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Moving or Modifying Past Reservations

To modify or move reservations with a checked-out status (past reservations) you must have one of the following permissions:

  • Account Owner
  • Operator with the "Enable modification of past reservations" permission

No permission required in case you are moving an in-house reservation started in the past.

However, different types of modifications have specific consequences and require user confirmation. Below are the different scenarios and their effects:

1. Moving Past Reservations (Within the Same or Between Different NTAK/NTIS Entities)

1.1. Moving the Room Number, Room Type Only or Making Stay/Guest Changes Without Affecting Prices

  • Effect: Affects PMS reports but does not impact folio items.

  • Warning: "You are about to modify a past reservation, which will affect your past reports."

    • OK = modify reservation
    • X = Cancel

      Options:

1.2. Modifying Past Reservation in a Way That Affects Prices

  • Effect: Impacts PMS reports and folio items.

  • Warning: "You are about to modify a past reservation, which will affect your past reports and folio items. Do you want to continoue and update prices? Alternatively you can keep original prices, or cancel."

  • Options:

    • Keep Original Prices = Continue and keep original prices
    • OK = Continue and update prices
    • X = Cancel

    For example: adding an extra guest to a past reservation:

2. Modifying In-house Reservation with Some Nights in the Past (Within the Same NTAK/NTIS Entities)

2.1. Moving the Room Number, Room Type Only or Making Stay/Guest Changes Without Affecting Prices:

  • Effect: Affects past reports.
  • Warning: "You are about to modify a reservation with nights in the past, which will affect your past reports. Do you want to continue, or cancel and split the reservation and only apply the update for the future night(s)?"
  • Options:
    • OK = modify reservation
    • X = Cancel

2.2. Modifying In-house Reservation in a Way That Affects Prices

Certain changes to an in-house reservation can alter the total price.

These include actions such as:

  • Adding more guests to the reservation
  • Moving the reservation to another room type with a different rate

Effect: These changes will impact PMS reports and folio items.

Warning message displayed:

"You are about to modify a reservation with nights in the past, which will affect your past reports and folio items. Do you want to continue and keep original prices? Alternatively, you can continue and update prices or cancel, split the reservation and only apply the update for the future night(s)."

Options shown to the user:

  • Keep Original Prices — Continue without recalculating prices
  • OK — Continue and update prices
  • X — Cancel

Please note

When you extend a reservation with additional nights, the total price will increase regardless of whether you choose Keep Original Prices or Update Prices.

This is because the system is adding new nights, and each added night is priced according to the rate plan linked to the reservation.

Example:

A reservation is originally for 2 nights (departing today). The guest decides to stay 2 extra nights.

The final price will include:

  • the original 2-night price: 166 EUR (as shown in the screenshot), plus
  • the price of the additional 2 nights, taken from the Prices / Rate Plan menu based on the assigned rate plan.

In short: Adding extra nights always results in additional charges according to the active rate plan.

3. Moving In-house Reservations Between Different NTAK/NTIS Entities

  • Effect: This action is not allowed due to multi-NTAK/NTIS restrictions.
  • Warning: "Applying this modification is not possible as it is not compatible with your multi-NTAK/NTIS configuration. Split the reservation so that each part is reported from one NTAK/NTIS entity only."
  • Options: OK

4. Modifying OTA Reservations (Through CM or ConnectAPI)

4.1. Moving a Past OTA Reservation to Another Room of the Same Type (All Nights in the Past)

  • Effect: Affects past reports.
  • Warning: "You are about to modify a past reservation, which will affect your past reports.”
  • Options:
    • OK = modify reservation
    • X = Cancel

4.2. Moving an In-House (with some nights in the past) OTA Reservation to Another Room of the Same Type

  • Effect: Impacts PMS reports and may cause parity issues with OTAs.
  • Warning: "You are about to modify reservation with nights in the past, which will affect your past reports. Do you want to continoue, or cancel and split the reservation and only apply the update for the future night(s)?
  • Options:
    • OK = modify reservation
    • X = Cancel

4.3. Modifying Past or In-house OTA Reservation without affecting Prices:

  • Effect: Impacts folio items and OTA parity.
  • Warning: "You are about to modify a past reservation, which will affect your past reports and may cause parity issues with the channel manager and OTA. We strongly suggest to update the reservation via CM or ConnectAPI directly on the OTA. Continoue?”
  • Options:
    • OK = modify reservation
    • X = Cancel

4.4. Modifying a Past or In-house OTA Reservation That Affects Prices

  • Effect: Impacts folio items and OTA parity.
  • Warning: "You are about to modify a past/ with nights in the past reservation, which will affect your past reports and folio items, and may cause parity issues with the channel manager and OTA. We strongly suggest to update the reservation via CM or ConnectAPI directly on the OTA. Do you want to continoue and update prices? Alternatively you can keep original prices, or cancel.”
  • Options:
    • Keep Original Prices = Continue and keep original prices
    • OK = Continue and update prices
    • X = Cancel

4.5. Moving an In-house, OTA Reservation Between Different NTAK/NTIS Entities

  • Effect: This action is not allowed due to multi-NTAK restrictions.

  • Warning: "Applying this modification is not possible as it is not compatible with your multi-NTAK configuration. Split the reservation so that each part is reported from the proper NTAK entity. We strongly recommend handling this directly on the OTA to maintain parity."

  • Options: OK

Key Takeaways

  • If modifying past reservations, be aware that it will affect past reports.
  • If the change affects folio items (pricing), you must choose whether to keep or update prices.
  • If modifying an OTA reservation, it is recommended to update it directly via the OTA to avoid parity issues.
  • Moving a reservation between different NTAK/NTIS entities is not allowed—the reservation must be split.