Change the company on a booking
Fix a wrong company, add one, or clear it. The charges on the Master folio move with it.
Use Change company when a booking has the wrong company, or when a company starts to pay for a booking that already exists. The charges on the Master folio move to the new company. You do not need to reverse anything.
Before you start
- Permission: Manage reservations and View companies. Owners, managers and front desk staff have both.
- The company must be Active. A suspended company cannot be picked.
- The reservation must be open. Change company is hidden on a Cancelled or Completed reservation.
Change the company
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Open the reservation.
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Select More, then Change company.
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Choose the Company. Type to search. The market shows after the name when the company has one.
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Select Save company.
To remove the company, clear the box with the × and save. The Master folio stays on the reservation with no company to pay it. Estatell never deletes a folio.
What moves with the company
| Part | What happens |
|---|---|
| The Master folio | The new company becomes its payer, with all its charges. |
| The old company | It never had an invoice for these charges, so it has nothing to correct. |
| The routing rules | Estatell updates them, and a new company gets its Master folio. |
| The rate plans | Each live unit must use a plan the new company can use. |
| The credit limit | Estatell checks the new company against its limit. |
The note under the box says how the company is billed, for example "The company is billed through the master folio."
The credit check
If the stay would take the new company over its credit limit, Estatell refuses: "This company is over its credit limit." Staff who can pass the check see a Reason for going over the limit box. Enter the reason and select Save company again. Staff without that permission are told to ask someone who may.
See Credit control.
When Estatell refuses
| Message | Why | What to do |
|---|---|---|
| "This reservation is closed, so it cannot change." | The reservation is Cancelled or Completed. | Make a new booking, or reinstate the reservation. |
| "This company is not available. Pick an active company." | The company is suspended, or it belongs to another property. | Reactivate the company, or pick another one. |
| "Units use plans only the old company can book." | A live unit uses a rate plan that the new company cannot use. | Add the new company to the plan, or change the unit's plan. See Company rates. |
| "Refund the MYR 200.00 payment on the Master folio first, then change the company." | The Master folio holds money. | Refund the payment, then change the company. See Payments and refunds. |
| "Void invoice F-0031 first, then change the company." | The Master folio has a company invoice that is not void. | Void the invoice, then change the company. |
| "This company is over its credit limit." | The stay would take the company over its limit. | Enter a reason if you may, or ask someone who may. |
The amount and the invoice number in the messages are examples. Estatell shows your own.
Do not reverse the charges to get past a refusal. A reversed night keeps its key, so the night audit never posts it again. You lose income.
Special cases
| Situation | What happens | What to do |
|---|---|---|
| You save the same company | Nothing changes and nothing is logged. | Nothing. |
| The reservation holds a company that is now suspended | It keeps the company. Saving it unchanged is not a change. | Reactivate the company, or change to another one. |
| You clear the company | The Master folio stays, with no payer. The credit check and the plan check do not apply. | Nothing. |
| The reservation uses Each unit pays | The company is not billed. The hint says so. | Change Billing to Master folio pays with Edit group. See The reservation page. |
| You cannot see Change company | You may lack Manage reservations or View companies, or the reservation is closed. | Ask a manager. |
| The old company paid money on the booking | Estatell refuses while the Master folio holds money. | Refund it first. Do not move it to another company. |