Cancel booking

Use this wizard when a deal falls through after booking. It walks through what the cancellation will undo (the demands and receipts on the booking), lets you decide how much to forfeit and what extra charges to levy, sets the refund the buyer gets back, and then posts all of it in one transaction. The unit and its parking slots are released and the opportunity is marked lost.

Every cancellation goes through this wizard, whether or not any money changed hands; with nothing billed or received the money steps simply stay at zero.

Where to find it

Click Cancel booking in the header of an Active booking (see Booking overview). Breadcrumbs: Bookings › <booking no> › Cancel.

Opening the page needs the Edit permission on Bookings; without it the page shows "No access" and "You do not have permission to view bookings. Ask your administrator." Finishing the cancellation needs more: see Cancel booking below.

Before you start

• No Pending receipt or payout may remain on the booking; clear or cancel them first.
• When anything was billed or received, the project's promoter company must have accounting books, because the reversals, forfeiture and refund are posted there. Without them the page shows the error "The project's promoter company has no books yet. Set them up under Books first." A booking with no demands and no receipts can be cancelled without books.
• Check the cancellation rule in force (Settings › Organization › Booking cancellation rules): it supplies the suggested forfeiture, GST and default charges.

What you see

Header

"Cancel <booking no>", with the project badge and a badge for the rule in force: "<project> rule: <x>% of agreed total" or "Organization rule: <x>% of amount received". The description reads "<applicant> · unit <unit> · ₹<agreed> agreed · ₹<received> received". Back to booking returns to the overview. If the booking is already cancelled a warning reads "This booking is already cancelled."

Stepper

Four steps: Entries reversed, Forfeiture & charges, Refund and Confirm. You can click any other step directly, which skips the Next checks; Next and Back move one at a time. The final button and the server re-check everything anyway.

Step 1: Entries reversed

• A red alert lists anything that blocks the cancellation (see Things to know).
• When nothing was billed or received: "Nothing was billed or received on this booking: cancelling releases the unit (an allottee's comes off their offer, back to its previous status) and parking and marks the opportunity lost, with no accounting entries, forfeiture or refund."
• Demands to reverse card with the Cancellation date (defaults to today). The date decides which cancellation rule is in force and dates the credit notes. The table shows each demand (Demand, Status, Payable, Received, What happens), or "No demands on this booking". What happens reads one of:
  • "Draft: deleted";
  • "Credit note reverses <voucher no> and closes the bill" for an issued, unpaid demand;
  • "Credit note reverses revenue, GST and TDS; ₹… received becomes a credit we owe the buyer (bill CN-<demand no>)" for a paid demand, with ", the unpaid ₹… is written off the bill" when it was only partly paid.
• Money received card: every cleared receipt with Receipt, Mode (with the UTR or instrument number), Gross, TDS by buyer (TDS recorded on the receipt itself, on receipts from before 10 October 2026) and Net in bank, or "Nothing received"; then the figures Received (gross), Against demands and Advances on undemanded rows. The TDS credits recorded against the booking's demands (the buyer's deposits with the Income Tax department, see TDS credits) count in Received (gross) and Against demands as if they were money, and are listed as rows of their own: the credit number, "<date> · TDS credit · Form 16B <no>: deposited with the Income Tax department, never banked", Mode "TDS credit", the amount under Gross and TDS by buyer, and 0 under Net in bank.
• Channel-partner commission card, only when a live commission exists: "<partner> · <status> · ₹<net payable> (₹<paid> paid)" with the badge can be clawed back or stays, and the checkbox Claw back the unpaid commission ("Accrued commissions are cancelled, approved ones reversed; a paid commission stays.").

Step 2: Forfeiture & charges

• With no money: "Nothing was billed or received on this booking, so there is nothing to forfeit, charge or refund: these fields stay at zero and the booking is simply cancelled. Continue to the next step."
• Otherwise: "The project rule suggests <x>% of the agreed total (₹<base>) = ₹<amount>." (or "organization rule", or "No cancellation rule is in force; enter the forfeiture directly.") followed by "Posted as Dr customer / Cr 4300 Forfeiture income against the credit the reversals created."
• Forfeiture amount, defaulted to the suggestion.
• Charge GST at <x>% on the forfeiture, ticked or not as the rule says; when ticked it shows the GST output amount. Both this and the amount are disabled when nothing was billed or received.
• Other charges: a table of Charge (placeholder "e.g. Administrative charge"), Amount, GST and a delete icon, prefilled with the rule's default charges. Add charge adds a row.
• Reverse the ₹… TDS the buyer deducted (TDS credits and receipts) (shown only when TDS credits are recorded against the booking's demands or receipts carry TDS; ticked by default): "Ticked: the buyer reclaims that TDS from the Income Tax department and the refund is of the money actually received. Unticked: we refund the gross and keep the TDS receivable." The amount is the TDS credits plus the TDS on the receipts.
• The Charges journal card totals it up: Forfeiture, GST on forfeiture, Other charges, GST on charges, TDS on receipts reversed (when ticked; it includes the TDS credits) and Dr customer ledger.

Step 3: Refund

• "After the reversals and charges the customer ledger shows a credit of ₹…. The refund is created as a Pending payout; clear it from the payment page or collect several in a Refunds payout run. A lower figure leaves a credit on the ledger."
• When charges exceed what was received: "The charges exceed what was received by ₹…; that stays open as a receivable bill on the customer ledger."
• Refund amount, defaulted to the credit balance (what was received, net of the reversed TDS credits and receipt TDS, less the forfeiture and charges); "At most ₹…." appears in red if you go above it. The field is disabled when the maximum is zero.
• Refund date (defaults to today), Mode (defaults to NEFT; also Cash, Cheque, Demand draft, RTGS, IMPS, UPI, Card, Other) and From our account (the promoter company's active bank accounts as "bank ····last four digits · purpose"; placeholder "Cash"). From our account is preselected with the project's operative account (the one pinned to the project, else the promoter's shared one): under RERA the operative account is the developer's working account, and refunds are paid from it. Pick another account only if the money really leaves from elsewhere. These three are disabled while the refund is zero, and the account list needs the View permissions on Projects and Bank Accounts.
• The Customer ledger card: Received (gross), Forfeiture and charges, Credit balance, Refund now and Left on the ledger.

Step 4: Confirm

• Reason (placeholder "e.g. Buyer withdrew, finance not approved"); required.
• Notes.
• "Unit <unit> and the allocated parking slots become Available, the schedule is cancelled and the opportunity is marked Lost. Later corrections are manual journals on the customer ledger."
• The What is posted card: Credit notes ("<n> demands reversed"), Forfeiture & charges, Refund (pending payout) and, when ticked, Commission "clawed back".

What you can do

Next / Back

Move between the steps. Next is greyed out on step 1 while a blocker is listed, and on step 3 while the refund exceeds the credit balance; no reason is shown on hover, but the alert or the red "At most ₹…." on the page says why. Back is greyed out on the first step.

Add charge

Adds an empty row to Other charges. Rows left without a name or with a zero amount are dropped when you confirm.

• Greyed out with "Nothing was billed or received, so there is nothing to charge against" when the booking has no demands and no receipts.

Claw back the unpaid commission

Ticks the commission in for reversal: accrued commissions are cancelled and approved ones reversed. It is offered only when a commission can still be clawed back (nothing paid on it).

Back to booking

Returns to the Booking overview without cancelling anything. Nothing is saved until you press Cancel booking.

Cancel booking

The red button on the Confirm step posts the cancellation. A toast reads "Booking <no> cancelled; refund of ₹<amount> pending." (the refund part only when there is one) and the booking page opens with its cancelled banner.

• Who: the page opens with the Edit permission on Bookings, but posting also needs the Edit permission on Demands and the Create permission on Payments, because the wizard writes credit notes and a refund payout. In the default roles only the Administrator holds all three; a Sales Manager or Legal & Documentation user reaches the last step and then sees "You do not have permission to do that.", and the Finance Lead and Accountant can't open the page at all. This applies even when no money is involved.
• Greyed out (no hover reason) while Reason is empty, while a blocker is listed on step 1, or when the booking is no longer Active.

What the app can still refuse at this point: "The refund exceeds the customer's credit balance after the charges.", "The refund cannot be negative.", "Give the refund's mode, date and paying account.", "Nothing was billed or received on this booking; there is nothing to forfeit or refund." (if figures were entered on a booking with no money), "A commission on this booking has been paid out and cannot be clawed back here.", "The GST component has no ledger mapping in books <name>", "The reversal date cannot be before the original voucher date." (choose a later Cancellation date), and "This booking is already cancelled."

What happens when you confirm, all in one transaction so that either everything posts or nothing does:

1. Draft demands are deleted. Issued, unpaid demands are reversed by a credit note that closes the bill. Paid or partly paid demands get a credit note that reverses the revenue, GST and TDS receivable, writes off any unpaid part and turns the paid part into a credit bill "CN-<demand no>" owed to the buyer.
2. One journal debits the customer ledger for the forfeiture, its GST, the other charges and their GST, and the reversed TDS (TDS credits and receipt TDS) when ticked, against the forfeiture income, GST output and TDS receivable accounts (the TDS line is narrated "TDS deducted by the buyer (TDS credits and receipts), reclaimed by the buyer"). Any shortfall stays on the ledger as a receivable bill "FORFEIT-<booking no>".
3. The refund is created as a Pending payout with the purpose Refund, from the chosen account (or cash), to be cleared from its payment page or in a Refunds payout run.
4. When ticked, accrued and approved commissions are cancelled.
5. The booking becomes Cancelled with the date and reason; the unit goes back to Available and its parking slots are released; the termsheet and every schedule row become Cancelled; the opportunity becomes Lost with the reason "Booking cancelled: <reason>". For an allottee's purchase the unit comes off their offer and returns to its previous status, their own parking slot stays Allotted, and the offer's entitlement split is recomputed.
6. Afterwards the system rules take over: "Booking cancelled: cancel its estimate (system)" cancels the booked estimate, "Allottee booking cancelled: cancel the offer (system)" cancels an allottee's offer when nothing else keeps it alive, and "Booking cancelled: finance follow-up (system)" notifies Finance Leads and Sales Managers and gives a Finance Lead the task "Settle refund for cancelled booking <no>", due in 7 days.

Statuses

• Booking: Active → Cancelled.
• Opportunity: Booked → Lost.
• The termsheet and its schedule rows → Cancelled; demands → Cancelled (drafts deleted); the posted sales vouchers of issued demands → Reversed.
• Refund payout: Pending until cleared.
• Commissions clawed back → Cancelled.

Things to know

• Blockers on step 1. The cancellation can't proceed while any of these is listed: "The booking is already cancelled"; "Receipt <no> is Pending; clear or cancel it first"; "Payout <no> is Pending; clear or cancel it first"; and "Revenue on this booking is recognised and the revenue policy does not allow cancelling it; the CA can switch the policy to a sales return". Pending money is blocked because the wizard can only reverse what has actually cleared; once revenue has been recognised in the books, the policy decides whether a cancellation may be booked as a sales return. With the books' revenue policy at Sales return the cancellation goes through, and the next posted revenue run takes the booking to 0%: it reverses the revenue and cost of sales recognised on it and releases any capitalised brokerage that is left.
• The rule in force comes from the cancellation date. A project rule beats the organization rule; the rule whose effective date is the latest on or before the cancellation date applies. The organization rule seeded by default forfeits 10% of the agreed total (excluding GST) with no GST. Changing the date refreshes every suggestion.
• Why forfeiture is posted against the buyer's credit. Reversing paid demands turns the money received into a credit owed to the buyer; the forfeiture and charges are then debited against that credit, and what is left is the refund. If the charges are larger than the credit, the difference stays open on the customer ledger as a bill.
• The buyer's TDS. When the buyer deducted TDS, recorded as TDS credits against the demands (or on older receipts), ticking the reversal means they reclaim it from the Income Tax department and you refund the money actually received; unticking means you refund the gross and keep the TDS receivable on your books. A demand with a TDS credit cannot be cancelled on its own page; the wizard credit-notes it with the rest. See TDS under section 194-IA.
• Worked example. Agreed ₹1,00,00,000 excluding GST, rule 10%: forfeiture ₹10,00,000. The buyer paid ₹19,80,000 in money and a TDS credit of ₹20,000 is recorded, so ₹20,00,000 gross; TDS reversed, no GST or charges: the charges journal is ₹10,20,000, the credit balance ₹9,80,000 and the default refund ₹9,80,000.
• A lower refund leaves a credit on the ledger for later manual settlement; you can't refund more than the credit balance.
• The Confirm text says the unit becomes Available. For an allottee's purchase it returns to its previous status instead, and their own parking slot stays allotted.
• The booked estimate is cancelled by a workflow rule, not by the wizard itself. If your organization has switched that rule off, the estimate stays approved.
• A cancelled deal can't be booked again from the same opportunity, even after the opportunity is reopened; make a new opportunity and estimate.
• Nothing stops the cancellation of a handed-over unit. Only recognised revenue blocks it, so check possession before cancelling a booking that is far along.
• Refunds come from the operative account by default. The wizard preselects the project's operative account in From our account, and even when no account is picked for a bank refund, the refund payout is created from that account. See RERA accounts and the daily sweep.
• The wizard doesn't collect the buyer's bank account for the refund. On a project with no operative account, From our account stays on "Cash": leaving it there while Mode says NEFT creates an NEFT payout that names no paying bank account, so pick the account before confirming if the refund will go by bank.
• Money received lists cleared receipts and recorded TDS credits only. A receipt still Pending is a blocker, not a line in the table.

Related

• Booking overview
• Demands & money
• Termsheet & schedule
• Applicants & parking
• Demand
• Payment
• TDS credits
• Payout runs
• Commission
• Ledger report
• Books
• Organization
• Allottee
• Rules
• Greyed-out buttons