Cancelling a Walk Booking

Cancelling a booking is probably the most complicated part of the system and great care needs to be taken

Caution

When we talk about cancelling, we mean cancelling the booking of a seat on the bus. When WebCollect talks about cancelling they mean cancelling the order and, because they have no built in way to implement a cancellation policy they assume that a cancelled order always results in a refund.

Free Up the Seat

The first that needs to be done is to remove the booking from the walk and free up the seat to be booked by somebody else.

How this is done varies depending upon whether or not it is passed the cut off date of 18:00 on the Sunday before the walk. In both cases it involves changing the walk date to a dummy entry

1. Select the walk to be cancelled
2. click on change date
3. Choose the new date

Late cancellation

Unless there extenuating circumstances, a cancellation after the cut off date means that no credit is given and the member loses their money.

Regardless of whether the walk has been paid for or not the process is the same. The walk needs to be changed to the Late Cancel dummy date for the walk in question.

Note

If the Late Cancel entry does not appear then see Late Cancellation Date for information about creating it.

Giving a Credit

If it isn’t a late cancel then the safest way to remove the booking from the walk is to move it to credits. If the booking is unpaid then this will result in the anomaly of having credit that hasn’t been paid for.

• If payment is by direct debit then it probably on it’s way and the status will change to paid eventually.
• If payment is by Bank Transfer then it could be that the bank reconciliation needs run. Or it could be that the member isn’t going to make the transfer at all.
• If payment is by Cash then we will need to cancel the order or void the order item.

See Cancel Order for instructions on handling the situation of removing an order for an unpaid walk.

Tip

If booking is unpaid and needs to be tidied up by cancelling the order, it is not necessary to transfer it to credit.

However, moving it to credits buys you time to consider your options and check that the right course of action is being taken.