Create Automatic Reservation Order

Steps to Create an Automatic Reservation Order

• From the main menu, click on “Rental and Unit Management“.
• Click on “Reservation Orders“.
• Click the “Add Reservation Order” button.

The automatic reservation order creation process follows two steps:

Step One: Select Unit Type and Time Period

• Unit Type: select the unit type from the list. Only active unit types are shown. If there is only one unit type it is selected automatically. (Mandatory)

The date and time fields differ based on the pricing method defined in the unit type:

If the pricing method is Days:

• Start Date: enter the reservation start date. The start time is automatically filled with the check-in time defined in the unit type. (Mandatory)
• End Date: enter the reservation end date. The end time is automatically filled with the check-out time defined in the unit type. (Mandatory)

If the pricing method is Days & Hours or Hours:

• Start Date and Time: enter the reservation start date and time. The time appears as a dropdown list showing the time slots defined in the unit type and their multiples. (Mandatory)
• End Date and Time: enter the reservation end date and time. The time appears as a dropdown list showing the time slots defined in the unit type and their multiples. (Mandatory)

After entering the date and time, the system displays the number of available units in the selected period:

• If units are available, the button to proceed to the next step becomes active.
• If no units are available, the button is disabled and the message “No Available Units in the Selected Date” appears.

Note: Units linked to reservation orders with a status listed under the statuses in which reservations are allowed in the settings are treated as available units.

Step Two: Reservation Order Data

A reservation summary is displayed at the top of the screen showing the start date and time, the end date and time, and the reservation order price in the system currency calculated based on the pricing rule linked to the unit type with seasonal prices applied if applicable.

Enter the following data:

• Client: select the client from the list. You can search by name, code, email, or phone number with autocomplete support. The list appears in the format (client image + name + code). (Mandatory)
• Notes: enter any notes on the reservation order. (Optional)
• Tags: add tags to the reservation order. New tags can be created during the process. (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)

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

How the System Works on Save

• The system automatically selects the available unit with the lowest priority number from among the available units in the selected period.
• The reservation order number is generated automatically according to the auto-numbering settings.
• The reservation order is created with the initial status defined in the reservation order status settings in the branch the user is logged into.
• The invoice is automatically generated in the system’s default currency with conversion applied if needed.
• If the start and end dates overlap with the current date and time, the rental unit status automatically changes to “Reserved“.
• The system automatically redirects to the new reservation order view page with the message “Reservation Order Added Successfully”.
• 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 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.
• If there are no active unit types in the system when clicking the “Add Reservation Order” button, the message “You should add a unit type first” will appear along with an “Add Unit Type” button.