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How to cancel a paid or part booking using the void button

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Steps to cancel a paid or part paid booking using the void button Step 1 Add new artwork to the booking line & update the artwork status Step 2 - Void the booking Step 3 - Raise a credit note in your accounts package to refund your client How to restore a void booking How to set up a void artwork status

Steps to cancel a paid or part paid booking using the void button

Follow these steps, if the booking has been invoiced and paid or part paid, and you want to delete either the whole booking or part of the booking.

Example: client has booked for July, August & September, the advert has run for July and August and they want to cancel September. There are 3 steps to follow:

Add new artwork to the booking line and update the artwork status (optional but helps highlight a void booking when viewing the artwork screen and manage adverts screen, rather than it displaying existing artwork and it's status).
Void the booking.
Raise a credit note in your accounts package to refund your client.

Note: If you do not already have an artwork status set as Void Booking or something similar, please set that up first. Instructions at the bottom of this page and in the video below at 03:20.

Step 1 Add new artwork to the booking line & update the artwork status

If the artwork attached to the booking is only being used in the issue or issues you want to cancel, you can just update the artwork status to Void Booking. If the artwork is used in other issues, you'll want to add a new advert to the cancelled booking, to allow you to set an artwork status.

This step simply helps to highlight a void booking when viewing the artwork screen and manage adverts screen. If you don't follow this step then the status of the original artwork assigned to the booking will be displayed on these screens.

Open the client record and click on the blue booking box (orange for premium pages), to open the booking listing.

Click on the padlock to unlock the booking line to be cancelled > Click New Advert and choose the same size advert as the existing booking > Drag and drop it down onto the booking line to be cancelled and confirm the change > Drag & drop the same artwork box onto each booking line to be cancelled.

Click the pink artwork box on the new advert to open the details page > Update the status to Void Booking > Click Update > You'll be returned to the booking.

Step 2 - Void the booking

Note: If the booking is for a premium position, change it to no preferred position before you void the booking.

Click the red Void button > A confirmation message will appear across the top of the screen in pink "Booking Voided, it has been removed from the flatplan and all totals" > Click Save Booking.

The void booking will be displayed in red on the client bookings adverts/content tab.

And in red if you open the booking.

The void booking will no longer appear on the sidebar of the flat plan. The page count and total booked values on the homepage dashboard will also be reduced.

NOTE: The artwork attached to the booking will still appear in the Artwork listing (top navigation bar) and the Manage Advert listing on the flat plan overview. As these reports are based on the artwork statuses. Provided you have set the Artwork Status to Void Booking they will be easily identifiable.

Step 3 - Raise a credit note in your accounts package to refund your client

Now that the booking has been adjusted in MagManager > Login to your accounting system and raise a credit note to refund your client.

NOTE: if your accounts package uses the same numbers for credit notes as it does for invoices you may need to contact us to move your invoice numbering forward by one number.

How to restore a void booking

To restore a booking that has been set to void, simply open the booking click to unlock the padlock then click the green Restore button > Click Save Booking.

How to set up a void artwork status

Go to System Settings > Under Publications & Bookings > Select Artwork Statuses > Click New Status > Enter the name 'Void Booking' > Ensure the enabled setting is on >Check the box for Artwork is complete at this status > Click Save.

Next click to open the Void Booking status and click the box next to background colour and change it to red or other colour of your choice > Click Save

Overview of clients screen How to add a new client in MagManager How to update a client record & overview of the client details tab How to search for a client in MagManager How to add an advert booking in MagManager How to add a content booking in MagManager How to add a miscellaneous booking in MagManager How to add a purchase order number How to add a discount to a booking How to cancel a booking How to send or print a booking confirmation How to update a booking that has not been invoiced How to update a booking that has been invoiced How to cancel a paid or part booking using the void button How to make a provisional booking Overview of the client timeline tab How to add a note on the client record How to add actions How to add a post-it note to the client record How to add marketing consent How to add additional client contacts How to create customs tabs How to add website and social media links How to update client details for the web directory How To Add Outlook Calendar Events To Your Actions Calendar How to create a proposal from a provisional booking Gamification on Sales Complimentary Copies and Voucher Copies How clients are categorised - all, active, prospects & inactive Overview of bookings screen Overview of sales screen