Edit Reservation Order

Steps to Edit a Reservation Order

• From the main menu, click on “Rental and Unit Management“.
• Click on “Reservation Orders“.
• Search for the desired reservation order in the list.
• Click the edit icon next to it, or open it and click the “Edit” button from the view page.
• Modify the required data:
  • Reservation Order Number: generated automatically and can be edited according to the auto-numbering settings. (Mandatory)
  • 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) with search and autocomplete support. (Mandatory)
  • Client: this field is disabled and cannot be changed after creation.
  • Start Date and Time: enter the reservation start date and time. (Mandatory)
    • If the unit pricing method is Days only, the start time is automatically filled with the check-in time defined 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 and time. (Mandatory)
    • If the unit pricing method is Days only, the end time is automatically filled with the check-out time defined 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. (Mandatory)
  • Tags: add or update tags on the reservation order. New tags can be created during the edit. (Optional)
  • Notes: enter any notes on the reservation order. (Optional)
  • Attachments: attach new files or remove existing attachments. Supported formats: pdf, doc, docx, xls, xlsx, csv, jpg, png, gif, zip, jpeg. Maximum size: 5 MB per file. (Optional)
  • Generate Automatic Invoice: enable this option if you want the invoice to be regenerated automatically upon saving. Default: enabled.

Click “Save” to complete the edit, or click “Cancel” to go back without saving.

How the System Works on Save

• The reservation order data is updated immediately.
• 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 regenerated based on the pricing rule linked to the unit type with seasonal prices applied if applicable.
• The system automatically redirects to the reservation order view page with the message “Reservation Order Updated Successfully”.
• The edit is recorded in the general activity log and in the reservation order’s own activity log.

Validation Rules

• A reservation order cannot be edited if it has an automatically generated invoice for the reservation period. The message “You cannot edit in a reservation order that has a generated invoice” will appear with the invoice number as a clickable link to navigate to its view page.
  • Note: if the invoice was created manually using the create invoice button on the view page, the reservation order can be edited normally.
• The currency cannot be changed if there is an invoice already generated with a different currency. The message “You cannot change the currency as there’s invoice already generated with different currency” will appear.
• If the start date and time overlap with another reservation for the same unit, the message “The Start Date and Time of the Reservation order intersected with another Reservation order” will appear with the overlapping reservation order number as a clickable link. This validation does not apply if the overlapping reservation order has a status listed under the statuses in which reservations are allowed.
• If the end date and time overlap with another reservation for the same unit, the message “The End Date and Time of the Reservation order intersected with another Reservation order” will appear with the overlapping reservation order number as a clickable link.
• 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 should be greater than the start date and time of the reservation order” will appear.
• 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 should be greater than or equal to (the defined value) hour(s)” will appear.
• 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.