To recognize revenue from a cancelled event or cancelled service order, you must invoice a resource prior to the cancellation. To do this, configure the following:
- Service Order Status - Eventually you invoice a service order, which results in a closed/invoiced status so creating a Cancelled with Fees status for a service order is only useful for monitoring orders with this status prior to invoicing. To create a Cancelled with Fees status, use the Order Statuses page from the Main Menu, and create a new status with:
- A weight between 31 - 69 (greater than the active/firm status but less than the contracted/hold/closed/cancelled statuses).
- The Order class set to Active. Do not select Cancelled with Fees as the class as this only works with registration orders.
- Create a Class 3 (consumable) Resource - A class 3 resource is a resource type that begins with a 3. For example, create a resource type of 3001 with a description of Service Order Cancellation Fees. For the resource type you create, add a resource for the cancellation fee. For example: 3001-0001 General Cancellation Fee. 3001 is the Resource Type, 0001 is the Resource Code and General Cancellation Fee is the resource description. For percentage type fees, you need to set the unit of measurement % per 100 Each (EA).
- Add the Resource to the Price List - Add the resource item created in the step above (using the example above, you would add 3001-0001 General Cancellation Fee) to the applicable price lists. If using a percentage type fee, in the Standard Price field, enter the percentage in whole numbers, 50% is 50 and not .50.
After configuring the above items, you can cancel a service order or an event with fees from the Edit Service Order page:
- Assign the status you created (if applicable) to the service order.
- Add the cancellation item added to the price list to the order. If you are working with an amount type fee, enter a quantity of 1 and enter the price (if not already set on the price list). If you configured a percentage type item, enter the total (either before or after tax depending on your policy) of the order (or order items) in the Units field.
- Right-click on the items, except the cancellation item, and select Tools -> Cancel Item. The order total updates to only the cancel fee item on the order.
- Invoice the order as usual.
- After recognizing revenue and processing refunds, cancel the event if necessary.
If the order has payments that exceed the amount due after applying your cancellation fee and cancelling the items on the order, you have to process a refund in the Payments section. This process is not automatic.
Add Orders to Cancelled Events
If you are assigned to the Allow Adding of Orders to Cancelled Events access privilege, you can first cancel the event and then create the order with the cancellation fees assigned.
Comments
3 comments
Thank you very much for the information.
Regards
0 upvotes
This article could do with an update, especially as it is featured 'Recent Article' on the Support home page today.
It is actually >4 years old and incorrectly states that cancellation charges have to be issued before cancelling an event.
In recent release versions, that is not necessary and cancellation charge orders can be added and invoiced (EV or PP) after the event has been cancelled.
0 upvotes
Hi Steve,
We've updated the article to include the access privilege that allows people to add an order to a cancelled event.
Thanks,
Maggie
0 upvotes
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