If a booking is entered in Traveller and then subsequently cancelled by the passenger(s) the following procedure should adopted.
Access the file within Traveller
Access transaction notes and record any details relating to the cancellation.
Enter a cancellation memo
Go to the full transaction details and click on the costing button.
Within the costing screen you need to reduce the original cost to its new value
showing any appropriate cancellation charges. An easy way to do this is to leave
the original costing as shown and on the next available line enter – cancelled
– 1 and the full original cost of the arrangements (use the minus key
prior to the figures). On the next line enter the cancellation charges. The
total cost at the bottom of the screen should now reflect the cancellation charges.
OK and return to the transaction details.
If it is a non-BSP booking for which a ticket has been issued from your own
ticket stock click on the tickets button in the transaction details screen choose
the refund option. Enter the ticket code and Ok the screen. You will see that
the screen shown is the one that you originally allocated the ticket details.
This time highlight the refund/cancel option. Complete the rest of the fields
in the normal way. Click OK. On the next screen enter the ticket number that
is being cancelled and the original details will appear.
If the ticket is BSP you will need to access the ticket view tab, highlight
the appropriate ticket number and click view/amend at the bottom of the screen.
THE FIGURES THAT APPEAR ARE THE AMOUNTS THAT YOU ARE REFUNDING TO THE CUSTOMER.
IF THERE ARE ANY CHARGES THE GROSS VALUE FIELD NEEDS REDUCING TO REFLECT THIS.
E.g. Original gross value 100.00 tax 10.00 comm 5.00. If there are charges of
20.00 the gross value should read 80.00. Once these fields have been completed
OK
Refund a corporate customer by the method originally paid. Access the payment
entry screen and the refund is identified by the minus figure in the balance
due box. When entering the amount to refund enter a minus as well. The document
that this will generate is either a credit note or a nil value credit note depending
on the payment method used.
If it is a retail customer the payment method entered must be the same one that
was originally used when the client paid you. The only exception to this would
be if a client had paid by cash. In this instance you would probably refund
the customer with a cheque. When completing the cheque field it is important
that the cheque number or branch number is entered. If you do not have the cheque
details and need to enter the branch number enter 1 for a single office and
your branch number if you are part of a multiple. Failure to complete this field
will mean that the accounts department will not see the customer refund.
NOTE: At the time of cancellation if you would like an Operator cancellation letter to print as part of your standard letter run you will need to enter CXL against the appropriate transaction in document entry.
Once the cancellation invoice has been received from the Operator you will
need to enter the revised invoice details in document entry not forgetting to
amend the commission and vat value fields.