The Reservation Rules tab in Accounting Options controls how RMS handles reservation departures, cancellations, tax invoice requirements, and rate recalculation.

Overview

The 'Accounting Options' > 'Reservation Rules' tab offers a range of customisation options.

Options include using a single reservation account across copied or repeat reservations, requiring tax invoice creation prior to departure, enabling use of second Deposits and Discounts and rate recalculation settings.

Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

Go to Setup > Accounting > Accounting Options > Reservation Rules tab.

When Departing a Reservation

This setting gives control on how reservation departures are handled when an account is active. You can choose to prevent departures, display a warning to notify Users, or ignore the account state altogether. 

This is the setting that determines whether a reservation can be checked out with an outstanding balance, for example when a bond is being held on the account.

See Check out a reservation with an outstanding balance for the full process.

When Cancelling/No Show Reservation

This setting gives control over how reservation cancellations and no-shows are handled when an account is active. You can choose to block cancellations and no-shows, display a warning to alert Users, or ignore the account state entirely. 

Please Note! An active account indicates an outstanding debit or credit balance.

Don't allow Check Out if Tax Invoice not Generated on All Charges

Users can be restricted when Departing a reservation if a Tax Invoice is not generated.
Selecting 'Include Receipts' will prevent a reservation from being departed if a posted receipt does not have an invoice assigned.

This control is independent of the account balance. A property that allows check out with a balance owing should confirm this checkbox is not also preventing the departure.

Create Charges for future Reservations today

This setting allows charges for future reservations to be posted, but they will use the current Accounting Date. Since this can affect financial reporting and reconciliation, it's recommended to consult your Accountant before enabling this option. 

Show Option for Second Deposit

Enabling this option allows the 2nd Deposit field to appear on the reservation screen, providing additional flexibility for managing deposit payments within a booking.

Use Second Discount

Enabling this option allows the 2nd Discount field to appear on the reservation screen, making it easier to manage multiple discounts within a booking.

Allow Use of Same Account on Copy/Repeat Reservations

This option will enable the ability to share a single reservation account between multiple Copy or Repeat reservations.

Use lowest Discount when more than 1 Rate Period

When a reservation includes Rates spanning multiple rate periods and has Discounts applied, the system prioritises the lowest Discount.

When Departing a Reservation Early

This option specifies whether a Reservations rates should be recalculated when a guest departs ahead of schedule.