The Reservations List

The reservations window allows you to view all reservations or to view reservations based on certain criteria. You can also add, edit, and delete reservations from this window.

To access the reservations window:

1.       Click the Show Invoices icon  or select View > Reservations from the menu to display the Reservations window.

 

Viewing Reservations with Filters

You can view reservations according to preset criteria called filters. For example, to view reservations for guest who will arrive today, select the radio button next to Arrivals Today.

 

You can also set up your own criteria for viewing reservations by using a custom filter. Perhaps you want to view all guests for a particular check in date. Select the radio button next to Custom Filter to display the custom filter at the bottom of the window.

 

 

The left side drop-down box contains a list of fields for which you can set criteria. The middle drop-down box will automatically list the relevant choices for operators. The right side box is where you set the value.

 

To select all reservations for a particular check in date, select CheckInDate from the left drop-down list, "Is" from the middle drop-down list and type a date in the right box. Click Add Criteria and the bottom part of the window will display your choice and allow you to add more criteria if you wish.

 

 

If you add more criteria, you can select AND or OR. Use AND if you want your reservations records to match all of the criteria, use OR if the reservation record just needs to match any one of the criteria. To delete a criterion, click the X next to it. To clear and start over, click Reset. To use the criteria to display matching records, click Apply.

 

From here you can do the following:

 

·        Learn more about filters

·        Add or edit reservations

·        Add a room, or an extra or package to a reservation

·        Apply a payment, deposit, or refund to a reservation

·        Select a credit card for payment

·        Check guests in and out.

·        Cancel or delete a reservation

·        Change rooms or dates for a reservation

·        View reservations using the occupancy map

 

Retail sales are added to the customer record, not to the reservation record.

 

Creating and Editing a Reservation

You can add or edit reservations via the Reservations window or the Add Customer window. You can also add (but not edit) a reservation from the Occupancy Map.

To access reservations from the reservations window:

1.       Click the Show Invoices icon  or select View > Reservations from the menu to display the Reservations window.

 

2.         Click the Add button  to display the Add Reservation window.

 

3.         Define the following information:

• Arrival Date - click the down arrow to select a date from the calendar.

• Departure Date - click the down arrow to select a date from the calendar.

• Number of Adults - use the up and down arrows to select the number of adults.

• Number of Children - use the up and down arrows to select the number of children.

• Primary Guest Name - begin typing the last name or first name to populate the name fields with an existing customer. To add a new customer, click Create New to access the Add Customer window.

• Taken By - type the name of the person who took the reservation.

• Group Name - enter a name for the group if the reservation is part of a group reservation.

• Source - select the referral source from the drop-down list. If the referral source is not on the list, click Source to set up a new referral source.

• Reason for Stay - select the reason for stay from the drop-down list. If the reason for stay is not on the list, click Reason for Stay to set up a new reason.

• Guest Notes - add any notes about the guest or reservation.

• Internal Staff Notes - add any notes for staff about the reservation.

 

Once the basic information for the reservation is entered you can do the following:

 

·        Add a room

·        Add a package or an extra

·        Add a deposit, payment, or refund

·        Add correspondence

·        Print or email confirmations

 

 

 

 

 

To edit a reservation:

1.     Highlight the reservation on the reservation window and click the Edit button.

 

 

The Edit Reservation window will appear.

 

 

2.       From here you can do the following:

 

§         Edit the primary guest by clicking the Edit button next to the guest's name.

§         Change the primary guest by clicking the Search button. When you click the search button you will also have the option of creating a new guest.

 

If you click the Search button, the guest info will disappear. To restore the guest information either click the ESC key to return to the reservation list where you can try to edit the reservation again, or type the name of the guest in the search box to put the guest's name back on the reservation.

 

§         You can expand items in the lodging and extras section to view more details.

 

Click the Expand items box.

 

 

§         You can also handle the following tasks:

 

Add a room

Add a package or an extra

Add a deposit, payment, or refund

Add correspondence

Check the guest in or out

Cancel the reservation

Delete the reservation

Change the rooms on the reservation

Change the dates for the reservation

Print or email confirmations

 

Using the Occupancy Map

The occupancy map allows you to view your rooms and reservations (for up to two years in the future) along with payment status, arrivals, and departures. You can also add a reservation from the occupancy map.

To access the Occupancy Map:

Click the Occupancy Map icon  or select View > Occupancy Map from the main menu to display the Occupancy Map.

 

About the Occupancy Map

The icons on the occupancy map indicate the following:

 

	Reservation made
	Guest checked in
	Guest checked out
	No payment received
	Deposit received
	Paid in full
	No show

 

Weekend dates are shaded light blue.

Holidays are shaded light pink.

Use the horizontal scroll bar to navigate through dates.

To book a room using the occupancy map:

1.       Select a date or date range for a room by dragging the mouse over the appropriate date boxes with the left mouse button depressed.

 

When you release the left mouse button, there will be a slight pause and then the Reservation window for the particular room will appear.

 

2.         Add a guest as follows:

Select the guests for the room. You can add a guest now, or you can add a guest after you book the room. (When you click Book, the Add Reservation window will appear - you can add a guest from there). If you decide to add a guest now:

 

a.       Click click here in the Select Guest section of the window to add a guest.

 

The Select Guests section of the window will change as indicated below.

 

 

b.       Double click in the guests box to display the Assign Guest window.

 

 

c.       Begin typing in either the last name or first name fields to bring up a list of guest beginning with that letter.

 

 

d.       Click the guest name to select it.

 

The guest's information will appear.

 

e.       Click OK to accept the guest or Edit to edit the guest's information.

 

When you click OK, you will return to the Reservation window and the guest's name will appear in the Select Guest section of the window.

 

3.     Complete the rest of the information for the reservation as follows:

·         Select the number of adults and number of children.

·         Select the rate at which to book the room from the rate drop-down list.

·         Adjust the rate if necessary.

o        % discount - apply a discount percentage

o        $ discount - apply a dollar amount discount

o        Flat rate per night - change the rate to a certain amount per night (not enabled for packages)

o        Override each night manually - displays a grid where you can enter a different rate for each night of stay (not enabled for packages)

·         You can also click Show Lodging Packages to view available lodging packages for the date(s).

 

4.         Click Book to book the room.

The Add Reservation window will appear where you can add additional information about the reservation.