4 Reservations

Tasks:

• Understanding Reservations Basics
  
• Understanding Reservation Filters
  
• Filtering Reservations
  
• Sorting Reservations
  
• Searching Reservations
  
• Viewing Reservation Details
  
• Viewing Share Reservations
  
• Viewing Guest Details
  
• Viewing Room Details
  
• Billing Details
  
• Updating Guest Profiles
  
• Adding Addresses
  
• Adding Communication Methods
  
• Adding Personal Documents
  
• Understanding Room Filters
  
• Selecting Rooms
  
• Changing Rooms
  
• Adding Reservations to the Queue
  
• Checking In
  
• Printing Registration Cards
  
• Printing New or Duplicate Key Cards
  
• Cancelling Reservations
  
• Routing Instructions
  
• Previewing Folios
  
• Viewing Charges
  
• Moving Charges Between Windows
  
• Posting Charges
  
• Paying Folios
  
• Checking Out
  

Understanding Reservations Basics

A party reservation can link individual reservations without creating a group reservation, for example, where several rooms are booked for a family event such as a birthday party.

A group reservation groups reservations with similar needs, such as a group of people all arriving on the same day and staying through the same period of time, such as a wedding or a company meeting.

A block reservation manages flexible group reservations such as allotments or tour groups, and convention bookings with a variety of room types and a range of arrival and departure dates.

You can view reservations by Arrivals, In House, or Departures.

The reservations appear alphabetically with the following details:

• Room number, if allocated, and the room status

• Guest name

• Number of adults and children. Icons indicate if the guest is a VIP, has stay history, or a membership card:

  Adults Children   VIP   Stay History   Membership

• Number of nights

• Arrival Date

• Departure Date

• Room type

• If the reservation is on the check in queue

• Company name

• Travel agent name if there is no company name

• Expected arrival time

• Expected departure time

• Block + block name

• + group name

• Party + party name

• Share reservation

If the environment uses Oracle Hospitality Suite8, the values for group, block, party, and share can be different.

If the environment uses Oracle Hospitality OPERA, the group and block values are the same.

Understanding Reservation Filters

VIP

Stay History

Membership

Group

Block

Party

Share

Departed: Rooms which checked out today. The icon appears only when reservations are listed by departures.

Expected Departure: Rooms which are due to depart today. The icon appears only when reservations are listed by departures.

Filtering Reservations

1. On the reservation screen, tap Filter.
2. Tap the filters to select them.

   The reservations appear as you select a filter.

   Selected filters are highlighted, for example:    

   indicates the number of filters selected.

   The filters are grouped. Within the grouping, it is an or selection. Between the groups, there is an and selection. For example, selecting VIP and Stay History lists all reservations with either VIP or Stay History. Selecting VIP and Group only lists all reservations which are VIP and part of a group.

3. Swipe up or tap Filter to close the filter selection.
4. To clear all the filters, tap Filter, and then select Clear All.

Sorting Reservations

You can sort by arrival time, departure time, or last name when the app shows arrivals, in-house, or departure reservations.

1. On the reservation screen, tap Sort.
2. Tap Earliest- Latest to sort the reservations starting with the earliest arrival/earliest departure.
3. Tap Latest - Earliest to sort the reservations starting with the latest arrival/latest departure.
4. Tap A - Z to sort the reservations by last name starting with A.
5. Tap Z - A to sort the reservations by last name starting with Z.
6. Swipe up or tap Sort to close the sort selection.
7. To clear the sort selection, tap Sort, and then Reset.
8. Tap Reset to sort the reservations by last name.

   indicates the list was sorted.

Searching Reservations

1. On the reservation screen, tap Search.
2. Tap the search bar and enter your search text, such as name, room number, or room type.
3. To clear the search filter, tap the search bar and then tap .
4. Tap Advanced Search to show more search options.
5. Enter your search criteria and tap Search.
6. To clear the search criteria tap Reset.
7. Tap Back to Search to return to the search bar.
8. Swipe up or  tap Search to remove the search bar.

Viewing Reservation Details

On the reservations screen, select a reservation to view the following information:

• Company name

• Travel agent name

• Rate code and rate

• Total amount of the stay

• Packages

• CRS number

• Group name

• Children according to child categories

• Current open balance

• Share icon if reservation has sharing guest reservations

Viewing Share Reservations

On the reservations screen within the Reservation Details, select the share icon to show a filtered list of all share reservations associated with that reservation.

Note:

In the filtered list panel, the reservation status that shows depends on the reservation whose share icon is selected. For example, if the shared icon is selected in an In House reservation and another shared reservation is an Arrival reservation, the list shows the In House icon. If the shared icon is selected in the Arrival reservation, then the filtered list panel shows the Arrival icon.

Viewing Guest Details

1. Select the reservation.
2. Tap the Guest Details tab to view the following information:

   • Stay History for the last three years

   • Address

   • Room preferences

   • Profile notes

   • Loyalty or bonus points membership card number

3. Tap to view the following additional information:

   • Communicate methods

   • Language

   • Nationality

   • Profile Category

   • VIP Code

   • Date of Birth (DOB)

   • Gender

   • ID, such as passport or driver’s license

   • Comments

Viewing Room Details

1. Select the reservation.
2. Tap the Room Details tab to view guest preferences and additional room features.

   Guest room preference requests which have been met are shown in bold type. Guest room preference requests which have not been met are shown in red bold type.

Billing Details

1. Select the reservation.
2. Tap the Billing Details tab to view:

   • Billing windows with the balance per window

   • Payment method and billing address per window

3. To create a billing window, tap .
4. To assignment a payment method to a billing window, tap the billing window, and then select the payment method.
5. To update a billing address, tap Edit in the Billing Address panel.

Updating Guest Profiles

1. Select the reservation.
2. Tap the Guest Details tab.
3. Tap Edit.
4. Update profile details.
   Examples of details you can update include name, VIP code, address greeting, and letter greeting.
5. Tap Update Profile.

Adding Addresses

You can add multiple addresses to a guest profile.

1. Select the reservation.
2. Tap the Guest Details tab.
3. Tap Edit.
   The number of addresses linked to the profile appears.
4. Tap Address.
5. Select an address to update or tap and add the new address details.
6. Tap to add the address.
7. Tap Save Address.

   If there are multiple addresses, you can select one to be the primary address.

   To delete an address, click Delete .

Adding Communication Methods

You can add multiple communication methods to a guest profile.

1. Select the reservation.
2. Tap the Guest Details tab.
3. Tap Edit.
   The number of communication methods linked to the profile appears.
4. Tap Communication/Marketing.
5. Select a communication method to update or tap to add the new communication details.
6. Tap and add the communication details
7. Tap Save Communication.

   If there are multiple communication methods, you can select one to be the primary method.

   To delete a communication method, click Delete .

Adding Personal Documents

You can add personal documents such as passports, drivers licenses, and ID cards to a guest profile.

1. Select the reservation.
2. Tap the Guest Details tab.
3. Tap Edit.
   The number of personal documents linked to the profile appears.
4. Tap Personal Documents.
5. Select a document to update or tap to add the new personal document details.
6. Tap to add the document details.
7. Tap Save Document.

   If there are multiple personal documents, you can select one to be the primary document.

   To edit a document, tap Edit.

   To delete a document, tap Delete.

Understanding Room Filters

: Vacant rooms regardless of room type

: Inspected rooms (default)

: Clean rooms (default)

: Pickup rooms

: Dirty rooms

: Rooms that are expected to depart today

Room #: Limits the search to the entered room number. You can enter partial numbers.

Room Type: Limits the search to a specific room type. The reservation room type is the default.

All Floors: Limits the search to the selected floor numbers. By default, all floors are selected.

Room Preferences: Room preferences entered on the guest profile or reservation are selected by default.

Selecting Rooms

1. Select the reservation.
2. Tap the Room Details tab.

   Guest room preference requests are listed under Guest Preferences.

3. Tap Select Room.

   Clean and inspected rooms meeting the reservations requirements are listed. Guest room preference requests which have been met appear in bold type.

4. Select one or more filters to change the default selection criteria.
5. Select the required room, and then tap Select Room.
6. Tap Continue on the confirmation message.

Changing Rooms

1. Select the reservation.
2. Tap the Room Details tab.

   Guest room preference requests are listed under Guest Preferences.

   Guest room preference requests which have been met appear in bold type.

   Guest room preference requests which have not been met are shown in red bold type.

   All additional features for the room are listed under Additional Features.

3. Tap Change Room.

   Clean and inspected rooms meeting the reservation requirements appear.

4. Select one or more filters to change the default selection criteria.
5. Select the room, and then tap Select Room.
6. Tap Continue on the confirmation message.

To remove a pre-allocated room on an arrival reservation, tap Release Room.

Note:

Change Room and Release Room are not available if the room on the reservation is flagged Do Not Move (DNM) in the PMS system.

Adding Reservations to the Queue

You can place reservations in the check-in queue when there are no rooms available at the time of arrival.

1. On the reservations screen, tap the reservation.
2. Tap Add to Queue.
3. Tap Continue.

   07:26 on the room details tab indicates the amount of time the reservation has been in the queue.

Checking In

1. Select the reservation.
2. Tap Check In.
3. Select a payment method, if required.
4. Add a billing address, if required.
5. If Add credit card payment method is selected, select the credit card type, then tap Continue:
   1. Select either Chip and Pin Pad or Default Chip and Pin, and then tap Continue.
   2. Follow the instructions on the payment terminal.
   3. Tap Confirm Payment.
   4. Repeat these steps for each billing window.
6. Tap Confirm Payment:
   1. Select either Chip and Pin Pad or Default Chip and Pin, and then tap Continue.
   2. Follow the instructions on the payment terminal.
7. To print the registration card, tap Print, complete the printer details, and then tap OK.
8. To sign the registration card, tap Sign, and once the guest has signed, tap Accept.
9. Tap Continue to close the registration card screen.
10. Follow the instructions on the payment terminal to complete the check-in.
11. Tap Return to Arrivals on the Successfully checked in message

Printing Registration Cards

1. Select the reservation.
2. Tap Registration Card.
   You can print the registration card or the guest can sign directly on the tablet.
3. To print the registration card, tap Print, complete the printer details, and then tap OK.
4. To sign the registration card, tap Sign. After the guest signs, tap Accept.

Printing New or Duplicate Key Cards

1. Select the reservation.
2. Tap the Key card tab.

   The default Encoder is selected and the Number of Keys defaults to the number of adults entered in the reservation.

   You can change the encoder and the number of keys to be printed.

3. Tap New Key or Duplicate Key.
   The keys print and a success message appears.

Cancelling Reservations

1. Select the reservation to be cancelled.
2. Tap Cancel.
3. Enter the reason for cancelling the reservation.
4. Tap Continue to cancel the reservation.

Routing Instructions

1. Select the reservation.
2. Tap the Billing Details tab.
3. Tap Routing Instructions to show routing information such as dates and billing and department codes.
4. To add a routing instruction:
   1. Tap Routing Instructions, and then tap .
   2. Specify the billing window. For example, you can use one billing window for reimursable charges such as meals and another window for non-reimbursable charges such as movie rentals.
   3. In the Valid From and Valid To fields, specify the routing start and end dates.
   4. Specify the department or billing code. For example, a company books several rooms for a conference. You can route the charges from all the rooms to a single room for corporate payment.
   5. If necessary, update the name, and then tap Save.

Previewing Folios

A folio lists all debit and credit transactions for a guest, such as charges for billable services and payments.

1. Select the reservation.
2. Tap the Billing Details tab.
3. Tap Preview Folio.
4. To print the folio, tap Print, complete the printer details, and then tap Print.
5. To email the folio, tap Email, select the email address, and then tap Continue.

Viewing Charges

1. Select the reservation.
2. Tap the Billing Details tab.
3. Tap View Charges.
4. Select the required billing window to see the charges.
5. Tap Post Charges to post any additional charges.

Moving Charges Between Windows

1. Select the reservation.
2. Tap the Billing Details tab.
3. Select the billing window the charges are to be moved from.
4. Tap Move Charges.
5. Tap the charges to select them.
6. Tap the Destination window.
7. Tap Move Charges.

Posting Charges

1. Select the reservation.
2. Tap the Billing Details tab.
3. Tap Post Charges.
4. Select the required billing window.
5. Select Department Code or Article.
6. Enter at least three characters of the code name or number.
7. Select the department code or article.
8. Select the quantity.
9. Enter the price, and then tap Post.
10. Tap Done.

Paying Folios

1. Select the reservation.
2. Tap the Billing Details tab.
3. Tap Pay.
4. Select the required billing window.
5. Review the folio charges, and then tap Accept Charges.
6. Select a payment.
7. Tap Pay.

Checking Out

1. Select the reservation.
2. Tap Check Out.
3. Tap Continue Check Out.
4. Review the folio charges, and then tap Accept Charges.
5. Tap Pay.
6. Print the folio or send it to an email address.
7. To show the folio, tap View Folio.
8. Tap Continue.
9. Tap Return to Departures on the successful check-out message.