Set Up Gift Certificates and PrePays

This article outlines how to set up Gift Certificates and Prepaids in the system. It covers the steps for creating Gift Certificates/Prepaids, adding associated fees, processing purchases via both the Admin and WebReg modules, and managing prepaid accounts.

Navigation:
Main Menu → Services → Prepaids

Applies To:
Enterprise, Plus, Basic

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Overview

Gift Certificates and Prepaids allow clients to purchase a prepaid balance, which can be used towards course registration fees. Prepaids enabled in the WebReg module will appear under the Course Search, and they can be set up with specific amounts or denominations. This feature also facilitates the management of tuition PrePays and placing the prepaid amount "On Account" for future course registrations.

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Setting Up a Gift Certificate as a Prepaid

To Add a Gift Certificate:

1. Navigate to Main Menu → Services →Prepaid
2. Click the New Prepaid button to create a new prepaid.
3. Complete the necessary fields. 
4. Create the Prepaid record.

To Add a Section to the Gift Certificate :

1. Click the View button for the Prepaid.
2. Go to the Sections tab.
3. Click the New Section button.
4. Create the Prepaid section.

Adding Gift Certificate  Fees

• Prepaid fees are added using the same method as course section fees.
• Prepaid Amounts: The fee amount will correspond to the prepaid balance.
• Note: Discounts are not applicable to Prepaids.

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Purchasing a Gift Certificate

Via the Admin Module:

1. To register clients for products, go to Main Menu → Clients → Assignments.
2. The process for completing the registration is the same as for courses.
3. Be sure to select Prepaid for the Service Type.

Via the WebReg Module:

1. Clients can register for Gift Certificate after adding them to their cart.
2. The checkout process is the same as for course registrations.

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Setting Up Prepaid

1. Navigate to Main Menu → Services →Prepaid
2. Click the New Prepaid button to create a new prepaid.
3. Complete the necessary fields. 
4. Create the Prepaid record.

To Add a Section to the Prepaid:

1. Click the View button for the Prepaid.
2. Go to the Sections tab.
3. Click the New Section button.
4. Create the Prepaid section.

Adding Prepaid Fees

• It is not necessary to add fees to Prepaids.  Since the prepaid amount will vary, the amount can be handled when creating the invoice.

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Adding a Prepayment via the Admin Module

Via the Admin Module:

Create the Assignment:

1. To register clients for products, go to Main Menu → Clients → Assignments.
2. The process for completing the registration is the same as for courses.
3. Be sure to select Prepaid for the Service Type.

Create Invoice and Payment:

• Manually add the invoice for the prepaid course assignment.
• Upon recording payment, issue an OnAccount Given transaction to place the prepaid balance in the client’s account.

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Making Online Payments to a Prepaid Account via the WebReg Module

1. Invoice Balance:

   • If an invoice with a balance due is created, clients can log into the WebReg module to pay part or all of the amount.

2. Prepayment Process:

   • Payments towards the invoice will automatically apply to the prepaid account balance.
   • Clients can choose to pay a portion of the amount towards their prepaid balance.

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Conclusion

This guide helps set up Gift Certificates/Prepaids and Prepayments for clients, including both Admin and WebReg module purchasing options. By following the outlined steps, you can manage prepaid accounts and allow clients to use prepaid balances for course registrations. For further assistance, refer to related articles or contact support.