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Reservation details

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ByKim Admin
Function (Function Description)The “Reservation details” screen allows users to view all the details of 1 individual reservation (Individual booking), perform permission editing operations, and tracking information, reservation status throughout the life of the booking.
Version (Version)v1.0
Creation date (Created at)Feb 18, 2026
Conditions of use (Prerequisites)The device has been whitelist IP address, has a VPN and has a stable network connectionThere is an account that logs into the PMS. In case the user does not have an account, it is necessary to contact the Support team or Admin to create an account.Users have been decentralized to use the function “View booking details” and other related rights such as “Checkin”

Version log

IDVersionDescriptionUpdated atUpdated by
1ver1.0Update the document for the first timeFeb 18, 2026Sun

I. Introduction and Goals

1. About Us

This document teaches users how to use the Reservation details screen to view and manage the details of a personal booking.

The role of the Reservation details screen:

  • Reservation code/Confirmation code, Room type, Room number, Checkin date/Checkout date, Number of guest guest, Room rate and Company/market segment.
  • Update the information schools needed for the operation process (Office assignment, date editing, room rate updates, special service updates, updates on the number and guest information)
  • Perform business operations by status (e.g. Registration/ Confirmation/Save & Checkin/Save)
  • Recognize and handle and manipulate on the common case

2. Goals

  • View all information 1 reservation (seven guests).
  • Make sure front office, reservation, cashier, manager staff can:
    • Customer information, date of residence, price, status, notes, …
  • Perform the operations allowed on the booking:
    • Update guest information, update accommodation date, price, status, notes.
    • Thực hiện check-in theo đúng nghiệp vụ và phân quyền.

II. Main Features

  • Xem thông tin chi tiết booking
    • Xem nhanh thông tin định danh của booking: Reservation code và Confirmation code
    • Xác định loại reservation để thao tác nghiệp vụ đối với booking.
    • Xem trạng thái hiện tại của booking
    • Xem số tiền deposit đang có của booking
  • Update the date of the booking:
    • Arrival datetime and Departure datetime updates
    • The “Number of Days Stay”
    • “Folio end date” management (the end of the folio)
  • Update the number of rooms:
    • Xem và điều chỉnh:
      • Booked room type: Loại phòng đã đặt
      • Actual room type: Loại phòng thực tế đang sử dụng
      • Room: Số phòng được assign cho reservation thông qua nút “Select room”
    • Một số thông tin liên quan đến room vừa chọn (Floor và Building) sẽ tự động hiển thị sau khi được assign phòng
  • Cập nhật số lượng khách và dịch vụ ăn sáng kèm theo
    • Cập nhật số lượng khách tại field “Adults” và “Children”
    • Thiết lập dịch vụ ăn sáng kèm theo theo số lượng người lớn/ trẻ em (Optional)
  • Room Price Management
    • Select “Rate code” to apply the price policy.
    • Xem/ điều chỉnh Total price/ Daily price, Discount room rate và Final price
    • Đảm bảo giá cuối cùng phản ánh đúng giá phòng 1 đêm (short term) hay 1 kỳ (long term), số khách, basic rate và discount
  • Manage the source of the booking
    • Set up “Customer Type”, “Source”, “Market segment”, “Agency”
    • Set up a “Travelling purpose” (Optional)
  • Thiết lập tuỳ chọn nghiệp vụ đặc biệt (Room is blocked, Complimentary, No post service, Short/ Long term):
    • Room is blocked: Preferred reservation markings choose rooms as required
    • No post service: prevent the recording/post service
    • Complimentary: Free reservation marker
  • Service Management (Special Service):
    • See the list of services by columns: Code, Name, From – To, Quantity, Unit price, %SC, %CACT, %VAT, …
    • Implement Add/Edit to add or modify service (according to the rights and status of the booking)
  • Quản lý thông tin khách của reservation và danh sách khách
    • Thêm/cập nhật thông tin khách: Full name, Nationality, Passport/ID, Visa, Email/Phone…
    • Đánh dấu Main customer (khách chính)
    • Upload image/file related documents (if allowed)
    • Xem danh sách khách ở bảng List customers và thao tác Edit/ Delete
  • Perform business operations according to the status (Registration, Confirmation, Save and checkin, Save: these buttons may be hidden / disabled depending on the permissions.
  • Truy cập nhanh các tab liên quan
    • Folio: folio và các dòng charge, doanh thu
    • Transaction: giao dịch thanh toán

III. Basic Steps Of Operation On The Screen

Below are the standard steps to use the function. Follow the order to ensure efficiency.

1. View booking details

i. Open the reservation from the list (Reservation list/ Room plan/room map)

ii. Observe the Reservation Code/Confirm Code

iii. Xem lần lượt:

  • Room information (phòng, ngày ở, khách, giá, nguồn,…)
  • Special services
  • Customer information + List customers

iv. Nếu có update thông tin của booking, theo dõi các case tiếp theo.

2. Gán phòng (Select room)

i. In the field “room” button “Select room”

ii. Select the appropriate room (the room displayed on the list is the room that has reached the conditions assigned: available in the room of the booking)

iii. Self-filling Floor/ Building/ Room view/ Room direction

iv. Press “Save”

3. Cập nhật ngày ở (Arrival/ Departure)

  1. Sửa Arrival datetime hoặc Departure datetime
  2. Kiểm tra “Number of days stay”
  3. Check out the “Folio end date.” Selected date at the “Folio end date” field will wear
  4. Press “Save”

4 Update price/price code

  1. Select “Rate code”
  2. Check “Total price”: After selecting the new Rate code, the system automatically loads the room rate
  3. If there is a discount: enter the value you want to discount by the value / % at the field “Discount by rank”. If the user has modified the price at the field “Total price” → field “Discount by rank” will be disabled to not allow the user to edit.
  4. Check the value at the field “Final price”
  5. Press “Save”

5. Add guests/update guest information

  1. Enter information in the “Customer Information” section form.
  2. Check Main customers for main guests (if you are a main guest)
  3. Bấm Add customer (hoặc Save tuỳ cơ chế)
  4. Kiểm tra khách đã nằm trong List customers
  5. Can Edit/Delete Guests in the List
  6. Press “Save”

6. Perform the status operation (Registration / Confirmation / Save & Check-in)

  • Full range of pre-manent fields
  • Press the corresponding button
  • The system returns results (success/failure) with a notification displayed on the screen

IV. Description Of GUI (User Interface)

The Reservation details display include the main areas:

  1. Common area
    1. Reservation code: Mã định danh booking.
    2. Confirm code: Mã xác nhận booking. Nếu reservation thuộc Group reservation, nhiều reservation sẽ có chung 1 Confirmation code với các reservation cùng group reservation.
    3. Reservation type: Displays the real-time reservation type of reservation.
  2. Khu vực “Room information”
    1. General information:
      1. Housekeeping weekly: The reservations housekeeping schedule. Displays the corresponding checkboxes of the week. Only show if the reservation has Accommodation type = “Long stay”. Users can edit the state checkbox when the reservation has Reservation type “Definite” / “Tientative” / “Waiting” / “Checkin” / “Noshow”
      2. Booked room type: Hạng phòng đặt trước khi checkin. Nếu:
  • Resveration has Reservation type = “Definite”/ “Tentative”/ “Noshow”: Shows the previously selected room rank. Allows to edit.
  • Resveration có Reservation type = “Checkin”/ “Checkout”/ “Cancelled”: Hiển thị hạng phòng đã chọn trước khi checkin. Không cho phép chỉnh sửa.
  • Resveration có Reservation type = “Waiting”: Hiển thị trống. Cho phép chỉnh sửa khi user đổi Reservation type của reservation thành “Definite”/ “Tentative”.

iii. Actual room type: Room class is in use. If:

  • Reservation has Reservation type = “Definite”/ “Tentative”/ “Waiting”/ “Checkin”/ “Noshow”: Displays the previously selected room class. Allows to edit.
  • Resveration has a Reservation type = “Checkout” / “Cancelled”: Displays the selected room class before checkin. No modification allowed.

iv. Room: Số phòng đang assign cho reservation. Nếu:

  • Reservation has Resevation type = “Definite”/ “Tentative”/ “Noshow”, if:
    • Trước đó chưa chọn phòng, hiển thị null. Cho phép chỉnh sửa.
    • Nếu đã chọn phòng trước đó, hiển thị số phòng đã chọn trước đó
  • Reservation có Resevation type = “Checkin”: Hiển thị số phòng đã chọn trước đó. Cho phép chỉnh sửa.
  • Reservation có Reservation type = “Checkout”/ “Cancelled”: Hiển thị số phòng đã chọn trước đó. Không cho phép chỉnh sửa.
  • Reservation has Reservation type = “Waiting”: Displays null. No modification allowed.
  • Reservation đang có checkbox “Room is blocked” = True: Hiển thị số phòng đã chọn trước đó. Không cho phép chỉnh sửa.
  • Reservation chuyển Reservation type từ “Definite”/ “Tentative” thành “Waiting”: Số phòng đã chọn (nếu có) sẽ bị tạm thời bỏ chọn.

v. Floor: Số tầng tương ứng với số phòng đã chọn. Nếu:

  • Reservation có Room = Số phòng: Hiển thị số tầng tương ứng số phòng đã chọn. Không cho phép chỉnh sửa
  • Reservation has Room = null: Displays null. No modification allowed.

vi. Building: The name of the selected room. If:

  • Reservation has Room = Room Number: Displays the name of the building corresponding to the number of selected rooms. Not allowed for editing
  • Reservation has Room = null: Displays null. No modification allowed.

vii. Room direction: Direction of the room. If:

  • Reservation has Room = Room Number: Displays the direction of the room corresponding to the number of selected rooms. Not allowed for editing
  • Reservation has Room = null: Displays null. No modification allowed.

viii. Room view: Tầm nhìn của phòng. Nếu:

  • Reservation has Room = Room Number: Displays the corresponding view of the selected room number. Not allowed for editing
  • Reservation has Room = null: Displays null. No modification allowed.

ix. Arrival date: Day checkin. If:

  • Reservation có Resevation type = “Definite”/ “Tentative”/ “Noshow”: Hiển thị ngày checkin dự kiến đã chọn trước đó. Cho phép chỉnh sửa.
  • Reservation có Resevation type = “Checkin”: Hiển thị thời gian checkin thực tế. Không cho phép chỉnh sửa.
  • Reservation has Reservation type = “Checkout”/ “Cancelled”: Displays the actual/expected checkin date. No modification allowed.
  • Reservation has Reservation type = “Waiting”: Displays the expected checkin date previously selected. Allows to edit.

x. Departure date: Ngày checkout. Bắt buộc chọn ngày lớn hơn tối thiểu 1 ngày so với ngày đã chọn tại field “Arrival date”. Nếu:

  • Reservation has Resevation type = “Definite”/ “Tentative”/ “Noshow”: Show the expected checkout date previously selected. Allows to edit.
  • Reservation has Resevation type = “Checkin”: Displays the expected checkout time. Allows to edit.
  • Reservation có Reservation type = “Checkout”/ “Cancelled”: Hiển thị ngày checkout thực tế/ dự kiến. Không cho phép chỉnh sửa.
  • Reservation has Reservation type = “Waiting”: Displays the expected checkout date previously selected. Allows to edit.

xi. Folio end date: The end of the folio period. If:

  • Reservation có Accommodation type = “Short term”:
    • Reservation có Resevation type = “Definite”/ “Tentative”/ “Noshow”: Hiển thị ngày kết thúc kỳ Folio. Cho phép chỉnh sửa.
  • Reservation có Accommodation type = “Long stay”:
    • Reservation có Resevation type = “Definite”/ “Tentative”/ “Noshow”/ “Waiting”: Hiển thị ngày kết thúc kỳ Folio. Mặc định là ngày checkout của booking. Không cho phép chỉnh sửa.
    • Reservation has Resevation type = “Checkin”: Displays the date of the previous selected Folio. If the user does not update, it is default to show the Folio end date with the reservation checkout date. Allows to edit.
    • Reservation có Reservation type = “Checkout”/ “Cancelled”: Hiển thị ngày kết thúc kỳ Folio mới nhất của reservation. Không cho phép chỉnh sửa.

xii. Toggle “Short term”/ “Long term”: Tuỳ chọn hình thức thuê của reservation. Nếu:

  • Reservation có Reservation type = “Cancelled”/ “Checkout”/ “Checkin”: Hiển thị state toggle đã lưu trước đó. Không cho phép user chỉnh sửa.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting”/ “Noshow”: Hiển thị state toggle đã lưu trước đó. Cho phép user chỉnh sửa

xiii. Toggle “Receivables” / “Guest ledger”: Option to mark the type of reservation. Only display when the reservation has Accommodation type = “Long term”. If:

  • Reservation có Reservation type = “Cancelled”/ “Checkout”/ “Checkin”: Hiển thị state toggle đã lưu trước đó. Không cho phép user chỉnh sửa.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting”/ “Noshow”: Hiển thị state toggle đã lưu trước đó. Cho phép user chỉnh sửa

xiv. Adults/ Childen: Số lượng khách là người lớn và trẻ em trong reservation. Cho phép chỉnh sửa. Đảm bảo 1 reservation phải có ít nhất 1 người lớn. Nếu:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Shows the number of previously saved guests. Do not allow user to edit.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting”/ “Noshow”/ “Checkin”: Displays the number of previously saved guests. Allows the user to edit

xv. Type: Type of reservation. Display the reservation type before checking the reservation. There are 3 types: “Definite”, “Tentative” and “Waiting”. If:

  • Reservation có Reservation type = “Cancelled”/ “Checkout”: Hiển thị Reservation type đã lưu trước khi Cancelled/ Noshow. Không cho phép user chỉnh sửa.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting”/ “Noshow”: Hiển thị Reservation type đã lưu trước đó. Cho phép user chỉnh sửa thông tin các field.
  • Reservation type = “Checkin”: Ẩn field “Type” nhằm không cho phép chỉnh sửa.

xvi. Checkbox “Breakfast”: The option to use breakfast service. If:

  • Reservation có Reservation type = “Cancelled”/ “Checkout”: Không cho phép chỉnh sửa state checkbox “Breakfast”
  • Reservation has Reservation type = “Definite” / “Tentative”/ “Waiting”/ “Checkin”/ “Noshow”: Allows editing of the “Breakfast” checkbox. If:
    • State checkbox “Breakfast” = checked -> Cho phép chỉnh sửa các field nhập số lượng và rate code ăn sáng cho người lớn và trẻ em. 
    • State checkbox “Breakfast” = unchecked -> Do not allow editing fields to enter the number and rate of breakfast code for adults and children.

xvii. Breakfast adults/years: The number and rate of breakfast codes for adults and children in reservations. Only allow editing when the “Breakfast” checkbox is checked. There are 4 fields:

  • Field “Number of Adult Use Breakfast”: The number of guests is the majority of people using breakfast services. Allows to edit. By default, take the number of adults using breakfast service equal to the large number of reservations.
  • Field “Breakfast adult rate code”: Gói ăn sáng cho khách là người lớn. Cho phép chỉnh sửa.
  • Field “Number of children using breakfast”: The number of guests who are children using breakfast services. Allows to edit. By default, take the number of children using breakfast services equal to the number of children staying at the reservation.
  • Field “Breakfast children rate code”: Gói ăn sáng cho khách là trẻ em. Cho phép chỉnh sửa.

xviii. Deposit: Hiển thị giá trị deposit hiện có của reservation. Nếu:

  • Reservation không có bất kì giao dịch deposit hoặc có giao dịch nhưng đã sử dụng hết/ hoàn lại: Hiển thị “0”.
  • Reservation has the remaining deposit balance: Displays the deposit value available of the reservation.

xix. Rate code: Chính sách giá bán phòng của reservation. Hiển thị Rate code đã chọn trước đó. Nếu:

  • Reservation có Reservation type = “Cancelled”/ “Checkout” hoặc state checkbox “Complimentary” = checked hoặc state toggle “House used” = ON: Không cho phép chỉnh sửa Rate code
  • Reservation has Reservation type = “Definite”/ “Tentative”/ “Waiting”/ “Checkin”/ “Noshow”: Allows to edit Rate code

xx. Total price: Giá trị tiền phòng theo đêm/ kỳ. Nếu:

  • Reservation có Reservation type = “Cancelled”/ “Checkout”: Không cho phép user chỉnh sửa.
  • Reservation có Reservation type = “Definite”/ “Tentative”/ “Waiting”/ “Checkin”/ “Noshow”, nếu:
    • Reservation has Accommodation type = “Short term”: displays the corresponding pre-room value of 1 night.
    • Reservation có Accommodation type = “Long term”: hiển thị giá trị tiền phòng tương ứng 1 kỳ (mặc định 1 tháng). Popup “Rate daily details” tự động chia đều giá trị tiền phòng 1 tháng cho từng đêm ở.
    • Reservation has a “Complimentary” state checkbox = checked or state toggle “House used” = ON: The system does not allow to edit the value and default to transfer the value = “0” for each night at the reservation.
    • Users want to adjust the room rate every night, click the “Details” button at the field “Total price” to open the popup “Rate daily details” and make a view/edit the price for the night you want to operate. After editing, the total value of the reservation will be updated at the line at the foot of the popup “Rate daily details”. If:
    • State checkbox “Open room rate” = checked in the column “Total price” on the “Rate daily” popup: Allows users to edit the room price of the corresponding night.
    • State checkbox “Open room rate” = unchecked in the “Total price” column on the “Rate daily” popup: Do not allow users to edit the room rate of the corresponding night.
    • State checkbox “Open total price” = checked: field “Discount by rank” does not allow editing. The system automatically switches textbox status to allow users to enter/edit the value at the field “Total price”.
    • State checkbox “Open total price” = unchecked: field “Discount by rank” cho phép chỉnh sửa. Mặc định hiển thị giá trị tiền phòng 1 đêm đã config cho Rate code đã chọn.

xxi. Discount by rank: Giảm giá tiền phòng theo giá trị cụ thể hoặc phần trăm dựa trên cấu hình Rank cho Company/ TA tương ứng đã chọn tại field “Agency”. Nếu:

  • Reservation có Reservation type = “Cancelled”/ “Checkout”: Không cho phép user chỉnh sửa.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”, if:
    • Reservation has Accommodation type = “Short term”: displays the corresponding room reduction value of 1 night.
    • Reservation có Accommodation type = “Long term”: hiển thị giá trị giảm tiền phòng tương ứng 1 kỳ (mặc định 1 tháng). Popup “Rate daily details” tự động chia đều giá trị tiền phòng 1 tháng cho từng đêm ở.
    • State checkbox “Discount type” = check-check: Allows the user to enter the room discount value in percentages. It is not allowed to enter negative numbers or exceed the maximum percentage of configuration for selected Company/TATA.
    • State checkbox “Discount type” = unchecked: Allows users to enter room discount value in specific values. It is not allowed to enter negative numbers or exceed the maximum value configured for the TAselected Company/TA.

xxii. Final price: The price of the end of the room after/including the discount and does not allow corrections. If:

  • State checkbox “Open total price” = checked: Hiển thị giá trị giống với giá trị đang hiện tại field “Total price”
  • State checkbox “Open total price” = unchecked, hiện giá trị sau khi tính công thức = Giá trị tại Total price – Giá trị giảm được tính tại field “Discount by rank”. Nếu:
    • State checkbox “Discount type” = checked, if:
      • Reservation has Accommodation type = “Short term”: The “Discount value” column value of the record in the popup “Rate daily” is calculated in the formula = Value at Total price * The percentage value entered at the field “Discount by rank” for each day.
      • Reservation có Accommodation type = “Long term”: Giá trị cột “Discount value” của các record trong popup “Rate daily” được tính bằng công thức = Giá trị tại Total price * Giá trị phần trăm đã nhập tại field “Discount by rank”, sau đó chia 1 tháng (30 ngày)
    • State checkbox “Discount type” = unchecked, if:
      • Reservation has Accommodation type = “Short term”: The “Discount value” column value of the record in the popup “Rate daily” is directly derived from the specific value entered at the field “Discount by rank” for each day.
      • Reservation has Accommodation type = “Long term”: The “Discount value” column value of the record in the popup “Rate daily” is calculated using the specific value formula entered at the field “Discount by rank” divided 1 month (30 days)

xxiii. Payment method: Phương thức thanh toán. Nếu:

  • Reservation có Reservation type = “Cancelled”/ “Checkout”: Không cho phép user chỉnh sửa.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit.

xxiv. Customer type: Type of guest. Allows to edit.

  • Reservation có Reservation type = “Cancelled”/ “Checkout”: Không cho phép user chỉnh sửa.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting”/ “Checkin”/ “Noshow”: Cho phép user chỉnh sửa.

xxv. Agency: Company / Travel agent arising reservation. Only allow corrections if the user has permissions.

  • Reservation có Reservation type = “Cancelled”/ “Checkout”: Không cho phép user chỉnh sửa.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting”/ “Checkin”/ “Noshow”: Cho phép user chỉnh sửa.

xxvi. Togggle “House used”: Tuỳ chọn đánh dấu reservation nội bộ. Nếu:

  • Reservation có Reservation type = “Cancelled”/ “Checkout”: Không cho phép user chỉnh sửa.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit.
    • State toggle “House used” = ON:
      • Field “Rate code” temporarily does not allow editing.
      • Field “Total price” không cho phép chỉnh sửa, tự động chỉnh giá phòng = 0.
    • State toggle “House Used” = OFF:
      • Field “Rate code” temporarily allows editing.
      • Field “Total price” allows editing, default

xxvii. Toggle “No post servcie”: The reservation markup option does not allow or allow revenue posts from the Business area, Housekeeping service, Room service. The special service is not affected by this toggle.

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit.

xxviii. Created by: User Creates Rsservation. No modification allowed.

xxix. Source: Source of reservation.

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit.

xxx. Market segment: Market segment to create reservations.

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit.

xxxi. Main room: The original room of reservation. It is only displayed when the reservation is assigning the Dummy room.

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit.

xxxii. Checkbox “Room is blocked”: Optional does not or allows editing the reservation reservations number.

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. If:
    • State checkbox “Room is blocked” = Checked: Do not allow users to edit the selected room in the field “Room”.
    • State checkbox “Room is blocked” = Unchecked: Allows users to edit the selected room in the field “Room”.

xxxiii. Checkbox “Complimentary”: Free reservation marker option. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. If:
    • State checkbox “Complimentary” = Checked:
      • Do not allow users to edit “Rate code” and “Total price”.
      • Automatically adjust the value at the field “Total price” = 0.
    • State checkbox “Complimentary” = Unchecked: Allows users to edit the selected room in the field “Room”.
      • Allows users to edit “Rate code” fields and “Total price”.
      • The room rate at the field “Total price” is the value of the room that has been configured for the selected Rate code at the time of editing the checkbox.

xxxiii. Travelling purpose: Purpose of the trip. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit.

xxxiv. Number of cards: The number of room cards is currently assing for reservation. Do not allow value correction. Automatically update when there is a change in the total number of cards assigned for reservation.

xxxv. Special service: Special service. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. Users are allowed to add/edit/delete special services added to reservations. If:
    • Add special services: Users select the service on the menu and then enter all the required information, then click “Add” to confirm the service for reservation. If the service has the quantity management in the warehouse will allow users to click the “Service availability” button to check the number of visas of the service corresponding to the use days of use.” Users can check the list of special services on the Transaction list to confirm the last time before pressing the “Save” button to officially add special services to the resevation. After adding special services, the service will be generated revenue from the time of EOD audit date = Date From to selected To Day.
    • Special service editing: User chooses a special service that has previously been added to the reservation to edit. The service information added will automatically fill in the field information for the user to edit. After updating the new information for the added special service, press the “Save” button to apply new information to the service.
    • Delete special services: User checks and finds the previous special service for reservation, and then presses the “Delete” button on the line of services you want to delete. After successful deletion, the corresponding service will not show and do not generate revenue for reservation.

xxxvi. Note: Notes reservation. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit.
  1. Khu vực “Customer information” được chia làm 2 phần:
    1. Form nhập thông tin khách (Customer form) – phía trên. Mặc định hiển thị trống các field thông tin.

i. Title: The Name. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting”/ “Checkin”/ “Noshow”: Cho phép user chỉnh sửa. Bắt buộc chọn/ điền giá trị nếu user muốn thêm/ chỉnh sửa thông tin khách cho reservation.

ii. Full name: Tên đầy đủ của khách. Nếu:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting”/ “Checkin”/ “Noshow”: Cho phép user chỉnh sửa. Bắt buộc điền nếu user muốn thêm/ chỉnh sửa thông tin khách cho reservation.

iii. Phone number: Contact phone number of guests. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting”/ “Checkin”/ “Noshow”: Cho phép user chỉnh sửa. Không bắt buộc nhập giá trị nếu user muốn thêm/ chỉnh sửa thông tin khách của reservation.

iv. Email: E-mail address information. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. It is not required to enter the value if the user wants to add/edit the guest information of the reservation.

v. Gender: Gender. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. It is not required to enter the value if the user wants to add/edit the guest information of the reservation.

vi. ID card: ID card code. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. It is not required to enter the value if the user wants to add/edit the guest information of the reservation.

vii. Nationality: Quốc tịch. Nếu:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. Enable to enter the value if the user wants to add/edit the guest information of the reservation.

viii. Passport: Passport code. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. It is not required to enter the value if the user wants to add/edit the guest information of the reservation.

ix. Passport expired date: Passport expiry date. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. Allow to leave it blank. If the user enters, it is necessary to enter the expiry date of the passport greater than or equal to 1 month from the date of entry.

x. Job: Job location. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. It is not required to enter the value if the user wants to add/edit the guest information of the reservation.

xi. Fax: The Fax Number. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. It is not required to enter the value if the user wants to add/edit the guest information of the reservation.

xii. Visa: Visa code. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. It is not required to enter the value if the user wants to add/edit the guest information of the reservation.

xiii. Visa expiry: Date of expiry of visa. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. It is not required to enter the value if the user wants to add/edit the guest information of the reservation. If the user selects the value at this field, it is mandatory to select the date from present to the future.

xiv. Membership card number: Membership code. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. It is not required to enter the value if the user wants to add/edit the guest information of the reservation.

xv. Membership card tier: Membership card class.

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. It is not required to enter the value if the user wants to add/edit the guest information of the reservation.

xvi. Birthday: Date of birth. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. It is not required to enter the value if the user wants to add/edit the guest information of the reservation.

xvii. Toggle “Main customer”: The option to mark the main guest of the reservation. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. The state toggle “Main customer” is OFF.

xviii. Tax code: Tax code. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. Allow to leave it blank.

xix. Checkbox “Child”: The option to mark guests as children. If:

  • Reservation has Reservation type = “Cancelled”/ “Checkout”: Does not allow user editing.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting” / “Checkin” / “Noshow”: Allows users to edit. The default state checkbox “Child” is unchecked.

xx. Button “Add customer”: Add guests by selecting old guests (guests who have been to the hotel”. Once clicked, display the popup “List customers” including the guest information that was saved in the CRM and allows the user to select. After the user presses the “Select” button on any guest information line in the list, the corresponding guest information is automatically filled in the information fields that allow the user to edit the information. If:

  • Reservation có Reservation type = “Cancelled”/ “Checkout”: Không cho phép user thao tác.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting”/ “Checkin”/ “Noshow”: Allows users to open the popup “List customers” to manipulate.

xxi. Button “Upload image”: Tải hình ảnh hồ sơ liên quan khách tương ứng. Nếu:

  • Reservation có Reservation type = “Cancelled”/ “Checkout”: Không cho phép user thao tác.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting”/ “Checkin”/ “Noshow”: Cho phép user thao tác. Không bắt buộc nhập giá trị nếu user muốn thêm/ chỉnh sửa thông tin khách của reservation.

xxii. Button “Upload file”: Tải file hồ sơ liên quan khách tương ứng.

  • Reservation has Reservation type = “Cancelled” / “Checkout”: Do not allow the user to manipulate.
  • Reservation type = “Definite”/ “Tentative”/ “Waiting”/ “Checkin”/ “Noshow”: Cho phép user thao tác. Không bắt buộc nhập giá trị nếu user muốn thêm/ chỉnh sửa thông tin khách của reservation.

xxiii. Button “Save”: Lưu khách vào danh sách các khách ở của reservation. Nếu:

  • Reservation có Reservation type = “Cancelled”/ “Checkout”: Không cho phép user thao tác.
  • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Allows the user to manipulate.
  • Khi nhấn sẽ kiểm tra các điều kiện:
    • Kiểm tra các field bắt buộc nếu chưa điền đủ thông tin sẽ thông báo user.
    • 1 reservation phải có ít nhất 1 khách là người lớn và phải có 1 main guest.

xxiv. Button “Clear”: Empties of information fields. If:

  • Reservation has Reservation type = “Cancelled” / “Checkout”: Do not allow the user to manipulate.
  • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Allows the user to manipulate. After pressing, the values filled on the above fields will be deleted and not saved changes to the system.

b. The “List customers” table – below, shows all guests belonging to the booking.

Bảng gồm các cột thông tin:

  • Title: Danh xưng.
  • Main customer: Thể hiện đánh dấu khách là khách chính của reservation.
  • Full name: Tên khách.
  • ID card: Mã định danh.
  • Passport: Passport code.
  • Phone number: Số điện thoại.
  • Nationality: Quốc tịch.
  • Action: Action. Includes:
    • Update: Edit guest information. Once pressed, the system automatically synchronizes the corresponding guest information on the fields.
    • Delete: Delete the saved guest of that reservation.
  1. The main actions:
  • Registration: In the registration card. Click to print the Registration card with the most recent deposit information of the reservation.
  • Confirmation: In the Confirmation Letter. Click to print the Confirmation letter with the most recent deposit information of the reservation.
  • Save and checkin: Save and checkin. Click to save the latest information and checkin reservation is viewing details.
  • Save: Save. Click to save the latest information for reservation.

V. General Guidance and Support

  1. Tips For Use:
    1. When receiving a new reservation (not yet checked):
      • Make sure to add at least 1 adult guest with:
        • Title
        • Full name
        • Nationality
        • Contact (phone /email if applicable)
        • Is child: False
        • Mark the main customer = True.
      • Check the number of Adults/Chipris in accordance with the number of guests who have entered the information
      • Check the number of guests using the breakfast service
    2. Before the check-in:
      • Update/check:
        • Passport/ID, Visa + expiry date.
        • Membership card (if any).
      • Upload ảnh/ file scan giấy tờ nếu quy trình yêu cầu.
    3. Trong thời gian khách ở:
      • If you change guests, add guests:
        • Add new guests, reset Main customer (if needed).
        • Do not delete all guests in the list
        • Số lượng thông tin khách trong reservation phải bằng số lượng khách ở đã nhập
      • Kiểm tra số lượng khách ở và số lượng khách sử dụng dịch vụ ăn sáng nếu update
    4. After the check-out:
      • Do not allow any information to be corrected after the reservation has checkedout/ cancelled.
  2. Support: If you have a problem, contact email support@airfeedkh.com.
  3. Update: This guideline may change. Please check the latest version in the “Help” section.

Language: the ENG

Function (Function Description)The “Reservation details” screen allows users to view all detailed information of one individual reservation (Individual booking), perform allowed edit actions, and monitor reservation information and status throughout the entire life cycle of the booking.
Version (Version)v1.0
Creation date (Created at)Feb 18, 2026
Conditions of use (Prerequisites)The device has been whitelisted by IP address, has VPN and a stable internet connectionA PMS login account already exist. If the user does not yet have an account, they must contact the support team or an Admin to create one.The user has been granted the “View booking details” permission (required) and other related permissions such as “Checkin”.

I. Introduction and Objectives

1. Introduction

This document guides end users on how to use the Reservation details screen to view and manage detailed information of a personal booking.

Role of the Reservation Details Screen:

  • Quickly view important booking information: Reservation code / Confirmation code, Room type, Room number, Checkin date / Checkout date, Number of guests using breakfast, room rate, and Company / Market segment.
  • Updated necessary information fields for operation (Assign room, edit stay dates, update room rate, update special services, update number and information of guests).
  • Perform business actions according to status (for example, registration / Save & checkin / Save).
  • Identify, handle, and operate on common cases.

2. Objectives

  • View the full detailed information of 1 reservation (individual guest).
  • Ensure front office, reservation, cashier, and manager staff understand:
    • Customer information, staying dates, rate, status, notes, …
  • Perform allowed actions on the booking:
    • Update customer information, staying dates, rate, status, notes.
    • Perform check-in according to correct business process and permissions.

II. Main Features

  • View detailed booking information
    • Quickly view identification information of the booking: Reservation code and confirmation code.
    • Identify reservation type in order to perform business actions on the booking.
    • View the current status of the booking.
    • View the deposit amount is currently available for the booking.
  • Updated date of the booking:
    • Update Arrival datetime and Departure datetime.
    • The system automatically calculates “Number of days stay”.
    • Manage “Folio end date” (folio closing date).
  • Update room number:
    • View and adjust:
      • Booked room type: Room type booked.
      • Actual room type: Actual room type in use.
      • Room: Room number assigned to the reservation via the “Select room” button.
    • Some related information for the selected room (Floor and Building) will automatically display after the room is assigned.
  • Update number of guests and includes breakfast service
    • Update number of guests at “Adults” and “Children” fields.
    • Set up breakfast service according to number of adults/childs (Optional).
  • Manage room rate
    • Select “Rate code” to apply pricing policy.
    • View / adjust Total price / Daily price, Discount room rate and Final price.
    • Ensure the final price correctly the dose per night (short term) or per period (long term), number of guests, basic rate and discount.
  • Manage booking source
    • Set “Customer type”, “Source”, “Market segment”, “Agency” (Required).
    • Set “Travelling purpose” (Optional).
  • Configure special business options (Room is blocked, Complimentary, No post service, Short/Long term):
    • Room is blocked: mark that the reservation is prioritized to select room according to request.
    • No post service: prevent recording / posting services.
    • Complimentary: Mark the reservation as complimentary (free of charge).
  • Manage additional services (Special service):
    • View the service list with columns: Code, Name, From – To, Quantity, Unit price, %SC, %CACT, %VAT, …
    • Perform Add / Edit to add or modify services (depending on permission and booking status).
  • Manage the reservation’s customer information and guest list
    • Add / update customer information: Full name, Nationality, Passport/ID, Visa, Email/Phone…
    • Mark Main customer.
    • Upload images/files of related documents (if allowed).
    • View the guest list in the List customers table and perform Edit / Delete.
  • Perform business actions by status (Registration, Confirmation, Save and checkin, Save): these buttons may be hidden / disabled depending on permissions.
  • Quickly access related tabs
    • Folio: folio and charge lines, revenue.
    • Transaction: payment transactions.

III. Basic Operating Steps on the Screen

Below are standard operating steps to use this function. Follow in order to ensure effectiveness.

1. View detailed booking information

i. Open the reservation from the list (Reservation list / Room plan).
ii. Observe Reservation code / Confirm code.
iii. View in order:

  • Room information (room, stay date, guests, rate, source, etc.)
  • Special services
  • Customer information + List of customers
    iv. If there is an update to the booking information, follow the cases subsequent.

2. Assign room (Select room)

i. At the Room“room” field click the “Select room” button.
ii. Select a suitable room (rooms displayed in the list of rooms that meet the assignment condition: available within the booking’s staying dates).
iii. The system auto-fills Floor / Building / Room view / Room direction.
iv. Click “SaveSave.”

3. Update stay dates (Arrival / Departure)

  1. Edit Arrival datetime or Departure datetime.
  2. Check for “Number of Days Stay”.
  3. Check for “Folio End Date”. The date preselected at the “Folio end date” field will by default…
  4. Click “Save.”

4. Update rate / rate code

  1. Select “Rate code.”
  2. Check for “Total Price”: After selecting a new Rate code, the system automatically loads the room rate.
  3. If there is a discount: enter the discount value by amount / % at the “Discount by rank” field. If the user already edited the rate at the “Total price” field → the “Discount by rank” field will be disabled to prevent editing.
  4. Check the value at the “Final price” field.
  5. Click “Save”.

5. Add guest / update guest information

  1. Enter information in the “Customer information” form section.
  2. Check the main customer for the main guest (if this is the main guest).
  3. Click Add Customer (or Save Depend on the mechanism).
  4. Check that the guest appears in List customers.
  5. You can edit / Delete guests in the list.
  6. Click “Save”.

6. Perform status actions (Registration / Confirmation / Save & Check-in)

  • Fill in all required fields first.
  • Click the corresponding button.
  • The system returns a result (success/safory) with a message displayed on the screen.

IV. GUI (User Interface) Description

The Reservation details screen is divided into the following main areas:

  1. General area
    1. Reservation code: Booking identification code.
    2. Confirm code: Booking confirmation code. If the reservation belongs to a Group reservation, multiple reservations will share one Confirmation code with other reservations in the same group reservation.
    3. Reservation type: Displays the reservation type according to the real-time status of the reservation.
  2. “Room information” area
    1. Overview of information:
      1. Housekeeping weekly: Room cleaning schedule of the reservation. Displays checkboxes corresponding to days of the week. Only displayed if the reservation has Accommodation type = “Long stay”. The user can edit the checkbox state when the reservation has Reservation type “Definite” / “Tientative” / “Waiting” / “Checkin” / “Noshow”.
      2. Booked room type: Room type booked before checkin. If:
        • Reservation has Reservation type = “Definite” / “Natured” / “Noshow”: Displays the ever selected room type. Editable.
        • Reservation has Reservation type = “Checkin” / “Checkout” / “Cancelled”: Displays the room type selected before checkin. Not editable.
        • Reservation has Reservation type = “Waiting”: Displays blank. Edit when the user changes the reservation’s Reservation type to “Definite” / “Tentative”.
          iii. Actual room type: Room type currently in use. If:
        • Reservation has Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Displays the previously selected room type. Editable.
        • Reservation has Reservation type = “Checkout” / “Cancelled”: Displays the room type selected before checkin. Not editable.
          iv. Room: Room number currently assigned to the reservation. If:
        • Reservation has Reservation type = “Definite” / “Tentative” / “Noshow”, then:
          • If no room has been selected before, displays null. Editable.
          • If a room has been selected before, displays the ever selected room number.
        • Reservation has Reservation type = “Checkin”: Displays the previously selected room number. Editable.
        • Reservation has Reservation type = “Checkout” / “Cancelled”: Displays the previously selected room number. Not editable.
        • Reservation has Reservation type = “Waiting”: Displays null. Not editable.
        • Reservation has checkbox “Room is blocked” = True: Displays the ever selected room number. Not editable.
        • When Reservation type changes from “Definite” / “Tentative” to “Waiting”: The selected room (if any) will be temporarily unassigned.
          v. Floor: Floor number corresponding to the selected room. If:
        • Reservation has Room = room number: Displays the floor corresponding to the selected room. Not editable.
        • Reservation has Room = null: Displays null. Not editable.
          vi. Building: Building name corresponding to the selected room. If:
        • Reservation has room number: Displays the building name corresponding to the selected room. Not editable.
        • Reservation has Room = null: Displays null. Not editable.
          vii. Room direction: Direction of the room. If:
        • Reservation has Room = room number: Displays the direction corresponding to the selected room. Not editable.
        • Reservation has Room = null: Displays null. Not editable.
          viii. Room view: View of the room. If:
        • Reservation has Room = room number: Displays the view corresponding to the selected room. Not editable.
        • Reservation has room = null: Displays null. Not editable.
          ix. Arrival date: Checkin date. If:
        • Reservation has Reservation type = “Definite” / “Notetive” / “Noshow”: Displays the previously selected expected checkin date. Editable.
        • Reservation has Reservation type = “Checkin”: Displays the actual checkin time. Not editable.
        • Reservation has Reservation type = “Checkout” / “Cancelled”: Displays the actual / expected checkin date. Not editable.
        • Reservation has Reservation type = “Waiting”: Displays the last selected checkin date. Editable.
          x. Departure date: Checkout date. Must be at least 1 day greater than the date selected at the “Arrival date” field. If:
        • Reservation has Reservation type = “Definite” / “Tentative” / “Noshow”: Displays the previously selected expected checkout date. Editable.
        • Reservation has Reservation type = “Checkin”: Displays the expected checkout time. Editable.
        • Reservation has Reservation type = “Checkout” / “Cancelled”: Displays the actual / expected checkout date. Not editable.
        • Reservation has Reservation type = “Waiting”: Displays the previously selected expected checkout date. Editable.
          xi. Folio end date: Folio closing date. If:
        • Reservation has Accommodation type = “Short term”
          • Reservation has Reservation type = “Definite” / “Tentative” / “Noshow”: Displays the folio closing date. Editable.
        • Reservation has Accommodation type = “Long stay”:
          • Reservation has Reservation type = “Definite” / “Tentative” / “Noshow” / “Waiting”: Displays the folio closing date. Default is the booking’s checkout date. Not editable.
          • Reservation has Reservation type = “Checkin”: Displays the last selected folio closing date. If the user does not update, the folio closes default to the reservation’s checkout date. Editable.
          • Reservation has Reservation type = “Checkout” / “Cancelled”: Displays the latest folio closing date of the reservation. Not editable.
            xii. Toggle “Short term” / “Long term”: Option to select the reservation’s rental type. If:
        • Reservation has Reservation type = “Cancelled” / “Checkout” / “Checkin”: Displays the last saved toggle state. Not editable.
        • Reservation type = “Definite” / “Tentative” / “Waiting” / “Noshow”: Displays the previously saved toggle state. Editable.
          xiii. Toggle “Receivables” / “Guest ledger”: Option to mark reservation type. Only displayed when the reservation has Accommodation type = “Long term”. If:
        • Reservation has Reservation type = “Cancelled” / “Checkout” / “Checkin”: Displays the last saved toggle state. Not editable.
        • Reservation type = “Definite” / “Tentative” / “Waiting” / “Noshow”: Displays the last saved toggle state. Editable.
          xiv. Adults / Children: Number of adults and children in the reservation. Editable. Ensure each reservation has at least 1 adult. If:
        • Reservation has Reservation type = “Cancelled” / “Checkout”: Displays the last saved number of guests. Not editable.
        • Reservation type = “Definite” / “Tientative” / “Waiting” / “Noshow” / “Checkin”: Displays the last number saved of guests. Editable.
          xv. Type: Reservation type. Displays the reservation type before checkin. There are 3 types: “Definite”, “Tentative” and “Waiting”. If:
        • Reservation has Reservation type = “Cancelled” / “Checkout”: Displays the reservation type saved before Cancelled / Noshow. Not editable.
        • Reservation type = “Definite” / “Tentative” / “Waiting” / “Noshow”: Displays the previously saved reservation type. Allows editing of related fields.
        • Reservation type = “Checkin”: The “Type” field is hidden to prevent editing.
          xvi. Checkbox “Breakfast”: Breakfast service option. If:
        • Reservation has Reservation type = “Cancelled” / “Checkout”: Not allowed to change the “Breakfast” checkbox state.
        • Reservation has Reservation type = “Definite” / “Tientative” / “Waiting” / “Checkin” / “Noshow”: Allowed to change the “Breakfast” checkbox state. If:
          • “Breakfast” checkbox = checked -> Allows to edit quantity and rate code fields for breakfast for adults and children.
          • “Breakfast” checkbox = unchecked -> Does not allow editing those quantity and rate code fields.
            xvii. Breakfast / children: Quantity and breakfast rate code for adults and children in the reservation. Editable only when “Breakfast” checkbox = checked. Includes 4 fields:
        • Field “Number of adult using breakfast”: Number of adults using breakfast service. Editable. Default equals the number of adults staying in the reservation.
        • Field “Breakfast adult rate code”: Breakfast package for adults. Editable.
        • Field “Number of children using breakfast”: Number of children using breakfast service. Editable. Default equals the number of children staying in the reservation.
        • Field “Breakfast children rate code”: Breakfast package for children. Editable.
          xviii. Deposit: Displays the current deposit value of the reservation. If:
        • The reservation has no deposit transaction or the deposit has been fully used / refunded: Displays “0”.
        • The reservation has remaining deposit balance: Displays the current deposit amount of the reservation.
          xix. Rate code: Room pricing policy of the reservation. Displays the previously selected Rate code. If:
        • Reservation has Reservation type = “Cancelled” / “Checkout” or “Complimentary” checkbox = checked or “House used” toggle = ON: Rate code is not editable.
        • Reservation has Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Rate code is editable.
          xx. Total price: Room rate per night / period. If:
        • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
        • Reservation has Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”, then:
          • Reservation has Accommodation type = “Short term”: displays room rate per night.
          • Reservation has Accommodation type = “Long term”: displays room rate per period (default 1 month). The “Rate daily details” popup automatically splits the 1‑month room rate by each night.
          • Reservation where “Complimentary” checkbox = check or “House used” = On: The system does not allow editing and automatically sets the value = “0” for each night of the reservation.
          • If the user wants to adjust rate per night, click the “Details” button at the “Total price” field to open the “Rate daily details” popup and view / edit the rate for the specific night. After editing, the reservation’s total room amount is updated at the bottom row of the “Rate daily details” popup. If:
            • “Open room rate” checkbox = checked in the “Total price” column on the “Rate daily details” popup: user can edit the room rate for the corresponding night.
            • “Open room rate” checkbox = unchecked: user cannot edit the room rate for the corresponding night.
            • “Open total price” checkbox = check-in: the “Discount by rank” field is not editable. The system enables the textbox so the user can input / edit the “Total price” value.
            • “Open total price” checkbox = unchecked: the “Discount by rank” field is editable. Default is the configured room rate per night for the selected rate code.
              xxi. Discount by rank: Room discount by specific or percentage based on the Rank configuration of the selected Company / TA at the “Agency” field. If:
        • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
        • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”, then:
          • Reservation has Accommodation type = “Short term”: displays discount amount per night.
          • Reservation has Accommodation type = “Long term”: displays discount amount per period (default 1 month). The “Rate daily details” popup automatically splits the 1‑month discount by each night.
          • “Discount type” checkbox = checkcheck: user can enter discount as a percentage. Negative values or values above the configuration maximum percentage for the selected company / TA are not allowed.
          • “Discount type” checkbox = unchecked: user can enter discount as a specific amount. Negative values or values above the maximum configured amount for the selected Company / TA are not allowed.
            xxii. Final price: Final room price after including / applying discount and not editable. If:
        • “Open total price” checkbox = checkcheck: shows the same value as the current “Total price” field.
        • “Open total price” checkbox = unchecked: shows the value after calculation = Total price – discount amount calculated at “Discount by rank”. If:
          • “Discount type” checkbox = checked, then:
            • Reservation has Accommodation type = “Short term”: the “Discount value” column in each record on the “Rate daily details” popup is calculated = Total price value * input percentage at “Discount by rank” for each day.
            • Reservation has Accommodation type = “Long term”: the “Discount value” column in each record on the “Rate daily details” popup is calculated = Total price value * input percentage at “Discount by rank”, then divided by 1 month (30 days).
          • “Discount type” checkbox = unchecked, then:
            • Reservation has Accommodation type = “Short term”: the “Discount value” column in each record on the “Rate daily details” popup takes the specific value input at “Discount by rank” for each day.
            • Reservation has Accommodation type = “Long term”: the “Discount value” column in each record on the “Rate daily details” popup is calculated as the specific amount entered at “Discount by rank” divided by 1 month (30 days).
              xxiii. Payment method: Payment method. If:
        • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
        • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable.
          xxiv. Customer type: Customer type. Editable.
        • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
        • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable.
          xxv. Agency: Company / travel agency that generated the reservation. Edit only if the user has permission.
        • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
        • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable.
          xxvi. Toggle “House used”: Option to mark internal reservation. If:
        • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
        • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. If:
          • “House used” toggle = ON:
            • “Rate code” field is temporarily not editable.
            • “Total price” field is not editable, room rate is automatically set = 0.
          • “House used” toggle = OFF:
            • “Rate code” field becomes editable.
            • “Total price” field is editable, default …
              xxvii. Toggle “No post service”: Option to mark the reservation as not allowed / allowed to post revenue from Business area, Housekeeping service, Room service. Special service is not affected by this toggle.
        • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
        • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable.
          xxviii. Created by: User who has created the reservation. Not editable.
          xxix. Source: Source of the reservation.
        • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
        • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable.
          xxx. Market segment: Market segment that created the reservation.
        • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
        • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable.
          xxxi. Main room: Original main room of the reservation. Only displayed when the reservation is assigned a Dummy room.
        • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
        • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable.
          xxxii. Checkbox “Room is blocked”: Option to disallow or allow editing of the pre‑booked room of the reservation.
        • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
        • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. If:
          • “Room is blocked” checkbox = Checked: user cannot edit the selected room at the “Room field”.
          • “Room is blocked” checkbox = Unchecked: user can edit the selected room at the “Room” field.
            xxxiii. Checkbox “Complimentary”: Option to mark the reservation as complimentary (free of charge). If:
        • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
        • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. If:
          • “Complimentary” checkbox = Checked:
            • User cannot edit the “Rate code” and “Total price” fields.
            • Automatically set “Total price” field value = 0.
          • “Complimentary” checkbox = Unchecked:
            • User can edit the room selected at the “Room” field.
            • User can edit the “Rate code” and “Total price” fields.
            • Room rate at the “Total price” field is the room rate configured for the selected Rate code at the time the checkbox is edited.
              xxxiii. Travelling purpose: Purpose of the trip. If:
        • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
        • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable.
          xxxiv. Number of cards: Number of room cards is currently assigned to the reservation. Not editable. Automatically updated when there is any change in the total number of cards assigned to the reservation.
          xxxv. Special service: Special service. If:
        • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
        • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. User can add / edit / delete special services added to the reservation. If:
          • Add special service: User selects a service on the menu then enters all required information, then clicks “Add” to temporarily add the service to the reservation. If the service has inventory control, the user can click the “Service availability” button to self-check the available quantity of the service for the corresponding usage dates. The user can review the special service list in the Transaction list table to confirm one last time before clicking “Save” to officially add the special service to the reservation. After adding the special service, revenue will be generated from the EOD audit date = From date to date selected.
          • Edit special service: User selects an already added special service that has not yet been generated for the reservation to edit. The added service information will be automatically filled into the fields so the user can edit. After updating new information for the added special service, click “Save” to apply the new information.
          • Delete special service: User checks and finds the previously added special service for the reservation, then clicks the “Delete” button on the service row to be deleted. After successful deletion, the corresponding service will no longer display and will not generate revenue for the reservation.
            xxxvi. Note: Reservation note. If:
        • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
        • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable.
  3. The “Customer information” area is divided into 2 parts:
    1. Customer form – upper part. By default all fields are blank.
      i. Title: The Salutation. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. Required if the user wants to add / edit customer information for the reservation.
        ii. Full name: Customer’s full name. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. Required if the user wants to add / edit customer information for the reservation.
        iii. Phone number: Customer’s contact phone number. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. Not required if the user wants to add / edit customer information for the reservation.
        iv. Email: Email address. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. Not required if the user wants to add / edit customer information for the reservation.
        v. Gender: Gender. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. Not required if the user wants to add / edit customer information for the reservation.
        vi. ID card: ID card number. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. Not required if the user wants to add / edit customer information for the reservation.
        vii. Nationality: Nationality. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. Required if the user wants to add / edit customer information for the reservation.
        viii. Passport: Passport number. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. Not required if the user wants to add / edit customer information for the reservation.
        ix. Passport expired date: Passport expirry date. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. May be left blank. If the user enters a value, the passport expiry date must be at least 1 month later than the entry date.
        x. Job: Job position. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. Not required if the user wants to add / edit customer information for the reservation.
        xi. Fax: Fax number. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. Not required if the user wants to add / edit customer information for the reservation.
        xii. Visa: Visa number. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. Not required if the user wants to add / edit customer information for the reservation.
        xiii. Visa expiry: Visa expiry date. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. Not required if the user wants to add / edit customer information for the reservation. If the user selects a value in this field, the date must be from today to a future date.
        xiv. Membership card number: Membership number. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. Not required if the user wants to add / edit customer information for the reservation.
        xv. Membership card tier: Membership tier.
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. Not required if the user wants to add / edit customer information for the reservation.
        xvi. Birthday: Date of birth. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. Not required if the user wants to add / edit customer information for the reservation.
        xvii. Toggle “Main customer”: Option to mark the main customer of the reservation. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. Default state of “Main customer” toggle is OFF.
        xviii. Tax code: Tax code. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. Can be left blank.
        xix. Checkbox “Child”: Option to mark the guest as a child. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: Not editable.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: Editable. Default state of “Child” checkbox is unchecked.
        xx. “Add customer” button by selecting an existing customer (customer who has stayed at the hotel before). After clicking, the “List customers” popup appears with rows of previously stored customers in CRM, allowing the user to select. After the user clicks the “Select” button on any customer row, that customer’s information will automatically be filled into the fields so the user can edit. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: User is not allowed to operate.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: User is allowed to open the “List customers” popup to operate.
        xxi. Button “Upload image”: Upload related profile images for the corresponding customer. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: User is not allowed to operate.
      • Reservation type = “Definite” / “Tientative” / “Waiting” / “Checkin” / “Noshow”: User is allowed to operate. Not required if the user wants to add / edit customer information for the reservation.
        xxii. Update “Upload file”: Upload related profile files for the corresponding customer.
      • Reservation has Reservation type = “Cancelled” / “Checkout”: User is not allowed to operate.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: User is allowed to operate. Not required if the user wants to add / edit customer information for the reservation.
        xxiii. Button “Save”: Save the customer to the reservation’s guest list. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: User is not allowed to operate.
      • Reservation type = “Definite” / “Tentative” / “Waiting” / “Checkin” / “Noshow”: User is allowed to operate.
      • When clicked, the system checks:
        • Required fields: if missing, the system will notify the user.
        • Each reservation must have at least 1 adult guest and must have 1 main guest.
          xxiv. Click “Clear”: Clear the information fields. If:
      • Reservation has Reservation type = “Cancelled” / “Checkout”: User is not allowed to operate.
      • Reservation type = “Definite” / “Tientative” / “Waiting” / “Checkin” / “Noshow”: User is allowed to operate. After clicking, entering values on the fields are cleared and changes are not saved to the system.

b. “List customers” table – lower part, displays all guests of the booking.
The table includes columns:

  • Title: The Salutation.
  • Main customer: Indicates the main guest of the reservation.
  • Full name: Guest name.
  • ID card: Identification number.
  • Passport: Passport number.
  • Phone number: Phone number.
  • Nationality: Nationality.
  • Action: Actions, including:
    • Update: Edit customer information. After clicking, the system automatically syncs the customer’s information to the fields.
    • Delete: Delete the saved customer of that reservation.
  1. Main actions:
  • Registration: Print registration card. Click to print the registration card with the latest saved information of the reservation.
  • Confirmation: Print Confirmation Letter. Click to print the Confirmation letter with the latest saved information of the reservation.
  • Save and checkin: Save and check in. Click to save the latest information and check in the reservation currently being viewed.
  • Save: Save. Click to save the latest information for the reservation.

V. General Guidelines and Support

Updates: This guideline may change. Please check the latest version in the “Help” section.

Usage tips:

When receiving a new reservation (not yet checked in):

Ensure at least 1 adult guest is added with:

Title

Full name

Nationality

Contact (phone/i-mail if any)

Is child: False

Main customer = True.

Check the number of adults / Children is in line with policy and matches the number of guests with entering information.

Check the number of guests using breakfast service.

Before the check-in:

Update / check:

Passport/ID, Visa + expiry date.

Membership card (if any).

Upload scanned images / files of documents if required by the process.

During the stay:

If changing guests or adding guests:

Add new guest, reset Main customer (if needed).

Do not delete all guests from the list.

The number of customer records in the reservation must have equal the number of stay guests entered.

Check the number of guests using breakfast service when updating.

After the check-out:

Do not allow editing any information after the reservation has been checked out / cancelled.

Support: If you encounter issues, contact email support@airfeedkh.com

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