Skip to main content

Managing Balance Adjustments for Travelers

When Total Cost Has Changed or Payment Was Made Externally

Overview

Sometimes, a traveler’s total cost changes after booking — for example:

  • They’ve paid externally (via bank transfer, cash, or another channel).

  • You need to increase or reduce their total package amount.

This guide explains how to handle balance adjustments for:

  1. Room Type Packages (via promo codes or duplicate packages)

  2. Normal Packages (via the built-in edit option)

Package Type Definitions

  • Standard (or Normal) Packages
    Packages that do not contain room types and only have a single package cost per person.

  • Room-Type Packages
    Packages that include multiple room categories (e.g., Single, Double, Triple). Each room type has its own pricing and occupancy settings.

Room Type Packages

You can adjust room type package balances using the Edit Order feature, a promo code, or by creating a duplicate package.

1. Using a Promo Code (Recommended)

When to Use:

  • Traveler’s total amount has changed (increase/decrease).

  • Traveler paid part of the balance externally (wire, cash, etc.).
    ​

Steps to Apply the Adjustment:

1. Create a Promo Code for the Adjustment

  • Open the trip dashboard and choose Trip Actions → Create Promo Code.

  • Select the Trip, choose whether to Apply to all packages, and if not pick the Package.

  • Enter a descriptive name (e.g., PROMOCODE123 or WIREPAYMENT).

  • Set the discount amount to match the external payment or adjustment (e.g., $1,000 or use percentage).

  • Click Save Promo Code.

    Create Promo Code page with the package selected, the code WIREPAYMENT, a fixed discount amount and the Save Promo Code button

2. Apply the Promo Code to the Traveler’s Booking

  • Open the trip, find the traveler and open their account details.

    Travelers list on the trip dashboard with the three-dot menu open on a traveler showing View Details, Download Receipts and Cancel Booking

  • Click Edit Order, then Edit Order again.

    Edit Order page with the Current Package card and the Edit order button

  • Find the Promo Code field.

  • If another code is already applied, remove it first.

  • Enter your new promo code.

  • Click Apply.

  • Click Next, review the adjusted total on the Package Change Summary, click Save Changes, then Confirm on the Confirm Changes prompt.

    Edit Order page with the package step and the New package summary panel holding the Promo Code field and Apply button

    Confirm Changes pop-up with Cancel and Confirm over the Package Change Summary of the Edit Order page

3. Alternative Method: Duplicate the Package

If the promo code option is not working (e.g., for one-off cases or complex pricing changes):

  • In your Package List, click the ⋮ (three dots) beside the existing package.

  • Select Duplicate.

    Trip Packages list with the three-dot menu open on a package showing Edit, Duplicate and Delete

  • Adjust the price by deducting the difference (e.g., reduce $1,075 from total).

  • Set the quantity to 1 so it’s available only to this traveler.

  • Ask the traveler to rebook this new package.

    Package form for the duplicated package with the reduced Package cost per person and the quantity limit of 1

  • Cancel their previous reservation using Cancel Without Refund.

    Cancel booking dialog asking how to cancel, with the option to cancel without a refund selected and the Continue button

3. Normal Packages

For normal packages (those without room types), total cost adjustments are more straightforward — you can edit them directly.

a. Using the Pencil Icon to Adjust the Price

  1. Open the trip, find the traveler and open their account details.

    Travelers list on the trip dashboard for a traveler on a normal package, with the three-dot menu open showing View Details

    ​

  2. Click Edit Order.

    Traveler Details page with the left menu including Edit Order, Process Refund and Cancel Booking

  3. Click the Pencil (✏️) icon beside the total amount.

    Edit Order page in edit mode with the Current Package card showing Price w/fees and the pencil icon

  4. Adjust the total cost as needed (e.g., reduce by $1075).

    Change the trip price window with the Package Price and Traveler Pays boxes, the processing fee line and the Cancel and Confirm buttons

  5. Click Confirm, then Next to go through the Add-ons. Check Payment details, click Next to the Package Change Summary, then Save Changes and Confirm.

    Edit Order page on the Package Change Summary step with the Cancel and Save Changes buttons

b. Example Scenario

If a traveler’s total package was $2,120 and you reduce it to $1,075,

  • All installment amounts automatically update.

  • The new total immediately reflects under the traveler’s payment details.

    Traveler Details Payment Schedule with the recalculated installments and the Total Paid and Balance Remaining lines

Optional: Using a Promo Code for Normal Packages

You can still use the promo code method for adjustments, but since you can edit prices directly here, it’s usually unnecessary.

Quick Reference Table

Package Type

Method

How to Adjust

Notes

Room Type Package

Promo Code

Create & apply discount code

Recommended method

Room Type Package

Duplicate Package

Create adjusted duplicate package

Use for one-off corrections

Normal Package

Edit Order (✏️)

Change total amount directly

Simplest option

Normal Package

Promo Code

Optional

Rarely needed

Verification Checklist

  • Total amount and installments updated correctly.

  • No duplicate promo codes applied.

  • Traveler’s balance accurately reflects external or adjusted payments.

Best Practices

  • Always document the reason for adjustments internally (e.g., external payment, refund, correction).

  • For audit purposes, keep screenshots or notes of promo code adjustments.

  • Avoid stacking multiple promo codes for the same booking — it may create inaccurate totals.

  • If using duplicate packages, delete or archive them once rebooking is complete.

Related Articles
Did this answer your question?