When a member makes a booking, OfficeRnD doesn't always account for it immediately. Whether a booking fee is created immediately or deferred depends on several factors: whether there are any available recurring credits or coins; how many months in advance the booking is made; whether the booking is single or recurring; and whether the booking is pending approval.
This article explains how each scenario works so you know what to expect and when manual action is needed.
In this article:
Understand how bookings in the current or next month are accounted for
Understand how future bookings behave with and without recurring credits
Know when admins need to act manually
Bookings in the current or next month
Bookings made for the current or next calendar month are accounted for immediately. When a booking is confirmed:
Any applicable discounts are applied to the booking fee.
Any available credits or coins are applied to reduce the fee.
If neither the discount nor the credits and coins cover 100% of the booking price, a booking fee is generated for the remaining amount.
Bookings more than 2 months ahead without recurring credits
When no recurring credits or coins exist at the time of booking, the system handles single and recurring bookings differently.
Single bookings are accounted for immediately, regardless of how far in advance they are made. A booking fee is created based on your organization's settings. If credits or coins are added later for that booking's month, they are not applied automatically. An admin must manually update the booking to apply them.
Recurring bookings that extend more than 2 months ahead are created with a status of 'Tentative' and held as unconfirmed. They block a slot on the calendar, and the booking is automatically confirmed 2 months before the booking date, at which point the booking fee is created. This prevents the system from generating fees indefinitely for bookings that stretch far into the future.
Bookings more than 2 months ahead with recurring credits
When recurring credits or coins are available at the time of booking, both single and recurring bookings more than 2 months ahead are marked as Not Accounted until credits or coins are generated for that month.
The accounting date is shown on each Not Accounted booking. When that date arrives, the system automatically applies available credits or coins. If no credits or coins are available on the accounting date, a booking fee is created instead.
This applies to all booking types when monthly credits are available, regardless of the credit type.
When admins need to act manually
The system does not update a booking automatically after it has been accounted for. If credits or coins are added or removed after accounting, an admin must manually update the booking for the change to take effect.