Cancellations and Pending Refunds for Travel Agents

A cancellation records what was cancelled, the charge that applied, the amount claimed from each supplier and the date it was credited. Every refund not yet received stays on a list until the money arrives.

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What a cancellation records

What was cancelled, and when

The whole trip or one booking in it, with the date the cancellation was made. That date decides the charge, so it is recorded as a fact and not from memory.

The charge that applied

What the hotel, transporter or airline retained, and what the agency retains, are both written on the file. The guest is then told one number.

The amount applied for

The claim made to each supplier is recorded with the date it was made. A claim not yet made shows as exactly that.

The date it was credited

Money received back from the supplier, and money passed on to the guest, each carry a date and a reference.

The list nobody has to remember

An uncredited refund stays on a list until the money arrives.

Claims made and not yet received, by supplier and by age
Refunds received from a supplier and not yet paid to the guest
Cancellations where no claim has been made at all
What a guest is owed, in one line, when he calls

What it does not do

It cannot make a refund come sooner

Airlines and consolidators take the time they take. The claim sits on a list with its age, so somebody follows up on the right day and the guest gets a straight answer.

Cancellation terms stay yours

The charges applied are the ones the agency and its suppliers agreed. Nothing is calculated from a rule the software invented. What the agency retains is decided each time.

FAQ

Frequently asked questions

Can a partial cancellation be handled?

Yes. If one hotel drops out of a six-day trip while the rest runs, the booking is cancelled on the file and the costing shows what the trip has become.

How do we know what a guest is still owed?

The file shows what was received from him, what was retained, what has been refunded and what is still awaited from each supplier.

Does a refund go back through the software?

No. The agency pays the guest the way it pays today, and the entry records the amount, the date and the reference.

Can we see refunds pending across all files?

Yes, by supplier and by how long they have been standing.

Talk to us

Tell us what you need.

Share your requirements and one of our engineers will come back to you within one business day.

What happens after you share your requirements

A senior engineer reads your answers. Nobody phones first.
Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
No call is booked and nothing is paid until you have read the note. Your details stay with us.

Start with your requirements

Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.