Q: How do I record a cancellation fee on a reservation?

A: RezOvation Desktop includes a special "Cancellation" feature that allows you to quickly cancel a reservation and either refund any amount paid to the guest or apply a cancellation fee for any amount.

To access this feature, right-click on any reservation from the Reserve Day screen and select "Delete Reservation".

Keep in mind that when you delete a reservation, you are not actually deleting the invoice, just the room charges. If you wish to completely destroy a reservation, then you should choose the option for delete invoice instead (the trash can icon on the Contact Data screen), which will wipe out all charges.

When you cancel a reservation (i.e. you do not want to destroy it), you have a few options: 1) apply a cancellation fee, and keep the money that the guest paid without allowing them to rebook and "re-use" the money they paid; or 2) keep the money but allow the guest to re-use the money for a future reservation. We'll review the options below.

1. Apply a cancellation fee.

Simply check the box for "Cancellation Fee" and either type in a percent amount (e.g. 10%) or a dollar amount. 

If you apply an amount equal to the amount paid, then the invoice is balanced, and you don't have to do anything else.

2. Transfer the amount paid to a voucher.

If you wish to allow the guest to re-use the money, then one option is to transfer the funds to a gift certificate ("To Credit Voucher" option on the cancellation screen). This will create a new gift certificate under the guest's name.