Beachcomber Reservation Manager & Reports


Reservation Manager - Instructions

Using the Screen
. This writeup will describe the general steps and edit rules built into use of this application:
       (1) When screen first loads: Enter USERID & PW and press INITIATE - wait for this to "process"
       (2) When prompted, Select which Client [or enter FILTER(s)] then press INITIATE to continue LOOKUP [explained below],
       (3) Press INITIATE button as required (it's automatic most of the time).
       (4) Repeat the process always starting with a click on CLEAR button which clears/resets all fields on form (EXCEPT USERID & PW).
            Note when you change the ACTION to any non-UPDATE value except EMAIL or INVOICE, it automatically initiates a CLEAR.

. ACTION value LOOKUP & UPDATE
  .. When you enter or change Client or Reservation information, ACTION will automatically be changed from LOOKUP to UPDATE ready for you to INITIATE.
  .. LOOKUPs can be 'filtered' - the most widely used filter is the NAME field. Entering one or two letters causes ONLY names BEGINNING with the letter(s)
     entered to appear be found (multiple records cause a pull-down selection list to appear). Entering more than 2 characters in the name field cause all names containing
     those letters anywhere in the field to be found. All filter fields are indicated on screen with • symbol. These fields can be used in any combinaion.
     When a specific reservation is known, just enter RES# to directly lookup a reservation [or enter REC# in Client# field to view all reservations for that client].
  .. UPDATE inserts new record(s) when INITIATE is pressed with no RES#.
     UPDATE changes the values within an existing reservation when INITIATE is pressed with a RES#.
     UPDATE changes the client values for all reservations, past present and future when INITIATE is pressed with only a REC#.
     [Warning - no edits prevent the creation of duplicace records (by blanking or changing REC#/RES# fields).
       REC# & RES#s are automatically assigned, so only fill-in RES# (or REC#) fields after pressing CLEAR to prevent inadvertent duplication.
       Tell the webmaster if you need to have record(s) physically deleted from database.]
  .. AFTER updating the database, a reLOOKUP is automatically performed which allows you to visually verify all went well.
      Pay special attention to aqua & yellow colored messages as they may indicate an error that stopped the update from happening.
     Mesages help you confirm actions happened as intended. An Update Log (report) is available via the Action List as well.

  .. PersonType 'guest' will be automatically changed to 'regular' whenever 2 or more reservations exist for the client.
  .. PersonType OWNER and OWNER'S GUEST will NOT permit deposit or payment input, nor will they produce an INVOICE.
  .. PersonType NEVERMORE will block any further rentals to someone [death or a reminder not to rent to some problem tenant again].

. Reservation Information is saved to / retreived from five separate database files: CLIENT, RESERVATION, DEPOSIT, APPR#, and CALENDAR.
. Reservation file data begins with the screen field EXTRA GUEST and are linked to the CLIENT file data preceding and the DEPOSIT data following.
  ..COMMENTs can be entered on the CLIENT level and will display on all RESERATIONs not having their own COMMENT entered.
  ..ClrRES button clears all REServation fields on the form, but leaves the client (REC) fields unchanged.

Adding a deposit info to an existing (TH) reservation can be done in one step, but when starting a new reservation (either existing client w/Clear Res button,
or new client with Clear button), it always takes 2 presses of INITIATE to update deposit info. The status defaults to TH so you can just set clientType, Unit,
Arrival & Departure before pressingINITIATE the first time; then enter Deposit info (amount, date, ref, & appr#) before pressing INITIATE for the 2nd time.

Alternately you may skip TH and start off with status DP, entering all info at one time but you end up with an incomplete deposit update after the first press of INITIATE
(you will notice the date & ref remain as entered, giving you the visual tip-off that you need to press update a 2nd time without changing anything). Just pressing INITIATE
the 2nd time completes the deposit update.

ResMgr was designed to start off with TH, but DP is now allowed … so if you prefer this alternative, ust be aware of the non-intuitive need to press initiate a 2nd time.

. Press $ anytime UNIT#,Arrival & Departure Date are filled-in to view derived RATE, DEPOSIT, & DUE information.
   The $ display only handles rentals that span 2 months, but can cross seasons and be of any duration up to 60 days.
   it is really independent of reservation entry if you choose to use it that way for quick quotes.
   Create additional reservations when stay is longer than 2 months. When anything is pro-rated, the rate used is
   shown (daily/weekly/2-wk/monthly) and ($xx/d). When 2 seasons, or 2 months are involved, two => lines are shown before
   showing gross, tax, total & net. If you enter a deposit, it is used, otherwise it calculates 25% of gross.
   Although the $ output displays in the text area, it is not saved anywhere unless you do an UPDATE while it is displayed.
   Any text already in the box before you press $ is preserved below the $'s output.

. All ERROR messages, messages to CONFIRM actions taken, or prompts for actions NEEDED will display at the bottom of screen:

. EDIT RULES resulting in ERROR &/or PROMPT message(s) INCLUDE THE FOLLOWING:

  ..ACTION is always required. STATUS is required to generate EMAIL but not for REPORTS and when used is subject to following:
  ..UPDATE is BLOCKED if it would result in a CONFLICT with a previously entered record for same UNIT (DATEs overlap on the CALENDAR)
    HOLD for a regular guest but not owner or owner's guest, preceeds entry of a DEPOSIT but books on calendar so is checked for conflicts."

. ALL new credit card payments require entry of the 6-digit approval# (APPR#) provided by the bank terminal when the charge is posted.
  .. If a cancelled reservation's cc deposits are carried-forward, the reservation# (RES#) from which the payment came is entered into the
     APPR# field of the reservation(s) receiving the credit, in lieu of the 6-digit number, along with the original deposit's Amount, Date Paid
     and How Paid. The deposit amount entered must be no greater than the total carried-forward.
  ..STATUS value DEPOSIT PAID requires Deposit Amount, Date Paid, How Paid, and if paid by credit card, an APPR#.
    [all payments prior to arrival are deposits, possibly resulting in $0 PdInFull treatment after arrival]
  ..STATUS value INVOICE PAID in FULL requires Amount, Date Paid, How Paid, and if paid by credit card, an APPR#.
  ..STATUS value HOLD - Depending of GuestType, can give rise to two scenarios:
    (1) Guesttype OWNER or OWNERSGUEST will reset any STATUS value entered, and display OWNER HOLD
          (DEPOSIT & PAYMENT information cannot be entered for status HOLD).
    (2) Otherwise, Hold Expiration Date may be entered in the DEPOSIT DATE field; overlay when DEPOSIT is received.
  ..ACTION value CONFIRMATION EMAIL requires STATUS value DEPOSIT PAID or FULL PAYMENT and automatically fills in the RCE field with the date email is sent.
  ..ACTION value HOLD EMAIL requires STATUS value HOLD [verbage changes from TENATIVE HOLD, to OWNER HOLD based on GuestType].
  ..ACTION value CANCELLATION EMAIL requires STATUS value CANCELLED ('nr' is entered by Business Mgr when short notice cancellation deposit not returned to client).
  ..ACTION value Generate INVOICE requires STATUS value DEPOSIT PAID or INVOICE FULLY PAID...

. UPDATE LOG records values of most fields & error messages, every time an update is initiated errors encountered, or Invoice is previewed. Extensive ability to filter.
. RENTAL LOG reservation report selects ALL reservations, filtered by Status, Unit#, HOLDs, Arrival & Departure Date screen described above.
. GUEST LIST and HOUSEKEEPER reports select 'active' (STATUS) reservations, filters based on Arrive/Depart screen values.
. CONTACT LIST REPORT only reports on (filtered) People records.
. HOUSEKEEPER PLANNING report filters based on Arrive/Depart screen values & action can be accessed by Housekeeps using their own userId
   and password [as well as manager and webmaster].
. MONTHLY SALES JOURNAL - used by Business Manager to triangulate with Excel sheet prepared from Paper Invoices, Deposit Slips, and (online) Bank Balances.
. ALL-IN-ONE REPORT - shows exceptions from DEPOSITS LOG, CALENDAR RECONCILIATION, DEPARTURES LOG
. RENTAL STATS - occupancy & dvance booking statistics,w/slice & dice filtering, by duration, 3clints, rental days, net rental dollars.

See Also:
Beachcomber Office Procedures Manual (click here to view) - describes how to enter unusual situations

Ideas To Consider for the Future
. Begin using INVOICE report for INVOICE PREPARATION and automatic transmittal to Business Manager.
. Now that over 98% of reservations include an email address (up from 56% in 2009), there is an opportunity to use client's contact info for EMAIL MARKETING.

Background
4/5/07 conversation with Dick Eberhart who wanted to react to a guest's suggestion that a timely Reservation Confirmation (email) be provided to confirm payment,
dates reserved, terms including Red Tide and Hurricane cancellation policies, etc etc. I responded that it would give us needed information about who our regulars
were and rental patterns as well. I wanted to defer work toward that end until researched possible purchase of a quickbooks add-on (pms) that possibly includes
such functionality, but promised to 'carry the ball' if we did not purchase such quickbooks or another system.
We added custom CONFIRMATION, and CANCELLATiON emails to ResMgr later that same year.

Little Used (no longer needed) Reports include:
. DEPOSITS LOG - tracks all deposits held by us and includes ERROR reports 10,11, & 12 that should always be empty.
. DEPOSIT RECONCILIATION CHECKLIST- provides a convenient mechanism to verify all open deposits.
. PAYMENT RECONCILIATION CHECKLIST - A log of all Payments in descending date sequence - used to "find" reservation associated with a "lost" payment.
. DEPARTURES LOG - for Business Manager Dollar Receipt reconciliation - one month at a time - Arvl Mo & Yr contols Pymt Mo selected
. CALENDAR RECONCILIATION - reports on only one month at a time - filter by unit is optional - various sort sequences can be seletcted for most reports.
. AVAILABILITY OF A SPECIFIC UNIT - the 1st (draft) version of availability calendar