Using Courses and Sections to Set Up Gift Certificates and PrePays

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Applies To:    Enterprise     Plus     Basic

Overview

Gift Certificates are a special adaptation of a Course and Section used to offer clients the ability to purchase a gift certificate and use the value of the gift certificate to purchase registrations.  Gift Certificates that are enabled to display in the WebReg module will display under the normal Course Search.  This same process can be used to record tuition PrePays and place the prepaid amount OnAccount.

Setting Up a Gift Certificate

• Create the Course and Section
  • Add a Course record and set the Product Type = Gift Certificate.  Complete other Course fields as desired.  Save the Course record
  • Add a Section to the Course.  Add all required fields.  Even the required fields that may not be relevant must be completed. 
  • Note that the Calculation Method field can only be set to Per Quantity and the Teacher 1 and location fields are required even though not used.
  • Complete other Course Section fields as desired.  Save the Course Section record.
• Adding Gift Certificate Fees
  • Add Gift Certificate Fees using the same method as adding Course Section Fees using required fees as desired. 
  • Gift Certificates could be set up as different sections at different fees.  The fee would be the denomination of the Gift Certificate.
  • Note: Discounts are not available for Gift Certificates.
• Purchasing a Gift Certificate via the Admin Module
  • Make the purchase of the Gift Certificate in the same manner you would a course registration.  The Gift Certificate should be purchased under the name of the client for whom the Gift Certificate is being purchased.  The person purchasing the Gift Certificate would be the Payer in the Client Payment, not the registrant.
  • Upon recording the payment, issue an OnAccount Given transaction for the same amount on the Gift Certificate.  This will immediately provide the Client with an available balance On Account for use in a purchase of a course registration.  If the purchase of the Gift Certificate was made outside the registration system or may be a promotional giveaway, it is suggested to record the payment as [Payment Type] = "Other" or "Internal".
    
  • Discounts are not taken into account when a purchase of Gift Certificates is processed.
  • If a Client purchases another certificate of the same denomination in the future, the quantity of the original purchase should be increased and the new amount added as additional OnAccount Given.
• Purchasing a Gift Certificate via the WebReg Module
  • The Client will make the purchase of the Gift Certificate in the same manner they would a course registration.  The Gift Certificate should be purchased under the name of the client for whom the Gift Certificate is being purchased.  The person purchasing the Gift Certificate would be the Payer in the Client Payment, not the registrant.
  • Upon recording the payment, the WebReg module will automatically issue an OnAccount Given transaction for the same amount on the Gift Certificate.  This will immediately provide the Client with an available balance On Account for use in a purchase of a course registration.
  • Discounts are not taken into account when a purchase of Gift Certificates is processed.
  • When the Client makes a purchase via the WebReg module via a credit card, they amount of the Gift Certificate will automatically be available for them to use towards their payment in addition to any other amounts they may have On Account.  If the payment was not by credit card, the OnAccount Given transaction must be added manually when the client pays the amount due at a later date.
  • If a Client purchases another certificate of the same denomination in the future, the quantity of the original purchase is increased and the new amount added as additional OnAccount Given.

TIP: Consider creating only one fee for the gift certificate at a rate of $1.00. Then change the setting to allow the client to enter a higher quantity. With these dual settings, clients can create a gift certificate at a value they desire. If you want to force the gift certificates to be in multiples of $5, enter $5 instead of a $1 fee. After you receive purchases and you do not want the Assignment quantity to be artificially high, you can edit the Assignment quantity back to one, and the quantity in the invoice will remain the correct value.

Setting Up a PrePayment

• Create the Course and Section
  • Add a Course record and set the Product Type = Course.  Complete other Course fields as desired.  Save the Course record
  • Add a Section to the Course.  Add all required fields.  Even the required fields that may not be relevant must be completed. 
  • The Calculation Method field should be set to Per Quantity and the Teacher 1 and location fields are required even though not used.
  • Complete other Course Section fields as desired.  Save the Course Section record.
• Adding PrePay Fees
  • It is not necessary to add fees to this course section.  Since the prepaid amount will vary, the amount can be handled when creating the invoice.
• Adding a PrePayment via the Admin Module
  • Make the prepayment in the same manner you would a course registration.  Add the assignment for the prepaid course section to the client.
    
  • Manually add an invoice to the client.  Add an invoice line item for the prepaid course assignment for the amount of the prepayment.
  • Make the payment as usual against the invoice.  Upon recording the payment, issue an OnAccount Given transaction for the same amount of the prepayment.  This will immediately provide the Client with an available balance On Account for use in a purchase of a course registration.  If the prepayment was made outside the registration system or may be a promotional giveaway, it is suggested to record the payment as [Payment Type] = "Other" or "Internal".
  • It is not recommended to attach discounts to prepayment courses.
    
• Making Online Payments to a PrePaid Account via the WebReg Module
  • Once the invoice is created and a balance due shows.  If the client wants to prepay that amount or part of that amount, the client can log into the WebReg module and pay an amount towards the invoice.
    

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