Decrease the quantity of places on a Placeholder
Steps to decrease the places held on a Placeholder
Related Helpguide Pages
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.
Placeholder bookings on Courses are often made because the customer does not yet know who they will be sending on your Course. This does also mean that often, they do not know exactly how many people they will be sending either!
If your customer informs you that they no longer need to send as many people as they have places booked for, then you can reduce the quantity of places that their Placeholder is holding.
Follow this page to learn the steps to decrease the number of Placeholder places for a customer on a Course.
Navigate to the Course you wish to amend the Placeholder on
This step will run through how to access the Placeholder you wish to amend from your Course.
Depending on whether your Placeholder is on a Classroom or Webinar Course, open the relevant Courses DataGrid on the main menu on the left
Once you have opened your Courses DataGrid, find the Course the Placeholder is assigned to by applying filters and/or searching the Courses DataGrid
Right click on your selected Course to see the context menu options, and click on the ‘Placeholders' context menu option
This will take you to the ‘Placeholder’ DataGrid showing you all of the Placeholders for this Course
Check if the Placeholder has an Invoice
This step will run through how to check if the Placeholder has been included in an Invoice
To identify if the Placeholder has an Invoice, first check if you have the ‘Related Invoice ID’ column included in your DataGrid, if you do not have this column please follow steps 2 - 8 to add this column
Click the ‘Change Columns’ button on the top right-hand side of the DataGrid
A pop up will appear with the list of current columns listed within your Placeholders DataGrid
Click the '+' button to add a new column
Use the drop-down to search for the column ‘Related Invoice ID’
Select the column
Click the ‘Apply’ button to add the column
This will now add the column to your Placeholders DataGrid
If the column has an ID number displayed, then an Invoice has been generated
If the column is empty, then no Invoice has been generated for this Placeholder
Decrease the number of places held by the Placeholder
This step will run through how to update the Placeholder to reduce the number of places held
Decrease the places held
Follow one of the below processes to decrease the quantity of places by a Placeholder:
Once you have located your Course with the Placeholder booking, right-click on the Placeholder and click ‘Update quantity’
This will display a pop-up box showing the current quantity
Decrease the quantity to the required amount
Click ‘Save & Close’ to complete the update
Your quantity of places has now decreased
Once you have located your Course with the Placeholder booking, right click on the Placeholder and click ‘Update quantity’
This will display a pop-up box showing the current quantity
Decrease the quantity to the required amount
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
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
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, you will need to enter an Amount to credit as this field is mandatory
Click ‘Save & Close’
The number of places held by the Placeholder will now have decreased, the places will now be available on the Course again
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
Issue refunds for any overpayments
This step is only applicable if the Placeholder was Invoiced and paid for, and a Credit Note was generated for the removed places. If this is the case, there will be an overpayment on the Invoice that needs to be refunded.
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
The overpayment will be shown as a negative outstanding balance on the Invoice
To refund the overpayment, open the 'Transactions' tab on the left
This will open the ‘Transactions’ DataGrid showing all payments and refunds for this Invoice
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
Right-click on the original payment transaction to view the context menu options for this transaction
Click on the ‘Refund’ context menu option
This will open the ‘Refund Payment’ window, review the details in the top half of the page
Scroll down to the Refund section of the window
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
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
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
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
Make sure the ‘Amount To Refund’ contains the value of the overpayment
Finally, leave the ‘Create a credit note’ checkbox unchecked, as the Invoice has already had a Credit Note generated and allocated to it
Click the ‘Refund’ button to complete the refund
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