our developers and users to implement advanced new capabilities and imaginative custom solutions.
What is PCI Compliance?
The Payment Card Industry Data Security Standard (PCI DSS) is a set of security standards designed to ensure that ALL companies that accept, process, store or transmit credit card information maintain a secure environment. Coreware meets and exceeds the highest industry standards in payment security. Extensive research was done to have stringent security measures implemented for both the platform and the server it runs on.
Do I Need Programming Skills to Build the Website?
Programming skills are required if the page needs to display content from the database.
How do you build a website in Coreware?
Building a website with Coreware begins with creating the template. The template consolidates common parts of a website into one location. Things like the company logo, menus, footer or a sidebar are defined on the template so that it doesn't have to be built for each page. When a new page is created, the content and the part that distinguishes it from other pages, are the only thing that needs to be built.
What payment methods does Coreware support?
Coreware supports payments in Cash, Check, eCheck - ACH/EFT Bank Accounts, Credit Cards and Debit Cards, PayPal, Money Order and Money Transfer and Gift Cards. Users can have multiple payment accounts on file. They can update the credit card or ACH bank account to use for recurring transactions or choose to stop a recurring transaction for the next billing cycle.
Shipping Items with Coreware
What industries does Coreware support?
CoreWare’s customers span a number of industries and share one key characteristic: They are specialists. Some of the industries that Coreware support are: Non-Profits, Delivery and Logistics, Building and Construction and Firearms and Shooting Sports Companies.
Managing Contacts in Coreware
Can I use my own domain name in Coreware?
Yes! Once you go live, you can point your domain to the Coreware server and have your domain name for your website.
Can you host our website?
Yes! With Coreware, your website(s) would be hosted on the cloud which means that there is no need to acquire and maintain your own servers.
Can I add banners to the website?
Yes! The Banner Management module lets you create banner images that you can embed as a gallery or a slider on the site. You can add links to your banners and set them to show for a specific period.
Can I allow customers to use more than one payment method?
Yes! Go to Order > Retail Store Setup > Preferences and find the Only allow one payment setting. By default, the Retail Store allows the customer to enter any number of payment methods for a purchase. Setting this preference changes that and only allows one payment method. This will, however, prevent customers from using a gift card to pay for part of the order and a credit card to pay the rest.
Can I create custom forms in Coreware?
Yes! You can set up a form that submits information and sends notifications. You can create a form that creates a contact record or a form that has a payment block which can process registration fees, application fees or a deposit.
Can I get help setting up and migrating my data?
Yes! We would gladly have a look at your historical data and work out the best way to migrate your contacts, products, and other data.
Can I set a page with exclusive content to be accessible to logged in users?
Security is given by page so on pages that you want to limit access to certain users, you can make them available to logged in users, admins or a specific user group.
Can I upload images, videos or downloadable content in Coreware?
Images can be uploaded to the Image Library. Images can be organized into albums and embedded to become a gallery on a page or an image slider. Images can be set to automatically compress into a smaller file size to optimize the site loading.
Videos hosted on Youtube, Vimeo and others can be managed from the Media Library allowing you to create and embed videos or playlists on a page.
Files, PDF and other downloadable media can be uploaded to the File Manager and organized into folders.
To embed a video, you can try the following:
- "VIDEO_COVER" is the still image that would be displayed as the video is being loaded, which is usually the first frame of the video. This image is uploaded in the Image Library. - "https://yourwebsitehere.com/
Upload your mp4 or webm video to Website > File Manager, then copy the file link from the Filename column. - you can put an overlay, gradient or text, at the top of the video.
Alternatively you can embed a video hosted on other sites. ie: Youtube or Vimeo
In this example we will use Youtube:
First you need to get the embed code, on your selected Youtube video click the Share button, select Embed and copy the code.
In the product description page, or where ever you want to embed the video, click on the source button in the upper left corner of the rich text editor to switch to the HTML view and paste the embed code where you would like the video to appear.
Can I use a custom login page instead of the default Coreware login for users?
Yes! From the Page Maintenance screen, go to the Security tab and place the link of your custom login page in the Login Script field.
Can I use my existing website layout in Coreware?
Yes! You can build your website from your existing website layout or build a new one from scratch. Our goal is to make every website have its own identity.
Does Coreaware have a blogging feature?
Yes! Coreware includes a full featured blogging module with comment management and notifications.
Does Coreware support other languages?
Yes! A user can change their language in the "My Account" admin program.
How do I set up a merchant services account so I can accept credit card payments?
Sign up for a merchant services account from Axia Payments, Authorize.NET, PayPal, Transnational, USAePay or other services available. We recommend Axia Payments and USAePay. Once you've signed up to these services, go to Orders > Retail Store Setup > Merchant tab and enter the merchant account credentials.
How do we give access to our administrator users?
Access to the pages of your Coreware system are limited to your preferences and dictates. A new user on the system will only have access to those pages that you explicitly allow them to see. User and Page access is a big subject, but here are the basics of how it works:
- Access to a page is determined by the page itself. Go to Website->Pages, in the access tab, to see who can see and use the page. Generally, a public website page is accessible to anyone (ie. the public). Backend pages are typically limited to administrators.
- A user who is NOT an administrator will have no access to the backend.
- A user who is an administrator will have access to the backend. However, there are very few backend pages that are accessible to all administrators.
- A user who is an administrator and is tagged as "Full Client Access" will have full access to EVERY backend page. This level of permission should be limited to only a very few administrators.
- When a user leaves a company or organization, there are two options for removing their access:
- Make the user inactive. If the user is a donor or otherwise uses the system in a non-administrative way, this will have negative consequences.
- Uncheck the "Administrator" checkbox in the users record. This is a safer alternative as it leaves the user, but removes all access to the backend.
- In order to give a user selective or partial access to the backend, go to Contacts->Users and, in the Access tab, do one or more of the following:
- Give the user access to a subsystem. There are numerous subsystems within Coreware. Giving a user access to a subsystem gives them that level of access to all pages within that subsystem. So, a user who is managing the Contacts in the system could be given full access to the CRM (Customer Relations Management) subsystem. A user who is managing all aspects of the Donor Management System would need full access to the CRM and DMS subsystems.
- Give the user access to individual pages. This is more tedious, but the Site manager has the option to give access to individual and specific pages to a user. There is no limit to how many pages a user may have access to in this fashion.
- User Functions and Page Functions are specific functionality that can be given to the user. These are uncommon and addressed elsewhere.
- The final control is "Sections". These are the tabs in Contacts. Some tabs are generally available to anyone who has access to the Contacts page, but others must be given access explicitly.
- User Groups can also be create and given access. So, a site manager might create a "Donor Services" user group and given specific access to that group for subsystems and individual pages. Any user who is in that group would have that level of access.
How do we merge duplicate contacts?
Duplicate contacts happen. There is no avoiding them. A donor makes a one-time donation and doesn't create a user, but later decides to make another donation or create a user. An administrator adds a contact without checking to see if the contact already exists.
If the administrator user identifies two contacts in the Contacts page, it is easy to quickly merge them. From the Contacts page list, select the two contacts using the checkbox on the left side of the list. Two and ONLY two contacts must be selected. Then, in the Actions menu, choose "Merge Selected Contacts". This will take the user to the Duplicates Processing page described below.
Coreware contains a powerful and simple process to find and merge duplicates. Go to Contacts->Contact Duplicates->Duplicate Search. This page will assist the administrator in finding potential duplicates. A potential duplicate is two contacts that both have the same information in the fields the administrator choose in the search criterial. Once potential duplicates are identified, go to Contacts->Contact Duplicates->Duplicate Processing. This page will list all the potential duplicates and allow the administrator to go through them.
Once a potential duplicate is selected, Coreware presents the administrator user with a screen consisting of 3 columns. The first column is the oldest contact. The second column is the newer contact. The third contact is the resulting contact AFTER the merge is completed. Fields that have different values will be highlighted in red. The user can click a field in one of the two first columns to use that data in the final results. CAREFULLY look through the data and make sure everything is set in the third column appropriately. Click the Merge Button to merge the contacts. The user can also click "Skip", which will remove this combination of Contacts from the potential duplicates list. Clicking "Permanently Skip" will tell Coreware to never identify these two contacts as potential duplicates ever again.
While merging duplicates should always be considered a serious action and permanent, it is possible to "unmerge" contacts that were merged. An unmerge can only be done for a limited time and it should be clearly understood that there is no definite time that it can be done. If any additional changes are made to the resulting contact or any additional information (like donations) are added to the contact, it will NOT be able to be unmerged.
How can we hide a staff person's name on donation pages?
There are times when a non-profit staff person receives support through the organization, but, for security reasons, they do not want their name to appear in the designation dropdown on the donation page. There are two options for hiding a staff person's identity, but still allowing them to receipt donations through the website:
- In Donor Management->Designations, in the Details tab, there is a field named Alias. If this field has a value, it is used on the donation page instead of the description. The staff person can set this value themselves using Designation Setup.
- In Donor Management->Designations->Designation Groups, the site administrator can setup groups of designations. Any group that is tagged as "High Security (Internal Use Only)" is considered a high security group. Any designation in one of these groups will NOT appear in the designation dropdown on a donation page. If there are any of these types of designations on a donation page, a field will appear beneath the dropdown allowing the donor to enter the designation code. This means the designation can still receive donations, but the designation will not appear on the website.
How do a we create a unique link for a donation to a specific designation?
There are two ways to create a link for a donation page to a specific designation. Creating a donation page for a specific designation is desirable because the donor cannot make a mistake and give to a wrong designation. The simple way to create the link is:
Of course, your domain name would be used instead of "www.domainname.com" and the URL for your donation page would replace "donation-page". The designation code is substituted for XXXXX. This URL will work, but it doesn't necessarily look very nice. The site administrator can also set up a nice looking URL, maybe something like:
This nice looking URL is made up of three parts:
- Your domain name.
- "give-now" is the URL Alias Type. These are created at Website->URL Aliases->URL Alias Types. The code field is, in this example, "give-now", but any value can be used. The description is for your use. For donations, the table would be "Designations" and the parameter name would be "id". The Page dropdown is the page that this URL will be redirected to. It should be one of your donation pages, most likely the page where a donor would go to donate to this designation.
- "missionary-family" is a reference to the designation that will be set on the donation page. This field is labeled "Link Name" in the designation maintenance program. This field can be set by an administrator at Donor Management->Designations->Designations or set by the staff person who "owns" the designation at Donor Management->Designations->Designation Setup.
How do I create a form with a required payment?
In Website->Forms->Definitions, after selecting a form, look in the Payment tab. For a payment to be made on the form, a designation must be set in the form definition. If an amount is not set, the user gets to choose the amount. The payment can be required. Once a designation is set up, an option will show up in the Form Builder to add the payment section to the form.
How do I fix a donation that was entered wrong?
First, for security and auditing purposes, you cannot change existing donations. What you have to do it create a negative donation for the wrong donation and, if necessary, re-enter the correct donation. Here are the steps:
- Create a batch with the amount (negative if you are just removing a donation and the net value if you are removing one and re-entering another).
- Go to Contacts.
- Find the contact who has the wrong donation.
- Go to the Donations tab.
- You should see a note at the top of the tab that the batch is opened.
- On the donation that needs to be reversed (backed out), click on the backout icon on the right side.
- Save the contact record. This will create the negative donation and add it to the opened batch.
- Now go back to the batch program and open the batch.
- If necessary, add the correct donation.
- Close and post the batch.
How do I make changes to the emailed receipt for a donation?
Email receipts are found at Contacts->Emails. There can be any number of receipts, but the default receipt has a code of 'ERECEIPT'. Any changes can be made to the receipt there. The following placeholders can be used in the receipt by surrounding the field name with percent signs (%field_name%):
- not_tax_deductible - if the designation is not tax deduction, will contain the text "NOT tax-deductible"
- address_block - Full address in typical post office format
How do we create new staff and connect them to their designations?
There is a very simple way to create new staff and connect them to their designations:
- Create a contact for the staff member. It can be a VERY basic contact, probably just the person's name and email address. The rest of the information can be filled out by the staff member themselves once they create their user account and log in.
- Create the designation for the staff member. Three things are important in creating the designation: 1) DO NOT add a responsible user, 2) DO add the contact that you created in step #1, and 3) Add the staff person's email address.
- Go to Donor Management->Designations->Email Designation Users. When you run this reports, the system will give you some statistics and will allow you send an email for designations that do not have at least one responsible user, have a contact and have an email address. This email will give the staff person instructions on how to create their user. When they create their user, the system will make them an administrator automatically and assign them as a responsible user for their designation.
Once the staff person has a user login, they can login to your admin domain name and have access to user giving reports and be able to set up the link to their personal giving page.
How do we manually enter check or cash donations into Coreware?
To manually enter donations, generally, follow these steps:
- Make a batch of donations, typically anywhere from 10-25. Manually (using a calculator or an adding machine), add of the donations in the batch.
- Go to Donor Management->Donations->Donation Batches. Create a batch and enter the number of the donations and the total amount of the donations in the batch. Remember that, to Coreware, a donation is a single gift to a single donation. So, if a donor sends a check for $100, $50 to designation A and $50 to designation B, that is two donations.
- You can set the designation, donation source or payment method, if it will save you time. If you set these in the batch, they will be set in the donation and you won't have to set it for each donation. So, if you have a batch of all checks, then set the payment method in the batch. If you have a batch of all checks for a building project, set both the payment method and the designation. Save the batch.
- Typically, you would do option 1 through 4 for each of the batches you have created.
- Open the batch you are ready to enter.
- You will see, about 1/2 way down the page, a spreadsheet style entry for donations. This is the easiest way to enter donations and will accommodate 95% of the donations. You can also click on "Add/Edit Donations". That will take you to a separate page to enter donations. On that page, you will have a few more options.
- When all of the donations for a batch are done, save the batch and go back to the list.
- Repeat steps 6-8 for each batch that you wish to complete.
- On the list of batches, click the checkbox for each batch you are ready to complete. Once all are selected, go to the Action menu and select "Close Selected Batches". Once a batch is closed, it cannot be edited and donations cannot be added or edited in it. However, there is an option in the Action menu to Reopen Selected Batches. The system will verify that the batch has the same number of donations and the same amount as you specified when the batch was created.
- Once you are confident that the batch(es) are done and correct, select the batch(es) you want, go to the Action menu and select "Post Selected Batches". Once a batch is posted, it cannot be reversed. If a donation is incorrect in a posted batch, the donation will have to be backed out and re-entered.
Why aren't pictures showing on the public donation page for designations?
Since pictures can present a significant security risk for non-profit workers who are overseas, they must be explicitly allowed. Designations Groups, by default DO NOT allow images. A designation that is in any group that does not allow images will never show an image. In order to allow images for a designation group, go to Donor Management->Designations->Designation Groups, click on the group and check the box for "Allow Images".
Why do I get this error: VCERR: This_is_a_duplicate_transaction?
VeriCheck is the ACH processing company for USAePay. They watch for what they determine are duplicate transactions. If one donor is supporting 2 designations for $25 each, those two donations, processed on the same day, will look like duplicate transactions. Of course, they are not. Our representative at Axia is supposed to make sure duplicate checking is turned off for ACH processing, but sometimes that gets missed. Contact Axia to make sure it gets turned off.
In the meantime, if the donations were recurring donations, the following can be done:
- Go into Tools->Donor Management->Recurring Donations, find the "duplicate" recurring donations (you can set the filter so that it only shows those requiring attention) turn off the "Requires Attention" checkbox and save.
- The following morning, these donations will rerun.