Quick Start Guide to ePayTrak - Part Two

This is Part Two of Two of the Quick Start Guide. If you have not completed Part One, go back before continuing.

Part Two covers the Catalog system. This is the area where you will create categories and products/classes. It is not practical to cover every feature available in this Quick Start guide, but all items are covered in detail in other sections of these help topics. The catalog is comprised of two basic units, a category and a product. It is similar to the hierarchy structure on a computer. A category is equivalent to a folder and a product is equivalent to a file. You can have subcategories as you can with sub-folders on a computer.

Catalog Menu

Login to the Merchant Administration and from the DASHBOARD you will see the top-bar menu items.  Hold your mouse over the Catalog menu item to view the submenu items available.  


Browse: View and edit your catalog items by navigating the category structure.

Browse Archived: View your Archived products.

Search: Find and edit your catalog items with the search form.

Find Kits: Search and display links to your Kit products.

Product Templates: Create a template that can be used to collect data from a customer.

Product Reviews - A seldom used featured where customers can review the products if enabled.

Digital Goods: Submenu items include Manage Digital Goods, Search, Readme's and License Agreements.

Orphaned Items: Will display products that are no longer assigned to categories.

Pricing Groups: Create multi-discounts for complex and irregular pricing structures.

Venues:  If your school has more than one theatre or venue, it can be entered here. (Normally done by ePayTrak personnel.)

Catalog > Browse

To view your Catalog system, you can mouse-over the Catalog menu item and then select Browse.

Click on it and you will see a page similar to the image below. The following screen capture shows an ePayTrak demo site.  


At the top level of your Catalog, you can only create new Categories. This is because each catalog item must be part of a category in order to provide a navigation system for your customers. Looking from left to right, the Catalog page has the following sections:

  • Select Category: This is a tree style navigation system so you can navigate your category structure.

  • Contents of Catalog: This is where you can view and edit the items in a particular category. Here you will see Subcategories, Products/Classes and Links. Features such as sorting, editing, copying, view state, move and delete are available here.

  • New Category: You can use this section to quickly create a new category.

  • Add Item: You can click on one of the objects available in this section to create a category, product, webpage, or link.

  • Search This Category:  A quick search form for your catalog. This is similar to the page Catalog > Search.  

Before moving ahead to the product editing, let's go ahead and create a new category here.

To Create a new Category:

  1. In the upper-right corner of the Browse Catalog page, you will see the New Category section.

  2. Enter a name for your category into the field provided. Here we used School Fees.

  3. Click the ADD button.

  4. Your new category will be displayed in the middle section, Contents of Catalog.

To Edit a Category:

  1. Locate the Category in the middle section, Contents of Catalog. Below is a section of the 'Contents of Catalog'.

  2. Above, you can see 5 icons to the right of the Catalog name. The 'magnifying glass' is for Preview. The View State (the globe) is the next one. Edit is the third button which looks like a blue note pad. The green icon is for moving the Category as you can not click and drag the item. The Red X deletes the entire Catalog and all of its contents. At the left, the green arrows allow you to move your categories up or down as you wish them to be displayed on your ePayTrak site.

  3. Click the blue edit button to edit the Category. This will bring up the Edit page for the category as shown below. You can change the Name of your Category in the Name box. You can add a thumbnail image for your category on this page. This is explained more in the Manage > Images and Assets section. You can add a Summary or a Description as shown below. The Summary page is displayed on the public side of ePayTrak.


  1. Click the FINISH button on the bottom when you are done. (not shown)  

To Change the View State of a Catalog Item:

When creating new Catalog items, they will be immediately viewable in your store. If you want to change the View State for an item, click on the  icon in the Contents of Catalog as shown below.


You will then see the screen below.  


  • Current Setting: This shows you the current view state for the catalog item.

  • New Setting: Choose the new view state. Public (shown to all users in store), Hidden (available through direct link only), Private (not shown in store). Choosing Private will make that product unavailable for purchase. It will also remove any items any of your customers might have stored in their shopping cart.

  • Include Contents : For categories, you can change the view state for all the catalog items within the selected category.


TIP: While in the process of creating your school store, you can enable the Catalog Mode feature under Configure > Store. This will hide the 'add to cart' button for all  products, so customers can browse your catalog but are unable to purchase directly online.

Product Management

One of the most important parts of a shopping cart system are your Products/Classes. 

It is easy to view the product features by going to the retail side of your store. You can do this by clicking the STORE icon in the upper-right corner. (You can also click the Preview icon (magnifying glass) to view that product from the admin side) When you are familiar with some of the product capabilities, let's continue by adding a new product of your own.


To Add a new Product:

  1. From the Browse Catalog page, click on any of the existing category names or use a new one that you've created.

  2. On the right side of the page, look in the Add Items section.

  3. Click on the PRODUCT link/icon to view the Add Product page.  

  4. For now, just enter a product name.  

  5. Scroll to the bottom of the page and click on the SAVE button.

  6. This will take you to the Product Details page where you will see a variety of options in the left side menu.


Product Details: The summary page for your product. This is where you would enter basic data, tax, shipping, and descriptions.

Images and Assets: You can upload a new image or attach additional images to a product.

Options and Variants: A product variant is a unique combination of options. Variants can be used to control inventory. Options can be used to display image swatches and for a ticket template.  

Digital Goods: Attach an existing digital file to a product or it's variants.

Kits/Bundles: A method of including several products into one product. Note: Variants can not be used in the kits/bundles arrangement.

Volume Discounts: Attach an existing discount method to a product.    

Pricing Rules: You can set multiple price points for a product based on date or member group.

Similar Products: These are the products that are related, that should be highlighted in cross-selling scenarios.

Product Accessories: Select the products that are used in up-selling scenarios during checkout.

Categories: Select additional categories that should display this product.

Product Template: Attach an existing product template. A product template can be used to gather information from the merchant and/or the customer.

Preview: Opens a new browser window so you can view your product as a customer would see it.

TIP:  It is recommended that you create your Accounting and Department Codes before entering new products. This will save time in the building of your ePayTrak catalog.

To Add Basic Product information:

  1. From the Edit Product page, click on the Product Details menu item.

  2. In the BASIC INFO section, add the product price. This is what you wish to display to your customers before any discounts or coupons.

  3. Additional fields for SKU, and Location are provided. You now must assign a sku, they are very helpful in reporting. Location is optional and provides your customer with extra search capabilities.

  4. If the product is a Gift Certificate, check the box so the system will automatically generate gift certificate serial numbers as part of the fulfillment process. (rarely used)

  5. If the Variable Price box is checked, the customer can enter their own price. This can be helpful for a customer making payments to a Food Service account that might vary due to the number of meals per month.

  6. You can use Hide Price for certain items, a ticket event perhaps that has different pricing.

  7. If you want to have a valid participant ID for the purchase, check the Require Valid Participant for Checkout box. This feature requires you to import student or participant ID's prior to the product creation.

  8. Next is the Combine Like Items Cart setting. This setting governs how items can be combined in a cart. A customer can add multiple Classes/Products for just one student/participant if this setting is checked. If you want a customer to purchase the same class for two separate students, then this setting should be unchecked.

  9. Allow Guest Checkout enables a customer to purchase a product without creating a user account. Normally this is used for ticketing functionality.

  10. Show in mPOS is primarily for ticketing products or any other item you wish to see utilizing the mPOS functionality. (This feature only works if your site has premium ticketing add-on functionality.)

  11. Lock Product after Single Purchase is a new feature that you would use in extraordinary instances to lock the product automatically after the first purchase. Leave this box unchecked if you don't want to have your product automatically lock.

  1. Click the SAVE button when finished with this section.

  1. There are other sections within the product that you will learn more about later.

To Change the Product Display options:

  1. In the DISPLAY OPTIONS section, you can change how this product will be shown to your customer.

  2. The Visibility choices are Public, Hidden, or Private.  (This feature was covered in the beginning of this document)

  3. Choose a Display Page if different than the store's default product display page.

  4. If you want to show this product in your store, but not allow customers to purchase, then check Disable Purchase.

  5. If you want this product to appear on the home page, as a featured product, then check Featured.

  6. If you want to choose a different Theme, for only this product page, then select one from the list of choices.

  7. If you want to upload product feeds such as Google, Yahoo, and Shopping.com, and exclude this product, then check Exclude from Feeds.

  8. Click the SAVE button when finished with this section.

TIP:  You are able to import products in ePayTrak. If you have many products to create, importing an existing spreadsheet can save an enormous amount of time! Contact ePayTrak support for the most updated file template. Generally, if you don't have a spreadsheet already built, it would be faster to create the products in ePayTrak directly.

To Add Tax and Shipping options:

  1. In the TAXES & SHIPPING section, you can add the information needed to calculate shipping and taxes.

  2. Change the Shippable option to 'Yes' so shipping rates are calculated on checkout. For digital delivery, you would use a Shippable option of 'No'. For items that are oversized or have some special shipping requirement, select 'Ship Separately'.

  3. Enter the product Weight in the units specified if you wish to use integrated shipping or shipping calculated by Weight and Dimensions.

  4. Ship Cost is the field where you enter the price of shipping. If you enter a Ship Cost value in this field, you will have more control of configuring shipping costs. This field can be used directly in ePayTrak shipping and no other values will be considered or are necessary, such as weight and dimensions. This method is the simplest solution in ePayTrak to control your shipping costs. This method is not appropriate for integrated shipping solutions. I entered $5 in the Ship cost field and selected the appropriate warehouse.

  5. Enter the product Dimensions. It is not always necessary to enter product dimensions, however, the rates calculated may be more accurate if you do. If the dimensions are entered for large packages, the dimensional weight will be used if it exceeds the actual weight. Again, you will not need to enter dimensions if using ePayTrak simple ship cost method.

  6. If this product uses a different Warehouse, then select it here. A different warehouse will create a new shipment during checkout.

  7. If you have setup Gift Wrap, and want to offer gift wrap options for this product, select the gift wrap group here.

  8. If this product should be taxed, according to how you previously setup your tax rules, then select 'Taxable' for the Tax Code.

  9. If desired, enter the Cost of Goods. This information will appear in the Inventory Report, for example.

  10. Click the SAVE button when finished with this section.

To Use Inventory Control for your product:

If you have setup inventory control for your store, then you will be able to use the product-level inventory options. Even if you do not use inventory control, you can still use the minimum and maximum purchase feature.  

  1. In the INVENTORY CONTROL section, you will see fields for Min. Quantity and Max. Quantity. If desired, you may enter the minimum amount that a customer would need to purchase and/or a maximum amount that a customer can purchase. Normally, you would leave the default at zero.

  2. To enable inventory control for this product, change the Inventory Tracking option to 'Track Product'.

    NOTE: If this product uses Options/Variants, then an additional selection for 'Track Variants' will appear. When tracking inventory at the option level, you will enter the inventory levels from the Options/Variants page instead. A new Original Inventory field makes it easy to always know your beginning inventory levels.

  3. Enter the amount In Stock. This is the actual amount of product in your inventory. If desired, this can be shown to your customers.

  4. Enter the amount for Low Stock notification. When this level is reached, you will be notified with a Low Inventory e-mail.

  5. If you want to allow customers to purchase a product that has 0 (or less) in stock, then check the box for Allow Backorder. If you leave this box unchecked, then a customer will not be able to purchase an item that is not in your inventory. There is separate Wait List functionality in the Class Information section of the product as seen below.

  6. Click the SAVE button when finished with this section.

When you are using Inventory Control, you can easily restock your inventory levels by going to Manage > Inventory. By default, any product that has met the Low Stock threshold will appear on the low inventory management page.

To Use Wait Order for your Product/Class.

  1. ePayTrak also has Wait List capability. Allow Backorder as shown in the Inventory section above must be unchecked to enable this functionality.

  2. Make sure that you check Allow Wait List. When the stock levels hit zero, your customer can click an available 'Wait List' button to join the Wait List.

  1. The fields above are optional. You can also choose whether you want to display these fields on your ePayTrak site.

  2. There is a very useful Wait List Management page that displays all customers who signed up for the Wait List, by class. This is covered in depth in the Manage section of these Help Files.

  3. If you select the Class Start Date, this class will display on the Class Calendar.

To Add Product Descriptions:

  1. In the DESCRIPTIONS section, you will be able to enter product information into any of the fields provided. Each field is described as follows.

    • Summary: A brief description of the product that can be used for the category listings or featured products. (max. 1000 characters) In Multi Site, the summary is the field that is used on the Catalog display.

    • Description: The standard product description.  Use the built-in HTML editor or enter your own HTML formatted text. (no limit) Note: The built-in editor works best with the latest version of the Internet Explorer browser. If you choose to have a description print on e-mail receipts, a shorter description works best.

    • More Details: If you want to include some additional product information, you can enter HTML into this field. When there is data in this field, a link to more details will appear next to the Description title. (no limit)

    • HTML HEAD: Enter the data to include in the HTML HEAD portion of the display page, such as Meta keywords and description, javascript, etc.

example input into the HTML HEAD field -
<meta name="description" content="my page description." />
<meta name="keywords" content="my keywords" />

    • Search Keywords: Enter product data like keywords and frequent misspellings. The information you enter here will always be used to find this product when your customers use the search form.

  1. Click the SAVE button when finished with this section.

  2. From the left-column menu, click the Preview tab to view your product as your customer would see it.

To Add Product Images:

These are the steps to add a product image that has not been uploaded to the store. The Upload Image page will allow you to pick an image from your local hard drive and automatically resize it into three different images. When finished you will have a product icon, thumbnail, and standard size product image.

TIP:  For best results, you should upload a .JPG or .PNG or .GIF image that is at least 500 pixels wide. You might need to resize your image with an image editor such as Photoshop if it exceeds 500 Pixels.

  1. From the left-column menu, click the Images and Assets tab. You'll see a screen similar to the one below.

  1. Click the UPLOAD IMAGE button and you'll see a similar image.

  2. Click the BROWSE button to select a new image from your local hard drive.

  3. After selecting the image, click in the Save as field. This will automatically enter the file name of your image. You can change the file name if you want.

  4. To improve performance of your pages, you can adjust the image Quality of a JPG, to reduce the file size. It may be necessary to experiment with image quality percentages to obtain a reasonable file size and maintain image quality on-screen.

  5. Click the UPLOAD button and wait a moment for processing to complete.  

  6. When the upload of your image is complete, you will be shown the three image sizes generated for this product.

  7. If you have additional product images to add, just click the ADDITIONAL IMAGES button to upload them one at a time. You will be given the option to resize and adjust image quality, however, only one image will be created for each upload.

You can also upload several images at once by going to the Manage > Images and Assets area. If you do this, then you can choose the Pick or Edit Images button from the Product's Images and Assets pages. I would recommend uploading images from the Manage > Images and Assets area, because you have more control of where your images are stored.


This is the end of the Quick Start Guide. We could cover all the other features in the product editing area, but it would take many more pages and these areas will be covered in the regular product documentation. The Quick Guide is meant to be an overview of some of the features included in ePayTrak

So, just take your time to create a category structure for your store and start entering products. An organized and thoughtful layout will provide a better shopping experience for your customers. Remember that each page will have some on-screen instructions and helpful Tool Tip text. Plus ePayTrak personnel are a help ticket away to help via phone or e-mail.

CONGRATULATIONS!  You have completed the Quick Start Guide.