Create New Booking or Enquiry

This function allows you to create a new booking or enquiry from the Calendar screen. This function is NOT available to your customers who book on your web site.

You would would most frequently create a booking, however if you wish to record the details of an enquirer prior to their committing to a booking then you can do so with the Enquiry button. This is similar to a booking except room and rate details are not recorded. You are required to select a date range but this can be changed at any time. An enquiry can be turned into a booking at any time simply by adding a room.

Step	Action
1	Select Bookings \| New Clndr from the upper menu bar which will cause the calendar screen to display. If you have room units defined, then the display will be Booked Pax by Unit otherwise it will be Booked Rooms by Room Type.
2	Select calendar view of Booked Pax by Unit or Booked Rooms by Room Type
3	If the calendar view is Booked Pax by Unit, you can only initiate a new booking by clicking on a vacant cell of the room unit (you can choose the PA or pending assignment unit option if you do not wish to commit a room unit at this stage) and date of arrival. If the calendar view is Booked Rooms by Room Type, you can click on the vacant part of non vacant cell which is a requirement if not all rooms of that room type have been booked on that date. However if the cell is pink, then the room type is not available on that date and a new booking cannot be initiated.
4	A new screen will display called Edit Booking with the status of New Booking / Enquiry. The arrival date will already be displayed and the screen is requiring you to now enter the Date Out. Enter the required value and at least the first name and/or last name of the contact person in the Name field and click Book to record this as a booking or click Enquiry to record this as an enquiry only.
5	If you clicked Book, the screen will now display available room types at the bottom of the screen with the room type you clicked on in 3 above being already selected ONLY if that room type is available over the date range as defined in step 4 above. Refer screen example below. If not available, you will need to choose another room type. If there are no room types available, you will not be able to proceed unless the settings in the Allocation screen allow on request bookings on no availability. If you clicked Enquiry, the screen will display as if you had clicked Book but you will note that you now have a reservation or reference number and the status will show as Enquiry. The Room options will still be presented but you do not need to fill them out.

6	Follow steps 7-12 to create a new booking.

7	If the display is Booked Pax by Unit, you will next choose the Unit this booking is for. This will default to the Unit chosen in step 3 above but can be changed. If you do not want to allocate a Unit at this time, you can select a null Unit.
8	Now select the rate to be used (In most cases, there will only be one available rate). If the display is Booked Pax by Unit, you will see the option Exclude. This option is only chosen if this is a unit exclusion NOT a booking i.e. you might be taking this unit out for maintenance over the required period. An exclusion is a special type booking. If you choose Exclude, ignore steps 9 – 11 below.
9	Now enter the number of Adult, Child & Infants in the respective fields. If you have defined a rate that is say adult only, you will not find the fields for child and infant as they are not relevant (and vice versa).
10	The Sugstd rate is the rate calculated from your rates tables for the rate chosen over the period and will take into account any discounts for the number of nights stay. This field allows you to choose from rate 1, rate 2, or rate 3 with rate 1 being the default. If you have defined values for rate 2 or rate 3 when you set up this rate, then these are available as options.
11	The Actual rate is only to be entered if you do not want the calculated rate in the Sugstd rate field. It is an override and will be used instead of the Sugstd rate if a value is entered.
12	Click the Save button to save this new booking. If the booking was available with instant confirmation, then the status will show Confirmed. If not, it will show as On Request and you will need to separately confirm it. If this was a room exclusion, the status will show Exclusion. Note that NO auto emails are sent from this screen but you do have the Email function available.

13	Continue to enter other fields in the Edit Booking screen as required.