Overview

The configuration option allows a custom setup of how the system works.  If any configuration settings are directly connected to a system switch, that switch number is displayed on the Configuration screen. Configuration can be accessed using the Reservations main menu, the System main menu, or the Navigation page. 

Available Tabs
Activities Availability Cancel Check-In Check-Out Daily Charges	Denial Deposits Folio House Status Long Term New Res	Other Charges People Preferences RDP-DOS Res Access Tape Chart Travel Services

New Res

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General

Allow Preassign Reservations

Check to allow reservations to be assigned to a room number before check-in.  When both Allow Preassign and Allow Inventory are UNCHECKED, the Paying Guest option does not show as a New Reservation option.  This is a system-wide setting and not by logon.

Allow Inventory Reservations

Check to allow reservations to be made without assigning a room number.  When both Allow Preassign and Allow Inventory are UNCHECKED, the Paying Guest option does not show as a New Reservation option.  This is a system-wide setting and not by logon.

Allow Multiple Folio Reservations (Group Master Reservations)

Check to make Multiple Folio available as a New Reservation option. Multiple Folio reservations allow several reservations to be checked into the same room. The system uses Multiple Folio reservations for our "Dummy Group Leaders" in DOS. Type "M" reservations do not affect availability, but they do allow charges to be posted, payments to be applied, reservations to be checked in and out, other reservations to be linked it, etc., just like any other reservation.  For example, IBM needs a room for three months, but different people will be checking in and out over the course of those months.  IBM would serve as the "M" type reservation, and any employees staying in the room would be in the system as group members.  This is a system-wide setting and not by logon.

Hide Quote Area

Check to hide the entire quote area of the New Reservation screen.  This includes the ability to view and add Folio Charges; view and change Daily Charges; and view, add, or clear activities.  Most of these options are available from the Change screen; however, Add Folio Charges is not allowed.  Complete the reservation and use the Folio Post Charge while the reservation is selected in the grid.

When hidden, the "Calculate Rates" button is available so reservationists can change rooms, nights, etc., and still be able to discuss rates with guests without the Quote feature.  In this case, the changes made are not saved (temporarily or otherwise) when the Calculate Rates button is clicked again. 

When the following switches are set to No, the Quote section is hidden regardless of the "Hide Quote Area" setting.  Since rates are not calculate in these situation, quotes are not necessary.  In this case, the Calculate Rates button is not displayed either.

• Switch 319-09 Calculate rates for Owner reservation.
• Switch 319-10 Calculate rates for Guest of Owner reservation.
• Switch 319-11 Calculate rates for Bonus Time owner reservation.
• Switch 319-12 Calculate rates for Exchange Week reservation.
• Switch 319-13 Calculate rates for Pre-assign Timeshare Owner.
• Switch 319-14 Calculate rates for Inventory Timeshare Owner.
• Switch 319-15 Calculate rates for reservations in Room Type N/R.

Use Individual Folios A & B (414-05)

Check "Use Individual Folios A & B" (Switch 414-05) to display those folio types when dealing with reservations.  Customers with group reservations can use individual folios to allow certain charges to be billed to the guest instead of the group.  For example, Joe Johnson's room charges are billed to the group leader; however, room service charges can be billed to Folio A and billed only to Mr. Johnson personally.  When this feature is unchecked, Folios A and B are not displayed on any grids or forms.  This feature also works with long term reservations.

VRS: Hide Total Rate Override Field (414-36)

See VRS Configuration for details.

Non-VRS: Show Total Rate Override Field (414-37)

See VRS Configuration for details.

Always Search Guest History (414-47)

When not checked and "Make Reservation" is clicked, the system always checks guest history when no guest history is selected on the New Reservation screen.  A prompt is displayed "No guest history chosen.  Find a guest from guest history now?".  Click Yes to access the Find Guest History screen or No to proceed to the Change Reservation screen (final screen prior to saving new reservation).  When checked, the system assumes the answer to the prompt is Yes and opens the Find Guest History screen.

Initial Number of Nights

Select the number of nights to display in New Res when searching for availability.  The system default is set to one.

Default Rate Plan Type

Set the default rate plan type to be used on the New Res, Yield Mgmt., and Available Rooms screens.  When the rate plan is changed on any of the New Res, Yield Mgmt., and Available Rooms screens; all are updated with the same Rate Plan Type setting.  This is a default setting only, so changes are easily made and the screens adapt.

Block Reservations for this Guest Type

Flag unwanted guests.  The CCS demo files now include Guest Type = DNR - Do Not Rent for demonstration purposes.  If a guest is selected from the existing Guest History or CRM and the Guest Type = DNR (configurable by property), a message displays that making a reservation for the selected guest is not allowed.  There is an option to view the guest history detail screen.

Type for Res for "F5 - New"

Select the type of reservation to be made from the drop-down to designate which type of reservation is made when the F5 key is pressed or the F5 button clicked.  As an example, RDPWin's demo data for CCS files offers Guest of Owner, Long Term, Multiple Folio, Owner, Paying Guest, or Special.  Actual choices available in the drop-down are based on the configuration of the customer's system.  Only hotel reservation types are available for hotel systems, etc.  This configuration should be set to whatever type of reservation the customer makes the most to take the best advantage of the shortcut. 

Default Rate Plan

Click the down-arrow to set the rate plan to be assigned as the default.

Configure Minimum Stay (Link)

Click the "Configure Minimum Stay" link to access the "Minimum Nights by Room Type" configuration screen and allow the entry of minimum nights for a specific room type.

When Use Minimum Night Stay By Room Type (Switch 415-11) is set to No and the Display button is clicked on the "Minimum Nights by Room Type" screen, the system prompts and allows the switch to be turned on without having to close the screen and go to Switches.

Room Type

When Room Type is set to All, a system-wide record can be configured.  The "All" configuration replaces Table QZ in RDPWin.  RDP-DOS still uses Table QZ.  RDPWin converts Table QZ automatically from Revision 2.057 and higher.  The system checks the minimum setting and uses the first setting found in the following order:  room number, then the room type, then the All room Type setting. 

Month

Enter or select the starting month for which to display the minimum stay by room type.  The number of months displayed depends on screen resolution.

Display

Click to populate the minimum night settings for the months specified.

Start and End Date

Use the Start and End Date fields to update the minimum night settings for the selected Room Type to a certain minimum.  For example, set the Start Date to 05/01/08 and End Date to 07/31/08, set Minimum to 3, and check the Monday checkbox.  All dates between May 1st and July 31, 2008 that occur on a Monday will be updated to a minimum of 3 nights when the Update button is clicked.

Minimum

Set the minimum number of nights for the selected room type within a date range (based on Start and End Date fields) based on the Day of Week checkboxes selected when the Update button is clicked.   For example, set the Start Date to 06/15/08 and End Date to 09/10/08, set Minimum to 4, and check the All checkbox in the Day of the Week section.  All dates between June 15th and September 10, 2008, will be updated to a minimum of 4 nights when the Update button is clicked.

Day of the Week

Select the appropriate checkbox(es) for days of the week to update the minimum night setting for the selected room type.  For example, set the Start Date to 05/01/08 and End Date to 10/31/08, set Minimum to 2, and check the Friday and Saturday checkboxes in the Day of the Week section.  All dates between May 1st and October 31, 2008, will be updated to a minimum of 2 nights for any reservation containing a Friday or Saturday when the Update button is clicked.

RDPWin checks for minimum night stay in the following order:

1. Use Min Nights From Room (Switch 414-63) is checked and there is a room number on the reservation, the system checks the Min Nights setting on the on the room master.
2. When Use Minimum Night Stay By Room Type (Switch 415-11) is set to Yes, RDPWin checks the room type for the minimum night stay, and the Yield Management screen shows a "Min Stay" column in the group block area.  When the minimum nights for the room type has been reached, the number displays in red.  Hover the mouse over the number to view detail for each night.
   
   For the IRM, Table C2 is checked for that room type when the switch is off. The new minimum nights by room type by date is used when the switch is off.
   
3. When the minimum nights settings are appropriate on both the room master and room type, then the system-wide (Room Type = All) minimum nights is checked.
4. For properties with owners (Condominium Owner Accounting Module R3 installed), Switch 425-17 controls if owner and guest of owner reservations check the Min Stay.  When Switch 425-17 is on, the check for these reservation types does not occur, which allows any length of stay at any time.  When Switch 425-17 is off, the owner and guest of owner reservations have the same check as a paying guest.

Configure Overbooking Threshold (Link)

Click the Configure Overbooking Thresholds link on the Configuration | New Res tab to access the Overbooking Threshold screen.

Yield Management Display Options

For configuration assistance within Availability, click here.

Number of Rate Plans to Display

Click the up or down-arrow to select a number between 1 and 20 to set the default setting for controlling the number of rate plans that display at a time in the grid.

Display Only Current Rate Plan Initially

Checked by default, only one rate plan is initially displayed in the middle rate plan section.  If the navigation buttons (|<, <, >, or >|) are used to view more plans, then the Number of Rate Plans to Display is used to page through additional rate plans just as if the "Display Only current Rate Plan Initially" box were unchecked.

Display the Actual Number of Rooms Available According to the Calendar

As shown in the Availability Grid, the Rooms column displays the actual number of rooms available by room type.  When not checked, the Rooms column is not displayed.

Hide Column Headings on the Rate Plan Grid

check to turn off the column headers for the Rate Plan display.  Since both the current rates and room type availability have the column headers, users may not want to show them on the rate plan grid.

Hide Invalid Rate Plans (Switch 414-27)

When checked and if a rate plan row is invalid, then this rate plan is not displayed.  Be aware that this may slow down the Yield Management screen since even invalid rate plans must still be processed to determine validity in the first place.  For example, the system might process 15 rate plans just to show the one valid rate plan (assuming only one is valid). This is still faster than paging through the 15 invalid rate plans 5 at a time.

When checked, there are two conditions: "one rate plan" mode or many rate plans.  If in "one rate plan" mode, the screen only changes if the rate plan being displayed is invalid. In this case, the next valid rate plan is displayed. If many rate plans are displayed, then the screen is refreshed and any invalid rate plans are not shown but replaced by a valid rate plan. F or long stays, this process may take some time.

When unchecked (default setting),  the Yield Management screen displays as it has always done and shows all rate plans - regardless of validity.  The rates are refreshed if not in "one rate plan" mode. 

Total Charges Grid
Rate Plan Grid
Availability Grid
Committed Totals Grid

Available Rooms Display Options

The system is designed to rotate room rentals among all owners so revenues are spread fairly. Specific guest requests for specific types of rooms or rates may affect the rotation system's ability to ensure that all rooms are rented for an equal number of nights.

Display Sequence - Last Used

Setting the Display Sequence to Last Used will display availability specific to room type, but sorted to show the Room Number for that Room Type that has been available the longest period of time.  This allows a property to assign rooms by Room Type while using all Room Types equally.  Wear and tear on rooms is spread evenly over the whole property.

Display Sequence - Room Number (Default) (Switch 109-08)

Set the "Display Sequence to Room Number" to display availability specific to room type sorted by room number.

Housekeeping Comment Label

Enter any text up to 30 characters to replace the default "Housekeeping Comment" text on both the Available Rooms and the Room Master screen.

Rotate Rooms for Res Types...

Control rotation of rooms for Owner, Guest of Owner, and Both reservation types.  Select Owner to affect Switch 414-19 or Guest of Owner to affect Switch 414-20 and include just one reservation type in the rotation.  Select Both to set Switch 423-11 and include Owners and Guest of Owner reservations.

Override Sort

Normally, available rooms uses Switch 109-08 to display in either Last Used (descending) or Room Number (ascending).  Last Used puts the rooms that have recently had a reservation made to the bottom of the list.  The new "Override Sort" drop-down offers three settings:

1. Use ‘Display By’ Setting – (Switch 109-08) determines the sort order as in prior versions.
2. Occupied Nights – (Supersedes Switch 109-08) The "Occ Nts" column is sorted in ascending order to show the number of nights occupied during the arrival month (excluding maintenance reservations).
3. Best Fit – (Supersedes Switch 109-08) The "Fit" column is sorted in ascending order. This column has either and A, B, C or D as a value. A is the best fit and D is the least best fit as determined by back to back reservations on the arrival and departure date.

Display Rooms Immediately

Checked by default, the rooms are displayed upon access of the Available Rooms screen.  When unchecked, no rooms are displayed until the "Display Rooms" button is clicked to allow for filters to be set before getting the rooms.

Hide Rooms When Filtered

When the Hide Rooms When Filtered box is checked, users can sort request columns using the grid filters, such as NSK for non-smoking, to display only available rooms designated as NSK in the grid.  When the box is not checked in this same circumstance, the NSK rooms will display together in the grid, all other smoking preference rooms are displayed below the NSK rooms, but they will not be active and will display as grayed out.  Used to filter only one request column, this works exactly like sorting a column.  However, if two or more filters are set, such as #BR, LOC, and SMK, the grid displays very specific choices based on the user's filter settings.  For example, set filters #BR to 2BR, LOC to W, and SMK to NSK to display only non-smoking 2-bedroom units in the west wing.  Search for specific rooms is greatly simplified.

Show Occupied Nights Column

When checked, the Available Rooms screen displays the Occ Nts column.  When the Owner Billing module (R3) is installed, this field defaults to checked: otherwise the box is not checked by default. 

Review the number of nights occupied for each room on the available rooms display in order to rent the room with the least nights to equalize rentals for owners.  The occupied nights is the number of nights occupied for the month in which the arrival date of the reservation falls. An occupied night is any reservation except a maintenance reservation. These include all paying guests, guest of owner, owner and timeshare reservations. Click on the column header to sort by the occupied nights. If this column is not visible and configuration is set to show it, right-click and select Reset Grid Layout. Keep in mind when comparing occupied nights to available rooms that checked-out rooms DO NOT appear on the Tape Chart. Checked-out reservations ARE considered when tallying occupied nights for a room, but maintenance reservations are not. The occupied nights from the calendar are tallied and the system accesses the XXUN record for that room in the OTotals file. Stat records are only accessed if the arrival date is within the current month.

Hide "Show Occupied" Checkbox

When checked, the Show Occupied checkbox is not displayed on the Available Rooms screen.

Check Contract Dates (Switch 414-03)

Check to enable the Check Contract Dates feature (only if module R3 is installed).   When enabled, the following occurs:

• When making a new reservation or changing room numbers, if Contract Start and End dates exist for a room and the check contract dates feature has been enabled, the available rooms listing does not include rooms that have a rental contract outside the reservation date range. If no contract dates are
  specified at all for a room, it is included in the available rooms list.
• When changing a reservation date or adding a sharewith, if Contract Start and End dates exist for the room and the check contract dates feature has been enabled, the reservation dates are verified to confirm they are within the rental contract dates.
• When making a reservation on the Tape Chart, if you choose dates outside the room’s rental contract dates and the check contract dates feature is enabled, the system prompts with a message indicating that the reservation dates are not within the contract dates. If no contract dates are specified at all for a room, all dates are open for reservations.

Use Min Nights From Room (Switch 416-63)

RDPWin has always handled checking for a minimum night stay by using Table QZ, which has a minimum night stay for each day of the year. When a reservation is for three nights, then each night in the QZ table is checked and the lowest minimum of the three nights is used to allow or disallow the reservation. This check is for all rooms and room types.

When checked, specify a minimum stay for each room (master). To implement this switch:

• Check the "Use Min Nights from Room" (Switch 414-63).
• Enter the minimum number of nights in the Min Nights field on the Room Detail tab.

When Switch 414-63 is checked, the system reviews the room first.  If there is no problem, the system then checks Table QZ to make sure there are no system-wide conflicts.   When this feature is on, a "Min Nts" column is added to the Available Rooms grid.

Add Room

Prompt for Reservation Type When Adding a Room (Switch 429-09)

When checked, the system prompts the user to select a room type to be assigned to the new room/reservation when any reservation is selected in the grid and Add Room is clicked from Options.  Depending on the reservation type selected in the grid, the prompt allows selection of Preassign or Inventory.

If checked when the "Add Room" option is selected and the currently selected reservation is NOT an "M" type reservation, the system displays the "Select Reservation Type" screen and offers either Inventory or Pre-assigned as the assigned type for the new room/reservation.

If checked when the "Add Room" option is selected and the currently selected reservation IS an "M reservation, the system displays the "Select Reservation Type" screen and offers Multiple, Inventory, and Pre-assigned as the assigned type for the new room/reservation.  Since the reservation selected in the grid is an "M" reservation, the system automatically select Multiple as the reservation type for the new room, but it can be changed by clicking the drop-down.

When Adding a Room to an 'M' type Reservation, Use Reservation Type ...

Reservation types available in the drop-down are Prompt, Inventory, Preassign, and Multiple.  If Prompt is selected and the Add Room accessed with "M" type reservation selected, the system prompts for the type of reservation to be created.  If any one of the other (Inventory, Preassign, or Multiple) options is selected, the system uses the value selected in the drop-down and does not prompt for a change.

Tape Chart

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Starting Days

Type directly or click the up and down-arrows to establish how many days ahead of the current date to set the Start Date field on the Tape Chart.  For example, if the current date is June 1, 2005, and viewing information on the Tape Chart is regularly needed for the next day, then the Starting Days should be set to 1.  That sets Start Date on the Tape Chart to June 2nd by default.  The Start Date can be changed manually from the Tape Chart screen at any time

Number of Weeks

To set the Number of Weeks system default, use the up and down-arrows to choose the number of weeks to display in the Tape Chart.

Default Sequence

The sequence of the columns can be customized at the user level by selecting one of three radio buttons: Room Type, Room#, and Custom.  Setting the sequence to Room Type or Room# displays that specific column first in the Tape Chart.  The Custom option is enabled only if a room in the system has a valid (non-zero) "Tape Chart Seq" number.

Display Complete Reservation Information at Bottom (Requires More Space)

Check to display more reservation detail in the tabs.  When not checked, the tabs display guest name, contact information, reservation and reservation number, arrival and departure dates, number of nights, room type, rate, rate plan, sharewith information, group information (if applicable), guest history number, VIP status, people fields, guarantee information, whether or not the reservation can change rooms, and source of business and market codes.  When checked, all of the above information plus Business Phone, E-Mail, Mail To, Daily Hskpg, Check-In and Check-Out date/time, Entered By, Last Chg By, Prt Confirm, and Early Dep are displayed.

Default for "Show Preferences" for Each Room

When checked, the "Show Preferences" checkbox is checked by default on the Tape Chart. 

Default for "Hide N/R Room Types" (414-07)

A check in this box indicates the "Hide N/R Types" on the Tape Chart is checked by default.  When unchecked, the "Hide N/R Types" option is unchecked on the Tape Chart by default.

Hide Reservation Detail

When checked (default setting), the reservation detail tabs are not displayed below the Tape Chart.  When a reservation is selected, the detail tabs can be viewed by clicking the symbol at the bottom of the screen.  To return the display to Tape Chart only without the detail tabs, click the symbol.

Display All Rooms When Tape Chart is First Shown

When checked, the Tape Chart displays automatically before any filter settings are set or Display Rooms clicked.  RDPWin 2.xxx's Tape Chart is so much faster than prior versions, this option can be very helpful, especially when the Starting Days, Number of Weeks, and Default Sequence are set to commonly needed settings.

Show Multiple Folio Reservations on Tape Chart (Switch 415-09)

When checked, the multiple folio reservations are included in the Tape Chart grids.  This checkbox is not checked by system default.

Use Maid Zone Instead of Property Zone

When checked, the Tape Chart is sorted by maid zone instead of property codes. Table MM must be populated to make this feature work (Table R2 is used for Property Codes). The Maid Zone on each room must also be entered.

Colors

The bar colors on the tape chart are configurable. There are colors for group reservations and multiple reservations. Prior to this, these reservations used the Paying Guest color.

Change Color

Click on any color label to access the color chart and enable selection.  Custom colors can be designed and selected using the "Define Custom Colors" button.  Select the desired color for the reservation type selected and click OK.  Click Cancel to abandon the color change and return to the configuration screen.  This setting is system wide and not user-by-user.

Defaults

When any color changes are made and BEFORE saving the changes on the Tape Chart configuration tab, click the Defaults button to return the Tape Chart colors to the original (RDP installation colors) setting.  This setting is system wide and not user-by-user.

Define Weekend Colors

Weekend days display with a different background color (when no reservation is booked).  Select either Friday/Saturday or Saturday/Sunday (default) as the two room nights to show in a different background color.  This setting is system wide and not user-by-user. 

Note:  When the Weekend setting is updated while the Tape Chart is displayed, the user must exit the Tape Chart (go to ANY other screen in the system) and return to the Tape Chart before the update takes effect.  

Sat/Sun Setting	Fri/Sat Setting

Availability

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Click here for general Availability assistance.  Configuration here also affects the Yield Management display.

Starting Days

To set the Starting Days system default, use the up and down-arrows to choose how many days ahead of the current date to populate the Start Date field in Availability.  For example, if the current date is June 1, 2005, and viewing information in Availability is typically requested for the next day, then the Starting Days system default should be set to 1 and the Start Date in Availability will be set to June 2nd as the default.

Number of Days

To set the Number of Days system default, use the up and down-arrows to select the number of days are displayed in the Room Availability screen. 

Sequence

The sequence of the columns can be customized at the user level by selecting one of two radio buttons: Room Type and Group.  Setting the sequence to Room Type or Group will display that particular column first in Availability.  The Custom option is disabled at this time, because there are no sequences defined in the room master yet.

Block /Available Format

For information on Block/Available and Available Only format, click here.

Use Custom Room Type Sequence From Table C2 on Availability Screen

When checked, the Availability screen displays the room type by a custom sequence.  When not checked, the room types are displayed in alphanumeric order.

Check-In

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Turn on Guest Waiting Feature

When checked, guests who have arrived but awaiting a clean room are tracked.  This allows the guest to use the facility even though the room is not ready.  This feature adds a Waiting column and a Waiting Only filter to the Arrivals list.  The front desk can prioritize assigning clean rooms based on the Waiting flag.

Direct Check-Out (Check-In Disabled) Switch 414-01

This switch can also be set using System | Configuration | VRS Configuration.  For details, see Direct Check-Out.

Credit Limit 1

Set the credit limit for guest with credit cards on file.  When the reservation total amount due surpasses the limit, the user is warned.

Credit Limit 2

Set the credit limit for guests without credit cards on file.  When the reservation total amount due surpasses the limit, the user is warned.

Payment Options

In addition to those listed/configured below, payment using points may also be configured using the CRM/Configuration/Points Payments tab.

Default Payment Option

Set the Default Payment Option using Switch 423-13.  Select None, Payment, or Authorize Credit Card.  If Payment is selected, the ability to set the Default Method of Payment is enabled.  When entering the check-in screen and a payment is required, the selection made on this tab is set as the Default Payment Option.  If set to Payment, the "Default Method of Payment" section is enabled (formerly enabled at all times).

Default Method of Payment

Enabled only when Default Payment Option is set to Payment, select Credit Card, Check, or Cash as the a default method for payment.  Changing the method of payment is also available at the Check-In screen.  If Default Payment Option set to None or Authorize Credit Card, this method default is disabled.

Add to Authorization Amount

Automatically designate an amount to be added to the pre-authorization amount (default amount equals the balance due when authorizing a credit card).  Select the Dollar Amount or Percentage radio buttons to define how the amount is to be calculated.  If no extra amount is to be added to the amount, select the Off radio button to authorize only for the default amount (balance due).  Then enter the numeric value into the text box.  For example, if "Add to the pre-authorized amount" is equal to $50 and a reservation has a balance due of $100, select Authorize Credit Card and the amount field defaults to $150. If set to a percentage such as 10% and the reservation has a balance due of $100, the amount field defaults to $110 when Authorize Credit Card is selected.

Allow Bill Charges to Owner on Preassign Reservations

When checked, "Bill Charges to Owner" is an option for P-type reservations.  Billing charges to owners is always available for O-type and G-type reservations.

Registration Card

Prompt to Print Registration Card During Check-In

When checked and the Check-In button is clicked, the system prompts to print the registration card.

Crystal Report

This field contains the Crystal Report used to print registration cards. The default setting is "FrontDesk\RDPRegCardByResNum.rpt".  To customize, copy this report to a new file and modify the copy as needed.  Once the modifications to the copy have been completed, change the report name to the modified copy.

Default Printer

Click the down-arrow to select a default printer to be used when printing Registration Cards.

Enable Mass Check-In

Checking this box enables the display of the Check-In Arrivals button at the bottom of the Check-In screen.  Select the Check-In Arrivals button to check in all arriving reservations at once with three exceptions.  If a room number has not been assigned, a room is still marked Dirty, or if the Reservation has a balance due, the system will skip those reservations and leave them on the Pending Check-Ins grid unless the configuration options below are selected.  For more assistance with this topic, see Mass Check-In Options.

Include Reservations with Balance Due in Check-In All Arrivals Option

When checked, reservations with a folio balance greater than zero are checked in during the mass check-in process.  When not checked, reservations with a balance due are skipped during the mass check-in process.

Include N/R Room Types in Check-In All Arrivals Option

When checked, rooms deemed as non-rental rooms (N/R in the room number category) are checked in during the mass check-in process.  When not checked, non-rental rooms are skipped during the mass check-in process.  Some examples of use are:
 

• 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.
• Properties can enter the room reservation as a group leader and the N/R Room as a group member reservation.  In that case, the system checks in the group leader (guest reservation) and the group member (check-out a golf cart for use by the group leader).

Include Maintenance Reservations in Mass Check-In

When checked, maintenance reservations are checked in during the mass check-in process.  When not checked, maintenance reservations are skipped during the mass check-in process.

Allow Reservations to be Checked In to Rooms Marked Dirty (System Setting 423-03)

Properties using the mass check-in feature can check in reservations assigned to rooms not ready for the guests.  When allowed, all reservations are checked-in without regard to Room Clean Status, and front desk staff must check the Clean Status prior to releasing keys to the guests.  When the room is dirty, the staff should request the guest come back later for a key and housekeeping to clean the room.

Check-Out

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VRS Direct Check-Out

The Direct Check-out (Check-in disabled) box is disabled.  To turn the Direct Check-out feature on or off, go to System | Switches and make changes to Switch 414-01.

Skip the Print Folio Option During Direct Check-Out

When Switch 414-01 is checked, check this box to process the reservation at checkout without prompting to print the folio.  This setting is saved for individual users.

General

Password for Checking Out with Balance Due (System Setting C1BALREQ)

Entering a password into the text box titled Password for Checking Out with Balance Due will require the user to enter a password before allowing a reservation with a balance due to be checked out without taking a payment.

Transfer Group Master Balance to City Ledger at Check-Out (Switch 422-14)

When checked (default setting) and a group reservation with a balance checks out, the balance is transferred to the City Ledger (group master) for later billing.  When unchecked and a group reservation with a balance checks out, the group balance remains on the reservation.  Once the group sends payment, each reservation must be manually accessed and a payment processed.  As part of this setting, "Allow payment to group balance on reservation (422-10)" is disabled and checked when "Transfer Group Master Balance to City Ledger at Check-Out" is unchecked.  When both switches are checked, either a payment can be processed or the balance can be transferred at the time of check-out.

Allow Payment to Group Master Balance (Switch 422-10)

Unchecked by default, this switch works together with Switch 422-14.  When "Transfer Group Master Balance to City Ledger at Check-Out (Switch 422-14)" is unchecked, then "Allow Payment to Group Master Balance (Switch 422-10)" is checked and disabled (cannot be changed).  See Switch 422-14 for more detail.

Mass Check-Out

Enable Mass Check-Out

Check to enable Mass Check-Out in Reservation Options and the display of the Check-Out Departures button at the bottom of the Check-Out screen.  When that option or button is selected, all guests scheduled to depart on the current system date can be checked out all at once.  For more assistance with this topic, please see Mass Check-Out Options.

Include Reservations with Balance Due in Mass Check-Out

When unchecked and a Reservation has a balance due to the property or Agent #1, the system skips those reservations.  When checked, then only the reservations with a balance due to Agent #1 are skipped.  Administrators can restrict this ability by setting a password for security.

Include N/R Room Types in Mass Check-Out

Some properties rent things that are not rooms, such as cars, boats, etc.  When checked, the system prompts to include these items in the mass check-out process.

• If the N/R Room is actually a non-rental room such as a conference room, that conference room is checked out and considered available.
• If the N/R Room is actually a golf cart (or other such non-room item), the system checks it out and consider it available for renting.
• 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 checks out the group member and marks the item no longer in use and available for renting, and the group leader reservation.

Include Maintenance Reservations in Mass Check-Out

When checked, maintenance reservations are checked out during the Mass Check-Out process.

Owner Reservations

When Transferring the Balance During Check-Out of a Secondary Owner...

Check to select the default owner for which to transfer: (1) the current Z type owner on the reservation, or (2) the primary owner for this room. The primary owner is defined as the owner that owns the room and is not a Type Z owner. There should only be one primary owner.  However, unlimited secondary owners (Type Z) are allowed. 

For example, assume Owner 102 is the primary and Owner 102B is a Type Z (secondary) owner of the room.  When set to primary owner, Owner 102 is selected in the Choose Owner field on the Check-Out screen.  When set to current owner, Owner 102B is selected in the Choose Owner field since he is the current owner on the reservation.  In both situations, use the drop-down to select another owner.  This setting simply sets the default on the Check-Out screen.  When transferring a balance for a non-Type Z owner, the primary and only owner is displayed on the Check-Out screen as the recipient of the charges and cannot be changed regardless of the setting in configuration.

Res Access

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Do Not Display Entire Group When a Group Member is Selected Using F3 - Find Res

Check to turn off the ability to display the entire group when using the F3 - Find Res option to view a group member reservation. By default, if a group member reservation is selected from the F3 option, the entire group is displayed.

When Arriving Reservation is Double-Clicked, Display...

The user can select which screen to display when an arriving reservation is selected.  The options are Change Res, and Basic Check-In.  These settings are set per user, based on login.  The default setting is Change Res.

When Future Reservation is Double-Clicked, Display...

The user can select which screen to display when a future reservation is selected.  The options are Change Res, and Basic Check-In.  These settings are set per user, based on login.  The default setting is Change Res.

When In-House Reservation is Double-Clicked, Display...

The user can select which screen to display when an In-House reservation is selected.  The options are Change Res, Basic Check-Out, Deposit/Payment, and Post Charge.  These settings are set per user, based on login.  The default setting is Change Res.

When Departing Reservation is Double-Clicked, Display...

The user can select which screen to display when a departing reservation is selected.  The options are Change Res, Basic Check-Out,  Deposit/Payment, and Post Charge.  These settings are set per user, based on login.  The default setting is Change Res.

Folio

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Control the default settings for all Folio printing. Customers should copy all reports to a new file, and modify the copy as needed. Once the modifications have been completed, change the report name for each folio to the modified copy.

Hide 'No Print' Transactions on Folios

When checked, "No Print" transactions are not displayed on the Folio tab of a reservation.

When Printing, Show All Folio Totals Even if No Activity

Unchecked by default, the Print Folio dialog only shows if there is more than one folio with activity (one or more transaction). For example, when only Folio I has activity, then Folio I prints without prompt.  If both Folios I and A have activity, then the Print Folio dialog displays. 

When checked, the Print Folio dialog always shows the balances for each folio (I, A, B, Leader) if they have activity and allows any of the folios to be printed, even if they have a zero amount.

When printing a folio with RDPWin, the default folio printer is used when no folio printer is specified on the Folio tab in Reservations->Configuration.  Prior to this addition, when the folio was printed, the dialog allowed selection of the number of copies and other attributes. That dialog has been eliminated to require fewer clicks in order to print the folio.

Hide 'No Print' Transactions on Masters

When checked, "No Print" transactions are not displayed on the Transaction tab of a master.

Default Number of Copies

Use the up/down arrows to set the default number of copies to be printed when printing folios.

Always Allow Manual Packages

When checked, packages can be posted manually to reservations of any status.  When not checked, packages can not be posted to future reservations.

Default Folio Printer For This Workstation

Select a printer from the drop-down list to assign the default printer for printing folios.  If the desired printer is not available in the list, contact your system administrator.

Guest & Group Member Folios

• All Folio Types (No Page Feed) is utilized when "Print Folio Showing All Charges" is not selected from the Print Group Member Folio screen.  Transactions are printed based on folio type and show all folio types (A, B, & I) without a page break and totals after each type.  (FrontDesk\Folio-ABI.rpt)
• All Folio Types (Page Feed) is utilized when "Print Folio Showing All Charges" is not selected from the Print Group Member Folio screen.  Transactions are printed based on folio type. (GroupMemberFolio.rpt)

Group Leader Folios: Personal Folios (I Charges)

• Leader's personal folio only lists charges for the group leader. (GroupLeaderFolio.rpt)  Reservation folios with only "I" folio type transactions displays the folio report immediately, without displaying the "Group Member Folio Options" screen. 
• Personal folio for each group member (no page feed) lists all group members and their individual charges along with all the group leader charges on one folio. (GroupLeaderFolio5.rpt)
• Personal folio for each group member (page feed) lists all group members and their individual charges along with all the group leader charges each on its own folio page. (GroupLeaderFolio6.rpt)

Group Leader Folios:  ALL Group Leader Charges (L Charges)

• Detail for all members (no page feed) lists all group members and their leader folio charges, along with the group leader folio charges on one folio. (GroupLeaderFolio2.rpt)
• Detail for all members (page feed) lists all group members and their leader folio charges, along with the group leader folio charges, each one on its own page. (GroupLeaderFolio3.rpt)
• Total for each Totals (one member per line) lists all group members and the total of leader related charges along with the group leader folio charges on one folio. (GroupLeaderFolio4.rpt)

House Status

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Display Revenue Column

Set as the system default, checking the Display Revenue box will display the Total Revenue, Management Revenue, and Group Revenue columns in the House Status grid.

Default for "Show Reservations in N/R Rooms"

Check to set the default for the "Show Reservation in N/R Rooms" on the House Status screen as checked.

Activities

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Activity Filters

Maintain Activity Filters 1 - 9.  Filters are definable by property.  Some examples of filter values available in the demo files are Golf Locations, Golf Time of Day, and Age Group.  Using filters narrows the choices in the grid to allow for easier selection.  For example, use the age group filter to display all Activities strictly for seniors or adults only.

Add Filter Value

Click the Add button on the Activity Filters form to add an additional line to the Filter Values grid.  Enter a three-character value using numbers or letters or both.  Enter a 30-character description.  Click Save when all changes have been made.  The system displays a confirmation notice.  Click OK.  To abandon any changes made (before saving), click Close.

Delete Filter Value

Select the desired row for deletion, right-click, and choose "Delete Selected Row".

Batch Activities

Maintain batch Activity items (VP Table).  Click "Add Batch Code" or Add Batch Item.  Select any row and click Select or double-click to open the Activity Batch Item screen.

Add Batch Code

Click to enter parameters for new batch code.

Add Batch Item

Click to enter parameters for new batch item.  Batch items are those with a batch code and a additional four characters listed under any two-character batch code within the grid.
 

Batch Code

Batch Codes consist of two characters used to group items within the VP table (the table of Activity items).  In RDPWin's demo files, Batch Code BF is for breakfast.  All breakfast Activity items are listed under this batch code such as BF0001=Continental Breakfast, BF0005=Buffet Breakfast, and BF0010=Full Breakfast.

Component Number

Component number is only used on a direct charge item to access the seasonal rates table.  For example, a property may want to use a component to set up a seasonal rate to charge more for a conference room on weekends verses weekdays or holidays.

Description

Details of the Activity item.

Direct Charge

Indicates items not associated with an activity.

Filter Values

See Filter Values for detail.

Item Number

Sub-records consist of a two-letter batch code and four characters used to group items within the VP table (the table of activity items).  In RDPWin's demo files, Sub-record BF is for breakfast.  All breakfast activity items are listed under this batch code such as BF0001=Continental Breakfast, BF0005=Buffet Breakfast, and BF0010=Full Breakfast.

Minimum and Maximum Days

When entering activities into the system, set minimum and maximum days to restrict use.  For example, a ticket for two days of ski lessons should have the minimum days set to two.

People Category

RDPWin multiplies the Activity rate by the number of people in the reservation's people category for the specific people categories selected for the Activity.  For example, assume Categories 1, 2, 3, and 4 are defined as Adult, Teen, Child, and Seniors respectively.  Mr. and Mrs. John Martin have a reservation for a two-bedroom that sleeps five people.  The people category in the reservation is set to Adult=2, Teen=0, Child=3, Seniors=0.   The Martins want rent bikes for all.  All rental bike people categories are set to "Show for People" Adult, Teen, Child, and Senior.  The final outcome would be that the system would book bikes and charge the rental rate times five.  Five people would rent five bikes at $5 each for a total of $25.  If the "Show for People" was set to Adult only, then the five bikes would only cost $10 or $5 for each adult (children would be no charge).

Show on IRM

Check to display the selected Activity Batch on the IRM list of activities.

Sub-Record

The codes in the Sub-record column represent Batch Code + Component.

Transaction Code

Select the appropriate transaction type to be added from the drop-down list.  The same 2-character transaction code can be used in multiple ledgers such as B2(Guest Ledger) and B3(Group Ledger).  For example, a "Banquet charge" can be posted to both folios and group master accounts.  Therefore, transaction code 25 is defined in both the B2 and B3 ledgers as Banquet Charge.  System Administrator:  Use option 182 on the system manager menu in RDP DOS to define transaction codes.

Show for People Categories

Select one or more categories to associate the selected activity batch.  For more information, see People Category.

Allow Direct Charges When Adding Batch Activities

When checked, the "Direct Charge" checkbox on the Activity Batch Item screen is enabled which is accessed by either selecting an existing activity item or by clicking the "Add Batch Item" button.  When not checked (default setting), the "Direct Charge" field is disabled.

Package Activities

Maintain package Activity items (VZ Table).

Add Package Item

Click to enter package items not already in the system.  Click Save when done or Close to abandon the addition.

Add Group Code

Click to enter additional Group Codes to the system.  Click Save when done or Close to abandon the addition.

Cart

This yes/no field represents whether or not a golf cart is included in the golf package.

Component Number

See Component Number above for details.

Filter Values

See Filter Values above for details.

Group Code

The prefix on the number when viewing the list is used on the rate plan.  There is an package activity group on the rate plan with a two-digit code that corresponds with the group code on the rate plan.  The group code on rate plan determines which activities are displayed on the "Add Activities" when package activities are selected.

Item#

See Item Number above for details.

Time

Used only when the activity is golf-related, this field indicates the time of that golf activity.

Vendor

Enter or display the name of the Vendor that supplies the Activity item.

Add Activity

Disable the "Add Activity Detail" Screen when Adding an Activity

To disable the display of the Add Activity Detail screen, check the box associated with "Disable the 'Add Activity Detail' screen when adding an activity".  With the Add Activity screen open and this box checked in configuration, the "Add Activity Detail" screen does not display when the Display and Add Activity buttons are clicked (in that order) or an activity is double-clicked in the grid.  Instead, the selected activity is added to the "Activities to be Saved" list.  When a "folio only" charge is selected, the Add Charge is still displayed.

Samples:

1. On the Reservation/Configuration/Activities tab, check the "Disable the 'Add Activity Detail' screen when adding an activity" box.
2. Save & Close.
3. OK (Update successful).
4. Click In-House.
5. Highlight Allen/Tim Res#179 in the grid.
6. Click Activities/Add from Options.
7. Click Display.
8. Yes (Continue with display?).
9. Highlight "03/01/98 Full Breakfast".
10. Click Add Activity to copy the activity into the "Activities to be Saved" area.
11. Save & Close.

Now, go follow these steps to see the difference when the box is not checked.

1. On the Reservation/Configuration/Activities tab, uncheck the "Disable the 'Add Activity Detail' screen when adding an activity" box.
2. Save & Close.
3. OK (Update successful).
4. Click In-House.
5. Highlight Allen/Tim Res#179 in the grid.
6. Click Activities/Add from Options.
7. Click Display.
8. Yes (Continue with display?).
9. Highlight "03/02/98 Full Breakfast".
10. Click Add Activity to open the "Add Activity" form.
11. Click Close.

Prompt for "Include in Package" When Adding a New Activity

When "Disable the 'Add Activity Detail' screen" is checked, the "Prompt for Include in Package..." is enabled.  When checked, the system prompts with "Include the selected activity in package?".  Otherwise, the system proceeds to add the activity without further question.  This setting is property specific.

Default Response to "Include in Package" Prompt

When "Disable the 'Add Activity Detail' screen" is checked, "Default 'Include in Package' prompt to" is enabled.  When prompted, either the Yes or the No button is set as the default to the prompt to allow the user to just hit the Enter key on the keyboard instead of clicking one or the other.  It is set to No by default.  This setting is property specific.

Do Not Show Filter Warning When Filters Have Not Been Set

Turn off the display of the "No filters set" warning.  Check the "Do not show filter warning when filters have not been set" checkbox to display Vendors/Activities without setting the filters and flashing a warning.

Default "Same as Start Date" as Checked

Checks to set the "Same as Start Date" checkbox on the Add Activities screen as checked by default.  When checked, the End date field is disabled.  To enable the End date field, manually uncheck the box on the Add Activities screen.  The next time the Add Activities screen is accessed the "Same as Start Date" box is still checked as long as the Configuration setting is checked.  A manual override is only effective for a single access.  For details, see Add Activities.

Allow Hiding Activities w/ Zero Price

When "Allow hiding activities with zero price" is checked, a "Hide $0 activities" checkbox is displayed on the Add Activities screen and is checked by default.

Itinerary

Crystal Report

Enter or click Browse to navigate to the Reports10\Vendor folder and select the default Crystal Report.

Default Printer

Select a default printer from the drop-down table for printing the Itinerary reports.

Other Charges

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Configure the labels for the "Other Charges" buckets.  These can be used for various categories such as "special cleaning fee", "booking fee" or "travel insurance".  Most VRS customers want to quote a room rate and then other fees in these five new totals and usually do not use a folio.  When enabled, Other Charge 4 and 5 are defined as Cleaning Fee and Service Fee for demonstration purposes only.  Other Charges 1 and 2 CANNOT be disabled. 

Other charges can be a flat fee or based on a component.  When a flat fee for all seasons, room types, and room numbers is the goal, then a component is not necessary and can be configured using just the Other Charges tab here.  When the price should vary by season, room type, and room number, then a component is necessary. The varying Other Charge components are defined using the Rate Component Maintenance screen but is assigned to the other charge on the Other Charges configuration screen.

System Administrators: click configure Other Charges for steps.

Change Other Charges 1 - 2

Other Charges 1 and 2 only allow the description to be changed. 

Change Other Charges 4 - 6, A and B

Other Charges 4 - 6, A and B allow the following changes:

• Description can be changed.
• The field can be turned on/off.
• The transaction code is set by the system. Only this code can be used for the particular Other Charge. If entering in the amount from the field, the transaction code will be generated on the folio automatically. This code can also be posted with the "Post Charge" option in the Reservation section. The posted amount will be added to any amount existing in the Other Charge field.
• A component can be assigned to auto-calculate the amount for the Other Charge.
• The "Default" column controls whether the column will have auto-calculate on or off. For some Other Charges, all guests will normally be charged. The Default should be on at this point. When making the reservation, the field can be turned off for any exceptions. Some Other Charges might be normally off for most guests, so the default should be unchecked. The Other Charge can then be turned on and auto-calculated on a guest by guest basis.

Security Deposit

Turn Bucket 3 on and off. A component can also be configured for the Security Deposit to allow for auto-calculation of this amount. All other columns are read-only in the Security Deposit row.  Properties that take advance deposits and a security deposit should check the On box for this Other Charge.  Security deposits can be used by properties located in popular seasonal destinations where collection of a security deposit in case of room damage caused by guest(s) is necessary.

Description

The Description represents labels on Other Charge fields when viewing the reservation Charge Summary tab.  Labels for ANY bucket can be customized by clicking the available button and typing in new text.

On

To enable any of the listed buckets, check the On box in the appropriate row.  When unchecked, that bucket is hidden where ever Other Charges are displayed.  Other Charges-1 and 2 CANNOT be disabled.  For more information, see Charge Summary.

Transaction Code

Select a Transaction Code from the drop-down to be associated with Buckets 4-6 or A-B. The Transaction Code for Buckets 1 and 2 cannot be changed.

Component

Use System/Rates/Components to set up the amounts for Other Charges to auto-calculate.  Components can be added for "ALL" room types, each specific room type and/or each specific room if Switch 421-8 is set to "Room Number". The amount is also date/season sensitive.  Components can be set up to multiply by the number of people for each people category.

Default

Checked boxes indicate the setting or value for that bucket assigned automatically by the system and remain in effect until cancelled or overridden.

Forfeit

Check the "Forfeit" box in the Other Charges configuration to automatically forfeit the amount of any "Other Charges". The Other Charge transaction becomes a real transaction and the cancellation procedure adds that amount (plus tax if applicable) to the forfeit amount. The forfeit amounts get added together if active when canceling the reservation. The system automatically transfers the Other Charge amount from the B1 Ledger to the B2 Ledger and removes the pre-posted flag(s) from the Other Charge transaction(s). This option is ignored if the "of" options on the cancellation policy are set to "Entire Stay". An override is allowed, but the override amount is posted as a standard B1DC forfeit amount.

In Pkg (Package)

Check the "In Pkg" box for any bucket to allow those charges to be included in a package.  If not checked, that bucket is separately listed in Other Charges and cannot be "lumped" together with room rates to be part of a package.

IRM/Paying Guest/Owner/Guest of Owner/Group/Long Term/Multiple/Special

Check one or more of these reservation type checkboxes for any Other Charge bucket to allow a charge to be accessed when calculating other charges for each type of the listed reservations, including reservations made using the IRM.

Long Term - Standard System Settings

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The Long Term tab displays differently based on system switch settings.  Provided none of Switches C1HABIT, C1LT, or C1MONTH are set to yes, the system offers a standard long term reservation system.  For additional long term configuration options, see RDPWin Knowledge Base Article 27.

Require a Long Term Reservation for Stays Longer Than...(414-66 & 414-65)

The current default for a short term reservation is 30 days. When a shorter or longer required duration for a short term reservation is needed, update the setting here.  The maximum setting is 365 days.  A zero days setting is allowed and would result in all reservations being long term. When does the property want rent posted monthly versus nightly? The higher the setting, the greater the time required to calculate rates for short term reservations.

When set to 30 days and attempting to make a short-term reservation, the system does not allow the reservation to be made until the long term reservation screens are accessed. 

Calculate Monthly Rent Based on Daily Rates for Rate Plan…(414-68 & 414-69)

Allow a long term monthly rent amount to be calculated from a rate plan instead of requiring the amount to be entered by the user and distributed and prorated through all the reservation months.  When checked (Switch 414-68) and a rate plan is chosen (414-69), a long term reservation can be entered with either a monthly rent amount that is pro-rated for all months or using the configured rate plan and rate set.  Only one rate plan is allowed to be configured.  

When no rate is selected, monthly rates require manual entry.  Long Term Rate Plan configuration only supports one monthly long term rate plan.  Plans for percentage discounts, AAA, etc., for long term rates is not supported.

Round Full Months to the Nearest Dollar (414-75)

When checked, long term rates are calculated and rounded to the nearest dollar ($1,253.58 shown as $1,254.00) for all full months in the reservation.  When not checked, the actual cents are displayed ($1,253.58 shown as $1,254.58) in the full month's rent.

Round Partial Months to the Nearest Dollar (414-76)

When checked, long term rates are calculated and rounded to the nearest dollar ($1,253.58 shown as $1,254.00) for all partial months (Apr. 16 - 30) in the reservation.  When not checked, the actual cents are displayed ($1,253.58 shown as $1,254.58) in the partial month's rent.

Day of Month the Next Month's Rent is Considered Due

Select which day of each month the folio displays the rent as due (affects the actual balances showing in the long term rental folio).  Only dates 1 through 28 are available, since 29, 30, and 31 are not available in all months.  The balance due for the next month appears in the actuals on this day of the month.

Use First Month's Rent as Deposit Amount

When using the standard long term settings, the "Use First Month's Rent as Deposit Amount" checkbox is checked by default to automatically calculate the deposit amount based on the reservation's first month's rent rather than the amount of the rental which may be several months in length.

Deposit Due __ Days from ____ Date

When Use First Month's Rent as Deposit Amount is checked, the "Deposit Due __ Days from __ Date" option is enabled on the Long Term tab.  Enter the default number of days prior to arrival or number of days after the current system date to designate when the deposit is due.  For example, to require a deposit five days prior to arrival, enter settings as: Deposit Due 5 Days from Arrival Date.  A deposit for a reservation arriving on 03/15 would be due on 3/10.  To require a deposit five days from the date the reservation is initially made, enter settings as: Deposit Due 5 Days from Today's Date.  A reservation booked on 03/18 would have a deposit due on 3/23. 

Default Tax

Set the default tax rate to be used on long term reservations.  The tax rate can be changed when making the reservation if necessary.

Prompt for Starting Date When Folios are Printed (419-12)

When checked printing folios for long term reservations, RDPWin prompts for a starting date to avoid printing what could be many months of folios.

Allow Room Move (419-11)

Check to allow room moves for long term reservations by default.  This is merely a default setting and can be changed from the Change Reservation screen at any time.

Default the Tax to TZ for Reservations Greater Than or Equal To __ Days (C1LTTax)

Select the minimum number of days a reservation must cover to default the tax to TZ - Tax Exempt Rate.

Long Term Statements

Default Printer for This Workstation

Select an available printer to where all statement reports shall be printed by default such as a printer in the accounting administrative offices. 

Default Statement Report

Enter or browse to the default statement report to defined which statement is used when e-mailing long term statements.

From

Enter a valid e-mail address to be used as the default From e-mail address when emailing long term statements.  This address is also where any reply e-mails from those receiving the long term statements are received. 

CC

Enter a valid e-mail address to be used as the default carbon copy e-mail address when emailing long term statements.

Default Blind CC E-mail

Enter a valid e-mail address to be used as the default blind carbon copy e-mail address when emailing long term statements.  The recipient is not made aware of any copy sent to the address in the "BCC" field. 

Subject

Enter or view the default subject matter for the selected e-mail Confirmation Type.  The Subject can be entered/changed on an individual confirmation basis if desired.  If left blank, the e-mail is sent without text in the Subject line unless entered individually.  See Add Res# to Subject for more detail.

Always Add Reservation Number to Subject

When checked, the reservation number for each reservation is automatically added to the Subject line of long term Statement e-mails.  The Res# can be entered/changed on an individual confirmation basis if desired.  When not checked, the reservation number is not included.

Cancel

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Default Refund Type

Set the most common refund type as the default when canceling a reservation.  The options available are cash, check, credit card (manual and auto), miscellaneous, and wire.  These are not definable by property.

Default Refund Amount to Total Deposit Amount (Switch 414-17)

When checked and a reservation with a deposit is cancelled, the full deposit amount is automatically entered in the Refund Amount field.  The Refund Amount field can be changed manually.  Only when Use Cancellation Policy is unchecked is option enabled.

Enable Mass Cancel of S-Type Reservations (414-42)

When checked, the Night Audit/Day End menu offers the ability to cancel multiple Type S (title of reservation type based on existing C1 record such as special, hold, etc.) reservations at once.

Use Cancellation Policy

If "Use Cancellation Policy" is checked, the Cancellation Policy area is enabled.  Specify the policy when a reservation is cancelled prior to and within a designated date, what percentage is taken and what it is based on.  When checked, all fields within the Cancellation Policy are mandatory.

If Cancelled More Than XX Days Prior to Arrival, Forfeit %% of ...

Define the forfeit percentage to be retained by the property when reservations are cancelled a certain number of days in advance.  The "more than" portion works with the "within" settings and ALWAYS match.  For example, "If cancelled more than 30 days prior to arrival, collect 50% of Deposit."  A reservation cancelled 31 days or more before the reservation arrival date with a paid deposit of $1,500 forfeits $750 of the deposit.   If nothing is to be collected, enter zero "0" as the percentage.  For example, collect 0% of entire stay if cancelled more than 5 days prior to arrival.  The "of" drop-downs include Deposit, Entire Stay, Total Rate (daily rate multiplied by the number of nights for the entire stay without tax), and Room Rate.

To require a cancelled reservation to forfeit a percentage (up to 100%) of the room rate for a configured number of days, use the Room Rate option.  For example, "If cancelled more than 5 days prior to arrival, forfeit 50% of Room Nights and Nights = 2".  For a 6-day reservation that cancels one week prior to arrival, half of the room rate for two nights would be forfeited.  The "within days of arrival" portion of this configuration works together with the first setting.  So when "If cancelled within 5 days prior to arrival, forfeit 100% of Room Nights and Nights = 2", then the full room rate amount for two nights would be forfeited.  Any percentage between 0 and 100 can be used.  The Nights field used to select the number of night the room rate is to be forfeited is only available if Total Rate or Room Nights is selected in the "% of _____" drop-down.  Keep in mind that if a policy is set to forfeit any percentage of two nights' room rate upon cancellation and a one-night reservation is cancelled, the forfeited amount is based on the one night multiplied by the percentage.  Using the same forfeit rules as stated above for a cancellation of a one-night stay within seven days of the arrival, 50% of the room rate is forfeited from the one-night's stay.  It does not collect 100% of one night's room rate when 50% of two-night stays is configured.  It only forfeits 50% of the one-night's room rate.

If Cancelled Within XX Days of Arrival, Forfeit %% of ...

Define the forfeit percentage to be retained by the property when reservations are cancelled within a certain number of days in advance.  The "within" portion works with the "more than" settings and ALWAYS match.  For example, "If cancelled within 15 days prior to arrival, collect 50% of Entire Stay."  A reservation cancelled 10 days before the reservation arrival date with a total charge of $4,000 forfeits $2,000.  If nothing is to be collected, enter zero "0" as the percentage.  For example, collect 0% of entire stay if cancelled within 5 prior to arrival.  The "of" drop-downs now include an option for "Total Rate" which represents the daily rate multiplied by the number of nights for the entire stay without tax.

Other Charges That Will Be Forfeited in Addition to the Calculated Forfeit Amount

Review the list of Other Charges that will be forfeited when a reservation is cancelled. To make changes to this list use the Other Charges tab.

Transaction for Forfeited Deposit

The Cancellation policy now includes a new section labeled "Transaction for Forfeited Deposit" which offers two radio buttons "B1DC – Standard B1 ledger forfeit transaction (no tax)" and "B2SF – B2 ledger revenue transaction that allow tax and owner portion". The B1DC option is the default and should be used when customers are not going to pay an owner on cancelled reservations. The B2SF option is used to pay owners on cancelled reservations and post tax. When B2SF is selected, a reservation is cancelled, AND a forfeit amount is calculated, the system automatically transfers the calculated forfeit amount from the B1 Ledger (Advanced Deposits) to the B2 Ledger (In-House Guest Ledger) and posts the B2SF transaction with the owner portion and tax.

Display "Held Deposit" Option on Cancellation Screen

When checked, if a reservation with a deposit transaction on the folio is cancelled, the system prompts to hold deposits on cancelled reservations for a determined period of time.  Guests can then call and make a reservation for another stay without actually forfeiting the deposit on record.

Default "Held Deposit" as Selected

When the "Display 'Held Deposits' Option on Cancellation Screen" option is checked, check this box to set the "Held Deposit" box as checked by default.

Deposits

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Configure the rules for calculating Deposit 1 and Deposit 2. RDPWin automatically calculates the "Requested Deposit Amounts" and "Requested Deposit Dates".

Based On (Deposit 1 and 2 Date Calculation)

Calculate deposits based on today's date or the guest arrival date.  Select "today" from the Deposit 1 Date Calculation Based On field and set the Number of Days to 10 to make Deposit 1 due 10 days from the current system date.

Number of Days (Deposit 1 and 2 Date Calculation)

Calculate deposits based on the number of days from today's date or the guest arrival date.  For example, if Number of Days is set to 3 and "Based On" arrival, then the deposit will be due three days from the guest arrival date.

Calculated On (Deposit 1 and 2 Date Calculation)

Select "Entire stay" (default) to calculate the deposit amounts based on the entire stay of the reservation.  Select "Total Rate" to calculate the deposit amounts on the room rate total.

Deposit Amount = First Room Night Rate.  Configure the deposit calculation to be based on the First Night's Room Rate.  Set the value of the "Calculated on" drop-down to "First Night's Room Rate".

Most properties that want to collect the first night's room rate want to collect the amount as Deposit 1 and not collect anything else for Deposit 2.  To configure this, Click the "Add Length of Stay" button to add a row to the grid.  Set the "Nights" column to "1", the "% for Deposit 1" to 100%, and save.

Collect When Making the Reservation

When checked and Deposit 1 is automatically calculated, the Deposit/Payment screen displays and suggests a payment be taken the after saving the reservation from the final (Change Res) screen.  When neither VP and SDP are purchased on the reservation, the "Take Payment After Reservation is Final" can be unselected prior to clicking Make Reservation.  Payment is not required, but since the protection coverage is not active until payment is received, payment is highly recommended. 

Round to the Nearest 10 Dollars

Check the box to set the deposit amount to round to the nearest $10.  For example, if the deposit amount (based on configured percentage of the total charges) is $214.64, the system automatically rounds that amount down to $210.  If it were $218.27, the system rounds up to $220.

Length of Stay Percentages

Nights

Configure deposits based on the number of nights within the stay.  For example, enter 1 in the Nights column to configure the deposit amount for a one-night stay.  Enter 3 to configure the amount for a three-night or longer stay.  If two rows are defined: (1) for a one-night or longer stay and (2) for three-nights or more, then the deposit amount for a two-night stay would be based on the one-night or longer rules.

Percent 1 and 2

Set the percentages for calculating the deposit amount. For example, assume a property has the following rules for calculating a deposit amount: (1) When making a one-night reservation, the deposit is 100% of the entire stay, and (2) when making a two or more night reservation within 30 days of arrival, the deposit is 100% of the entire stay. Otherwise, 50% of the total charges is due four days from today with the remaining balance due 30 days prior to the arrival date. To set up our example, follow these steps:

• In Deposit 1 Date Calculation, select Today from the "Based On" drop-down
• In Deposit 1 Date Calculation, set "Number of Days" to 4.
• In Deposit 2 Date Calculation, select Arrival from the "Based On" drop-down.
• In Deposit 2 Date Calculation, set "Number of Days" to 30.
• Click the Add Nights button.
• In the new row, enter 1 in the Nights column and 100% for both percent columns.
• Click Add Nights again.
• In the new row, enter 2 in the Nights column and 50% for Percent 1 and 100% for Percent 2.

Starting and Ending

Indicate the arrival date range the percentages should be applied.

Final Due

Set a date to override the Deposit 2 Date Calculation. For example, a property might have the following rules:

• When making a one or two-night reservation, the deposit is equal to one-night stay with any remaining balance due upon arrival.
• When making a three-night or more reservation, if the arrival date is on or between December 15th and January 4th the deposit is 50% of the total charge due four days from today with the remaining balance due by Thanksgiving Day. For all other three-night or more reservations, the deposit is 1/3 the total charge with the remaining due upon arrival.

To format these rules using the DataCCS files, following these steps:

1. In the Deposit 1 Data Calculation, select Today from the "Based On" drop-down.
2. In the Deposit 1 Data Calculation, set "Number of Days" to 4.
3. Click the Add Nights button.
4. In the new row, enter 1 in the Nights column, 100% for the Percent 1 column and 0% for the Percent 2 column.
5. Click the Add Nights button.
6. In the new row, enter 2 in the Nights column, 50% for the Percent 1 column and 0% for the Percent 2 column.
7. Click the Add Nights button.
8. In the new row, enter 3 in the Nights column, 34% for the Percent 1 column and 0% for the Percent 2 column.
9. Click the Add Nights button.
10. In the new row, enter 3 in the Nights column, 50% for the Percent 1 column, 100% for the Percent 2 column, 12/15/1998 in the Starting Column, 01/04/1999 in the Ending Column, and 11/24/1998 in the Final Due column.

In this example, the first row in the grid calculates the deposit for a one-night reservation to be equal to the total cost of the entire stay. The second row calculates the deposit for a two-night reservation to be half the total cost. The third row calculates the deposit for a three-night or more reservation to be equal to 1/3 of the total cost of the stay. The fourth row calculates the deposit for a three-night or more reservation that has an arrival date between 12/15/1998 and 01/04/1999 to be equal to 50% for the total cost with a second deposit due on Thanksgiving (11/24/1998) that is equal to the remaining balance for the reservation.

Daily Charges

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Click the Daily Charges tab to add, change, and delete charges to be posted to reservations for each day of the stay.  RDPWin allows up to four daily charges, and each of those charges can have up to 10 transaction codes associated with it.

If a daily charge is turned on for a reservation, those transaction codes are charged to a reservation at the same time room charges are being posted automatically. All associated transactions are posted to the reservation once a day. If a customer is posting nightly (non-VRS customers), then the total amount of the charges show on future reservation folios as pre-posted.  Once that reservation is checked in, those charges are removed from the folio posted each day using the Post Nightly Charges function.  If the customer is using direct checkout, then the total amount of all daily charges remains on the reservation and are posted in a bulk fashion. Warning:  The code given to a daily charge can be up to 4 alpha-numeric characters. The assigned code dictates the order of display in and for existing reservations.  For example, if two daily charges are labeled "Cot" and "Pet" and have future reservations with these turned on, the reservations only know whether it should post Daily Charge 1 and/or Daily Charge 2. If a reservation arriving a year from now says "No" for #1 and "Yes" for #2, right now the Pet charge is posted.  If a new Daily Charge with the code "Park" (for a parking charge), that same reservation now post the parking charge instead of the Pet charge because alpha-numerically, Park comes after Cot and before Pet. So now Park is #2 and Pet is #3.

Add Daily Charge

Click to open the Add Daily Charge screen.  Enter the Code and Description (both required).  Check any appropriate default boxes, add transaction codes if necessary.

Add Transaction (Code)

Click to add a row to the Transactions grid, then enter the description.  If a Daily charge is selected when "Add Transaction" is clicked, a new row is added to the "Tx Code" grid.  If no Daily Charge is selected when "Add Transaction" is clicked, a new row is added to the first transaction in the Daily Charges grid.

Change SEE WARNING

Make any necessary changes directly on this tab.  Click Save or "Save & Close" when complete.  Prices must be changed using Transaction Change from the System main menu.

Delete

Right-click any row and select Delete.

Default

When checked, this daily charge is selected by default for every new reservation.

Quantity On

When checked, the reservationist can choose how many times to charge the guest each night.  For example, if a property charges a pet fee for each animal on the property and a guest wants to bring two, check the box and the reservationists are able to charge twice each day.  If the pet fee is one per day regardless of how many, then leave this box unchecked.

IRM Default

Only available if the IRM Module (RR) is installed, this daily charge is selected by default for every new IRM reservation when checked.

GDS Default

Only available if the GDS Module (RV) is installed, this daily charge is selected by default for every new GDS interface reservation when checked.

Posting Frequency

A "Posting Frequency" column has been added to the Daily Charges tab in Reservations Configuration.  The default value for this field is "1", which tells the system to post the daily charge each day of the reservation.  To post the charge less frequently, increase the setting to anything higher than one "1" and the system posts the daily charge in a specific sequence during the stay.

For example, when a charge must be posted to the folio every other day of the stay, set the Posting Frequency to two "2".  The system then posts the charge on the check-in day and every 2nd day from then forward.  Using this example, when a reservation arrives on 3/2/98 and departs on 3/9/98  with a daily charge configured with a Posting Frequency of two "2", the folio would display the following charges:

3/2/98 – Daily Charge Posted
3/3/98 – No Daily Charge Posted
3/4/98 – Daily charge Posted
3/5/98 – No Daily Charge Posted
3/6/98 – Daily Charge Posted
3/7/98 – No Daily Charge Posted
3/8/98 – Daily charge Posted


All daily charges are posted on the arrival date of the reservation, and all subsequent postings are based on the posting frequency. Valid values for the Posting Frequency are 1 – 99.

People

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Configure all the fields found in Table PC which are displayed in the people drop-downs on the reservation screens. The people configuration, unique by property, allows setting the min/max/defaults and descriptions for each people classification. The min/max in the people configuration simply controls the numbers displayed in the people drop downs, which is saved on the reservation. The people settings should typically be the maximum amount of people all allowed for the largest room type. If the max is zero for any of the people categories, it defaults to 15.

In Use

This turns on/off the entire people category. If only 3 people categories are needed, uncheck this check box for people 4 and the category is not displayed throughout the system.

Use Max People From Room

When checked for any of the people categories, the system compares the number of people on the reservation to the maximum people entered on the room master.  For example, if People Category 3 is designated for Pets and Room 100 has the Max Pets set to "1", then the room is shown on the Available Rooms screen when the number of pets on the reservation is 0 or 1.  If the Max Pets on the room is set to 0, then the room only shows on the Available Rooms screen if the reservation has the Pets field set to 0.  In addition, the system will not allow a reservation with one pet to go into a room with a Max Pets of zero during the new reservation process, new reservation on the tape chart, or during a room change.  This is especially important when each room master has different allowances.

Description

Displays the a four character version of the people category unique for each resort and correspond with Long Description as below.  RDPWin's demonstration data includes Adlt, Teen, Chld, and Pets.

Minimum

Use the up and down arrows to select or type in the number that represents the minimum number of that people type for each row number.

Maximum

Use the up and down arrows to select or type in the number that represents the maximum number of that people type for each row number.

Default

For new reservations, the initial setting of the drop-down is the default. When changing reservations, the drop-down is set to the number of people on the reservation.

Min/Max Checkbox

When the system tests to see if a room type or room# has too few or too many people, it adds together the people categories that have this check box set. For example, if people categories 1 & 2 have this check box set and people category 1 is set to 2 people and people category 2 is set to 3, then the system will test to see if 5 people are in the min/max range on the room type or room#.

Golfer

For systems using the golf packages, this checkbox tells the system which people categories are golfers. When a golf package is assigned, the system calculates the number of rounds based on the "Golfer" people categories.

Long Description

Displays the full version of the p