The Booking Data Page displays booking information and allows the user to edit guest contact information as well as some reservation data. A brief description of the fields and their functions follows:
Guest Name (last,first) | This is an EZSearch field. If an EZSeach record is selected (through a guest history search), then the guest contact history as well as market Code will be inherited from the guest record. |
Salutation | Drop down to select the guests salutation, for use in letters |
Date of Birth | Entered in, can be a month/date or a month/date/year entry, leaving guests the ability to avoid placing a year in |
Address |
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Zip | We subscribe to a ZIP code database that will populate the city from a zip code lookup. If your property is using the Zip Code Auto-fill feature, then when you type in the zip code, the city and state fields will automatically populate. If there are more than one city associated with the zip code entered, a drop down list will appear allowing you to select which city is appropriate. You can override the city and state by tabbing down to the city and typing the city given by the guest.. If the city is incorrect, please reconfirm that you typed in the correct zip code. |
City | Auto Selected from zip code (Can be manually entered) |
State | Auto Selected from zip code (Can be manually entered) |
Country | A simple drop down list |
Home Phone |
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Cell Phone |
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Business Phone |
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Fax |
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Password |
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Driver's License # | A manual entry with any combinations of letters and/or numbers. |
Passport | A manual entry with any combinations of letters and/or numbers. |
Source | This identifies what type of guest this reservation is representing and is primarily for reporting purposes. |
Guest Type | Guest types are defined by the GM in the setup area and can be used for simple marketing purposes, or for offering different rate structures to different guest types. |
PO Number | This is the Purchase Order Number and will show up on an AR Account Statement during invoicing. This field is only useful if the reservation is being paid by an Accounts Receivable account. |
Travel Agent | A field for tracking third party (i.e network) bookings made by an outside agent for marketing and commissions purposes. |
Company | Required for Direct Billing to an AR Account. Companies are managed in the setup area (see Setup). |
Guest Comments | Guest Comments stay with the guest history and show up in all past, present and future reservations. |
Booking Comments | Booking Comments are unique to that reservation. |
CRS Confirmation | This field will be automatically filled in if the reservation comes in through a CRS channel that is interfaced to the system. Otherwise, you may add a second confirmation number to the reservation here. There is a field to search for this number on the Advanced Search page. |
Tax Exempt? | If this box is checked, occupancy tax will not be charged for this guest during night audit. |
Projected Income | Calculates the projected income of the booking including room rent, taxes and inventory items that are part of a package. |
Folio Balance | Shows the current total balance on all folios for the booking. |
Guarantee By | In this drop down list, you choose the method of guarantee for this reservation. The general Manager defines what payment types are allowed for guaranteeing a reservation. If the reservation is linked to a company that has a valid AR Account, the AR Account name is an option. If the guest already has a credit card on file, it will also be in the list and the first credit card on record will be the default credit card. |
Manage Credit Cards | From here you can add, modify or remove a credit card on file as well as manage authorizations. |
The first field, the guest last name, is an EZ Search field and, for a repeat guest, is the only field that is used for a repeat guest. Once the guest is selected, the following fields are auto filled if data exists:
- Last Name
- First Name
- Salutation
- Date of Birth
- Address
- Zip code
- City
- State
- Country
- Home Phone
- Cell Phone
- Business Phone
- Guest Comments
- Other than this, the only unusual entries are:
- Zip Code – if your property is using the Zip Code Auto-fill (for North American customers only), then when you type in the zip code, the city and state fields will automatically populate. If there are more than one city associated with the zip code entered, a drop down list will appear allowing you to select which city is appropriate. You can override the city and state by tabbing down to the city and typing the city given by the guest. Please note that this database is updated quarterly and is likely to be more accurate than what the guest is telling you. If the city is incorrect, please reconfirm that you typed in the correct zip code.
Once a reservation has been cancelled, checked out or declared a no-show, the following fields are not editable: arrival date, departure date, rate, rate type, room type and room number.
Changing Guest for a Reservation
If there are multiple bookings for a single Guest Name, than any time you edit that Guest Data, you are effectively editing it for ALL the reservations that the guest is attached to. Sometimes this is what you want to do. However, sometimes you made multiple reservations and want to edit the individual Guest Data to become unique to each reservation.
In order to re-set existing bookings to the correct guest, please do the following:
To replace current guest with a new guest:
Search for the booking by Confirmation #s (Ex. AD01450303)
Under Guest Data, Remove and replace all of the existing guests information with the correct information for the new guest. Then click the 'Reset Guest ID' link. The Reset Guest ID tells the system to create new guest id when you press Save or 'Save and go to Front Desk'. The example at right shows the Guest Information section after new guest information has been input and the Reset Guest ID link has been used. You will notice the Guest ID field is now blank and you can still undo your changes by pressing 'Discard and go to FrontDesk'. To finalize the change press either Save or 'Save and go to FrontDesk'.
To replace current guest with a existing guest:
Search for the booking by Confirmation #s (Ex. AD01450303)
Under Guest Data, Remove the existing guests last name, and enter the correct/new guests last name. If you are changing the booking to a guest who is already in the system you can select that guest from the EZ-Search drop down. Upon selecting the new guest from the EZ Search drop down all guest information will be updated. Click Save or Save and go to Front Desk and you're done.
Enter the new guests information and click Save.
Repeat as necessary.
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