Fixing Reservations Split/Linked incorrectly |
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(From Newsletter #48, Feb 2, 2020)
We often get questions about fixing a "mess" where a customer has 2 or more reservations, perhaps as a result of doing a Split or correcting a bad split, or perhaps instead of doing the normal Split operation the operator added a Sub-member or even a whole new reservation instead. Usually the issue is because the Transactions do not show any more, or maybe they show up but the wrong site # is showing on the receipts.
A previous newsletter article mentioned one way to fix this:
https://campgroundmaster.com/help/fixingmessed-upreservations.html
Here are a couple more takes on fixing situations like this -- you may need to experiment with different methods, since the "right" way depends on exactly what was done before and what the situation is now.
"Simple" situation -- transactions are there, but wrong site showing on receipts
First, go to Reservation Details, drop down the Linked Reservations list to figure out which is the master. The asterisk indicates the one that you're looking at NOW. However, the Linked Master is the first one listed (it also shows "Linked master")
ALL transactions for a linked set of sub-members are typically on the Linked Master. So you cannot delete or cancel the linked master without losing the transactions. Having the old one be the linked master is usually caused by using "Split Reservation" but not selecting the Recommended option of making the first (old) part the sub-member. That leaves the old part as the master, with the transactions (or worse yet, choosing an option where they are not sub-members, so the transactions don't show up on any of the others).
The best (and probably only) way to correct it is to:
1. Delete the non-master reservation (e.g. the current reservation, if it's not the linked master). You may also need to delete any others that aren't the linked master, e.g that may be in the way of doing corrections to sites/dates.
2. Go back to the Reservation Details of the linked master and change the Dates and Site on that one to what the "current" one should be, so it's current again. You'll probably need to put it back to Pending so it allows changing the dates and Site (if checked out, go back to Checked in first, then back to Pending).
3. Once you get it back to where you only have one reservation, for the "current" site and dates, and it has the transactions -- In Reservation Details, use Add Sub to add the older site/dates as sub-member reservations. Of course this is optional, since past history may not matter to you any more.
Another take -- transactions missing or on the wrong reservation:
You may find that the transactions are actually on a reservation that was Canceled (e.g. in an attempt to correct things that were messed up). To find out, go to Customer Details, and then Reservation History. Look through each of the reservations listed that seem to be in the right time frame, especially if they ave a Balance you're looking for. See if it's Canceled, or Checked Out, or in some other way seems to be incorrect.
If you need to get the transactions back to a reservation with normal status and correct site/dates, it generally requires changing the one with the transactions to be the "good" one, regardless of its current status.
1. Clear out any reservations that are "in the way" (e.g. conflicting sites/dates of what you need) but don't have transactions on them -- go to Reservation Details of each one and Delete Reservation.
2. Go to Reservation Details of the one with the correct transactions.
3. Change the Site and Dates as needed to get it back to the "current" stay.
3. If it's canceled, uncheck "Canceled" to put it back to Pending.
4. Then check "Checked In" to check it back in (be sure to answer prompt to keep original dates).
5. Once you get it back to where you only have one reservation, for the "current" site and dates, and it has the transactions -- In Reservation Details, use Add Sub to add the older site/dates as sub-member reservations. Of course this is optional, since past history may not matter to you any more.