A file’s status helps Admin and Finance know whether the file is active, finished, or no longer valid.
Keeping statuses updated prevents confusion and accounting errors.
Statuses you can use
Open – The dossier is active. You can still edit services, travelers, or invoices.
Closed – The trip is complete, all payments are done, and no further edits are needed.
Cancelled – The client cancelled before departure or the trip did not go ahead.
Corona / Corona OK – Legacy statuses used during pandemic-related rebookings.
📌 Screenshot: [Status dropdown placeholder]
How to change file status
Open the General tab.
Find the File section.
Click Edit next to the status field.
Choose the new status from the dropdown.
Click the 💾 Save icon.
💡 Tip: Only close a file once all invoices, credit notes, and supplier costs are finalized.
When to cancel a file
Cancel a file when:
The client decides not to travel.
You’ve issued a credit note for all booked services.
There’s no remaining payment due.
Best practice:
Add a note explaining the reason and date of cancellation:
“2025-06-02 – Client cancelled trip due to illness. Full refund issued.”
Reopening a closed dossier
If a file needs adjustments after being closed:
Contact Admin or your team lead (only they can reopen).
Specify why reopening is needed (e.g., add credit note, resend invoice).
Once reopened, make the change, then close it again.
⚠️ Warning: Never reopen a file just to view or print — reports may rely on status for financial accuracy.