Ecommerce Guide

Go to UO Ecommerce

Contents

Ecommerce Sections

How To

The last few answers require logging in to see, a login button will be at the bottom of this page if you are not.

 

Ecommerce Sections 

 

Forms & Orders 

This page shows a searchable list of order forms organized by departments you are associated with. For each order form, the following options are available:

  • Launch - View the order form to preview how it will look when shared publicly with the distribution URL
  • Edit - Update the order form such as adding or removing questions, products, or events
  • Set to Prod / Test - In Prod mode, the form can process real payments; in test mode, the form can only process simulated transactions
  • Archive - Disables an order form and removes it from the list of active forms
  • Order Report - View a searchable list of activity for the order form, includes incomplete, confirmed, rejected, and refunded transactions and the option to sort by status
  • Related Inventory - View and edit the product and event inventory items linked with an order form
  • Enable / Disable - Enabled order forms can be accessed publicly from the sharable distribution URL link listed in the form's details; disabled forms can only be accessed by users logged in to the Ecommerce site

For each department linked with your account, the following options are available in this section, under the department's header:

  • Order Forms - View order forms associated with the department
  • Archived Forms - View archived order forms associated with the department
  • Order Report - View completed transactions associated with the department
  • Inventory - View product and event items associated with the department
  • Build New Order Form - Create a new order form in the department

 

Inventory 

This page shows a searchable list of product and event items organized by departments you are associated with. For each item, the following options are available:

  • Edit - Update the item title, price, description, etcetera
  • Activity Record - Link from the title of the item to view associated submission activity
  • Archive - Disables an item and removes it from the active inventory list
  • Related Forms - View order form(s) linking to the item
  • Enable / Disable - Enabled items will appear when viewing order forms they are linked to; disabled items can be added to an order form but will not be available when the form is viewed until they are enabled

For each department linked with your account, the following options are available in this section, under the department's header:

  • Order Forms - View order forms associated with the department
  • Inventory - View product and event items associated with the department
  • Create a New Event - Create a new event item in the department
  • Create a New Product - Create a new product item in the department

 

Transactions 

This page shows a searchable and sortable master list of all transaction activity organized by departments you are associated with. For each transaction record, the payers name will link to their email and allow you to contact them. The email address can be copied by right-clicking on the name and selecting the copy option. Selecting the date of the transaction will link to a summary of the record.

 

How To _ 

 

Log In or Add User 

A Log In button can be found on the homepage of Ecommerce, if not logged in already.

New Users

Logging in to Ecommerce system initially is required before new users can be granted expanded access to a department or roles within the system.

The other step(s) will be for the new user to fill out the Access Authorization Request form for access to transaction records for a specified department. Additionally or alternatively, to create a new order form as a new user and using accounting codes that have not yet been verified, the Payment Card Acceptance Request form will need to be completed by the new user. Once one of these forms is submitted and fully approved, we will get in touch soon to help with the next steps.

 

Create New Order Forms 

The steps involved in setting up a new order form are:

  • Create new product or event item(s) that will be added to the order form under the associated department in the Inventory page
  • Create a new order form under the associated department in the Forms & Orders page
  • Select questions and offering items (products or events) to be added to the order form
  • Fill in other required fields to complete the form including the label/title and customer service contact number

Please also note:

  • eCheck payments can be cancelled up to three weeks after being issued, if this payment method is enabled
  • Setting a decomission date for the order form will disable on the morning of the date selected
  • If the refund policy field for the order form is left blank, this will default to the department's refund policy setting
  • Offering items (products and events) will need to have their accounting codes approved before they can be enabled and show up in an order form, see below for details

 

Create New Offering Items (Products & Events) 

The steps involved in creating a new offering item are:

  • Select Create new product or event item(s) under the associated department in the Inventory page
  • Enter a product / event title, description, accounting codes (index, account, & optional activity codes)
  • Enter an optional price (leave empty to allow user to enter a value instead) and select quantity option (allows a quantity to be entered, or a yes/no selection to be made instead)
  • Note that the description for the offering item will be shown next to the listing in the order form and should relate to the specific item rather than the whole order form which has a separate description field that will show above

Once a new offering item is created, the accounting codes set for it will need to be approved and/or verified.

  • If the accounting codes have not been approved (in an existing PCAR on file) fill out a Payment Card Acceptance Request (PCAR) form to request approval to use a group of accounting codes together for routing payments
  • Once the PCAR form has been approved and new offering item(s) are created, they will be reviewed and the associated codes verified
  • If the accounting codes have already been approved previously (with a PCAR) they can be reused without re-approval if the purpose they were approved for still applies to the new offering item(s), but will still need to be verified as having been approved and entered correctly
  • For verification of previously approved codes used for new offering item(s), contact the BA web team 

 

Get Order Form & Items Approved 

As with new offering items mentioned above, accounting codes associated with a new order form or with offering items being edited will need to be verified for approval.

If the codes have already been approved in a PCAR form previously and are being reused for a similar business purpose, such as the same event being held again in a new year, an approval can be requested from the BA web team directly without needing to submit a new form.

If new codes are being used or the business purpose they are being used for is not consistent with a previously approved form, a new PCAR form will need to be submitted for approval.

 

Share Order Forms 

To share an order form for accepting payments, provide or link to the Distribution URL listed under it in the Forms & Orders page.

Once the order form is opened, the URL in the browser will change to a temporary session path that will expire and should not be shared!

 

Access Transaction Records 

Each user will need to request and be approved for access to transaction records. If you are not able to access these records yet, please submit an Ecommerce Access Authorization Request form.

Transaction and form submission records for departments your account is associated with can be accessed under each of the main sections of the site.

  • Forms & Orders - Access transaction records organized by an associated order form or department from the Order Report buttons
  • Inventory - Access transaction records organized by an associated offering item (product or event)
  • Transactions - Access transaction records organized by department

 

Export Transaction Records 

From the bottom of an Order Report page accessed in the Forms & Orders section tab, there will be a button to download the records from the page as an XLSX file.

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