Online Store Facility
The University's Online Store facility is a convenient way for departments to sell goods and services via the Internet. Several departments and colleges are already successfully running online stores.
Benefits of using the Online Store
- Customers worldwide can purchase items at any time
- Fully secure environment for processing card payments
- Automatic email alert sent to the department
- No invoices - automatic receipt sent to customer
- No handling of cash or cheques
- Full records and audit trails held online
- No chasing payment
- Minimal payment queries
- Facility is free to University departments
Modules
The University has purchased three modules for use within the Store:
- Product Catalogue - for goods and services and straightforward events
- Conferences and events - for more complex events
- Short Courses
For assistance in choosing which of these modules is required, please refer to the Cashiers (University access only).
Reports
A range of reports is available to assist departments in monitoring sales and maintaining records. Full customer and transaction records can be found in the administration area of the Store.
All transaction information is passed to the University's Payment Service Provider who processes the payments and deposits the funds in the University's bank account approximately 3 working days after the sale. Cashiers then allocate the income according to the information supplied by the department.
Entries will appear in Oracle Financials General Ledger approximately 5 days after the transaction as a daily total of transactions for each Department - Cashiers do not receive information on individual customer names, although departments can access this information in the Administration area of the Store.
In addition, departments can export Transaction Reports from the Store into Excel to enable them to reconcile funds received against their Oracle Cost Centre.
Transaction charges are passed on in accordance with rates charged by our Payment Service Provider. These vary according to the type of card used but typically a personal credit card transaction will cost 1.08% + 15p, whilst a UK debit card will cost up to 26p. Non-personal credit cards are more expensive.
Procedure and contact details
- Department applies to use the Online Store, using the Online Payments Application Form
(48kb) - Before completing the form the standard Terms and Conditions for Online Sales must be read, noting in particular refund/cancellation policy as specified in clause 7)
- Cashiers set up the department shop and Users accordingly
- Department/users will be automatically referred to Finance Training for support in use of the Store
- The Shop will be passed back to the department who will add their products and link it to their website
- Department will receive email alerts of transactions as they occur
- Funds arrive in the University bank account approximately 3 days later and will be posted in Oracle to the Cost Centre specified on the Application Form as daily totals
- Any refunds required will be undertaken by Cashiers on receipt of an instruction from the department including full details of the transaction.
Cashiers (University access only)
Telephone: 01865 (6)16000
Fax: 01865 (6)16001
If you're an existing store user, then please address your queries to:
Financials Helpdesk
Telephone: 01865 (2)84800
Fax: 01865 (2)84880
Email: financials@admin.ox.ac.uk