The user can, per cancellation policy, define thresholds which are used to calculate the cancellation fee that has been assigned to the activity reservation.
This fee is based on the number of days and hours in advance of when the cancellation process is done: the shorter time in advance the customer cancels, the higher the cancellation fees might be.
The fee can be a flat amount or a percentage of the original charge.
To set up cancellation charges
Before you can set up cancellation charges, you must define the cancellation policies using the Cancellation Policy setup:
- 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. |
| Automatic Cancel (Pre Hours) | The number of hours prior to the activity time when the automated process should cancel the activity, depending on minimum participant requirement. Note: This option is only valid for policies that have the automatic cancellation method assigned. |
Activity Types and Activity Products
Once you have created a cancellation policy, you can assign a default cancellation policy for all activities belonging to a specific activity type.
The same applies to activity products: you can specify a cancellation policy that overwrites the default on the activity product.
See also