Reservation


The reservation screen stores all the reservation and payment details of a guest. When a guest calls, you will first have to enter all the guest information. After entering all the guest information, click on the Reservation button in the Guest Information screen. You can also access the reservation screen by clicking on Reservation > Reservation Information in the main menu. The Reservation screen is displayed as shown below.

Generate/reservation14.jpg

Quick Reservations (Method I)

The quickest and easiest way to make a reservation is using the Monthly Reservation Chart. To access the Monthly Reservation Chart, click on Reservation Chart > Monthly Reservation Chart.

  1. Select the cells for dates and rooms for which you want to make reservation by drawing a box around the dates that you want to reserve. Then release the mouse. All the cells that were selected are highlighted in dark blue as shown below.

  2. Now, right click the mouse with the cells highlighted. A sub menu is displayed. If the reservation is for a new guest, then select New Reservation > New Guest in the sub menu.

  3.  Generate/QUICKRES21.jpg

  4. On selecting New Guest, the following screen is displayed.

  5.  Generate/QUICKRESERVATION12.jpg

  6. Reservation Date, Arrival Date, Departure Date and Length of Stay information are automatically displayed based on the days selected in the Calendar screen.

  7. Enter Last Name, First Name and all the related Address information of the guest. If you purchased Swipe Card module, then just click on the Swipe Card Interface icon. The Swipe Card input dialog appears. Swipe Drivers License or Credit Card to enter Guest Name, Address and Credit Card details.

  8. Room Total is automatically displayed based on the rates set in the Unit Information screen. A different rate can be selected from the Rate Name list.

  9. Enter Deposit Amount.

  10. Tax & Post tax total is automatically calculated.

  11. Enter Credit card information. If you purchased Swipe Card module, then just click on the Swipe Card Interface icon. The Swipe Card input dialog appears. Swipe Credit Card to enter credit card details of the guest.

  12. To add another unit to this reservation, increase the number in the No. of Units field.

  13. For example, if you highlight the cells in the Monthly Reservation Chart to create a reservation for 1 unit, then 1 will be displayed in the No. of Units text box. To add one more room to this reservation, enter 2 in the No. of Units text box. When 2 is entered, an additional row is automatically added. Now, select the second Unit Name and the Rate Name in the second row from the list provided.

  14. Then click on the Save button.

  15.  

    Guest: To enter Phone Number, Email and Guest Notes, click on the Guest button.

    Bill: To add charges, make payments or print bill, click on the Bill button.

    Change Units/Rates: To reassign units, remove units from the reservation, modify rates or split reservation, click on the Change Units/Rates button.

    Group Reservation: To create a Group Reservation for these dates by this guest, click on the Group Reservation button.

    Reservation: To view the break up of taxes, enter Extra Persons Charge and Reservation Notes, click on the Reservation button.

    Delete: To delete this reservation.

    Regular Reservations (Method II)

    Enter Guest Information

  16. If you are directly accessing the reservation screen from the Guest Screen, the Last Name and the First Name of the guest is automatically displayed.

  17. When you access the Reservation screen from the main menu, click on the Add button. The Find Guest screen is displayed as shown below.

  18. To enter new guest information, click on the Add button. On clicking on the Add button, the Guest Screen is displayed. Enter the guest details and then click on Save button. The name of the new guest appears in the Reservation screen.

  19. For repeat guests and guests whose information is already exist, enter the Name of the guest, select Search By and click on the Find button in the Search Guest Screen.

  20. The results of the search are displayed. Then, highlight the specific guest and click on the Select Guest button.

  21. If the guest's name is not available, you can add them by clicking on the Add button.

  22. The guest's Last Name and First Name are displayed in the Reservation screen.

  23. Enter Arrival and Departure Date Information

  24. Enter the Check-in Time, Departure Date and Check-out time of the guest.

  25. Note: The Check - In and Check - Out Time of the guest is displayed in the Daily Calendar

  26.  II. Enter Room Information

  27. Click on the Assign Rooms/Rates button. The Assign Rooms & Rates dialog is displayed as shown below.

  28.  Generate/reservationassignrooms&rates copy1.jpg

  29. The rooms can be reserved as a regular reservation or split reservation.

  30. In a regular reservation, the guests are assigned to the same room during the entire stay.

  31. In a split reservation, the guests can be assigned to different rooms during their visit.

  32. To make a regular reservation:

  33. Click on Regular Reservation option button.

  34. All the vacant rooms available between the guest's Arrival and Departure Date entered in the reservation screen are listed. Select the room that you want to reserve from the Select Rooms list.

  35. Select the rate that you want from the Select Rates list.

  36. Based on the Room selected, the Room Rate is automatically assigned as set in the Room Setup screen.

  37. Note: If Seasonal Rate was defined for the selected Room Type, the selected room and the corresponding Rates are automatically added to the list.

    To make a split reservation:

  38. Click on Split Reservation option.

  39. From and To date text boxes appear. Enter the From and To Date for room to be reserved. The # of Nights are automatically calculated.

  40. Note: For Split Reservations, please make sure that all dates that were entered as Arrival and Departure dates in the Reservation screen are assigned.

  41. All the vacant rooms available between the From and To date entered are listed. Select the room that you want to reserve from Select Rooms list.

  42. Select the rate that you want to charge for the room reserved from Select Rates list.

  43. Note: If Seasonal Rate was defined for the selected Room Type, the selected room and the corresponding Rates are automatically added to the list.

  44. To assign another room to the same reservation, enter the next set of From and To dates.

  45. Note: When the 'Other' rate is selected from the list, Room Total will not be automatically calculated. The user can enter any rate they want for the reservation.

  46. Enter the Number of guests that will be staying in this room for this reservation. By default, the number of people that can stay for this rate is displayed. The maximum number of people that can be assigned for this rate is defined in the Room Rate screen. If the number of guests staying in this room exceeds the maximum number of guests assigned for this rate, as defined in the Room Rate screen, Extra Persons Charge is added to the Room Total. Then click on the Reserve Room button.

  47. The selected room gets added to the list. You can choose more than one room for a reservation and assign different rates for each room selected. Select the room, a rate and then click on the Reserve Room button.

  48. Note: The selected room is added to the list. You can assign multiple rooms for a reservation and assign different rates for each room selected.

  49. To remove rooms that are reserved for a guest, select the room from the list and click on the Remove Room button.

  50. Click on the Close button to close Rooms and Rates dialog and return to the Reservation screen.

  51. The Rooms Reserved and the Room Rate assigned are displayed in the list boxes based on the selections in the Rooms and Rates selection screen.

  52. Select Worker from the list provided. Employees added in the Setup > Employee screen are displayed here.

  53. Select Referred By from the list provided. Referral Sources are added in the Setup > Referral screen. (Referral Report generated under Reports > Referral Report is useful calculating commissions for agents)

  54. Enter Number of Children and Number of Adults who will be staying in the allocated rooms.

  55. Length of Stay gets automatically calculated based on Arrival and Departure dates entered.

  56. Current date is displayed as the Reservation Date (date when the reservation was initially taken)

  57.   Enter Payment Information

  58. After entering reservation details, enter payment information. Room Total is automatically calculated based on the rates selected in the Rooms and Rates selection dialog and Length of Stay.

  59. You can also enter your own rate by selecting Other rate in the Room and Rates screen. On selecting Other from the list, you will be able to enter your own rates and taxes (other than the rates and taxes defined in the Setup screens.)

  60. Enter Discount if applicable. If you enter Discount %, the discount amount gets automatically calculated and displayed. If discount amount is entered, the corresponding Discount % is displayed.

  61. Enter Other Charges if any. Itemized charges added in the Bill screen will also be displayed in the Other charges field.

  62. Sales, Local and Other Tax are displayed based on the percentage entered in the Taxes screen.

  63. Post Tax Total is displayed. (Post Tax Total = (Room Total +       Extra Persons Charge + Other Charges - Discount) + Sales Tax + Local Tax + Other Tax)

  64. Enter Total Paid if any.

  65. Amount Due is calculated based on Post Tax Total and Total Paid.

  66. Enter Deposit Amount.

  67. Deposit Due date displays the current date. You can change it according to your requirement.

  68. Amount Due is calculated based on Post Tax Total and Deposit Amount.

  69. Select Payment Type from the list provided. It can be Check, Credit Card or Cash. If you purchased Swipe Card module, then just click on the Swipe Card Interface icon. The Swipe Card input dialog appears. Swipe Credit Card to enter credit card details of the guest.

  70. Select Credit Card Type from the list provided. It can be Visa, Master Card, Discover or American Express.

  71. If the Payment Type is either Credit Card or Check, enter Credit Card #/Check #. Only valid Credit Card numbers will be stored in the system.

  72. Enter Exp. Date if Payment Type is Credit Card.

  73. If it is a confirmed reservation, click on the Reservation Confirmed check box.

  74. Click on the Tax Exempt check box to remove taxes from the reservation.

  75. If the deposit amount entered is on hold, select Hold Deposit. If the deposit amount has already been paid, select the Apply Deposit option.

  76. Enter Notes if any.

Note: The notes that are entered here will be displayed in the Daily Calendar screen.

Click on Save button to save the record.

Click on the Guest button to view more details on the guest who has made this reservation.

Click on the Letter button to print a confirmation letter for this guest.

Click on the Bill button to add Charges and make Payments to the reservation.

Click on the Month button to view the entire Month Calendar screen.

Click on the Print button to print the bill.

 

See Also

To Add other Charges

To Find Reservations

To Cancel Reservations

Group Reservations

Print Reservation Cards