RDPWin

Tutorial - Reservations - Configure Activity Components and Schedule

** Refers to new or updated subjects in this tutorial.

Specific references within this tutorial to specific screen displays may differ if data/demo files have not been updated. At the login screen, be sure to select the CCS demo files from the Resort drop-down. It is important to access the System |Configuration | Vacation Rental System and confirm that Switch 426-06 (Vacation Rental System Features) is unchecked. If checked, uncheck the box, log out, and log back in so the changes can take effect.

For the purpose of this tutorial, the conference room activity vendor must be configured as hourly, the activity batch items and codes must be defined, components added, and activities scheduled.

Change Activity Vendor CONFROOM

Both the Itinerary & Concierge module (R6) and the Activity Availability for Itinerary & Virtual Store (S6) modules are required to work with hourly activities.

Select Change from the Masters | Activity Vendors submenu.
Enter CONFROOM in the Name field and click the associated Find button.
Change the name to Conf. Rm. Hourly Rentals.
Change the Batch Code CH - Conference Rooms Hourly.
Save & Close.

Add Components

In order to have multiple conference rooms with different rates during for each room and season, add rate components.

From the System | Rates submenu, select Components | Add.
Enter the Component ID as CH01 and the Description as Conf. Rm. 1 - Hourly.
Save.
From the System | Rates submenu, select Components | Change.
Set Room Type/# to ALL and the Description to Conf. Rm. 1.
Set Season Table to C3 - Standard Seasons.
Set the G/L Account to 40211 Revenue - Conference Room Rental (Guests) so all revenue generated by the conference rooms is directed to the revenue account specifically for the conference rental income.
Set the Tax Category to 01 - Standard Taxes since this rental is charged taxes as any other room rental.
Enter the Weekend Surcharge of $25 so weekend bookings have a greater rate than weekdays.
Set the Bucket to Other Charge 1.
Set Daily or Once to Daily.
Click the Change All Rates button and set the rates for all seasons to $150 for each defined season and click OK.
Click Save to file the component, but do not close the screen.
While still on the Component Maintenance screen, click the Add button and repeat Steps 2 - 13 for Conf. Rm. 2 - 5 making changes only for the Component (ID#s CH02, CH03, etc.), Description (Conf. Rm. 2 Hourly, Conf. Rm. 3 Hourly, etc.), and Seasonal Amounts fields. Set the seasonal amounts for Conf. Rm. 4 to $200 and for Conf. Rm. 5 to $300.
Save & Close.

Configure Activity Vendors

From the Reservations main menu, select Configuration.
Select the Activities tab.
Confirm or unselect the Disable the "Add Activity Detail" Screen When Adding an Activity. This allows multiple hours of an hourly activity to be billed for each of the hours.
Click the Activity Filters link and select the Filter 4 tab.
Set the Filter Title to Conference Rooms.
Click the Add button.
Set the Value to C01 and enter the Description as "Conf. Rm. 1 (Capacity 50)".
Repeat this steps for Nos. 2 and 3.
Enter C04 for Conf. Rm. 1-2 (Capacity 100). Conference Room 4 is a combination of Rooms 1 and 2.
Enter C05 for Conf. Rm. 1-3 (Capacity 150). Conference Room 5 is a combination of Rooms 1 through 3.
Save & Close.

Add Batch Codes and Activity Items

From the Reservations Configuration menu, select the Activities tab.
Click the Batch Activities link to open the Activity Batch Maintenance (VP Table) screen.
Click the Add Batch Code button.
Enter the Batch Code as CH and Description as Conf. Rm. 1 Hourly.
Set the Component Number to something appropriate. For purposes of this tutorial, set the number to RH01 (R for conference room, H for hourly rental, and 01 for Room 1).
As set in RDPWin's demo files, set the Transaction Code to 11 Conference Room Rentals.
Set the Conference Rooms field to C01. This connects the pricing on the component to the activity.
Save & Close.
Repeat Steps 3 - 8 for each of the five conference rooms.

Add Conference Room Rental to Existing Reservation

From the Reservations main menu, click Find or click the F3 Find Res button from the toolbar or the F3 button on the keyboard.
Enter Abb in the Guest Name or Reservation Number field and click the associated Find button.
Select "Abbott/Bud" Res# 175 Arriving 4/20/99.
With Res#175 selected in the grid, click Add from the Options | Activities submenu.
Confirm Start Date is 4/20/99, set Type to HOURLY and Vendor to CONFROOM, then click Display.
Select the 4/20/99 Conf. Rm. 1 activity and click the Add Activity button to open the Hourly Activity screen (schedule). Notice that Conference Room 1 for hourly rentals has a reservation from 11 a.m. until noon on 4/20.
Use the mouse to click and drag another conference room reservation onto the schedule but for Conf. Rm. 5 from 1 - 3 p.m.
Click Select to open the Add Activity screen (shows only when Disable the "Add Activity Detail" Screen When Adding an Activity is not checked in configuration. Since the hourly activity feature does not calculate extra fees for activity of more than one hour, use the People Billed to update the number of hours and pricing. Set People Billed to 2. This charges the Price of $350 twice for a total of $700 since the activity is for two hours.
Save & Close on the Add Activity screen.
Save & Close on the Add Activities screen.
Click the Itinerary tab on the reservation to view the scheduled activities.
From the Masters | Activity Vendors menu, select Activity Schedule.
Find by name: Conf. Rm. Hourly Rentals.
Set Start to 4/20/98 and End to 4/22/98, then click Display. Click on the 11 a.m. Abbott reservation to view the reservation detail tabs. Click the Itinerary tab to view the information on the reservation vs. the hourly activity in the Schedule.

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04/15/2009