You can cancel a separate booking or cancel an entire event. A cancellation does not automatically change the invoices: for a credit invoice, you select which billed items you want to credit yourself.
Canceling a booking from an event
You can access or cancel the booking directly from the event. In the event, open the General tab and click on the action icon at the end of the line in the bookings overview. In the Booking Details panel, select Cancel Booking under Actions.
Fill in the Cancellation Date and choose, when available, a Cancellation Reason. Indicate with Cancellation initiated by client who requested the cancellation and optionally add a comment under Cancellation Explanation.
Under Select to credit billed costs, you will see the billed items that can be credited for this booking. Only check the items you want to refund. After canceling, Artwin Live will create a credit invoice for the selected items. You can, if desired, send the credit invoice immediately and send a cancellation confirmation to the selected recipients.
The other bookings in the event remain unchanged. The canceled booking will remain visible in the event overview with the cancellation recorded.
Canceling an event
Open the event and go to General. Click on the menu with the three dots in the top right corner and select Cancel Event.
A window will open to send the cancellation. Check the recipient and the message. The option Change the status of this event and all bookings to Canceled is checked by default. Send the cancellation to register the event and all associated bookings as canceled.
Cancelling an event does not automatically create credit invoices. Therefore, check after cancellation if any invoices have already been sent and create the necessary credit invoices separately.
Creating a credit invoice
Open the relevant invoice via Invoices or open the Financial tab from the event and click on the invoice. Choose Credit from the menu with the three dots. Artwin Live will create a credit invoice based on the original invoice. Check the details and send the credit invoice when it is correct.
Do you want to prepare all yet-to-be-credited invoice lines from a single canceled booking at once? Then open the booking and go to the section with the invoices. Choose Create Credit Invoice. This is also convenient when you have not yet selected any lines during the cancellation.
Do you need to cancel multiple bookings from the same event? Cancel the bookings first from the event and leave the lines for credit empty. Then process the credit invoice via Financial. Open the relevant invoice there and choose Credit. This action will create a credit invoice for all lines on that invoice. This is especially suitable when the canceled bookings are all on one invoice. If they are on different invoices, then you will credit each invoice separately.
Good to know
Draft invoices: an invoice with the status Draft cannot be credited. Remove or adjust this draft invoice if it is no longer needed.
Already credited invoices: an invoice that has already been fully credited cannot be credited again. In the case of a partial credit, first check which lines have already been processed.
Check the recipient: when the selected invoice lines belong to different clients, make sure to check carefully before sending to whom the credit invoice will go.