Edit Booking

Use Edit → Documents → Booking → Booking… to open a saved booking: to change its rooms or dates, to check guests in or out, to take payments and deposits, to add extras or to issue the invoice. The window is the Booking window, and that page describes its fields and buttons. This page covers only what is different for a saved booking.

Open a booking for editing

1. Go to Edit → Documents → Booking → Booking…. The Booking – Select Document window opens.
2. Find the booking with Date: and Filter.
3. Select the booking and click Edit, or double-click the row. To edit several bookings, select them with Ctrl+click: each one opens in its own tab.

A booking also opens from the Booking Plan and the Booking Sheet. The same select window, with the title Issue Invoices – Select Document, opens from Operations → Invoicing → Issue Invoice from Booking… (see Invoice the booking and Issue invoices).

Control	What it does
Filter	Shows only the bookings whose number or partner contains the typed text.
Date:	Lists the bookings whose stay is in the period for at least one day, by Arrival and Departure, not by the date they were saved. Choose Custom Dates to enter a start and end date. The window remembers the last period.
Clear	Clears the filter text and sets Today.
Edit	Opens the selected bookings for editing.
Cancel	Closes the window.
Annul	Annuls the selected bookings (see Annul a booking).
Preview	Shows or hides a preview of the selected booking.
Actions	Actions for the selected bookings, for example Related Documents.
Export	Exports the listed or the selected bookings. Shown to users with the Export permission and when exporters are available.

The list has Number, Arrival, Departure, Partner and the total of the folio. A booking with an invoice is shown in red. Blockings are not in this list: they open from Edit Blocking. Without Manage operators and view their operations the list shows only the bookings with your user in User.

Bookings that cannot be edited

The program checks each selected booking when you click Edit.

Case	Message	Result
The booking was saved earlier than your user may change	“You don’t have access to edit operations that far in the past!”	The booking does not open. The limit is Allowed operations modification: in the user’s settings. It counts from the date the booking was saved, not from Arrival.
The booking is pending in another database	“Pending operations cannot be edited! Please wait for the operation to be completed at the managing database.”	The booking does not open until that database completes it.

A booking with an invoice opens, but its invoiced nights are locked: a change that would touch them stops with “Operation No…. cannot be edited because the issued invoice No…. is attached to it. Please, annul the invoice before editing this operation.”.

What you can change

The window title shows Edit booking No. and the number of the booking, which cannot change. A draft opens as Edit booking draft.

Part	How it works in an edit
Partner, User	Can be changed. The partner is also the partner of the folio sales.
Dates, rooms, rate types	Change them as in a new booking. The folio follows: nights that leave the stay are removed and their sales annulled when you save, nights that join it are added. The availability check runs again when you save.
Delete a room	Press Ctrl+Delete in its row. Deleting a saved row requires Make Corrections In Operations.
Booking Status, Check In, Check Out, No-Show	Available as in the Booking window. The new status is saved with the booking.
New, Delete, Edit	Only a saved booking has them: payments, deposits, extras, the invoice, split and merge. Payments, deposits, extras and the invoice are saved at once, even if you close the tab without saving. Split and Merge are saved with the booking.

A saved booking cannot become a draft. If you close the window with changes, the program asks “Exit without saving the changes?”: OK loses the changes and Cancel returns to the booking.

Save the changes

1. Press F9 or click Save.
2. The program asks “Do you want to save the changes?”. OK saves and Cancel returns to the booking.
3. The program checks the rooms against the other bookings and the blockings, as for a new booking.
4. If printing is available, the program asks “Do you want to print a booking confirmation?”. Yes opens the print preview.

The tab then closes.

What saving changes

Where	Result
Sales	The folio sales follow the booking: changed nights are saved, removed nights are annulled, and added nights become sales.
Payments	The payments stay with their sales. Add or delete them with New → Payment and Delete → Payment.
Invoice	Invoiced nights cannot change. Annul the invoice first.
Availability	The rooms are taken for the new dates and free for the old ones.
History	Changes of the dates, adults, children, guests, rate type and status of each room are written to Reports → Administration → Application Log….

Annul a booking

1. In Booking – Select Document select one or more bookings and click Annul, or click Clear in the open booking.
2. Answer “Are you sure you want to annul this booking?” with Yes. For several bookings the question is “Are you sure you want to annul the selected 2 bookings?”. Clear asks “Do you want to annul the operation and all the sales from the detailed folio?”.

The booking and all the sales of its folio are annulled, and its rooms become free. A booking with an invoice cannot be annulled: “Operation No…. cannot be annulled because the issued invoice No…. is attached to it. Please, annul the invoice before annulling this operation.”. A booking saved earlier than Allowed operations modification: allows cannot be annulled either. Annul is also in the Reprint Booking window.

Permissions

All permissions are set in Edit → Administration → Permissions…. The defaults apply when a user is added, reset or given another level.

Permission	What it allows	Not allowed by default for
Documents	The Edit → Documents menu.	Operators
Documents → Booking → Booking…	The menu item.	Nobody, but the business type can hide Booking (see Booking)
Export	The Export button.	Operators
Booking (Operations → Booking)	Opening the edit window.	Nobody
Make Corrections In Operations	Deleting saved rooms.	Nobody
Manage operators and view their operations	Seeing the bookings of all users. Without it the list shows only the bookings with your user in User.	Operators

Troubleshooting

Problem	Solution
A booking is not in the list	The list uses the stay, not the date the booking was saved. Set Date: to a period that includes its nights, and check Filter. Without Manage operators and view their operations you see only your own bookings.
“Opening the Booking screen is not allowed!”	The edit window also needs the Booking permission (Operations → Booking).
“Operation No…. cannot be edited because the issued invoice No…. is attached to it.”	The change touches an invoiced night. Annul the invoice in Operations → Invoicing, or change only the rooms and nights without an invoice.
“You don’t have permission to make discounts or corrections to the operation!”	A user with Make Corrections In Operations can log in after the message to allow the change.
“The operation was already modified and cannot be saved!”	Another user saved this booking after you opened it. Close the tab and open the booking again.
“You don’t have access to annul operations that far in the past!”	The booking was saved earlier than Allowed operations modification: allows.

FAQ

The guest stays one night longer. What do I change?

Open the booking, set the later Departure for the room and save. The folio gets a sale for the extra night, if the room is free that night.

Why are the payment buttons missing in a booking I just saved?

Saving a new booking clears the window. Open the booking here, and New and Delete are available.

Related pages

• Booking
• Edit Blocking (Edit → Documents → Booking → Blocking…)
• Reprint Booking (Edit → Reprint Documents → Booking)
• Issue invoices