Meeting Order Cancellations

The Cancellation and Refund screen is used to process a cancellation without refund or a cancellation with refund. Through this screen, you can accept or override a cancellation fee, view the transactions in a cancellation process, and generate a refund directly from the screen rather than going through the formal refund process. The screen displays the balance information on the order to be cancelled or refunded, receipt and refund amounts, refund authorization, a line item summary of the cancellation, and a summary of the transaction itself.

If you cancel an order by mistake, there is NO way to fix this line from the Order Entry screen. Your DBA will need to correct the data in the back-end.

Cancelling a main line item automatically cancels all sub-items.

If the order is cancelled, the questionnaire responses will NOT be removed.

As of 7.6.1, if the organization is using Vantiv, when a receipt created by FAR680 has a date value in Far_Receipt.AUTHORIZATION_RECYCLING_END_DATE, it cannot be refunded. If the user attempts to refunded a payment created by FAR680 before the FAR681 response has been processed (i.e., while Far_Receipt.AUTHORIZATION_RECYCLING_END_DATE is not null, because FAR681 will update the Far_Receipt.AUTHORIZATION_RECYCLING_END_DATE to NULL), the user will be presented with a message: The payment you are attempting to refund cannot be refunded until on or after [Far_Receipt.AUTHORIZATION_RECYCLING_END_DATE] because the payment has not yet been collected. For more information, please see Vantiv Authorization Recycling.

Cancellation Logic

The following cancellation logic needs to be taken into consideration before processing a cancellation:

Line Status	Fulfill Status	Logic
Proforma	Active	If the Order Status is manually changed to "Cancelled" or if the user selects "Cancel an Order" from the Work with Orders task category, as of 7.5.2, the system will prompt the user to confirm the cancellation before proceeding. If the user right-clicks a line item and select "Cancel" or if the user selects "Cancel an Item" from the Work with Line Items task category, the system automatically changes the Line Status to "Cancelled" and the Order Status is updated to "Cancelled".
Active	Active	If the line item or entire order is cancelled, the Cancellation and Refund Control screen displays. If no payment exists on the order, the Scope of the Refund is set to "Cancel Only".

Line Status

Fulfill Status

Logic

Proforma

Active

If the Order Status is manually changed to "Cancelled" or if the user selects "Cancel an Order" from the Work with Orders task category, as of 7.5.2, the system will prompt the user to confirm the cancellation before proceeding.

If the user right-clicks a line item and select "Cancel" or if the user selects "Cancel an Item" from the Work with Line Items task category, the system automatically changes the Line Status to "Cancelled" and the Order Status is updated to "Cancelled".

Active

If the line item or entire order is cancelled, the Cancellation and Refund Control screen displays. If no payment exists on the order, the Scope of the Refund is set to "Cancel Only".

In this section:

· Cancelling a Meeting Order without a Refund

· Cancelling a Meeting Order with a Refund