- Click here for Reservation tutorials.
| Change Reservation - Options | |
|---|---|
| Allow Move | Other Charges |
Overview
Change details on a new or saved reservation. When entering a name on the Change screen (final screen
before saving new reservations), the system reverses the names to fit the
Lastname/Firstname format. When Joe Jones is entered in the Name field, the system saves the
reservations under Jones/Joe. Enter Joe E. Jones and the reservations is
saved as Jones/Joe E.
Change an existing reservation using Change in the
Reservations Options panel. The Change Reservation screen is accessible by
double-clicking on a reservation in a grid based on reservation type when
appropriately configured. See Res
Access Configuration for details.
Some fields
are displayed in read-only format: Res#, Rate
Plan, V/I/" ", (room) Rate(*), people
categories (Adult, Teen, Child, and Pet), Room (number), Room Type, Property,
Arrival (date), Nights, Departure (date), Share Res# (if any), Credit Card (type), and Swiped.
Only when Print Confirmation is checked can the
Confirm To field be changed. An
asterisk (*) displays next to
Rate if the room rate has been overridden on any one day of the stay.
Click here for help with Reservation Tabs.
Changeable Fields
Fields not listed in the read-only list can be changed. Once any change is made, click Save to file the record and continue or click Save & Close to file the record and return to the previous screen.
When a maintenance reservation selected and Change accessed, the fields available for change are significantly disabled. The Name field is labeled Removal Reason. The Dates & People and the Room buttons are enabled, and the Res Detail tabs are available for change.
- Guest# (Guest History & Marketing Module R4 required)
- Review or change the guest number (which changes the guest) on a reservation.
When the guest number is unknown, use the
button located next to the Guest# field to search the database using the
Find Guest screen.
When a guest number is entered or changed, the guest's contact information,
number, and CRM number are updated on the screen. - CRM# (Customer Relationship Management Module RX required)
- Available when CRM record exists for the selected reservation, add or change the CRM number for a guest from the Change Res screen or on the guest history master. If the
CRM# is changed on the reservation screen, the number in the guest history
master is changed. This allows guests to be added directly into the
CRM database and then link the reservations/guest history to that CRM entry.
To do this:
- Use the CRM -> Add option to enter the guest information.
- Note the CRM# assigned to this new entry.
- Find the Guest History record for this guest and update it with the new CRM# OR find any reservation for this guest and update the CRM# on the reservation screen.
The CRM Update program can then be used to accumulate points as the reservations are checked out.
CRM (#1000) -> Resort #1: Guest History (CRM#: 1000, Guest#: 1) -> Res 1 (Guest#: 1)
| -> Res 2 (Guest#: 1)
|
|----> Resort #2: Guest History (CRM#: 1000, Guest#: 44) -> Res 33 (Guest#: 44)
-> Res 55 (Guest#: 44)
Note: All four reservations and the two guest history records link back to CRM #1000 - Guest Contact Information
- Enter or update the name, address, telephone, and e-mail fields for the guest.
- Waiting
- When the Guest Waiting feature is active and the arrival date is the current date, a Waiting checkbox is available. When making a reservation for a walk-in and the guest is onsite but the room is not yet ready, check the Waiting box. The waiting status also displays on the Arrivals list in the Waiting column. From the Arrival list, the front desk or concierge can see that the guest is waiting and the room status. Once the room status is clean, the guest can be contacted that their room is ready.
- Confirmation To
- Only available when the Print Confirmation checkbox is checked, update the e-mail address to receive confirmations. See Res Detail tab for more information.
- Print Confirmation
- Check to enable the Confirmation To field. Select only one recipient to be designated to receive the confirmations by e-mail.
- Credit Card Number, Expiration Date and Type
- The credit card fields work together to validate the credit card number. If a valid credit card number is entered, the card type and credit limit fields are updated. If an invalid credit card is entered, an error message displays. See Swiped for more detail.
- Authorization Code and Amount
- For properties using SDC, these fields are automatically updated when a card is swiped. When processing credit cards manually, these fields must also be manually completed.
- Source of Business
- Change the Source of Business code.
- Allow Move
- Check to allow the room to be changed on the reservation. See Allow Move for more details.
- Market Code
- See Market Code for details.
- VIP
- See VIP for details.
- Guaranteed
- See Guaranteed for details.
- Security Deposit
- Enter the amount of security deposit to be charged to the selected reservation. See Security Deposit for details on enabling, configuration, and use.
- Hskpg Service
- Select or update the housekeeping service. This field is also available on the Housekeeping tab
of reservations. The service types
are defined on the Service Type tab in Housekeeping Configuration.
When Enhanced Housekeeping (S2) is NOT installed, the system sets the Housekeeping Service drop-down to either blank (prompt), Yes, or No (based on the switch setting) during the new reservation process. The selection can be altered on a reservation by reservation basis.
When Enhanced Housekeeping (S2) is installed, Switch 219-01 and the Housekeeping Service are ignored; and rooms are marked as "D" (Dirty) during the Night Audit/Day End process. See Switches help for more detail on Switch 219-01.
When Clean Service by Room Type/Room Number is checked in configuration, the Service Type is disabled on the the Change screen (since the serviced type is set based on room type/number and not what any one specific guest might need/request.
- When Housekeeping Service Type on a Reservation is Required is checked in configuration, the Service Type defaults to blank ("Select") when there are no Room Type or Room Number defaults. This sets the Service Type to Select by default, which is NOT allowed when saving, since a valid Service Type must be selected. This is true for all reservations EXCEPT maintenance reservations. When not required, the Service Type defaults to "0" (zero) when there are no Room Type or Room Number defaults and remains blank (displays as "Select").
Dates & People
Click Dates & People to change arrival and departure dates or the number and type of people in the room.
- Minimum Nights
- When Switches 415-11 or 415-12 are turned on, Minimum Nights configuration is considered when changing the dates on a reservation. When Switch 415-12 is on, the minimum nights are considered based on the minimum stamped on the reservation. Otherwise, the min nights is based on the actual minimum nights configuration. Actual is what is currently set in configuration: stamped is what was set in configuration at the time the reservation was originally filed.
Room Type
When the reservation is an inventory reservation (when Inventory is allowed), click the Room Type button to open the Yield Management screen. When the reservation is a Preassign reservation (when Preassign is allowed), click the Room Type button to open the "Select Room Type" screen.
Room
Click to open the Available Rooms
screen for both Preassign and Inventory reservations and allow selection of a
different room for the guest. The system first confirms the
Allow Move checkbox is checked. When a different room is selected and
a new or open work order on the room exists during the guest's stay, the system prompts with "Room ### has New or Open work orders scheduled between Arrival Date – Departure Date. Continue with this room?". Click
Yes to keep the selected room or No to return to the Available Rooms screen and
select a different room.
Room moves are NOT ALLOWED FOR LONG TERM RESERVATIONS WHEN the R3
Condominium Owner Accounting module is installed. Once a reservation is checked in, room revenue is
automatically calculated for the owner. The appropriate steps must be taken to move rooms
during a long-term stay. If a reservation requires a
room-move after check-in, the departure date must be changed to the date of
the move (i.e., the current system date). Any amount due must be
collected and the reservation checked out. A new
reservation must be made for the remainder of the stay in the new room.
Any credit balance from the original reservation must be transferred to the
new reservation. These important steps allow for the correct amount of room revenue to be
allocated between the appropriate owners for the dates spent in each room.
When a room-move is attempted mid-stay, the system displays a warning.
Basic steps for changing rooms on a checked-in, long term reservation mid-stay
are as follows:
- Change the original reservation's departure date to the date of the room-move. This date could be the current system date, but future dates are also allowed for scheduled room-moves.
- Update the monthly rent to insure the reservation has a credit balance.
- Make a new long term reservation with an arrival date that matches the departure of the original reservation.
- Using the Deposit/Payment option to take payment in the form of a transfer on the new reservation in the same amount as the balance on the folio of the original reservation. This insures that any credit on the original reservation caused by the early check-out is credited to the new reservation and the owner of that room. When Transfer is the form of payment, the system requires entry of the reservation number from which to transfer the amount, which would be the original reservation number in this case.
- Check the original reservation out. Provided the payment was transferred to the new reservation, the folio balance should be zero.
- After processing owner revenue and BEFORE finalizing owner statements, adjustment to the arrival and/or departure dates may be necessary on the B7DF Tx Codes.
For example, consider a reservation is made for the following:
Arrival 03/01/98 for 45 nights at a monthly
rate of $1,000. The reservation is checked in on March 1st.
However, on March 15th, a maintenance issue arises that requires the guest
to move to a new room for the remainder of the reservation. The steps, in general,
for this situation look something like this:
- Make a long term reservation for 45 nights arriving 03/01/98 in Room 900.
- Check-in the reservation on 03/01/98 and take payment of $1,000. Daily procedures continue as usual until 03/15/98 when a room-move is required.
- On 03/15/98, change the reservation's Departure Date to 03/15/98.
- Click Update Monthly Rent to insure this reservation has a credit balance.
- Prior to making anymore changes to the 03/1-03/15 reservation, make a new long term reservation: Arrival 03/15/98, Departure 04/15/98, Monthly Rent $1,000 in a new room (i.e., Room 901).
- The credit balance of the 03/01-03/15 reservation can either be transferred to the new 03/15/-04/15 reservation before or after check-in.
- Check the 03/01-03/15 reservation out.
- After processing owner revenue and before finalizing owner statements, adjustment to the arrival and/or departure dates may be necessary on the B7DF Tx Codes.
Rates
Click Rates to open the Yield Management screen and change rates. Any changes made are saved and added to memory so when View Folio is selected from the Change screen, the folio reflects the changes without having to refresh the reservation. Click Cancel at any time to abandon ALL changes made and return to the previous screen.
- New or Old Rates
- Changes to room type, room number, dates, and people, which cause rates,
charges, security deposits,
vacation protection, or
security deposit protection to change, displays
the "New or Old Rates?" screen. The
"Old Rates and Rate Plans" as well as the "New Rates and Rate Plans" are displayed in two grids.
Rate changes are highlighted in blue in the "New Rates and Rate Plans"
grid. infinite
- New Rates - Choose the New radio button to apply all new rates to the reservation. When the number of nights is changed, new rates are automatically selected and the explanation "The number of nights has been changed. Only new rates apply" is displayed.
- Old Rates - Choose the Old radio button to keep the previously assigned rates marked with an override flag on those transactions.
- Deposits Due - The Old/New Rates screen reflects changes to the Deposit 2 amount when the reservation is recalculated and Deposit 2 has a valid due date. The system always adjusts the Deposit 2 amount reflecting the balance on the reservation (Total Charge – Deposit 1 Amount).
- Vacation Protection - When
changing a room or dates on a reservation and the total charge changes,
the Old/New Rates screen appears. This screen shows old and new VP
amounts. VP is recalculated based on the total charge of the
reservation. The radio buttons for VP are always disabled since the VP
amount is based on whether new or old rates are chosen.
When the new VP amount is larger than the old, the Deposit/Payment screen opens and defaults to the difference between the old and new amounts. When the new amount is smaller than the old, there are two options: (1) keep the money already paid and apply as an advance deposit, or (2) use the Refund option to refund the difference to the guest. See Change Res with VP for more information. - Security Deposit Protection - When changing a room or dates on a reservation and the total charge changes, the Old/New Rates screen appears. The screen shows old and new SDP amounts along with the VP amount information. The SDP amount NEVER changes. See Change Res with SDP for more information.
Note: When the number of nights is changed, the "New or Old Rates?" screen displays what the new total charge will be once saved. The existing days do not change normally, so the Old and New both save the same room rate. However, if "Other Charges" are based on number of nights, percent, or total room rate, these charges are recalculated and not based on old or new rate selection.
- New or Old "Other Charges" (Only displayed if "Other Charges" are configured.)
- The "New or Old Rates?" screen allows "Other Charges" to be updated based
on the selected reservation, changes made on the previous screen, and
configuration. Each "Other Charge" is displayed separately showing
both the Old and New charge for each. All new values are
automatically calculated IF these charges are set to auto-calculate
in Res | Configuration | "Other
Charges".
Changes that can cause rates and charges to change are: number of
nights, room
type, room number, dates, and people.
- New Other Charge - Choose the New radio button to apply all new "Other Charges" as displayed in the "Other Charges & Security Deposit" area of the screen.
- Old Other Charge - Choose the Old radio button to keep the previously assigned "Other Charges" as displayed in the "Other Charges & Security Deposit" area of the screen. The "Other Charges" field Reservation Detail tabs, the New Reservation screen, and the Change screen display an override flag ("*") when Old is selected. If "Other Charges" are not configured, "Old Other Charges" is automatically selected, disabled, and the explanation "Other Charges have not changed. Only the 'Old' value applies" is displayed.
- New or Old Security Deposit (If Security Deposit is configured)
- The "New or Old Rates?" screen allows Security Deposits to be
updated based on the selected reservation, changes made on the previous
screen, and configuration. The old and new security deposit
amounts are displayed separately. If the reservation being changed
is a future reservation and a Deposit Due Date exists, then the deposit
section of the screen is displayed. Deposits are not automatically
calculated; and if needed, they can be changed with the "Change" button
in that section.
- New Security Deposit - Choose the New radio button to apply the new amount as displayed in the Security Deposit column.
- Old Security Deposit - Choose the Old radio button to apply the old amount as displayed in the Security Deposit column.
Send Email
Click to display e-mail options based on reservation type. See Send e-mail for more details.
Tabs
Each tab is outlined in color if the tab contains any unique information. If the fields on a tab are blank, the tab outline is not highlighted. If a tab is selected before clicking Change, that tab is displayed in the forefront.
Charge Summary Tab
Fields shown in read-only format are Rate Plan, Room Rate, Room, Total Charge, Paid Deposit (if already paid) Total Balance, Next Paycode Change, Folio Balance amounts, Prededuct Agent Commission, Credit Limit, Refund Amount, and in the event of a Reservation Type Cancelled (#9), the Cancellation Number is displayed.
Fields available for change are Other Charges, Tax (rate), Security Deposit, Req Deposit (if not already paid), Req Deposit 2, Group Master and Leader information, Folio Pay Codes, and in the event of a Reservation Type Cancelled, the Cancellation Reason box is displayed and enabled.
If the user keys an invalid group number or clicks the People button next to the Group Master field, a group master listing is displayed. That listing will have one column header highlighted in red indicating the column with focus. To change the active search to another column, click a new column header. That column header will then be highlighted to indicate the new search column. To search, start typing in the search text box. As you type, the row with the nearest match will be highlighted. To make a selection, either double-click the highlighted row or click the Select button in the lower right-hand corner.
- Total Rate Override (VRS Customers Only)
- If a Total Rate Override is entered when making a new reservation, the Total Rate Override is also available on the Reservation (Change) screen from the Charge Summary tab. Change the Total Rate Override at any time up to when the reservation is checked in/out, or cancelled without having to post a new B2SR transaction code manually. Once the reservation has been checked in/out, or cancelled, the Total Rate Override is no longer available and adjustments to the room rate must be posted manually. For more detail, see Override.
- Other Charges
- Use the "Other Charges" link to access the "Other Charges" change
screen. The bucket is included in the Total Charge field. The
pre-post flag on the charges associated with the buckets are removed at
check-in. Adjustments to the bucket after check-in require posting
another code.
- In addition to "Other Charges" 1 and 2, which are used for general transactions, "Other Charges" 3 – 7 are available for more dedicated transactions assigned to only one charge code. Buckets 3 through 7 can be disabled for those properties without need. The descriptions are configurable. Only the charges that apply to the selected reservation type are shown (see Set Up). This is also true for the Other Charge categories on the Charge Summary tab displayed in the Reservation Detail tab section below the grid.
- Change Other Charge
- To change an existing amount, enter an amount in the field directly or click the "Calc" button to auto-calculate the amount for this field. To add an new amount to a field that is turned off you can either:
- Check the "On" checkbox and enter an amount directly into the field
- Click the "Calc" button and answer "Yes" to turn on the field and have the system auto-calculate the field.
- Use the "Post Charge" option to post one of the "S?" codes.
- Delete Other Charge
- To delete an existing Other Charge amount, uncheck the "On" checkbox to set the amount to zero and remove or reverse the transaction from the folio.
- Type Column
- When the Other Charges link is accessed, the information in the Type column represents the folio type and displays Indiv., Group, Leader, Folio A, or Folio B, depending on who is paying for the charge.
- In addition to "Other Charges" 1 and 2, which are used for general transactions, "Other Charges" 3 – 7 are available for more dedicated transactions assigned to only one charge code. Buckets 3 through 7 can be disabled for those properties without need. The descriptions are configurable. Only the charges that apply to the selected reservation type are shown (see Set Up). This is also true for the Other Charge categories on the Charge Summary tab displayed in the Reservation Detail tab section below the grid.
- Deposit 1
- The amount of the configured first deposit is displayed. Click the Deposit 1 link to open the Change Deposit form if needed. The deposit fields are available on future reservations with an arrival date prior to the current system date only. If arrival date is equal to system date (today), then any deposit amounts requested are ignored. Once checked in, deposit fields are no longer available.
- Deposit 2
- The amount of the configured second deposit (if any) is displayed.
When a second payment is taken, the payment amount is added to the Paid
Deposit and deducted from the Deposit 2 amount until it reaches zero. Once
the Deposit 2 amount reaches zero, this field no longer displays on the
Change screen. When Deposit 2 has not been paid in full at check-in,
the amount is reset to zero, the due date is cleared, and the Paid Deposit
field then becomes the Payment field.
- Change Deposit
- The deposit dates and requested deposit amounts can be changed on this form. To calculate the deposit amounts based on the property rules, click the Default Deposit button (only available if a deposit payment has not been made). When Deposit 1 is paid, the title of these fields change to Paid Deposit and Requested Deposit 2.
- 1st Deposit
- The deposit amount is automatically calculated based on configured rules. If this amount is still due, change the amount manually using the number keys. If this amount has been paid, this field is labeled Paid Deposit and is displayed in read-only format.
- 2nd Deposit
- The deposit amount is automatically calculated based on configured rules. Change the amount manually using the number keys. If this amount has been paid, this field is set to 0.00. To allow properties to add additional deposits to a reservation, this field is not read-only even if the amount due is zero.
- Due Dates
- Click the down-arrow to access the calendar feature and manually select a date. If the date selected is the same date as the arrival date of the guest, the deposit field is ignored and the amount due at check-in is unchanged.
- Calculate Deposit
- Click to calculate the deposit amount(s) based on configured rules. If no rules are configured, a notice is displayed.
- Remainder
- Click Remainder to make "Deposit 2" update based on the Deposit 1 amount. The system calculates the total deposit due, subtracts the 1st Deposit amount and displays the "Remainder" in the 2nd Deposit amount.
- Transfer to Leader
- Click the
button on the Charge Summary tab associated with "Transfer to Leader".
Confirmation is required before continuing. When confirmed, the system displays a list of all group members
within that specific group. Highlight the new group leader. Change the group leader's pay code,
if necessary, using the drop-down associated with "Transfer to Leader".
When "Transfer deposit to new group leader" is checked, the system displays the Deposit Transfer Amount form, waits for the box next to the appropriate transaction to be checked and the Select button clicked. A confirmation displays new and old group leader information. Once confirmed, the system changes the group leader on all member reservations, transfers the deposit (if appropriate) to the new group leader, and converts the former group leader reservation to a member reservation. When some group members are already checked in when at time of transfer, the system allows for change on all or only future transactions.
When making or changing a reservation to include a group with a departure date on file, the reservation departure date is updated to match the group master. If the group has only an arrival date and no departure date specified, then the reservation arrival date is updated to match the group master and the reservation departure date is adjusted by the number of nights on the reservation. - Credit Limit
- Enter or change the credit card limit on the reservation. The defaults are set in Res Configuration on the Check-in tab for guests with a credit card on file and guests without. The limit can be automatically calculated when the credit card is swiped. See Credit Card for details.
Daily Charges Tab
Charges that can be posted to the guest
folio on a daily basis are displayed. Check the box in the
header to select all charges or uncheck to deselect all charges. The
grid is displayed in collapsed form, (i.e., charge item totals only). Click
the
button on the left of the check box to display the charge detail that makes up
the daily charge total. See Daily
Charges tab for more detail.
Preferences Tab
Review and change guest preferences. See Preferences tab for more detail.
Comments Tab
Review or change details on the Comments tab.
Notes Tab
Review and change notes related to the reservation. Depending on the type of reservation selected, some or all of the note sub-tabs are displayed. For example, when making changes to an owner reservation, the guest history note is not displayed. When changing a guest of owner reservation, all notes are displayed. If the change is being made to a "P" (Preassigned) reservation, the owner notes are not displayed. See Notes tab for more detail.
- Change Link (Switch 414-60)
- When Module S7 Change Tracking is installed and " User
Add/Change Button on Notes" Switch 414-60 is set to Yes, click the
Change link on the Notes tab to make the text available for update.
Add, modify, or delete any text, including the username, date, and
time-stamp information, then Save the record. Once saved, the Note tab
returns to read-only until the Add or Change link is clicked again.
Changes are not tracked by the S7 Change Tracking Module. For this
reason, only users with the highest security settings should be given
access to Change Notes. See
Menu Security
for more information.
Housekeeping Tab (Only available if Enhanced Housekeeping [S2] has been installed)
Review and change the housekeeping service type on the Housekeeping Tab.
Pay Codes Tab
Schedule pay code changes during the guest's stay. If the reservation does not have a group master or group leader, or if "Use pre-scheduled pay codes when changing reservations" (Switch 424-08) has been set to "No", this information is disabled. If all group members stay at the same time, the billing should always go to the Group Leader. Otherwise, the billing should go to the Group Master. See Pay Code tab for more detail.
Tasks Tab
Review and add tasks to a reservation. Tasks follow the guest and are not dependent on the room number. Since tasks have a lot of detail, use the horizontal scroll bar to view fields not immediately shown in the grid. See grid functions for details on customizing the grid for optimal viewing. Click the Add button on the tab to open the Task (Add) screen.
Work Orders Tab (Only available when the Work Orders & Asset Management (RZ) module is installed)
Review, add, or change a Work Order. See Work Orders tab for more detail.
Agents Tab
When a Travel Agent is associated with a reservation, this tab displays the commission information related to any and all agents associated with the reservation. The name of the agency displays (in color) above the Agent Number. Information available on this tab are Agent Number, Owner Split, Agent Code, and Commission for Agents 1, 2, and 3; as well as Prededuct (for Agent 1 only). To remove an agent from a reservation, clear the Agent# field and save. See Agents tab for more detail.
Room Tab
Review information regarding the assigned room number. See Room Tab for more details.
Owner Tab
For specific detail, see Owner tab.
- Owner Number
- The number of the reservation's room is displayed. Click the Detail button to view the Owner Detail screen, which is the Change Owner screen in read-only format.
- Pay Code
- Review and change the owner pay code using the drop-down arrow. This field is governed by the pay code entered on the Rooms Master, and displays the percentage information for the owner.
- Owner Portion
- Review the revenue to be paid to the owner for the room rental based on the Pay Code and total room charges.
Miscellaneous Tab
Only the GDS Res# field is available for change. See Miscellaneous Tab for more detail.
Click the printer icon
on the Change screen
to send the print command to the default printer.
View Folio
Click the "View Folio" button to display the transactions for the selected reservation in read-only format. Details include the total of all folio transactions, payments, the amount due, and a grid that displays the individual transactions. Double-click on any folio transaction to open the Transaction Detail screen. Information displayed is in read-only format. Change transactions on a selected reservation using Folio | Change in Options.
- Folio Filter
- Use the "Folio Filter" drop-down to select from the list of available folio types on the reservation. Some folios may have transactions on Folio A, some for Folio M, and some for Folio I. Select an individual folio to view transactions only that folio or All to view all transactions for all folios on the reservation.
- Note: When "Use Individual Folios A & B" is not checked in Res | Configuration or a VRS customer has the box unchecked on the VRS Configuration page (both RDPWin switch settings) or Switch 422-03 is set to "No" for RDP-DOS customers, then Folios A and B are not available.
- Hide No Prints
- See Hide "No Prints" for details.
View Itinerary
Click "View Itinerary" to display the Itinerary for the selected reservation. The total amount of charges and a grid displays individual activities in detail. Double-click any activity to view activity details. Click Folio in the main menu to access Folio Transactions. Click Notes from the main menu to view the Res Notes. To add activities, close the Itinerary screen and click the Add Activities button.
Add Activities
Click here for details on Add Activities.
Save and Close
Click here for instruction on how to Save and Close forms.
Click these links for Frequently Asked Questions or Troubleshooting assistance.
Last Updated 09/18/2008
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