Managing Reservations

Reservations can be managed within the context of their parent order. This is useful for manual corrections, linking external bookings, and handling edge cases.

Viewing Reservations

From the order details page:

1. Navigate to the Reservations tab
2. View all linked reservations

Each reservation shows:

• Created Date
• Reservation ID (external reference)
• Type (AIR or HOTEL)
• Amounts (payment and base)
• Status

Adding a Reservation

To link an external reservation to an order:

1. Open order details
2. Navigate to Reservations tab
3. Click Add Reservation
4. Enter the external reservation ID
5. Submit

What Happens When Adding

The system:

1. Validates the order exists
2. Checks the reservation ID doesn't already exist
3. Fetches reservation details from IRIX
4. Verifies the reservation belongs to the order's buyer
5. Creates the internal reservation record
6. Sets service dates from external data

When to Add Reservations

• Manual bookings: Reservations created outside the normal flow
• Recovery: Reservations lost due to system errors
• Corrections: Linking updated reservation IDs

Updating a Reservation

To modify an existing reservation:

1. Open order details
2. Navigate to Reservations tab
3. Click the edit action on the reservation
4. Modify fields as needed
5. Save changes

Editable Fields

What Happens When Updating

If the reservation ID is changed:

1. System fetches new reservation from IRIX
2. Verifies ownership matches
3. Updates price, currency, and service type
4. Refreshes service dates

If only status is changed:

1. Status is updated directly
2. No external fetch occurs

Common Update Scenarios

Linking an External Reservation

When a reservation was created externally:

1. Find the order
2. Edit the placeholder reservation
3. Enter the actual IRIX reservation ID
4. Save — data populates from external system

Marking as Refunded

When a reservation is refunded externally:

1. Find the order
2. Edit the reservation
3. Change status to REFUNDED
4. Save

Removing a Reservation

To delete a reservation record:

1. Open order details
2. Navigate to Reservations tab
3. Click the delete action
4. Confirm deletion

When to Remove

• Duplicate records: Same reservation linked twice
• Incorrect links: Wrong reservation linked to order
• Test data: Cleanup of test reservations

What Gets Removed

• Internal reservation record
• Link to order
• Service dates

What Is NOT Removed

• External booking (still active in IRIX)
• Order record
• Events related to the reservation
• Transaction records

Reservation Status Management

Status Meanings

Status Transitions

When to Change Status

IN_PROGRESS → OK

• External confirmation received
• Manual verification completed

OK → REFUNDED

• Refund processed externally
• Booking cancelled

IN_PROGRESS → REFUNDED

• Booking failed
• User cancelled before confirmation

Best Practices

Before Adding/Modifying

1. Verify external reservation exists in IRIX
2. Confirm ownership matches order's buyer
3. Document the reason for the change
4. Check for duplicates before adding

After Changes

1. Verify the order status is appropriate
2. Check the events tab for logged activity
3. Notify relevant parties if needed

Audit Trail

All reservation changes are logged:

• Add: Creates system event
• Update: Logged in application logs
• Delete: Logged in application logs

Troubleshooting

"Reservation not found" Error

When adding or updating:

• Verify the reservation ID is correct
• Check that the reservation exists in IRIX
• Confirm the buyer ID matches

"Reservation already exists" Error

When adding:

• The reservation ID is already linked to an order
• Search for existing reservation before adding
• Consider updating instead of adding

Cannot Update External Data

If external data won't refresh:

• Check IRIX connectivity
• Verify reservation still exists
• Try again after a few minutes