Cancelling a Trip
Some Of the nominals and ledgers used in this topic may be different to those in your chart of accounts.
There may be circumstances when a trip needs to be cancelled. This topic explains how to cancel a trip booking in order to refund payments received for the trip from students.
This topic uses the following scenario:
A trip to Disneyland Paris has been booked using the DISNEY2021 account on the AST_TRIPS ledger (where AST represents the location code of the ledger).
The trip costs £250.00 per student and there are 50 places on the trip. The trip consists of two invoices, the park entry at £10,000.00 and coach travel at £2,500.00.
Due to unforeseen circumstances and government advice, the trip has been cancelled. Both the park and coach company have sent a credit note.This topic assumes you are familiar with selecting and completing document input forms. For more information, please see Completing Document Input Forms.
Cancelling a trip consists of the following:
Cancelling Trip Bookings
When you have received notification the trip has been cancelled, you need to cancel the trip bookings in the software.
- Select Documents, then select Document Input from the menu.
- Select Drill (...) in Document type, then double-select to select ASTC - Trip Cancellation (where AS represents the location code of the document type) from the Select a document type dialog. Trip Cancelled Booking is then displayed in Input form.
- The trip cancelled booking Number defaults to the next available number.
- The Date defaults to the date you are entering the information, i.e. today's date. The date must be the date the trip was cancelled. To change the date, select a date from the drop-down calendar.
- The Period defaults to the current period and only needs to be changed if the date has been amended to a date in another accounting period.
- Select OK to confirm your selections.
- The Trip Cancelled Booking document input form is displayed, populated with the details entered in the Document Input dialog.
- Double-select in Trip, then double-select to select the required trip account from the Select account dialog.
- The Trip and adjacent field are populated with the trip name and description. If cancelling a booking for an individual student, double-select in Create Debtor £, then select Y from the Select VATABLE key dialog. This ensures that the student debtor account is correctly debited.
Bank Account is replaced with Pupil, together with a note confirming that a student debtor account will be debited. - Double-select in Pupil, then select the required pupil from the Select account dialog. The pupil code and name are then populated in the Pupil fields.
- Enter a Description for the booking, e.g. Disney2021 Cancelled.
- Any existing pupil/student Account Balance is displayed, together with the details of the trip (populated from the details stored in the selected trip account).
- If the trip is Vatable, double-select in VAT Rate, then double-select to select a VAT rate from the Select VATRATES key dialog.
- Press the F5 key or POST to post the form. Places Available decreases by 1 as each form is posted. Repeat for any other trip bookings that you want to record. The cancelled booking document needs to be allocated to the booking document. For more information, please see Allocating and Unallocating Documents.
- A blank Trip Cancelled Booking document input form is displayed. Repeat the booking cancellation process for any other students. The posted document is displayed in the Document Posted panel. Select the document link to view the document details in a Document Enquiry window.
If any payments have been made by the student against the booking, you need to cancel the receipt document before payment can be refunded. For more information, please see Reversing Trip Income.
You can then refund the student for any payments made against the booking. For more information, please see Refunding Trips by BACS or Recording Cash Refunds for Trips.
Cancelling Trip Expenditure
When you have received a credit note from suppliers for any invoices paid against the trip, you need to record the cancelled trip expenditure.
If the supplier has issued a credit note for invoices paid, you need to record the details of the credit note against the supplier account. For more information, please see Recording Supplier Credit Notes.
If the supplier has issued a refund i.e. cheque, or directly to the bank account from which payment was made, you need to record the details of the refund. For more information, please see Dealing with Supplier Refunds.