Cancelling a Meeting Order without a Refund

If payment has not been applied to the order, cancellation can occur without any cancellation processing via the Cancellation and Refund Control screen. Cancelling an order that has a receipt, without also refunding the order, results in a credit balance on the order. That credit balance can then be transferred to another order, if necessary. The credit balance is displayed in parentheses as the Final Balance in the Receipt Analysis section of the Cancellation and Refunds screen.

To cancel a meeting order:

1. On the Order Entry screen, search for and open the appropriate order.

2. If the Line Status is "Proforma", perform one of the following:

· Cancel entire order
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.

· Cancel line item
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".

3. If the Line Status is "Active", perform the following:

a. Click Cancel an Item from the Work with Line Items task category or Cancel an Order from the Work with Orders task category.
The Cancellation and Refunds screen is displayed, as shown below.

b. From the Scope of the Refund section, select the Cancel Only radio button.

c. On the Receipts Referenced tab, highlight the appropriate receipt.

d. On the Cancel Only tab, select the Revenue Proration Effective Date.

e. If necessary, select the Reason Code from the drop-down.
Values in the drop-down are populated based on the non-fixed codes defined for the ORD "LINE_STATUS_REASON" system type. The option selected is stored in the LINE_STATUS_REASON_CODE column in the Order_Detail table.

f. If a cancellation fee was defined for the meeting product, it will display in the Optional Cancellation Fees field. Update this amount, if necessary.
The default cancellation fee will be based on the current date unless you are in an adjustment batch. If you are in an adjustment batch, the cancellation fee will default based on the batch date.

The process of entering cancellation fees is dependent on whether you are adding a cancellation fee for the master order line and/or sub order line. For more information on the options, please see the Cancellation Fees section.

g. If you check the Write-off the Balance checkbox, then enter the amount of the write-off in the text box.

h. If necessary, enter any Cancellation Comments.

i. Click Process.
The Cancellation and Refunds screen closes and the status of the exhibition order line changes to “Cancelled”.