Refunds

There are several ways of recording the return of funds against a Booking. The approach you take will mostly depend on how much the guest has already paid and whether this exceeds the Booking Total.

• If the Paid to Date value is in excess of the Booking Value, then go to Transactions and select Refund
• If the Paid to Date value is less than the Booking Value, then you can edit the Booking Value so it becomes Over Paid and then select the Refund dropdown via Transactions.
• Alternatively, if the Paid to Date value is less than the Booking Value you can add a negative Adjustment.
  

Please note: the Refund option can only be used if the guest has paid more than the Booking Value and it is deemed as being Over Paid

Refunding an overpayment

A Booking may become Over Paid if for example, the Lead Booker purchases a Chargeable Extra, pays for it and then changes their mind. In a scenario like this it is possible for them to have paid more than the Booking Value and could be due a refund.

Another example would be where you charge per additional guest and the lead booker books for a larger occupancy but ultimately has a smaller booking party, so would have paid more.

You can refund an Over Paid Booking by adding a new Transaction and selecting the Refund dropdown.

Then make sure that you fill out the other fields, such as the Payment Method, and a Reference so that there is an explanation.

Tip: Any Bookings that are Over Paid will be flagged at the top of your main Bookings screen with a notification like number.

Negative Adjustment

You can also record a refund against a Booking by adding an Adjustment. Simply go to:

Bookings > Financials > Adjustments > Add new Adjustment

To add a negative adjustment make sure you add a hyphen or dash (-) before the value, such as -100

This will appear against the booking like this: