Understanding lease status

The status of a lease determines which tabs within the Lease page are available to access and which fields are protected. The status of the lease also determines the status of the lease account, whether an A/R account must be specified, and whether or not a room specified impacts availability.

When a new lease is being created it displays as new. When it is saved the status is set to Tentative, a lease number is generated, a pending status lease account is created, lease periods are created, and these fields are calculated:

  • Total Lease,
  • Total Rental,
  • Total Fees.

A lease can have one of the following status:

  • Tentative: The lease is unconfirmed, the room if specified is a soft block and is not removed from house availability. A lease account exists with a pending status. Reservations may not be associated to the lease.
  • Definite: The lease is confirmed and room is removed from house availability. A/R Account is required. A lease account is generated if one does not already exist. The lease account status is changed to active. Reservations can be associated to the lease.
    Note: The Release Room action button is enabled, if the Status field is set to Definite. Click Release Room to allow reservations for the selected room.
  • Completed: The lease has been completed. The EOD process changes the status to Complete on the day after the end date of the lease. When Lease Managed Shoulder Periods is selected on Lease Configuration, the EOD process changes the status to Complete on the day after the shoulder end date of the lease.Billing Cycle, Billing Cycle Option, A/R Account, and Room fields are protected. The lease account is closed.
  • Cancelled: The lease is cancelled. All fields are protected, except the Note field. The room is returned to house availability. The lease account is closed.

The following are the important points related to the changing of a lease status:

  • A lease in definite or cancelled status can be updated to tentative only if there are no guest stays associated that are not cancelled, and none of the periods have been charged or if they have been charged the charges have been reversed.
  • A lease cannot be cancelled if there are guest stay records associated to the lease that are not cancelled, or if lease periods have been charged and not reversed.
  • If a guest on a lease checks out early and there are no incoming guests on the lease, the lease can be set to Completed as to not incur additional rental charges.