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Hotel Software Documentation

Reservations

Introduction

In this help section you may find a brief description of booking a room, registering customers and billing.

Creating Reservation (Booking)

Room booking is more convenient from the calendar screen. It displays which rooms are not booked, which are booked and which are checked in.

To open the calendar click on the appropriate button on the tool panel or choose Calendar in the folder tree.

In the calendar days are located from left to right and available rooms - from top to bottom. To change a beginning date for the calendar click Set Date link at the top part of the screen, or use Prev Week and Next Week buttons to page through.

The sell color corresponds with the sate:

Not Booked

Booked

Not Confirmed

Checked In

Complete

If the room is booked for given time and date, there will be the first letter of the first name and the first three letters of the last name of the customer. If the customer checks in, there will be a planned check-in time in front of the name (12:00 - B Dav). If the customer checks out, the time will be shown after the name (B Dav - 11:00).

To book one or several rooms, click on the cell, corresponding with the necessary date and room type:

A quick booking window will pop up:

Enter the customer's name, arrival and departure dates at the top of the window. Time is set up on default, you can change it later.

In the center of the window all available rooms for this period of time are listed. To indicate a room for booking, just select it. To select several rooms, use the usual windows method of holding the Ctrl button while clicking.

As there may be different tariffs for different rooms in different seasons, in the text field on the right you will see names of the used tariffs and full price per day.

At the bottom of this window you will se the maximum number of guests who can stay in the selected room(s), total price per day and total amount for the whole period.

When all the necessary data will be filled in, click Ok. If Show this Reservations flag was marked, a reservation window with all the parameters will be opened. If not, you will go back to the calendar screen, where you shall se this new reservation.

Working With Reservation

The easiest way to work with reservations within the calendar screen is to click on them. A window with reservation info will pop up:

The upper (yellow) part of the window contains general information on the reservation - name, status, number of guests. To change the status, select the appropriate item in the drop-down menu. The middle (main) part of the reservation window is different for each tab.

Order (Rooms)

This tab contains all financial information on booked rooms, services and payments.

Button descriptions:

• Add Room... - adds a room to the reservation. Only the rooms available for the given period of time will be offered. See Configuration chapter to learn more about pricing.
• Add Service... - adds any additional service to the reservation (besides the room-rent). Service cost depends on its type, and may be either determined depending on the number of days, the person will stay in, or manually. See more about services at Configuration section.
• Add Payment... - adds a payment from the customer. Payment types may be edited in the Payment Types folder.
• Add Discount... - applies a discount to this order. The discount may be applied to all the items of the order, to rooms\services only, or to the elements selected. Discount amount may be both percentage and fixed rate. Learn more about discounts at the Configuration section.
• Print Invoice - prints invoice. Read Report Style Editor section to learn about editing invoice template.

Double-click on the element will bring up a window, where you can change all the values manually.

Under the listing, there is full information on the order.

Customer Details

This tab has additional information on the customer - address, phone number, country, etc.

You may perform a search through the customers database and automatically add the information from the database into the reservation.

Button descriptions:

• Find in database and fill data - find the customer in the database using his first and last name. If this customer already in the database, add information to the reservation.
• Select From Database... - select the customer from the database manually.
• Create/Update customer in database - create a customer profile in the database using the information from the reservation order. This option is useful for tracking recurring visits and avoid filling in the same information over again.

If the guest is already in the database, Customer Card Link field is filled in automatically. Customer card will be opened on click.

Agent/Advertisement

This tab is for registering an agent who has brought the customer to you, or marking through which advertisement method the customer has learned about your hotel.

Based on this data, you can get a report and make a diagram survey in the report section. If the agent is indicated, the software will automatically count the agent's commission. See additional information at Configuration chapter.

Cancelling Reservation

To cancel the reservation, click the Cancel button at the right-hand upper corner of the reservation window.

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