| 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 in the main menu. The Reservation screen is displayed as shown below.
I. To Add Reservations
Enter Guest Information
1. If you are directly accessing the reservation screen from the Guest information screen, the Last Name and the First Name of the guest is automatically displayed.
2. To add a reservation when you access the Reservation screen from the main menu, click on the Add button. The Guest Search dialog appears as shown below.
3. Enter the First Name and the Last Name of the guest and click on the Find button.
4. The results of the search are displayed. Then, highlight the specific guest and click on the Select Guest button.
5. If the guest’s name is not available, you can add them by clicking on the Add Guest button. The Guest Information screen is displayed. Enter the details of the guest and then click on the Close button in the Guest Information screen.
6. The guest’s Last Name and First Name are displayed in the Reservation screen.
II. Enter Arrival and Departure Date Information
7. Enter the Arrival Date, Check-in Time and Departure Date of the guest.
8. Select Check-out Time of the guest from the list provided.
Note: The Check – In and Check - Out Time of the guest is displayed in the Day View screen.
III. Enter Room Information
9. Click on the Select Rooms button. The Rooms and Rates Selection dialog is displayed as shown below.
The rooms can be reserved as regular reservation or split reservation.
In the regular reservation, the guests are assigned to the same room during the entire stay.
In a split reservation, the guests can be assigned to different rooms during their visit.
10. To make a regular reservation:
· Click on the Regular Reservation option button.
· 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.
· Select the rate that you want to charge for the room reserved from the Select Rates list.
11. To make a split reservation:
· Click on the Split Reservation option.
· The From and To date text boxes appear. Enter the To and From date for room to be reserved. The # of Nights gets automatically calculated.
· All the vacant rooms available between the From and To date entered are listed. Select the room that you want to reserve from the Select Rooms list.
· Select the rate that you want to charge for the room reserved from the Select Rates list.
· o assign another room to the same reservation, enter the next set of From and To dates.
Note: For Split Reservation, please make sure that the all the dates that were entered as the Arrival and Departure dates in the Reservation screen are assigned in the split reservation.
Note: When the ‘Other’ rate is selected from the list, Room Total is not automatically calculated. Enter a Room Total that you think is appropriate.
12. 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 is greater than 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.
13. 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.
14. To remove rooms that are reserved for a guest, select the room from the list and click on the Remove button.
15. Click on the Close button to close the Rooms and Rates dialog.
16. Enter the Number of Children and Number of Adults who will be staying in the allocated rooms.
17. The Length of Stay gets automatically calculated based on the Arrival and the Departure dates entered.
IV. Enter Payment Information
18. After entering the reservation details, enter the payment information. The Room Total is automatically calculated based on the rates selected in the Rooms and Rates selection dialog and Length of Stay.
19. You can also enter your own rate by selecting 'Other' rate in the Rooms and Rates dialog. On selecting 'Other' from the list, you will be able to enter your own rates and taxes.
20. Enter Other Charges and Discount if applicable.
21. The State, Local and Other Tax is displayed based on the percentage entered in the Taxes screen.
22. The Post Tax Total is displayed. (Post Tax Total = (Room Total + Extra Persons Charge + Other Charges – Discount) + State Tax + Local Tax + Other Tax)
23. Enter Total Paid if any.
24. The Amount Due is calculated based on the Post Tax Total and the Total Paid.
25. Enter Deposit Amount.
26. The Deposit Due Date displays the current date. You can change it according to your requirement.
27. Select the Payment Type from the list provided. It can be Check, Credit Card or Cash.
28. Select Credit Card Type from the list provided. It can be Visa, Master Card, Discover or American Express.
29. If the Payment Type is either Credit Card or Check, enter Credit Card # Or Check #.
30. Enter Exp. Date if the Payment Type is Credit Card.
31. If it is a confirmed reservation, click on the Reservation Confirmed check box.
32. If the Deposit Amount entered is on hold, select Hold Deposit. If the Deposit Amount has already been paid, select the Apply Deposit option.
33. Enter Notes if any.
34. Click on the Save button to save the record.
35. To add more charges and payments, click on the Bill button.
To Modify Reservations
To modify a reservation, search for this particular reservation using the Search feature as explained above and click on the Select Reservation button. This loads the selected reservation’s details on the screen.
If you want to modify the dates of this reservation, enter the new Arrival Date and Departure Date. After making all the required changes, click on the Save button.
To Cancel Reservations
To cancel a reservation, search for the reservation using the Search feature and the details of this reservation are displayed in the Reservation screen. Then click on the Delete button.
To Print Confirmation Letter/E-mail
Click on the Letter button to print a confirmation letter for this particular reservation. The confirmation that is already defined under the Letters module is displayed. Click on the Print button to print the letter.
To send the confirmation letter as an E-mail, click on the E-mail Letter button. The E-mail Properties screen is displayed as shown below.
· Enter the e-mail address of the guest in the To Address text box.
· Enter your e-mail address in the From Address.
· Enter the e-mail address of the person you want to copy this letter to in the Copy To Address text box.
· Then click on the OK button to send the e-mail
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 go to the Charges to add to screen.
Click on the Month button to view the entire Month Calendar screen.
Click on the Print button to print the bill.
See Also