Unity: Transfers (Alberta Council)

From SJA

Contents 1 The Need 2 Policy 2.1 Purpose 2.2 Scope 2.3 Responsibilities 2.4 Definitions 2.5 References and Related Statements of Policy and Procedure 3 Procedures 3.1 Transferring to the Same Course Type - No Administration Fee 3.2 Transferring to the Same Course Type - Charge Administration Fee 3.2.1 Open Sales Order 3.2.2 Posted Sales Order 3.3 Transferring to a Different Course Type 3.3.1 Open Sales Order 3.3.2 Posted Sales Order 3.4 Transferring Bill-To Accounts 3.5 Transferring from the Contacts Screen 4 Attachments

The Need

There is a need to identify the process for transferring students between classes in the Unity point of sale system. The need to be identified includes the timeframe when a student may be transferred to another class and the fees associated with a transfer. Also, when a student is registered in a class they can no longer attend or St. John Ambulance cancels a class the student must either be transferred into another class or issued a refund.

Policy

Students may transfer to another class until the start time of the class they are registered in, for a $25.00 administration fee. There is an exception for Advanced First Aid, EMR, and Instructor Certification courses for which transfers must be made with a minimum of three weeks notice prior to the class start date.

If a student is registered for a class and does not show up, no refund or transfer will be issued. The student is treated as a no show and no refund is available.

Refer to the Refund policy for more information.

Purpose

The purpose of this Statement of Policy and Procedure is to set out the transfer policy and ensure that transfers are being processed in accordance to the policy.

Scope

This Statement of Policy and Procedure applies to all adminstrative employees, Unity users, and related management.

Responsibilities

The Training Centre Administration is responsible for ensuring that:

• Transfers are processed within the allotted time period
• Administration fees are charged in accordance to the policy
• Adjustments due to course transfers are billed or refunded correctly

The Finance Department is responsible for ensuring that:

• Documentation for refunds is forwarded to Accounts Payable
• Refund cheques are issued in a timely manner.

Definitions

None

References and Related Statements of Policy and Procedure

• Refunds (Alberta Council)
• Unity: Queries (Alberta Council)
• Unity: Creating an Order (Alberta Council)
• Unity: Student Registrations (Alberta Council)

Procedures

Transfers are used when students are registered in a class they are unable to attend or a class St. John Ambulance had to cancel. In either circumstance the student must be transferred into another class or issued a refund.

In the past 'Awaiting Reallocation' feature was used for students that withdrew from a class or a class St. John Ambulance cancelled and had yet to be transferred into another class at a later date. 'Awaiting Reallocation' is no longer to be used and the student will either need to transfer into another course or be issued a refund.

Transferring to the Same Course Type - No Administration Fee

This process is for students transferring to the same course type and that are not being charged the administration fee. The following is to be used for both open and posted sales orders.

1. Click the Classes screen tab.
   

   

   Class Query
2. Perform a query by clicking the Query button and search for the class the student is currently registered.
3. Click the Class # hyperlink.
4. Click the Current Registrations view tab.
5. Select the student registration record to be transferred.
6. Tab to the New Class Number column and type in the new class number. The class number can be queried using the pick applet in the New Class Number field.
   

   

   Transfer
7. Click the Transfer button. This will automatically transfer the student into the new class. (Note: When a student is transferred from a posted sales order, a pick applet will appear. Click the close button. If the page needs to be refreshed click the back arrow to exit the page and then click the forward arrow to reenter the page.)
8. The order from the original class and the payment information transfers over to the new class. No order is left for the student on the old class number. In the comments field make notes regarding the transfer.
9. On the transfer registration click the Class Number hyperlink in the New Class Number field.
10. On the pending registration, change the student's status to Confirmed and change the Status Change Date to today's date. Update the Expiry Date.
    

    

    Status Update
11. Save the record (Ctrl+S).
12. Click the order number hyperlink to go to the order screen.
13. Click the Reports icon and choose Student Receipt - Training Confirmation. The receipt will display the dates for the new class the student transferred.

Transferring to the Same Course Type - Charge Administration Fee

This process is for students transferring to the same course type and being charged the administration fee. The following is to be used for both open and posted sales orders.

1. Click the Classes screen tab.
   

   

   Transfer
2. Perform a query by clicking the Query button and search for the class the student is currently registered.
3. Click the Class # hyperlink.
4. Click the Current Registrations view tab.
5. Select the student registration record to be transferred.
6. Tab to the New Class Number column and type in the new class number. The class number can be queried using the pick applet in the New Class Number field.
   

   

   Status Update
7. Click the Transfer button. This will automatically transfer the student into the new class. (Note: When a student is transferred from a posted sales order a pick applet will appear. Click the close button. If the page needs to be refreshed click the back arrow to exit the page and then click the forward arrow to reenter the page.)
8. The order from the original class and the payment information transfers over to the new class. No order is left for the student on the old class number. In the comments field enter comments regarding the transfer.
9. On the transfer registration click the Class Number Hyperlink in the New Class Number field.
10. Highlight the new pending registration.
11. Review the status of the sales order to determine whether the order is Open or Posted. Refer to the process below accordingly.

Open Sales Order

If the sales order status is Open follow these steps. If the sales order status is Posted refer to the posted process below.

1. Scroll down to the Line Items section.
   

   

   Open Sales Order Line Detail
2. Click on the line item and press Ctrl+B to copy. (Copying the line item copies the registration number to ensure the administration fee is attached to the total revenue of the class.)
3. In the new line item that was copied, type Admin in the Product field and press the tab key. The administration fee will appear.
   

   

   Payment View
4. If GST calculates remove the GST amount and click the Reprice button.
5. Scroll down to the Payment Lines section.
6. Click the New button. The transaction amount will automatically appear.
7. Select the correct Payment Method and Payment Type from the drop down list in each field.
8. Save the record (Ctrl+S).
   

   

   Status Update
9. Scroll back up to the Registration section.
10. On the pending registration, change the student's status to Confirmed and change the Status Change Date to today's date. Update the Expiry Date.
11. Save the record (Ctrl+S).
12. Click the order number hyperlink to go to the order screen.
13. Click the Reports icon and select Student Receipt - Training Confirmation.

Posted Sales Order

If the sales order status is Posted follow these steps. If the sales order status is Open refer to the open process above.

1. On the pending registration, change the student's status to Confirmed and change the Status Change Date to today's date. Update the Expiry Date.
   

   

   Orders Screen
2. Highlight the registration number and press Ctrl+C to copy the registration number into the order screen.
3. Click the Orders screen tab.
4. Click the New button to create a new order.
5. In the Last Name field select the pick applet and query the student's name. Highlight the student's name and click Ok.
6. In the Price List field select the correct price list.
7. Click on the order number blue hyperlink.
   

   

   Line Detail View
8. In the Line Detail view tab click the New button.
9. In the Product field type Admin and press tab. The administration fee will appear.
10. Press Ctrl+V to paste the registration number. The registration number must be entered to ensure the Administration Fee will be calculated in the total revenue of the class. (The registration number can also be queried by clicking the pick applet in the registration number field.
11. If GST calculates remove the GST amount and click the Reprice button.
12. In the comments field enter notes regarding the transfer.
13. Click the Payments view tab.
14. Click the New button. The transaction amount will automatically generate.
15. Select the correct Payment Method and Payment Type from the drop down list in each field.
16. Save the record (Ctrl+S).
17. Click the Reports icon and select Student Receipt - Training Confirmation.

Transferring to a Different Course Type

This process is for students transferring to a different course type. This process is used whether or not an administration fee is being charged. The following is to be used for both open and posted sales orders.

1. Click the Classes screen tab.
   

   

   Current Registrations View
2. Perform a query by clicking the Query button and search for the class the student is currently registered.
3. Click the Class # hyperlink.
4. Click the Current Registrations view tab.
5. Select the student registration record to be transferred.
6. Tab to the New Class Number column and type in the new class number. The class number can also be queried using the pick applet in the New Class Number field.
   

   

   Order Status
7. Click the Transfer button. This will automatically transfer the student into the new class. (Note: When a student is transferred from a posted sales order, a pick applet will appear. Click the close button. If the page needs to be refreshed click the back arrow to exit the page and then click the forward arrow to reenter the page.)
8. The order from the original class and the payment information transfers over to the new class. No order is left for the student on the old class. In the comments field enter comments regarding the transfer.
9. On the transfer registration click the Class Number hyperlink in the New Class Number field.
10. Look at the status of the sales order to determine whether the order is Open or Posted. Refer to the process below accordingly.

Open Sales Order

If the sales order status is Open follow these steps. If the sales order status is Posted refer to the posted process below.

1. Scroll down to Line Items.
   

   

   Line Item View
2. Click on the line item and press Ctrl+B to copy. (Copying the line item copies the registration number to ensure any price changes are reflected in the total revenue for the class).
3. In the Quantity field change the quantity to -1.
4. Press Ctrl+B to copy to copy the line item.
5. In the Product field select the pick applet and query for the course type name the student is being transferred. Highlight the course type and click Ok.
6. In the Quantity field change the quantity to1.
7. If no administration fee is being charged proceed to the next step. If an administration fee is being charged complete the following:
   1. Press Ctrl+B to copy the line item.
   2. In the Product field type Admin and press the tab button. The administration fee will appear.
   3. If GST calculates remove the GST amount and click the Reprice button.
8. Scroll down to the Payment Lines section.
   

   

   Payment Lines View
9. If the student is receiving a refund proceed to the next step, otherwise, click the New button. The transaction amount will automatically generate. Select the correct Payment Method and Payment Type from the drop down list in each field.
10. If the student is receiving a refund, select Refund from the Payment Status drop down menu and select Refund from the Transaction Type drop down menu. (Note: A refund payment will be displayed in brackets ex. (25.00))
11. Scroll back up to the Registration section.
12. On the pending registration, change the status to Confirmed and change the Status Change Date to today's date. Update the Expiry Date.
13. Save the record (Ctrl+S).
14. Click on the order number hyperlink to go to the order screen.
15. Click the Reports icon and select Student Receipt - Training Confirmation.

Posted Sales Order

If the sales order status is Posted follow these steps. If the sales order status is Open refer to the open process above.

1. On the pending registration, change the student's status to Confirmed and change the Status Change Date to today's day. Update the Expiry Date.
   

   

   Status Change
2. Highlight the registration number and Ctrl+C to copy the registration number into the order screen.
3. Click the Orders screen tab.
4. Click the New button to create a new order.
   

   

   Sales Order
5. In the Last Name field select the pick applet to query the student's name. Highlight the student's name and click Ok.
6. In the Price List field select the correct price list.
7. Click on the order number blue hyperlink.
8. In the Line Detail view tab click the New button.
   

   

   Line Detail View
9. In the Product field click the pick applet and query for the course name of the original class the student was registered. Highlight the course name and click Ok.
10. In the Quantity field enter the quantity as -1.
11. In the Registration Number field press Ctrl+V to paste the registration number previously copied.
12. In the comments field enter comments regarding the transfer.
13. Press Ctrl+B to copy the line item.
14. In the Product field query for the course type the student is being transferred. Highlight the course type and click Ok.
15. In the Quantity field change the quantity to 1.
16. If no administration fee is being charged proceed to the next step. If an administration fee is being charged complete the following:
    1. Press Ctrl+B to copy the line item.
    2. In the Product field type Admin and press the tab button. The administration fee will appear.
    3. If GST calculates remove the GST amount and click the Reprice button.
17. Click the Payments view tab.
    

    

    Payment Lines View
18. If the student is receiving a refund proceed to the next step. Click the New button. The transaction amount will automatically generate. Select the correct Payment Method and Payment Type from the drop down list in each field.
19. If the student is receiving a refund, select Refund from the Payment Status drop down menu and select Refund from the Transaction Type drop down menu. (Note: A refund payment will be displayed in brackets ex. (25.00))
20. Save the record (Ctrl+S).
21. Click the Reports icon and print the Student Receipt - Training Confirmation.

Transferring Bill-To Accounts

Registrations that are to be billed do not have orders attached therefore; the class revenue is not transferred. An order for a bill-to account is not created until after the class has taken place. If a student needs to transfer into another class refer to the steps below.

1. Click on the Classes screen tab.
   

   

   Transfer
2. Perform a query by clicking the Query button and search for the class the student is currently registered.
3. Click the Class # hyperlink.
4. Click the Current Registrations view tab.
   

   

   Registrations View
5. Select the student registration record to be transferred.
6. Change the status of the registration from pending to Withdrawn.
7. Complete the Comments field by entering Transferred to Class #_______.
8. Change the Status Change Date to today's date.
9. In the Classes screen tab query for the class the student wants to transfer.
10. Create a New Registration.
11. In the Comments field of the Pending registration type Transferred from Class #_____. Charge $_____ Admin Fee.
12. Change the Status Change Date to today's date.
13. When the class is complete create the order for the bill-to-account. Ensure the bill-to-account is charged for the Administration Fee.
14. Print the Account Order report.

Transferring from the Contacts Screen

1. Click the Contacts screen tab.
   

   

   Contacts Screen View
2. Choose All Contacts from the drop down box.
3. Query for the student's name using the last name and first name fields.
4. Highlight the correct contact record.
5. Click the last name blue hyperlink.
6. Scroll down to the Registrations section.
7. In the registration the student is transferring from, go to the New Class Number field and enter the new class number the student is transferring. The class number can also be queried using the pick applet in the New Class Number field.
8. Click the Transfer button. This will automatically transfer the student into the new class. (Note: When a student is transferred from a posted sales order, a pick applet will appear. Click the close button. If the page needs to be refreshed click the back arrow to exit the page and then click the forward arrow to reenter the page.)
9. The order from the original class and the payment information transfers over to the new class. No order is left for the student on the old class.
10. Depending on the type of transfer an order may need to be created. For further information to complete the transfer see the different sections above.

Attachments

None