Reservations - Other Information
Guarantee and Hold Information
Guarantee Information consists of the Hold Type used for the reservation. It may also include credit card information if the guest has provided a credit card number as a method of holding their reservation.
Hold Types
Select a valid hold type to indicate the type of guarantee for the reservation. A valid hold type could be 4PM for example which would indicate that the reservation will be cancelled if the guest does not show up by 4PM. Hold types can be added or changed in the Reservation Configuration screen, Setup > Configuration > Reservations > Hold Types. Click here for more information.
Credit Card Information
If the guest is guaranteeing the reservation with a credit card, enter the credit card number and expiration date. roomMaster fills in Name on Card with the name on the General Information tab. Credit card information is carried over to the guest folio when they are checked in. To view the last four digits of a credit card number after a reservation has been entered, click the icon next to the Number field and a window displaying the credit card information will appear. Each time the icon is selected, it is logged to an event viewer. The credit card information window closes automatically after 15 seconds.
Direct Bill/Company
Entering a company in the Direct Bill field will allow you to specify the company to check them out to City Ledger as an Account Receivable transaction. This will be the company which is responsible for the guest bill.
If the guest is guaranteeing the reservation with a Direct Bill city ledger account, enter the account number or click on the magnifying lens to pick the account from a list. Usually a reservation can be guaranteed by a city ledger account since the amount of the room can be billed to city ledger if the guest does not show up. If the reservation is not going to be guaranteed, but billed to city ledger, make sure you select a hold type of 4PM or 6PM even though you select a city ledger account for billing.
The Company field lets you track guests that are not direct bill accounts, but stay with you frequently.
Only active City Ledger accounts will appear when the magnifying glass is used to search for an account on a reservation. You must have access to the city ledger, setup through Menu Profiles and User Profiles, to view inactive accounts.
The Made By field provides a field to specify who made the reservation if it is not the guest themselves. Examples of this might me the travel agent's name, the guests spouse, company secretary, or parent.
You can keep track of the guest's email address for sending out mailings over the internet. The field can accept up to 128 characters, allowing you to enter multiple addresses by separating address with a semi-colon(;).
Confirmation Letter
You can print a confirmation letter for this guest by clicking on the Print Letter button at the top of the reservation window. Another option, you may decide to email a confirmation letter to the guest by clicking on the Email Letter button at the top of the reservation screen. If multiple email addresses are entered, then each email address will receive a confirmation letter. If you pick either of the manual methods of sending the confirmation letter, the current system date will be placed in the Letter Sent field to record the action taken. Each time any letter is printed or emailed from a reservation or guest folio, an entry is made in the Change Journal identifying the type of letter, the method it was sent and the email address where appropriate.
Checking the Send in Batch checkbox next to the Letter Sent field tells roomMaster to include this reservation when running the Confirmation Letters(Batch) report or the Confirmation Letter Export. This allows you to run the confirmation letters for all reservations that have this field checked. Once the letter and/or labels have ran, the current date is entered in to the Letter Sent field indicating the confirmation letter has been sent. To reprint a confirmation letter for a guest reservation, you first need to delete the date in the Letter Sent field. See Confirmation Letters for more information.
You may also print an envelope for the current reservation by clicking on the Envelope button at the top of the reservations screen.
Travel Agent Information
Select the Travel Agent responsible for this reservation from the magnifying lens button or enter their ID number directly into the field. The Travel Agent will be logged for this reservation based on the payment agreement setup under the Travel Agent Setup. If more than one Travel Agent is responsible for this reservation you may enter the second Travel Agent's ID number directly into the Travel Agent 2 field or search for the Travel Agent to select through the magnifying lens button.
Custom Fields
Two custom lookup fields can be added to the screen as well as six free-form text fields. These fields can added in Setup > Configuration > User fields. You also have the ability to print statistic reports on the custom lookup user fields in the reports menu. See Setup User Fields for more information.
Audit Information
The Audit Information section of the Other Information tab provides details on the reservation's creation, modification and /or cancellation history. Whenever the reservation is created, modified in anyway or cancelled, tracking information will be displayed in this section showing the dates, times and the user initials associated with the action taken.