These notes cover how to delete / cancel bookings in MagManager:
- Deleting a booking which has NOT been invoiced
- Deleting a booking which HAS been invoiced
- Deleting a booking which HAS been invoiced and PAID/PART PAID
- Restore a Voided Booking
- How To set up a void artwork status
1 Deleting a booking which has NOT been invoiced
Open the client whose booking you wish to cancel > On the Bookings - Adverts Tab, locate the magazine name and month of the booking you wish to cancel and click the centre of the blue (orange for premium pages) box - this opens the bookings listing > Click the red minus sign next to the booking line you wish to delete > Click Save Booking.
2 Deleting a booking which HAS been invoiced
If the booking has been invoiced, and you want to delete the booking, there are 2 steps to follow:
Step 1 Cancel the invoice
Open the client whose booking you wish to cancel > Click on the Financial tab then Invoices tab to display the list of invoices > Click on the magnifying glass, to the left of the invoice number to view the invoice details > Click Cancel Invoice > Click Yes to Cancel Invoice? > Click Yes to Are You Sure?
Step 2 Delete the booking
Open the client whose booking you wish to cancel > On the Bookings - Adverts Tab, locate the magazine name and month of the booking you wish to cancel and click the centre of the blue (orange for premium pages) box - this opens the bookings listing > Click the red minus sign next to the booking line you wish to delete > Click Save Booking.
3 Deleting a booking which HAS been invoiced and PAID/PART PAID
Note: If you do not already have an artwork status set as Void Booking please set that up first. Instructions at the bottom of this page and in the video above at 03:20.
If the booking has been invoiced and paid or part paid, and you want to delete the whole booking or part of the booking as the client wants to cancel. Eg client has booked for July, August & September, the advert has run for July & 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
- Void the booking
- Raise a credit note in your accounts package to refund your client
Note: If the booking is for a premium position, contact support to have that setting removed.
Step 1 Add new artwork to the booking line & update the artwork status
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.
The above step simply helps to highlight a void booking when viewing the content screen and manage adverts screen. If you don't follow this step then the status of the orginal artwork will be displayed on these screens.
Step 2 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 flatplan. The page count and total booked values on the homepage dashboard will also be reduced.
NOTE: The booking will still appear in the Content listing (top nav bar) and the Manage Advert listing on the flatplan 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.
4 Restore a Void Booking
Should you wish to restore a booking that has been voided, simply open the booking click to unlock the padlock then click the green Restore button > Click Save Booking.
5 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
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