Set Up and Manage Your Online Store

Set Up and Manage Your Online Store

Enable e-commerce functionality to sell course registrations, institutional merchandise, event tickets, publications, and alumni products directly from your OpenEduCat website.

Time Required: 45-60 minutes (initial setup) Module: Website, Website Sale (eCommerce), Sales User Role: Website Administrator, Sales Manager

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Table of Contents

1. Overview
2. Before You Begin
3. Enable eCommerce
4. Create Products
5. Product Page Customization
6. Product Catalog Configuration
7. Pricing and Discounts
8. Checkout Configuration
9. Payment Methods
10. Delivery Options
11. Order Management
12. Customer Accounts
13. Performance Monitoring
14. Field Reference
15. Troubleshooting
16. Related Topics

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Overview

The Online Store module transforms your OpenEduCat website into a fully-functional e-commerce platform. Educational institutions can sell:

Product Type	Examples	Use Case
Course Registrations	Online courses, workshops, certifications	Self-service enrollment with automatic student record creation
Event Tickets	Seminars, conferences, graduation ceremonies	Event management with attendee tracking
Merchandise	Branded apparel, accessories, souvenirs	Alumni engagement and institutional branding
Publications	Textbooks, research papers, journals	Digital and physical media distribution
Alumni Products	Membership packages, reunion tickets	Alumni association revenue generation
Lab Materials	Equipment kits, supplies, safety gear	Course-related material distribution

Key Features

• Product catalog with categories and variants
• Flexible pricing with discounts and pricelists
• Multiple payment gateway integration
• Order tracking and fulfillment
• Customer portal access
• Sales analytics and reporting

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Before You Begin

Ensure you have:

• Website module installed and configured
• At least one published website page
• Sales module enabled
• Bank account or payment provider credentials ready
• Product images prepared (recommended: 1024x1024 pixels)
• Administrator or Website Manager access rights

Recommended Preparation

1. Define product categories: Plan your catalog structure (e.g., “Courses”, “Merchandise”, “Events”)
2. Prepare pricing strategy: Decide on base prices, discounts, and student/alumni pricing
3. Configure tax settings: Set up appropriate tax rates for your region
4. Design product images: Create consistent, high-quality product visuals

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Enable eCommerce

Step 1: Install Website Sale Module

1. Navigate to Apps
2. Search for “Website Sale” or “eCommerce”
3. Click Install
4. Wait for installation to complete

Step 2: Configure Basic Settings

1. Go to Website > Configuration > Settings
2. Scroll to the eCommerce section
3. Configure the following options:

Setting	Recommendation	Description
Add to Cart	Stay on Product Page	Allows customers to continue browsing
Sign in/up at checkout	Optional	Enables guest checkout while encouraging accounts
Ecommerce Access	All users	Makes shop visible to everyone (or Logged in users for restricted access)

4. Click Save

Step 3: Access the Shop

1. Go to your website frontend
2. The shop is accessible at /shop
3. Verify the shop page loads correctly

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Create Products

Products can be created from the frontend or backend.

Create from Frontend (Recommended for Quick Setup)

1. Go to your website and navigate to /shop
2. Click + New in the top-right corner
3. Select Product
4. Enter basic information:

Field	What to Enter	Example
Product Name	Clear, descriptive name	”Bachelor of Computer Science - Fall 2026”
Sales Price	Base price	5000.00
Customer Taxes	Applicable tax	”GST 18%” or leave blank if exempt

5. Click Save
6. The product page is automatically published

Create from Backend (For Detailed Configuration)

1. Go to Website > eCommerce > Products
2. Click New
3. Fill in the product form:

Tab	Field	Description
General	Product Name	Display name on website
General	Product Type	Consumable, Service, or Storable
General	Sales Price	Public selling price
General	Cost	Internal cost (optional)
General	Product Category	For internal organization
Sales	eCommerce Categories	Public categories shown on website
Sales	Available on Website	Toggle to publish
Sales	Ecommerce description	Detailed description with rich text

4. Click Save
5. Click Go to Website to preview

Educational Product Examples

Example 1: Online Course Registration

Product Name: "Certificate in Data Science - Online"
Product Type: Service
Sales Price: 1500.00
eCommerce Categories: Courses > Online Programs
Ecommerce Description:
  "12-week intensive program covering:
   - Python for Data Analysis
   - Machine Learning Fundamentals
   - Real-world Projects

   Includes: Course materials, mentor support, certification"

Example 2: Graduation Ceremony Ticket

Product Name: "Graduation Ceremony 2026 - Guest Ticket"
Product Type: Service
Sales Price: 50.00
eCommerce Categories: Events > Graduation
Ecommerce Description:
  "Guest ticket for the 2026 Graduation Ceremony
   Date: May 15, 2026
   Venue: Main Auditorium
   Includes: Reserved seating, refreshments"

Example 3: University Merchandise

Product Name: "Official University Hoodie"
Product Type: Storable
Sales Price: 45.00
eCommerce Categories: Merchandise > Apparel
Product Variants:
  - Size: S, M, L, XL, XXL
  - Color: Navy Blue, Gray, Black

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Product Page Customization

Add Product Images

1. Navigate to the product form
2. Go to the Sales tab
3. Under Ecommerce Media, click Add Media
4. Upload images or paste video URLs
5. Set the primary image by ordering

Image Recommendations:

Image Type	Dimensions	Format	Purpose
Main image	1024x1024 px	JPG/PNG	Primary product display
Gallery images	1024x1024 px	JPG/PNG	Additional views
Thumbnails	Auto-generated	-	List view display

Customize Page Layout

1. Go to the product page on the website
2. Click Edit in the top-right corner
3. Use the Customize tab to enable features:

Option	Recommended Setting	Educational Use Case
Quantity	On	Allow multiple tickets/registrations
Rating	On	Collect course feedback
Share	On	Enable social sharing for events
Wishlist	On	Let students save courses for later
Buy Now	On	Quick checkout for time-sensitive items
Terms and Conditions	On	Ensure policy acknowledgment

4. Add building blocks for additional content:

   • Course curriculum details
   • Instructor information
   • Schedule tables
   • FAQ sections

5. Click Save

Add Digital Files

For courses with downloadable materials:

1. Open the product form
2. Click the Documents smart button
3. Click Upload or New
4. Configure visibility:

Visibility	When Available	Use Case
(blank)	Before payment	Syllabus, brochures
Confirmed order	After payment	Course materials, certificates

5. Toggle Show on product page as needed

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Product Catalog Configuration

Create eCommerce Categories

1. Go to Website > eCommerce > eCommerce Categories
2. Click New
3. Fill in:

Field	Description	Example
Category Name	Display name	”Online Courses”
Parent Category	For hierarchy	”Academic Programs”
Sequence	Display order	10
Website	Specific website or blank for all	-

4. Click Save

Recommended Category Structure for Education:

Academic Programs
    Online Courses
    Certificate Programs
    Professional Development
Events
    Workshops
    Seminars
    Graduation
Merchandise
    Apparel
    Accessories
    Books & Publications
Alumni
    Membership
    Reunion Events
    Networking

Configure Catalog Layout

1. Navigate to your shop page (/shop)
2. Click Edit
3. In the Style tab, configure:

Setting	Options	Recommendation
Categories - Top	On/Off	On - for quick navigation
Categories - Sidebar	On/Off	On - for detailed filtering
Toolbar - Search	On/Off	On - essential for large catalogs
Toolbar - Sort By	On/Off	On - helps find relevant products
Filters	Sidebar / Off-screen menu / Hide	Sidebar
Products per page	Number	12-24
Products per line	Number	3-4

4. Configure product card design:

   • Enable Description to show product summaries
   • Enable Ratings for course feedback display
   • Enable Add to Cart for quick purchases

5. Click Save

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Pricing and Discounts

Configure Tax Display

1. Go to Website > Configuration > Settings
2. Under eCommerce, set Display Product Prices:

Option	When to Use
Tax Excluded	B2B sales, international students
Tax Included	B2C sales, domestic students

Set Up Pricelists

Pricelists enable different pricing for different customer groups:

1. Go to Website > Configuration > Settings
2. Enable Pricelists
3. Click Pricelists or go to Website > eCommerce > Pricelists
4. Click New
5. Configure:

Field	Description	Example
Pricelist Name	Descriptive name	”Student Discount”
Currency	Transaction currency	USD
Website	Assign to website	Main Website
Selectable	Show in selector	Yes (if multiple currencies)

6. Add price rules in the Sales Price tab

Educational Pricelist Examples:

Pricelist	Discount	Target Group
Student Discount	15% off	Current students
Alumni Pricing	10% off	Alumni members
Early Bird	20% off	Registrations before deadline
Group Booking	25% off	5+ registrations
Staff Rate	50% off	Faculty and staff

Create Discount Programs

1. Go to Website > Configuration > Settings
2. Enable Discounts, Loyalty & Gift Card
3. Go to Website > eCommerce > Discount & Loyalty
4. Create programs for:
   • Promotional codes
   • Quantity discounts
   • Bundle offers (e.g., “Course + Materials”)

Configure Promotional Codes

1. Open a pricelist
2. Go to the Ecommerce tab
3. Enter an E-commerce Promotional Code (e.g., “EARLYBIRD2026”)
4. Add corresponding price rules

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Checkout Configuration

Customize Checkout Steps

The checkout process includes:

1. Order Summary - Cart review
2. Address and Delivery - Customer information
3. Extra Info (optional) - Additional data collection
4. Payment - Payment processing
5. Order Confirmation - Success page

Enable Additional Checkout Options

1. Go to the checkout page
2. Click Edit
3. In the Style tab, configure:

Option	Purpose	Recommended
Suggested Accessories	Upsell related products	On
Promo Code	Allow discount codes	On
Add to Wishlist	Save items for later	On
Accept Terms	Require policy acceptance	On
B2B Fields	Company name, VAT	Off (unless B2B)
Newsletter	Email subscription	On

Add Extra Info Step

For collecting additional registration data:

1. Click Edit on checkout page
2. Enable Extra Step in the Style tab
3. Customize the form with fields like:
   • Student ID
   • Dietary restrictions (for events)
   • T-shirt size (for merchandise with registration)
   • Emergency contact

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Payment Methods

Configure Payment Providers

1. Go to Website > Configuration > Settings
2. Scroll to Payment Providers
3. Go to Website > Configuration > Payment Providers
4. Select and configure providers:

Provider	Use Case	Setup Requirement
Bank Transfer	Traditional payments	Bank account details
Credit Card (Stripe)	Online card payments	Stripe API keys
PayPal	Alternative payment	PayPal account
Razorpay	India payments	Razorpay credentials
Pay on Site	In-person collection	Enable for pickup

Enable a Payment Provider

1. Select the payment provider
2. Fill in credentials (API keys, account IDs)
3. Set State to Enabled
4. Click Publish to make available on website
5. Configure:

Setting	Description
Allowed Countries	Restrict by location
Maximum Amount	Transaction limit
Payment Methods	Card types, wallets

Configure Wire Transfer

For institutional payments:

1. Go to Invoicing > Configuration > Payment Providers
2. Select Wire Transfer
3. Add bank details in the Messages tab
4. Enable and publish

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Delivery Options

Physical Products (Merchandise)

1. Go to Website > Configuration > Settings
2. Enable desired shipping providers in Delivery section
3. Go to Website > Configuration > Delivery Methods
4. Configure methods:

Method	Type	Use Case
Free Shipping	Fixed Price	Orders over threshold
Flat Rate	Fixed Price	Standard delivery
Campus Pickup	Pick up in store	Local collection
Carrier Integration	Third-party	FedEx, UPS, DHL

Digital Products (Courses, Tickets)

For service-type products, delivery is typically not required:

1. Create products with Product Type: Service
2. These automatically bypass delivery step

Enable Click & Collect

For campus bookstore pickups:

1. Go to Website > Configuration > Settings
2. Enable Click & Collect
3. Click Configure Pickup Locations
4. In the Stores tab, add warehouse/campus locations
5. Publish the delivery method

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Order Management

View and Process Orders

1. Go to Website > eCommerce > Orders
2. Orders appear with status:

Status	Meaning	Action Required
Quotation	In cart, not checked out	Wait or send reminder
Quotation Sent	Checkout complete, pending payment	Await payment
Sales Order	Payment confirmed	Process fulfillment

Handle Abandoned Carts

1. Go to Website > Configuration > Settings
2. In Email & Marketing, enable Automatically send abandoned checkout emails
3. Configure:
   • Time delay (e.g., 1 hour)
   • Email template

Process Registrations

For course registrations:

1. Confirm the sales order
2. Create student record (can be automated via integration)
3. Enroll student in course
4. Send confirmation with access details

Generate Invoices

1. Enable Automatic Invoice in Website Settings
2. Or manually create invoices from sales orders
3. Send invoice to customer via email

Handle Returns and Refunds

1. Navigate to the sales order
2. Click Return to initiate return process
3. Process refund through the payment provider

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Customer Accounts

Configure Account Creation

1. Go to Website > Configuration > Settings
2. Under General, select Customer Account:

Option	Description	Use Case
On invitation	Manual account creation	Controlled access
Free sign up	Self-registration	Open enrollment

Grant Portal Access

1. Go to Website > eCommerce > Customers
2. Select or create a customer
3. Click Actions > Grant portal access
4. Customer receives email invitation

Configure Checkout Sign-in

1. Go to Website > Configuration > Settings
2. Under eCommerce, set Sign in/up at checkout:

Option	Description
Optional	Guest checkout with later registration option
Disabled	Full guest checkout
Mandatory	Account required to purchase

Customer Portal Features

After login, customers can:

• View order history
• Track shipments
• Download invoices
• Access digital products
• Manage addresses
• Reorder previous purchases

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Performance Monitoring

Access Sales Reports

1. Go to Website > Reporting > eCommerce
2. View dashboard with:
   • Sales by product
   • Sales by category
   • Revenue over time
   • Order volume

Available Measures

Measure	Description
Untaxed Total	Revenue before tax
Qty Invoiced	Number of items sold
Margin	Profit margin
Volume	Physical quantity

Configure Analytics

1. Go to Website > Configuration > Settings
2. Enable analytics integration:
   • Plausible Analytics
   • Google Analytics

Monitor Key Metrics

Track these educational-specific KPIs:

Metric	Target	How to Measure
Course registration rate	Varies	Orders / Website visits
Cart abandonment	< 70%	Abandoned carts / Started checkouts
Average order value	Track trend	Total revenue / Number of orders
Popular courses	N/A	Products by sales volume
Payment method distribution	Varies	Orders by payment method

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Field Reference

Product Fields

Field Name	Technical Name	Type	Description
Product Name	name	Char	Display name on website
Sales Price	list_price	Float	Public selling price
Product Type	detailed_type	Selection	consumable/service/product
Can be Sold	sale_ok	Boolean	Available for sale
Website	website_id	Many2one	Specific website or all
Is Published	is_published	Boolean	Visible on website
eCommerce Categories	public_categ_ids	Many2many	Website categories
Compare to Price	compare_list_price	Float	Strikethrough price
Ecommerce Description	website_description	HTML	Detailed description

Sales Order Fields

Field Name	Technical Name	Type	Description
Order Reference	name	Char	Unique order ID
Customer	partner_id	Many2one	Customer contact
Order Date	date_order	Datetime	Order creation date
Total	amount_total	Float	Total including tax
Status	state	Selection	draft/sent/sale/done/cancel
Website	website_id	Many2one	Source website

eCommerce Category Fields

Field Name	Technical Name	Type	Description
Category Name	name	Char	Display name
Parent Category	parent_id	Many2one	Hierarchy parent
Sequence	sequence	Integer	Display order
Website	website_id	Many2one	Website assignment

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Troubleshooting

Product Not Showing on Website

Issue	Possible Cause	Solution
Product invisible	Not published	Enable “Is Published” toggle
Product invisible	Wrong website	Check website assignment
Product invisible	No category	Assign eCommerce category
Product invisible	Can be Sold disabled	Enable “Can be Sold”

Payment Issues

Issue	Possible Cause	Solution
Payment provider not showing	Not published	Publish the provider
Payment provider not showing	Country restriction	Check allowed countries
Payment failing	Invalid credentials	Verify API keys
Payment failing	Test mode	Switch to production mode

Checkout Problems

Issue	Possible Cause	Solution
Cannot add to cart	Zero price with restriction	Set price > 0 or disable restriction
Missing delivery options	No published methods	Publish delivery methods
Customer cannot checkout	Account required	Change sign-in setting to Optional

Order Processing Issues

Issue	Possible Cause	Solution
Invoice not generated	Automatic invoice disabled	Enable automatic invoice or create manually
Delivery not created	Service product	Normal for service products
Customer not notified	Email not configured	Configure email templates

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Best Practices

For Educational Institutions

1. Clear product naming: Include term, year, and delivery method
2. Detailed descriptions: Cover prerequisites, outcomes, schedules
3. High-quality images: Use consistent branding
4. Multiple payment options: Offer wire transfer for institutions
5. Guest checkout: Enable for event tickets and merchandise
6. Student verification: Use pricelists for student discounts
7. Deadline management: Use promotional codes with expiry
8. Bundle products: Combine courses with materials

Security Considerations

• Use HTTPS for all transactions
• Store API keys securely
• Enable two-factor authentication for administrators
• Regularly review order activity
• Limit payment method access by user role

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Related Topics

• Configure Payment Gateways
• Manage Events
• Course Registration
• Student Portal
• Fee Structures

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Last updated: January 2026