Updating Booking (Accept/Reject) Manually
How to review bookings.
Transactions will appear in the received Bookings list once the Seller has uploaded them into Travel Ledger and committed them to the platform. They are now ready for the buyers to review.
If expected bookings are missing, please contact the relevant seller.
Each transaction will need to have a status set either during or prior to the buyer review period, this can be done manually by Reviewing Bookings Line by Line or by Updating Multiple Bookings.
Once the Buyer review period is closed, the bookings are locked, and the status is no longer editable. At this point the Buyer is fully committed to the status they have chosen, and the agreed amount will be paid to the seller during the settlement. Any changes needed after this point would have to be loaded as additional amounts or as a refund in the next booking file committed by the Seller.
Updating Individual Bookings
When the transactions are displayed the status will be blank until it has been updated by the Buyer. To update a single transaction a Buyer will need to look at the 'Transaction Status' column and select one of the following Status values: Accepted, Rejected or Amended.
Accepted
Accepted: if the Buyer agrees with the amount committed by the Seller and they are happy to go ahead and make payment.
Rejected
Rejected: if they Buyer believes that the transaction submitted by the Seller is invalid, they can reject the booking and remove it from the next settlement (an example would be if the buyer has already paid for a booking is part of a previous settlement and the new request is therefore a duplicate).
When you change the status to Rejected the value changes to “0” in the Current Amount field. When selecting Rejected you must also select a Reason Code.
Amended
Amended: if the Buyer agrees that a transaction is valid, but the amount is incorrect and needs to be changed before they go ahead and make payment (a good example is if the Buyer has already paid a deposit amount which should have been deducted off the total). The amended the amount you believe is correct should be added to the “Current Amount” field. When selecting Amended you must also select a Reason Code.
Updating Multiple Bookings
It is possible to update multiple transactions in one go, rather than having to update transactions line by line.
Please note, only 'Acceptance' can be done in bulk, to 'amend' or 'reject' please see Updating Individual Bookings (above).
There are two ways to do this, you can either click the check box to the left of each applicable row, when all desired lines are selected click on 'Accept Selected'.
Alternatively, if you wish to accept all bookings on the page, you can click the small 'select all' square at the top left of the view and then click on 'Accept Selected'.
It is also possible (as long as the review window is open) to update transactions that have previously been changed to 'Amended' or 'Rejected' status. The platform will issue a warning which you need to accept when doing this in bulk. This method of 'managing by exception' is very effective when you are accepting the vast majority of bookings. Simply select all and 'accept selected' before managing any small volumes rejections or amendments on an individual basis.
Dependent on the Business Terms set, any bookings that do not have a status applied to them during the Buyer review window may be void and payment may not be made to the seller. If a Buyer misses the window to manage their bookings, they may need to ask the seller to reload and commit the bookings for them to review.
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