Restrict Transactions Based on Property Status

Stay is enhanced to restrict the automatic collection of the deposit amount, cancelation fee, and no-show fee for reservations when the status of the property is set as Pre-Cutover.

This enhancement also allows users to restrict the automatic collection of authorization amount from guests and the increase in the authorization amount during their stay.

When the property status is set as Pre-Cutover in the Status drop-down list in the Hotel PMS Status tab of the Property Setup screen (All Settings ➜ General ➜ Property, Buildings & Outlets), a new multi-select drop-down list, Restrict Automatic Collection, is displayed. This field is displayed only when the status is set as Pre-Cutover and is mandatory. The following options are displayed in this field:

  • Authorization

  • Cancellation Fee

  • Deposit Fee

  • No Show Fee

  • Payment

Restrict Collection of Deposit Amount

When the status of a property is set as Pre-Cutover and the Deposit Fee option is selected for the Restrict Automatic Collection field, the deposit amount for the reservations and groups will not be collected automatically when the Auto Collect Deposit Due is enabled for the property.

Users can continue with the manual collection of deposit amount from the following screens:

  • Book a Reservation ➜ Payment method & Deposit

  • Reservation ➜ Estimated Charges ➜ Collect Deposit Due

  • Batch Operations ➜ Deposit Due ➜ Collect Deposits Due

  • Group ➜ Collect Deposit Due

  • Date Roll tab ➜ Collect Deposit Due ➜ Reservations and Group

Users can also continue to modify the deposit policy or deposit amount for reservations and groups. When reservations that require a deposit amount are booked through interfaces, the reservations will be created in Stay, but the deposit amount will not be collected.

Restrict Collection of Cancellation Fee

When the status of a property is set as Pre-Cutover and the Cancellation Fee option is selected for the Restrict Automatic Collection field, the cancellation fee will not be collected automatically during a scheduled or manual date roll when the Post no-show fees and collect payment option is selected for the property in the Expected Arrivals - Cancel/No Show section in the Auto Date Roll tab of the Night Audit screen.

Users can continue to collect the cancellation fee manually from the following screens:

  • Reservation ➜ Cancel Reservation

  • Group ➜ Reservations tab ➜ Batch cancel

Users can also continue to modify the cancellation policy or the cancellation fee for reservations and groups. When reservations are cancelled through interfaces, the cancellation fee will not be collected.

Restrict Collection of No-Show Fee

When the status of a property is set as Pre-Cutover and the No Show Fee option is selected for the Restrict Automatic Collection field, the no-show fee will not be collected automatically during a scheduled or manual date roll when the Post no-show fees and collect payment option is selected for the property in the Expected Arrivals - Cancel/No Show section in the Auto Date Roll tab of the Night Audit screen.

Users can continue to collect the no-show fee for a reservation manually by marking the reservation as No-Show in the No-Show Reservation pop-up screen.

Collection of Early Departure Fee

Since there is no provision for the automatic collection of early departure fees, users can continue to collect the early departure fee for reservations manually as per the existing functionality.

Restrict Automatic Authorization

When the status of a property is set as Pre-Cutover and the Authorization option is selected for the Restrict Automatic Collection field, the authorization amount collected from guests and the increase in the authorization amount is restricted for the following scenarios:

  • Authorization increases during the Night Audit.

  • When the Incidental Authorization Frequency is set as Auto as Needed and charge is added to a reservation.

  • When the Incidental Authorization Frequency is set as Manual and charge is added to a reservation.

  • When the Incidental Authorization Frequency is set as Night Audit Only and charge is added to a reservation.

  • When the authorization amount is captured and the stay date is extended.

  • When a charge is added from the Batch Operations screen (Batch operations ➜ Batch Posting ➜ Add a Charge).

  • When the Continue Auto Date Roll on check-in with CC Auth failure option is selected in the Expected Arrivals - Cancel/No Show section in the Auto Date Roll tab of the Night Audit screen.

  • When the Stop Auto Date Roll on check-in with CC Auth failure option is selected in the Expected Arrivals - Cancel/No Show section in the Auto Date Roll tab of the Night Audit screen.

Perform Manual Authorization

When the status of a property is set as Pre-Cutover and the Authorization option is selected for the Restrict Automatic Collection field, the manual authorization can continue to be performed in the following scenarios:

  • Guest Accounting ➜ Credit Cards ➜ Set up authorization rule

  • Check-In ➜ Check-in with authorization

  • Default authorization on check-in

  • Authorization increase option when adding a charge to a folio

  • Authorization increase manually

  • Authorization decrease manually

  • Authorization release manually

  • Release authorized amount in one credit card and capture authorization amount in another credit card

  • Release authorization

  • Changing the auth rule and increasing the authorized amount

  • Batch operations ➜ Check-In ➜ Pre Authorize

  • Batch operations ➜ Check-In ➜ Check in reservation

  • Batch operations ➜ Folio ➜ Authorize Cards

Restrict Automatic Collection of Payments

When the status of a property is set as Pre-Cutover and the Payment option is selected for the Restrict Automatic Collection field, the automatic collection of payments is restricted in the following scenarios:

  • Auto Date Roll tab of the Night Audit screen ➜ Check-out with balance in folio

  • Auto Date Roll tab of the Night Audit screen ➜ Continue Auto Date Roll on payment failure

  • Auto Date Roll tab of the Night Audit screen ➜ Stop Auto Date Roll on payment failure

Manual Collection of Payments

When the status of a property is set as Pre-Cutover and the Payment option is selected for the Restrict Automatic Collection field, users can continue to collect payment from guests manually in the following scenarios:

  • Reservation ➜ Make payment

  • Reservation ➜ Manual collection of deposit fee

  • Reservation ➜ Manual collection of cancellation fee

  • Reservation ➜ Manual collection of no-show fee

  • Reservation ➜ Collection of early departure fee

  • Reservation ➜ Check out/Early check out with balance

  • Group ➜ Make payment

  • Group ➜ Collect Deposit due

  • House account ➜ Make payment

  • House account ➜ Add charge and make a payment

  • A/R account ➜ Make a payment

  • A/R account ➜ Make an unapplied payment

  • Pantry ➜ Post charge and make payment

  • Batch operations ➜ Settle & Check Out ➜ Settle Only

  • Batch operations ➜ Settle & Check Out ➜ Settle and check out

  • Batch operations ➜ Settle & Check Out ➜ Force check out

  • Batch operations ➜ Deposit due ➜ Collect deposit due