Creating a Booking for a Square Invoice with instalment payments.
Complete this procedure to create a booking with payment instalments. This method is only available for some states and is designed for longer certificate based courses.
Method 1: Make a booking and use the standard price.
If your goal is to book a student and use the standard price for your state, this method provides a quick and easy way to manually enrol a student and raise an invoice with Square.
1. Access 'Make a booking' module
Click on the 9 dot icon on the top left corner of the screen, enter 'make a' in the search field and click on Make a booking.
The Select a Product screen is displayed. A 'Make a booking' tab will appear at the top of the page.
2. Search for the course
In the Select a Product section, complete the following fields:
- Product: Search for and select the training product.
- Region: Select the relevant option.
- Month: Select the required month and year. Note: The calendar will default to the current month. If required, change the month to pick future courses.
Click the Filter button. Courses meeting your search criteria are displayed.
3. Select the course
Scroll through and select the course you wish to make a booking for.
Check the Rem. Spots column to confirm the course has enough seats for the attendees being booked in for this transaction.
4. Create the booking and add the attendees
Once you have selected the course, click the Add Public Attendee button.
The Booking Attendees screen is displayed.
In the Add New Attendee section, complete the following fields:
- Student Name: Search for and select the name of the student. IF YOU ARE A NATIONAL EMPLOYEE, ENSURE THE CONTACT YOU ARE SELECTING BELONGS TO THE NAT REGION.
If the student does not exist, you will need to create a contact record for the student before proceeding. You should create a new contact in the Contacts screen. See Creating a New Contact (Student) for further information. Do NOT use the Create New Student button to create a new contact record.
Click Add Attendee. The student's name and number will be displayed in the Attendees section.
Repeat the steps above to add more attendees to the booking.
Tick the Contact Paying checkbox next to the student who will be paying for the booking.
USI details are not required at the time of booking. It will be required for the attendee to receive their certificate.
5. Process the payment
In the Booking Attendees screen, click the Proceed to Payment button.
The Payment Details screen is displayed.
For invoiced students the Payment Method must be "Square Invoice".
Once the Payment Method is set to 'Square Invoice' Select the 'Finished' button.
If the invoice process was successful a green box with the payment URL for the invoice will appear. At this point, the invoice will have already been sent to the student via email.
A booking confirmation email will be sent to the 'Contact Paying'.
Method 2: Make a booking with a custom price and invoice with Square
If your goal is to book a student and use a non-standard price (e.g. if giving a discount), this method will allow you to enrol a student, set the price, and raise an invoice with Square.
1. Access the 'Make a booking' module
Click on the 9 dot icon on the top left corner of the screen, enter 'make a' in the search field and click on Make a booking.
The Select a Product screen is displayed. A 'Make a booking' tab will appear at the top of the page.
2. Search for the course
In the Select a Product section, complete the following fields:
- Product: Search for and select the training product.
- Region: Select the relevant option.
- Month: Select the required month and year. Note: The calendar will default to the current month. If required, change the month to pick future courses.
3. Select the course
Scroll through and select the course you wish to make a booking for.
Check the Rem. Spots column to confirm the course has enough seats for the attendees being booked in for this transaction.
4. Create the booking and add the attendees
Once you have selected the course, click the Add Public Attendee button.
The Booking Attendees screen is displayed.
In the Add New Attendee section, complete the following fields:
- Student Name: Search for and select the name of the student. IF YOU ARE A NATIONAL EMPLOYEE, ENSURE THE CONTACT YOU ARE SELECTING BELONGS TO THE NAT REGION.
If the student does not exist, you will need to create a contact record for the student before proceeding. You should create a new contact in the Contacts screen. See Creating a New Contact (Student) for further information. Do NOT use the Create New Student button to create a new contact record.
Click Add Attendee. The student's name and number will be displayed in the Attendees section.
Repeat the steps above to add more attendees to the booking.
5. Navigate to the newly created booking
If you are planning to change the price of the booking DO NOT CLICK PROCEED TO PAYMENT.
Navigate to the newly created booking by clicking on the Student Name of the new attendee, navigating to their related attendees and selecting the booking for the attendee that matches the course.
6. Add the contact to the 'Booking Contact' field and adjust the booking amount.
Because we are modifying the booking, the 'Booking Contact' has not been added yet. Update the booking contact field to match the student paying and set the booking amount to equal the total amount that should be invoiced for this booking.
7. Process the payment
Select 'Phone Payment' at the top of the screen
The Payment Details screen is displayed.
For invoiced students the Payment Method must be "Square Invoice".
Once the Payment Method is set to 'Square Invoice' Select the 'Finished' button.
If the invoice process was successful a green box with the payment URL for the invoice will appear. At this point, the invoice will have already been sent to the student via email.
A booking confirmation email will be sent to the 'Contact Paying'.