Manage Invoice and Merchandise Settings

You can use the `Merchandising and Invoicing` settings included in your Helcim Account to make it easier to keep track of your products and control the settings and options available for your inventory, invoices, and POS.

You are also able to create discount codes for customers and edit your available shipping methods. To access the Invoice and Merchandising settings, click on the Settings icon from the top right-hand corner of your account. This icon is available from any page within your account. Next, click on Merchandising and Invoicing to view the different customization options.

Inventory Settings

Clicking on Inventory Settings will show you the different options for the Online Store, Hosted Payment Pages, Retail Store (Point-of-Sale), Admin Orders, and Inventory Warnings. By default, all of these options will be turned On. If you would like to turn any of the options off, simply toggle the radio button to Off. Use the Online Store options to manage your product inventory, decide if you want to allow customers to submit back orders, and if you want your inventory count displayed online. The Retail Store options control how product inventory is managed and updated in your Point-of-Sale. Toggle the radio buttons On or Off if you want to manage and update the inventory levels or allow backorders. Admin Order settings are applied when you’re creating invoices from within your Helcim account, turning on Manage and Update Inventory Levels will automatically update your inventory when you’re adding products to an invoice. The automated email for Low Inventory Warning will be set to On by default. You can use this option to adjust when you would like to be notified. Toggling the radio button to On will open a text field that you can adjust for when you want to be notified of low inventory. If you make any changes to the Inventory Settings click Save in the top right-hand corner of your screen to apply the changes.

Invoice Settings

General Settings You can customize your invoice settings depending on how your business wants to collect payments. Clicking on the drop-down box under General Settings lets you select the default payment terms; you can select a range between 0-180 days. Each Invoice you create will include an Invoice Number, the default options are displayed in the screenshot above, but you can customize the options to match your business needs. Manage when customers are notified that they have a due invoice using the automated email notification. You can turn these emails off, or set them to a Weekly, Semi-Monthly, or a Monthly notification schedule using the drop-down. Manage how invoices are viewed, you can select between Online Order View and Customer Portal using the drop-down. You can turn Custom Fields On or Off using the radio button and determine how the system calculates the Tax Location by selecting Merchant Terminal or Customer using the drop-down. Merchant Terminal will apply taxes to orders based on where you (or the terminal) is located, while Customer will apply taxes based on your customer location. When you toggle the Custom Fields radio button to On an additional tab is available under the menu bar at the top of the page for Custom Fields, please see the section below for additional details on these fields. Click Save to apply any changes you make to these settings

Custom Fields If you have selected On for the Custom Fields setting under General Settings, then you can specify which Custom Fields you want to include on this page. To add a new Custom Field, use the text box to name the field and then click on Add. The Custom Field will now show up under Custom Groups. Click on the arrow to the right of the Custom Field's name to expand the drop-down and further customize the option by clicking on Add New Field Enter the information for the Custom Field and click Save to apply the changes.

Point-of-Sale (POS) Settings

Set up your POS to reflect your most commonly used options, so you can check out customers faster. Toggle the radio buttons On or Off to turn on the POS and allow discounts. You can use the drop-down menu to select the currency you offer your products or services in and to specify the assigned terminal to process transactions through. Turning the radio button to On will have the system automatically calculate the tax on your transactions. Use the drop-down in Tax Locations to specify which countries tax settings you want to use. Click Save to apply any changes you make to these settings.

Discount Codes

If you want to offer a special discount or promotion, you can set up the discount code under the Discount Codes settings.

If you have any existing Discount Codes, they will be displayed on the main landing page once you click on the Discount Codes option under settings. To create a new code, click on New Discount Code in the top right-hand corner of your screen. This will open up the editable form where you can enter the discount code information. You can customize the discount code information based on the discount that you want to offer to your customers. Enter the following information to create the code:

Enabled On
Name – How you want to reference the code
Code – The information you want customers to enter
Start Date and Expiry Date – The time frame you want the discount to be available for

Entering in the Discount Types allows you to further customize the options.

Type – Select Percentage Discount, Amount Discount, or FREE Shipping

If you only want to apply the discount code to some of the products that you offer, you can use the Limitations drop-down to customize the offering. Choose between:

No Limit – The discount will be applied to all transactions
Specific Customer – The discount will only be available for a specific customer
Specific Product – Provide discounts for certain products
Specific Product Variant – Apply the discount only to a specific Product Variant
Specific Category – Apply discounts only in certain Product Categories
Specific Brand – Only apply the discount to a certain brand Once you select a limitation, you can search for the specific item you want the discount applied to.

Finally, adding in Usage Limits can help you control how many times a discount code can be used and how many times a customer can use the same code. Select a number for each category based on how many times you want to offer a specific discount. Click Save to create the discount code.

If you want to review how many times your Discount Code has been used and which customers are using it, you can do so in the Code Usage Log. When a customer uses the code, their information will show up on this screen.

Shipping Methods

You can add a new Shipping Method by clicking on Shipping Methods under Merchandising and Invoicing in your Settings menu.

To add a new option, click on New Shipping Method in the top right-hand corner of your screen. Next, you can specify how you want to ship products to customers.

Name – What you want to call this Shipping Option. If you have more than one option be sure to select something clear and easy to understand
Type – Select how you will be shipping products from the options available in the drop-down menu
Shipping Region – Where you are shipping the products from
Free Shipping – You can toggle this option On or Off if you want to offer Free Shipping for customers who spend over a certain amount

If you select Canada Post, FedEx, Purolator, UPS, or USPS are your shipping type you will be able to enter your account settings at the bottom of the page. To enter your credentials, simply scroll down and type in your information.

Enter the shipping information for where you are located. Select your Country and Province or State from the drop-down menus and then manually enter your Postal or Zip Code. Click Save to apply your settings.