Cancellation at a glance
Last updated
Last updated
The following explanations are intended to provide an overview of the various options and their effects when canceling bookings or invoices.
An important prerequisite for understanding this is the following context:
An invoice can contain several attendee bookings.
An attendee booking can contain several booking options (booked offer packages).
Cancellation in Converia can take place on 3 different levels:
Invoices When the invoice is canceled, all attendee bookings it contains are canceled completely.
Bookings When canceling an attendee booking, all booking options contained therein are canceled. The invoice associated with this booking remains, but must be updated.
Booking options When canceling individual booking options, the booking and invoice remain unchanged. The invoice must be updated.
When the invoice is canceled, all included attendees lose their valid booking for the conference and are no longer listed as valid attendees in the attendee lists. The persons remain in the person database and can rebook with their existing accounts from the C3 area in the frontend. This creates a new booking with a new invoice number.
When the booking is canceled, the person loses their attendee booking and is no longer listed as a valid attendee in Converia. This person will receive the note “canceled” after their name on the invoice. The person remains in the person database and can make a new booking with their account in the frontend. A new booking is created with a new invoice number.
When canceling individual booking options, the person's booking remains as a valid booking. A cancellation line is added under the canceled booking option on the invoice or the canceled item is no longer displayed on the updated invoice - this depends on the configuration of the invoice.
The cancellation document for the old invoice is always generated when the first change is made to the invoice, i.e. when the Update invoice message appears. The invoice is in editing status. As long as the invoice is in editing status, the participant will see the cancellation document as the most recent document in the document archive of the C3 login area. The new invoice version is created as soon as Update invoice is clicked after all changes have been made.
When canceling invoices or bookings, you can specify whether a fee in the amount of the current configuration of the cancellation modalities or an individual fee should be charged. Cancellation fees can also be charged for individual booking options. These must be created in a similar way to an offer package. You can find more information on this in the section Charging cancellation fees for individual booking options.
