Refund Vouchers

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.

Contents

1 How it works

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.

2 Option 1 - Remove existing charges and keep payments

2.1 Set up - Manage Original Booking

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. Remove the existing Charges

Payments leave as is

2.2 Set up Booking Question

2. Add a Custom Question to your Booking page (at SETTINGS -> PROPERTIES-> BOOKING QUESTIONS), so the guest can enter the original booking id.

Create a Custom Booking Question:

• Question = "Please provide Original Booking id" (for example)

• Type = Single Line Field

• Usage = Optional

2.3 Manage 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, 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.

• 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.

• Setup an Auto Action to send Payment Request if payment required.

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

3.1 Set up - Manage Original Booking

1. Create an Invoicee

Go to SETTINGS -> GUEST MANAGEMENT -> INVOICEES > Create New Invoicee

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

2. Booking Status = Cancelled

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

3.2 Set up Booking Question

3. Add a Custom Question to your Booking page go to SETTINGS -> PROPERTIES-> BOOKING QUESTIONS, so the guest can enter the original booking id.

Create a Custom Booking Question

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

3.3 Manage 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, 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.

• 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.

• Setup an Auto Action to send Payment Request if payment required.