Consider two factors when making changes:
Whether the individual Student Accounts and Enrolments have been created
Whether the group has been invoiced or not
These factors influence the steps to take, outlined below.
Note it is much simpler to make changes to the Group prior to creation of Student Accounts/Enrolments and prior to invoicing.
Therefore, generally wait until the group requirements have been confirmed before creating the Student Accounts/Ernolments and invoicing.
Prior to invoicing - adding removing members; adding removing bookings.
Post invoicing - adding removing members, adding editing removing bookings.
Removing Group Members (Prior to Student Account/Enrolment creation; prior to invoicing)
To remove a student from a Group, open the Group Enrolment, and either:
Click Delete next to the Group Member you wish to remove, or
Click on the “Remove Members” button at the top of the Group Members list to remove multiple Group Members, select the Members to remove and Update Group Members:
The Group Size on the Group Enrolment and the Group Account are updated automatically as part of this process.
Removing Group Members (After Student Account/Enrolment creation; prior to invoicing)
To remove a student from a Group, open the Group Enrolment, click on the “Cancel Students Enrolments” button at the top of the Group Members list:
Select which student to cancel by ticking the box on the left hand side, then Update Group Members to return to the Enrolment (there will be an “Are you sure?” dialogue box):
Then Update Students at the top of the Enrolment:
Then the system will go ahead and run the batch to update the students. This batch runs in the background and you will be emailed when it is complete.
The Group Size on the Group Enrolment and the Group Account are updated automatically as part of this process.
Removing Group Members (After Student Account/Enrolment creation; after invoicing)
To remove a student from a Group, open the Group Enrolment, click on the “Cancel Students Enrolments” button at the top of the Group Members list:
Select which student to cancel by ticking the box on the left hand side, then Update Group Members to return to the Enrolment (there will be an “Are you sure?” dialogue box):
This will generate a Credit for the original invoice and unposted finance for the new invoice for the whole group.
Note it is not possible to create a “difference” invoice or credit note for a group - all changes always result in a full credit of the first invoice and the generation of a new full invoice.
The system will automatically create any relevant Credit Notes for the Group reflecting the reduction of Bookings.
Please note if any manual prices have been entered, they will need to be re-entered prior to reinvoicing.
When you are happy with the unposted finance that is displayed and are sure everything is correct, press “Update Students & Invoice” at the top of the Enrolment:
Then the system will go ahead and run the batch to update the students and generate a new invoice. This batch runs in the background and you will be emailed when it is complete.
The Group Size on the Group Enrolment and the Group Account are updated automatically as part of this process.