Enterprise by HansaWorld€¦ · table of contents introduction to the course booking module.....3 workflow .....4

December 2014Version 7.2, Mac OS

Enterprise by HansaWorldCourse Booking

TABLE OF CONTENTSINTRODUCTION TO THE COURSE BOOKING MODULE.....................................................3WORKFLOW ............................................................................................................................4COURSE BOOKING SETTINGS..............................................................................................5

Countries..........................................................................................................................................5Course Types...................................................................................................................................5Days and Months.............................................................................................................................5E-Learning URL Cache....................................................................................................................5Prices...............................................................................................................................................5SMS Reminders...............................................................................................................................6

ITEMS REGISTER....................................................................................................................7CLASSROOMS REGISTER.....................................................................................................8

Entering a New Classroom .............................................................................................................8Classroom..................................................................................................................................................................... 8Contact Tab................................................................................................................................................................... 9Class Tab....................................................................................................................................................................... 9Bank Tab..................................................................................................................................................................... 10Comment Tab.............................................................................................................................................................. 11

COURSES REGISTER ..........................................................................................................12Creating a New Course.................................................................................................................12

COURSE EVENTS.................................................................................................................14Course Events: Browse Window...................................................................................................14Entering a New Course Event.......................................................................................................14

Invoicing Tab............................................................................................................................................................... 17Participants Tab Flip A................................................................................................................................................ 18Participants Tab Flip B ............................................................................................................................................... 19Participants Tab Flip C................................................................................................................................................ 19Classroom Tab............................................................................................................................................................ 20Object Tab................................................................................................................................................................... 20Confirmation Tab......................................................................................................................................................... 21Show Participant......................................................................................................................................................... 21Participants List .......................................................................................................................................................... 21Currency...................................................................................................................................................................... 22Operations Menu........................................................................................................................................................ 22

UNIVERSITY TEST REGISTER .............................................................................................23Entering a New Test.......................................................................................................................23

University Test Flip A................................................................................................................................................... 24University Test Flip B................................................................................................................................................... 24

University test Answers .................................................................................................................25New Test Answer Sheet.................................................................................................................25

COURSE BOOKING REPORTS............................................................................................26Course Booking Status..................................................................................................................26Course Events Journal..................................................................................................................26Invoiceable Course Events............................................................................................................27Participants List..............................................................................................................................28Test Results....................................................................................................................................28

MAINTENANCES FOR THE COURSE BOOKING MODULE................................................29Create Invoices From Courses......................................................................................................29

WEB INTEGRATION..............................................................................................................30University settings..........................................................................................................................30Web Structure................................................................................................................................31Course Event.................................................................................................................................31

Enterprise by HansaWorld – Course Booking page 1/34

REGISTERING AND INVOICING ONLINE.............................................................................32How to Sign Up for Classroom Trainings Online .........................................................................32

Invoicing Online ......................................................................................................................................................... 32

EXERCISES............................................................................................................................33APPENDIX .............................................................................................................................34

Terminology Between Different Versions of English Language....................................................34


INTRODUCTION TO THE COURSE BOOKING MODULE

This document should be used by the person responsible for planning end-user education or seminars within your company. By using the Course booking module, your organisation will have an easy and efficient way of planning courses, distributing education material, receiving applications from participants and finding the correct courses easily.

The Course Booking module can also be integrated with your web site. If your company has offices in different countries, every office will have the possibility to select a number of courses to be displayed on that countries web page. If a country plans to run a certain course, interested participants can apply for the course directly on the web.


WORKFLOW

Enterprise's Course booking module gives you a quick and easy method for scheduling new courses, as well as conferences, webinars or seminars, with the possibility of applying for these courses online.

The workflow for course the booking module is as follows:

• Start with creating new items in the [Items] register,

• Then move on to setting up Classrooms in the [Classroom] register

• Followed by adding new courses to the [Courses] register.

• Once these pieces of information are in place you can easily create and update the [Course events] register.

Course events are the list of all possible courses and conferences you will be holding, including all the specific details.


COURSE BOOKING SETTINGS

Countries

Setup different countries which you would like to have site pages for. The countries setting can also be accessed from the System module.

Course Types

Course types can be used to easily differentiate between types of courses from the course browse window.

Code: Enter a code from which the course type can be identified.

Comment: Add a comment describing the course type.

Language: Add a language from the predefined languages to display the text in a different language.

Text: Add text to be displayed if the language is chosen.

Days and Months

The days and months setting can also be accessed from the System module's settings.

E-Learning URL Cache

This setting is setup by a programmer/consultant. This setting forms part of the web shop setup.

Prices

Use this setting to create different prices connected to a price list. Price lists can be assigned to customers on their contact card in the CRM module.

To define a new price, click [New].


Item: Use the Paste/Special function to select the item from the items register.

Price List: Use the Paste/Special function to select a price list defined in the pricing module, or create a new price list by clicking on [new].

Comment: This field will show the item description from the item selected in the item field.

Price: Add the new price for the item selected.

Sales A/C: If the invoice needs to post to a certain account in the NL, specify the account here.

Customer: If the price list applies to a specific customer, add their customer number here, or paste/special to select the customer from a predefined list of customers.

Cost Price: Add a new cost price relating to this item.

BuyBack Accr. A/C: If your company uses buy backs, enter the account to which the BuyBack should post here.

SMS Reminders

SMS reminders can be setup to send to each participant. For this functionality to work, you need to have the Business Alerts module active.

Reminder Text: Use the Paste/Special function to select standard text setup in the CRM module or click [New] from the Paste/Special window to define a new standard text.

Reminder Time: Add a time that the reminder should be sent.

Days Before Event: Add a number of days before the event when the reminder should be sent.

Send SMS Reminder: Tick this box if you have the Business Alerts module and you would like the system to send SMS reminders to each participant.


ITEMS REGISTER

The first step is to create new item for each course. Item card defines the base price, unit and objects for each course. The information from the item card will be automatically transferred to other registers in the Course booking module.

No. A serial number will be automatically created for the item

Group: Here you can define to which group of items this particular item belongs to. Use [CMD + Enter] to open the group list.

Description: Insert the name of the product here.

Item Type: Choose the item type from the following options: Plain, Inventory Item, Structured Item and Service.

Unit: Choose a unit with [CMD + Enter].

Base Price: Insert base price for the item

Base Price Change: This field will be automatically filled in whenever the base price has been changed.

Price Factor: Price can be inserted here.

Markup %: Markup percentages can be inserted here

Bonus %: Bonus percentages can be inserted here

Objects: Objects can be set for each course. The objects will then be automatically transferred to the invoices creates from the course events. Reporting on courses will be easier with objects.

Code: Classifications can be inserted here.

Accounts, VAT codes and other general settings can be easily inserted for an item group so that it will apply to all items belonging to that group.

This training material will only cover the basics of the item card, it will not go in to detail on how to set up item groups or items. More information about creating items and item groups is available on HansaWorld's Logistics Training.


CLASSROOMS REGISTER

Entering a New Classroom

Classrooms are used to specify the locations where the courses and seminars will be held. Additional information regarding the venue, as well as its capacity and equipment available, can also be stored in this register.

Classroom

To create a new classroom, open the [Classrooms] register in the Master Control panel and then click [New]. From the “Resource: New” window you can now start to enter information regarding the classroom.

Code: Enter a code by which the classroom can be identified.

Name: Specify a name for the classroom.

Status: Use the Paste/Special function to choose a status for the classroom. New options can be created by entering CMD + Enter and clicking on [New]. Enter [Code] and [Comment], then click on [Save].

Type: Use the Paste/Special function to choose one of the predefined types from the list. To setup a new type, Enter [Cmd+ enter] in this field, and click [New].


Contact Tab

Name: Add the name for the primary contact person at the venue. This is the person who you will contact if you would like to make a booking.

Number: Add the primary contact persons telephone number.

Spec: Add additional information for the venue or person.

Max Person: The maximum number of people that the venue can accommodate. When a number for the maximum attendees has been entered into this field, the information will be automatically forwarded to the course event, making sure that a course won't be overbooked.

Class Tab

Res. Class: If different classifications for resources have been previously setup, you can choose one here.

Resource classifications can be setup from within this field by clicking [CMD + Enter} and then [New].

Job Group: allows the course organiser to divide employees into groups by their job tasks. Members of a Job Group can give their own personal short codes to the Items that represent their work. This is useful if you have several thousand records in your Item register, of which only two or three represent work likely to be carried out by members of this Job Group.

Location: This indicates the location of the venue. Locations can be chosen from the predefined list by clicking [CMD +


Enter] or setup from clicking [CMD + Enter] and [new].

Area Code: Enter the area code for the location of the venue.

Bank Tab

This tab is used to store information regarding the bank details for the venue.

Bank Name: Choose a bank from the predefined list by clicking [CMD + Enter]. The details for each bank can be stored in this setting, which can be setup in the Purchase ledger module settings.

Bank A/C: Enter the venues bank account number into which the deposit or rental amount should be paid.

Std. Letter: Choose a standard letter from the predefined list by clicking [CMD + Enter]. Standard letters are setup in the CRM module's register [Standard letters] and can be used as templates for sending out information regarding the venue or event.


Comment Tab

Comment: Add general comments to remember when using this venue.

Address: Add the address of the venue.

Phone: Add the phone number.

Fax: Add the fax number.

Email: Add an email address for the venue where general queries can be sent.

WWW: Enter the venue's website address here.

Equipment: Enter general information regarding the equipment available at the venue.


COURSES REGISTER

Creating a New Course

To create a new course, navigate to the course booking module in the Modules menu. Then click [courses] in the Master Control panel. When the 'Courses: Browse' window appears, click [New]. Once all the necessary information has been entered, click [Save] to save the record. Courses will provide the basic details of what the course will be about.

Code: Enter a code by which the course will be identified.

Name: Specify a name for the course.

Type: This field is used to differentiate between different types of courses. It could also refer to a seminar, conference or a webinar. You can choose a type from the items previously setup in the course type setting.

Item: Use Paste-Special to choose the course item


Length(Days): This is the time required to present the course or seminar. This length will be used to determine the end date on a course event once a start date has been entered.

Act. Type: Use Paste/Special to choose an activity type. This activity type will be pulled through to the course event when the course is selected from the past special menu.

The activity type can then be used to create an activity using the Paste-Special from the operations menu.

An activity will be created in the person's calendar who is listed as the trainer on the object tile of the course event.

The activity will include the time listed on the course as the start and end time of the calendar activity.

Responsible: This field is used to show who is responsible for the course or seminar. The person entered here will also pull through as the default person when a course event is created.

Description: Enter a description for the course, webinar or seminar here.

Language: The language field in the matrix of this record will determine the information to be displayed on the website when your courses are listed. If your website has different languages to cater for different countries, the information will be displayed here.

Name: The name you would like to be displayed when a different language is chosen on your website.

Length: The time period of the course, displayed in different languages.

Closed: Tick this box if the course/seminar/webinar is no longer offered. When ticking the closed tick box, the course will not be displayed as a course event when you use the Paste/Special function to select your courses.


COURSE EVENTS

Course Events: Browse Window

Once your courses and classrooms have been setup, you can move over to creating and scheduling upcoming courses. This register will contain all the information regarding completed and upcoming courses. Upcoming Courses entered in this register will be displayed on your website automatically, if this has been setup.

The browse window gives you an overview of completed courses and is a quick method for searching upcoming courses. The status column can also be used for an easy overview of which courses are open, finished, and which have been cancelled.

Entering a New Course Event

To create a new course event, navigate to the Course booking module using the Modules menu. Then click [Course events] in the Master Control panel. When the 'Course Events: Browse' window appears, click [New]. Once entered, click [Save] to save the record.


Number: A sequential number will be added to the course event, starting from 1.

Course: Choose a course from the list of predefined courses, setup in the Courses register.

Name: When a course has been selected, the name entered in the course register for that particular course will be pulled through.

Type: This field will be filled in with the information added to the course, in the course register.

Start Date: Enter the date that the course will start.

End Date: This field will be filled in automatically, depending on the length of the course entered in the course register. This field can also be overwritten manually.

Start Time: Enter the time that the course will start.

End Time: Enter the time that the course will end.

Conf. Date: Enter a confirmation date by when to contact the participants and give final confirmation that the course will be held.

No Bookings after: Enter a date after which no additional bookings can be made for the course. From this date until the date of the course, the website will display the message “sold out” if the Course Booking module is connected to your website.

Max Participants: If a classroom is selected in the classroom field, the information will already be available. If not, you can enter the maximum number of participants manually.

Min Participants: Enter a minimum number of participants in order for the course to be held.

Act. Type: This field will contain information listed on the course in the course register. This can be overwritten by selecting [CMD + Enter] and choosing an activity type from the predefined list in CRM settings, activity types.

This activity type will be entered into the activity when an activity is created from the [Operations] menu in the course event inspect window.

Status: Choose a status from the radio buttons on the Course event: inspect window. Each status will display a different numerical figure in the Course event: Browse window.

Open = 0, Finished = 1, Cancelled = 2.

This assists in giving an easy overview from the Browse window as to which courses will go ahead as planned, which are completed, and which have been cancelled.

Responsibility: Enter the name of the person who is responsible for setting up the course/seminar here. An e-mail will


be automatically sent to the responsible person when somebody signs up for the course online.

Project: A course or a seminar can be assigned to a project.


Invoicing Tab

Item: This field will contain the item selected in the Course register for the specified course. The item can also be manually overwritten by entering [CMD + Enter] in this field and choosing an item from the predefined list.

Price List: A price list can be selected from the predefined price list setup in the Pricing module, if a specific price list pertains to this course. An example can be seasonal discounts for courses offered during a certain period or season.

Discount: Add a discount for all participants of this course event. The percentage entered will reduce the price that the participants need to pay. The percentage discount entered will be entered in the discount column of the invoice, if the invoice is raised from the Course booking module.

Price: This field indicates the price per participant.

Number: This field shows the amount of participants registered to attend the course. The field finds the information from the matrix on the participants tab to calculate this amount.

Sum: This field calculates the total amount to be paid by the participants for the course/seminar. This will also included calculations from the discount field.

Invoiced: This field will display the amount which has been invoiced for the course.

Last Invoiced: This field indicates the last date on which the maintenance function [Create invoices from courses], or the “Create invoice from the [Operations]“ was used.


Participants Tab Flip A

Participant: Use the Paste/Special function to choose a contact from the Contacts register. If the contact has not already been registered, create a new contact card for the participant by clicking on the [New] button. When participants register on the website a new contact card will be automatically created for them.

Name: The name of the participant attending the course/seminar will be pulled through from the chosen contact code.

Item: Enter the items you would like to list on the invoice. If an item is listed in the matrix field, it will override the item entered on the status tile.

Price List: Price lists can be assigned to customers on their contact cards. If a price list has been assigned to a customer, and this customer is attending the course, then the price list will be pulled through to the course event. If a price list has not been assigned, you can Paste/Special to select a price list from the predefined list.

Discount: Add a discount percentage per customer (per row). The percentage entered will reduce the price the participant needs to pay. The percentage discount entered will be entered in the discount column of the invoice, if the invoice is raised from the course booking module.

Price: The price to attend the course/seminar

Invoice: If the participant's invoice is raised from the course booking module, the invoice number will be filled in here. If the invoice is created manually, the invoice number should be entered in this field. Once the number is entered, it can be viewed by using the shortcut [cmd+shift+v]

If this fields contains an invoice number, no new invoices will be created for that row when using the Create Invoices from Course events routine, or when selecting Create invoice from the course event.


Participants Tab Flip B

Notify Date: If any notifications are to be sent to the participants, add the date here.

Conf. Date: If confirmation is to be sent, add the date here.

Booking Date: Lists the date on which the participant booked for the course, either from your website or the date when the participant was manually booked.

Cancel Date: If the course is cancelled, enter the date when confirmation of cancellation should be sent.

Participants Tab Flip C


Reference: If the participant was referred by another contact, enter that information here.

Project: If the participant's training is assigned to a project you can enter the information here.

Source: Displays how the participant was entered. If a participant booked through the website it will display [web] in the source field. If entered manually, the field will remain blank.

Status: Use the Paste/Special function to choose a status from the predefined list for each participant.

Paying: The customer will pay for the course/seminar and the amount listed on the Invoice tab will be added to the Sum field on the status tile.

Cancelled: Choose this option if the participant cancelled their booking.

Non Paying: Choose this option if it was agreed that the participant will not be paying to attend. If this option is selected, no invoice will be created for this participant if the maintenance routine to create invoices is run.

Stand By: Select this option if the course is fully booked but you have participants who would like to attend if another participant cancelled.

Preliminary Booked: Use this option if a participant is interested in attending but has not sent their final confirmation.

Classroom Tab

Classroom: Use the Paste/Special function to select a predefined classroom from the list of Resources. Resources can also be setup by entering [CMD + Enter] then [New] and once all details are captured [save]

Object Tab

Object: Use the Paste/Special function to select an object from the predefined list of objects setup in the Nominal Ledger module.

Trainer: Use the Paste/Special function to select a person from the predefined list of persons setup in the system


module. Once a person has been selected any activities created from the course event's [Operations] will be automatically assigned to that person.

Country: Use the Paste/Special function to select a country from the predefined list of countries.

Language: Use the Paste/Special function to select a language from the predefined list of languages.

Confirmation Tab

Info 1: Enter additional information for the course event/seminar in this field.

Info 2: Enter additional information for the course event/seminar in this field.

Show Participant

Click on the contacts number in the participants column to highlight the number. After the number is highlighted, click on the [Show participant] option and the participants contact card from the contacts register will be displayed.

Participants List

A list of all participants attending the course can be run from the Course event inspect window by clicking on the [Participant List] button. Participant list can be also accessed via the [Operations] button.

Click on the [Participant List] button to show the report for participants who will be attending the course. There is a drill down option for both the name and customer column to navigate to the contact card or customer card. Additional information displayed is the customers Address, phone number and email address, as entered on their contact card.


Currency

A currency can be set for each course event by using [CMD + Enter] and choosing a currency from the list.

Operations Menu

Show Participants: This option executes the same report as listed above under [Show Participant].

Create Activity: This option will create an activity for the individual who will be doing the training, in their personal calendar. The time specified on the course event, as well as the activity type on the course event, will be automatically inserted in the activity. The activity will be created for the days listed on the course event, with the times specified.

Create Invoice: This option is a shortcut for the Maintenance [Create invoices from course]. When this option is selected, an invoice will be raised for each participant who does not have an invoice number listed in the invoice column, on the course event inspect window.

Create Email: This option is used to send out an email to all the participants listed for the course. A form can be allocated to this email. To specify which form to be used, click on [Documents] and highlight Course events, click on the [Operations] menu, and [Define document]. From here a form can be used which will be sent out in the email.

Create Customer Letter: This option is used to send out a customer letter to all the participants listed for the course. A mailing list will be automatically be created with the code referring to the course. A standard letter can be chosen for the customer letter in the [Std letter] field. HTML form is also available.


UNIVERSITY TEST REGISTER

University Tests are used to test the participants knowledge of courses attended. A certification program can also be established, whereby specified tests need to be passed to obtain a certain status. All university tests are multiple choice tests for which up to six different answers can be made available.

Entering a New Test

To define a new University Test, first ensure you are in the course booking module using the Modules menu. Then click [University Tests] in the Master Control panel. When the 'University Tests' browse window appears, click [New].

Course: Use the Paste/Special function to choose a course from the predefined courses setup in the [Courses register]. The questions in the test should relate to the material covered during that course.

Course Name: The course name will be automatically filled with the name allocated to the code in the courses register.

Start Date: Add a date on which the test can be completed on your website.

Start Time: Enter a time from which the test will be open.

End Date: Add a date on which the test should no longer be open on your website.

End Time: Enter a time at which the test should close, on the date listed above.


University Test Flip A

Questions: Enter questions pertaining to the course held on this flip.

University Test Flip B

Alternative Answer 1: Specify your first alternative answer to the question here.

Correct: Select whether or not this answer is the correct [yes] or incorrect [No] answer for this question.Continue through Tiles C to G to enter options for answers to the questions listed, as well as which of the options are

correct.

Tests can be setup with only one correct answer or multiple correct answers.


University test Answers

The test answers will be captured in this register. Each test written will create a new record in the register.

New Test Answer Sheet

Course: The Test for the course code that was chosen on the website when starting the test, will be listed here.

Course Name: The name as entered in the course register relating to the course code selected, will be inserted here.

Language: The language in which the test was written.

Person: The person's contact code in the CRM register.

Name: This field will be filled in with the name of the person who's contact card is inserted.

Cust. Code: The customer code to which the contact belongs in the CRM system.

Start Date: The date the test was started.

Start Time: The time the participant started writing the test.

End Date: The date the test ended.

End Time: The time that the participant finished the test

OK: If the participant entered all the questions and selected submit at the end of the test, the record will be marked OK.

No of Questions: The number of questions answered in the test.

Correct Answers: The number of correct answers, according to the information specified on the different tabs in the University Tests register.


COURSE BOOKING REPORTS

Course Booking Status

Start in Period: Enter the period that the course should take place.

Course: Use the Paste/Special function to select a course type .

Status: Select a status.

Course Events Journal


Start in Period: Enter the period for which the report should be run.

Comparison Period: Enter the period which the report should compare.

Course: Use the Paste/Special function to select a course type.

Country: Specify a country.

Salesman: Specify a salesman.

Trainer: Specify a trainer.

Status: Select a status from the 4 radio button options.

Function: Select a function.

Invoiceable Course Events

Period: Enter a start and end date for the report.

Customer: If necessary, enter the Number for the Customer (or range of Customers) you wish to include in the report.

Course: Use the Paste/Special function to select a course to run the report for.

Course Event: Use the Paste/Special function to chose a course event to run the report for.

Sorting: Specify how you would like the report to appear on screen.


Participants List

This report includes information regarding participants who are attending or did attend a course.

Course Event: Paste-special to choose a course from the Course Event register. The report will bring up participants who attended this course. If left blank, the report will not display any participants for any courses held.

Function: Specify the level of detail required in the report here.

Test Results

This report shows if a participant passed or failed the online test, depending on the parameters entered in the report.

Period: Enter a start and end date for the report.

Course: Specify a course that the test was written.

Contact:Specify a contact's number if you would like to see results relating to a contact.

Person: Specify a persons contact card number if you would like to see results relating to a specific person.

No. of Answers for Passing the Test: Enter the number or correct answers received on the test in order to 'pass' or 'not pass' the test.

Function: Specify if the number of answers relates to passing the test 'passed' or failing the test 'not passed'

Include: Specify the contacts to include in the report.


MAINTENANCES FOR THE COURSE BOOKING MODULE

Create Invoices From Courses

This maintenance routine is the same function found on the operations menu in the course event inspect window. When you run the maintenance routine, it will create invoices for either the course or all courses, which lists participants attending a course, but which has no invoice number listed in the 'Invoice' column on the 'Course event' inspect window.

Course: Specify the course that the maintenance routine should create invoices if the invoice field on the 'Course Event' inspect window is blank. If left blank, the maintenance routine will create invoices for all course events.

Course Event: Specify a certain course event to which the maintenance routine should create invoices for.

Invoice To: Specify a certain contact or customer to whom the invoices should be addressed to. Use Paste/Special to open the Contacts list


WEB INTEGRATION

In order to setup Course booking accessible from your website, you need to fill in University settings and create a Web Structure for Course booking page in the Webshop and CMS module.

University settings

University App node: Web Structure that will be used for displaying Course booking on Your website

Course plan: Template element for displaying the course plan

Application form: Template element for displaying the application form

Template page: Page that will be used as a template for displaying the Course description

Div Class for text: You can specify a class name for text output. This will help in adding extra style for the text.

Link to: Web Structure that will be used as Terms and Conditions page.

Allowed payment methods: Enterprise allows Credit cards and Invoice payment methods for Course booking on the website. Refer to the Webshop manual on how to setup Credit card payments.

Both payment methods will generate a sales order and invoice record. After registration all specified participants will be stored in the specific Course Event record with all necessary details:- Participant name, booking date, price, invoice number, item and source (from website or manual).


Web Structure

You must create a new Web Structure with type “University App”. For this Structure specify a template page that will be used for displaying Course booking functionality.

Course Event

All valid Course Events that have a Start date in the future with Status “Open” will be displayed on the website.

The title of each course will be taken from the Course record specified in the Course Event.

Detailed course description is stored in the Course record as a Note attached to the record. This Note must have a Language specified in order to see it on the website.


REGISTERING AND INVOICING ONLINE

Once the webshop integration with the Course booking module is complete your customers can easily sign up for class room trainings directly from your website. The integration enables realtime access to course availability and other information.

How to Sign Up for Classroom Trainings Online

An example of online planned courses calendar from HansaWorld.com

In order to sign up for a classroom training the customer has to log in to the website with previously given username and password.

Once the customer has logged in they need to navigate to the planned courses calendar. The customer can easily check information about each planned course; i.e. date and time, location, agenda and price for the course.

The customer can then click “Apply” to sign up for that course. A new page opens where the customer must fill in the necessary contact information. Once all information has been filled in and the customer has accepted terms of service he/she can continue with the payment.

Invoicing Online

Two invoicing options can be set up to work online for the customers. Once the customer has completed filling in the contact information, they need to choose which payment type to use: Credit Card or Invoice.

Credit card: This option requires that the customer has a credit card. Necessary credit card information needs to be filled in before the payment can be processed. Once the payment is complete the customer can download a pdf version of the receipt. Also a record of the receipt will automatically be created into the Sales Ledger on Enterprise, where it can be printed out and sent to the customer again, if necessary.

Invoice: This option will create a pdf file of an invoice which the customer can then print out for themselves. A record of the invoice will also be automatically created into the Sales Ledger on Enterprise, where it can be printed out and sent to the customer again, if necessary.


EXERCISES

Use standard USA demo data.

1. Setup a new classroom where a course can be held.

2. Setup a new Course to be held over 2 days.

3. Create a Course event for the new course.

4. Add two participants to the new course event.

5. Run the Participant list

6. Open a specific participant's contact card.

7. Add a participant who should attend the course for Free.

8. Create an activity for the trainer in their personal calendar.

9. Invoice Participants for this course.

10. Send a confirmation email of the course dates to participants.

11. Setup a test for the course selected with 5 questions.

12. Mark the course as finished.

13. Run a report to see if any other courses need to be invoiced.


APPENDIX

Terminology Between Different Versions of English Language

The language used in this material is British English. There can be slight differences between other versions of the English language, which can lead to confusions. This table should help to clear these up. Sorted alphabetically

British USA Canada Australia + New

Zealand

Singapore

Cheque Check Cheque Cheque Cheque

Colour/coloured Color/colored Colour/coloured Colour/coloured Colour/coloured

Credit Note(CN) Credit Memo (CN) Credit Memo (CM) Credit Note (CN) Credit Note

Dialogue Dialog

Instalment Installment

Jewellery Jewelry Jewellery Jewellery Jewellery

Licence (noun) License Licence Licence Licence

Mileage Claim Miles Way Lists Mileage Claim Mileage Claim

Miles Miles KM KM KM

Mobile Cell Mobile Mobile Mobile

Nominal Ledger (NL) General Ledger (GL) General Ledger (GL) General Ledger (GL) General Ledger (GL)

Post Code ZIP Code Post Code Post Code Post Code

Purchase Ledger Payable (PL = AP) Payable (PL = AP) Purchase Ledger Purchase Ledger

Sales Ledger Receivable (SL=AR) Receivable (SL=AR) Sales Ledger Sales Ledger

Salesman Salesperson Salesperson Salesman Salesperson

Stock Inventory Inventory Stock Inventory

Stocktake Inventory Count Inventory Count Stocktake Inventory Count

Stock Depreciation Inventory Adjustment Inventory Adjustment Stock Depreciation Inventory Adjustment

Supplier Vendor Vendor Supplier Vendor

VAT Sales Tax or Tax Tax (ideally GST/PST) GST GST/SST/HST
