Editing or canceling invoiced or waived bookings in OfficeRnD Flex helps you keep billing accurate and bookings up-to-date. Situations often arise where bookings need adjustments, like changing resources or durations, which can impact fees or invoices. By understanding how to handle these modifications properly, you prevent billing errors, maintain transparency, and ensure your booking system accurately reflects your resources' status.
Bookings fall into two categories:
Non-invoiced bookings – Can be freely edited, including changes to the booking fee.
Invoiced bookings – Certain fields affecting pricing cannot be changed, such as Resource, Period, Repeat, Free, and Extras. Other details like Title and Preparation Time can be updated.
After reading this article, you'll be equipped to confidently manage and adjust invoiced bookings, ensuring smooth operations within your workspace.
Modify non-invoiced bookings
All fields and configurations can be edited if a booking has not been invoiced. This can result in further changes in the Booking Fee.
Modify invoiced bookings
If a booking has been invoiced, some fields affecting the booking price cannot be edited. These include:
Resource
Period
Repeat
Free
Extras
All other fields, like Title and Preparation Time, can still be modified.
Important considerations when modifying invoiced bookings:
If a booking cannot be edited but has no issued invoice, it may have been set to "Paid" or "Waived". In this case, go to the Company or Member Profile, find the booking fee under One-Off Fees, and change the status to "Not Paid". Then, edit the booking and revert the fee status when you're done.
If you must cancel a booking, determine whether a cancellation fee should apply.
If you update the time or resource, verify whether a fee adjustment is needed.
If a different resource is selected for the booking, OfficeRnD will:
Check whether the resource has a different rate, which may require a fee adjustment.
Verify if the member has Credits or Booking Coins applicable to the new resource.
Determine whether the invoice has been paid or remains unpaid.
Edit an invoiced booking
The process for modifying or canceling an invoiced booking depends on the invoice's payment status and whether the price will change.
Scenario 1: The invoice is paid, and there is a price change
A price change may occur if you modify the duration or resource, which can affect the booking rate. Follow these steps:
Find the invoice that contains the Booking Fee and record a refund for that fee.
Detach the Booking Fee line item from the invoice.
Apply the necessary changes to the booking. The system will add the new fee to the next invoice, or you can manually generate an invoice.
Scenario 2: The invoice is paid, and there is no price change, or the booking is canceled
If the invoice has been paid, but the price remains unchanged, follow these steps regardless of whether you are editing or canceling the booking.
If you are editing the booking:
Find the invoice, detach the Booking Fee line item, and edit the booking.
Open the Company or Member profile and set the Booking Fee to "Paid" to prevent it from being re-invoiced.
If you are canceling the booking:
Find the invoice and record a refund for the Booking Fee.
Detach the Booking Fee line item from the invoice.
Cancel the booking. Since the price remains unchanged, do not apply a cancellation policy. The booking fee will be removed from the company's profile.
Scenario 3: The invoice is unpaid, and there is a price change
If the invoice has not been paid and the price will change, follow these steps:
Detach the Booking Fee line item from the invoice to allow re-invoicing.
The system will automatically re-invoice the updated Booking Fee in the next Bill Run, or you can manually generate an invoice.
Void the original invoice if it is no longer needed.
Scenario 4: The invoice is unpaid, and there is no price change
If no price change is required, find the invoice and detach the Booking Fee line item before making changes.
If you are editing the booking:
Once changes are made, open the Company or Member profile and set the fee to "Paid" to prevent re-invoicing.
If you are canceling the booking:
Issue a Credit Note for the Booking Fee on the original invoice.
FAQ: Bookings
Can I edit an invoiced booking in OfficeRnD Flex?
Can I edit an invoiced booking in OfficeRnD Flex?
Yes, you can edit invoiced bookings, but certain pricing-related details like Resource, Period, Repeat, Free, and Extras cannot be changed. Fields like Title and Preparation Time can still be updated.
How do I edit a booking that has already been invoiced and paid?
How do I edit a booking that has already been invoiced and paid?
If the invoice is paid and the price changes, first issue a refund and detach the booking fee from the invoice. Then, update the booking, and the new fee will appear in the next invoice run.
How do I cancel a paid invoiced booking without a price change?
How do I cancel a paid invoiced booking without a price change?
You must refund and detach the booking fee from the original invoice and then cancel the booking. Since there's no price change, no further adjustments or cancellation fees are required.
How do I handle an unpaid invoiced booking when there's a price change?
How do I handle an unpaid invoiced booking when there's a price change?
Detach the booking fee from the unpaid invoice and adjust the booking. OfficeRnD Flex will automatically re-invoice the updated fee in the next billing cycle, or you can manually generate a new invoice.
Can I modify a waived booking?
Can I modify a waived booking?
Yes. If the booking fee was marked as waived or paid without an issued invoice, first change the booking fee status to "Not Paid" on the Company or Member profile. Make your edits, then reset the status back to waived or paid.
Do I need to adjust fees if I change the booking resource?
Do I need to adjust fees if I change the booking resource?
Yes. If you select a different resource, OfficeRnD Flex checks the rate for the new resource and whether applicable Credits or Booking Coins are available. Based on these factors, adjustments might be needed.
Is it necessary to issue a credit note when canceling an unpaid booking?
Is it necessary to issue a credit note when canceling an unpaid booking?
Yes. If the booking is canceled and unpaid, issue a Credit Note for the booking fee on the original invoice to correct billing records.