Customer Reservations
A list of all reservations with status, total, deposit, and refund. The content is read-only: there is no add, edit, or delete button. The only things you can do here are Check-in and Check-out; creating, moving, and cancelling are done in the Reservation Calendar.
When To Use This Form
- Finding a reservation by number, customer name, or status.
- Recording customers starting and finishing use of the unit (check-in and check-out). The same buttons are in the Reservation Calendar.
- Exporting or printing the list to reconcile with gateway payments.
- Checking old reservations that no longer show on the calendar.
Check-in and Check-out
- Open a reservation with the status Confirmed, then choose Check-in. If it is earlier than the start time and the group sets a fee, the dialog shows the hours and the rate and you fill in the hours to charge (0 = free); otherwise just approve the confirmation.
- The app opens a POS invoice on the table of that rental product, in the name of the reservation customer (or the POS default customer for walk-in reservations), holding rent lines at the reserved price and, if any, an early check-in fee line. The invoice number appears in the notice and the status becomes In use.
- Extra orders from the customer (food, drinks, equipment) go onto that invoice through the cashier or the TableOrder QR of that table.
- When the customer finishes, open the reservation again and choose Check-out (the late fee dialog appears when it is past the schedule and the group sets one). The status becomes Completed, the finish time on the table is recorded, and the rest of the schedule that had not started is released so others can book it.
- Settle the payment of that POS invoice at the cashier as usual; the reservation deposit is used as payment with the Sales Advance payment type.
- Check-in is possible from the reservation start date until before the rental time ends. Before the start time only when the unit is not used or booked by anyone else until the start time. Check-out is possible any time after check-in, also after the schedule has ended.
- Check-in needs exactly one active table POS session that includes that rental product, a table without a still-open POS invoice, and a complete default customer, salesman, division, and shipment on the POS.
- The buttons need the Customer Reservations menu on the role.
Fields To Watch
| Field | What to watch |
|---|---|
| Code | The reservation number; it is also the reference for gateway payment and the Customer Advances entry. |
| Customer Code | Empty for walk-in reservations created by an admin. |
| Customer Name, Customer Contact | For walk-in reservations, filled by the admin when creating. |
| Table Group, Table | The rental product group (type) and the rental product (court or room) that were assigned. |
| Start Date, enddate | The start and end of use. For per-slot rental the end is the end of the last slot; for rental per night the check-out date and hour; for month and year, date to date. Moving a reservation changes both columns. |
| Status | pending (awaiting payment), confirmed, inuse (in use, after check-in), completed (after check-out), noshow, expired, expiredpaid (late payment), or cancelled. |
| Total | The reservation value, the sum of all cell prices (slot, night, month, or year). |
| depositrequired, depositpaid | The deposit required by this schedule and the part of the gateway money used as its deposit. The labels may show as column names. |
| refunddue | The amount to return manually; it cannot be used at the cashier. The label may show as a column name. |
| paymentdeadline | The deposit payment deadline for the awaiting-payment status. |
| Created At | When the reservation was created. |
Common Problems
- Cannot edit status or amounts: by design. Every change goes through the Reservation Calendar or the Check-in/Check-out buttons so it is recorded in Reservation History.
- Check-in or check-out is rejected: the error message names the cause, see the requirements in the Check-in and Check-out section.
- Expired or cancelled reservations stay recorded here, but their schedule has been released.
Menu Location
- Sales & POS / Customer Reservations
/form/booking