RDPWin

Reservations - Check-In

Click here for a tutorial of the RDPWin Check-In.
Check-in Information
Authorize Credit Card

Assign a Room Number

Change Room

Check into Dirty Room

Continue With

Credit Limit

Groups

 Late Check-in

Mass Check-in

Main Menu

Notes

Print Reg Card

Process Payment

Overview

While in the Arrivals list, select Check-In from Options to open a new window and allow check-in.
Notes... Switch 423-10
If a reservation has any Notes and Switch 423-10 "Display F6 Notes During Check-In" is set to yes, the system displays the Reservation and Guest History Notes to alert the front desk person.
Notes... Switch 424-11 and 424-12
If a leader reservation has any Notes and the Switch 424-11 "Display Master F6 Notes During Check-In" is set to yes, the system displays the Group Master Notes first.  If a leader reservation has any Notes and the Switch 424-12 "Display Leader F6 Notes During Check-In" is set to yes, the system displays the Group Leader Notes first. If both Switches 424-11 and 424-12 are set to yes, the Group Master Notes are displayed first (if any) and then the Group Leader Notes (if any). If only Switch 424-12 is set to yes, the group leader is displayed first (if any).  If the reservation has no notes at all, the Check-In screen is displayed.


From Notes, click the Close button to open the Check-In screen, or if the Reservation is inventory reservation, the Available Rooms screen opens and requires that a room number be designated.  Once the notes have been reviewed and a room number assigned, the Check-In screen opens.  Deposits can be taken and credit cards authorized. 
  1. Select the appropriate folio ( Folio A, B, or I) tab.  The folio balance(s) is/are displayed on each Folio label in blue (based on system color).
  2. Choose the type of payment: None (default setting), Payment, or Authorize Credit Card.
  3. If Payment, select type: Credit Card, Cash, Check, Misc., Wire, or Transfer.

    • If Credit Card, enter Amount, Number, Exp., CID, and check Manual (No SDC) if necessary.  Any credit card information entered when the reservation was made is already displayed.
    • If Cash, enter amount.  If check enter Amount and Check#.
    • If Misc, enter Amount and Description.
    • If wire, enter Amount only.
    • If Transfer, enter the Amount and Res#.  Use the Find button if the Res# is unknown.  Also displayed are the VIP, Allow Move, and Guaranteed checkboxes, as well as the basic charge and folio information.
  4. If Authorize Credit Card, enter Amount, Number, Exp., CID, and check Manual (No SDC) if necessary.  Any credit card information entered when the reservation was made is already displayed.

The read-only Reservation Header displays Res.#, Res Type, Name, Group, People, Arrive and Depart dates, Nights, Leader (if any), Room Number, Type (room), Status, Sharewith, Rate and Plan. 

Assign Room Number

A room number must be assigned to an inventory reservation before check-in.  When an inventory reservation is selected for check-in, the "Available Rooms" for the reservation dates is displayed.  Click Available Rooms for detailed information.  The room information is filed on the reservation as soon as the Select button is clicked (a room is assigned), even if the Check-In process is not completed.

The Change Room button must be used to perform a room move.  If the Close button is clicked on the Check-In screen after the room is selected, the reservation is still filed as a preassigned reservation.  To return a newly preassigned reservation to a status of inventory, select that reservation from the Arrivals or Future grid and select Convert to Inventory from the Reservations-->Options in the main menu.  This feature is not available from the Reservations-->Options panel.  See Room Move for more details.

Keep Room Number
If a room was selected and the "Change Room" button on the Check-In screen is clicked, the Available Rooms screen reappears.  Either select another room and click Select or click the "Keep Room #" button to return to the Check-In screen.

Check-in

Folio Filter
See Folio Filter for details.
Credit Limit
The Credit Limit is automatically calculated during the reservation process.  This limit can be changed from the Check-in.  The defaults are set in Res Configuration on the Check-in tab for guests with a credit card on file and guests without. 
Comments
When Switch 421-06 is set to yes, the system allows Comments 8 and 14 to be entered and changed on the Check-in screen. To configure the text, add a C1 sub-record CKIPMT to RDP-DOS 090 RDP100 & RDP128B - Check-in prompts for Comment-8 and Comment-14. Put the text in the special data field as "PROMPT1,PROMPT2". If this record is not found, then "Comment-8" and "Comment-14" are used as prompts.  As an example, prompt for license plate number and number of keys.
Authorize Card
Available when the Authorize Credit Card radio button is selected and the folio has a balance due at check-in.   The credit card authorization process is separate from the Check-In process and should be completed prior to clicking the Check-in button.  The authorization number is automatically populated by SDC.  If swiping is not available, users should enter the number and expiration date and click the Process button (making sure that Manual is NOT checked). If SDC interface is not installed, Authorization must be completed manually by checking the Manual (No SDC) box.
Process Payment
Available when the Authorize Credit Card radio button is selected and the folio has a balance due at check-in.  The payment process is separate from the Check-In process.  When taking a payment or authorizing a credit card before checking in the guest, select the Payment or Authorize Credit Card radio button to enable the Process Payment or Authorize Card button (button title is dependent on radio button selection).  Once payment or authorization is complete, click the Check-In button to check the reservation into the system.  When the None radio button is selected (default setting) instead of payment or authorization, the Process Payment button is disabled.  When the Check-In button is clicked while the Payment or Authorize Credit Card radio button is selected, the system displays a message to either process the payment, authorize the card, or select the None option for the payment type.

When the Payment radio button is selected, the payment type (credit card, cash, check, etc.) and amount must be entered.  Based on which payment type is selected, various options are available.  Cash or Wire require only the amount be entered.  Credit card requires the card information and authorization before checking in.  Check requires a check number, and Misc requires a description. Transfer requires a Res# where the deposit will be transferred.  Transfer sets the amount due of the original reservation to zero and moves it to the selected reservation, which subsequently increased its amount due by that amount.
Check-In
Once payment options are addressed, click Check-in.  If the property uses a key/lock system, the "Request or Verify Key Cards" screen displays and allows for adjustments to default settings.  See key cards for more detail.  If the reservation selected for Check-in is not scheduled for arrival on the current date, the system displays a notice that the dates must be changed before checking in. 
 
When the reservation's room number has any new or open work orders scheduled during the reservation dates, the system displays a message "Room ### has New or Open work orders scheduled between Arrival Date – Departure Date. Continue with this room?".  Click yes to continue the check-in process or No to return to the Check-in screen and use the Change Room button to reassign.
Change Room
If for any reason the room number selected in the previous screen needs to be changed, click "Change Room."  Either select another room and click Select or click the "Keep Room #" button to return to the Check-In screen.  Reasons for changing rooms might be that the room is not clean or the guest has changed his/her preferences.
Check in Individual Reservations with Balance Due
When Balance Due is greater than zero: a credit card can be authorized, a payment taken, or select None as the payment type and check in the reservation with a balance.  Once the payment information is complete, click the Check-In button.
Print Reg Card
Click the "Print Reg Card" button to open the Print window and select print options.  Click OK to print or Cancel to close the window and return to the Check-In screen.

Vacation Protection and Security Deposit Protection

When a reservation is checked in with a paid deposit and Vacation Protection (VP) and/or Security Deposit Protection (SDP) is active, the amount transferred from the B1 advance deposit ledger to the B2 guest ledger is:  Transfer Amount = Paid Amount - VP - SDP.  The VP and SDP codes always remain on the B1 advance deposit ledger; so in order to balance the B1 ledger, part of the paid deposit must remain in the B1 ledger as well.

Late Check-In

Late check-in is available for reservations (excluding long term) being checked-in with an arrival date prior to the current system date.  For long term reservations, the system displays a message that arrival/departure dates must first be changed using the Change screen and saved, then return to the Check-In option to continue. 

When a selected reservation has an arrival date prior to the system date when check-in is attempted, a message displays and offers the following choices based on system type:

Vacation Rental System Features (Switch 426-06) Checked:

  1. Check-in this reservation and post charges for all missed days.  The arrival date does not change.  Charges dated prior to the system date are NOT CHANGED, so Day End reports for prior dates must be updated.
  2. Check-in this reservation and post charges for all missed days.  The arrival date does not change.  All charges dated prior to system date ARE CHANGED to the system date so Day End reports are not altered.
  3. Check-in reservation and DO NOT post charges for missed days.  Update arrival date to current system date.  The departure date is not changed.  All charges dated prior to the new arrival date are deleted and owner does not receive revenue for missed days.
  4. Access the Change screen to manually update reservation arrival and departure dates (and possibly rates) and proceed with check-in.
Hotel or Condominium Systems (Switch 426-06 NOT Checked):
  1. Check-in this reservation and post charges for all missed days.  The arrival date does not change.  All charges dated prior to system date are changed to the system date to avoid changing previous night audit report figures.
  2. Update arrival date to current system date.  The departure date is not changed.  All charges dated prior to the new arrival date are deleted.
  3. Access the Change screen to manually update reservation arrival and departure dates (and possibly rates) and proceed with check-in.
There are several scenarios for a late check-in which correspond to the departure date being prior, the same as, or after the current system date:
  1. Departure Date Prior to Current System Date.  In this case, both the arrival and departure the dates must be changed to allow check-in. The system prompts to change the dates. At this point the dates can be changed or if not, the check-in is cancelled.
  2. Departure Date Equal to Today.  At this point, two options are displayed:

    • Check-in With Existing Dates.  If the check-in proceeds with the departure date equal to the current system date, all charges prior to the current date are changed to the current system date with the pre-post flag removed.
    • Change the Dates.  The system prompts for a new arrival and departure dates.
  3. Departure Date Greater Than Today.  At this point, three options are displayed:

    • Check-in With Existing Dates.  If the check-in proceeds with the departure date equal to the current system date, all charges prior to the current date are changed to the current system date with the pre-post flag removed.
    • Change Arrival Date.  When the reservation arrival date is changed to the current system date, all charges prior to the current system date are deleted (except deposits).
    • Change the Dates.  The system prompts for a new arrival and departure dates.

Mass Check-In

When the "Enable Check-In All Arrivals" box is checked in configuration, select Mass Check-In from Options.  The system displays a confirmation prompt prior to checking in all arriving (today's date) reservations.

Click Yes to check in all reservations scheduled to arrive on the current system date with a single command with at least one exception:  (1) reservations cannot be checked in without having a room number assigned.  Optional exceptions can be configured so reservations are not checked in based on:  (2) a reservation has a balance due to the property, (2) non-rental rooms, (3) maintenance reservations, and (4) room clean status is occupied or dirty.  In any exception situation, the system skips over those reservations which are indicated by a reason displayed in red under the Reservation Status column.  However, all of the "optional" exceptions can be removed by checking the three boxes in the Configuration Check-In tab as shown below.

Include Reservations with Balance Due
When selected, the system will allow users to check in any reservation with a balance due during the Mass Check-In function.
Include N/R Room Types in Check-In All Arrivals Option
Some properties rent units that are not guest rooms such as golf carts or boats.  When configured:

  • If the N/R Room is actually a non-rental room such as a conference room, that conference room is checked in and considered occupied.
  • If the N/R Room is actually a golf cart (or other such non-room item), the system will check it in and consider it in use by the guest.
  • Some properties may wish to enter the room reservation as a Group Leader reservation and the N/R Room as a Group Member reservation.  In that case, the system will check in the Group Leader (guest reservation) and the Group Member (check-out a golf cart for use by the Group Leader).
Allow Reservations to be Checked In to Rooms Marked Dirty (System Setting 423-03)
Properties using the mass check-in feature may wish to check in reservations assigned to rooms aren't ready for the guests.  When configured, all reservations are checked-in, regardless of Clean Status.  As guests arrive, the front desk staff will need to check the Clean Status before releasing keys to the guests.  If Dirty, the staff will need to notify the guest to come back later for a key.

Continue With (at Check-In)

Once a reservation has been checked in, the system prompts with a screen as shown below to offer navigation options.

Main Menu

From the check-in screen, access the main menu for these options:

Notes
Click to view any notes on the reservation from the Check-In screen.  Review or type additional notes, and click Close to return Check-In screen.
Itinerary
Click to view the Itinerary from the Check-In screen.  The reservation detail is displayed at the top of the screen, with Itinerary Total just above any individual Itinerary items.  Double-click any transaction to view the Itinerary Detail for any one item, and click Close to return to the Itinerary.  Click the Close button to return to the Check-In screen.
Folio
To view the Folio transactions while in the Check-In screen, click Folio from the main menu in the top left corner of the screen.  The Reservation Header displays in read-only format, as well as the Folio Total, Payments, and amount Due.  Double-click any transaction to view the transaction detail, and click Close to return to the Folio Transactions screen.  The Preview button displays a sample of the folio in Crystal Reports format.  Click Print to send the folio to the designated (see Configuration) printer.  The Close button returns the user to the Check-In screen.  If System Switch 422-03 is set to "No", Folios A and B will not be displayed.  Only a small percentage of customers will want all folios to be activated.


Click these links for Frequently Asked Questions or Troubleshooting assistance.

Last Updated 09/18/2008

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