Stuff We Sell

Online Store Operation Details

The web-store accept 3 kinds of payment: Credit Card, Pay Pal, and Money Order/Cash/Check. However, only Admin users can use the Money Order/Cash/Check option. Orders received via USPS should be entered into the store under the "Dischord" customer account.

Credit Card Orders arrive to the store admin via authorize.net with a status of Approved to Ship or Shipped (for Digital Orders). Approved to Ship orders are ready to go and can be packed up and mailed. Declined credit card orders never make it to the store, they go directly to the Failed Orders section. Shipped orders only need to saved via PDF.

Pay Pal Orders will arrive in the store admin exactly the same as credit card orders, only via paypal not authorize.net

Money Orders, Checks, Cash Orders will appear under the status of Waiting For Payment. These should not be processed until payment arrives. When payment clears you will click > Order Accept, and then proceed.

Order Status: All orders arrive in the web-store with a ‘status’ which will be updated as it moves through our system.

Approved to Ship: These are orders for physical items that have been approved by authorize.net or Pay Pal and can be shipped out immediately. When you have finished packing these items you will manually change their status to Shipped and save a PDF copy of the invoice.

Waiting for Payment: These are orders for physical or digital items that have been ordered by check or money order and are waiting for you to receive payment. When payment arrives you will click > Order Accept, which will manually change the status to Approved To Ship, and continue from there. If the customer ordered digital items they will only be delivered to their account when you change the status of their order to Shipped.

Shipped: Orders that arrive in the store as "shipped" are generally digital items that have been approved and have automatically been delivered to the customer's account. All you have to do is save a PDF copy of the order invoice.

Processing: This is a status that you can manually change -- usually for orders that you have begun working on or need to hold for one reason or another.

Pre-orders: This is for orders that have been approved by authorize.net, etc. but are being held for a particular release date. These will arrived in the store as Approved to Ship and will you manually change the status to Pre-Order. When you are ready to ship out these orders you will change their status to "Order Accept" and later "Shipped" when it goes out.

Cancelled: these are orders that you cancel for one reason or another. Inventory for items in these orders will be automatically returned to stock, however you will have to manually refund the customer through authorize.net or pay Pal if their payment has already gone through.

Failed: these are orders that were rejected for one reason or another before they made it through checkout. Orders can fail due to bad credit card numbers, AVS mismatch (shipping address), lack of funds, idiocy, or a failure from our system. All orders will have the message from paypal or authorize.net listed at the bottom with the reason for the failure. If you see repeated failures without a clear cause it might signal a problem with our system.

Processing Orders

  1. Log-in and click > Goto Phoenix to enter the admin dashboard.
  2. Click > Approved to Ship (or any other status you want to process) and a list of orders will appear.
  3. Open an order by clicking anywhere on the order row.
  4. Print out the invoice page to use as a pull-sheet. **
  5. Pull from the sheet and check off items as you go, double check all items before sealing the box (w/ a thank you note).
  6. Go to the next order and repeat, etc. until there are no more orders to ship.
  7. Calculate shipping and print out labels from the postage meter (do not use the shipping charges printed on the orders).
  8. Change the status of each order to Shipped and save a copy of the invoice (as a PDF) onto a folder on the desktop.
  9. Make sure to also save the invoices (as PDFs) of Digital orders that arrived in the admin as already Shipped.
  10. Take packages to post Office before 5:00.

NOTE: It is important to keep the status of each order current. When customers log-in to their account they can see the status of their orders in real time. It will also help you keep track of where you are in the process as well as somebody who may be helping you if you miss a day.
** To save paper you can skip this step and work directly from the computer, but only after you are comfortable with the process.

Refunding Customers

If you have an order that has already been processed by authorize.net or Pay Pal but has an item(s) that is out of stock you will need to refund the customer's payment account and edit their invoice. You may also want to refund a customer a portion of their shipping charges if the automatic postage calculator was wildly inaccurate (the invoice would not need to be altered).

Credit Card Refunds

  1. Login to authorize.net and go to > Tools.
  2. Click the > Refund button and enter the card and the amount being refunded
  3. Enter the invoice number and a very brief description of what you refunded and why.
  4. Click > Submit

NOTE: You can only refund a card after that day's sales batch has been settled by authorize.net. You can void an entire transaction before the batch settles but this should only be done if the order is completely useless.

Pay Pal Refunds

  1. Login to Pay Pal
  2. Find the customer transaction and click on > Details
  3. Near the bottom of the page click > Refund Payment
  4. Enter the amount to be refunded in the gross refund amount field
  5. Enter the order number and reason for the refund in the comments field
  6. Click > Submit (don't worry about calculating the fee)

To Edit The Invoice in the Store Admin

  1. Open the invoice and click > Return To Inventory on any item that you cannot deliver
  2. Click > Update

Running A Sales Report (should be run each friday)

  1. In the store admin go to Store > Reports
  2. At the bottom of the page click > New Report
  3. Select a date and time range -- usually Friday 00:00 thru Thursday 23:59
  4. Leave all other selections blank and click > Create
  5. Click > Product Totals and print that page
  6. Give this page to DDI and they will print out an invoice for you, save copies of both pages in your Open Invoice file.

NOTE: All mail-order stock is technically purchased from Dischord Direct. Each week’s sales report will be used by DDI to generate a purchase order. Save and file copies of both your sales report and the DDI Purchase Order. Each month you will need to pay DDI for your open invoices.

ALSO: Only orders that are marked Shipped within your date range will show up in your sales report. Orders marked Approved to Ship or anything other than Shipped will only show up on sales reports once they are marked Shipped (no matter when they were ordered).

Running A Digital Sales Report (should be run each month)

  1. In the store admin go to Store > Reports
  2. At the bottom of the page click > New Report
  3. Select a date and time range -- usually Jan 1 00:00 thru Jan 31 23:59
  4. Select > Format > Digital and click > Create
  5. Take note of Credits Revenue
  6. Click > Product Totals and take note of the Sum Total Price figure and the Sum Total Quantity figure
  7. Notate these figures for your records and then email Dischord and Dischord Direct the figures.

NOTE: Come royalty time we will collect this data and compare it to the overall figures for the royalty period to make sure the figures add up.

Running A Sales Report For VA Sales Tax (should be done quarterly)

  1. In the store admin go to Store > Reports
  2. At the bottom of the page click > New Report
  3. Select a date and time range for the quarter (i.e. Jan 1 00:00 thru March 28 23:59)
  4. Write VA into the State/Province field and click > Create
  5. Under Order Totals take note of the Products Revenue (digital & physical) figure
  6. Notate these figures for your records and then email them to Jeff Nelson ([email protected])

Running A Digital Royalty Report ( Dec 1 - May 31 and June 1 - Nov 30)

  1. In the store admin go to Store > Reports
  2. At the bottom of the page click > New Report
  3. Select a date and time range -- i.e Dec 1 00:00 thru May 31 23:59
  4. Select > Format > Digital and click > Create
  5. Take note of Credits Revenue totals (these are the totals of single track [T] sales)
  6. Click > Product Totals and take note of the Sum Total Price and Sum Total Quantity figures (these are album [A] sales)
  7. To download a CSV of the royalty data file, type, /royalty at the end of the report’s web address so it looks like this: www.dischord.com/phoenix/reports/181/royalty
    8. (this will download a CSV file to your desktop).
  8. Open the CSV file in Excel and save a copy of the master file (unedited) for your records and one for Dischord.
  9. Filter the album (A) downloads from the single track (T) downloads.
  10. For each format sum the column for Units and make a note of the total figure.
  11. For each format sum the column for Extended Price and make a note of the total figure.
  12. Compare Album and Tracks totals to the figures in steps 5-6 and also to the monthly Digital sales reports.**
  13. Do a Save As of the master royalty file and begin breaking out separate Dischord data and non-Dischord data files, (i.e. Dischord Records, Fugazi Live Series, United Mutation, etc.)
  14. Repeat steps 9-11 for each of these files, saving copies for yourself and for Dischord.
  15. Fill in a Website Totals excel sheet with all the data totals broken out and added up.
  16. Send all files to Dischord.

** All these figures should arrive with the same totals. If they do not you will need to investigate the discrepancies before going forward.