In This Article:

• Overview
• Administrative Setup Steps
• Learner View and Use
• Administrator Approval of Purchase Order

Overview

Purchase Orders in Genius+ are a type of payment option that learners can use on a Genius course catalog. This functionality allows learners to upload a PDF document that acts as proof of purchase for the course or learning path they want to enroll in. 

In order to allow this process, Genius administrators will need to complete some setup steps. Once these steps are complete, relevant learners will be able to utilize the Purchase Order option when checking out from the Genius Catalog. After the learner uses the Purchase Order option, Genius administrators will then be able to approve the Purchase Orders and invoice for relevant charges through the Genius system.

Administrative Setup Steps

In order to set up the ability to use Purchase Orders on the catalog, Genius administrators will need to visit a few different pages:

Genius administrators should first ensure that Purchase Order is an ACTIVE item on the "Payment Options" list in the Genius system. The "Payment Options" list can be found on the Lists page in the Administration menu. 

Once the Purchase Order option is available through the "Payment Options", Genius administrators will need to ensure they have either select "Purchase Order" option or not selected any options (which will then allow all options) for the "Payment Options" field on an add or edit page for a course or learning path:

Note: If your learners are using other catalog payment methods through your Payment Gateway or Agreements or other functionality, your team will need to ensure the correct Payment Options are selected for each course and learning path. If your team does not make a select for each course or learning path, then all active payment options in the "Payment Options" list will be accessible to the learner when they are checking out from the catalog.

Learner View and Use

Once the Purchase Order option has been set up for a course or learning path, learners will see the option as a Payment Method on their catalog check out page:

When a learner uses the Purchase Order option, they will then be prompted to upload a relevant PDF document as proof of the purchase order:

Once the learner uploads a document, they will see the following confirmation page which notes to the learner that their purchase order needs to be approved by an administrator:

Administrator Approval of Purchase Order

In order for a learner to be fully enrolled from a purchase order, a Genius administrator will need to approve the request in the Genius system. Approvals for POs can be done on the Purchase Orders page under the Financials menu. Administrators looking to approve or deny a PO should click the "Manage" button on the right most column for that PO's row:

Once a Genius administrator clicks "Manage", they then will see the below screen with several options on how to manage this purchase order:

Explanation of fields:

• PO # - this field is an open text box and can be used to assign a unique number to the purchase order
• Approved Amount - this field is a dollar amount and can be used to approve how much credit a learner should receive from the purchase order
• Status - this field can be used to approve or deny a purchase order (please note that if a purchase order is denied, a brand new purchase order will need to be submitted by the learner)
• Responsible Payer - this field looks at affiliations and learners in the system. You can use this field to assign the person or group who is responsible for paying the purchase order the learner is using
• Applicable Learners - this field will fill itself out by default with the learner who submitted the Purchase Order

If the details are filled out and correct, a Genius Administrator can click Save and will be prompted one more time to confirm their selection:

Once a Purchase Order is approved, the Genius system will immediately allow the learner into the relevant course (if there are no other outstanding actions such as prerequisites). Additionally, Genius administrators will be able to create invoices through the Invoice functionality with the charges from the Purchase Order.