Entering Customers For Restricted Events
For events restricted to selected customers, use the Customers for Restricted Event window to select the valid customers.
You can price this type of restricted event per student or per customer:
- If the event is priced per student or has no charge, you select valid customers in the Customers for Restricted Events window, then you enter enrollments for these customers in the Enrollment Detail window.
- If the event is priced per customer, you select valid customers in the Customers for Restricted Events window and you also use this window to enter enrollment information (such as contacts and pricing).
These enrollments are anonymous; that is, they do not mention student names. If you want to keep your student enrollment records up-to-date, you can also enter enrollments naming particular students in the Enrollment Detail window.
Maintaining Student Enrollments for Customer-Based Events
You block-book the number of places a customer requires for a customer-based event. These enrollments are anonymous; that is, they do not mention student names. If you want to maintain student enrollment records for the event, you later enter the individual enrollments using the Enrollment Detail window.
If the event's price basis is Customer-based, you must charge for the block-booking using the Customers for Restricted Event window--you cannot charge for these individual student enrollments in the Enrollment Detail window.
Changing an Enrollment Price
Your system administrator may have used financial security to enable users of a certain responsibility to update and delete the following prices:
If there is no financial security in your enterprise, all users can update and delete prices.
See: How Does Financials Security Work.
Enrolling Customers on Secure Customer-Based Events
If Oracle Human Resources is implemented at your site, some customer-based events may be secured. This means you can only enter and update enrollments on these events if you are assigned to the organization that is administering the event.
See: How Does Organization Security Work?.
To enter customers for restricted events priced per student or no charge:
2. Select the event in the Customers for Restricted Event window.
3. Select one or more customers for this event, and save your work.
Performing the Next Step:
To enter customers and enrollments for restricted events priced per customer:
2. Select the event in the Customers for Restricted Event window.
3. Select one or more customers for this event.
4. Enter the number of places each customer requires.
5. Select a contact for the enrollments, and enter the enrollment status. You can also select the source of the enrollment.
Entering Financial Information
6. Select an existing finance header in the Invoice field. The customer on the finance header does not need to be the same as the customer for whom the students work.
Select a Standard or Prepayment header if you want to issue an invoice to the customer. Select a Prepurchase Use header if you want to deduct the cost of the enrollment from a prepurchased amount.
Note: If you want to use a discount agreement, you must enter the same customer to invoice as the customer you entered in the Customer field.
Creating a Finance Header
7. Choose the Finance button if you have not yet created a finance header for this customer.
8. Create the finance header.
9. Choose the Use Header button (in the Enrollment Detail window) to use your new header for this enrollment.
Using Discount or Prepurchase Agreements
10. Select either Discount or Prepurchase if you want to apply an enrollment agreement to this enrollment.
11. Select the name of the agreement. The amount displayed in the Invoiced field is automatically discounted.
The Standard pricing field displays the price, from the default price list, appropriate to the number of places you entered. Depending on your responsibility, you may be able to select a price from a different price list, or enter a new price. See: Selected Fields (over the page).
12. Override the price displayed in the Invoiced field, if required. (This step may depend on your responsibility). This is the amount that the customer will be charged on a finance line.
Performing the Next Step:
Selected Fields
Source: Use this field to help track the effectiveness of publicity or agency relationships. Add values using the QuickCode Type BOOKING_SOURCE.
Standard: This Pricing field displays one of two values:
- If you selected an enrollment agreement that is based on a price list, this field display the price of the activity on the price list, for the number of places entered. You cannot update it.
- Otherwise, the Standard field displays the price of the activity on the default price list, for the number of places entered. Depending on your responsibility, you may be able to select a price from a different price list, or enter a new price.
Units: If you selected a prepurchase agreement defined in training units, this field displays the number of training units deducted from the balance of the prepurchase agreement for this enrollment.
Invoiced: Displays the standard price, reduced by a discount if you selected an enrollment agreement that incorporates a discount. Depending on your responsibility, you may be able to enter a different amount. This is the amount that appears on the finance line for the enrollment.
