Reservations

Time span: Looks for reservations within the provided searches for reservations made within the given duration.

Option until: Searches for optional reservations whose option limit expires on the entered date. Enter the option until and select the “Optional” status located in the lower left part of the window. Remove the check from all of the other status filters.

Created on: Displays reservations which have been created within the selected time-period. This can especially be handy when wanting to view all of the reservations which you have created on a specific day!

Arrival on: Displays reservations  which will arrive on a special day.

Room: Display at room level. Rooms are displayed  only once, even if the room is booked for one or more guests. This is useful if you would like to check in all guests for a particular room at the same time.

Guests: Display at guest level. Every guests is listed separately. A room, reserved for several guests, will be displayed more than once (once per guest). Select this option if you would like to check in one guest of a room booked for several guests.

You can search for the name of a  guest profile. You don't have to enter the entire name. While entering the first few letters of the name, protel Air shows you the reservations whose guest or booker begin with the letters you have typed in.

Search for the group number or the reservation number.

In this example, enter the name of a rate code if the reservations list should only display reservations with a certain rate code!

This is where you enter a room description when you are explicitly looking for a certain room.

When entering the name of the room type, only the reservations for this room type will be displayed.

Should you be working with room allotments, you can also show the reservation for a certain room allotment. Select the check box for the respective room allotment.

You can further limit the hit list by only displaying hits with a certainStatus, e.g., when only wanting to view definite reservations.

Simply select a check box to filter the results list using one or more statuses.

As soon as you change filter criteria in a list, you will have to refresh the display.

• hit the <Enter> key to do so, or

• click on the magnifying glass  at the top right.

Opens the guest profile of an allotted guest.

The button is only active when a guest has been saved for the reserved room. Clicking the button opens the respective guest's profile (not that of the booker!). In the arrivals list, the allotted guest will appear in the "Last name" i.e., "Guest name(s)" column.

By selecting a reservation  you will be taken to the reservation summary where you have access to all of the other details of the reservation.

This button is only active if the selected reservation is a group reservation.

The group reservation dialog box (group master) opens the selected reservation.

Opens the invoice of the selected reservation for editing.

This button is inactive if the reservation has the Checked out  status .

Cancel one or more reservations by clicking on this button (only active if the guest has not yet checked-into the hotle)

Creates a copy of the selected reservation.

Enter a new arrival date (must not be identical with the arrival date of the original reservation) and protel Air creates a copy of the original reservation. Details such as fixed charges and traces are also adopted.

Undoes a cancellation (only possible with cancelled reservations).

To undo a cancelled room, you will need to make the room visible in the reservation list: To do so, select the cancelled check box located in the status selection list located to the top right of the window.

Creates a booking confirmation for a selected guest.

For room type reservations without allotted rooms, access room allotment to allot a room for the reservation.
Room type reservations without allotted rooms are marked in the arrivals list as follows:

• To print the reservation list, click on the sub-task entitled "Print". The list will be printed exactly as it appears on your screen.

• Click on the "Registration form" sub-task to print a registration form for the selected guest.

• Print as Excel list: Exports the reservation list in Excel format.

Update rates

See here: Hot Topics > Reservations > Update rates

Fix lodging amount

The Fix lodging amount option can be used to prevent the lodging amount of a rate code from being overwritten when the Update Rates function is applied (the 'Update rates' function is used to apply changed rate code business logic to already existing reservations).

Example

Due to a change in tourism taxation, your lodging prices are taxed at a new tax rate from 01 January onwards. This means that for guests, whose stay coincides with the day the tax change comes into effect, the calculation of both tax rates is necessary. Until 31 December, the old rule is the basis for the calculation, and from 01 January, the new rule is the basis for the calculation.

After adjusting your rate configuration to the new tax rate, you call up the reservation list for reservations from 1 January 2019 and fix the rate amounts for all these reservations using the Fix lodging amount option. Once this has been done, the reservations can be updated using the 'Update rates' function (i.e. the new rate configuration with the changed tax rate applies). Outcome: Reservations from 2019 onwards will be calculated with the new tax, whereas the prices for overnight stays until 31.12. remain unchanged.

If you have any further questions, please feel free to contact our Cloudsupport staff.