Enrollment, sales, and finance
How do you track enrollment cancellations and refunds in Course?
In Course, an enrollment cancellation starts with a request linked to a sale and proceeds to a decision. The review screen shows the net sale amount, the amount counted as collected, outstanding payments, and available calculation methods. Opening a request is different from approving a cancellation.
An approved cancellation affects financial records, the sale and student statuses, and active class enrollments. Review both the calculation and the affected records before making a decision. This page describes how the software works; an institution's settings do not establish anyone's legal entitlement to a refund.
On this page
Review the request before recording a decision
Open the request linked to the sale.
Confirm that the sale and student are the ones to be cancelled. Record the actual reason for the request and check whether another request is already pending for the same sale.
Read the current calculation.
Check the net sale amount, the amount counted as collected, and the unpaid balance. Review which calculation methods the preview permits and why any method is unavailable.
Choose the method and cash account.
Select an applicable method in the review screen. If you use the manual method, check the amount entered as earned and the resulting refund or charge. Select the required cash account for a refund or for an additional collection under the applicable policy.
Record and verify the decision.
Approve or reject the request if your permissions allow it. Then check the decision status, any cash account entry, the sale's installments, and the student's class enrollments.
Is every calculation method available for every sale?
The review screen offers day-based, refund-window, and manual methods. It also lists a session-based option, but that option is currently unavailable because Course does not yet provide the planned total session count needed for the calculation. Check the preview for each method's availability and reason.
The calculated refund is limited by the amounts counted as collected and by the amount the system considers refundable under the institution's policy. A down payment entered on the sale does not, by itself, post money to a cash account; do not assume it is refundable cash. Use the outcome explicitly shown in the current preview.
Which records change after approval?
A cash account entry in Course does not mean the software has automatically sent money through a bank. Reconcile the entry with any refund or collection actually made. If the student has other education sales, examine the effect on the student's status and all active class enrollments before approving.
| Record | Effect of the current workflow |
|---|---|
| Cash account | A refund records an outflow; an additional charge records an inflow if the policy calls for collection. |
| Open installments | The unpaid remainder of each installment that is not fully paid is removed from active tracking. |
| Sale | Its contract status becomes cancelled and its internal sale status becomes refunded; this does not prove money was transferred. |
| Student | A cancellation status is recorded and the student is marked inactive. |
| Class enrollments | Active enrollments receive a leaving date; their historical records remain. |
What if the sale changes while the request is pending?
At decision time, Course checks the sale amount and collections again. If either has changed since the request was opened, it blocks a decision based on the earlier figures. Read the error, then review the current records and calculation preview before proceeding.
Rejecting a request requires a reason and creates no money movement. If the institution requires a separate approver, the person who opened the request cannot decide it. Permission and decision requirements are checked separately from the calculated amount.
Frequently asked questions
Does opening a cancellation request issue a refund?
No. Opening a request does not issue a refund. Financial entries depend on the outcome at approval, and any real-world payment must be verified separately.
Is the full value of a partly paid installment erased?
No. Amounts already collected remain in cash account history. Cancellation removes the unpaid remainder from tracking and calculates any refund separately.
Can you always use the day-based or session-based method?
The day-based method is available in the current workflow, but the session-based method is not yet available because the required planned session count is missing. Check the preview before choosing.
Assess how Course fits your institution's workflow
Explore the features described on this page in your account, or discuss your institution's needs with our team.