There are instances when a specific Hotel/Transport request or an entire trip needs to be canceled after there is already a booking done on a specific trip. You can go ahead and read more about Trip cancellation here
For cancellation of an already existing Trip Request, we need to understand whether:
The cancellation is for a specific Hotel/Transport request
The cancellation is for an entire Trip request
For the above two, there will be cancelation charges applicable when a specific booking is canceled.
Processing cancelation request for a specific Hotel/Transport
The Employee will request a cancellation of a specific Transport/Hotel request from their account
Log in as a Travel agent and Go to Transport Request / Hotel Request
Under Transport Request, click on the “To Cancel” tab and click on the specific request
Select on the Booking ID
Click on Process Cancellation
Specify the Reference Number along with the cancellation amount and Click on Save
For E.g: For Partial Cancellation:
Imagine a scenario where a Flight ticket is booked for INR 5000 by the Travel Agent and the Employee later submits a cancellation for same Transport Request
The Travel Agent will contact the vendor and process the cancellation. The cancellation charges depending on the nature of the booking will be applicable. Assume the cancellation charges applicable is INR 2000
When the Travel Agent clicks on “Process Cancellation”, the system basically asks for “Cancellation Amount” (refer above screenshot).
Ensure that the Cancellation amount/charge is put. For this scenario, we should put INR 2000
Note: Please don't enter the actual Ticket amount in the “Cancellation Amount” field, enter only the cancellation charges which the company incurred.
The existing expense amount created for this booking for the Employee will be amounted to “0” and new cancellation expenses will be created to the employee's account.
Processing cancellation request for an entire trip
An Employee can raise a cancellation request for an entire trip
Under “Trip Requests”, the travel agent will see the Trip Request in “Pending Cancellation” state
In this case, we can refer to the above steps to cancel each Hotel and Transport request and it would thus cancel the whole trip