For System Managers

Note: You need to be logged in as a System Manager for everything in this section. The Administration section of the site can be accessed by clicking the Cog button on the right side of the top banner, and selecting Admin Pages.


Items can be enabled for purchase or not as required.

On the item page, clicking the Purchase button takes you through a conventional sequence of screens to confirm media type, quantities, billing and delivery addresses and payment details.

The currency used and presented will be as specified for the initial configuration of the system.

The following commerce settings are available:

  • Media Formats
  • Media Sizes
  • Item Uses
  • Pricing Structures
  • Regions
  • Countries
  • Delivery Methods
  • Tax Codes

Royalty-Free or Rights-Managed

iBase accommodates both royalty-free and rights-managed commercial models, or a combination of both.


Royalty-free means that you supply an item for a fixed price and the purchaser can then use it in any way that they choose.


Rights-managed means that you supply an item for specific uses only - these will determine price charged. For example, an image is supplied for use only on an inside page of a magazine for one edition with a circulation not exceeding 10,000 in one country only.

How Charges Are Calculated

Each of the following can have a price associated with it:

  • Media size
  • Pricing structure
  • Delivery method
  • Tax code where applicable

The charge presented to the user will be the total of all the prices above. Prices can be set to any value, including zero.

Cost of Fulfilment

Media sizes and delivery methods allow the for the fulfilment costs of these elements to be entered, if required ‐ these costs are not presented to the end user.

Personal Financial Data Security

iBase does not store any credit or debit card details, and although it might not be obvious on the screen used to enter card details, it is always on the payment provider's site, e.g. PayPal or a bank, not iBase.

Changing Commerce Settings

All of the settings below are on the Administration page in the Commerce block. Click the one that you want to edit.

Media Formats

The Media Formats screen displays all of the media formats.

Media formats that you supply might for example be print and digital, these two are standard settings in iBase as delivered.

To edit a format click it ‐ you can then edit the description, whether or not it's an electronic format*, and select all of the file types to which the format applies.

* Defining a format as electronic or not will affect the delivery methods offered.

Create a new format by clicking Add Media Format and edit the details as above.

Click Update Media Format to save the new or changed settings.

Delete a format with the Delete button.

Media Sizes

The Media Sizes screen displays all of the media formats ‐ select a format to list the media sizes associated with it.

Add a new media size with the Add Media Size button or click one in the list to edit it.

For each media size, the following can be entered:

  • Description ‐ as displayed to users.
  • Cost ‐ optional cost of fulfilment. Only seen by System Managers.
  • Price ‐ price of this size. It can be zero.
  • Download policy ‐ for electronic items only, set the size that will be delivered.

Delete a size with the Delete button.

Item Uses

This screen is used to specify the ways in which an item might be used by the purchaser. As delivered, the available uses are Commercial, Educational and Personal. You can add more with the Add Item Use button or just have one, General for example.

Delete an item use with the Delete button.

Pricing Structures

Item Uses must be created in iBase before Pricing Structures can be linked to them. As delivered there is a pricing structure for each of the item uses ‐ Personal, Educational and Commercial.

Pricing structures are principally for use with rights-managed sales. If your sales are all royalty free set each of the listed pricing structures to a zero price.

For rights-managed sales additional pricing structures can be created as required ‐ for example you might want one for say 'UK printed media'. Add prices for each structure, and optionally the media format that they apply to.

Tax Codes

Any relevant tax code can be created. As delivered, iBase is set up with NONE (No tax) and VAT, which is applicable in countries of the European Union.

Click Add Tax Code to create a new one and enter a tax code, description and tax rate percentage.

Delete a tax code with the Delete button.


In iBase, all countries sit within a geographic region, each of which is associated with a particular tax rate and available delivery methods. The standard regions as delivered are United Kingdom, European Union and Rest of the World.

The required tax codes must be created in iBase before they can be linked to a region.

Add a new region with the Add Region button and provide a short code and description. If required, set a tax rate and when finished, click the Update Region button.

Edit a region's details by clicking on it.

Delete a region using the Delete button.


iBase is delivered with a list of all recognised countries in the world at this time. This list is used in the address details of iBase user accounts. If a new country is added, it will be necessary to review all users whose addresses lie in the area that now forms the new country.

Add a new county with the Add Country button and provide a short code and the name of the country. Finish with Update Country.

Edit a country's details by clicking on it.

Delete a country using the Delete button.

Delivery Methods

Delivery methods are the ways in which a purchased asset can be supplied, for example Download, Email attachment, Courier etc.

Note: The required regions must be created before delivery methods can be flagged as being available there.

Add a new delivery method the Add Delivery Method button and enter a description, cost (for internal use if required), price to the purchaser, whether it's an electronic format such as a file rather than a print, and whether it can delivered with a download. Check the region(s) for which the delivery method can be used.

Edit a delivery method by clicking on it.

Delete a delivery method using the Delete button.