Expedia reconciliation feature - Cancel and update reservations from within Cloudbeds PMS

This article introduces users to the new Expedia reconciliation feature that allows users to manage Expedia reservations received in Cloudbeds PMS more efficiently. This release includes features such as cancellation before and after check-in, as well as updating reservation dates and rates.

Overview

You can report cancelation and reservation updates back to Expedia, without leaving Cloudbeds PMS system. By using this the reconciliation feature you can:

  • Update the channel with new availability in hopes of generating a last-minute booking;
  • Choose a reason of cancelation;
  • Choose to collect the cancelation fee - all without leaving Cloudbeds PMS system.
  • Update reservation dates and price.

Enable the Expedia reconciliation feature in Cloudbeds PMS

  1. Go to your system settings
  2. Open the preferences tab
  3. Under automation preferences, enable the toggle to allow OTA reservation reconciliation (only for Expedia)

Cancelation and reconciliation in Expedia reservations

Cancel a reservation after the check-in date

With the reconciliation feature enabled, you can cancel a reservation after the reservation's check-in date, either upon the guest not showing up or if the cancellation was requested by the guest.

  • Only Hotel Collect reservations can be reconciled.
  • Check-in dates should be in the past.
  • Reservations can be reconciled from the check-in date until the fourth day of the month after the checkout date - you cannot reconcile future reservations.
    • For example, if a guest checks out on March 2nd, you can reconcile the reservation until April 4th. If you do not reconcile the reservation on time, the invoice includes the booked amount.
  • The cancelation fee or no-show fee cannot be more than the initial booking amount.
  1. Go to the reservation to be canceled
  2. Change the status to canceled
  3. A warning modal will pop up. Click to continue
  1. Select the reason for cancelation
  2. Insert the cancelation fee amount
  3. Click to cancel reservation
Reconciliation updates - modify Expedia reservations

With the reconciliation feature enabled, you can modify and send updates to Expedia reservations directly from Cloudbeds PMS.

  • Only Hotel Collect reservations can be reconciled in this case.
  • Check-in dates should be the current date and/or in the past.
  • Reservations can be reconciled from the check-in date until the fourth day of the month after the checkout date -you cannot reconcile future reservations.
  • Amounts for dates included in the original reservation cannot be modified to a value of three times above the actual amounts applicable to that date (for additional dates, there is no limit).
  • Up to three days can be added before the original check-in date or up to three days after the original checkout date.

In the reservation page, you can edit the reservation via:

  1. Quick Edit
  2. Edit Price
  3. Edit Reservation
  • If the reconciliation is successful, the reservation will be updated in Expedia's extranet.
  • If the reconciliation is fails, a log about failed reconciliation will be displayed in the reservation logs.
Cancelations before the check-in date

Before the check-in date, you can follow the standard procedure to cancel reservations from OTA's. The reconciliation feature does not need to be enabled.

Check this guide to learn more.

You can cancel a reservation on or before the reservation's check-in date, either upon guest request or in cases of invalid payment methods (for Hotel Collect payment method only). Note that:

  • A reservation cannot be canceled if the check-in date is in the past.
  • A reservation cannot be canceled if it is already in a canceled state.
  • You can cancel before check-in Expedia Collect and Hotel Collect reservations.
  • You must provide a reason for the cancelation and agree to waive any cancellation fees and other amounts associated with the reservation.
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