This screen allows you to:
Change or cancel an existing reservation. This option also allows you to view an existing reservation, enter a mail list entry or access reservation notes.
Before you begin:
Choose the Change or Cancel Reservation option from the Reservation Menu.
In order to retrieve an existing reservation you must know the reservation number, the name of the renter, the arrival date, departure date or a note category for the reservation you wish to change or cancel.
Once you are past the first screen of Change or Cancel Reservation you must complete the change. While prompts to [Exit] may appear, these options will not work while changing a reservation.
Long term ‘E’ reservations cannot be changed. An ‘E’ reservation, must be canceled and booked again using the Long Term Rentals menu option on the Reservations Menu.
A ‘Quick’ change allows you to quickly move the reservation into a new unit without a change in the gross rental amount. The rental amount will not recalculate. It will stay the same as the original reservation. The commission amount will recalculate if the unit you are moving the reservation into is set up for a different commission. Any equipment orders or extra charges would continue to be associated with the changed reservation. You do not have an opportunity to change the dates or anything else associated with the reservation such as other charges when you execute a quick change.
The system can automatically determine the non-processed reports to produce for the change based on settings in the control or unit file. Using the [Reports] button on the last screen of the change or cancel process allows you to manually change reports. If you use the ‘Quick’ change option a [Reports] button will also become available for manually changing any non-processed reports you want to delete or add.
This section only describes the initial prompts to begin the change and the ‘Quick’ change process. Once the change has begun, refer to the Reservation by Search or Reservation by Unit sections of your Help Files for further assistance.
Prompt descriptions...
Enter Resv. #, name, namez3, namez5, or click [Exit]:
To retrieve a reservation you may enter the reservation number and that reservation will be displayed.
You may also enter the name, the last name with the first three digits of the zip code attached or the last name with the five digits of the zip code attached to search for the reservation.
If a number was not entered (a name was entered), the system will first attempt to find an exact match on the value entered. If no exact match is found, the system will automatically attempt to find a value that "sounds like" the value entered. This means that a name can be somewhat misspelled and still be found.
If one match is found, the reservation will be displayed. If more than one match is found, all matching entries will be displayed on a Reference Screen. You would then select the reservation to change. If none of the reservations listed is the correct match, you would press <Esc> to clear the Reference Screen and then type in your second search. If no matches are found the error message ‘Not found during lookup’ will appear.
You may view all reservations for a particular arrival date by clicking on [Arrivals]. You may then type in the arrival date you would like to view in the appropriate field. A list of all reservations for the arrival date entered will be displayed on a Reference Screen.
You may view all reservations for a particular departure date by clicking on the [Departures] button and following the same procedure as you did with your arrivals search. You will be prompted for the departure date to view. A list of all reservations for the departure date entered will be displayed on a Reference Screen.
You may transfer to the View Reservation screen clicking on [View]. Refer to View Reservations for more details.
You may also transfer to the mailing list screen by clicking on the [Mail Entry] button. Refer to Mail Entry for more information.
You may view a list of all reservations that have a note assigned with a requested category by clicking on the [Notes] button. You may then select a note category to view. A list of all reservations that have a note of the entered category will be displayed on a Reference Screen.
Once a reservation has been selected the next prompt will be asked.
The reservation is not booked properly. Click [OK] to view the problem:
If the reservation information and the date information for the unit do not match this prompt appears. A reservation cannot be changed or cancelled if the date information in the reservation does not match the date information of the unit. RMS will check to see if another reservation or maintenance block is occupying the time frame the reservation information refers to and attempt to rebook the reservation if possible.
[Exit] or [Fix]:
Click [Exit] to escape this process.
Click [Fix] to rebook the reservation that is out of sync. Once the reservation is booked a change or cancellation can be made.
[Exit] [Cancel], change in [Same Unit] [Search] or enter unit in appropriate field:
Click on [Cancel] to cancel the reservation shown. Any monies that have been paid for the reservation will be credited to the Refunds Payable general ledger account assigned in the control file and inserted into the check system as a refund pending check transaction. According to how the cancel reservation option is set in the control file, the reservation will either be simply deleted or deleted and archived to the cancelled reservation file. You will be prompted for the reason for cancellation and a comment to the unit’s owner.
Click [Same Unit] to process the change in the same unit. Refer to the Reservation by Unit screen section of this chapter for additional assistance. Many of the prompts on subsequent screens allow the entry of <Enter> to mean use the existing value in the reservation, for example, the arrival date. If you are changing the reservation into the same unit it is usually best to check the unit availability prior to changing the reservation. Once a change is begun, you must complete the change. If you begin the change and the desired time frame is not available you must book the reservation into some time frame and come back to the reservation and change it again.
Click [Search] to process the change by searching for an available unit. Once you change to the search screen you must complete the change. You may have to book the reservation into an undesired unit or for undesired dates or back into the same unit for the same dates because no desired unit can be found.
[Yes], [No] or [Quick] Change:
You may also change the reservation into a specific unit by entering the unit number to change into. The system will display the requested unit and request verification that the entered unit is correct. You are given the option to continue with the change or to begin the ‘Quick’ change process.
Upon verification, click [Yes] and the system will transfer to the Reservation by Unit screen. It is best to check the desired unit’s availability prior to attempting the change. Once the system has transferred to the Reservation by Unit screen, you must complete the change even if to do so requires booking undesired time frames. You cannot <Esc> or [Exit] out of a Change or Cancel Reservation. You must complete the change.
Select [No] to quit the change process and change into a different unit.
Select [Quick] to begin a Quick change. Be sure to check unit availability before executing a quick change, otherwise it won’t be very quick. You will be prompted that the unit you have entered is not available. If the unit is available you will be asked:
"Continue with change"? [Yes], [No], [Reports] or [Quick] note:
Select [Yes] to complete change and be returned to the Change/Cancel reservation
screen.
Select [No] to quit and enter another unit to move the reservation into or to exit the change
process completely.
Select [Reports] to delete or add a report that is associated with the reservation.
Select [Quick] to create a quick note.
See Also Frequently Asked Questions