Editing Notes tab and Extra memos

Watch the video tutorial to see how you can easily edit the standard notes and extra memos.

Editing Extras

Watch the video tutorial to see how to add, change or delete Extras on a reservation. For more information on Extras, see the Extras module.

Rooming tab

Generally rooming is done from the Rooming Calendar by staffers at the lodge but adding or editing rooms may also be done at Reservation level. Take a look at the Rooming tutorial to see how to edit on the Rooming tab.

Financial details

The Financial Tab on a reservation has three sections; Billing, Payments and Folio/Invoice. Each section may be easily edited which will result in changes to the reservations’ financials.

Billing Tab     

The Agent, Billing Contact and Invoice Contact can be changed to any of the contacts in your system by selecting the search filter.

The Folio level and Charge (Nett / Gross) can also be edited in this tab, as well as the Rate Type and Commission. The Charge and Commission amounts are those displayed on the Reservation header (normally the defaults pulled from the agent profile when the reservation was created). Warning icons are displayed in the event that any itinerary has a rate type or commission that differs from that of the header. When changing either the Rate Type or the Commission, you have the choice to apply the change only to itineraries that have the agent’s main default rate, or to all itineraries.

The Restore Defaults button provides an option to (i) apply the agent’s main default rate and commission to all levels, (ii) only apply property level defaults, or (iii) apply property level defaults where they exist and apply the agent’s main default where they don’t.

During reservation creation, you would’ve selected a specific rate type. On this tab you can change the rate type of the reservation – bear in mind that this will not affect any itinerary lines that have overridden rates.

Another Invoice Currency can be selected here so if you have multiple currency bookings this feature is a really great tool. If your invoice currency is changed, you will have to add an exchange rate for the system to work out the financials of the booking. This exchange rate has a default expiry date of 14 days but may be changed by your system administrator in the Defaults section. Alternately, you can set a temporary expiry date on the Billing Tab when the currency is changed and this will pertain to the current reservation only.

*Remember that changing any of these fields will prompt a warning that informs you that the reservation will be regenerated. This means that the financials will be recalculated according to the changes you have made. If rate amounts have been overridden on an itinerary line, those overrides will be retained, even if the rate type or commission changes. However, any component variances that may exist will be removed.

Payments Tab

1. Payment plan
   On the payments tab, payments may be receipted and the payment plan can be changed or edited.

   When adding an agent profile to ResRequest, you can set up a default payment plan that will be applied to reservations where this agent is added as a contact. Direct bookings or agents with no set payment plan will draw on the payment plan setup in the System defaults by your system administrator.

   If you select another payment plan or change any financial details after initial reservation creation e.g. adding a chargeable extra, then remember to click on the ‘Update’ button. This applies the payment plan to any Unallocated amounts. If this is not done you will have unallocated amounts (as shown below) which are not allocated to any payment plan.

NOTE: Easily update reservations unallocated amounts from the Payments Due report.

NOTE: If you do not have a payment plan to suit a particular reservation’s requirements, you can click on the Date Due lines of the Payments tab and edit your existing plan.