Salesware Reservations Version 4.4

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INTRODUCTION ........................................................................................................................................4

RESERVATIONS INTERFACE BASICS ...................................................................................................4

RESERVATIONS INTERFACE ..................................................................................................................4

Reservations interface specialized tools ................................................................................................................................................. 5

SETUP OF RESERVATIONS FUNCTIONALITY .......................................................................................6 To set up Reservations functionality: ........................................................................................................................................... 6

RESERVATION HEADER ..........................................................................................................................8

Customizing the Reservation Header ..................................................................................................................................................... 9

Defining required fields ........................................................................................................................................................................ 10

Creating dropdown selections in the Reservation Header ................................................................................................................... 11

OPTIMIZING YOUR SALES INTERFACE ...............................................................................................12

CREATING RESERVATION HEADERS ..................................................................................................13

Reservation Header concept ................................................................................................................................................................. 14

Creating reservations ........................................................................................................................................................................... 14 Several options exist for starting the process of creating a reservation, as follows: ..................................................................... 14

Filling out the Reservation Header ...................................................................................................................................................... 15 To fill out a Reservation Header: ............................................................................................................................................... 15

SAVING AND RECALLING RESERVATIONS ........................................................................................16 To recall a reservation: .............................................................................................................................................................. 16

Account description field is displayed when reservation is recalled ............................................................................. 17

MISCELLANEOUS TASKS .....................................................................................................................18

Unlinking a Reservation Header .......................................................................................................................................................... 18 To unlink a Reservation Header: ............................................................................................................................................... 18

Processing reservations made in error ................................................................................................................................................. 18

Partial finalization ................................................................................................................................................................................ 18 To split a sale: .......................................................................................................................................................................... 19

RESERVATION NOTES ..........................................................................................................................20

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Three options to access notes/tasks functionality ................................................................................................................................. 21

Looking up notes/tasks assigned to an operator .................................................................................................................................. 22

Guest Journal Report – looking up notes assigned to an operator ...................................................................................................... 23

RESERVATION RECAP ..........................................................................................................................24 Fields from Accounts, Guests, Invoices and Address tables are available to add and display on the Reservation Recap dialog 25

Dynamic link between the Recap dialog and Sales interface ............................................................................................................... 25

Modifying the Recap dialog.................................................................................................................................................................. 26

CONFIRMATIONS ...................................................................................................................................27 The csrTrans and csrTransGuest tables are accessible to Confirmation letters.............................................................. 28 ConfigManager utility prompts for an administrator password when User Account Control is activated ...................... 28

Printing/previewing confirmations ...................................................................................................................................................... 28 To use confirmations, begin by selecting a print option: ............................................................................................................. 29 To use the Print Now option for confirmation letters: ................................................................................................................ 29 To use the Print To File option for confirmation letters: ............................................................................................................. 30

E-mailing confirmations ............................................................................................................................................. 30 To set up a salespoint to send confirmation letters: .................................................................................................................... 31 To send an email confirmation: ................................................................................................................................................. 31 An e-mail confirmation has two parts: ....................................................................................................................................... 32

Creating and modifying confirmations ................................................................................................................................................ 32 To create and/or modify confirmations: ..................................................................................................................................... 32

REFUNDING AND FORFEITING .............................................................................................................33

No showing ........................................................................................................................................................................................... 35

RESERVATION CHANGE LOG ..............................................................................................................36

Sample change log screen ..................................................................................................................................................................... 36 Exercise:................................................................................................................................................................................... 36

RESERVATIONS REPORT .....................................................................................................................37

Uses of the Reservations Report ........................................................................................................................................................... 40 Grand totals for amount paid and balance are available at the end of the Reservations Report ...................................... 40

Other reports useful for Reservations .................................................................................................................................................. 40

FULFILLING RESERVATIONS ...............................................................................................................40 To recall a reservation from a non-Reservations salespoint: ....................................................................................................... 40

RESPRINT UTILITY .................................................................................................................................41

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RESERVATION STATUS CODES ...........................................................................................................44 Examples: ................................................................................................................................................................................. 45

COMPUTER/TELEPHONY INTEGRATION .............................................................................................45

FAQ ..........................................................................................................................................................46 Q: Can reservations be copied/duplicated for multiple visits? ..................................................................................................... 46 Q: What is the best method for removing reservations made in error? ........................................................................................ 46 Q: What are the three ways to recall a reservation? .................................................................................................................... 46 Q: Can a Reservation Header be added to a saved sale? How about to multiple saved sales? ...................................................... 46 Q: How can you view only non-finalized reservations in a Saved Sales Audit Report? ............................................................... 46

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Introduction This document describes how to configure a system for Reservation Headers.

Reservations interface basics The following are the basic characteristics of the Salesware Reservations module:

• The Reservations module allows you to add an additional layer to the sale to track information specific to a guest or group visit.

• The Reservations module is seamlessly integrated with Salesware module. It interfaces directly with the Ticketing, Memberships/Passes, Private Instruction, Activity/Facility Scheduling, Rentals, Tee Sheet modules and any other product can be reserved in the Reservations screen. Fulfillment can occur at non-Reservation points of sale.

• The Reservations module includes best of breed functions like refunds, forfeits, no shows, notes and confirmations, making it an effective and specific tool for advanced reservations.

Reservations interface The following screen capture shows the basic Reservations interface.

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Reservations interface specialized tools

The Reservations interface provides the following specialized tools:

• At-a-glance reservation status

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Note: The above screen appears as shown only if you recall a reservation that has been saved with payments already applied to it.

• Access to finalized reservations and items within a reservation • Ability to see management of partially finalized reservations • Ability to see refunded, forfeited or no-show items

Setup of Reservations functionality

To set up Reservations functionality: 1. Begin by creating a salespoint group name in the SysManager > Preferences > Miscellaneous > Global

Salespoint .INI tab called Reservations (or some other descriptive name). This group name must also be specified using the Group=Reservations (or a different descriptive name, if used) setting in Sales32c.INI on each salespoint (in the [SalesPoint] section of the Sales32c.INI file): [SalesPoint] Group=Reservations

Note: The information entered into the SysManager > Preferences > Miscellaneous > Global Salespoint .INI tab is shared by all salespoints. If a local Sales32c.INI setting is the same as a setting in the Global Salespoint .INI tab, then the local version overrides the global version. Salespoints learn the names of the groups of which they are part (as defined by group names in the SysManager > Preferences > Miscellaneous > Global Salespoint .INI tab) via the Group= setting in sales32c.INI.

2. To create a Reservations interface, one .INI setting is required in the [Preferences] section of the group.INI: ReservationHeaders=TRUE. This setting activates the Reservations functionality and allows access to the Reservation Headers.

3. Set the other Reservations functionality .INI settings. All of these settings are optional and are summarized in the following table.

Optional .INI setting Description RequireResHeader=TRUE Requires that a Reservation Header is attached to the sale before the sale

may be saved or finalized. AutoCloseGuestRes=TRUE Changes Guest Res button (in Sales > Guest Lookup > Summary tab)

functionality so that it creates a reservation for the guest without bringing up the Reservation Header dialog.

AutoDatePop=TRUE Pops the Date dialog with every product sold. ChangeLogForAll=TRUE If TRUE, a reservation log entry is written for every modification to the

sale, even if the modification was done at a salespoint that does not have Reservation Headers enabled.

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ClearAtFinalize=FALSE Creates the ability to not clear a sale after saving/finalizing (default is that it is cleared).

GlobalDateTime=FALSE The default setting of TRUE retains the current functionality of the button. If FALSE, line items added to the sale reflect the sale date/time, but when the sale date/time is changed, the line item date times stick to the date/time that was set when it was added to the sale.

GuestRequired=TRUE Creates the requirement that a guest be attached to every line item in a sale.

Household=TRUE If TRUE, this activates the ability to define households. The reservation guest defaults to a head of household. Any guests in the sale that are under the age of eighteen, have the same last name as the reservation guest and are linked to at least one of the reservation guest’s addresses default to a dependent.

MeetingLocations=TRUE

Items may be configured in SysManager to require the entry of a meeting location. In order to make this requirement salespoint-specific and not impact all salespoints, only salespoints configured with MeetingLocations=TRUE force the selection of a meeting location for items configured to do so. The validity of all entered information is checked when the Save button is pressed and the interface automatically switches to the proper tab if the validity check fails.

PartialFinalize=TRUE With this setting, a salespoint can partially finalize sales. RecallByReservation= TRUE

Both regular saved sale and reservation criteria can be used to recall saved sales/reservations. When recalling a reservation at a salespoint that uses Reservation Headers, the Reservation criteria is selected by default; when recalling a saved sale or reservation at a salespoint that does not use Reservation Headers, the Saved Sale criteria is selected by default. The default behavior at non-Reservation Header salespoints may be changed by setting this to TRUE (meaning that the reservation criteria are selected by default instead of the saved sale criteria even though the salespoint does not use Reservation Headers).

RecallDateCheck=TRUE If TRUE, enables ability to warn if recalling a sale with line items of a different date/time than the station.

RequiredGuestFields=First_name,Last_name, Birth_date,Address, City,State,Zip, Area_code,Phone,E-Mail

Gives the ability to specify required guest fields at the salespoint level so that certain salespoints can force the collection of more guest information without impacting every salespoint with required guest fields.

ResDesc=<ifnconf>RES#: <reserv_no></ifnconf> <ifconf>CNF#: <user_resno></ifconf> Guest: <first_name>

Used to customize the Reservation Header information at the top of the sales invoice when in a reservation.

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<last_name> Arrival: <start_date>

ReservationsInclude Finalized= FALSE

If set to FALSE, recalling reservations does not include finalized reservations (the Finalized reservation box on the Recall Sale dialog by default is set to Exclude).

ReservationMacro= SELECTITEM2( "FACILITIES RESERV SERVICEFEE")

Facilitates call center service fees. The SELECTITEM2 Sales screen action macro adds an item to a sale if the item is not already present. Also, there is a section in Sales32c.INI for a Reservations Sales screen action macro. However, generically, this allows any macro to be executed when a reservation is attached. Thus, when a Reservation Header is attached, the service fee can be applied and if the header is removed and re-attached, the service fee is not re-added.

Reservation Header

Press the Create New Reservation Header button on the top of the Sales interface to get to the Reservations Header dialog. Click Details on a recalled reservation to get to the screen. The Reservation Header dialog is shown in the following screen capture:

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Customizing the Reservation Header

You can customize the following fields on the Reservation Header dialog:

• Descrip #1• Descrip #2• The three fields in the User Defined section• Pick-up location (can be re-labeled)• Accommodation (can be re-labeled)• Base Lodge (can be re-labeled)• Wrap-up Code (can be re-labeled)• Tracking #1 (can be re-labeled)• Tracking #2 (can be re-labeled)

Note: When default names are re-labeled, those values appear on the Reservations Report as filters.

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Access to these labels is from the SysManager > Preferences > Reservation Headers > Captions tab, as shown in the following screen capture:

Defining required fields

Most fields in the Reservation Header are designated as required fields. Access to these labels is found in the SysManager > Preferences > Reservation Headers > Required Fields tab, as shown in the following screen capture:

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Creating dropdown selections in the Reservation Header

The following fields in the Reservation Info and User Defined sections of the Reservation Header contain drop-down lists.

• Pick-Up Location• Accommodation• Base Lodge• Source Code• Marketing Code• Wrap Up Code• User Def #1• User Def #2• User Def #3

Reservation Header dropdown lists are located at SysManager > Activities > Items/Sales Lists, as shown in the following screen capture:

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Optimizing your Sales interface

Sales main function buttons useful for the reservations/call center environment are listed in the follow table:

Sales main function button .INI setting for main button

Save/Recall MainButtonX=SAV

Refund MainButtonX=REF

No Show MainButtonX=NSW

Recap MainButtonX=REC

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Note Lookup MainButtonX=TSK

Change Log MainButtonX=CHG

All the functions above can be accessed from the Tools > Action menu in Sales but if used often a main button iscreated for them.

Note: If a main button is created for a function in the Tools > Action menu, then the function no longer appears in the Tools > Action menu.

Creating Reservation Headers

Press the Create New Reservation Header button on the top of the Sales interface to get to the Reservations Header dialog or bring it up automatically upon recall of a reservation. (Click Details on a recalled reservation to get to the screen.)

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Reservation Header concept

The Reservation Header concept: 1. Links a reservation to a guest and/or group 2. Provides a storage place for reservation-specific information 3. Provides access to confirmations and confirmation printing 4. Allows the attachment of notes and tasks to a reservation 5. Facilitates two types of reservations:

• Guest reservations – links reservation to an individual or family • Group reservations – links reservation to an account but also to a guest (main contact person)

Creating reservations Several options exist for starting the process of creating a reservation, as follows:

1. In an empty Sales interface, click on the Create New Reservation Header button to open a blank Reservation Header.

2. Reservation Headers can also be created by clicking on the Guest Lookup button. Click on the button and enter a guest name to pull up the guest record. Go to the Summary tab. Notice the two buttons that allow reservation creation (see screen capture below). • Guest Res – Creates a new Reservation Header with the currently selected guest name attached. This

can be a handy way to create a reservation and attach the guest all in one step. By default, when selecting the Guest Res button, the newly created reservation with the guest name attached pops to the screen.

• Blank Res – Creates a new blank reservation and pops to the screen.

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Filling out the Reservation Header

To fill out a Reservation Header:• Fill out fields in the Reservation Header before selecting products.• Required fields are listed in red. Once completed, fields turn green.• Start by entering guest name. Lookup guest to attach existing guest to prevent creation of duplicates. If

guest is new, fill out guest form to create new guest record.• If group reservation, lookup account or create a new account to attach to the reservation.• Complete all required fields before saving Reservation Header and selecting products.• Reservation # vs. Confirmation # - Reservation # is a system issued number that is a unique identifier of

the reservation. Confirmation # is a user-entered number that is often from a property management system to allow cross-referencing between lodging and ticket reservations.

Note: Householding – a linking of child/dependents to parent, including addresses. To preserve householding, head of household is entered as primary guest on reservation with first products in sale sold to this guest.

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Saving and recalling reservations

New reservations must first be saved before printing confirmations or finalizing. Reservations can only be saved with products attached. If an attempt is made to combine two reservations together, an error message is displayed,“The requested sale has no sale number. Reservations may not be combined.”

To recall a reservation:• Click the Recall button which is only available in an empty Sales interface (see following screen capture).• Reservation salespoint defaults to recall by reservation.• Non-reservation salespoints can default to recall either by Sale or by Reservation. The default is to recall

by Sale. The default is controlled by the .INI setting: RecallByReservation=TRUE.• The Review Reservations button provides the ability to review/finalize/no show multiple reservations. The

matching reservations list returns after a sale is processed via the Cancel, Finalize or No Show buttons.

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Information for guests added to items in a sale is no longer automatically recalled from the local data when the sale has an associated Reservation Header. When a Reservation Header is initially created, the information from the guest attached to the Reservation Header comes from the server and writes the record to the local data. If an item is immediately added to a sale that requires a guest and the Quick Select button is used to add the Reservation Header guest or the Reservation Header guest is manually entered on the Guest tab, the guest information comes from the local data. Other guests added to items in the sale has their information come from the server. If the reservation is recalled and the Quick Select button is used to add a guest to an item or guest information is manually entered on the Guest tab, the guest record always comes from the server.

Account description field is displayed when reservation is recalled

The Account Description field is displayed when a reservation is recalled. When recalling a reservation charged to an account, if you click the Lookup button in the Reservation Header or the Global Account button for the sale, the

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Account Selection dialog that appears now has the account that the reservation is charged to, already pre-selected for easy modification if necessary.

Miscellaneous tasks

Unlinking a Reservation Header Reservations can be unlinked from an existing sale to facilitate creation of a new header.

To unlink a Reservation Header:

1. Select the Unlink button once the reservation is recalled. This separates the sale and the Reservation Header.

2. Click on Create New Reservation Header button to attach a new reservation.

Note: Remember to select the Global Account button and choose None to remove the link to the guest account of the original reservation.

Note: Unlinked Reservation Headers cannot be linked to an existing saved sale.

Note: Unlinked Reservation Headers can be recalled and have new products added to the sale.

Processing reservations made in error Un-finalized reservations with deposits can be best processed using built-in automated functions for refund and forfeit. See below for more information on these functions. Un-finalized reservations with no deposit can be removed from the system by voiding each line item from the Item Qty button. Once the last item in the sale is voided, a message pops up asking if you want to finalize the saved sale; answer OK to clear the screen.

Partial finalization

Reservations with more than one product can be split so only part of the sale is finalized. Partial finalization is very useful for finalizing only the items that need to be pre-printed. Partial finalization adds an extra dialog to the finalization sequence – Sale Splitting. See the following screen capture.

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To split a sale:• Select a subset of the transactions on the Sale Splitting dialog, and then press Finalize to complete the

process.• Only finalized transactions are printed; all others are stored as saved sales.• When a partially finalized sale is recalled, all transactions show but finalized transactions are grayed out.

Note: The Split button is uniform grey when selected. By default, all items are selected for finalization on the Sale Splitting dialog; click on the Split button to deselect items.

When a partially finalized sale is recalled, all transactions show but finalized transactions are grayed out. In the following screen capture, the eighteen holes of golf have been finalized.

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Reservation notes

Two types of notes can be attached to a reservation/guest:

• Action notes – Tasks that are assigned to an operator with a due date• Non-action notes – Useful info attached to a reservation/guest

Notes are not only attached to a Reservation but are also directly linked to the main guest in the reservation. This allows for recall options for notes.

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Three options to access notes/tasks functionality

The following three options are used to access notes/tasks functionality:

1. On the Reservation Header dialog, click Res.Notes. From this dialog, only notes for the current reservation can be recalled. See following screen capture.

2. From within a guest record, on the Summary tab, click Notes. The associated reservation can be recalled.3. From Notes Lookup in Sales, either from the Tools > Action button or Sales Function Key

(MainButtonX=TSK). The associated guest and/or reservation can be recalled.

To enter a note, text must be entered into the Note field, and then click the Add button. The Due Date and Assignee fields are optional.

Note: Reservations may be retrieved via Note Lookup and Guest History at salespoints which are not licensed for Reservation Headers. Changes to the Reservation Header is not allowed when called into a non-reservation salespoint.

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Note: The carriage return key may be used to add in paragraphs in order to make clearer messages.

To complete a note, recall the note and enter the Date Completed date, and then select the Update button.

Salesware can log when a Reservation Confirmation is emailed from within the Reservation Header. Sales logs an entry into the gst_jrnl table that is viewable via the Reservation Notes button. This allows a Reservation Note (and Guest Note) to be logged for the confirmation email action that is viewable from either within the actual reservation or from the guest information.

Looking up notes/tasks assigned to an operator

To look up notes/tasks assigned to an operator, use the Note Lookup button in Sales. If an option to look up notes is not available from the main function buttons, go to Tools > Action. Enter the operator’s log-in code into theAssignee field to access Notes/Tasks. See the screen capture below.

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Guest Journal Report – looking up notes assigned to an operator

You can also look up notes assigned to an operator from ReportManager > Reports > Guest Reports > Guest Journals. See the follow screen capture.

Use the following lookup options in the Guest Journal Report to view notes:

• Created (date range)• Due (date range)• Operators (range)• Salespoints (range)• Assigned to operators (range)• Journal Type (notes, action notes, completed action options)

An example of the generated report is shown in the following screen capture.

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Reservation recap

Recap is used to facilitate communication with the guest by providing a summary of the reservation. Recap can be accessed from Sales under the Tools > Action menu or from a main function button (MainButtonX=REC). For an example of the Recap dialog, see the following screen capture.

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Fields from Accounts, Guests, Invoices and Address tables are available to add and display onthe Reservation Recap dialog

Fields from Accounts, Guests, Invoices and Address tables are available to add and display on the Reservation Recap dialog.

Dynamic link between the Recap dialog and Sales interface

Double-click on a section of the Recap dialog to pull up the details. In above example, if the section of text highlighted in blue is double clicked on, the corresponding item is displayed on the main Sales interface. This facilitates locating specific items in a sale to make changed based on revised guest needs.

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Modifying the Recap dialog

The Recap dialog layout can be custom formatted. To do this, locate the Recap dialog code in the <defaults> section of the SysManager > Preferences > Miscellaneous > Global Salespoint .INI tab (see example below). Tags can be added or removed specific to your operation.

1. Recap Header. This is a single line of text that can be customized for your operation. • RecapTextBegin= Enter any system wide text you want right here such as instructions to your

operators... <cr>____________________________________________________________

2. Recap body – Reservation Header info. This contains the Reservation Header info. By default, most fields from the header are included here; if some are not needed, they can be removed from the Recap dialog to condense the amount of text on the dialog. • ResDescRecap=Guest: <first_name> <last_name><cr>Status:

<sale_status><cr>Reservation#: <reserv_no><cr>Confirmation#: <user_resno><cr>Arrival Date: <start_date><cr>Pickup Location: <pickup_loc><cr>Base Lodge: <base_lodge><cr>Accommodations: <accommodat><cr>Print Tickets: <Print_due><cr>Final Payment Due: <final_due><cr>Tracking#: <tracking1., <tracking2>

Sample section: ResDescRecap=Guest: <first_name> <last_name> --

This section is the top of the Reservation Header info on the Recap dialog and displays the text Guest: followed by the first and last name of the primary guest in the reservation. Because this section starts with the ResDescRecap tag, the system automatically knows to pull all info in this section from the Reservation Header that corresponds to fields in the Resrvatn data table.

3. Recap body – item/transaction info. This contains the transaction info from the sale. • ItemDescRecap=________________________________________________________<cr><ret_

stat><cr>Qty: <qty> Item: <items->descrip> <ifspecial>Special: <specials->descrip> Discount Amount: <tr_save->disc_amt></ifspecial> Cost: $<ext>each<cr><cr><ifmods>Activities:<cr></ifmods><ifmods><formods>Qty: <qty> <items->descrip> <ifspecial>Special: <specials->descrip> Discount Amount: <tr_save->disc_amt></ifspecial> Cost: $<ext>each<cr></formods></ifmods><cr><cr>Start Date: <date><cr><cr><ifguest><forguests>Guest: <guests->first_name> <guests->last_name><cr></forguests></ifguest><cr><ifpod><forbooks>Resource: <b_sched->podname> Booking Date/Time: <b_sched->start_time><cr></forbooks></ifpod><ifprivate><forbooks>Instructor: <b_sched->instrname> Lesson Date/Time: <b_sched->start_time><cr></forbooks></ifprivate><cr><iftee><fortee>Tee-time: <res_schd->start_time></fortee></iftee><cr>Meeting Location: <meet_loc><cr><iffinalized>Printed On: <tr_save->date_time></iffinalized>

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Sample section: <ifguest><forguests>Guest: <guests->first_name> <guests->last_name><cr></forguests></ifguest>

This is a conditional statement in the above section. Basically, it says, if a guest name is attached to the product, then display the first name and the last name in the Recap.

Note: Conditional statements start with open tag (e.g., <ifguest> ) and end with a close tag (e.g., </ifguest>).

The <cr> that is scattered throughout the recap is for carriage returns. These can be added or removed as needed.

4. Recap body – sales info. This contains the payment info from the sale. • ResDescRecap2=________________________________________________________<cr>Payme

nt Summary<cr><cr>Reservation Grand Total: <res_total><cr>Total Payments Made: <amt_paid><cr>Balance Due: <bal_due><cr>Forfeited Amount: <fft_total><cr>Refunded Amount: <ref_total><cr>____________________________________________________________<cr>Payment Detail<cr><cr><forpmts>Payment Date: <pmt->Date_time><cr>Amount: <pmt->amount><cr>Payment Type: <pmt->Pmt_type><cr><iscard>Card Number: <pmt->Card_no></iscard><cr>At Salespoint: <pmt->Salespoint><cr>By Operator: <pmt->Operator><cr><cr></forpmts>

5. Recap footer. This is a single line of text that can be customized for your operation. • RecapTextEnd=_________________________________________________________<cr>Enter

more system wide text here, such as a cancellation policy or anything else your operators communicate to your guests...

Confirmations Confirmations can be printed, saved to file or e-mailed from the Reservation Header. New reservations must first be saved before printing a confirmation. An unlimited number of confirmation forms can be created. Some common form types include:

• Basic Confirmation – lists Guest Name, Group Affiliation, Expected Arrival Date, Products Reserved • Re-confirmation form – follow up to reconfirm reservation • Deposit Due form – reminder for guest to make financial commitment • Credit Card Authorization form – signature sheet to authorize credit card usage • Follow up form – Post-visit follow up.

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The csrTrans and csrTransGuest tables are accessible to Confirmation letters

The csrTrans and csrTransGuest tables are accessible to Confirmation letters in Sales and are located in the ProgramData\Siriusware\Sales\Data folder.

ConfigManager utility prompts for an administrator password when User Account Control is activated ConfigManager utility prompts for an administrator password when User Account Control is activated and a user without administrative rights is trying to run the program. ConfigManager utility is primarily used when implementing confirmation letters.

Printing/previewing confirmations The Confirmation Letter section of Reservation Header dialog is in the lower right, as shown in the following screen capture.

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To use confirmations, begin by selecting a print option:

• Batch Print – Sends confirmation to a queue that can then be printed in bulk using the ResPrint utility (see ResPrint)

• Print Now – Use this option to preview, send to a printer or via e-mail • Print To File – Use this to option to create a .pdf file

Note: All the buttons and fields in the Confirmation Letter section are selection options and do not execute printing. The Print button at the bottom of the confirmation page executes the print job based on the selections made in the Confirmation Letter section. To use the Print Now option for confirmation letters:

• Use this option to preview, print or e-mail a confirmation • Must define a Printer and select a Layout and Address Type • Preview button can be selected for any Print Now option, allowing the confirmation to be previewed before

printing or e-mailing. • Use Print button to execute print job

The following screen capture shows a sample confirmation letter preview.

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To use the Print To File option for confirmation letters:• Use this option to create .PDF files• Must define an Output File and select a Layout• Use Print button to execute print job

E-mailing confirmations

Before you can e-mail confirmation letters, you must first configure your salespoint to send e-mail. To do this, use the ConfigManager utility to set a salespoint’s e-mail preferences for use in PrintEZ application. For more information about ConfigManager utility, see the Salesware User Guide for Advanced Users.

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To set up a salespoint to send confirmation letters:

1. Download the ConfigManager update file (c_confmgr_xxxx.exe) from the accesso Siriusware Information Portal.

2. Install and run ConfigManager utility as described in the Salesware User Guide for Advanced Users. Installation of ConfigManager utility is manual. Currently there is no installer you use to install it. However, ConfigManager utility includes the ability to export a registry update file that you can use to update the registry on each computer from which you send confirmation letters, so you only have to install it on one computer (to export the registry update file).

3. Choose which method you would like to use for emailing (MAPI or SMTP)

Note: If using SMTP and a shared mail server, in order to email confirmation letters you must have a fixed IP address on the salespoint, as well as ensuring Relaying is activated on the E-mail server.

Note: If using MAPI, Please see http://portal.siriusware.com/docs/kb-pdf/Known_issues/confirmation_letters_2009-Apr-06.pdf to ensure the RegisterMapi file and .OCX file are appropriately configured.

4. To test whether e-mail is being sent from a salespoint, go to Sales > Tools > Diagnostics > Middleware

and click PrintEZ. Enter an e-mail address in the To: field. Then, click the Send Test Email button and a test e-mail is sent.

Note: If the Send Test Email button is grayed out when you select PrintEZ, the reason is because PrintEZ application itself is not running. To start PrintEZ application, click the Sales > Tools > Diagnostics > Test PrintEZ button. Once PrintEZ application is running (the P “M&M” button is visible) the button is no longer grayed out.

Note: When you first go to Sales > Tools > Diagnostics > Middleware, SalesEZ is highlighted by default. After selecting PrintEZ, unless you have run the ConfigManager utility and exported the appropriate email.reg file on the local computer, the test fails with an error message explaining that email is not set up on the computer.

5. If after testing you are still having trouble sending confirmation e-mail, go to http://search.siriusware.com and type “confirmation letters”; there are known issues and support files available to help you troubleshoot.

To e-mail a confirmation, the primary guest in the reservation must have an e-mail address in guest record. For MAPI setup, the e-mail program is running in background. To send an email confirmation:

1. Select Print Now option 2. Choose a Printer and Layout

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3. Select E-Mail option 4. Press Print button

An e-mail confirmation has two parts:

1. Header/message – this is a standard form sent in all email confirmations. The subject line and boiler plate text can be edited in SysManager > Preferences > Miscellaneous > Confirmation E-Mail. • Confirmation letter – in .PDF form as an attachment to the email. Customers must have Adobe Reader to

view confirmation. The following screen capture shows a sample e-mail confirmation message.

Creating and modifying confirmations To create and/or modify confirmations:

• In the Siriusware\Layouts folder, create a subfolder called Confirms if one doesn’t already exist. Put all Confirmation layouts into this folder. The reason for this is so that reservation salespoints only look

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at the Confirms subfolder for a list of available layouts to use for confirmations, rather than all files in the Layouts folder.

• Layouts for confirmations are edited from SysManager > Activities > Edit Layouts. • Confirmation layouts are edited the same way as a Graphical layout in the Salesware system (e.g., season

passes).

The following table shows the data tables available for designing Confirmation layouts.

Data table1 Description Resrvatn.dbf Reservation Header details csrResGuest Info for main guest in Reservation Header csrSaleGuest Info for guests attached to any transactions csrSaleHdr Form of Payment (FOP) and amount for Sale csrTrans Transaction details csrResDWCards In-House Cards item details

For more info on designing confirmations see Salesware Layouts.

Refunding and forfeiting Finalized and saved sales can be refunded or forfeited.

Refunding – returns money to guest for specified items .

• Finalized transaction is sold again as a negative quantity when refunded. • Saved transaction is finalized and sold again as a negative quantity when refunded. • Refunding a Saved Sale only allows refund of the deposit amount.

Forfeit – guest forfeits cost of item but inventory is freed up in system. (For example, forfeited private bookings are removed from the Instructor Schedule.)

• Finalized transaction is sold again as a negative quantity at $0 when forfeited. • Saved transaction is finalized and sold again as a negative quantity at $0 when forfeited.

1 The reservatn table is found in the local Sales data folder. All tables starting with csr (cursor, i.e., temp file) are found in the local Sales folder and are only populated with data from the current sale/reservation (much the same as the tmp_inv file used for ticket printing). The Helper utility can be used to lookup fields in these tables.

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Recall a reservation, and then click the appropriate button for either refunding or forfeiting. See the following screen capture.

The following screen capture shows an example of forfeited and refunded sales.

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No showing

No shows have the following characteristics:

• No showing allows for bulk management of unfulfilled and past due reservations.• No show finalizes all the items in a reservation and distributes the revenue without printing tickets,

vouchers, etc.• To no show a single reservation, recall the reservation, and then click the No Show button.• To no show multiple reservations, enter the recall criteria, and then click the Review Reservations button

on the Recall dialog. The matching reservations list returns after a sale is processed via the Cancel, Finalizeor No Show buttons.

• Sale must not have an outstanding balance to be “no showed”.• Only saved sales are “no showed”. Finalized sales are refunded or forfeited.

Note: Booking items that are “no showed” are not removed from the schedule with this function.

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Reservation change log

The reservation change log provides an audit trail of the reservation. Any alterations in the reservation are logged and can be viewed.The Change Log dialog can view two versions of the reservation at a time. In the Reservation Header, select the Change Log button. See the following screen capture for a sample Change Log dialog.

Sample change log screen

Note: The following are characteristics of the Change Log dialog:

• Changes to reservations are highlighted in blue text.• The old button moves the window to the two oldest versions of the reservation. • The new button moves the window to the two newest versions of the reservation.• The arrow buttons allow scrolling through log.• The Lock button allows one panel to be locked while other can be scrolled.

Exercise:• Recall your reservation and make a change to a line item.• Save the reservation and recall it again.• Go into the change log and see if the change shows up highlighted in blue as above.

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Reservations Report

The Reservations Report can be found in ReportManager > Reports > Guests > Reservations. The Reservations Report can be filtered by any of the criteria collected in the Reservation Header. See the following screen captures for examples of the Reservations Report dialog.

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See the following screen capture for an example of the Reservation Report.

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Uses of the Reservations Report The Reservations Report has the following uses:

• Audit reservations • Lookup detail on reservation transactions • Get a list of expected arrivals • Get a list of reservations with deposits due • Get a list of reservations for pre-printing tickets • Get a list of reservations responding to a marketing promotion

Grand totals for amount paid and balance are available at the end of the Reservations Report

In ReportManager, grand totals for amount paid and balance are available at the end of the Reservations Report.

Other reports useful for Reservations The following reports are also useful for use with the Reservations module:

• Saved Sales Audit Report – use to review finalized and un-finalized saved sales/reservations. • Custom filter can be used to view only un-finalized sales: s.finalized=0

• Saved Period Sales Report – use to determine expected revenue from reservations/saved sales. Can also be used to anticipate reserved business for managing staffing needs.

• Reservations Arrivals Report - allows the user to see all reservations that arriving between a designated date range. Reservations Arrivals Report includes new styles and standards to enable additional formatting and data filtering. You have the ability to select all types of reservations or filter by specific reservation types like groups or individuals. Data can be filtered by specific Reservation Header information as well within the Filter 1, 2, 3… dropdowns. Users have the option to exclude E-Commerce module transactions. This report displays subtotals by date and a grand total for the report for the Descrip 2, Total, Paid and Due columns, as well as subtotals by reservation for the Qty, Adm, Net, Tax/Fees and Total columns (when Include Details = true).

Fulfilling reservations To recall a reservation from a non-Reservations salespoint:

1. Any station that may need to recall a reservation has the Recall button on the main menu. 2. Non-Reservations salespoints can default to recall either by sale or by reservation. The default is to recall by

sale but this can be controlled by the .INI setting: RecallByReservation=TRUE. 3. Click the Recall button, which is only available in an empty Sales interface.

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4. Click on the Reservation button if the Reservation section is grayed out. Enter reservation criteria, and then recall sale. The Reservation section is useful to provide more criteria options for lookup.

5. Non-Reservations salespoints differ by: • Cannot view Reservation Header info.

• Cannot process no shows or automated forfeits and refunds. • Can only fulfill and process non-finalized transactions (unless split function is activated). • Can process a manual refund (i.e., negative sale to guest). • Can recall a finalized reservation for viewing if the Include Finalized button is selected on the Recall

dialog.

6. The Non-Reservation salespoint can recall reservations with products different from its item tree but it is best to recall on salespoints where reservation products are available (in case changes need to be made).

ResPrint utility ResPrint utility is a special tool used with the Reservations module. It is used to process bulk printing of reservation confirmations. It is installed separately from the core Salesware installs and invoked from the icon placed on the desktop by the installer. The following screen captures show the ResPrint options:

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ResPrint utility includes a log to view status or pass printing.

Reservation status codes

You can use Helper utility to view reservation status codes (resrvatn.res_status). The status codes and their meanings are as shown in the following table. Information about using Helper utility can be found in the Salesware User Guide for Advanced Users.

res_status Description 0 Undefined 1 Live 5 No show 10 Items finalized 15 Cancelled with forfeit

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20 Cancelled with refund 25 Pending 100 Reservation finalized

Notes:

• If any items in the sale are un-finalized, the status is live. (Not everything has been finalized.) • If all items in the sale have been finalized, the status is reservation finalized. Reservation finalized means

that the whole sale went through and no items were cancelled. • If any items in the sale have been finalized, the status is items finalized. Items finalized means that some

items have been finalized, but there was at least one cancellation. • If any items are no shows, the status is no show. • If any items are forfeited, the status is cancelled with forfeit (and if all items are cancelled). Cancelled with

forfeit means that all items were cancelled in some way. • If any items are refunded, the status is cancelled with refund (if all items are cancelled and none are

forfeited). Cancelled with refund means that all items were cancelled in some way. • Otherwise, the status is pending.

Examples:

• A sale contains a finalized line item, an un-finalized line item and a forfeit. Status=live. • A sale contains a no-show and a forfeit. Status= no show. • A sale contains a finalized item and a forfeit. Status=items finalized. • A sale contains a refund and a forfeit. Status=cancelled with forfeit. • A sale contains two refunds. Status=cancelled with refund. • A sale contains four finalized line items. Status=reservation finalized.

Computer/telephony integration

Salesware module provides Computer/Telephony Integration (CTI) with Apropos. Guests identified in Apropos are sent to accesso Siriusware for lookup without having to enter the guest name. Guest Lookup pops up for the identified guest and displays the Summary tab. Reservations can be created by using the Guest Res button.

Sales essentially opens a listening port (default 4215) and waits for the %LKUP message. In the Sales32c.INI add the following settings: [Server] StartupListener=TRUE ListenerPort=4215 Once this is set up, the calling application needs to open a TCP/IP socket to port 4215 and send in %LKUP(<guest_no>, <area_code>, <phone_number>). Where <area_code> is in the format (###) and <phone_number> is in the format ###-####. If the guest number is known, the phone is not

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necessary. If the guest number is not known, it should be passed as 0 and matches are found based on the phone number.

FAQ Q: Can reservations be copied/duplicated for multiple visits? No, there is not duplicate function for reservations. Q: What is the best method for removing reservations made in error? If no deposit is made, void the individual line items in the sale, and then the system prompts if the sale is finalized. If a deposit is made, use the Refund button. Q: What are the three ways to recall a reservation?

1. Guest Summary page – double clicking on the reservation number 2. Note Lookup dialog 3. Recall button

Q: Can a Reservation Header be added to a saved sale? How about to multiple saved sales? Yes, a Reservation Header can be added to a saved sale but only to one, not multiple saved sales. One saved sale, one Reservation Header. Q: How can you view only non-finalized reservations in a Saved Sales Audit Report? Use a Custom Filter in the report criteria: s.finalized=0.

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