Admin | Editing a Transaction amount after the booking is created

This is an additional option and only available with Invoicing add on

How to edit a Booking Transaction (with no credit notes/cancellations)

1. Login as admin

2. Open Bookings and select the applicable booking

3. You will see the button ‘Edit Transaction’ button

4. Once you select Edit Transaction, the popup will appear.

5. On the popup, you will need to manually change each input to be as you want it to be

There is no validation around the inputs. The calculations are decided by you. CourseCo has not developed ‘logic’ to handle manually updated calculation errors

6. On the popup,

   1. Edit the schedule details input - Amount input to the transaction before VAT

   2. Once you click away, it will calculate the VAT and total input

   3. By default, editing the schedule amount, will update the Transaction Details but you can override if needed

   4. Add an optional note

   5. Select Confirm.

It is recommended to not edit a transaction value if an invoice has already been sent to the client, but CourseCo has no restrictions stopping you from re generating an invoice after editing the transaction

Outcome:

• The booking is updated with the latest booking amount / discount

• Transactions reflect this update

• All reports are updated eg booking revenue, schedule revenue, Transactions report

• An invoice can be generated now and it will populate the latest value

How to edit a Booking Transaction (with credit notes)

In some cases, you may have credit transactions against a booking. Instead of generating an invoice and their credit notes, you want to delete the credits and edit the original booking total, so only 1 final invoice is sent to the custom

To handle this scenario you need to

Precondition: You have a booking with no invoice and a credit note i.e. you cancelled someone from the booking

1. Open the booking

2. Select the Edit Transaction button

3. 

   On the popup, review the Journal/credit note transaction - you are being presented with the values of the credit note

4. Assumption is, you would like to delete this credit note - to delete this transaction ticket the Delete box

5. Once you do this, your Schedule and Transactions details will update to reflect this deleted Transaction i.e. it will remove the credit balance from the original transaction (pretending the transaction never existed)

6. Review the updated transaction values to ensure correct

7. Enter a note

8. Save

Outcome:

• The invoice can / will be generated with the latest transaction value

• The credit note no longer exists i.e. is deleted from the system

• Reports are reflecting the changes.

  

Editing a Bookings Transaction, with Additional Fee Items

Just like above, you can edit a Transaction with additional fee items. This feature is available with ‘additional items’ add on.

Be careful when editing additional fee items, as the calculations don’t update automatically and may require manual adjustments. Always double-check the totals to ensure accuracy.Login as per above

1. Open an existing booking - with additional items

2. On the popup, you will see the transaction values, including the additional fee price, qty and price (including VAT if applicable to the additional item only)

3. Edit the transaction value
   example - original wanted 3 certs, £10 + VAT, now would like 4 certs - edit the transaction with qty 4, check price and vat to ensure it updated accordingly or manully edit the values to calculate the correct values

4. Double check the transaction total - this is a total of schedule price + additional items

5. Save Transaction

Outcome:

• The overall transaction has been updated

• The quantity of the additional item has been adjusted

• You can now re-generate the invoice to reflect these changes

You can edit the ‘additional items’ that were selected during the booking, but you won’t be able to add new ones that weren’t originally chosen. If you need to include different items, you’ll need to cancel the booking and rebook with the correct selections.

If your invoice still isn’t correct after making these edits, double-check the transaction details again. The invoice pulls the schedule price, any additional item prices, and the total directly from this "Edit Transaction" section.