In the following article, we collected with a few examples of the ideal behaviour in the system in case there is a status change or date modification applied to a reservation that has an invoice issued already.
Changing the status of the reservation from confirmed to cancelled / noshow, when there is an invoice issued already:
The already known behaviour will be applied --> the accommodation + city tax + coupon + coupon city tax items will be deleted from the Folio , the extra services ( if there was any ) will remain in the Folio with BILLED status. Other than that, if you decided to apply the cancellation / noshow fee item, that will also be generated as a new item in the Folio table.
Issued invoice remains untouched.
In case you decide to cancel the invoice, the previously invoiced extra services will be unlocked / active status again, the cancellation fee / noshow fee remains in the Folio table.
The same applies for group invoices / reservations as well, if there is a group invoice issued and the whole group's status is changed to cancelled or noshow.
Changing the dates of the reservation when there is an invoice issued already:
Event though the reservation has an invoice issued, that contains the belonging Folio items, the date modifications - shortening the reservation or changing the dates to completely different dates - are allowed.
Please note that in case of any date modifications, the affected date's Folio items will get their complementer " System generated " Folio item pair.
Example:
If there is a reservation for 2 nights ( 2023-12-22 - 2023-12-24 ), but I would like to shorten it for 1 night only, the following will happen.
1. Original stage in the Folio table:
All items are billed ( invoice is issued ).
2. Folio table, after the reservation departure date is changed to 2023-12-23 ( aka shortened with 1 night ):
What is visible here, that for the first night ( 22nd ) there is a System generated Cleaning fee item created. This is because the Cleaning fee service is a % based service, meaning that it's price is calculated from the accommodation price. Since the accommodation price changed ( res. is shorter with one night ) the % based service is also recalculated, resulting a minus amount system generated Cleaning fee item.
As per the second night ( 23rd ), both Folio items simply received their system generated pair, since that night is not existent on the reservation anymore, thus these complementer items will result 0 in price.
There can be several other scenarios when it comes to date modifications, but the following 2 rules are always applicable:
- system generated complementer Folio items will be generated if there is a date modification
- those dates / daily summary lines in the Folio that were existent before the date modification is applied will remain in the Folio table even after the date modification.