Transfers & swaps

Change an enrolment after it is paid: move the learner to another batch date, hand the seat to a colleague, or cancel and issue a credit note. Each request is checked against the booking rules before anyone approves it.

Booking rulesRefunds
Requests waiting
1 older than 2 working days
Completed this quarter
23
14 transfers, 6 swaps, 3 cancellations
Credit notes outstanding
Transfer fees charged, this quarter
Recorded as other revenue
RequestTypeLearnerFromToDays to startPolicyFeeCredit noteState
Check before approving TR-0152. Moving Tarek Nabil out of B-2614 A swap with a colleague from Sample EPC Contractors keeps the seat filled. Two of their engineers asked about pipe stress in September.
Batch P&L

States

  • From the learner portal, the corporate portal, a ticket, or entered by staff.
  • Automatic. Fee and credit are calculated from the rules.
  • Only when the request is outside policy or the fee is waived. Goes to Tasks & approvals.
  • Seat released and rebooked; credit note issued if one is due.
  • Learner, instructor roster and invoice all updated.

By reason, this quarter

Site shutdown or project
9
Colleague attends instead
6
Travel or visa
4
Illness
2
Budget withdrawn
2

Request TR-0152

Awaiting approval
  1. Requested1 Oct, learner portal
  2. Policy checkAutomatic
  3. ApprovalNour Hamdy
  4. Rebooked
  5. Completed
Learner
Company
Sample EPC Contractors
Enrolment
Order
Invoiced for the seat
Reason given
Site shutdown moved to the week of 8 November
Requested by
Mostafa Helmy, team lead
Earlier changes
None on this enrolment
Progress
Pre-course reading not started
What should happen

Policy check

From Booking rules, version of 14 Sep 2026
RuleThis requestResult

Outcome

What changes when approved

Credit noteIssued toFrom requestAgainst invoiceAmountUsedBalanceExpiresStatus
Showing 10 of 10. A draft credit note does not reduce an invoice balance until it is approved.A credit note reduces the original invoice; cash is only returned through Refunds.

Credit note or refund

Credit note. The value stays with MALYOMAR as a balance on the learner or company account, and is spent on a later order. Default outcome of a cancellation.

Refund. Money goes back to the payer. Offered where the booking rules require it, or when MALYOMAR cancels the batch.

Deferred revenue for unused credit is shown in Revenue.

CN-0058 for Sample Fertilizers expires on 30 November with its full balance unused. Tell the account owner