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Common cancellation/amendment procedures and transactions

← Booking Operations

The below table lists a number of common procedures relating to the cancellation/amendment of existing bookings in Intellibook, 

along with the effect of those on the booking's transactions. 


For users who have integrated Intellibook with Xero, the column on the right covers the corresponding changes made in Xero in these 

scenarios:


 

Scenario

Intellibook process & transactions

Xero
    1. Complete booking cancellation
    1. If any refunds are to be given, load these  as credits and ensure the date on the credits is on or after the dates of the invoices they correspond to.

     

    1. Use the "Cancel Booking" button on the booking's "General" tab.

     

    This will mark the booking cancelled, and will also create "Cancellation credit" transactions to cancel out any charges for which payments have not been received.

     

Assuming the total chargeable amount on the booking has decreased, Intellibook will export a credit note to Xero of the difference. 1
    1. Attendee(s) removed from booking
    1. Open the booking's "Inventory" tab and click 'Edit. Drag the attendees being cancelled into the "Attendees to Cancel" space on the left side.

     

    1. Click "Save"

     

    1. During save, Intellibook will offer to recalculate the invoices on the booking. This will remove any invoices automatically raised by Intellibook (but not touch any manually raised invoices or invoices for add-ons etc.) and create new invoices which factor in the higher number of attendees on the booking.

     

    Retained payments (non-refundable deposit etc.):

     

    A new manual invoice should be raised to match any retained payments, perhaps with description such as "Deposit held for attendee" and dated on or prior to the date of payment.

    Please note: If you have "Split Invoicing" enabled on the related Product, this invoice should be assigned to the cancelled attendee as should the payment being retained on behalf of that attendee.
     

Assuming the total chargeable amount on the booking has decreased, Intellibook will export a credit note to Xero of the difference. 1
    1. Attendee(s) added to booking
    1. Open the booking's "General" tab and click "Edit", Add the new attendee(s) and click "Save".

     

    1. Open the booking's "Inventory" tab and click "Edit". Add rooming as appropriate, use your mouse to drag the new attendees into their room and click "Save".
       
    2. During save, Intellibook will offer to recalculate the invoices on the booking. This will remove any invoices automatically raised by Intellibook (but not touch any manually raised invoices or invoices for add-ons etc.) and create new invoices which factor in the larger number of attendees on the booking and change in chargeable amount etc.

     

     

Assuming the total chargeable amount on the booking has decreased, Intellibook will export a credit note to Xero of the difference. 1

 

1 Secondary invoices and credit notes in Xero (for adjustments in a booking's total chargeable amount) will be assigned the 

Booking ID in the "Reference" field which means they can be easily matched up to other transactions for the same booking.

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