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      Reservation Status Change & Date Modification with an Issued Invoice

      This article outlines the expected system behavior when modifying a reservation’s status or dates while an invoice has already been issued.

       

      1. Changing Reservation Status: Confirmed → Cancelled/No-Show

      If a reservation with an issued invoice is changed from Confirmed to Cancelled or No-Show, the system will apply the following behavior:

      • Accommodation, city tax, coupon, and coupon city tax items will be removed from the Folio.
      • Extra services (if any) will remain in the Folio with a BILLED status.
      • If a cancellation fee or no-show fee is applied, it will be added as a new item in the Folio.
      • The issued invoice remains unchanged.

      If the invoice is canceled:

      • Any previously invoiced extra services will be unlocked and return to an active status.
      • The cancellation fee/no-show fee will remain in the Folio.

      This same logic applies to group invoices/reservations—if a group invoice has been issued and the entire group’s status changes to Cancelled or No-Show, the system will behave accordingly.

      2. Changing Reservation Dates with an Issued Invoice

      Even if an invoice has been issued (containing its respective Folio items), date modifications are still allowed. This includes:

      • Shortening the reservation
      • Changing reservation dates entirely

      System-Generated Complementary Folio Items

      When a reservation date is modified, the system will generate complementary "System-Generated" Folio items to reflect the changes.

      Example: Shortening a Reservation

      Scenario: A reservation originally set for 2 nights (Dec 22, 2023 – Dec 24, 2023) is shortened to 1 night (Dec 22, 2023 – Dec 23, 2023).

      1. Before Date Change:

      • All items are billed (invoice issued).

      2. After Shortening the Reservation by 1 Night:

      • A System-Generated Cleaning Fee item appears for the first night (Dec 22).
        • This occurs because the Cleaning Fee is a percentage-based service, calculated based on the accommodation price. Since the reservation is now shorter, the accommodation price decreases, causing a recalculation of the Cleaning Fee (resulting in a negative system-generated entry).
      • For the removed night (Dec 23), all Folio items receive a System-Generated complementary pair, effectively bringing their total to 0.

      Key Rules for Date Modifications

      Regardless of the scenario, the following rules always apply when modifying reservation dates with an issued invoice:

      1. System-generated complementary Folio items will be created for affected dates.
      2. Original daily summary lines in the Folio will remain even after the modification.

      These rules ensure accurate record-keeping and proper reconciliation of invoices when reservations are changed.

      3. Deleting or Updating Invoiced Services

      Recent System Changes:

      To improve clarity and eliminate confusion caused by previously used System-Generated correction items, invoiced services can no longer be directly deleted. Instead, the system now guides users toward a more logical and structured workflow (changes apply since February, 2025)

      Scenario 1 – Direct Deletion of Services

      • Services can only be deleted if they have NOT been invoiced.

      • Once a service is invoiced, the checkbox for deletion is disabled, and the following tooltip appears:

         

      • Additionally, the input fields for updating the service are disabled.

      How to Enable Editing Again:

      • If the invoice containing the service is canceled, the checkbox and input fields become active again, allowing the item to be updated or deleted.

      Scenario 2 – Indirect Updates or Deletions

      Some service deletions or updates occur automatically as a result of other actions, such as:

      • Direct changes to the room rate (editing the Booked Price).
      • Indirect changes (e.g., modifying room type or dates) that affect percentage-based services.
      • Updates received via Channel Manager, or ConnectAPI.

      What Happens in These Cases?

      • If an external system (Channel Manager or ConnectAPI) sends a service deletion request, the system automatically generates a System-Generated Folio item for the corresponding already invoiced service.
      • This ensures that the balance remains accurate.
        Folio:


        Services:

      Handling Invoiced Services After Changes:

      • The original invoice remains unchanged and must be handled manually.
      • If the affected invoice is later canceled, the original service item returns to Active.
      • The System-Generated Folio item is no longer necessary and is automatically deleted.
      • Only the new service items remain in both the Service List and the Folio.

      Final Notes & Best Practices

      • If modifying reservations with issued invoices, always review System-Generated Folio items to ensure accuracy.
      • For externally driven changes (via Channel Manager, or ConnectAPI), be aware that service deletions trigger automated corrections in the Folio.
      • Invoice cancellations allow full restoration of invoiced services for manual adjustments.

      By following these updated workflows, users can manage reservations efficiently while maintaining clear financial records.