Transferring a Payment and Course Registration

When transferring a client from one assignment to another, it is important to ensure that payment records are accurately maintained. There are two recommended methods for this process, and the choice of method may depend on financial policies set by your financial officer.

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New Assignment Method

Use this method if you want to retain full historical information about the original course section before transferring the client to a new assignment.

Steps:

1. Update the Existing Assignment:

   • Navigate to the Client Assignment the client is transferring from.
   • Modify the Enrollment Status, End Date, and any other relevant fields.
   • Save the changes.

2. Record Credit for the Existing Assignment:

   • Go to Client Payments and determine the amount of credit to be given.
   • Add a new Payment transaction for this credit, using the "OnAccount Given" payment type.

3. Create a New Assignment:

   • Navigate to Client Assignments and add a record for the new assignment the client is transferring into.

4. Apply Payment to the New Assignment:

   • Go to Client Payments and add a new payment for the new assignment.
   • Use the amount credited ("OnAccount Given") as determined earlier.
   • Set the payment type as "OnAccount Used."
   • If there is a remaining balance, add an additional transaction for the amount the client needs to pay to bring the balance to zero.

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Modify Assignment Method

Use this method if historical information about the original course section is not required when transferring the client.

Steps:

1. Modify the Existing Assignment:

   • Navigate to the Client Assignment the client is transferring from.
   • Open the Course tab and update the Course Code to the new course section.

2. Update Entry Information:

   • Go to the Entry Info tab and update relevant fields.
   • Save the changes.
   • Note: Attendance (XenEnterprise) and payments will automatically update to reflect the new assignment.

3. Adjust Payment Balance:

   • If the new assignment results in a balance due or refund, add an additional transaction to adjust the balance to zero.

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Important Considerations

The transfer process will not occur if there are related records in the following tables:

• Client Classifications
• Client Skills
• Client Assessment
• Client Employment Assignment
• Client Assignment Options

Ensure that any dependencies in these tables are addressed before attempting the transfer.

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For further assistance, refer to related articles or contact support.