Editing and Cancelling a Reservation

Situations where changes or cancellations need to be made to an existing reservation are a natural part of hotel operations. Chexta enables you to manage these processes in a controlled and traceable manner.

Editing a Reservation

To edit a reservation, find the relevant record on the Reservation List screen and double-click on it or right-click and select Edit. The reservation detail screen opens and all fields become editable.

Date Change

To change dates, update the check-in or check-out date. The system automatically checks room availability for the new dates. If the current room is not available on the new dates, the system warns you and suggests alternative rooms. Date changes automatically recalculate the price; if there are seasonal price differences, the new amount is updated accordingly.

Room Change

To change the room, remove the current room and make a new room selection. Room type changes are also possible; in this case, the price difference is calculated and the guest is informed. For upgrade or downgrade operations, the difference amount is automatically reflected on the folio.

You can also edit other fields such as guest information, number of persons, additional services and notes. Each time a change is saved, the system creates a change log. This log records the user who made the change, the date and time, the changed field, the old value and the new value.

Reservation Cancellation

To cancel a reservation, open the relevant record and click the Cancel button. The system displays a pop-up window asking for the cancellation reason. Select the cancellation reason or write it as free text. Common cancellation reasons include guest request, travel plan change, illness, natural disaster and price disagreement.

The cancellation policy is automatically applied. If within the free cancellation period, no charge is applied. If within the cancellation penalty period, the amount to be charged is displayed on screen and your confirmation is requested. For non-refundable reservations, the full charge is collected.

Refund Process

Different processes apply for refunds depending on the payment method. If payment was made by credit card, the refund is processed to the same card. If cash payment was received, a refund transaction is created from the cashier. For payments made by wire transfer or EFT, bank details are obtained and the refund is processed. The refund amount and method appear as a separate line item on the folio.

Cancelled reservations are not deleted from the list but are kept on record with a Cancelled status. You can analyze cancelled reservations through reports and track your cancellation rates and reasons.