The Reservation Auto Cancel program allows you to select and cancel a range of reservations with a status of Hold and/or Tentative either <x> days before the reservation date or <x> days after the reservation was made. Reservations with a Firm status are not impacted by this program.
To Run the Reservation Auto Cancel Program
- Select your Facilities. You can make selections from the DataGrid or you can Use Facility Range or both.
- Determine which Reservation Status(es) you wish to include:
- Hold
- Tentative
Note: Firm is not an option for this program.
- Determine your Process Option. See the field description below for definitions.
- Determine your Cancellation Option: Days before Reservation or Days after Log Date
THEN
Enter values in the Number of Days and Interval Between Runs (Days) field.
Note: Refer to Cancellation Option Examples for detailed examples.
- Click Process to run the program. The program runs on the AppServer. You will be notified when the process completes.
From the bottom of the screen…
Click Process to run the Reservation Auto Cancel program. The program runs on the AppServer. You will be notified when the process completes.
Click Last Settings to restore the selection criteria to the last settings you used.
Core Criteria
Facilities (FRFacility_ComboKey_DataGrid)
Highlight/select the Facilities you wish to export. By default, the DataGrid displays all facility codes in your database that you have Permission to see.
OR
Make no selections from the DataGrid and enable the Use Facility Range option and make selections.
Note: In instances where you have a DataGrid and corresponding Range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the Range yields a blank report or process.
Click here for a full description of RecTrac DataGrids.
DeleteUse Facility Range (FRFacility_ComboKey_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to limit your selection to a range of facilities.
THEN
Enter the range of facility codes.
OR
Leave this option deselected to skip this check and make selections from the DataGrid if applicable.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the range yields a blank report or process.
- If there is not a DataGrid for this program - In instances where you do not have a DataGrid a selection here is not required. Leaving this option deselected skips this filter and results in all codes being included.
Begin Facility (FRFacility_ComboKey_Begin)
This field is applicable only if you opt to Use Facility Range.
Select the beginning and ending facility codes for their respective fields. Facilities within the range entered will be included in the process.
DeleteEnd Facility (FRFacility_ComboKey_End)
This field is applicable only if you opt to Use Facility Range.
Select the beginning and ending facility codes for their respective fields. Facility codes within the range entered will be included in the process.
DeleteFacility Wildcard (FRFacility_ComboKey_Equals)
Select a Facility to use as a base for a wildcard
OR
Enter all or part of a facility code in this field.
THEN
Select your WildCard Option for matching the data entered. Wildcarding is allowed in this field.
WildCard Option (FRFacility_ComboKey_Equals_Option)
Select your Wildcard Option for this process:
- Equals - The process will return a list of all records that equal the value entered. This must be an exact match. For Example: If this was a list of Family Members, entering 'Grace Somersby' would find 'Grace Somersby' because it is an exact match, but it would NOT find 'Grace J. Somersby' because it is not an exact match.
Note: When running Reports you can use a comma-delimited list (with no spaces) in the corresponding Wildcard field when your Wildcard Option is Equals. This applies to Reports only. For Example: Entering "48116 5851 88003" in a Zip Code Wildcard field on a Report and using the Equals Option would yield results from those three separate Zip Codes.
- Begins - The process will return a list of all records that begin with the value entered. Wildcarding asterisks/periods are not needed. For Example: If this was a list of Family Members entering 'Gr' would find all members whose name begins with 'Gr ' such as Grace Somersby but it would NOT find Ginny Weasley because her name begins with 'Gi.'
- Ends - The process will return a list of all records that end with the value entered. Wildcarding asterisks/periods are not needed. For Example: If this was a list of Family Members entering 'by' would find all members whose name ends with 'by ' such as Grace Somersby but it would NOT find Sam McGee because his name ends with 'ee.'
- Matches - The process will return a list of all records where a value match can be found. Wildcarding and asterisks/periods must be used. For Example: If this was a list of Family Members entering '*om*' (asterisks must be included) would find Grace Somersby and Tom Sawyer because "om" appears in both names but it would NOT find Felicity Lemon because "om" does not appear anywhere in her name.
Note: See also: RecTrac Wildcarding.
Status to Include (ReservationAutoCancel_StatusToInclude)
Click the Combo Box icon and select Reservation Status(es) you wish to include. Firm is not an option, as this program is designed to cancel only those reservations where the status is:
- Hold
- Tentative
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Cancellation Option (ReservationAutoCancel_CancellationOption)
Expand the Drop-down list and select your Cancellation Option:
-
Days Before Reservation - The program will cancel all reservations that are <x> number of days from today where <x> is determined by the value entered in the Number of Days and Interval Between Runs (Days) fields.
For example: If your Number of Days is '10' and your Run Interval is '1,' the system will cancel reservations with a date that is 10 days from 'today.' If your Number of Days is '10' and your Run Interval is '2,' the system will cancel reservations with a date this is nine (9) and/or 10 days from 'today.' -
Days After Log Date - The program will cancel all reservations with a log date (the date on which the reservation was booked in RecTrac) that is <x> number days prior to today where <x> is determined by the value entered in the Number of Days and Interval Between Runs (Days) fields.
For Example: If your Number of Days is '10' and your Run Interval is '1,' the system will cancel reservations with a log date of 10 days ago (i.e. reservations that were booked 10 days prior 'today). If your Number of Days is '10' and your Run Interval is '2,' the system will cancel reservations with at log date of nine (9) or 10 ago (i.e. reservations that were booked nine (9) or 10 days prior 'today'). The log date is the date on which the reservation was booked in RecTrac; it is not the date on which the reservation is for.
Note: Refer to Cancellation Option Examples for detailed examples.
Process Option (ReservationAutoCancel_ProcessOption)
Expand the Drop-down list to determine your Process Option.
- Journal Only - Print a journal of all selected cancellations without processing the cancellations. This is a good first run" option as it will let you see which reservations will be cancelled when you opt to Process.
- Process and Journal - Process cancellations and print a journal showing the cancellations.
- Process Only -: Process the cancellations without printing a journal.
Number of Days (ReservationAutoCancel_NumberOfDays)
Enter a value in this field as desired. The value you enter equates to a number of days and works in conjunction with the Cancellation Option you choose to determine which reservations will be cancelled. Entering 7 for example, means 7 Days after/from or before/prior to today" as explained below.
- If your Cancellation Option is Days Before Reservation the system will cancel reservations with a date of this many days after/from "today."
- If your Cancellation Option is Days After Log Date the system will cancel reservations that were booked this many days before/prior to "today."
Note: Refer to Cancellation Option Examples for detailed examples.
Interval Between Runs (Days) (ReservationAutoCancel_IntervalBetween)
Enter a value in this field, as desired. The value you enter is a number of days and works in conjunction with the Number of Days value to determine how many day's worth of reservations will be cancelled. For Example: Entering 2" would equate to two day's worth of reservations.
Note: Refer to Cancellation Option Examples for detailed examples.