Registration Transfers

Last edited 3/4/2022
The process for transferring registrations is different depending on whether the transfer is within a group (e.g. a group wants to change which week of summer camp they are registered for) or between groups (e.g. a registration was built under an Individual / Family account but should be in the unit account).

Transferring Within a Group

When transferring within a group, you can finalize the creation of the new registration and removal of the old registration at the same time. This transfers all the accounting information seamlessly.

  1. Pull up the current records of the original registration to use as a reference during the transfer.
    • Reports - registration invoice, participant roster, and group class schedule as needed.
    • You can complete all the steps for the original event below at this time, but it is useful to keep the original data still in the system to refer back to until the new registration is built.
  2. In the destination event:
    • Re-build the registration with all its details, adjusting rates as appropriate*.
    • Add a payment to the cart equal to the amount paid for the original registration but do not checkout.
  3. In the original event:
    • Names - Cancel named participants, add changes to the cart. This will also remove individual classes.
      • If this event also uses numbers, checkout to finalize removing names so you can remove the spots.
    • Numbers - Remove all spots, add changes to the cart. This will also remove group classes.
    • Products - Remove products if included in the transfer and add all changes to the cart.
  4. Checkout.
    • The credit created and the payment applied should match if all registration details were the same so no payment should be asked for at this time.
    • Enter details of the transfer, including your name or initials, for future reference.
      • Example Notes: "Moved registration from Week 2 to Week 4 per Scoutmaster. John D., Registrar."
    • Place Order.

Transferring Between Groups

When transferring registrations from one group to another, you will post ledger entries describing the transfer of payments and rebuild the registration in the new account. 

  1. Pull up the current records of the original registration to use as a reference during the transfer.
    • Reports - registration invoice, participant roster, and group class schedule as needed.
    • You can complete all the steps for the original event below at this time, but it is useful to keep the original data still in the system to refer back to until the new registration is built.
  2. In the destination group's account: 
    • Re-build the registration with all its details, adjusting rates as appropriate*.
    • Add a payment equal to the total amount paid from the original registration to the cart.
    • In the cart, select At Council / Other as the payment method, entering detailed notes of the transfer such as the original account and include your name or initials for future reference.
      • Example Notes: "Registration and payment transferred from Troop 123 for Summer Camp, requested by Scoutmaster. John D., Registrar."
    • Place Order.
  3. In the original group's account: 
    • Named Participants - Cancel named participants and add changes to the cart; if this event also uses numbers, checkout to finalize removing names and then remove all spots and leave changes in the cart.
    • Numbers - Remove all spots, add changes to the cart.
    • All Registration Methods - Remove products if included in the transfer and add all changes to the cart.
    • In the cart, select At Council / Other as the payment method to post this as a refund, entering detailed notes of the transfer such as the destination account and include your name or initials for future reference.
      • Example Notes: "Registration and payment transferred to Troop 321 for Summer Camp, requested by Scoutmaster. John D., Registrar."
    • Place Order.

*For a Just Numbers (Spots) or Numbers and Names (Summer Camp Style) Event that locks in pricing by Date Paid in Full, backdate the transferred payment to the same date the original payment was entered to apply during the same fee period (i.e. Early/Base/Late).

For Just Names (Participants) and other Events that lock in pricing based on Date of Registration, registration fees will need to be manually adjusted since the rate is based on when they register, not when they pay.

 

 

CHECKOUT IS THE FINAL STEP - Remember that nothing is finalized until you check out of the shopping cart. All registrations/classes/options will be verified upon submitting an order in the shopping cart.

This also applies if no payment is due.

 

We are always happy to assist with training.