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Checking if Credit Card Will Work in TES

By TES
  1. Select Receipts
  2. Then select Credit Cards – Ingenico – Receiver
  3. The red text should say Connection Open
    1. If it is, then the card reader will work
    2. If it is not:
      1. Select File
      2. Then select Define Workstation
      3. At the bottom of this window, the box that says Receiver IP should match the receiver IP that is listed at the top of your computer screen, on the right. 
        1. Example: 10.10.10.10
        2. Then select the green Save button
      4. This should allow the card reader to connect and let you take payment
August 16, 2024
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Same Day Refunds

By Refunds
  1. These refunds can only be done if the order was made on the same day. If it has been more than 24 hours, we cannot do this type of refund
  2. Go to WooCommerce and select Orders
    1. Search for the student
    2. Click on the order number
    3. Scroll down to where you’ll see the Refund button (it’ll be on the bottom left side of the Item box) 
    4. Click on Refund
    5. Under Refund amount, enter the exact amount available to refund 
      1. We can’t refund partial amounts, it has to be the full amount. And, the amount has to match the full amount paid. 
      2. EX: $5, $100, $105
    6. You do not need to enter anything under Reason for refund
    7. Select the button Refund $__ via Authorize.Net Card Settings
    8. After you complete this process, the status of the order will changed from Completed to Refunded
  3. Next, you will need to let the financial secretary know
    1. Copy the order number
    2. Email the financial secretary the order number and let them know it is a same day refund. They will be able to finish the process then. 
  4. After that, Select Subscriptions
    1. Search for the student
    2. Click on the proper subscription 
    3. Under Subscription status, change from Active to Expired
    4. Select the Update button
  5. Then, go to Buzz and search up the student
    1. If applicable, withdraw the refunded unit from their Buzz
    2. If applicable, change the registration end date to RR and leave a note saying the registration was refunded and must be paid again should the student wish to use the program anymore
May 30, 2023
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How to Solve the False “Out of District” Registration Fee

By Shopping Cart

When this happens, typically the website has removed the student’s school and is thinking they aren’t a student within the district. This just needs to be updated.

  1. If proxying as the student…
    1. Log in to eastshore.alpineschools.org/wp-admin
    2. Go to the Dashboard.
    3. Search the student in “Users.”
    4. “Switch to” to the student
    5. Click on My Account
    6. Select Account Details on the bottom left
    7. Under School, select the correct location
    8. Be sure to hit Save Changes
  2. If guiding the student to do it themselves on their end, 
    1. Have the student click on My Account
    2. Select Account Details on the bottom left
    3. Under School, select the correct location
    4. Be sure to hit Save Changes
  3. They can now remove the out of district charge from their shopping cart. If applicable, it should instead charge the proper fees
August 9, 2022
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How to Solve the False “Active Course” Issue

By Shopping Cart
  1. Go to WooCommerce and select Subscriptions
  2. Under the search bar that says “Search for a customer…”, type in the student’s ID number and then select Search Subscriptions on the right hand side.
  3. Under the Subscription column, find the correct course and select the number of the subscription to pull it up
    1. If the course is still listed in green as Active (even though it should be expired)…
      1. Under where is says Subscription Status (middle left of the screen), change the status to Expired
      2. Select Update on the right hand side of the screen (blue button)
      3. Go to Users and proxy as the student to double check this has fixed it and will allow them to resubscribe to the unit
    2. If the course is showing in red that it’s Expired, or in gray that it’s Cancelled…
      1. Trash all subscriptions for this unit. 
      2. Go back to the list of all the student’s subscriptions, make extra sure you are selecting the correct ones, and move them to the trash by hovering over the status box on the left where it says Expired or Cancelled and selecting Trash underneath
      3. Go to Users and proxy as the student to double check this has fixed it and will allow them to purchase the unit again 
        1. If not, you may have missed one and you’ll need to go back and look
        2. When the student goes to purchase, it will say Register Now instead of Resubscribe, but the student will not lose any work, they will still pick up where they left off.
August 25, 2021
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Manually Connecting the Shopping Cart to a Buzz Account

By Shopping Cart

If a new student purchases their registration and a course and you can see the order in the shopping cart but a Buzz account was not created for them, here are steps to get this fixed. 

  1. Look up the student in the shopping cart and Skyward for their information
  2. Create the student account in Buzz
    1. Open Buzz
    2. Select Users
    3. Click on the + in the top right corner
    4. Username = student ID number
    5. Enter their first and last name
    6. Create a password that is easy to communicate
    7. External ID = StudentID, school number, grad year 
      1. Ex: (1234567,790, 2022)
    8. Enter email address
    9. Description = Grad year and registration end date
    10.  Enter Grad year
    11. Enter registration end date
    12. Select Create at the top 
  3. Once their account has been created, go back to Users and search for them
  4. Select their account
  5. Copy their User ID (the number we use when we proxy as them in Buzz)
  6. In the shopping cart, search for the student
    1. Select Users and then All Users
    2. Enter their Student ID number in the search box and hit Enter
    3. Hover over their picture in the Username column and select Edit
    4. Scroll down to find the box titled Brain Honey ID
    5. Enter their User ID that you copied from Buzz (the number we use to proxy as them)
    6. Scroll to the bottom and be sure to select Update User
  7. This will connect their shopping cart account to their Buzz account so the units they purchase from now on should add properly
  8. Go to the student’s orders to see what units they bought and manually add them to the student’s account in Buzz. See the Manually Adding a Unit article for instructions how.
  9. Be sure to also add their orientation course. See the Manually Adding the Orientation Course article for instructions how. 
August 25, 2021
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Editing a Subscription in the Shopping Cart

By Shopping Cart
  1. Go to the Dashboard
  2. Click on “WooCommerce
  3. Select Subscriptions
  4. Under the search bar that says “Search for a customer… “ enter their student ID number and then select Search Subscriptions on the right hand side
  5. Click on the number under the Subscription column for the subscription
    1. Things you can do:
      1. Add a note 
        1. Be sure to click both Add under the note box AND the blue Update button towards the top to save it
      2. Manually expire a course or registration
        1. However, you cannot reactivate a unit or registration that has already expired this way
      3. Change the end date for a unit or registration that has not already expired
        1. Under the schedule box, select the end date box and change to the appropriate date
      4. Be sure to hit the blue Update button after any changes for them to save properly
August 25, 2021
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Verifying Payments in TES

By TES

Note that if a student hasn’t made a payment in the current school year, they won’t show up in TES yet and you’ll need to add them. See Adding a Student in TES for instructions.

  1. Login to TES
  2. Make sure you’re in the correct school year and hit OK
  3. Select Receipts 
  4. Select Student Control Center
  5. Type in the student’s ID number in box labeled: ID and hit Tab on the keyboard to search
    1. Every payment the student has made will appear, including those from the shopping cart and TES
    2. Those made in the shopping cart will have more information displayed, such as the Location, Account and Course Number
    3. Payments made in TES likely have little info displayed aside from the Amount Paid
June 8, 2021
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Coupon Codes

By Payments
    • While in WooCommerce and in Orders…
      • You can search to see if a coupon code has been used by copying and pasting the code into the right search bar and hitting Enter
      • The order in which the code was used will then show up, showing the student and what they used it on
    • OR you can also…
      • Select Marketing on the left hand side, then select Coupons
      • Search for the code in the right search bar
        • It will tell you if the code has reached its usage limit
          • If it’s been used, it’ll say 1/1
          • If it hasn’t, it’ll say 0/1
    1. In the Dashboard on the ESO Website…
      1. Go to Marketing
      2. Click on Coupon Generator (last option)
    2. This will take you to the Introduction 
      1. Click Continue to the Next Step.
    3. This will take you to Coupon Options where you will see the menu on the left side
      1. under General
        1. Leave Discount Type as “Fixed Cart Discount”
        2. Under Coupon Amount put a 5
        3. Under Coupon Expiry Date, enter the date 60 days from the date of generation
          1. Ex: If you make the code on August 1, make the expiration date 60 days from August 1, so you’d enter October 1
        4. Under Active for x Payments put a 1
      2. Under Usage Restrictions
        1. Find the box title Exclude Products
        2. Search for and add Annual Registration Fee and Annual Registration Fee – Out of District to this box
          1. Tip: if you type “reg” it should pull both options up
          2. This restriction only needs to be added to the $5 codes we generate daily, not for any codes we make for registration discounts
      3. Under Usage Limits
        1. Put a 1 in both boxes: Usage Limit per Coupon and Usage Limit per User 
    4. Click Continue. This will take you to Generator Options 
        1. Put in the number of coupons you want to make. We usually make around 50-100 depending on the day. 
    5. Click Continue. This will take you to Generating Coupons
      1. It will automatically generate them at this point.
      2. Once the screen says “Coupon Generation Completed!” You will select Export as txt file
      3. This will download the coupons. Open up the download and copy all of the coupon codes
    6. Paste these coupon codes onto the “Free CU” spreadsheet under the last used row.
    1. Click on Marketing
    2. Select Coupons
    3. Copy and paste the coupon code you wish to delete into the search bar and hit the Search coupons button
    4. Underneath the code, select Trash
    1. Click on Marketing
    2. Select Coupons
    3. Copy and paste the coupon code you wish to edit into the search bar and hit the Search coupons button
    4. Underneath the code, select Edit
    5. From here you can change the expiration date, usage restriction, etc. After you edit the coupon, be sure to select the blue Update button on the right side of the screen to save
    June 8, 2021
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    Account Credits

    By Payments

    Free CU List 22-23

    Because we don’t issue refunds for the $5 unit fees, we will most often instead offer a $5 coupon code that can be used towards a different unit or a renewal instead. 

    • Common situations
      • Student purchased the wrong unit and wants to swap them
      • Student purchased a unit they already completed
      • Student paid flat fee for registration and a number of units
      • Etc… 
    • When this happens, record it on the Free CU sheet under the $5 Credits tab at the bottom. 
      • These codes will expire at the end of each term. 
        • See the Coupon Codes article for instructions on how to make codes should you need it.
        • If you don’t see the $5 Credit tab at the bottom of the page, select the four horizontal line menu and you should see it in there
      • Record…
        • Student name
        • ID number
        • School
        • The date
        • Your initial
        • Be sure to include the reason for why you are giving the student this coupon code

     

    When the director makes a note on a Buzz account making an exception for a student to pay a flat* fee or a discounted fee for registration and units, there really is no one size fits all solution, you will need to adapt based on the situation. 

    • (Most commonly, you will see discounted registration for seniors who are about to graduate and only have a few units left to take.) 
    • Here are some possible solutions…
      • If student was approved for a flat* fee for registration and units…
        • Through shopping cart
          • Create a coupon code to take off the appropriate discount for the registration. 
            • Record this code you created on the FREE CU sheet under the Registration Coupon tab
              • Be sure to put reason so we know why these codes are getting used
            • If you don’t see the Registration Coupon tab at the bottom of the page, select the four horizontal line menu and you should see it in there
          • Use the $5 coupons from the $5 Credits tab for any other units they may need. 
            • Be sure to record and state specifically which unit the codes were used for. This will help us keep track of why students are getting fees waived and what they are using coupon codes for. 
          • The Buzz account notes should reflect properly that the student received codes and what they were received for. 
        • TES
          • Take payment through TES
            • BE SURE TO MAKE NOTE OF THIS IN BUZZ
          • Manually add requested units through Buzz
            • If they don’t want to take all units at once, make sure note says to manually add units as they are ready
      • If the student was approved for a discounted fee just to complete specific units…
        • Take payment in TES
        • Change Description and End Date to say REX
        • Be sure to specify in notes that the student is only allowed to test on the specific units.
          • If the student wants to take more classes than the ones they were approved for, they will need to pay the full $100 registration fee
    • Because each situation can be so different, the best we can suggest is to use your best judgment for many of these. Talk to your coworkers, ask the supervisor for the best course of action if you are not sure. 
      • ALWAYS be sure to leave notes so should someone else come across the student, we will know what to do

     

    *Please note, whenever the director makes a note saying a student is paying a FLAT fee, this means this is all the money we are taking from them, they will not be required to pay anything else so renewal fees will not apply UNLESS they specifically state that renewal fees will apply

    March 9, 2021
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