If you must cancel an order for which an exhibitor has already paid, all charges are reversed and the payment becomes an open credit in Accounts Receivable. When this happens, you can apply the money to other products, such as an order or a dues payment, or you may issue a refund through AR.
Within the Exposition Management module, the procedure for canceling an order is the same regardless of whether a payment has been received. If booths are assigned and the order is canceled, the booths become available for assignment to other orders.
When canceling an exhibitor's exposition order, consider the following:
■ Are you canceling an order with no cancellation fees? If so, iMIS automatically reverses the charges.
■ Are you charging a cancellation fee? If so, you should have defined a cancellation fee product when defining your products. (See Defining Product Fees).
To cancel an exposition order
1. From Exposition, select Process booth orders to open the Process booth orders window.
2. Find the order you want to cancel (see Finding Exposition Orders).
3. Click Delete. A message prompts you to verify canceling the order.
4. Click Yes. A “C”, indicating that the order was canceled, displays in the Status field.
To cancel an exposition order with a cancellation fee
1. From Exposition, select Process booth orders to open the Process booth orders window.
2. Find the order you want to cancel (see Finding Exposition Orders).
3. Click Delete. A message prompts you to verify canceling the order.
4. Click Yes.
5. Click Edit. A message prompts you to reverse the cancelled order.
6. Click Yes.
7. Select the Cancellation Fee product.
8. Enter a C in the order Status field.
9. Click Save.
Note: The cancellation fee must be the only product ordered, and the order's Status must be C. If the cancellation fee is not the only charge, iMIS reverses all other charges. The record is preserved until the exposition is closed, which allows you to reactivate it later during order processing. However, the exhibitor does not appear on reports unless you enable the Include Canceled option.