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Reservation Search
The reservation search feature allows you to display reservations (including Day Use, Due In, Checked In, Due Out, Checked Out, Cancelled, No Show and Complimentary) by choosing from a large selection of search options. This feature also serves as an entryway for creating new reservations, changing existing reservation information, accessing guest profiles, canceling reservations, mass reservation cancellations, checking in guests, and canceling check ins.
To access the Reservation Search screen, select Reservations > Update Reservation.
Upon display, only the upper section of the screen appears; select the Advanced button to display all search options, if needed. Enter your search criteria and select the Search button to begin the search.
Note: If you know the confirmation number or cancellation number (Conf/Cxl No. field), this is usually the fastest way to search for a specific reservation.
Note: In a majority of the entry fields of the Reservation Search screen, if the first character is a "%" or if the first character is one of the cc swipe reader delimiters configured in the system, then the contents of the item are masked and display as asterisks (*) until the user hits the search button.
Name. The guest's or accompanying guests last name. If you are unsure of the correct spelling, enter only the first few letters (if you are sure of them).
Company. The name of the company associated with the reservation.
Group. The name of the group associated with the reservation.
Source. When the Profiles > Source application function is active, the reservation source (e.g., a reservation service such as SRS or Leading Hotels of the World) associated with the reservation.
Agent. The name of the travel agent associated with the reservation.
Contact. When the Reservation > Reservation Contact application function is set to Y, the Contact field appears. Enter the last name of the billing contact or reservation contact as a search option.
Custom Ref. External CRS system reference number associated with the reservation.
First Name. The first name of the guest. This field can be helpful if the guest has a common last name like Smith.
Corp No. The corporation number for the company attached to the reservation.
Block. The name of the block associated with the reservation.
Arrival From/To. Define the range of arrival dates you want to search. The arrival date From field defaults to today's date. Select the calendar icon to display the calendar screen and choose the desired beginning and ending dates of the arrival date range you want to search.
IATA No. The IATA (International Association of Travel Agents) number belonging to the travel agent associated with the reservation.
Postal Code. Enter the postal code for the guest's address. The postal code may be searched in any of the following ways:
Property. When the OPP_MHT2 OPERA Property Management Multi-property add-on license is active, select the property to search.
CRS No. The CRS number is the GDS transaction number or other central reservations system transaction number associated with the reservation. Specific CRS numbers can be searched on at a time by entering a comma between each CRS number. When an active OXI interface is present, the CRS indicator used in this field displays for split off reservations (GUESTID copied from the original) that were split prior to check-in. This indicator allows OXI to maintain a link between the split from and the split off reservations on update, and to prevent updates coming from the CRS from deleting or updating a linked reservation incorrectly.
TA Rec Loc. The TA Record Locator is available when the Reservations > TA Record Locator application parameter is set to Y. Two or more reservations can have the same TA record locator, in which case all matching reservations are returned. If a TA record locator is entered and no matching reservation is found, you are prompted to create a new reservation, which will auto-populate the TA record locator you searched on.
Note: When you opt to create a new reservation using the TA record locator, the Reservations > Reservation Flow application setting is ignored and you are taken directly to the Reservation screen.
Conf/Cxl No. Enter either a confirmation number or a cancellation number for the reservation. (The date in Arrival From is ignored when you search by confirmation number or cancellation number because these numbers are unique identifiers.) Specific numbers can be searched on at a time by entering a comma between each number.
Mem. Type/No. Enter the membership type or select the down arrow to choose from a list of membership programs. In the field to the right, enter the complete membership number.
Note: You may search on the membership number alone, without specifying a membership type. You may also search on the membership type without specifying a membership number.
If the guest has a membership card, position your cursor in the Membership No. field and swipe the card. OPERA will populate the Membership Number field with that membership number. The membership type entered in the Membership Type field is used as a filter and to determine the card's mag strip layout. If no membership type has been entered, the default membership type (set using the Profiles > Default Membership Type application setting), if available, is assumed.
Note: When you search on a membership number, Arrival From and Arrival To dates are ignored and cleared. The search will return reservations for this membership number regardless of stay dates.
Party. When the Reservations > Party application function is active, the name of the party associated with the reservation. If you search on a party, all reservations attached to the party are returned.
Communication. Use this field to search by any communication type (e.g., Phone, Fax, Email) associated with the guest's profile.
All Properties. When the OPP_MHOT Multi-Property Base and/or OPP_MHT2 OPERA Property Management Multi-Property add-on license is active, select this check box to search all the properties that are associated with the logged in property. If there are no alternate resorts configured for the current resort in its Property Details, selecting the All Properties check box will still only return the reservations for the current property.
Room Type. Select the down arrow to display the Room Type list of values. Choose the room type specified on the reservation.
Stay On. The date when guests are, were, or will be in-house. Select the calendar icon to display the calendar screen. Choose the date to search. This option searches for reservations for guests who are, were, or will be in-house on the selected date.
Room No. The room number assigned on the reservation. Specific room numbers can be entered, separated by a comma, to be searched for. For example, if a user wants to search for Rooms 1001 and 1008, then the user would enter 1001, 1008 and select the Search button to return only those two rooms.
Market Code. Select the down arrow to display the Market Code list of values. Choose the market code specified on the reservation.
Res Type. Select the down arrow to display the Reservation Type list of values. Choose the reservation type specified on the reservation.
Source Code. Select the down arrow to display the Source Code list of values. Choose the source code specified on the reservation.
Rate Code. Select the down arrow to display the Rate Code list of values. Choose the rate code that is attached to the reservations you want to find. The Rate Code option works with a stay date.
If you do not specify a Stay On date, the current business date is assumed. Only reservations having the specified rate code active for the current business date (the date when you are performing the search) will be returned. If you specify a Stay On date, you may search for reservations having rate codes other than the rate code that applies for the current business date.
For example, assume a reservation is for 3 nights with a different rate code each night:
Stay Date |
Rate Code |
02/01/10 |
RACK |
02/02/10 |
LEISURE |
02/03/10 |
ECON |
If the current date is 02/01/10 and you search on RACK with no Stay On date, the reservation will be returned. However, if you search on LEISURE or ECON with no Stay On date, the reservation will not be returned. If the current date is 02/02/10 and you search on LEISURE with no Stay On date, the reservation will be returned. However, if you search on RACK or ECON with no Stay On date, the reservation will not be returned.
If the current business date is 02/01/10 and you specify a LEISURE rate code and a Stay On date 02/02/10, you will identify the reservation. Similarly, if you specify a Stay On date of 02/03/10 and a rate code of ECON, you will also identify the reservation.
Reservations that span multiple nights with multiple rate codes can be located by specifying any of the rate codes attached to the reservation along with any of the dates covered by the reservation. In the above example, if you search on the LEISURE rate code with the Stay On date of 02/01/10, the reservation will be returned. Similarly, if you search on the RACK rate code with a Stay On date of 02/02/10, the reservation will be returned.
Country. Select the down arrow to display the Country list of values. Choose the guest's country.
City. The guest's city.
Conf. Letter. Select the down arrow to display the Confirmation Letter list. Choose a letter type to search for reservations for guests receiving that letter.
Payment. Select the down arrow to select a payment method from the single select LOV. You must select the payment method when you search for a reservation using a credit card number.
Promotions. When the Reservations > Promotions application function is active, select the down arrow to display the Promotions list. Promotions (e.g., Fall Holiday, Superbowl Sunday, Buy One Get One Free) that are currently available are displayed on this screen. Select one, multiple, or all promotions from the available promotions list.
Credit Card #. To search for the reservation by the credit card number manually enter the credit card number or swipe the guest's credit card. From the payment LOV, you must select the type of credit card. When the credit card icon displays at the end of the field, the Credit Card Vault functionality is active. See Credit Card Vault for details. When the IFC > DISABLE PAYMENT GATEWAY application parameter is set to Y, the payment gateway button is disabled on the Payment Method screen.
Note: For security reasons, if a credit card is swiped with the cursor in this field, the information associated with the credit card is initially displayed as a series of asterisks. This is also true if you manually type a credit card number beginning with a % sign (e.g., %9238...). The asterisks will resolve to the masked credit card number or to the actual credit card number if the user has been granted the Reservation > Credit Card Information View permission.
ETA From/To. Define the estimated arrival time range (on the arrival date) you want to search. The guest's estimated arrival time is recorded on the Reservation screen (ETA field). An estimated arrival time may be included on reservations that have not yet checked in. This time will be replaced by the actual arrival time when the guest checks in. For example, if you wanted to find all guests who arrived between 4:00 PM and 6:00 PM, you might specify a From time of 16:00 and a To time of 18:00. (Use the time format defined for the property in Configuration > Property > Property Details.)
Rate From/To. The range of the rate amounts for the reservation. For example, if you are searching for reservations that have rates of from 200.00 to 350.00, enter 200.00 in the From field and 350.00 in the To field. To or From amounts can be entered separately to search on a lower or upper limit only.
Deposit Due From/To. The range of the deposit amounts required by the reservation. For example, if you are searching for reservations that have deposit requirements of from 100.00 to 200.00, enter 100.00 in the From field and 200.00 in the To field. To or From amounts can be entered separately to search on a lower or upper limit only.
Deposit Due Date. The date on which the reservation deposit is due. Select the calendar icon to display the calendar screen. Choose the date to search. This option searches for reservations having a deposit due on the selected date.
VIP. Available when the Profiles > VIP application function is active. Enter VIP levels separated by commas, or select the down arrow to choose VIP levels from the VIP Levels list of values. When the OPP_MHOT add-on license is active, this option is not available if the All Properties check box is selected.
Room Class. When the General > Room Class application function is active, select the room class from the list of values to search for.
Created On. Select the calendar icon to display the calendar screen and choose the date the reservation was created.
Created By. Select the down arrow to display the users list of values. Choose the user who created the reservation.
Search Type. To search for reservations having a specific reservation status, select the appropriate option button:
General. Search for reservations regardless of reservation status. This is the default.
Day Use. Search for Day Use reservations.
Cancellation. Search for canceled reservations.
Checked Out. Search for Checked Out reservations.
Due In. Search for Due In reservations.
Due Out. Search for Due Out reservations.
Waitlist. Search for waitlisted reservations.
No Shows. Search for No Show reservations. Only the Comments field, Reinstate button, and Rate ellipsis button are active on the Reservation screen for No Show reservations.
Complimentary. Search for Complimentary reservations. (These are reservations having a rate code that is configured as Complimentary.)
Mass Cancellation. Select this check box to enable cancellation of multiple reservations on the Reservation Search Results screen. The Mass Canl. button will be available to allow cancellation of all listed reservations belonging to guests who have not yet checked in.
Pre-Registered. Only available when the Reservations > Parameters > Internet Check In application parameter is set to Y for the property. Select to filter search results by reservations that have been pre-checked in over the internet.
Partial String Match. (This field is normally hidden. Double-click in the lower right-hand corner of the screen to display this field.) Select this check box to perform a search based on a partial string entered in any field that allows free-form text entry (e.g., Name, First Name, Company, Group, Source, Agent, City). A partial string is letters that appear anywhere in the term you are searching on. For example, the partial string ro entered in the Name field might result in reservations for Richard Ross, Mike DePietro and Metro Design being returned in the search results.
Partial Condition Match. (This field is normally hidden. Double-click in the lower right-hand corner of the screen to display this field.) Select this check box to perform a search based on a match in any of the criteria you specify. (This kind of search is known as a Boolean OR search.) You may use partial strings where allowed when performing this kind of search. For example, suppose you specify 08-20- 02 and 08-20- 02 in the Arrival From and To fields. You also specify Ross in the Name field. When you perform a partial condition match search, OPERA will return all reservations having either an arrival date of 08-20-02 (regardless of the guest's name) or the last name Ross (regardless of the arrival date). If Partial Condition Match were not selected, only those reservations having an arrival date of 08-20-02 for guests having a last name of Ross would be returned.
The search results grid lists the reservations that meet the search criteria you specified. Highlight the reservation and select the appropriate button to perform the actions enabled by the available buttons. Lamps in the lower part of the screen alert you when the reservation has preferences, deposit/cancellation requirements, shares, profile notes, reservation comments, routing, or other features associated with it (See Indicator Lamps for details).
The following information is displayed in the search results grid. All information is not applicable to every reservation.
Property. Property for which the reservation was made. This field is displayed if the OPP MHOT Multi-property license is active.
Color. Depending on the setting for the Reservations > Reservation Color Codes application setting, displays the user defined color associated with the Reservation, Market Code, or VIP Level as a quick reference to the user. (See Reservation Color Codes, Market Codes, or VIP Levels for details).
Name. Guest's last name and first name. A * (asterisks) is displayed by the name of the guest if the reservation is being shared with another guest. Hovering the pointer on the *, in the Name column title, displays a bubble message that shows that clicking the * will Sort by Shares. This option groups all of the guests sharing the reservation together in the search results grid by their assigned Share ID. And the words Shared With, Persons Name will appear in blue on the bottom of the screen.
Alt Name. If the General > Extended Byte application parameter is set to Y, multiple-byte character sets may be used to enter names in languages that require extended-byte (for example, Chinese). If the profile includes a double-byte name, it appears in this field.
Room. The room number assigned to this reservation.
Extension. When the General > Extensions application function is set to Y, the extension number assigned to the reservation is displayed. Multiple extensions may be available in the specific room assigned to the guest and, if so, more than one extension may be assigned to the reservation. Select the Extensions lamp to open the Extension Numbers screen where all extensions assigned to the reservation are listed.
Room Type. The room type for this reservation.
Arrival. The guest's arrival date.
Departure. The guest's departure date.
Rooms. The number of rooms for this reservation. This column will not be displayed when the Reservations > Room Limit Per Reservation application setting is set to 1 and the Reservation > Shares application function is set to N.
Prs. Number of adults/children on the reservation.
Status. Reservation status.
Group/Company. The group and/or company associated with this reservation.
Note: If the Group profile is updated after one has already been associated to the Block/Reservation, this column will not be updated to the latest profile but will remain as the original associated profile.
Travel Agent/Source. The travel agent and/or source associated with this reservation.
Party. When the Reservation > Party application function is set to Y, the party that the reservation belongs to.
Rate Code. The rate code for this reservation.
Rate Amount. The rate amount for this reservation. Should the Reservations > View Suppressed Rate Details user permission not be granted, SR is displayed instead of the actual rate. See Suppressed Rates for details.
Note: If the Rates > Multi Currency application parameter is set to Y and rate codes are configured in various currencies, the rate amount displayed is based on the currency of the rate code.
Payment. The payment type attached to the reservation.
New. Create a new reservation, depending on what the Reservations > Reservation Flow application setting is defaulted to. When the Reservations > Profile Search Prior to New Reservation application setting is set to Y, then the user will be forced to select a profile from the Profile Search screen before a new reservation can be made.
Check In/Cancel Check In. For guests whose arrival date is today, select this button to check the guest in. Once the guest is checked in, you may use this button to cancel the check in provided the guest checked in today. If you select to cancel the check in for a Shared Reservation, OPERA displays a list of values with all the sharers and their reservation status. You have the option of canceling all checked in sharers or you can cancel the check in for the sharer on which your cursor is positioned. After making your selection, OPERA prompts you for the room status.
Note: If the Rooms Management > Queue Rooms application function is set to Y, and there are other reservations on queue for the same room type as the reservation you have chosen to check in, the following message appears: "There are reservations on Queue for this room type. Do you wish to continue?" Select No to return to the Reservation Search screen. Select Yes to continue with the check in. To place the reservation on queue, select the Queue button from the Reservation Options menu.
When a Check In message is available for the Due In reservation, the check in alert for the reservation will automatically display when the Check In button is selected.
Reinstate. Reinstate the reservation of a canceled or no show reservation. This option is available only for reservations having a Cancelled or No Show status. The new reservation will default to the current business date. If you select to reinstate a reservation for a Shared Reservation, OPERA displays a message prompt to reinstate the Share reservation. After the Yes button is selected to reinstate the reservation, the message "XXX, XXX is sharing with XXX, XXX. Do you wish to reinstate the reservation for XXX, XXX as well?" is displayed for each share that is part of the reservation. Select the Yes button to reinstate the reservation or No to not reinstate the reservation.
Mass Canl. Mass cancellation. This button is available if you selected the Mass Cancellation check box on the Reservation Search screen. All listed reservations will be canceled, provided that the guest has not yet checked in.
Profile. Display the Profile screen for the guest whose reservation is highlighted.
Options. Display the Reservation Options menu for the highlighted reservation.
Note: When the General > Enhanced Options Management application parameter is set to Y, you have another way of quickly accessing options without selecting the Options button to open the Options menu itself. You can press Ctrl+T to display the blue Option field.
To view all the available options in alphabetical order, scroll through the options list by selecting the Up and Down arrow keys. Press Enter to select the displayed option and open the corresponding option screen. Or, instead of scrolling through the options list, type the first three letters of the desired option. The corresponding options screen appears. (For example, type c-a-n for Cancel.)
You may also enter the first letter of the desired option and all options beginning with that letter will appear in alphabetical order as you scroll. To scroll, use the arrow keys or repeatedly press the beginning letter key. For example, if you typed a-a-a-a you might scroll through the options of Accompanying, Add on, Agent/Company, Alerts. Press Enter to open the desired option.
Edit. Display the reservation for review or editing, except when the reservation status is Cancelled or Waitlisted. If the reservation has a Cancelled status, the Cancellation screen appears, showing the cancellation reason. If the reservation status is Waitlisted, the Waitlist screen appears.
See Also
