Void Reservation Contract

This article explains how to void reservations in the Point of Rental system, including both Expert and Elite versions. It details the steps for canceling contracts, applying cancellation fees (fixed, percentage, or based on amount paid), and managing tax implications. It also covers handling reservations with logistics tickets, including how to move items back before voiding is allowed.

Topics in this article include

• How to start the process

  • In Expert

  • In Elite

• The Voiding Process

• Creating a Cancellation Fee Item

• Voiding Reservations with Logistic Tickets

  • Process Overview

  • Moving items from a Logistic Ticket

How to start the process

In Expert

Canceling a reservation is simple. From the Reservation Tab in Day-at-a-Glance, you can right-click on the Reservation and choose Void Reservation. 

You can also do so through the Counter System Menu, where you can choose Void Contract.  

If you're using a SQL server, you must press View and then Void Reservation from the Tool menu. 

In Elite

Canceling a reservation is simple. From the Reservation Tab in Day-at-a-Glance, you can right-click on the Reservation and choose Void Reservation. 

The Voiding Process

1. Once you select Void Reservation, you will be asked the reason for voiding the contract. Select the reason from the drop-down menu and enter any notes, if applicable. Please note that you can add additional reasons to the drop-down menu.
   
   
   
   • If you are using Expert, go to Program Menu>Configurations>System Configurations>Transaction Configurations> Transaction Void Reason.
   • If you are using Elite, Configuration gear > under Core Options, select App Configurations > System Configurations>Transaction Configurations> Transaction Void Reason.
     
     
2. It is important to consider whether you are required to pay sales tax on your cancellation fees. By default, Point of Rental can use the Other Field to capture any cancellation fees that are based on a Fixed Fee or Paid Amount (shown in the image below). The Other Field is a non-taxable field. If your cancellation fee is taxable, you will need to create a Reservation Cancellation Fee item. 
   
   
   
3. You will be given three options for charging a cancellation fee.  If you are using a Cancellation Fee item, the item will be added to the contract with the fee you specified. If not, the amount will be added to the Other field. Select one and press OK.
   
   

   Fixed Fee	If you select this option, it will charge the fee entered here.
   Paid Amount	This option will zero out the line item prices and mark the line items as returned.
   Percentage	When choosing the Percentage fee option, the program simply discounts each line item accordingly, thereby reducing the amount due to equal the cancellation fee.

4. Once you have selected a method of the cancellation fee, the status of the items will change from Reservation to Returned and the item availability will be adjusted accordingly. If there were funds in excess of the cancellation fee paid on the reservation, this amount will display as a negative dollar amount in the due column. This is the amount to be refunded back to the customer.

Please note:

• Sales items that have already been pulled will be left on the reservation, and the customer will be charged for them. 
  
  
  
  

Creating a Reservation Cancellation Item

1. Go to File Maintenance
   • Expert - Program Menu > File Maintenance > Item File > Add Item 
   • Elite - Configuration gear > Under Core Options, File Maintenance > Item File > Add Item
     
     
2. Create a new Item with a KEY or 'RESVCANCEL'
3. Set TYPE to Sales Item
4. Set non-taxable appropriately

Voiding Reservations with Logistic Tickets

Process Overview

1. Move the items on logistics tickets back to the reservation. See the topic below: Moving Items from a Logistics Ticket to learn how. 
2. Once all those items are back on the reservation, you can void the reservation.
3. Then you can void the logistics tickets.

Moving items from a Logistic Ticket

1. Open the parent contract in Modify. Click through your options until you get to the Done screen after Payment Options, then select Logistics Tickets and move all items from all associated L tickets back onto the parent contract using the checkboxes and arrows. Make sure to hit Save to confirm changes.
2. Click the contract in Day at a Glance, select Logistic Ticket, and move all items from all associated L tickets back onto the parent contract using the checkboxes and arrows. Make sure to hit Save to confirm changes.