The system has the ability to assign cancellation policies either based on activity type or more specific based on the activity product.
To define cancellation policies
The Cancel Courses or Classes action
The cancellation policy determines if and how any cancellation charges are calculated when the user cancels an activity. The charges are then assigned to the activity as an outstanding charge, however, no G/L posting has been processed at this point, only an estimation of the charges in case those charges would be followed through and charged to the customer through the point of sale.
To define cancellation policies
- Click the
icon, enter Activity Cancellation Policy, and select the relevant link. - Fill in the fields to create a cancellation policy for the activity.
| Field | Description |
|---|---|
| Code | A unique ID to identify the cancellation policy. |
| Description | A general description of the policy. |
| Cancellation Posting | The item that will be used to generate the posting to G/L when cancellation fees are being paid. |
| Cancellation Method | Here the options areManual and Automatic, to specify whether the canceling method is a manual process, or if it is part of an automated process. Normally, Automatic is used to cancel classes that have not reached minimum participant requirement. |
| Time Setting | Specifies what time unit is used to define the threshold period for cancellation setting. The available units are Minutes, Hours, or Days (24 hours). |
| Automatic Cancellation Status | The cancellation status used to assign on the activities that are canceled using automatic cancellations. |
| Automatic Cancel (Pre Minutes) | The number of minutes setting that is used for comparing the time of automatic cancellation. For example, if a course starts at 9 am, and this setting is 60 minutes, the course is canceled if the minimum participant number has not been reached at 8 am (or later). |
Settings
The calculation logic settings for how to determine the charges.
Time Before - The number of units (see Time setting in the above table) before the activity starts. These settings determine how long prior to the starting date and time the charges should apply. This allows charges that might be higher, depending on how close the activity date and time is when the activity is canceled.
Cancellation Fee - Specifies if the cancellation fee is a fixed amount or a percentage of the original charges.
Amount/Percentage - The value of the amount or percentage, depending on the cancellation fee setting.
The Cancel Courses or Classes action
Here the cancellation process of automatic cancellation policies can be executed manually. Note: This process can also be set up as an automatic system process. Contact your implementation partner for information.
The Test Calculation action lets the user test his or her setup against existing reservations. This action lets the user select any existing activity, and process the cancellation charges using the current date as the reference date, and display the result. Note: Using this action will not result in any canceled activities nor issued charges.