Orca SystemsTraining reference
System messages: Reception
The exact messages the system shows at the desk, and when each one appears.
ReceptionSenior Reception
78 of 78 shown
Variables are in <…>.
| Area | Trigger | Text |
|---|---|---|
| Sign-in and shift gate | Wrong password | Invalid username or password |
| Sign-in and shift gate | Too many failures | Too many failed attempts. This IP is temporarily blocked. Try again in ~N minutes. |
| Sign-in and shift gate | Session over | Your session has ended. Please sign in again. |
| Sign-in and shift gate | Signed in elsewhere | This account was signed in on another device. Please sign in again. |
| Sign-in and shift gate | Disabled account | This account is no longer active. Contact an administrator. |
| Sign-in and shift gate | No shift open | Please enter your opening cash float to start your shift. You'll be able to use the rest of the system once your shift is open. |
| Sign-in and shift gate | Negative float | Opening float must be a valid non-negative amount |
| Sign-in and shift gate | Shift already open | Shift already open |
| Sign-in and shift gate | Shift opened | Shift opened |
| Sign-in and shift gate | Counted cash invalid | Counted cash must be a valid non-negative amount |
| Sign-in and shift gate | Stale shift | This shift has been open for 14.5 hours. |
| Sign-in and shift gate | Role refused | Not allowed: <Role> only |
| Sign-in and shift gate | Owner | Owner is read-only on operations — this action is disabled for the owner login. |
| Reservation | Missing fields (client) | Please complete these before saving: + Guest name is required / Room type is required / Check-in date is required / Check-out date is required / Rate per night is required |
| Reservation | Source not chosen | ⚠ Select a source first — it sets the nightly price. |
| Reservation | Past check-in (Reception) | Check-in <date> is before the current business date (<bd>). Back-dated entries need a manager or admin. |
| Reservation | Past check-in (Manager, no tick) | Check-in <date> is BEFORE the business date (<bd>). If this is intentional, tick 'Confirm back-dated entry' and submit again. |
| Reservation | Dates | Check-out must be after check-in / Stay cannot exceed 365 nights / Check-in date <date> is outside the plausible window (365 days past to 730 days future) |
| Reservation | Rate | Room rate must be greater than zero |
| Reservation | Headcount | Adults must be 1-10 and children 0-6 per stay |
| Reservation | Name too long | Guest name is too long — please keep it under 200 characters |
| Reservation | Duplicate | Possible duplicate — an identical reservation was just created. Showing the existing one… |
| Reservation | Room overlap | Room 305 is held by NAME from 2026-10-25 to 2026-10-27 — cannot create overlapping reservation |
| Reservation | Agency contract missing | Cannot create: no <Agency> contract rate for SUP on 2026-12-01..2026-12-03. Set one in Agencies, or choose another source/rate. |
| Reservation | Allotment | <Agency> allotment full for SUP on … (held 5, already sold 5). A manager or admin can override. |
| Reservation | Deposit-prepaid | <Name> deposit ฿X available — max N night(s) at this rate. Reduce nights or top up the deposit. |
| Reservation | Edit needs reason | A reason is required to edit the reservation |
| Reservation | Stale edit | This reservation was changed by someone else — reload and try again. |
| Reservation | Edit saved | Updated: <fields> |
| Reservation | Cannot edit | Cannot edit a cancelled reservation |
| Reservation | Payment type locked | Locked. The 3-hour edit window after creation has passed — only a manager, senior accountant, or admin can change the payment type now. |
| Check-in / out | Success | Checked in successfully / Checked in (backdated) — yesterday's room charge posted / Checked out successfully |
| Check-in / out | No room | Assign a room before check-in |
| Check-in / out | Room problems | Room <N> does not exist / Room <N> is already occupied / Room <N> is blocked (out of order) / Room <N> is held by NAME from A to B — cannot check in over overlapping window / Room <N> is dirty — confirm "Already VC" to check in or pick a different room |
| Check-in / out | Too old | This arrival was N days ago — update the arrival date or mark it as a no-show. |
| Check-in / out | Wrong status | Cannot check in a cancelled reservation / Only in-house guests can be checked out (this is booked) |
| Check-in / out | Balance (stay page) | Balance must be ฿0 before check-out. Outstanding: ฿X |
| Check-in / out | Balance (Front Desk) | Outstanding balance ฿X.XX — collect payment or charge to company/house account before checkout. |
| Check-in / out | Credit | Cannot check out — folio is over-paid by ฿X (credit). Refund ฿X to the guest, or void/correct the overpayment, before checking out. |
| Check-in / out | Early check-out | Early checkout — a reason is required. Open Check Out again and pick or type the reason. |
| Check-in / out | Debit override | Override & Check Out (Owing): Reason for the override (required)…; tick Yes — check out with the outstanding balance on the folio. |
| Check-in / out | Bring back | Stay brought back to in-house — manager notified / This checkout is past night audit (checked out <date>). Only an admin can bring it back for a post-audit correction. / Bring back to Staying needs a reason — pick a quick reason or type one. / Cannot bring back — room <N> is now held by NAME |
| Money | Payment | Payment recorded / Payout recorded (cash out) / Payment amount must not be zero / That ฿X payment was just recorded a second ago — ignored the duplicate click. |
| Money | Overpay dead stay | This ฿X payment would overpay the ฿Y balance on a cancelled reservation — collect only the outstanding fee. |
| Money | Payout misuse | A payout (negative amount) applies to a direct guest payment only — not to a VCC charge, OTA settlement or house-account transfer. |
| Money | Charge | Charge posted / Charge amount must be greater than zero (use Void for corrections) / Cannot post charges to a checked_out folio |
| Money | Extra | Added <Extra> (฿X.XX) / Added Extra Bed ×3 nights from 2026-10-22 (฿500.00 each) / Could not add extra: no price set for <Extra> on SUP for 2026-10-22 |
| Money | Adjustment | Adjustment posted / Manager approval needed: adjustment of ฿1,500 is above the ฿1,000 limit. Ask a manager or admin. / Adjustment amount must be a valid non-zero number |
| Money | Edit | Amount updated / Description updated / Category updated / Line updated / Nothing changed — amount, description and category left as they were / New amount must be greater than zero (use Void to remove a charge) / Amount edit differs by ฿X (more than ฿1,000), the 1-hour correction window has passed, and the new amount is not within 2× a known reference price. Original ฿A → ฿B. Ask a manager, admin, or senior accountant. / Cannot edit a voided item |
| Money | Void | Item voided successfully / Item already voided / Un-check-out first to adjust a settled folio — voiding a payment on a checked-out stay would strand an uncollectible balance. (An admin can void it directly.) / Only an admin can restore a voided item. / Item restored (un-voided) |
| Money | Closed day | This payment belongs to 21 Oct 2026, which is already closed. Only an administrator can change a payment from a closed day — post a correction against today instead, so it shows in today's takings. and the confirm CLOSED SHIFT … |
| Money | Folio | Folio added / Folio label is required / Folio limit reached (10 per stay) — ask a manager if more are needed / Charge moved / Item is already on that folio / Cannot move a voided item |
| Money | VCC | Virtual card charged / VCC already charged — void the existing charge first if it is wrong |
| Money | OTA settle | Settled to <OTA> ledger / Already settled to the <OTA> ledger — void the existing settlement first if it is wrong / A live OTA settlement row already exists on this folio — void it first if it is wrong / Nothing to settle — the guest folio balance is zero |
| Money | House account | Charged to <Account> / Wrong debtor: <source> bookings settle to <ledger>, not <chosen>. / Charge to Company / House Account is not available for this booking source — collect payment from the guest instead. / That account cannot receive a folio charge-back — pick an active Company / Travel Agent / OTA / Internal house account. / BLOCKED: <HA> already holds a live posting for this stay … |
| Money | Deposit | Deposit held / Additional deposit held / No deposit recorded / Deposit amount must be greater than zero / Cannot set a deposit on a cancelled reservation / Deposit returned / Returns over the approval limit need a manager or admin |
| Money | Night rate | 3 night(s) updated / 1 night(s) updated · Skipped 24 Oct — needs manager approval / Night 2026-10-22 already posted — cannot edit / Rate must be greater than zero |
| Stay changes | Room | Room changed to 307 / Room is required / Cannot move the room on a checked_out stay — history is frozen |
| Stay changes | Extend | Stay extended / New checkout must be after current checkout / Room 305 is booked by NAME from 2026-10-25 — cannot extend through that date / Cannot extend a checked_out stay / Manager approval needed: night rate ฿X for <date> is more than ฿1,000 outside the policy corridor (policy ฿P / base ฿B). Ask a manager or admin. / Extend-Stay reservation created from #<res> |
| Stay changes | Copy | Duplicated from #<res> — check-in set to today. Review & adjust then save. |
| Stay changes | Bind | Bound chain: <res> → <res> / Cannot bind a stay to itself / Cannot bind: res #A (dates) and res #B (dates) share a night. A bound chain is one room's continuous timeline — overlapping stays must stay separate. / Stay unbound from chain |
| Stay changes | Group | Group created successfully / Room added / Room removed / Bulk check-in complete: N rooms checked in / <guest> (res N) added to '<group>'. / <guest> (res N) removed from the group (reservation kept). / Group details saved. / Group renamed |
| Stay changes | Cancel | Cancellation applied / Cannot cancel a in_house reservation (only booked stays can be cancelled) / This reservation's arrival date has arrived or passed — please choose whether this is a no-show or a cancellation. |
| Stay changes | No-show | Marked as no-show / Mark no-show needs a reason — pick a quick reason or type one. / Stay must be in booked status to mark no-show |
| Stay changes | Reinstate | Reservation reinstated (back to booked) / Please give a reason for reinstating (e.g. guest called to confirm) |
| Passport and scans | Scanning | Scanning… place the passport on the scanner and wait. |
| Passport and scans | Saved | Scan saved — auto-filled: name, nationality, dob. Reloading… |
| Passport and scans | Failed | Scan failed: <reason> |
| Passport and scans | Agent | Scan request failed — could not reach the PMS. Check the network connection and try again; if it persists, check the Scan Agent in Settings → Devices. |
| Passport and scans | Unreadable | Couldn't read the document — please scan again |
| Passport and scans | Autofill banner | Auto-filled from this guest's profile (last seen <date>) — verify against the passport. |
| Passport and scans | TM30 | Required for the TM30 filing |
| Night audit | Not allowed | View only — contact manager to run audit |
| Night audit | Already ran | Night audit has already run for this business date. |
| Night audit | Cooldown | Night audit last ran N min ago. Cooldown of 18h is active to prevent double-runs — try again in Xh Ym. If a rerun is genuinely needed, an admin can set nightaudit_force_rerun=1 in Settings → Bounds. |
| Night audit | Busy | Night audit in progress (page shown to everyone else) |
| Night audit | Override | Overriding a red check without resolving it is logged to the audit trail with your username and reason, and notifies management. |
| Night audit | Force-close | Force-close needs a reason (min 4 characters) — it is recorded in the audit log. |
Last built from the course on 23 October 2026.