>So ... change the workshop cost .. and you instantly
change those totals.
The cost wouldn't change for the workshops that were already
attended and marked paid. If we told them that the workshop was
$12, it would stay $12. (This is a Catholic organization - very,
*very* little changes around here ;D)
I do understand what you're saying about totals changing;
mistakes are sometimes made - I recently set up something for
invoicing, and when we printed and sent them out, one of the
workshop sessions was incorrectly priced, so some of the invoices
were wrong - but it was a simple thing to fix, since we're in
constant communication with the schools (there are a little over 60
of them, but usually no more than 5 or so are represented at a
workshop). In this case, we are offering them a check for the
overage, or credit toward other workshops (which is another one of
the reasons I'm trying to work out something that shows the funds
left over, just in case). It happens very seldom, only once in the
3 years I've been here, and it only affected about three schools.
If something like this happened after we already applied
payments sent, it would just mean (if the workshop changed from
higher to lower) that the schools would have extra money to apply
toward future workshops, or (if the workshop changed from lower to
higher) if it was our mistake, we would probably eat it. They all
will be sending teachers in the future, so it isn't a question of
whether or not they'll want to take a workshop again!
>It sounds like it would probably work out in most cases,
except if the check amount was wrong 😉
If the check amount is wrong, there are a few different
options. We can send the check back and request the correct amount,
or we can keep the check, only record the correct amount (we are
not accounting or finance so if I only record the amount of the
check we're going to use it's fine) and send them a check for the
overage. In this case I usually make a note in the 'Memo' field
with the actual amount of the check.
Once again, I realize this wouldn't work for a "real world"
application - but like I said, if I ever have the opportunity (and
skill!) to develop something like that, I would take all of those
things into account. I guess it would be good practice now to do
it, but frankly, I don't have the luxury of time to worry about it.
The workshops keep happening, the checks are piling up! and I'm
also in charge of tracking and correcting the registrations, adding
new teachers to the db, posting the workshops to the website, etc.,
etc. - and in the mean time, building something that will allow me
to do this all from an interface instead of directly with the
db.
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