Booking / Enquiry Entry
Bookings can be entered online, or offline using "Quick Bookings ". The advantage of "Quick Bookings " is that you can enter bookings without being connected to the internet.
Access to this option is controlled by " Permission option" 3.
Select the"enabled" select "Book now"
If this booking is similar or the same as another use the "Same As " button or booking number entry to select the other one. This new booking will be based on it. You can change or amend any value.
All available units are listed (unless selected otherwise in the " Settings " option). Select "All" to force all available units to be shown. The first available unit will be selected. To select a different unit, untick the selected one and then select another. Bookings can be moved or allocations changed using "Booking overview".
A summary is given, which changes automatically as you modify the booking options. The possible reservation lengths and the possible arrival days will be shown. If you have defined special offer or last minute rates which are only available if the booking date falls within a specified number of days prior to arrival, quick booking entry will ignore them. The rates will be available at all times. You decide whether to use them or not. If a Card surcharge has been defined for the default " Merchant account - PDQ " then the Card handling fee and an additional inclusive total will be shown.
Changing the currency will present all the values in that currency but will be recorded in accommres only in the currency relevant to the property.
If you agree a different price with the client you can override the value in the "Total" box. This option is "permission option" restricted, number 51.
When you are sure you have the right date and length of stay select " Book now " alternatively if the client can not commit now select "Save Enquiry" and the information will be saved for access later and it provides useful Marketing statistics for Management.
The "Settings" option includes controls on how Booking Entry performs which can be used to improve performance on large systems with more than 25 users.
If you have permission you can enter a "Free booking" for staff, friends or others.
Access to this option is controlled by "Permission option" 45.
You may need to specify your own price. Use the "Total" option for this. Once/if you specify a Total value the booking (Deposit appropriate Sales Tax etc) will be recalculated accordingly.
Access to this option is controlled by " Permission option" 44.
Finding an existing Booking or Enquiry
If the booking you want to enter is the same or very similar to an existing one use the "Same as Booking" entry. Enter the booking number or select the booking using the "Find a Booking" option - " +" button.
If this booking is already stored as an enquiry then enter the Enquiry number in the "Enquiry reference " field. If you do not know the number select it using the "Find an Enquiry" option - "+" button.
See section at end of this page.
Long stay Bookings or Rental contracts
If the stay is longer than 45 days the drop down at the bottom of the form becomes enabled. You can select either "Daily" or "Monthly". If Monthly the booking or rental contract is generated on a monthly basis. A deposit will not be shown but alternatively a monthly rent is calculated including 2 part payments (beginning and end) if the contract start and end dates are not at the beginning or end of a month. Multiple invoices will be raised, one for each month or part of month.
It is presumed that the client has stayed with you before. The find client window is shown. If the guest has not stated with you before press the "Esc" key or the "Close" button.
Property Owner bookings
If the client for this booking is the Owner of the Room/Unit, the owner of the Unit will be automatically loaded.
Next you confirm and/or enter the client details.
If the client
Select the language of this client. All documentation printed or emailed will be in that language.us the "Booking Details" option.
Any special requirements for the client can be entered. These appear on a variety of reports and can be updated in the "Booking Details" option.
Types can be defined for each booking. The Type will default to that of the Client. You can select as many types as you want. Select the "+" button to update "Booking and Client Types ". The Enquiry Source, Offer, Type Analysis and REVPAR Report is used to analyse bookings by type.
When ready, select " Click here, to Confirm your Booking".
Confirm your Booking
When selected the accommodation is reserved and a booking record generated.
A booking reference is given, with summary information of the booking. Now that the accommodation is reserved, additional information can be taken. Once entered the booking appears in "Booking Overview".
Booking secured by
Use this button to enter a deposit with this booking. Payments can be entered later using the "Booking Details " option. Depending on the rules specified in "Deposits" the deposit amount is calculated.
Addition tasks or services to be supplied during the stay. These can be Meals, or Newspapers, additional cleaning etc. See "Daily Items" for more information.
Booking confirmation and label printing
Booking confirmation can be emailed to the client or printed and mailed. If a label printer is available you can print an address label. The confirmation includes all information on the booking, contact information for the accommodation and directions how to get there if relevant. If you print a confirmation the page is formatted in accordance with the options in "Your Details".
Quick Booking can enter a single booking for one unit of accommodation. If you want to book multiple units/rooms in one property use " Group Booking".
Select the Enquiry source for the booking. This can be analysed later.
Select the language of this client. All documentation printed or emailed will be in that language.
When ready, select "Save".
Once saved an enquiry reference is issued which you can give to the Client. They can use it at a later to date to help you find their enquiry.
All enquiries are reported on using Daily Room Enquiries Report. This can be used to be pro-active with sales if there are cancellations. Those enquiring for the same arrival date can be contacted to see if they still would like to book.