| Overview |
| |
This page describes how to set Guest Tracker
up with or without a default Cancellation Fee and how to properly Cancel
a reservation. SETTING UP DEFAULT CANCEL FEE | CANCEL & REFUND
DEPOSIT | CANCEL & RETAIN DEPOSIT
If you are not running version 2.1.7 or later, you will need to
download the latest update to your version. Some of these features
are not available in earlier versions. (If you are not sure which
version you have, click on the Help menu in Guest Tracker and click
on the About option to find out.) |
 Setting
up a Cancellation Fee Account |
| 1.) |
Go to the Revenue Accounts section of the
Admin Section. 
|
| 2.) |
Add a Revenue Account
called "Cancellation
Fee" as shown below. (The example specifies taxes to show how
taxes get applied to the cancellation fee later on in the process.
Taxes may or may not apply to your cancellation fee. If they do, be
sure to specify them here.) 
|
| 3.) |
Next, go to the Charge Items section of
the Admin Section. 
|
| 4.) |
Edit the "Cancellation Fee" Charge
Item. (This item will automatically get created when you create the "Cancellation
Fee" Revenue Account.) |
| 5.) |
If taxes apply to your cancellation fee,
it is recommended that you enter the amount of your fee in the Post-Tax
Price box and let Guest Tracker compute the taxes on the fee. If you
don't have a standard cancellation fee, you can leave the Pre-Tax Price
set to 0.00. When you cancel a reservation, Guest Tracker will automatically
place whatever amount is entered in the following screen as the
Cancellation Fee. If the Price Includes Tax checkbox is checked,
the fee will be entered on the cancellation screen as the Post-Tax
Price. If the Price Includes Tax checkbox is NOT CHECKED, the Pre-Tax
Price will be entered. (This will become more obvious later when
we actually cancel a reservation.)
|
| 6.) |
Next, go to the Preferences section of
the Admin Section. 
|
| 7.) |
On the Preferences window, click the Charges
tab. |
| 8.) |
In the Cancellation
Fee drop-down menu, select "Cancellation Fee" as shown
below. 
|
| 9.) |
Click the OK button to save the Preferences.
This completes the setup portion of canceling reservations in Guest
Tracker, so lets continue on to actually canceling a reservation. |
| Canceling
a Reservation & Refunding any Remaining Deposit |
| 1.) |
Select a reservation you'd like to Cancel
from the Reservations Section and click on the Delete button. |
| 2.) |
You will be presented with a screen similar
to the following (the dollar figures will vary). The Delete Charges
checkbox will be checked by default indicating that all of the existing
room charges and other charges (payments and deposits will NOT be deleted)
will be deleted from the guest's bill. The Cancellation Fee has automatically
been set to $50.00 including tax (in accordance with Step 5 in the
Setup portion of this page above. Notice that you can modify the Cancellation
Fee at this time as well). Since the guest had a $100.00 deposit on
their bill, and the cancellation fee is $50.00, the remaining $50.00
will be refunded to the guest (you can optionally specify a refund
comment). 
Click to Enlarge
|
| 3.)The guest's bill will now appear as follows.
Notice that the taxes on the Cancellation Fee have been figured automatically. 
Click to Enlarge
|
| Canceling
a Reservation & Retaining the Deposit |
| 1.) |
Select a reservation you'd like to Cancel
from the Reservations Section and click on the Delete button. |
| 2.) |
This time we've done some things a little
bit differently. The Delete Charges checkbox is still checked but this
time we'd like to hold onto the deposit that's left over after the
cancellation fee is applied, so we put a check in the Retain Deposit
checkbox. We also removed the check from the Fee Includes Tax checkbox
to demonstrate that the Cancellation Fee does not have to include tax. 
Click to Enlarge
|
| 3.) |
The guest's bill will now appear as follows.
The remaining deposit of $46.75 will be retained and can then be transferred
forward to future reservations. 
Click to Enlarge
|
