Use cases for adding or removing items from past bookings

In ROLLER you cannot make edits to past bookings due to flow-on impacts on revenue data and historical reporting. 

In this article, we will outline common use cases for editing past bookings and the best practices for managing these scenarios in ROLLER. 

Where no payments made

Scenario: Adding or removing items from a past booking, where no payments have been made, to adjust booking total before sending an invoice 

In most cases, revenue is recognized on the booking date and therefore when an item is added to a past booking, this action changes past revenue data. A restriction is in place to stop the addition of new booking items if the booking date for all items is in the past. 

Operational recommendation 

Adjust booking items on the day of the booking in either the POS or Venue Manager.

Best Practice if recommendation not followed

1. Create a new booking
2. Add all the booking items you had on the previous booking (including the items you were trying to add/remove)
3. Cancel past booking with incorrect booking items
4. Send the invoice for your new booking

Where full or partial payment has been made

Scenario: Adding or removing items from a past booking, where full or partial payment has been made, to adjust booking total before sending an invoice 

Operational recommendation 

Adjust booking items on the day of the booking in either the POS or Venue Manager.

Best practice if recommendation not followed

1. Create a new booking
2. Add all the booking items you had on the previous booking (including the items you were trying to add/remove)
3. Refund all payments from the past booking with incorrect booking items
4. Cancel past booking with incorrect booking items
5. Take payment in the new booking to the value of all the payments made in the previous booking. 
6. Send invoice (If applicable)

Move booking date after the booking has passed

You do not have the ability to change the date of a booking item when that date has passed. Future dated items can be changed, however, past items are restricted.

Best practice

1. Create a new booking
2. Add all the same booking items you had on the initial booking from the past
3. Refund all payments from the past booking with incorrect booking items
4. Cancel past booking with incorrect booking items
5. If the previous booking had payments made against it, take payment in the new booking to the value of all the payments made in the previous booking. 

Attempting to create a booking with a booking date in the past

We have removed the ability to create a new booking with a past booking date as this creates revenue records for a past date.

Best Practice

Create the booking for a future date

If you have a use case that isn't covered in this article please submit a ticket to our support team so they can assist.