What is Checkout

You can access Checkout from the global navigation. The Quick Checkout is the only window that cannot be removed from the Dashboard Favourites view.

Checkout is a tool in which you can enrol students into courses, register for memberships, and purchase products and vouchers. Most of the fields have auto complete functionality which means when you start typing, onCourse starts finding students whos last name starts with that, and will display the results on the right-hand side of the window. It is important to note that if you want to indicate that the name you are typing in is a first name, a space must be included, as onCourse prioritises last names.

The following will identify the different elements of the Checkout window, and what their purpose is, the left side of the windows allows you to search for previous records that are stored on your database, where the right side houses the fields and functions.

Shopping Cart
This first section is where you select the contacts being enrolled or sold too, and the items (either courses, products etc) being sold. Once done, click the Summary section in the left-hand column to move on to the next step.

  • Contacts - This field allows you to add a new contact or search for previous contacts that are already stored on your database, they can be a student, a tutor or a company. Type the surname to search, then select the contact record from the list on the right. The name will be added under the Contacts.

  • Items - This field displays all courses, memberships, vouchers and products. Type the name of the course or product, or the code, to filter the search.

    For Courses, select a course to see a list of upcoming classes with details and a price. Click the class to add to the cart. If the course contains classes that are already finished, they can be viewed by clicking the 'Show Finished Classes' link at the top of the search results area. These can also be added to the cart.

    For Products, Vouchers and Memberships, click the record you want to add. The details will be shown in the search result window, while the record will also be added to the cart.

Summary
This section displays the summary of what’s been added to the cart, who the defined payer of the invoice being generated is, any discounts being applied and the total price. You can also add notes or a customer reference number e.g. if a customer uses purchase orders. You can select or deselect items for different contacts here, useful for when you are enrolling multiple people at once in different courses. There’s also the Discounts section, where promotional codes can be added and removed per line item. Once you’re done, click the Payment section in the left to move on to the final step.

  • Discounts - Enter any promotional codes for discounts into the Find Promotions field. If they are entered correctly, the discount will be automatically applied to the items it should apply to (as defined in the discount record itself).
    The name of any discounts applying to the cart will appear in the left-hand column.
  • This Invoice - This section shows you the make-up of the current sale, including each line item and which contact it’s attached to. You can review each line item by clicking it to expand the section. You’ll see a Study Reason question that can be answered here. You can also edit the discount per line item by clicking on the line item, then selecting an invoice from the drop down box. If there’s no discount to select, it will show 'No discount'.

Payment
This is the final step in the checkout process. Here you can see the payer’s (the contact defined in the previous step) previous credit available, and any amounts owing from previous invoices as well. You can organise payment plans, and then once you’re ready to complete the payment, select a payment type. If you have a payment plan with more than one payment in place, and you select payment type Credit Card, you’ll be shown a special checkbox that allows you to automatically deduct future payment amounts from a saved credit card.

  • Previous Credit/Owing - Both of these sections are clickable, and will show you either any available credit that can be used by the payer, or any invoices from prior transactions with owing amounts, and the dates those next payments are due. By default all of these are ticked in both sections, so make a habit of going into this section before finalising payment and ensuring you’re applying the right invoices and credit notes to the transaction. The 'Pay due amounts' checkbox within this screen will highlight overdue amounts and add them to the 'Pay Now' total.

  • Payment Plan - The payment plan lays out how the current invoice is going to be paid off over time. There can be up to three parts to a payment plan (Pay Now, Pay by date, and Pay Later).

    Pay Now means this is the amount to be paid upfront right now after taking into account any applied previous credit and debts. If you change the Pay Now amount to an amount less than the amount owed in the current invoice, then a Pay by Date step will appear. You can add any many if these steps as you like, just edit the amount payable on the prior step to create a new one. You can either use the date set by the system for the next payment, or you can set your own date by clicking the field. The last step is called Pay Later, and will only appear if there is an owing amount on the payer’s account that is not expected to be paid in the current transaction.

  • Payment Method - This is where you select the method of payment. If you select Credit Card, this will open the online payment gateway where you can enter the details. Any other payment type will allow you to confirm the payment amount and then hit Finalise Checkout to complete the transaction.