Fog Formulas WordPress and WooCommerce Knowledgebase

Distributor Application

Only logged in users are allowed to access the Shop, Cart and Checkout pages as well as My Account dashboard. For users to gain access, they need to apply as a distributor or login using the My Account icon in the header or though the Wholesale page.

1. In the Wholesale page, users need to submit their information in the fields provided.
2. The submission will create an entry in the WP dashboard > New Users Approve tab. Here you will see all pending, approved, and denied users.
3. You can see the information they submitted by clicking the username of the user. This will take you to the Users page where you will see the submission info. It’s best to open this in a new tab.
4. Scroll down to Users Extra Information to view the info submitted.
5. After reviewing, you may approve or deny the user by going back to the User Registration Approval tab.
6. Once approved, they will receive an email notifying them that they are now able to access their account.
7. Once logged, they are able to shop and checkout.

Distributor Records

This will show you the list of all your approved distributors, their information and their total orders. To access this page:

1. Go to WooCommerce > Distributors.
   • You may click their name to view their information (what they submitted during application)
   • Pressing the email address opens a tab to send them an email
   • You may also download this list to a spreadsheet

Register a Distributor Manually

Follow these steps to add a new Distributor to your site:

1. In your WP admin, go to to Users > Add New.
2. Fill in the fields displayed
3. Leave a tick in the Send User Notification box.
4. Select Customer in the Role dropdown.
5. Press the Add New User button.
6. An email will be sent to the user and they can add or edit their details in the frontend dashboard.

Order Management

Fulfilling Orders

1. In your WP Admin, go to WooCommerce > Orders.
2. By default, all new orders are labelled as Processing with a green box.
3. Click the Order # to view the details.
4. Under the order , you will see what payment method the customer used in checking out. If they paid via credit card, the bank transaction is in progress.
5. t is important that you update the status of the order in the Status dropdown so it is easier to manage the orders. The customer will also be notified by the update when you press Update on the right sidebar.
6. Order actions found on the right side bar are optional. Here you can choose to:
   • Email invoice or order details to the customer
   • Resend new order notification
   • Regenerate download permissions (for digital products only)
7. The order notes tab can be used for:
   • Adding a private note for you
   • Notes for the customer
8. Always press Update to execute the actions.

Note: Orders that have been completed through Checkout are non editable but are refundable.

Creating Manual Orders

There are times you would need to create orders yourself and this feature is very useful.

1. Go to WooCommerce > Orders > Add Order.
2. Add the date and time, choose the payment status and choose if the customer is a guest (no account within the database) or type to select a customer from the database.
3. If the customer is a guest, the Billing and Shipping details are blank. If the customer has a registered account, the fields will be prefilled when you select the customer from the list.
4. To start adding products to the order:
   • Press Add Items > Add products
   • In the popup window, type to select the products you want to add and enter the quantity. Repeat for each product you want to add to the order.
   • Tax is automatically computed
5. To add shipping
   • Press Add Items > Add Shipping
   • Hover on the Shipping row > click the pencil icon
   • You can name the shipping whatever you want or choose from the selection whichever you want
   • In the field next to Shipping under the Total column, enter the total amount of the shipping
   • The field next to it under GST is if you want to charge tax for the shipping
   • Press Save
6. To add coupon
   • Press Apply Coupons
   • Type or paste the coupon code in the field
   • Press Ok and it gets automatically deducted to the total

Note: These features accessed via the WP Admin work only in manual orders.

Issuing Refunds

1. Open the order
2. Scroll down to the middle of the page > press Refund
3. Enter the amount
4. Press Refund $X.XX manually

Creating Coupons

1. In the WP Admin, go to Marketing > Coupons
2. Go to your WordPress Admin panel > Marketing > Coupons > Add coupon > General.
3. Under the ‘Discount type’, select from any of the three WooCommerce’s core discount types –
   1. Percentage discount
   2. Fixed cart discount
   3. Fixed product discount
4. Coupon amount: Enter the discount value you want to provide to your users.
5. Allow free shipping: Enable this option if the coupon grants free shipping.
6. Coupon expiry date: Set the coupon expiry date.
7. Coupon expiry time: Set the exact time you want the coupon to get expired. This works in conjunction with the coupon expiry date.
8. Max discount: Limit the maximum discount that can be redeemed. Say 30% off upto $50. (This option is visible only for the percentage discount coupon)
9. For new user only?: When checked, this coupon will be valid for the user’s first order on your store.
10. Valid for: You can define the expiry date of a coupon in days, weeks, months and years. (This option is visible only for auto-generated coupons)
11. Auto generate new coupons with each item: Enable this option to auto generate coupons. Learn more here.
12. Show on cart, checkout and my account?: When checked, this coupon will be visible on the cart /checkout page for everyone. (This option will be not be visible for store credit discount type)
13. Coupon code format: Set up a prefix and/or suffix if you wish. (This option is visible only for auto-generated coupons)
14. Auto apply?: If you want this coupon to get automatically applied, enable this option.

You may find more information here: WooCommerce Coupons

Shipping

Please create shipping labels in your nerParcel account using the information in the orders received.

For complete information about WooCommerce, visit their documentation section.

Product Management

Adding a Simple Product

1. Go to WooCommerce > Products > Add Product.
2. Enter a product Title and Description.
3. Go to the Product Data panel.
   
4. Enter the Price
   • Regular Price – Item’s normal/regular price
   • Sale Price – Item’s discounted price that can then be scheduled for certain date ranges. The sale expires at 11:59pm of the specified end date
5. Set the Tax status
   • Tax status – Taxable / Shipping only / None
   • Tax class – Choose which tax class should be applied. In your case it is Standard.
6. Add Inventory. Enable Stock Management must be selected in Products Inventory Settings; otherwise, only the ‘Stock status’ option is visible in the Product Data Inventory box.
   
   Options when Manage stock level (quantity) is enabled.
   • Enter the Stock Quantity, and WooCommerce auto-manages inventory and auto-updatesStock Status as Stock, Out of Stock or On Backorder.
   • Select whether to Allow Backorders.
   • Low stock threshold – Enter a number upon which you are notified.
   • Tick the Sold Individually box to limit the product to one per order.
7. Enter Shipping details
   • Weight – Weight of the item.
   • Dimensions – Length, width and height for the item.
   • Shipping Class – Shipping classes are used by certain shipping methods to group similar products. (You may choose No shipping class).
     
8. Add Linked Products
   Using up-sells and cross-sells, you can cross promote your products. They can be added by searching for a particular product and selecting the product from the dropdown list:
   
   • Up-sells are displayed on the product details page. These are products that you may wish to encourage users to upgrade, based on the product they are currently viewing. For example, if the user is viewing the coffee product listing page, you may want to display tea kettles on that same page as an up-sell.
   • Cross-sells are products that are displayed with the cart and related to the user’s cart contents. As an example, if the user adds a Nintendo DS to their cart, you may want to suggest they purchase a spare stylus when they arrive at the cart page. (You may skip other sections: Attributes and Advanced))
9. Add Product Description
   • Product Short Description: Add an excerpt. This typically appears next to product imagery on the listing page, and the long description appears in the Product Description tab.
10. Add Taxonomies. On the right-hand side of the Add New Product panel, there are product categories in which you can place your product, similar to a standard WordPress post. You can also assign product tags in the same way.
    
11. Assign Product Categories
    • Choose Disposable Vape and Series 16 with Disposable Vape selected as the primary. This helps with the SEO of your products.
    • You may also add new categories. Just press Add New Category and a modal window will show up.
12. Add Products tags
    • You may add tags to your products kind of similar to how you add hash tags but without the #.
13. Add Product Images
    • Images are measured and set in pixels, for example, 800 x 800 pixels. Note that the first number is the width and the second is height.
    • For best results on the website, use a minimum of 1200px width.
    • The Product Image is the main image for your product and is reused in different sizes across your store.
    • Product galleries display all images attached to a product through the Product Gallery meta box.
    • Images in the product gallery can be re-ordered easily via drag and drop. Simply reorder your images by moving them around.
    • To remove an image from the product gallery, hover over the image and click on the red “x.”
14. Other Settings
    • Age Gate: this restricts the product to be under the 19+ age requirement. By default, all products are restricted. Enabling this option will make the product show up on search results.
    • Divi Page Settings are the page of the product page:
      • Page layout: select Fullwidth
      • Dot Navigation: Off
      • Product Content: Build from scratch
15. Publish
    • When you are ready to publish the product you may press Publish. The following settings are optional:
      • Status: Published. You may change it to Draft of Pending Review if you are not ready to posy it yet.
      • Visibility: Public. You may publish it buy make it Public, Private or Password Protected (Note: You have to share the URL it it’s Password Protected)
      • You may also schedule the product to be published on a later date. Just set the Schedule.

Add a Variable Product

Variable products in WooCommerce let you offer a set of variations on a product, with control over prices, stock, image and more for each variation. They can be used for a product like a shirt, where you can offer a large, medium and small and in different colors.

1. Go to WooCommerce > Products > Add Product.
2. Enter a product Title and Description.
3. Go to the Product Data panel.
   
4. Add Attributes to Use for Variations.
   • In the Attributes section, add attributes before creating variations — use global attributes that are site-wide or define custom ones specific to a product.
   • First create a global attribute.
   • Then you can choose said global attribute from the dropdown and select Add.
   • Choose Select all to add all values from to the variable product (if applicable).
   • Most importantly select the Used for variations checkbox to use these for variations.
   • Select Save attributes.
     
     
5. To add a new attribute specific to this product:
   • Select Custom product attribute and click Add.
   • Name the attribute (e.g., Size).
   • Set values separated by a vertical pipe, | (e.g., Small | Medium | Large).
   • Enable the Used for variations checkbox.
   • Select Save attributes.
     
6. Add Variations:
   With attributes created and saved to add a variation, go to the Variations section in the Product data meta box.
   • Select Add variation from the dropdown menu, and select Go.
   • Select attributes for your variation. To change additional data, click the triangle icon to expand the variation.
   • Edit any available data. The only required field is Regular Price.
   • Select Save changes.
     
   • Enabled – Enable or disable the variation.
   • Downloadable – If this a downloadable variation.
   • Virtual – If this product isn’t physical or shipped, shipping settings are removed.
   • Regular Price (required) – Set the price for this variation.
   • Sale Price (optional) – Set a price for this variation when on sale.
   • Tax status – Taxable, shipping only, none.
   • Tax class – Tax class for this variation. Useful if you are offering variations spanning different tax bands.
   • Stock quantity – Shows if Manage stock? is selected. Allows to set the current stock level for the variation.
   • Allow backorders? – Shows if Manage stock? is selected. Allows to set if backorders are allowed for the variation; if enabled, stock can go below zero.
   • Low stock threshold – Shows if Manage stock? is selected. When the stock for the variation reaches this level you will get a notification email. If not set, the product-wide threshold will be used (see Inventory Management below).
   • Downloadable Files – Shows if Downloadable is selected. Add file(s) for customers to download.
   • Download Limit – Shows if Downloadable is selected. Set how many times a customer can download the file(s). Leave blank for unlimited.
   • Download Expiry – Shows if Downloadable is selected. Set the number of days before a download expires after purchase.
7. You may also add images to Variations
   • Expand the variation.
   • Click the blue image placeholder (screenshot).
   • Select the image you wish to use.
   • Save.
     

Inventory Management

Inventory for variable products can be managed on product and variation level. Choosing to manage stock for variations individually allows you to edit the same properties for each variation.

1. SKU – If you use SKUs, set the SKU or leave blank to use the product’s SKU.
2. Manage Stock? – Tick the box to manage stock at the variation level.
3. Stock Quantity – Shows if Manage Stock is selected. Input the quantity. Stock for the specific variation, or left blank to use the product’s stock settings.
4. Allow Backorders – Choose how to handle backorders.
5. Low stock threshold – When the stock for the variation reaches this level you will get a notification email.
6. Sold Individually? – Allow only one to be sold in one order. (This setting is used for the product itself. You cannot set a specific variation to only be sold once per order)
   
7. If Low stock threshold isn’t set then the store-wide default will be used. This default can be set in the Products – Inventory tab of WooCommerce settings

 Update Registration Emails

1. From your WordPress Admin Dashboard, go to User Registration > Settings > Email Tab
2. Select the message you want to change by clicking on the name or the gear icon
3. There are strings {{string_name}} that automate info for the messages. Just be careful when editing the messages.
4. Save and test.

Links to Remember

WP Admin

Frontend Dashboard

WooCommerce Documentation section

For tech support, contact design@onevector.net / (707) 931-1363.