Company/Source/Travel Agent Profile
Enter demographic information about the company. You can enter multiple addresses, telephone numbers, and notes.
Search Name. Required. Enter the name to search for this company.
Full Name. Enter the company's full name.
Address. Enter the company's addressing (mailing address, city, postal code, state, and country)information. If the company offers two or more addresses, then select the Address drop down list to create multiple addresses. If multiple addresses are created, select one as the primary. The primary address will be displayed in parentheses.
Language. Select the company's preferred correspondence language.
Comp./IATA No. Enter the company number or travel agency's IATA number.
Type. Select what type of company this is. (Does not apply to the Source of Business profile type.)
Notes. Enter notes about this guest by opening the Comments drop down list. The notes are only visible when viewing the guest's profile.
Telephone. Enter the guest's primary telephone number. You must enter a primary telephone number before you can enter multiple phone numbers. Open the Telephone drop down list to enter multiple telephone numbers (home, business, answering service). If multiple phone numbers are created, select one as the primary. The primary phone type will be displayed in parentheses. You can specify or update a fax number in the Facsimile field.
Facsimile. Enter the company's facsimile (fax) number. You can setup/edit this number in the multiple telephone number area.
Ref. Curr. The property's currency is the default currency. If the guest prefers his billing and invoicing in another currency, open the Currency drop down list and select that currency.
Rate. Displays a negotiated rate code, if applicable. This information comes directly from the negotiated rate codes entered in the Rate Codes page under the Guest Info button.
A/R No. Displays the accounts receivable account number, if applicable.
Sales Mgr. Code. Open the sales manager drop down list and select a sales manager code. Sales manager codes are defined by each property or property chain.
Industry Code. Open the industry code drop down list and select an industry code. Industry codes are defined by each property or property chain.
Account Type. Open the account type drop down list and select an account code. Account codes are defined by each property or property chain.
Note: Club memberships, credit card information, and negotiated rate information is entered and updated with the Guest Info. button.
The relationship block is located in the center of the main Group page. This is where all relationships for this group are created and maintained.
Press the Guest Info button to enter or update the guest's club memberships, credit card information, and negotiated rate codes.
Search Name Feature
Use the Search Name feature select other profiles within current profile type.
This page shows summarized stay statistics (total nights, total stays). The History page provides details (property and room stayed in, arrival and departure time) of each stay. This page contains the same fields for a Company, Source, and Travel Agent profile.
Note: The grayed fields are view only. All other fields can be edited.
This Year. Displays the total nights, total stays, cancellations, no shows, and total revenue for the current year.
Last Year. Displays the total nights, total stays, cancellations, no shows, and total revenue for the previous year.
Potential Room Nights. Enter the estimated annual room nights for the contract.
Potential Revenue. Enter the estimated annual room revenue for the contract.
Mailing Letter. Check this box to put this profile on the mailing list.
Mailing. Select the Mailing drop down list to choose specific mailing lists.
Folio Instructions. Select the Folio drop down list to specify the types of charges the company will pay for when someone stays under their profile. For example, a company may choose to pay for their employee's room or entertainment charges (golf, tennis, and in-room movies) as a bonus. When the employee checks out, the folio will separate and show the charges to be paid by the company and the charges to be paid by the employee.
Currency. Select the currency in which the commission should be paid.
Commission. Enter the commission percentage on total revenue the company should receive, if any.
Created. Displays the date the profile was created.
User ID. Displays the User ID of the person who created the profile.
Use this area to create specific check-in messages for people staying under this profile. The messages will display when the guest checks in. No messages will be displayed if Normal is selected.
Normal. Guest is allowed to pay on normal terms.
Restricted. The default message is Warning. Guest is on restricted list.
Cash Only. The default message is Warning. Guest is on cash list.
R/L Message. Enter an additional message you wish to be displayed when the guest arrives for check-in. No message will be displayed if Normal is selected.
A/R #. Displays the company's Accounts Receivable number, if applicable.
Availability Override. Select this checkbox to indicate the company may book a reservation outside of availability limits.
Press the Save button to implement your selections/changes.
Select the types of charges a company is willing to pay when individuals stay under their profile. Follow the directions below to add or remove charges.
The available charges are displayed in the Available Codes box. To add a code, highlight a billing code and press the Select button. The selected code will move to the Selected Codes box.
To remove a charge, highlight a code in the Selected Codes box and press the Remove button. The selected code will move back to the Available Codes box.
Press the OK button to accept your choices and return to the Statistics page. If you press the Close button you will be asked to asked to keep or discard your selections/changes, and then return to the Statistics page.
Profile information updates and changes to reflect the guest's current data or status.
Access Profiles. The Profile Search screen is displayed.
Search for and highlight the profile you wish to change or update.
Press the Profile button. The selected profile will be displayed.
Select the appropriate profile page and enter or change the data as needed.
Press the Save button to accept the changes.
The Search Name block is always available regardless of the profile type or page selected.
The search request is limited to the current profile type selected. If you want to search for another profile within the current profile type, use this feature. If you want to search for a profile outside the current profile type, use Search button.
The names in the grid below the Search Name field are those profiles that match your last search request under the chosen profile type.
Click in the Search Name field.
Enter the name (or first few letters) of the profile for which you wish to search.
Press the Tab key.
The results of the search will be displayed in the grid under the Search Name field. The more complete your search criteria, the more successful your search will be.
There are 10 function buttons located at the bottom, right-hand portion of the profile screen. They are accessible at all times, but not all buttons are active all the time.
Change. Select the Change button to change a profile type to another profile type. You can only change Company, Source, and Travel Agent profiles. You cannot change an Individual or Group profile to any other profile type.
Merge. Select the Merge button to combine two profiles. It is possible that two or more profiles may have been created for the same guest. This function matches up the two profiles (line-by-line) such that you can determine if they are duplicates or not.
Guest Info. Select the Guest Info button to enter or update a guest's club memberships, credit card numbers, rate code entitlements, or permanent virtual numbers.
Select. Press the Select button to choose the current profile. This action is usually requested from another area of OPERA (i.e., accounting, cashiering, and reservations) to link a profile to its activity.
Search. Select the Search button to start a new search from the main Profile Search screen.
Comm. Displays information about the commissions earned by the current profile. This option is only available to those profiles that earn commissions (companies, travel agents, sources). The Commission button is activated when a travel agent or source profile has a commission's payable amount or a defined commission percentage. Use the Commission button when you want to view an agent or source's current commission's payable.
Delete. Select the Delete button to clear the current profile from the database. You will not be able to delete a profile with a stay history or future reservations, or other pertinent information.
New. Select New to create a new profile.
Save. Select the Save button to save your work.
Select the Change button to change the Profile Type of the current profile. You can only change between and among Company, Source, and Travel Agent profile types. You cannot change an Individual or Group profile. Follow the directions below to change a company, source, or travel agent profile type:
Press the Change button.
Choose one of the available profile types. The current profile type is greyed out and cannot be selected.
Press the OK button to accept the new profile type. The current information is transferred to the appropriate name page when a new profile type is selected.
If you do not want to make any changes, select the Close button.
If you question two or more profiles contain information about the same guest (duplicate profiles), then use the Merge button to compare the suspect profiles. Follow the directions below to compare and, if warranted, merge the two profiles.
Access a profile.
Press the Merge button. The Profile Search screen is displayed.
Search for and highlight the other profile, and press the OK button. The two profiles will be displayed for comparison.
Compare the two profiles line-by-line.
If you determine the two profiles are actually duplicates, then press the Yes button to merge the two profiles. If you determine the two profiles are not duplicates, then press the No button to exit this function.
When the Yes button is pressed the system will begin the merging process. Data, if any, is transferred from the From profile to the To profile only if there is data in a From profile field (Fax) and no data is found in the same To profile field. If both profiles have data in the same field (Postal Code) the To profile data always takes precedence. When the merging process is complete, the From profile will be deleted.
The Guest Information screen contains three pages (Memberships, Credit Cards, Rate Codes). Select the page you wish to view or update.
If a guest is a member of a club that offers discounts at your property then enter the guest's membership information in the Memberships page. The Memberships page is accessed from the Guest Info button located on the bottom, right-hand side of the Profiles screen.
Add a New Membership
Update Membership Information
Delete a Membership
When a credit card is needed to secure and pay for a reservation, entering the company credit card information once saves time and eliminates typing errors. The Credit Cards page is accessed from the Guest Info button located on the bottom right side of the Profiles screen.
New. Fill in the credit card information. Select a Card Type, enter the Card Number, and enter the Expiration Date. You may enter a Sequence Number, if desired. The sequence number determines the credit card's ranking relative to other credit cards when selected from the Reservation screen.
Edit. Update the credit card information as needed. Note that the card type cannot be changed. Press the OK button to accept your changes. Press the Close button to discard your changes (the prior information will be retained). You will return to the Credit Cards page.
Delete. You will be prompted to confirm your decision.
Any profile type can have negotiated rates, though they are usually associated with companies, groups, and travel agents. Set up the guest's negotiated rate or rates in the Rate Codes page. The Rate Codes page is accessed from the Guest Info button located on the bottom, right-hand side of the Profiles screen.
Note: A guest does not need to have an established relationship with a corporation, group, travel agent, or source to take advantage of their negotiated rates.
New. Fill in the negotiated rate information. Select a Rate Code, Start Date and End Date. You may enter a Sequence Number, if desired. The sequence number determines the negotiated rate's ranking relative to other negotiated rates when selected from the Reservation screen. Press the OK button to accept the negotiated rate information. Press the Close button to discard the negotiated rate information. You will return to the Rate Codes page. Press the Close button to exit the Guest Information screen.
Edit. The prior negotiated rate information will be displayed. Update the negotiated rate information as needed. Note that the rate code cannot be changed. Press the OK button to accept your changes. Press the Close button to discard your changes (the prior information will be retained). You will return to the Rate Codes page. Press the Close button to exit the Guest Information screen.
Delete. Highlight the negotiated rate you wish to delete. Press the Delete button. You will be prompted to confirm your decision. Press the Close button to exit the Guest Information screen.