How to apply a credit to a booking

There are two different ways to apply the credit depending on if the booking has not been reconciled at all and if the booking has been part or fully reconciled but not invoiced. We will cover adding a credit for a booking that has not been reconciled first.

If a booking has not been reconciled

• Browse to the relevant booking module - Event, accommodation or supplier and enter the booking reference number.

• Click on the options tab, scroll down to the charges table and click ‘Add’ to add another charge line.

• In the new charge line select 'Free Text' from the drop down and type ‘Credit’

• In the 'No' column and the 'Nts' column enter the digit '1'

• Under ‘published’ and ‘negotiated’ enter the amount you wish to credit and precede this with a minus sign - . Now click the green 'save' button at the top of the page.

•  Browse to the reconciliation module and enter the booking reference number

• When the booking is located click on the reconciliation button and you will see that the new charge line for Credit has been applied to the booking

If a booking has been part-reconciled or fully reconciled but not invoiced;

• Browse to the reconciliation module and enter the booking reference number. Select the booking from the drop-down when it appears

• Click on the reconcile booking icon that looks like a bank note

• The ' Reconcile Booking' pop-up will now appear, showing the charge lines

• Click the 'Add' button

• In the new charge line select 'Free Text' from the drop down and type ‘Credit’

• In the 'No' column and the 'Nts' column enter the digit '1' 

• Under ‘published’ and ‘negotiated’ enter the amount you wish to credit and precede this with a minus sign - ,

• Add the invoice/document information in the venue/supplier invoices area at the bottom of the page with the date, invoice number, value (not forgetting the minus) and details (credit note). 

• Select 'reconciled' (if this is to be reconciled) and then click 'save', this will also update the event bookings.