This screen allows you to:
•View information about an existing reservation.
•Print information about an existing reservation.
•Print Guest License, Rental Confirmation and Folio for a reservation and other letters see below.
•Create e-mail reports.
•Edit transactions not deposited.
•Accept or Refuse travel insurance if it is still within the cancellation period.
•Reconcile the Guest License Agreement for a reservation
•Order equipment or place other charges to the reservation.
•Add a note to the reservation.
•View or Book Golf Tee Time
•View credit card information about an existing reservation.
•Access the Change or Cancel screen to change the arrival or departure dates or the unit booked for an existing reservation.
•Access the Reservation Maintenance menu.
•Access the Unit Clean Status menu.
Before you begin:
Select the Reservation View option on the Reservation drop down menu on the Main Menu screen. You may also click on the [View] button on the Reservation by Search, Reservation By Unit and the Reservation Change or Cancel screens. These are all options from the Reservation drop down Menu.
Item descriptions:
All of the information on the screen is for the requested reservation.
All of the items on this screen are discussed in different areas of your Help files. If you have any questions about this information, refer to the specific item in the index.
Prompt descriptions...
Enter resv #, name, namez3, namez5, select above or click on [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 first 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 view. If none of the reservations listed is the correct match, you would <Esc> to access the Reference Screen Prompt and then click on [Exit] just press <Esc> to exit the Reference Screen and return to the above prompt. If no matches are found the error message ‘Not found during lookup’ will be displayed.
The [Arrivals] select option allows you to view all reservations for a particular arrival date. You will be prompted for the arrival date to view. A list of all reservations for the arrival date entered will be displayed on a Reference Screen.
The [Depart] button allows you to view all reservations for a particular departure date. 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.
The [Cx Resv] button allows you to view canceled reservations. You may then retrieve reservations from the canceled reservations file using the same methods available when you retrieve reservations from the current file.
The [Old Resv] button lets you select archived reservations to view. You click this button and then retrieve reservations from the archived reservations file using the same methods available when you retrieve reservations from the current file.
The [Print] button allows you to print a folio or view for all reservations within a requested range of arrival or departures.
The [Unit#] button allows you to display all reservations in a particular unit. You will be prompted for a unit number. These reservations are displayed in arrival date sequence in a List Display. You may select a reservation from the list for viewing.
The [Notes] button allows you to display all notes attached to the reservation you are viewing.
[Category] You may view the notes by category. Click on category to be prompted for the note category to view.
[Quick Note] You may add a note by clicking [Quick note] and shortcut to the Notes Files screen for the current reservation.
[Reconcile] Select [Reconcile] to change the status of the note from critical to noncritical.
[Maintain] You may also choose [Maintain] to obtain all the options for Notes for the current reservation.
Item Descriptions...
Once a reservation has been retrieved, the following buttons or prompts are displayed on your screen:
Comment Summary:
A notes window will display with a summary line for any notes attached to the reservation. The history note or notes will always display unless turned off. If you would like to read the comment on the note highlight the summary line and press <Enter> or double-click it with your mouse. The comment will display with the options to [Print] the note or [Quit] which will take you to the first notes pop-up screen that lists all the notes associated with the reservation and you can select another note to display or print or press <Esc> or right-click your mouse when you are finished viewing or printing notes for the reservation.
Unit menu:
Select Unit from the menu bar at the top of the view reservation screen. Two options will become available for you to select from: an option to View the Unit information, which is a read-only screen on the unit, and an option to Manage Unit Clean Status.
Work Orders menu:
Select Work Orders from the top menu bar to choose from "Log initial work order" and "View Existing Work Orders."
Names:
The Names button allows you to view any additional names that are associated with the reservation you are currently viewing. To view the next name click [Name]. If additional names have been assigned to this reservation, the name and address information will be displayed. You may continue to view additional names until all names have been shown at which time the system will produce the message: ‘No more names to show.’ When you press <Enter> the primary name (first name assigned) will be re-displayed. To Find out more about adding a name to a reservation see the reservation prompt description under Mail Entry in Reservations.
Rental Amount:
The Rental amount button will display a pop-up window of the owner gross showing what the gross is comprised of such as different rates if split season rates are being rates.
Exit:
The Exit select option will exit the reservation displayed and return to the first prompt for this screen.
Payments:
Click on the payments button to post cash or check payments, or view a payment already entered.
Management $’s:
Click on this button to view management dollars. The owners gross income, commission, amenity amount, package equipment amount, owner charge for cleaning, owner charge for the credit card discount, tax 1, tax 2, tax 3 and the total tax amount will be displayed. The list of users allowed to view the management dollars is set in the control file.
Trans:
The Transactions button allows you to view the transactions for the reservation you are currently viewing. The transaction number, date, type, amount, reference number, and description will be displayed. You may use your movement keys to move through the transactions. If no transactions exist, no information will be displayed.
To edit a reservation transaction double-click the transaction or highlight it and press <enter>. An editing window will become available for you to adjust the operator, date, amount or comment. The ability to edit reservation transactions is user access controlled. If a user is restricted from this privilege the editing window will not become available. Nothing will happen when the transaction is double-clicked unless the user is allowed to edit reservation transactions.
Golf:
The Golf button will allow you to book a golf package or display information on the golf package that was booked for the reservation. If no package was used, no information will be displayed.
Equipment:
The Equipment button will display all equipment rental information for the reservation that you are currently viewing. The equipment description, pickup date, delivery date, quantity ordered and the amount will be displayed. You may use your movement keys to move through the equipment rentals. If no equipment was rented, no information will be displayed.
Charges:
The Charges select option will display all other charges that have been posted to the reservation you are currently viewing. The description and amount will be displayed. You may use your movement keys to move through the other charges. If no other charges have been charged the reservation, then no information will be displayed.
A/R:
The Accept or Remove button allows you to change the status of the renter’s travel insurance. If the reservation is within the cancellation period the status of travel insurance cannot be changed. If it is not within the cancellation period a pop up window will inform you and you should click the "OK" button to return to the view reservation screen.
GLA:
The GLA button allows you to reconcile the Guest license agreement for the reservation by clicking on the GLA button and then clicking on "Yes". The "Yes" indicates that the Guest License agreement has been received. You may choose to leave the Guest license agreement alone by choosing "No", or click on "Show" to see the date that the GLA was printed.
Card Info:
Select this option to view the credit card information for the reservation. The amount charged (or to be charged), type, card number, expiration date, card holder name, date the system will automatically charge the card (Do By) and the date the card was charged (Dte Done) will be displayed. If the card has not yet been charged, the date done field will display ‘No’. If the card was used to guarantee a reservation, and a payment was posted to the reservation (voiding the guarantee credit card charge), the date done field will display ‘Never’. This means that the charge will not be processed, but the credit card information has been retained for informational purposes. If the reservation has no credit card information, you will not have this button available. It will appear a light grey.
Notes:
This select option allows you to view, create, modify, delete, or reconcile notes for the reservation being viewed. Refer to the Notes section of your Help Files for more details on Notes.
Other info:
This button allows you to view the estimated time of check-in, estimated time of checkout and the transportation mode for the reservation being viewed. These items are maintained using the Change Reservation Information option located on the Reservation Maintenance option on the Reservations Menu.
Sales info:
This button allows you to view the real estate sales agent information. The agent number, name and the date assigned will be displayed. This information will only be displayed if an agent has been assigned to the reservation. Agents are assigned to reservations using the Assign Sales Agents to Reservations option on the Utilities Menu.
Date info:
This button displays a pop-up window with a list of information pertaining to dates such as the date the reservation was made, the date it was changed, if it was changed, the date the balance for the reservation is due and the date the rental confirmation, owner notification and final instructions were printed.
Unit Clean:
This button will transfer you to the Unit Cleaning Status screen allowing you to view or change the clean status of the unit the reservation is booked into. Refer to the Unit Cleaning Status screen of your Help Files for more information.
Print:
The print button allows you to select from the following options to print or e-mail.
[Confirm] Click to print or e-mail a Reservation Booked Confirmation. If the e-mail module is installed a Guest License Agreement and Reservation Confirmation may be e-mailed. The e-mail function from this screen puts the letters in queue to be sent. You must go to the Manage Email Records screen on an RMS workstation that is qualified to send e-mail and click [Send] in order for the letters to go to the designated addresses.
[GLA] Click to print or e-mail a Guest License Agreement.
[GLA/Conf] Click to print or e-mail both the Guest License Agreement and the Reservation Booked Confirmation.
[Final Instructions letter] Click to print or email the final Instructions letter.
[Golf Tee Time Request ] Click to print or email the Tee Time Request
[View] Click to print or email a copy of the Reservation View information.
[Folio] Click to print or email a receipt for the guest or use as an in house document.
[Deposit Conformation] Click to print or email a copy of the Deposit Confirmation
[Reservation Form Letter] Click to print or email a copy of the Reservation Form Letter
[Owner Notification] Click to print or email the Owner Notification