Transfer a Placeholder

Steps to transfer a Placeholder

1 Identify the Placeholder Booking
2 Transfer the Placeholder
3 Generate the Invoice (optional)

Related Helpguide Pages

If one of your customers is no longer able to make the date of their Placeholder’s Course, learn how to transfer their Placeholder to a different Course to free up the places on their current Course while still keeping their business!

When a customer can no longer make the date of a Course they have booked with you, where possible it is best to transfer them to an alternative date, rather than cancelling their booking altogether and losing that Course income.

The Transfer tool in your accessplanit platform will not only update your Placeholder to have the status of ‘Transferred’ and free up those places on the Course, it will book them onto their new Course which will trigger any new course confirmation emails you have set up to be sent to the owner/customer automatically!

Follow this page to learn the steps to transfer a Placeholder from one Course to another.

Please Note
Transferring a Placeholder is ONLY available for Placeholders that have not yet had an Invoice generated

Identify the Placeholder Booking

You will need to find the Course the Placeholder is booked onto.

Find the Course your Placeholder is currently booked onto.

This step will run through how to access the Placeholder you wish to transfer from one Course to another.

Open the ‘Class’ or ‘Web’ Courses DataGrid from your main navigation menu on the left
This will open the relevant DataGrid
Find the Course your Placeholder is assigned to by applying filters and/or searching the Courses DataGrid
Right click on your Course and select ‘Placeholders’ from the Context Menu options
This will open the Placeholders DataGrid for that Course

Transfer the Placeholder

Transferring the Placeholder will free up space on your Course and rebook the Placeholder onto the new Course.

Transfer your Placeholder onto the new Course

This step will run through how to transfer your Placeholder from one Course to another

Once you have located your Placeholder following the steps above, right click on the Placeholder and select 'Transfer'
This will open a popup box with the information of the current Course and Cost
Click the ‘Select’ button next to Course to select the Course you are transferring your Placeholders to
This will open another popup box with a list of all Courses
You can search and apply filters in this DataGrid to find the correct Course
Select the Course you wish to transfer your Placeholders to
Press the ‘OK’ button at the bottom of the window
This will now populate the ‘Course’ option within the first pop up box
Click the ‘Transfer’ button
A new pop-up window will appear which allows you to view the transferred Placeholder, this will take you to the Placeholder Record on the new Course if required. By pressing ‘OK’ it will take you on to the next step
You will now see that the Placeholders on your original course now have the status of ‘Transferred

Generate the Invoice (optional)

The final step in this process is to complete the mini Invoice Generator for this Placeholder

First you will generate the Invoice for the Placeholder:

Select the Placeholder(s) that you would like to generate an Invoice for by checking the checkbox in their row from the Placeholders DataGrid
Click the down arrow button next to the mass actions checkbox, and then click the ‘Generate Invoice’ option
This will open the ‘Generate Invoice’ pop-up window
Select how you would like to group your items together on your Invoices
1. Booking - an Invoice will be generated for each unique booking per customer
2. Course - an Invoice will be generated for each Course a customer has booked
3. Course Template - an Invoice will be generated for each Course Template a customer has booked
4. Invoice Target - an Invoice will be generated per customer
If you would like to define a Due Date to be applied to each Invoice generated, check the ‘Manually Set Due Date’ option and enter this date into the Due Date option
If you do not define a due date, your invoice terms dates will determine the Invoices' due dates
If you would like to include any Course Fees in your generated Invoices, check the ‘Include Fees’ box
Please note, this option relates to Course Fees, not Placeholder Cancellation or Transfer Fees
Click ‘Generate’ to complete the process and generate your Invoices
This will generate temporary Invoice(s) for your selected Placeholders
This will mean that your Placeholder’s Invoice will not yet had a Reference and it will have the status of ‘Temporary’
1. If you do not yet have visibility of the ‘Invoice Reference' in your Placeholders DataGrid, click on the 'Change Columns’ button at the top right of the DataGrid results
2. Use the ‘+' button to add the ‘Related Invoice Reference’ column in and click on the 'Apply’ button
3. You will now see the Invoice information for each Placeholder, within your Placeholders DataGrid!

Once your Invoice has been generated, you should check it before you commit it:

From your Placeholders DataGrid, click on the ‘No Reference Set’ link in the ‘Related Invoice Reference’ column and select ‘View in Invoice DataGrid’
This will open the Invoices DataGrid, filtered to only show you the Invoice that this Placeholder is on
Right-click on the Invoice to view the context menu options available for it
Click on the ‘View’ context menu option
This will take you to a view of the Invoice
Review the contents
If there are any issues with the Invoice, you can make adjustments to it before it is committed in the next step
Click the ‘Invoices’ breadcrumb link at the top of the page to return to the Invoices DataGrid for this Placeholder

If any changes are needed, you can correct the Invoice before it is committed:

If you need to correct the Invoice Date, the Invoice Due Date, or the value of the Invoice Items on an Invoice, right-click on the Invoice from the Invoices DataGrid to view the context menu options for this Invoice
Click on the ‘Edit’ context menu option
This will take you to the Invoice editor
Update the Invoice Date and Due Date at the top-right of the Invoice
Update the values of Invoice Items
Please note - we do not recommend adding additional items onto your Invoice as this can cause issues with reporting at a later stage
Click the ‘Save’ button to complete your changes to this temporary Invoice

Finally, you will commit the Invoice, once your Invoice has been committed this typically triggers Workflow emails to the customers to share the details of the Invoice with them.

To commit your Invoice, right-click on it from the Invoices DataGrid to view the context menu options for this Invoice
Click on the ‘Commit’ context menu option

You will be presented with a confirmation pop-up, click the ‘Yes’ button to confirm
Your Invoice will have an assigned Invoice Reference and it’s status will no longer be temporary

Knowledge Base

💡Knowledge Base Home | 🚀What's New | 📅Upcoming Training Events