Understanding Automatic No-Shows (Cloud)

Understanding Automatic No-Shows (Cloud)

When Automatic No-Show processing is enabled, Visual Matrix Cloud automatically handles eligible reservations that remain in Pending Arrival status after the Night Audit. Understanding how the process affects reservation status, revenue, reporting, and folio balances can help properties configure the feature appropriately and maintain accurate financial records.

How Automatic No-Show Processing Works

During the Night Audit process, Visual Matrix reviews reservations that remain in Pending Arrival status.
As part of the Night Audit workflow, any arrivals that have not been checked in are presented in the No Shows window for review.
To continue, click Process All NoShows.



When a reservation is processed as a no-show:
  1. The reservation status changes to Cancelled/No-Show.
  2. The configured no-show fee is posted to the reservation folio.
  3. The posted amount is recognized as room revenue.
  4. The reservation remains available for reactivation if the guest arrives after the Night Audit has been completed.

Reactivating a No-Show Reservation

If a guest arrives after the reservation has been processed as a no-show, the reservation can be reactivated and checked in normally.
Notes
The no-show processing does not permanently prevent the reservation from being used. However, any charges that were posted during the no-show process should be reviewed before completing the guest's stay.

No-Show Revenue

The no-show fee posts:
  1. Room Revenue.
  2. Room Revenue Tax.
The process does not post:
  1. Flat taxes.
  2. Fixed fees.
Properties should review their no-show configuration to ensure the posted revenue aligns with operational and accounting requirements.

Using a Dedicated No-Show Fee Code

By default, many properties use the standard RC (Room Charge) transaction code for no-show postings.
However, creating a dedicated no-show transaction code allows properties to:
  1. Track no-show revenue separately.
  2. Improve financial reporting visibility.
  3. Distinguish room revenue generated from occupied rooms versus no-show charges.

ADR and Occupancy Impact

When the no-show fee is configured to charge the Entire Stay and the posting strategy is set to post a fee for each night:
  1. The full revenue amount is added to daily room revenue.
  2. ADR calculations only count the first night.
  3. Occupancy calculations only count the first night.
As a result, ADR may appear artificially inflated.
Alert
Properties should understand this reporting impact before enabling multi-night no-show posting.

Folio Reconciliation Requirements

When a reservation is processed as a no-show, the reservation status becomes Cancelled/No-Show and the charges are posted to the reservation folio.
Because the reservation is canceled, these charges are not tracked through:
  1. Advance Deposit Ledger.
  2. Guest Ledger.
  3. City Ledger.
This can create discrepancies between folio balances and ledger balances if the folios are not reviewed regularly.

Properties should regularly review no-show reservations and reconcile outstanding folio balances by:
  1. Posting the appropriate payment.
  2. Voiding charges when necessary.
  3. Following the property's established accounting procedures.

Reporting Considerations

Automatic No-Show processing affects both operational and financial reporting.
Before enabling the feature, properties should understand:
  1. How no-show revenue will be reported.
  2. Whether a dedicated transaction code should be used.
  3. How ADR may be affected by multi-night postings.
  4. How no-show folios will be reconciled.
Notes
Regular review of no-show activity can help ensure reporting remains accurate and consistent.

Still Need Help With This Topic?

Ask Yourself:
  1. Is the reservation status changing to Cancelled/No-Show as expected?
  2. Is the correct no-show fee being posted?
  3. Are no-show folios being reconciled regularly?
  4. Should no-show revenue be tracked separately from standard room revenue?
Support May Ask You:
  1. Is Automatic No-Show processing enabled?
  2. Which Fee Code is configured?
  3. How is the no-show fee configured?
  4. Does the issue involve revenue reporting, folio balances, or reservation status?
  1. Automatic No-Show Configuration
  2. Currency and Accounting Settings
  3. Deposit Forfeit and Refund Controls
  4. Complete List of Reports Available in Visual Matrix PMS

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