Cancelling A Booking

If a customer requests a booking, and then changes their mind or doesn’t pay the deposit requirement, the booking can be cancelled, allowing payments to be refunded (less non-refundable amounts) and the pen to be used for other bookings.

Note: Bookings can be setup to be automatically cancelled if terms are not signed, or payment is not made, if you are using the customer portal. This can be configured in Customer Portal settings.

Cancel Booking

To cancel a booking, go to the booking view and click the dropdown in the top right and choose the Cancel Booking option.

You will then be shown the booking info, including any payments that have already been made.

Below this, you will see the cancellation options panel.

• Non Refundable Amount – this amount to retain after cancelling.
  • If the payment amount is less than the non-refundable amount, the customer will have an amount owing after cancellation.
• Restore Tokens – the number of allocated tokens to restore.
  • This will be automatically set to the number of tokens allocated to the booking.
• Manually Allocate Cancellation Credits – enable this if you wish to manually allocate the cancellation credits.
  • This should only be enabled if you wish to process a refund, regardless of amounts owing prior to cancellation.
  • Generally, this should just be left off.
• Cancellation Reason – the reason for cancellation.
  • This will be shown in the Cancelled Bookings report.

After you have checked all the options, you can cancel the booking by pressing the green Cancel Booking button at the bottom of the page.

Cancel Booking Process

1. Any uninvoiced items will be deleted.
2. Any existing quotes are checked.
   • If the quote contains only invoice items for this booking, the quote will be deleted.
   • If a quote has invoice items for other bookings, a new quote will be generated, with any invoice items from this booking removed.
3. Any existing invoices are checked.
   • If the invoice has no payments, it will become voided.
   • If there are payments, the invoice total will be added to a credit amount.
4. Any booking extras will be marked as cancelled.
5. If there are tokens to restore, restore the tokens to the customer.
6. If there is a non-refundable amount, a new invoice will be created for that amount.
7. If there is a credit amount, a new credit note will be created.
8. Credit allocations will be made for any non-voided invoices with an amount owing.

If the non-refundable amount is less than the total amount that was paid, there will be credit remaining. This can be refunded or allocated to future bookings.