Beachcomber Reservation Manager & Reports


Reservation Manager - Instructions

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

. ACTION value LOOKUP & UPDATE
  .. When you enter or change Client or Reservation information, ACTION will automatically be changed from LOOKUP to UPDATE.
  .. LOOKUPs can be 'filtered' - the most widely used filter is the NAME field. Entering one or two letters causes ONLY names BEGINNING with the letter(s) entered to appear be found (multiple records cause a pull-down selection list to appear). Entering more than 2 characters in the name field cause all names containing those letters anywhere in the field to be found. All filter fields are indicated on screen with • symbol. These fields can be used in any combinaion.

     When a specific reservation is known, just CLEAR and enter RES#, then INITIATE to directly lookup a reservation [or enter REC# in Client# field to view all reservations for that client [or rec#-res# works too].
     [Warning - no edits prevent the creation of duplicate records (by blanking or changing REC#/RES# fields).
       REC# & RES#s are automatically assigned, so only LOOKUP by fill-in of RES# (or REC#) field(s) after first pressing CLEAR to prevent accidental info overlay.]
  .. UPDATE inserts new record(s) when INITIATE is pressed with no REC# &/or RES#.
     UPDATE changes the values within an existing reservation when INITIATE is pressed with a RES#.
     UPDATE changes the client values for all reservations, past, present and future when INITIATE is pressed with only a REC#.
       Tell the webmaster if you need to have record(s) physically deleted from database.]
  .. AFTER updating the database, a reLOOKUP is automatically performed which allows you to visually verify all went well.
     Mesages help you confirm actions happened as intended. An Update Log (report) is available via the Action List as well.
     Filters allow you to precisely pinpoint transactions of interest.

  .. PersonType 'guest' will be automatically changed to 'regular' whenever 2 or more reservations exist for the client.
  .. PersonType OWNER and OWNER'S GUEST will NOT permit deposit or payment input, nor will they produce an INVOICE.
  .. PersonType NEVERMORE will block any further rentals to someone [death or a reminder not to rent to some problem client again].
  .. Status type GC (Gift Certificate) does not require any Person Type to be specified.

. Reservation Information is saved to / retreived from five separate database files: CLIENT, RESERVATION, DEPOSIT, APPR#, and CALENDAR.
  ..Entering "Tax Exempt" in the first 10 characters of the comments field will be appropriately recognized by Monthly Sales Journal. NOTE however, that the EXCEL Journal to which this ResMgr report is compared, has no special programming to identify Tax Exempt and required entry of a zero to overlay the formula in the detail column and ignoring the summary block tax totals, relying instead on the detail total at the top of the sheet.
  ..ClrRES button clears all REServation & Deposit fields on the form, but leaves the client (REC) fields unchanged.

The status defaults to TH but you can change it to DP, set clientType, Unit, Arrival & Departure Dates, and Deposit info (amount, date, ref, & appr#) before pressing INITIATE to do it all in one step. The design expectation is that ResMgr info will be looked-up &/or entered in real-time, while the client is on the phone. New status GC (gift certificate) is used to accept a deposit from someone who is not necessarily a client without specifying Unit#, Arrival/Departure, nor Payment. To redeem a certificate: if the person redeeming is the same as the person purchasing (not likely) just reset status to DP and enter reservation information. But if the gift recipient is different (likely), the Res# for the certificate is "closed" by checking the carry-forward box and entering the deposit information under a new reservation, as with any other carry-forward scenario.

. Press $ anytime UNIT#,Arrival & Departure Date are filled-in to view derived RATE & DUE information including suggested DEPOSIT amount if none exists.
   The $ display, INVOICE and RECEIPT only handle rentals that span 2 months, but can cross seasons and be of any duration up to 2 months.
   it is really independent of reservation entry if you choose to use it that way for quick quotes.
   Create additional reservations when stay is longer than 2 months. When anything is pro-rated, the rate used is
   shown (daily/weekly/2-wk/monthly) and ($xx/d). When 2 seasons, or 2 months are involved, two lines are displayed.
   Although the $ output displays in the text area, it is not saved anywhere unless you do an UPDATE while it is displayed.
   Any text already in the box before you press $ is preserved below the $'s output.

. All messages - messages to CONFIRM actions taken, or prompts for action(s) NEEDED due to edit violations will display at the bottom of screen:

  ..STATUS is required to generate EMAIL but not for REPORTS.
  ..UPDATE is BLOCKED if it would result in a CONFLICT with a previously entered record for same UNIT (DATEs overlap on the CALENDAR)
  ..Calendar conflicts must be resolved before any reservation can be booked or changed. Status Cancel will clear the calendar so is useful when making any change affecting the calendar.

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

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

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

Ideas To Consider for the Future
. Begin using INVOICE report (or a variant) for INVOICE PREPARATION and automatic transmittal to Business Manager, eliminating the handwritten carcinogenic & expensive 3-part Invoice form and the 5x7 Reservation Card (note all database files are now backed-up every night at midnight).
. Now that over 98% of reservations include an email address (up from 56% in 2009), there is an opportunity to use client's contact info for EMAIL MARKETING (in 2017 we began soliciting TripAdvisor reviews from recent clients) and in 2018 GIFT CERTIFICATE was created opening up a new email marketing "solicitation opportunity".

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

. DEPOSIT RECONCILIATION CHECKLIST- provides a convenient mechanism to verify all open deposits.
. PAYMENT RECONCILIATION CHECKLIST - A log of all Payments in descending date sequence - used to "find" reservation associated with a "lost" payment.
. DEPARTURES LOG - for Business Manager Dollar Receipt reconciliation - one month at a time - Arvl Mo & Yr contols Pymt Mo selected
. CALENDAR RECONCILIATION - reports on only one month at a time - filter by unit is optional - various sort sequences can be seletcted for most reports.

Note that all these individual reports are generally depreciated, being integrated into monthly JOURNAL and All-In-One Diagnostic reports.