RDPWin

Night Audit/Day End - Cancel S Type Reservations

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Overview

When Enable Mass Cancel of S-Type Reservations (414-42) is checked on Res | Configuration | Cancel tab, special reservations can be cancelled based on deposit due date. Guaranteed reservations can also be included and a confirmation printed. Future reservations with a deposit due on or before the current system date display in the list and allow cancellation. Properties can use this feature to cancel reservations that have been abandoned (on hold but not reserved) by the designated deadline (deposit due date).

For example, a property can designate the Type S reservation to represent a "hold" reservation where a guest asks for a hold to be placed on a room for a short period of time. Set the deposit due date of this reservation to the end of the hold period (24 hour, 48 hours, 72 hours, etc.). Select Cancel Special Reservations from the Night Audit/Day End menu. Set the "Cancel Special Reservations with a deposit due date on or before" date to the current system date (default setting) and click Display Reservations to view all reservations on hold for today.

To cancel the reservations, check the box for each reservation row to be cancelled, enter the reason (hold abandoned) and click "Cancel Selected Reservations". Check the "Print Confirmation" box to print a confirmation to the default printer for that workstation. Click Close when done. To keep a reservations, use "Convert S to P" from the Reservations | Options | Convert Res Type menu. Special reservations cannot be converted to an inventory reservation.

Grid: Columns displayed in the grid are Select, TY (Res Type), Res#, Room#, room type, sharewith, guest name, arrival and departure dates, GTD, deposit due, deposit amount, and Cancel Status. The grid only displays reservations that fall within the date and guarantee parameters chosen. Check any checkbox for a reservation in the grid, or check the column header checkbox to select all reservations in the grid. Select and deselect reservations individually by checking that row's checkbox. The number of reservations selected and the total number of S-Type reservations are displayed just under the grid on the right. For example, if only 5 reservations of the 7 S-Type reservations have been selected, the message reads "Selected: 5 of 7".
Cancel S-Type Reservations with a Deposit Due Date on or Before....: Select the date from the calendar function to be searched for Type S reservations with a deposit due date equal to or earlier than the current system date. If a future date (after the current system date) is selected, a warning is displayed. Upon confirmation, the future date is allowed. The default setting is the current system date.
Display Reservations: Click once the date for search is selected to populate the grid with Type S reservations matching the requirements. The reservations are sorted by due date with the oldest due date first through the selected end date.
Cancellation Reason: Enter the reason for cancellation. This mandatory field is free text and can hold up to 20 characters. Once the reason is entered, click the Save button to complete the Cancel process.
Include Guaranteed Reservations: Reservations with a guarantee are included in the cancellation process by checking the "Allow Guaranteed Reservations to be Cancelled" box. The requirements to guarantee a reservation are property-defined.
Print Confirmation: Set the print confirmation field on the reservations to yes when checked. The print cancellation confirmation report looks at the date a reservation was cancelled, the type of cancelled reservation, and whether or not print is set to yes or no. This box is unchecked by default. If checked (set to yes), the cancel S-Type reservation confirmations print at the same time as the other cancellation confirmations.
Cancel Selected Reservations: Once all cancellation parameters have been selected and verified, click the "Cancel Selected No-Shows" button to assign the Cancellation Number and complete the cancellation process. When reservations are cancelled in a group, all member reservations have identical Cancellation Numbers. The cancellation number is displayed after the reservations are cancelled in a dialog showing the number of reservations cancelled and skipped. Since the View No-Shows filters based on the check box parameters, no reservations should be skipped unless labeled as a Group Leader (Leaders potentially have deposits to be refunded or charges to be collected). Group Leaders are always skipped when running Cancel No-Shows and continue to display in the grid as such. Night auditors should run the "Cancel No-Show" report to have a list of Group Leader reservations still considered as No-Show.

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04/05/2010