Purchase terms protect your revenue while treating customers fairly by establishing clear, automated rules for what happens when circumstances change. Rather than having your team interpret policies case by case, purchase terms enforce your rules consistently across all transactions.
Each purchase term set defines:
- Transfer rules – When customers can move to different dates, what fees apply, and cut-off periods
- Withdrawal rules – Refund amounts based on timing, including full refunds, partial refunds, credits on hold, or no refunds
- Substitution rules – Whether participants can be swapped, any fees for changes, and timing restrictions
Purchase terms are linked to purchase plans, so different audiences can have different policies.
Once configured, purchase terms enforce automatically. When a customer requests a transfer, the system calculates the applicable fee based on the current date and program start date. When a learner withdraws, the system determines their entitlement and processes it accordingly.
Purchase terms also allow for sales team overrides when flexibility is required, with every override logged for audit purposes.
To create and manage purchase terms and conditions, you must have the Finance Admin role.
This is managed via the user profile, under the Finance & Sales tab. For more information, visit our help article on Managing Sales and Finance Permissions.
Creating New Terms and Conditions
To create new purchase terms and conditions, navigate to Sales and Finance in the left-hand panel, then to Purchase Terms & Conditions.
Select New Terms & Conditions.
Note: to configure purchase terms, you must have access to Finance Admin.
This is managed via the user profile, under the Finance & Sales tab.
Configuring Your Purchase Terms
| Form Field | Description |
| Title | A descriptive name for this purchase term set used for internal reference. Use clear names that indicate the policy type or audience (e.g., "Standard Terms", "Leadership Programs - Non-Refundable", "Corporate Negotiated Terms"). |
|
Status
|
The current status of this purchase term set. Draft terms can be edited freely but aren't available for use. Active terms are available to assign to purchase plans. |
Purchase Terms Code |
A short code to identify these purchase terms in reports and exports. This helps distinguish between different terms when analysing transactions and customer behaviour. |
| Default Language | Select the primary language for these purchase terms The terms and conditions description will be displayed in this language by default. You can add additional language translations if needed. |
| Tax Application Type for Fixed Fee | Choose how tax is applied to fixed fees (such as transfer fees or change fees) charged under this purchase term set. |
| Self-Service Actions Taken By |
Control who can initiate self-service actions like transfers and withdrawals:
|
| Terms & Conditions Description | The written terms and conditions that customers see on their invoices and during the purchase process. This should clearly explain your policies regarding refunds, transfers, substitutions, and any other relevant conditions. You can format this text using the rich text editor and should link to your full terms and conditions on your website for full transparency. |
| Credit on Hold – Expires In | Set how long credits on hold remain valid before expiring. Enter a number and select the time period. This encourages customers to use their credits whilst providing reasonable flexibility. |
Program Delivery Mode |
Select how your programs are delivered. This affects the available date calculation options for policies:
|
| Relative Date Type |
Choose the reference point for calculating policy windows and deadlines:
|
Allow Withdrawals |
When enabled, customers can withdraw from programs according to the rules you define. When disabled, no withdrawal option will be shown. |
| Allow Same Program Transfers | When enabled, customers can transfer to a different date or cohort of the same program (e.g., from March to June offering of the same course). |
| Allow Different Program Transfers | When enabled, customers can transfer from one program to a completely different program in your catalogue, subject to any price differences and fees you define. |
If you only have one set of purchase terms, all purchase plans will default to that set. If you have multiple sets of purchase terms, you will need to ensure each purchase plan has purchase terms attached.
To add purchase terms to a purchase plan, navigate to Sales and Finance in the left-hand panel, then to Purchase Plans.
Under Billing and Policies, select the relevant purchase terms from the drop down. Please note, this drop down will not appear if there is only one set of purchase terms, as all purchase plans will use this set.
Purchase terms enforce automatically once configured. When customers request transfers or withdrawals, the system calculates fees and entitlements based on the rules you've defined, ensuring consistent policy application without requiring staff intervention for every request.
You can create multiple purchase term sets for different scenarios, such as standard terms for open enrolment, non-refundable terms for certain courses, or custom negotiated terms for corporate partners. Each purchase plan can link to the appropriate term set for its audience.
If you need to make changes to active purchase terms that are already in use, consider creating a new version rather than modifying existing terms, particularly if the changes would affect customers who purchased under the original terms.