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Updating Rates on Future Reservations and Invoices

Some lodging businesses update rates for the upcoming season after the current season ends. By that time, future reservations may already have been booked using the previous season’s rates.

Overview

Some lodging businesses update their rates for the upcoming season during the offseason, after the current season ends. At that point, reservations for the next season are often already on the books — and those reservations and invoices were created using the current season's rates. 

If this matches your business model, you'll likely want to update those future reservations with next season's rates after you've completed those rate changes. 

Best Practice: Create rates for the next season before you begin taking reservations. This gives guests the most accurate rate at the time of booking, reducing confusion and ensuring a seamless experience. 

Limitations: The system will not automatically update the following types of rates and reservations:

  • OTA bookings. The rates for reservations managed by online travel agents (OTAs) should not be changed outside of the OTA service.
  • Unit charges that have been discounted or adjusted. For example:
    • Those booked with rate discounts.
    • Those that were adjusted by yield management rules.
    • Charges that were manually discounted or adjusted.
  • Unit charges that no longer match any rates for their current unit. This includes:
    • Reservation assignments that were moved to a different unit belonging to a different rate plan (unit group) while keeping the existing rate.
  • Reservations that arrive before the specified Starts On date.
    • NOTE: In order to prevent unexpectedly changing the balance on current in-house reservations and invoices, the earliest date you can choose is tomorrow's date and only invoices for reservations arriving on or beyond this date will have their rates automatically recalculated and updated. If you need to update a past or current reservation, this must be done manually. 

Updating or Recalculating Rates on Future Reservations

After you've gone through and updated all your rates for next season, you can trigger the process to update any future reservations from the Configuration > Rate Plans view.

  1. Click/Tap on Configuration in the left-hand navigation menu.


  2. Click/Tap on Rate Plans (Unit Types) in the Rates and Taxes section.


  3. Click/tap the Recalculate Rates button.
  4. The Recalculate Rates view lets you choose a Starts On date — the earliest date from which reservations will be updated.


  5. After clicking/tapping the Recalculate Rates button, you will be prompted to proceed. Upon proceeding, an informational message will appear to indicate that the process of updating future invoices has begun.

    This process will run in the background and usually happens very quickly, but depending on the number of future invoices affected and the load of the system, it may take a few minutes. It's safe to continue using the system normally during this process.


  6. Once the process completes, you will receive a confirmation email listing all affected invoices. The subject line will read "Rates for [Your Business Name] finished recalculating."

    NOTE: A list of the invoices that were updated and also invoices that were not affected by the rate changes are listed so that you can quickly verify and double-check that invoices were updated as you would expect.