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Reference Guide

State Based Sales Tax

State Based Sales Tax enables you to assign tax rates for one or more states. If an order is being shipped to one of these states then the assigned rate will be applied to the order, otherwise no tax will be charged.

Generic VAT

The Generic Value Added Tax (VAT) module gives you the ability to configure tax rates on a per-product basis. You can add a tax rate to as many products as you wish. You can also specify tax rates at any time from the product screen.

Third-party modules supporting other tax methods may be available. If one of these is installed in your store, that option will be available along with those above.

After you have selected a tax module, that module name will appear as a link in the top section of the Edit Store screen.

Currency Formatting Select the appropriate currency formatting option from the drop-down list. The choices are European, generic, and U.S. currency formatting.

European Currency Formatting

Select this option to use one country's currency, and also to display the converted value in Euros.

When you select this option, a new tab, European Currency Formatting, is added at the top section of the Edit Store screen. Click that link, and configure the following settings there:

Currency Symbol

Enter the symbol or abbreviation to use for the country's currency. For instance: DEM, FRF, Before Amount, or After Amount.

Specify where the currency symbol should be located, relative to the value.

Thousands Separator

Enter the symbol that will appear between groups of digits in large numbers. For instance, the digit grouping symbol here is a comma: $2,646,200.00

Decimal Symbol

Enter a symbol to go between the whole and decimal parts of the currency value. For example: 178.00

Conversion Rate to Euros

Enter a multiplier to convert the currency to Euros. Remember to update this conversion rate regularly, so your pricing will remain accurate as currencies fluctuate.

Before Amount, or After Amount

Specify where the currency symbol should be located, relative to the value in Euros.

Primary Currency

Either the country's currency, or Euros, will be displayed in the store as the primary unit of currency, with the other being secondary. Select which to use at the primary currency in your store.

Generic Currency Formatting

Use this option to customize all aspects of displaying your currency. When you select this option, a new tab, Generic Currency Formatting, is added at the top section of the Edit Store screen. Click that link, and configure the following settings there:

Currency Symbol

Select the list option, and choose one of the symbols from the list, or select Other, and specify any symbol.

Positive Currency Format

Specify where the currency symbol should be located, relative to the value. The position of the currency symbol, indicated in the listed choices by a square placeholder symbol, can go before or after the number, with or without a space between the symbol and the number.

Negative Currency Format

Specify the appearance of negative currency values. The position of the currency symbol is represented by a square placeholder symbol. Formats are similar to those for positive values, but with the addition of parentheses and/or a negative symbol.

Digit Grouping Symbol

Enter the symbol that will appear between groups of digits in large numbers. For instance, the digit grouping symbol here is a comma: $4,356,500.00

Number of Digits in Group

Select the number of digits to go between each grouping symbol. In the example above there are 3 digits between each comma.

Decimal Symbol

Enter a symbol to go between the whole and decimal parts of the currency value. A period is used in this example: $99.95

Number of Digits after Decimal

Select the number of digits to be displayed after the decimal symbol. In both of the above examples, the number of digits after the decimal is 2.

US Currency Formatting

Formats the currency as standard US currency with a dollar sign, commas at thousands, and two decimal places for cents. No currency link is displayed at the top of the form.

Character Set Set this to match the character set that you want to use in your store. Require Tax Select Require Tax to specify that tax must be calculated for all orders placed in the store. The resulting amount can be zero but the calculation must be performed. Allow Modules Used by Store Morph Items to be Uninstalled (Not Recommended)

When you install a module, the module may add references to itself in template code. You can also manually edit template code to reference installed modules. When you uninstall a module, some modules can remove both types of references: the references that were added when the module was installed, and other references to the module that were added manually.

If you enable this feature and then uninstall a module, you are giving the module "permission" to automatically remove all references to itself in template code. There are two problems with this:

  • Not all modules have the ability to perform this "automated reference removal". All Miva Merchant modules can do this, and some, but not all, third party modules can.
  • When the module deletes references that were added manually, there may be unintended consequences for your page layout code.

For these reasons this feature is not enabled by default. If you remove a module, it is recommended that you manually inspect any template code that might have referenced that module and manually remove the references.

Maintenance Mode

Take your store off-line to perform maintenance.

To Take Your Store Offline

  1. Click the Offline At radio button and enter a time when you want your store to go off-line. If a customer has some items in their basket when your store goes off-line:
    • If the customer has submitted payment for the order before your store goes off-line, the order will be processed.
    • If the customer has not submitted payment for the order before your store goes off-line, the order will be cancelled and the customer's basket will be emptied.
  2. Enter a time value in the "No New Customers" text box. For example, if you enter 30 minutes in this text box, a "trigger" will go off 30 minutes before your store goes offline.
    • Customers who had a session cookie before the trigger went off can still browse your store, add products to their baskets and complete their orders.
    • Customers who visit your store after this trigger goes off cannot browse your store or add products to their basket until your store goes back online.
  3. If your store uses PR8 Update 4 or later, you can enter one or more IP addresses in the "Allowed IP address(es)" field. Normally, once your store goes off-line, no one, including administrators, can browse the store. If you enter your IP address in this field, when the store goes off-line you will still be able to browse and access your on-line store for testing purposes.
  4. Separate multiple IP addresses with commas. You can also use "/XX" to enter a range of IP addresses using CIDR notation. See http://en.wikipedia.org/wiki/CIDR_notation.

  5. Enter some text in the Warning Message text box. The Warning Message will be displayed at the top of your store pages as soon as you click the Update button in the Store Details tab, and continues to be displayed until your store goes off-line. For this reason, you may not want to set the "Offline At" time to more than one hour in advance. For example, if it's currently 11:00 pm, and you set the "Offline At" time to midnight tonight, the warning message will be displayed in your store from 11:00 pm to Midnight.
  6. Store Warning

    The store warning message.
  7. Enter some text in the Maintenance Message text box. When your store goes offline, the Warning Message is removed and the Maintenance Message is displayed. This message is displayed (and your store remains off-line) until you manually go back to the Maintenance Mode screen and click the Store Online radio button and then click Update.
  8. Store Closed

    The store maintenance message.

  9. The Available Tokens show the list of tokens that you can add to your Warning Message or Maintenance Message.
  10. Click the Update button to apply your changes.

To Bring Your Store Back Online

  1. Go to Menu > Store Settings > Store Details tab > Maintenance Mode section.
  2. In the Maintenance Mode section, click the Store Online radio button, then click Update.

Order Minimums

It is sometimes not worthwhile to sell small quantities or items, or to process low-value orders. You can set a minimum on orders in your store. If a shopper attempts to check out when their order has not met the minimum, they will see a message that you've created.

You might want to mention your policy in your store, especially if the minimums are relatively high, so shoppers can plan their purchases accordingly, rather than being surprised when they are ready to checkout.

Specifying Required Minimums

Specify the Minimum Quantity and/or Minimum Price that will be accepted as an order. You can use only one, either one, or both.

Minimum Quantity Only

If you specify only a Minimum Quantity of 3 items, then any order with 3 or more items will be accepted.

Minimum Price Only

If you specify only a Minimum Price of $5.00, then any order where the items total $5.00 or more, before shipping and tax, will be accepted.

Minimum Quantity or Price

If you specify a Minimum Quantity of 3 items, and a Minimum Price of $5.00, but do not select Must Meet Both Minimums, then any order with 3 or more items, or where the items total $5.00 or more, before shipping and tax, will be accepted.

Minimum Quantity and Price

If you specify:

  • A Minimum Quantity of 3 items
  • A Minimum Price of $5,00
  • Must Meet Both Minimums

then any order having 3 or more items, where the items total $5,00 or more, before shipping and tax, will be accepted. If the order total was $100,00, but only included 2 items, it would not be accepted.

Minimum Not Met Message

Enter a message here, either in plain text, or with HTML formatting, that explains your store policy on order minimums, and advises the shopper on how to proceed. They will see the message when they click Checkout. You may want to reassure them that they can return to shopping, and can continue to add items to their existing basket.

State Tax Options

Use this tab to automatically add sales tax to orders based on the customer's state. Please note that, by default, Miva Merchant can only apply a sales tax rate to an entire state. If you need to apply sales tax in a more sophisticated way, you can purchase a third party module.

To Add State Sales Tax to Orders

  1. In the Tax Based On drop down list, you can choose to apply the sales tax for the customer's shipping state or the customer's billing state. In many cases, the customer's shipping and billing state will be the same.
  2. Click the Add Rate button.
  3. In the State drop down list, select a state, such as California.
  4. Enter the sales tax you want to charge for that state.
  5. Check the Tax Shipping checkbox if you want sales tax to be calculated based on (Order Total + Shipping Costs). If you only want to apply sales tax to the order total, leave the Tax Shipping checkbox unchecked.
  6. Click the Update button.

When a customer places an order from California, the sales tax you created for that state will automatically be applied to the order and will appear in the Payment Information screen and on the invoice.

States

Use this screen to select the list of states that are available in your on-line store. The list of states affects any screen in your store where you are displaying an address: account creation, checkout, etc. Note that, unlike countries, there is no "master" list of states under Menu> Domain Settings > Countries tab that affects all of your stores. The list of states that you present to customers must be configured on a store-by-store basis.

Countries

Use this screen to select the list of countries that are available in your on-line store. The list of countries affects any screen in your store where you are displaying an address: account creation, checkout, etc.

There are two places where you can select the list of countries that are displayed in your on-line store.

  • Use: Menu> Domain Settings > Countries tab To set the country list for all of your stores. You can add additional countries in this tab.
  • > MenuStore Settings > Countries tab To set the country list for the store you are currently editing. You cannot add countries in this tab.

Customer Fields

Use the Customer Fields tab to select the Ship To/Bill To fields that you want your customers to see and fill out in your on-line store:

  • In the Account Registration screen (ACAD - Customer Create), if the customer is creating a new account.
  • In the Order Details screen (OCST - Checkout Customer Information), if the customer does not have an account and is going through Express Checkout.
  • When the customer doesn't have an account, and enters their Ship To/Bill To information during checkout (OCST, Checkout: Customer Information)

Store Order Details

To Change the Customer Field Settings

Change Customer Fields

  1. Set the Primary Address to either Shipping or Billing.
  2. For example, if you set the Primary Address to Shipping, several things happen:

    • Notice now that the Shipping Information field is grayed out and set to "Use Settings Below". Use the field list to select which shipping fields you want to be hidden, required, or optional.
    • The Billing Information field can now be set to
      • Hidden: Customer will not see any Billing Information fields.
      • Optional: Customer will see every Billing Information field, but all of the fields will be optional.
      • Use Settings Below: Whatever radio buttons you select in the Billing Information field list is what the customer will see for both the Shipping and Billing fields.

    If you set the Primary Address to Shipping and view your on-line store > Account Registration/Order Details screen, you'll see that the Shipping Information fields are on the left side of the screen. (See sample figure above.) No matter what you select as the Primary Address, orders are always sent to the Shipping (Ship To) address.

  3. In the field list, set fields that you want to be hidden, required, or optional.
  4. Click Update in the Customer Fields screen to save your changes.

Digital Download Settings

Please see:

  • To Set Global Defaults for Your Store's Digital Downloads
  • Appendix 10: Digital Downloads

Digital Download CDNs

Please see:

  • To Set Up a CDN
  • To Connect Your Miva Merchant Store to Your CDN
  • Appendix 10: Digital Downloads

User Groups

Use groups to limit the access that your employees have in the Miva Merchant admin interface. The Groups feature does not affect your customers or your on-line store. First you create a group and assign functional areas of the admin interface to that group; then you assign users (usually your employees) to the group. When an employee logs into the admin interface, they only have access to those features.

In most cases there is a simple correspondence between the privileges listed in the Add Group screen and a feature in the Menubutton. For example, if you enable the "Attributes Templates" privilege in the Add Group screen, users in that group will have access to the Menu> Catalog > Attributes Templates tab. There are a few less obvious privileges that are listed in the table below.

Store Add Group

Store Less Obvious

Less Obvious Privilege Name Gives Access To
Affiliate Money

Menu> Marketing > Affiliate Payout tab. Note that you must also give the user at least view rights to the Affiliates privilege.

Currency Settings

In the Menu> Store Settings > Store Details tab > Settings section, there is a drop-down list called "Currency Formatting."

Currency Format

Only an administrator or the store manager can change the currency formatting selection. However:

  • If an admin changes the currency formatting to "European Currency Formatting" a new tab will appear in Menu> Store Settings called "European Currency Formatting".
  • If an admin changes the currency formatting to "Generic Currency Formatting" a new tab will appear in Menu> Store Settings called "Generic Currency Formatting".

You can give "ordinary users" (someone who is not an admin or a store manager) access to these new tabs. For example:

  1. A store administrator changes the Menu> Store Settings > Store Details tab > Settings section > Currency Formatting field to "European Currency Formatting".
  2. Go to the Menu> Store Settings > User Groups tab. Create a new group called "Currency Settings".
  3. Give this new group at least View rights to the Store Settings privilege.
  4. 3.1. Give this new group at least View rights to the Currency Settings privilege.

    3.2. In the Users tab, add your user and save your changes.

When your user logs in to the Miva Merchant admin, they will have access to the Menu> Store Settings > European Currency Formatting tab.

Order Processing

All of the following:

Order Processing > Orders tab

Order Processing > Shipments tab

-Utilities

  • Legacy Order Processing. Note that you can only get to the Legacy Order Processing screen by entering the word "Legacy" in the Universal Search field. You can't navigate to Legacy Order Processing from the Menubutton.
Sales Tax Settings

Gives the user access to the Edit Store > State Based Sales Tax tab. Please note:

  • If you want the user to be able to edit the Menu> Store Settings > State Based Sales Tax tab settings, you must also give the user modify rights in the Store Settings privilege.
  • If you do not give the user permissions for the Sales Tax Settings privilege, the State Sales Tax tab will not be visible to them.
Store Encryption Order Encryption
Store Utility Settings Removes "Utilities" from the Menu.
Upsold Products Gives the group member access to the Menu> Marketing > Upsale tab, and to the Menu> Catalog > Edit Product > Upsold Products tab. Please note that you must also give the group member at least view rights to Product permissions.

To Create a Group

  1. In the Group tab, click the Add Group button.
  2. In the Add Group screen, enter a Group Name.
  3. Select one or more privileges, and the permissions that you want to allow for that area, for example: View existing Categories, Add Categories, Modify Categories, Delete Categories.
  4. Add Group

  5. When you are done selecting privileges and permissions, click the Add button.
  6. The Users tab will appear. Select the users that you want to add to this group. The same user can belong to as many groups as you want. But note that there is no point to assigning users with Administrator rights or users who are store managers to Groups. Users with Administrator rights can access every admin feature in all of your stores. Users with Manager rights can access every admin feature in the store that they manage. Assigning these users to a Group won't restrict their access.
  7. Click on the Imports tab. Click on the import data rights that you want to assign to the Group.
  8. Your Group is set up and ready to use.

Encryption Keys

The main purpose of the Order Encryption screen is to use the Encryption Key Wizard.

Sample Store

The Encryption Key Wizard is a utility that helps you stay compliant with the PCI-DSS standards for storing payment information. Use the wizard to:

  • Enable encryption in your store. When you enable encryption, the payment information on new orders will be encrypted.
  • Encrypt payment information on existing orders (migrate).
  • Delete payment information from existing orders (archive).
  • Replace your old encryption keys with new ones. The PCI-DSS standards require you to create new encryption keys every 365 days.

For complete information on using the Encryption Key Wizard, please see Appendix 1: Best Practices for Managing Credit Card Data.

State Based Sales Tax

Use this tab to automatically add sales tax to orders based on the customer's state. Please note that, by default, Miva Merchant can only apply a sales tax rate to an entire state. If you need to apply sales tax in a more sophisticated way, you must purchase a third party module.

To Add State Sales Tax to Orders

  1. Click Add State Tax Rate Add State Sales Tax.
  2. In the State drop down list, select a state, such as California.
  3. Enter the sales tax rate you want to charge for that state.
  4. Select Tax Shipping if you want sales tax to be calculated based on (Order Total + Shipping Costs). If you only want to apply sales tax to the order total, leave Tax Shipping unassigned.
  5. Click Save Record Save Record.

Tax Shipping

When a customer places an order from California, the sales tax you created for that state will automatically be applied to the order. The sales tax will appear in the Payment Information screen and on the invoice.

Note that, as of version 9.0004, Miva Merchant supports three decimal places for the tax rate. Previous releases of Miva Merchant supported two decimal places in the Rate field.

Reports

Miva Merchant ships with five default reports:

  • Best Sellers
  • Recent Best Selling Products
  • Recent Sales
  • Recent Sales Geographic Breakdown
  • Statistics

Reports

The Best Sellers and Statistics reports were developed in earlier versions of Miva Merchant. These two reports display only on your Miva Merchant home page and cannot be edited. The other three reports: Recent Best Selling Products, Recent Sales, and Recent Sales Geographic Breakdown, can be edited, but you cannot change the Reporting Module (essentially the report type). Of course, you can also create new reports of any type.

To Run a Report

  1. Go to Menu> Reports.
  2. In the Reports tab, select a report (click once), then click Run Report.
  3. Run Report

  4. The report will open in a new window.

Recent Sales

To Edit a Report

  1. Go to Menu> Reports.
  2. In the Reports tab, click New Report.
  3. The Add Report dialog box will appear.
  4. The fields that show up in the Add Report dialog box will change depending on what you select in the Report Module field. Fields marked in bold are required. By default, Miva Merchant comes with four reporting modules:

  5. Geographic Sales
  6. Product Sales
  7. Sales
  8. Statistics Display

But more modules may appear if you have purchased third-party software.

Geographic Sales Report

Geographics Sales Report

Description: Enter a name to describe the new report.
Report Module: Essentially the report type.
Date Range: Time period covered by the report.
Group By: Not used by this report type.
Category: Enter a product category to limit the report to only products in that category. Leave the field blank to include all categories in the report. To increase the flexibility of your reports, you could create an inactive category, assign any products to it that you wish (since a product can belong to multiple categories) and then use that category for reporting purposes.
Product: Enter a product to limit the report to only that product. Leave the field blank to include all products in the report.
Metric: Select to have the report display gross revenue or units sold.
Address: Choose to base the report on the customer billing address or shipping address.
Country: Choose to have the report display data from all countries or from a single country.
State: Choose to have the report display data from all states or from a single state
Group By: Collate the report data by Country, State, City, or Zip Code. See below for an example.
Display:

Item(s) on the main screen / Item(s) on the expanded chart.

This field works in conjunction with the Group By field. For example:

  1. Set "Group By" to "State".
  2. Set "Main Screen" to "5".
  3. Set "Expanded Chart" to "10"
  4. The pie chart on the home page will show the top 5 states where you've received orders. If you click on the pie chart on the home page, you'll see an expanded version of the pie chart which will show you the top 10 states you've sold to.
Recalculate After: Automatically refresh the report data if it is being displayed in your admin home page.

Group by Zip and State

Product Sales Report

Add Report

Description: Enter a name to describe the new report
Report Module: Essentially the report type.
Date Range: Time period covered by the report.
Group By: Choose a group by increment of hour, day, week, month or year. You can then scroll through the data in the report by that increment. See the Sales Report for an example.
Compare Using: Collate report data by gross revenue or units sold. See example below.
Customers In/Not In Price Group: Price Groups enable you to offer special pricing to select customers. If you have created a Price Group, you can choose to show report data for only those customers in or not in that group.
Display:

Products on the main screen: Number of products that are displayed on your admin home page.

Products on the expanded chart: Number of products that are displayed when you click on the name of the report (for example, ) in the Reports main screen.

Products in exported data: Number of products that will be in the spreadsheet that you download by clicking on the CSV or XLS link in the Reports main screen.

Recalculate After: Automatically refresh the report data if it is being displayed in your admin main page.

Recent Bestselling Products

Sales Report

Add Report

Description: Enter a name to describe the new report
Report Module: Essentially the report type.
Date Range: Time period covered by the report.
Group By: Choose a group by increment of hour, day, week, month or year. You can then scroll through the data in the report by that increment. See below for an example.
Customers In/Not In Price Group: Price Groups enable you to offer special pricing to select customers. If you have created a Price Group, you can choose to show report data for only those customers in or not in that group.
Category: Enter a product category to limit the report to only products in that category. Leave the field blank to include all categories in the report. To increase the flexibility of your reports, you could create an inactive category, assign any products to it that you wish (since a product can belong to multiple categories) and then use that category for reporting purposes.
Product: Enter a product to limit the report to only that product. Leave the field blank to include all products in the report.
Display: Check the box next to the data that you want to see in the report.
Recalculate After: Automatically refresh the report data if it is being displayed in your admin main page.

Graphs

Statistics Display Report

Add Report

Description: Enter a string to describe the new report./td>
Report Module: Essentially the report type.
Date Range: Note used by this report.
Group By: Not used in this report.
Display: By default your admin site comes with both a Statistics report, and a Best Sellers report. Both of these reports use the Statistics Display module, and both reports only show up in the admin main page. Because these reports only show up on the admin main page, you cannot have more than 1 Statistics and 1 Best Seller report at a time.
Recalculate After: Automatically refresh the report data if it is being displayed in your admin main page.

Statistics

The Statistics Display report in your admin main page.

To Delete a Report

  1. Go to Menu> Reports.
  2. In the Reports tab, double-click on the report that you want to delete. The Edit Report dialog box will open.
  3. Click the Delete button.

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