Your March 2023 update includes big updates to the accessplanit financial API Feeds, more features available in our Checkout basket, and the ability to send out your Document Templates in a Word format in Workflows!
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Credit Notes - Sessional Courses
You can now opt-in to a change to the way that your Credit Notes are displayed for Sessional Courses.
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If you would like your platform to be updated so that your Credit Notes list each of the Sessions that the Delegate was booked on, in addition to the parent Course, then please get in touch with a member of the accessplanit team here and we’ll get that set up for you!
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Workflows - Send Document Templates as Word Docs
Emails sent out using Workflows in accessplanit platforms very often have Document Template attachments.
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Please note, other file formats such a PowerPoint, Text files (txt), Image files (png and jpeg) are not supported through Document Templates. These files should be attached as Files.
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Nominal Codes & Cost Centres
To better support finance integrations, you can now capture Nominal Code and Cost Centre invoiceable items throughout your accessplanit platform!
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If you do not need to capture Nominal Code and Cost Centre information throughout your accessplanit platform, then you can easily hide these new options to tidy up your forms by using the Configure Forms feature. Please get in touch with a member of the accessplanit team if you would like to have access to this feature!
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Finance API Feeds
In this update there are several additions to the Invoice Items API endpoint to better support integrations into Accounting and Bookkeeping systems!
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The below table outlines where the API Feed will fetch the Nominal Code and Cost Centre information from
Invoice Items | Invoice Type | Cost Centre | Nominal Code |
Manually added invoice items | Invoice | None | Config Flag |
eLearning, Doc, Module Courses | Invoice | Course Template | Course Template |
Class or Web Courses | Invoice | Course Template | Course |
Class or Web Delegates | Invoice | Course Template | Course |
eLearning, Doc, Module Delegates | Invoice | Course Template | Course Template |
Cancellation Fee - Delegate | Invoice | Course Template (please note if you have cancellation cost centres enabled, these are not used in the API Feed) | Course |
Rebook Fee - Delegate | Invoice | Course Template | Course |
Rebooking Discount - Delegate | Invoice | Course Template | Course |
Transfer Fee - Delegate | Invoice | Course Template of the Course they have transferred to | Course they have transferred to |
Transfer Discount - Delegate | Invoice | Course Template of the Course they have transferred to | Course they have transferred to |
Placeholder | Invoice | Course Template | Course |
Cancellation Fee - Placeholder | Invoice | Course Template | Course |
Transfer Fee - Placeholder | Invoice | Course Template of the Course they have transferred to | Course they have transferred to |
Course Fee | Invoice | Course Template | Course |
Discount mapped to Booking or Invoice | Invoice | Discount | Discount |
Discount mapped to Delegate or Placeholder | Invoice | Discount, if the Discount does not have a Cost Centre the Course Template’s will be used | Discount, if the Discount does not have a Nominal Code the Course’s will be used |
Product | Invoice | Product & Service | Product & Service |
Product Purchase | Invoice | Product & Service | Product & Service |
Voucher | Invoice | Voucher | Voucher |
Voucher Mapping | Invoice | Voucher | Voucher |
Refund mapped to a transaction | Credit Note | None | Config Flag |
Cancellation of delegate | Credit Note | Course Template | Course |
Refund mapped to delegate | Credit Note | Course Template | Course |
Cancellation of placeholder | Credit Note | Course Template | Course |
Refund mapped to placeholder | Credit Note | Course Template | Course |
Cancellation of product purchase by cancelling the purchase | Credit Note | Product & Service | Product & Service |
Cancellation of product purchase by Transferring a Delegate | Credit Note | Product & Service | Product & Service |
Refund mapped to product purchase | Credit Note | Product & Service | Product & Service |
Refund mapped to voucher | Credit Note | Voucher | Voucher |
Line Description
Each item within the API Feed is now supported with a description to provide more context for what is being invoiced.
Here are a few examples:
Invoice Item | Line Description Format & Example |
eLearning, Doc, Module Course | Format: [Course ID], [Course name or alias] Example: 12345, The eLearning Course |
Class or Web Course | Format: [Course ID], [course name or alias]: [Course date range] Example: 12345, The Course: 19/08/2022 09:00 - 17:00 |
Delegate | Format: [Course ID], [course name or alias]: [Course date range] - [delegate name] ([delegate status]) Example: 12345, The Course: 19/08/2022 09:00 - 17:00 - John Smith (Booked) |
Cancellation Fee - Delegate | Format: Cancellation Charge: [Course ID], [Course name or alias]: [course date range] - [delegate name] Example: Cancellation Charge: 12345, The Course: 19/08/2022 09:00 - 20/08/2022 17:00 - John Smith |
Transfer Fee - Delegate | Format: Transfer Charge: [Course ID], [Course name or alias]: [course date range] - [delegate name] Example: Transfer Charge: 12345, The Course: 19/08/2022 09:00 - 17:00 - John Smith |
Placeholder | Format: [Course ID], [Course name or alias]: [course date range] - [Qty Places] Places Example: 12345, The Course: 19/08/2022 09:00 - 17:00 - 2 Places |
Discount | Format: [Discount label] ([discount value and value type]) Example: Early Bird (10%) |
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Custom Fields - Support for Booking Based Fields
Your accessplanit platform is built to be configurable to support a big range of processes and ways of working, and Custom Fields plays a big role in this.
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You will also be able to include your Booking-based Custom Fields in the Manage Booking step of your Checkout basket, which means that your customers can provide you with information relating to the booking themselves!
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Checkout - Prevent Multiple Currency Baskets
If you have multiple Training Providers in your accessplanit platform to offer Courses in a variety of currencies, then you previously would not have been able to switch to accessplanit’s new Checkout Basket.
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There is now a rule in place to prevent that, and if someone tries to add a Course or Product to their Checkout Basket that has a different currency to the existing items, the item will not be added.
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Checkout - Tax Exempt Customers
The Checkout basket now supports Tax Exempt Accounts, this means that if any of your customer Accounts are set to ‘VAT Exempt’ will not be charged tax for their bookings through Checkout.
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Tax will be removed from a booking, when a VAT Exempt Account is selected as the Bill To in the Checkout basket.
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Checkout - Adyen
Our latest Payment Gateway addition to the Checkout Basket is Adyen!
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Adyen also supports a range of local payment methods through PayU.
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Checkout - Support for Different Languages and Overwriting Translations
The Checkout Basket has previously supporting English and Danish, it now has support for a much larger range of languages, including:
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If you do not currently have any additional languages enabled in your platform, and you are interested in having some enabled, please speak to your CSM for more information!
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Checkout - Multiple Registration Forms
It is now possible to set up a different Registration Form for each of your Training Providers!
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Please note that if a Booking User adds Courses from multiple Training Providers into their basket before they register, then they will be shown your ‘default’ Registration Form. Please have a chat with a member of the accessplanit team if you are unsure which Training Provider is your ‘default'.
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Checkout - Multiple Manage Booking Steps
Very similar to the above, it is now possible to set up a different Manage Booking steps for each of your Training Providers!
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Please note that if a Booking User books Courses from multiple Training Providers into their basket before they register, then they will be shown your ‘default’ Manage Booking Form. Please have a chat with a member of the accessplanit team if you are unsure which Training Provider is your ‘default'.
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Checkout - Capture Booking & Delegate Information in the Manage Booking Step
Your Booking and Delegate-based Custom Fields can now be included in your Manage Booking step in your Checkout basket!
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You will find your Delegate and Booking-based Custom Fields in the ‘Add Delegate Fields’ and ‘Add Booking Fields’ sections of your Manage Booking Form Builder, to be dragged and dropped into your Form!
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Checkout - Only display fields based on the booked Course Category in the Manage Booking Step
If some of your Courses require a little bit more information from your Delegates, you can now add questions to your Manage Booking step and select which Courses they should appear for based on the Category of the Course!
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You will find the new option within each of your Delegate or User fields in your Manage Booking Form Builder, labelled ‘Only display for courses in this category’.
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Checkout - Include Account-based Custom Fields in your Registration Form
Any Account-based Custom Fields that your team has added to your platform using the Custom Field Builder can now be included in your Checkout Registration Form, to capture this information from your new customers when they register!
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