PROBLEM: You go to change or cancel a reservation and you get the following message:
“The reservation is not booked properly. Click ‘OK’ to view the problem.”
A display of the reservation on the unit calendar will present itself during the process. RMS may be able to fix this error. After checking, a “Fix” button becomes available in the bottom left of the reservation view screen. Click the “Fix” button to allow RMS to rebook the reservation if possible. You will be returned to the reservation view screen. An “Exit” button is also available.
This error will occur if the reservation processes were not completed normally when a reservation was created or changed. A power outage or hardware failure may have occurred to interrupt processes or other errors. An example may be an operator making a change may have been unable to change the reservation as expected, tried to quit or escape, and the system wouldn’t let them so they rebooted their computer in the middle of a change.
Older versions of RMS may need to edit the booked dates manually. Always check the Unit Availability screen and the Reservation View screen to confirm that the arrival and departure information does not match. You will be editing the way the Unit Availability screen looks to match the information from the Reservation View screen.
Follow these steps to correct the error:
1. View the reservation and annotate the unit it is booked into as well as the reservation's arrival and departure dates, and the status of the reservation.
2. From RMS Main Menu, Choose [Exit] and Exit the System.
3. At OPTIMUM'S enter User ID type in: RMSUTL and press <Enter>.
4. At the Main Utility Menu, choose [Fix Dates Booked]
5. Follow the prompts, entering the reservation's unit #, Select the year. Enter the reservation's arrival date as the first date for change. Enter the reservation's departure date as the last date for change.
6. Your cursor will now be sitting at the end of the section of the date record that corresponds to the reservation's booked time. Touch your <Home> key to bring the cursor behind the first character of the date record section. Make sure that your <Insert> key is NOT on. What you do now depends on what the date record currently looks like, and what it should look like. Refer to Appendix 1 for assistance. When finished editing the characters, press <Enter>.
7. You can now look at the date record for the reservation’s time and verify that your change accurately shows the reservation is booked for the time it says it is. If it does look correct, you may click [Process] to process the change or [Exit] to start again with step 5.
8. When you are finished, at the Enter unit number, address or [Exit] prompt you may [Exit] to return to the Main Utility Menu. You can [Exit System Utilities] and go into RMS as you normally would. You can now change or cancel your reservation as needed.
Symbols:
. = Available The day is not booked and is available for a reservation.
abcydep = Reserved The day is reserved and it is a type A, B, C, CY, D, E or complimentary reservation. A ‘k’ denotes a time share banked time, a ‘t’ denotes a time share owner held time.
x = Unusable The day has been blocked for maintenance using the Block Unit for Maintenance option on the Maintenance Menu.
[ = Check In The day is reserved for a check-in. A check-out on this day would be allowed.
] = Check Out The day is reserved for a check-out. A check-in on this day would be allowed.
* = Check In & Out A reservation is checking out on this day and a different reservation is checking in. This is referred to as a ‘Priority’ or ‘Back-to-Back’ reservation.
<< = Early Arrival The day is reserved for an early check-in. A checkout on this day would not be allowed.
>> = Late Departure The day is reserved for a late departure. A check-in on this day would not be allowed.
Action:
Using the above symbols, we can modify the values in the date record. Starting with
the first date, we went to show the reservation arriving. If the first character is a ] (prior reservation departing), change it to an *. If it is a . change it to a [. Delete the old character and arrow over to the next character, which will probably be a period. Change it to the character corresponding to the reservations status (ie: a = for an A status reservation). Do the same for all of the remaining dots except the last one. Make sure you leave the spaces separating the characters. When you get to the last character in the prompt area, you will show the reservation departing. If the last character is a [ (next reservation arriving), change it to an *. Otherwise, change it to a ]. Press <Return> when finished. If you have not entered the correct number of characters, the system will prompt for your modification. Click [Process] to save your changes.
For a single day delete [a] and replace it with . . period space period. Make sure you have a space between the two characters you are modifying.