Credit notes and refunds
All reservations in the system contain the information about the current Balance. Positive balance stands for the payments due (client’s obligations to pay). Negative balance stands for the payment owed (vessel's obligations to be credited). Neutral balance (=0) stands for mutually closed obligations.
In some cases, you may want to provide the guest/agent with a refund or keep an already paid amount as a credit note, which can be used by the guest/agent for future reservations. Newly added transaction types (Credit notes and Refunds) will be helping to keep financial information up to date.
How to apply a penalty for cancelled bookings
For cancellation, click the pencil icon on top of the option details screen and select the status from the status drop-down. When the reservation status is changed to Cancelled, pop-up will be open and you will be able to apply a cancellation penalty in accordance with applicable cancellation policies.
How to process a refund
First, please make sure that all entered payments are up to date and the reservation status is correct. To process the refund please follow the steps:
Open the booking summary and click 'Manage transactions' under the Transactions schedule, a pop-up will open. Click 'Add transaction', then change transaction type to Refund
Indicate due date when you have to process a refund
Enter the amount of the refund. Please note, the refund should be entered as a negative amount (i.e. -1000 USD)
Select status of the refund. Choose Paid in case refund has already been processed. You will need to indicate the date of the refund afterwards. Choose Not paid if you have not processed the refund yet
You may leave a note if required
Click 'Add transaction'
Click Save
How to issue a credit note
If you are Pro+ user please check the article about credit notes (advanced) feature.
First, please make sure that all entered payments are up to date and the reservation status is changed to Cancelled. To issue the Credit note please follow the steps:
Open the booking summary and click 'Manage transactions' under the Transactions schedule, a pop-up will open. Click 'Add transaction', then change transaction type to Credit note
Select 'Issued' status for credit note
Enter the amount of the credit note. Please note, the Credit note amount should be entered as a negative amount (i.e. -1000 USD)
Indicate the date when the credit note was issued
You may leave a note if required
Click 'Add transaction'
Click Save
Tip: This will help to adjust your balance for this booking and keep a credit note record. Please note, once added the credit note cannot be edited
How to apply a credit note
To apply a credit note towards a new booking, please make sure that all entered payments are up to date and the reservation has correct status.
Open the booking summary and click ''Manage transactions' under the Transactions schedule, a pop-up will open. Click 'Add transaction', then change transaction type to Credit note
Select 'Applied' status for credit note
Enter the amount of the credit note. Credit note amount should be entered as a positive amount (i.e. 1000 USD)
You may leave a note if required (i.e. ref. Number of original booking)
Click 'Add transaction'
Click Save
What are the balance & issued credit notes filters and how to use them
Balance filter is an indicator that helps you to select the bookings based on their current balance status. The positive balance stands for the payments due (client’s obligations to pay) & negative balance stands for the payment owed (vessel's obligations to be credited). Neutral balance stands for bookings with mutually closed obligations (booking is paid in full, refund has been sent to the customer or credit note has been issued).
Issued credit note checkbox allows to locate all bookings which contain issued credit note(s) in transactions.
