Trip Dollars are like 'store credit'. If you are unable to give a refund to a customer, Trip Dollars give you the option of exchanging an amount in credit for future bookings.
When Trip Dollars are issued to a traveler, a Trip Dollars Case is created on the booking who is receiving the credit.
Open the booking record
Scroll to the
Edit Activity pop up, fill out
Attach any relevant documents (optional)
Activity Type =
Trip dollar case
Trip Dollar Amount Outstanding
How much credit do they have
Trip Dollar Currency (optional)
Trip Type Cancelled
Add the travelers old Booking Code
Trip Year Earned
When a passenger is redeeming Trip Dollars, you will:
Open the old Booking Record
Open the original Trip Dollar case
Update the original case with the amount the new booking is redeeming:
Update Trip Dollar Amount Redeemed
How much credit are they using
Trip Type Redeemed (Optional)
Add the travelers new Booking Code
Trip Year Redeemed
Open the new booking record
Apply a Discount to the new booking's pricing in order to reflect the amount of credit
As Trip Dollars are applied as a Discount, they will appear on the Booking's export under the booking discount column.
Refunds are issued on the booking record by selecting the single payment you want to refund.
Once the single transaction is selected, a
Refund button will appear in the header of the
Refund, and fill in the applicable information
Refund Reason: Choose one of the options
Transaction Date: will usually be listed as "Today"
Status: should be
Pending and will updated if the refund is processed successfully or not (unless refunding cash or cheque payments)
If refunding cash or cheque payments, set status to
Cleared once the cheque has been issued and confirmed
By setting the status of the refund to
Cleared Groupdesk will not communicate with the payment processor to process the transaction.
This will default to
Extra Refund depending on the transaction selected.
Form of Payment: This will default to whatever form the transaction was originally. This should match the original form.
Amount: This will default to the full (negative) amount, see below to issue a partial amount.
Follow the same steps as above for Full Refunds, but when entering the amount, update the amount to be less than the full (negative) amount.
In the case requesting the refund there is an
Assigned To field. Here is where you assign the person who needs to look at the case next, or who is responsible for issuing the refund (based your business processes).
Open the booking record with the refund case
Scroll to the