Individual bookings

The booking window is where you sell your courses. When an individual student is ready to sign up for a course, you will create a booking for the student. This will then create a receipt or an invoice for the student to pay.

Fields for new bookings

The first step in creating a new booking is to select the student (who must already have been created) and the course (which must also exist). If you wish, you can also change the booking ID, but this is normally not necessary. KVS assigns a new booking the next highest available booking number. If you do change the booking ID, you must be certain that the number is unique.

If you are entering a credit rather than a booking per se, you will need to clear the "debit" checkbox. (You may need to enter a credit when you switch a student from one course to another - enter a credit for the remaining unused lessons for course A and a new booking for course B.)

After you press "accept", the remaining fields are unlocked.

Remaining fields

By default, the student's address is selected both for the correspondence address and for the billing address. You may wish to change these if, for example, the student's company should be billed. However, in most cases you can leave them unchanged.

The start-date defaults to today - if the student will not be starting the course until later, you should set this to the first date on which the student will participate in the course. As soon as KVS finds a booking whose start date is in the past, KVS will put the student on the participant list.

The booking date is set automatically set to today. When you export the booking to your accounts, the booking date will be set to the date the booking was exported.

The number of lessons is set to a default value set in the general options. It can, of course, be changed. If the student is associated with a company, the company price, if it exists, has been filled in. Otherwise, the price has been preset to the highest possible price for this course.

Note that the status of the booking and the financial totals are updated automatically. The status can be "not booked", "booked" or "paid". "Not booked" means that the booking has not yet been exported to your accounts and can still be edited. "Booked" means that the booking has been exported to your accounts and should no longer be edited. Whether bookings show up as "paid" depends on the accounting package you are using.

The checkbox "autogenerated", at the top of the form, indicates that the booking was entered automatically by KVS, rather than manually by a user.

Course material and course fees 

Once you have saved a booking, the buttons at the bottom will be enabled. The left-most button allows you to add course material to the booking. The second button allows you to add any special course fees.

In the normal case, you will not need the third button, "payments", at all. By default, a booking will be paid in a single payment, and this payment is created automatically. If this booking will be paid in several installments, then click the payment button to define the individual payments.

Important notes about bookings

• Once bookings are saved, they cannot be deleted. This is required accounting practice in many countries. If the booking status is "not booked", you can change the number of lessons to 0. If the booking is "booked" or "paid", you should annul the booking by entering a corresponding credit.
• The transaction ID and the Status can only be changed if you have logged in as an accountant or a manager. You should almost never need to alter these fields. .
• If you have defined custom payments, and these do not add up to the correct total, the payments button will be marked with a red exclamation point.