Online Payments Every Club, Society or Project is able to set up products in the online shop section of the Union’s main website, imperialcollegeunion.org using the Shop Administration function in eActivities. Setting up items in the online shop is the preferred method of taking payments as the person paying receives an automatic receipt from the system. More importantly, it is much easier for Club, Society or Project Treasurers as the system automatically generates lists of who has purchased which products, maximum numbers can be applied to avoid overselling and the potential for losing large amounts of money which doesn’t belong to you is avoided.
The money which is collected online appears directly in your Club, Society or Project’s accounts within three working days of purchase, making it very quickly available for you to spend. Taking payments for any membership fees MUST be done online as should all other payments except where it is not possible to do so.
Creating a new Product
Any Committee Member of a Club, Society or Project can create a shop product on eActivities. To create a new product, log into eActivities and select your role in the Club, Society or Project for which you are requesting the product. Select Finance from the menu on the left, then click Income then click Shop Administration. A screen will appear (see the image on the next page) and it will default to the Create New Product tab. Please ensure you include a full description.
When you have filled in the first set of fields, another set of boxes will appear. Here you can add the specific SKUs (Stock Keeping Units) for the product you are requesting. Think of the SKUs as the option for the product on sale. For example T-shirt sizes and colours or menu options for a formal dinner. This is where the information on price, quantity and VAT Rate will go; as well as designating the destination of your income and when you are finished click Submit Product. Remember that the minimum price for products in the online shop is £2.
Editing a Product
You can edit existing products by selecting the Edit Submitted Products tab where you can change the selling dates and quantities for the products. When you are finished click the Submit button
Purchase Reports and Summaries
To view the sales of your online products select Finance from the top menu, then Purchase Summary, then select the Purchase Reports tab for detailed reports of who has purchased each item by product or SKU. You can also see a summary by selecting the Purchases Summary tab. This report provides a summary of sales for each product.