Managing Payment Methods

This chapter provides an overview of payment method setup and discusses how to:

Set up and manage training unit pools.
Set up and manage purchase orders.

Understanding Payment Method Setup

This section lists prerequisites and discusses payment method setup.

Prerequisites

Before you can set up payment methods, you must:

Set up financial ChartField data.

See Setting Up Financial ChartField Data.
Set up learning environments.

See Defining Learning Environments.
Set up customer organizations.

See Defining Customers.
Set up external learner profiles.

See Reviewing and Defining External Learner Data.

Payment Method Setup

Enterprise Learning Management supports several payment methods for enrollment and registration fees. Available payment methods during enrollment or registration depend on the type of learner who is requesting the training and the learner's organization. Internal learners can use only chargebacks to pay for activity and program fees. External learners can use chargebacks, training units, purchase orders, credit cards, cash, and checks, depending on the payment methods that you enable for the customer organization to which the learner belongs.

Follow these steps to set up payment methods:

Select payment methods for your organization.

See Selecting Default Payment Methods for Organizations.
Select payment methods for each learning environment.

See Defining Default Values for a Learning Environment.
Select payment methods and define training unit pools for each customer organization.

See Defining Customer Payment Information.
Manage training unit pools for each customer organization.

See Managing Training Unit Pools.
Set up and manage purchase orders for each customer organization.

See Setting Up and Managing Purchase Orders.
Assign training unit pools and purchase orders to external learners.

See Defining External Learner Profile Information.

Setting Up and Managing Training Unit Pools

To set up training unit pools, use the Customers component (LM_CUSTOMER_MAIN) and the Maintain Training Units component (LM_TU_ITEMS).

This section provides an overview of training units and discusses how to:

Set up training unit pools.
Manage training unit pools.

Understanding Training Units

Training units are prepaid units that external organizations can purchase at a discounted price. They enable you to presell training that learners can use at a later date. The system depletes training units from the prepaid account each time a learner from the customer organization uses the account to pay for enrollment, registration, or drop fees. This prepaid account is referred to as a training unit pool.

PeopleSoft Enterprise Financials or a third-party financials system handles the actual purchase and accounting of training units for a training unit pool. Enterprise Learning Management tracks and maintains training unit pools after the customer organization purchases them.

Each customer organization can have multiple training unit pools. You can associate each learner from the customer organization with one or more training unit pools. This association allows the learners to use the training unit pools to pay for enrollment, registration, and drop fees.

Customer organizations can purchase training units for a training unit pool as often as necessary to replenish the pool. Each time the customer organization purchases training units, you must add a new row to the training unit pool. The system deducts training units on a first in first out basis. When a learner uses training units, the system deducts the units from the first row in the training unit pool. After the system deducts training units from a row, you cannot edit or delete the row, even when the learner drops the activity or program and the balance for the row returns to the full amount. Create new rows to add more units to the training unit pool.

Enterprise Learning Management provides two reports that enable you to track training unit pool usage by customer organization.

Pages Used to Set Up and Manage Training Unit Pools

Page Name	Object Name	Navigation	Usage
Payment Information	LM_MOP_ADMIN	Enterprise Learning, Organizations, Customers, Payment Information	Set up training unit pools for a customer organization.
Maintain Training Units	LM_TU_ITEMS	Enterprise Learning, Financial Details, Maintain Training Units, Maintain Training Units	View information for purchased training units and add training units to a training unit pool.

Setting Up Training Unit Pools

Access the Payment Information page.

See Defining Customer Payment Information.

Managing Training Unit Pools

Access the Maintain Training Units page.

Date of Purchase

Enter the purchase date.

Expiration Date

Enter the expiration date. Learners cannot use training units after the expiration date.

Units

Enter the number of training units purchased.

Total Paid

Enter the total amount paid for the training units.

Currency

Displays the currency used to purchase the training units. Define the training unit pool currency on the Payment Information page. The currency of a training unit pool must match the currency of an activity or program fee for a learner to successfully enroll in the activity or register for the program.

Balance

Displays the current training unit balance.

Setting Up and Managing Purchase Orders

To set up purchase orders, use the Maintain Purchase Orders component (LM_PURCHASE_ORDERS).

This section provides an overview of purchase orders and discusses how to set up and manage purchase orders.

Understanding Purchase Orders

Purchase orders function as a line of credit for a customer organization. Customers do not pay for purchase orders in advance. Instead, purchase orders represent a commitment from a customer organization to pay for training fees. Purchase orders enable learners to enroll in activities and register for programs that carry charges under the agreement that the customer organization will pay for the learner's training when you bill them. You can use the purchase order number during the invoice process to note that the customer organization previously agreed to pay for the training.

PeopleSoft Enterprise Financials or a third-party financials system handles the actual setup of purchase orders for a customer organization. Enterprise Learning Management tracks the usage of each purchase order after you set up the purchase order in the financials system.

Each customer organization can have multiple purchase orders. You can associate each learner from the customer organization with one or more purchase orders. When a learner uses a purchase order to enroll or register in an activity or program, the system deducts funds from the purchase order. After the system deducts funds from a purchase order, you cannot edit or delete the deduction, even when the learner drops the activity or program and the balance for the purchase order returns to the full amount.

Enterprise Learning Management provides two reports that enable you to track purchase order usage by customer organization. You can use these reports to bill customer organizations.

Page Used to Set Up and Manage Purchase Orders

Page Name	Object Name	Navigation	Usage
Maintain Purchase Orders	LM_PURCHASE_ORDERS	Enterprise Learning, Financial Details, Maintain Purchase Orders, Maintain Purchase Orders	View information for a customer's current purchase orders, and add new purchase orders.

Setting Up and Managing Purchase Orders

Access the Maintain Purchase Orders page.

PO Number (purchase order number)

Enter the purchase order number. Purchase order numbers must be unique within a customer organization, but multiple customer organizations can use the same purchase order number.

Date

Enter the purchase date.

Amount

Enter the amount of the purchase order.

Currency

Select the currency that is to be used for the purchase order. This currency must match the currency of an activity or program fee for a learner to successfully enroll or register in the activity or program.

Expiration Date

Enter the expiration date. A learner cannot use the purchase order after the expiration date.

Balance

Displays the current balance for the purchase order.

ChartField

Displays the ChartField that is associated with the purchase order. Define ChartFields for purchase orders on the Payment Methods page.

Value

Select a ChartField value. The ChartField values that you can select are any values with an active status on the ChartField Values page.

Owner

Select an owner for the purchase order. The owner can be anyone from the customer organization. Owners of purchase orders must approve any enrollment or registration request for a learner who uses the purchase order when the system requires payment approval to enroll in the activity or register in the program. Assign approval types for activities on the Activities - Activity Details page. Assign approval types for programs on the Maintain Program - Details page. A learner's enrollment or registration in an activity or program is not confirmed until the owner gives payment approval. Payment approval is not required if no owner is assigned to the purchase order or if payment approval is not required to enroll in the activity or register in the program. Owners of purchase orders can approve enrollment and registration requests by using the approvals page.

Date of Purchase	Enter the purchase date.
Expiration Date	Enter the expiration date. Learners cannot use training units after the expiration date.
Units	Enter the number of training units purchased.
Total Paid	Enter the total amount paid for the training units.
Currency	Displays the currency used to purchase the training units. Define the training unit pool currency on the Payment Information page. The currency of a training unit pool must match the currency of an activity or program fee for a learner to successfully enroll in the activity or register for the program.
Balance	Displays the current training unit balance.

PO Number (purchase order number)	Enter the purchase order number. Purchase order numbers must be unique within a customer organization, but multiple customer organizations can use the same purchase order number.
Date	Enter the purchase date.
Amount	Enter the amount of the purchase order.
Currency	Select the currency that is to be used for the purchase order. This currency must match the currency of an activity or program fee for a learner to successfully enroll or register in the activity or program.
Expiration Date	Enter the expiration date. A learner cannot use the purchase order after the expiration date.
Balance	Displays the current balance for the purchase order.
ChartField	Displays the ChartField that is associated with the purchase order. Define ChartFields for purchase orders on the Payment Methods page.
Value	Select a ChartField value. The ChartField values that you can select are any values with an active status on the ChartField Values page.
Owner	Select an owner for the purchase order. The owner can be anyone from the customer organization. Owners of purchase orders must approve any enrollment or registration request for a learner who uses the purchase order when the system requires payment approval to enroll in the activity or register in the program. Assign approval types for activities on the Activities - Activity Details page. Assign approval types for programs on the Maintain Program - Details page. A learner's enrollment or registration in an activity or program is not confirmed until the owner gives payment approval. Payment approval is not required if no owner is assigned to the purchase order or if payment approval is not required to enroll in the activity or register in the program. Owners of purchase orders can approve enrollment and registration requests by using the approvals page.