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Add Participant Wizard

Modules>Certification>Program Mgmt> Find, Query, or Add Certification Program>Certification Program Profile

Use the Add Participant Wizard to enroll program participants in your Certification Programs.

The Add Participant Wizard (or Add Certificant 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 the		edit icon to open an edit page for that field.
Use the		add icon to add a new record for that field.
Use the		look up icon to see a list of individuals, click the individual you want to return to the wizard. The fields are populated with the individual'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 Name	Required	Description
   participant	Required	Use the LookUp button to search for your participant or you may also enter your participant by sort name (Last Name, First Name)
   program	Required	The program is already defined if you access the wizard from the Certification Program Profile.
   source code	Optional	If 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. method	Optional	This is the participant's preferred communication method for when communication is sent to all certificants.
   address	Optional	The 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, email	Optional	The 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.
   status	Optional	The 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 received	Optional	Used to track when all certification criteria (for program acceptance) has been received.
   application received	Optional	Used to track when applications are received.
   date criteria reviewed	Optional	Used to track when all certification criteria has been reviewed.
   process start	Optional	Used to track when certification process started.
   process complete due	Optional	Used 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:

   Field	Required	Description
   Bill To	Optional	Click this drop-down list to see the full billing address of the organization
   contact	Optional	This is the name of the contact person from the organization profile
   address	Optional	Click 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 pref	Optional	Click the drop-down list to select a communication preference.

2. Fill in the Ship To Information fields as described in the table below.

   Field	Required	Description
   Ship to	Optional	Click this drop-down list to see the full shipping address of the organization
   address	Optional	Click 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 pref	Optional	Click the drop-down list to select a communication preference.
   source code	Optional	a code that represents where or how you initiated the relationship with that Individual
   media code	Optional	a 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. You can also use the Edit feature to apply a discount to a single line item.
• Click the Event name link to see the event picture and details.
• Click the net credit link to open the Apply Credit window.

4. 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 name, total, credit applied, payment, and balance due. Edit the fields described in the table below:

   Field Name	Required	Description
   confirmation: send by email	Optional	Click this check box to send the order confirmation by email.
   confirmation: send by fax	Optional	Click this check box to send the order confirmation by fax.
   bcc confirmation email	Optional	Enter the email address you would like to blind cc on the invoice confirmation email.
   auto distribute payment?	Optional	TBD
   group items	Optional	TBD
   description	Required	Invoice group description

2. 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	Required	Description
   batch: make default?
   batch: drop down	Required	Select an existing batch form the drop-down list or add a new batch by clicking the add icon.
   po number	Optional	Enter a po number. Enter up to 50 characters, numbers or letters.
   type	Required	Select 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 date	Required	Enter or select a date for the transaction.
   payment method	Required	Select 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 installments	Required	Enter the number of installments necessary to complete the payment.
   frequency	Required	Select the frequency of the payment installments.
   proforma?	Optional	Click this check box if the payment is proforma.
   invoice terms	Required	Select the invoice terms from the drop-down list.
   first payment date	Optional	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.
   notes	Optional	Click 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.

3. 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 Method	Field Name	Required	Description
   cash	reference number	Optional	Enter an optional tracking number for cash payments.
   check / TeleCheck	name on check	Required	Enter the full name on the check.
   check / TeleCheck	check number	Required	Enter the number on the check.
   TeleCheck	account number	Required	Enter the checking account number.
   TeleCheck	routing number	Required	Enter the nine-digit routing number.
   credit	cardholder's name	Required	Enter the full name on the card.
   credit	card number	Required	Enter the full credit card number.
   credit	expiration date	Required	Select an expiration date.
   credit	CVV	Optional	Enter the credit card security code from the back of the card.
   credit / TeleCheck	cc/check street address	Optional	Check the existing address.
   credit / TeleCheck	cc/check city	Optional	Check the existing city.
   credit	cc/check state & zipcode	Optional	Check the existing city and zipcode.
   TeleCheck	cc/check zipcode	Optional	Check the existing zipcode.
   TeleCheck	drivers license number	Optional	Enter the check holder's drivers license number.
   TeleCheck	social security number	Optional	Enter the check holder's social security number.
   credit / TeleCheck	cc/check email	Optional	Check the existing email address.

4. Click the Finish button to add your certificant and return to the Certification Program Profile.