Cancelling Delegates & Managing Credit Notes for this cancellation

CourseCo allows you to cancel individual delegates or full bookings, with control over whether a Journal / credit note transaction is created.

When to Use This

Use this when:

• One or more delegates can no longer attend

• You need to remove them from the booking

• You need to decide whether a refund / financial adjustment is required

• IF money has already been made a credit will be applied to the payer account

• IF payment has not been made, the created credit note will write off the outstanding balance.

Important to Understand

• You can cancel:

  • Single delegates

  • Multiple delegates

• You control whether to:

  • Create a journal / credit note

  • OR make no financial adjustment

• By default:

  • “Create Journal Transaction” is ON (unless requested to disable)

Cancel a Delegate (No Financial Adjustment)

Use this when no refund or price change is required.

Steps

1. Log in as an admin

2. Open the relevant Booking

3. In Payment Details, click Cancel Delegate (red button)

Cancellation Pop-Up

4. In the pop-up:

   • Select the delegate(s) to cancel

   • Add a Reason Code (e.g. “Delegate cancelled”)

   • Add a Note (optional)

5. Toggle Create Journal Transaction = OFF

6. Click Complete Cancellation
   

   

Outcome

• Delegate(s) are removed from the booking

• Delegate(s) are removed from the schedule

• Cancellation email is sent (if configured)

• No change to booking value

• No credit note created

Cancel a Delegate WITH Credit Note (Journal Transaction)

Use this when you need to refund or adjust the booking value.

Steps

Follow the same steps as above, but:

• Leave Create Journal Transaction = ON

• Click Complete Cancellation

Create Journal / Credit Note Window

You will be redirected to the Create Journal Transaction screen.

Review & Edit Transaction

• Original Transaction Details
  Displays the original booking value

• Journal Amount (Auto-Populated)

  • System calculates expected refund

  • Example:

    • 2 delegates @ £100 each = £200

    • Cancel 1 delegate → £100 auto-filled

• You can:

  • Edit the Amount if needed (e.g. partial refund)

  • VAT and discount values update automatically

• Review the read-only breakdown carefully

Complete the Transaction

1. Click Create Transaction

Outcome

• Booking value is updated

• A “Journal Cancel Booking” transaction is created

• Outstanding balance is adjusted

• You can now generate a Credit Note document

Create a Journal Later (After Cancellation)

Use this when:

• You cancelled a delegate earlier

• You did not yet confirm the refund amount

Steps

1. Navigate to the Contact or Booking

2. Open the Accounts tab on the Payer account

3. Locate the original booking transaction

4. Select Actions > Create Credit Note

   

Complete Journal

• Edit the Amount as needed

• Review the breakdown

• Add a note

• Click Create Transaction

Outcome

• Journal transaction is created

• Outstanding balance is updated

Generate a Credit Note Document

Once a journal / credit note transaction exists:

1. Navigate to the Documents tab (on the payer contact)

2. Click Actions > Generate Document

3. Select:

   • Template = Credit Note

   • Transaction = Journal Transactions + select the applicable transaction id

4. Click Generate & Download

Note: IF you transaction does not appear in the dropdown, you are not on the payer account, or you didn’t created a credit note.

Outcome

• Credit note is generated

• Saved against the transaction

• Can be downloaded anytime

Important Notes

• Cancelling a delegate in a multi-buy booking removes them from all linked schedules

• Cancellation emails are only sent if configured

• Always review the journal breakdown before creating the transaction

• This process directly impacts financial records and reporting

Recommended Tips

• Turn OFF journal creation if no refund is required

• Use partial refunds where needed by editing the amount

• Always double-check VAT and totals before confirming

• Generate and send credit notes promptly after creating the transaction