Difference between revisions of "How do I cancel a customer booking?"

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== Summary ==
 
== Summary ==
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This article explains how to mark a booking as cancelled.
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This article explains how to cancel a customer booking.
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A cancelled booking retains information which may be useful for future reporting.
  
 
== More Information ==
 
== More Information ==
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The option to cancel or delete a booking will only be available to users with sufficient security. See [[How do I set up a new user?#Amend Existing|this]] article for how to amend a user record.
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The {{BH}} module settings must have a default status for cancelled bookings to enable the {{Button|Cancel}} button - see below:
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=== Setting a Cancel Status ===
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To set the {{DataValue|Cancel}} status:
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* Go to {{PlatinumModuleSettings|{{BH}}|Module Settings}}.
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* Scroll down to the {{DataPrompt|Customer Bookings}} section.
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* Find the {{DataPrompt|Default cancelled status:}} and enter the status to set once a booking has been cancelled.
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** Press {{KeyPress|C-F1}} to search through your existing statuses or click {{Button|Add}} to add a new status.
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{{Tip|text=If you do not want to use the Cancel Booking feature then blank out this status.}}
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* Click {{Button|Done}} and {{Button|Accept}} the changes.
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=== Cancelling a Booking ===
 
Go to {{Menu|{{BH}}|Add or Edit Customer Bookings}}.
 
Go to {{Menu|{{BH}}|Add or Edit Customer Bookings}}.
 
* Enter a date range to cover the period of the booking or click {{DataPrompt|Search}} to view all current bookings.
 
* Enter a date range to cover the period of the booking or click {{DataPrompt|Search}} to view all current bookings.
 
** You may click {{Button|Advanced}} to search for bookings for a specific customer, hire item or status.
 
** You may click {{Button|Advanced}} to search for bookings for a specific customer, hire item or status.
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* Select the booking and click {{Button|Edit}}.
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* Select the customer booking on the list.
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* Click the dropdown at the {{DataPrompt|Status}} field.
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* You may either cancel the booking from the current screen or click {{Button|Edit}} to go into the booking prior to cancelling.
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* Select the {{DataValue|Cancelled}} status.
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{{Tip|text=You may wish to record the hire items manually in the {{Tab|Notes}} tab of the booking, prior to cancelling the booking.}}
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* Press {{KeyPress|A-F8}} or the {{Button|Cancel booking}} button.
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* If an invoice has been produced, you will be required to post a credit in order for the cancellation to proceed.
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* If any payments or deposits have been taken, you will be asked whether you want to {{Button|Refund}} or {{Button|Leave}} them.
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* If you are refunding deposits:
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** [[How do I refund customer booking deposits?|Refund]] the deposits and {{Button|Accept}} the changes.
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** Confirm that you want to proceed with the cancellation.
  
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{{Tip|text=If the status does not exist, click {{Button|Add}} to create a {{DataPrompt|Status}} of {{DataValue|CAN}} and {{DataPrompt|Description}} of {{DataValue|Cancelled}}. Click {{Button|Done}} and {{Button|Accept}} the new status.}}
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Once the cancellation has gone through, the status will be changed to the {{DataValue|Cancel}} status and the hire items for the booking will be removed, freeing them up for other bookings.
  
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* If a deposit has been taken, and is being refunded, click {{Button|Refund}}. Follow the steps in [[How do I refund customer booking deposits?|this]] article.
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* Click {{Button|Done}} and {{Button|Accept}} the changes to confirm the cancellation of the booking.
  
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* If you want to keep track of items allocated to this cancelled booking, leave them on the booking form.
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=== Viewing Cancelled Bookings ===
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Go to {{Menu|{{BH}}|Add or Edit Customer Bookings}}.
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* Select {{DataValue|All Bookings}}.
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* Enter a date range if applicable.
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* Click {{Button|Search}}.
  
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{{Warning|text=Please be aware they will still show as required in the [[How do I deal with a customer booking enquiry?|enquiry]] and [[How do I make a hire item unavailable for a period?|activity]] screens.}}
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You may {{Button|Edit}} a booking to view the details but you will not be allowed to make any changes to the booking.
  
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* If you do not need to retain the items on this booking, click {{Button|Remove}} against each of the {{DataPrompt|Booking items}}.
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If your security allows, you may {{Button|Delete}} the cancelled booking.
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{{Warning|text=You will not be able to reverse this option or retrieve the booking details once it has been deleted.}}
  
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{{Tip|text=You may wish to manually record the items in the {{Tab|Notes}} tab of the booking, prior to removing them.}}
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=== Deleting a Booking ===
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The option to delete a booking will only be available to users with sufficient security.
  
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* Click {{Button|Done}} and {{Button|Accept}} your changes.
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A deleted booking will not retain any information and cannot be retrieved or included in future reports.
  
 
== See also ==
 
== See also ==
 
* [[How do I deal with a customer booking enquiry?]]
 
* [[How do I deal with a customer booking enquiry?]]
 
* [[How do I make a hire item unavailable for a period?]]
 
* [[How do I make a hire item unavailable for a period?]]
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* [[How do I refund customer booking deposits?]]
  
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{{KB_Tags|cancellation, cancel, booking, hire, refund deposit}}
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{{KB_Tags|cancellation, cancel, booking, hire, refund deposit, delete, remove}}
 
{{How}}{{KB_BH}}
 
{{How}}{{KB_BH}}
  
 
{{KB_Ref|BH02, BH99}}
 
{{KB_Ref|BH02, BH99}}

Latest revision as of 09:39, 24 March 2023

Summary

This article explains how to cancel a customer booking.

A cancelled booking retains information which may be useful for future reporting.

More Information

The option to cancel or delete a booking will only be available to users with sufficient security. See this article for how to amend a user record.

The Booking and Hire module settings must have a default status for cancelled bookings to enable the [Cancel] button - see below:

Setting a Cancel Status

To set the 'Cancel' status:

  • Go to " Reports & Settings Maintenance Options System Administrator Module Settings Booking and Hire Module Settings".
  • Scroll down to the "Customer Bookings" section.
  • Find the "Default cancelled status:" and enter the status to set once a booking has been cancelled.
    • Press <Ctrl+F1> to search through your existing statuses or click [Add] to add a new status.
If you do not want to use the Cancel Booking feature then blank out this status.
  • Click [Done] and [Accept] the changes.

Cancelling a Booking

Go to " Booking and Hire Add or Edit Customer Bookings".

  • Enter a date range to cover the period of the booking or click "Search" to view all current bookings.
    • You may click [Advanced] to search for bookings for a specific customer, hire item or status.
  • Select the customer booking on the list.
  • You may either cancel the booking from the current screen or click [Edit] to go into the booking prior to cancelling.
You may wish to record the hire items manually in the [Notes] tab of the booking, prior to cancelling the booking.
  • Press <Alt+F8> or the [Cancel booking] button.
  • If an invoice has been produced, you will be required to post a credit in order for the cancellation to proceed.
  • If any payments or deposits have been taken, you will be asked whether you want to [Refund] or [Leave] them.
  • If you are refunding deposits:
    • Refund the deposits and [Accept] the changes.
    • Confirm that you want to proceed with the cancellation.

Once the cancellation has gone through, the status will be changed to the 'Cancel' status and the hire items for the booking will be removed, freeing them up for other bookings.

  • Click [Done] and [Accept] the changes to confirm the cancellation of the booking.

Viewing Cancelled Bookings

Go to " Booking and Hire Add or Edit Customer Bookings".

  • Select 'All Bookings'.
  • Enter a date range if applicable.
  • Click [Search].

You may [Edit] a booking to view the details but you will not be allowed to make any changes to the booking.

If your security allows, you may [Delete] the cancelled booking.

You will not be able to reverse this option or retrieve the booking details once it has been deleted.

Deleting a Booking

The option to delete a booking will only be available to users with sufficient security.

A deleted booking will not retain any information and cannot be retrieved or included in future reports.

See also


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Keywords AND Misspellings
cancellation, cancel, booking, hire, refund deposit, delete, remove
Tags

BH02, BH99

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