The E-Shop functionality gives you and your school the ability to sell products such as school uniform, school dinners, school supplies and much more throughout your own website. As well as that, you have a lot of options available to you in regards to accounting, stocks, donations, budget codes and more.
In regards to setting up your payment methods, there are a number ways that clients can pay for your shop products. You can use PayPal, Worldpay, Authipay, JustGiving, as well as having offline payment options such as bank transfer and cheques. To set this, get in touch with us to set up / amend your payment method information.
Payment on Forms
To begin with, you're going to want to create your first products. First, login to the admin side of your site and head over to the page you would like your shop items to sit and follow the instructions below:
- Click onto the Create tab on your orange admin bar and choose Shop Product.
- Once on the Shop Product page, give your product a title as you would a normal page title.
- From there, enter the price of the product within the Price £ field.
- Choose the relevant VAT Rate from the drop down menu (click here to find out how to add more VAT Rates).
- Add the Max Quantity of this product that can be bought at any one time.
- By Ticking the Allow payment by Credit Card field, this allows the customer to make payments via their credit card.
Adding product options gives you the ability to force a user to decide from a list of options, rather than just one singular item. This can be useful for products such as school uniform that you'd like to give the parent the option of choosing clothing sizes.
You have four options available to you: Free Text, User-Defined Price, Dropdown and Tickbox. See below for their individual uses.
- Free Text: This product options allows you to write out your own available option that the buyer will see. For example, for a school blazer, you could enter the Free Text "Blue" and "Black".
- User-Defined Price: If you're accepting donations on top of the price of an item, this is the best option to use. For example, charity wristbands could be at a fixed price of £1. However, inserting a User-Defined Price would allow the buyer to pay more than what they had originally paid.
- Dropdown: This gives the buyer the option to choose from a drop down list. Making this product option especially useful for uniform sizes, colouring, school bag options, etc.
- Tickbox: You're able to give the buyer a selection of options regarding the product using the Tickbox product option. This could be used if for example you were selling stationary equipment cases and want to allow the buyer to select what items go into the case.
The stock information of a product is useful to the buyer to see how much stock is available, as well as giving them the ability to backorder.
The 'Stock available' field allows you to enter how many items of that product you currently have in stock, disallowing anyone from buying the product when this has been reached.
The 'Allow backorders' field will give the buyer the option of purchasing the product, then they can receive this when the item is back in stock.
Finally, the 'Display stock count' field will display how many items are still available for purchase in relation to the amount of stock listed.
Accounting gives the ability to set a Payment Category, as well as a budget code for the individual products. You can set these by choosing from the drop down list besides the relevant fields (click here to find out how to set up Payment Categories and Budget Codes).
The access code field gives you the option of setting a secure numbered code in which buyers will have to enter before being able to purchase the product. This is useful if you have a staff e-shop on the website for staff clothing or items that you only want the staff to be able to purchase.
You can alter the administrative side of your shop products under the 'Shop' tab on your orange admin bar. There you will find three buttons that will give you control over this:
The 'Shop Settings' button will open a dialogue box with three drop down items: VAT Rates, Payment Categories and Budget Codes. Here, you can set each of these areas which will be available to you when creating or editing products.
- VAT Rates: Here you can set the VAT rates for your product items, this may vary depending on your organisation and/or location and can be selected during product creation.
- Payment Categories: These are used for setting categories against particular items, for example, a jumper would come under the payment category of 'Uniform'.
- Budget Codes: Budget codes can be used for your finance team to depict the costs relating to a specific (or set of) item(s). As an example, if a department has a budget and has listed their items on the website. You can see how much money came out of those products to see whether or not you've profited.
The 'Shop Orders' button will display any current or outstanding orders placed on products throughout the website. Details such as 'Order Number', 'Date', 'Status', 'Order Value' and 'Options' will be shown so that you can differentiate between products.
The 'Shop Reports' button will give you the option of downloading reports based off of transactions; Transaction Report, Payment Method Transaction Report and Product Sales Transaction Report. Further, you can choose the date range in which this report covers, as well as whether it's regarding a single product, or all products.
Through the E-Shop functionality, you can enable payment through forms on your website. Once you've set up the payment details through us, you'll find that you have a new sub-section to your normal form settings. To access this, create or edit a form as normal, click on the 'Edit' tab and choose 'Settings'. At the bottom of the form settings, there will be a tick box reading 'This form requires payment:' - Tick this field if you'd like to enable this.
Upon doing so, you'll have a few more options available to you:
- Fixed Price: Fill this field out to set the fixed price that the user will have to pay as part of the form submission.
- Variable Price Field(s): Choose one of the fields from the list correlating to fields within your form to allow users to select what price they'd like to pay. Therefore, by setting a textbox field within your form and setting the requirement to a numeric value, the entered value by the user would be charged during the payment process.
- Send email response on payment: Tick this option if you'd only like to receive an email from the website upon payment being made, rather than upon the submission of the form.
- Payments can recur: Tick this option if you'd like the user to set a recurring payment through this form. This can be useful if you have a form for school dinners in which requires a monthly payment from parents.