Reservation of Spaces

Reservation of Spaces

This document explains how to make reservations in the Spaces Management module.
Go to: Spaces → Reservation of Spaces
A new window will open which will allow you to start with the Spaces booking application with the following options:


  1. Button to select New Reservation: it is the button with a "+" symbol.
  2. List of reservations from the current date and up to 15 days in the future:
  3. Existing Reservations button: this button will allow you to view and search for any future reservations.
The Home icon that you will find throughout the application is to return you to the Spaces Management home screen.
At the top right of your screen, you will find the "User Options" selector.
  1. Change of Operation: in case you have more than one "Operation Type" in your Hotel, you will be able to make the change from this selector, without having to close the application and log in again.
  2. Logout: To exit the application.

To book an event you will need to note the following:
  1. Add rooms by day and time.
  2. Add equipment by day and time.
  3. Add services by day and time.
  4. Add products by day and time.
This means that if a room with a piece of equipment is going to be used two days or more you will have to add them for each day, this will allow the system to have the real availability allowing you to make reservations for the same equipment at different times; it will also allow you to place notes individually for each concept which will result in a detailed service guideline.

Reserve a Room or an Event




Enter the Spaces application.
Select the New Reservation button.
The Search Availability window will open with the following parameters:
  1. (Optional) ACR Customer/Associate: in case of associating the event to a Customer/Associate you can search it by name or by code (it is not a mandatory field).
  2. Event Start Date and Time
  3. Event End Date and Time
  4. (Optional) Number of people attending the event.
  5. (Optional) Type of Layout to be used in the event.


Click on the Search button.
The system will show the available spaces according to the previous entered parameters. Once the parameters have been entered the availability window for each Space or Event will indicate a default rate.
Select a room by clicking on the New Reservation button (+ sign).
The window of the corresponding room will open:
  1. Choose the rate to apply and then click on the Save button.
  2. You will be able to write notes for the hotel, these notes can be used in the service guideline.
Click on the Accept button to continue with the reservation.
You will return to the previous window where you can see in a blue balloon that the room has been taken.
Click on the Continue button.
This will open a window for recording statistical information:
  1. Sales Source.
  2. Sales Agent 
  3. Event Type.
  4. Hotel Reservation Code: if the event has rooms, you can associate them from here to make the quotation (You must have entered the room reservations from the Front Office reservations module and enter in this field the reservation code to associate it to the event).
  5. Click on the Save button.
The Space reservation is complete and you will see the following on the screen:
  1. The upper part is divided into two parts:
    1. On the left side you can see:
      1. Reservation Status:
        1. Budget: By default, the system will select the Budget status, this status can be parameterized so that it does not affect the availability of spaces. It can also be parameterized if requested to affect availability. When in Budget status, you can generate additional reservations for the same dates and times to create Quotes, and at a later time, convert one of those reservations into Reserved or Confirmed Status. 
        2. Reserved: The Reserved status can be manually selected when a Quote is accepted on the reservation. The Reserved status does affect availability.
        3. Confirmed: This status is not enabled for manual use. This parameter will be automatically modified according to the transactions within the reservation. A prepayments or monetary guarantees transactions will automatically change to Confirmed status. 
        4. Cancelled: This status is not enabled for manual use. This parameter will be automatically modified according to the transactions within the reservation. If the event is cancelled the status on the reservation will automatically change to cancelled.
        5. Checked-in: This status is not enabled for manual use. This parameter will be automatically modified according to the transactions within the reservation. Upon arrival and checking in to the reservation the Checked-in status will automatically be changed.
        6. Check out status must be done manually once the event is over. The check out status signals the end of the status cycle, and the event area can be returned to availability or budget status.
      2. Event Code: an alpha-numeric code will be provided for each event; this is not the same as the room reservation code.
      3. Dates and times reserved.
      4. Customer data can be modified from the PENCIL icon.
      5. Total of the event, you will be able to see the balance that will vary as services are added and deposits are applied.
      6. Discounts: the system allows you to apply discounts for rooms (spaces), equipment, services and products (food and beverages) by selecting the Pencil icon and indicating the discount percentage to be applied per item.
      7. Sales Source.
    2. On the right side you will see:
      1. Event Type.
      2. Event Description.
      3. Notes: you can add general notes to the event.
    3. In the middle of the screen, you will see the reserved room with all the information entered in the search parameters and the rate applied as well as the notes.
      1. You can change the space parameters by clicking on the Modify button.
      2. You will be able to modify the setup.
      3. Add more rooms by clicking on the Add button located at the bottom right of the screen.
      4. Delete the room.
      5. Check in.
  1. At the bottom of the screen you will see a blue horizontal bar with three options:
  2. Spaces: where the rooms are managed and explained up to the previous point.


  1. Products and services: where you can add equipment, services and products.
To add Equipment - Services - Products you must select in the screen what you are going to add, in the lower left part of the screen will appear the products registered according to the selected item. To add it to the account you can do it in two ways:
  1.  You can drag the product to the account, a new screen will appear asking you how many of these products to add, the rate to apply, the schedule in which you request it and notes that will be reflected in the reports, then you must select the Add button and the product will appear in the "account" (in case the event lasts more than one day you must enter the products per day and corresponding schedule).
  2. You can select the "+" symbol that appears on the product by clicking twice, a new screen will appear asking you how many of these products you are adding, the rate to apply, the schedule you are requesting and notes that will be reflected in the reports, then you must select the Add button and the product will appear in the "account" (in case the event lasts more than one day you must enter the products by day and corresponding schedule).

Add Equipment, Service and Products

Once the reservation is opened click on the bottom bar (blue) where it says products and services.
You will see a screen that has on the left side the list of equipment, by default the equipment will be shown, but above that list you can change to Services or Products.
To add an equipment, service or product click and drag to the right window (Account) and release it, the equipment window will open:
  1. Quantity: indicate the quantity of equipment.
  2. Rate: select the rate to be applied.
  3. Date and Time from / to: indicate the day and time when the equipment will be used.
  4. Notes: add additional notes, these notes may be used in the service pattern.
Repeat for each Equipment, Service or Product.
Click on the Add button.


Guarantees and invoicing: here you can register prepayments or monetary guarantees for an event. The payment methods are parameterized according to your business area. When entering a Guarantee, select the "Confirm" check box and the event reservation status will automatically change to "Confirmed". The prepayments that you enter in the module will be reflected in the Event POS where you will have to charge it, when entering the prepayment in the Spaces Management application it will appear in "Captured" status, once charged in the POS the status of the prepayment will be automatically updated to "Collected".




Apply Prepayments to an Event

Enter the reservation.
Select the lower blue bar where it says Guarantees and Invoicing.
You will see three columns, in the first one on the left side, select Prepayments.
A table (grid) will be displayed where the deposits or prepayments will be recorded.
Click on the Add New button.
  1. The Prepayment Registration window will open.
  2. Indicate the Amount of the prepayment.
  3. Indicate the Document or Voucher given to the customer.
  4. Click on the Accept button.
The prepayment will appear in the table (grid), the Status column will show Capture.
To collect the Prepayment you must do so at the corresponding Point of Sale.
Go to the point of sale in the main Novohit application and select:
      POS (Point of Sale) → Point of Sale Touch Screen
  1. Within the POS you will see an account with the reservation code and the letters ADV (Advance).
  2. Select the account and tap Print.
  3. Select the account again and tap on Pay. The window with the payment methods will open, select the indicated ones and confirm the payment by clicking on the Pay button.
Return to the SPACES module, open the reservation and confirm that the Prepayment will appear as Collected or Applied, this way you can apply as many payments as necessary and these will be sent to the account when the event takes place along with the day's charges.

The Operation of Prepayments in SPACES Foresees the Following Flow:

1) When a NEW prepayment is ADDED from SPACES (Register), the prepayment is automatically sent to POS with POSITIVE amount so that it can be PRINTED and PAID from POS.
2) Once the prepayment is PAID in POS (INVOICED or NOT), it will appear as APPLIED in SPACES.
3) Every time products are synchronized from SPACES to POS (either through the SYNC option or when checking in an Area), the prepayment in APPLIED status will be synchronized with a Negative sign. The purpose of this is that the Negative amount is not applied to the grand total of the POS account when the final charge is to be issued.

See section on "Synchronize Charges of the Day" to Sync prepayments to POS
IMPORTANT: It may happen that prepayments are sent to POS in separate accounts depending on several invoices, e.g. the SPACES Settings and if there are other Components to be sent to POS at the time of synchronization. If this is the case, they should merge the accounts in POS with the CHANGE option and unify all accounts of the same Event into one POS account. The prepayment, being now with negative sign will be subtracted from the total of the account.
4) TO INVOICE (DTE) THE ACCOUNT OF AN EVENT FROM POS: Depending on how you handle it operationally, we can activate a parameter that allows that at the moment of issuing a DTE from the POS it does not include the prepayment already paid (in Negative) in the DTE. The prepayment will still appear in the POS printed account but will be omitted in the DTE so that the DTE shows the total balance of the Event. Operationally, this implies that if you previously issued DTE on the previously paid prepayment, you must either issue a Credit Note on that prepayment or not issue DTE on prepayments received before the account balance. 

At the top there is a blue bar with four icons from left to right are:
  1. Home: allows you to return to the home screen to start a new reservation or search.
  2. Printer: will display in pdf format the quotation of the event.
  3. Sync Account: allows you to send the day's charges to the cashier.
  4. Cancel: cancels the reservation.

Search for a Reservation

Once in the Space module click on the Existing Reservations button.
It will open a list with all the events booked.
At the top you will see a blue box with an arrowhead pointing down, click on it and you will see the Search window where you will have the following options:
  1. Reservation Code
  2. Customer ID: search by RFC, RUT, etc.
  3. Last name.
  4. First name.
  5. Event Type
  6. Date From / To.
  7. Reserved On.
  8. Follow up.
  9. Limit.
  10. Status.
Enter any of the above data and click on Search, all events matching the search parameter will be displayed in the list.
Double click on the reservation to open it.




See Event Quotes


Enter the event reservation: Click on the Printer button and a window will open with the pdf document which you can print, save or send by e-mail.
The Balance shown in the Event reports is equal to:
+ Total Rooms
+ Total Events
- Rooms Prepayment
- Event Prepayment
- Guarantees Applied to Rooms
- Guarantees Applied to Events
= BALANCE

Synchronize Charges of the Day

This is used when the event is at home, and you want to make the transactions of the day.
Click on the Sync Account button, this will send the charges that correspond to the current day or previous dates that have not been synchronized.
This must be done every day in order to have each day's consumption registered, the system will send the charges for room rentals, equipment, services and products that have been reserved only.
See section "Apply Prepayments to An Event" when Sync prepayments are negative.

Extra Consumption Charges

All extra charges must be registered in the Spaces module and synchronized with the Point of Sale. Although you can make extra charges at the Space and Events point of sale, it is not recommended to do so in order to maintain consistency in the reservation data against those charged at the POS.

Invoicing of Prepayments and Event Accounts

To perform the invoicing of event accounts, the procedure is the same as in the POS, which can be consulted in the corresponding section called Electronic Invoicing - Touch Cashier.

Check-Out of an Event

The check-out of an Event is done in the upper part modifying the Status. When an event is checked out it does not change the status of the spaces, services, equipment, products if they have "checkin", "cancelled" or "checkout" status, likewise an event cannot be "checked out" if it is not first in "check-in" status. This is to be able to identify the statuses of each event component and to be able to check which ones were check-in, which ones were cancelled, etc.
After an event is in check-out status, nothing can be done with its components, regardless of whether its components still appear as Check-in.



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