This screen allows you to:
Continue processing a status ‘A’ reservation.
Before you begin:
You may need to enter payment type to book the reservation. Type of payment will be user-defined.
Item descriptions…
Resv. #:
The system automatically assigns the reservation number. The status for the reservation is displayed following the reservation number. A reservation made using the Reservation by Search option always creates a status ‘A’ reservation.
Other items on the screen:
Most of the other items on the screen that have information beside them upon entering this screen have already been discussed. If you have a questions about this information refer to the previous screens for the Reservation by Search. The items with no information displayed beside them upon entering this screen will be discussed in the Prompt descriptions that follow.
Prompt descriptions...
Enter reservation name or [Referral]:
There are three types of referrals: travel agent referral, owner referral and a renter’s discount. See the next prompt for additional information on referrals.
If this reservation is not a referral, enter the guest name, as you would want to see it displayed on screens and printed on reports. You should enter the first name first followed by the last name. For example, Mr. John Smith or John Smith depending on how you wish the name to appear. After entering a name the system will skip the next prompt.
If this reservation is a referral, click [Referral] and the next prompt will be asked.
Referred by [Owner] [Travel agent] [Renter’s discount number] or [None]:
Click on [Travel agent] for a travel agent referral. When entering the address information for the reservation, the travel agent address should be used. Normally, all correspondence for the reservation will be through the travel agent. A referral name prompt will be asked, this allows for the entry of the guest name. The reservation can be retrieved via the travel agent name or the referral name. The travel agent referral fee percentage is established in the control file or the unit file. This percentage can be overridden in the percents prompt described below. The system will print the travel agent a check for the referral fee during the finalize statements option after the reservation has been reported to the owner via the owner statement.
To enter an owner referral, enter the unit number of the referring owner. The unit number must be an existing unit in the unit file. The owner of the unit entered will receive a referral fee for this reservation on the first monthly statement that follows the departure of the reservation. The same referral fee percentage is used for the owner as is used for a travel agent. This percentage can be overridden using the percents prompt described below.
Click on [Renter’s discount] for a renter’s discount. The renter will receive a discount based on the referral fee percentage used for a travel agent. This discount is subtracted from the gross rental amount due from the renter. The gross rental on the owners statement will not reflect this discount because it is absorbed by the rental company not the owner. This percentage can be overridden by using the percents prompt described below.
If you have selected the referral option in error, Click [None] and you will be re-asked the previous prompt.
Enter last name:
The system will automatically capitalize and display in the prompt entry area what it believes to be the last name. The last name is defined as the last word on the name line that is greater than three characters. This allows for prefixes to be entered, such as Jr. or Sr. If the last name displayed is not correct, use your movement keys and correct the last name.
After entering the last name the system will search the mailing list file for an exact match on the last name entered. If more matches are found than the number defined in the control file (usually 15, 1 screen full), the following prompt will appear. If fewer matches are found, the matching name information will be displayed on a Reference Screen and you would then scan the list to see if the person already exists in your mailing list file. If the name is found on the Reference Screen and chosen from the list, the system will display the name and address information and skip to the Enter Advertising Source prompt below. The following prompt would be asked if a name was not selected from the Reference Screen or the number of matches exceeded the control file value.
(#) matching entries found for entered value. Enter [View] enter zip 3 or 5, [New] or [Exit]:
‘(#)’ is replaced by the number of matches found for the name/namezip search value entered.
Press <Enter> to view all entries for the entered search value.
To reduce the number of entries found, you can enter the first three or all five digits of the renter’s zip code. The first three digits of a zip code are the general metropolitan area. This allows you to reduce the list to only those names located in the same metropolitan area or, by using the 5 digit zip code, only those in an exact zip code. Depending on the number of matching entries found, either this prompt will be re-displayed or the Reference Screen will be displayed. Refer to the above discussion for additional information.
Click on [New] to create a new mailing list entry. This option should be used only if the name was not found. A new mail entry will be created (which would be available the next time this search process occurred). The address prompts below will be asked.
Enter address line 1:
Thirty spaces are allowed to enter the guest first address line.
Enter address line 2:
Thirty spaces are allowed to enter the guests second address line. Do not enter the city, state or zip code on this line. This line would be used for a suite or apartment number. If the guest does not have a second address line, press <Tab>.
Enter city:
Twenty spaces are allowed to enter the city.
Enter state, or [Foreign] address:
Enter the two-letter abbreviation for the state. If the state code is not known, you can press [Esc] and press <Tabr> to select from a list of state codes.
If the address is for a foreign country click the check box. The system will prompt for the country and foreign postal code and will skip the following zip code prompt.
Enter zip code:
Ten spaces are allowed to enter the zip code. Valid formats are five numbers or five numbers a dash and four numbers. For example, 12345 or 12345-1234.
Enter home phone number:
Fourteen spaces are allowed to enter the guest home phone number. This information is required.
Enter office phone number:
Twenty spaces are allowed to enter the guest office phone number. This information is not required.
Enter advertising source:
If an existing mailing list entry was retrieved, the advertising code for that mail entry will automatically be displayed in the Prompt Entry Area.
Enter the abbreviation of the advertising source used by the renter. Advertising sources are created using the Characteristics File option on the Files Menu.
If you do not know the abbreviation press [Esc] to highlight the Show list option then press <Enter> to view a listing of the valid advertising codes. Use your movement keys to highlight a code and then press <Enter>.
It is required that an advertising code be entered.
User defined reservation field 1 and 2:
You may define in the control file one or two additional reservation fields. If these fields are used, you will be asked to enter a value for them at this time. Refer to the Control File for more information about these fields.
Other Items:
There are several items on this screen that are not automatically prompted for, they are:
Response:
This is the method the guest used to contact you. The default is T for telephone. Any single character may be entered here, however; it is best to establish standard codes.
Fulfillment:
A default fulfillment code can be established in the control file, or you can enter in a code. Since this code can be printed on labels it can be used to pass information to the person preparing the fulfillment. For example, if the reservation was interested in sales, you could enter SALES in the fulfillment field and when the label was printed SALES would be printed on the label thereby informing the person preparing the mailing that sales information should be included. The printing of fulfillment codes on labels is established in the control file. The fulfillment code is more commonly used for inquiry mail entries.
Operator:
A setting in the control file determines whether this prompt is automatically asked, refer to the control file for additional information. If this prompt is asked you must enter your initials. This information is printed on the status report for the reservation and is shown on the View Reservation screen, it can be useful if any question arise about the reservation.
Deposit Method: [Credit card], [Guaranteed] w/cc, [Check], [Not required], [Received], [Mail entry] or [Exit]:
This prompt is requesting the method of deposit for this reservation.
Click on [Credit card] if the deposit is to be paid by credit card. Credit card information will be requested and the charge will be processed if the user has integrated credit card processing. This option prompts a pop up screen where all the credit card information will be entered and transmitted to the processor. A token is then stored in RMS which can be used again if the guest wants to make a second payment on the same card.
Click [Guaranteed] if the deposit is to be guaranteed with a credit card. Credit card information will be taken, but the credit card charge will not be processed, if a check is posted within the number of days established in the control file.
Click [Check] if a check is to be mailed in for the deposit. If a check is not received within the number of days established in the control file, you will be notified on the Credit Card Charge Report that a check was not received. The availability of this option is established in the control file, your company may choose to not make this option available.
If no deposit is required Click [Not required]. The deposit amount due from the renter will be zero.
Click [Received] if the deposit has been received. This is usually used if the reservation request and the deposit were sent in together or for walk-in reservations. If the deposit was denoted as received, you will be asked to enter the deposit reference number. Refer to the Payments Received screen for additional information.
Click [Mail Entry] to exit this reservation process and create an entry in the mail list file. The reservation will be abandoned and the system will transfer to the mailing list file entry screen.
Click [Exit] to exit this screen. This will abandon the reservation and restart the Reservation by Search process.
Select credit card type:
This prompt is only asked if the deposit method is with credit card or guaranteed with a credit card or you allow credit card info to be taken with a check type deposit. The credit card types that have been defined in the control file will be displayed. Double-click the valid correct credit card type or select it with your movement keys press <Enter>.
Enter credit card number:
This prompt will only be asked if the deposit method is with credit card or guaranteed with a credit card. Enter the credit card number that the deposit is to be charged to or guaranteed with. Information is required.
Enter Expiration date:
This prompt will only be asked if the deposit method is with credit card or guaranteed with a credit card. Enter the expiration date of the credit card. The format for this entry is two numbers for the month, and two numbers for the year.
Validation or Verification code:
This number is required for integrated credit card users. The number is usually found on the back of the credit card or in the case of American Express on the front of the card.
Enter name on card or press <Enter> if reservation name:
This prompt will only be asked if the deposit method is with credit card or guaranteed with a credit card. If the name on the credit card is the same as the reservation name, press <Enter>.
If the name on the credit card is different from the reservation name, enter the name on the credit card. This name will be used on the Credit Card Charge Report.
Reservation Select Prompt:
Each selection in this select prompt is discussed below. To access the following prompts use your movement keys or press the first letter of the desired selection to highlight your choice and then press <Enter>. To complete the reservation only the Update option must be selected. It is not required that any of the other prompts be used, they are optional and would only be used if needed. The exit option will abandon this reservation and the system will transfer to the mailing list file entry screen.
Update:
Select this option to book the reservation. To make a reservation this option must be chosen. Choosing this option finishes the reservation process. The system will return to the first reservation screen after updating the reservation.
Package:
Select this option to book a package. Packages are established using the Package File option on the Files Menu, refer to this section or the Concepts Chapter for more information on packages.
To book a package enter the package number desired or you may select from a list of existing packages by pressing [Select] to see a list. Use your movement keys to highlight the appropriate package and press <Tab>. Press [None] for no package
If a valid package number is entered, or selected from the list, the package name, amenities and equipment will be displayed along with a prompt asking if the correct package is displayed. You may either accept and book the package displayed, by pressing <Tabr> or press [Esc] to not book the package shown.
A package can affect the gross rental rate of the reservation.
Equipment:
Select this option to book equipment for the reservation. Equipment can also be booked for existing reservations using the Equipment Rentals option on the Reservation Menu. Equipment items are defined using the Equipment File option on the Files Menu: refer to the Equipment Rentals section of this chapter or the Concepts Chapter for additional information.
To book equipment for the reservation, enter the equipment number or select from the equipment list. To select from the equipment list press [Esc] to highlight ‘List all items’, press < Tab >, use your movement keys to highlight the desired equipment and press <Tab>. The system may prompt you to enter the delivery date, pickup date, and the quantity to order. Equipment can be established to not ask some or all of these questions.
You can also delete an entered equipment item. To do this press [Esc] and select the ‘Delete entered item’ option. All equipment ordered during this reservation process will be displayed. Use your movement keys to highlight the item to delete and press < Tab >. To not delete any of the items shown press [Esc].
You may view equipment ordered. Press [Esc] and select the ‘Show items entered’ option. The equipment description, delivery and pickup dates, quantity ordered and total amount will be displayed.
Other Charges:
Select this option to post a charge to a reservation. Other Charges can also be booked to an existing reservation by using the Other Charges option on the Reservations Menu. Charges are established using the Charges File option on the Files Menu, refer to this section, the Other Charges section or the Concepts Chapter for more information.
To book an "other charge" enter the charge number or select from the other charges list. To select from the other charges list press [Esc] to highlight ‘List all items’, press <Enter>, use your movement keys to highlight the appropriate charge and press <Enter>.
You can delete an entered charge. To do this press [Esc] and select the ‘Delete entered item’ option. All other charges booked will be displayed. Use your movement keys to highlight the item to delete and press <Enter>. To not delete any of the items shown press [Esc].
To view charges entered press [Esc] and select the ‘Show items entered’ option. The charge description and total amount will display.
Lower BR:
Select this option to rent a unit for fewer bedrooms than are actually in the unit. When this option is used the system will use the lower bedroom rental rates established in the unit file, if the rented bedrooms is one fewer than the actual bedrooms. If fewer bedrooms are rented than one less the actual bedrooms in the unit, you will be prompted to enter the weekly and daily rental rate to use. Enter the weekly rate, and ‘*’ and the daily rate to use, i.e.. ‘1000.00*200.00’.
Enter the number of bedrooms the unit is being rented. The system will use the lower bedroom rental rate provided the number of bedrooms rented is only one less than the actual number of bedrooms. If a lesser number is used, you will be prompted for the rental rate.
Comp resv:
Select this option to denote the reservation as being a complimentary reservation. This does not affect the reservation amount due. Refer to the Concepts Chapter for additional information on complimentary reservations.
Gross amount:
Select this option to enter a different gross rental amount than the calculated amount. You will be prompted to enter the gross amount. If you need to override the calculated amount select this option and enter the desired amount. If a package is being used, the entered amount cannot be less than the total of the package amenity charges and package equipment charges. You may enter a ‘C’ to have the system re-compute the gross rental amount.
Deposit amt:
Select this option to change the deposit amount. The deposit amount is computed based on information established in the control file and/or the unit file. Refer to the control file for information on how the deposit is calculated.
If you wish to change the deposit amount, enter the amount of deposit desired. The entire rental amount may be used as the deposit amount.
Security dep:
Select this option to change the security deposit amount. Whether a security deposit is to be computed and when it is due is based on settings in the control file. The amount, if used, is retrieved from the unit file, screen #4.
If you wish to change the security deposit amount, select this option and enter the amount of security deposit desired. Any amount may be entered.
TA w/held pay :
Select this option to denote a travel agent has withheld their commission payment. This allows you to record the fact that the travel agent will withhold their referral fee from the payment sent in for the reservation. The system will credit the reservation for the amount of the travel agent commission and the travel agent will not receive a commission check. This option is only available for reservations that were referred by a travel agent.
Change Fees:
This option allows you to change who is to pay the cleaning fee and/or the coordination fee. You will be prompted to select the fee to change.
To override who is to be charged the standard cleaning fee, select ‘Cleaning Chg’. You can then select whether to charge the departure cleaning charge to the reservation, the owner via the owner statement (which is the default), or to not charge for the cleaning. The ‘Cleaning $’ field in the unit file is used for the amount of the charge.
In order to charge the reservation the departure cleaning charge, you must establish another charge using the Charges File option on the Files Menu. You must then establish in the control file the other charge number you have created for this purpose. Refer to the Control File and the Concepts Chapter for additional information.
To override who is to be charged the coordination fee, select ‘Coordination Fee’. You can then select whether to charge this fee to the reservation, the owner via the owner statement (which is the default) or to not charge the coordination fee. The ‘Coordination fee’ field in the unit file or the control file is used for the amount of the charge. To change this charge amount you must use the ‘Percents’ option below.
Only ‘CY’ reservations are charged the coordination fee. A reservation of any other status ignores your request to alter who is to be charged the coordination fee (since no fee is charged).
Percents:
Select this option to override percentages used in computing amounts. You can override the deposit percent, referral percent, commission percent, the compute commission formula, coordination fee amount, tax 1 percent, tax 2 percent, tax 3 percent or the reservation fee amount. When an item is chosen, the standard percent/amount will be displayed in the Prompt Entry Area. You would then use your movement keys to modify this value. If the modifying of an item is not allowed (i.e. changing the reservation fee for a ‘C’ status reservation), your request will be ignored.
Name info:
Select this option to return to the name modification prompt discussed above. This prompt allows you to modify the numbered items on the screen, for example the name or address. You may also add additional names, delete names or view names listed.
CC/Dep info:
Select this option to modify the type of credit card, credit card number, expiration date, name on the card, payment description, reference number, or deposit method. Use your movement keys to highlight the item to change, press <Enter> and that prompt will be asked. If the modifying of an item is not applicable your request will be ignored.
Special des:
Select this option to enter a special description or comment about the reservation. Any information up to forty characters can be entered. The special description prints on various reports and is shown when viewing a reservation. There are some settings in the control file that determine which reports will contain this information.
Number people:
Select this option to modify the number of adults and/or children. If a package or charges have been booked, selecting this option could result in the recalculation of the rental amount due.
Rep options:
Select this option to change the default reports to be printed during the non-processed reports process. This option is selected only when you have a specific need to add or remove a particular non-processed report. When this option is selected the non-processed reports to print will be displayed. These reports are determined by settings in the control file or the unit file. These reports can also be changed by using the Change Non-Processed Reports option on the Reservation Maintenance Menu.
To remove a report, once this option is selected, use your movement keys and highlight the report to remove and press <Enter>.
To add a report, once this option is selected, use your movement keys and select the ‘ADD REPORT’ option. All of the appropriate reports that are not to be printed will be displayed. Highlight the report to add and press <Enter>. That report will be added to the reports to print list and removed from the reports to not print list. You will return to the reports to print list.
All reports that are appropriate to the reservation status being made or changed are either on the reports to print list or the reports to not print list, not both.
When the correct reports are listed press [Esc] to exit back to the Reservation Select Prompt.
Quit:
Select this option to abandon this reservation. A reservation will not be made if this option is chosen. The system will transfer to the mailing list file.