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Managing a reservation

Once a reservation is selected from the Reservation List or a new reservation is created, users will be redirected to the Reservation Detail page. From there many actions can be taken to manage a reservation.

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Create a reservation

See Create A New Reservation in the Understanding the Reservations List tutorial.

One of the first things to do with a new reservation is generate a quote. See Build A Quote to learn how.

 

Cancel a reservation

When a reservation is canceled, it will be removed from the reservations list view, but the inquiry will still be in the inbox with the option of archiving it for future reference.  

To cancel a reservation, select Cancel Reservation from the Actions drop-down menu within the reservation details view.

 

Click Cancel Reservation once more in the new window that appears to confirm the cancellation.

Note: When a reservation has canceled any refunds from payments made by credit card are automatically issued once a refund is generated. This cannot be canceled or intercepted.

 

To view canceled reservations in the inbox, select Show Archived within the Filter Messages control panel.  An active Show Archived status is indicated by a green check mark next to the Filter drop-down button.  

De-select Show Archived to hide canceled reservations.

 

Delete a reservation

When a reservation is deleted, it will be permanently removed from the inbox as well as the Reservation List.  If the reservation needs to be viewed at a later point than it should be canceled instead. 

To delete a reservation, it must first be in a canceled state. Find canceled reservations in the reservation list view. Click on the canceled reservation to open the details view. Then select Delete Reservation from the Actions drop-down menu within the reservation details view.

 

 

Another window will pop up. Click on Delete Reservation once more to verify the cancellation.

Note: No refund will be issued and the renter will need to be manually refunded if they have already made a payment.

  

 

Modify or change reservation terms

Head to the reservation and select Modify Terms from the Actions drop-down.  Reservation terms are always defined by a quote, so to change them build a new quote.

Click on the Build New Terms button: 

Three options will be suggested for setting a new quote as the terms, which are outlined in our article for setting the reservation terms.

 

Accept or decline a booking request

If a reservation has been requested but not yet accepted, users can approve or decline within the Payments tab. 

 

Request payment 

Send a request for payment to a sender within the Payments tab of the Reservation Detail page. Select Send Payment Request from the drop-down menu by the specific payment requested.

 

Verify by clicking on Send Request in the pop-up window. A request will automatically be sent to the renter's email address of record. 

Charge a card on file

When a card needs to be charged that is already on file, go to the Payments tab of the Reservation Detail page and select Charge Credit Card from the drop-down menu for the specific payment being charged.

 

A Charge Credit Card window will pop up. Select the card on file to charge.  The cards on file are listed beneath the window and accessible from the drop-down menu.

 

Add a new credit card

To add a card for a renter, go to the Payments tab of the Reservation Detail page and select Add Credit Card.

 

Enter new card information and click Add Credit Card when finished

 

IMPORTANT! If you update a credit card, and there are existing scheduled payments, the credit card will need to be updated for the existing payments in order to charge the new card. To update the credit card, locate the future payment, and from the Actions menu, select Change Credit Card

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Issue refunds

Sometimes a whole or partial refund will need to be issued to a renter. 

Select from the refund policies located at Setup > Booking & Payments > Cancellations & Refunds and apply it to the Booking Policy selected for the reservation.

Credit Card payments can be directly refunded (Directly Refund Credit Card Payments) collected through MyVR via a Stripe account.

Record Refunds For External Payments processed using other methods is possible.

There are three locations in the Reservations Detail view to issue and/or record refunds:

Step 1: New Refund allows users to choose between directly refunding a payment or recording a refund

new_refund.png

 

Step 2: Issue Refund allows users to issue a refund on a specific payment made through MyVR 

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Step 3: Refund Deposit allows users to issue or record a refund specifically linked to a deposit

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Note: Once a refund associated with a credit card payment is generated, it cannot be canceled or intercepted.

 

Directly Refund Credit Card Payment

(Note: Follow the same process using options #2 or #3 above.)

Step 1: To directly refund a whole or partial payment to a renter click on New Refund (#1 above).  A refund window will appear. Select Issue Refund and then click on Next Step.

 

 

Step 2: In the Issue Refund window, select the payment to refund, enter the amount to refund and click Next Step.

 

Step 3: Check the amount of the refund entered in the previous window, add any notes for records. Click Confirm to initiate the refund. The refund will instantly be recorded as a line item in Reservations and Refunds on the Reservation Detail page. The refund will typically appear on the renter's credit card statement in 8-10 business days.  

 

Record Refund For External Payment

(Note: Follow the same process using option #3 in the Issue Refunds description above.)

Step 1: To record a refundmade to a renter for a payment which wasn't processed through MyVR (i.e. credit card over the phone, personal check, etc.), click on New Refund (#1 above). A refund window will appear. Select Record Refund and then click on Next Step.

 

Step 2: A Record Refund window will appear. Enter the amount and date of the refund, select options from a dropdown menu for the method employed to issue the refund (e.g. personal check, PayPal, Bank Transfer etc.) and type any notes for a record. Click Record Refund when finished.

 

  

 

 

 

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