Quick Reservation

OVERVIEW

Quick reservation is a one page reservation where we can make booking easier.

NAVIGATION

  1. In black menu at the top click on Reservation>>Quick reservation else click on Reservation icon which is located exactly below the Main menu.

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  1. Once quick reservation is clicked it will navigate to the reservation page which is shown below:

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Description

Quick reservation consists of ten blocks which is listed below:

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Reservation block

Here we will enter the reservation details.

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  1. Arrival &departure date will fix the range of days were the customer going to stay.
  2. No of night will calculate automatically depends on Arrival &departure dates.
  3. No of Guests will conform how many adults are going to stay.
  4. No of Children will conform how many children’s are going to stay.
  5. Children Free Stay is mainly used to intimate housekeeping staffs to arrange things for the children’s who is below preassigned age.(e.g.: below 4years)

Guest

Enter the Guest basic details such as First name, Last name, Address and Email ID in this block. If the guest is already in the guest list then enter the first and last name and click on TAB. The details of the guest will be popup and click on that guest name.

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Status & Auto Email

  1. Status gives the details about what will be the current status of the booking which going to be.

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  1. Checkbox the “Auto Email” feature if you needs to send the auto email automatically according to the setup which has been created under Setup>> Advanced Easy InnKeeping>> letters>> Reservation letters>> Auto Email.

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  1. Status can be viewed in Charts>> Monthly Calendar. The Reservation status bar shows the “Reservation status” and in the chart the color of the status will be displayed.

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  1. Auto Email can be viewed whether it has been sent and opened under Quick Reservation>>History tab.

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Rooms

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  1. This feature will assign rooms to the reservation.
  2. We can add multiple rooms (ctrl+ click on the particular rooms).
  3. Room type can be setup under Setup>> Basic Easy InnKeeping>>Room type.

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  1. A room type can have multiple room names. Individual rooms can be set under Setup>> Basic Easy InnKeeping>>Unit setup.

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Referrals

Group code

  1. Select any Group code. Group code feature is used to book multiple rooms for a range of dates and make a single person to pay all the billings. It can be setup in Reservation>>Group booking.

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Direct Billing

  1. Select any Direct Billing. Direct Billing feature will add all the room charges to the company bill and the company will be paying the bills. It can be enabled under Features>>Company ledger. Below the credit limit only we can make direct billing.

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Agent code

  1. Agent code feature is a third party dealing interface between customer and hotel management. It can be setup under Features>>Travelling Agent. Commission will be given to agent based on commission types under Features>>Travelling Agent.

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travel-agent

 

Share room

  1. Share room feature will share a single room on a particular day with N no of customers. It can be viewed in Charts in the form of reservation number. By clicking on ‘’Share With’’, Quick Reservation Screen will be opened. For the same Reservation ID and room name another reservation for different person can be made which is shown below :

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  1. Referral is information about the hotel from any secondary source like friends, newspapers, magazine…etc. For Referrals, commissions are not applicable to any secondary sources. It can be setup in Unit Setup>> Advanced Easy InnKeeping>> Referral Types.

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Payment Entry

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  1. In payment type, payments can be done in either cash or card. Payment type can be set under Setup>> Accounts>> Payments.

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  1. If cash is set as payment type then credit card information is not necessary.
  2. Credit card setup can be done under Setup>>Accounts>>Credit card type.

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  1. View is used to see the information which has been given in the credit card field. After clicking on the View button enter the credit card password and click on “Submit” button.

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  1. We can also verify the Credit Card details of the guest by making settings under Setup>>Accounts >>Credit card.

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  1. Credit Card Setup & Validations Screen will be displayed which is shown below:

Rates

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  1. Select Rates” option will be visible only when single unit has been selected. If multiple rooms are selected Select Rates option will not be visible. We can select different rates for a room name with this feature.
  2. Unit Rate” is the per room rate which has been setup under Setup>>Basic Easy InnKeeping>> Unit setup. If any changes are made in unit rate it will affect Tax calculation and Room Total. Only “Regular rates” will be taken for Unit Rate for reservation unless Seasonal rate has been fixed for that particular date and unit.

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  1. Room Total” is the total of all the rooms which has been reserved instead of showing only one room rate.
  2. Extra Person Charges” will be added when the “No of guest” exceeds the fixed No. of Guest which is assigned under Setup>>Basic Easy InnKeeping>>Regular and Seasonal Rate Setup. It will also affect the TAX calculation.
  3. Discount” option is used to make discounts for the customer. It can be setup in Setup>> Accounts>> Discounts.

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Taxes

  • Tax can be set up under Setup>> Basic Easy InnKeeping>>Taxes.

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  • Taxes which are made as true in tax list that list of taxes only will display in reservation.
  • We can split the tax in billing screen by enable the option under Features>>Option Setting>> Show Tax Breakdown on Bill.

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  • For implementing that taxes into rooms we need to setup in Setup>> Basic Easy InnKeeping>>Unit Setup.

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Payment Display

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  1. Post Tax total” is the total after addition of taxes with room and miscellaneous rates.
  2. Total paid” field will display the amount which are paid by the customer.
  3. Amount due” field will notify the remaining amount that the customer needs to be paid.

Notes

Any needs and request from the customer side, it will be noted down at notes field.

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Bottom Features

  1. ADD feature will add a new Quick Reservation.
  2. SAVE button will save the reservation and remains on the same page but SAVE&CLOSE will save and close the reservation.

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Billing

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  1. Billing button enabled only when the reservation has been made. In billing screen the current reservation’s entire Guest, Room Information, Payment and Charges details will be displayed.
  2. Payment and other charges can also be done in billing screen.
  3. Only room rate can be change but we cannot edit taxes.
  4. Print feature is used to take printout of the billing screen.
  5. Send Email feature will send the billing details to that particular customer through Email. The Email which has been given in the guest details during reservation to that mail only it will be sent.

Guest, Guest image, Guest doc

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  1. Guest button will show the guest information and any changes can also be done.
  2. Guest image will takes the image of the customer through interface and any document of customer for security reason can be added through Guest Doc (Select Document popup) which is shown below.

Letter

  1. Letter feature will send the letters like conformation, thank you…etc. in the form of Email and it can be setup under Setup>> Advanced Easy Inn Keeping>> Letters>> Reservation Letters.

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Delete

  1. Delete button will delete the entire reservation.
  2. Deleted reservation cannot be found in find reservation also.

History Tab

History feature will show the entire action of the current reservation step by step. You can click on the Letter sent, E signature and Invoice printed to see the pages in detail.

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