Originally written by John Hardwick, last updated Aug 14, 2026, on the Swan Retail knowledge base (FRS).

Overview

SwanFRS is capable of full e-commerce interactivity with a website. i.e., the ability to send product and prices to a website and receive orders placed on the website back into SwanFRS. This document details how to configure and control the data sent to the web site from a product perspective.

Configuration

SwanFRS offers the ability to control the way product is grouped and presented via the website.  This is referred to within SwanFRS As Web Categories. 

In addition to categories SwanFRS can send instruction to the website re how to roll up or collate products, these are referred to as Web Features.

In addition to these grouping features SwanFRS holds several predefined web related fields and offers the ability to create a series of user specific control (attributes) which can be used by the website for control purposes.  E.g., upselling, special indication, featured items, additional narratives.

Application Parameters

The following application parameters control web products

Users

If using the website for ecommerce it is necessary to set up a ‘web user’.

This account is used as the ‘salesperson’ when receiving the basked post check out on the web.

Locations

Selling locations

It is necessary to select a trading location as the default for receiving web orders.

Any order placed on the website will be linked to this location.

Web locations must be able to process sales orders.

Stock Locations

The ‘Stock Visible to Web’ check box at the foot of the middle column indicates ‘free to sell’ stock at that location can be ‘seen’ by the web services.

Payments

When receiving the basket from the web payments used on the web must match to tenders set in SwanFRS.

Stock Categories

It is possible to restrict visibility of stock on the web by using product categories.

Initially mark the category holding stock visible to the web by clicking the Export for Web check box.

Then click the WEB CATEGORIES button to the right of the line.

Define the ‘position’ within the Web Category structure the product category is to show.

Assign the stock to the this category via amending the stock detail record, either singularly or as a group via the modify button within warehouse search.

Products

SwanFRS only sends products to the website marked appropriately.

General

Images

Images used on websites should ideally be square 1000 x 1000 pixels and saved as a jpg with quality set to 60% using a ‘web safe’ RGB format.

Wherever possible have a consistent approach to imagery.   Consider the style of the image for example do they have backgrounds?

Images are key on a website – products without images do not entice the user to view them or to dwell on the page.   Skewed / stretched images reduce the potential for sale.  Multiple images improve the user experience, but they need to be pertinent and consistent.

Manufacturer’s brand names and logo’s can help if not ‘debranding’ goods.

When using images on a website avoid using PNG and BMP images

When linking to a Swan website with Web Features

• All SKUs within the roll up should have the same first image which will be used as the main feature image on the product page when it first loads.

• The second image on each SKU will replace the main featured image, but only when the corresponding options are selected to match the SKU.

• Any additional images will be shown as thumbnails underneath the main featured image, but only when the corresponding options are selected.

If not using Web Features

• The first image becomes the main featured image on the product page

• Any additional images will be shown as thumbnails underneath the main featured image.

Attributes

Attributes allow the specification of data elements not specifically catered for within the SwanFRS product definition and are of particular use when issuing data to a website.

When linking to a Swan WooCommerce website the following attributes should be considered.

The following list of Attributes have specific columns in the product creator spreadsheet and do not need setting up.  If used more than once per SKU, they will cause the load to fail.

These attributes are particular to Swan websites and may not be interpreted by third party websites unless coded to do so.

Options (Questions)

When intending to show the SKU on a website avoid using options with Type in text.   Type in fields have their use on the web but should not be used for options such as trims, tensions, colours.  Wherever possible create pick lists thus allowing the operator to choose from a list rather than keying their choice.

Choices (Answers)

Avoid long lists of options wherever possible.  If there are many options consider creating a two-tier option choice or restrict the number of options presented on the web, perhaps restricting the list to the top 15 items and use an attribute to tell the web to advise the person browsing that there is a larger selection ‘in-store’.

Restricting answers can be achieved by the ‘web blocked’ column in the Choices tab.

Items

The following data elements are of significance when linking to websites

Product Creator (Spreadsheet)

Product Pricing

This program allows the operator to specify web categories for a specified SKU

Web Tab

The Web tab holds data primarily held for use on a website.

When editing an SKU, via the Web tab, it is possible to define the main Web Categories for the item.

It is possible to have a single SKU linked to more than one web category.  I.e., the item belongs to more than one web group.  This program only shows the default web category group setting.

Attributes Tab

The Attributes tab allows the retailer to hold any element of data not specifically held in SwanFRS.

If the intention is to use the attribute to ‘tell’ the website something it is important that the web provider is made aware of the attribute title and contents to enable it to be coded to act appropriately when this information is sent to the web.

The attribute tab is only accessible for existing SKUs (Not visible when creating new codes)

Attributes used with Swan Websites

Please discuss the use of attributes with your swan web project manager as they offer the ability to control display aspects of SKUs on the website without having to develop additional control fields within SwanFRS.

Pricing Edit Mode

SwanFRS offers the ability to create web specific prices which will be sent to the linked website where set.

Web Categories Overview

Web categories are groupings used by the website.  These groupings may control the websites ‘Master Menu’ options or be used to offer like products for a selected group.

An example of categories used for menu navigation is shown below. Hovering over a level 1 group, dependent upon configuration, will show a list of child categories.

In the example above the parent level 1 has 3 categories - each category in this tier is linked to a child level.

A child may exist in many parent groups but only once within its own group.

Each web category may have an optional default SKU assigned to it which can be used to provide imagery where applicable (I.e., a landing page item)

Web Categories

Web category is a place holder or folder used to collate disparate products allowing a website to offer collated products in a format thus optimising the web browsers experience hopefully leading to the purchasing from the retailer.

Having specified the search pattern clicking the FIND button lists web categories matching the search criteria.

Product Web Categories

Having specified the web category structure, it is necessary to link products (SKUs) to them.

Search Options

ClickingFIND instructs the system to return all SKU / Web category combinations matching the search criteria.

Search Results               

Modifying Data

Having set a check box in the A / N column for one or more data rows, the MODIFY button becomes active.

The modify program allows the operator to specify the web categories the selected data grid rows are to be linked with.

Web Features Overview       

A web feature is a way of collating products into a more generic group, sometimes referred to as roll ups.

In the example below a level 1 group consists of more than one level 2 groups each with one or more SKUs linked to it.  Note the same SKU can exist in more than one Group.

Web features are hierarchical meaning you can only select a level 2 option having picked a level 1 option first.

The screen example below shows how features are seen from the Standout^® web page.

Web features are a way of collating multiple SKUs - its effectively a filter which is used to distil down to a specific SKU.

There are a maximum of 10 web features available per group - although the system refers to them as levels they are effectively ‘collation points’.

This means per ‘grouping’ you can ask a max of 10 filtering questions which will reduce the potential offering.  In your example these questions could be fabric type, size, finish, grade, purpose, colour etc.  

When I say grouping the recommendation is to set these groups per supplier/range - in the spreadsheet there is a ‘web brand’ and ‘we group_product’

If the group_product is ticked SwanFRS auto builds a grouping of ‘range’&’description 1’ which is sent into SwanFRS.

When creating the feature if you prefix the name with this code, it tells the SwanFRS website that this feature linked to the range&description and therefore it is possible to have the same group name across different suppliers / ranges.

e.g.

Range - ‘Chesterfield’

Description 1 - ‘2 Seater’        Description 2 Grade A, Grade B and Fabric

Description 2 - ‘3 Seater’        Description 2 - Grade A, Grade B & Grade C

Web Feature name ‘Chesterfield 2 Seater|Size’

Web Feature name ‘Chesterfield 3 Seater|Size’

On the web the ‘Chesterfield 2 Seater’ is stripped away leaving only the size as the ‘question’ visible on the web - however there are two ‘size’ questions, one for each description and therefore with potentially 2 different pick lists.

Web Features

Product Creator Spreadsheet Method

Web Features is available via the main menu (when operational)

A web feature is effectively group of individual SKUs with a common element. As the operator chooses from these groups the web distils the offering down to an individual SKU which is then offered on screen.

Table Columns

Exporting the Data

When ready for importing into SwanFRS, click the EXPORT button, this will present the following messages and data entry prompts.

Clicking YES offers the ability to specify a filename and folder.

The filename specified will be automatically prefixed with ‘WebFeatures- ‘which is a requirement of the import process.

There is no requirement to specify the .csv suffix as this will be automatically added.

When operating on the hosted platform is it recommended that the file be save in the \tmp\In folder as this is the location the file must be placed to import into SwanFRS.

Having specified the filename and folder this will be echoed back to screen to confirm the details are correct.

The prefix and suffix are applied to the filename at this time.

Clicking the SAVE button confirms the process and saves the file in the specified folder.

Once completed, the file will be present in the designated folder.

An example of the output file generated is shown below

Application Method

This routine allows the operator to maintain the list of features available at a given hierarchical level.

This program does not control the hierarchy it simply lists the choices available at each tier in the structure.

When loading the program lists all features currently known, however it is possible to filter this list to reduce the number of items displayed.

Search Options

Having specified the search pattern clicking the FIND button lists web features matching the search criteria.

Search Results

Field	Comments
	Use this feature to change an existing feature.
Level	Specify the level the category relates to. Choose from          Level # (1 to 10).
Description	This field forms the pick list description. This is effectively the choice available within the group.
Name	This field is the group name used to collate descriptions. This is the group name or the roll up. It is only possible to have one combination of name within a level which can be restrictive (for example fabric is a common name for different groups but varies between supplier).  To accommodate this, use the pipe symbol (|).  In the examples below there is a fabric offering for both supplier X and Y, but each has different options.  Using the | instructs the Swan website to ignore the following characters when displaying data on the web but allows multiple groups to be set within SwanFRS.       Fabric | Supplier X & Range       Fabric | Supplier Y & Range This can be used in partnership with the Group_Product attribute option described later in this document.
Active	Tick if the feature is in use and can be selected within Set Up Product Web Features.
VisibleOnWeb	Tick if this feature is to be seen on the website. Unchecked does not send the feature to the web.

Product Web Features

Having specified the web feature structure, it is necessary to link products (SKUs) to them.

Search Options

Clicking FIND instructs the system to return all SKU / Web feature combinations matching the search criteria.

Search Results               

Modifying Data

Having set a check box in the A/N column for one or more data row the MODIFY button becomes active.

Details Tab

The Details tab allows the linking of a SKU to a web feature.

The modify program allows the operator to specify the web features the selected data grid rows are to be linked with.

Attributes Tab

The Attributes tab allows the operator to assign one or more attribute name / values to the SKU.

Importing Data

Within the program theIMPORT FEATURES button may be used to import the csv file into SwanFRS.

<File
   Type="WebFeatures"
   FileSyncType="None"
   ImportFileNameRoot="WebFeatures*"
   CommandText="WebFeatureProductImport"
   CommandType="StoredProcedure"
   KeyColumn="0"
   KeyField="SKU"
                >
      <Columns>
        <Column Pos="0" Name="Tier1WebName" />
        <Column Pos="1" Name="Tier1WebFeature" />
        <Column Pos="2" Name="Tier2WebName" />
        <Column Pos="3" Name="Tier2WebFeature" />
        <Column Pos="4" Name="Tier3WebName" />
        <Column Pos="5" Name="Tier3WebFeature" />
        <Column Pos="6" Name="Tier4WebName" />
        <Column Pos="7" Name="Tier4WebFeature" />
        <Column Pos="8" Name="Tier5WebName" />
        <Column Pos="9" Name="Tier5WebFeature" />
        <Column Pos="10" Name="Tier6WebName" />
        <Column Pos="11" Name="Tier6WebFeature" />
        <Column Pos="12" Name="Tier7WebName" />
        <Column Pos="13" Name="Tier7WebFeature" />
        <Column Pos="14" Name="Tier8WebName" />
        <Column Pos="15" Name="Tier8WebFeature" />
        <Column Pos="16" Name="Tier9WebName" />
        <Column Pos="17" Name="Tier9WebFeature" />
        <Column Pos="18" Name="Tier10WebName" />
        <Column Pos="19" Name="Tier10WebFeature" />
        <Column Pos="20" Name="SKU" />
        <Column Pos="21" Name="StartDate" />
        <Column Pos="22" Name="EndDate" />
      </Columns>
    </File>

The data file should be a csv data file with a name beginning with WebFeatures  which needs to be saved in the designated \tmp\In folder (see Set Up Application Parameters – ACCOUNTS_DATA_PATH).

The data should contain the following columns (No header row)

One row per SKU.

Example shown in notepad

FormatException: Input string was not in a correct format.   at System.Number.StringToNumber(String str, NumberStyles options, NumberBuffer& number, NumberFormatInfo info, Boolean parseDecimal)
   at System.Number.ParseInt32(String s, NumberStyles style, NumberFormatInfo info)
   at System.String.System.IConvertible.ToInt32(IFormatProvider provider)
   at System.Data.Common.Int32Storage.Set(Int32 record, Object value)
   at System.Data.DataColumn.set_Item(Int32 record, Object value)URL: http://localhost/SwanFRSLive/web_features_product_list.aspx

It is only possible to have 1 SKU per ‘tier structure’ .  In the example below rows 2,3,4 and 8,9,10 are invalid in that they have duplicate tier structures with different SKUs codes.

Files from the Confluence page

• Product Creation and Pricing Guide.pdf
• Web Integration Guide.pdf

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pdf

Product Creation and Pricing Guide.pdf
3.12 MB

pdf

Web Integration Guide.pdf
2.26 MB