The Reservation Reports Menu has more options than any other report menu in the Resort Management System. Many of the report options on this menu will be run daily. The first option, Non-Processed Reservations, automatically determines the changes, cancellations and new reservations that have occurred since the last time it was run and then prints out or emails the necessary reports. This option is normally run at the end of the day or at the start of the day. These reports can include the status reports, rental confirmations, guest license agreements and owner notifications depending on the settings of several Control file options.
Following these reports, the system can print the Credit Card Charge Report. This report shows the credit card payments that need to be processed and will also show any reservations whose grace period for sending in their deposit has expired. Each report that prints during the non-processed option can be printed individually if needed. If you want a consolidated report on the reservations made or changed in a day, use the Daily Reservation Report. If you require the full rental in advance, then you may want to use the final instructions letter to notify upcoming reservations that their balance is paid in full. This option also prints coupons for arriving reservations.
The ability to communicate with guests is provided by using the Prior to Reservation and After Reservation memos, which are defined by you and can be easily changed (see User Designed Letters in Utilities). These memos, or letters, are mainly used for public relations/advertising purposes. The availability of all units can be printed using the master schedule. This report shows 21 days of availability and can also show detail reservation information. The arrival and departure listings let you know, for any time frame, whose coming and going while the Current Reservations Listing will tell you who is "in-house" for a requested time frame. Direct mailings and brochure fulfillment are done by using the Print labels or envelopes option.
The unconfirmed Reservation Listing will tell you who is due to arrive and owes you money. If needed, you can print a custom letter to them requesting payment. If you wish to confirm each payment to the guest then use the Confirmation of Payments Received option. This option will print or email a custom letter to the reservation showing the payment you have received. If you are using the assign sales agent feature, then you will want to print the Sales Agent Contact Report.
See Also Reservation Reports Menu