Canceling or Rebooking a Reservation

Canceling or Rebooking an Entire Booking Record

If the entire booking is to be canceled, or if you need to rebook the traveler(s) on a different tour, click on the “Cancel” button. When you choose to “rebook”, you will select the code of the new tour and a new Booking record is created for you. You will, in either case, be asked if you want to charge a cancellation fee. If you reply in the affirmative, the fee will be calculated for you, based on the deadlines established in Tours(which amount can be overridden as appropriate). When you elect to “rebook”, any payments posted in the original record will be transferred automatically (less any cancellation fees) to the new record, and notes documenting the transfer will be tagged in both.

Canceling One Passenger in a Record

When a situation arises where an individual passenger (Pax) needs to be canceled from a booking without affecting the entire group, follow these steps to manage the booking accurately:

Steps for Cancellation

1. Navigate to the Passenger Record:
   > Open the Pax record of the traveler who needs to cancel.
   > Click on the trash can icon to initiate the deletion of their record.
2. Adjusting Booking Details:
   > The system will automatically adjust the number of passengers (Pax) in the booking. The user must manually adjust the Package type if necessary, such as changing from Double to Single occupancy.
   > This adjustment is done on the Prices/Options tab within the booking details.
3. Managing Roommates:
   > If the canceling passenger had a roommate, and the roommate is still traveling, you do not need to change the Package type for the remaining traveler.
   > Use a common Tag number to link the remaining traveler with their new roommate, if they are booked separately.
4. Replacing a Passenger:
   > If another individual is taking the place of the canceled passenger, delete the original Pax record and add a new one with the new traveler’s details.
   > Ensure the number of Pax confirmed in the Booking and on the Prices tab are consistent.
5. Cancellation Penalty
   > When deleting a Pax record, you will be prompted to apply a cancellation penalty.
   > If agreed, the penalty amount is derived from the Pay Deadlines tab in Tours.
   > The penalty amount will be reflected on the Pax Invoice, which can be generated from Bookings.
6. Documentation and Notes
   > It is recommended to add a note on the Invoice Notes field under the Notes tab. This note should detail the cancellation fee, mentioning it as “Cancel Fees” and specifying it represents the cancellation of the specific passenger (e.g., Mr. Hadaway) on the specific date.