Sales at the MU Shopping Centre – for event organisers

The MU Shopping Centre (hereinafter referred to as MU SC) has served as a single platform for online sales since 2007. Sales include not only the shopping cart itself, ordering, but also automatically supported accounting, process administration and, last but not least, user support for sellers and customers.

Within the MU SC it is possible to sell various services (courses, seminars, participation in conferences, …) and goods (typically books and magazines).

First, you need to contact the faculty's Economics Office (EO), which will assign the event the appropriate order number, VAT code and other accounting analytics without which the sale is not possible. If you already have the order number, dates of sale, venue (from-to), etc., the IS-technician can prepare the package for sale in SC. (Note: If EO is creating a brand new order, it is be possible to set up the sale the next day due to data transfer between systems.)

The IS-technician is obliged to enter the following data into the SC:

• accounting analytics
• price
• the name of the package (which will be displayed to customers both when shopping and on the invoice), the dates of the event and the sale (from-to)
• packing capacity
• payment method (options described below)
• description of the offered product

Optionally, other sales settings can be used:

sales restrictions

to a specific group of customers (e.g. only employees, students of a certain field, forms, etc.)

contract

a contract can be attached to the package, but this may need to be prepared in advance; a universal contract for the provision of educational services is available

other specific settings

e.g. forcing the purchaser to fill in a note, limiting the capacity to one per user (excluding repeat purchases), limiting the order to only those users who have ordered another package in the past, sending an information email to the selected person immediately after any purchase of a package, or crediting payment to the order, etc.

We recommend contacting the IS-technician well in advance of the planned start of sales. Especially if it is a new, previously unsold offer, it can be time-consuming to set up. You can also expect a longer lead time if the upcoming sale has many variations (typically a whole set of packages including early bird fees, last minute fees, student fees, etc.) or has a specific setup (e.g. related to course packages).

Prepared packages can be offered in the faculty shelves of the SC, or also on the main shelf of the MU SC. Do The IS-technician places links to the SC for purchase and may (as instructed) add a short description, accompanying image, link, etc. The link to the package can also be placed elsewhere, e.g. on the faculty website, but this is no longer the responsibility of the IS-technician, but of the site administrator. It is also possible not to publish the package at all - only those who are sent a direct link will be able to purchase it (used for various VIP offers).

Only materials (images, texts, presentations, etc.) for which MU is authorised to publish them via the Internet in accordance with copyright law may be used to present the offer of the Business Centre. It is possible to use, for example, the organisers' own photographs, marerials provided for the official MU presentation or other materials for which this use is explicitly permitted.

The setting allows the organiser to predetermine how customers will pay for the purchased package. Payment is normally made in Czech crowns, in case of international events it is also possible to enable payment in euros.

The options are:

bank transfer

most common

payment by card

via a payment gateway, this is the fastest way of payment; however, please note that bank fees are deducted from each payment, which amount to approximately 2-3% of the amount paid, these fees are paid by the faculty or the event organiser

faculty cash desk

cash payment directly at the faculty, it is necessary to have the approval of the faculty EO

SC cash desk

the possibility of accepting a large number of cash payments, e.g. at a conference, exhibition, etc.; the printing of a simplified tax document is also supported and, in particular, very accurate cash accounting. This payment method must be tailored to the event.

Purchasing is similar to other e-shops. The customer puts the package he/she wants to buy in the shopping cart, fills in his/her personal data and completes the order. Once the order is complete, SC issues the customer with a unique variable symbol and sends them a proforma invoice and payment instructions. For more information, see the Obchodní centrum user help.

Unless otherwise specified, the due date is automatically set to 14 days from the customer's order. You can also set a fixed due date or combine the two options. Before the order payment period expires (7 days after the order is placed), the customer receives an email reminder from the system.

An order that has not been paid by the due date is automatically cancelled. This "auto-cancellation" can be blocked for a specific order on the instructions of the organiser.

A cancelled order can be reinstated if there is available capacity.

Yes, credit notes are issued and refunded by the RMU Economic Department, contact: obchod-uctarna@mail.muni.cz.

At this address you must request a credit note and provide the order number and account number where the customer wants to return the money. The original order must be cancelled. If only part of the order is refunded, the order is not cancelled.

Similarly, it is possible to request a transfer of payment from one order to another. In this case, you need to provide both order numbers.

If the customer is from another MU faculty or unit and the faculty or unit pays the order, it is not possible to use the MU SC for sales. Masaryk University cannot issue an invoice to itself, so these cases are solved outside the SC by an internal order.

In SC it is possible to set up a package for 0 CZK for record only (the customer does not pay anything directly in SC).

Organisers get access to the Browse orders application, where they can check and work with orders.

You will be presented with a table where you can set various restrictions. You can find the specific package under the "Objednávka obsahuje balení" box (i.e. Order includes package). (The package will appear in the dropdown once someone creates the first order.)

For each order, you can view detailed information by clicking on the order number.

It is also possible to send a bulk email to selected customers from the Browse order. It is always important to first use the filters to select the exact people you want to write to, and then select "Zaslat e-mail všem z formuláře výše" (i.e. Send an email to everyone from the form above).

You can also export the data that SC records for orders to Excel and create an attendance list from it.

Click "Chcete exportovat údaje v csv formátu?" (i.e. Do you want to export data in csv format?) → select the encoding type (we recommend leaving it default) and click on the link "Jaké údaje se exportují?" (i.e. What data is exported?) to select a range of data.