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This Section Has Three Parts: 1) Entering an Item 2) Entering Multiple Items 3) Additional Options

Entering an Item

1) Go to your maintenance page, Click on "Store Maintenance", then on "Database Maintenance".

2) Select the "Enter Products into new category" button.

You may also want to add items to an existing category, and if so, you would select the category from the Category List, then click on "Edit Category".

Helpful Hint: Two people can work on different computers doing maintenance at the same time, but they MUST be working on DIFFERENT CATEGORIES. Two people working in the same category at the same time from two different computers will cause items to be lost.

3) Enter the product id. Think of this as the way you will identify the item, like an item number. Many clients like to use the same (or similar) item number as their manufacturer. It can contain only lower case letters, numbers, and the underscore character. No spaces are allowed. It is seen on the screen by the customer as a Ref #. In this case I have called my first item 0102_a

Product ID

Helpful Hint: An item can be made non-taxable and not subject to shipping by adding --nt--ns to the end of the product id. You can have either no tax (--nt), or no shipping(--ns) or both (--nt--ns). E.G. 0102_a--nt--ns if I wanted this item to be both non taxable and have no shipping added. This is very useful for gift certificates.

4) Enter the category for the item. This is a new category called "batiks_main". This category name is not seen by the customer. It can contain only lower case letters, numbers, and the underscore character. No spaces are allowed.

The naming of categories is very important, so please take a moment to read these guidelines.

  • The category names need to be completely different from other category names (unique). Thus, I cannot later add a category called "batiks_main1" as the word "batiks_main" is contained within the word "batiks_main1".

  • The category names need to be unique from any text that you might use in your store. This is because of the way the search functions. If I were to name my category "batiks" rather than batiks_main, it would likely match the word "batiks" that I might use in descriptions or hidden words later on. In short, name your categories something that you would never want to show on the site.

  • For now, I only have one category of batiks. Later on, I may want to have subcategories of batiks. Thus I have named this one "batiks_main", but later on I can change it's name to "batiks_cara", and add a category called "batiks_hoffman", etc., etc.

    Category ID

    5a) Enter the "price" without the dollar sign.


    5b) Enter the "unit". This can be "yard", "each", "package", etc. If you forget to enter the unit, the database will not correctly calculate the amount of the item on the order form.


    6) Enter the "Product Name" This is what the customer will see. You can use capitals and spaces.

    Product Name

    7) Enter the description of your item. The words contained within the Product Name and Product Description are indexed in the search at

    Product Description

    8) Enter any "Hidden Words" you want. These will be indexed in the search at, but will not be seen by the customer. Use a space between each word. You can also enter a category name (it must match exactly) if you want the item to appear in two or more categories. If you use this option, you also need to enable "Full Search" under "Store Configuration".

    Enter Hidden Words

    9) NEW: Related Items: Special coding in the hidden words section instructs the store program to display other items which you would like to suggest as being related to any particular item. For instance, if you had another item with a product_id of "threadripper1" amd wanted it to be shown to the customer when the item you are entering is added to their cart, then in the hidden words add *threadripper1 . The asterisk in front of the product_id in hidden words will automatically cause the second item to be related to the current. Each of the related items must be separated by a space. Both Hidden Words and Related Items may be placed in the hidden words box.

    Enter Related Items

    10) Enter the image file name for this particular item in "First Image File". IMPORTANT: one of the most common mistakes is that the wrong name is entered here. It has to be EXACACTLY the same as the name of the actual image file you uploaded. For example my file name is 0102_a.jpg. I have named it the same as my Product ID to make it easier to find. That way I always know what the image name is that goes with that item in the catalog. I cannot put in a name of 0102a.jpg for this file. It has to be EXACTLY the same as the name of the image I uploaded, in this case 0102_a.jpg. All images uploaded via this software are automatically converted to lowercase letters, so it is easiest to make lowercase letters a habit.

    Leave the thumbnail file box blank, but do put a check mark in "Update Thumbnail Image". The software will automatically generate your thumbnail from your larger image.

    You can determine the size of your thumbnails by clicking on "Store Configuration" then "Store Item Thumbnail Settings". The maximum size is 150 pixels, the minimum is 25 pixels. Remember that larger thumbnails take longer to download.

    Note: You can also have a different image as the thumbnail (it does not have to be a smaller version of your main image). To have a different image, it needs to be at least twice as large as the thumbnail will be (e.g. 200 pixels or more), and needs to be uploaded via the regular image upload. You then enter the name of this image in "Source File".

    Image Name

    Note: If you want to show a second picture for an item (e.g. detail image) you would enter the name of the file in the "Second Image File" box. Again the file names must be exact or the database will not recognize the file.

    The text that the customer sees as a link to look at the large image defaults to "Larger Image". You can change this to anything you like. Likewise, the "Second Image Text" box might contain the word "Detail" if you were doing a detail image.

    11) Sort Order means the order in which the item appears on the page. At this point I would leave this alone until you have finished entering all your items into the category. Then go back and switch these if you want.

    Sort orders do not have to be exclusive, so you can have two 1's, etc. The item will first sort by the sort order, then by the product_id, so when there are duplicates the order which they are displayed will be determined by the product_id.

    If an item is going to show up in multiple categories by using the hidden words, then the sort order numbers used should be carefully conside#003399 in order to get them to show up in any particular order. One method is to start the sort order for each category with a different set of numbers. For instance, if you had 3 categories, use

    batik_a start sort order 100
    batik_b start sort order 200
    batik_c start sort order 300

    Sort orders do not have to be sequential, and there can be gaps. One way to make ensure that you can put new items in between old items is to simply skip numbers (e.g. 5, 10, 15, 20, 25). Then when you want a new item to appear between 10 and 16 you can simply put a sort order of 15 in.

    12) You can now press "update database" If you've made a mistake don't worry you can easily edit it.

    Update Database

    13) You will be taken back to the main "Database Maintenance" screen. As you can see I now have a category called batiks with 1 item. You will not be able to see this item in your catalog until you do "Menu Maintenance", so click on "Store Maintenance", then "Menu Maintenance" to proceed.

    Category List

    Entering Multiple Items

    A new feature of the software is the ability to enter multiple items without having to type all the information over and over again. This is especially handy for items that are the same, but come in different colors. Now you can simply copy the previous item to the next record, then change the necessary info for the different color.

    If you scroll down to enter a second item, you will see that there is button beside "Record 2" called "Copy Record 1". By clicking on this button, it will automatically copy all the information from Record 1 into Record 2.

    Copy Record

    You can then go in and change the Product ID, Description, and Image File Name to the values needed for the new color! This new feature is a huge time saver!

    New Info Changed

    Additional Options

    The database item entry table also has the following options available:

  • Sale Price - this is covered under Running A Sale

  • Wholesale Price - for our retail/wholesale clients, enter the wholesale price here.

  • OOS/Sale Image - this is covered under Running A Sale

  • Multiple Options - this is covered under Options

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