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_AccountFlags.png
  2. Click Create Flag
    CreateFlag.png
  3. Fill out fields
    CreatetheFlag.png
    • 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
    SaveNewFlag.png

Step 2: Create the Discount

  1. Navigate to Configuration > Financial Settings > Discounts
    Configuration_Discounts.png
  2. Click Create Discount
    CreateDiscount.png
  3. Fill out fields
    DiscountFields.png
    • 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
    SaveNewDiscount.png

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

  1. Navigate to your necessary area (Activity List, Facility List, or POS Items)
    ActivitiyList.png
    • Note: The process is the same for any area.
  2. Expand your desired Activity/Facility/POS Item
    SelectActivity.png
  3. Edit your desired session
    EditSession.png
  4. Navigate to the Pricing tab
    Pricing.png
  5. Click Add Discount
    AddDiscount.png
  6. Fill in Discount fields
    DiscountFields2.png
    • 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
    SaveSession.png

Note: Within the Discount tab, you can navigate through the Sessions, Facilities, or POS tab to bulk select those items.

  1. Click Add [Item]
    AssignSessions.png
  2. Select the applicable items
    AssigntheSessions.png

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
    SearchSelectUser.png
  2. Scroll and select Add Flag
    AddFlag.png
  3. Fill out fields
    CreateUserFlag.png
    • 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
    SaveNewUserFlag.png
    • Note: Now, when the user goes to checkout, the discount will appear on the checkout screen.



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