Finalising a booking

3 minute read

Following a residents departure from the home, it is important to finalise their booking. This process formally ends the involvement of any associated Fee Payers, stops any ongoing schedules, and identifies potential overpayments to be resolved. 

Finalising a booking ensures the resident’s financial record is closed accurately and in line with billing best practices.

Important: Once a booking has been finalised, no further changes can be made to the booking details, including the booking start date, end date, or the permanency of the stay.

What is a billable end date?

A Billable End Date is the last date that a Fee Payer is funding a resident’s booking. This date is important for managing the end of the Fee Payer’s contribution and ensuring the resident’s & fee payer’s financial records are accurate.

Steps to finalise a booking

Before finalising a booking, ensure the following prerequisites are met:

• The resident’s booking has ended within Found
• A closure reason, move out date and contract end date has been recorded

Once confirmed, follow these steps:

1. Navigate to the Resident Profile
2. Select the Billing Tab
3. Click Finalise Booking 
4. For each Fee Payer:
5. Click Finalise Fee Payer
   1. Enter the Billable End Date
   2. If the Fee Payer has overpaid (e.g. due to invoicing in advance), enable the Generate Credit Note toggle
   3. Click Finalise Fee Payer
6. Once all Fee Payers have been finalised, return to the Finalise Booking screen
7. Tick the confirmation checkbox:
   1. “I confirm that all contributions have been finalised and I wish to lock this booking.”
8. Click Finalise Booking

Handling overpayments

If a Fee Payer has made an overpayment (e.g. when invoicing has been done in advance but the funding ended earlier), a Credit Note can be generated:

• Enable the Generate Credit Note toggle while finalising the Fee Payer
• Confirm the details are correct
• Click Finalise Fee Payer

A Credit Note will be created automatically and reflected in the account

After finalising the booking

Once a booking has been finalised:

• Schedules will remain active until the respective Billable End Date for each Fee Payer is reached
• Credit Notes (if generated) will be included in the next billing run if scheduled 
• Each Fee Payer’s contribution will be set to £0 and their status will display as Finalised
• No further changes can be made to the resident’s booking start date, booking end date, or booking type