This screen allows you to:
Change the Control File settings shown.
Before you begin:
Choose the File Maintenance option from the Main Menu, and choose the Control File option. Then choose Non-processed Report Controls option.
These options are used to control which letters (or reports) will be included in the Non-Processed Reservation Reports. The Non-Processed Reservation Reports are primarily the letters you want to send out due to a new, changed or canceled reservation. Some of the letters include the status report, owner notification, guest confirmation and guest license agreement. The settings here are used to establish which letters are to be printed. For each letter you can assign which reservation status codes require the printing of the letter. Only the default settings are established here. These defaults can be overridden by a unit’s information, at reservation time, or by using the Change Non-Processed Reports option on the Reservation Maintenance Menu. Refer to these sections for information on overriding these defaults.
Unlike other sections of this chapter, each screen item description will be discussed instead of each prompt. This is a slight variance from the normal explanation method and is done due to the uniqueness of the control file options. When modifying an item, the prompt will closely resemble the screen item description.
Item Descriptions...
New Resv Status Report:
This option controls the non-processed printing of the page status report for new reservations. The page status report is an in-house report detailing the reservation. Enter the reservation status codes you want a page status report printed for with an asterisk ‘*’ separating each entry. For example, if you wanted to print the page status report for all new short term reservations you would set this field to ‘A*B*C*CY*D’. If you do not want to print any page status reports as part of the non-processed reports, set this field to blank.
New Resv Owner Notification:
This option controls the non-processed printing of the owner notifications for new reservations. Enter the reservation status codes you want an owner notification printed for with an asterisk ‘*’ separating each entry. For example, if you wanted to print the owner notification for all new short term reservations you would set this field to ‘A*B*C*CY*D’. If you do not want to print any owner notifications as part of the non-processed reports, set this field to blank.
New Reservation Booked Confirmation:
This option controls the non-processed printing of the rental confirmation for new reservations. Enter the reservation status codes you want a rental confirmation printed for with an asterisk ‘*’ separating each entry. For example, if you wanted to print the rental confirmation for all new short term reservations that allow a rental confirmation to be printed you would set this field to ‘A*B*CY’. If you do not want to print any rental confirmations as part of the non-processed reports, set this field to blank.
License Agreement:
This option controls the non-processed printing of the license agreements for new reservations. Enter the reservation status codes you want a license agreement printed for with an asterisk ‘*’ separating each entry. For example, if you wanted to print the license agreement for all reservations that allow the printing of the license agreement you would set this field to ‘A*B’. If you do not want to print any license agreements as part of the non-processed reports, set this field to blank.
Confirmation of Equipment Order:
This option controls the non-processed printing of the confirmation of equipment ordered. Enter the reservation status codes you want a confirmation of equipment ordered printed for with an asterisk ‘*’ separating each entry. For example, if you wanted to print the confirmation of equipment ordered for all short term reservations that allow equipment rentals you would set this field to ‘A*B*C*CY’. If you do not want to print any confirmation of equipment ordered letters as part of the non-processed reports, set this field to blank.
Resv Paid Deposit Confirmation:
This option controls the non-processed printing of the Reservation Paid Deposit Confirmation report. Enter the reservation status codes you want this type of confirmation to be printed for, separate each entry with an asterisk. If you do not use this report, leave this field blank.
Owner Notification of Change:
This option controls the non-processed printing of the owner notifications of change for all changed reservations. Enter the reservation status codes you want an owner notification of change printed for with an asterisk ‘*’ separating each entry. For example, if you wanted to print the owner notification for all new short term reservations you would set this field to ‘A*B*C*CY*D’. If you do not want to print any owner notifications as part of the non-processed reports, set this field to blank.
Reservation Confirmation of Change:
This option controls the non-processed printing of the reservation confirmation of change for all changed reservations. Enter the reservation status codes you want a reservation confirmation of change printed for with an asterisk ‘*’ separating each entry. For example, if you wanted to print the reservation confirmation of change for all changed reservations that can receive the confirmation you would set this field to ‘A*B*CY’. If you do not want to print any reservation confirmation of changes as part of the non-processed reports, set this field to blank.
Change Status Report:
This option controls the non-processed printing of the New Resv status report for changed reservations. The New Resv status report is an in-house report detailing the reservation. Enter the reservation status codes you want a change status report printed for with an asterisk ‘*’ separating each entry. For example, if you wanted to print the changed page status report for all new short term reservations you would set this field to ‘A*B*C*CY*D’. If you do not want to print any change page status reports as part of the non-processed reports, set this field to blank.
Cancellation Notice to Owner:
This option controls the non-processed printing of the owner notifications of cancellation for all canceled reservations. Enter the reservation status codes you want an owner notification of cancellation printed for with an asterisk ‘*’ separating each entry. For example, if you wanted to print the owner notification of cancellation for all canceled short term reservations you would set this field to ‘A*B*C*CY*D’. If you do not want to any print owner notifications of cancellation as part of the non-processed reports, set this field to blank.
Cancellation Status Report:
This option controls the non-processed printing of the New Resv status report for canceled reservations. The canceled page status report is an in-house report detailing the reservation. Enter the reservation status codes you want a canceled New Resv status report printed for with an asterisk ‘*’ separating each entry. For example, if you wanted to print the canceled New Resv status report for all canceled short term reservations you would set this field to ‘A*B*C*CY*D’. If you do not want to print any canceled New Resv status reports as part of the non-processed reports, set this field to blank.
Cancellation Confirmation:
This option controls the non-processed printing of the Cancellation confirmation letter of change for all cancelled reservations. Enter the reservation status codes you want a reservation cancellation printed for with an asterisk ‘*’ separating each entry. For example, if you wanted to print the reservation cancellation all cancelled reservations that can receive the confirmation you would set this field to ‘A*B*CY’. If you do not want to print any reservation cancellation confirmation letters as part of the non-processed reports, set this field to blank.
Use automatic correspondence:
Choose [Yes] to automatically send specific non-processed reports via e-mail when a reservation is booked or updated. Non-processed report controls determine what letters will be sent when a reservation is booked and if applicable, changed or cancelled. Turning on auto correspondence takes the place of running non-processed reports at the end of the day and sending the email letters out in a batch. RMS will print reports for guests who do not have email addresses or have primary method of contact set to Post Office through the non processed report method.The only letters that are sent are those that are set in the non-processed report controls above.
Choose [No] if you do not want to automatically send e-mail after a reservation is booked or updated. No will make all other options not available. Non-processed reports may be run at the end of each day and the letters will be emailed when the batch is finalized.
Auto Send Reservation Emails?
These may include:
New Resv Booked Confirmation
License
Agreement
Confirmation of Equipment Order
Reservation Confirmation of
Change
Cancellation Confirmation
Choose [Yes] to send all Reservation emails
Choose [No] to turn off.
Auto Send Owner Emails?
These may include:
Owner Notification
Owner Notification of a Change
Cancellation Notice to Owner
Choose [Yes] to send all Owner emails
Choose [No] to
turn off.
Auto Send Online Bookings?
Choose [Yes] to send emails to all Web bookings this is in addition to the online confirmation sent to the guest immediately after booking online.
Choose [No] to turn off.
Auto Send Payments?
These may include
Reservation Paid Deposit Confirmation
Confirmation of Payments Received (This is not a non processed report)
Choose [Yes] to send all Reservation Payment emails
Choose [No] to turn off.
For more information see Automatic Correspondence.