Add a new System Status for refunded bookings

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15 comments

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    Ashton Dempsey

    Hi Tracey and others,  we are in the same situation and have the same problem.  Also a member-owned and operated ski club.  Totally agree with the suggestion for Refunded as a status leaving a Zero invoice balance.

    Additionally, we would love a process for transferring credit from a cancelled booking to a later new booking.  Same as Tracey, COVID lockdown here in New Zealand has led to a large number of cancellations.  Issuing refunds is a hassle and our members would prefer that we retain the payment as a credit so they can apply it against a later booking.  I haven't found a simple way to do this yet.

    Cheers
    Ashton

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    Dedric Hourde

    yeah, I see how my suggestion doesn't solve your issue.  :-/

    was just an idea… sorry it doesn't help your case.

    Looking forward to hear other solutions

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    Ashton Dempsey

    thanks Tracey - we are just above you - Otaihape!

    I am really looking for something that leaves an auditable trail in the log.  At the moment I am writing a note on the cancelled booking invoice that points to the new booking eg "Credit transferred to new booking ABCD 12345".  I then write a corresponding note on the new booking invoice eg "Paid by transfer of credit from booking WXYZ 98765".

    In terms of recording the total sales and revenue, this is neutral - the new invoice is nominally unpaid, but is balanced by the old invoice that has not had its credit formally cleared.

    There has to be an easier way though!

    Cheers

     

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    Dedric Hourde

    You can create Custom statutes on this page:

    Manage > Layout > Statutes

    Please have a good understanding of default statuses before modifying them.

     

    You'd have to manually do the status change on the booking though.

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    Tracey Jones

    Thanks.

    We do have many of our our own custom status settings, including a Refund status.

    Unfortunately only the generic Cancelled status retains a zero $ balance once a refund is processed.

    We need zero balance to continue into our refund status.

    I'm uncertain that we can or if it's wise, to duplicate a generic status.

    As it stands there is no differentiation between a cancelled status and a refunded one, on the status alone.

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  • Avatar
    Tracey Jones

    Related post has been merged

    Visual differences for Cancelled / Refund status would be great

    I am an Admin for our Client, a ski club, who has clubbies who book bunks.
    There are three ways for an invoice to become cancelled, depending on whether
    a. The Customer (booking clubby) "cancels booking" from within their profile list
    b. An admin changes the status to "cancelled"
    c. We have clicked "refund" in transactions, which reverts the status to "cancelled"

    We would like a visual STATUS to differentiate between a cancelled booking that has been/has not been refunded.
    Our admin created our own called "100% REFUND MADE", but when we change the invoice status, it loses the $0.00 balance and reverts to the original "Balance due".
    It would also be useful to differentiate between "Cancelled by Clubby" and "Cancelled by Admin" on any paid invoice, merely as a visual, if possible.

    Tracy

     

    As time goes on we still really would value a "REFUND" status.

    During Lockdown all canceled bookings or refunded bookings have the same status and the difference cannot be easily identified.

    Thanks, Tracey

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  • Avatar
    Tracey Jones

    Hi Ashton,
    Nice to touch base. Which lodge are you? We're on Ruapehu (Christiania).
    We have been able to create credits for clubbies by editing the invoice, and removing the number of booked people. It leaves the invoice in "paid" but bottom right will say "credit". In fact the clubby can do this themselves, before the event.
    But there's an issue:
    We thought the clubby would be able to go in and use that credit to book for the future by editing again, whenever they want, but the clubby was unable to see the "edit this booking" option in their profile.
    We have assumed this is becasue the "booking date" top right on the invoice (which remained as was), is now in the past, and stopped this ability.
    Admin have had to doctor a false future booking to see if this allows the clubby to edit the days of their stay again.
    I'll keep you posted on the success of that, as we've only just done it.
    Cheers, Tracey

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    Tracey Jones

    Ha!!

    So I've just checked the log of the clubby mentioned before, and it does leave an audit trail with comments like "booking removed", "booking edited" etc. All there.
    I agree with having untidy end points. If feels messy in an otherwise very slick system.

    We have another issue - we find it hard to calculate the $ amount income from any one day's bookings, because the revenue totals in reports relate to the multi day booking, which may have been for several days. ie the entire transaction. Have you found a way to do this?
    Cheers, T

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    Ashton Dempsey

    yes, I've had the problem, no I haven't found a solution apart from telling members to set up a separate booking for every date range booked.

    Maybe we should have a get-together to compare notes when we can get to the mountain!

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    Tracey Jones

    That would be great. If we ever get there.... (yes we're Auckland)
    Would you mind voting for this suggestion, if you can find a way? The more votes we get the more likley it is that Checkfront will look at it. Thanks.

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    Ashton Dempsey

    "Would you mind voting for this suggestion, if you can find a way? "

    done already.  Cheers from a fellow L4 JAFA

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    Steve Venton

    Is this a solution?

    Checkfront automatically sets the status of a booking to STOP (which is by default - and rather confusingly is labelled "Cancelled") when a booking with any payments are refunded to zero - therefore a better description would be Refunded. 

    Therefore, as Dedric said, you can change the name of the Status with ID STOP from Cancelled to Refunded and then create a new status for "Cancelled" or any other name you like (with Lock not enabled). 

    You can then use the official STOP status only Bookings that have been Refunded and the new "Cancelled" status when a Reserved booking is not paid.

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    Ashton Dempsey

    thanks Steve - I'll try that out.  Can't see any fish-hooks in it at this stage.

    Still looking for a simple solution that either holds a client payment as an unallocated credit or transfers it to a later booking.

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    Tracey Jones

    Hi,

    The trouble I found, is that if you use a customised status after the refund, which we tried too, the balance is no longer zero. It seems only the generic Checkfront cancelled status can keep the balance correct.
    So I see what you're saying... rename their generic one. But I'm worried about doing that.
    eg. A clubby can cancel their booking themselves which also creates the generic "cancelled" status, and we wouldn't want that to say "refunded" before the fact.


    Let us know how you got on.

    Tracey

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    Julie Kidman

    Hi team I read your thread with interest as we have had the same problem with "cancelled bookings".  I am now using Gift Certificates for the credits - the only challenge with this solution is the gift certificate isn't tagged in a customer account.  It is referenced in the booking. 

     

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