Automatic No-Show Configuration (Cloud)

Automatic No-Show Configuration (Cloud)

The Automatic No-Show Configuration settings allow Visual Matrix Cloud to automatically process reservations that remain in Pending Arrival status after the Night Audit. When enabled, the system changes eligible reservations to a Cancelled/No-Show status and posts a configurable no-show fee to the reservation folio. If the guest arrives after the Night Audit has been completed, the reservation can be reactivated and processed normally. These settings help properties automate no-show processing while maintaining control over revenue posting and reporting.
Path: Management > Property Settings > Parameters > Automatic No Show Configuration



Enable Automatic No Shows

Select Enable Automatic No Shows to activate the automatic no-show process.
When enabled, Visual Matrix identifies eligible pending arrivals during the Night Audit process and presents them for review in the No Shows window. Users can then process the listed reservations as no-shows.



Fee to Charge

The Fee to Charge setting determines the amount that will be posted when a reservation is processed as a no-show.
Available options include:
  1. First Night: Posts the room charge and room tax for the first night of the reservation.
  2. Entire Stay: Posts charges for the entire reservation stay.
  3. Fixed Amount: Posts a specific amount defined by the property.
When Fixed Amount is selected, enter the desired charge amount in the amount field.
Notes
The no-show fee cannot be set to $0.00.


Posting Strategy

The Posting Strategy setting is available when Entire Stay is selected as the Fee to Charge.
Available options include:
  1. Single Fee: Posts the total no-show charge as a single transaction.
  2. One Fee Per Night: Posts a separate transaction for each night of the reservation.

Warning
If charges are posted for multiple nights, the full revenue is added to the daily room revenue. However, ADR and Occupancy % only count the first night, which may result in an inflated ADR.
For additional details, see Automatic No-Show Processing.

Fee Code

The Fee Code setting determines which transaction code is used when posting automatic no-show charges.
By default, the RC (Room Charge) code is selected. However, many properties create a dedicated no-show transaction code to separate no-show revenue from standard room revenue reporting.


Notes
If creating a dedicated no-show transaction code, configure the code with the following settings:
  1. Ledger Type: Guest.
  2. Posting Category: Revenue.
  3. Posting Sub Category: Room.
  4. Daily Detail Report: GL Room Rev.
Idea
Using a dedicated no-show transaction code allows no-show revenue to be tracked separately from standard room revenue.
For additional reporting considerations, see Automatic No-Show Processing.

Important Considerations

No-Show Revenue
The no-show charge posts room revenue and room revenue tax only. Flat taxes and fixed fees are not included in the automatic no-show posting.
Folio Reconciliation
When a reservation is processed as a no-show, the reservation status changes to Cancelled/No-Show.
Any no-show charges are posted to the folio of the canceled reservation. These charges are not tracked through the Advance Deposit Ledger, Guest Ledger, or City Ledger.
Properties should regularly review and reconcile no-show folios to prevent discrepancies in daily reporting.
Notes
For additional information about no-show revenue reporting and reconciliation, see Automatic No-Show Processing.

Save Changes

After modifying any setting in the Automatic No-Show Configuration section, click Save at the top of the page to store your changes. Unsaved changes will not be applied to the property configuration.



Still Need Help With This Topic?

Ask Yourself:
  1. Is Automatic No-Show processing enabled?
  2. Is the correct no-show fee option selected?
  3. Does the Fee Code align with the property's reporting requirements?
  4. Should no-show charges be posted as a single fee or one fee per night?
Support May Ask You:
  1. What Fee to Charge option is configured?
  2. Which Fee Code is being used?
  3. Is the reservation being processed during Night Audit?
  4. Are no-show charges appearing as expected on the reservation folio?
  1. Understanding Automatic No-Shows (Cloud)
  2. Currency and Accounting Settings (Cloud)
  3. Deposit Forfeit and Refund Controls (Cloud)
  4. Complete List of Reports Available in Visual Matrix PMS
  5. **Understanding Property Settings Parameters (Cloud)

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