Add Certificant

Use the Add Certificantgroup item to enroll certificants in your Certification Programs.

The Certification Wizard has four steps. This topic covers all of the following four steps:

  1. Step 1: Certificant Info
  2. Step 2: Fees
  3. Step 3: Review/Edit
  4. Step 4: Payment

In the wizard, you'll find the following icons:

Use this Icon To Perform this Action
edit icon to open an edit page for that field.
add icon to add a new record for that field.
look up icon to see a list of individuals, customers, or other appropriate person records select the record you want to return to the wizard. The fields are populated with the person's information.

Step 1: Certificant Info

  1. Go to Modules>Certification>Program Mgmt> Find, Query, or Add Certification Program>Certification Program Profile. Click the Add Participant Wizard icon. The Certification Wizard opens.
  2. Fill in the fields as described in the table below:
    Field NameRequiredDescription
    participantRequiredUse the LookUp button to search for your participant or you may also enter your participant by sort name (Last Name, First Name)
    programRequiredThe program is already defined if you access the wizard from the Certification Program Profile.
    source codeOptionalIf you want to track where people may have heard about your Certification Program (the source), use the source code drop-down to specify this information.
    pref. comm. methodOptionalThis is the participant's preferred communication method for when communication is sent to all certificants.
    addressOptionalThe participant's address. This will be completed automatically when the participant is selected. You may change this by clicking the Edit button or add one if missing by clicking the Add button.
    phone, fax, emailOptionalThe participant's phone, fax, and e-mail address, pulled from CRM when the participant is selected. This will be completed automatically when the participant is selected. You may change this by clicking the Edit button or add one if missing by clicking the Add button.
    statusOptionalThe status states where the participant is in the process. For example, if you are requiring an application, and it has not been received as yet, you may select applied here. Or, you may choose enrolled and then enter an application date. What values you choose to enter in this section depend largely on the business rules you set-up for your certification programs.
    date criteria receivedOptionalUsed to track when all certification criteria (for program acceptance) has been received.
    application receivedOptionalUsed to track when applications are received.
    date criteria reviewedOptionalUsed to track when all certification criteria has been reviewed.
    process startOptionalUsed to track when certification process started.
    process complete dueOptionalUsed to set deadlines on certification process. The completion due date is the due date for completing all program requirements. It is calculated by adding the application term to the enroll date.
  3. Click the Next button to move on to Step 2: Fees.

Step 2: Fees

Note: Fees do not appear in Step 2 unless you enter a participant.

  1. Enter or select a participant. The Program Fees, Other Enrollments, and Other Fees appear.
  2. Select all the following that apply to this certificant.
    • Program Fees: configured through the Certification Profile>Fees Tab>fees child form
    • Other Enrollments: configured through the Certification Program Profile>Requirements Tab>requirements child form>add an exam or a course as a requirement
    • Other Fees: configured when you are adding a Course or an Exam. If there are fees associated with the required Course or Exam, those fees appear here.
  3. Click the Next button to move on to Step 3: Review/Edit.

Step 3: Review/Edit

  1. Fill in the Bill to Information as described in the table below:
    FieldRequiredDescription
    Bill To OptionalClick this drop-down list to see the full billing address of the organization
    contactOptionalThis is the name of the contact person from the organization profile
    addressOptionalClick the drop-down list to select an address. Click the edit button to open the Organization Address window. Click the add button to open the Organization Address window.
    comm prefOptionalClick the drop-down list to select a communication preference.
  2. Fill in the Ship To Information fields as described in the table below.
    FieldRequiredDescription
    Ship to OptionalClick this drop-down list to see the full shipping address of the organization
    addressOptionalClick the drop-down list to select an address. Click the edit button to open the Organization Address window. Click the add button to open the Organization Address window.
    comm prefOptionalClick the drop-down list to select a communication preference.
    source codeOptionala code that represents where or how you initiated the relationship with that Individual
    media codeOptionala code used to track how something (usually an invoice or payment) arrives at or is received by the Association
  3. Check the Line Items section for accuracy.
    • Click the Complementary Products drop-down for a list of complementary products that you can add to the Line Items
    • Click the Additional Items drop-down for a list of other actions you can perform such as the following:
      • add discount
      • add shipping
      • edit discount
      • apply discount program
    • Click the delete icon beside an item to delete that item.
    • Click the edit icon to open the Edit Line Item window.
    • Click the Event name link to see the event picture and details.
    • Click the net credit link to open the Apply Credit window.
  1. Click the Next button to move on to Step 4: Payment.

Step 4: Payment

  1. Verify and edit the information in the Invoice/Order Information section. Verify the Customer name, Total, Credit applied, Payment, and Balance due.
  2. Edit the fields described in the table below:
    Field Name RequiredDescription
    confirmation: send by emailOptionalClick this check box to send the order confirmation by email.
    confirmation: send by faxOptionalClick this check box to send the order confirmation by fax.
    bcc confirmation emailOptionalEnter the email address you would like to blind cc on the invoice confirmation email.
    auto distribute payment?OptionalClick this check box to have netFORUM distribute the balance equally among installment payments when you change the number of installments.
    group itemsOptionalClick this check box to group all the line items in this order into a single item on the invoice report.
    Group descriptionRequiredEnter a description for the grouped items. This description appears on the invoice report.
  3. Edit the fields in the Invoice and Payment Information section as described in the table below. Depending on the type that you choose, you may see some or all of the fields listed in the table below.
    Field Name RequiredDescription
    batch: make default?OptionalClick this check box to make the selected batch your default batch. This batch appears in the batch field of every payment page to save you time selecting a batch from the drop-down list.
    batch: drop downRequiredSelect an existing batch form the drop-down list or add a new batch by clicking the add icon.
    PO numberOptionalEnter a PO number. Enter up to 50 characters, numbers or letters.
    typeRequiredSelect the type of payment from the drop-down list. Depending on what type you select, you will see some or all of the fields below.
    transaction dateRequiredEnter or select a date for the transaction.
    payment methodRequiredSelect a payment method from the drop-down list. Depending on what payment method you select, you see some of the fields in the table in step 3.
    # of installmentsRequiredEnter the number of installments the customer wants to complete the payment.
    frequencyRequiredSelect the frequency of the payment installments.
    proforma?OptionalClick this check box if the payment is proforma.
    invoice termsRequiredSelect the invoice terms from the drop-down list.
    first invoice dateOptional

    Enter or select the first payment date for installment payments.

    To enter a Verbal pledge with no payment information, set the first invoice / payment date in the future.

    notesOptionalClick the notes icon to open the Invoice Notes page. On the Invoice Notes page, you can enter internal notes for users of iWeb and external notes for users of eWeb.
  4. Fill in the fields in the payment method pane as described in the table below. Depending on the payment method you choose, you see some of the following fields but never all of them.
    Payment MethodField NameRequiredDescription
    cashreference numberOptionalEnter an optional tracking number for cash payments.
    check / TeleCheckname on checkRequiredEnter the full name on the check.
    check / TeleCheckcheck numberRequiredEnter the number on the check.
    TeleCheckaccount numberRequiredEnter the checking account number.
    TeleCheckrouting numberRequiredEnter the nine-digit routing number.
    creditcardholder's nameRequiredEnter the full name on the card.
    creditcard numberRequiredEnter the full credit card number.
    creditexpiration dateRequiredSelect an expiration date.
    creditCVVOptional Enter the credit card security code from the back of the card.
    credit / TeleCheckcc/check street addressOptional Check the existing address.
    credit / TeleCheckcc/check cityOptionalCheck the existing city.
    creditcc/check state & zipcodeOptionalCheck the existing city and zip code.
    TeleCheckcc/check zipcodeOptionalCheck the existing zip code.
    TeleCheckdrivers license numberOptionalEnter the check holder's drivers license number.
    TeleChecksocial security numberOptionalEnter the check holder's social security number.
    credit / TeleCheckcc/check emailOptionalCheck the existing email address.
  1. Click the Finish button to add your certificant and return to the Certification Program Profile.