Status Types
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Using statuses, you can control where in the booking process an invoice is placed. Some of these statuses are automatically set by the system when certain functions are performed. For example, if a partial payment is applied to an invoice, the system will set the status as Deposit. If a full payment is applied to an invoice, the status will be Paid.
You can also apply statuses manually to update the progression of the booking. An example of this might be a customer paying their balance in situ with cash. You can simply pull up the invoice, change the status to Paid and apply a POS payment to balance the books.
So let's have a look at the system statuses. You are free to change the labels on these to suit the needs of your business, but the status IDs are not user configurable due to their roles within the system.
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Pre-bookings and Void bookings are only held in the system for 30 days (aside from permanent notations within the Account Activity report showing the Pre-booking or Void event). This provides you with a window of opportunity to reconcile your reports and our Support team to better troubleshoot missing payments etc. If you would prefer to retain the booking records in your system, then please use the Cancelled status instead of Void. |
Pending:
A locked status that can be used to hold a booking pending confirmation. Inventory will be set aside while the invoice is pending.
Reserved:
A locked status used to confirm the completion of a booking, with or without a payment. Inventory will be set aside and unavailable for further bookings.
Deposit:
A locked status used by the system when a partial payment has been applied to a booking. For more information on deposits, click here.
Paid:
A locked status which is set by the system after an invoice has been paid in full through a payment gateway, keeping in mind that this means the transaction has been authorized for payment and potentially paid out. How long it takes for the deposit to arrive in your bank account will depend on your payout schedule with your Payment Gateway.
This status can be set manually if a payment is received by POS. Inventory will be set aside and unavailable for further bookings.
Waiting:
Unlocked status by default. Similar to pending, but the item booked will not be held aside while the booking is being confirmed.
Canceled:
An unlocked status used to cancel a booking and return items to inventory when a payment has been applied to the invoice.
Void:
An unlocked status, similar to canceled, used to void a booking and return items to inventory. A booking can only be marked as void if no payments have been applied to it. If payments have been applied, the void option will not be available for use and canceled should be chosen instead.
Pre-Booking:
After the Customer Booking Form is submitted this locked status is used to hold a booking until payment is completed. Pre-Bookings are held for 15 minutes, after which the inventory will be released. If your Ecommerce settings do not require any payment to complete a booking the Status will instead automatically be set to the Default Customer booking status found under Manage > Setup > Configuration.
Paid in GYG:
For those with the GetYourGuide integration, bookings display with a status of Paid in GYG. You can change the label and colour of this Status; however, the ID is fixed and cannot be edited.
For more information about the GetYourGuide integration, please read: GetYourGuide: Introduction.
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