Booking Details: Changing a Booking

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Plan Availability: ✓ Soho | ✓ Pro | ✓ Plus | ✓ Enterprise | ✓ Flex |
Locate: Reports > Booking Index > Booking Details > Edit > Change
Prerequisites: 

• Admin permissions or restricted permissions to Modify Bookings.
• Booking Details are available to those using items (Inventory > Items), a feature of our classic version of Checkfront.
• Interested in using the Booking Details with products (Inventory > Products)? Your account must be a member of our Early Access Program. 

 

Early Access Program The new product feature mentioned in this article is currently part of our Early Access Program, which means it is available to select Customers to try out and provide us with feedback. To learn more about becoming part of our Early Access Program check out our related blog post or contact our Technical Support team. Find our complete set of help articles related to the Early Access Program here: Early Access Program.

 

In this article, we learn how to edit or change a booking.

New to the Booking Invoice and booking details? Be sure to read our overview, Booking Details: Introduction, before starting!

Please read the full series of articles, accessed at the side and bottom of this page, to learn more about the full management capability of the Booking Details features.

 

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You can change a booking by clicking on the Edit tab just above the invoice. From here, you can change the Customer details or modify the items or products on the invoice.

To change or add Customer details, simply edit the fields provided, updating or adding the information as needed.

Click either the Update button at the bottom of the form or the Save button to the left of the invoice when you are done.

 

Learn more about controlling which fields display in the Booking Form here: Booking Form & Field Editor: Introduction

 

To modify existing items or products, click the Change button next to the item or product line entry you wish to modify. A pop-up then displays where the booking item or product details are edited. We cover this step in more detail below.

After making any desired changes, select the Save button at the bottom of the Change Item modal to have the changes apply to the booking.

 

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An item or product line entry in a booking has multiple settings that can be modified by Staff after the booking is created, such as category, date, and subtotal. Read on to find out about each one!

 

Select a different category of items or products to choose from in the Category dropdown menu.

Available entries are set in the Categories area (Inventory > Categories). Both active and hidden categories display in this list while archived categories are not visible to select from.

 

Within the Change Item modal, select a new item or product from the Item dropdown menu. This searches the system for items or products based on the parameters supplied.

If there are other items or products available, then they appear in the list from which you can select one. Check the box labelled Hide unavailable items if you only wish to see items or products that have availability.

Selecting a new item or product and changing the quantity or date automatically queries the system and returns a new price. If there is a conflict, then an error message appears.

When a booking is modified, a new balance is calculated and shown on the invoice. The booking status is also changed as necessary.

 

It is helpful to refer to the Inventory Calendar when making changes to items or products. The Inventory Calendar provides an overview of item or product availability, where stock may be adjusted as needed. You can visit the Inventory Calendar for items (Calendar > Inventory) or products (Calendar > Product). Learn more here: Inventory Calendar - New Experience: Introduction

 

Change a booking's start or end date using the Start and End date calendar fields. Click on the fields to open the calendar selection tool.

By default, the calendar selection shows green for available dates, red for sold-out dates, and grey for dates where the item or product is unavailable for booking.

 

If an item or product in the booking is time-allocation based, such as Per Hour for items or Flextime for products, then additional Time fields show where an available time is selected.

 

It is helpful to refer to the Inventory Calendar when making changes to items or products. The Inventory Calendar provides an overview of item or product availability, where stock may be adjusted as needed. You can visit the Inventory Calendar for items (Calendar > Inventory) or products (Calendar > Product). Learn more here: Inventory Calendar - New Experience: Introduction

 

Where parameters or guest types are attached, you can adjust the quantity for each.

Depending on your browser, a parameter or guest type value is changed by manually entering the number in the field or by selecting the up or down arrows that show in the field when hovering over it with your cursor.

 

The Change Item modal allows for available tax entries to be selected or deselected from the Taxes section.

Simply click on the checkbox to the left of the tax entry to apply, or no longer apply, the tax to the item or product. The tax is active if the checkbox is selected.

Taxes to choose from are initially set up in the Ecommerce Setup area (Manage > Ecommerce Setup > Taxes).   

 

Learn more about configuring taxes here: Ecommerce Setup: Taxes

 

 

A tax entry can also be removed entirely from the booking by selecting the Remove button beside the tax in the edit invoice view.

 

While the Rate section cannot be directly edited, it shows a summary of the details per item parameter or product guest type.

Parameter or guest type details are adjusted within the item itself (Inventory > Items) or the product (Inventory > Products).

 

Note that if the Subtotal value is customized, then the Rate summary clears and shows no parameter or guest type details.

 

An item's or product's subtotal can be customized to whatever value you wish in the Subtotal field when changing an item or product.

When saved, the booking's totals update to include the new subtotal value entered.

 

If you have a discount or voucher code set up in the Discounts area (Inventory > Discounts), then you can add the code to an item or product with the Apply Promo or Voucher option in the Change Item modal. 

 

When the Apply Promo or Voucher option is selected, it opens up a Promo / Voucher field where you place the code.

Click Apply to apply the code to the item/product or booking total, depending on the discount or voucher settings.

A discount or voucher may be removed from an item or product within the Change Item modal by clearing any entered code and then selecting Apply. 

Once you have chosen to Save your changes, the booking totals reflect any discount or voucher changes made when editing the item or product.

 

Learn more about setting up discounts for items or products here: Discount Codes & Vouchers: Introduction

 

If an item has packages or a product has upsells, then they can be attached or detached from the Package Options section of the Change Item modal.

If there are available packages or upsells to add, then a plus sign displays beside the entry that can be attached. When the plus sign is clicked to add the package or upsell, the plus sign changes to a checkmark to visibly show that the option is selected. 

You can uncheck the checkmark to the right of Package Options to deselect all package or upsell options from the booking item or product.

Click the Save button to apply any changes made and the booking updates to reflect any added or removed packages or upsells.

 

Learn more about creating item packages or product upsells here: Inventory - Item Builder: Packages Inventory - Product Builder: Advanced

 

An item or product can be removed entirely from the booking by selecting the red Remove from Invoice button at the bottom of the Change Item modal and confirming the change.

If the item or product you're removing has packaged items or product upsells attached to it, then the package/upsell contents are removed, as well. 

 

If a payment has already been collected on the invoice, then removing the item or product does not automatically refund it. Instead, Staff can initiate a refund via the Transactions tab above the invoice.

 

 

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< Booking Details: Adding Notes     |     Booking Details: Adding/Editing Items or Products >

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