Cancelled Bookings in RCM
Purpose
The Cancel function allows you to cancel a reservation in RCM that will no longer go ahead. This applies to all reservations including allocated/unallocated reservations and quotes.
A reservation that has been cancelled, will show the reservation 'type' as'Cancelled'.
When a reservation has been cancelled, the details of the booking are retained in the system, however any rental revenue and fees are by default not included in sales and hireage reporting.
You may run a cancellation report to show the value of cancelled bookings and also if required reinstate a cancelled booking at any time.
Cancelling a booking
To cancel a booking you must change the status of the booking to 'Cancelled'. See the screen shot below showing this process.
Once a booking has been set to cancelled, you must select a cancellation reason under the Booking Type. See screen shot below.
Note that by default the "Total Cost" of the cancelled booking has been set to zero and does not include any fees or rental revenue charged. We will discuss below how to make a charge against a cancelled booking.
How to Configure an Extra Fee for Cancelled Bookings
If you wish to make a charge against a cancelled booking the fee you use must have an extra fee setup with the "Cancellation Fee" flag set to "Yes". If this flag is set to "No" then any charges using this extra fee will NOT be included in the total cost of the cancelled booking.
The screen shot below shows the Cancellation Extra Fees screen for a fee called "Cancelled Booking Charge" and highlights the flag setting required.
The Extra Fee as below is created in System Setup>Extra fees. For full information on creating extra fees see the Extra Fees article.
Printing Invoices for Cancelled Bookings
You may print or email an invoice for a cancelled booking although the following points should be noted.
- Invoices printed for cancelled invoices will not show any rental rate totals.
- Only charges using extra fees with the "Cancellation Fee Y/N" flag set to Yes will be included in the invoice total.
- Cancellations of Agent bookings can be reviewed from a new Agents Commissions Report Tab called "Agent Cancelled Bookings" . This allows you to raise an invoice to the Agent for the cancellation fees only.
How to Send the Cancellation Notification Email
There are numerous ways to Navigate to the Cancellation Notification Email:
Reservations > Reservation Enquiry and Update > (put in filters to navigate to the booking you wish to find easier) > select the reservation number in red. You will then see the "Cancellation Notification" button at the bottom of the page. (Recommended) See screenshots below.
The other two options are through the actual booking itself, and go to the end to "Booking Documents". Or go to cancelled bookings and click on the red reservation number in red. You will then see the Cancellation Notification button at the bottom of the page.
Once you have selected the Cancellation Notification button, under "Options" you can select whether you want to include the vehicle registration and colour details. You then have the option to email multiple recipients as well as CC'ing and BCC'ing. You can also add any additional messages or attachments. You can then preview the email before sending. See screenshot.
Relevant Links
Important Articles
Related Articles
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