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Reservations

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Reservations

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Reservations

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The List of Reservations screen is where all reservations made in the system are stored.  The screen enables staff to find reservations using various search criteria. The most efficient way to search for a reservation is by the Itinerary Number.

 

listofreservations

Reservation Screen Search Criteria

Outstanding

Will display all Red or Blue bookings which require confirmation and/or payment.

Outstanding within 21 days

Will display all Red or Blue bookings where the Start Date is within 21 days.  These bookings will require confirmation and/or full payment.

Outstanding within 14 Days

Will display all Red and Blue bookings where the Start Date is within 14 days.  These bookings will require confirmation and/or full payment.

Outstanding within 7 Days

Will display all Red and Blue bookings where the Start Date is within 7 days.  These bookings will require confirmation and/or full payment.

Closed

Will display all Black bookings for the current day onwards.  These bookings are confirmed and paid in full and are awaiting arrival.

Cancelled

Will display all Green bookings.  These bookings are cancelled and should have a balance due of $0.00

Month

Use this drop down menu to select the required date. The search Month is based on Booking Date, not Arrival Date

Year

Use this drop down menu to select the required year. The search Year is based on the Booking Date, not the Arrival Date

Itinerary No

Each Reservation has it's own automatically generated, unique Itinerary Number. An Itinerary may contain multiple Bookings.

Booking No

Each Booking has it's own automatically generated, unique Booking Number.  Multiple Bookings can make up an Itinerary.

Operator

The provider of the tourism service i.e. Accommodation, Tour, Event.  If the Operator drop down menu is used, only bookings that have a start date greater than the past year (<365 days) will be displayed.

Customer

Use this field to search for reservations using part or all of the customers name - this is a case sensitive search.

Start Date

Use this field to search for all reservations starting on a particular date.  Use the date format: dd/mm/yyyy

Booking Date

Use this field to search for all reservations that were made on a particular date. Use the date format: dd/mm/yyyy

Sort By

Use this buttons to display the search results either in order of Latest Booking Date OR by Arrival Date

To the right of each booking will be the Action icons.  If the mouse is hovered over each icon, the function will be displayed;

resscreenicons

Edit Reservation - clicking the yellow folder will open up the itinerary that this booking is a part of.  The Itinerary screen will be displayed and various functions can be performed i.e. recording a payment, cancelling a booking, refunding payments etc.
 

Add Notes - clicking the blue notes icon will open a pop up window to allow notes to be added to this booking.  These notes will be recorded in red text and are viewable to the client on their itinerary.
 

Add Follow Up Date - clicking on the grey flag will allow staff to add or remove Follow Up Flags

Reservations Screen Headings

Itin/Book#

The itinerary number followed by the booking number.  Unique to this reservation and the quickest way to search for the Itinerary.  Clicking on this link will open up the Itinerary which can be printed or emailed for the customer.

Date

The date the reservation was made.  This text will be colour coded depending on the status of the booking.

Operator

The name of the tourism product supplier.  Clicking on this link will open up the Edit Operator screen.

Customer

The name of the person who the booking is for.  Clicking on this link will open up the Edit Client screen.

Start Date

The first date of their arrival, tour date or event date etc.  This text will be colour coded depending on the status of the booking.

End Date

The day of departure, tour date or event date etc (end date for some tours, events etc may also equal the start date).  This text will be colour coded depending on the status of the booking.

Total Cost

Total cost of the Itinerary including all bookings, retail items, booking fees etc (if applicable).  This text will be colour coded depending on the status of the booking.  This field may also display PP or PAID (explained below) as well as follow up flags.

Booked By

The name of the staff member who made the booking.  If Online is noted, the booking was made via the Booking Centre website.  If Website is noted, the booking was made via the operator's BookNow Button.  This text will be colour coded depending on the status of the booking.

Action

Enables staff to edit the booking, add notes or flag.  (see explanation above)

PP & PAID Reservations

In the List of Reservations screen, some bookings may appear with a PP or PAID next to the total cost of the itinerary.

 

PP indicates that a Part Payment has been made on this itinerary.  Depending on the policy of the Booking Centre, the balance due on this itinerary will need to be paid before the Start Date.

PAID indicates that the itinerary has been Paid in Full.

pppaidbookings