Wash Group Allocations - Reinstate Feature (Cloud)
"Washing group allocations" typically refers to the process of adjusting or redistributing room allocations within a group reservation. This may be necessary when there are changes in the group's room requirements, such as adding or removing rooms, or when certain rooms need to be reassigned. The term "wash" in this context implies a cleaning or adjustment of the allocation, ensuring that the group's room assignments are accurate and meet their current needs.
In Visual Matrix, the allocation wash feature is an integral part of the drop type option and has a significant impact on the proforma invoice. To grasp this function, consider the following key processes:
- When forming a group, you allocate rooms for future guest reservations, and these allocations are tied to a drop date, whether it's a specific date or rolling for multi-night groups. Any allocations not picked up by the drop date are returned to the hotel's available room inventory.
- The Proforma invoice displays all allocated rooms, picked-up or not. When a client is asking for a proforma, and you want to ensure accuracy and align with the actual rooms needed, the allocation wash function can be employed. This process ensures the number of allocated rooms matches the number of rooms picked up.
It's important to note that washing allocations can only be done after the non-picked-up allocations have been dropped.
Path: Front Office > Group > Search > Open a Group
1. Verify the drop type/date in the "Stay Details" section and ensure that the allocations have already been dropped.
Clicking on "Reinstate" before the drop date will trigger the following message.
2. Prior to the drop date, the "Room Allocations" section will display the total number of rooms allocated to the group, whether they are picked up or not.
3. Before the drop date, the pickup window will indicate the total number of allocated rooms, rooms picked up, and rooms remaining to be picked up. After the drop date, the pickup window will display the total number of allocated rooms, rooms picked up, and rooms dropped that were never picked up. This serves as an allocation audit both before and after the drop date.
4. After the drop date, the "Room Allocation" section won't update to reflect the number of rooms picked up versus remaining. To align both inventories, click "Reinstate" in the "Stay Details" section.
4. A warning message will appear. Click "Yes" to confirm or "No" to cancel the request.
5. The Room Allocations Details will then align with the number of reservations picked up.
6. You can now generate a proforma folio that precisely reflects the number of rooms picked up, not the originally allocated quantity for the group.
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