How do I cancel a customer booking?

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.

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 manually record the hire items in the [Notes] tab of the booking, prior to cancelling the booking.

• Press <Alt+F8> or the [Cancel booking] button.

Only customer bookings that have not had an invoice produced can be cancelled in this way.

• If any deposits have been taken, you will be asked whether you want to [Refund] or [Leave] them and proceed with the cancellation.
• If you are refunding:
  • 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

• How do I deal with a customer booking enquiry?
• How do I make a hire item unavailable for a period?
• How do I refund customer booking deposits?

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Keywords AND Misspellings

cancellation, cancel, booking, hire, refund deposit, delete, remove

Tags

BH02, BH99