Using Commerce within SAP SuccessFactors LMS (Day-to-day)
As a continuation of my previous post that goes into detail on the initial setup of commerce functionality within SAP SF LMS (Found Here), this post will go into detail on the day-to-day admin and user facing activities.
- User Registration with Chargeback & Cancellation Policy
- Scheduled Offering Closure
- Record Learning Financial
- Chargeback Adjustment
- Financial Transaction Reporting
|Chargeback – User Self-Registration|
When viewing a course within a catalog, the user will see the price of the offering in their currency by clicking on the course details dropdown. After viewing the price of their seat within the offering, they can click ‘Register Now” bringing them to the registration screen.
Within the registration screen, the user can view the user-facing cancellation policy description (setup for this mentioned in my previous post).
If maintained on the user record / org (depending on requirements) the account code is dynamically pulled into the field within the registration screen. If the course is set to charge a fixed account code for everyone (One cost center for everyone) then the financial section of the registration screen will not display for the user. They will, however, still see the price of the offering.
After clicking confirm, the user is successfully registered into the scheduled offering.
|Cancellation Policy (User-Facing)|
There are two instances where the user will see the cancellation policy link; when registering for the course and when withdrawing from the course. When the link for the cancellation policy is select, it comes up in a pop-up window with the cancellation policy user-facing text.
Shown below is the user-facing cancellation policy configuration within LMS Admin and how it looks to the user during registration.
Note: The user must manually click on the cancellation policy link within the registration screen in order to view. It does NOT automatically pop up during registration.
|Post Course Admin Activities – Close Scheduled Offering|
After scheduled offering is completed, the Admin must close scheduled offering and then record the learning using the options under the Actions menu.
The Close Scheduled Offering wizard is used to finalize the total costs required to deliver the scheduled offering and then close it so that administrators can no longer make changes to the offering.
|Post Course Admin Activities – Record Learning|
After clicking record learning in the actions menu, all of the users that are registered within the course will automatically populate at the bottom of the screen. If there are more that you would like to add, simply use the ‘Add one or more from list to search for and select them. After this, Click Next to proceed
Select the default completion status (ILT-COMPLETE) then apply. If any changes need to be made for users that did not complete the course, amend the individual records and apply those changes. Grades and comments may also be entered on this screen for individual records. Click next
At this screen we can now view how much each user is going to be charged for the offering as well as where the money is coming from / where it is going to be sent. Any of these values are able to be changed at this time. Click Next
Review the final page for accuracy then Click Finish.
|Post Course Admin Activities – Record Learning – Certificate of Completion|
After the learning event has been record, the Admin can send certificate of completion by clicking ‘Email’.
Alternatively, the admin can also print the certificates from this screen.
|Post Course Admin Activities – Chargeback Adjustment|
The chargeback adjustment tool reconciles chargeback transactions after the closure of a scheduled offering. It credits the related cost centers and credit profit centers of the selected scheduled offering.
This can be found by navigating to Commerce > Tools > Chargeback Adjustment. Here you can search for the particular scheduled offering and make any necessary changes. Note that this must be done prior to approving the transactions.
|Post Course Admin Activities – Transaction Approval|
Navigate to Admin > Commerce > Financial transactions
Use criteria to search for your financial transactions
Review transactions and decide which ones you want to approve
Note: By approving transactions, you mark them as ready to be posted to your financial system. You can post your financial system if you have a built in client to the transactions table using SAP SuccessFactors Learning web services. If you have not built a client, approval is still useful for your records but not required.
For those transactions you want to approve, select the approve checkbox (To approve all on one page, select the check box in the heading of the approve column. Click Save
|Post Course Admin Activities – Financial Transaction Report|
You can use the financial transaction report to export the transactions (Both Approved and Not Approved) from the system.