Transferring a Payment and Course Registration

There are two recommended methods to transferring a Client from one Assignment to another and making sure the record of payments is maintained.  The method decision may be affected by policies of your financial officer has set for tracking payment transactions.

New Assignment Method:

Use this method if you want to maintain full historical information of the course section the client was first assigned before transferring them to the new Assignment.

• Go to the existing Client Assignment that the Client is transferring out of.  Modify the Enrollment Status, the End Date, and any other Assignment fields as appropriate.  Save the changes.

• Go to Clients Payments.  Determine how much credit is being given to the client for this Assignment.  Add a new Payment transaction for this credit and use the "OnAccount Given" payment type for the transaction.
  

• Go to Client Assignments and add the record the new Assignment the client is transferring into.

• Go to Client Payments and add a new Payment for the new Assignment.  Use the amount paid as the amount of "OnAccount Given" as determined above and use the "OnAccount Used" payment type.  If there is a balance due, add an additional transaction for the amount the client is now paying to bring the balance due to zero.

Modify Assignment Method:

Use this method if you do not want to maintain historical information of the course section the client was first assigned before transferring them to the new Assignment.

• Go to the existing Client Assignment that the Client is transferring out of.  Go to the Course tab and change the Course Code to the new course section.

• Go to the Entry Info tab.  Modify any fields as appropriate.  Save the changes.  All Attendance (XenEnterprise) and Payments will automatically modify to the new Assignment.

• If this new Assignment causes a +/- Balance Due, add an additional transaction for the amount the client is now paying or refund due to bring the balance to zero.