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Q2 2016 OrangeCRM Enhancements

Aexxis LLC is pleased to announce the following enhancements and updates, now available in OrangeCRM:

  • OrangeCRM now supports direct chargeback processing with CheckOut gateway via the batch job named CHECKOUT CB.
  • New Lead Commission records will now default to 0% Absorbed Un-Billables. The default value in this field can be edited as needed.
  • Fulfillments using XML Paste and Visual Editor RowCount now correctly reset when more than one fulfillment is run back to back in the same batch.
  • The API action CUSTFLD_ADD has been modified to update existing fields rather than duplicate them.
  • The API action TRAN_QUERY now returns Q_TRAN_TIMEISSUE as “YYYY-MM-DD HH:MM:SS”.

For more details on the API actions mentioned above, please refer to the OrangeCRM API Implementation Guide Version 3.76.

If you have any questions, please contact our technical support team at (770) 227-0036 Ext 1.

Does Your Online Business Need to Collect Sales Tax?

Collection of sales tax on internet sales has been a matter of ongoing debate both within individual states and at the federal level.

The current default rule throughout the United States is that you must collect sales tax on internet sales from customers in those states where your business has a physical presence. Generally speaking, a physical presence means having:

  • a warehouse in the state
  • a store in the state
  • an office in the state, or
  • a sales representative in the state.

Typically, if you do not have a physical presence in the state, you are not required to collect sales tax for an internet-based sale to someone in that state. However, many states have used the term “Nexus” rather than “Physical Presence” in their sales tax laws, regulations or other official documents. In the process, these states have sometimes defined nexus in ways that could go beyond physical presence.

For that reason, it’s important for online sellers to be aware of the internet sales tax laws in each of the states where their customers are located. Learn the current rules for all 50 states with this handy guide, provided by legal advisory company Nolo: Internet Sales Tax: A 50-State Guide to State Laws.

PCI Data Security Standard Version 3.1 Expires October 2016 – How to Implement Version 3.2

Version 3.2 of the Payment Card Industry Data Security Standard (PCI DSS) was released in April 2016, with a compliance date of October 31, 2016.

Although version 3.1 will not expire until then, companies have been encouraged to adopt the new standard as soon as possible to prevent, detect and respond to cyber attacks that can lead to payment data breaches.

Key changes in PCI DSS 3.2 include:

  • Revised Secure Sockets Layer (SSL) and early Transport Layer Security (TLS) sunset dates as outlined in the Bulletin on Migrating from SSL and Early TLS
  • Expansion of requirement 8.3 to include use of multi-factor authentication for administrators accessing the cardholder data environment
  • Additional security validation steps for service providers and others, including the “Designated Entities Supplemental Validation” (DESV) criteria, which was previously a separate document.

A full copy of the new PCI Data Security Standard version 3.2, including a Summary of Changes document, is available at:

PCI Perspectives blog post PCI DSS 3.2: What’s New? provides more information on changes to the standard and its supporting documents. The blog also outlines additional resources available for understanding and adopting PCI DSS version 3.2.

Non-Compliance with Canada’s Anti-Spam Law Could Cost a Business up to $10 Million per Violation

Is your business maintaining compliance with Canada’s Anti-Spam Legislation (CASL)? If not, the penalty could be as high as $10 million for the most serious violations!

Even businesses outside of Canada can be affected by this law. According to, if a foreign company is sending commercial electronic messages to Canada, CASL applies. Electronic messages include email, SMS, social media or instant messages containing commercial or promotional information about your organization, products or services.

How can businesses ensure they are in full compliance with CASL?

  1. Obtain a consumer’s consent prior to sending commercial electronic messages.
  2. Properly identify yourself in the message.
  3. Provide a functional way for the recipient to unsubscribe from receiving future commercial messages.

OrangeCRM’s internal Message Service Provider is US and Canada SPAM compliant. Your company name and address, along with an unsubscribe link, are automatically included in all outgoing emails. Recipients who click on the unsubscribe link are immediately added to an email blacklist.

Since OrangeCRM systematically takes care of steps 2 and 3, all you need to worry about is making sure you have the proper consent.

For more details, please visit the FAQ page for businesses and organizations at

MasterCard’s New 2 Series BIN Initiative – Why It’s Important to be Compliant

Back in March we alerted merchants accepting MasterCard of the changes that are necessary to support the new 2 series Bank Identification Numbers (BINs) being released on October 14, 2016.

(To read that post, click the following link: Important Change for Merchants Accepting MasterCard – Don’t Get Slapped with Fines up to $25,000 Per Month!)

As a MasterCard mandated initiative, the credit card company will be monitoring 2 BIN acceptance rates and may impose non-compliance assessments to businesses that are unable to accept 2 BIN cards by the October deadline.

This BIN series will help to support the expanding payment industry and growing number of cardholders globally. Which means non-compliance can also result in a disruption to your business, along with the dissatisfaction of cardholders with a 2 series BIN who wish to do business with you, whose payments you are unable to accept.

With only 3 months remaining, it’s important for all industry stakeholders to take the needed actions to ensure your payment solution is equipped to recognize and process MasterCard 2 series BIN cards, if you haven’t already done so.

If you’re using OrangeCRM, you’ll have one less thing to worry about. Our software is already programmed to support the new MasterCard BINs.

Other systems that should be tested for compliance include point-of-sale (POS) terminals and payment processors/gateways used in both card present and card-not-present environments, such as web applications and online stores.

Manage Lead Payouts Based on Customer Billing Activity

Clear, accurate data is crucial in managing lead payouts. This is especially true since a number of factors can cause a lead’s status to change during the customer’s life cycle. OrangeCRM makes it easy to determine whether or not a lead is payable by giving you full control over when, why and how lead statuses are updated.

Manage when a lead’s status should be updated at the Fee Schedule level. This gives you the freedom to customize when a lead is to be considered payable or non-payable based on the payment cycle,  e.g. at the end of a trial period or during the first  continuity billing after the initial purchase.

Choose why a lead’s status is to be changed in the Fee Schedule Responses tab. Options include: Transaction Accepted, Transaction Declined, Transaction Error, Transaction Retry.

Finally, define how the lead will be updated by selecting the desired status for each of the options mentioned above.

Fee Schedule Responses - Set Lead Status

For more details, please visit our online help guide at


Increase Email Open Rates with Your Display Name

One of the first things recipients look at when deciding to open an email is whether or not they know who the sender is. If the message is from a company, chances are high that it will get marked as advertising and ultimately deleted.

How can you keep your marketing emails out of the dreaded Trash folder? One thing that may give you an advantage over competitors is the strategic use of an email display name. This allows you to control what appears in the From section. While browsing their inbox, consumers will see your display name instead of your company’s email address.

What makes an effective display name? That may vary based on the type of email being sent and who will be receiving it. When sending order confirmations, shipping notifications and the like to existing customers, a display name containing the company name or product name should be easily recognized.

For marketing emails being sent to leads or past customers, you may get better results if the message appears to be from an actual individual in your organization. This gives it a personal touch, which is much more likely to prompt recipients to read the message.

OrangeCRM makes it quick and easy to manage your display name on each outgoing email that is generated. Simply go to the Builder tab of the email fulfillment. In the Return Address field, enter your display name followed by your company’s return email address, enclosed in the less than (<) and greater than (>) signs.

Example: ABC Service <>

Email Fulfillment - Display Name in Return Address


OrangeCRM Reporting Tip: Don’t Name All of Your Children Bob

Let’s pretend that you have two children and your favorite name is Bob. Would you name both of your children Bob? Of course not! Why not? Because it would cause a lot of confusion.

The same is true with OrangeCRM reporting. Acquisition Centers are the children of a Program. If you have more than one Acquisition Center with the same name, even if they reside in different Programs, it can be difficult to differentiate between them in reports.

To avoid potential confusion, make it a rule to choose unique names that will allow you to easily identify which Acquisition Center you are reporting on – is it the one in Program A or the one in Program B?

How to Use OrangeCRM’s New Visual Editor to Improve Customer Fulfillments

As we discussed last week, OrangeCRM has a new functionality that allows you to add an unlimited number of custom fields on customer records. But what good would that data be if you couldn’t use it?

In order to give our clients the ability to include an infinite number of fields in fulfillments, we have released a new fulfillment house style layout called Visual Editor. Unlike the existing Generic Delimited layout that most of you are familiar with – which only allows a maximum of 50 fields – the Visual Editor gives you the flexibility to include as many fields as you’d like!

The Visual Editor is easy to use. Start by selecting the Fulfillment House Style, then go to the Builder tab. The default Field Layout that automatically appears is the Visual Editor.

Visual Editor - Builder Tab

Use the drop down menus to select the Character Set, Encapsulation and Delimiter options that are required for this fulfillment. Fields added to the Detail Rows section will automatically be inserted with the selections you have made.

If the fulfillment requires a Header Row, be sure to set that option to Enable before adding any fields from the Chooser drop down list.

Visual Editor - Options

Now use the Chooser menu to select a field and click the Add Field button. Repeat this process for each field you wish to add.

Custom Field - Fulfillment Builder Tab

Each time a new field is added to the fulfillment, the field tag will be inserted in the next available space in the Detail Rows section. If the Header Row is enabled, the field description will be inserted in the Header Row section.

Visual Editor - Header & Detail Rows

Tip: Most of the field labels in the Chooser menu are pretty self-explanatory. However, you can enable the Header Row to temporarily view the field descriptions as you add each field. If the fulfillment needs to have no header row, you can simply delete everything in the Header Row section and set the Header Row back to Disable after you have finished adding all of the fields.

To assist you even further, we have created a cheat sheet that provides a more detailed description of each field tag, including each field’s location in the CRM (Example: Address tab of customer record).

Click the following link to download the OrangeCRM Field Tags & Descriptions for Fulfillments PDF.

The Header Row, Detail Rows and Footer Row sections are all fully editable, which gives you the flexibility to type, copy, paste and delete as needed. This makes it quick and easy to add constant fields, as well as make corrections and updates.

For more information, please visit our online help guide at

Exciting New Feature Now Available in OrangeCRM

Realizing that each business has its own unique needs, we continuously strive to enhance the flexibility and customization that we provide in OrangeCRM. To that end, we release quarterly updates of the OrangeCRM software, which include new features and enhancements that are designed to enrich its functionality.

The latest version of OrangeCRM came with an exciting upgrade – there is no longer any limit to the number of custom fields that can be added to customer records! Not only are you able to record all of the order data you could possibly need, but you will also be able to use that data in customer fulfillments.

There are two methods that can be used to create an infinite number of custom fields: the OrangeSOAP order entry module and the OrangeCRM API. This means whether your orders are manually entered, or your orders are posted to the CRM directly from your website or shopping cart, you will be able to take advantage of this new enhancement.

For instructions on how to use the API to add and update custom fields on customer records, please see page 23 of the OrangeCRM API Specification PDF v3.73.

To create custom fields in the OrangeSOAP order entry module, follow the steps listed below.

Step 1: Add Custom Fields to an Offer

In the Customer tab of the offer, click the Add Custom Field Template button.

Custom Field - Offer Customer Tab

A box will pop up where you will enter the details for the custom field.

Custom Field - Add New Pop-Up

  • Field Label is where you enter the custom name you want to assign to this field. This is the field name that will appear on the order form and on the customer record.
  • Field Tag is auto-populated by the CRM and should be left alone. This is what will allow you to include the custom field in a fulfillment.
  • Field Type can be text, date, numeric or currency. Choose the appropriate option from the drop down menu.
  • Field Required is where you dictate whether this custom field is optional or required. If a required field is left blank, the order will not be allowed to be processed.

When you are done, click the Add Custom Field Template button. You should now see the newly created field listed at the bottom of the Customer Tab, in the Offer.

Custom Field - Offer Customer Tab2

Repeat the above steps for any additional custom fields that are needed on this offer.

Note: Custom Field Templates are used only when you need to record specific order details for which there is not already an existing field on the order form. Before creating a new custom field, please be sure to check all tabs in the order form to make sure that field doesn’t already exist (Example: Date of Birth is a default field that appears in Tab #1 of the order form for all offers). Duplicate fields will cause conflicts within the CRM, which will result in errors.

Step 2: Use the Clone Offer Feature

If you need to create multiple offers that require the same set of custom fields, use the Clone Offer feature as a time-saving shortcut. This eliminates the need to repeatedly add the same custom fields one-by-one on each offer.

Simply open an existing Offer and click on the Offer Menu, located in the upper left corner. Then select the Clone Offer option.

Clone Offer in Offer Menu

A box will pop up where you will enter the name of the new offer and select what you want to be cloned from the existing offer.

Clone Offer Pop-Up

Note: The Clone Offer feature is limited to the Program level. This means that you can’t clone an offer from one program to another program. You can only clone offers within the same program.

Step 3: Train Agents to Fill In Custom Fields on the Order Form

An Offer’s custom fields will appear in tab #4 of the order form.

Custom Field - Order Form Tab 4

If a required field is left blank, the order will not be allowed to be processed. A pop up message will direct the agent to fill in the required field(s).

Custom fields and their values will automatically be transferred from the order form to the customer record.

How to Find and Update Custom Fields on a Customer Record

Regardless of their source – either API or OrangeSOAP – all custom fields and their values can be found in the Details tab of the customer record, where they can be referenced and edited as needed.

Custom Field - Customer Details Tab

Use Custom Fields in Customer Fulfillments

If you wish to use any of your custom fields in customer fulfillments, simply go to the fulfillment Builder tab and use the Visual Editor layout to select a custom field tag from the drop down list. Then click the Add Field button.

Custom Field - Fulfillment Builder Tab

We are confident that this new functionality will enable you to provide your customers with even more personalized, targeted content in your interactions with them.

If you need further assistance, please visit our online help guide at

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