Contract Training

Contract training is good business. But because of the variety of contract configurations - fixed price per course, fixed price per student, variable price, cost plus, fixed class size, variable class size, etc. – determining the best method to register individuals and track payment is a challenge.

Student Manager provides you with a feature to simplify your contract training woes. It’s the ability to identify a registration record as a Billing/Payment record only. A record identified as a Billing/Payment record is not included in registration counts, CEU reports, enrollment counts, on rosters, etc. You can make billings/payments for the company without worrying about your counts being off, or trying to exclude the from Registration queries/reports.

To help understand why identifying registrations as Billing/Payment records is significant, let's review the fundamentals of record keeping in Student Manager. The bottom line is that in order to have a payment, you must have a registration, and in order to have a registration, you must enroll an individual in the course. You may enter the company as the third party to bill. The problem with this approach is that the individual is flagged as owing money, not the third party. For example, if ACEware sends Suzie Student to a course and the cost is billed to ACEware Systems, Inc., Student Manager will hang a "deadbeat" status to Suzie's record until ACEware pays (for some programs, this works just fine, for others this may be undesirable behavior).

With the Billing/Payment record feature, you can enroll the individual in the course and assess him/her the fee(s). Then identify the record as a billing record. Now enroll the other members of the company in the course—but don’t assess them any fee(s). The registration marked as a billing record will exist for billing/payment purposes but won’t be included in any enrollment counts. And reports which list individuals with outstanding balances, will list the individual as owing—not others in the group.

For example, ACEware sends 5 employees to a course. You would enroll the contact person for ACEware in the course and assess him the fees, then identify the record as a billing record. Now enroll the 5 employees in the course without assessing them fees because you’ve already charged ACEware for the registrations. ACEware will be billed, and will be listed on reports as the party owing money—not the employees who took the course. The registration for the contact person is not included in the enrollment count, and the contact person will not show up on rosters, etc.

Please see the Contract Training Suggestions for additional suggestions to help with contract training issues.