This document lists different scenarios that can impact the day end close report and what you can do to in these scenarios to ensure the day end close figures are correct.
- A reservation item is ledgered if any date of the item was prior to or the same as the "Last update" date of the day end report.
- A payment/refund is ledgered if the date of the payment/refund was prior to or the same as the "Last update" date of the day end report.
- An extra/upgrade on a reservation item is ledgered if the bill on which that extra/upgrade is included was prior to or the same as the "Last update" date of the day end report.
A bill is ledgered if the date the bill was generated on was prior to or the same as the "Last update" date of the day end report.
Cancelling during stay
In this scenario as the nights stayed have already been included in the ledger (as long as you are running the report each day), you cannot cancel the reservation. You can however shorten the reservations departure date to a date that has not been ledgered.
The amount for the nights that have been ledgered will need to be paid in full. If the guest is not paying, you will need to make a payment of type write off or discount to account for the ledgered nights. Write off payment types are only available when adding a payment to a bill, either at the bottom of a reservation or in the guests bills section.
Cancelled before arrival
If no payments are associated with the reservation, there are no steps to follow after confirming you would like to cancel the reservation.
If however there are payments associated with the reservation, you will be prompted to either refund the payment, partially refund the payment or charge the entire payment amount as a cancellation fee.
Adding extras to a reservation after it has been billed.
In this scenario if the bill has already been ledgered, you cannot delete the bill. Therefore, you must create a standalone bill for the extras you wish to include in the reservation.