- Click here for Reservation tutorials.
| Options Available Viewing Arrivals, In-House, and Departure Grids | ||
|---|---|---|
Overview
Within the Reservations module, there are several ways to view reservations.
When viewing Arrivals,
In-House,
and Departures,
there are different areas of the screen to consider: Options, Reports, the grid,
and the Reservation
Details tabs. All information displayed in these grids are read-only.
The main menu can be used to switch between reservation screens.
Click the desired area of Reservations.
The total number of reservations in the grid and the people
categories breakdown are displayed below the grid and above the detail tabs for
informational purposes.
- Waiting Only
- When Guest Waiting is
active in reservation configuration, the Arrivals grid includes the Waiting column. When a guest arrives but their room is
not ready, check the box to note the guest is onsite and waiting for
the room. This can be used on inventory reservations
so when no rooms are ready, the front desk personnel can mark guests as
waiting without assigning a room. The Waiting field is cleared
automatically during
checked in.
Use the "Waiting Only" checkbox above the Arrivals grid to view only reservations with an arrival date equal to the current system date who are onsite and waiting for a room assignment.
- Display Group
- When the selected reservation is part of a group, the "Display
Group" button is enabled. Click to display all reservations within
the group of the selected reservation. Check "Hide Cancelled" to
display reservation types of eight or less within the
group. If reservation selected in the grid is not part of a group,
the "Display Group" button is disabled. Hover over the button to
review the tool tip explanation "Selected reservation is not part of a
group".
When the "Show Entire Group" box is not checked, only the originally selected group reservation is displayed; however, any sharewiths of the originally selected reservation remain displayed.
- Property
- When Turn on Property Code Feature Switch 422-12 is set to Yes, the Property drop-down allows selection of any property codes available based on User settings. Select a value to filter the reservations displayed based on Property Code.
Change
While in any of the Arrivals, In-House, and/or Departures screens, highlight any reservation displayed in the grids and select the Change option to access the Change Reservation screen. Make the appropriate changes and click the Save button when finished. If a particular Res Detail tab is selected when the Change button is clicked, that same tab is at the forefront when the Change screen opens. See Change Reservations for more information.
- Dates & People
- Click the "Dates & People" button to change the arrival/departure dates
and the number of people on the room. The basic reservation
information is displayed on this screen, as well as the ability to view the
folio, itinerary, and notes from the main menu. Make the appropriate
changes and click Save, or click Close to abandon the changes and return to
the previous screen.
When the selected reservation is in-house and has been issues a key card, the system prompts to Request or Verify Cards, since the dates and room number are imprinted on the cards. Select Yes to update the key card with the appropriate information and reissue to the guest.
Changing rooms or dates applies rate plan patterns or lowest rate patterns when appropriate. It DOES NOT change the manually entered Daily Rate Override. If a reservation is using lowest rates or rate plan patterns when the reservation dates are extended, the new nights get the correct rate plans according to the patterns with the standard rate, regardless if the previous days have an override rate or not. If the arrival date is changed or the number of nights is decreased and New Rates is chosen, then the rate plans and rates change according to the pattern. If Old Rates is chosen, then neither the rate plan nor the rates change.
If the dates are changed on a preassign reservation and the room is not available, the system prompts with "Room __ is occupied on ____ (date). Use different dates or select a different room. Search for another room?" If yes, Available Rooms opens to allow selection. If No, then the Change Reservation screen is displayed and allows for the next step. Once a new room is chosen, both the new room and the new dates can be saved. The system prompts for old/new rates. The old rates only apply to the original reservation dates and any new dates get the new rates. If the rates for new days need to be changed, use the Rates button to override the rates. The following conditions do NOT allow a room move: reservations accessed from the Tape Chart, owner or guest of owner reservations, fixed units, timeshare owner reservations, and reservations with the "Allow Move" field unchecked. - 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 and Room#
- Click the "Room Type" or Room# button to open the Available Rooms screen and allow changes. The "Allow Move" box must be checked to change the room type and/or room number. Make the appropriate changes and click the Save button when finished or Close to abandon the changes and return to the previous screen.
- Rates
- Click Rates to open the Yield Management screen to allow selection of different rates.
- Send E-mail
- If "Send E-mail is clicked before the reservation changes have been saved, the system prompts with, "Changes have been made. These changes should be saved before sending the e-mail to assure the information sent is the same that will be saved. Send the e-mail anyway?". Yes will send the e-mail without the unsaved changes. No cancels the send e-mail command and returns to the Change screen to allow a save to be performed.
- Change Shift
- See Change Shift for details.
Confirmations (Preview, Print, and E-Mail)
Reservation confirmations can be previewed, e-mailed, and printed on an individual basis. If no
reservation is selected in the grid when Confirmation is selected, the Find Reservation screen
opens. The "Confirmation Type" screen offers only configured AND active standard or custom
confirmation types (checked active on Reporter | Configuration |
Confirmation Settings tab).
This screen appears under the following conditions:
- Select a reservation in a list and click the Confirmation option in the Reservation | Options menu.
- Right-click on a reservation in a list and select E-mail or Print Confirmation.
- From the Change Reservation screen, click the Send E-mail button.
Add One Room
This screen is
used to "link" multiple rooms together to form a group without a room block.
When the selected reservation is an M-type reservation, the system checks
configuration. Review chart for path to determine reservation type.
While in any of the Arrivals, In-House, and/or Departures screens,
highlight any reservation displayed in the grid and select Add One Room from
Options to open the "Add Room (Select Room Type)" screen allows for the
selection of a room type not selected on the original/primary reservation.
The primary reservation's room type is automatically selected; however, use
the drop-down list to select a different room type or click Availability to
review the property availability prior to selection. Click OK when
room type decision is complete to access the "Reserve Additional Room" screen.
Click View Folio to view the folio for the new room reservation. For example, Joe and Mary Smith may be
traveling with George and Martha Jones. They have separate reservations, but may wish to be known as
traveling together. If Gina calls for Mary Smith but Mary is not answering her telephone, Gina can
ask to be transferred to anyone else in the party. The front desk could then send the call to George and
Martha's room in hopes of reaching Mary.
- Inventory Reservation
- If an inventory reservation is highlighted, the "Reserve Additional Room" screen displays the Selected Reservation (in the grid) information on the right and the New Room Reservation information on the left. The Selected Reservation information is copied to the New Room Reservation to allow for minimal entries. Other Charges, Security Deposit, and Deposits 1 and 2 can be managed from the Reserve Additional Room screen.
- Master Reservation
- If an "M" reservation is highlighted, the screens and choices available that follow are based on Configuration | Add Room. Either a prompt or an specified reservation type is assigned. If a prompt, the "Select Reservation Type" screen opens and requires a reservation type be chosen for the new room/reservation. Multiple, Inventory, and Pre-assigned are available for selection. Since the reservation selected in the grid is an "M" reservation, the system automatically selects Multiple as the reservation type for the new room but allows change. Select Multiple to open the Available Rooms and select any room. All Room Types are available for selection by setting the Room Type filter to All. Select Preassign to open the Available Rooms screen, select a room, and continue to the "Reserve Additional Room" screen. Again, all Room Types are available for selection by setting the filter. Select Inventory to go directly to the "Reserve Additional Room" screen.
- Preassigned Reservation
- If a preassigned reservation is highlighted, the "Available Rooms" screen opens to allow for selection of a room number for the additional room. Once select, the "Reserve Additional Room" screen displays the Selected Reservation (in the grid) information on the right and the New Room Reservation information on the left. The Selected Reservation information is copied to the New Room Reservation to allow for minimal entries.
- Guest#
- See guest number for details.
- CRM#
- See CRM number for details.
- Room Charge Override
- Enter an amount for the total room charge of the entire stay using the Room Charge field. To take the reservation out of manual room charge mode, use the Rates button and choose and appropriate room rate.
Sharewith
When two or more guests are staying in one room, the first guest entered is designated as the primary reservation, and any others are considered sharewith reservations. To add multiple names to a reservation, make the first reservation entirely (the Primary Sharewith), then select that reservation in the grid and click Sharewith | Add from Options. Each guest can have separate folios or all can be on just one. The sharewiths can have a SHAR rate ($0) or the guests can split the room charges between them. See Password for adding or changing rates. Regardless of folios, each main and sharewith reservation is listed in Guest History to allow each guest to be included in the guest registry and allow the front desk and reservationists to search the system for them by name.
- Add
- While viewing any of the Arrivals, In-House, and Departures screens,
highlight any reservation displayed in the grids and
click Add from the Sharewith submenu in Options. The
screen initially displays the Primary Sharewith on the right, which includes
all of the primary reservation information. The "New Sharewith Information"
is displayed on the left and the primary reservation information is copied
into it to allow for minimal entries.
When adding a sharewith to an "M" reservation, the new sharewith
can only be an "M" reservation.
Fields included on this screen are Res#, Name, Arrival, Nights, Departure, People, Room Type, Room (Number), Rate Plan, Total Rate, Tax, Total Charge, Master# & Code, Leader# & Code, and Agent1-3# & Codes, Print Confirmation checkbox, and Mail Confirmation To for both the New Sharewith and the Primary. Once saved, each sharewith reservation is assigned its own unique reservation number. Once a primary reservation has a sharewith attached, the primary reservation number is displayed in the Sharewith column of the grid for identification purposes. The primary reservation displays its own reservation number in the Sharewith Column to identify it as the primary. Functions available are View Folio and View Itinerary, as well as Save, Close and Help. - Arrival and Departure Dates
- The Arrival and Departure dates of the sharewith reservation are not required to match the primary sharewith. As longs as the dates overlap at least one day, the dates are valid.
- Rates
- Click the Rates button to display the Yield Management screen if the new sharewith needs a different Rate Plan than the primary sharewith.
- Room Charge Override
- Since this field works the same, see Room Charge Override information for Add Room.
- Split Room Charges
- When unchecked, the primary guest reservation is billed for all room charges. The “Split Room Charges” is only available when adding a sharewith to a future reservation if the primary reservation is not already part of a sharewith AND if the arrival and departure dates are the same for the new and primary reservation. When checked, the room charges on the primary sharewith reservation are split between the primary and new sharewith reservation. If the primary reservation has a deposit due when the “Split Room Charges” is checked, the system prompts with “Would you like to split the deposit due?”. If yes, the deposit is also split.
- Change
- Change sharewith is used solely for the purpose of "switching"
the primary reservation (also known as a room move within the group). For example, assume Jim Smith is the
primary
reservation, and his wife Jessica is a sharewith reservation tied to Jim's
primary reservation. During their stay, Jessica decides to share a
room with her daughter Janet (also a guest at the hotel).
Find Jessica Smith's sharewith reservation and choose
Change Sharewith from the Options panel. Select any reservation
from within the Smith group and click the Save button. If no other
reservation exists, a change cannot take place. Change Sharewith
cannot be used if a primary reservation is selected. That
sharewith must be cancelled or "removed" as a sharewith and
placed in its own room number as a stand-alone reservation. Sharewith reservations can only be linked to other reservations within
the same group.
- Remove
- Remove sharewith detaches any formerly linked reservations.
If a sharewith guest wants to keep the reservation and be assigned a room
separately from the formerly primary reservation,
the Remove option is available during the process. If the sharewith is
not going to arrive at all, the sharewith reservation should be cancelled (removing
the sharewith is not necessary). Select a sharewith reservation and click
"Remove Sharewith" from Options. Confirm request. Select room from
"Available Rooms", rates from the "Yield Management" screen, and click Save.
The system completes the process by making the two formerly linked reservations
separate.
Add Work Order (Only available if the Work Orders & Asset Management (RZ) module is installed.)
Click Add Work Order from the Reservations Options menu to open the Work Order (Add) screen.
If a preassign reservation is selected in the grid when Add Work Order is accessed,
the form is automatically populated with the Room Number. If an inventory reservation is
selected in the grid, an error message, "Selected reservation number has no
room number" is displayed. Since work orders are for room maintenance
and not connected to a guest in any way, a preassigned reservation is the
only reservation type that can be selected when adding a work order.
Check the "Show Detail" to display the reservation detail tabs (Including the
Work Orders tab) when a reservation is selected on an Arrivals, In-House,
or Departures grid. View and add work orders to the room from this tab. When viewing
the list, double-click any work order to
change or view more detail. The
right-click options, while the focus is on the Work Orders grid, are the same as if the user was actually in the Work
Orders and Assets Management module. Click
Add Work Order for more
details.
Add Task (Only available if the Work Orders & Asset Management (RZ) module is installed.)
When something needs to be done and the has a reservation number assigned,
the work is considered a guest task. A task is related to the guest reservation and not the room number,
so it is not a work order. For
example, when a task is scheduled to deliver a roll-away for Res#282, the
task must
be performed regardless of which room the guest is in. Tasks follow
a reservation when guests change rooms. Work orders follow the room
such as fix a plumbing leak, since the plumbing has nothing to do with the
guest.
Use Find or highlight a
reservation in the grid. Click Add Task from the Options menu to open the
Task (Add) screen which is automatically populated with the Reservation Number. Since future reservations can be subjected to numerous room-moves before check-in, the
Location field is ignored when adding a task. The Res# Find, Location,
Asset, and Replace fields are disabled, since this work order is only for this
guest and cannot be changed.
When the Show Detail box is checked with reservation selected on
Arrivals, In-House, or Departures grid, a Tasks tab is available. View and add
tasks to the reservation from this tab. When viewing
the list, double-click any task to change or view more detail. The
right-click options, while the focus is on the Tasks grid, are the same as if the user was actually in the Work
Orders and Assets Management module.
Restrictions: When the "Post Charge" button on the Charges/Payments tab
of a Task is clicked: If the selected vendor on the task has been
configured with a Reservation Transaction code, the system prompts for
confirmation of the charge to be posted to the reservation. If not
configured, the system prompts for the transaction code to use for the posting
and the amount (defaulting to the balance of the billing information).
Folio
Options available within Folio are Change (or reverse charges), Post Charge, Preview, and Print. If System Switch 422-03 is set to "No", Folios A and B are not be displayed.
Post Charge
- While in Arrivals, In-House, or Departures, highlight a reservation and select Post Charge from Options to open the appropriate screen and post any charges necessary.
Change/Reverse Charges
- While in Arrivals, In-House, or Departures, highlight a reservation and select the Change option to open the appropriate screen and change or reverse any charges (except room charge transactions) necessary. Change, Transfer, Delete, mark as No Print, Print Receipt, and Refund are all available where appropriate. The ability to view pre-posted, actual charges, or all (both pre-posted and posted) is available using the radio buttons.
-
- Change
- Select a transaction in the grid and click Change. The grid displays each line item plus summary information for the Charge, Tax and Total columns
(below the grid). Click the Pre-Posted or Actual radio buttons to
view view specific summaries for those columns. Select the All
radio button to display the summaries for both pre-posted and actual
charges.
- Change
- Change the transaction information, including Description, Quantity,
Price, and Folio Type for anything not part of the room and tax
(package). Folio line items that are part of the package cannot be
changed. These fields are enabled or disabled depending the type of transaction
selected. This screen also displays in read-only format Extended Price,
Total Price, Folio Type Override, Code (Transaction Code), Seq #, and Date.
If a credit card transaction has been selected, this form also includes
SDC Reference Number, Credit Card Number, and Credit Card Type.
Click change room charges for a checked-in reservation for steps on how to
adjust folios for reservations that have already been checked in.
If Switch 414-01 Allow Direct Check-Out is checked on VRS Configuration, the arrival date is equal or prior to the current system date, and the reservation status is between "1" and "4" (future), the system treats the reservation as a checked-in reservation. The selected transaction is reversed, automatically marked as "No Print", and a new transaction is posted with the correct information. - Print Receipt
- The Print Receipt option is only available if an SDC credit card transaction has been selected. It allows the reprinting of credit card receipts.
- Refund
- The Refund option is only available if an SDC credit card transaction
is selected. When selected, the system will process a refund
transaction through SDC and post a refund transaction to the
reservation.
To select transactions, use the checkbox next to the Date column. This will highlight the row and update the selected total in the lower left corner of the form. When an option is selected and there are multiple transactions selected, the system will first determine if the selected option can be performed on all transactions. If not, a screen is displayed with a list of all the selected transactions and a status next to each indicating which can and cannot be performed. If unable to perform, a warning with a description of why is displayed. If all selected transactions are marked as Not Allowed, the ability to authorize continuation is disabled. The only enabled choice will be No. If allowed, select the Yes button. The system will perform the selected option on the transactions that have the status of OK. - No Print
- Mark selected transactions as "No Print". When a transaction is selected, the total is displayed in the lower left corner of the form. The total must be at zero for this option to work. This button works as a toggle switch. If the transaction(s) selected are already set to "No Print" when this button is accessed, the "No Print" column is unselected for the transaction(s).
- Transfer
- Transfer charge(s) to another reservation. When selected, the Find Reservation (Transfer Transaction) screen is displayed. Select a reservation. Confirmation is requested before the transfer is completed. Once confirmed, the transaction is reversed on the current reservation and posted to the selected reservation.
- Actual/Pre-Posted
- Pre-posted transactions are future transactions that are not yet realized. Actual transactions are realized and at the end of each day, they are added to the G/L totals and stats totals. For future reservations, all transactions (both pre-posted and actual) are added to the reservation totals. Once a reservation is checked-in, only the actual charges are added to the reservation totals. Pre-posted charges are not added to the totals. Each day, when the nightly posting occurs, the pre-posted transactions for that day are changed to actual. If needed during nightly post, other charges, like the daily charges are also added to the folio. For example, Daily Rate charges for tomorrow night are considered pre-posted. Daily Rates or activities from yesterday are actual charges.
- Delete
- Delete a selected transaction. If the reservation is a future
reservation or the transaction is pre-posted, the transactions are deleted
from the reservation. If the selected reservation is in-house, and the
selected transaction has been posted, the transaction will be reversed and
marked as "No Print". The system displays the original transaction
and a reversal transaction as well. Activities cannot be deleted
from this screen (available in the Change Activity option).
If Switch 414-01 Allow Direct Check-Out is checked on VRS Configuration, the arrival date is equal or prior to the current system date, and the reservation status is between "1" and "4" (future), the system treats the reservation as a checked-in reservation. The selected transaction is reversed, and automatically marked as "No Print".
- Hide No Prints
- Check to hide all "No Print" transactions in the grid. It works the same as on the folio tab, EXCEPT it always defaults to checked (Hide) since we do not allow "no print" transactions to be changed.
- Note: RDPWin does not allow a room charge transaction to be changed, transferred, or deleted using the folio change options. To change room charge transactions for the current system date and forward, use the Rates button on the Reservation Change screen and change the rate plans or override the rates for any future room charges. For checked-in reservations, room charge transactions prior to the current system date cannot be changed and adjustments must be posted with the following steps:
- Highlight the reservation and click Post Charge.
- Click the Post Package button.
- Choose the package code.
- Enter the appropriate date for the package.
- Enter a "-1" in the quantity field and click OK. This reverses the entire package charge and adds it to the posting list.
- Click "Save & Close" to add this charge to the folio.
- To not show this adjustment to the guest on the folio, mark both the original and adjustment charge as "No Print".
- A new package charge can then be posted for the correct amount.
Move Balance
- Select Move Balance from the Options - Folio sub-menu to open the Move Folio Balance screen. Review the current Folio I/A/B balances, choose which folio to move the balance from and to, and click Save. The new folio balances are displayed. View the Folio details to see that the DU transactions have been added for the move.
This feature allows points payable charges to live on Folio A and all other charges on Folio I. Folio A can be paid with points. If the guest has $100 worth of points payable charges on Folio A and pays for $80 of those charges with points, move the remaining Folio A balance to Folio I so the guest's credit card need only be run once.
Review Steps for configuration requirements to use points as payments. Optional configuration: Under Allow Points Payments, change the default pay code for Folio A to Room & Tax; and check the "Paycodes Changed at Check-in" box on the Points Payments Configuration tab.
For the purpose of a specific example, use RDPWin's demo data for CCS to configure and view the Move Balance process.
- CRM Configuration Points Payments tab, check the "Use individual folios A&B" (Switch 414-05) box.
- CRM Configuration Points Payments tab, change the "Default Pay Code" for the Folio A row to "Room & Tax". This is located in the Allow Points Payments section.
- CRM Configuration Points Payments tab, check the "Allow Points Payments" boxes for each folio type row.
- CRM Configuration Points Payments tab, check the "Pay Code Changed at Check-in" boxes for each folio type row.
- Save & Close.
- F5 - Make a new reservation in Room 900, arriving 3/1 for one night.
- Add Quote.
- Make Reservation.
- At guest history prompt, enter 1064 in the CRM# field and click the associated Find button.
- Select No at the view future reservations prompt.
- Save & Close.
- Check the reservation in (without payment).
- With the reservation selected in the grid, click Deposit/Payment from Options.
- Select the Folio A tab.
- Select the Points radio button.
- Change the Amount to 100.
- Process Payment.
- Select This Res from the Continue screen.
- From Options, select Move Balance from the Options Folio sub-menu.
- Set "Move Folio Balance From" to Individual Folio A.
- Set "To" to Individual Folio I.
- Save & Close.
- With the reservation selected in the grid, click the Folio tab.
- View the different folios using the Folio Type drop-down. Notice that moving the balance created B2DU transaction codes. The key here is that instead of flagging individual charges to be moved between folios, we now have the ability to move the remaining balance on Folio A, B or I regardless of how the individual charges are flagged.
Preview or Print Folio
- To preview the folio, select Preview from Options | Folio menu. To print the folio, select Print Folio from Options | Folio menu. The system either prints the folio or prompts further based on the currently selected reservation. The options available are based on the reservation type selected when Preview or Print are clicked: an individual, a group leader, or a group member reservation.
- Individual Reservation Folio
- If an individual reservation is selected, view Folio I in the grid
by clicking on the Folio tab in Reservation Details. To preview
the folio in actual Crystal Report format, click the Preview button on
the Folio tab in Reservation Details. To print, click the Print button
on the Folio tab in Reservation Details, select the appropriate
parameters and click the OK button. The "Display" setting is
carried to the print/preview folio dialog. For example, when viewing
just Folio A charges on the folio tab, if the Print or Preview
button is clicked, the default "folio option" radio button is Guest
Folio A.
- Group Leader or Master Reservation Folio
- When a Group Leader or Master reservation is selected, select one of the following:
Personal Folios (I Charges)
- Leader's personal folio only
- Personal folio for each group member (no page feed)
- Personal folio for each group member (page feed)
- Detail for all members (no page feed)
- Detail for all members (page feed)
- Total for each member (one member per line)
- Group Member Folio
- When a Group Member reservation is selected, click to select from the following:
Separate Folios
- Guest Folio I
- Guest Folio A
- Guest Folio B
- Group Leader Folio - Any charges that have been or will be transferred to the Group Leader Folio.
- Group Master Folio - Any charges that have been or will be transferred to the Group Master Folio.
All Charges (Group, Folio I)
- One Folio with All Charges - Prints one folio with all charges together, regardless of which folio they appear.
- All Folios with Activity - Prints separate reports for each folio. The default folio for this option is Folio-ABI.rpt in the Front Desk folder. It is used to print a folio for just one folio type charge (A, B, L or M), or to print all folio types with no page feed. The folio types are grouped and sub-totaled.
- Folio Filter - The Print/Preview Folio screen not only displays
different totals but also controls what prints on the folio. This allows a long term
reservation to either print only the Long Term transactions through the end of the
current month or to print all transactions for the entire stay. In hotel type systems were
the totals are set to zero at check-in, the folio could be printed with the actual charges
or all charges, which would include all future charges not yet in the totals on the
reservation.
Based on the reservation selected, options for restricting which transactions are displayed and printed are: - All transactions
- Actual transactions (no pre-post flag)
- Pre-Post transactions (not realized, only shows on the Folio tab and Charge Summary tab.)
- Long Term (Long Term reservations only)
- Folio Tab
- Charge Summary Tab
- Charge Summary on the Reservation Change screen
- Cancel
- Check-in/Check-out
- Deposit/Payment
- Print/Preview Folio
These options change the displayed totals on the screen but do not change the reservation itself. On the folio tab, the displayed totals in the header do not change, since they are already categorized; but the transactions displayed change and the totals at the bottom of the transaction grid reflect the filter option chosen.
The Folio Filter is seen on the following RDPWin screens:
The Folio Tab and Charge Summary Tab are kept in synch so that if the Actual option is chosen on the Folio tab, the Charge Summary tab is also changed to Actual.
Email Folio to Guest
- Use F3 to Find and select the reservation.
- With the reservation selected in the grid, select Preview from the Reservations | Options | Folio submenu.
- Click the Export Report icon as shown below.
- The default format should be set to Adobe Acrobat (PDF).
Change the Destination to MAPI.
- Confirm or set the Page Range to All at the Export Options prompt.
- Enter the email address, subject matter, and any message needed;
then click the Send button.
Activities (Itinerary & Concierge (RP) module required)
Add, change, copy, transfer, and delete activities using this option.
Select Activities from the Options list or the main menu. The activities can be viewed on the Itinerary tab of the
Reservation Details displayed below the Arrivals, In-House, and Departures
screens. Tutorial
For hourly activities, both the Itinerary & Concierge (Module RP) and the Activity
Availability for Itinerary & Virtual Store (Module S6) are required.
- Add Activity
- To add an activity to any reservation, select the reservation from the grid, hover over Activities in Options, and click Add Activity. The itinerary can be previewed and printed and the totals can be reviewed.
- Change Activity
- To change an activity, select the reservation from the grid, hover over Activities in Options, and click Change. The itinerary can be previewed and printed and the totals can be reviewed. Other functions available are Add, Delete, Copy, and Transfer.
- Copy Activity
- To copy an activity to another itinerary (such as from one group guest to others in the group), select the reservation from the grid, hover over Activities in Options, and click Copy.
- Transfer Activity
- To transfer an activity or an entire itinerary, select the reservation from the grid, hover over Activities in Options, and click Transfer. Itineraries cannot be transferred to a checked out reservation.
Check-In
While in Arrivals, highlight a future reservation and select the Check-In option to access the Check-In Reservation screen. If a future reservation is selected for check-in without today's date set as the arrival date, the system prompts, "Arrival date must be today or prior. Change the reservations dates if needed." Click OK and access the Change option to complete those changes. If an In-House or Departures reservation is selected, an error message reads, "Reservations has already been checked in." See Check-In for more information.
Mass Check-In
Check in all reservations scheduled to arrive on the current system date (Arrivals) using Mass Check-In. Configuration must first be set: select Configuration | Check-In Tab | Enable Mass Check-In. Review Mass Check-In for more information on this process.
Post Charge
While reviewing the Arrivals, In-House, or Departures grids, highlight a reservation and select Post Charge to open the appropriate screen and post any charges necessary.
Deposit/Payment
While in Arrivals, In-House, or Departures, highlight a reservation and select the Deposit/Payment option to open the appropriate screen and post any deposits or payments.
Refund
- Deposit/Payment
- See Deposit/Payment Refund for details.
- Security Deposit
- Reservations with a security deposit are designated with the P7
type after check-out. Once all charges have
been applied against the security deposit, refund any remaining
funds. When an "08 – Security Deposit" transaction code is posted to a checked-out reservation (Status = 7 "checked out reservation with security deposit") and the amount of the transaction brings the security deposit balance to zero, the Status
is NOT changed to 8 (checked-out reservation without security deposit).
Select any reservation with a security deposit on file and click "Security Deposit" from the Refund submenu of Options. For a general review of STEPS required, see Configure, Use, and Refund Security Deposits.
- The Refund Security Deposit screen displays the selected
reservation information and a list of all security deposit
transactions (charges or deposits made). The Security Deposit,
Refunded, and Forfeited totals are also displayed. Use the
"Select Refund Type" drop-down to select the appropriate refund
method (cash, credit card, check, etc.). For details on how to
make a specific type of payment, see
Deposit/Payment Methods
help.
Once a refund type is selected, additional fields are displayed based on the refund type. Enter the amount to be refunded to update the Refunded and Forfeited fields. The amount is not automatically filled in to make sure that any refunds given have been duly debited for any appropriate charges. Once the figures are complete, click Save.
To view a list of all reservations with a security deposit still on file, use Res | Analysis. If the Security Deposit field is not one of the columns displayed, use Column Choices to add it to the grid. Set the Security Deposit column filter to Greater Than and select 0.00 from the drop-down. There is also a Crystal report available in the Night Audit folder of Reporter labeled Checked-OutWithSecurityDeposit.rpt.
Transfer
- Deposits/Payments
- Transfer some or all of a deposit or payment from any reservation with a credit balance to any future, in-house, or active history reservation. Transferring deposits or payments to cancelled reservations is not allowed. The receiving reservation can have a credit or debit balance. Restrictions: The originating reservation (1) must have a deposit or payment on the folio and (2) a credit balance.
- Security Deposit
- When On is checked for the Security Deposit feature on Reservations/Configuration/Other Charges tab, transfer an existing security deposit to any other reservation. Restrictions: The originating reservation (1) must be a checked-out reservation and (2) have a security deposit on the folio.
- Held Deposit
- When "Display Held Dep. Option on Cancellation Screen" is checked on the Reservations/Configuration/Cancel tab, transfer a held deposit to any other reservation. Restrictions: The originating reservation (1) must be a cancelled reservation, (2) have a deposit on the folio, and (3) have a credit balance.
- To Owner (Module R3 Condominium Owner Accounting is Required)
- When an owner or "guest of owner" reservation is selected, click "To Owner" from the Options | Transfer submenu to transfer a credit balance from a reservation to an owner master. Only the owner of the selected reservation's room number can receive the transfer. Restrictions: The originating reservation (1) must be an owner (O) or "guest of owner" (G) reservation, (2) in-house or checked-out, and (3) have a credit balance. When Module R6 Timeshare & Interval Ownership is installed, reservation types for timeshare (T) and bonus time (B) can also be selected as an originating reservation.
Bill Charges To
Use "Bill Charges To" when moving transactions for charges incurred by the guest. Billing can only take place when the guest's folio balance is equal to or greater than the amount to be billed.
Bill Charges To Group Leader and Bill Charges To Group Master are available when the R2 Groups & Conferences module is installed and a group reservation is selected in the grid. Bill Charges to Owner is available when the R3 Condominium Owner Accounting module is installed and the selected reservation's room has an owner.
- Reservation
- Use the "Bill Charges To" function to bill transactions for charges incurred
by the guest to another reservation. The selected reservation to
be billed FROM must have a Status of 5-8 (checked in or out; not
future or cancelled) AND must have a balance due greater than zero.
The reservation being billed TO must have a Status of 5-8 (checked in or
out; not future or cancelled). If the Status is 7 or 8
(checked out), users are prompted with a warning before continuing.
Select the appropriate reservation and click Reservation from the Options | Bill Charges To submenu to open the "Bill Charges To Reservation" screen. The "Billing Amount" (defaults to $0.00) and "Res# to Bill" are required. Enter the receiving reservation or use the Find button to select from the list. Other reservation information available for both the "From Res#" and the "To Res#" reservations are: name, res type, and balance information.
- Once
the amount and receiving reservation are selected, click Save to bill the
designated amount as defined. Once the process is complete, the
charges appear on the receiving reservation's folio as shown below:
- Bill Charges To Leader (Requires R2 Groups & Conferences module)
- Bill Group Leader is only available if a group reservation is selected
and the reservation has master charges that have not already been transferred
or billed. Click "Bill Charges To Leader" to bill all leader charges (those
marked for Folio L) to the Group Leader's Folio I (the individual folio for the
Leader). The system prompts with the amount to be transferred and requests
confirmation.
- Once confirmed, the Group Member's folio still includes the "L" charges;
however, any charges already billed to the leader display as "L*".
- The Group Leader Folio I displays the amount billed with the
name and reservation number in the description column. For an example,
use RDPWin's CCS demo files, roll the date forward to March 4th, and view Res#
79 Jones/Davey which is a member of the MONKEES group. Transfer L charges
from Res# 79 to the leader Res# 78.
- Bill Charges to Master (Requires R2 Groups & Conferences module)
- "Bill Charges To Master" is only available if a group reservation is selected
and the reservation has master charges that have not already been billed.
Click "Bill Charges To Master" to bill all master charges
(those marked for Folio M) to the Group Master's Folio I (the individual folio
for the Master). The system prompts with the amount to be billed and
requests confirmation.
- Once
confirmed, the Group Member's folio still includes "M" charges;
however, any charges already billed display as "M*".
- The Group Master Folio I displays the amount billed with the name and
reservation number in the description column.
- Owner (Requires R3 Condominium Owner Accounting module)
- Use the "Bill Charges To" function to bill transactions for charges incurred
by the guest to an owner. The selected reservation to be billed
FROM must have a Status of 5-8 (checked in or out; not future or
cancelled), must have a balance due greater than zero, and must be a
reservation type of G (guest of owner), O (owner), T (timeshare), B
(bonus time). Reservations with Res Type P (pre-assign) can also
be selected when
Allow Bill Charges to Owner on Preassign Reservations is checked on the
Res Configuration | Check-in tab.
The "Bill Charges to Owner" screen requires the entry of the billing amount and defaults to the individual balance of the selected reservation. The system automatically selects the owner of the room number on the reservation.
- Confirm or update the Billing Amount and click Save to complete the
process. Once complete, the Transactions tab on the Owner master
displays the charge details as shown below:
Check-Out
While in Departures, highlight a any reservation and select Check-Out from Options to open the Check-Out Reservation screen. If the selected reservation is not scheduled for departure on the current date, the system displays an error message "Change Departure Date to Today's Date?". If No, the check-out request is cancelled. If yes, the system prompts "Post today's room charge?". If Yes, the system prompts to "Enter room charge for today." If No, the system opens the Check-Out screen.
Mass Check-Out
Check out all reservations currently in-House using Mass Check-Out. Configuration must first be set: select Configuration | Check-Out Tab | Enable Mass Check-Out. Review Mass Check-Out for more information.
UnCheck-Out
See UnCheck-Out for details.
Group
Review Check-In Group and Check-Out Group for details.
Telephone Options
-
Depending on the telephone switch and the voicemail systems installed at the customer site, up to eight telephone-related functions can be initiated. (All eight functions may not be available for every customer.)
These functions are:
- Turn on or off the message waiting lamp.
- Set or cancel wake-up call, including a time designation.
- Restrict or unrestrict telephone use (Guest may not make long distance or even local calls - depending on system configuration).
- Turn on or off the do not disturb (DND) status (DND disallows incoming calls to the telephone extension).
Key Card Options
Properties with key/lock systems (VingCard
only at this time) can make key cards for arriving reservations (check-in
date = current system date) and verify
keys for in-house reservations through RDPWin using these options. Click to
open the "Request or Verify Key Cards" screen (as seen below). The selected reservation
information is displayed on the screen. Using the
Select a Request Type drop-down, choose
Make Keys or Verify a Key Card. Select the
appropriate Encoder machine to be used from the drop-down and use the up and
down-arrows or type directly into the Keys Requested
to designate the number of keys to be processed. Click Submit once all
parameters have been selected. This screen is also
available during the check-in process and when changing the room number or
departure date on in-house reservations.
See
Configuration
and the key card map for details.
- Select a Request Type
- Make Keys is selected by default, but making additional (if a key has already been made) and verifying key cards can be selected from the drop-down. Choose Verify Key Cards to see what information is on a card. "Select a Request Type" is not available if making keys within the check-in process, since the system automatically assigns the Request Type as "Check In".
- Request Type
- Based on the reservation and request type, the system displays the requested function in color. For example, select an arriving reservation in the grid, then choose "Make Keys" from the Select a Request Type drop-down, and the Request Type displays as PreCheck-In. Select an in-house reservation in the grid, then choose Make Keys from the Select a Request Type drop-down, and the Request Type displays as AdditionalKeys. When "Verify a key card" is selected in the Select a Request Type drop-down, the "Request Type" displays as Verify Card.
- Encoder
- The first time this screen is accessed per workstation, an encoder must FIRST be selected. This sets the default for the station. The default can also be set and changed from the System | Configuration | System | Key Card Interface option: Default Encoder for this Station.
- Keys Requested
- When making keys at check-in, the default number of keys is determined from the number of people on the reservation. Change the requested number of keys using the up and down-arrows or type in directly before clicking the Submit button to send the request to the key system.
- Submit/Verify Button
- Click the Submit button to send the request to the RDP key card folder for processing. Once a key is made, this button label changes to Verify. When Verify Key Cards is selected, click the Verify button to send the request. Insert the card into the encoder to be read and the information is returned from the encoder to RDPWin and displayed in a separate window. Both requests time-out after 30 seconds.
- Make Keys
- Confirm Select a Request Type is set to Make Keys, confirm or update Keys Requested for the number of keys needed, and click Submit. Follow the prompts to insert the keys into the encoder.
- Verify Keys
- Set Select a Request Type to "Verify key cards", confirm or update Keys Requested for the number of keys desired, and click Verify. Follow the prompts to insert the keys into the encoder. The "Information on Key Card" screen displays the room number, guest name, check-in and check-out dates/times, key card type, user group, and access points information (as shown below).
Convert Res Type
- Convert Preassign to Inventory
- Highlight a future (status of 4 or less) preassigned
("P" type only; no owners, not guest of owners, etc.) reservation in the grid, and click Convert to Inventory from "Convert Res
Type" in the Options menu.
If the res type selected is already an inventory reservation, a message is
displayed. The "Convert Reservation Type from Preassign to Inventory" form opens and
displays the selected reservation information. Click Convert to remove
the room number from the reservation and change the Res Type
to Inventory. Click Close to leave the room number assigned and return
to the previous screen. If no reservation is selected when the Convert
to Inventory option is clicked, the Find Reservation
screen opens to allow selection.
- Note: Properties with Res | Configuration | Allow Inventory
Reservations unchecked cannot remove or make a reservation without
assigning a room number. If no inventory reservations are allowed, in the event the
property is 100% booked and a room move is required, there
are two options:
- Cancel one of the reservations (forfeiting the deposit if necessary);
- Move the second reservation into the available room (old room number from the first reservation);
- Uncancel the first reservation and assign it to the available room (old room number from the 2nd reservation); and
- Delete the forfeited deposit transaction on the first reservation (if necessary).
OR
- A manager can go into Reservations | Configuration and check the Allow Inventory Reservation box. RDP highly recommends that a fence level be set for all configuration screens so only managers or desired employees can change configuration settings);
- Convert one of the reservations to inventory;
- Move the second reservation into the now available room (old room number from the first reservation);
- Assign the first reservation (now an inventory reservation) to the new available room (old room number from the second reservation); and
- Uncheck the Allow Inventory Reservation box on the Reservation | Configuration screen.
- Convert Preassign to Special
- Change a Preassign reservation to a Special reservation if the reservation status is future or checked-in (status of 6 or less). Once a reservation is checked out, the reservation type can no longer be changed. An "S" type reservation can also be considered a preassigned reservation, but it displays differently on the Tape Chart with a Res Type "S" instead of a "P". Use the "S" type to mark a reservation in a unique way for whatever purpose they desire. Special reservations can be used for VIPs or to differentiate upgraded guests (due to occupancy shifts, etc.).
- Highlight a preassigned reservation in the grid, and click "Convert
Preassign to Special" from "Convert Res Type" in the Options menu.
If the res type selected is already a special reservation or inventory
reservation, an error message is displayed. The "Convert Reservation Type from
Preassign to Special" form opens, and
displays the selected reservation information. Click Convert to change the Res Type
to Special. Click Close to leave the reservation as preassigned and return
to the previous screen. If no reservation is selected when the "Convert
Preassign to Special" option is clicked, the Find Reservation
screen opens to allow selection.
- Convert Special to Preassign
- Change a Special reservation to a Preassign reservation if the reservation
status is future or checked-in (status of 6 or less). Once a reservation is checked out, the reservation type can no longer be changed.
- Highlight a special
reservation in the grid, and click "Convert Special to Preassign" from
"Convert Res Type" in the Options menu.
If the res type selected is already a preassign or inventory reservation, an
error message is displayed. The "Convert Reservation Type from
Special to Preassign" form opens, and
displays the selected reservation information. Click Convert to change the Res Type
to Preassign. Click Close to leave the reservation as special and return
to the previous screen. If no reservation is selected when the "Convert
Special to Preassign" option is clicked, the Find Reservation
screen opens to allow selection.
- Convert Preassign to Multiple
- Change Preassign reservation type to Multiple if the reservation status is future (status of 4 or less). Once a reservation is checked in, the reservation type can no longer be changed. An "M" type reservation displays on the Tape Chart only when Hide N/R Types is not checked.
- Highlight a preassigned reservation in the grid, and click "Convert
Preassign to Multiple" from "Convert Res Type" in the Options menu.
If the res type selected is already a reservation type other than preassign, an error message is displayed. The "Convert Reservation Type from
Preassign to Multiple" form opens, and
displays the selected reservation information. Click Convert to change the Res Type
to Multiple. Click Close to leave the reservation as preassigned and return
to the previous screen. If no reservation is selected when the "Convert
Preassign to Multiple" option is clicked, the Find Reservation
screen opens to allow selection.
- Convert Inventory to Multiple
- Change Inventory reservation type to Multiple if the reservation status is future (status of 4 or less). Once a reservation is checked in, the reservation type can no longer be changed. An "M" type reservation does not display on the Tape Chart.
- Highlight a future inventory reservation in the grid and click "Convert
Inventory to Multiple" from "Convert Res Type" in the Options menu.
An error message displays if the reservation selected is not a future or
inventory reservation. The "Convert Reservation Type from
Inventory to Multiple" form opens, and
displays the selected reservation information. Click Convert to change the Res Type
to Multiple. Click Close to leave the reservation as inventory and return
to the previous screen. If no reservation is selected when the "Convert
Inventory to Multiple" option is clicked, the Find Reservation
screen opens to allow selection.
- Convert Multiple to Preassign
- Change Multiple reservation type to Preassign if the reservation status is future (status of 4 or less). Once a reservation is checked out, the reservation type can no longer be changed. An "M" type reservation displays on the Tape Chart only when Show Multiple Folio Reservations on Tape Chart (Switch 415-09) is checked.
- Highlight a future or in-house multiple reservation in the grid and click "Convert
Multiple to Preassign" from the "Convert Res Type" in the Options menu.
An error message displays if the reservation selected has a status of more
than 6 or is already a preassign reservation. The "Convert Reservation Type from
Multiple to Preassign" form opens, and
displays the selected reservation information. Click Convert to change the Res Type
to Preassign. Click Close to leave the reservation as multiple and return
to the previous screen. If no reservation is selected when the "Convert
Multiple to Preassign" option is clicked, the Find Reservation
screen opens to allow selection.
Cancel
Any future reservation can be cancelled. If the selected reservation is in-house or checked out (which is not allowed), the system prompts with "The selected reservation is in-house/checked-out". To cancel a checked-in reservation, that reservation must first be checked out. See Cancel Individual and Cancel Group for more information.
UnCancel
The cancellation of a reservation can be reversed. Select a reservation and click UnCancel from Options. If no reservation is selected, the Find Reservation screen opens to allow for selection. If the selected reservation has not already been cancelled, the system prompts with "The selected reservation is not cancelled". A reservation must be cancelled before it can be uncancelled. Once an appropriate reservation is selected, the Uncancel screen opens.
Grids
Columns displayed in all three grids are Name, Res#, (Res) Type, Arrive, Depart, Room, (Room) Type, Sharewith, Leader, Group, and totals for each folio (A, B, I, M, and L). Arrivals and In-House grids also display Rate, * (displays in red and indicates a manually overridden rate for any one day of the stay), Plan, Balance Due, and Charges. For grid function and capabilities, please refer to Grids.
- Hide Cancelled Checkbox
- When Find Reservation is used and the selected reservation is part of a group with a group master or group leader attached, the "Hide Cancelled" checkbox appears above the grid with only the reservations within the selected group displayed. This box is not checked by default. When checked, only reservations within the group that have not cancelled are displayed. Otherwise, the entire group is displayed without regard to cancellation status.
- Show Entire Group
- When Find Reservation is used and the selected reservation is part of a group with a group master or group leader attached, the "Show Entire Group" checkbox appears above the grid with only the reservations within the selected group displayed. This box is checked by default. When checked, only reservations within the group are displayed. When not checked, only the selected reservation is displayed in the grid.
- Arrivals
- Arrivals displays reservations that have a check-in date equal to the system date.
- Hide No-Shows Checkbox
- When checked, only reservations with an arrival date equal to the current system date are displayed. When not checked, those plus any reservations not already checked in with an arrival date equal or prior to the current system date are displayed. The title of the grid changes appropriately based on the checkbox status. When the Allow Direct Check-Out switch is set to yes, this box is automatically checked. Otherwise, the checkbox is unchecked by default to show all arrivals and no shows.
- Departures
- Departures displays reservations checked in with a departure date equal to the current system date. Note: For VRS customers only, Departures can also display reservations with a departure date equal to the current system regardless of whether or not having been checked in. Switch 426-06 must be set to yes and VRS Configuration Allow Direct Check-Out must be checked. For more information, see Direct Check-Out.
- In-House
- In-House displays reservations that have been checked in.
- Show Detail
- When checked, the reservation detail tabs are displayed below the reservation grid and causes less reservations to display in the grid at one time. Uncheck to view more reservations at one time without regard to detail.
- TY
- Displays the reservation type. RDPWin has standard descriptions, but custom descriptions can be added. The standard descriptions are used together to describe specific types of reservations such as "I9" which is a cancelled inventory reservation.
Reservation Details
To view details of any reservation displayed, use the Reservation Detail tabs provided below the grid.
Right-Click Options
For right-click options in reservations, see Grid Right-Click Options.
Click these links for Frequently Asked Questions or Troubleshooting assistance.
Last Updated 11/06/2008
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