Overbooking

The flag Overbooking can be used for guests that are booked out to another hotel in order to record and track the revenues and payments (by tour operators etc.) of these reservations. The reservations are checked into virtual rooms and the package is posted to the account during the night run or by using Post packages in advance. The charges are posted to a separate account, created for this purpose specifically. The account can be settled in the PMS or send via interface to Accounts for settlement, depending on hotel policy.

To use this function, the following configurations are required:

1.    A transitory revenue account is created to post the charges to.

Transitory revenue accounts start with the same number as the account type that is defined in the registry as “transitory” (registry key [1622]). Usually, this is account class “8”.

Figure 45: Definition of transitory account types

2.    This transitory revenue account is entered in registry key [40905] to be used for all revenues (incl. F&B) of booked-out reservations.

Figure 46: Defining the overbooking account

3.    A virtual category is established for the overbooked reservations.

Figure 47: Virtual category for bookouts

4.    Create a number of virtual rooms in the virtual category as required.

In case that you have to book out guests, proceed as follows in order route the charges to the respective revenue account:

Ø Enable the flag Overbooking in the reservation.

Figure 48: Overbooking reservation

Ø Check-in room into one of the virtual rooms.

When posting the fix services (during the night audit or using the function Post in advance), the fix services of the reservation will be charged to the revenue account for overbookings.

Figure 49: Routing to overbooking revenue account

Ø To settle the guest, client or group account, follow the instructions of your Accounts department.