1. technology and computing
2. hardware
3. computer

R E S E R V A T I O N S 9.0
Pearl
User Guide
Section 1
INTRODUCTION
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R E S E R V A T I O N S 9.0
User Guide
Table of Contents
1. Introduction
1.1 System Requirements
1.2 Installation
1.3 Networking
1.4 Finding and Printing Records
1.5 Reservations 9.0 Overview
1.6 Security
1.7 Reporting Overview
2. Getting Started
2.1 Company Defaults
2.2 Data Entry Defaults
2.3 Guest Information
2.4 Point of Sale
2.5 Rooms and Rates
3. Running the Program
3.1 Guest Information
3.2 Rooms and Rates
3.3 Single Reservations
3.4 Group Reservations
3.5 Agent Reservations
3.6 Point of Sale
4. Integration
4.1 Accounting
4.2 Credit Cards
4.3 Availability OnlineTM
4.4 Point of Sale Hardware
5. File Maintenance
5.1 Saving a Master Copy
5.2 Backup Procedures
6. Reporting
6.1 Reporting Overview
6.2 Guest Reports
6.3 Reservation Reports
6.4 Marketing Reports
6.5 Shift Reports
6.6 The To-Do List
7. Customizing
7.1 Inserting Your Company Logo
7.2 Customize Layouts
7.3 More Customizations
8. Support
8.1 Support Options
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9. Reservations Calendar
9.1 Opening the Calendar
9.2 Refreshing the Calendar
9.3 Navigating the Calendar
9.4 Viewing the Details of an Event
9.5 Calendar Views
9.6 Adding a Manual Event
9.7 Printing a Calendar View
10. Reservations GO!
10.1 Opening Reservations GO!
10.2 Guest Area
10.3 Reserve Area
10.4 Search Availability Area
10.5 Reports Area
11. Updating Reservations
11.1 Selecting the Correct Version
11.2 Updating from Version 7 or Version 8
11.3 Updating from Version 7 or Version 8 Single User
11.4 Upgrading from Version 9 Any Type
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1.1 Minimum System Requirements
MAC OS X
• Intel based Macintosh computer
• 1 GB RAM
• CD or DVD drive and hard disk drive
• Mac OS X 10.6 or Higher
• (1024x768) or higher resolution display
Windows XP or Higher
• Pentium III 700 MHz or faster
• 256 MB RAM (recommended 2 GB or higher)
• Windows XP (SP3) or higher
• CD or DVD drive and hard disk drive
• (1024x768) or higher resolution display
Additional Requirements
• Multi-user version requires FileMaker Pro v12 or higher for each workstation. (This
software is included in our multi-user bundle pricing.)
• Email feature requires internet access with an email account.
• Virtual Terminal requires PayPal™ or other merchant account.
• Online reservations requires a paid subscription to Availability Online™.
• iPOST™ plug-in, licensed for each user, for multi-users with an Availability Online™
account ($35). http://www.fmwebschool.com/ipost_web.php
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1.2 Installation
MAC SINGLE USERS
• Use the link to download the file to your desktop.
• Make a BACKUP of this file before opening it and keep this copy in a safe place, as this is
your master copy of the software.
• Double-click the file to 'unzip'.
• Move the expanded folder to the preferred place you wish to store on your computer (if
different than the desktop).
• Open the folder and 'drag & drop' the 'ReservationsV9.app' file to the dock for easy
launching (the largest file in the folder with an icon that looks like a folder).
• Close the folder window and launch the program from the icon in the dock.
• The first time you open the system, it will require you to enter the Registration codes,
which were sent in a separate email.
• Enter the codes and click the ‘I Agree’ box to continue exploring the software.
MAC NETWORK USERS
INSTALLING FROM AN ELECTRONIC LINK
• Use the electronic link to download 2 files to your desktop.
• Make a BACKUP of these files before opening and keep this copy in a safe place, as this
is your master copy of the software.
INSTALLING FROM A CD
• Insert the CD into computer.
• Open CD on your computer to see contents.
NEXT INSTALL THE RESERVATION SYSTEM ON THE “HOST” COMPUTER
• The ‘Host’ computer is the computer that will ‘serve’ the Reservation system, and should
be the computer that will use the system the most and always have it open. Note: The
host computer must have the Reservations 9.0 system open for network users to open
it.
• Move the ReservationsV9 to the computer that will be the ‘Host’, and remove it from the
computer you downloaded it to (if different than the Host).
• Launch the ReservationsV9 file by double-clicking it.
• The first time you open the system, it will require you to enter the Registration codes,
which were sent in a separate email.
• Enter the codes and click the ‘I Agree’ box to continue exploring the software.
NOTE: Before clicking ‘I Agree’, make sure that you set up your system for either Australia
or the United States. For help on deciding which version to choose, hover your mouse over
the blue font which says ‘Which should I choose?’ You can change this setting in the
‘Settings’ à ‘Company Defaults’ and ‘Accounting’ areas before you begin using the software,
but altering it after you have entered rates will cause the rate lookups on the reservation
screen to not look up properly.
INSTALLING THE NETWORK SEATS ON EACH COMPUTER:• Double-click the “FMP_12.0Mac_full_ESD.dmg” file
• Double-click the “FileMaker Pro 12” box to begin installation and follow the prompts to
install.
• When prompted for a License Key, enter the key code provided and your company name
as the ‘User Name’. Enter ‘Compu-Books’ as the Organization.
• Allow the installer to put an icon in your dock when it asks.
• Close the folders on your desktop.
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•
Repeat these steps for each computer, using a separate key code for each installation.
NETWORK USERS:
• Additional users will connect to Reservations 9.0 by launching the FileMaker Pro software
and then selecting ‘Remote’ (button). If the Reservation system is open on the Host
computer, the network user will see a window with the host computer named in the left
side, with the ReservationsV9 file named on the right side of the window.
• Double-click the ReservationsV9 file to connect.
WINDOWS SINGLE USERS
• Use the link to download the file to your desktop.
• Make a BACKUP of this file before opening it and keep this copy in a safe place, as this is
your master copy of the software.
• Double-click the file to 'unzip', this will leave an installer file on the desktop.
• Double-click the installer file on your desktop to install the program.
• Launch the program from the icon on your desktop or from the Start menu.
• The first time you open the system, it will require you to enter the Registration codes,
which were sent in a separate email.
• Enter the codes and click the ‘I Agree’ box to continue exploring the software.
WINDOWS NETWORK USERS
INSTALLING FROM AN ELECTRONIC LINK
• Use the electronic link to download 2 files to your desktop.
• Make a BACKUP of these files before opening and keep this copy in a safe place, as this
is your master copy of the software.
INSTALLING FROM A CD
• Insert the CD into computer.
• Open CD on your computer to see contents.
NEXT INSTALL THE RESERVATION SYSTEM ON THE “HOST” COMPUTER
• The ‘Host’ computer is the computer that will ‘serve’ the Reservation system, and should
be the computer that will use the system the most and always have it open. NOTE: The
host computer must have the Reservations 9.0 system open for network users to
connect to it.
• Move the ReservationsV9 to the computer that will be the ‘Host’, and remove it from the
computer you downloaded it to (if different than the Host).
• Launch the ReservationsV9 file by double-clicking it.
• The first time you open the system, it will require you to enter the Registration codes,
which were sent in a separate email.
• Enter the codes and click the ‘I Agree’ box to begin exploring the software
INSTALLING THE NETWORK SEATS ON EACH COMPUTER:
• Double-click the “FMP_12.0_full_ESD.exe” file.
• Double-click the “FileMaker Pro 12” box to begin installation and follow the prompts to
install.
• When prompted for a License Key, enter the key code provided and your company name
as the ‘User Name’. Enter ‘Compu-Books’ as the Organization.
• Allow the installer to put an icon on your desktop when it asks.
• Close the folders on your desktop.
• Repeat these steps for each computer, using a separate key code for each installation.
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NETWORK USERS:
• Additional users will connect to Reservations 9.0 by launching the FileMaker Pro software
and then selecting ‘Remote’ (button). IF the Reservation system is open on the Host
computer, the network user will see a window with the host computer named in the left
side.
• Click once on the name of the host computer, then Double-click the ReservationsV9 file
on the right to connect.
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Step By Step
1.3 Networking
OVERVIEW
The Reservations 9.0 system uses the FileMaker engine to run, thus each computer that is
going to be used to access the program must have a different FileMaker seat to run it. In
order to share the Reservations 9.0 program to other users, it must be open and running on
a host computer. When this is done, other users can remotely access the program.
FileMaker software comes bundled with our multi-user packages.
NOTE: The host computer must be someone who is working in Reservations 9.0 the most
so that Reservations 9.0 is in the front.
INSTALLING SEAT LICENSES
(See 1.2 Installation – either Windows or Mac)
OPENING / SHARING FILE
After installing, the host computer must have the FileMaker and Reservations 9.0 programs
open before it can be accessed on other computers.
HOST COMPUTER
1. Open FileMaker.
2. From the File menu, choose “Sharing…” and then click on “FileMaker Network…”
3. In the resulting dialogue box, choose the radio button to turn Network Sharing “On”.
Then choose “OK”.
4. Go to ‘File’ and ‘Open’ to point to and open your copy of Reservations 9.0.
5. Enter your password.
6. If this is a new copy of Reservations 9.0 that you have just bought, you will need to
enter your Company Name, Customer Number, the License Code, POS License Code (if
applicable), and the QB License Code (if applicable), then you will need to read the
License agreement and check the box ‘I Agree’.
OTHER COMPUTERS
1. Open FileMaker.
2. Go to ‘File’ and ‘Open Remote’.
3. If your computer is connected to the network, it will see the name of the Host computer
on the left side of the dialogue box.
4. Choose the Host computer, and then on the right choose the Reservations 9.0 program.
5. Click ‘Open’.
6. Enter your password.
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1.4 Finding and Printing Records
FINDING RECORDS
Every field is indexed, so you can search on any field on your screen. When
you click a 'Find' button on various screens in the system, you will be in the
'Find Mode', which is a screen with magnifying glasses showing in each field
for you to type in what you want to find.
After entering what you’d like to search for, click
the ‘Perform' button on the top of the screen to
perform the find. This will find all the records that
meet your criteria.
In order to browse through the found set of records on a form,
you would use the record navigation arrows on the upper right
side of the screen. On a report, you will see the found set of
records in a list view.
Some reports in the system will find and sort records on a pre-defined instruction
specifically for that report, but most reports will allow you to utilize the 'Find Mode' to
search with.
After performing a find and browsing the records, you may wish to return to
viewing / browsing all the records. Use the ‘Find All’ button to go back to
browsing all records.
PRINTING RECORDS
On layouts that can be printed, Reservations 9.0 has a button to print.
These buttons are preset to print a certain page setup (landscape or
portrait) and a certain amount of records (current record or records being
browsed).
The ‘Current Record’ option prints the record you are currently on and viewing. This print
option is be used to print forms (i.e. Confirmations and Invoices).
The ‘Records Being Browsed’ option would print the found set of records that you are
browsing. For example, when you perform a Find, the records found are your ‘Records
Being Browsed’. Then if you click ‘Find All’, you would now be browsing all the records. This
print option is used on reports that you view as a list.
Some reports in the system have a ‘Sort’ button. This means that the records
on the report will be sorted and/or subtotaled. Some reports will
automatically sort for you based on the most recently found set. After
performing a find for the specific dates you’d like to print, make sure that the report is
sorted correctly by clicking the ‘Sort’ button and choosing your sorting options.
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1.5 Reservations 9.0 Overview
ROOM SETUP
In the Settings area, the ‘Room’ entity can changed to be ‘Cabin’ (if you rent cabins), ‘Bed’
(as in Hostels that rent specific beds instead of rooms), ‘Site’ (for campgrounds and RV
resorts), or ‘Slip’ if you are a boat marina. If you prefer a different room entity, simply
double-click in the room entity field until you see a cursor, and type the entity you prefer.
Rooms must be setup for each year for the purpose of keeping reservation history for
annual periods, and displaying availability for each year separately.
Rates are entered on the Room record, and may be copied to other rooms with the click of a
button.
Keep one room record setup as 'OTHER' with the year set to ‘ALL’ to store all the
miscellaneous fees you need to charge on the guest invoice (Pet Fees, Extra Person Fees,
Phone charges, etc.) See sample below.
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GUESTS AREA
Information about your guests and inquirers can be setup in the ‘Guests’ area. The Guests
area tracks reservation history, notes, emergency and marketing information. You can send
emails to individuals and groups as well. (See section 2.3 for more details on how to setup
guest information.)
Optionally, you can create a guest record 'on-the-fly' when entering a reservation in the
Reserve area. (See section 3.3 for more details on how to setup a Reservation.)
RESERVATIONS
Book reservations for Individuals, Groups and Agents in the ‘Reserve’ area of the program.
Quick data entry allows you to take reservations and either email or print the confirmations
with the click of a button.
One way to enter a reservation is to search the guest records to find
an existing guest and then click the 'New Reservation' button to
quickly book a new room for that guest.
Another way to start a reservation is to go straight to
the reservation screen and create a new record. When
the popup Guest ID list displays, select an existing
guest. If the guest you are looking for is not in the system, use the tab key to skip the
popup list and go from field to field entering the guest information. This method will
automatically add the guest’s information to the ‘Guests’ area.
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AVAILABILITY
Click the 'Search Availability' button to view a pop-up window that shows availability to find
a room to best suit your guests' needs.
The color-coded room grid will show the guest’s name in customizable colors to let you
know the status of confirmed, unconfirmed, checked in and checked out at a glance. In
addition, next to each room there are boxes that show the grouping of the room based on
your settings.
Clicking on a name on the room grid will bring you to that reservation in the main window.
Clicking on a blank space will allow you to create a new reservation for that room and date.
If you choose to create a new reservation, you will be asked how many nights the
reservation should be for and a new record will be created pre-filled with that room, check
in date and check out date.
The arrow buttons on the left and right side of the month buttons will let you advance to the
next set of days or backwards to the previous set. The buttons with month names let you
jump from month to month. Finally, the up and down arrows on either side of the year let
you go back or forward by year.
A 'Conflict' message appears on the reservation if you try to double-book rooms, but will
not prevent you from keeping the duplicate booking. View the 'Conflict Report' under the
Admin Reports heading in the Reports area to list any existing conflicts.
CONTACT LOG & TO-DO TASKS
The Guest and Reserve entry screens have a handy contact log to enter notes and
reminders regarding that guest, group or reservation. To-Do memos can be printed on a
To-Do List report, and will be removed from the report after you click the 'Done' box for
each task. The Memos/To-Do area on the guest record can be used to record many things
in addition to To-Do notes, such as:
• A list of family members
• A list of birthdays
• Date of inquiry of a potential guest
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• Guest interests
• A guest’s food preferences
• And more!
POINT OF SALE & DAY USE
(Special access code required.)
This area of the program allows invoicing for unlimited point-of-sale locations (restaurant,
gift shop, boutique, etc.) and day-use packages. A detailed inventory list is used to sell
unlimited number of items for each location. Print a receipt for the sale, or click a button to
add the charge to the Guest invoice.
REPORTS
The reports menu offers many detailed reports that have flexible 'find' options to get just
the information you want.
This includes reports for all areas of the system such as Guests, Reservations, Room Entity
reports, POS, Accounting, Marketing, Admin and Shift Reports.
ADD YOUR LOGO TO FORMS
The invoices and confirmations for individual, group and agent reservations can be
customized with your logo.
(See 7.1 Customize Logo for more information)
MAKE RESERVATIONS 9.0 LARGER ON YOUR SCREEN
To enlarge the screen size of Reservations, you have a few options.
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First, you can change the screen resolution on your computer. This will affect all programs
on your computer at once, so you don't have to make individual adjustments in each
program. To do this on a Windows machine, enter the Control Panel and choose
Personalization, then Display Settings. There is a slider bar entitled "Resolution" which you
can slide lower for less resolution. Once you click "Apply", this will make objects on your
screen appear larger. On a Macintosh computer, enter your System Preferences area and
click "Displays". There is a "Resolutions" box where you can choose your resolution options.
Smaller numbers mean that objects will appear larger. Again, these changes will affect your
entire computer, which is useful so you don't need to adjust settings within each program.
The other option is to make the change only within the Reservations software. In order to
accomplish this, open the software and look in the lower left area of the window. You will
see the current view size (most likely 100% right now) and to the right of it, you'll see two
buttons with black mountains for zooming in and out. Click the mountain on the right to
zoom in, then maximize your viewing screen to see the program larger.
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1.6 Security
OVERVIEW
The ‘Security’ navigation button in the Settings area is where the Manager can go to add
and delete accounts. Five types of accounts can be created: Manager, Admin, Front Desk,
View Only, and POS (point of sale). Each account has different accessibility.
DEFAULT LOG IN ACCOUNTS:
There are five different user accounts in Reservations 9.0 that are already set up. The
default passwords on these accounts are sent in the email with your purchase. Before
logging in with the user accounts, you must go to the Settings tab, click on the Security
Link, and uncheck the “Disable Log-in” checkbox.
NOTE: For restricted users (User and POS Accounts), when you navigate to restricted
layouts there will be a black screen with the text 'No Access'. To navigate away from this,
choose to return to the ‘About’ menu from the ‘Res Help’ file menu.
Manager Account
• This account allows access to all user areas of Reservations 9.0.
• The manager can add, edit or delete records on all user entry screens and also can
access all the Settings, including this Security portion.
Admin Account
• This account allows access to all user areas of Reservations 9.0 except Settings.
• The user can add, edit or delete records on all user entry screens.
Front Desk Account
• This account allows access to all user areas of Reservations 9.0 except Settings, Reports
and POS.
• The user can add, edit or delete records on all user entry screens except Rooms, which
is view only access.
View Only Account
• This account allows view only access to all user areas of Reservations 9.0 except
Settings and Reports.
POS Account
• This account allows access to only the Point of Sale area of Reservations 9.0.
NOTE: This area can only be accessed if the POS module is purchased.
SETTING UP NEW ACCOUNTS:
The Manager log in has permission to create and/or delete log-in accounts. This is done in
the Settings area of the program by clicking buttons to create accounts in one of the three
types of access levels mentioned above.
•
•
Users can change their passwords after the manager sets an initial password, but the
Manager can delete the account without knowing the password.
Managers can click the 'Delete an Account' button to remove accounts
LOST PASSWORDS:
During log-in, you will be given the opportunity to reset the 3 default accounts back to their
original passwords. This will give you access to remove and re-create user accounts.
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NOTE: On the Inquiry List, Birthday List and
Referral Report you can send an email to the
found set of records you are viewing by clicking
on the ‘Email Found Set’ button.
1.7 Reporting Overview
ABOUT REPORT QUERIES
Some reports in the system will prompt you to enter dates or other information before
generating the report. It is best not to cancel this process, but continue running this report
script, and then return to the Navigation buttons if you need to start over.
Other reports will automatically find information appropriate for the report, but allow you to
further search by clicking the 'Find' button.
Most reports have a 'Sort' button. This button is used to sort the records the way you want
to view them. Some reports will automatically sort for you based on the most recently found
set. After performing a find for the specific dates you’d like to print, make sure that the
report is sorted correctly by clicking the ‘Sort’ button and selecting your preferences.
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R E S E R V A T I O N S 9.0
Pearl
User Guide
Section 2
GETTING STARTED
17
Step By Step
2.1 Company Defaults
COMPANY INFORMATION
Company defaults are used throughout this system in Confirmations, Invoices, Email, etc.
Some of the defaults you can enter into the system include your company name, address
and phone numbers, as well as deposit policies, invoice message, email signature and email
confirmation defaults.
NOTE: This area is where you choose ‘USA’ or ‘Australia’ depending on which version you
wish to have. This will affect the Room Info entry, POS Item entry, and Invoices and
Confirmations. For help on deciding which version to choose, hover your mouse over the
blue words, ‘Which should I choose?’
Set up your Company defaults:
1. Click on the "Settings" navigation button.
2. Click on the "Company Defaults" button if it’s not already chosen.
3. Enter your company information by tabbing through the fields.
PRINT ROOM NO ON INVOICE/CONFIRMATIONS
Selecting “Yes” will display the Room number on each line item of the Confirmation and
Invoice printed and emailed forms.
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Step By Step
See Section 6 for information about Reporting on
WHAT NEXT: Next
youper
willTax.
need to apply these
Sales
taxes to your room charges and POS Items
where applicable. More details 2.4, 3.2.
USE CUSTOM RESERVATION ID
Reservations V9 is preset with a starting Reservation ID of 1. Several users have asked to
establish their own starting Reservation ID. Clicking the “Yes” radio open a pop-up window.
You have the option to cancel or enter an initial Reservation ID and Continue.
The pop-up window will automatically display the Last reservation ID used, if applicable. All
future Reservations will begin with this number and increase by 1.
Clicking the “No” button will automatically reset the Reservation ID back to the default
Reservation ID.
NOTE: Reservation ID numbers should be unique, so do not reset the Reservation ID to a
lower number which could result in duplicate Reservation ID’s
SET UP TAX RATES
Before entering any reservations or POS invoices, the tax rates in the system need to be set
up. There are two tax rates available in Reservations 9.0. You can use one for hotel tax
and one for sales tax or combine them both into one.
NOTE: Australia Users should use only Hotel Tax for rooms.
NOTE: The Sales Tax is the only one available for use in the POS area.
1. Click the 'Settings' navigation button.
2. Click into the Tax Rate fields and enter your data.
MYOB™ and QuickBooks™ users:
You will also want to click the 'Accounting' button under the Settings area to set the tax
information.
DATA ENTRY PREFERENCES
Data entry preferences make Reservations 9.0 flexible to meet your Company and location’s
needs by giving you the ability to change the name of certain fields.
For example, choose ‘Province’ instead of ‘State’, or ‘Postal Code’ instead of ‘Zip’ for address
fields.
1. Click on the 'Settings' navigation button.
2. To the right is a white box labeled 'Data Entry Preferences'.
3. Click on the radio button for your preferences.
NOTE: These choices will change the titles of the corresponding fields throughout the
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database, but will not change information you have entered into the fields.
SET UP ROOM ENTITIES
Another data entry preference is the ability to change your Room Entity title. ‘Room’ can
changed to ‘Cabin’ (if you rent cabins), ‘Bed’ (as in Hostels that rent specific beds instead of
rooms), ‘Site’ (for campgrounds and RV resorts), or ‘Slip’ if you own a boat marina. If you
prefer a different room entity, simply double-click in the room entity field until you see a
cursor, and type the entity you prefer.
1. Click on the 'Settings' navigation button.
2. To the right is a white box labeled 'Data Entry Preferences’.
3. Select the room entity title you prefer from the drop-down list. If you prefer a different
room entity than one provided on the list, simply double-click in the room entity field
until you see a cursor, and type the entity you prefer.
4. Select if you would like to ‘Prompt for housekeeping status on check in / check out’.
USER DEFINED FIELDS
User Defined fields can be changed to track unique information about your guests or
reservations. You have three user-defined fields for guests, and three for reservations.
Choices for how to use these fields are numerous – for example, track pet names, food
preferences or health issues for guests, and flight information, room setup or guest
preferences on reservations.
You will be able to see information you enter into the User Defined fields in the ‘Guest User
Defined List’ and the ‘Res User Defined List’ Reports.
1. Click on the 'Settings' navigation button.
2. There is one box on the right for user-defined fields, one for single reservations and one
for guests.
A. For Single Reservations, enter the titles (up to three) of fields that you would like
to have.
B. For Guests, enter the titles (up to three) of fields that you would like to have.
The titles that you enter will be changed in the single reservations and guests areas, and
will not change or overwrite information you have already entered into those fields. For
single reservations, they will show under the ‘Single’ navigation button, under ‘To-Do’. For
guests, they will show under the ‘Guests’ navigation button, under ‘Add’l Info / QB’.
PRINT SETTINGS
The default print settings are set to 8.5 X 11 inches. Checking the ‘Use A4 Paper Size’ will
change the default print settings to the A4 paper format.
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Step By Step
2.2 Data Entry Defaults
LISTS/COLORS
Value lists are the pop-up menus that are used throughout this system. Among them are
the Referral List, Country List, Payment Types, Occasion List and Staff List. These value
lists can be changed and modified to fit your needs.
REFERRAL LIST
The Referral pop-up shows up in the Guests area and is used to track how your guests
found out about your business. Some examples include: Internet, Magazine, Newspaper,
Friend, etc.
OCCASION LIST
The Occasion pop-up is used in the Single and Group reservations areas of the system. Use
this to track the purpose of your guest’s visit; for example, an anniversary, wedding,
birthday, business trip, convention, etc. This information may also be helpful in marketing
to your guests.
COUNTRY LIST
The Country pop-up shows up in the Guests and Reservations address areas of the system.
This list can include any number of countries that you wish to enter.
CREDIT CARD TYPES
The Credit Card Types pop-up shows in the Reservations area under the Payments tab. This
list is used to say how the guest is paying for their reservation, for instance; Visa, Master
Card, Check, Debit, Cash, etc.
ROOM TYPES
The Room Types pop-up shows up in the Room area and is used to set the Room Type.
Some examples include: Suite, Single, Double.
ROOM VIEWS
The Room View pop-up shows up in the Room area and is used to set the Room View type.
Some examples include: Garden, Ocean, Poolside.
STAFF LIST
The Staff pop-up is used in all data entry areas of the system to indicate who entered the
information. Here you can enter a list of your employees and staff.
AVAILABILITY CALENDAR COLOR SCHEME
Use these options to set up the color scheme for your availability grid by assigning colors to
confirmed, unconfirmed, checked in, checked out guests and conflicts.
In
1.
2.
3.
order to change or modify any of these value lists:
Click on the "Settings" navigation button.
Click on the "Lists/Colors" button.
To add a line to a value list, click on the next available line (you may need to scroll
down) and enter the information.
4. When you click off of the field, the value list will automatically re-alphabetize.
5. To delete a line item, simply click on the Trash Can button that is next to the option that
you wish to delete; a window will pop-up confirming that you would like to delete this
item.
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NOTE:
If the address is not complete, be sure to
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By Step
Step
check ‘No’ for the Mail List option, located in the
Add’l Info/QB tab under the Marketing heading.
2.3 Guest Information
ENTERING YOUR GUEST RECORDS
Once guest records are entered into Reservations 9.0, they are stored and you will not have
to enter them again. Here are two ways to enter guest records:
IN
1.
2.
3.
THE GUESTS AREA
Click the 'Guests' navigation button.
Click the green '+ New' button to create a blank new record.
Enter name & address for this contact by tabbing from field to field.
IN
1.
2.
3.
THE RESERVATIONS AREA
Click the 'Reserve' navigation button.
Click the green '+ New' button.
Clicking into the Guest ID field will display a list of
existing guests. You may start typing the first few
letters of the guest’s last name to quickly find the
guest in the list. If the guest is not already in the
pop-up list, tab to the next field and enter the guest’s
information. This will automatically add them to the
master list and they will appear in the Guests area.
IMPORTING YOUR GUEST RECORDS
If you have guest records in other files on your computer,
you can import them instead of typing them manually. You can import guest and other
contact records from an Excel spreadsheet or from a tab or comma delimited text file.
1. Make sure you are in the Guests area of
Reservations 9.0.
2. Choose 'Import Records’ à ‘File' from the
File Menu.
3. Select the File you wish to import, and
then click 'Open'. (You may need to
choose to show ‘all available’ file types
from the Show menu).
4. Make sure the table on the right says
Guests.
5. Match the fields on the left (outside
source) with the fields on the right
(Guests) by clicking and dragging the
22
NOTE: Before leaving the current found set of
records after your import (which is the group of
imported records), review them carefully to
decide if they came in correctly. If they
haven’t, see below.
black arrows next to the fields on the right to line up with the appropriate fields on the
left.
6. Click in between the matched fields so an arrow appears; this means that the
information for this field will be imported.
7. Make sure ‘Add New Records’ is checked, then click the 'Import' button.
DELETING RECORDS THAT ARE IMPORTED INCORRECTLY
Choose 'Delete Found Records' from the 'Records' Navigation menu at the top of your
screen to remove the group you just imported, and try the exercise again.
IMPORTANT! Only do this if you have not left the current found set. Once records are mixed
in with the rest of the database, it may be hard to isolate them if you find a problem later.
23
Step By Step
NOTE: Locations must have an account number
assigned if you intend to export POS transactions
to MYOB or QuickBooks accounting software.
2.4 Point of Sale
SET UP LOCATIONS / CATEGORIES / RECEIPT MESSAGE
Point-of-Sale is an optional feature that makes it easy to track sales, print receipts and/or
charge purchases made at point-of-sale locations back to your guest invoice. Please note
that if you do not have POS locations, you are still able to add fees to the guest invoice
(such as additional person fees, event fees, etc.) through the ‘Other’ room without
purchasing the POS module.
Before creating POS Items for sale, you will need to set up Locations and Categories
(Categories are optional).
1. Start by clicking the 'POS' button.
2. Click the 'POS Settings' button.
3. Click the next available line to enter records in both the 'Locations' and 'Category' lists
(you may have to scroll).
4. Enter item information by tabbing from field to field.
5. The POS Receipt Message will be shown at the bottom of the receipts printed for POS.
24
Step By Step
NOTE:
BeIfsure
indicate
Location
related
NOTE:
you to
change
thethe
Item
No., you
must to
each
item
because
the
pop-up
list
on
the
POS
re-generate the barcode by clicking the
invoice area
will only
itemsbutton.
appropriate for
‘Generate
a show
Bar Code’
each location.
SET UP POS / DAY USE ITEMS
You will need to set up all the items you wish to sell and assign them to their POS locations
or assign as Day Use before generating any invoices. When ‘USA’ is chosen in the Settings
area, the ‘Items’ screen will only show one price field. When ‘Australia’ is chosen in Settings,
the ‘Items’ screen will show the price including and excluding tax.
Here you can keep detailed information on your inventory with margin/markup calculations,
pictures, barcode and vendor contact information.
1.
2.
3.
4.
5.
Start by clicking the 'POS' button.
Click the 'Items' button.
Click the green ‘+ New’ button to create a new blank record.
Enter item information by tabbing from field to field.
To generate a Bar Code for this Item, enter an ‘Item No’ and click the ‘Generate a Bar
Code’ button.
25
Step By Step
2.5 Rooms and Rates
SET UP ROOM ENTITIES
The room entity automatically defaults to ‘Room’. However, Reservations 9.0 allows you to
set a preference to change your Room Entity title. ‘Room’ can changed to ‘Cabin’ (if you rent
cabins), ‘Bed’ (as in Hostels that rent beds instead of rooms) ‘Site’ (for campgrounds and
RV resorts), or ‘Slip’ if you are a boat marina. If you prefer a different room entity, simply
double-click in the room entity field until you see a cursor, and type the entity you prefer.
Set your room entity in the Settings area.
SET UP ROOMS AND RATES
The reservation system tracks history by year, therefore a record must be set up for each
room FOR EACH YEAR. For example, your system should have room number 1 for year
2013, and another room number 1 for year 2014, etc. You can set up rooms for an
unlimited number of years. An easy way of setting up rooms for multiple years is to set up
all of your rooms and rates for one year, then choose the “Create Records for a New Year”
button to copy all the rooms. You will then need to use the “Copy Rates from Another
Room” button to copy rates to your newly created rooms.
1. Click 'Room' from the Navigation buttons.
2. Click the green '+ New' button.
3. Enter the room information by tabbing from field to field. Note: Make sure you carefully
26
NOTE: For all other charges, keep one room
record setup as ‘OTHER’ and store all your
miscellaneous charges (pet fee, extra person
fee, etc.) and use ‘ALL’ for the year.
choose the Room ID/Name, because many things within the system are linked to this
(rates, furniture, history and reservations) and changing the Room ID/Name at a future
date may cause issues with the linked records.
4. Be sure to indicate the YEAR for each new record.
5. The following settings will appear on the Search Availability grid: room view, room type
and smoking or non-smoking status. You can also choose the sort order for the Search
Availability calendar by entering a number in the "Calendar Sort Order" field. Note: If
you choose to use the sort order option rather than letting Reservations 9.0
automatically sort them for you, you will need to enter a number for each room for
correct sorting, and you must set up this sort order for all room years.
6. Enter as many rates as applicable for this room by clicking on the first available line in
the Rates area.
7. Effective dates must be entered for the YEAR of the room record. Enter multiple rates
for the same Rate ID if you have seasonal rates.
For example:
Standard Rate $99 Starts 1/1/13, Ends 4/30/13
Standard Rate $109 Starts 5/1/13, Ends 12/31/13. Entering rates this way will
make the system ‘smart’ to know what rate to charge based on the check-in dates
on the reservations.
8. Check the appropriate tax box for each rate, as well as if it is commissionable, and the
rate’s effective start and effective end date. (The tax names are set up in ‘Settings’)
9. Set the Maximum Occupancy in the Max Occup: field.
10. Set the Housekeeping Status and Staff Assigned to Housekeeping.
Further Example of Rate Setup:
If most of your rooms are similar, a convenient shortcut is to set up one room, then use the
‘Duplicate’ button. The room and its rates will automatically be copied for modification as
another room.
AVAILABILITY ONLINETM USERS: You will need to set up each Room ID in your online
account for the availability to upload properly. It’s important that the name you use for
your rooms in Availability Online matches exactly the Room ID/Name you use within
Reservations 9.0.
27
R E S E R V A T I O N S 9.0
Pearl
User Guide
Section 3
RUNNING THE PROGRAM
28
StepNOTE:
By StepUse the ‘Inquiries’ report to filter
NOTE:
If the address is not complete, be sure to
inquiries
within
the List
last option,
30 or 60
days. in
See
check
‘No’ for
the Mail
located
the
section
for more
Add’l Info/QB
tab6under
the information.
Marketing heading.
3.1 Guest Information
CREATING NEW GUEST RECORDS
Once Guest Records are entered into Reservations 9.0, they are stored and you will not
have to enter them again. Here are two ways to enter Guest Records:
IN
1.
2.
3.
THE GUESTS AREA
From the Navigation buttons, click the 'Guests' button.
Click the green '+ New' button to create a blank new record.
Enter details for this contact by tabbing from field to field.
IN
1.
2.
3.
THE RESERVATIONS AREA
Click the ‘Reserve’ navigation button.
Click the green '+ New' button.
Clicking into the Guest ID field will display a list of
existing guests. You may start typing the first few letters
of the guest’s last name to quickly find the guest in the
list. If the guest is not already in the pop-up list, tab to
the next field and enter the guest’s information. This will
automatically add them to the master list and they will
appear in the Guests area.
TO DELETE A GUEST RECORD
1. Find the Guest record you want to delete
2. Click the red 'x Delete' button
ENTERING INQUIRY RECORDS
In Reservations 9.0, you can store information about people who are contacting you with
inquiries about your establishment. Use the 'Inquiry' and Followed Up' check boxes in the
Addt’l Info/QB tab to indicate which records are inquiries.
This information is helpful in marketing and makes it easy to track people who have
inquired and who you have sent a brochure to, then follow-up with correspondence or
phone calls.
1.
2.
3.
4.
5.
From the Navigation buttons, click 'Guests'.
Click the green '+ New' button to create a new blank record.
Enter the information for the person by tabbing from field to field.
Check the 'Inquiry' box under the “Add’l Info / QB” tab.
If the address is incomplete, be sure to select 'No' on the Mail List option.
29
Step
By You
Stepcan change the User Defined field
NOTE:
Step By Step
titles under the Settings navigation tab. See 2.1
Company Defaults for more information.
ENTER ADDITIONAL GUEST INFO
The “Add’l Info / QB” tab on the guest record is where to find marketing information,
emergency contact information and three user defined fields.
1. Click the 'Guests' Navigation button.
2. Find the Guest record you want to enter notes into.
a. Click the ‘Find’ button.
b. Type in the last name or other information that you would like to find.
c. Click the ‘Perform’ button on the top of the screen to search.
3. Click the “Add'l Info / QB” tab.
4. Enter pertinent information regarding marketing, emergency contacts and other tracking
data.
ENTERING CONTACT LOGS AND REMINDERS
Each guest record has an area to store notes or memos and reminders that will appear on
the ‘Memos/To-Do’ list. The memos will stay on the To-Do list until you check ‘Done’.
2. Click the 'Guests' Navigation button.
3. Find the guest record you want to enter notes into.
a. Click the ‘Find’ button.
b. Type in the last name or other information that you would like to find.
c. Click the ‘Perform’ button on the top of the screen to search.
4. Click the 'Memos/To-Do' tab.
5. Click into the last line in the contact log area and enter your memo and 'Remind Me'
date if you want this memo to appear on the To-Do list (available in Reports). The
record will automatically sort by date (most recent on top) after it is saved.
The Memos/To-Do area on the guest record can be used to record many things, such as:
• A list of family members,
• A list of birthdays,
• Date of inquiry of a potential guest,
• Guest interests,
• A guest’s food preferences,
• And more!
EMAILING GUESTS
The Email feature in the Guests area is a great way to keep in touch with your guests and
inquirers. IMPORTANT! You must have an Internet connection and an e-mail account for this
feature to work.
The ‘from’ email address and your company signature (stored in the Settings area)
30
Step By Step
NOTE: Once you send the message and leave the
email message screen, the message will clear. Use
the ‘Refresh’ button to clear the message manually
and enter a new message.
automatically fill in and you can enter the message you want to be sent. The ‘Send’ button
will send the message to the current guest on the screen. The ‘Send to Found Set’ button in
the lower right side of the screen will send the message to the found set of records. For
example,
if message
you find and
all the
records of guests with birthdays in August, you could send them
NOTE: Once you
send the
leave
all
a
note
to
invite
them
to
come
stay with you to celebrate.
the email message screen, the message will
clear. Use the ‘Refresh’ button to clear the
message manually and enter a new message.
1. Find the guest record(s) for whom you want to email.
a. Click
the 'Find'
button.
NOTE: Once you send
the message
and
leave
b.screen,
Type the
in the
last name
the email message
message
will or other information that you would like to find.
c. Click
theto
'Perform'
clear. Use the ‘Refresh’
button
clear the button on the top of the screen to search.
message manually
2. Click and
the enter
'Email'
a new
tab.message.
3. Enter the email subject and message.
4. Click the 'Send' button to send to the current guest record you are on, OR Click the
‘Send to Found Set’ button to send to the current found set of guests (See 1.4 Finding
and Printing Records for more information on the Found Set of Records)
Reservations 9.0 sends the email message to your default email program. Depending on
which email software you use, the message(s) may send automatically or be found in your
'Outbox' or 'Drafts' box.
31
3.2 Rooms and Rates
SET UP ROOMS & RATES
The reservation system tracks history by year, therefore a room record must be set up FOR
EACH YEAR.
See 2.5 Rooms / Rates for more detailed information on setting up your rooms and rates for
the first time.
EFFECTIVE DATES ON RATES AND CHARGES
The best way to handle seasonal and other rate changes is to duplicate an existing rate and
give it an effective date. Then set the original rate to have an expiration date one day
before the new rates’ effective date.
For example:
Standard Rate $99 Starts 1/1/13, Ends 4/30/13
Standard Rate $109 Starts 5/1/13, Ends 12/31/13
Entering rates this way makes the system ‘smart’ to know what rate to charge based on the
check-in/out dates you enter on the reservation.
Remember, the effective dates can only span the year the room is set up for. You will have
new effective dates for future years. Also, changes to rates will only effect new
reservations entered.
DUPLICATING A ROOM
Click the ‘Duplicate’ button and the room and its rates will automatically be copied. Doublecheck that the effective dates are applicable to the new rate.
CREATING ROOMS FOR A NEW YEAR
A simple shortcut for creating next year’s rooms is to duplicate all your rooms for a new
year. Click the ‘Create Records for a New Year’ button and enter the new year you wish to
duplicate them for when prompted. You will also have the option of copying the rates from
the previous year. Double-check that the effective dates are applicable to the new year.
ROOM MAINTENANCE
Track the maintenance for each room with the Maintenance feature. You can add memos
on what needs to be done for each room, when it needs to be done by, who it is performed
by and when it is performed.
These maintenance requests are added to a list under the Reports navigation button in the
Room Info area and will only be removed from the list when ‘Done’ is checked.
32
Step By Step
NOTE: Under the ‘Maintenance Request’ tab, you
have the ability to print out your request and/or
go to the report and see all requests.
1. Click the 'Room' navigation button.
2. Find the room for which you want to record maintenance information.
A. Click the ‘Find’ button.
B. Type in the room name or number.
C. Click the record navigation buttons to navigate to the room record for the current
year.
3. There are two ways to enter maintenance requests:
A. Click on the ‘Maint. History’ tab under Units & Rates, then click into the next
available line to add your notes – OR –
B. Click the ‘Maintenance Request’ button and the green ‘+ New’ button for a new
blank record
4. Enter your maintenance notes.
HOUSEKEEPING STATUS
Track the housekeeping status with the field ‘Housekeeping Status’. That is where you
would enter whether a room is Clean and Vacant, Needs Cleaning, or is Occupied. The list is
also editable to let you add your own status. You can also assign staff to each room.
When you check in or check out a guest, you will be prompted to adjust the housekeeping
status and staff assigned to the room. To turn off this feature, visit the Settings à
Company Defaults area of Reservations 9.0.
33
Step By Step
3.3 Single Reservations
CREATE A SINGLE RESERVATION
Use this option to create reservations for individuals, families or groups where a single
invoice will be required. You may reserve more than one room on each reservation record.
If more than one invoice is required, proceed to section 3.4 (Group Reservations).
1.
2.
3.
4.
Go to the ‘Reserve’ navigation button.
Click the ‘Single’ navigation button.
Click the green '+ New' button to create a new blank record.
Scroll the pop-up Guest ID list to find existing Guest names. You may start entering the
Last name of the guest to assist in finding the correct guest. After selecting a guest from
the list, their contact information automatically fills in. OR If this person is not in the
system, create a new record in the Guests area or tab through the fields entering in the
information and it will automatically be added to the Guests area. (See 3.1 Guests)
5. Checked in – if ‘Prompt for housekeeping status on check in/check out’ field is set to
“Yes”, then clicking the “Checked In” box will display a pop up asking for the
housekeeping status, and you may assign Housekeeping staff at that time. Current date
and time will automatically be set.
6. Checked Out - if ‘Prompt for housekeeping status on check in/check out’ field is set to
“Yes”, then clicking the “Checked Out” box will display a pop up asking for the
housekeeping status, and you may assign Housekeeping staff at that time. Current date
and time will automatically be set. If the Disable Log-in is unchecked, you will receive a
message notifying you that the reservation will be “locked” and only a user with a
“Mananger” login will be able to edit or delete the record.
- NOTE: After a customer is checked out, only ‘Managers’ and ‘Admin’ users will be able
to view the credit card number for 8 days after the check out date. All other users and
after 8 days, the credit card number will be encrypted.
7. On the Invoice there are 2 text boxes, text entered into the top box will appear on all
invoices. Text entered into the second box will only display on the specific invoice it was
entered upon.
Waiting List
1. ‘Add to Waiting List button’ – will display a pop-up window asking for the Desired dates
From and To, and you may enter additional comments.
2. Clicking on the ‘Waiting List’ button will display all guests on the waiting list. If a room
becomes available, you may click the ‘Book’ button to book the reservation. Or click on
the trashcan to remove the Guest from the waiting list.
34
WHAT NEXT: Next you will need to check availability and
search for a room to reserve. See below under Search
Availability and Reserving Rooms.
35
Step ByDeleting
Step
NOTE:
a guest reservation does NOT
Step By Step
onsystem.
a name in the room grid will
delete their contactNOTE:
recordClicking
from the
bring you to that Reservation in the main
window. Clicking on a blank record will ask if
you wish to create a ‘New’ single reservation.
Clicking ‘New’ will create a new single
reservation
for that room and default to the
SEARCH
AVAILABILITY
number
of has
nights
you choose.
Reservations
9.0
a 'Search
Availability' button on almost every screen.
This button will take you to the pop-up room grid for this month and this
year.
1. Click on the 'Search Availability' button in the right upper corner of the screen.
2. This will open a pop-up window, defaulting to availability for the current month and
year.
3. Click the left and right buttons to advance forward or backward through the blocks of
days, the month buttons to jump to a certain month, and the up and down arrow
buttons next to the year to advance forward or backward in years.
RESERVING ROOMS
When searching availability, you may click on a blank space to create a new single
reservation or return to the single reservation you were working on so you can finish the
reservation.
1. Click into the room field under the ‘Charges’ tab.
2. Enter the room number, check-in date, check out date, etc. by tabbing from field to
field.
3. Choose the Rate from a pop-up list and the charges will automatically calculate.
36
Step By
Stepyou send the message or leave the
NOTE:
Once
‘Email’ tab, the message will clear. Click
‘Refresh to clear the comments and start over.
IMPORTANT! If you have booked a conflict, the system will show a "CONFLICT" message in
red, however it not prevent you from double booking a room. To view a list of reservation
conflicts, view the 'Conflict Report' from the Reports area.
TO CONFIRM A RESERVATION
1. Click the 'Payments' tab to enter the credit card number and/or deposit for this
reservation. To comply with PCI regulations, the number you enter in the “CC Number”
field will be encrypted after you leave the dialogue box for privacy purposes.
2. Print or email the confirmation by clicking the 'Confirmation' button or 'Email' tab (See
below for more information).
DEPOSIT POLICY NOTES
There is a check box near the bottom of the screen to choose which Deposit policy you want
on your confirmations or invoices. This automatically defaults to ‘A’, which is the default
deposit policy, however you may choose the alternate deposit policy 'B'. (See 2.1 Company
Defaults for information on editing these policies.
EMAILING RESERVATION CONFIRMATIONS
Reservation Confirmations can be viewed and then printed or emailed. There are two ways
you can email a confirmation. The first is through a plain email file, and the other is
through a PDF that includes your logo and reservation information in a graphically designed
format.
1. Find the reservation you want to email a confirmation for.
2. Click the 'Email' tab. The system will automatically create a message for your email with
the reservation information. This is modifiable so you can add comments to the email.
3. Click the ‘Send’ button. Reservations 9.0 sends the email message to your default email
program.
Mac users and Multi-User version users can also send a PDF email confirmation that includes
your logo and reservation information in a graphically designed format. Windows users who
have PDF-generating software can also choose to ‘Print’ the confirmation, then redirect the
printer to the “Adobe PDF” file.
1. Find the reservation you want to email a confirmation for.
2. Click on the ‘Confirmation’ button under the ‘Charges’ tab.
3. Click the ‘Email’ button. Reservations 9.0 sends the email message to your default email
program and attaches the confirmation as a PDF.
Reservations 9.0 sends the email message to your default email program. Depending on
which email software you use, the message(s) may send automatically or be found in your
'Outbox' or 'Drafts' box.
37
Step
By Step
Step
NOTE:
You can define the User Defined field
Step
By
titles under the Settings navigation tab. See 2.1
Company Defaults for more information.
FAXING CONFRIMATIONS
If you have an internal modem and fax software on your computer, it is possible to fax a
confirmation from within Reservations 9.0.
1.
2.
3.
4.
Click the ‘Confirmation' button on the reservation screen.
Click the 'Print' button.
Redirect the printing to your fax program instead of the printer.
Enter the fax number, etc. and continue to fax the document.
TO-DO NOTES
Each reservation allows entry of notes about phone calls, faxes, emails or to-do reminders.
The memos will be added to the ‘To-Do List’ when entered and removed when you check
‘Done’.
1. Click on the ‘Single’ navigation button in the Reserve area.
2. Click the 'To-Do' tab.
3. Here you can enter reminders or to-do notes in the portal, additional notes in the blank
note field at the bottom, or additional information in the User Defined fields.
CHECK-IN A GUEST
To check in a guest, Reservations 9.0 has a check box at the bottom of the main Reserve
area screen that makes it quick and easy.
Either
Or
1. Click the 'Reserve' navigation button,
1. Go to today's date on the availability
then the 'Single' navigation button.
calendar.
2. Click the ‘Find’ button.
2. Click on the name of the guest arriving
A. Enter the guest’s last name and
to zoom to their reservation.
check in date or the reservation
number.
B. Click the 'Continue' button to
pull up the record.
Then
3. Click the 'Checked In' checkbox at the bottom of the screen, and the system will add the
date and time to the guest's arrival automatically.
NOTE: If the “Prompt for housekeeping status on check in/check out” field is set to
“YES” a pop-up dialog will appear asking for the housekeeping status, and you have the
option to assign staff at this time also.
4. Print the 'Check In Form' if desired for the guest to fill out or verify their information.
After a guest is checked in, that guest’s name will change color on the Search Availability
38
Step By Step
Step By Step
NOTE: The ‘OTHER’ room needs to be set up with
additional charges in the Room Info area before you
can enter additional charges. See 2.5 Rooms /
Rates for more information.
calendar, indicating that they are checked in. The guest is also added to the Check-in
report.
ADDING CHARGES TO THE GUEST INVOICE
During a guest’s stay, you can add charges to their invoice. You will be able to keep track
of what charges were made and for how much.
1. Find the reservation you wish to enter charges into.
2. Under the Room drop-down list choose ‘OTHER’.
3. Select the charge from the Rate drop-down list.
PREPARING CHECK-OUT INVOICE
Before checking out a guest, you want to find the guest in the system, review their
information, and add any last minute charges. Then you’re ready to print out an invoice.
1. Find the reservation for the guest who is checking out:
Either
Or
Or
A.
B. From the Single
C. Go to today’s date on F
rom the Navigation
Reservations area, click
the Search Availability
buttons, click 'Reports'.
‘Find’.
calendar.
a. Click the 'Current
a. Enter the guest last
a. Click on the name of
Guest List' button.
name and check in date
the guest departing
b. Click the zoom button
or reservation number.
to zoom to their
next to the guest
b. Click the ‘Perform’ button
reservation.
checking out to pull up
to pull up record.
their reservation.
Then
2. Review and enter more charges as needed.
3. Click the 'Invoice' button to view and print the guest invoice.
4. Present invoice to the guest and receive payment.
5. Enter the payment by clicking the 'Payments' tab and then clicking into the next
available line.
- Note: Only the ‘Manager’ and ‘Admin’ will be able to view the credit card number after
a guest has been checked out. The card number will only be available for 8 days after
the check out date, after which time it will be permanently encrypted.
39
guest(s) will be checked-out. See below.
VIRTUAL TERMINAL
Virtual Terminal is a feature in the Reserve area under the 'Single' navigation button where
a merchant account virtual terminal can be displayed and used to accept credit cards. It
automatically defaults to PayPal™, so if you have an account, you simply need to sign in
and process the payments.
SETTING UP VIRTUAL TERMINAL
Under the 'Settings' navigation button, 'Accept Credit Cards' and 'Merchant Account' you
may enter the URL for the virtual terminal website if you already have a merchant account
to accept credit cards and they offer a virtual terminal.
Once this is setup, whenever you click on the 'Virtual Terminal' tab under 'Single
Reservations', your virtual terminal website will appear in the portal where you can log in
and make payments online.
If you do not have a merchant account and would wish to have one, you can either use the
link which appears in the bottom right of the pop-up window after you click the ‘Virtual
Terminal’ button, or in the 'Settings' à 'Accept Credit Cards' à 'PayPal™' area there is also
an image near the bottom you can click on to sign up.
40
Step By Step
CHECK-OUT A GUEST
To check out a guest, Reservations 9.0 has a check box at the bottom of any of the
Reservation screens that makes it quick and easy.
1. Click the ‘Reserve’ navigation button.
2. Click the 'Single’ navigation button.
3. If you have not already, find the guest you are checking out by clicking the ‘Find’ button.
A. Enter the reservation number or guest’s last name and check in date.
B. Click the 'Continue' button to pull up the guest’s record.
4. Click the 'Checked Out' checkbox at the bottom of the screen, and the system will add
the date and time to the guest's departure automatically.
- If the “Prompt for housekeeping status on check in/check out” field is set to “YES”
a pop-up dialog will appear asking for the housekeeping status, and you have the
option to assign staff at this time also.
After the guest has been checked out, that guest’s name will change color on the Availability
screen indicating they are checked out and will be added to the Check-out report.
41
Step By Step
3.4 Group Reservations
CREATE A GROUP RESERVATION
Use this option to create reservations for families, groups or events where multiple invoices
will be required. You may reserve more than one room on each reservation record; each
reserved room will be viewable in the Group area as well as in the Single area. Also, you do
not need to have detailed information about the group at the time of initial reservation; you
can add information as you receive it.
1.
2.
3.
4.
Go to the ‘Reserve’ navigation button.
Click the ‘Group’ navigation button.
Click the green '+ New' button to create a new blank record.
Either choose from the pop-up a list of existing guests in your database or tab through
the fields to enter new guest information into the system. You may begin typing the
Host’s last name to quickly find the host in a large list. Information you enter here will
automatically appear in the Guests area of the program (see 3.1 Guests).
WHAT NEXT: Next you will need to search
availability and search for a room to reserve.
See below under Search Availability and
Reserving Rooms.
42
NOTE: Deleting a group reservation does NOT
Step By Step
delete their contact record from the system. To
delete an entire group reservation, you must
first delete each individual reservation.
SEARCH AVAILABILITY
Reservations 9.0 has a 'Search Availability' button on nearly every area of
the program. This button will take you to the pop-up room grid for this
month and this year. Please see Section 3.3, ‘Search Availability’ for stepby-step instructions for using this feature.
RESERVING ROOMS
After verifying availability and returning to the group reservation you were working on, it is
time to reserve the rooms for the guests.
1. Make sure you’re on the ‘Rooms’ tab in the ‘Reserve’ à ‘Group’ area of the program.
2. Press the ‘New Line’ button on the right side of the screen to start a new reservation for
member(s) of your group.
3. Choose the room number from the pop-up list. Continue entering information for your
reservation. When you choose a rate from the pop-up list, the charges will
automatically calculate.
4. After entering the rate, you will enter the Guest for that particular room. If the host has
not given you guest names for each room, simply enter the host’s name. Later, if the
host gives more information, the guest name can be changed for each room.
A. If the person is already in the system, choose their name from the pop-up list.
B. Otherwise, use the silver zoom button to navigate to that guest’s single
reservation and enter their information. The name in the group reservation will
be automatically updated, since their single reservation is linked to the group.
5. Review for accuracy, edit and repeat the process as needed.
Each room reserved on the group reservation will have it’s own single reservation number
that you can zoom to and each will have it’s own invoice. If, however, the host wishes to
pay for all the room reservations, remove the price from each reservation and add them to
the Host’s. Each reservation may still have it’s own invoice, however, for incidentals/other
fees.
IMPORTANT! If you have booked a conflict, the system will show a "CONFLICT" message in
red, however it will allow you to leave conflicts in the system. To view a list of reservation
conflicts, view the 'Conflict Report' from the report menu.
EMAILING RESERVATION CONFIRMATIONS
Reservation Confirmations can be viewed and then printed or emailed. Please see Section
3.3, ‘Emailing Reservation Confirmations’ for step-by-step instructions for using this feature.
FAXING CONFRIMATIONS
If you have an internal modem and fax software on your computer, it is possible to fax a
confirmation from within Reservations 9.0. Please see Section 3.3, ‘Faxing Confirmations’
for step-by-step instructions for using this feature.
43
Step
Step By
By Step
Step
GROUP DETAILS
The ‘Group Details’ tab is designed to keep notes and other special information about the
group as well as summarize the number of rooms reserved and number of adults, children
and others that are coming.
1. Click on the ‘Reserve’ button, then the 'Group' navigation button.
2. Click the ‘Group Details’ tab.
3. Here you can enter notes, special needs or names of honorary guests.
CHECK-IN A GUEST
You will need to zoom to each guest’s reservation in the group in order to check them in.
Reservations 9.0 has a check box at the bottom of the main Reserve area screen that
makes it quick and easy.
1. Find the reservation for the guest who is checking out:
Either
Or
a. Navigate to the ‘Reserve’ à ‘Group’
2. Go to today's date on the availability
à ‘Rooms’ tab.
calendar.
b. Click the blue ‘zoom’ button next to
3. Click on the name of the guest
the guest’s reservation number to
arriving to zoom to their reservation.
go to their reservation.
Then
4. Click the 'Checked In' checkbox at the bottom of the screen, and the system will add
the date and time to the guest's arrival automatically.
- If the “Prompt for housekeeping status on check in/check out” field is set to “YES”
a pop-up dialog will appear asking for the housekeeping status, and you have the
option to assign staff at this time also.
5. Print the 'Check In Form' if desired for the guest to fill out or verify their information.
After a guest is checked in, that guest’s name will change color on the Search Availability
calendar, indicating that they are checked in. The guest is also added to the Check-in
report.
44
Step
StepBy
ByStep
Step
NOTE: The ‘OTHER’ room needs to be set up with
additional charges in the Room Info area before you
can enter additional charges. See 2.5 Rooms /
Rates for more information.
PREPARING CHECK-OUT INVOICE, VIRTUAL TERMINAL, CHECK-OUT A GUEST
Since each group has multiple guests, you will need to zoom to a specific guest in order to
enter charges and payments and when checking-out a guest. See Section 3.3, ‘Virtual
Terminal’, and ‘Check-Out a Guest’ for step-by-step instructions on using these features.
ADDING CHARGES TO THE GUEST INVOICE
During a guest’s stay, you can add charges to their invoice. You will be able to keep track
of what charges were made and for how much.
1. Find the reservation for the guest who is checking out:
Either
Or
a. Navigate to the ‘Reserve’ à ‘Group’
2. Go to today's date on the availability
à ‘Room’ tab.
calendar.
b. Click the blue ‘zoom’ button next to
3. Click on the name of the guest to
the guest’s reservation ID number
zoom to their reservation.
to go to their reservation.
Then
1. Under the Room drop-down list choose ‘OTHER’.
2. Select the charge from the Rate drop-down list.
GROUP INFORMATION SHEET
The Group Information Sheet allows you to view specific details about a group on a
printable form.
1.
2.
3.
4.
Click the ‘Reserve’ navigation button.
Click the 'Group' button.
Click on the ‘Print’ button, which is just above the ‘Home’ phone number entry area.
Here you can view a group's information and/or print it out by clicking the 'Print' button
at the top right hand side of the screen.
5. To exit the screen, click on the 'Form' button.
45
Step By Step
See 2.5 Room / Rates for more
information.
3.5 Agent Reservations
AGENT COMMISSIONS
Reservations 9.0 has the ability to track commissions for Agents. This needs to be set up in
the Agent Info area as well as the Room Info area.
1.
2.
3.
4.
5.
Click the 'Reserve' button, then the 'Agent' button.
Click the 'Agent Info' tab.
Click the green '+ New' button to create a new blank record.
Enter the Agency information by tabbing from field to field.
Enter the commission rate as a decimal number.
ROOM SETUP
Before entering any Agent reservations, you will also need to check the ‘Commissionable’
box on certain rooms and rates. Unless this is checked AND the Agent has a Commission
Rate, the ‘Commission due’ amount will not be calculated.
46
Step By Step
WHAT NEXT: Next you will need to check
availability and search for a room to reserve.
See below under Search Availability and
Reserving Rooms.
CREATE AN AGENT RESERVATION
Use this option to create Reservations via travel agents and track Agent commissions due.
1.
2.
3.
4.
Go to the ‘Reserve’ navigation button.
Click the ‘Agent’ navigation button.
Click the green '+ New' button to create a new blank record.
Click into the 'Agent ID' field and select the agent from the list. You may enter the last
name of the agent to find the agent quicker in a large list.
5. Next, you will enter the Guest information by clicking into the ‘Guest ID’ field and
selecting them from the list.
NOTE: If either the guest or the agent is not already in the system, use the ‘Tab’ key to
move off the pop-up list and enter the appropriate information on the screen. This will
automatically add them to the Agent Info or Guests area for future reservations.
47
NOTE:
Deleting an agent reservation does NOT
Step By Step
delete their contact record from the system.
SEARCH AVAILABILITY
Reservations 9.0 has a 'Search Availability' button on nearly every area of
the program. This button will take you to the pop-up room grid for this
month and this year. Please see Section 3.3, ‘Search Availability’ for stepby-step instructions for using this feature.
RESERVING ROOMS
After searching availability and returning to the agent reservation you were working on, it is
time to enter the rooms for the guests.
1.
2.
3.
4.
From the Reserve, Agent, Reservation Info, Guest/Room tab, click the ‘New Line’ button.
Enter the reservation information by tabbing from field to field.
Choose the Rate from a pop-up list and the charges will automatically calculate.
Review for accuracy, edit and repeat the process if multiple rooms for this reservation
are needed.
5. Agent commissions are automatically calculated at the bottom of the screen if the
Agency has a Commission Rate filled in and if that particular room was checked
‘Commissionable’.
Each room reserved on the Agent Reservation will have it’s own Single Reservation number
that you can zoom to and each will have it’s own Invoice.
IMPORTANT! If you have booked a conflict, the system will show a "CONFLICT" message in
red, however it will allow you to leave conflicts in the system. To view a list of reservation
conflicts, view the 'Conflict Report' from the Admin Reports in the report menu.
EMAILING RESERVATION CONFIRMATIONS
Reservation Confirmations can be viewed and then printed or emailed. Please see Section
3.3, ‘Emailing Reservation Confirmations’ for step-by-step instructions for using this feature.
FAXING CONFRIMATIONS
If you have an internal modem and fax software on your computer, it is possible to fax a
confirmation from within Reservations 9.0. Please see Section 3.3, ‘Faxing Confirmations’
for step-by-step instructions for using this feature.
TO-DO NOTES
Each reservation allows entry of notes about phone calls, faxes, emails or to-do reminders.
Please see Section 3.3, ‘To-Do Notes’ for step-by-step instructions for using this feature.
CHECK-IN A GUEST
To check in a guest, Reservations 9.0 has a check box at the bottom of the main Reserve
area screen that makes it quick and easy. You will need to zoom to each guest in the group
to check them in. Please see Section 3.3, ‘Check-In a Guest’ for step-by-step instructions
for using this feature.
48
ADDING CHARGES TO THE GUEST INVOICE
When the guest arrives, you can add charges to their invoice and keep track of what
charges were made and for how much. Please see Section 3.3, ‘Adding Charges to the
Guest Invoice’ for step-by-step instructions for using this feature.
PREPARING CHECK-OUT INVOICE, VIRTUAL TERMINAL, CHECK-OUT A GUEST
Please see Section 3.3 for step-by-step instructions for using these features.
AGENT COMMISSIONS REPORT
The 'Agency Reservations' report, available in the Reports area under the Reservations
heading, will list all reservations made by agents and show the commission due. You can
'find' records on this report by Agency or by date.
1. Click the 'Reports' navigation button.
2. Click the 'Agency Reservations' report button under the Reservations heading.
3. Find the desired records for this report.
49
Step
By Step
NOTE:
Locations and Items must be setup
Step By Step
before creating POS Invoices.
3.6 Point of Sale
ENTERING POS / DAY USE INVOICES
You can create invoices for Point of Sale locations on your property with this feature. A
receipt can be printed, or the charge can be added to a guest invoice with the click of a
button.
1.
2.
3.
4.
5.
6.
7.
8.
To begin a sale at a POS location, start by clicking the 'POS' navigation button.
Click the green '+ New' button to create a new blank record.
Select the Location of this sale from the pop-up list on the right side of the screen
Drag and drop the Item No on the right to the Item No field on the Invoice, or use a
scanner to scan the bar code of the item while your cursor is blinking in the ‘Item No’
field.
Edit the quantity of the item, if needed.
Continue adding items as needed.
Enter the amount tendered to see the 'change due'. Or, if you desire to add the charges
to the guest invoice for payment at check out, proceed to step 1 of ‘Posting POS Charges
to the Guest Invoice’ below.
Click the 'Print Receipt' button to print a receipt.
NOTE: if you do not have a receipt printer you can print a full size invoice on any regular
printer
POSTING POS CHARGES TO THE GUEST INVOICE
1. After adding all of the items you are selling, enter the guest’s reservation number into
the 'Res ID' field at the lower left hand side of the screen. (Guest name and Room
number will automatically appear after you enter the Res ID number).
2. Verify the Guest name that automatically fills in.
3. Click the 'Add to Guest Invoice' button.
NOTE: POS invoices cannot be edited once the payment method is selected (Cash, credit
card or posted to guest invoice), except by the Manager access account.
50
R E S E R V A T I O N S 9.0
Pearl
User Guide
Section 4
INTEGRATION
51
Step By Step
NOTE:
The
USA
version
of
MYOB™
(called
NOTE:
To
find
out
more
this
accounting
Step
By Step
Locations
and
Payabout
Type
names
must
NOTE:
Item
and
Pay
Type
names
must
match
AccountEdge)
will
import
taxMYOB™
code
peris
software,
please
use
theone
following
match
exactly;
keep
inthat
mind
that
exactly;
keep
in
mind
MYOB™
is URLs:
‘case’
invoice, which
is
the
first
tax
code
used.
The
Australia:
http://myob.com/
‘case’
sensitive.
sensitive.
AUS version
of MYOB™ can import a separate
USA: http://www.accountedge.com/
tax code for each line.
4.1 Accounting
SETTINGS TO INTEGRATE WITH ACCOUNTEDGE
Before Reservations 9.0 can correctly export and integrate with AccountEdge, there are a
few settings that need to be entered according to your company.
TAX CODES AND PAYMENT TYPES WITH BANK ACCOUNTS
1.
2.
3.
4.
Navigate to the ‘Settings’ à ‘Accounting’ à ‘MYOB’ area.
Select the version of the MYOBTM product you use (USA or Australia).
Enter an MYOBTM tax code for each tax used with a corresponding rate.
Enter the Payment Types with a corresponding MYOBTM Bank Account.
FOR GUEST CHECK-OUT INVOICES
1. In your MYOBTM company file, create a customer card named GUEST (all caps)
2. Setup an item in MYOB™ for each rate entered under Room Info in the Reservations 9.0
program.
FOR POS / DAY USE RECEIPTS
Follow this procedure only if you have registered to use the POS Sales system.
1. Setup one customer card in MYOB™ for each Location listed in the POS Settings button.
At least one location is required.
2. Assign an MYOB™ income account for each "Location" in POS settings
52
Step By Step
WHAT NEXT: See help notes below for
Step By Step
NOTE:
It is very
importantthese
that you
the
information
on importing
textimport
files into
invoices BEFORE theMYOB™.
receipts into the MYOB file.
EXPORTING CLOSED GUEST INVOICES
Make sure to review the help note above, ‘Settings to Integrate with MYOB™’, before
proceeding.
EXPORT THE DATA FROM RESERVATIONS
1. From the Settings à Accounting à MYOB area, click on the button, "Export Closed Guest
Invoices and Payments'. This process will export the invoices that have been marked
'checked out' but they have not yet been posted from the Reservations 9.0 program into
a tab-delimited text file.
2. A message window will appear, Export Check Out Invoices. This window is to inform
you that all guest invoices marked checked out but not yet posted will be exported for
MYOB™ and you will be asked to name and save the file. Select Cancel or Okay. If you
select Okay to continue, another message window will appear.
3. Export Invoice Payments message will appear next, informing you that the following
screen you will need to name the Receipts text file and indicate where to save it. Select
okay to continue.
4. A save window will appear for you to name and save the Receipts file. Select Save to
continue.
5. An export Invoice Payments message will then appear, informing you that the payments
have been exported. Select OK to continue.
6. A message appears instructing you to name and save the Invoice file.
7. Export Check out Invoices message will appear informing you that the Invoices have
been exported. You will need to verify the following posting report with the MYOBTM
Sales Register after the import is complete. Select Okay to continue. We suggest you
over-write this file each time you export.
IMPORTING CLOSED GUEST INVOICES
After following the steps above, the next step is to import your text files into MYOB™.
IMPORT YOUR GUEST INVOICES TO MYOB
1.
2.
3.
4.
5.
6.
7.
Open your MYOB™ data file.
Choose 'Import Data/Sales/Item Sales from the MYOB File menu.
Import File Type = Tab Delimited, First record = Data record, Reject Duplicates.
File of type = All Files.
Select the Guest Invoice text file just created, Click OK.
Click the 'Continue' button.
Click the 'Match All' button, then the 'Import' button
53
Step By Step
Step
Step
NOTE:
This
will create a text file, which you can
Step By
By
Step
import into your MYOB™ accounting system as
‘Vendor Cards’.
IMPORT YOUR GUEST PAYMENTS (RECEIPTS) INTO MYOBTM
1.
2.
3.
4.
5.
6.
7.
Open your MYOB™ data file.
Choose 'Import Data/Receipts/Receive Payments from the MYOB™ File menu.
Import File Type = Tab Delimited, First record = Data record, Reject Duplicates.
File of type = All Files.
Select the Receipts text file just created, Click OK.
Click the 'Continue' button.
Click the 'Match All' button, then the 'Import' button.
VIEW / PRINT TRANSACTIONS
1. From the Reports Index, select the 'Sales and Receivables Journal' from the 'Sales'
report tab.
2. Click the 'Customize' button and set the date range for the transactions just imported.
3. Click 'Display' to view/print report and compare to posting report from Reservations 9.0.
EXPORTING AGENT RECORDS FOR MYOB™
Travel agent information can be exported for MYOB as well.
1.
2.
3.
4.
Start by clicking the 'Settings' button
Click the 'Accounting' button
Click the 'Export Agency Names' button
Follow the prompts to name the export file
IMPORTING AGENT RECORDS
1. From within MYOB™, choose Import Data/Cards/Vendors from the File menu.
2. Import File format = Tab-delimited, First Record is = Data Record, Duplicate Records =
Reject Them (or update them)
3. Click 'Continue'
4. Select the file you exported above for Agents, then click 'Open'
5. Click the 'Match All' button, then the 'Import' button.
54
Step By Step
EXPORTING POS SALES FOR MYOB
Select this button only if you have registered to use a Daily POS Sales system.
1. Under the ‘Settings’ and ‘Accounting’ navigation buttons, click the ‘Export Daily POS
Sales’.
2. This process will find the new sales not yet posted and will create a tab-delimited text
file. Any sales that have been charged back to a guest invoice will not be included in the
batch. These charges will post in with the guest invoice.
3. Export Daily Receipts window will appear. Select a Receipt Date and click Okay to
continue.
4. Export Daily POS Receipts window will appear informing you that you will need to name
and save the Receipts file. Select Okay to continue. We suggest you over-write this file
each time you export.
IMPORTING POS SALES
1.
2.
3.
4.
5.
6.
7.
Open your MYOB™ data file.
Choose 'Import Data/Sales/Service Sales from the MYOBTM File menu.
Import File Type = Tab Delimited, First record = Data record, Reject Duplicates.
File of type = All Files.
Select the POS Sales text file just created, Click OK.
Click the 'Continue' button.
Click the 'Match All' button, then the 'Import' button.
VIEW / PRINT TRANSACTIONS
1. From the Reports Index, select the 'Sales and Receivables Journal' from the 'Sales'
report tab.
2. Click the 'Customize' button and set the date range for the transactions just imported.
3. Click 'Display' to view/print report and compare to posting report from Reservations 9.0.
POSTING TO QUICKBOOKS™
Requirements for sending Guests to QB:
1. Set up one Customer named "Guest" in QuickBooks (Actual guest name and
address are sent in on the invoices under the "Guest" name).
Note: You also have the option of setting up each Guest in QB. See 'Guest Information
Preference' in the QuickBooks Accounting Settings area.
Requirements for sending Guest invoices to QB:
1. The Class must exist in QB (if used).
2. The Tax Codes must exist in QB as a Sales Tax Item.
3. The Rate ID's must exist in QB as Items.
4. The payment method must exist in QB customer list items.
Requirements for sending Guest Payments to QB:
1. The payment type must exist in QB customer list items.
2. The invoice must be posted to QB before payment can be posted.
Requirements for sending POS Receipts to QB:
1. The Locations must exist in QB as a customer.
Note: leave tax code blank on customer in QB.
55
2. The Class must exist in QB (not required, but if used the class must exist).
3. The Tax Codes must exist in QB as a Sales Tax Item.
4. The Locations must exist in QB as Items (make locations taxable - tax will actually
be determined by each sale that posts.).
5. The payment method must exist in QB customer list items.
To Send Transactions:
Guest Record:
click 'Post Guest to QB' button on Guest Add’l Info/QB screen.
Guest Invoice:
click 'Post to QB' button on Reserve screen.
Guest Payment: click 'Send QB' button on payment line item.
POS Receipt:
click 'Post to QuickBooks' button on POS Screen.
56
4.2 Credit Cards
PAYPAL™ VIRTUAL TERMINAL
If you don't have a merchant account, PayPalTM is a quick and easy way to start accepting
credit cards. PayPal™accepts credit cards from 190 countries, and offers a 'virtual terminal'
that makes it easy for you to enter credit card payments while you are entering the
reservation right in your software!
Each of the single reservation screens (found in the Reserve, Single navigation area) has a
'Virtual Terminal' button where you can enter and process these payments with an Internet
connection. This button defaults to the PayPal™ virtual terminal site unless you enter a URL
in the Settings area for another virtual terminal.
Go to the ‘Settings’ area of Reservations 9.0 for more information and to sign up! You can
also navigate to the PayPal™ website for more information. Please use the link provided in
the Settings, Accept Credit Cards, and PayPal navigation area to setup your account.
Virtual Terminal with PayPal™ is currently only available in the US.
57
USING YOUR MERCHANT ACCOUNT
If you already have a merchant account and they offer a 'virtual terminal', enter the URL in
the Settings, Accept Credit Cards, Merchant Account area. This will make the website
appear when clicking the 'Virtual Terminal' button so you can enter and process credit card
payments right inside your Reservations 9.0 software!
If you don't already have a merchant account, we recommend the PayPal™ virtual terminal.
To find out more information about this, please visit the following URL:
https://www.paypal.com/us/mrb/pal=SBAX33KJ6QK2Y
58
4.3 Availability Online™
AN OVERVIEW
Availability Online™ is an online reservations program that works with your website and the
Reservations 9.0 software. You can have a link on your website to accept online
reservations, and Availability Online™ will send you an email notification when a new
reservation has been placed.
Inside the email notification is an email link that you can paste into the 'Availability Online'
screen to display, review, edit and save the reservation.
Availability can be uploaded to the Availability Online™ site from your Reservations 9.0
software as well to keep the online availability current. Below is an example of a calendar
that could appear on your website. Keep in mind that the calendar is completely
customizable to match your website.
59
Step By Step
HOW DO I SIGN UP?
If you have a website and would like to take reservations online, Availability Online™ makes
it easy, affordable, and it works with this software!
AVAILABILITY ONLINE™ WEBSITE
Go to www.availabilityonline.com and be sure to tell them you use our Reservations 9.0
software!
BEFORE USING AVAILABILITY ONLINE
Before using your Availability Online™ account with your Reservations 9.0 software, make
sure that you enter your room names in Availability Online™. The ‘Name’ field of the Room
Management area in Availability Online must match EXACTLY the 'Room ID/Name' field in
the Room --> Units & Rates area of Reservations 9.0, including such details as the capital
and small letters must match, and there can be no extra spaces or hard returns.
IMPORTANT: Do not change the Room No/Name field in Reservations 9.0 after setting up
rooms and making reservations, because changing it will cause all Rates, Reservation
History, Furniture and Maintenance records related to the room to disconnect. Instead,
change what you have in Availability Online.
PROCESSING AN AVAILABILITY ONLINE™ RESERVATION
An Availability Online™ account is required to use this feature. Once you have created an
account, setup your rooms, and receive a notification email from Availability Online™
informing you of a new reservation, you can proceed to process the reservations in your
Reservations 9.0 database.
1. When you receive a notification email from Availability Online informing you of a new
reservation, copy the link under ‘View details for this reservation’ in the sent email.
2. In Reservations 9.0, navigate to the 'Reserve' à 'Online' area.
3. Paste the link into the text box on the right side of the screen and click the 'Display'
button, then log in. Note: you will need to login each time you revisit this screen for
security reasons.
4. The Availability Online reservation appears on the left. You can ‘Search Availability’ and
come back to this screen as needed. Note: We advise not to use the ‘Archive’ or ‘Send
Confirmation E-mail’ buttons located at the bottom of the scrolling window you use to
view the reservation. Instead, send a confirmation email from the ‘Reserve’ à ‘Single’
area and upload availability from the ‘Reserve’ à ‘Online’ à ‘Upload Availability’ area.
5. To add this reservation to your records, click the 'Add Reservation Displayed Below'
button.
6. This will take you to a review screen. PLEASE REVIEW the reservation information and
edit as needed because the guest may note have completed the Availability Online form
correctly and some information may need to be moved or screened for typos. The first
room shown in Availability Online™ will be used for this reservation by default and will
show in the choice 1 'Room' field in this area. You can edit this room before saving.
7. Before continuing, determine whether the guest is already in your system by clicking the
drop-down list called ‘Guest ID’ and search by last name. This will keep all of your
guest’s history linked. If this reservation is from a new guest, a new guest ID will
automatically be generated once you click the ‘confirm’ button.
8. Choose the appropriate tax to apply to this reservation by clicking the tax check boxes
on the right side of the screen.
9. Click the 'Confirm - Save Reservation Displayed' button to save this reservation to your
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Step By Step
records.
Note: Availability Online version 4.0 allows up-selling of items. Reservations 9.0
currently does not support up-selling of items for the import or accepting of
Reservations.
Note: The Payment Information seen in the review window will be recorded and
saved in Reservations 9.0, however the credit card number will be encrypted to
comply with PCI requirements.
UPLOADING AVAILABILITY
Click a button to upload your availability calendar to Availability Online™ at any time to
keep your online calendar up to date.
Before uploading your calendar for the first time, you will need to set up your Availability
Online default account information by navigating to the ‘Reserve’ à ‘Online ’ à ‘Upload
Availability’ area (i.e. Username and Password).
1. To upload your availability to your online calendar, navigate to the ‘Reserve’ à ‘Online ’
à ‘Upload Availability’ area.
2. Be sure you have your user ID and password entered.
3. Follow the instructions on the left by first clicking on the current month. The system will
automatically upload/update one year’s worth of reservations.
4. Click the button ‘Upload to Availability Online’.
5. This process might take a few minutes. It’s important not to interrupt the process once
you’ve started it, so please wait as the process is completed.
When the process is complete, a window will pop-up saying ‘Upload Complete’ and upload
results will show in the field on the current screen.
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4.4 Point of Sale Hardware
Below is the recommended hardware that has been tested to work with Reservations 9.0.
Please contact us or visit the ordering page on our website if you’re interested in ordering.
RECEIPT PRINTER
Manufacturer: Star Micronics
Model: Star TSP100 futurePRINT™
CASH DRAWER
Manufacturer: M-S Cash Drawer™
Model: CF-405
BARCODE SCANNER
Manufacturer: Hand Held Products™
Model: 3800g General Purpose Linear Imager
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R E S E R V A T I O N S 9.0
Pearl
User Guide
Section 5
FILE MAINTENANCE
64
5.1 Saving a Master Copy
SAVE A MASTER COPY OF YOUR SOFTWARE
Reservations 9.0 is delivered via electronic download, so you are able to start using the
program immediately after purchasing it from our website. It’s important to save a master
copy of your program in case you need to reinstall on a new computer at some point.
Most computer systems have a utility program to burn a CD of anything on your computer.
See your computer’s help system for detailed instructions, but generally the utility program
will automatically be displayed if you insert a blank CD into the CD drive of your computer.
Copy/paste or drag your Reservations 9.0 installer to the CD, then tell your computer to
burn the CD to make a permanent copy.
5.2 Backup Procedures
NEVER BACKUP OR COPY YOUR RESERVATIONS 9.0 SYSTEM WHILE IT IS
RUNNING! This also applies if your system has automatic system-wide backup software
installed, such as Time Machine, which now comes standard on the Mac. Make sure the
backup is scheduled to run at a time when your Reservations software will be closed. This
includes backup software for Windows machines that is designed to skip open programs; it
may still cause corruption in your Reservations software if you have it open while the
backup runs.
You can back up your Reservations 9.0 system by burning it to a CD. Most computer
systems have a utility program to burn a CD of anything on your computer. See your
computer’s help system for detailed instructions, but generally the utility program will
automatically be displayed if you insert a blank CD into the CD drive of your computer.
Remember to quit the Reservations system before backing up, then copy/paste or drag your
Reservations 9.0 installer to the CD and tell your computer to burn the CD to make a copy.
You can also copy/paste it to another storage device at regular intervals.
If you use the FileMaker™ Server software, there is a built-in backup system that can
automatically backup your system on a regular basis. FileMaker Server is an optional
software package used to extend a network beyond the 9 users that is allowed with
individual copies of FileMaker. See www.FileMaker.com for more information.
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R E S E R V A T I O N S 9.0
Pearl
User Guide
Section 6
REPORTING
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6.1 Reporting Overview
All the reports in Reservations 9.0 have a ‘Print’ button, which is preset to print a certain
page setup, either landscape or portrait, and a certain amount of records, either the current
record or the set of records being browsed.
Other options you might have are ‘Find’, ‘Find All’ and ‘Sort’. These buttons make reports
flexible for you, letting you find records by a certain criteria, find all records or sort the
records (i.e. sort by date, invoice number, name, etc.). Some reports will automatically sort
for you based on the most recently found set.
Whenever you view a report in the system, you will always be taken to the last records you
were viewing in that area.
Here is an example of the Current Guest List report:
6.2 Guest Reports
GUEST REPORTS
Use these guest reports to view and print information about your guests.
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6.3 Reservation Reports
RESERVATION REPORTS
This set of reports is used to keep track of your reservations and availability.
6.4 Accounting Reports
ACCOUNTING REPORTS
Use these accounting reports for bookkeeping:
To report sales per tax:
1. Click the 'Invoice Log Detail' report button under the Accounting heading.
2. Click the 'Find' button'.
3. Enter the date range desired for the report in the date field.
4. Click ‘Perform’.
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6.4 Marketing Reports
MARKETING REPORTS
Use these Marketing reports and tools to keep in touch with your guests and inquiries:
1. Inquiry List - This list displays all the records entered as an 'inquiry' in the Guest Info
area. Use this list to follow up with potential customers.
2. Referral Report - This list displays the 'referral' entered on the Guest record. You can
find records on this list by the referral type and email the found set of records.
3. Mailing Labels - Create mailing labels for a set of records. Detailed instructions and
options are available after clicking the button.
4. Mail Merge - Use this feature to prepare a 'merge' file for the found set of records to
use with Word or other word-processing program. You would find the set of records
you wish to do the mail merge with, and then go to this screen to save the merge file.
5. Birthday List - This list offers an easy way to find guest with birthdays in any month,
which is a great opportunity to keep in touch and make a special offer for them to
return to your property!
6.5 Shift Reports
SHIFT REPORTS
There are four shift reports available on the Reports menu:
1. Shift Check-out Summary - This report shows just the invoice totals for guests
checked out on the 'found' shift. You would find the staff name and date for this
report.
2. Shift Check-out Detail - This report shows the invoice detail for guests checked out on
the 'found' shift. You would find the staff name and date for this report.
3. Shift Receipts Log - This report shows total receipts entered on the 'found' shift. You
would find the staff name and date for this report.
4. Shift Booking Report - This report shows a list of reservations made on the 'found'
shift. You would find the staff name and date for this report.
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6.6 The To-Do List
TO-DO LIST
The To-Do list report, found at the end of the Admin Reports, will display memos with a
reminder date due today or later.
To-Do notes will stay on the list until the 'Done' box is checked.
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R E S E R V A T I O N S 9.0
Pearl
User Guide
Section 7
CUSTOMIZING
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Step By Step
7.1 Inserting Your Company Logo
In order to have your company logo appear on the Invoices and Confirmations throughout
the system, you will have to add it in the Settings area.
1. Click on the ‘Settings’ navigation button, then ‘Company Defaults’.
2. In the ‘Company Settings’ area, click into the ‘Logo’ box, then either:
A. Paste in an image, – OR –
B. Click the ‘Insert’ menu, click ‘Picture…’ and choose a file from your computer.
3. Click somewhere on the gray area of the screen to save your information.
For more information on entering your company defaults, see 2.1 Company Defaults.
7.2 Customize Layouts
Customize the Confirmation and Guest Invoice Forms
With the Single-user version and the Pro Pack, or the Multi-user version (which includes the
Pro Pack), you can customize the layouts in the program. Navigate to the Settings à
Customize area to get started. Here are some of the features you can change on your
layout:
• Change which fields display and how they are arranged.
• Add field labels and text.
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• Change the format of text, dates, time, and numbers in fields or text.
• Specify which objects to print.
• Add graphics (your logo or other images).
To learn more about editing layouts, use the link below to view a Getting Started with
FileMaker video or search the FileMaker 'Help' menu.
http://fmdl.filemaker.com/MISC/fmp10/fm10_overview_640x400.mov
Layouts that are modifiable within Reservations 9.0 include:
• All invoice layouts,
• All confirmation layouts,
• POS receipt layouts,
• POS sales report,
• Current guest list,
• Reservations by month,
• Receipts log, and
• User Definable Fields Reports (Reservation and Guest).
7.3 More Customizations
GET AN ESTIMATE TO FURTHER MODIFY THE SYSTEM
Do you have special needs or require special program featured? Send us your wish list for
an estimate to have our developers at Compu-Books prepare a custom version to fit your
company’s special needs. Reservations 9.0 has been modified for diving resorts, fishing
lodges, cabin rentals, time share and many others.
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R E S E R V A T I O N S 9.0
Pearl
User Guide
Section 8
SUPPORT
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8.1 Support Options
COMPLIMENTARY SUPPORT
We care about you, our valuable customers. That’s why we always offer 90 days of free
phone and email support after you purchase our software. We’ll help with your initial set-up
and provide training resources.
Registered users also always receive free updates, which include changes and
enhancements that are made to Reservations 9.0. Make sure to watch for updates on the
‘What’s New’ page of our website and sign up for the Reservations Newsletter to be notified
when updates are made available.
FEE-BASED SERVICES
Please visit our website for more details or to request our fee-based services, which
include:
• One on One Training – A 30-minute screen-sharing session with the Team Viewer
software in which we assist you with any specific training or set-up needs you have.
• Data Migration / System Setup – We will set up your system for you; this includes
importing your guest information, room information, and your rates so all you need
to do is start taking reservations!
• Data Recovery – We are here to help in the unfortunate event you experience a
system crash. We will recover your data if possible.
Reservations 9.0 is published by Compu-Books
Glendale, Arizona USA
Phone: 623-217-2167 • Fax: 623-223-7235
[email protected] • www.Compu-Reservations.com
Reservations 9.0 is a Trademark of Compu-Books
All Rights reserved.
Reservations 9.0 is built using FileMaker™ as a programming tool. FileMaker and the file
folder logo are trademarks of FileMaker, Inc., registered in the US and other countries.
FileMaker has no obligation to provide any technical support for the software. Contact
Compu-Books for all support questions.
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R E S E R V A T I O N S 9.0
Pearl
User Guide
Section 9
Calendar
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9. Reservations Calendar
We have added an additional Reservations Calendar that works in conjunction with
Reservations 9.0. The Reservations Calendar allows users to update the calendar with the
reservations out of Reservations 9.0. Users can also add their own appointments to the
calendar. Different Calendar views may be printed for reference.
9.1 Opening the Calendar
OPENING THE CALENDAR
Opening the calendar can be performed easily by clicking the Calendar Icon located at the
top of most screens.
9.2 Refreshing the Calendar
REFRESHING THE CALENDAR
Upon opening the calendar, we recommend, “Refreshing” the calendar. This can be done
simply by pressing the
icon on the Calendar window. A Dialog Box will appear
(pictured below) in which the current date is set as the starting date. Enter a start date
that you would like the reservations to be refreshed. Upon clicking “OK”, all reservations on
or after the starting date will be deleted, and all reservations on or after the starting date
will be pulled from Reservations V9 and added to the Calendar.
NOTE: Reservations Prior to the Starting Date will not be deleted from the calendar to allow
reference to past reservations.
NOTE: Events added to the calendar manually will not be modified during a refresh.
NOTE: Any modifications made to a Reservation event in the calendar will have no affect on
the actual reservation in Reservations V9.
9.3 Navigating the Calendar
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NAVIGATING THE CALENDAR
Navigating the Calendar is very simple. Todays date will always be highlighted in yellow for
easy reference. You may navigate by using the calendar to the right of the calendar grid to
zoom to a specific day, use the today, tomorrow, or enter date buttons to jump to a specific
day or use the Previous and Next buttons located just above the calendar grid.
9.4 Viewing the Details of an Event
VIEWING DETAILS OF AN EVENT
Hovering over an event will display the description of the event.
Clicking on a specific calendar event will open a pop-up window displaying all the details:
9.5 Calendar Views
CALENDAR VIEWS
The Calendar is split into 3 separate calendar views listed below. Clicking on the respective
button will navigate to the correct view.
1. Day View: This view displays all the events for the day. This view is best if there are a
large number of Reservations.
2. Week View: This view displays events over 7 day period Calendar view.
3. Month View: Displays events for the entire month.
NOTE: If there are more than 5 events per day, in the Monthly view you will see a bolded
line appear with the number of additional events on that day. Clicking on the bolded “x
more” line will zoom to the daily view which will display all the events for the day.
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9.6 Adding a Manual Event
ADDING A MANUAL EVENT
Clicking on the
button will bring up the Event Details screen in which you may
add a new Event. After adding your event, click the
the event and update the calendar grid.
button to save
NOTE: An additional way to add an event to the Calendar is to press and hold the Shift
button down and then click anywhere in the calendar grid. A new Event Details screen
will appear for that day.
9.7 Printing a Calendar View
PRINTING A CALENDAR VIEW
Clicking the
button will open a new window displaying the respective calendar
view, (Daily, Weekly, or Monthly) ready to be printed.
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R E S E R V A T I O N S 9.0
Pearl
User Guide
Section 10
Reservations GO!
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Step By Step
10. Reservations GO!
Reservations GO is a simplified mobile version of Reservations. Reservations Go is available
only with the MultiUser versions of ReservationsV9.
NOTE: Reservations GO is currently only available for the iPhone.
10.1 Opening Reservations Go
OPENING RESERVATIONS GO
1. To open Reservations Go, you must first download the latest version of FileMaker Go 12
to your iPhone. FileMaker Go 12 for iPhone is available through the Apple App Store for
free.
2. Reservations Go will connect to ReservationsV9 remotely. You must open your
Reservations V9 file to allow Sharing. See section 1.3 Networking for instructions on
how to set up Remote Sharing for the Host Computer.
4. Now you can open Reservations Go on your iPhone. Start the FileMaker Go
application on your iPhone. Click on the ‘Open File Browser...’ button.
A)Select ‘Local Network Hosts’. Select your Local Host Name. Select ‘Reservations
V9’. The Reservations Go menu will appear, and you can begin using the application.
local
b) Remote
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10.2 Go Guests Area
GO GUESTS AREA
1. Guest List
When Pressing the Guests button you will be presented with the Guest List, this is an
alphabetical list by Last Name. Clicking on any guest name will open the Guest Details.
Clicking on the ‘New Guest’ button will open another screen enabling you to add a new
guest. You may click the ‘Find’ button to search for an individual name.
2. Guest Details
The Guest Details view offers a subset of the details offered on the Desktop Version of
Reservations V9. You will have the ability to Add New Guests, Delete a Guest, and scroll
through all Guests. Reservations Go limits the editable items to Guest Address, Contact
Info, Marketing details, and Notes.
NOTE: Any changes made in Reservations Go will immediately be changed in ReservationsV9.
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10.3 Go Reservations Area
GO RESERVATIONS AREA
1. Reservation List
When Pressing the Reserve button you will be presented with the Reservations List.
Clicking on any reservation will open the Reservation Details. Guests that have Checked
In and have not yet Checked Out will be highlighted in grey. Clicking the Find Button
will allow you to find by Reservation Number, Guest Name, or Check In Date. Clicking
on the ‘New Reservation’ button will open another screen enabling you to add a new
guest.
NOTE: If you are in Find mode and want to Cancel your Find. Press the ‘Find All’ button and a
dialog will appear with a Cancel button.
2. Reservation Details
The Reservations view offers a subset of the details offered on the Desktop Version of
Reservations V9. You will have the ability to Add New Reservation, Delete a
Reservation, and scroll through all Reservations. You can add Charges, Payments, and
Email a Confirmation by clicking on the respective buttons.
NOTE: Any changes made in Reservations Go will immediately be changed in ReservationsV9.
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10.4 GO Search Availability Area
GO SEARCH AVAILABILITY AREA
The Search Availability works similar to the Search Availability in ReservationsV9 except in
Reservations Go only the Total Number of Guests is displayed due to size constraints.
NOTE: Search Availability is best viewed in Landscape Mode.
10.5 GO Reports Area
GO REPORTS AREA
1. Only a subset of the Reports offered on the Desktop Version of Reservations V9 are
available in Reservations Go.
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R E S E R V A T I O N S 9.0
Pearl
User Guide
Section 11
Update Wizard
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11. Update Wizard
When Upgrading from a previous or current version of Reservations you will be guided
trough the Update Wizard. Manual intervention needs to take place for renaming the old
Reservations file, or for converting the old file to the current version. Follow the
instructions on the wizard to complete the Upgrade.
11.1 Selecting the correct Version:
SELECTING THE CORRECT VERSION
The first step of the Update Wizard is to choose the correct version you are upgrading from.
Select one of the options from the list and press the ‘Continue’ button. You must select the
version you are updating from in order to continue.
11.2 Updating from Version 7 or Version 8
UDATING FROM VERSION 7 OR VERSION 8
If you are upgrading from Version 7 or Version 8, you will need to convert the old
ReservationsV#.fp7 file up to the new file format of ReservationsOLD.fmp12. Please follow
the instructions on the Update Wizard screen. Pressing the ‘Print Instructions’ button on the
Update Wizard screen can print instructions. After converting the file and placing in the
correct folder, press the ‘Start Update Wizard’ to begin updating your old Reservations File.
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11.3 Updating from Version 7 or Version 8 Single User
UPDATING FROM VERSION 7 OR VERSION 8 SINGLE USER
Single Users upgrading from Version 7 or 8 of Reservations, Users will be required to send
Compu-Books their existing Reservations file, and we will convert and return the file to you.
Please follow the instructions on the Update Wizard Screen. Pressing the ‘Print Instructions’
button on the Update Wizard screen can print instructions. After converting the file and
placing in the correct folder, press the ‘Start Update Wizard’ to begin updating your old
Reservations File.
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11.4 Updating from Version 9 Any Type
UPDATING FROM VERSION 9 ANY TYPE
If you are upgrading from Version 9, you will need to rename your existing Reservations file
and perform the Update Wizard. Please follow the instructions on the Update Wizard
screen. Pressing the ‘Print Instructions’ button on the Update Wizard screen can print
instructions. After converting the file and placing in the correct folder, press the ‘Start
Update Wizard’ to begin updating your old Reservations File.
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