User Payment Preferences by Division

User Payment by Division determines the method and percentage that users are to pay for content. Through this feature, charges are applied to a credit card, receive a bill or can be deducted from a user's paycheck. Note: paycheck deductions are done internally within your organization from a report you can run in the Cornerstone system. An administrator can select options including a percentage a user must pay by non-credit card, percentage to be paid by credit card or charge user's credit card excluding delivery fees. The act of requesting a bill means that the transaction charge is sent to the User's Cost Center; appearing in a column for User Pays. The Cost Center is treated as a billing department by the client. An Admin can run a report to see who has purchased training, and determine whether a paper bill should be created and sent to the end user.

Note: If your organization is considering using this feature please contact your Client Success Manager as additional considerations and processes will apply.

To manage User Payment preferences, go to Admin > Tools Learning > E-Commerce > Payment Methods.

Cost Allocation

Users' Cost Center - Enter a number from 0-100. The number indicates the percent the company or cost center will be paying for the user. The number entered here represents the amount that the user will not pay because the company is covering this percent of the cost. The combination of percent entered for User's Cost Center and User Pays must equal 100%.

User Pays - Enter a number from 0-100. This number represents the portion the user is responsible for paying. The combination of percent entered for User's Cost Center and User Pays must equal 100.

Payment Preferences

Proxy Enrollment

Select this preference to check the "Bypass User Preference" by default - This option enables the administrator to define the default value of the Bypass User Payment option, which is used when proxy enrolling users into training. If this preference is selected for an OU and an administrator from that OU creates a proxy enrollment, then that administrator will have the Bypass User Payment option selected by default. If this preference is not selected, then the Bypass User Payment option is deselected by default. Note: The administrator must also have permission to bypass user payment within a proxy enrollment to see this option.

Payment Options

Coupon

If this option is selected, during checkout, users are able to use coupons towards their purchase. If this option is selected, coupons can be applied to an order, but only one coupon can be applied to each item in a shopping cart. During checkout, a Coupon input box appears on the Checkout page for users to enter a coupon code.

  • To limit the number of coupons that can be used in a transaction, select the second option and enter the maximum number of coupons.

Credit Card

If this option is selected, during checkout, credit card functionality appears in the Payment Method drop-down list. If this option is not selected, users cannot pay their remaining balance by credit card if they do not have sufficient training units.

  • Select Valid Credit Card Types - Select which of the following credit card types can be used within the system: VISA, MasterCard, Discover, and American Express. Note: A user cannot use an unsupported credit card to complete a transaction. However, if a user has an unsupported credit card type saved in their billing profile, that transaction can be completed as if the card is supported.
  • Exclude Credit Card Fees - check to exclude credit card fees.
  • Allow users to store credit card information - Select this option to allow users to store credit card information on My Account. This option is required for recurring billing. If this option is selected:
    • A Billing Profile section appears in My Account, where users can store credit card information to be used with recurring billing, subscription renewals, and to make the purchase process more efficient. Once a billing profile is established, when using the shopping cart to check out, the user has the option to use the stored credit card information for the purchase. Note: If a user intends to utilize the curriculum subscription functionality with auto-renewal, the user must establish a billing profile.
    • During checkout, users have the option to store their credit card information to their billing profile.
  • Collect secondary address at time of transaction - Select this option to allow users to enter a secondary address for the payment during the checkout process. When this option is selected, a Required/Optional toggle is enabled, which allows the administrator to determine whether the secondary address fields are required or optional. If the secondary address is optional, then all fields within the secondary address are optional, regardless of the Billing Information Preferences. Note: The Secondary Address label can be customized in Billing Information Preferences.
  • Use Secondary Address in Tax Calculation - This field is enabled when the Collect secondary address field is selected and defined as required. This field only displays if at least one learning object (LO) is selected on the Tax Preferences page to indicate tax collection by LO.
  • The Use Secondary Address in Tax Calculation option is unchecked by default. This field displays for the following payment types that support collecting secondary address at time of transaction:

    • Credit Card
    • E-check
    • Request Bill
    • Wire Transfer

    When the Use Secondary Address in Tax Calculation option is selected, the secondary address is used in tax calculation. When unselected, the secondary address is not used in tax calculation.

    Workflow - Use Secondary Address

  • Show comments input box - Select this option to allow users to enter a comment for the payment during the checkout process.

Request Bill

If this option is selected, during checkout, the Request Bill functionally appears in the Payment Method drop-down list. Selecting this option and placing the order allows the user to receive the training on their transcript as though the user has already purchased it. The charge is sent to the cost center called User Pays. You can run a report (View by Cost Center, viewing the cost center User Pays section) to determine for whom a bill should be created and to whom the bill should be sent.

Only having the Request Bill option active disables the Shopping Cart. The purpose of the Shopping Cart is to allow the user to purchase more than one item in one credit card transaction and is not relevant to a Request Bill only workflow. A Request Bill workflow always shows a line item in the cost center User Pays report view, therefore there is no value in showing the shopping cart page when a user can only request a bill.

When you run a report (Billing: Enterprise or Enterprise Custom reports) to determine who should be sent a bill, you can view charges by user, and send a bill showing a list summarizing the charges for which the user is responsible for sending payment. If the user can only be sent a bill, then the user will not see the Add to Cart button, only the Request button on the LO details page, and the user will never be prompted in the system to pay for the training.

  • Request Bill - Select the name of the Request Bill option that you want to display to the end user from the drop-down list. Available options are Send Bill, Invoice, and Purchase Order. If Send Bill is the display, then the user will see two options, Credit Card and Send Bill.
  • Minimum Purchase - If this option is selected, a minimum purchase is required before the Request Bill option appears.
  • Show Reference number input box - If selected, the Please enter purchase order reference number: field displays on the Payment step when a user selects to pay by Purchase Order during the checkout process. This allows a user to enter a purchase order number at checkout. The field is unchecked by default. Note: To display Purchase Order as a payment option during checkout, you must select Request Bill, and then choose Purchase Order in the Request Bill: Select Request Bill display name when Request Bill is an active payment option field.
    • Users are required to enter a reference number in the box - If selected, the user is required to enter a purchase order number in the Please enter purchase order reference number: field on the Payment step during the checkout process, provided the user selected Purchase Order in the Payment Method field. The field is grayed out by default and only selectable if the Show Reference number input box field is checked.
  • Collect secondary address at time of transaction - Select this option to allow users to enter a secondary address for the payment during the checkout process. When this option is selected, a Required/Optional toggle is enabled, which allows the administrator to determine whether the secondary address fields are required or optional. If the secondary address is optional, then all fields within the secondary address are optional, regardless of the Billing Information Preferences. Note: The Secondary Address label can be customized in Billing Information Preferences.
  • Payment Pending - Select this option to enable the Payment Pending status. See Pending Payment Status Overview. If a user is subject to the Payment Pending option and elects to purchase a learning object with the Request Bill option, the transaction is placed in Payment Pending status. If a learning object is in Payment Pending status, the user cannot access this item until the payment is reconciled. If this option is selected, you must then select which users are placed in the Payment Pending status.
    • All - Select this option to place all of the users in the selected OU in Payment Pending status until their order is reconciled. This applies to all users in the OU for which you are setting the User Payment Preferences.
    • Selected - Select this option to then select specific users that are placed in Payment Pending status until their order is reconciled. If this option is selected, the Add Users option appears. Click this link to select the users that are in Payment Pending status.
    • Note: If a user is already assigned to a session, then that roster seat remains reserved for the user.
  • Show comments input box - Select this option to allow users to enter a comment for the payment during the checkout process.

E-Check

If this option is selected, during checkout, the E-Check option is available in the Payment Method drop-down list, enabling users to pay with an E-Check. The following options are also available for the E-Check payment type:

  • Collect secondary address at time of transaction - Select this option to allow users to enter a secondary address for the payment during the checkout process. When this option is selected, a Required/Optional toggle is enabled, which allows the administrator to determine whether the secondary address fields are required or optional. If the secondary address is optional, then all fields within the secondary address are optional, regardless of the Billing Information Preferences. Note: The Secondary Address label can be customized in Billing Information Preferences.
  • Payment Pending - Select this option to enable the Payment Pending status. See Pending Payment Status Overview. If a user is subject to the Payment Pending option and elects to purchase a learning object with the Request Bill option, the transaction is placed in Payment Pending status. If a learning object is in Payment Pending status, the user cannot access this item until the payment is reconciled. If this option is selected, you must then select which users are placed in the Payment Pending status.
    • All - Select this option to place all of the users in the selected OU in Payment Pending status until their order is reconciled. This applies to all users in the OU for which you are setting the User Payment Preferences.
    • Selected - Select this option to then select specific users that are placed in Payment Pending status until their order is reconciled. If this option is selected, the Add Users option appears. Click this link to select the users that are in Payment Pending status.
    • Note: If a user is already assigned to a session, then that roster seat remains reserved for the user.
  • Show comments input box - Select this option to allow users to enter a comment for the payment during the checkout process.

Wire Transfer

If this option is selected, during checkout, the Wire Transfer option is available in the Payment Method drop-down list, enabling users to pay with a wire transfer. The following options are also available for the Wire Transfer payment type:

  • Collect secondary address at time of transaction - Select this option to allow users to enter a secondary address for the payment during the checkout process. When this option is selected, a Required/Optional toggle is enabled, which allows the administrator to determine whether the secondary address fields are required or optional. If the secondary address is optional, then all fields within the secondary address are optional, regardless of the Billing Information Preferences. Note: The Secondary Address label can be customized in Billing Information Preferences.
  • Payment Pending - Select this option to enable the Payment Pending status. See Pending Payment Status Overview. If a user is subject to the Payment Pending option and elects to purchase a learning object with the Request Bill option, the transaction is placed in Payment Pending status. If a learning object is in Payment Pending status, the user cannot access this item until the payment is reconciled. If this option is selected, you must then select which users are placed in the Payment Pending status.
    • All - Select this option to place all of the users in the selected OU in Payment Pending status until their order is reconciled. This applies to all users in the OU for which you are setting the User Payment Preferences.
    • Selected - Select this option to then select specific users that are placed in Payment Pending status until their order is reconciled. If this option is selected, the Add Users option appears. Click this link to select the users that are in Payment Pending status.
    • Note: If a user is already assigned to a session, then that roster seat remains reserved for the user.
  • Show comments input box - Select this option to allow users to enter a comment for the payment during the checkout process.

Training Units (Key Code)

If this option is selected, users are able to pay with a training unit key code during checkout.

  • Allow users to pay the remainder of their balance with a credit card if they do not have sufficient key code training units at checkout. If this option is not selected or if the Credit Card payment option is not selected, users cannot use a credit card to complete the transaction if they do not have enough key code training units.
  • Allow users to pay the remainder of their balance with using Request Bill if they do not have sufficient key code training units at checkout. If this option is not selected or if the Request Bill payment option is not selected, users cannot proceed with a transaction if they do not have enough key code training units.
  • Collect secondary address at time of transaction - Select this option to allow users to enter a secondary address for the payment during the checkout process. When this option is selected, a Required/Optional toggle is enabled, which allows the administrator to determine whether the secondary address fields are required or optional. If the secondary address is optional, then all fields within the secondary address are optional, regardless of the Billing Information Preferences. Note: The Secondary Address label can be customized in Billing Information Preferences.
  • Show comments input box - Select this option to allow users to enter a comment for the payment during the checkout process.

Training Units (Distributed)

If this option is selected, users are able to pay with distributed training units during checkout.

  • Allow users to pay the remainder of their balance with a credit card if they do not have sufficient distributed training units at checkout. If this option is not selected or if the Credit Card payment option is not selected, users cannot use a credit card to complete the transaction if they do not have enough distributed training units.
  • Allow users to pay the remainder of their balance with using Request Bill if they do not have sufficient distributed training units at checkout. If this option is not selected or if the Request Bill payment option is not selected, users cannot proceed with a transaction if they do not have enough distributed training units.
  • Collect secondary address at time of transaction - Select this option to allow users to enter a secondary address for the payment during the checkout process. When this option is selected, a Required/Optional toggle is enabled, which allows the administrator to determine whether the secondary address fields are required or optional. If the secondary address is optional, then all fields within the secondary address are optional, regardless of the Billing Information Preferences. Note: The Secondary Address label can be customized in Billing Information Preferences.
  • Show comments input box - Select this option to allow users to enter a comment for the payment during the checkout process.

Custom Payment Types

When a custom payment type is created via work order, it appears in the Payment Preference section and can be enabled or disabled by OU. The Pending Payment payment status can be enabled for each custom payment type via a backend setting. When the Pending Payment payment status is enabled for a custom payment type, then the Payment Pending option appears when the custom payment type is enabled.

  • Collect secondary address at time of transaction - Select this option to allow users to enter a secondary address for the payment during the checkout process. When this option is selected, a Required/Optional toggle is enabled, which allows the administrator to determine whether the secondary address fields are required or optional. If the secondary address is optional, then all fields within the secondary address are optional, regardless of the Billing Information Preferences. Note: The Secondary Address label can be customized in Billing Information Preferences.
  • Payment Pending - Select this option to enable the Payment Pending status. See Pending Payment Status Overview. If a user is subject to the Payment Pending option and elects to purchase a learning object with the Request Bill option, the transaction is placed in Payment Pending status. If a learning object is in Payment Pending status, the user cannot access this item until the payment is reconciled. If this option is selected, you must then select which users are placed in the Payment Pending status.
    • All - Select this option to place all of the users in the selected OU in Payment Pending status until their order is reconciled. This applies to all users in the OU for which you are setting the User Payment Preferences.
    • Selected - Select this option to then select specific users that are placed in Payment Pending status until their order is reconciled. If this option is selected, the Add Users option appears. Click this link to select the users that are in Payment Pending status.
    • Note: If a user is already assigned to a session, then that roster seat remains reserved for the user.
  • Show comments input box - Select this option to allow users to enter a comment for the payment during the checkout process.

Receipt Message

Enter a text only message that displays on the receipt page for either a Credit Card transaction or a Request Bill transaction. If Request Bill is the only active option the user does not see the receipt message because the user will not see the checkout page or receipt.

Overwrite Settings

Choose whether to overwrite custom settings for child division OUs. If you choose to overwrite custom settings for child division OUs, the selected settings are applied to both new and existing child OUs. Any previously customized child OUs are updated with the selected settings.

If this option is unselected, then only the child OUs that do not have customized settings will be updated, as well as any OUs that are added in the future.

A child OU that has not been customized always inherits from the parent, regardless of whether this option is selected.

An OU is considered customized if its preferences or settings have been changed.

Submit or Cancel

Click Submit to finalize your changes. Otherwise, click Cancel to discard any unsaved changes.

Workflow Cases