Student Transfer Questions

If you wish to transfer a student, first you need to cancel their existing enrolment, then enrol them into a new class.

Student transfers need to be done one student at a time. Using the transfer wizard option outlined above will make this process fairly quick, ensuring the previous payer and class are pre-selected for you in checkout.

What if the value of the new enrolment is more expensive than the old class or less expensive?

As onCourse tracks the amount owing for the student, no money is lost by the system by cancelling and refunding.
If the student has been given credit from their previous enrolment for $100, but the class you are transferring them into costs $120 you can either:

1. Do nothing and checkout will request payment for the additional $20, which you can collect via all the usual payment methods available including credit card
2. Choose to manually discount the enrolment in checkout by $20, allowing their credit of $100 to cover to apply leaving the account with a balance of $0.

If their new enrolment is less expensive than their previous class, you can choose to keep their credit on file indefinitely to apply to a future enrolment, or provide them with a refund for the credit remaining once you have processed the new enrolment.

Why can't I just edit the existing enrolment?

onCourse tracks enrolments and financial data in a way which leaves a complete audit trail. At any time you will be able to see all the enrolment history for every student, including enrolments they have withdrawn from. This is very important for financial auditing and system security reasons which especially when several staff might be making changes or looking at the history in the system.

Further more, the refund/checkout process makes the work flow clearer when the new class has a different cost to the old. The operator is explicitly prompted to collect an additional payment or retain part of the credit note. By then applying an additional charge or discount, general ledger adjustments are kept accurate and clear.

How can I fix a mistake I made where I charged the student the wrong amount or credited a credit note in error?

Remember that the opposite of an invoice is a credit note. If the student owes you more than you originally charged them, create a manual invoice for the difference. If you charged them too much in error, create a manual credit note for the difference. To check the balance of a student’s account, go to the contact window and look at their finance section. This will show all invoices, credit notes, payments in and payments out at the current balance of their account e.g. do they owe you money, do you owe them money, or is everything square?

You can also use the contra pay feature to use the balance of a credit note to 'pay off' an outstanding balance on an invoice. Select the credit note in the invoice window, and using the cog wheel option 'Contra Invoice...' locate the invoice you want to pay. This only works for credit notes/invoices for the same contact.

How can I use one contact's credit to pay for another student's enrolment?

If the contact in credit wishes to use their credit towards another person’s enrolment ensure that you select the contact in credit as the payer.