How To Delete Bookings

These notes cover how to delete / cancel bookings in MagManager:

  1. Deleting a booking which has NOT been invoiced
  2. Deleting a booking which HAS been invoiced
  3. Deleting a booking which HAS been invoiced and PAID/PART PAID
  4. Restore a Void Booking
  5. How To set up a void artwork status

 

 

1 Deleting a booking which has NOT been invoiced

Open the client whose booking you wish to cancel > Select the Bookings tab then the Adverts tab > Locate the magazine name and month of the booking you wish to cancel and click the centre of the blue (orange for premium pages) box - this opens the bookings listing > Click the red minus sign next to the booking line you wish to delete > Click Save Booking.

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2 Deleting a booking which HAS been invoiced

If the booking has been invoiced, and you want to delete the booking, there are 2 steps to follow:

  1. Cancel the invoice
  2. Delete the booking

 

Step 1 Cancel the invoice

Open the client record  > Select the Financial tab then Invoices tab > Click the magnifying glass, next to the invoice number to view the invoice details >  Click Cancel Invoice > Click Yes to Cancel Invoice? > Click Yes to Are You Sure?

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The cancelled invoice will appear in red with a pink background to indicate it has been cancelled

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If you choose to print the cancelled invoice it will appear as below with a cancelled stamp across the middle.

Screenshot 2023-09-13 110718 cancelled invoice pdf.jpg

Step 2 Delete the booking

Open the client whose booking you wish to cancel > Select the Bookings tab then the Adverts tab > Locate the magazine name and month of the booking you wish to cancel and click the centre of the blue (orange for premium pages) box  - this opens the bookings listing. 

 

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Click the red minus sign next to the booking line you wish to delete > Click Save Booking.

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3 Deleting a booking which HAS been invoiced and PAID/PART PAID

Note: If you do not already have an artwork status set as Void Booking or something similar, please set that up first. Instructions at the bottom of this page and in the video above at 03:20.

Follow these steps, if the booking has been invoiced and paid or part paid, and you want to delete either the whole booking or part of the booking. Eg client has booked for July, August & September,  the advert has run for July & August and they want to cancel September.  There are 3 steps to follow:

  1. Add new artwork to the booking line and update the artwork status
  2. Void the booking
  3. Raise a credit note in your accounts package to refund your client

Note: If the booking is for a premium position, contact support to have that setting removed.

 

Step 1 Add new artwork to the booking line & update the artwork status

If the artwork attached to the booking is only being used in the issue or issues you want to cancel, you can just update the artwork status to Void Booking.  If the artwork is used in other issues, you'll want to add a new advert to the cancelled booking, to allow you to set an artwork status.

 

Open the client record and click on the blue booking box (orange for premium pages), to open the booking listing.

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Click on the padlock to unlock the booking line to be cancelled > Click New Advert and choose the same size advert as the existing booking > Drag and drop it down onto the booking line to be cancelled and confirm the change > Drag & drop the same artwork box onto each booking line to be cancelled.

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Click the pink artwork box on the new advert to open the details page > Update the status to Void Booking > Click Update > You'll be returned to the booking. 

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The above step simply helps to highlight a void booking when viewing the content screen and manage adverts screen. If you don't follow this step then the status of the orginal artwork assigned to the booking will be displayed on these screens.

 

Step 2 Void the booking

Click the red Void button> A confirmation message will appear across the top of the screen in pink "Booking Voided, it has been removed from the flatplan and all totals" - Click Save Booking.

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The void booking will be displayed in red on the client bookings adverts/content tab.

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And in red if you open the booking.

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The void booking will no longer appear on the sidebar of the flatplan.  The page count and total booked values on the homepage dashboard will also be reduced. 

 

NOTE: The booking will still appear in the Content listing (top nav bar) and the Manage Advert listing on the flatplan overview. As these reports are based on the artwork statuses.  Provided you have set the Artwork Status to Void Booking they will be easily identifiable.

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Step 3 Raise a credit note in your accounts package to refund your client

Now that the booking has been adjusted in MagManager > Login to your accounting system and raise a credit note to refund your client.

NOTE: if your accounts package uses the same numbers for credit notes as it does for invoices you may need to contact us to move your invoice numbering forward by one number.

 

4 Restore a Void Booking

To restore a booking that has been set to void, simply open the booking click to unlock the padlock then click the green Restore button > Click Save Booking. 

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5 How To set up a void artwork status

Go to System Settings > Under Publications & Bookings > Select Artwork Statuses > Click New Status > Enter the name 'Void Booking' > Ensure the enabled setting is on >Check the box for Artwork is complete at this status > Click Save.

Next click to open the Void Booking status and click the box next to background colour and change it to red or other colour of your choice > Click Save 

 

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