Create Manual Reservation Order

The system allows you to create a manual reservation order to book a rental unit for a specific client during a defined time period, with the option to automatically generate an invoice upon saving.

Note: Before you begin, make sure the Rental and Unit Management application is activated in your account.

Steps to Create a Manual Reservation Order

• From the main menu, click on “Rental and Unit Management“.
• Click on “Reservation Orders“.
• Click the arrow next to the “Add Reservation Order” button and select “Add Manual Reservation Order“.
• Enter the reservation order data as follows:
  • Reservation Order Number: generated automatically and can be edited. (Mandatory)
  • Auto-Generate Invoice: enable this option if you want the invoice to be generated automatically upon saving. Default: enabled.
  • Unit: select the unit from the list. Only active units linked to active unit types are shown. The list appears in the format (unit type name + unit name). (Mandatory)
  • Client: select the client from the list. You can search by name, code, email, or phone number. The list appears in the format (client image + name + code). (Mandatory)
  • Start Date and Time: enter the reservation start date. Default: today’s date. (Mandatory)
    • If the unit pricing method is Days only, the start time is automatically filled with the check-in time set in the unit type.
    • If the pricing method is Hours or Days & Hours, the time appears as a dropdown list showing the time slots defined in the unit type and their multiples.
  • End Date and Time: enter the reservation end date. (Mandatory)
    • If the unit pricing method is Days only, the end time is automatically filled with the check-out time set in the unit type.
    • If the pricing method is Hours or Days & Hours, the time appears as a dropdown list showing the time slots defined in the unit type and their multiples.
  • Currency: select the currency from the list. Default: system currency. (Mandatory)
  • Tags: add tags to the reservation order. New tags can be created during the process. (Optional)
  • Notes: enter any notes on the reservation order. (Optional)
  • Attachments: attach the required files. Supported formats: pdf, doc, docx, xls, xlsx, csv, jpg, png, gif, zip, jpeg. Maximum size: 5 MB per file. (Optional)
  • Custom Fields: enter values for custom fields if available. (Based on settings)
• Click “Save” to complete the creation, or click “Cancel” to go back without saving.

How the System Works on Save

• The reservation order is created with the initial status defined in the reservation order status settings.
• If the start and end dates overlap with the current date and time, the rental unit status automatically changes to Reserved.
• If the auto-generate invoice option is enabled, the invoice is automatically generated based on the pricing rule linked to the unit type, taking seasonal prices into account if applicable.
• The system automatically redirects to the new reservation order view page.
• The creation is recorded in the general activity log and in the reservation order’s own activity log.

Validation Rules

• All mandatory fields must be filled in before saving. If any mandatory field is left empty, the message “This is a Required Field and Could Not Be Empty” will appear.
• The end date and time must be later than the start date and time. If this condition is not met, the message “The end date and time must be later than the start date and time of the reservation order” will appear.
• If the start or end date overlaps with another reservation for the same unit, a warning message will appear with the overlapping reservation order number as a clickable link to navigate to its view page. This validation does not apply if the overlapping reservation order has a status listed under the statuses in which reservations are allowed in the settings.
• If the pricing method is Hours or Days & Hours, the reservation duration must be greater than or equal to the minimum hours defined in the unit type. If this condition is not met, the message “The minimum hours of the reservation order must be greater than or equal to (the defined value) hour(s)” will appear.
• If there are no active unit types in the system, the message “A unit type must be added first” will appear.