Refunding of activity reservations or reservations should be done using standard POS processes for refunding, and should only be handled on Item level. This means that a posted transaction can be refunded as usual, or a negative sales entry using the standard POS PLU_K command to assign the item to be refunded.
Note: This process will not in any way affect the status of the reservation, which should be canceled before the refunding process, in case there are cancellation charges. It is recommended to have a separate cancellation status setting for refunded activities.
The cancellation process would handle any return of deposits, but refunding of paid activities must be done using the standard processes for refunding items.
Refunding and canceling reservations
It is also possible to cancel reservation on the POS using the CANCELRES POS command, which will do the cancel process (including adding cancellation charges), and pull the lines to refund (including deposits) to the journal, and subtract any cancellation charges from the remaining balance. Obviously, the refunding is only done if the reservation was already fully paid.
Another option is to cancel the reservation in BackOffice or via Web Services, and then it is possible to use the PAYRES POS command to do the refunding at the point of sale. The Payment process detects if the reservation being "paid" has been canceled and is already paid, and thus activates the refunding process automatically.
The Activity Host supports the above when canceling and paying the reservation from the Host functionality.
If a reservation has not been paid (but only deposited), it is recommended to cancel the reservation which would trigger any cancellation charges, and then "Pay" the reservation (or group reservation). This would then pull the cancellation charges to the POS along with any deposits. If there is a negative balance, normal POS handling is done to refund the customer the remaining balance.
If already fully paid, refunding group reservations can be done using standard POS processes to refund the receipt or invoice that has been issued and printed. It is recommended to cancel the reservation with a specific "refunding" status which has internal status Cancel".