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[[Category:Properties]]
[[Category:Fixed Prices]]
[[Category:Enhanced_Selling]]
[[Category:Booking_Engine]]
<div class="heading">Vouchers for Refunds or Deposits</div>
This page explains how to set up Deposit/Refund Vouchers
If you would like to provide a 'Voucher' for deposit/payments made for cancelled bookings see the details below.
== Option 1 - Keep the original booking, remove existing charges and keep payments ==
=== How it works ===
You have bookings that have been cancelled, you are not refunding the payments however would like to honor the payments collected for a future date.
This option will utilise the Group function in Beds24 to link the cancelled booking with the payment details to a new booking.
The original booking id/reservation number will be used as the Guest Voucher code.
=== Set up Booking page ===
In order that you can link the original booking and new booking then you need to add a booking question to collect the original booking id when the guest makes their booking.
1. Go to {{#fas:cog}} (SETTINGS) PROPERTIES > BOOKING QUESTIONS >


Create a Custom Booking Question:


[[Category:Enhanced_Selling]]
*Question = "Please provide Original Booking id" (for example)


''This page explains how to set up Deposit/Refund Vouchers''
*Type = Single Line Field


If you would like to provide a 'Voucher' for deposit/payments made for cancelled bookings see the details below.
*Usage = Optional


== How it works ==
=== Manage Bookings ===
Utilise the Group function in Beds24 to link the cancelled booking with the payment details to a new booking.
2. Original Booking Status = Cancelled (you can manually cancel the booking or it has been cancelled by a Channel)


The Original booking id/reservation number will be used as the Guest Voucher code.
Open the Booking,
*Go to "Charges & Payments" tab and delete the Charges section (usually the top row), use the red X.  


== Option 1 - Remove existing charges and keep payments. ==
This will remove the Charges but leave the payment details and Payments leave as is.


=== Set up - Manage Original Booking ===
3. New bookings
1. Booking Status = Cancelled


Open the Booking, go to "Charges & Payments" tab and delete the Charges section (usually the top row), use the red X. This will remove the Charges but leave the payment details.
When a guest creates a new booking, you should see the original booking id entered in the Custom Question.
Remove the existing Charges


Payments leave as is
*Copy and paste the Original Booking Number,
*Go to the Invoice Tab of the New booking,
*Enter the Original Booking Number into the box ‘Add Existing Booking to Group’ - this will create a ‘group booking’ and add the Original value to the "Invoice" tab of the  Booking.


=== Set up Booking Question ===
4. Create an Auto Action to send email confirmation to the guest.


2. Add a Custom Question to your Booking page go to SETTINGS -> PROPERTIES-> BOOKING QUESTIONS, so the guest can enter the original booking id.
*Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS


Create a Custom Booking Question  
It is possible to use the Custom Question to trigger Auto Actions,


Question - Please provide Original Booking id (for example)
Type - Single Line Field
Usage - Optional


Trigger tab :-


=== Manage new bookings ===
Booking Field Does Not Contain = Custom Question X - (leave next field blank)


When a guest creates a new booking with details entered in the Custom Question, copy and paste the Original Booking Number, go to the Invoice Tab of the New booking, then enter the Original Booking Number into the box ‘Add Existing Booking to Group’ this will create a ‘group booking’ and add the Original value to the "Invoice" tab of the  Booking.  
This auto action will only trigger if the Custom Question field is filled.


*Set up an Auto Action to confirm to the Guest their original booking/payments have been applied to the new booking and provide the Booking details.
Message tab :-


*Setup an Auto Action to send Payment Request if payment required.
Enter the text you need to send to the guest with/without a payment link if there is additional payment required.


== Option 2 - If you want to view/keep the original charges made on the 'original booking' ==
== Option 2 - If you want to view/keep the original charges made on the 'original booking' ==


=== How it works ===
You have bookings that have been cancelled, you are not refunding the payments however would like to honor the payments collected for a future date.


=== Set up - Manage Original Booking ===
You would like to keep the details of the original booking charges.


The option will utilise the Group function in Beds24 to link the cancelled booking with the payment details to a new booking.
The original booking id/reservation number will be used as the Guest Voucher code.
=== Set up Invoicee ===
1. Create an Invoicee
1. Create an Invoicee


Go to SETTINGS ->  GUEST MANAGEMENT -> INVOICEES > Create New Invoicee
Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > INVOICEES > Create New Invoicee


1. Create the Name and details - for example Invoice = COVID-19
2. Create the Name and details - for example Invoice = COVID-19


2. Booking Status = Cancelled
=== Set up Booking Page ===
3. Go to {{#fas:cog}} (SETTINGS) PROPERTIES > BOOKING QUESTIONS, so the guest can enter the original booking id.


Open the Booking, go to "Charges & Payments" tab and for each 'charge' click ... (3 dots - far right) and select Invoicee - COVID-19, repeat for each 'charge' you will see the values at the bottom of the page.  
Go to {{#fas:cog}} (SETTINGS) PROPERTIES > BOOKING QUESTIONS >
 
Create a Custom Booking Question:
 
*Question = "Please provide Original Booking id" (for example)
 
*Type = Single Line Field
 
*Usage = Optional
 
=== Manage bookings ===
 
4. Original Booking Status = Cancelled (you can manually cancel the booking or it has been cancelled by a Channel)
 
Open the Booking,  
*Go to "Charges & Payments" tab and for each 'charge' click ... (3 dots - far right) and select Invoicee - COVID-19, repeat for each 'charge' you will see the values at the bottom of the page.  


Payments leave as is
Payments leave as is


=== Set up Booking Question===
5. New bookings
 
When a guest creates a new booking with details entered in the Custom Question,
 
*Copy and paste the Original Booking Number,
*Go to the Invoice Tab of the New booking,
*Enter the Original Booking Number into the box ‘Add Existing Booking to Group’ - this will create a ‘group booking’ and add the Original value to the "Invoice" tab of the  Booking.
 
6. Create an Auto Action to send email confirmation to the guest.
 
*Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT  > AUTO ACTIONS
 
It is possible to use the Custom Question to trigger Auto Actions,
 
 
Trigger tab :-
 
Booking Field Does Not Contain = Custom Question X - (leave next field blank)
This auto action will only trigger if the Custom Question field is filled.
 
 
Message tab :-
 
Enter the text you need to send to the guest with/without a payment link if there is additional payment required.
 
== Option 3 - If you want to create a special price for guests to rebook ==
 
=== How it works ===
You want to offer your guests the opportunity to make a booking with a special price, due to cancellation or special circumstance.
 
This option utilises the 'Agent' functions in Beds24.
 
=== Special prices and booking page for your guests. ===
You can create a special booking page which can be used to sell your property at different prices. This can be used for example if you have re-booking after cancellations.
 
By creating different prices with and without the agent channel activated you can show different prices depending on the URL which opens the booking page.
 
*Consider if you want the guests to make any payment, if so then select the appropriate Booking Type in the Daily Price/Fixed Price /Offer.
 
*Consider if you want to accept 'Request or Confirmed' bookings for these bookings, again you can set the Booking Type in Offers.
 
*If you want to offer different discounts depending on where the guests booked originally (Booking.com/Expedia) then you can create a different Agent code for each Channel with Daily Prices/Fixed Prices with the appropriate 'Agent Code'.
 
 
=== Create your Special Booking Page ===  
=== Setup the Agent Codes ===
 
1. Go to {{#fas:cog}} (SETTINGS) BOOKING ENGINE > BOOKING PAGE > BEHAVIOUR. Enter your "Agent Code".
 
Then you can add the agency code in the format &agent=AGENT_CODE_SETTING to the URL of your booking page.
 
Example: Your booking page is: https://beds24.com/booking2.php?propid=13208
 
Your agency code is: Agent
 
Your agency URL is: https://beds24.com/booking2.php?propid=13208&agent=COVID19
 
 
If you require to see the bookings created by this Agent in reports or use to trigger Auto Actions, then add &referer to the URL
 
Your agency URL is: https://beds24.com/booking2.php?propid=13208&agent=COVID19&referer=COVID19
 
=== Create prices ===
Create an Offer to use/manage the availability of these Daily Prices/Offers.
 
2. Go to {{#fas:cog}} (SETTINGS) PROPERTIES > OFFERS and create an offer, (Depending on how you want to manage these bookings).
*Set the 'Enable' Always OR Only when available,
*Booking Type,
*Allow Cancellations.
 
3. Create the prices
 
Using daily prices:
 
*Go to PRICES > DAILY PRICE RULES
*set the offer and activate the daily price, untick "Beds24" and tick "Beds24 - agents" to apply this price only to the agent.
*Enter the Agent code(s)
 
If you have created multiple agent codes enter the code or codes of the agents you want to apply the price to in the field "Agent Codes".
 
Go to Calendar,
*Enter the prices for this Daily Price.
 
Using Fixed Prices:
 
*Go to PRICES > FIXED PRICES and open an existing price you want to use or add a new one.
*Enter the prices and conditions which apply to the agent in the tab "Summary".
*Set the Offer in the tab 'Room'.
*Go to the tab "Channels" untick "Beds24" and tick "Beds24 - agents" to apply this price only to the agent.
*Enter the Agent code(s)
 
If you have created multiple agent codes enter the code or codes of the agents you want to apply the price to in the field "Agent Codes".
 
=== Manage bookings/discount link ===
 
Set up an Auto Action to send an email to your guests with the URL to your booking page and the Agent code added.
 
If you have setup different Codes for each of the Channels, then ensure you select the appropriate 'Booking Source'
 
4. Create an Auto Action to send email to the guests you are offering the Special to.
 
*Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> AUTO ACTIONS
 
Consider the bookings that were cancelled and how to identify then so you can send the URL to those guests. Did you apply a Booking Info Code, or add NOTES? 
 
 
Trigger tab :-
 
Booking Status = Cancelled
 
Booking Info Code = COVID19 (for example)


Message tab :-


3. Add a Custom Question to your Booking page go to SETTINGS -> PROPERTIES-> BOOKING QUESTIONS, so the guest can enter the original booking id.  
Enter the text you need to send to the guest with the Special Booking Page.


Create a Custom Booking Question


Question - Please provide Original Booking id (for example)
Your normal Booking page URL = https://.beds24.com/booking2.php?propid=13208 then you add the Agent code details &=COVID19
Type - Single Line Field
Usage - Optional


Then you have = https://beds24.com/booking2.php?propid=13208&COVID19


=== Manage new bookings ===
By adding &referer=COVID19 (or any text you prefer) to the end of the URL you will also be able to track any bookings that have been generated by existing guests.


When a guest creates a new booking with details entered in the Custom Question, copy and paste the Original Booking Number, go to the Invoice Tab of the New booking, then enter the Original Booking Number into the box ‘Add Existing Booking to Group’ this will create a ‘group booking’ and add the Original value to the "Invoice" tab of the  Booking.  
So you can use this URL :-
https://beds24.com/booking2.php?propid=13208&agent=COVID19&referer=COVID19


*Set up an Auto Action to confirm to the Guest their original booking/payments have been applied to the new booking and provide the Booking details.
*If you use any software (like bitly.com) that can shorten URL links, you can mask the URL if you prefer, have a look on the internet and search for 'Shorten URL Links'


*Setup an Auto Action to send Payment Request if payment required.
Consider other Auto Actions you want to send to the guests that use this Special Booking Page, use the Referer=COVID19 in the Trigger tab of the Auto Action.
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