When making a registration substitution, you’ll have a final payment and batch selection page to submit, depending on whether the original registration fee is $0 or the original registrant paid a fee.
Locate the registration record for the individual who is already registered by clicking into their registration order.
To make a substitution, click the ‘Substitute New Registrant’ button.
Identify the customer ID # for the individual who will be substituted and insert it in the ‘With’ field. You can also search for a customer by name using the magnifying glass icon. Click Submit with or without cancellation fee when finished.
On the following screen, which appears only if the registration was paid for, the payment type needs to be non-credit card (CASH) to transfer the payment to the second invoice. Otherwise, any $0 balance order will automatically go to the customer you are substituting with. Select whatever open cash equivalent batch exists in the drop down that you’d like the transaction recorded in.
Note:
A substitution is effectively the same as a cancellation for the original registrant in AA. This means that, after the substitution is processed, the original registrant CANNOT register for the event again via SSA. However, in the back office, a user can re-register a previously cancelled registrant.
An event substitution might, in certain circumstances, transfer ALL event items (and corresponding costs) from the original registrant to the new registrant. Make sure that the new registrant would like to be registered for the SAME items as the original registrant.
If a further audit trail of the transaction is required, a user can in addition to the process above, go to the invoice on the Original Registrant customer record and also the invoice on the Replacement Registrant customer record to add a comment to each of the invoices about the substitution. Navigate to the Original Registrant’s applicable invoice and click on the link “Add Comments to This Invoice”.