TABLE OF CONTENTS

Introduction to Billing Reconciliations

The billing reconciliations function allows users which operate under a CPS (Cost Per Stay) commercial agreement. 

Both PA and HA users are able to manage the bookings status by confirming and updating the final check out status of generated bookings before being invoiced.

How to do the booking reconciliation

Overview

When bookings are generated for a Program Account or a Hotel Account, the CPS (Cost Per Stay) users are able to view the booking details and update the booking status before invoice.


Booking status can be updated by Program Account users with Admin, Manager roles; and Hotel Account users with the Owner ,Admin or Standard roles.


Manually Conduct Booking Reconciliations

  1. Find the Reconciliation Tab
    • Click on Billing in the left-hand navigation menu.
    • Within the sub-tabs, click on Reconciliation.
  2. Review the Booking Details
    • Click on Review Now to see all the non-reconciled booking details
    • Please note:
    • You can alsos elect booking status with “--”  and use the  filter to get the wanted booking details and do the reconciliation.

It’s better to do the reconciliation before the 12th of the month following the check-out date. Reconcile on time to prevent auto-reconciliation of bookings as Stayed.
  3. Confirm your Editing
    • Hover over the row and Click on Edit button on right side of Status column, select the correct booking status you want to update.
    • Click on the Confirm button.
    • You will see the booking status updated to what you have selected
    • When hover on the status, you will also see the reconciled tooltip
Please be aware that the updated booking status will be refreshed after the sync process ends. Sorting and filtering will be impacted as well ( ~ 1 hour).

Reconciled bookings are able to update the booking status before 12 th of the month following the check-out date.

Visual Guide


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Bulk Conduct Booking Reconciliations

Program Admin and Managers can bulk conduct booking reconciliations.

  1. Add the Reconcile Bookings
    • Click on Billing in the left-hand navigation menu.
    • Click on the "+" button on the up-right side, and select the Reconcile Bookings option.
  2. Download the Template
    • Click on the Download button and select the Non-Reconciled Bookings option.
    • Click on Next.
    • Update the booking details as needed.
    • Click on Click or drag to this area to update area to upload your updated file.
    • Tips: 
      • Supported filetypes: .xls, .xlsx
      • File size must be 5MB or 5,000 rows limitation
      • Items cell can constrain max.128 chars
      • The amount editable should be a pure number (eg: 12000)
      • All cells need to be populated
      • Available updated field with the validation rule:
        • Booking Status: Please input supported values: Stayed, Cancelled, Cancelled-penalty, No-show
        • Check-in Date: Please follow the format: yyyy/mm/dd.
        • Check-out Date: Please follow the format: yyyy/mm/dd.
        • Rooms: Please input a number
        • Guests: Please input a number
        • Rate Plan Code: Cannot exceed 64 characters
        • Rate Plan Name: Cannot exceed 255 characters
        • Booking Revenue(Booked Currency): Please input a number which is >=0
        • Booked Currency: Please input 3 uppercase characters.
        • Booking Net Revenue(Booked)Currency): Please input a number which is >=0
      • Read-only fields: Changes to read-only fields are restricted and will not be synced.
  3. Uploading your Files
    • After uploading, you will see the “File upload successful” notification.
    • Click on the Upload Bookings button
    • Click on the Done button to finish the process
    • You will see the booking status updated to what you have selected
Please be aware that the updated booking status will be refreshed after the sync process ends. Sorting and filtering will be impacted as well ( ~ 1 hour)

Reconciled bookings are able to update the booking status before 12 th of the month following the check-out date.

Visual Guide


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Error Scenarios

  1. Download the Error Report
    • Once your updated file is not passed the booking detail update validation rule, the system will notify the "File upload unsuccessful" notification.
    • You can click on Download Report to see the detailed errors.
  2. Upload your updated file
    • Errors will be specified in column AD and you can correct the file, and then upload it again.
    • Tips: 
      • Supported filetypes: .xls, .xlsx
      • File size must be 5MB or 5,000 rows limitation
      • Items cell can constrain max.128 chars
      • The amount editable should be a pure number (eg: 12000)
      • All cells need to be populated
      • Available updated field with the validation rule:
        • Booking Status: Please input supported values: Stayed, Cancelled, Cancelled-penalty, No-show
        • Check-in Date: Please follow the format: yyyy/mm/dd.
        • Check-out Date: Please follow the format: yyyy/mm/dd.
        • Rooms: Please input a number
        • Guests: Please input a number
        • Rate Plan Code: Cannot exceed 64 characters
        • Rate Plan Name: Cannot exceed 255 characters
        • Booking Revenue(Booked Currency): Please input a number which is >=0
        • Booked Currency: Please input 3 uppercase characters.
        • Booking Net Revenue(Booked)Currency): Please input a number which is >=0
      • Read-only fields: Changes to read-only fields are restricted and will not be synced.


Visual Guide


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