DISCLAIMER: Some content in this article outlines how to use functionalities that will be publicly released to all clients at the end of June 2023. If you see differences between this article and your platform, check back at that time for updated content.

Introduction

When the E-Commerce app is active in your platform, managing the transactions recorded in your marketplace, both via electronic payments and via wire transfer, will help you to keep them under control.

E-commerce transactions can be checked by Superadmins and by Power Users with the E-Commerce Transactions / View or the E-Commerce Transactions / Edit permissions. Learn more about Power Users permissions.

Checking Transactions

To check the transactions performed in your marketplace, log in as the Superadmin or Power User with granted permissions, then click on the gear icon in the top right corner to reach the Admin Menu. Find the E-Commerce section and select the Transactions subitem. The Transactions page lists all transactions (including the pending ones) in chronological order, from most recent to least recent.

Use filters to filter data according to a timeframe, their Status, or depending on whether they were settled via credit card or wire transfer. Use the free text search to search among transactions using one or more keywords.

You can customize the table layout in order to show only the columns that are relevant to you. Click on the Columns Management icon on the top left corner of the table to select the columns you would like to include in the table view. Use the cross icon to drag and drop the columns in the list, sorting them according to your needs.

Transaction details shown on this page include the transaction ID (assigned by the platform, chronologically), the user performing the transaction, transaction date and time, status and total amount paid. Transactions may have one of the following statuses:

• Successful: The transaction was successful and the payment has been received, or the Superadmin manually marks the transaction as successful. Users are automatically enrolled in the courses and in the courses belonging to the learning plans they purchased.
• Failed: The transaction was unsuccessful or declined. Users are not enrolled in the course nor in courses belonging to the learning plans they purchased until the transaction is confirmed as being successfully processed, or the Superadmin manually marks the transaction as successful.
• Pending: Awaiting callback from the payment gateway for success or failure. Users are not enrolled in the course nor in courses belonging to the learning plans they purchased until the transaction is confirmed as being successfully processed the Superadmin manually marks the transaction as successful.
• Canceled: The gateway returned a “canceled” callback because the user clicked Cancel in the payment gateway portal or the Superadmin manually canceled the transaction. If the transaction was previously marked as successful, the enrollments will not be deleted.

In the Payment Status column, the credit card icon identifies transactions paid via electronic payments, while the bank icon is for transactions paid via wire transfer. When these icons are grey, it means that the payment has not been received yet; when they are green, the payment is recorded as correctly settled.

Please Note: The transactions listed on this page include those executed by Power Users on behalf of other users.

Marking Items or Transactions as Paid

In order to view and edit the details of a transaction, hover your mouse at the end of the transaction row, click on the menu icon select Edit (for Superadmins) or Details (for Power Users). The Edit (or Details) panel shows the transaction details and allows you to add short notes. If the transaction is in Pending status, you can manually mark the individual items composing the transaction or the transaction itself as paid.

When an item listed in a pending transaction is marked as paid, the user who performed the transaction will be enrolled in the course, session or learning plan even if the whole transaction is not marked as paid.

The whole pending transaction can be marked as paid also from the Transactions page, by clicking on the menu icon at the end of the transaction row, and selecting the Mark all Items as Paid option.

When the user buys a learning plan, the payment can be marked as received either for a single course or for the whole learning plan by marking all of the courses within the learning plan as Paid. Users will be in the course waiting list until the payment is received and confirmed.

Credit card payments are usually automatically marked as received, and the transaction ID is displayed in the Transaction ID field. The Transaction ID field is set to none until the payment is accredited, but you can manually flag the payment as received to confirm the course purchase.

Wire transfer payments must be manually confirmed by the Superadmin and failing to confirm the payment results in the user not being able to access the course. Optionally, you can configure the Wire transfer transaction marked as paid notification to notify the user when the payment is confirmed. Use the Wire transfer transaction canceled notification to inform the user when the payment is refused, instead.

Please Note: You cannot change the status of a transaction marking it as paid when the courses and sessions purchased in the transaction no longer exist. 

You cannot mark more than one transaction as paid using mass action. This action is only allowed at transaction level.

Marking a Transaction as Canceled 

If you need to mark a transaction as canceled (for example, because the payment was not carried out properly), hover your mouse at the end of the transaction row, click on the menu icon and select Mark as Canceled.  When a transaction is marked as canceled, its status is changed to Canceled, but the transaction row is not removed from the table.

Superadmins can also cancel more transactions at a time by selecting the checkboxes next to the transactions or selecting all of the transactions on the page currently shown with the Select All option at the bottom of the table. Click on the Choose Action button shown at the bottom right corner of the table, and select Mark as Canceled.

When a transaction is marked as canceled, the user will remain on the waiting list for the course/learning plan, and he/she will not be able to access it.

Exporting Transactions

You can export transactions by selecting the checkboxes next to the transactions or selecting all of the transactions on the page currently shown with the Select All option at the bottom of the table.

Click on the Choose Action button shown at the bottom right corner of the table, and select Export as CSV or Export as Excel.