Booking/Enquiry Details

New Bookings and Enquiries are added using "Booking Entry " and also "Group Booking Entry" or automatically from online bookings. With this option you can view and update enquiries and bookings.

With this option you can :-

Loading a Booking

A booking can be loaded using one of three methods

1) Use the Find button or press the F1 key, and locate the booking by searching for it.

2) Enter the booking reference in the "Booking " box.

3) If you have a barcode reader, scan the barcode from the barcode printed on either the booking confirmation or invoice.

Finding a Booking

If you want to find an Booking. Select this button. You can search for them by:-

Booking status

A Booking can have 5 different status.

Reference Number

The first digit of the booking reference number identifies its source.

Q - Quick Booking

R - Online Booking

The next 2 digits are the company ID.

The next 7 digits are a unique booking number, which becomes the invoice number.

When a booking is made online it is given a different code 12 digits long. When the booking is downloaded it is given the above format booking number. Either code can be used to find a booking.

Agents

If the booking was generated by an Agency, the commission element of the booking will be shown. The balance for the booking is presented including and excluding the commission amount. If a booking is cancelled no commission is due.

Secured by, Card details

Booking information for the Client

All information on a booking can be printed and mailed to the client or emailed. This information also includes, payments and other changes which have been applied to the booking since it was originally made. The booking reference is printed as a barcode on the invoice and booking confirmation.

To print booking information select the "Print" button. Formatting rules will be those specified in "Your Details".

Send a Text message

To send a Text Message to the Client select the Text Message button. This button will only be visible if a Mobile number is defined for the Client. See the "Sending a Text Message " option for further information. A "Note" is created with the contents of the Text message. This note is attached to the Booking.

Terms

The deposit due and other items can be updated for this booking.

Cancel a Booking

To cancel a booking select the "Cancel" button. When cancelled the following information is shown. Cancellation charges cna be applied whilst cancelling.

Invoice a Booking

A booking can be invoiced at any time. This turns it from a theoretical booking to something which affects you financially. Select the "Invoice " button to invoice it and print an invoice. This can be done as many times as required.

Check-In

If you want to Check-In guests and assign them to a room or unit, select the "Check-In" button. Once checked in the "Check out" button will be visible.

Labels

accommres supports Label printing. Accommodation or address labels can be printed. accommres automatically detects if a compatible label printer is available to Windows, and the following buttons appear if one is found.

Select for an Address label

Select for an Accommodation label. The label includes a bar code (Type 39) of the booking reference, and a bar code for the accommodation reference if it is numeric. For example, a room number. The label also includes the guest name, date of arrival and number of nights stay. This label is self adhesive and can be attached to the back of a card (business card for example) for use whilst on the premises. Accommodation reference information is only available if the guest is "Checked- In".

Bar codes are only printed if the " Use Bar Codes" option is selected in "Your Details".

Check-Out

In order to Check out a guest must first be "Checked in". Whilst checking out the booking will automatically be invoiced and printed.

Balance

Inventory

If Inventory is defined for the Unit/Room booked and something is missing or broken (identified by the " Inventory Checklist") then the value of the item(s) is shown and deducted from the Security Deposit.