This article explains the configuration settings available in a Tradebox Channel that has been set up to import CSV files. To access the channel configuration settings go to the Channels Module and either double click on the channel from the list or select the channel and choose the Edit button. The Channel is split into 8 tabs:
- DETAILS - Channel Integration and configuration settings
- VAT - Tradebox's VAT settings
- ORDERS - a list of orders downloaded from this channel
- SALES - Graph comparing last 3 calendar years' sales
- STATUSES - Table mapping marketplace statuses to Tradebox statuses
- ACCOUNTS - settings for accounts integration
- IMPORT FILE - shows the existing file mapping and FTP details
- EXPORT FILE - shows the FTP details and folder for the stock upload CSV file
Name is simply the label given to the channel to identify it. This appears in reports within Tradebox and against orders. To change this simply overwrite the existing entry and select the Save button.
Currency displays the currency of the channel. This field cannot be changed once it has been established. A Tradebox channel can only import sales that have a matching currency.
This section contains the location of the IN and OUT folders on the user's PC or network. CSV files are initially downloaded to the IN folder and then moved to the OUT folder after they have been interrogated by Tradebox. Locations can be changed by clicking on the Magnifying Glass Icon and choosing a new location. The folder location can be opened by selecting the Folder Icon.
If the CSV file contains a column containing the origin of the sale AND this column is mapped in the Import File Tab then this entry will be included in the Marketplaces grid. This is relatively common in websites that are integrated with marketplaces such as eBay or Amazon, or allow sales to be put through manually via an admin panel. Tick the Download check box to enable sales to be imported from a specified market. Marketplaces can be added or deleted using the + and - symbols to the right of the grid. This feature is useful in filtering sales.
Place all downloaded orders on hold automatically changes the status of every imported order to On Hold. This means that the order cannot be marked dispatched or posted to an accounts package until its status has been changed manually in the Order Module.
Create Tradebox Product Records allows the user to automatically create a product record in Tradebox when it encounters a SKU in an order that doesn't already exist in the Tradebox product list. This option only appears where the global Inventory Option (Configuration > Preferences) has been set to Tradebox. If the Inventory Option is set to Sage this option will be greyed out and any missing products will be automatically created. Where Tradebox creates products automatically it uses the online SKU and description only. It cannot create entries for quantities, pricing, location, dimensions etc, so it is advised to use this feature with caution. It is not recommended where you have a VAT/non-VAT mix among your products as everything will be entered with your default tax code. There are a number of routes to import products into Tradebox that enable this missing information to be entered.
Ignore transactions prior to allows the user to establish a watershed date in the channel where the software will ignore any orders with an order date prior to the date entered.
Invoice Date allows the user to choose the date to use on the invoice produced by Tradebox. The options are:
- Order Date - The date the order was placed
- Payment Date - The date the order was paid for
- Despatched Date - The date the order was despatched
By default, this option is set to Order Date. Payment Date and Despatched Date can only be used if they appear in the CSV file and are mapped to the relevant Tradebox fields in the Import Mapping Tab.
Discount Type allows the user to configure the type of discounts applied on downloaded orders which inform how the order is calculated in Tradebox. The user can choose:
- None - No discounts to be applied
- Order Discount - This applies a discount to the entire order
- Item Line - This applies a discount to the item, rather than the order. If chosen, Tradebox needs to know whether to apply the discount to the total number of units on the line, or, whether to apply the discount of each unit.
- Line = discount the line price after the unit price has been multiplied by the quantity
- Unit = discount the unit price before the unit price has been multiplied by the quantity
Downloads and Uploads
Download Orders indicates whether the channel has been activated to download orders. By default, when a channel is setup, both download and upload options are turned off. To enable a channel to download orders, select the channel in the Channel module grid and choose the Activate button. The channel in the grid view will display a green tick under the Active and Download columns. The upload column will remain turned off, indicated by a red cross in the grid.
Upload Stock Levels displays whether the channel has been configured to allow Tradebox to pass stock levels back to the sales channel platform. This option can only be turned on from within the channel settings, or by right clicking the channel in the list and selecting Turn Upload On. When selected a confirmation box will ask the user to confirm whether stock levels should be uploaded.
Upload Negative Quantities as Zero enables negative stock level quantities to be substituted for a stock quantity of zero and is used where platforms don't allow negative stock.
Uploads work differently for CSV connections than channels that Tradebox connects to via API. This is discussed in more detail in the Export File section of this article.
The VAT Tab allows the user to choose which rate of VAT to apply against Sales, Carriage and Other income streams from the UK, EU and Rest of World (ROW). These rates are fed from the general configuration settings found in Maintenance > Tax Rates where the user can apply the percentage rate against each VAT rate.
All EU Sales are B2B allows the user to apply a blanket setting against all sales from within the EU so they are treated as B2B and VAT is not applied to sales.
Use Product Tax for Carriage configures Tradebox to calculate VAT on carriage income based upon the tax status of the products in the order. If all products in the order are VAT exempt then VAT on carriage will be calculated as VAT exempt using the appropriate tax code. If ANY of the products in an order are liable for VAT then carriage income will be calculated with VAT.
For more detailed information on how Tradebox handles VAT, see our article here.
The orders section of the channel will display all orders that have been downloaded for that particular channel. It displays the following information:
Type: Displays either Sales Order or Sales Credit Note.
Date: The order date. By default, this is the date the order was placed.
No. The Tradebox order number, which is automatically assigned on download.
Channel No. The order number from the channel, in this case, the Amazon order number.
Customer: The customer's name.
Value: The total value of the order.
Status: The order status within Tradebox.
Double clicking on any order in the grid opens the order in full. The grid can be sorted by any column and is sorted by order date by default.
The Sales Tab displays gross turnover figures for the last 3 years in both a table and a graph, juxtaposing the last 3 years fixed calendar sales. The graph has Column Chart icon and a Line Chart icon allowing the user to toggle between a column chart and line chart.
The top section of the status tab displays a list of marketplace order statuses and the corresponding Tradebox order statuses they are mapped to. This controls at which status your orders will download to Tradebox. The bottom section of the grid controls which statuses are set to post to your accounts package (if integrated). To edit a marketplace status, double click on it and a pop up box will appear that allows you to choose what Tradebox status to map it to, and whether you want that status to download. To edit a Tradebox status, double click on it and a pop up box will appear that will allow you to choose whether or not you want orders with that status to post to your accounts. You can add or delete marketplace statuses using the 'New' and 'Delete' buttons at the top of the screen.
This is explained in more detail here.
The Accounts Tab provides connection details to the chosen Accounts package through this screen and is established per channel allowing different channels to be configured independently. Tradebox One currently only supports Sage 50. Integration for Xero, Sage One and Quickbooks will be released in later versions and configured through this screen.
Company allows the user to choose the Sage Company data they wish to integrate with from a drop down list.
Data Folder displays the path to the chosen Sage Data folder
Tradebox One requires two Logon Names for integration with Sage 50; TBUSER and TBSERVICE. These fields are prepopulated with the required login names that need to be set up in Sage. Passwords need to be provided if the TBUSER and TBSERVICE users in Sage have been given a password.
The Sage Accounts Guide provides step by step instructions on configuring the Accounts Integration in Tradebox One.
The 'Configuring Sage for use with Tradebox One' article also provides an in-depth overview of the actions required in setting up Sage.
The Import File Tab contains the configuration on specific field formats contained in the CSV file being imported and displays which fields in the CSV file are mapped to the fields in Tradebox One. If the CSV channel that has been setup is a templated file, then all of the formatting and field mappings will already have been done by Tradebox. If it is a bespoke file the field mappings need to be done manually.
Import File Details
Column Delimiter provides a drop-down with different options for how fields will be separated in your CSV file. The default option is a comma, which most CSV files use as their delimiter. Other options are Tab and Semi-Colon.
Date Format provides options for a UK date format (MM/DD/YYYY) or a US date format (MM/DD/YYYY). The default setting is the UK date format.
Total Shipping Cost shows how the shipping cost is displayed against each item in the file. The options are; 'Duplicated Cost Across Lines', or, 'Individual Cost Per Line'. This choice dictates how Tradebox calculates the carriage in the file. See how is shipping cost displayed? for more details.
Price Is shows how the product price is displayed in the file. These can be either the Unit Price or the Line Price. This option decides whether Tradebox multiplies the Unit Price by the quantity to get the line total, or, divide the Line Price by quantity to get the price of one unit.
Other Amount is usually an additional service that is charged for, like gift wrapping. This option shows how the Other Amount is displayed against each item in the file. The options are; 'Duplicated Cost Across Lines', or, 'Individual Cost Per Line'. This choice dictates how Tradebox calculates the Other Cost in the file.
The Import File Has Column Headers tick box should be ticked if the first row in your CSV file is a header/column label row. If the first row is your first order, untick this box.
Note- in either instance Tradebox will only read the file if there are no blank rows between orders, or between the header row and the first order line.
FTP Download (optional)
If the CSV file is being populated to an FTP then Tradebox can be configured to collect the file:
Server is the FTP address. This should always be populated with FTP:// followed by the domain address or IP address, including any subfolders, e.g. FTP://www.tradebox.co.uk/CSV or FTP://123.456.789/CSV.
User Name is the FTP login name that Tradebox requires to log onto the FTP.
Password is the password required for Tradebox One to log onto the FTP.
A File Name can be supplied to identify the file if the CSV file always has the same name, for example, orders.csv. If used Tradebox will only download files with this specific name. If the CSV file name is always different then this field should be left blank.
The Connection Is Active tick box is unticked by default and should only be ticked if you require an Active FTP connection (most do not). If you are unsure whether your FTP requires an Active or Passive connection, check with your FTP provider.
Port: By default this will show as 0, meaning Tradebox will attempt to use the default port per connection type (FTP: 21, SFTP: 22, FTPS: 990, FTPS over TLS: 21). If your connection requires a different port, enter it here.
The Disable FTP check box allows the user to stop Tradebox One program interrogating the FTP and downloading files.
The Delete File From Server tick box is unticked by default. If ticked, this will delete order files from your FTP location once Tradebox has processed the file. If you have orders in multiple currencies in the same CSV file, we recommend leaving this unticked as Tradebox will need to process the same file multiple times across different channels.
Import File Column Mapping
This grid displays the available Tradebox fields and which fields in the CSV file they are mapped to. The first column contains the Tradebox Fields which are displayed in red if they are mandatory. When you click into a field in the grid, an explanation of the field will be provided in the Field Description at the bottom of the screen.
To add or edit a mapping you must first point Tradebox at the CSV file, allowing the software to read and analyse the file. This is done by selecting the Edit Mapping button at the bottom of the screen. If your file has column headers (recommended) then you will be able to the mapping by selecting the field name. Sometimes you may need to add fields together in the file. For example, if your file only carried the buyer's first name (John) and last name (Smith) you may wish this to appear in the Tradebox Billing Name field as John Smith. To enable this there is are 2 additional columns; Add Column 2 and Add Column 3. To enable John Smith to be entered as the Billing Name in Tradebox you would enter the First Name and Last Name as follows:
|Tradebox Field||Column in File||Add Column 2|
|Billing Name||First Name||Last Name|
This functionality is also useful to calculate gross prices, which are a pre-requisites of the software. If the CSV file contains the Item price (exclusive of VAT) and the Item VAT price this feature can be used to combine the 2 prices to calculate the gross price.
|Tradebox Field||Column in File||Add Column 2|
|Product Price (Gross)||Item_Total||Item_Total_Tax|
Export Mapping allows the user to export and save a mapping template file based upon the mappings and settings in the Import File Tab. This is saved in the Tradebox Data directory and is named after the channel with the extension 'iff', so if the channel was called 'websales' the exported mapping template file would be called 'websales.iff'. This is useful if you were setting up identical CSV Channels.
Import Mapping allows the user to import an IFF Mapping file. Choosing this option automatically imports all of the configuration and mapping settings contained in the IFF file.
For CSV channels, Tradebox cannot upload stock levels directly back to the marketplace; however it can produce a very simple CSV that contains the SKU from the website and the current level in stock in either Sage or Tradebox, depending on your Inventory setting. This can be saved to a folder of your choice on your PC, and also uploaded to an FTP if required. If your uploads are set to automatic, the file will be created every time Tradebox gets to the upload stage of its cycle. If the stock uploads are being done manually, the file will only be created when you click the Upload Stock Levels button in the Products screen.
As the files only contain changes in your stock levels, they are not overwritten but instead are dated and time-stamped so that no stock level changes are missed if you're uploading them to your site manually.