Long Term Reservation Configuration

Added 10/18/2006 - Article ID#: KWin0027

Overview

As of Revision 1.263, there are still several types of long term reservations available to customers.  However, all systems are shipped with the standard long term reservation ability governed by C1RT switches.  The additional long term types are:

• Post Rent Every 30 Days (C1LT)
• Post Rent on Specific Day of the Month (C1MONTH)
• Post Rent for Current Month Only (C1MONTH2) works in conjunction with C1MONTH
• Phone Folio and Printing Long Term Statements (C1HABIT)

C1LT - Post Rent Every 30 Days Based on Arrival Date

When Switch C1LT is set to yes, long term charges are posted every 30 days.  For example, if a reservation is made with Arrival = January 15, 2005 for 150 days, then charges are posted for this reservation on February 14th, March 16th (March 17th if a leap year), April 15th (April 16th if a leap year), May 15th (May 16th if a leap year), and June 14th (June 15th if a leap year).

Post Rent on Specific Day of the Month (C1MONTH)

Post rent charges on a specific date within each month of a long term reservation.

Day of Month Rent is to be Posted

When posting charges on a monthly basis (using Switch C1MONTH), select a date from the drop-down to designate which date the charges are processed each month.  The default is set to 15.  For example, set the day for posting as the 20th.  The long term totals are defined as the total of all transactions through the last day of the current month.  From the 1st to the 19th of the month, future reservations are always the totals for the first month of the arrival date. If the day of the month is set to the 20th or more, the long term totals are defined as the total of all transactions through the end of the next month.  Only dates 1 through 28 are available, since 29, 30, and 31 are not available in all months.

Post Rent for the Current Month Only (C1MONTH2)

When C1MONTH is active, C1MONTH2 can be set to yes so the system posts rent for the current month only.  If set to No, once the reservation is checked-in and nightly charges are posted (or the day is closed for VRS customers), the system posts the arrival month's rent plus the next full month's rent (the first two months of rent).  All subsequent postings are for the following month.

Habitat Switch

When Switch C1HABIT is set to Yes, the Habitat tab displays in Reservation Configuration.  A phone folio prompt is added to the new reservation process and printing long term reservation statements is available.  For information on how system administrators should set up this feature, see Long Term Billing Installation.

 

Long Term Default Statement: Printer for this Workstation

Select a printer from the drop-down list to designate a printer to be used whenever long term reservation statements are printed based on user-logon.

Long Term Statement: Report

Select the billing statement report to be used when processing and printing long term reservation statements.  Click Browse to select the basic LongTermResStatement.rpt report from the RDP1202/Reports10/FrontDesk folder.

Long Term Statement: E-mail Options

Always Add Reservation Number to Subject

Check to include the Reservation Number in the e-mail's Subject reference when sent.

Blind CC

If emailing statements for long term reservations, enter the e-mail address to which copies will be sent without any notable reference in the e-mail.  For example, a copy can be sent to the marketing person in charge of long term stays or the property's owner for tracking purposes.

CC

If emailing statements for long term reservations, enter the e-mail address to be displayed in the carbon copy "CC" line of the e-mail (i.e., "Accounting@HolidayInn.com").  For example, a copy can be sent to the marketing person in charge of long term stays or the property's general manager.

From

If emailing statements for long term reservations, enter the e-mail address to be displayed in the "From" line of the e-mail (i.e., "Accounting@HolidayInn.com").

Subject

To avoid retyping the same subject matter over and over each month when e-mailing statements, enter a default description of the e-mail.