Decrease the quantity of places on a Placeholder

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

Open

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

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

Click the ‘Change Columns’ button in 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

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, leaving this blank will generate a Credit Note proportion to the number of places that are being removed from the Placeholder.

Click ‘Save & Close’

The quantity 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

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

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
   
   

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