Cancelling Orders and Using Rainchecks

Orders should not be deleted from the DRS system but they can be canceled with or without Raincheck. Once an order is canceled, it will not appear in reporting for item rental history or as an active order, but any payments made on that order will still record as income. To properly cancel an order, reverse the payment in DRSPay with a simple click and use the VOID or REFUND option (See the Voids and Refunds article in the Knowledge Base). In other payment gateways, you would refund in the virtual terminal, outside of DRS, and then in DRS apply a negative dollar amount on the “Pay” screen unless you are applying a Raincheck for the full amount (more information below).

Orders can be canceled under the Dispatch tab (or within the "Customers" tab) by clicking the blue arrows to expand the Order box. Click the gear/wheel icon at the bottom of the order box to cancel an order:

Once clicked, a box will appear for entering cancelation notes. You must select an option for the “Raincheck”. Rainchecks allow you to keep the money previously paid for the order. This amount is saved and can be applied as a credit toward a new order. 

Click “Cancel Event” to finalize the cancelation:

Rainchecks

When an order is canceled and “Raincheck: Yes” is used, that payment amount is saved under your customer’s email address for future use. Raincheck amounts can be entered into your documents using the [order:raincheck] merge field, which will show the numeric amount with no dollar sign when used.

Your existing Raincheck amounts are under Reports > General Reports > Rainchecks:

Once a Raincheck has been applied to a cancelation, you must place a new order when your customer is ready to use said Raincheck. If you reactivate a canceled order after a raincheck has been used, that does not let the Raincheck be applied nor will it remove that Raincheck from the Raincheck report so know that a new order is priority.

Rainchecks are a payment option on the Payment screen only if your customer has a Raincheck on file and it matches the email address used on the originating order. Ensure the new order is using that exact same email to apply the Raincheck.

Note: You must have the Payment type "Raincheck" under Admin > Order Config > Payment Types, so do not ever delete that or this feature cannot work.