Deals – Cancel A Deal

The “Cancel Deal” feature is available in the Deals list and Deal Details.

Cancelling One or More Deals in the Deals Listing

In the Deals Listing, select one or more deals, click on the Pencil icon, then select Cancel Deal(s). If you select multiple deals from the deals list to be canceled, the system will skip the ones already canceled but will proceed to cancel the others.

A window will appear to fill out the cancellation details: the cancellation source, reason and details. The Cancellation Reason options can be edited in Settings / Choice Lists / Cancellation_Reason.

Cancelling a Deal from Deal Details

To cancel a deal from Deal Details, click on the “Cancel Deal” button in the header.

A window will appear to fill out the cancellation details: the cancellation source, reason and details. The Cancellation Reason options can be edited in Settings / Choice Lists / Cancellation_Reason.

When the deal is canceled, the status timeline of the deal is updated based on the settings from Action – Statuses in the main Settings/GENERAL.

The fields Cancelled by Tour Operator and Cancelled by Customer utilize the Status choice list from Settings/CHOICE LISTS.

The status of a canceled deal will not be automatically updated later on by automatic status updates, maintaining the Canceled status.

Furthermore, automatic email sending (such as payment invitations or reminders) will not be applied to canceled deals.

For canceled deals, the Cancellation Reason is displayed in the Deal details/Deal Information section.

Refund Handling After Deal Cancellation

The deal cancellation does not trigger automatic financial refunds.

• Once canceled:
  • No more automated payment reminders or emails are sent
  • Deal is excluded from reports/statistics

But already issued invoices or registered payments are NOT reversed automatically.

When a deal that has already been fully paid is canceled, the original customer payment is no longer considered valid. However, the system does not automatically remove or reverse the payment.

Future payments are stopped (communication-wise)

Therefore, to properly reflect the refund, a negative payment equivalent must be recorded manually by the operator

Creating a Refund via Cancellation Arrangement

To generate the correct financial outcome, the operator must add a cancellation arrangement to the deal with a negative price.
The negative amount should exactly match the amount to be refunded.

Handling Cancellation Insurance

Resulting this, the system creates a customer payment record with a negative value to offset the original payment.

If the deal includes cancellation insurance arrangements that are still payable, these amounts must remain unchanged, the cancellation insurance having to retain a positive value. In this case, the cancellation arrangement negative value should exclude the value of the cancellation insurance.

Important Notes

By canceling a deal alone, the system does not trigger a refund.
Refunds must be reflected through manual financial adjustments
Always ensure that:
The negative cancellation arrangement matches the refund amount exactly
Any non-refundable components (e.g. insurance) remain positive
Therefore, to correctly process a refund after cancellation, the steps to follow by the operator are::

• Cancel the deal
• Add a negative cancellation arrangement equal to the refund
• Keep any cancellation insurance amounts positive

Viewing Cancelled Deals in the Deals Listing

In the Deals list, advanced search operators can search for Cancelled deals by Cancellation Source and Cancellation Reason.

By default, the listing does not display cancelled deals.

Deals that are canceled are not included in the statistical reports (Insights/Statistics).