Follow the steps below when you need to record a refund on a reservation.
1. Determine the status of the client and supplier balances of the Reservation. The screenshot below shows a reservation with an outstanding client and supplier balance.
- If there is an outstanding client and supplier balance, move to step 2.
- If the client and supplier balances are $0, move to step 4.
- If the client balance is $0, but there is an outstanding supplier balance, move to step 3.
2. In the trip, click on the Payments tab. Click Add Payment.
3. Create a payment that is Paid By > Supplier and Paid to Client. Link the reservation. The Amount field will be positive while the Applied field will be negative. Save the payment.
4. Go to the Reservations tab. Check the box next to the Reservation and click Copy and then Paste.
5. Open the newly created Reservation and change the total fare to the refund amount. Enter this as a negative number. Note: Make sure the Status is Confirmed so it can be linked to a payment.
- If there is commission in the reservation, and it is not protected, enter a negative commission amount.
- If there is commission in the reservation and it is protected, do not change the commission amount.
6. In the trip, click on the Payments tab. Click Add Payment.
7. Create a payment that is Paid By > Supplier and Paid to Client. Link the reservation. The Amount field will be positive while the Applied field will be negative. Save the payment.
7. Open the reservation and change the status to Cancelled.
Notes:
- Cancelled reservations do not display on the Trip Statement. However, all payments are displayed.
- Refunds will appear as positive amounts on the Trip Statement, as the Amount field from the payment is what is displayed here.