RDPWin

Support Training Document - Reservations


Training Index

Goal

The following are goals for this class:

  1. Make a reservation
  2. Understand configuration
  3. Successfully complete exercises

Paying Guest

Five-click Reservation

  1. F5
  2. Select Dates
  3. Click Available Rooms
  4. Select the room number
  5. Click Make Reservation

Available Rooms

  1. Owner Rotation vs. Displaying rooms in room # order
  2. Filters – Table F1 and RDP-DOS Table C8
  3. Rates
  4. RTF files
  5. Columns – sorting by
    6. Max
    Display the maximum number of occupants allowed for a room. If the total min/max people on a reservation is greater than the number in this column, the number is displayed in red. At this time, the room can still be selected; however, the system does not allow a reservation to be made for a room with a lower capacity than the people categories.
    FIT
    Maximize availability by fitting reservations into a back-to-back situation. Values are:
    • A = Both the arrival and departure are back-to-back with other reservations.
    • B = The arrival is back-to-back, but the departure is not.
    • C = The departure is back-to-back, but the arrival is not.
    • D = Neither the arrival nor the departure is back-to-back.
    This column can be sorted and grouped. If this column is not visible, right-click on the grid and select "Reset Grid Layout". For properties with owners, sort by Fit and then by Occ Nts to see available rooms that fit back to back with other reservations and review which of those owned rooms has been sold the least to assure that owner revenue is as even as possible.
    Occ Nts
    Show 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 arrival month of the reservation. 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.
    Property Code
    Housekeeping Comment

New Res Quotes

  • Rate Plan
  • Daily Rate Override
  • Total Rate Override
  • Other Charges
  • Security Deposit
  • Deposit 1 & 2
  • Multiple quotes
  • Adding guest history
  • Adding travel agents

Yield Management

  • Change rate plan
  • Override rate
  • Rate in red
  • RTF  files

Configuration

  1. New Res
  2. Deposits
    3. Based on
    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
    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
    The options available are "Entire Stay" (default) and "Total Rate". Select "Entire stay" 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.
    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.
    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.
    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.
  3. Other Charges.  When configuring Other Charges for the first time, some questions to consider are:
    1. Are there any packages that include Security Deposit? If so, contact RDP for custom program to copy old components to new ones with the new buckets.
    2. Verify that B2S3 – B2S7 transaction codes exist. If not, get the latest RDPWin update.
    3. Change the description, G/L account number, and tax information on each S3 – S7 transaction code used.
    4. Create a component to automatically calculate each Other Charge.
    5. Configure the BV Table for each charge used.
    6. In RDPWin, go to Reservations | Configuration | Other Charges tab:
      • Check the On box for all charges to be used.
      • Update the Description for those charges by typing directly into the field.
      • Select the Component for each charge, if any, from the drop-down list.
      • Check or uncheck the Default, Forfeit, In Pkg, and IRM boxes for each charge used.
      • Each Other Charge can be configured for individual reservations types based on the type of system installed.

    Note: Security Deposit is only for Preassign and Inventory reservations.

  4. Maintenance Reservations
  5. Multiple Reservations

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