The Dashboard is where you can edit and manage your enterprise's features & settings on the Open Food Network platform. If you have chosen to register your enterprise as a shop or hub then you can also edit your products and order cycles from the Dashboard.

Access your dashboard from the homepage by first logging in and then clicking on the Profile Icon in the top right hand corner and selecting Administration from the drop-down menu.

The options you will see on your dashboard will depend on which enterprise type you choose on registration. The screenshots below show the dashboard view for different types of users.

Once you have , you must log in to your Administration to continue setting up your Enterprise profile.

First you will be asked to (or type of profile) that best represents your .

In this section we detail the different menus that you can complete to refine your enterprise profile and, by doing so, access business-specific features that you may need.

You can browse these features at any time but for those just starting out we recommend our .

In the rest of the guide the features of OFN are explained chronologically, with the order of sections following the logical order for setting up an enterprise. The guidance within each section is also structured so that guidance for basic usage appears first and more advanced guidance later in the section:

You can apply product properties to your products, as a way of letting your customers know more about how your products are produced and what their characteristics are. Current product properties that can be applied include:

There are two ways to assign properties to your products:

1) You can assign a property to an enterprise, so that all products belonging to that enterprise will carry this property (unless it’s manually removed, which is covered in the “Inherited Properties” section below).

2) You can assign properties to particular products, on an individual basis.

Assigning a property to an enterprise

When you assign a property to an enterprise, all products belonging to that enterprise will, by default, carry that product property. For instance, if all of your products are ‘Certified Organic’, you can assign this property to your enterprise, to save you from needing to manually apply this property to every product. If a property only applies to a few of your products, it’s better to apply it to the product, instead of the enterprise (instructions below).

Next, there are 2 fields when applying an enterprise property:

Property Name: You can select a pre-defined product property from the drop-down list. This is the name of the property that your products will be tagged with, and which customers will be able to filter for in your shop.

Description: You can add a small description to give more information about your label. For example you may wish to add a certificate number.

Assigning a property to a product

To assign a property to a single product, rather than an enterprise’s entire product range, click on Products on the main horizontal menu, and then edit an existing product (you cannot apply a product property when you are first creating a product).

To edit a product, click on 'Edit' under 'Actions' in the right hand column.

Once editing the product you can add or change its properties by selecting 'Product Properties' from the right hand menu.

There are 2 fields when applying a product property:

Property Name:You can select a pre-defined product property from the drop-down list. This is the name of the property that your product will be tagged with, and which customers will be able to filter for in your shop.

Description: You can add a small description to give more information about your label. For example you may wish to add a certificate number.

You can apply multiple product properties by clicking “+ Add Product Properties“

Inherited Properties

When editing a product’s properties you will see a checkbox titled “Inherit properties from (Enterprise Name)(Unless Overridden Above)”. By default, when an enterprise has a property, this box will be checked for all products belonging to the enterprise. Unchecking this box will remove any enterprise properties that have been inherited.

View Product Properties in online shop

By clicking on the profile of a producer, Enterprise Properties appear on the pop out page:

Customers can also filter products in a shop based on their properties:

Enterprise Permissions

Within the OFN, Enterprise Permissions are rules which govern the trading relationships between suppliers and distributors. These rules must be set up before one company (Producer Profile or Producer Shop) can become a supplier of another (Hub), or vice versa. A permission (or 'right') is granted by one company to another regarding access/modification of products and profile. This page details the different permissions and how to allocate them.

There are two ways in which to access your enterprise permissions-

• By visiting Dashboard > Enterprises and then selecting 'Permissions' from the sub-menu.

• OR by visiting Dashboard > Enterprises > Settings and selecting 'Enterprise Permissions' from the left hand menu.

Lastly, we explore this topic from the point of view of:

• a Hub (the distributor)

• a producer profile or shop (the supplier)

The Four Permissions

There are 4 different types of Enterprise permissions. They can combine in different ways to give companies more or less rights according to their profiles.

Permission to add to order cycle: the supplier (producer) allows the distributor (an OFN Hub) to add products to the latter's order cycles. Thus, products from the supplier can appear on the hub's shopfront.

Permission to manage products: the supplier authorises another OFN registered enterprise (typically a hub) to create, delete and modify products directly in its supplier catalog.

For example, if Farmer Jo supplies potatoes to Hubs A and B but grants Hub A permission to manage its products then if Hub A changes the price of the potatoes then this price change (under standard settings) will be reflected on the shop fronts of both hubs A and B.

Permission to edit profile: one company allows another to modify details in their Enterprise Profile (contact details, address, description...).

Permission to add products to inventory: the supplier (producer) authorises the distributor (hub) to add its products to the shop catalog (or 'Inventory') of the hub.

Granting and Managing Permissions

To modify, add or delete permissions, go to the admin dashboard and then to 'Enterprises' on the main menu and 'Permissions' on the sub-menu.

To give permission:

• Select your enterprise from the drop down menu in the first column (you are a producer who supplies others)

• Select the name of the enterprise (hub) you wish to supply from the second column.

• Tick the permissions you wish to grant to the distributor of your goods (hub), or to grant multiple permissions select 'everything'.

• Click on 'Create'.

Note that you can delete or change these permissions at any time.

If you need another enterprise to give you permissions, you need to contact them by email or phone. There is no online feature to do this.

Automatically Generated Permissions

When a user is the main manager (owner) of several enterprises on the platform, permissions are created automatically between each enterprise. This is not the case when enterprises are managed by different users.

Hub perspective

The following common scenarios demonstrate enterprise-enterprise permissions you may need to set up for your hub.

I have created Producer Profiles for each of my suppliers. Which permissions do I need to set up before I can stock their products on my Hub shopfront?

The system is configured so that hubs creating producer profiles will have the correct permissions installed as default, so that they can start adding products and trading with these producer profiles right away.

My supplier already has an enterprise registered with OFN. I would like to add their products to my hub shopfront.

You must contact your supplier in person. Their contact details (phone number, address and email address) will be located in their OFN profile.

If you only intend to stock their products and don't wish to help them manage the rest of their OFN profile then ask the producer to grant permission to add to order cycle and permission to add to inventory.

If the supplier wishes for you, as a Hub manager, to help them organise their OFN enterprise then they may grant you all four permissions. Should this occur then you will be able to edit their profile and manage their products.

My Hub distributes through buying groups. Which permissions will the buying group need with my hub and my producers?

The buying group (Hub B above) will need to grant the order cycle co-ordinator (Hub A above) permission to add to order cycle (and ideally permission to add to inventory).

Producers who supply Hub A with products that are also being sold by the buying group (Hub B) must grant both Hubs A and B permission to add to order cycle (and ideally permission to add to inventory).

Producer's perspective

When a producer wants to start selling their products through other enterprises (hubs or buying groups) they must establish the appropriate enterprise-to-enterprise permissions. There are different levels of permission that a producer can grant, depending on how much power they want to give the hub to manage their products and profile (see top of page).

These examples explore some common scenarios.

I am a producer and would like a local OFN hub to stock and sell my products.

Essential: For the hub to add your products to their shopfront, you’ll need to grant them 'permission to add to order cycle'.

Optional: You might also want to give the hub permission to manage your products, to edit your profile or to add to Inventory.

A hub that I supply distributes through buying groups.

In order for your products to be distributed by the buying groups you will have to add a minimum permission of 'add to order cycle' for the buying group enterprise as well as the hub you supply directly.

I am a Producer Shop who supplies a local Hub as well as running my own shopfront. The hub would like to manage the stock levels and prices of my products. I would also like to manage stock levels and prices of my products.

This scenario can be solved by granting the hub permission to add to Inventory as well as permission to add to order cycle.

This allows the hub to stock your products in their shop, but to set their own prices and inventory levels. When you stock your own shop with your products, they will continue to reflect the prices and stock levels that you have set.

Create your user account

• From homepage, click on "Login" on the top right corner, then "Sign up"

• Enter your email address and choose a password.

• You will receive an email in the next few minutes with a confirmation link. Click on it and you'll be redirected to the login page.

• Login

Create your first "enterprise" account

• Once logged in, click on the top grey banner "Interested in selling through the Open Food Network? Register here".

• Click the ‘I agree to the above Terms of Service’ box and select ‘Let’s get started!’

• Fill in your enterprise name and contact details.

• Choose between 'Producer' (you make/bake/grow products yourself) or 'Non Producer' (you distribute and sell food made by others).

• Click the ‘create profile’ button. You'll receive an email confirming that the profile is created. You can stop here and fill in the missing information later, or continue and follow the steps to complete your profile now.

• Fill in your enterprise description, add images, website/social media links, business details, etc.

• When you have finished, you will be redirected to the Enterprise Profile Menu.

Your first "enterprise" is now created and you have started to fill in your profile, but it's not finished!

The next step is to choose the OFN package (= profile type) which best represents your business model.

After doing so, your enterprise will added to the OFN map!

A short clip of registering your enterprise on OFN:

Access your Enterprise Administration Dashboard

Once you have created an Enterprise, you can manage your profile using the Dashboard. To access your Enterprise Dashboard log in to the Open Food Network and click on "Profile > Administration" in the top right corner. See Dashboard for more information.

When customers come to the Open Food Network they are able to search for producers by name or location. They are also able to filter the producer profiles according to what kinds of products the producers stock (see below).

Producers with online shops on the OFN have products in the system, which get picked up by the search filter tool. However, producers who don’t have an OFN shop (just a profile) won’t be searchable in this way unless they add some fake products into the system. By adding a dummy product for each product category that you want to be searchable under, you’ll show up when customers search for your products.

Here’s how to do this…

Click Products on the main horizontal menu, and then click + New Product to add your dummy products.

Because you don’t have an OFN shopfront, this product won’t be visible anywhere. Therefore you can call it whatever you like, and set the price and units to anything. The important thing is that you select the correct Product Category that you wish to be found under. Below is an example of a dummy meat product. This producer’s profile will now show if a customer searches for producers of meat.

Their summary profile will also indicate that they sell meat products (below).

It is common for a producer's profile to be created by a hub and then for the hub to add the producer as a manager of that profile. It's also common to then transfer the "ownership" (primary manager) of the profile to the producer when the producer accepts to manage their profile and product catalog themselves.

To add a new manager and eventually transfer ownership, here is the procedure to follow:

• On the admin dashboard, go to the Users menu of your Enterprise settings (Enterprise > Settings > Users):

• Under "Managers", search for the email of the producer you would like to add as a manager.

Case 1: The Producer in question already has a user account with OFN: Their email will already be registered with us and so it will appear as you start to type. Select and click 'Update' (red button, bottom right) to save.

Case 2: The Producer in question does not yet have a user account with OFN: In this case, you cannot find their email when you type in the box 'Add an Existing User'. You must then click on "Add an Unregistered User" just below, next to the 'Invite Manager' field. The producer will then receive an email from us to confirm their registration. On following the instructions detailed in the email they will be able to complete setting up their OFN account, including adding a password.

Once the producer is a manager of the enterprise profile you created on their behalf, you can choose to name them the main manager and/or the contact to receive order notification. At this stage, as a hub manager you may wish to remove yourself from the list of managers.

After completing your enterprise registration you have an option to be taken directly to the enterprise settings page.

From here you will need to choose the OFN profile which best matches your business model. Without this step, your enterprise account will not be created and, hence, your enterprise will remain invisible on our map.

Open Food Network offers three types of enterprise profiles that will differ depending on whether you are a producer or not, and whether or not you want to open an online shop to sell on the Open Food Network. The profile types vary a little bit depending on if you are a producer or not, so we describe them below under two main sections: the profiles for producers and then the profiles for distributors (or "hubs" in the Open Food Network world).

For Producers

There are three types of profiles for producers:

For Non-Producers (Hubs)

Two types of profiles are available to non-producers (distributors / hubs):

Changing your profile type

You can change your profile type (package) at any time in the future. First log in to your OFN admin account:

Then visit your Enterprise Settings menu. From the table, select the correct option(s) from the drop down menus (you will need to be the 'Owner' of the enterprise to do this).

Next step

Once you have chosen the correct profile type for your food business you can complete any missing information and further refine your setup under the Enterprise Settings menu.

If your enterprise is a "producer" type (you checked the corresponding box in your profile settings), you can now and to your producer catalog. These products can be (Excel file saved in csv format).

The price entered for each product in the producer catalog is the full amount the producer will receive from a sale - hence a 'wholesale' price. Hubs (distributors) can add their fees for admin, transport and packing etc on top using fee options in , or .

You can either add products to your catalog one by one (detailed below) or by , if you have all the relevant details in a .csv file.

Adding products

Once logged into the Admin Dashboard, select Products on the main horizontal menu and then click + New Product.

This will take you to the New Product page.

Supplier

Select the enterprise who produces and supplies the product.

Product name: This is the title of the product when displayed on the shop front.

Units: Choose the unit the product is sold in (g, oz, lb, kg, L… or item (bunch, bag, packet))

Value: Enter the value of units that this product is sold in (for example if it is sold as 100 g then enter '100' here and choose 'g' for 'units'; or if it is sold as bunches of flowers, enter '1' here and 'units= items'.

Display As: This field automatically shows you how the units and value fields will display, once you have filled the units and value fields. (i.e. units = kg, value = 2, Display as = 2kg)

Product category: Select the most appropriate category for this product. Assigning a product category makes it easier for customers to locate the items they wish to buy; shoppers can filter your product list by category on your shop front.

Unit Price: This will be automatically calculated for you from the unit and price supplied. If the units are in weight or volume then the unit price will be cost per kg/L etc. If the units are in 'items' then the unit price will be cost per item.

On hand: State how much/many of this product you have available and ready for sale.

Use this field if you want to track your stock levels. As customers place orders, the stock level will reduce, and when the in stock amount reaches zero, the product will no longer be visible in your shop. If you don’t want to track inventory in this way, click 'on demand'.

On demand: If you select this box, it will indicate that this product is always available. This stops the software from tracking inventory levels for products and instead it will always show that the product is in stock.

Image: Upload a photo of this product.

Tax category: Select the applicable tax category from the drop-down list. Tax (VAT in the UK) depends on the nature of the product and the country in which you are retailing.

Product description: Tell your customers a little bit about this product. You might like to include a story about the specific tomato variety, include hyperlinks to any certification it may have etc.

A short demonstration of the steps outlined above:

When you have finished creating a product, you are redirected to the "products" page where you will find all your products:

To customise the format of this table to only display information relevant to your organisation you can choose which columns are shown using the drop down menu under 'Columns'

This is how your products will display to your customers on the shop front:

Listing similar/variations of a Product

To edit or replicate a product, simply click on the three vertical dots in the 'Actions' column for the product row in question. The two options: Edit (highlighted in green below) and Clone (highlighted in red below) become available.

Edit your products

Once a product is created the best place to quickly edit its attributes, such as quantity, price and stock level, is through the listing products page shown above.

To edit images, product descriptions, categories and more you can select edit, from the actions column to the right of the product in question in the table. This will bring up the following page:

From the right hand menu, you might like to add:

Search keywords

Customers can filter your products to identify what they wish to purchase based on their product category and product properties. The filters are found to the right hand side of the shop page.

Some customers will use the Search box at the top left of the page to locate their produce. The following fields are searched by this box:

• Product name

• Variant name

• Producer name

• Search keywords

Keywords can be added by visiting Edit Product -> Search. Keywords entered into the top box (in red below) are reviewed by the platform if the customer uses the 'Search' field on your shop front.

The 'Notes' section is not an active field. It is a handy box for you to 'make a note' of a seasonal search term which may be very effective/ineffective one year, so that you don't forget.

For such Hub enterprises, connecting with existing OFN producers or creating accounts for your producers is a necessary precursor to adding your product range to your shop.

An example of how this displays in the shopfront is shown below:

As a hub, before being able to add products to your shopfront, you have two options:

1. Create OFN profiles for the producers who supply you (if they don't already have a profile).

If you are not sure if your supplier already has an OFN profile then you can find out by going to the main 'Producers' menu and searching.

Supplier does NOT have an OFN profile.

Things to consider before creating a producer profile:

Before creating a profile for your suppliers you should contact them and let them know that you are creating an account and enterprise for them on the OFN. They may wish to be involved in the process and even take some responsibility for managing the profile and their products etc. But most commonly producers will prefer that hubs own and manage their profiles for them.

Be sure to ask the producer what information they would like shared on their profile. You can often take text and images from their existing websites or social media sites, however you should always ask permission before using any of their content. Once you have their information in front of you, a profile should take you no more than 10 minutes to create.

Creating a producer profile:

You can create a new profile for a producer by clicking on Enterprises main horizonal menu, and then clicking + New Enterprise. Remember ‘enterprise’ is a general term used for any producer or hub profile on the OFN.

This will take you to this page:

A few things to note:

Primary Producer: Select this box, as you are adding an enterprise which makes/grows food which you will retail for them on your hub shop front.

Email and Phone: This email and phone number will be visible on the profile. If this producer does not wish to be contacted by the public, then place your hub’s contact details here.

Visible in Search: You should discuss with the producer whether or not they wish to be visible on the OFN. If they wish to be invisible, their name and profile will still be shown next to their products in your shop, but they will not be searchable on the map or front-page lists.

About Us: Remember the OFN is all about putting transparency into the food system and customers are increasingly interested in where their food has come from. Therefore, it pays to add plenty of details about your producers and what makes them unique.

Images: We strongly recommend that all profiles have both logo and promo images. These images make the online experience for customers more enjoyable and engaging and also lend credibility to the enterprises.

Supplier has a pre-existing OFN profile

If a supplier already has an OFN profile, you will need to get their permission to add products to their profile (if they haven’t already) and to stock them in your shop. You will be able to find their contact details on their OFN profile.

If you are listing two or more products which are very similar, but only vary on price, or size, or something like flavour, it is best to create a ‘variant’ for that product, rather than creating multiple, separate products. This will make the listing clearer to customers and prevent your store from becoming cluttered.

How do I create a Product Variant?

In your admin dashboard, go to the products page where you will find the list of products (highlighted in green below) and their associated variants (highlighted in red below) for companies of "producer" nature that you manage.

The variants of all products are shown. If a product has only one variant (option) then there will be only one line underneath the product row.

To add or delete variants, the simplest way is to click on the '+' sign at the bottom of the product row in question.

This will bring up a new variant row which can be edited for the specific properties of the item in question.

Properties of a variant which can be edited:

Display name: name of the variant. For example, for a product of 'Apples' the display names may be 'Granny Smith', 'Golden Delicious', .... or you may opt for a product named 'Granny Smith Apples' and name the variants 'small bag full', 'medium bag full'....

Product code: Often enterprises may add an SKU code here for management purposes.

Display as/Unit: the unit of a variant is always inherited from it's parent product. Hence if the unit of the product 'Apples' is in kg, then the variants will all have units of kg.

Price and Stock Level

NOTE:

Tax and shipping categories of a variant must always be the same as those of its parent product.

Edit an existing variant

To edit stock levels, prices and variant names it is easiest to do this from your main Products page which lists all products and their variants:

To edit other properties of a variant (such as its weight), choose 'Edit' from the 'Actions' column of the associated product and then visit the 'Variants' page from the right hand menu.

By selecting the pen and paper symbol next to a variant (highlighted in red below) you can edit the variant. To delete it, select the 'bin' symbol:

Here we refer to products as 'irregular' if they are sold according to weight/volume but the exact quantity is not known until time of harvest/distribution.

For example joints of meat, slices of cheese, large vegetables.

There are a number of different tools available on the OFN platform to help manage and organise these sales.

Option One: Set an average weight / price and reimburse

You can charge the average price of the product, and then reimburse or charge the customer extra, if the actual weight deviates from the mean.

When you know the true weight of the products (ie. when you are preparing orders for collection by customers), log into "Bulk Order Management" (Orders -> Bulk Order Management) and add the Weight / Volume column to the table.

You can then change the weight shown for each buyer for a given order and a given product. The price will be recalculated automatically according to the quantity entered.

Option Two: Display price ranges

Same logic as Option One, but simply instead of displaying an average price initially, indicate a price range. This solution has the advantage of clearly indicating to the buyer that the final price is likely to be modified.

Example 1 (single product and one variant): Product = Chicken (between 8 and 12 kg with price according to weight, £10 / kg)

Example 2 (two variants for one product): Product = Chicken (£10 / kg) Variant 1 = Small chicken (between 8 and 12 kg, price according to actual weight) Variant 2 = Large chicken (between 13 and 20 kg, price according to actual weight) ...

Option Three: Create variants with fixed prices

A slightly simpler version of Option Two is to create variants for your products based on weight ranges but charge a fixed price for all items that fall within the range. For example if butternut squash costs £1/kg then you could list the variants with the following fixed prices:

• Small (0.7 - 0.9 kg) £0.80

• Medium (0.9 - 1.1 kg) £1.00

• Large (1.1 - 1.3 kg) £1.20

• Extra Large (1.3 - 1.5 kg) £1.40

Option Four: Create variants with known weights

If you know the weight of all your steaks, for example, in advance you can use the variant functionality to directly display the precise price for each item. Example:

Editing Orders

It may be difficult for meat producers to know in advance about product availability or prepare their packaging accordingly. (Until slaughter the weight of a chicken or a leg of lamb maybe unknown.)

Reimbursing or Charging customers the difference: How does it work?

If a customer pays for their goods on their collection or delivery, then the hub manager will have been able to modify the order before payment according to the actual weight and the products actually delivered. Hence in this instance there will be no need to reimburse or re-bill customer.

Inform the buyer about your pricing policy

Access your Enterprise Settings

1. Once logged in and accessing your admin dashboard, select "Enterprises" on the main horizontal menu.

2. Select 'Settings' next to your enterprise.

You will then access a menu with multiple options. The exact options available varies between Enterprise type. This is an example for a Hub:

This short video gives a quick insight into the steps and options detailed below:

Primary Details

Name: This is the name of your enterprise. It will be the title of your profile (and shop).

Primary Producer: Select the producer box if you are a producer.

Visible in Search: If your profile is ready to go public, select 'public', and your business will appear in the OFN's directory and map. Selecting 'hidden' will hide your profile in search and maps but still allow references in other shop profiles. 'Hide all references' will make your enteprise completely hidden on the platform. This will mean that only people with a direct URL to your shopfront (e.g. https://openfoodnetwork.org.uk/your-shop/shop) will be able to find your shopfront.

Permalink: You can customise part of the web address which will host your shop.

Link to Shop Front: This is the web address of your shop on the OFN (if you've chosen a profile type with shopfront). You can customise part of the URL above.

OFN ID: This identifier makes it possible to recognise your enterprise even if you decide to change its name and simplifies the work of the support team if necessary.

Address

This information is used to geolocate your enterprise on the OFN map. You can opt to manually enter the coordinates of your address if the location automatically calculated is incorrect. This is useful for very rural locations.

Your exact address won't show if you are only registered as a Producer or Non-Producer Profile. However if you are registered as a Shop or Hub your address will show in text form in your shop front's contact details tab.

Contact

Contact Name: We ask for a contact name for the OFN’s records. This name will not be displayed on your profile, but will be included in order confirmation emails if you're running a shop.

Email, Phone, WhatsApp phone number & Website: These contact points will be listed on your OFN profile and shopfront as a means for others to make contact with you. The WhatsApp phone number will automatically open 'WhatsApp' when selected.

Social

Facebook, Instagram, LinkedIn, Twitter: Links to these pages will be created on your profile and shopfront.

About

Short description: This will be displayed when your profile is viewed in the producers list. It should be under 1-2 sentences which briefly describe what you do.

About Us: This is a longer description of your enterprise. It will be shown when your profile is viewed in full. It should be between half a page and 1 pages long.

Business Details

Terms and Conditions (pdf files only) : Let your customers know any terms and conditions associated with purchasing from your business (for example your refund policy) by uploading a .pdf file here.

If you opt to add a file here, the customer will be required to check the box to say that they have read and agreed with your terms and conditions before they can submit their order.

Business Address

The legally registered address and name of your community food organisation may differ from your trading address. The details added to this section must correspond to the name and address registered with the legal body within your country of trading (eg. for the UK this would be the name and address registered with Companies House).

Invoice sorting

Images

Logo image: This will be visible when your profile is viewed in brief, as a pop up window. It will also be shown on your profile. This image must be square (i.e. 100 x 100), or it will appear warped. All images inserted here will be resized to 100 x 100 pixels.

Promo image: This image will run horizontally along the top of your profile page. It should be 1200 x 260 pixels in size.

An example profile is shown below in its complete version (from the map or shopfront pages).

And now in its condensed version (from the producer listing page).

Properties

You can add properties (such as free range or certified organic) to your enterprise. These properties will then be automatically applied to all of your products.

Shipping Methods, Payment Methods & Enterprise Fees

Vouchers

Enterprise Permissions

Inventory Settings

For most enterprises the recommended setting can be used.

Tag Rules

Under this menu are all the 'tags' which have been assigned to the customers of your enterprise.

'Tags' are labels you apply to customers, products and other settings to assign differential access, pricing or other benefits to specific groups. They are particularly useful if you wish to charge loyal customers or 'members' of your food hub preferential prices or allow them to pay by BACS rather than PayPal/Stripe.

Shop Preferences

Shopfront Message: This message is optional. If completed the message will be visible under a 'Notices' tab on the top menu bar. Your shop (and its products) will appear under the 'Shop' tab.

The Shopfront message or 'Notice' is an opportunity to provide basic information to the customer about how your store works. For example, you may explain how your order cycles are structured, or any membership requirements. It could also be a friendly greeting, or a chance to promote specials. You can include links to external websites (perhaps to showcase where your products are grown), social media and more.

If left blank the 'Notices' tab will not appear on your shop front.

Shopfront Closed Message: This message will be displayed under both the 'Notices' AND 'Shop' tabs when your shopfront is closed (i.e. with no active order cycle). It’s a chance to tell customers when the shop will next be open and accepting orders.

Shopfront Category Ordering: By default, products are arranged alphabetically in your shop. You can also choose to display the products in a category order of your choosing. In this case, the products will be displayed in category order and then in alphabetical order within their category. E.g. you may wish to have your Meat & Fish products appear at the top, with your less important Pickles & Preserves appearing further down the shopfront.

Shopfront Producer Ordering: As an alternative to organising the products listed in your shop front into those belonging to different categories, you can list items made by the same producer together.

Guest Orders? If you select ‘allow guest checkout’ shoppers won’t need to login to the OFN to shop with you, so they don't need to sign up and have a user account. If you want the extra security of knowing your customers must have an OFN account in order to have placed an order then select "require login to order".

In order for a customer to have an OFN account they must have confirmed the email sent to them when registering with us. Thus by selecting "require login to order" it may help limit the number of orders placed that are subsequently never collected as you know that the customer's order confirmation email will be sent to an active email account.

Display remaining number of items in shopfront if stock is low: If the number of any particular product drops to 3 or less, then this will notify the customer in the shop front.

Opting for 'Customers can change or cancel orders while an order cycle is open' allows customers to change the quantities of products already in their basket or cancel their order altogether while the shop is open. They will not be able to add new products to their original order - doing this will generate a 2nd order.

Customer names in reports. If you distribute products from other suppliers / producers, they will be able to run reports showing details of their products as sold through your Order Cycles. This option allows you to make the names of customers visible in these reports. Depending on the distribution model you have in place, this may be necessary for Producers to pack and distribute orders to the customers.

Users

Owner: This is the email of the primary user responsible for this enterprise. They have the power to change all aspects of the profile. Only the owner can change the owner, choosing among the enterprise managers list. This user will have a star next to their name in the managers' field.

Notifications: This is the email of the user to whom the OFN system correspondence will be directed, i.e. order confirmations etc. Only the owner can nominate the user who will receive the notifications, among the enterprise managers list. This user will have an envelope symbol next to their name in the managers' field.

Managers: Other OFN users who have been granted permission to manage this account. Want to add a new manager? You can search for existing emails of users who have registered for an OFN account and add them as managers. If you don't find any user for the email you are looking for, the user doesn't exist yet on the OFN and you need to invite them (see next point).

Invite manager: This is for adding a manager who is not registered with OFN. When you add them they'll be sent an email confirmation, and when they confirm their email they'll be able to set a password and login to administer this enterprise.

White label

Online stores can be opened and closed by creating 'order cycles' on the Open Food Network platform.

The OFN web address for your shop will only display your list of products for purchase when an order cycle is open.

The format of setting up an order cycle for a 'hub' (multi producer shop) differs slightly from that for a 'shop' (single producer shop).

It's possible to offer multiple order cycles simultaneously, for example to allow a purchase for delivery in 1, 2 or 3 weeks.

This page explains the varying rights each enterprise has in the context of complex multiple enterprise order cycles. Be it:

• the producer (profile or shop) who supplies the order cycle only,

• a hub which distributes goods only,

• or a hub which coordinates the order cycle (and may or may not also supply or distribute goods).

For more details about simple order cycles involving a single producer selling their own stock only (producer shop), see here.

The coordinator has the highest degree of control over an order cycle. Other enterprises can view the order cycles they are involved in, but only edit settings which affect them.

The Coordinator

The Coordinator of an Order Cycle can:

• Create the order cycles

• Set and edit the name of the order cycle as well as the opening and closing dates.

• Apply enterprise fees to all products (coordinator fee), to products supplied by producers (in the incoming section), and/or to products distributed by hubs (in the outgoing section).

Incoming

• The coordinator can add enterprises as suppliers. However, to do this the supplying enterprise (registered as a Producer with OFN) must have granted the coordinating hub permission to add their products to an order cycle.

• The coordinator can select all or a subset of products from their suppliers that they wish include in the order cycle.

• The coordinator can apply differential enterprise fees to each supplier. For example, they may wish to charge a supplying butcher a higher rate (to cover the extra cost of refrigerated transport) than a baker.

Outgoing

The coordinator can choose which enterprises the products listed in an order cycle are distributed through (including themselves).

To do this each potential distributor must be:

1. Registered as a Hub.

2. Have granted the coordinating hub permission to add products to an order cycle.

3. Have at least one active shipping and payment method.

The coordinator can choose from the complete list of incoming products, which will be displayed on each distributing Hub's shopfront. The supplier (producer profile or shop) must have set up an enterprise permission of 'add to order cycle' between themselves and the specific distributing hub (as well as the coordinator).

The coordinator can apply differential enterprise fees to each distributing hub if desired. This might be advantageous if one hub is further away from the coordinator than another, and hence would have a higher transport overhead associated with it.

Supplying (Incoming) Enterprises

The supplier (producer) can view all the order cycles they’re involved with by visiting the order cycle summary page (from the top horizontal main menu), even if they haven't created the order cycles themselves. By clicking on the order cycle an incoming producer can see their details only, not the products or details of others involved in the order cycle. They can edit items relating to themselves: for example they can remove a product which is out of stock from an order cycle. A supplying enterprise can not alter the name nor dates of an order cycle.

In the Reports section (top horizontal main menu) an incoming supplying producer can view the orders they have received for the order cycle

Incoming

• A supplier can view, add and remove their products from the 'Incoming Products' section of an order cycle.

• A supplier can add/remove enterprise fees which are applied to their products in the 'Incoming Products' section of the order cycle. This might be useful for producers who supply several hubs, some of which are much further away from them than others. They may wish to add an extra levy to more distant hubs to cove transport costs.

Outgoing

The degree of influence a supplier has over their products in the 'Outgoing Products' section of an order cycle depends on the specific enterprise permissions they granted the distributing hub and vice versa.

• If the distributing hub granted the supplying producer (profile, shop or hub) the right to 'add to [the hub's] order cycle' then the supplier can view, add and remove products from the list in the 'Outgoing Products' section of the order cycle.

• If the distributing hub did not grant the supplying producer (profile, shop or hub) the right to 'add to [the hub's] order cycle' then the supplier can view but NOT add and remove products from the list in the 'Outgoing Products' section of the order cycle.

• A supplier is never able to change the pickup/delivery details, or the enterprise fees applied to the distributor.

Distributing (Outgoing) Enterprise

A distributor can view Order Cycles they’re involved with in their Order Cycle summary page, even if they did not create them themselves (ie. they are not the order cycle coordinator). By clicking on an order cycle, the outgoing distributing enterprise can see the details of an order cycle which relate to them only. (For example, if they are not the sole distributor of the order cycle they will not be able to see who the other distributing enterprises are nor the products they will offer on their shop front.) The outgoing distributing hub can view and edit details of their distribution- delivery dates and methods, and enterprise fees for distribution- but no the name nor period of the order cycle itself.

In the 'Reports' menu, a order cycle distributor can view the orders which have been placed (along with customer names) to aid delivery/dispatch of goods.

Incoming

A distributor can view the incoming products of supplier who have granted them the enterprise permission 'add to order cycle' but they can not edit stock levels/availability nor apply/remove producer specific enterprise fees.

Outgoing

The degree of influence the distributing hub has over the products in the 'outgoing products' section of an order cycle, depends on the enterprise permissions between them and the supplying producer.

• The distributing hub can add/remove products from its outgoing exchange. This only applies to product from producers who been added to the order cycle by the coordinator, and have granted the distributor the enterprise permission 'add to order cycle'.

• Can change the pickup/delivery details

• Can add/remove their enterprise fee

Often an enterprise may want to offer individual customers and wholesale retailers different prices (or even different products- such as bulk buys).

For some enterprises (such as community food groups) 'members' may be eligible to reduced rates in comparison to 'non members'.

'Tags and Tag rules' are the mechanism on the OFN platform whereby differential pricing and other benefits can be imparted to specific customer groups, if desired.

For step-by-step guides on how to implement tags and tag rules to provide specific functionalities view the How To section here.

You may find it especially helpful to read this comparison of vouchers and tags and tag rules before you start. It highlights our recommended method to achieve the functionality you are looking for.

The product and inventory import tool lets you upload a .csv file to add and update your stock. This can be much quicker and efficient than adding or updating products one by one. For producers who already update a catalogue of their products in an Excel spreadsheet regularly, this can save a lot of time!

The product and inventory import tool can be found by clicking Products in the horizontal blue menu, and product import in the green menu.

There's four main ways you can use the tool:

1. Import new products

2. Update existing product details

3. Import products to a new shop/hub inventory

4. Update products in a shop/hub inventory

In all cases the process involves downloading a CSV template, filling in the fields and then uploading your CSV file back into OFN.

Import New Products

Use these instructions if you want to add new products to a producer's profile.

Prepare the CSV file for import

Firstly, download the Product List Template CSV file from the Product Import page and open it with Libre Office, Excel or equivalent.

You'll see that the template gives all the column headings required to successfully import a product. Each row is for a new product or variant. Below is a description of how to fill in each column.

Import Product Variants

In the import process, variants are distinguished by the units (such as raspberries sold in 200g and 500g packs) or display_name fields (such as apples sold in multiple varieties). As long as the product name is the same, the rows will be imported as variants. For products sold as items, the unit_type must be the same across variants (e.g. rolls below).

The image below shows how these products will display in the shop. Note that the 'name' field becomes the primary heading, and the 'display_name' field and/or the units becomes the secondary heading.

Unit type examples

Below are some examples to show how products with different units (g, ml, kg and items) should be uploaded.

Import the CSV

Once you have filled out the Product List Template CSV you are ready to upload it into OFN.

1. Go to Products > Product Import.

2. Select import type: Product List

3. Select a spreadsheet to upload: select the CSV file you've updated with your product info.

   Because you are uploading new products, you can leave the 'Set stock to zero for all exiting products not present in the file' checkbox unchecked (see next section for an explanation of this feature).

4. Click Upload.

You'll be shown a summary of your upload, including any errors. You'll also be told how many products you are creating and how many you are updating. If you're happy with the upload results, click save.

You can then upload another spreadsheet or go to the products page to view your new products.

Update Existing Product Details

The instructions below relate to updating the details of an existing product. This tool is intended as a quick way to update product prices and stock levels.

Prepare the CSV file for import

The process for updating product details is similar to uploading new products. The first step is to download the Product List Template and fill in the product names and the supplier names. If you have this spreadsheet on hand from a previous upload even better.

The system requires seven fields to correctly identify the product you want to update. There are four fields which can be updated and four fields which cannot using this tool.

^ if you try to update these fields you'll see an error message

*If you try to update these fields you'll actually create new products or variants, rather than update an existing product.

Once complete, the .csv can be imported in the same manner as for new products.

Import New Inventory or update your inventory

Use these instructions if you want to add or update new products to your inventory.

Prepare the CSV file for import

Firstly, download the Inventory Template CSV file from the Product Import page.

You'll see that the template gives all the column headings required to successfully import a product. Each row is for a new product or variant. Below is a description of how to fill in each column.

Import the CSV

Once you have filled out the Inventory Template CSV you are ready to upload it into OFN.

1. Go to Products > Product Import.

2. Select import type: Select Inventories

3. Select a spreadsheet to upload

4. Click Upload.

You'll be shown a summary of your upload, including any errors. You'll also be told how many products you are creating and how many you are updating. If you're happy with the upload results, click save.

N.B. All fields are case sensitive so you must use the exact category and unit_type names, e.g. 'mL' and 'Dairy' instead of 'ml' or 'dairy'.

To open your online shop on Open Food Network and start selling, your enterprise must be registered as either a Producer Shop or Producer/Non-Producer Hub. Read more about the different Enterprise profiles here and here.

The next essential steps are to set up Shipping and Payment Methods for your enterprise. At this stage we also suggest creating Enterprise Fees (a mark up added to the price each product charged by the supplying producer to cover admin and distribution costs).

Opening and closing times of shop fronts on OFN, as well as the option to sub-select products for different dates and times of collection, are controlled by Order Cycles.

Shop fronts on OFN are highly flexible. Read more if you are interested in:

• Providing different products and services to different customer groups.

• Would like only registered members to be able to place orders (Private Shop)

• Would like a 'dummy' display only shop front

Customer View

When you have opened your shop front with an active Order Cycle, customers can view your products listed, search using the top left hand 'Search Box' and/or filter products by their categories or properties:

To add products to their basket, customers can click on 'Add' and then toggle the quantity of the item in their basket using the '+' and '-' keys.

Setting up a shipping method

• Go to the Shipping Methods page by clicking on Enterprises in the main horizontal menu, and then click Settings next to your enterprise. The Shipping Methods page is found in the menu on the left hand side.

• Click Create new shipping method + . You will be directed to a page like this:

• Check the box next to your enterprise on the right hand side of the page under 'Hubs'. This indicates that the shipping method you are about to create will apply to that enterprise. You can select multiple enterprises, if desired.

• Name: Choose a name for the method. This name will be displayed to the customer during their purchase process and on order confirmation emails. Example:

• Description: Add additional details, such as the precise address of the collection point. These details will be visible to customers in grey next to the name (see screenshot above) and in their order confirmation email.

• Display: Opt for either 'Back Office Only' or 'Both Checkout and Back Office'

• Category: Is this method a delivery or pick-up?

• Tags: enter labels here if you wish to differentiate between customers. Tags could be useful if you want to offer free shipping to a sub set of customers or only offer delivery to those who have a registered address which is close by. Read more here.

• Calculator: Select the way that shipping fees will be added to this shipping method. Note that a shipping fee may be zero. See below for more details.

• Tax Category: This enables you to set the tax associated with your shipping method/collection fee independently to that assigned to tax-eligible products owned by your enterprise. The options are: none, full rate, zero rated, reduced rate or shipping.

• Categories: Transport conditions (refrigeration, frozen, default) associated with this shipping method.

• Zones: Select the appropriate zone (this is to enable correct tax calculations).

By clicking Create, the shipping method will be created, and you will then be provided with new fields, to add details of the shipping method charges. The fields presented will depend upon which shipping fee calculator you have selected.

Fee Calculators

Flat Percent – This fee is charged as a percentage of the total amount spent in the order.

Weight (per kg) – this fee is applied to products on a per kg basis. The fee will only be applied to products which are priced at a per kg rate, not products listed as items (e.g. A product listed as ‘1 bunch of parsley’ will not contribute to the overall fee a customer is charged for shipping)

Flat Rate (per order) – This fee is applied as standard fee to all orders, regardless of the size of the order.

Flat Rate (per item) – This fee is a constant fee, applied to products listed as ‘items’. (It is not applied to products sold by weight or volume. Hence there will be no associated shipping cost charged to a customer who, for example, buys rice by kg).

Flexible Rate – This fee calculator is especially useful if you'd like to encourage customers to place large orders: the cost of shipping can be reduced or zero when the threshold number of items has been reached.

• ‘First Item Cost’: The fee charged for the first item in the order.

• ‘Additional Item Cost’: The fee charged for items beyond the first item.

• ‘Max Items’: The maximum number of items on which the fee will be applied. Items purchased beyond this amount will be not be charged the fee.

For example: If the shipping fee for the 'First item cost' is £2, 'Additional Item Cost' = £1 and 'Max items' = 3. A customer who purchases 5 items, will be charged £4 shipping (£2 for the first item, £1 for items two and three, and £0 for items four and five).

Price Sack – This is a flexible shipping fee method charged by total monetary sale, rather than number of items purchased (Flexible Rate above)

• ‘Minimum Amount’: Monetary value of the threshold between Normal shipping fee and Discounted shipping fee.

• 'Normal Amount': Shipping fee applied to sales below the threshold stated in 'Minimum Amount'.

• ‘Discount Amount’: Shipping fee applied to sales above the threshold stated in 'Minimum Amount'.

The Group Buy function is designed for enterprises who purchase some of their incoming stock in bulk quantities and resell them in smaller units (for example, purchasing a 25 kg bag of rice and retailing to customers per kg).

Bulk purchasing is a common practice for buying groups, who, by buying large volumes, can benefit from wholesale prices in the same way as conventional distributors. By doing so, members can access food much cheaper than they might be able to from high street retailers.

For such enterprises, the decision of whether to order a certain product is dependent on whether customers have collectively ordered enough to justify a bulk purchase. This may be due to volume discounts, or delivery fees. The group buy function makes it easier for the hub to achieve bulk buying efficiencies.

When a product is allocated to group buy it will display with the label 'Bulk' across the photo on your shop front. When a customer chooses to add the product to their basket, a pop-up screen will prompt them to enter minimum and maximum quantities as shown below:

Customer are asked to indicate:

• Their minimum quantity- this is the amount of the product they ideally want.

• Their maximum quantity- this is the maximum amount they would be willing to buy.

In Bulk Order Management you can view the total minimum and maximum order quantities for the product, from all of your customers. Then you can either raise customer orders, within their acceptable range, to achieve the bulk quantity, or if the maximum order quantity falls short, you can delete all orders for this product.

Enabling Group Buy for a product

On the admin dashboard, go to 'Products' on the main horizontal menu. Select to Edit a product under the 'Actions' column to the right of the product in question:

Then select Group Buy Options in the menu to the right.

Select Yes under Group Buy? to activate this feature for the product.

The Bulk Unit Size is the amount that the group’s collective order needs to reach.

Adjusting Orders to make complete Batches

Under Orders-> bulk order management you can view and edit customer orders for Bulk Buy products to make the combined order from all customers reach your required threshold.

1. Select the order cycle or date range of interest.

2. Search for the product (Apples in the example below).

3. Make sure the ‘Max’ column is displayed so you can see the upper limit each customers is prepared to purchase.

4. Next, click on the value ('Apples: Granny Smith' in the example below) in the Product : Unit column, to display the orders total box (in blue) for the product in question.

5. Using the information in the column Max, you can increase the quantities ordered to reach the threshold for a complete batch.

6. Click update to save changes to customer orders.

Current Fulfilled Units divides your total quantity ordered by the group buy unit size. If this figure is greater than 1, it tells you that the existing customer orders satisfy or exceed your required group buy unit size. If this figure is less than 1, existing customer orders don’t meet that threshold. As you raise the quantity of customer orders, this figure will raise.

Max Fulfilled Units takes the sum of all of the customer’s MAX order quantities and divides this by the Group Buy Unit Size. If this figure is greater than 1, then you know that the total of your MAX orders exceeds the required group buy quantity. If this figure is less than 1, it means that even the MAX order quantities won’t reach the threshold.

Setting up a Payment Method

• Go to the Payment Methods page by clicking on Enterprises on the main horizontal menu, and then click Settings next to your enterprise. The Payment Methods page is found in the menu on the left hand side.

• Click Create new payment method + . You will be directed to a page like this:

• Tick your enterprise, in the box on the right hand side of the page titled Hubs. This indicates which enterprise the payment method you are about to create will apply to. You can select more than one enterprise.

• Name: Choose a name for this payment method. (eg 'Pay with credit card using Paypal'). This name is displayed at checkout and on customers' order confirmation emails.

• Description: provide further details about the payment method. For example, for a bank transfer, you would enter the bank account details in this box into which you would like a customer to make the BACS payment. This description is displayed at checkout and in order confirmation emails.

• Display: Opt for either 'Back Office Only' or 'Both Checkout and Back Office'

• Active: Select whether this payment method is currently visible and available, or not.

• Tags: Use tag rules if you want to make certain payment methods available/unavailable for specific customers (for example you may wish to allow only wholesale customers to pay by BACS but 'force' domestic customers to pay by Credit Card or PayPal.). For more information read here.

• Payment providers: Select the option which is relevant to the payment method you are creating. There are three options:

  • PayPal Express

  • Stripe SCA

  • Cash / EFT / etc. (Cash, cheque or bank transfer. These payments do not go through an online payment portal and do not involve automatic validation)

• Calculator: Select how you would like any charges associated with the payment method to apply to an order. Note that payment method fees can be set to zero. See below for more information about Payment Method Fees.

By clicking Create, the payment method will be created and you will have new fields to define payment method fees. These fields visible depend on which 'Calculator' you selected.

Integrated Payment Providers

For Paypal, MasterCard, Stripe and Pin Payments (Australia only) additional instructions are below.

Payment Method Fees

You can attach a fee to payment methods. Most commonly this is used to pass on a payment portal's fees to the customer. For example, you may wish to charge the customer for the convenience of paying by PayPal to cover the fee charged by PayPal.

Fee Calculators

Flat Percent: This fee is charged as a percentage of the total amount charged in the order.

Flat Rate (per order): This fee is applied as standard fee to all orders, regardless of the size of the order.

Flexible Rate – This fee calculator is especially useful if you'd like to encourage customers to place large orders: the cost of payment can be reduced or zero when the threshold number of items has been reached.

• ‘First Item Cost’: The fee charged for the first item in the order.

• ‘Additional Item Cost’: The fee charged for items beyond the first item.

• ‘Max Items’: The maximum number of items on which the fee will be applied. Items purchased beyond this amount will be not be charged the fee.

For Example: if the 'First Item Cost' is set to £0.20, 'Additional Item Cost' is £0.10 and 'Max Items' is 3 then a customer who purchases 5 items will be charged £0.40 in payment fees (£0.20 for the first item, £0.10 for items two and three, and £0.00 for items four and five).

Flat Rate (per item): This fee is a constant fee, applied to products listed as ‘items’. (It is not applied to products sold by weight or volume. Hence there will be no associated payment method fee charged to a customer who, for example, buys rice by kg.)

Price Sack: This is a flexible shipping fee method that allows you to reward shoppers who spend over a ‘minimal amount’ by applying a discount. If the shopper spends less than the ‘minimal amount’ you can set what shipping fee they pay.

• Minimal Amount: If the order total is below this amount, no discount is applied. If the order is above this amount, the discount will be applied at checkout.

• ‘Normal Amount’: This will be the shipping fee applied to sales below the ‘Minimal Amount’.

• ‘Discount Amount’: This will be the shipping fee applied to sales above the ‘Minimal Amount’.

Refunds

Issuing and managing refunds depends on how a customer originally paid for their order. More details are found here.

It is possible to have more than one order cycle open at the same time. This has the effect of creating two (or more) open shopfronts, which the customer can choose between from the one website address (URL). This feature is helpful when you want to have different ‘conditions’ in the two shopfronts such as different products (wholesale or retail), different enterprise fees (such a non-member mark-ups) or different order cycle opening and closing dates (for different deliver runs).

When the customer first lands on your shopfront page they will be requested to choose an order cycle before products are visible:

When the customer selects an order cycle, the shopfront will load with the specific products, fees and opening and closing dates of that order cycle.

Ordering your order cycles

You can choose whether you want your order cycles to be listed in the dropdown menu by closing date (closing soonest first) or by opening date (opened earliest first).

This is setup in your enterprise settings -> Shop Preferences -> Sort Order Cycles On Shopfront By

Customers can navigate between order cycles:

Enterprise fees are useful for producers and hubs who are working together. They allow costs associated with admin, packing, transport, sales and fundraising to be allocated to different parties.

For example, a hub may choose to add an enterprise fee of 10% to all the products they sell to cover their administration costs (storage of products prior to distribution, staff costs etc).

For producers selling their own products directly, these costs are already present in the price of the product so applying Enterprise Fees may not be necessary.

One of the many benefits to OFN customers is price transparency. Shoppers can see the percentage of an item's price assigned to admin, packing etc. This information is displayed by clicking on the pie chart next to the price of a product on the shop front:

Setting up an Enterprise Fee

• Go to 'Enterprise Fees' by clicking on Enterprises in the main menu at the top of the page and then click Settings next to your enterprise. The Enterprise Fee page is found in the menu on the left hand side.

• Click Create One Now (or Manage Enterprise Fees if you have already set one up). You will be directed to a page like this:

Enterprise: In the first column, select the enterprise to which the fee applies.

Fee Type: Select the service that the fee applies to. The options are Packing Fee, Transport Fee, Admin Fee, Sales Fee or Fundraising Fee.

Name: Choose a name for your fee.

Tax Category: Select the appropriate tax category. In most cases, the VAT rate for the enterprise fee will be inherited from the product. If the enterprise fee is associated with a service added to the product, the fee may be subject to VAT but the product itself not. In this case, choose between 'Reduced Rate', 'Full Rate' or 'Zero rated' VAT.

Calculator: The fee can be calculated in a number of ways. Select the calculator which best applies.

Click Update to save your enterprise fee. The 'calculator values' column will now contain input fields relevant to the calculator.

Fee Calculators

Flat Percent – This fee is charged as a percentage of the total amount charged in the order.

Weight (per kg) – this fee is applied to products on a per kg basis. The fee will only be applied to products which are priced at a per kg rate, not products listed as items (e.g. a product listed as ‘1 bunch of parsley’ will not have an associated enterprise fee with this option).

Flat Rate (per order) – This fee is applied as a standard fee to all orders, regardless of order size.

Flexible Rate – This fee calculator is especially useful if you'd like to encourage customers to place large orders: the enterprise fee can be reduced or zeroed when the threshold number of items has been reached.

• First Item Cost - the fee charged for the first item in the order.

• Additional Item Cost - the fee charged for items beyond the first item.

• Max Items - the maximum number of items on which the fee will be applied. Items purchased beyond this amount will not be charged the fee.

For example, if the 'First Item Cost' is set to £0.20, 'Additional Item Cost' to £0.10 and 'Max Items' to 3, then a customer who purchases 5 items will be charged £0.40 in enterprise fees. This is comprised of £0.20 for the first item, £0.10 for the second and third, and £0.00 for the fourth and fifth.

Flat Rate (per item) - This fee is a constant fee, applied to products listed as ‘items’. (It is not applied to products sold by weight or volume, hence there will be no associated enterprise fee charged to a customer who buys rice by the kg for example).

Price Sack - This is a flexible shipping fee method that allows you to reward shoppers who spend over a ‘minimal amount’ by applying a shipping discount. If the shopper spends less than the ‘minimal amount’, you can set what shipping fee they pay. This feature can also be used to create a fee for minimum spend too, so if the customer spends below a certain amount they will be charged a fee to compensate for it.

• Minimal Amount - If the order total is below this amount, no discount is applied. If the order is above this amount, the discount will be applied at checkout.

• Normal Amount - This is the shipping fee applied to sales below the 'Minimal Amount'.

• Discount Amount - This is the shipping fee applied to orders above the 'Minimal Amount'. You can set this to 0 for free shipping, or use a minus symbol to apply a discount, eg. -5 for $5 cheaper.

Introduction

The 'inventory' gives enterprises increased control and flexibility with their product management, if they require it. The feature will mainly be of interest to Hubs and Hub managers.

By using the Inventory, Hub A can modify the price and stock levels of the items it has permission to retail. The feature can also allow Hub A to make only a sub-selection of goods from its supplying producers available for sale on its shop front if they don't wish to distribute entire product ranges. All this can be done without modifying the master copy of the products. Hence if both Hubs A and B stock the same products, then by using the inventory tool Hub A can alter price and other fundamental information about the items it sells, without impacting on Hub B.

Profile settings for the Inventory

To access the Inventory, go to Enterprises (on the main horizontal menu) and then 'Settings'. From the menu bar on the left hand side, select 'Inventory Settings'

You have two options:

• New products can be put into my shopfront (recommended): Your supplier's products can be added to your online shop-front without you having to add them in your shop/hub inventory beforehand. When you create an order cycle, all products from the selected producers will be available for you to add to the 'incoming' portion of it (the order cycle). This is the default option and is recommended for hubs who do not wish to modify price or stock levels of the items they retail

• New products must be added to my inventory before they can be added to my shopfront: When you create an order cycle, only those products which you previously added to the hub inventory will be visible for selection in the 'incoming' portion of the order cycle.

Visiting your Shop/Hub Inventory

Click the Products menu on the top of your the admin dashboard, and then click Inventory on the sub menu. If you manage multiple enterprises, you will be asked to select one because each inventory is managed independently.

If new products have been added by your suppliers between each visit to your shop/hub inventory then you will see the following message:

Until you have added these products to the inventory they will remain in the 'New Products' category and invisible for selection when creating an order cycle. By clicking on 'Review Now' you will be redirected to the list of new products.

Reviewing New Products

New products can be either Added to your inventory list or Hidden. If there is a product in the list for which you would like to override details, or apply a recurring stock level to, you’ll need to add it to your inventory list. If there is a product which you never want to sell in your shop, or at least don’t want to stock in the near future, you can choose to hide it (see Hidden Products section below).

Managing Your Inventory Products

Your inventory products list is where you can override product details, set up stock level resetting, and hide products.

Via the columns button on the right of the table, you can choose which settings you would like to see and modify.

Modify SKU, prices and stock levels for products in your shopfront

Any changes you make here will be visible on your shop and will hence override details set by the supplier. You can modify the following fields:

• SKU – if you wish to use an alternative SKU (reference number) for a product, you can over-ride the producer’s SKU here by typing in an alternative.

• Price – You can set a different price to show in your shop. Keep in mind the units of the product will remain the same. Hence if the product is priced per kg then you can only modify its cost per kg and not change it to a fixed cost per item.

• In Stock – If your stock of this product differs from the available stock offered by the producers, you can indicate your stock. Your products will no longer be visible in the shop once the inventory stock level reaches zero.

• Unlimited? – You can select whether to 'use producer stock settings' (in which case the number in the 'in stock' column will remain grey and producer stock levels are inherited), to have unlimited stock by selecting 'yes' (where the item will never run out and will always be available, if added to an active order cycle) or to define your own stock levels by selecting 'no' (in which case the number in the 'in stock' column will be on a white background).

Refresh yourself about 'in stock' and 'unlimited' here.

Enable Stock Reset?

The enable stock level reset column allows you to reset the 'In Stock' amount to a default value, for example at the start of each new order cycle. The default amount is the number entered in this column next to the check box. The checkbox allows you to select only those items that you want to reset at any give time.

To reset the default stock for these products, click 'Actions' at the top left of the inventory table and then 'Reset stock levels to defaults'. Only products for which the enable stock reset box has been checked will be affected by this action.

In this example the default stock level of Granny Smith apples is 50. There are currently 30 left in stock. If the user, at the beginning of an order cycle wishes to reset to 50 then they must click on 'Reset stock levels to defaults' under 'Actions'

Inherit?

If you have not changed any of the values in the Inventory table for a product, the check box "inherit?" will be, by default, checked. This means that the information entered by the producer and visible in grey will be displayed on your shopfront.

By modifying one or more of the fields, this check box will be automatically de-selected. To reset values (price, stock, SKU etc) to the producer's master copy values, you can re-select this box at any time.

Hide

As in the New Products list, you can also hide products from your Inventory List. Clicking on the hide button will move the product to your Hidden Products list. If you have your inventory profile set up as 'New products must be added to my inventory before they can be added to my shopfront' (see here) then the product you just hid will no longer be available for selection in your hub's order cycle and thus will not be visible on your shopfront.

Hidden Products

When viewing your list of hidden products you can choose to make them visible once more by clicking the 'Add' button to the right of the item.

Inventory and Order Cycles

When setting up order cycles you can on a case by case basis choose between selecting from all available products or only those which are in your shop/hub inventory.

This is controlled by visiting 'Advanced Settings' (top right of order cycle page):

This option has the same effect as changing our enterprise profile settings for your inventory, but unlike the latter it applies only to the order cycle in question.

In Open Food Network, Order Cycles are where shop managers open their shop. This involves selecting which of their products are in stock, what fees are applied and what dates the shop will open and close.

Why use Order Cycles? Many producers, who are selling small quantities of products, may find it useful to have an order cycle that is perpetually open, and to fulfill orders individually, as they are placed. Other producers, who sell large quantities of products, to multiple customers, find it useful to establish periodic order cycles, which are collectively fulfilled at the end of a period. For instance, a farmer may have an order cycle which is open (accepting orders) for two weeks. At the end of this order cycle, all of the orders are packed, sorted and distributed at the same time. Once this batch of orders has been fulfilled, a new order cycle is opened. Structuring order cycles in this way can make the tasks of packing and delivering orders more efficient.

Access Order Cycles

When logged into your admin dashboard you can access order cycles from this button:

Or 'Order Cycles' on the main horizontal menu across the top of the page. Then click on +New Order Cycle

You will now be redirected to a new screen:

Name (required): Choose a name for this order cycle. This will only be visible to you, so it can be named anything which is meaningful for you. We recommend that you follow a consistent naming protocol e.g FoodHub_Week27_2014.

Orders Open: This is the date at which your OFN store will be open, and start to accept orders.

Orders Close: This is the date when your OFN store will close, and stop accepting orders. If you intend to have an order cycle which is continuously open, select a close date which is well into the future.

Ready for (ie Date/Time) (required): This box tells the customer when their order will be ready for either collection or delivery.

Customer Instructions: This message will be included in the customer’s order confirmation email, below the message that corresponds to their chosen shipping method (see below). This note is designed to only be visible to customers, so you can include more sensitive information like addresses, or phone numbers etc.

Products: You must select the products which will be visible in your online store during this order cycle.

Add Coordinator Fee: There is the option of adding a coordinator fee. Here you can apply an enterprise fee that has been created for your enterprise.

Open the shopfront

Click Create to save this order cycle.

For periodic, repetitive order cycles, you can copy an existing order cycle and change the dates, to make the process quicker. Select the icon with two sheets of paper to the right of the table as highlighted below:

Order cycles will display as green when they are active, yellow when scheduled for a future date, and grey when they have closed. If an order cycle closed over one month ago, it will no longer display on this list. To view all of your past order cycles click show 30 more days or show 90 more days at the bottom of the list.

Customers will be advised when they have already ordered in an order cycle, even if the order cycle was closed for some time before being reopened:

You open your shop by creating an Order Cycle. When you create an order cycle you select when your shop is open (from and until), which products will go into the shop, and any fees that you'll apply.

Why Order Cycles? Some hubs may wish to have an online store which is perpetually open and to fulfil orders on a one by one basis, as they are received. However, many hubs operate on a periodic ordering system which allows them to process orders in bulk, making their production, packing and distribution activities more efficient (and reducing associated overhead costs).

For example, an order cycle might be open for two weeks. At the end of the fortnight, all orders will be packed and delivered at the same time on the following Wednesday. Once this batch of orders has been delivered, a new order cycle may reopen.

Viewing Order Cycles

You can create an order cycle, and view previous order cycles by clicking on Manage Order Cycles on your dashboard.

Or from the horizontal menu at the top of the page.

Create a New Order Cycle

The first step is to select a coordinator for your order cycle. Only the enterprise who coordinates an order cycle has permission to modify and manage all aspects of the order cycle. Other enterprises involved in an order cycle (as suppliers or distributors only) will have restricted access. For more information on cross-enterprise management in the context of order cycles, click here.

Once the order cycle coordinator has been chosen, the process of setting up your cycle can be broken down into four steps:

1) General Settings

Name (required): Give the order cycle a name which is meaningful to you. We recommend that you follow a consistent naming protocol e.g FoodHub_Week27_2014. We also recommend that you include the name of your hub in the order cycle name, so that OFN support can identify your order cycles if you need assistance.

Orders Open at: This is the date and time when your OFN store will be open, visible and able to accept orders from customers.

Orders Close: This is the date and time when your OFN store will close and stop accepting orders. If you intend to have an order cycle which is continuously open, select a close date well into the future.

Add Coordinator Fee: As a hub, the coordinator is most likely you. Here you can apply your Enterprise Fee which acts as the markup. The fee will be calculated according to the calculator selected in Enterprise Fees. You can only apply an enterprise fee which has previously been created.

2) Incoming Products

On this page you can select the producers, and their produce, which will be available in this order cycle. In the dropdown menu you will see all producers who have granted you permission to add their produce to your order cycle (See Enterprise Permissions section). After selecting a supplier and clicking Add Supplier, all of the products associated with that supplier will be visible. Check those products you wish to add to the store, or click select all.

The Receival Details field is optional. Information added to this field will automatically added to any email sent to producers at the end of an order cycle (after clicking 'Notify Producers'). It might be a good idea to include an exact delivery address for produce prior to distribution to customers here.

The Add Fee button in this section, at the end of each producer's entry in the table, allows you to add different enterprise fees to different suppliers. For example, transporting flour or heavy goods to customers may be more expensive for a hub than salad. Hence, a hub can, in a transparent manner, add a slightly higher enterprise fee to all goods supplied by the flour miller than the salad farmer.

Select the name of the enterprise which sets the fee in the first dropdown box, then click the name of the enterprise fee in the second dropdown box.

3) Outgoing Products

Here you can select one or more hub-distributors. All hubs chosen to be a distributor in this order cycle will have an open shop front for the duration of the order cycle. In a simple model, only one hub is listed as the sole distributor for the order cycle. Select the hub, and check the box 'Select all' to add all incoming products to the shop front. For more flexibility, the same order cycle may have multiple hub distributors. In this case you may wish to select a different subset of the available incoming products for each distributor, and/or add different delivery dates for each.

The Tags column is where you can tag your order cycles to customise whether they are visible/invisible to certain customers. See tags and tag rules for more information.

The ‘Ready for (i.e. Date/Time)’ (required): This box tells the customer when their order will be ready for either collection or delivery. If your order cycle is a perpetual one, which fulfils orders on an individual basis rather than in bulk, you should enter something like ‘Two days after order is received’. The example below shows how a customer can toggle between different order cycles to select the date which suits them best.

Add Fee: Again, a previously created enterprise fee can be assigned to this distributor. For simple models (with one hub distributor, who also is the coordinator of the order cycle) adding a fee at this stage is the same as adding a 'Coordinator Fee' (it will apply to all products). For complex models, the coordinator may wish to add different fees to all products sold though each distributor. The best place to implement this functionality is here.

4) Checkout Options

Your enterprise may have several order cycles open at once, each with a different collection/delivery options or payment methods. For example, you may wish to have two concurrent order cycles:

1. Products available for collection at a physical location at a specific time and date. You will be there in person and so can offer cash on collection as a payment method for this.

2. Products which can be sent my courier or through the post (ie. non perishable goods). You would prefer that customers pay for these items before they are dispatched and so only wish to allow the payment option of 'card payment' to be visible.

In order to do this, your enterprise will need to have both collection and delivery shipping methods set up, plus two different payment methods (cash on collection and a card payment).

You can then assign the shipping and payment methods you wish to use for specific order cycles (and hence the products they contain) during the fourth stage of setting up an order cycle simply by completing the check boxes:

The options will appear to the customer like this as they go through checkout:

And all the relevant information relating the shipping/delivery and payment will be summarised in the customer’s order confirmation email:

Open the shopfront

Click Save to schedule the order cycle. If the opening date has already passed, your shop is instantly open! If you are not ready to open right away, enter dates in the future, which you can change later.

For periodic, repetitive order cycles, you can copy an existing order cycle and change the dates to make the process quicker. Click the button with two sheets of paper to the right of the table as highlighted below:

Order cycles will display as green when they are active, yellow when scheduled for a future date, and grey when they have closed. If an order cycle closed over one month ago, it will no longer display on this list. To view all of your past order cycles click show 30 more days or show 90 more days at the bottom of the list.

Customers will be advised when they have already ordered in an order cycle, even if the order cycle was closed for some time before being reopened:

‘Notify Producers’ Button

By using this button at the top of the page, all the Producers linked to the order cycle will receive an email containing a list of the products ordered for that particular order cycle thus far.

When the Notify Producers button is selected there will be a confirmation prompt. Once confirmed, an email will be automatically sent to all relevant Producers. The email will include Delivery instructions (if this field is completed in the incoming products section) as well as the following product information:

• SKUs (if relevant)

• Name of Supplier

• Product name

• Quantity ordered

• Price per unit

• Subtotal per product

• Included Tax (if relevant)

Setting up automatic producer notifications

If you would like the producer emails to be automatically sent when an order cycle closes, you can do this from the 'Advanced settings' menu in the edit order cycle screen:

From the menu that appears, select the checkbox for 'automatic notifications' and click 'save and reload page' to save your changes:

To also show customer names in these reports, for example to help your producers to pack items by customer, ensure you have the setting 'customer names in reports' enabled from the shop preferences menu of your enterprise settings:

Once you have the automatic notifications set up for an order cycle, your producers will automatically be sent an email after the order cycle closes. Enabling 'customer names in reports' will help them to pack the orders by customer.

Producer / Supplier Reports

If your Order Cycle includes products from linked Producers / Suppliers they will be able to log in to their OFN account and view reports about the Order Cycle. By default they will not be able to see any Customer Details in these reports. If you would like your suppliers to access Customer Names in their reports, you can adjust these settings in Shop Preferences in your Enterprise Settings.

A list of all customers who have placed an order with your enterprise can be viewed from the Customers menu in the admin dashboard.

You can also manually add a customer by the +New Customer button.

Customer Billing and Shipping Address

Each customer can have a default billing and shipping address. If a customer has a registered OFN account and has completed their details fully their addresses will be copied to this section automatically. Storing a default billing and shipping address can make online purchases quicker for the customer.

Tags (to group customers in to categories)

You can assign your customers to groups and then offer group-specific pricing and/or product listings.

On the OFN platform this is achieved by assigning all customers belonging to a common group (ie all your wholesale customers) the same tag. To add a tag, simply type its name in the 'Tags' column on the Customers page. A customer can have several tags and of course the same tag can be linked to several people.

Tags also appear in reports. You can use them during csv / excel exports to quickly filter data.

The White Label function allows users to customise their shopfront branding to replace the Open Food Network defaults. These changes will apply across shopfront and checkout screens.

Access White Label functions through the Enterprise Settings menu in your Dashboard

Hide Open Food Network navigation menu

Check the ‘Hide OFN navigation’ box to remove the header links to other parts of the Open Food Network site on your shopfront.

OFN Navigation visible:

OFN Navigation hidden:

Customise logo in site header

To replace the Open Food Network header logo with your own logo:

• Enterprise settings -> White label

• Check 'Hide OFN Navigation'

• Choose a file to upload and click 'update' at the bottom of the screen.

The image will be resized to 217 x 44.

Custom link on logo click

• Follow the steps above to add a bespoke image.

• When you revisit 'White Label' from your Enterprise settings you will now be able to add a URL to which you wish the bespoke logo to link

Click Update to save.

Voucher codes can be created to offer shopping discounts to new or existing customers. Voucher functionality is still relatively limited, please read through this guide before implementing vouchers in your shop process.

Set up and manage vouchers in the Vouchers tab in your Enterprise Settings.

Setting up a voucher

• Go to 'Vouchers' by clicking on Enterprises in the main menu at the top of the page and then click Settings next to your enterprise. The Vouchers page is found in the menu on the left hand side

• Click Add New in the top right of the vouchers page to be taken to the new vouchers page

• Voucher Code - the code customers will enter to receive a discount. Code is string matched, so double check the spelling, spaces and numbers.

• Voucher Type- There are two options here: Flat (for a flat rate discount) and Percentage (so someone can have a percentage discount).

• Amount - The numeric percentage or flat rate you wish the discount to apply.

• Click save to create the voucher.

Managing vouchers

Vouchers can be turned off and on as needed by enterprise managers.

In the Vouchers page in Enterprise Settings, use the checkbox against each voucher code to deactivate or reactive your vouchers.

Click update to save changes

Customer facing use

Customers will need the exact code as entered in the Voucher Code field of set up (above).

In step 2 of check out, Payment method, customers can enter the voucher code to have it applied to their order.

After applying the code, continue through check out to finalise the order

If you don’t want your shopfront to be visible to the public (ie. you would like to host a shop front from which only members can place orders), there are two ways that you can make your shop more private:

• make your shop 'invisible' and only share the shop website address (URL) with your desired customer base

• make your shop 'private' and only visible to registered customers.

Make your shop front invisible

In your Enterprise Settings, under Primary Details, you can set your profile to 'hidden' (your enterprise will not appear on the OFN map or in OFN searches but can be referenced by other OFN hubs which you supply) or ''Hide all refences' (whereby your enterprise will not be visible under any circumstances other than if someone has the direct URL).

When the Visible in Search? option is set to 'Hidden' your OFN enterprise will be hidden in both all searches within the platform and in external web the search engines. Your enterprise will not appear in the "shops" menu nor on the OFN map page.

The benefit of this method for making your OFN shop front invisible is that you can invite (by email, perhaps), customers by sending them the direct link to the store. It is also a simple and effective way to manage your enterprise.

Hence, if someone on your mailing list forwards an email from you to a friend, the friend can place an order without being a registered customer. You will need to manually double check that all orders came from registered customers, posteroiri.

Visible to registered customers only

A stricter, but potentially more time consuming approach, is to let your OFN enterprise remain visible in the enterprise settings above but change the Publicly Visible Shopfront option (under Enterprises-> Settings-> Shop Preferences) to Visible to Registered Customers Only.

Whilst your enterprise will be visible in a search of the OFN platform, your customers would need to log into their OFN account in order to view your shop front and the products on offer. Other registered OFN shoppers, who are not on your customer list, will not be able to see your shop front once logged into their OFN accounts.

You'll need to maintain your Customer list and manually add all new customers, before they can place their first order.

You can also delete customers who you no longer want to be able to see your shop or place an order.

How does the shopping experience change when your shop is private?

When visitors to your shop arrive at the shop, if they're not logged in yet, they'll see the message below.

From here there's 2 pathways:

a) If the customer logs in, or signs up with an email address that is on the shop's customer list, they'll be taken to the shopfront as usual.

b) If the customer logs in or signs up with an email that is not on the shop's customer list they'll see the message below. They can then contact the shop to request access.

Once your shop is online (i.e. you have an active ), customers are able to place orders. This section explains how to:

• (refunds etc.)

Within the admin interface there are two places where orders can be viewed and modified (if necessary):

1. the page itself,

2. the page.

The features of both these two pages are discussed below.

Listing orders

The listing orders page shows a list view of all orders placed through your shop(s). From here you can access details of individual orders, edit orders and track the status of their payment and shipping. For details of how to create a new order manually for your customer see .

The page has filters which allow you to select which orders you want to view. You can filter by date, status or the email and name of the customer.

Distributor: This is the enterprise through who's shop the order was placed.

Completed at: This is the date that the order was placed.

Number: This is an arbitrarily assigned order number. An exclamation mark symbol with with word 'Note' to the left of it will show if the customer included a comment with their order at checkout. Hover your mouse above the exclamation mark to view the comment.

State:

• Complete: The customer has finished checkout.

• Cancelled: If a manager of an enterprise or a customer chose to ‘cancel' it.

• Cart: The customer is in the process of shopping, but hasn’t checked out yet.

Payment State:

• Balance Due: If it’s cash, or bank transfer or eftpos (i.e. all non automated payments), then the order will be ‘balance due’ by default, until admin members of the distributing enterprise manually mark that the payment has been received, at which point the payment state will change to 'paid'.

• Credit Owed: If someone has paid for their order, but then you edit their order, and remove an item, the cost of that item becomes ‘credit owed’.

Shipment state:

• Pending: When the payment state is ‘balance due’ the shipping state will be pending, meaning that until payment is received, shipping should not commence.

• Ready: When payment has been received ('paid', or 'credit owed' status) the shipping state becomes ‘ready’.

Customer email: The customer’s contact email.

Customer name: written in the format of 'Surname-comma-first name'

Total: The total value of the customer’s order.

Changing the Payment and Shipment state of an order

Next to each order in the Order list are two icons. Clicking on the edit icon (a pencil and paper symbol) will open up details of the order so that you can review or edit the order details. Below the edit icon will be one of two icons. These icons show the payment and shipment status, and can be clicked to change the status. If a payment has not been received, the icon will show a tick which can be clicked to capture the payment. If payment has been received, the icon will be a road, which can be clicked to mark the order as delivered.

• Clicking on the tick icon (highlighted in red below) will change the Payment State to Paid.

• Clicking on the road icon (highlighted in green below) will change the Shipment state to Shipped.

Capturing a Payment

Capturing a payment will mark it as received. This is helpful if customers do not pay when they order. When you receive cash or a bank transfer from the customer, you can then go in to the Order Listing and capture the payment. To quickly capture a payment as received, or mark that an order has been shipped, you can click on the tick or road icons to the right of the order in the Order List.

Note that this will capture the full amount of the order as paid. if you want to review the order details before capturing a payment, you can select the edit icon to the right of the Order you wish to review. In the Order Details screen, click on Payments to see the Balance owing and Payment Status for this order. From here you can click on the tick to capture the payment. Once captured, the Payment Status will change to Completed.

Editing an order

To the right of an order you will see a pen and paper icon. Click on this to access the order management page where you can edit, modify and cancel an order.

This is what the order management page looks like:

Adding and removing products from an order

You can add a product to the order by selecting the variant you require from a drop down list of those available (at least 3 letters must be typed in to the field box 'Select Variant' for list of options to appear). To remove a product from an order click the rubbish bin icon on the right hand side of the product. You can also change the quantity of each item ordered. Remember to click the update and recalculate fees button to save changes (this will also update enterprise, shipping and payment method fees accordingly, where appropriate).

Changing the Shipping Method

A customer may contact you and ask to have their groceries delivered rather than collect. You can edit the shipping method assigned to the order by selecting the edit symbol to the right of the shipping method:

You then have access to all available shipping methods. Select the one your customer wishes to change to.

To save changes select the 'tick' icon to the right hand side. To discard, select the 'cross'.

Adding tracking or a note to an order

If the order will be sent by courier and you have tracking details then you can add them to the order by selecting the 'pen and paper' symbol to the right of 'Tracking details' (highlighted in red below).

Customers may add notes to orders at checkout, such as where to leave a parcel if they are not going to be home. From time to time they may forget to add the note at checkout and then contact you later with this type of information. You can add the note in retrospect by selecting the pen and paper symbol to the right of Notes (highlighted in green below).

Additional options available under 'Actions'

• Resend Confirmation: If you have edited a customer's order, you may wish to resend them an updated order confirmation email.

• Cancel Order: Cancel the order. It is important to process any refunds or adjustments to an order before cancelling it. A cancelled order can not be edited or refunded.

View customer details

Customer information (email, billing, shipping addresses and phone numbers) are accessible from the menu on the right of the page:

Modify an Order or Record Partial Payment

Click on 'Adjustments' in the right hand menu (screen shot above). On this page you can add or subtract from the order total by selecting the + New Adjustment button.

You may wish to use this functionality to:

• grant a discount on an order if a product is damaged

• deduct credit owed to the customer from their total balance

• refund a customer

• record a partial payment

Bulk order management

Start/End Date: You can filter to display all orders that were placed within a given window of time.

Producer: You can filter for a given producer. This can narrow down the display, if you’re only interested in one product, supplied by one producer.

Shop: You can filter according to the shop at which the order was placed.

Order Cycle: Perhaps the most useful filter, the order cycle filter, will display only those orders which were placed within a selected order cycle.

Actions: You can select the check boxes of multiple orders (left hand column), to perform the same function to all of them, such as delete.

Columns: You can select which fields you do or do not want to be displayed in the table:

Examples of using Bulk Order Management:

Example 1: You have a stock shortage, and must reduce customer order quantities for a certain product.

In your current order cycle, customers placed orders for 5kg of beef tomatoes. Unfortunately there was a storm, and you were only able to harvest 2kg. You need to identify all customers who ordered tomatoes, and half their orders for tomatoes.

This can be done in bulk order management, as follows:

1. Filter according to the date range, or current order cycle.

2. Search for ‘tomatoes’. All orders for tomatoes within the date range/order cycle you selected will now display.

3. Click on the product ‘Tomatoes’ in the Product:Unit column.

4. A box will appear at the top of the page, showing the total quantity ordered (across the date range/order cycle you’ve selected).

You can then adjust the quantity (or delete products) of each unique order in the Quantity column. The Total Quantity Ordered in the box at the top will update automatically as you adjust orders.

Here, the amount of tomatoes allocated to each order has been reduced to meet the total available of 2kg:

Example 2: Updating the final weight of products.

For the example of two meat pies which are advertised to be 250g each but actually end up being 275g each for this particular batch:

1. Filter for the order cycle or date range of interest.

2. Search for the desired product

3. Make the Weight/Volume and Price columns visible.

4. Enter the actual weight of the pies that each customer will receive in the weight/volume column. The price will automatically recalculate based on this weight.

5. Click update.

A Customer’s view of their order

Your customers can view a list of their orders when they login to the OFN, and click on their account (see below).

Here your customers will be able to see the past orders and payments as well as a running balance at your shop (and any others on OFN where they have placed an order).

What are subscriptions?

Subscriptions are recurring or standing orders that can be set up for the customers of any Enterprise with a shopfront. Once set up, these orders will be automatically processed at defined intervals (eg. weekly, fortnightly, monthly).

Features of Subscriptions

• Customers can choose to have their 'usual order' placed automatically.

• Customers can set up an automatic credit card payment (using ) for their subscription

• Enterprises and/or customers can pause, cancel and/or add/remove products from their standard subscription order.

Set up subscriptions: Step-by-Step guide

: this page describes the steps to make your enterprise 'Subscription Ready'

• in your Enterprise Settings.

• Make sure you have setup for customers.

• , including their contact details, which items they'd like in their subscription and which shipping and payment methods they'll use.

• , and then ask them to signup to OFN.

• Setup , which will dictate how frequently subscriptions are processed.

This page describes how shops can setup unique subscriptions for individual customers, including which items are included in their subscription, which the subscription applies to (ie the rate at which they receive their order) and how to pause/edit their subscription.

Checklist of things to do before you create subscriptions for your customers:

• Enable subscriptions in your

• Create

• Have made contact with your customers to

• Added your subscription customers to your .

• Have contacted your customers to request that they , and if they will be billed with Stripe, to request they .

• Created at least one

Create subscriptions

Click on Orders on the main horizontal menu and then select Subscriptions in the sub-menu.

Click + New Subscription to setup a recurring order for your customer. You will first be prompted to select the shop with which you wish to create the new subscription.

Basic Details

Schedule: Select the schedule that this customer wants to subscribe to.

Shipping method: Select the customer’s preferred shipping method.

Begins at: This is the date that the customer’s first subscription generated order will be generated.

Ends at: After this date the customer’s subscription orders will no longer be generated. This field is optional, if left blank the order will continue to be generate indefinitely.

Address

Fill out the customer’s billing and shipping details. Address details for customers who have placed orders on OFN previously will load automatically.

Add Products

Add the items the customer wishes to receive from your enterprise on a regular basis.

Review & Save

Check that details are correct and then click Create Subscription or Cancel.

What happens if the price of a product changes after the subscription is made?

The prices of items within subscriptions will update and the customer will be charged according to the updated price. At the start of each order cycle with which their subscription is generated they will receive an email with a summary of their order, including up-to-date prices.

What if a product in a subscription is not available in an order cycle?

When an item in a subscription is not available (for example if it is a seasonal product) the customer will be alerted in their confirmation emails.

Edit a customer’s subscription

Edit the base subscription

To make changes to the whole subscription (ie all orders placed from now on for the customer) then visit Orders (main menu) -> Subscriptions (sub-menu).

Select the enterprise with which the customer has a subscription from the drop-down menu.

A table listing all your customers' subscriptions will be then visible. Select the Edit (pen and paper) icon to the right of the customer:

Edit one specific order

If you want to change a single upcoming order in a subscription you can click on the number in the customers’ orders column.

This will reveal all upcoming orders in the schedule, and you can then edit a specific order.

Delete a subscription

To delete a subscription for a customer who no longer wishes to receive the goods from you on a regular basis, click the cross button to the right of the table. This will prevent any future subscriptions from being generated and delete this subscription permanently.

Pause a subscription

A customer may want to pause their order while on holiday for instance. In this case, click on the pause button (two vertical lines) to the right hand side of the subscriptions table. This will prevent all future orders in the subscription from being generated, until it is activated again.

To un-pause (re-activate) a subscription, click on the play (arrow) button.

How are subscriptions processed?

You have set up a subscription for a customer. What happens now, each time an order cycle opens and closes?

Order Cycle belonging to the subscription schedule opens:

• Your customer's order will be created immediately. They will receive an email notifying them of this.

• Stock levels of products ordered by the subscription will be deducted accordingly at this time.

The Order Cycle Closes

• When the Order cycle closes the subscription orders will be confirmed. Customers will be sent an order confirmation email.

• Customers who opted to pay for their subscription by Stripe will have their credit/debit card debited at this point.

Planning for future subscriptions

There are several ways in which you may opt to plan future order cycles for your enterprise, now that you offer customers the option of a regular automated subscription order:

• Create all order cycles for the season in advance. A quick way of doing this is to copy an order cycle and modify open/closing dates and name to span the period of time desired. Add order cycles to the subscription schedules as desired.

• Create order cycles on a weekly (or monthly) basis. On creation, make sure you also add it to the relevant subscription schedule.

Sometimes you may wish to manually put an order into the system. This may be on behalf of a customer, or so that your reports will capture an order from a different sales stream. You can create an order by going to Orders and clicking on the + New Order button.

You are then lead through a step-by-step process to place the order:

Firstly you will be prompted to select the distributor that the order will be placed with. Next you will need to select the order cycle that you want the order to be placed in. Your choice of order cycle will dictate which products will be available to be added into the order and the fees applied. Click next once you've completed these fields.

Selecting a customer will autofill the customer's saved shipping & billing address, saving you time. You can also enter the customer's details manually if they're not saved in your customer list by completing the fields on the screen.

Click 'Update' to save your progress, then go to 'Order details' from the menu on the right to start entering products:

After finding the product you'd like to order, enter the quantity and click the + button to the right of the product to add it to the cart.

Once a product is added you can edit the quantity by selecting the pen and paper icon to the right of the item:

After editing any aspect of the cart, click update and recalculate fees to update the price.

The final step is to add the customer’s payment method. This is found from the right hand menu:

Clicking update will finalise this order and send an email confirmation to the customer.

This page details what a customer with a subscription can expect. It also highlights some things that shops offering subscriptions should be aware of.

Signing up to OFN

Customers must have an account with OFN before you can process subscription orders for them.

To create an account, direct the customer to the local Open Food Network home page and 'Login' at the top right hand corner. They'll be guided through registering with OFN. Customers must have an active email address to register.

After signing up they'll be sent a confirmation email. Once they click on the link in this email their account will be confirmed and they will be able to login.

Saving credit cards and authorising charges

Customer who want to pay for their subscription orders via automated charges onto their credit/debit card (Stripe) need to a) save their preferred card in their OFN account and b) grant the shop permission to charge that card.

Saving credit card details in the customer account

The Customer's Account page can be accessed after logging into OFN by the top right hand 'Profile' button:

Your customer can save one or more cards in their account, in the credit cards tab.

If a customer registers more than one debit/credit card, then the card which is denoted as 'default' will be the one which is charged automatically by Stripe (if they have a subscription with Stripe as the chosen payment method).

If your customer saves credit cards in their account, they'll also be able to quickly select these when they shop in your shop at checkout.

Authorising a shop to charge their default card

For the Stripe payment method to work for a subscription the customer has with your enterprise they must check the 'Allow Charges' box:

Activate subscriptions

To activate the subscription functionality for your enterprise, go to Enterprises-> Settings-> .

At the bottom of the page change the Subscriptions setting to 'enabled'.

Guest orders: For enterprises with subscriptions enabled, we recommend that you change this setting to 'require login to order'. This ensures that customers see any active subscription orders once logged in, minimising the risk of them placing a duplicate order by mistake.

Change orders: For enterprises with subscriptions, the options for this setting affect the subscribed customer in the following ways:

• Placed orders cannot be changed/cancelled: The customer will need to contact you to modify their current subscription order (e.g. alter quantities of products or cancel that week's order) as they are prevented from editing orders themselves.

• Customers can change/cancel orders while order cycle is open: The customer can adjust product quantities and/or cancel that week's order by themselves, without contacting you.

Shipping and Payment methods for Subscriptions

When creating the customer's subscription, you'll need to select which shipping method they'll use and which payment method they'll be billed with. The options you choose when setting up the subscription will then apply to all following subscription orders placed on behalf of the customer.

Shipping methods

Payment methods

1. Manual payment methods: Cash, cheque, bank transfer (i.e. any method which does not involve automatic validation online through the OFN platform).

Gather information from your customers

To setup a subscription for a customer you'll need to get some information from them, as detailed below:

Billing and shipping address

Products: Which items do they want to include in their subscription?

Shipping/Delivery method: You need to assign a shipping/delivery/collection method to their subscription order. How would they prefer to receive the goods?

Start and End Dates for their subscription orders: Remember, for a subscription order to be created for a given order cycle it must have a start date either before or after the order cycle opening date, and the subscription end date must be after the order cycle close date.

Add your subscribers to your customer list

Schedules

About Schedules

Subscriptions are setup so that every time an enterprise opens an order cycle, orders can be automatically generated for customers who have a subscription with that shop. The frequency with which a subscription order is placed for a particular customer (ie which of your active order cycles triggers their subscription) is controlled by a facility called 'Schedules'.

Schedules are groups that order cycle can be assigned to. Once a schedule has been created, customer subscriptions are applied to the schedule, so that an order for their subscription will only be generated for new order cycles in that schedule.

Create a schedule

Having completed all the steps outlined above, the +New Schedule button will appear at the top of your Order Cycles menu:

Name: Give the schedule a logical name which describes this group of order cycles. E.g. ‘weekly’, ‘monthly’, ‘Tuesday Deliveries’, ‘wholesale’ or ‘retail’. This name is not visible to customers.

You can add existing order cycles into and out of the new schedule by clicking the < and > buttons.

Click create when you are finished.

Edit or Delete a schedule

To edit or delete a schedule, click on the schedule’s name next to a corresponding order cycle, in the ‘schedules’ column. (The 'Schedules' column may need to be made visible by ticking it in the drop-down columns menu at the top right.)

You can change the name of the schedule, add/remove order cycles from it or delete the schedule.

Adding or removing order cycles from schedules

Once customers have been grouped into categories with tags, you will be able to customise their shopping experience in the following ways:

• Making particular variants visible/invisible

• Making certain shipping methods visible/invisible

• Making certain payment methods visible/invisible

• Making order cycles visible/invisible

Most often this feature is required by enterprises who have different shop setups for members/non-members or different groups of customers such as wholesale/retail customers. More examples can be found in our section.

How to set up a Tag rule

To access Tag Rules go to Enterprises -> Settings -> Tag Rules

By Default

By default, all items will be visible to all customers whether they are tagged or not. You can change the default display rules by selecting +add new default rule. Int the example below, by default, all Order Cycles which are tagged 'wholesale' will be invisible. (For this example, only those customers who are tagged with the label 'wholesalecustomer' can view (and hence purchase from) Order Cycles tagged 'wholesale'.)

Tag Rules

Once you have defined default rules, you can then set up exceptions to these rules for specific customer groups.

• First define the customer group to which the exception will occur. In the example above, the exception was applied to all customers with the tag 'wholesalecustomer'.

• Then, for this customer group, you can choose to customise their shopping experience in one of four ways:

We now look at each option, one-by-one:

Show or Hide Variants in my shopfront

This rule lets you make particular variants visible/invisible to tagged customers. For this rule to operate you need to have tagged the customer and the product variant in your inventory (not in the producer's product list) with the same tag.

In the example below the Granny Smith variant of the product 'Apples' has been tagged 'member'. It would thus be possible to set up tag rules such that by default only the Golden Delicious (non-tagged) variant of apples appears on the shop front unless the customer belongs to a group of buyers all tagged 'member' (in which case they would be able to view both the Granny Smith and Golden Delicious options).

Show/Hide shipping methods

In this example, the shipping method 'Free local collection for members' has been assigned to customers with the tag 'member'. One could then set up the following:

• a default tag rule: shipping methods tagged 'member' are invisible

• a conditional tag rule: for customers tagged 'member' the shipping method tagged 'member' is visible

Thus, only members would be able to opt to collect their purchases for free.

Show/Hide payment methods

This rule lets you make particular payment methods specifically available or unavailable to particular customers.

In this example, the payment method 'BACS payment' has been assigned to customers with the tag 'member'. One could then set up the following:

• a default tag rule: payment methods tagged 'member' are invisible

• a conditional tag rule: for customers tagged 'member' the payment method tagged 'member' is visible

Thus, only members would be able to opt to pay for their purchases by BACS.

Show/Hide order cycles at my shopfront

This rule lets you make certain order cycles visible only to certain customers.

In this example, the above Order Cycle has been assigned to customers with the tag 'wholesale'. One could then set up the following:

• a default tag rule: order cycles tagged 'wholesale' are invisible

• a conditional tag rule: for customers tagged 'wholesale' an order cycle tagged 'wholesale' is visible

Thus, only wholesale customers would be able to purchase goods from this order cycle.

Customer Specific Pricing

Sometimes our users want to charge different prices for different customers, often based on their member vs non-member (or wholesale vs retail) status. Currently, there’s no way to automatically charge different prices for members vs non-members, but there are some round about ways of achieving the same thing.

You can use customer tagging, with tag rules to achieve this by:

In some cases, shop owners may want to be able to display products in their shop but not actually allow customers to checkout. For example to show their full product range (which may vary seasonally), or to give potential customers an idea of the products which will be on offer in the next order cycle, before it opens.

To setup a display only order cycle:

• Open an as usual, with the products you wish to display and date range for the order cycle to remain open.

• Change the 'Display' state of all your to 'Back Office Only'. This can be done from Enterprises -> Settings -> Payment Methods -> Edit:

Your shop will now be in the ‘display only’ state. Below is an example of how the shop appears to customers. It’s clearly marked as closed, but customers can see the product range.

From time to time, a customer may request that their order is adjusted such as adding or removing an item.

On other occasions you as a business manager may need to change an order. Common scenarios include:

1. A product was not delivered by a supplier

2. A product was of lower quality than expected

3. An order contains products with variable weights such as (i.e. whole items priced by weight).

The process of issuing a refund or requesting further payment depends on the employed.

Refunds

Using the OFN Platform you can process a , which refunds the entirety of the order, or a , which you might use when an item was not available for example.

Total Refund

To issue a total refund, select the relevant payment method from the tabs below:

Marking an order as cancelled

Partial Refund

Or you can reduce the quantity by editing the quantity value, remembering to click the 'tick' button to save your changes:

Select ‘Update and Recalculate Fees’ at the bottom of the page to save your changes.

Add the relevant details, remembering that for a refund, the value needs to be a negative number. When finished, click ‘continue’:

Once the order has been amended to reflect either the missing/adjusted products or the new adjustment, the order will appear with the payment state of ‘Credit Owing’ for the amount the customer no longer needs to pay.

Process the Partial Refund To process a partial refund of the amount that is now owed, see instructions by choosing the payment method from the following tabs:

Collecting Additional Payments

Orders will now display with the Payment State = ‘Balance Due’:

1. If customer has given your business the money owing in cash or BACS payment then record this in the same manner as detailed for a refund, but use a positive value in the ‘Amount’ field.

2. If the customer is present or on the end of the phone you can take the extra payment by Stripe. You will need the customer’s credit/debit card details to do this. You can also log in to your Stripe account and issue an invoice to the customer via Stripe. The customer will be sent an email asking them to pay with a Credit or Debit Card, but be aware that OFN will not be notified of this transaction and you will still need to manually capture the payment as received in OFN.

Keeping Track of Customer Payment Balances