Knowledge Base


Product Inventory API

There is now an API call for this. The method is update_product_inventory. It takes the following parameters:

product_inventory_updates - an array of any number of the following parameters. This allows you to send inventory updates for multiple products

product_id or upc_code or product_code - what product is being updated

location_id or location_code - What location is being updated. Neither of these should be hard coded. The list of locations should be gotten from the API and displayed in the POS as a list of locations from which the user can choose. If there is only one location, it could be set in settings.

quantity - positive value of how many are being added or subtracted from inventory

inventory_adjustment_type_id or inventory_adjustment_type_code - Determines what the system will do with the quantity. These values should be gotten from the API.

notes - notes to be added to inventory log

total_cost - total cost of all quantity of this product

cost - cost of each product in this inventory update. Total cost will be calculated.

Related API's:



Running a PHP function directly from the template

You can run a PHP function directly from the template addendum.

Go to Templates Maintenance. In the Details tab, there is a field named “Directory Name”. This directory is in the templates folder. If this field is empty, the system will look in the templates folder itself (not recommended).


Create a folder for your template in the templates folder and enter the name of the new folder in the Directory Name field of the template.


Next, look at the field “Addendum Filename”. The system will look in the file named “class.xxxxx.php” in your template folder, where xxxxx is the value in that field.



The function needs to be in that PHP file.


In the Content tab, within the body section of the template, you can use the following placeholder:


IMPORTANT: The method must be on it's own line.




A distributor charges items under $100 and it is more than I can charge my customers. Is there a way to automatically not display products on the website that are only available from a specific distributor and less than $100?

You can turn off specific distributor products by creating a new category ( Products > Taxonomy > Category ) and check the box that reads "Cannot Sell".

Screenshot at Feb 15 01-30-56

You can then add the items to that category.

How can I specify additional shipping charges by distributor?

Go to Orders > Settings > Shipping charges you can specify additional shipping charges by distributor (scroll down on the page).

You can specify an additional shipping charge for a specific distributor by Department.


When I try to place the order via the order dashboard I get an "invalid quantity" message even when there is quantity available.

When you have a physical inventory and also ship the same items from distributors, you may get an "invalid quantity" message saying that a shipment record was already created for an order when a customer chooses to pickup an item that is available from both the physical store and the distributor.


Note that a shipment record is created automatically when the customer at check out chose the shipping method: "Pickup from Store".

To enter an order to a distributor and not get the "Invalid Quantity" error, all you need to do is, before creating the shipment, click the "Secondary Shipment" checkbox. This will tell the system that you didn't have inventory in the store for this order and it will allow you to order the product from the distributor.

The secondary shipment check box is on the Order Screen under "Shipments". Just pull up the order, check that option, and proceed as you normally would.

secondary shipment


How do we make order statuses viewable to admins only?

Order statuses are created from the maintenance program at Orders->Settings->Order Status. The Order Status will be seen by the customer from their order history. For Order Statuses that you don’t want customers to see, you can tag the Order Status as “Internal Use Only”.


How can we view the changes from the product search results without refreshing the entire site cache?

When you are making changes during the day, but you don't want to clear the entire site cache, you can:

Add this to the URL: "?no_cache=true"
Example: "/product-category-group/camping-gear?no_cache=true"

If you are logged in as an administrator, there is an option from the search results page that will run it automatically. Look for the Refresh icon next to the filter options.



How do we set a minimum price for free shipping & shipping restrictions outside of US?

  1. To set up a minimum order price for free shipping - for example, you have a "Free Shipping" shipping method and orders under $50 will pay $9.95 shipping and orders over $50 will get free shipping, go to Orders -> Settings -> Shipping Charges, then select the "Free Shipping" shipping method.
  2. Set the locations where this charge applies. About 1/2 down the screen is a control labeled Locations. Add a row to that, set the sequence number to 1, and ONLY set the country to United States.
  3. You might also want to add Alaska, Hawaii or other states where you don't do free shipping and and exclude them.
  4. free-shipping


What are Product Price Types?

Generally, price types are just for the dealer’s reference. With few exceptions, the system doesn’t do anything with price types. The exceptions are:

SALE_PRICE – A price type with this code is interpreted as a set sale price for the product. If this is set, the normal calculations for sale price are ignored and this value is used.

SHIPPING_CHARGE – If this code is used for a price type, that is the fixed shipping charge for this product and normal calculations are ignored.

MARKET_VALUE – This will be used for calculating the market value of inventory for tax purposes.

REPLACEMENT_VALUE – this will be used for calculating the replacement value of inventory for insurance purposes.


Where do you put the Google Analytics Code?

1. Go to Website > Templates > Analytics Code.

2. Click Add to add a new Google Analytics Code snippet.

3. Enter the Code, a description and copy in the script from Google.

4. Go to Website > Templates.

5. Select the site template and click the Javascript tab.

6. You will see the first drop down on this tab allows you to select your Google Analytics code that you just setup in the previous step.


Why is it that if the user account enters a wrong password 6 times, the account will be locked out?

PCI Compliance states that if the user account enters a wrong password 6 times without a successful login, the account should be locked out. Those who had their account locked out can either reach out to Coreware Support from the Coreware Help Desk or have another admin on their site unlock their account.

Why is it that when an admin has not logged in for several months, they would no longer have login credentials and are advised to reach out to Coreware Support?

PCI Compliance states that passwords have to be changed every 90 days and administrators who don't log in for 90 days are made inactive. Those who had their account deactivated can reach out to Coreware Support from the Coreware Help Desk or have another admin on their site reactivate their account.

Why are users required to periodically create a new password that has never been used before?

PCI Compliance clearly and unequivocally states that the password needs to be changed every 90 days and the new password cannot be one of the five previously used passwords.

How do I print single receipts or summary receipts for donors who did not receive theirs in the mail?

If you are trying to reprint a single, individual receipt, you would just put in the donation ID, uncheck "Ignore donations whose receipt is already sent" and check "Send NO emails, download only". If you are trying to reprint a single, year-end receipt, you would select "Summary" for receipt type, enter the Donor ID, put in start and end dates, and check "Send NO Emails, download only".


How can we send notification emails to our staff members when someone fills up an application form?

Go to Tools -> Forms -> Definitions. Open the form then go to the Notifications tab. You can add email addresses to the list to be notified when the form is filled out and submitted.

How do I reconcile my Fund Accounts in Coreware with our Bank Account that holds the actual funds?

Go to Tools -> Donor Management -> Fund Account Report. Choose Summary from Report Type and "Fund" in the Total By field.

Where do admins go to log in to the backend?

When you need to send someone to do administration work, after you have created their admin user, send them to

Is there a way to have Coreware sync batches with the Merchant Processor, so that we could easily run a report to match with deposits that were made in our bank?

There is a report called "Donations Report". This report allows you to order the report by date or bank batch number.

How do I send mass emails for marketing and others?

Although Coreware has a email capabilities, we recommend using Mailchimp for mass emails. Mailchimp is a marketing automation platform that helps you share email and campaigns with clients, customers, and other interested parties. For mass mailings with MailChimp, you can use the MailChimp Sync capability in Coreware. The categories, contacts and mailing lists that you create in CoreWare will be synced to MailChimp. Once synced, you can send mass emails to the contact lists using MailChimp.


How do I setup a Gun.Deals Feed? is a place where users and visitors share the best gun related deals that they find across the web. Coreware can provide a feed to Gun.Deals. Once you setup an account on Gun.Deals simply enter the following for the feed address: (replace YourWebSiteName with your web site).