Reservation of Spaces

Reservation of Spaces

This document explains how to make reservations in the Spaces Management module.
Go to: Spaces → Reservation of Spaces
Notes
The route can also be accessed as: Areas-Events → Space and/or Equipment Reservations.
A new window will open which will allow you to start with the Spaces booking application with the following options:


Once the operation has been selected, the screen will display the list of reservations from the current date up to 15 days in advance.



  1. Button to Start a New Reservation: this is the “+ Create new reservation” button.
  2. Search for Existing Reservations: the “magnifying glass icon” located at the upper left of the screen, below the Home icon. This option allows you to view and search for any future reservation using specific parameters.
Notes
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.
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 Space or an Event

Reservation Flow
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 space by clicking on the rate selector of the selected space and then click the Add button.
On the right side of the screen, a window will appear with the options for the selected space, where you will find:
  • Selected space
  • Selected rate
  • Number of attendees
  • Field to add Event Notes, which can be used in the service agenda
  • Event Type selection
Click the Create Reservation button.
A screen with three columns will open:
Left side: reservation history to access them directly.
Center: metadata of the created reservation where you can view, select, and/or modify information.
Event confirmation key or Event reservation code: for each event an alphanumeric code will be generated; this is not the same as the room reservation code.
Reservation status: Budget, Reserved, Confirmed, Cancelled, In House.
Reserved dates and times: shows the start and end date and time of the event.
Event Type: allows classification of the event according to categories defined by the hotel.
Follow-up date: allows registering a date to follow up on the event commercially.
Deadline date: allows setting a deadline for confirming the event.
Reservation date: indicates the date and time when the reservation was created in the system.
Cancel Reservation: option to cancel the event reservation.
Quotation: allows viewing, printing, and sending the quotation.
Service Order: allows viewing and printing the service order.
Modification log: history of changes made to the reservation.
Hotel reservation code: if the event includes rooms, they can be associated here to generate the quotation (room reservations must first be entered in the Front Office Reservations module, and then the reservation code must be entered in this field to associate it with the event).
Accounts Receivable Client (A/R Client): client associated with the accounts receivable record, linked to the Novohit customer database.
Total event value: shows the total value of the event.
Applied prepayments: indicates advance payments applied to the reservation.
Balance: shows the outstanding balance of the event.
Discounts: the system allows applying discounts for spaces, equipment, services, and products (food and beverages). You can indicate the discount percentage to be applied to each item.
Sales origin: identifies the sales channel or source of the event.
Sales Agent: (Novohit users with SPACES user workstations assigned as SPACES operation users).
Event description: allows registering a general description of the event.
Notes: general notes can be added to the event.
Right side: the characteristics of the created reservation, where you can add:
  • Spaces Section: additional spaces
  • Additional Items Section: equipment, services, and products
  • Guarantees Section: types of guarantees
  • Prepayment Section: record of advance payments applied to the reservation

Reservation Status

Budget: By default, the system will select the Budget status. This status can be configured so that it does not affect space availability. It can also be configured to affect availability if required. When a reservation is in Budget status, additional reservations can be created for the same dates and times to generate different budget proposals. Later, one of these reservations can be converted to Reserved or Confirmed status.
Reserved: The Reserved status can be selected manually when a quotation associated with the reservation is accepted. The Reserved status affects availability.
Confirmed: This status is not enabled for manual use. It will be modified automatically based on the transactions within the reservation. Prepayments or monetary guarantees will automatically change the reservation status to Confirmed.
Warning
When a prepayment or guarantee is registered, the system automatically changes the reservation status to Confirmed, since there is a payment guarantee associated with the reservation.
If that prepayment or guarantee is later cancelled, the system automatically reverts the reservation status to Reserved, since the required condition for performing check-in is no longer met.
In these cases, the reservation must once again have a valid guarantee or prepayment in order to be confirmed (depending on the event type and configuration, the condition may require either a guarantee or a prepayment). Therefore, it will be necessary to register a new valid prepayment or guarantee for the system to allow the check-in process.
Cancelled: This status is not enabled for manual use. It is automatically updated according to the transactions within the reservation. If the event is cancelled, the reservation status will automatically change to Cancelled.
Checked-in: This status is not enabled for manual use. It will be updated automatically based on transactions within the reservation. When the event arrives and is registered in the reservation, the status will automatically change to Checked-in.
Check-out: The Check-out status must be performed manually once the event has ended. This status marks the end of the reservation lifecycle, and the event area may become available again or return to a budgetary state.

Alert
The confirmation condition of the reservation will not change, and therefore its status will also not change, in the following cases:
  • The reservation has Budget status and this status does not count toward occupancy (depending on the parameter "Spc_Offer_Is_Not_Occupied"), and one of the spaces in the reservation is already occupied for the reserved dates. This means the space cannot be activated due to availability constraints.
  • The reservation is Out of Service (status = 7).
  • The reservation is in one of the following statuses: Check-in, Check-out, or Cancelled.
In any other condition different from the above, the reservation will update the “Confirmed” field (enabled or disabled) with the stored value.
When the “Confirmed” condition is changed, the reservation status will only be modified when:
  • The current reservation status is Budget or Reserved, and the reservation is set to Confirmed (Confirmed = checkbox enabled). The status changes to Confirmed.
  • The current reservation status is Confirmed, and the reservation is set to not confirmed (Confirmed = checkbox disabled). The status changes to Reserved.

In the SPACES section

You can modify the reservation parameters by clicking on each item: Setup, Rate, Add Notes.

You will be able to:



• Modify the setup


• Change the rate


• Add Event Notes


• You can add more spaces by clicking the "+" button located at the bottom right of the screen.


• Delete the reservation


• Check in the reservation (In House)


Alert
When adding new spaces to an existing reservation, the status of the new space will be automatically assigned according to the current status of the reservation, as long as the reservation status is “Budget”, “Reserved”, or “Confirmed.”


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.
If the event lasts more than one day, you must enter the products for each day and the corresponding schedule
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".


Info
The Guarantee Type, Guarantee Amount, and Guarantee Receipt data are always updated in the reservation, regardless of the reservation status

Apply Prepayments to an Event

Enter the reservation.Select “PREPAYMENT” at the top of the screen.
Click the “+” button at the bottom left of the screen.
A window will appear to capture the prepayment.
  1. Enter the prepayment amount.
  2. Enter the document or receipt given to the client.
  3. Enter the payment method.
  4. Click the Accept button.
The prepayment will appear in the table (grid), and in the #Status column it will display “PAY” (Paid).


Info
The charge is automatically made in the POS corresponding to the operation.
The account will appear in the POS under the Paid Accounts section with the reservation code and the letters ADV (Advance).
In some cases, depending on the configuration defined by the hotel, when a prepayment is applied it may not automatically appear as Paid in the POS. Instead, it may be registered with the status Captured.
In these cases, the payment must be completed manually in the POS by following the steps below.

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.

Prepayment or Advance Statuses

Prepayments can have two or three statuses, depending on the configuration defined by the hotel in the system.

This is because the behavior of the prepayment may vary depending on how the system is configured to integrate with the POS (Point of Sale).

PAY Status (Paid)
This status indicates that the prepayment has already been paid.

In some hotels, the system is configured so that when a prepayment is generated from the Spaces module, the payment is automatically created in the POS and registered as paid. In these cases, the prepayment goes directly to PAY (Paid) status without requiring any additional action.

CAP Status (Captured)
This status is used when the prepayment is generated from Spaces, but the payment is not automatically recorded in the POS.

In this scenario, the prepayment is initially created with CAP (Captured) status. Afterwards, the user must go to the POS to process the corresponding payment. Once the payment is manually completed in the POS, the prepayment status changes to PAY (Paid).

VOD Status (Voided)
This status corresponds to cases where a prepayment or advance is cancelled or reversed. When this occurs, the system records the prepayment with VOD (Voided) status, indicating that the advance is no longer valid within the reservation.

Invoicing a Prepayment

Go to the point of sale in the main Novohit application and select:
POS (Point of Sale) → POS Touch Screen
  1. Within the POS, in the Paid Accounts section, you will find the paid account with the reservation code and the letters ADV (Advance).
  2. Open the account and press the Invoice button.
  3. The invoicing window will appear, where you must enter the client’s tax information.

Search for a Reservation

In the column on the left side you will find all the parameters available to search for reservations:

  • Reservation code
  • Date from / to
  • Client/Member ID: search by RFC, RUT, etc. (verification box enabled for frequent member cases)
  • Last name
  • First name
  • Event type
  • Reservation date
  • Follow-up date
  • Deadline date
  • Status

Enter any of the parameters mentioned and click Search. The list will display all events that match the search criteria




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.
Info
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

Event Check-in

To start the Check-in of an event, the reservation must previously be in Confirmed status. Additionally, Check-in can only be performed when the event date and time correspond to the day on which it will take place.

Once the check-in has been completed, the event status changes to In House, indicating that the event is currently in progress.

To perform the Check-in, follow these steps:

  1. Access the Spaces section within the event reservation.

  2. Locate the space corresponding to the event.

  3. Click on the three-dot menu located next to the space.

  4. In the dropdown menu, select the Check in option.

This process must be performed for each space associated with the event. Once the check-in of the corresponding spaces has been completed, the system will automatically update the event status to In House, indicating that the event is in progress.


Operational Error Corrections in Events

During the daily operation of space reservations, situations may occur in which a user performs actions by mistake, such as executing an incorrect check-in or recording incorrect financial transactions. In these cases, the system allows certain correction procedures in order to maintain the consistency of the reservation and the accounts associated with the points of sale.

Below are some of the most common cases and how to resolve them:

Reversal of a Check-in

When a Check-in is performed on an event reservation, the system may automatically generate accounts in the points of sale associated with the event or the reserved package. These accounts allow the registration of consumption, advances, and additional charges related to the event.
If the check-in was performed by mistake and the operation needs to be reversed, it is possible to cancel the accounts generated in the Point of Sale, provided that the check-in was performed on the same day.
To perform the reversal, follow the procedure below:
  1. Go to the corresponding Point of Sale.
  2. Locate the generated account in the paid accounts section.
  3. Reactivate the account using the Cancel Payment option.
  4. Print the account from the same window.
  5. Once printed, proceed to cancel the account using the available cancellation option.
This process reverses the movements associated with the check-in and allows the reservation to return to its previous status in SPACES, depending on the guarantees or advances associated with the reservation.
Warning

Important:
If the reservation generated accounts in more than one point of sale (for example, when the event corresponds to a package that includes different services), the procedure must be performed individually for each account before continuing with the next one.

Likewise, the system does not allow two accounts with the same name to remain open simultaneously, so it is necessary to complete the full reactivation and cancellation process for each account before proceeding with another.

Reversal of a Prepayment or Advance

In some cases, it may be necessary to reverse a prepayment or advance registered in an event reservation. To do so, the account associated with the payment must be cancelled from the corresponding POS.
To perform this process, follow the procedure below:
  • Go to the Point of Sale where the prepayment was registered.
  • Locate the account associated with the payment in the paid accounts section or accounts payable (depending on the client configuration regarding prepayments).
  • Reactivate the account using the Cancel Payment option.
  • Print the account from the same window.
  • Once printed, proceed to cancel the account using the available cancellation option.
When the account cancellation is performed in the Point of Sale, the system reverses the registered prepayment, updating its status to (VOD) and automatically updating the client's available balance in the reservation.
WarningImportant:
In some cases, if the reservation was in Confirmed status due to the registered prepayment, cancelling the advance may cause the reservation to lose that condition and return to Reserved status, provided that there is no other guarantee or prepayment associated.

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.


Notes
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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