Checkout - Payment - Training Units - Key Code

This payment option enables users to pay via distributed training units. This option is only available if enabled by the administrator in User Payment Preferences.

To pay with training units, all items within the order must accept training units. If at least one item does not accept training units, you cannot pay with training units.

Training unit key codes must be enabled for the system and also as a payment method for them to appear on the Checkout page. In addition, users may not be able to purchase a session with training units that expire prior to the session start date, depending upon the administrator's configuration of the training unit redemption option in Training Unit Preferences. If the administrator has enabled this option, then when a shopping cart transaction includes a session, the system uses the training units that expire furthest from the session start date. Depending on the training unit redemption option in Training Unit Preferences, if there are no available training units that expire after the session start date, then the user cannot purchase the session or must choose a different payment method.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Inventory - Manage Grants ability to purchase multiple learning object licenses with the intent to assign that training to other users at a later time. This permission can be constrained by OU and User's OU. eCommerce

Options

The following options are available from the Options drop-down list in the upper-right corner of the page:

  • Print - Select this option to print the current page without the page header and footer.
  • View Inventory - Select this option to open the Manage Inventory page. This option is only available to users with permission to manage inventory.

Purchase Summary

The Purchase Summary panel appears on the Payment step of the Checkout process, and it displays a summary of the shopping cart items, including a subtotal. See Checkout - Payment - Purchase Summary.

Enter Payment Information

To pay for training using key code training units on the Checkout - Payment page, select Training Units (Key Code) from the Payment Method drop-down list. The following fields appear below the Payment Method drop-down list:

Key Code

Enter your training unit key code and click Verify to retrieve your available training unit balance. Note: The administrator may limit the availability of the key code to users who are in a specific organizational unit (OU). Only the users who are in the OU can check out using the training unit key code. Users who are not part of the OU cannot checkout using the training unit key code and will receive an error message when attempting to use the key code. See Training Unit Preferences by Division.

After the key code is verified, the system displays the following information:

  • Subtotal - This displays the number of training units that is needed to purchase the items in the shopping cart.
  • Individual Balance - This displays the number of training units that are available for the key code. If the key code balance is hidden, then the administrator has configured Training Unit Preferences to hide the balance. See Training Unit Assignment - Create - Step 1 - General.
  • Insufficient Balance - If the user does not have enough training units with the key code to purchase the training in the shopping cart, the difference is displayed in training units. The user can either remove one or more items from their shopping cart until the subtotal is less than or equal to their individual balance. Otherwise, if other payment methods are enabled, the user may be able to pay the remaining balance using another form of payment. See the Pay Remaining Balance section below for additional information.

Comments

The Comments fields are only available if enabled for a payment type by the administrator in User Payment Preferences.

If the Comments field is enabled for a payment type, then users are able to enter comments for the transaction, up to 500 characters.

Secondary Address

The Secondary Address fields are only available if enabled for a payment type by the administrator in User Payment Preferences.

If the Secondary Address fields are enabled for a payment type, then users are able to enter a secondary address for the transaction. The Secondary Address may also include a Company Name and Phone Number field, depending on the Billing Information Preferences that are set for the user's OU. These fields may be required, depending on the Billing Information Preferences and User Payment Preferences that are set for the user's OU. Note: The Secondary Address label can be customized in Billing Information Preferences.

The following character limits are applied to the Secondary Address fields:

  • Company Name - 100
  • Phone - 30
  • First Name - 30
  • Address - line 1 - 60
  • Last Name - 30
  • Address - line 2 - 60
  • Email - 50
  • City - 50
  • Zip Code - 10

Pay Remaining Balance

If the user has an insufficient amount of training units in their account, the Pay Remaining Balance section is displayed along with the remaining balance for the transaction.

From the Pay Remaining Balance drop-down list, the user can select another payment method. All of the payment methods that are enabled for the organization are available in the drop-down list, with the exception of Training Units (Distributed). When another payment method is selected, the appropriate fields for that payment method are displayed.

When purchasing additional training units, bundled pricing discounts do apply if available, but the user is restricted to purchasing only the number of training units to complete the sale.

Next

After entering the necessary information, click Next to proceed to the Review step. See Checkout - Step 2 - Review.

Considerations When Purchasing Sessions

If the administrator has enabled the training unit redemption option in Training Unit Preferences, then users cannot purchase a session with training units that expire prior to the session start date.

Validations

  • If the user selects Training Unit (Key Code) as the payment method for a session in their shopping cart, then the system checks the user's key code balance first, and then checks to see if the user has personal training units available.
    • If the key code has an insufficient balance and there are no personal training units available, then the user is prompted to remove the session from their cart.
    • If there are other training items in the user's shopping cart (not sessions) and all training units from the key code are used, then the system checks the user's personal training units balance. If the balance is insufficient to purchase the items, then the user is prompted to remove the excess items from their shopping cart or pay the remaining balance with a credit card or via the "Purchase Order" option.
  • If the user selects Training Unit (Distributed) as the payment method, then the system checks the user's personal training units balance. If their personal training units balance is insufficient to cover the cost of the items, then the user is prompted to pay the remaining balance with a credit card or via the "Send Bill" option.

Use Cases

The following use cases assume that the redemption preference is checked in Training Unit Preferences and that Training Unit Key Code is selected as the payment method.

Training Unit Key Code ABC Balance: 1000

Training Unit Key Code ABC Expiration Date: 07/01/2012

Action
  1. User adds Session A to cart. The session start date is 07/02/2012 and has a price of 22 training units (TUs).
  2. User adds Online Course B to cart with a price of 100 TUs.
Result
  • The user is required to remove Session A from their cart or select a different payment method.

    • Reason: The session starts after the user's TUs expire, and the user has no TUs available that expire after the session start date. Note: The user can purchase Online Course B with Key Code ABC, but they cannot do so unless they remove Session A from their shopping cart.

Training Unit Key Code ABC Balance: 1000

Training Unit Key Code ABC Expiration Date: 07/01/2012

Training Unit Key Code XYZ Balance: 2000

Training Unit Key Code XYZ Expiration Date: 07/01/2013

Action
  1. User adds Session A to cart. The session start date is 07/02/2012 and has a price of 22 TUs.
  2. User adds Online Course B to cart with a price of 100 TUs.
Result
  • 22 TUs are deducted from Key Code XYZ to purchase the session.

    • Reason: Key Code XYZ has TUs available that do not expire until after the session start date.

  • 100 TUs are deducted from Key Code ABC.

    • Reason: The system always uses the TUs that expire the soonest, unless the user is purchasing a session and has training units available that expire after the session start date.

Training Unit Key Code ABC Balance: 1000

Training Unit Key Code ABC Expiration Date: 07/01/2012

Personal Training Units X Balance: 1000

Personal Training Units X Expiration Date: 07/01/2012

Action
  1. User adds Session A to cart. The session start date is 07/02/2012 and has a price of 22 TUs.
  2. User adds Online Course B to cart with a price of 100 TUs.
Result
  • The user is required to remove Session A from their cart or select a different payment method.

    • Reason: All of the user's TUs expire before the session start date. Note: The user can purchase Online Course B with Key Code ABC or using their personal TUs, but they cannot do so unless they remove Session A from their shopping cart.

Training Unit Key Code ABC Balance: 10

Training Unit Key Code ABC Expiration Date: 07/01/2013

Personal Training Units X Balance: 1000

Personal Training Units X Expiration Date: 07/01/2012

Action
  1. User adds Session A to cart. The session start date is 07/02/2012 and has a price of 122 TUs.
  2. User adds Online Course B to cart with a price of 100 TUs.
Result
  • The user is required to remove Session A from their cart or select a different payment method.

    • Reason: The key code has an insufficient balance, and the user's personal TUs expire before the session start date. Note: The user can purchase Online Course B with their personal TUs, but they cannot do so unless they remove Session A from their shopping cart.

Personal Training Units X Balance: 1000

Personal Training Units X Expiration Date: 07/01/2012

Action
  1. User adds Session A to cart. The session start date is 07/02/2012 and has a price of 22 TUs.
  2. User adds Online Course B to cart with a price of 100 TUs.
Result
  • The user is required to remove Session A from their cart or select a different payment method.

    • Reason: The TUs expire before the session start date. Note: The user can purchase Online Course B with their personal TUs, but they cannot do so unless they remove Session A from their shopping cart.

Personal Training Units X Balance: 1000

Personal Training Units X Expiration Date: 07/01/2012

Personal Training Units Y Balance: 2000

Personal Training Units Y Expiration Date: 07/01/2013

Action
  1. User adds Session A to cart. The session start date is 07/02/2012 and has a price of 22 TUs.
  2. User adds Online Course B to cart with a price of 100 TUs.
Result
  • 22 TUs are deducted from Personal Training Units Y to purchase the session.

    • Reason: Personal Training Units Y has TUs available that do not expire until after the session start date.

  • 100 TUs are deducted from Personal Training Units X.

    • Reason: The system always uses the TUs that expire the soonest, unless the user is purchasing a session and has training units available that expire after the session start date.

Personal Training Units X Balance: 10

Personal Training Units X Expiration Date: 07/01/2012

Personal Training Units Y Balance: 22

Personal Training Units Y Expiration Date: 07/01/2013

User Payment Preferences are configured to allow users to pay the remaining balance with a credit card or via the "Send Bill" option.

Action
  1. User adds Session A to cart. The session start date is 07/02/2012 and has a price of 22 TUs.
  2. User adds Online Course B to cart with a price of 100 TUs.
Result
  • 22 TUs are deducted from Personal Training Units Y to purchase the session.
  • 10 TUs are deducted from Personal Training Units X to purchase the online course. The user is required to use a credit card or the "Send Bill" option to pay the remaining balance of 90 TUs.

    • Reason: The balance on Personal Training Units X is insufficient to pay the remaining balance for the online course.

Personal Training Units X Balance: 10

Personal Training Units X Expiration Date: 07/01/2012

Personal Training Units Y Balance: 20

Personal Training Units Y Expiration Date: 07/01/2013

User Payment Preferences are configured to allow users to pay the remaining balance with a credit card or via the "Send Bill" option.

Action
  1. User adds Session A to cart. The session start date is 07/02/2012 and has a price of 22 TUs.
  2. User adds Online Course B to cart with a price of 100 TUs.
Result
  • The user is required to remove Session A from their cart or select a different payment method.

    • Reason: The payment method selected is "Training Unit (Key Code)." The user does not have any training units on a key code with which to purchase the items. Therefore, the user must select a different payment method.