Refund with Vendor Penalty - Invoicing a Cancelled Booking with Supplier Penalty
Step 1: Copy the original booking using the Copy and Paste Buttons in the Res Card. Create a copy of the original, cancelled booking to use in recording the penalty amount.
Step 2: Update Copied Booking by adding key data.
- Add the travelers. The copied booking defaults to no travelers.
- Change the booking amount to the amount of the penalty. Enter $0.00 as the commission unless the agency gets to keep any of its commission. If so, enter the amount the agency keeps.
- Delete the individual Service Providers (not applicable for this booking).
- Add a Service Provider for the Service Fee.
Step 3: Open the original reservation and change the booking status to 'Cancelled'. Leave the rest of the information as originally entered. Review amounts for accuracy. Change the Res Card status to Cancelled.
Step 4: Select Generate Invoice and check Include Refunds. In the Form of Payment section, choose the type of payment that will be refunded (cash, check, credit card). Select the original booking, and at the payment amount, choose 'Refund', and enter the amount originally invoiced. Select the cancellation fee booking, and at the payment amount, choose Sale and invoice the full amount.
- Preview the invoice to ensure the net refund is correct, then generate the invoice. The Res Card shows a zero dollar balance.
- Reminder: If an invoice has more refunds than sales, a Refund Invoice is issued. If the invoice has more sales than refunds, then a Sales Invoice is issued. All invoices issued in ClientBase are available in Trams Back Office.
