Fourex Setup

Fourex Setup

1. Create the Main Department

  • Department Name: Fourex

  • Purpose: Acts as the umbrella category to keep all Fourex products grouped for reporting and management.

2. Set Up Sub-Departments

You can structure them based on product types (this helps when filtering or running reports). This is optional depending on number of products. For example:

  • Fourex > T-Shirts

  • Fourex > Hoodies

  • Fourex > Caps

  • Fourex > Accessories

(You can expand or simplify this depending on how many product types you expect to handle.)

3. Assign Products to Sub-Departments

  • Move or assign each product to the correct sub-department.

  • If a product doesn’t fit into an existing sub-department, create a new one under Fourex.

4. Reporting & Maintenance Benefits

  • Keeping everything under Fourex ensures you can easily run department-wide sales, inventory, or profit reports.

  • Sub-departments make it easy to add/remove products without breaking the main reporting structure.



Stock / Product Setup


When creating new stock, it is important to select the correct details to ensure accuracy. Here are the specific requirements:


  1. The product should be flagged as "third party," and the appropriate supplier code must be chosen. Make sure it matches the one specified in the System Configuration above

  2. The product should be flagged as "Specific Despatch Branch" and set to Fourex.

  3. The product's supplier should be set as Fourex, specifically with the supplier code of FOUR01. You may have another Fourex supplier setup with a different code but this would have been used in the past for purposes such as buying stock from Fourex to stock in the club shop for example.



Typically, these are non-stock holding products, but it's recommended to consult with Fourex for confirmation.


If the correct details were not selected during stock creation, you can make changes by navigating to the following screen.


Menu: Stock > Stock Amendment



There will be a test product which you can use as a guide. When creating products via simple stock creation, you can copy one of a previously created product, and here you can choose the test product which has been created. 

When creating new products this way, you must go into Stock Amendment and double check that the product is ticked as being a 3rd party product, that it is held at third party and that the specific dispatching branch is set to Fourex as pictured above.



Alternatively, a quicker way of creating a large number of products is to import them by CSV. To do so, load the 'Style Creation V3 - Import from CSV' program. If this is not available to you, make sure your employee has the correct permissions for it under the Stock section. If it is not there, get back in contact and we will add it in for you. The program highlights all the mandatory filed which need to be filled in for the CSV to upload, as shown by the orange markers. 


If you select 'Extract Blank CSV Import File Format' it will open up the CSV file for you to edit. The key details for creating Fourex products is to have the Supplier code (column AG) set to 'FOUR01', The supplier (column AH) as 'Fourex Clothing', Stock Holding (Yes or No) (column AQ) as 'N', and Third Party Item (column AG) as 'Y'.


After filling all the details into the CSV, save it and head back into the 'Style Creation V3 - Import from CSV' program. Click 'choose file' and select the file you have just saved. Now click 'Process File', if green text appears, the CSV has uploaded correctly. 


The CSV covers most of the aspects for creating a Fourex Product but we must amend them to have the specific dispatching branch as 'Fourex'. You can do this individually for each product via the Stock Enquiry program. Alternatively, a quicker way to change a large number of products would be to use the 'Product Amendment Export/Import' program. Input the details as pictured below:





This will open a CSV for all the products you have created under the Fourex department. Within here, you can make changes to products such as product name, web description and many others but most importantly, make sure the product is a third party product, and to change the Specific dispatching branch to Fourex, as seen below:




Catalogue File Maintenance


Menu: Customer Order Setup > Catalogue File Maintenance

Please list the product in the web department you prefer, and make sure to check the "sell on web" option for them.


Upload Product Image , change web description as necessary.





Customer Orders


So once you release the orders in a morning or whenever you usually do in the day. Every 15 minutes, it will send the information down to Fourex. When viewing an order in Customer Order Enquiry/Management, if you see the quantity in pick here:




If this is '1' it means the product has gone through to Fourex so if there's any issues with orders being delayed, this is when you can chase with Fourex. If the quantity is set to 0, and if it has not been dispatched, that's when you contact us to see why it hasn’t been fed down to Fourex. On the image above, the Quantity in pick is 0 as it has already been dispatched as shown by the 'Quantity Dispatched' equaling 1, so all is OK. 


 If you want to have a look at what orders you have had for Fourex, under order reporting we do have the 'Third Party Order Extract' program. Here, you can input a date range, and the supplier code FOUR01, and click next. This will just open up a spreadsheet showing any order which had Forex products within that period, and will show all these details for each order. 



FAQ


  • Is it possible for a customer to cancel an order in the Jonas platform?

Certainly! Customers can cancel an order using the Jonas Platform, and that's the only way to give them a refund. The Fourex system doesn't have details about the payment or the capability to refund the transaction.


  • Is it possible for club admins to cancel an order?

Typically, we anticipate customers using the Refund Program because the goods have likely already been dispatched. If an order hasn't reached the picking stage(sent to Fourex), please use the cancellation program to cancel it.


  • How will this work with orders already sent to Fourex?

If the order is in the picking stage, please remove it from pick before attempting to cancel. It's important to note that the "Pick" status indicates that the order is already in the Fourex system, so reaching out to them is necessary to prevent the dispatch of the order.


  • How will Fourex be notified of the cancelled order items to know?

For Orders not in pick - Clubs will simply need to cancel, Fourex does not need to be notified.

If orders are already in pick and requires cancellation, Club needs to notify Fourex via email/phone before cancelling the order. Please note the order may have been dispatched off the Fourex system.

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