This article explains how to apply a credit to a booking in GRATIS, whether the booking has not yet been reconciled or has already been partially or fully reconciled but not invoiced, so that the financials and reconciliation remain accurate.

There are two ways to apply a credit to a booking, depending on its reconciliation status:

1. Booking not yet reconciled
2. Booking part-reconciled or fully reconciled but not invoiced

TABLE OF CONTENTS

• 1. Booking has not been reconciled
• 2. Booking is part-reconciled or fully reconciled but not invoiced

1. Booking has not been reconciled

• Browse to the relevant booking module: Event, Accommodation or Supplier.
• Search for and open the booking using the booking reference number.
• Go to the Options tab and scroll down to the Charges table.
• Click Add to insert a new charge line.
• In the new charge line: 
  • In the Charge type drop-down, select Free Text.
  • In the description field, type Credit.
  • In the No column, enter 1.
  • In the Nts column, enter 1.
  • In the Published and Negotiated columns, enter the amount you wish to credit as a negative value (for example, -100.00).

• Click the green Save button at the top of the page.
• Browse to the Reconciliation module and enter the same booking reference number.
• Click on the Reconciliation button for that booking and confirm that the new Credit charge line appears.

2. Booking is 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 the Reconcile booking icon (the icon that looks like a bank note).
• In the Reconcile page, review the existing charge lines, then click Add to insert a new charge line.
• In the new charge line: 
  • In the Charge type drop-down, select Free Text.
  • In the description field, type Credit.
  • In the No column, enter 1.
  • In the Nts column, enter 1.
  • In the Published and Negotiated columns, enter the amount you wish to credit as a negative value (for example, -100.00).
• In the Venue/Supplier invoices section at the bottom of the page, add the credit note details: 
  • Date
  • Invoice/Credit note number
  • Value (again as a negative amount)
  • Details (for example, Credit note)

• If this credit should be reconciled now, select Reconciled.
• Click Save. This will update the booking and apply the credit to the reconciliation.