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Processing Reservations

In order to process data correctly in the bookkeeping, the data must first be processed correctly in RoomRaccoon. The reservation process is an integrated process and in this article, we explain elements of a reservation that are important to successfully processing and managing a reservation.

Reservation status

The reservation status may affect the processing of the accounting data. We recommend that you keep the reservation status updated. The following statuses can be seen to affect reservations.

When you check out, an invoice is automatically created. This invoice will be processed at the next processing moment.

If you cancel a reservation that has already been processed, the booking will have to be credited. For more on crediting invoices, click here.


If a payment or partial payment is entered into the system, a change in the accounting records takes place at the time of processing. If a prepayment or full payment is done this will be updated on our system and when a guest arrives on the property they can pay the remainder of the amount if a prepayment has been done.

Processing times for funds to reach the hotelier’s account may take longer when a guest has paid through an OTA (Online Travel Agency).


Guests can automatically book add-ons or the hotelier can add add-ons to the reservation details page. In order to process the add-on correctly in the bookkeeping, it is necessary to select a general ledger account by type. If this does not happen, we will not be able to process the add-on in the financial report.

City Tax

When booking through an OTA, in many cases the tourist tax is not collected by the OTA. In order for the tourist tax to be processed correctly in the accounts, this part of the payment will still have to be processed manually on the booking details page. The method of payment of the tourist tax may therefore be different from that of the reservations.

Good to know

For complete and correct processing in the accounts, all outstanding payments will eventually have to be R 0.

For more on connecting add-ons to a ledger, click here.
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