In the HotelTime system, it is possible to close a reservation account by transferring items to another reservation account. However, using this operation has some limitations, let's take a look at them.
Before you transfer items, you should be sure of what you are doing - the operation is irreversible, you cannot cancel the transferred items (only apply a 100% discount to them, or add a new item of the opposite value). It is not even possible to edit them, including viewing and editing the internal item breakdown (e.g. for accommodation and meals). Also the item note, if there is any, is lost.
We therefore recommend you to restrict the transfer to responsible staff only - you can edit user rights via Settings - User rights - Edit user rights - "Close hotel account" user right - "Prohibit settlement to other reservation accounts" sub-right.
The item is always transferred to the new reservation with today's date, however the item's revenue centres breakdown remains intact - you can check it on the final bill, in the right toolbar "Document revenue detail".
HotelTime also allows you to print the first guest's name for system created items (typically accommodation, meals, citytax) when printing on invoices, account previews and paymaster account previews (can be set via Settings - Application - Main system set-up - Accounts and Documents - Print the first guest name for the items).
For transferred items, the name of the guest will not be visible, both on the account preview and on the paymaster account preview. However the guest's name will then be printed again on the final invoice.
Given that the item cannot be cancelled, if you are using the revenue for accounting (Trialbalance), once the transfer has been done, the original booking can no longer be manipulated in any way (i.e. edited, cancelled, moved, early check-outed etc.) - the Trialbalance function blocks these operations to prevent data discrepancies.
It is also not possible to transfer to another reservation in another hotel within the resort with Trialbalance active - this would automatically result in a Trialbalance discrepancy.