This article shows Users how to manage and assign Students with Courses in the software.
The Courses section of a Students profile shows Users which Courses have been assigned to the Student and the remaining booking credits the Student has for each Course. There are a number of actions Users can make on a Course that has already been assigned to the Student's profile as follows:
- Add an installment
- Repurchase this Course
- Refund this Course
- Adjust the credit balance of this Course
- Pause the Course (only useful if Course is a repeating course and is assigned by the system automatically every x weeks / months for a specific duration)
- Expand (to view credit balances for this Course)
Users can view Course which have been assigned to a Student on this page. On this page Users can filter information shown by COURSE and POS (Point of Sale).
The screen shot below shows the EXPAND button has been selected.
Users are able to see the following details
The date that the Course was assigned to the Student.
The date that the Course is valid from and Course credits can be used.
The date that the Course and the credits included within it must be used by before they expire and are taken back into the system and removed from the Students profile.
The default price of the Course.
The price the Student paid for the Course.
The discount price the Student paid for the Course.
The number of remaining credits unused by the Student for credits assigned to this Course.
The amount unpaid for this Course.
The Client Service Package ID for this Course. This field is automatically created by the software and links the Student to the Course that has been assigned to them.
The Modules that have been included in this Course and assigned to the Student.
The number of specific Module credits assigned to the Student in this Course.
The number of specific Module credits used by the Student in this Course.
A Course can be configured so that it enables Students to have different Modules associated to the Course and to have a limit on the total number of Credits they can use within any specific Course.
If YES is shown, then this Course has a limit on the total number of Credits that can be used for a specific Module within this Course.
If NO is shown, then this Course does not have a limit on the total number Credits that can be used within this Course by the Student.
Users can view POS (Point of Sale) items that have been assigned to the Students profile. Here they can see the following:
A date range filter so that Users can filter the page within a date range.
The transaction posted date. This may be different from the payment date. Posted date is the date the transaction was added to the system
The Payment date. This is different from the posted date, Payment date can be a different date than posted date.
The title of the Product assigned to the Student.
The Location where the sale was conducted.
The standard price for the Product.
The sum of Discounts assigned to this Product.
The sum of Item Price - Discounts applied.
A link to Refund the transaction.
ADDING A POS ITEM
Users can assign POS (Point of Sale) items to a Students profile by selecting the "+" button, a form will load as shown below.
Users will see the following sections:
Users will pick a Location that the sale should be associated to.
CHOOSE POINT OF SALE
Users should select a Product that the Student wants to purchase.
Users should enter a cost for the Product if it does not auto fill.
Users can select from the following Discount types:
If Users select CHOICE, the form will change to show a drop down selector that pulls in pre created Discounts that this User has created to use. Users have to select the Choice item and then select the ADD DISCOUNT button to apply it to the transaction.
If Users select CUSTOM, the form will change to show the following options:
If Users select VALUE, they can enter a value that can be applied as the Discount. Once the value has been entered, Users should select the ADD DISCOUNT button.
If Users select %, they can enter a % that can be applied as the Discount. Once the value has been entered, Users should select the ADD DISCOUNT button.
It is possible to have multiple Discounts applied to a transaction not just limited to one Discount type.
Once all Discounts have been applied to the Product, they are shown in the summary section on bottom of the form.
Once the form has been completed Users should select ADD TO CART. The page will take Users back to the POS overview page and a new link to CHECKOUT will be shown.
Users are able to continue assigning other POS or Courses to the Student before going to Checkout. When Users select the CHECKOUT button, they will see the Checkout form load as follows:
Users should fill in the form as required and then select CHOOSE A PAYMENT METHOD. When this is selected Users will be able to select from the configured Payment options that have been set up by the System Administrator.
If Users select the PAY BY CARD option, they will see the Stripe.com payment flow where they should enter the Users details as follows:
- Card details
Once all the details have been correctly added the details will be verified by Stripe.com. If the payment is successful Users will Successful Purchase screen. If there were any errors with the Payment processing, Users will see these outlined on the form.
Once a Credit Card has successfully been associated to a Students profile, Users will see an additional option on the Checkout form to show PAY WITH STORED CARD. This option only shows if the Student has a Credit Card stored on their profile.
Please note that Fisikal does not store the actual Credit Card details. Stripe.com store all Credit Card details and pass an encrypted token to Fisikal which is stored on a Students profile.
If Users select to the PAY OFFLINE option, they will immediately see the Success Purchase screen as shown below. This option enables Users to take other forms of payment outside of the software and the payment is simply logged in the software by the User.
Once the payment has been successfully assigned in the system, Users should select the CLOSE button on the top right of the form and continue using the software as they need.
REFUNDING A POS ITEM
Users can Refund an assigned POS (Point of Sale) items to a Students profile by navigating to the POS overview screen and selecting REFUND on the POS item. Users will be presented with a form as shown below:
Users will see the following sections on the form:
REFUNDING "POS ITEM TITILE" PURCHASE
Users will see the title of the POS item being refunded.
Users will see the full price of the POS item which can be refunded. Users can choose to Refund a different amount by adding that in the REFUND AMOUNT section.
Users can enter a date that the Refund took place at. This information is logged in transactions and associated reports.
Users can enter a Location that the Refund took place at. This information is logged in transactions and associated reports.
Users can enter a Payment Method to assign to the Refund. This information is logged in transactions and associated reports.
Users can enter a Payment Reference to associate to the Refund. This information is logged in transactions and associated reports.
Users can enter a Note to associate to the Refund. This information is logged in transactions and associated reports.
Users can complete the Refund by selecting the REFUND button or they can select the CANCEL button to stop the cancellation.
Once the Refund has been completed, the POS item will be removed from the Overview. All details of the transaction are shown on the PAYMENTS > MONEY section as shown below:
ASSIGNING A COURSE
Users can assign a Course to a Student by navigating to the Students Profile > Courses and by selecting the "+" button and select the Course you wish to assign to the Student. You will see the following form.
Users should select the Course from the drop down menu and the form will load to show the selected Course and the default price for this Course or the Custom price if this Student has been associated to a Custom Pricing for this Course (directly as an individual Student or through Student Groups).
Users should select if the Payment should be made in FULL or if only a DEPOSIT is taken at this point. The screen below shows a FULL payment:
If a DEPOSIT should be taken, Users will need to enter the Deposit amount and also how many Instalments the remaining balance should be taken over as shown below:
Users can choose a START DATE and also if they want to apply a DISCOUNT. There are 2 types of Discounts available, CHOICE (pre configured Discounts managed by Users in SETTINGS > DISCOUNTS) and CUSTOM (free text discount field where users can amount(s) or 10%(s) to be assigned). It is possible to assign multiple discounts to the Course as required. Discount amounts are shown in the payment summary section at the bottom of the form.
When the User selects ADD TO CART the screen will refresh and they will see a CHECKOUT link shown on the left side of the page as shown below. At this stage the Course has only been added to a CHECKOUT and payment has not yet been taken / assigned.
Once Users select the CHECKOUT link, they will see the Checkout form where they can select how the Course will be paid.
On this form Users can associate a Start Date, select the correct Payment Method, add a Payment reference and also add the quantity of Courses to be assigned to this Student (Education Organisations only usually assign 1). Users can enter a Note and should select CHOOSE A PAYMENT METHOD.
If STRIPE.COM or PAYPAL payment platforms have been configured, they will show in the menu when CHOOSE A PAYMENT METHOD is selected, or they will just see PAY OFFLINE (which means that the payment is processed outside of Fisikal).
If Stripe is configured for the Education Organisation, Users are able to enter and store a Student's Credit Card on their profile. This makes it very easy in the future to take payments for Instalments and other Courses / Products and charge the Student's Credit Card without having to have it present each time.
Once the payment method has been selected and the payment has been successfully transacted, Users will see instructions to close the cart as the Course has successfully been assigned
Once the Course has successfully been assigned to the Students profile, Users will see details of the assigned Course as shown below.
Please note that the action of assigning the Course to the Student does not automatically add the Student into a Scheduled date for the Course. Once the Course has been successfully assigned to the Student, Users should add the Student to a Group which has been set up for the Course (to facilitate learning material delivery and ease of assigning them to Course dates on the Schedule) and then add them onto Scheduled dates that the Course has been created to run on.
ADDING AN INSTALMENT
If a Student has been assigned a Course and has only paid a Deposit, the Student will have an outstanding balance for this Course. Education Organisations usually set up a Direct Debit directly with this Student or take a manual Credit Card payment and use Fisikal to enter the payment data manually once the funds have arrived in their bank accounts.
To add an Installment, Users should select the "Add Installment" button. They will see the following form where they can enter a Installment amount. Users will also see details of previous Installment payments and a remaining outstanding balance.
Users can set the Payment date, Payment method and can enter a Payment reference and note as shown below.
Once the User has selected LOG the Installment will be added to the course. Users can view the recent Instalment payment in the PAYMENTS > MONEY section of the Students profile.
Note, it is always possible to make an overpayment on an Instalment which will then readjust the balance remaining. If Users want to pay off the balance in one go, the remaining instalments will go to 0.