Example: June Bookings Report
- June 1st @ 12AM UTC: the report is generated in all applicable Portal accounts
- Customers can start reconciling
- June 1st to July 3rd: each day at 12AM UTC the report is updated with the latest bookings.
- Bookings already reconciled will remain unchanged
- July 3rd @ 12AM UTC: we stop updates to the report and reconciliation opens
- No more bookings are added by the system - any booking left out will be added to the July Bookings Report
- The latest Currency Conversion Rate is uploaded for accounts using a billing currency different than their booking currency
- An email is sent to all users with access to reconcile the Bookings Report letting them know the latest Bookings Report is ready for final reconciliation
- Customers can start submitting the Bookings Reports
- July 4th to July 9th: each day at 6AM UTC all Bookings Reports submitted by the properties will be finalized, which means that:
- The Bookings Report is locked; no further modification is possible in the Portal
- A report with all finalized bookings reports is sent to Accounting
- Invoices will be issued on the same day or next working day
- Invoices will be emailed to customers 1 day after they are issued
- July 6th @ 12AM UTC: a first reminder is sent to properties who have not submitted the Bookings Report.
- July 7th @ 12AM UTC: a second reminder is sent to properties who have not submitted the Bookings Report.
- July 9th @ 6AM UTC: Portal reconciliation closes for all properties, which means that:
- All Bookings Reports that were not submitted are locked; no further modification is possible in the Portal
- A report with all finalized bookings reports is sent to Accounting
- Invoices will be issued on the same day or next working day
- Invoices will be emailed to customers 1 day after they are issued
Things to note
It can take up to 2 hours for the Portal to complete the steps above. For example, the Portal will start generating Bookings Reports on June 1st at 12AM, which means that some reports will be generated at 00:00, some at 00:01, some at 00:02 etc.
Bookings Reports can be added at any time throughout the month as bookings come in. For example, a hotel with no bookings yet for the month of June, which then has a booking made on June 5 with a checkout date of June 20 will have a Bookings Report generated within a few days of June 5.
If a customer submits a bookings report, they only have until 6am UTC the next morning to unlock it and continue reconciling. At 6am UTC each day the report is finalised and it will no longer be possible to unlock it within Portal. The submit button popup will show the time left to unlock the bookings report.