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Cancelling a delegate from a group booking and creating a specified Journal/ Credit note transaction (BETA)

With CourseCo’s updated cancellation process, it gives more functionality to the admin when cancelling just 1 delegate or the whole booking. The admin can decide if a Journal/credit note transaction should be created for this cancellation or if there is no need for any accounts adjustments

This is a global update and will soon be rolled out to all CourseCo Platform admins.

How to Cancel a Delegate i.e. some contact(s) in the booking needs to be cancelled

  1. Login as Admin

  2. Open a booking

  3. On the payment details section, select the Red Button CANCEL DELEGATE

  4. On the popup, it will present the delegate names

  5. Tick the names of the contacts to cancel

  6. Add a reason code eg ‘delegate cancelled’

  7. Add a note (optional)

  8. Screenshot 2024-05-31 at 12.10.29.png

    Cancel delegate window

  9. Toggle on - ‘would you like to create a Journal Transaction for this cancellation’ if applicable

  10. Select Complete Cancellation

Outcome:

  • The delegate(s) have been cancelled from the booking

  • IF Multi-buy booking, this includes all schedules in the booking.

  • Cancellation email will be sent (if configured on your platform)

  • Delegate will no longer be on the course

How to Cancel a Delegate and create a Journal/Credit Note transaction i.e. update the booking amount

  1. Complete the steps above and ensure you toggle on ‘would you like to create a Journal Transaction for this cancellation’

  2. After selecting Complete Cancellation, the booking will reload and direct you to the ‘Create Journal/Credit note transaction' window

'Original Transaction details' section - this populates the original booking transaction information

  1. Screenshot_2024-05-31_at_12_16_46.png

Journal Details’ section - this allows you to create a Journal/Credit note transaction for the desired amount

Screenshot_2024-05-31_at_12_17_58.png

By default, the journal details will populate the original booking amount. You need to edit this if you’re partially cancelling a booking i.e. 1 delegate.

  1. Edit the journal/credit note amount by selecting the ‘Amount’ input

The discount value and VAT amount will dynamically update once you click out of the amount input

  1. You will see the breakdown of details update (read only section) - please carefully review this breakdown to ensure you create the transaction as expected.

  2. Screenshot 2024-05-31 at 12.22.31.png

  3. Select 'Create Transaction'

Outcome:

  • The original transaction amount / outstanding value has been updated

  • A new transaction for ‘journal cancel booking’ has been created with the specific amount

  • Admin can navigate to the contacts' accounts tab to see these details

  • Admin can now create a credit note document to send to the booker.

Screenshot_2024-05-31_at_12_24_36.png

Generate and download a Credit Note document

Once you have completed the above steps, you now have a transaction type ‘Journal Cancel Booking’ - you can now generate a Credit Note document

  1. While on the contact, navigate to the documents tab

  2. Select generate document

  3. Select template = Credit note

  4. Select the transaction that you want to generate for

  5. Select Generate and download

Outcome:

  • Credit note is generated

  • The credit note is saved to the credit note tx and can be downloaded at any stage.

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