How to Add Cancellation Fees

Owned by Former user (Deleted)
Last updated: Feb 23, 2018 by Nicolas Maillet (Unlicensed)
4 min read

The cancellation and modification of flights, often results in a fee being applied to the reservation. This tutorial will walk you through the steps of adding a cancellation/modification charge. 

Step-by-step guide

  1. Go to Utilities → Cancellation/Modification Charges.
  2. Once the Cancellation/Modification Charges window appears, click Add.


  3. The Agency field allows you to select a particular agency for the fee. This allows you to apply special fees to certain agencies, should you wish to do that as part of terms of a special arrangement. For every other fee, you will want to set the Agency to Public. This applies the fees to ALL reservations/agencies.


  4. Next is a series of options that allows you to choose what type of charge it is. Cancellation - Is a charge that applies when a reservation is cancelled. Modification - applies when segments are being changed by the customer. No Show - This is a charge that is applied when you set a passengers check in status to "No Show" on the check in screen. A No Show charge can be applied to each segment the passenger no shows on.


  5. Next is Booking Code. Cancellation/Modification charges are applied by booking code. That means that if you want to charge a cancellation fee to all flights, you must create a Cancellation/Modification Charge for each Booking Code. However, if you have nested fares (Y is the parent of X and x is the parent of z and so on) applying a cancellation charge to the highest parent, will also apply it to all other fares that are below it. So you may not have to create one, depending on your fare structure.


  6. Choose the only option in the passenger range field, which is 0 and Up. Each Cancellation/Modification charge you make will have a passenger range of "0 and Up".


  7. Days Prior to Flight - This refers to the number of days prior to the flight that the Cancellation/Modification Charge will take effect. For example, if you want the cancellation charge to apply at all times, Choose "2 and Up". This field can help you decide on different penalties for modifying the flight at different times, prior to departure. For example: If my passenger modifies 2 days prior or more to departure, I will instate a fee of only 50.00. However, if my passenger modifies their flight 1 day prior to departure, I will charge them a fee of 100.00. For my 50.00 fee, I would choose a Days prior to flight of "2 and Up" and for my 100 fee, I would choose a days prior to flight of "1 - 1". 


  8. The Description is a spot where you can write a few words to describe what the charge is for. 


  9. Next is the Value or Percentage option. You can choose here to make the charge a flat fee or to charge a certain percentage of the fare. Once you choose which one you would like to do, enter the value in the box. A flat value will go in the "Base Charge" box, whereas a Percentage will go in the % of leg value" box.


  10. When you are finished entering all of these fields, click "Save". You will see your new charge come up in the Cancellation/Modification Charges box.