As long as you are dealing with reservations that have downpayments system (Day of Project), you MUST add this daily workflow to your operations.
Workflow:
Before you close your day every day, you need to look at whether there are reservations need to be reconciled or not.
Where to check that?
Go to Menu >> Staff >> reconcile reservations.
What to do there?
Check the below use cases.
Important:
You must reconcile all reservations happened in a specific day ALL AT ONCE by clicking on (OK) at the end of each day (see below), that means, make sure that you have your decision ready of what to do for each reservation when you are about to do the reconciliation (TO SALES, or TO DEPOSIT). This info will be make more sense once you check the below use cases.
Use cases:
There are many cases were having to reconcile reservation is needed, such as:
Case 1: The client consumed less than he paid for, what to do with the downpayment he already paid, the system does not know what to do!
>> Example: a client booked for 10 persons in the 1st of January and paid 100 EUR (that is 10 EUR each), to come in the 7th of January to consume what he booked.
On the 7th of January, only 9 came and CHECKED IN. (that means 90 EUR will be recorded as sale)
At the end of the day, you still have 10 EUR hanging (not consumed, that means still hanging as a deposit). You need to reconcile this and take an action such as:
1- Either consider this 10 EUR as sales revenue >>> Choosing (To Sale) in the (reconcile reservations).
It will be considered in that case as sales under NO SHOW in the cash report. Make sure 2 system settings enables:
a-The now show setting in the product group is set to (Print on report) as ON:
b- No show mode in the system settings is set as: (that means it will show the product description than just writing NO SHOW in the NO SHOW section in the cash report).
2- or transfer this amount to be as a deposit assigned to the account of the client who booked >>> Choosing (To Deposit) in the (reconcile reservations). It will be added to his profile as a deposit type (money on account).
- Under the column of (MEMO), you can click on the box, and add a special note of what happened if you want, it will be saved as a memo in the reservation.
Attention!
Bear in mind, if today is the 10th of January, and you forgot to reconcile a reservation that should have been reconciled in the 7th of January, you can still go to (Reconcile Reservations) and handle it.
But reporting wise, while you are reconciling these past reservations, when it comes to press on (TO SALES), you need to consider this:
A-If you want to see this sale added to your sales table of the 7th of January, you need to make sure that this setting of (Bill) is chosen.
((How to access the system settings: Menu >> system >> settings >> system , then search by the key word))
B- But if you want to see this sale added to your sales table of today (the 10th of January), you need to make sure that this setting of (execution) is chosen.
Case 2: The client made a reservation but did not show up.
>> Example: a client booked for 20 persons in the 1st of January and paid 200 EUR (that is 10 EUR each) , to come in the 7th of January to consume what he booked.
In the 7th of January, the 20 persons did not show up at all. (that means 200 EUR will be still hanging as a deposit since the system does not know what to do).
You need to reconcile this and take an action such as:
1- Either consider this 200 EUR as sales revenue >>> Choosing (To Sale) in the (reconcile reservations).
It will be considered in that case as sales under NO SHOW in the cash report. Make sure 2 system settings enables:
a-The now show setting in the product group is set to (Print on report) as ON:
b- No show mode in the system settings is set as: (that means it will show the product description than just writing NO SHOW in the NO SHOW section in the cash report).
2- or transfer this amount to be as a deposit assigned to the account of the client who booked >>> Choosing (To Deposit) in the (reconcile reservations). It will be added to his profile as a deposit type (money on account).
Case 3: The client consumed exactly what he paid for. (Reconciliation is not needed!)
>> Example: a client booked for 16 persons in the 1st of January and paid 160 EUR (that is 10 EUR each) , to come in the 7th of January to consume what he booked.
In the 7th of January, the 16 persons came and CHECKED IN. (that means 160 EUR will be recorded as a sale, nothing is left).
All is good, no need to reconcile anything. If you went to Reservation reconciliation, you will find it marked as CLOSE, because the system already know what to do.
Case 4: The client consumed more what he paid as a downpayment. (Reconciliation is not needed!)
>> Example: a client booked for 40 persons in the 1st of January and paid 400 EUR (that is 10 EUR each) , to come in the 7th of January to consume what he booked.
In the 7th of January, the 40 persons came and CHECKED IN, and bought some drinks on top for 50 EUR and paid it (that means 450 EUR will be recorded as a sale, nothing is left).
All is good, no need to reconcile anything. If you went to Reservation reconciliation, you will find it marked as CLOSE, because the system already know what to do.
The end 😊