Introduction
When the e-commerce feature is active on 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 go to Navigation menu > Configuration (spanner icon) > E-commerce > E-commerce transactions. 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 transaction items as paid
When users make purchases with e-commerce, they gain access to the purchased items (courses, learning plans, course seats, training credit packs, subscription plans) when the payment is successful, and the purchased items are marked as paid within the platform.
- For electronic or credit card payments, this usually happens automatically: As soon as the payment goes through, the transaction status becomes Successful, all its items become marked as paid, and the user can access them.
- However for payments with wire transfer, the transaction status is initially Pending. When payment is received an administrator needs to manually mark the items as paid within the transactions page, and then the transaction status will change to Successful.
Tip: This means that, if your users make wire transfer payments, you will need to check the Transactions page and manually mark their items as paid. Otherwise the users will not be able to access their purchased items.
→ You can configure the notification New wire transaction to alert you of the need to do this. You can also set up the Task list widget to show you when there are pending e-commerce transactions.
→ To inform users of the outcome of their purchases, you can configure the notifications Wire transaction marked as paid, and Wire transaction cancelled. You can also configure the My transactions widget, where end users can keep track of all their e-commerce orders.
On the main transactions list, the Payment status and Status columns indicate whether a transaction may need to be manually marked as paid:
- A green (colored) icon indicates that all the items included in the transaction are marked as paid. In this case the transaction status is Successful and no manual action is needed.
- A gray icon indicates that at least one item in that transaction is not marked as paid yet. (The transaction may contain a mixture of paid and unpaid items, or have all unpaid items). In this case the transaction status is typically Pending, and you can manually mark everything as paid (ellipsis menu > Mark all items as paid) to make the transaction Successful.
To check the details of which items are marked paid or unpaid, at the end of the transaction row click the ellipsis menu and select Edit (for Superadmins) or Details (for Power Users). In the panel that opens, the Items list will show, for each individual item, whether it is marked as Paid.
- From here, you can mark individual items as paid or unpaid, or click Mark all as paid to mark everything as paid.
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You can also Mark all as paid from the ellipsis menu in the main transaction list.
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 also cannot mark more than one transaction as paid using mass action. This action is only allowed at transaction level.
Effect of marking an item as paid
When an item is marked as paid, the purchaser (or the designated recipient of the purchase) will gain access to that item. For example, if it is a course, learning plan or ILT they will be enrolled, if it is a training credit pack it will be added to their wallet, if it is a subscription plan they will acquire the licenses or seats, etc.
→ This will happen even if the transaction as a whole is not marked as paid. So if you mark only some items in a transaction as paid, the user will still gain access to those, even though the overall status of the transaction remains Pending or Failed.
Effect on enrollments:
When a transaction item is marked as paid:
- For a course, the enrollment status changes from “Waiting users” → “Enrolled”
- For a learning plan, if purchased with Wire transfer the enrollment status changes from “Payment pending” → “Enrolled”. For other payment methods the enrollment status changes from <no status> → “Enrolled”.
Note: The status of the courses inside the learning plan changes from “Waiting users” → Enrolled (for all payment methods).
For more information see the article Enrollment statuses.
Please note: You can manually mark items as paid when the transaction status is Pending, but also when the status is Failed. In both cases, the user will gain access to the items marked as paid. However be aware that for Cancelled transactions the Mark as paid action–though available–will not have any effect. The user will not acquire access to any of the items that you mark as paid.
“Mark as unpaid” does not take away items
Once the user has gained access to a purchased item (either automatically through an electronic payment, or manually through an administrator marking the item as paid), this access will not be revoked if you subsequently mark the item as unpaid.
→ This means that the user will retain the enrollments, training credits, seats, or licenses resulting from the successful transaction, even if you later mark the item as unpaid.
Repeating the “mark as paid” action
By marking an item as unpaid and then re-marking it as paid, you can in practice end up doing the “mark as paid” more than once. In most cases (purchases of training credit packs, course or learning plan enrollments, subscription seats or licenses) this will not change anything, compared to when the item was originally marked as paid. However be aware of the following important exception for course seats, and the behavior with manual unenrollments:
- Warning for course seats: If a transaction involves a purchase of course seats, be careful not to mark the item as paid more than once, as the specified number of seats will be added to the user multiple times. For example, if you mark as paid a purchase of 25 seats, the purchaser receives 25 seats in the course. Then, if you edit the transaction and mark the item as unpaid, the seats are not removed from the purchaser. But if you later re-mark it as paid, an additional 25 seats are given to the purchaser.
- Behavior with unenrollments: As noted previously, if you manually mark a course or learning plan purchase item as unpaid, the enrollment is not taken away from the user. However if the user is for any reason unenrolled, be aware that re-marking the item as paid will re-enroll them.
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.
Please note: Once a transaction status is Cancelled, it can no longer be changed to any other status.
- If you manually mark as cancelled a transaction that already had items marked as paid, those items will not be removed from the purchaser.
- However, once a transaction is Cancelled, marking items as paid will no longer have any effect: Unlike what happens in the Failed or Pending statuses, the user will not be granted access to the purchase.
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 pending 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.
Tip: If a successful transaction is subsequently marked as canceled, the purchased item will not be removed from the user. In case of a content purchase, the user will still remain enrolled. In case of a seats purchase, the user will still retain the purchased seats. And in case of training credit pack purchase, they will still have the training credits in their wallet.
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.
Checking transaction events in the audit trail
You can check on changes made to transactions by looking in the Audit trail at the E-commerce events: Transaction created and Transaction updated.
For example, in the case of a transaction that was marked as paid, for the same ID there will be a Transaction updated event with "payment_status": "Successful" preceded by a Transaction created event with "payment_status": "Pending".