As an admin, you may have to edit or cancel a booking. The steps to modify it vary depending on whether the booking has already been invoiced or remains unpaid.
Bookings fall into two categories:
Non-invoiced bookings – Can be freely edited, including changes to the booking fee.
Invoiced bookings – Certain fields affecting pricing cannot be changed, such as Resource, Period, Repeat, Free, and Extras. Other details like Title and Preparation Time can be updated.
Modify non-invoiced bookings
All fields and configurations can be edited if a booking has not been invoiced. This can result in further changes in the Booking Fee.
Modify invoiced bookings
If a booking has been invoiced, some fields affecting the booking price cannot be edited. These include:
Resource
Period
Repeat
Free
Extras
All other fields, like Title and Preparation Time, can still be modified.
Important considerations when modifying invoiced bookings:
If a booking cannot be edited but has no issued invoice, it may have been set to "Paid" or "Waived". In this case, go to the Company or Member Profile, find the booking fee under One-Off Fees, and change the status to "Not Paid". Then, edit the booking and revert the fee status when you're done.
If you must cancel a booking, determine whether a cancellation fee should apply.
If you update the time or resource, verify whether a fee adjustment is needed.
If a different resource is selected for the booking, OfficeRnD will:
Check whether the resource has a different rate, which may require a fee adjustment.
Verify if the member has Credits or Booking Coins applicable to the new resource.
Determine whether the invoice has been paid or remains unpaid.
Edit an invoiced booking
The process for modifying or canceling an invoiced booking depends on the invoice's payment status and whether the price will change.
Scenario 1: The invoice is paid, and there is a price change
A price change may occur if you modify the duration or resource, which can affect the booking rate. Follow these steps:
Find the invoice that contains the Booking Fee and record a refund for that fee.
Detach the Booking Fee line item from the invoice.
Apply the necessary changes to the booking. The system will add the new fee to the next invoice, or you can manually generate an invoice.
Scenario 2: The invoice is paid, and there is no price change or the booking is canceled
If the invoice has been paid but the price remains unchanged, follow these steps based on whether you are editing or canceling the booking.
If you are editing the booking:
Find the invoice, detach the Booking Fee line item, and edit the booking.
Open the Company or Member profile and set the Booking Fee to "Paid" to prevent it from being re-invoiced.
If you are canceling the booking:
Find the invoice and record a refund for the Booking Fee.
Detach the Booking Fee line item from the invoice.
Cancel the booking. Since the price remains unchanged, do not apply a cancellation policy. The booking fee will be removed from the company's profile.
Scenario 3: The invoice is unpaid, and there is a price change
If the invoice has not been paid and the price will change, follow these steps:
Detach the Booking Fee line item from the invoice to allow re-invoicing.
The system will automatically re-invoice the updated Booking Fee in the next Bill Run, or you can manually generate an invoice.
Void the original invoice if it is no longer needed.
Scenario 4: The invoice is unpaid, and there is no price change
If no price change is required, find the invoice and detach the Booking Fee line item before making changes.
If you are editing the booking:
Once changes are made, open the Company or Member profile and set the fee to "Paid" to prevent re-invoicing.
If you are canceling the booking:
Issue a Credit Note for the Booking Fee on the original invoice.