Activity Cancellation Policy

The cancellation policy determines if and how any cancellation charges are calculated when the user cancels an activity. The charges are then assigned to the activity as an outstanding charge, however, no G/L posting has been processed at this point, only an estimation of the charges in case those charges would be followed through and charged to the customer through the point of sale.

To define cancellation policies

Click the icon, enter Activity Cancellation Policy, and select the relevant link.
Fill in the fields to create a cancellation policy for the activity.

Field	Description
Code	A unique ID to identify the cancellation policy.
Description	A general description of the policy.
Cancellation Posting	The item that will be used to generate the posting to G/L when cancellation fees are being paid.
Cancellation Method	Here the options areManual and Automatic, to specify whether the canceling method is a manual process, or if it is part of an automated process. Normally, Automatic is used to cancel classes that have not reached minimum participant requirement.
Time Setting	Specifies what time unit is used to define the threshold period for cancellation setting. The available units are Minutes, Hours, or Days (24 hours).
Automatic Cancellation Status	The cancellation status used to assign on the activities that are canceled using automatic cancellations.
Automatic Cancel (Pre Minutes)	The number of minutes setting that is used for comparing the time of automatic cancellation. For example, if a course starts at 9 am, and this setting is 60 minutes, the course is canceled if the minimum participant number has not been reached at 8 am (or later).

Settings

The calculation logic settings for how to determine the charges:

Time Before - The number of units (see Time setting in the above table) before the activity starts. These settings determine how long prior to the starting date and time the charges should apply. This allows charges that might be higher, depending on how close the activity date and time is when the activity is canceled.

Note: If you want cancellation charges to be processed, even if the activity is canceled after the activity date has passed, then include a setting with the Time Before set as 0.

Cancellation Fee - Specifies if the cancellation fee is a fixed amount or a percentage of the original charges.

Amount/Percentage - The value of the amount or percentage, depending on the cancellation fee setting.

The Cancel Courses or Classes action

Here the cancellation process of automatic cancellation policies can be executed manually.
Note: This process can also be set up as an automatic system process. Contact your implementation partner for information.

The Test Calculation action lets users test their setup against existing reservations. This action lets the user select any existing activity, and process the cancellation charges using the current date as the reference date, and display the result.
Note: Using this action will not result in any canceled activities nor issued charges.

Action: Advanced Assignment Settings

The simplest way of setting up cancellation policies is by assigning the default general setting on the Activity Type, and then, if needed, more specific assignment on the Activity Product, which will the overrule the activity type assignment. You can, however, set exceptions to the assignment logic, based on various settings on the activity:

Reservation Type
Activity Type
Activity Product
Customer Account
Client (Member contact)
Reservation Period

Based on the above settings, the most specific assignment will overrule the default assignment. Note: A blank field value in the settings is regarded as a general assignment.

Cancellation code

The cancellation code is the cancellation policy to be assigned, according to the related activity values. You can use a blank Cancellation Code to remove a cancellation policy from the activity.