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

Login as Admin
Open a booking
On the payment details section, select the Red Button CANCEL DELEGATE
On the popup, it will present the delegate names
Tick the names of the contacts to cancel
Add a reason code eg ‘delegate cancelled’
Add a note (optional)
Cancel delegate window
By default, ‘Create Journal transaction for this cancellation' is enabled for you - this can be set to OFF by default if needed.
Select Complete Cancellation

The create Journal window will appear next (if create journal was On) but before it appears, review the cancellation outcomes below

Outcome:

The delegate(s) have been cancelled from the booking
IF Multi-buy booking, this cancels the delegate from 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

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

By default, the journal details of the cancellation will populate the 'assumed’ refund amount for the delegate(s) being cancelled - i.e. it will auto-complete the amount expected to refund.

original booking for 2 people was £100 per/person, so booking total was £200+ VAT.

When cancelling 1 person, it will populate £100+ VAT value. You can edit if needed i.e. you will refund 50% only

Edit the journal/credit note amount by selecting the ‘Amount’ input - If needed. Auto-complete will populate the assumed cost of the attendee space.

The discount value and VAT amount will dynamically update when you edit the amount input

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

Create a Journal Transaction, after the delegate was cancelled i.e. you didn’t create during the cancellation stage

You may have already cancelled the delegate but opted to not create a journal transaction as the refund value was not confirmed yet.

Login as Admin
Search and select the contact or booking you need to update
While on the contact/booking, navigate to the accounts tab for the contact
Select the original booking transaction (the journal will be against this booking/tx)
Select Actions > Create a transactions Journal
On the popup, you will be presented with the same window as above.
Like above, you will see the original booking tx information
Within the journal details section, it will pre populate the original transaction amount
Edit the Journal details to the applicable amount and tick the box.
Review the read only section to ensure the breakdown is correct, add a note
Select Create Transaction

Outcome:

The Journal Transaction is created
The original outstanding balance is updated

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

While on the contact, navigate to the documents tab
Select generate document
Select template = Credit note
Select the transaction that you want to generate for
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.