A client has cancelled their booking but now has a credit

Occasionally a client may make payment to you, then defer their trip till a later unconfirmed date.  And they may be happy for you to hold that credit till they rebook.

Here's our recommended way of dealing with that:

1.  First, change the booking status of the client's booking to " On Hold" or "On Hold Next Season"  or something similar.  Your business could make some rules around creating a booking status which relates to this.  Learn more about the different Booking Status' and the impact these have on financial and PAX counts here

As our Booking Status of "On Hold next season" has settings which determine that PAX and $$ are not considered, this has the result of the client's booking not being included in PAX or $$ totals.

The payment the client has made a payment on is now being HELD and will be assigned on a future Departure.

2.  We recommend you add a note to the client's Booking record's | Finance | Payment notes to the effect that the amount is now on hold, e.g. "We will hold this amount, as Al wishes to go on a different Departure when his work commitments are resolved."

Remember, you can obtain a list of all the Departures this client is on, from their Client | Bookings list.  Note that the Status indicator clearly shows this Booking is on hold. 

3.  The Finance Dashboard will show you when payments have been made, for bookings that are on hold, by adjusting the payments filter to "Deposit" or "Full payment" and status filter to "On Hold" or "On Hold Next Season".  (You may make some business decisions about what settings are chosen when allocating those payments and booking statuses.)

4.  An Ad Hoc search will also reveal any clients who have a booking on Hold:

From the Main Menu, go to Bookings | Search | Ad hoc search data, and in the "select field" drop down list select L4 Status (L4 is the client level), IS  On Hold Next Season, then press Find

A list of all clients with a Booking Status of "On Hold Next Season" appears.

5.  To find out the value of any credits your clients might have, perform a Finance Ad hoc Search.  The Balance Paid figure is the amount you are holding in credit for the client.

• From the Main Menu, go to Finance | Search | Ad hoc search data, and in the "select field" drop down list select L4 Status (L4 is the client level), IS  On Hold Next Season, then press Find

• The result is a list of all bookings where their booking status is set to "on Hold next Season"

• The balance paid figure is the amount you are holding in credit for them.