# Group booking change records before a PMS switch | SourceX

Canonical: https://refer.sourcex.si/guides/workflow-group-booking-change-reconciliation
Last updated: 2026-10-20

Before a property system replacement, inventory the records that let someone follow a group's headcount from contract to invoice: the event orders and their revisions, each guaranteed headcount and when it was given, the count on the day, the posted charges, any correction, and the correspondence that requested the change. Note the years covered, which system holds each record, who owns it and the date the old system goes read-only or dark. Partners collect only that metadata and introduce the person who can authorize a licensing discussion.

## Why a system replacement flattens a group booking history

A group booking change is reconciled across several numbers that move over weeks: the contracted headcount, the guaranteed count given before the event, a late request, the covers the kitchen set, the count served, the first invoice and any correction. Each number sits in a different record and often a different system.

OPERA Cloud, for example, records Expected attendees, Guaranteed attendees and Actual attendees on a catering event; the guaranteed number is the contracted minimum, and the actual number is the billed figure that determines the amount charged. Event charges post once the event is in Actual status, and a wrongly posted event can be reopened, the billed revenue corrected and only the difference posted. The Posted Event Revenue report then shows billed and posted amounts by event and revenue type, with the variance between them.

That is a rich trail while it sits in one system. A replacement project usually migrates future bookings and perhaps closed events as final values: the last event order, the last attendee numbers, the final invoice. The revisions in between, the reopened postings and the planner emails that asked for the change tend to stay behind. After shutdown, a history that once showed how a late change was caught and corrected shows only that the event happened.

## What should be inventoried before a property system replacement affects group booking change reconciliation history?

Four things: the record classes, the years each covers, the owner of each, and the real access deadline. Work backward from the date the outgoing system stops being readable.

- **Record classes.** Contracts, event orders with revisions, headcount changes, production sheets, banquet checks or counts, postings and corrections, invoices, and change-request correspondence.
- **Time coverage.** The first and last year for each class, and any gap, such as a prior system whose history was never migrated.
- **System owners.** Which team administers the sales and catering system, the property system, the back office and the mailbox where planners write.
- **Access deadline.** The contract end date, any read-only period the vendor offers, and what the vendor returns on exit.
- **Migration scope.** Whether historical events move to the new platform with their revision history or only as final values.
- **Retention policy.** What the company's own policy requires for financial and contract records.

Keep the partner's role narrow: point out the deadline and the history. Do not advise the company to retain, copy or export records it has no authority or policy basis to keep. That decision belongs to its finance leadership, counsel and IT. The general decommissioning questions are covered in [application decommissioning](/questions/application-decommissioning).

## An inventory register for the events operations director

Illustrative. This is the register a hospitality systems advisor might help a fictional 400-person hotel group fill in, with a vendor contract ending at the end of Q3 and a 90-day read-only window after it. Every value is metadata; no event, guest or invoice is shown.

| Record class | System today | Years held | Owner | In migration scope? | Readable until |
|---|---|---|---|---|---|
| Event orders, final version | Sales and catering | 2017 to 2026 | Events operations | Yes, final values only | Moves |
| Event order revisions | Sales and catering | 2017 to 2026 | Events operations | No | End of read-only window |
| Headcount changes with dates | Sales and catering | 2017 to 2026 | Events operations | No | End of read-only window |
| Postings and corrections | Property system | 2019 to 2026 | Finance | Closed periods as totals | End of read-only window |
| Final invoices | Back office | 2015 to 2026 | Finance | Yes | Moves |
| Planner change requests | Shared mailbox | 2018 to 2026 | Unassigned | Not a system migration | Mailbox policy |

The rows that matter are the three marked "No" or "Unassigned": the revisions, the dated headcount changes and the planner emails carry the reasoning, and none of them are moving. Systems differ in what they can hand over; OPERA Cloud, for instance, supports configurable exports in formats including CSV, JSON and TSV with selected columns and filter conditions. Whether an export is run is the company's decision, not the advisor's.

## Questions to put to the events operations director

1. Which years of events will the new system hold, and in what detail?
2. Is there a written date when the old system becomes read-only, and when it shuts down?
3. Are event order revisions and headcount changes stored as history, or overwritten?
4. Where do planners send change requests, and who owns that mailbox?
5. Does the management agreement, a brand standard or a group contract decide who controls these records?

The last question often matters most. The [shared group system ownership answer](/questions/who-owns-data-in-a-shared-group-system) explains how owners, operators and brands split control.

## Does the company qualify, and what stays unknown?

The introduced company needs 50+ full-time employees at peak (contractors excluded), a documented operating history, rights to license the records, and an authorized contact. Companies in the U.S., Canada and the EU qualify, as do companies in the UK, Australia, New Zealand, India, Singapore, South Africa, Latin America, the UAE and Saudi Arabia when at least 90% of the data is in English.

What stays unknown until SourceX reviews it: which records the owner or operator has rights to license, what client and attendee details must be removed, SourceX's current data needs, and any offer. More hospitality context is on the [hospitality page](/industries/hospitality).

## Go deeper on group booking change reconciliation

- [Group booking change exception examples](/guides/group-booking-change-reconciliation-exception-examples): worked cases showing which records explain how a late headcount change was handled.
- [Reconstructing group booking changes across systems](/guides/group-booking-change-reconciliation-records-across-systems): a system map of the links between catering, property and back-office records.
- [Who can license group booking change records](/questions/who-can-license-group-booking-change-reconciliation-records): a short answer on which owner, operator or executive to introduce.
- [Group booking change referral brief template](/resources/group-booking-change-reconciliation-referral-brief-template): a fill-in template for the one-page introduction.

## Next step

> **Refer a company. Earn up to $100,000.** Default reward: 25% of Actual Supplier Payout, capped at $100,000 cumulatively per referred company. Eligibility and payment conditions apply, and a signed Schedule A or addendum can differ. A lead, meeting or signature alone does not trigger payment.

If a hotel client is replacing its sales and catering or property system and years of event revisions live only in the old one, [register as a partner](/register), check the company against [who qualifies](/who-qualifies), and keep the [program terms](/terms) at hand when you introduce the decision-maker.

## Sources

- https://docs.oracle.com/en/industries/hospitality/opera-cloud/24.1/ocsuh/t_osem_creating_events_from_manage_block.htm
- https://docs.oracle.com/en/industries/hospitality/opera-cloud/24.4/ocsuh/t_osem_managing_event_posting.htm
- https://docs.oracle.com/en/industries/hospitality/opera-cloud/21.4/ocsuh/c_osem_posted_event_revenue_report_rep_posted_event_revenue_with_rep_posted_event_revenue_fmx.htm
- https://docs.oracle.com/en/industries/hospitality/opera-cloud/22.5/ocsuh/t_exports_creating_or_editing_a_general_export_file.htm
- https://refer.sourcex.si/terms