Editing/changing bookings from booking invoices

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Learn how to edit bookings, including editing or adding Customer details, accessing the change items/product modal,  changing items/products from the Booking Invoice, updating bookings to show inventory changes, viewing your invoice changes and finding solutions to common issues.

New to the Booking Invoice? You can read the first article in this series for an introduction to the Booking Invoice.

 

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Which plans include this feature?

Legacy:  Soho, Pro, Plus, Enterprise, Flex
New:  Growth (Subscription), Growth (Online Booking Fee), Managed
→ Learn more about our new plans or how to change your plan.

Where can I find this feature using the top menu?

Reports > Booking Index > Booking Details > Edit > Change

What more do I need to use this feature?

• Admin or restricted permissions to Modify Bookings.
  
  

Which Checkfront version supports this feature - classic, new or both?

• This feature is available in both our classic version using items (Inventory > Items) and our newest version using products (Inventory > Products).  → Learn more about products

 

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

 

Changing a product's price does not automatically change the price in existing bookings for that product. Should you edit an existing booking product, the system queries and applies that product's current price. Staff can also manually adjust the price as needed by editing the product's subtotal. Learn more about configuring a product's price here: Configuring base rates for your product

 

Edit the fields provided, such as email address or phone number, updating or adding the information as needed.

When you are done, click either the Update button at the bottom of the form or the Save button to the left of the invoice.

 

If a booking has guests attached and the Guest Form feature is enabled, their details can be updated in the Guests tab. Learn more about the Guest Form feature here: Introduction to the guest form integration

 

Learn more about updating Customer details associated with Customer Accounts here: Introduction to managing Customer Accounts

 

Learn more about controlling which fields display in the Booking Form here: Introduction to booking form fields

 

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

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

 

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An item/product line entry in a booking has multiple settings that Staff can modify 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/products from 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.

 

Select a new item/product from the Item dropdown menu within the Change Item modal. This searches the system for items/products based on the parameters supplied.

If other items/products are available, 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/products that have availability.

Selecting a new item/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.

 

Referencing the Inventory Calendar Referring to the Inventory Calendar when changing items/ products is helpful. The Inventory Calendar provides an overview of item/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: Introduction to the inventory calendar

 

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/product is unavailable for booking.

 

If an item/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.

 

Referring to the Inventory Calendar when changing items/ products is helpful. The Inventory Calendar provides an overview of item/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: Introduction to the inventory calendar

 

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

Depending on your browser, you can manually change an item parameter/product guest type value by entering the number in the field or selecting the up or down arrows that show in the field when hovering over it with your cursor.

 

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

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

Taxes are set up in the Ecommerce Setup area (Manage > Ecommerce Setup > Taxes).   

 

Learn more about configuring taxes here: Configuring ecommerce settings for 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 summarizes the details per item parameter/product guest type.

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

 

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

 

An item's/product's subtotal can be customized to whatever value you wish in the Subtotal field when changing an item/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), you can add the code to an item/product with the Apply Promo or Voucher option in the Change Item/Product modal. 

 

When the Apply Promo or Voucher option is selected, a Promo / Voucher field opens up 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.

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

 

Learn more about setting up discounts for items/products here: Introduction to discount and voucher codes

 

If an item/product in a booking has an existing discount or voucher applied that you want to change, then follow these steps to update it with a different code:

1. In the booking's Edit tab, select Change beside the line entry.
2. Clear the existing code in the Promo / Voucher field.
3. Enter the new code in the cleared field and select Apply.

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

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

 

Learn more about setting up discounts for items/products here: Introduction to discount and voucher codes

 

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 item packages/product upsells to add, then a plus sign displays beside the entry that can be attached. When the plus sign is clicked to add the item package/product upsell, the plus sign changes to a checkmark to show that the option is selected. 

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

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

 

Learn more about creating item packages or product upsells here: Configuring packages with items using the item builder (classic) Managing advanced settings on products

 

An item/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/product you're removing has packaged items/product upsells attached, then the package/upsell contents are removed. 

 

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

 

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Have you updated an item/product (Inventory > Items/Products) and want existing bookings to reflect the changes, such as adjusted timeslot times?

Since bookings do not automatically update with item/product changes, this is done manually. Follow these steps:

1. In the booking's Edit tab, select Change beside the line entry.
2. If the displayed item/product does not reflect the changes made in the Booking Manager, temporarily select a different item/product using the Item dropdown menu and re-select the preferred item/product to refresh the options presented.
3. Select the changed option, such as a new time, price, or tax.
4. Choose Save when you are done.

 

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