Cancellation Fees

Modules>Events > Find, Query, or Add Events> Event Profile > Fees tab

The Canceling Fees as a Percentage functionality streamlines the cancellation process of an event, track, and/or session fee. This allows you to enter a percentage of the individual's or group's total paid fees to be canceled versus entering separate cancellation fees for each event, track, and session type and fee category.

Cancellation Fees

Adding the Cancellation Fee as a Flat Rate or a Percentage

The Cancellation Fee is calculated based on the total registration fee, less any applied discounts, for the particular event, track, or session e.g. if the cancellation fee is for a session, then the cancellation amount will be calculated based on the percentage of the session fee, less whatever discount was applied.

Note: If you prefer to calculate the cancellation fee based on the full, non-discounted registration fee, then use flat cancellation fee instead of percentage-based fees.

To Add a Cancellation Fee as a Percentage:

1. Go to Modules > Events > Find, Query, or Add Events> Event Profile > Fees tab
2.  On the cancellation fees child form:
   1. Click the Add button or
   2. Click the [add prices] link, for an existing price.
3. The Add — Event Cancellation Fee or the Add - Cancellation Fee window displays. (The Add - Cancellation Fee window defaults to an amount in the Price field with the percentage field available but empty).
4. Enter information in the fields as described in the table below. To Add a Cancellation fee as a flat fee, enter a value in the price field as described below. To Add a Cancellation fee as a percentage, enter a value in the percentage field as described below.taeaA

   Field	Required	Description
   product code	Optional	Enter a code for future searchablility
   sell online	Optional	Click this check box to include the cancellation fee on eWeb
   taxable flag	Optional	Click this check box if you want the fee to be taxed when applied.
   fee name	Required	Accept the default fee name or enter your own.
   description	Optional	Accept the default fee description or enter your own.
   price	Required or percentage	Either price or percentage is required. If you enter a value in price, the percentage field is hidden.
   percentage	Required or price	Either price or percentage is required.
   default price - always available	Optional	Click this check box to make the price you entered always available
   start date	Optional	Click the calendar icon to select a start date for the cancellation price.
   end date	Optional	Click the calendar icon to select an end date for the cancellation price.

7. Select G/L Account information, and any Fee Attributes that are appropriate.
8. Click Save. The data displays on the cancellation fees child form.

Adding a Cancellation Fee Price

This is best used when using a primary cancellation fee and then adding supplemental fees based on dates or other attributes.

• Using a primary cancellation fee with additional "Early" and "Late" fees.
• Having a primary cancellation fee with "non-member" and "guest" fees.

To Add a Cancellation Fee Price:

1. Go to Modules > Events > Find, Query, or Add Events> Event Profile > Fees tab
2. On the cancellation fee child form, expand a cancellation fee record.
3. On the Price Code grandchild form, click the [add prices] link. The Add - Cancellation Fee window opens.
4. The Product Name, display name, and type fields will be populated for you.
5. Enter values in the remaining fields as described in the table below:

   Field	Required	Description
   start date	Optional	Click the calendar icon to select a start date for the cancellation price.
   end date	Optional	Click the calendar icon to select an end date for the cancellation price.
   price	Required or percentage	Either price or percentage is required. If you enter a value in price, the percentage field is hidden.
   percentage	Required or price	Either price or percentage is required. If you enter a value in percentage, the price field is hidden.
   email template	Optional	TBD

6. Select the appropriate Send Via option check boxes.

   Field	Required	Description
   mail	Optional	Click this check box if you want to send the cancellation notice by mail
   email	Optional	Click this check box if you want to send the cancellation notice by email
   fax	Optional	Click this check box if you want to send the cancellation notice by fax
   microfiche	Optional	TBD
   web	Optional	TBD

7. Select the required G/L Account information.

   Field	Required	Description
   split revenue among multiple accounts?	Optional	TBD
   project	Optional	TBD
   a/r account	Required	Select the account for Accounts Receivable from the drop-down box. This field defaults to an account and not to blank. Make sure you select the account you want. The account you choose is debited every time you sell an event registration.
   revenue account	Required	Select the account for revenue from the drop-down box. This field defaults to an account and not to blank. Make sure you select the account you want. This account is credited when you sell an event registration, and debited when you void an invoice in a closed batch
   liability account	Required	Select the account for liability from the drop-down box. This field defaults to an account and not to blank. Make sure you select the account you want. This account is credited when a paid invoice is canceled.
   return account	Required	Select the account for return from the drop-down box. This field defaults to an account and not to blank. Make sure you select the account you want. This account is debited when an invoice is canceled. For most associations, the return account is the same account used for the revenue account.
   write off account	Required	Select the account for Accounts Receivable from the drop-down box. This field defaults to an account and not to blank. Make sure you select the account you want. This account is debited when you create a write off. This is typically an expense account or the revenue account for the product.
   deferred?	Optional	Click this check box if the invoice payment for the event is deferred. Once you click this check box, a drop-down box appears. Select an account from the drop-down box. If you check this check box the following happens: If a registration is deferred, the deferred account is credited at the time the registration is sold. This account is debited when the recognize revenue process is run for the appropriate period. If you have checked the ‘deferred’ check box on the product, it is not credited until you run the recognize revenue process for the period in which the ‘recognize after’ date for the product is included.
   class	Optional	TBD
   department	Optional	TBD
   location	Optional	TBD

8. Enter the Product Price Attribute information.

   Field	Required	Description
   member?	Optional	TBD
   member type	Optional	TBD
   member status	Optional	TBD
   customer type	Optional	TBD
   member status	Optional	TBD
   region	Optional	TBD
   city	Optional	TBD
   state	Optional	TBD
   county	Optional	TBD
   country	Optional	TBD
   zip code start	Optional	TBD
   zip code end	Optional	TBD
   attribute 1	Optional	TBD
   attribute 2	Optional	TBD
   source code	Optional	TBD
   default rate - always available	Optional	TBD

9. Click Save.