How Do Bulk Credits Work?

When planning a group trip, 'bulk credits' can sometimes be called a few things:

fundraising money
scholarships money
group payments

Whatever it's called, the concept is always the same: taking a large sum of money and sharing it between multiple passengers, either evenly or in specific amounts for specific passengers.

In this GroupCollect Register, this process is referred to as applying Bulk Credits, and this document will show you how your trip leaders can start the bulk credit process, and what you must know as an administrator to apply the funds to the passengers.

What Trip Leaders Must Do

On the Trip Leader Dashboard, click on Bulk Credits on the left side of the page.

Click New Bulk Credit.

You'll be taken to the Edit Bulk Credit page.

Name the bulk credit
Enter the total amount of money to be split
Select how you'd like the money to be split
Select the number of passengers that will receive money
Click save

Evenly Split Funds Across Selected Passengers

In your list of passenger names, select each passenger that will receive an even distribution of money by checking the box. There will be a counter on the left hand side that will tell you how many passengers you must select.

When you have selected the full amount of passengers the counter will say "All Set!" and the Submit button will switch to blue. Click the Submit button to proceed.

Payment Type

If you'd like to pay for this bulk credit with a credit card, select Pay Electronically, click Save, add notes if necessary, and follow the instructions in THIS document.

If you'd like to pay with check or wire, select Pay Manually, add notes if necessary, and click Save.

Confirm distribution of funds and recipients on the Checkout page. Once everything is confirmed click the Looks good button below.

You're all done as far as what you'll need to do in the online system. Follow the instructions on this page to transfer the funds to your tour operator and eventually have the credits applied to your passengers in the system.

Customize Funds Per Passenger

On the New Bulk Credit Page, recall that you can choose to distribute custom amounts to certain passengers when creating a new bulk credit. If you'd like to go this right, select Customize funds per passenger and click Save.

Select the custom amounts you'd like to distribute to specific passengers on the right. When all the money has been distributed, the Submit button will turn blue. Click to proceed.

On the checkout screen, confirm the passengers and the amounts they'll receive. If everything is correct, click Submit for approval.

Follow the instructions on the following screen to transfer the funds to your tour operator.

Tour Operators' Next Step

When your trip leader has submitted a manual bulk credit for approval (one not paid with a credit card), you'll need to approve it in the system. Click on Bulk Credits

Any bulk credit submissions pending approval will have a blue button next to it that says Review. Click Review to proceed.

Carefully review the details of the bulk credit submission, particularly in the section titled Bulk Credit Recipients. If everything looks correct and your organization has received the money from the trip leader (usually by check or wire), leave a comment and click Yes, Approve This at the bottom of the screen. If there is a problem with the bulk credit, you may have to reject it by clicking the "No, Reject This" button, and requesting that the trip leader submit a new one with the appropriate corrections.

If your trip leader needs instructions on what to do when a bulk credit is rejected, direct them to read the appropriate section in THIS article.

Next, you'll be taken back to you bulk credits screen where you'll see all of the previous bulk credit submissions from this trip, including the one you just approved.

What Next?

After approval, the funds will be applied to the indicated passengers. This credit will be reflected on their payment schedules. The next payment due will be automatically adjusted to reflect any overage, so no passenger overpays or underpays. If you have any questions about this process or any others, please reach out to us at help@groupcollect.com