There are a few important components when it comes to canceling a trip in TravelJoy, mostly revolving around the following questions:
- Was the trip booked via a group booking page?
- Will the client receive a full or partial refund?
- Were the payments processed through TravelJoy or just credit card authorizations?
- Is the supplier protecting commissions on this invoice?
- Will there be an action that I need to take later regarding the canceled trip?
Because of these complexities, there are a number of things to consider when canceling a trip.
💡Note: Trips booked via group booking pages can be quickly and easily canceled from the Group Status page. Learn more. |
Refunding your client
If you collected payments via TravelJoy on a direct invoice, you can learn how to provide your client with a refund here.
If you processed payments through suppliers, you must reach out to those suppliers directly regarding refunds and cancellations.
Reflecting a refund on your client's direct invoice
Once you've requested a refund on a direct invoice, no further action is necessary. Once TravelJoy processes the refund, the invoice will be updated automatically to reflect the changes:
Reflecting a refund on your client's supplier invoice
When updating a supplier invoice to reflect a cancellation, you must update both the top section of the invoice (items) as well as the payment schedule.
For the top section, the simplest way to reflect a refund is to add a new item, give it a proper name and description explaining that it is a refund, and add a unit price starting with a - minus sign equal to the amount of the refund (to do so, add the line item first then add the negative amount by clicking the blue edit pencil icon):
Step 1:
Step 2:
For the bottom section, you'll start by removing any unpaid payments which are no longer expected. You can remove these payments by clicking the red trash can icon on the right side:
From there, you'll add one more payment to the schedule in the amount of the refund you've provided. Again, this will be a negative amount. You may also wish the change the description of this payment to reflect that it is a refund:
Finally, mark this payment as paid then save the updated invoice and choose whether to send a copy to your client by clicking the Next button at the top-right corner and following the on-screen instructions.
Reflecting changes in commission on an invoice
To update your commission on a particular invoice see this guide on editing commissions.
Archiving or deleting the trip
If you delete a trip in TravelJoy, you are permanently removing all information about this trip, including any invoices, payments, and messages that were part of the trip. This cannot be retrieved, so we urge a great amount of caution when deleting.
On the other hand, if you archive your trip, you can choose an archive reason (such as Trip Canceled), and the trip will be moved from your Active trip list to your Archived trip list. All invoice items will be maintained and reflected in your reporting, and you can revisit the messages on the trip at any time.
To learn how to archive or delete a trip, check out this guide.
Tracking canceled trips via reports
When a trip is canceled, you can update the name of the trip to reflect the new status. For example, you can change the name of "Amanda's Boston Hangout" to "Amanda's Boston Hangout - Canceled - Illness" to reflect both the status and the reason. To learn how to do this, check out this guide.
💡 Note: Your client will see the updated name of the trip if they revisit the trip invoice or other files |
Once you've done this, you can then visit your Commissions & Sales Report's Details or Payments tab and type "Canceled" or "Illness" into the search box (located directly under the date range field) to see only trips with this description in their name:
Setting reminders for further action
Once you've archived a trip, the tasks associated with that trip are also archived, so it is important to keep this in mind if you have follow-up actions in your task list for a trip that you are about to archive.
You can work around this in one of two ways:
- Keep the trip in your Active list until the associated tasks are completed, then archive the trip
- Recreate the tasks on your Tasks page, where they will no longer be associated directly with the trip
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