Cancelling A Reservation

Reservations can be cancelled by opening the reservation details on the calendar and then selecting the Cancel Reservation button in the top right corner of the screen.  When cancelling a reservation, there are a few important things to keep in mind.

• Customers will only be notified of the cancellation if the user selects the “Yes” option when asked “Would you like to send a cancellation email to the customer?”.  
• Refunds are not automatically processed for cancellations due to a wide variety of possible cancellation policies.
  • Refunds can be processed after a reservation has been cancelled but additional payments towards cancelled reservations is not allowed.
• If there is a balance remaining at the time of cancellation, it will not be automatically updated to $0.00 after cancelling the reservation.  However, if you would like for the balance remaining to be $0.00 for cancelled reservations, this can be accomplished by applying a Manager Override discount before completing the cancellation.  There are generally 2 schools of thought for deciding whether or not the remaining balance should be updated to $0.00 for cancelled reservations.
  • Venue operators who DO want the balance remaining to be $0.00 for cancelled reservations are doing so with the goal of the sales dashboard reports accurately reflecting the amount that the venue expects to receive in future revenue.  For these operators, a cancelled reservation means that there is no expectation of balance due, which is true, and the sales dashboard should reflect that.  It is important to keep in mind that the accounting based reports in RKd only take actual collected revenue into account and the balance due at the end of a given date range is not reflected in any Revenue based report.  Monies have not been collected and therefore it is not considered Revenue.
  • Conversely, other operators elect to leave the balance due for the reservation in the amount that they would have received if the reservation had not been cancelled.  This in-turn provides valuable data for what the sales totals might have been if everyone had showed up and paid.  In this sense, changing all of the reservations balance due to $0.00 for cancelled would be intentionally removing data that could be used in the future for reporting on the cost of cancellations or cancellations rates.  Again, revenue reports that you share with your accounting team at the end of a period will only reflect actual collected monies (revenue) and do not include balance due as part of those reports.