Partial Invoicing - Instalments (Making Changes)
The Partial Invoice button is for use in two scenarios:
To invoice ONLY for a deposit and not the whole Enrolment. For more information on this, please see this article.
To invoice ONLY for an “instalment” of the Enrolment.
NOTE: The Partial Invoice button should not be used for any other purposes. The main Invoice button will deal with all other cases.
This article outlines the steps required to make changes to Enrolments when using the Pay by Instalments feature for instalments.
Case 1 - A student starts after the course start or instalment during a particular instalment period.
Create the Enrolment as normal and add the booking.
Select the appropriate Instalment Type in the Booking that the student requires for the portion of the course they are studying.
Enter the Booking Start Date as the actual date the student will start the course.
The system will return the instalments that cover that period - if the booking falls at least one day in an instalment period, they will be charged the full price for that period.
Example 1: for a main course running from September to June:
Student chooses 3 termly instalments, but starts in November, two months after the main course has started.
The student will be charged all three termly instalments as their bookings falls within all three of the periods.
Example 2: for a main course running from September to June:
Student chooses 9 monthly instalments, but starts in December, three months after the main course has started.
The student will be charged the remaining seven monthly instalments as their bookings falls within the remaining seven periods. The first two periods are not displayed.
It is possible to manually amend the price of the first instalment if you require to charge the student a lower amount for any portion of the period missed.
Please see this article for further details on manually editing prices.
NOTE - if the Enrolment is repriced for any reason in future (further change of bookings, dates, options etc), then this manual amendment will be cleared and will need to be re-entered.
Invoice the instalments as usual.
Case 2 - A student finishes the course before the course end but has already paid some of the instalments.
Go to the Enrolment, edit the Booking and change the End Date to the date the student will be finishing their studies.
As above, if the booking falls at least one day in an instalment period, they will be charged the full price for that period. Any other periods will be ignored.
Example 1: student originally booked the full course duration, and paid for the first two instalments:
Student subsequently ends their course early (in April).
Go into the Booking, change the end date.
The remaining unposted instalments are no longer displayed.
The final instalment amount can be manually edited if required.
NOTE - it’s fine to ignore the new unposted CreSale and Sale lines for the instalments already paid.
Go ahead and invoice the remaining instalments as normal:
If the student has already paid for the instalment in advance and cancels early, post the CreSale line for that instalment to create a Credit Note. This can then be used to process a refund for the student.
Case 3 - A student would like to change the way they pay for the course, i.e. switch instalment type for example from termly to monthly.
Edit the booking to change the end date to the last date in the instalment period before the change is to take place.
Add a new booking for the same course with the start date as the date of the subsequent enrolment to the end of the course with the new payment option.
As above, if the booking falls at least one day in an instalment period, they will be charged the full price for that period.
Manually amend the price of any instalments as required, and invoice the remaining instalments as usual.
NOTE - cancelling any booking that has already been delivered will delete all placements and attendance data. This cannot be recovered.
Example 1: student books course originally with 9 monthly instalments, then wants to change to termly instalments from 01/12:
