Reservation Module Concepts - Documentation Acosys

What This Module Does

A customer opens the /booking page, logs in with a customer account, picks a type (rental product group), date, and duration (or number of nights, months, or years), then chooses an available schedule. The customer books the type, not a specific court: the system places the reservation on the first free unit in name order.
The server calculates the price and holds the schedule for 15 minutes until the deposit is paid through an online payment gateway. A type without a deposit (0%) is Confirmed immediately.
Admins see the schedule per date in the Reservation Calendar and per unit in the Unit chart, create reservations for walk-in or phone customers, move or cancel them, check customers in and out, and read the report.
Two people can never get the same unit and time: the second person is rejected with a message that the schedule was just booked.

Reservation Units: Per Slot, Per Night, Per Month, Per Year

How a place is booked is set by the Time Unit on its rental product.

Time Unit of the rental product	How it is booked	Price and schedule
Minute or Hour (per slot)	Date, start time, and duration (a multiple of the group slot length, at most 24 slots). Only inside Opening Hours.	Price of one slot = unit price x slot length / time-unit length. The schedule must not have started.
Day (per night)	Check-in date and number of nights, 1 to 365. The daily check-in and check-out hours come from Start Deadline and Completion Deadline on the rental product (Completion Deadline 0 = same as check-in hour). Opening Hours are not used.	One night = one unit price. Today is still bookable even if the check-in hour has passed. Check-out at 12:00 and check-in at 14:00 mean guests leaving and arriving on the same day do not conflict.
Month	Start date and number of months, 1 to 36, from date to date at 00:00. A date that does not exist in the target month is clamped to month end (31 January + 1 month = 28 or 29 February).	One month = one unit price. Opening Hours are not used.
Year	Start date and number of years, 1 to 10.	One year = one unit price. Opening Hours are not used.

A group may have only one kind of unit. A rental product whose unit differs from the other products in a group that is Open for Reservations is rejected on save, and a group that is already mixed is not offered on /booking. Other units (for example Week) cannot be booked.

Rules To Know

Some things are designed this way on purpose. Tell your staff and customers.

Customers move their schedule by themselves, while cancellation is done by an admin (the Cancel button). That way money already received always goes through a refund queue that finance can check.
Notices to customers are sent by email.
Check-in opens a POS invoice on the table of that unit. The cashier settles the invoice and uses the deposit as payment, so payment, tax, and the sales journal are recorded through the normal cashier flow. The only extra charges are the early check-in and late check-out fees; other orders go through the cashier as usual.
A deposit that must be returned is returned outside the app (for example by bank transfer) and then marked done with the Refund done button. Finance records the refund journal.
A table that is already booked cannot be opened as a direct rental at the cashier (or moved to) during the booked hours, and a table currently running at the cashier is not offered in the portal for the running hours. The Unit chart shows a cashier icon on units that have an open cashier invoice.
A guest who does not arrive is marked No-show by an admin, and weekly repeating reservations are created by an admin in the Create reservation dialog (see the section below).

No-show and Repeating Reservations

No-show: for a Confirmed reservation whose schedule has started and that is not checked in, choose No-show on the Calendar row or the Unit chart bar menu. The schedule is released so it can be booked again and the event is recorded in Reservation History. If there is a deposit, choose: keep it as Customer Advance balance (usable at the cashier), or return it (all the money held goes to the manual refund queue and the cashier balance becomes 0).
Repeating reservations: in the Create reservation dialog for a per-slot or per-night type, switch on Repeat every week, then fill the number of meetings (2 to 52) and the gap in weeks (1 to 8). The dialog shows the first and last date. All meetings are created together in one step: if one meeting conflicts, the whole series is rejected and the message names which meeting and its date. Later meetings try the same unit first.
Each meeting is a reservation of its own with its own price (peak-hour and weekend rules are evaluated per date); it can be moved, cancelled, or marked no-show one by one. The history of each meeting records its number and the total number of meetings in the series.

Terms Used

Term	Meaning
Rental Product Group (reservation type)	What you sell, for example Mini Soccer Court. This is the same Table Group the POS uses (menu Rental Product Group List); the Open for Reservations toggle makes it bookable, and the /booking page calls it "Reservation type". The group sets slot length, division, deposit percentage, unit name, and the early check-in and late check-out fee products.
Rental Product (unit)	The physical place being booked, for example Court A and Court B, or Room 101. It is a row of the Rental Product List (a POS table) marked Leased, with a product and a time unit (Minute, Hour, Day, Month, or Year) that set its price and how it is booked. Because it is the same POS table, the cashier uses the same place customers book.
Unit Name	The word customers and admins read for the units of a group: Court, Room, Table, Studio, or any other word. Set on the Rental Product Group. Blank means the language default (Table in English, Meja in Indonesian). It is per group, so one business can use Court and Meeting Room at the same time.
Slot	One piece of time on one unit, as long as the group says. A 2-hour reservation on a 60-minute group holds two consecutive slots. For rentals per night, month, or year, one cell is one night, one month, or one year.
Opening Hours	The hours that can be booked, set per group per day of the week, only for groups in Minute or Hour units. A day without opening hours is closed.
Blocked Time	Closes a rental product for a time range, for example for turf maintenance or room renovation. It applies to every unit.
Deposit	The part of the total paid when booking. Recorded in Customer Advances and usable as payment at the cashier. The rest is paid at the cashier when the customer arrives, on the same POS table.
Check-in, Check-out	Marks the customer starting and finishing use of the unit, from the Reservation Calendar or the Customer Reservations form. Check-in opens a POS invoice on that table; check-out releases the rest of the schedule that was not used.
No-show	Marks that the guest did not arrive. Recorded by an admin after the schedule has started; the schedule is released.
Unit chart	A tab in the Reservation Calendar that shows each unit against dates (7, 14, or 31 days), like a hotel room chart.

What Must Be Ready First

The Rental Transaction feature is active on your plan. Without it the Reservation menus do not appear and the /booking page rejects every request.
A service product to rent out, for example "Court Rental" or "Deluxe Room", with a base unit (quantity 1) such as "Hour" or "Night" and a sales price on every price level. That price applies per time unit of the table; on an Hour table, a 30-minute slot is automatically half of it. On a Day, Month, or Year table, one night, month, or year equals one unit price.
One active Payment Type of kind Sales Advance when any group has a deposit (above 0%). Without it customers cannot book that group and the /booking page shows a warning for the admin. Groups with Minimum Deposit 0% do not need it. The account on this payment type is credited with every reservation deposit, so make sure it is a customer-advance liability account, not a cash or bank account.
At least one active online gateway Payment Type that customers can pay without a cashier. Types that need a cashier, such as static QRIS, are not offered on the /booking page.
Email (SMTP) settings if you want customers to receive notices. On a self-hosted server with empty SMTP settings, emails are not sent and no error is shown.
The admin user role has access to the Reservation menus: Reservation Calendar to create, move, cancel, the chart, and the report; Customer Reservations for check-in and check-out. The server rejects those actions from a role without the menu. See Common Problems.
For check-in: one active table POS session that includes that rental product, with the default customer, salesman, division, and shipment filled in.

Setup Order

Create a Rental Product Group (Sales & POS menu): switch on Open for Reservations, then fill the slot length, Minimum Deposit (%), the Unit Name (Court, Room, Table, and so on), the division, and if needed the early check-in and late check-out fee products.
Create a Rental Product for each court or room that gets booked: pick that group, switch on Leased, choose the product, and fill the time unit (Hour for courts, Day for rooms per night). For rental per night also fill the Start Deadline and Completion Deadline as the check-in and check-out hours. Steps 1 and 2 are explained on the Setting Up Rental Products for Reservations page.
For per-slot groups, fill Reservation Opening Hours for each open day. One day may have more than one range, for example morning and evening. Groups per night, month, and year do not use opening hours.
If needed, add Sales Discount Rules on the product for peak-hour or weekend prices (see How Price Is Calculated).
Share the portal link with customers. The easiest way: open the Customer Reservation Portal menu, then copy the address that opens in the new tab. On the subscription service (SaaS) the link must carry the tenant code, that is /booking?tenantId=TENANT-CODE; without it the page does not know which business is meant.
Test once end to end: create a customer account, book a schedule, pay the deposit, then see the result in the Reservation Calendar.

How Price and Deposit Are Calculated

Price is always calculated by the server, never by the customer browser, and is calculated per cell (per slot, night, month, or year) and then added up. The price shown in the portal is the price of the unit that will be assigned.

The base price of a cell is the table product sales price in its base unit, by the customer Price Level. For per-slot rental it is adjusted for the slot length against the table time unit (a 60-minute slot on an Hour table = the one-hour price). For rental per night, month, or year the unit price is used as is per period. Member customers can be given another price level; if the price on that level is empty, the level 1 price is used, as at the cashier. Reservations created by an admin use price level 1.
The product Sales Discount Rules are evaluated for every cell: the price kind replaces the price, the percent kind gives a percentage discount, and the value kind subtracts an amount.
The total is the sum of all cell prices. The deposit is the total times the group Minimum Deposit (%), rounded to two decimals.

Price-kind example for peak hours (from 18:00) and weekends at +30%: detail.slotdayofweek >= 6 || detail.slothour >= 18 ? detail.baseprice * 1.3 : detail.baseprice
Percent-kind example for 20% off on weekday mornings: detail.slotdayofweek <= 5 && detail.slothour < 12 ? 20 : 0
Example for rooms per night, Friday and Saturday nights +25%: detail.slotdayofweek == 5 || detail.slotdayofweek == 6 ? detail.baseprice * 1.25 : detail.baseprice (the cell date is the date of that night).
Rules on a rental product are also evaluated when that product is sold in Point of Sale, TableOrder, the online shop, and sales forms, for example a direct rental without a reservation. There detail.slotdate, detail.slothour, and detail.slotdayofweek hold the sale time and detail.baseprice holds the list price of the customer price level, so the examples above still apply by the transaction hour at the cashier.

Rule variable	Contains
`detail.baseprice`	The cell base price by the customer price level.
`detail.slotdate`	The cell date (for rental per night, the date of that night), for example 2026-10-18.
`detail.slothour`	The slot start hour, 0 to 23. Always 0 for rental per night, month, and year.
`detail.slotdayofweek`	Day of the week: 1 Monday to 7 Sunday. For rental per period, the day of the period start date.
`detail.bookingunit`	`slot`, `day`, `month`, or `year` on a reservation; empty when the rule is evaluated at the cashier.

Do not use currenthour or currentday in reservation rules: both mean the time the order was created, not the time of use. Always write prices relative to detail.baseprice; a fixed number such as ? 400000 : 300000 overwrites the price-level price, so members lose their price. At the cashier, product rules are only evaluated for customers who also have a sales discount rule; in reservations, product rules apply to every customer.

The Life of a Reservation

Status	Meaning	Schedule
Awaiting payment	Created by the customer, deposit not yet received. Payment deadline is 15 minutes.	Held
Confirmed	Deposit received, or no deposit (0%), or created by an admin.	Held
In use	Checked in. A POS invoice is open on that table.	Held
Completed	Checked out.	The unused part that had not started is released
No-show	The guest did not arrive; marked by an admin after the schedule started.	Released
Expired	The deposit did not arrive before the deadline.	Released
Late payment	The deposit arrived after the reservation expired. The money goes to the manual refund queue.	Already released
Cancelled	Cancelled by an admin. Money already received becomes a manual refund.	Released

Statuses are updated when someone opens the /booking page, the Reservation Calendar, or the Report, not by a background process. A reservation that is not checked in stays Confirmed until an admin marks it No-show or cancels it, and one that is not checked out stays In use.

Check-in and Check-out

The buttons are in the Reservation Calendar (table rows and the Unit chart bar menu) and in the Customer Reservations form. The server requires the Customer Reservations menu on the role for both actions.
Check-in is possible from the reservation start date until before the rental time ends. Before the start time it is an early check-in: only when the unit is not used or booked by anyone else until the start time, and charged per hour when the group has an Early Check-in Fee Product.
Check-in 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). The invoice holds rent lines at the price promised at reservation (already including peak-hour and weekend rules) and, if any, an early check-in fee line. The cashier does not recalculate those reservation lines; extra orders go on the same invoice.
Check-out is possible any time after check-in, also after the schedule has ended. A late check-out is charged per hour when the group has a Late Check-out Fee Product; the fee is written to the check-in invoice while it is still open, and if the invoice was already closed a warning appears so the fee is billed through a cashier transaction. Check-out records the finish time on the table and releases the rest of the schedule that had not started.
Fee = hours outside the schedule (rounded up to whole hours) x the sales price of the fee product by the customer price level. Before saving, the staff member sees the hours and the rate and may change the hours charged (0 = free). Without a fee product, or when its price is 0, there is no fee.

Deposit, Balance, and Refunds

Every amount the gateway receives for a reservation is recorded in Customer Advances, one row per reservation with the memo "Uang muka reservasi" followed by the reservation number, and is journaled: debit the gateway payment type account, credit the Sales Advance payment type account.
The advance balance usable at the cashier equals the deposit of the schedule in force. The part that must be refunded cannot be used, and a cancelled or expired reservation has a balance of 0.
When the customer arrives, use that advance as payment (the Sales Advance payment type) at the cashier, then collect the balance. After check-in, settle the POS invoice opened by check-in on the same table.
Reservations created by an admin have no deposit. Their payment is recorded at the cashier when the customer pays.
The check-in invoice holds the rent price as reserved, so a guest who booked a Saturday night and checks out on Monday is still charged the promised price. A rental created directly at the cashier without a reservation is priced by the cashier from the product, rental length, and price rules at the transaction time.
Refunds are manual. The app records the amount to return (the Refund Due column) and holds it back from the cashier balance. The money is returned outside the app, for example by bank transfer, then an admin presses Refund done on the reservation (Calendar or Unit chart). Finance records the refund journal (debit Sales Advance, credit cash or bank).
A refund appears when: an admin cancels a reservation whose money was received; an admin marks a no-show and chooses to return the deposit; a payment arrives after expiry or after cancellation; a schedule is moved to a cheaper price; or the customer overpays, for example two bills are both paid.
If a schedule is moved back to a higher price before the refund is returned, that refund is cancelled because the money is used as deposit again.

Email Notices

The customer receives an email when a no-deposit reservation is confirmed, the deposit is received, the schedule changes (by the customer or an admin), the reservation is cancelled, and when a payment arrives late.
Customers without an email address, and walk-in reservations created by an admin, do not get email.
If an email fails to send, the reservation is still saved and the failure is recorded as an "emailfailed" event in Reservation History.

Common Problems

Symptom	Cause and how to check
Reservation menus are not visible	The Rental Transaction feature is not active, or your role has not been given access to the Reservation menus. Ask an admin to update the role access.
The /booking page fails or says the tenant is not registered (SaaS)	The link does not carry ?tenantId=TENANT-CODE. Copy the link from the Customer Reservation Portal menu.
A type is missing from the /booking choices though Open for Reservations is on	The group has no active, Leased rental product with a product and a time unit of Minute, Hour, Day, Month, or Year; or the rental products in the group mix different units.
Customers find no schedule at all	A per-slot group has no Opening Hours for that day, or the date is in the past. Schedules that have passed, are full, or are blocked show as Taken or Full.
Customers see "Admin needs to activate a sales advance payment type"	There is no active Payment Type of kind Sales Advance.
One court is never assigned while the others are used	That rental product is not Leased, has no product, its product has no active base unit (quantity 1), or its time unit cannot be booked. A unit whose price cannot be calculated is skipped and another unit is used.
A schedule shows Full though nothing is reserved	Every unit of that group is running as a rental session at the cashier (POS), is blocked by Blocked Time, or is already booked in an overlapping range.
Message "Minimum Deposit (%): 0 - 100." when saving the group	The percentage is negative or above 100. Zero is valid (no deposit); enter 0 to 100.
Message that the time unit must be the same when saving a group or rental product	Rental products in a group that is Open for Reservations must use the same unit: minute/hour, day, month, or year. Move them to another group.
"Schedule is outside opening hours"	Only for per-slot groups. The start time must fall on a multiple of the slot length counted from opening time, and the end must not pass closing time.
A rule gives an unexpected price	Check the rule kind and make sure the formula is relative to `detail.baseprice`. When several rules of the same kind apply, the last one wins.
The customer paid but the status is still Awaiting payment	The gateway confirmation is checked when the customer reopens My Reservations. Ask the customer to reload the page after paying.
The cashier advance balance is smaller than what the customer paid	Part of the money became a refund: the schedule was moved to a cheaper price, the reservation was cancelled, or the customer overpaid. See the Refund Due column in the Report.
Check-in is rejected	The start date has not arrived or the rental time has ended; there is no active table POS session including that unit, or more than one; the table still has an open POS invoice; the default customer, salesman, division, or shipment of the POS is incomplete; or an early check-in is rejected because the unit is still used or already booked before this schedule. The error message says which.
The cashier refuses to open a rental or move a session with "This table is booked by a customer at ..."	That table has a reservation (Awaiting payment or Confirmed) overlapping the rental hours. Check the reservation in from the Reservation Calendar, pick another table, or move or cancel the reservation. A rental without an end time is only checked against a reservation running at that moment.
A repeating reservation is rejected with "Pertemuan ke-N (date): ..."	That meeting conflicts or is outside opening hours, so the whole series was not created. Change the time, unit, or start date, or create that meeting separately.
The No-show button does not appear	Only for Confirmed reservations whose schedule has started. One that has not started can be cancelled or moved; one already checked in is finished with Check-out.
Check-out is rejected	The POS invoice of the table has changed since check-in; check the POS invoice first. A check-out after the schedule has ended is not rejected, but is charged a late fee when the group sets one.
The late check-out fee is not on the invoice	The check-in invoice was closed before check-out. The server shows a warning with the fee amount; bill it through a cashier transaction.