How do I use the reservation by reservation style of reconciliation?

Here is a standardized procedure for reconciling post-event pickup reports with hotel partners in the "Reservation by Reservation" format, ensuring accurate reporting of reservations, room nights, revenue, commissions, and rebates.

Key Steps

1. Setting “Reservation By Reservation” format
   • Ensure that you have set the event or hotel to “Reservation By Reservation format before the relevant event ends
   • Detailed training on that located here.
2. Access Pickup Reports:
   • Navigate to “Pickup Reports” on the left hand menu.
   • Search for and choose the relevant pickup report
3. Hotel Submission
   • Post-event, hotel users with rooming list access will receive the pickup report automatically
   • If there are no users with this access you the pickup report will be in “Not Sent” status and you will need to manually act to send that report.
   • Once the hotel user reviews and submits the report you are ready to verify and approve the report.
4. Access Pickup Reports:
   • Navigate to “Pickup Reports” on the left hand menu.
   • Search for and choose the relevant pickup report
5. Review Summary Report:
   • Sanity check the summary report section near the top of the pickup report for total reservations, room nights, revenue, commissions, and rebates categorized by reservation status (stayed, canceled, etc.).
6. Review Reservations:
   • Review the list of reservations for this event and their final disposition based on the Hotel Partner.
   • All New and Changed Reservations are automatically sorted first, so those are the primary reservations you should focus your attention on during review.
7. Audit Option:
   • If you identify changes needed to the pickup report, press the “Audit” button
   • Reach out to your hotel partner and alert them to the discrepancy and agree on a remedy.
8. Edit Reservations (if necessary):
   • For reservations that require updates:
     • Click the pencil icon next to the reservation.
     • Update the necessary fields (e.g., checkout date, room revenue).
     • If a reservation is shortened or lengthened, adjust the checkout date accordingly and hit "save."
     • For cancellations, change the status to "cancel with penalty" if applicable, and adjust the room revenue as needed.
       • No Shows, Minimum Stay Violations, and Comp Rooms are also reservation disposition status’s you can choose
       • You can set any disposition status to include a “penalty” or not, which sets if the guest was charged for their breach of the original reservation agreement or not.
   • Apply Credits or other Room Revenue Adjustments:
     • If a credit needs to be issued (e.g., for service issues), edit the reservation:
       • Adjust the room revenue to reflect the credit amount.
       • Add a note explaining the reason for the credit.
       • Hit "save" to update the record.
   • Add New Reservations:
     • If a new reservation needs to be added:
       • Click "add reservation."
       • Fill in all required fields including check-in/check-out dates, room type, revenue, and status.
       • Save the new reservation.
9. Process In-House (optional):
   • If at any point you need to submit the report on behalf of your hotel partner, you can check the box next to “Process In-House” and the report will skip forward to “Submitted” status and indicate that you submitted it as opposed to the hotel partner.
10. Approve Report:
    • Once all changes are complete, ensure the pickup report status is updated to “Approved” via the applicable button.

• Generate Invoice:

• Once ready click “Generate Invoice” on the pickup report

• Review and Send Invoice

• Click the “Invoicing” tab on the Pickup Report to review the Invoice
• Click “Send” at the top to send to send the invoice to the contacts of your choice

• Mark Paid

• Once payment is received, search for the pickup report in the system and hit the “Paid” button. 

Other Items

1. Export Reservations
   • If needed, export the reservations for record-keeping or further analysis.

• Documents

• You may use the “documents” tab to keep any relevant documents related to the pickup reconciliation or invoicing process for this particular EventHotel.

• Activity Log

• All updates to the pickup report and invoice are logged in the “Activity Log” tab along with the user that performed the update and the time of the change.

Cautionary Notes