Group Registration (With Fees)

 

Purpose:  To enter multiple registrations within one routine to the same event.  Each registration will have the appropriate member or nonmember fees assigned. Only one payment can be entered for all the registrations.

 

Launch Point:  This routine can be launched from the following location(s):

 

•      Firms → File Maintenance → Routines Drop-Down Menu →

 

•      Utilities → Routines → Cash Receipts Batch Entry →

→ Click on Firm button to enter check from firm

→ Click down arrow on Event Payments button →

 

•      Events → File Maintenance → Routines Drop-Down Menu →

 

•      Events → File Maintenance → Registrations Tab → Context Menu on Registrations Grid →

 

Example:  When the routine is launched a window will open

 

When the routine is launched from Firms file maintenance or Cash Receipts Batch Entry the event search window will be shown.

 

On the event search window select the event into which you want to register the people.

 

When the routine is launched from Events file maintenance the firm search window will be shown.

 

On the firm search window select the firm who will be paying for the registrants.

 

After the event and firm are selected the Select Employee(s) window will be opened on top of the Group Registration window (see below). The employees listed are linked to the Firm record that the routine was launched from or selected in the firm search on the launch of the routine.

 

The Select Employee(s) window has two grids. The Select Firm Employee(s) grid displays employees of the firm that are eligible to be registered into the event.  The Unavailable Firm Employee(s) grid displays employees of the firm that are not eligible to be registered into the event.  The Reason column shows why they are not eligible to be registered into the event. 

 

To select an employee to be registered check the select box to the left of the employee name in the Select Firm Employee(s) grid. When all the employees to be registered have been selected click the OK button. 

 

The employees will then be listed in the Selected Registrants grid on the Group Registration window.

 

Event Details

 

Name:  The name of the event.

 

Event Date:  Date the events starts.  If this is a multi-day event then the day the event ends will also be shown.

 

Current:  Count of active “registrants” in this event. It does not include any wait list, no shows, or cancelled registrations.

 

Maximum:  Maximum number of registrants allowed for this event.

 

Manuals:  Number of course manuals that have been ordered for the event, based on data entered on the Materials tab.  If your association does not track course manuals, the field would be irrelevant and would always show “0”.

 

 

Only select a Registration Source and/or Marketing Source or enter a Note if it is applicable to all registrants in the Selected Registrants grid. 

 

The Member Fees and Nonmember Fees grids show the selected fee(s) for the registrants.

 

To select the fees for members or nonmembers click the Add/Edit Fees link text above the appropriate fees grid.

 

The Add/Edit Fees window is made up of three grids; Registration Fees, Special Fees, and Optional Fees. Each grid shows the available fees in that category for the event. The Optional Fees grid is only displayed if there are optional fees for the event.

 

Note: The fees in the Optional Fees grid are only applied to a registrant if the registrant meets the fee requirements.

 

In the Registration Fees grid you can only check the Selected box on one of the registration fees at a time. In the Special Fees grid and Optional Fees grid, you can multiply the number of times a fee is applied for the registrant, by changing the quantity (Qty). A registration can have as many special fees or optional fees applied as are required.

 

Once you have selected the fees to apply click the Done button. The selected fees will be shown in the related fees grid at the top of the window.

 

The above example shows what the fees grids would look like if there were only standard registration fees setup on the event.

 

This example shows what the Select Members Fees window would look like if the event has both registration and optional fees.

 

Note: In the standard event registration routine an AICPA discount fee would be displayed in the special fees grid. In this routine it is shown in the optional fees grid because it cannot be applied to all registrants assigned the particular fee type. An AICPA discount fee has a requirement that the individuals Names record show they are a member of the AICPA.

 

When you select the AICPA discount fee on the Select Members Fees window it is shown in the Member Fees grid even though it will not be applied to all members in the Selected Registrants grid. 

 

Both of these registrants have a fee type of member. Only one of them though has the AICPA discount fee applied because that Names record meets the requirement on the fee which is to be an AICPA member.

 

The above examples show what the Select Members Fees and Select Nonmember Fees windows would look like if the event has a standard registration fee (which applies to all) and a non member add on special fee.

 

The Member Fees grid and Nonmember Fees grid reflect the fees selected for their respective fee type.

 

To select additional registrants click the down arrow on the right of the Add button to open the drop-down menu. The options in the drop-down menu are Add Employee(s) of Another Firm, Add Person, and Add Employee(s) of {firm name routine was launched from or selected in the firm search on the launch of the routine} {(firm ID)}.

 

Select Add Employee(s) of Another Firm to select employees from a firm other than the firm the routine was launched from or selected in the firm search on the launch of the routine.

 

This will open the firm search screen. Locate the firm and click OK.

 

The Select Employee(s) screen will open allowing you to select which employees to register.  The Select Employee(s) screen is made up of two grids. 

 

The Select Firm Employee(s) grid displays employees of the firm that are eligible to be registered into the event.  The Unavailable Firm Employee(s) grid displays employees of the firm that are not eligible to be registered into the event.  The Reason column shows why they are not eligible to be registered into the event. 

 

To select an employee to be registered check the select box to the left of the employee name. When all the employees to be registered have been selected click the OK button.  The employees will then be listed in the Selected Registrants grid.

 

Select Add Person to select an individual names record.

 

This will open the Find a Person window. Locate the person to register and click the OK button. The person will then be listed in the Selected Registrants grid.

 

To delete a registrant already in the Selected Registrants grid highlight the row and right click to open the context menu. Click on Delete Registrant.

 

The Selected Registrants grid shows all persons who have been selected to be registered into the event.

 

The parent rows display a summary for each event registration. To see the fees applied to a specific registrant click on the plus sign to the left of the Indexname in the Selected Registrants grid. There is one child row for each fee.

 

The Fee Type column shows if this registrant will have fees from the Member Fees or Nonmember Fees grid applied. If you wish to change the fees applied to a particular registrant, for example for an applicant whose fee type is Nonmember that you want to charge the member fee, click the down arrow to the right of the Fee Type and select Member. The fees in the Member Fees grid will then be applied to that registrant.

 

In the lower left hand corner of the Selected Registrants grid is the total number of registrants selected.

In the lower right hand corner are the total fees and total payment amounts for all registrants.

 

In the Selected Registrants grid the Net Fees is a read only field. It is automatically updated as either the selected Member Fees or Nonmember Fees are changed or the Fee Type is changed.

 

The Payment field is editable. It also is automatically updated as either the selected Member Fees or Nonmember Fees are changed or the Fee Type is changed. But if a particular registrant needs a different  payment amount applied you can do so by typing in the appropriate payment amount.

 

If you wish to clear the payments on all the registrants you can click the Clear all payments link text under the right side of the Selected Registrants grid. This will set all the Payment fields to zero. The text will then read Pay in full. Clicking the Pay in full link text will set the payment amount on all registrants to the current net fees amount on the registrant.

 

Once the registration window has been completed, click the OK button. At this point the event registration is posted.

 

If you launched the routine from Firms file maintenance or Events file maintenance the credit card payment window will open. This is done as a convenience for the user. If the firm will not be giving you a credit card number at this time just cancel the credit card payment window. Remember that the event registrations are already posted, so cancelling this window will not affect the registrations.

 

Note: The credit card payment window will show payor information for the firm the routine was launched from or selected in the firm search on the launch of the routine. Even though on the group registration window you are allowed to enter individuals from another firm as well as individuals, the payment can only be from the firm you launched the routine from or selected in the firm search on the launch of the routine.

 

If you are launching the routine from Cash Receipts Batch Entry, first enter the firm check. When a firm check is entered an arrow will be displayed on the Event Payments button.

 

Click on the down arrow to the right of the Event Payments button to open a listing of options. The listings are Apply to Linked Persons and Group Registration (With Fees).  Selecting Apply to Linked Persons allows you to enter an event payment for an employee of the firm.

 

If you select Group Registration (With Fees) then the Group Registration (With Fees) routine will be launched.

 

When the Group Registration (With Fees) routine is launched from the Cash Receipts Batch Entry routine the Unapplied Cash amount from the check will be shown in the lower right corner of the window.

 

Note: If the unapplied amount from the check is less than the total fees on the registrants, in the Selected Registrants grid, the Payment column will only be filled in up to the unapplied amount from the check. That means that some registrations could be partially paid or not paid at all.