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Cancel Expired Option

Cancel Expired Option

Cancel Expired Option

 

Overview

The Cancel Option Expired screen in Softrip provides users with the ability to mass cancel reservations based on specific criteria defined through search parameters.

This screen is accessible from the Operations menu by navigating to Ops Management.

Once on the screen, users can input parameters such as departure date range, reservation status, service types, or supplier to identify reservations that have passed their cancel deadline. After the results are returned, users can select one or multiple records and perform bulk cancellation actions—streamlining operational efficiency when managing large volumes of reservations that are no longer eligible for confirmation.

 

 

 

 

 

 

 

 

 

 

Search Options

Users can manually search for each individual reservation number or users can pull back a list of reservations to mass cancel by using additional filters.  

 

Tool Tip for Group bookings

When searching by reservation number, users have two options:

  • They can enter an individual reservation number to retrieve a specific reservation.

  • Alternatively, users can select the "Parent Res" checkbox to expand the search.

By selecting the Parent Res checkbox, the system will return the parent reservation along with all associated child reservations. This is especially useful when working with group bookings or linked itineraries, allowing users to view and manage the full reservation structure in one view.

 

The additional filters are as follows:

  • Market Code

  • Brand ID

  • Res Status

    • Active

    • Option

    • Quote

    • Cancelled

  • Search by:

    • Expired Option

    • Booking Date

    • Departure Date

  • Date Ranges 

Defining the Search Fields

Market Code

The use of the Market Code filter in the Cancel Option Expired screen depends on how a company has configured its market codes in the Softrip application. For instance, a business may define market codes by destination.

In such cases, if a natural disaster significantly impacts a specific destination, users can:

  1. Navigate to the Cancel Option Expired screen.

  2. Select the affected Market Code.

  3. Enter the appropriate date range.

  4. Mass cancel all impacted bookings efficiently.

This process allows operators to take swift and proactive action across multiple reservations in response to large-scale disruptions

Brand ID

If a company operates under multiple brands, users can utilize the Brand filter to search for all reservations associated with a specific brand.

This functionality is especially helpful when:

  • A particular brand has limited inventory, or

  • There is a need to mass cancel reservations that are still in a "Quote" status.

By applying the Brand filter, users can efficiently isolate and manage reservations for operational or strategic reasons within that brand segment.

Res Status

Users have the ability to mass cancel reservations based on their current reservation status. This is particularly useful for operational clean-up, such as clearing out inactive or non-confirmed bookings from the system.

To remove stale data, a user might:

  • Search for all reservations created within the last three months.

  • Filter by “Quote” or “Option” statuses.

  • Proceed with a mass cancellation of those bookings.

Search Options

When conducting a search, users can select from three dropdown options that determine which date fields on the bookings will be evaluated. These fields may include:

  • Booking creation date

  • Travel (departure) date

  • Option/cancellation expiration date

Selecting the appropriate search type helps ensure the cancellation process targets only the intended reservations.

Expired Option

Coupled with the date range option, users can search for bookings that have expired within a certain time frame and mass cancel these reservations.

Note:  The Softrip application will check the "deposit due" date on the reservation header to determine which bookings to bring back to the screen to cancel.  

These deposit due dates are set-up in under Product Markets or under the EXPIREDOPTIONDATE booking rule in Product Booking Rules.  Review Booking Rules for more information on how to access the booking rules screen.  

Booking Date

Coupled with the date range option, users can search for bookings that were created within a certain time frame.

Departure Date

Coupled with the date range option, users can search for bookings that were created within a certain time frame.

Executing Cancellations

Once the Cancel Option Expired screen returns search results, users have two primary options:

  • Cancel individual reservations

  • Mass cancel all displayed reservations

While this screen is typically used for bulk cancellations, it also offers flexibility for handling individual cancellations, which can be beneficial in specific scenarios.

Use Case Example

A user may begin by filtering all bookings under a specific brand. Upon reviewing the returned list, they may want to cancel only reservations linked to a specific customer. The lower section of the screen provides detailed booking information, enabling the user to:

  • Validate reservation details before cancellation.

  • Make informed decisions by examining customer-specific data.

  • Cancel reservations one-by-one, if needed.

This dual capability makes the Cancel Option Expired screen a versatile tool for both broad operational clean-up and selective, customer-specific actions.

View the below video example of cancelling reservations from this screen.