Canceling Courses

Canceling a course removes it from all Registration routines. In addition, canceled courses will not be included in most reports unless you specifically request to include canceled records in the report.

NOTE: Canceling a course does not remove the record from the database. To remove the record, you must delete it.

Course with NO Registrations

1. Open the course record.
2. Check the Canceled box (upper-right of screen).
3. You'll be asked to enter a reason for canceling the course. The field will auto-enter the current date at the start of the field. Enter the reason after the date and click the OK button.

4. The system will ask if you want to clear instructor pay records. Select the appropriate option.

5. The system will display a message telling you that the Room Use records have been cleared. Click the OK button to close the message.
6. Click the Save button. Note: when you save the record, the Active box will be automatically unchecked.

Course with Registrations

The Cancel Course Wizard allows you to cancel a course, cancel all registrations for the course, and issue refunds to the students.

IMPORTANT: the Cancel Course Wizard CANNOT send refunds to your Payment Service. You will need to go into the payment service's Payment Manager to issue the refunds.

1. Select Module > Courses > Cancel Course.
2. Select the course you want to cancel.
3. The system will ask you to confirm the cancellation.  Click the YES – Get on with it button.
4. You'll be asked to enter a reason for canceling the course. Enter the reason then click the OK button.
5. Select the registrations you want to cancel. By default, all registrations are selected in this step.
6. The system will report how many registrations were canceled. Click OK to close the window.
7. The Class Level Refund Wizard screen opens. Select the appropriate refund options.  Note: if holding back or refunding a fixed amount, you must enter the amount to hold back/refund.

7. Select the appropriate refund description then click the Process button to process the refunds.
8. The Report Options window opens next. Select the report options.
9. After the report prints, click the Done button to exit the Class Level Refund Wizard.
10. You'll be asked if you want to email people to notify them of the cancellation. Click Yes to open the Quick Email screen and send an email.
11. Enter the email addresses of the people you want to email. The message text comes from the CRSECANCEL email template. Click the Send button to send the email.
12. The course is now canceled and deactivated.

*The Refund Wizard only creates refund records for the registrations.