Overview:

This is the program used to actually make or change a reservation.
You may reach here from a number of different ways: by searching for a
reservation, by accessing a reservation directly with a reservation#,
and from creating a new reservation from the Mailing List.

For general information on data entry programs see
Using a Data Entry Program

Mandatory Screens
Main
Items
Rating
Payments

Optional Screens
Items
Notes
Roster
History
Override Description
NoShow
Info
Lock

Detailed Field Information by Screen

- Main Screen -



If you are accessing a reservation by reservation# then:

Reservation# Enter the reservation# of an existing reservation.

For more details on the other fields see Create a new reservation



Item Summary Screen



This screen lists all of the items booked on a reservation.  To modify a
line simply highlight it and press enter. A reservation can have a maximum
of 99 items booked.

This screen does not appear if the reservation has no items, as in the
case of a new reservation.

First Column The first column is a series of letters starting at A,
one for each booked item.  To quickly select an item, press it's letter.
To enter a new item, press Z.  To return to the main screen, press X.

Date The start date of each item.  Items are sorted by date, then
for items starting on the same date they are sorted by the category:
activities, then lodging, meals, packages, other and rentals.

Time Starting time of the item, if applicable.

Dur Duration of the item, if applicable.

Ppl/Qty The participants or quantity, for each item.  If participants
are shown they are shown "added" together (4+2=6).  This is to show how many
at each price are entered.  If you see 4+2=6(1) then the (1) means 1 person
is going for free.

Price The total price for the item.

W If there is a checkmark in the "W" column then the item is on the
waiting list.



Item Detail Screen

This screen is used to actually enter the items to be booked on a
reservation.



Start Date This is the starting date of the item being booked.

Category This is the category of the item being booked.
A choice list pops up, and the choices are:
Activity, Lodging, Meal, Rental, Other or Package.

Code This is the code of the item being booked.  The code has to
exist within the category selected.  If the code is not known then the
user can press F2 for a list.

Depending on the category selected the screen will change slightly to
accomodate the specific information required to enter an item.  Once
the information pertaining to the item is entered, then the rating
for the item needs to be completed.

Activity
Lodging
Rentals
Meals
Other Charges
Packages
Rating


Activity Entry



Days Days is automatically filled in, unless the number of days
setup for the activity was left blank.  In that case the user needs to
fill in the Days.

Start Time A start time per day, needs to be selected.  A list of
times is shown with available and booked spaces.

Adults The number of adults to book.  If the Adl/Chl indicator
in the item setup is set to C then the Adults field will be bypassed.

Children The number of youth to book.  If the Adl/Chl indicator
in the item setup is set to A then the Children setup will be bypassed.

No Shows The No Shows field is only accessible from the Other,
No Show button.  It is used to record the number of people that did
not show up.

Guide Req This is a list of up to 5 guide requests.  Guide codes
can be entered, or F2 can be pressed to access a list.  If a guide was
previously requested the user will be notified, but the request will
still be taken.


Lodging Entry



Nights Enter the number of nights to reserve.

Adults The number of adults to book.  If the Adl/Chl indicator
in the item setup is set to C then the Adults field will be bypassed.

Children The number of youth to book.  If the Adl/Chl indicator
in the item setup is set to A then the Children setup will be bypassed.

No Shows The No Shows field is only accessible from the Other,
No Show button.  It is used to record the number of people that did
not show up.

Unit Type A list of unit types setup for the lodging code will
be displayed, and one must be selected.

# of Units If the unit type selected was setup as unitized then
a number of units may be asked for.  If the "Rsv Book" question was
answered as "N" in the Lodging setup then only a quantity
need be entered.  If "Rsv Book" was answered as "Y" then the user is asked
to select one or more unit names, and the quantity is equal to the number
of units selected.  If "Rsv Book" was answered as "M" for maybe, then you
can enter the number of units to book, and optionally select unit names.


Rental Entry



Days Days refers to the duration of the rental.  If, in the
Rental Code setup the Days field was valued then that
value will be the default value for this field.

Adults The number of adults to book.  If the Adl/Chl indicator
in the item setup is set to C then the Adults field will be bypassed.

Children The number of youth to book.  If the Adl/Chl indicator
in the item setup is set to A then the Children setup will be bypassed.

No Shows The No Shows field is only accessible from the Other,
No Show button.  It is used to record the number of people that did
not show up.

Quantity The quantity refers to the number of units to be
rented.  This defaults to the sum of adults plus children, divided
by the "Max Ppl/Item" field in the Rental Code setup.

Time When the rental code is setup there is a provision for
entering rental times.  If this was setup then a list of those times
would be displayed and one chosen.


Meal Entry



Days Days refers to the number of days to book the meal.

Time When the meal code is setup there is a provision for
entering meal times.  If this was setup then a list of those times
would be displayed and one chosen.

Adults The number of adults to book.  If the Adl/Chl indicator
in the item setup is set to C then the Adults field will be bypassed.

Children The number of youth to book.  If the Adl/Chl indicator
in the item setup is set to A then the Children setup will be bypassed.

No Shows The No Shows field is only accessible from the Other,
No Show button.  It is used to record the number of people that did
not show up.


Other Charges Entry



Quantity Quantity refers to "how many" of the other charge to
charge for.


Package Entry

In general, packages are entered the same way as other items except
you are usually entering in more than one item.  The system will step
through each item in the package, one by one, and the appropriate
category specific screen will appear.  Many fields will have default
values derived from the package setup.  Once all of the package items
have been entered then the rating information is entered.




Rating



Rate# A list of possible rates will be displayed and the user must
select one.  These rates come from the Rates screen in the item setup.
If a rate does not appear then usually it is because the rate's privilege
is zero, or the reservationist's privilege is not equal to or greater
than the rate's privilege.

Once a rate is chosen the price descriptions assigned to the rate will
appear on the screen.

Pricing



Prices Prices are where the user can determine how many people
will be charged what price.  Price entry varies depending on the Rate
chosen and the Price Code given to that rate.  If the rate base was per
person then the user will have the possibility of entering people in up
to 4 different spots, plus a quantity of free people.  If the rate base
was Flat then the user can only enter 1 quantity.  If the category was
lodging or rentals then there is a possibility of entering in people
for an additional charge.

Discounts



Disc Code This is a discount code.  Depending on the code the
user may or may not enter a discount amount and discount basis.  For
a full description see the Discount Code setup.



Notes

Notes are broken up into Note Categories, this is done
to simplify the entering and retrieval of notes.  By entering notes into
categories it is much easier to print pertinent notes on reports.  Once a
category is selected then a window will appear where you can type in upto
999 lines of notes.  If the category has notes then an asterisk will appear
next to the category name.





Roster

The roster is used to record the names of participants associated to
the item being booked.  If an entry is made in the roster either the
customer# must be entered, or the last and first name.  All other fields
are optional.  When exiting the roster the system will compare the sum
of the quantity field to the sum of adults and children to ensure
everyone was accounted for.  If the roster is accessed from the main
reservation screen then the roster is for the reservation as a whole
and not for a specific item.



Cust# If the participant is in the mailing list then enter their
number.  Using the mailing list number is optional.

Last Name If the mailing list number is not used then enter the last
name of the participant.

First Name If the mailing list number is not used then enter the first
name of the participant.

Age Age of the participant.

Wgt Weight of the participant.

Hgt Height of the participant.

Qty Quantity of the item the participant has booked.

Size Size of the item the participant has booked.

User-defined There can be upto 4 user-defined fields in order
to capture user specific information.  These fields are defined in
the Configuration program.


History

The history screen shows the changes made to the item, and who made them
and when.




List

List allows you to view the checklist questions and answers.




Override Description

Desc simply allows you to change the item description for the current
item on the current reservation only.  The new description only prints
on the confirmation.




Info

Info displays any textual description about the item being booked.
This description is setup in the item's setup program.




NoShow

This button simply allows the user to enter any no shows.


Payments

The reservation payments screen allows up to 99 payments to be made
for each reservation.



Payment# To create a new payment, press Enter.  To recall an
existing payment, enter it's number or press F2 for a list.

Pmt Method There are many ways to take a payment.
C-Cash
K-Check
M-Money Order
G-Gift Certificate
R-Rain Check
I-Issue a rain check as a refund
P-Credit Card
X-Transfer to another reservation
O-Other, basically a catchall
E-External - only for transfers from the POS system
Y-User defined
Z-User defined

Pmt Date The date the payment is made on.  Defaults to current
date.

Customer# Everyone that makes a payment must be in the mailing
list.  To search press F3.

Amount The payment amount.  Refunds and Transfers are entered as
a negative.

Refund Why If the payment is a refund then a Refund Why
code must be selected.

At this point if you are issuing a rain check then the Rain Check program
will appear.  You can then fill in the rain check specifics.

CC Number If the payment type is a credit card then the credit card
number must be entered, or the card swiped.

CC Exp Dt Credit card expiration date.

CC Name The name as it appears on the card.

Auth Only If you only wish to take a security deposit and don't
necessarily want to charge the card then enter "Y", otherwise "N".

Auto Auth If you wish for the computer to call for authorization
then answer "Y", else answer "N".

CC Auth If you answer N to the above question then you must supply
the Authorization number obtained from the credit card company.

Reference# Optional if manual authorization.

Check# Only used when a Check or Rain Check is used for payment.

Gift Cert# Only used when a Gift Certificate is used for payment.

Pmt Cat If you have Payment Categories setup
then you may be asked to enter one, depending on which payments types
require a payment category.

Note:
If a credit card payment is made and the computer is to do the authorization
then a small window will appear asking for the card holder's address and zip
code.  This is the billing address of the card.

Other Buttons:

Rct
To print a CC receipt

Pmt-Rct
To print a receipt for the payment

Notes
Notes specific to the individual payment


Deposit/Payment Info

This screen allows you to alter the way the system calculates the
payments, or to change the payments themselves.



OverRide Rule If you wish to ignore the Deposit Rule
the system has assigned to the reservation then enter the one you wish
to use.

Lock Amts? If you plan on overriding the payment amounts and desire
that the system not re-calculate the amounts then answer "Y".  If the
reservation changes and the total amount due is no longer the same, the
system will ignore a answer of "Y".

Lock Dates? If you plan on overriding the payment dates and desire
that the system not re-calculate the dates then answer "Y".

Date The date that the payment is due.  Can be over-ridden.

Amount The amount of the payment.  Can be over-ridden.


Notes
Same as Notes above.


Print
Print a confirmation.


Hist
History of all reservation item changes.



Cancel
This screen is used to cancel the reservation.



Are you sure... If any outstanding payments are left on the reservation
you will be notified.  At that point you can decide to go ahead with cancelling
the reservation, or not.  If there are no items or payments remaining on the
reservation you will be asked if you want to eliminate the reservation.  If
you answer Y, then all traces of the reservation are erased from the system.

Cancellation Reason Code This is the reason the reservation is being cancelled
You must choose one of the Cancellation reason codes previously setup.

Authorized By This would be the name of the person calling in to cancel
the reservation.

Cancellation Fee This is the amount you wish to charge the customer for
cancelling their reservation.  Cancelled reservations are printed on the
Cancelled reservations report.


Roster
Same as item roster.


Lock



This screen is used to deny access to certain parts of a reservation.
If a part is locked then only someone with a high privilege, or logged
on with the ID of the person that locked the part, can access that part
of the reservation.

Main The main part of the reservation.  That is the Customer#,
Status, Taxable, etc.

Items The item detail portion.  Items can be viewed but not changed.

Payments Payments can be viewed but not changed.

Deposits Deposit info cannot be changed.

Notes Notes cannot be changed.

Print Confirmations cannot be printed.

History History cannot be viewed.

Cancel Reservation cannot be cancelled.

Roster Roster cannot be altered.

Rls Form Release Forms from the reservation cannot be entered.


Form

Release Forms. See Release Forms for info
on how to enter release forms.  The only difference between entering
a release form from within a reservation and from using the release form
program on the menu is that the reservation number is saved in the
customer's history with the former.