Create Late Walk-In Reservation After Night Audit (Cloud)
Creating a post-audit arrival means setting up a reservation for a guest who needs to check in on the same date you just closed with your nightly audit. This could be a walk-in guest, an online booking received after the audit (which won’t automatically download), or a no-show whose reservation was canceled. In each case, you’ll need to backdate the arrival to correctly record the stay and generate a folio. This can be done through “Add Res,” “Book Res,” the Availability screen, or the Room Chart. In this article, we’ll walk you through the simplest method—using the Book Res feature.
You can only backdate during reservation creation—once saved, the date cannot be changed to before the audit date.
Follow each step closely—missing one may prevent the reservation from saving or charges from posting properly.
Instructions
1. Backdate the Arrival Date: This is the most important step—set the arrival date to yesterday’s date. If you are working from the Availability or Room Chart screens, use the arrow controls to move back to the previous date.
If you forget to backdate the arrival, the reservation will save with today’s date and cannot be corrected afterward.
2. Select a Room Type on the Backdated Date: Once the calendar is backdated, it will display starting from yesterday’s date. Make sure you select the room type for that date to ensure the reservation is tied correctly to the intended arrival.
3. Click "Continue".
4. Complete the Reservation: Enter the guest’s information, assign a room number, and click Confirm to create the reservation.
5. Select the method of payment and click "OK".
Any incidental amounts set up in the system will not be added in this case. Incidental charges are only included in the initial authorization if the check-in occurs on the same day as the arrival. Because this process backdates the arrival date, those incidental amounts will not be applied.
6. Confirm Room Charges: After entering the method of payment, a prompt will appear: “Would you like to post room charges now?” Click OK to continue.
This step is critical—if you skip it, the room charge will not post automatically and the stay will not be counted as a late check-in in the next Daily Report.
7. Post Payment as Usual: As with a standard check-in, no payment is posted automatically. You can either post the payment immediately or wait until checkout to process it. The room charge will appear on the folio with a “Late C/I” reference, confirming it was created as a backdated check-in.
Still need help with this topic?
Ask Yourself:
- Did I backdate the arrival date to yesterday before creating the reservation?
- Did I select the room type on the correct (backdated) day in the calendar?
- Did I enter guest details, room assignment, and confirm the reservation?
- Did I post room charges immediately when prompted?
- Do I understand that incidental charges are not applied for backdated check-ins?
Support May Ask You:
- What arrival and departure dates are you using?
- Did you backdate the calendar to the day of audit closure?
- Did you receive the “Post Room Charges” prompt and select OK?
- Is the folio showing the room charges with “Late C/I”?
- Are you missing incidental charges on the folio?
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