Reinstate Drop Date and Wash Group Allocations (Cloud)
Group allocations help control how many rooms are available for a contracted block and prevent overbooking beyond agreed limits. But once a group’s drop date passes, hotels can find themselves unable to add new reservations — even when they intentionally want to continue pickup. At the same time, unused allocated rooms can continue appearing in reports such as the Pro Forma, which reflects allocated rooms rather than actual pickup.
The Reinstate Drop Date feature does more than simply match allocations to actual reservations. It automatically resets the drop date to the group’s departure date, reopening availability so additional reservations can be added without manually extending the drop date. It also washes unused allocations so reporting — including the Pro Forma — accurately reflects true pickup. Understanding this behavior helps prevent inventory restrictions, reporting discrepancies, and forecasting confusion.
Path: Front Office > Group > Search > Open the Group
Example: If 15 rooms were allocated and only 12 were picked up before the drop date, washing adjusts the allocation count to 12.
Instructions
1. Go to the Stay Details section. The drop date must have already passed to access and use the Wash feature.
Clicking on Reinstate before the drop date will trigger the following message.
2. Click Reinstate (Wash).
3. A message will appear explaining that any unpicked allocations will be dropped, leaving the group’s allocation total equal to its number of picked-up rooms. Click Yes to confirm.
4. The Alloc Drop Type/Days updates to Departure Date.
By changing the Alloc Drop Type/Days to Departure Date, the group is no longer restricted by the original drop date. This allows users to continue adding reservations to the group — even if all previously allocated rooms have been used or released.
When adding rooms from the Availability screen, the group may still display 0 allocation remaining. This is expected behavior. After the drop type updates to Departure Date, the system allows new reservations to be created even if no allocation remains. Simply select the dates and proceed — no error message will appear.
5. The system updates the group so that Allocations = Picked-Up Rooms. This ensures the group reflects its final, accurate pickup total.
Still Need Help With This Topic?
Ask Yourself:
- Has the drop date already passed?
- Do my allocation and pickup totals differ?
- Am I about to print a ProForma Invoice that needs to match actual pickup data?
Support May Ask You:
- What is the Group ID and drop date?
- How many rooms were allocated vs picked up?
- Did you confirm the message before clicking Reinstate (Wash)?
- What changes did you observe in the allocation numbers after washing?