There are a number of changes that can be made to a booking:
Firstly though, you must initiate the edit booking process:
There are a number of ways to initiate an edit as follows:
From the "Diary" screen, locate the booking you require in the calendar and right-click on the booking.
Select Edit Booking from the options displayed.
OR
Type the Customer's name into the Search field and click on the " Search" button.
Click on "CF" beside the Customer's Name to open the Customer Folio.
In the Customer Folio screen, click to highlight the relevant account. Click on the "Edit Booking" button in the left hand menu.
OR
From the "Account" screen, locate the Customer whose booking you wish to edit, right click on the Customer's Name.
Select Edit Booking from the options displayed.
An Edit Booking screen will be displayed.
Initiate Edit Booking as per instructions above.
Enter the new Commencing and/or Concluding dates and click on the "Search" button to check availability. Details of new price and availability will be displayed.
Select a the Product/Inventory item for this booking from the Products drop-down list if the original Product/Inventory item is not available over the new dates. Check the price and number of guests are accurate.
Click on the "Update" button.
If the Customer has booked more than one Product, and both bookings need to be edited, right click on the second booking from the Booking window at the bottom of the screen and select "Edit Booking". Continue from Step 2 above.
Click on the "Confirm" button.
The Customer Account will now reflect these changes, including any change in price. All Payment and Expense information will be remain the same, i.e. if a deposit has been made, this will still remain on the account.
Initiate Edit Booking as per the instructions above.
From the Products drop down list, select the new room/Product for the booking. Check that the price and numbers of guests are accurate.
Click on the "Update" button.
Click on the "Confirm" button.
The Account will now reflect these changes, including any change in price. All Payment and Expense information will be remain the same, i.e. if a deposit has been made, this will still remain on the account.
If you are using multiple rates (Rate Types), e.g. Best Available Rate, Freeform or custom Rate Types such as Corporate, it will be possible to edit the price of the booking without moving the booking to a new room/product.
SEE ALSO Rate Types
Initiate Edit Booking as per the instructions above.
From the Available Rates drop-down list, select the new Rate for the booking, e.g. Freeform.
If using the Freeform rate, enter the total price of the booking.
Click on the "Update" button.
Click on the "Confirm" button.
Initiate Edit Booking via the Customer Folio.
In the Edit Booking screen, from the Products drop-down list select, select the new room/Product to be added to the booking.
Click on the "Add" button.
Click on the "Confirm" button.
To move a Customer to a new room before they have spent one night, follow the instructions above for Move the Booking to a new room/Product.
However, if a customer is moving to a different room after they have spent one or more nights in the first room, you need to:
Edit the initial booking to end on the day the room swap is to take place.
Process a Discount on the account so that the value of this shortened booking is £0.00.
Create a new booking for the customer in the new room from the date the room swap takes place.
Add an Expense to on the account for the first part of the customer's booking. The value of the booking should be for the entire duration of the booking. Use the Freeform rate type if you are upgrading the customer at no extra cost and want to enter a special price.
Step i.
Initiate Edit Booking as per instructions above.
Change the Concluding date to reflect the date that the Customer used the first room and click on the "Search" button.
Click on the "Update" button.
Click on the "Confirm" button.
Step ii.
Double click on the booking to open the Customer Folio.
Click on the "Add Expense/Discount" button and process a discount for the value of the first booking so that the value of the booking is £0.00. SEE ALSO Expenses and Discounts.
Step iii.
Make a new booking for the remainder of the Customer's stay in the new room. SEE ALSO Make a New Booking.
Step iv.
Double click on the new booking to open the Customer Folio.
Click on the "Add Expense/Discount" button and process an expense for the value of the first booking. SEE ALSO Expenses and Discounts.
The Account will now reflect these changes, including any change in price for the room change. The total outstanding amount should be a tally of the two bookings. If a payment was made at any time, this information will remain on the Customer's Account.
In the "Diary" screen, locate the booking you wish to transfer.
Right click on the booking and select Transfer Booking from the menu displayed.
In the pop-up window displayed, enter the details of the new Customer (or Search for an existing Customer).
The Payments Made on this Booking table will detail any payments made into the account belonging to the original Customer. To transfer some or all amounts paid to the new account, enter amount required in Payment to Transfer.
Click on the "Transfer" button.
A new Account will be created containing the booking you have transferred and any payments transferred. The original Account remains open but the booking is now in the second Customer's name.
If you wish to transfer any expenses or discounts from the original Account, you must go to the original Account and delete them, then re-enter them onto the new Account. SEE ALSO Expenses and Discounts.
A booking cannot be edited to change the Agent/Individual option or the Paid by Customer/Agent option.
To change an existing booking from 'Booking by Individual' to 'Booking by Agent' OR vice versa, it is necessary to first Cancel the Booking.
Then make a new booking with all the same details, selecting the new Individual/Agent option as required.