Page Comparison

Learn how to reduce the number of places held by a Placeholder on a Course for a customer to free up places for other customers.

This step will run through how to access the Placeholder you wish to amend from your Course.

1. Depending on whether your Placeholder is on a Classroom or Webinar Course, open the relevant Courses DataGrid on the main menu on the left

   

2. Once you have opened your Courses DataGrid, find the Course the Placeholder is assigned to by applying filters and/or searching the Courses DataGrid

   

3. Right click on your selected Course to see the context menu options, and click on the ‘Placeholders' context menu option

   

4. This will take you to the ‘Placeholder’ DataGrid showing you all of the Placeholders for this Course

   

This step will run through how to check if the Placeholder has been included on an Invoice

1. To identify if the Placeholder has an Invoice, first check if you have ‘Related Invoice ID’ column included in your DataGrid, if you do not have this column please follow steps 2 - 8 to add this column

   

2. Click the ‘Change Columns’ button in the top right hand side of the DataGrid

   Image Modified

3. A pop up will appear with the list of current columns listed within your Placeholders DataGrid

   

4. Click the '+' button to add a new column

   

5. Use the drop down to search for the column ‘Related Invoice ID’

   

6. Select the column

   

7. Click the ‘Apply’ button to add the column

   

8. This will now add the column to your Placeholders DataGrid

   

9. If the column has an ID number displayed, then an Invoice has been generated

   

10. If the column is empty, then no Invoice has been generated for this Placeholder

    

This step will run through how to update the Placeholder to reduce the number of places held

1. Once you have located your Course with the Placeholder booking, right click on the Placeholder and click ‘Update quantity’

   Image Modified

2. This will display a pop-up box showing the current quantity

   Image Modified

3. Decrease the quantity to the required amount

   Image Modified

4. Click ‘Save & Close’ to complete the update

   

5. Your quantity of places has now decreased

1. Once you have located your Course with the Placeholder booking, right click on the Placeholder and click ‘Update quantity’

   Image Modified

2. This will display a pop-up box showing the current quantity

   Image Modified

3. Decrease the quantity to the required amount

   Image Modified

4. As an Invoice has been generated for your Placeholder, you will have the option to generate a Credit Note for the places that are no longer required

   Image Modified

5. If you do not want a Credit Note to be created, leave this option unchecked, the Placeholder’s Invoice will not be credited when the places are reduced
   

6. If you would like a Credit Note to be created, check the ‘Create Credit Note’ checkbox, you will see a ‘Credit Note Value’ textbox appear when you check the box, leaving this blank will generate a Credit Note proportion to the number of places that are being removed from the Placeholder.

   

7. Click ‘Save & Close’

   

8. The quantity of places held by the Placeholder will now have decreased, the places will now be available on the Course again
   

9. If your Placeholder had already been fully paid on the Invoice, and you have generated a Credit Note for the decrease in places, your invoice may now be overpaid

   Image Modified

1. To refund an overpayment, first identify how much is overpaid, navigate to the Invoice for the Placeholder by clicking on it’s ‘Related Invoice ID' and choosing the 'Edit Invoice’ option

   Image Modified

2. The overpayment will be shown as a negative outstanding balance on the Invoice

   Image Modified

3. To refund the overpayment, open the 'Transactions' tab on the left

   Image Modified

4. This will open the ‘Transactions’ DataGrid showing all payments and refunds for this Invoice

5. There will be one payment transaction for the original payment made on the Invoice, and another payment transaction for the Credit Note that was generated during the decrease places process

   Image Modified

6. Right-click on the original payment transaction to view the context menu options for this transaction

   Image Modified

7. Click on the ‘Refund’ context menu option

   Image Modified

8. This will open the ‘Refund Payment’ window, review the details in the top half of the page

   Image Modified

9. Scroll down to the Refund section of the window

10. If you are refunding a Payment Gateway payment (such as a Stripe, WorldPay, or Opayo payment) then you will see an option to ‘Keep the Refund’ local

    1. If the customer has already had their payment refunded through your payment gateway or through your accounting team, and you simply need to record the refund in your accessplanit platform, check this box to record the refund on your accessplanit platform (locally) only

    2. If the customer has not yet had their money returned and you would like to refund the payment back to them now, leave this box unchecked
       

11. It is best practice to select which items from the Invoice the refund relates to, this is so that any Credit Notes generated from this process have a reference to these items

    Image Modified

12. Make sure the ‘Amount To Refund’contains the value of the overpayment

    Image Modified

13. Finally, leave the ‘Create a credit note’ checkbox unchecked, as the Invoice has already had a Credit Note generated and allocated to it

    Image Modified

14. Click the ‘Refund’ button to complete the refund

    Image Modified

15. You will be taken back to the Transactions DataGrid where you will be able to see the refund added to the list of transactions on this Invoice