Scholarships


 

Scholarship Alternative - Create Account Flags

Overview 

This article will show you how to apply scholarship money through Account Flags and Discounts. 

There are four distinct steps:

  1. Create the Account Flag
  2. Create the Discount
  3. Add the Discount to Activites, Facilities, or POS Items
  4. Add the Account Flag to an Account

Instructions

Step 1: Create the Account Flag

  1. Navigate to Configuration > Organization > Account Flags
    configuration_organization_account_flags.jpg
  2. Click Create Flag
    select_create_flag.jpg
  3. Fill out fields
    fill_out_account_flag_fields.jpg
    • Name: Name the flag something related to the Scholarship
    • Description: Briefly describe the scholarship
    • Color: Either add an HTML code or select a color from the palette
    • Prevent Access: Select to prevent someone from scanning in
      • Note: Most likely not applicable to scholarships.
    • Tax Exempt: Select to not assess the tax for users/accounts with this flag
      • Note: Coordinate with your Accounting Department to determine which flags receive tax exemption.
  4. Select Save New Flag
    create_and_save_account_flag.jpg

Step 2: Create the Discount

  1. Navigate to Configuration > Financial Settings > Discounts
    configuration_financial_settings_discounts.jpg
  2. Click Create Discount
    select_create_discount.jpg
  3. Fill out fields
    fill_out_discount_fields.jpg
    • Discount Name: Name your Scholarship Discount
    • Discount Type: Select User Flag Discount
    • User Flag: Select your Scholarship User Flag
    • One Time Discount: Discount only applies once per checkout
    • Exclusive Discount: Does not allow the discount to combine with other discounts at checkout
    • In House and/or Online: Allow the discount to apply either in-house and/or online
    • Applies To: Select who has permission for the discount (Residents, Non-Residents, Anyone)
    • Default Amount: Enter the discount amount in either a fixed dollar amount or a percentage
    • Default GL Code: Select the applicable GL Code
      • Note: Coordinate with your Accounting Department to determine which GL Code to use.
    • Instructor Applicable and Auto-Billing Applicable: Do not select for this discount
  4. Click Save New Discount
    select_save_new_discount.jpg

Step 3: Add the Discount to Activities, Facilities, POS Items

  1. Navigate to your necessary area (Activity List, Facility List, or POS Items)
    activities_activity_list.jpg
    • Note: The process is the same for any area.
  2. Expand your desired Activity/Facility/POS Item
    select___to_expand_a_membership_activity.jpg
  3. Edit your desired session
    select_edit_to_edit_session_scholarship_alternative.jpg
  4. Navigate to the Pricing tab
    navigate_to_the_pricing_tab_for_scholarship_alternative.jpg
  5. Click Add Discount
    select_add_discount.jpg
  6. Fill in Discount fields
    fill_in_scholarship_discount_fields.jpg
    • Select a Discount: Use the drop-down to select your Scholarship Discount
      • Note: The amount and GL code will auto-populate with the default items. If you need to make changes, you must create a new discount.
    • Dollar Amount: Enter a dollar amount or percentage
    • Select a GL Code: Use the drop-down to select your desired GL Code
  7. Click Save Session
    select_save_session_to_save_scholarship_discount.jpg
    • Note: Within the Discount tab, you can navigate through the Sessions, Facilities, or POS tab to bulk select those items.
      1. Click Add [Item]
        select_assign_sessions.jpg
      2. Select the applicable items
        select_the_applicable_sessions_to_assign.jpg

Step 4: Add Account Flag

Note: This step will occur after you approve an individual for the scholarship.

  1. Search and select the recipient's user account
    search_and_select_user.jpg
  2. Scroll and select Add Flag
    select_add_flag.png
  3. Fill out fields
    fill_out_user_flag_fields.jpg
    • User: Select the applicable Account Member
    • Flag: Select your Scholarship Flag
    • Expiration Date: Enter the end date of the scholarship
    • Apply Flag to Entire Account: Select to apply the scholarship flag to all Account Members
    • Flag Note: Enter any additional comments
  4. Click Save New User Flag
    select_save_new_user_flag_to_save_flag.jpg
    • Note: Now, when the user goes to checkout, the discount will appear on the checkout screen.



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