Full Title:
How to transfer / move a course enrollment from one individuals record to another. (Special Cases)
Short Description:
The following steps apply to most instances when an individual enrolls him/herself for a course rather than an employee. They really want the employee to have access, but didn’t make the purchase under that employee’s account (with re:Members (formerly Impexium), an individual cannot enroll someone else for a course. It must be done through that specific account)
Business Rules:
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Connect with the Accounting Department immediately (send details of transaction)
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They will determine which batch to use
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If the original batch has not been posted to GP, we should use that month’s cancellation batch
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If the original batch has already been posted to GP, accounting will need to create a specific error batch with the same date as the original transaction
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Go to the individual who enrolled in error, view Recent Invoices; Find the invoice, click view
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Cancel Invoice
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Choose the batch (either that month’s cancellation batch or the specific error batch; see step #1 above)
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UNCHECK Refund Payment
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Select the Line Item (if it’s a bundle, cancel all line items)
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ZERO OUT the Item Credit Amount, so that no credit is added to the account
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Cancel Invoice (this also cancels the Order)
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Add Note to the invoice
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Next, you will need to “purchase” the course/product for the correct individual
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Purchase product for zero dollars (adjust price to $0)
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Batch to Use:
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If the batch has not been posted to GP, use the SAME BATCH as original transaction (accounting may need to reopen this)
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If the batch has been posted to GP, use the date specific error batch
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Add a Note to new $0 invoice
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The final step is to cancel the original order in Elevate (instructions in How To Document)
Tips | Tricks | Hints:
Text | Images | Step-By-Step:
Other Commentary:
See "Refund Request" Process section for refunds
