This screen allows you to:
Book a standard guest or ‘A’ reservation by searching for available units.
Before you begin:
Choose the Reservation by Search option from the Reservation Menu.
To begin booking a reservation, enter the arrival date. The more specific you are in your search request the faster the search will be. It will also narrow your search to fewer units.
Item descriptions…
Promotion Code:
This entry is not required. This item is unavailable in most systems. It requires detailed set up and advanced users track discount units and marketing information through promotion codes and custom reports .It is used for finding units that you are promoting through discounts and packages that you have designed and grouped within RMS, usually with a discount group code. This code is published in your marketing and promotional materials and a guest would give your reservationist the number so RMS would know which units, services and amenities are involved in the promotion
Enter date of arrival:
To begin a search, enter the date of arrival for the reservation. All reservations must have an arrival date.
Use the calendar icon and your mouse for selecting the date off of a monthly calendar. This method is helpful when the guest wants to check in on a Friday but does not have a calendar and does not know the exact date.
You may denote the reservation as being an early arrival, meaning the guest will check-in early, by entering an asterisk (*) and a capital ‘E’ following the arrival date. This feature requires that no other reservation is departing in the unit on the arrival date entered. Also, this feature will prevent any future reservations from departing on the arrival date entered. There is no automatic additional charge to the reservation for this service. You are giving up a night’s rental when you use this feature; therefore most companies use this option sparingly, if at all. For example, entering the arrival date as ‘120416*E’ would denote an early arrival is needed for December 4th, 2016. Early arrivals may also be noted in Reservation Maintenance menu using the Early Arrival/Late Departure option
Enter date of departure or number of nights:
Enter the date of departure or the number of nights for the reservation. You may also choose a date from the calendar by clicking the calendar icon with your mouse. If the number of nights is entered, the system will convert the number into a departure date. The arrival date and departure date cannot be the same day. Also, the duration of the rental cannot exceed the maximum number of days established in the control file. If you have a reservation for longer than maximum allowed, you must book the reservation using the Long Term Reservations option on the Reservation Menu or change the setting in your control file.
You may denote the reservation as being a late departure, meaning the guest will checkout late, by entering an asterisk (*) and a capital ‘L’. This feature requires that no other reservation is arriving in the unit on the departure date entered. Also, this feature will prevent any future reservations, for the booked unit, from arriving on the departure date entered. There is no automatic additional charge to the reservation for this service. You are giving up a night’s rental when you use this feature, therefore; most companies use this option sparingly, if at all. For example, entering the departure date as ‘091116*L’ would denote a late departure is needed for September 11th, 2016.
You may click the Exit button to return to the main screen without saving any entered data.
Enter number of people:
Enter the number of people in the party or choose the appropriate button. Whether this is asked, and whether information is required is determined by a setting in the control file. This number can be used by the system to calculate the amount due for packages, equipment or other charges. Refer to the Files section of these items for further information. The number is also printed on some reports by the system.
You may choose to begin your search after entering this item by pressing <Enter>.
You may click the [Exit] button to return to the main screen without saving any entered data.
[…] Enter number of children:
Click the […] to break out the number of adults from children. Enter the number of children in the party. Whether this is asked, and whether information is required is determined by a setting in the control file. If it is not asked, the number will automatically default to zero. This number can be used by the system to calculate the amount due for packages, equipment or other charges. Refer to the Files section of these items for further information. The number of children is also printed on some reports by the system.
You may choose to begin your search after entering this item by pressing <Enter>.
You may click the [Exit] button to return to the main screen without saving any entered data.
Number of Bedrooms:
Select this option if you are searching for a specific number of bedrooms. You may enter your choice directly into the text box or use the [select] button to access a select list.
Section:
Select this option if you desire to search for units in a particular section. Use the select button to view a list of sections. Use your mouse or movement keys to select a section from the list. More than one section may be selected.
Location:
Enter search information in the Location field if you desire to search for units in a particular location. Use the [Select] button to view a list of locations. Use your movement keys to select a location from the list.
Package:
Select this option if your reservation requires the use of a package. Only units that have been set to allow a package will be searched.
User-Defined search fields:
There are six additional fields that may be present on this screen. Your company may choose to define these fields uniquely to match your properties. You can define any, all or none of them in the control file. Examples might include view, pets or smoking restrictions. Should you choose not to define one or more of them, they will simply not appear on the screen,
Rates:
The user may search for units using a specific rate by choosing a rate from the select list.
Maximum amount:
Enter the maximum amount of rent the guest is wanting to spend to search for units priced within their price range.
Minimum Nights and Check-in days:
These options on the search screen refer to units with season supplement files that will govern specific check-in days only for the units that use the supplements and or a minimum number of nights only. These search criteria can be overridden by choosing "not verified". The default is always "verified".
Calculate Rent:
If this is set to ‘Yes’ the total rent for the number of day in the search will display next to the daily and weekly rates that display. If this is set to "No" the total rent for the number of days requested does not automatically display on the available units screen. It always calculates automatically by RMS once a unit is chosen.
Exit:
Choosing this button will return to the main screen.
Search:
This button will begin the search based on the choices you made. The system will determine if the units meeting the specified criteria are available. A minimum of one of the search fields must be requested. As the system finds available units, it will display a count of the number of units found at the bottom of the screen. The unit select list will be displayed in an information window over your working screen. Highlight a unit and double click on it with your left mouse button to view details describing it.
View Resv:
You may view an existing reservation by selecting this option. Entering the reservation number when the data screen appears will retrieve the information.