MANAGE RESERVATION MANUAL

This program handles the following:

• Create A Reservation (Venue, Room & Attraction)
• Edit Reservation
• Cancel Reservation
• Check-in
• Check Out

FIRST PAGE

The first page of this program is used to search for an existing reservation using the different filters. 

1. Reservation ID: In this field, you can search for an existing reservation by simply typing the ID, and click enter. It will redirect you to the next page.
2. Guest: If you typed in the guest name and the guest is already in your profile, Ehors will show the names based on your criteria this might be one or more names depending on how serious you are in your profile. You can immediately select the name from the dropdown, or type in the new name if not's a returning guest.
3. Segment, Source, Agency, and Booker. Each reservation belongs to A segment and source (mandatory field) and sometimes to an Agency or booker. 
4. Charge to Agency: This is only relevant if the reservation is charged to the agent, if you click on Charge to Agency, there will be a pop-up, you will have to select which charges are for the agent. CHARGE TO AGENCY MANUAL
5. Availability: This is the overview of the availability.
6. Check-in/out: This field is only used for filters. This will not be the default DCI/DCO that will appear when you click the "Add room".
7. Accommodation, Venue, Room: These fields are only filters for searching for a reservation
8. Quotation, Reserved, No Show, Arrivals, Open folios, Tentative, In-house, Canceled, Due Out.  These are also filters for searching for a reservation
9. Additional: By default "guest" and "Agency" are pre-selected.
10. Search: Search button, The result of the search is depending on the selected search criteria.
11. Room, Venue, Attraction, BDI. By default, the "tab room" is preselected. The venue tab & attraction tab is where you can add a venue/attraction reservation. The BDI tab is where you can add extra BDI. 
12. Add Room: This button enables you to add a room to a reservation.

This is the Pop-up when you click add room

SECOND PAGE

The second page will only enable once you've selected a reservation or after creating a new reservation. The following functions are available on the second page including the check-in, check out function

Information about No Show: During the night a no-show process will be running, usually between 2 and 6 AM.
This process cancels rooms that have not been checked in. If, however, a reservation has a deposit on any folio, a room will not be canceled as a No-Show.
It is therefore important to manage the rooms with a DCI from "yesterday" and decide what needs to be done.
Different scenarios are possible. Refund or check in check out, this is depending on the conditions of the rate code and the related SOP.

How to Create a Room Reservation?

A. Guarantee

1. Type in the name in the field " guest". If the guest's name is already in the profile, you can just select the name from the dropdown. You can also click on the "profile" button if you want to double-check the details or you want to add/edit a few details during the reservation.
2. Select the segment and source.
3. Select the Agency & booker if this reservation is under an agency. Leave it blank if not applicable.
4. If the reservation is under agency, you can immediately route the charges that will be paid by the agency or by the pax account. Click on the "charge to agency" button. There will be a pop-up, and you only have to select the type of charges that will be routed to the agency.
5. Click on the "add room". There will be a pop-up 

This is the pop-up when you tick "charge to the agency".

Add Room (Pop up)

1. Stay Ranges: Select the DCI/DCO of the reservation.
2. Segment & Source: If the Segment and source have been defined on the first page, those details will appear in the pop-up, and you still have the flexibility of changing it on this page.
3. Status: Select the status of the reservation you are creating if it's a Guarantee, Tentative, or Quotation.
4. Guest: If the guest name has been entered or selected already from the first page, you can still change it here or add the guest name here, if you forgot to add the guest name.
5. Agency & Charge to agency: The same applies to Agency, the agency selected on the first page will be displayed and you can still make changes and select a different agency and if it's a charge to the agency yes, you can still redo the routing on this page. CHARGE TO AGENCY MANUAL
6. Booker: Select the booker if applicable.
7. Request: Locate the accommodation type that you want to book. Type in the no of room request or click on the arrow up & down. You can request multiple accommodation types in one booking. For example1 room for Superior King and 1 room for Superior Twin.
8. Rate/Package: Select the rate code or package rate code applicable for the selected Segment/Source/Agency.
9. Surcharge: By default is pre-selected, untick if the surcharge doesn't apply.
10. Configure: This button will allow you to edit the number of pax and to add the no of an extra bed if applicable for the selected accommodation type. (see image 2)
11. Details: This will show the details of the charges based on the selected accommodation type. (see image 3)
12. Click +Book selected once done.

This is the pop-up when you click "configure".

This is the pop-up when you click the "details".

Once you clicked book selected, reservationID will be created. Click "Add room" again if you want to add more rooms under this reservation. 

B. Tentative

1. Type in the name in the field " guest". If the guest's name is already in the profile, you can just select the name from the dropdown. You can also click on the "profile" button if you want to double-check the details or you want to add/edit a few details during the reservation.
2. Select the segment and source.
3. Select the Agency & booker if this reservation is under an agency. Leave it blank if not applicable. If the reservation is under agency, you can immediately route the charges that will be paid by the agency or by the pax account. Click on the "charge to agency" button. There will be a pop-up, and you only have to select the type of charges that will be routed to the agency.
4. This is only applicable if charges are charged to the agent. Select the revenue type that will be routed to the agency.
5. Click Submit when done.
6. Click on the "add room". There will be a pop-up. 

Add Room (Pop up)

1. Select the DCI/DCO of the reservation.
2. Status: Select the "Tentative" button.
3. Request: Locate the accommodation type that you want to book. Type in the no of room request or click on the arrow up & down. You can request multiple accommodation types in one booking. For example 5 rooms for Deluxe and 1 room for superior.
4. Select the rate code or package rate code.
5. Surcharge: By default is pre-selected, untick if the surcharge doesn't apply.
6. Configure: this button will allow you to edit the number of pax and to add the no of extra beds if applicable for the selected accommodation type. 
7. Details: This will show the details of the charges based on the selected accommodation type. 
8. Click +Book selected once done. A new window will populate for the tentative setting. It can also be edited using the tentative feature.
9. Click on Reservation functions (top) and click on the "tentative date" feature if you want to change the default tentative setting.  TENTATIVE DATE MANUAL

C. Quotation - This type of reservation doesn't block the inventory.

The steps are the same as how you make the Guaranteed reservation. Instead of Clicking the "Guarantee" click the "Quotation status. 

How to Edit a Room Reservation?

1. Search the reservation:
   1. Search by reservation ID: Enter the reservationID and click enter
   2. Search the reservation using the filters, the result will be based on the search criteria. Select the reservation and you will be redirected to the 2nd page and continue with the editing
2. There are two options to edit the folio(s). You can edit by folio or you can edit all the folios under the same accommodation by clicking the button "edit set". If there is more than 1 room reserved in that accommodation and you click "edit set" all the folios under that category will be ticked. But if you opt to click the edit folio, only the selected folio will be ticked. Start editing the data, you can still untick and tick the folios from the list to be updated. Click "Save Changes". (see Image 2)

       Image 2

How to delete a room?

1. Search the reservation:
   1. Search by reservation ID: Enter the reservationID and click enter
   2. Search the reservation using the filters, the result will be based on the search criteria. Select the reservation and you will be redirected to the 2nd page.
2. There are two options to delete a room. You can delete one room or you can delete by bulk. See image 2.

A room cannot be deleted if there's a payment on the folio. 

Image 2

How to cancel a reservation?

A reservation can be canceled if there's no payment on the folio. CANCEL RESERVATION MANUAL

How to check in a room?

In this example, the rooms for this reservation have not been assigned yet. The following settings affect the check-in program, refer to PROPERTY SETTINGS MANUAL

1. Search the reservation:
   1. Search by reservation ID: Enter the reservation and click enter
   2. Search the reservation using the filters, the result will be based on the search criteria. Select the reservation and you will be redirected to the 2nd page.
2. The check-in button will only show when the DCI is to today's date. Select the room that you want to check-in, click on the check-in button. There will be a pop-up.

This is the pop-up after you click check-in. Select a VC room status. After Selecting a room click the X to exit (top right) to go back to the main page. The Check-in process is a lot faster if the room is already assigned.

Click on the "Check-in" button again.  A message will pop up that the room has been checked in successfully.

This is what it looks like after checking in.

How to check out a room?

1. Search the reservation:
   1. Search by reservation ID: Enter the reservation and click enter
   2. Search the reservation using the filters, the result will be based on the search criteria. Select the folio and continue with the selected reservation and you will be redirected to the 2nd page.

After selecting the reservation, click the check-out button.

If there are pending charges (BDI'S) you won't be able to check out right away, a new window will pop up and will show the pending BDI's. Select the BDI's that are needed to be posted. Click post selected

Clicking the BDI button during the check-out process will allow the user to add an extra BDI before checking out. 

Split Transfer -  The system allows you to transfer the charges evenly, by percentage, or by amount. You can also transfer charges to the other reservation.

Lump -This feature will allow you to lump charges (only charges) and you can give it a new description, this is purely for the presentation of the invoice. Internally nothing has changed. You will also be able to un lump if needed.

Monthly Bill - This is a method to create an invoice without having to check out the guest. 

Make payment - Clicking this will populate the payment methods available for the front office. Click this link for more details PAYMENT CLASS LINK MANUAL

Print Invoice - Clicking this before check out will generate the Tax Invoice for Preview Only (PDF).

Pending Charges - Click this button if you want to double-check if there are pending charges (BDI's).

Open Folio -By default, this box is unselected. If you tick the box this will allow you to check out leaving the folio OPEN.

How To Reserve a Venue (Venue Reservation)?

1. Type in the name in the field " guest". If the guest's name is already in the profile, you can just select the name from the dropdown. You can also click on the "profile" button if you want to double-check the details or you want to add/edit a few details during the reservation.
2. Select the segment and source.
3. Select the Agency & booker if this reservation is under an agency. Leave it blank if not applicable.
4. If the reservation is under agency, you can immediately route the charges that will be paid by the agency or by the pax account. Click on the "charge to agency" button. There will be a pop-up, and you only have to select the type of charges that will be routed to the agency.
5. Click on the "Venue Tab". 
6. Click the button "Add Venue". There will be a pop-up. You can also click this button directly and fill in or edit the reservation details

This is the pop-up after clicking the "Add Venue".

Segment & Source - This field is automatically filled in based on what you entered or selected from the first page. 

Guest - This field is automatically filled in based on what you entered or selected from the first page. Edit from here if needed.

Agency & Booker - This field is automatically filled in based on what you entered or selected from the first page. 

Status - Select Quotation, Tentative, or Guarantee.

Range Settings - Select if it's Hourly, Half Day, or Full Day.

DCI / DCO Time - Select the Time of Check-In and Check-out time.

Set-Up - Select the type of Set Up.

Function - Select from the dropdown list for the type of function.

Package - Select the package rate code if applicable.

Adult - Enter the number of Adults

Child - Enter the number of Children if applicable.

Search - Click the search button, Ehors will show the venue availability based on the selected criteria.

Redefine - If you want to edit and redo the criteria, click the redefine button.

Venue - Select the available Venue by clicking the row.

Book Selected - Click on "+ book selected "

Legend -

This is how it looks like after clicking "Book Selected". Repeat the process if you want to add multiple venues to one reservation.

If you made a mistake you can still edit the venue or delete it from this page. Deleting a venue is possible before check-in and if the folio has no payment.

How To Check-in Venue?

1. Search the reservation:
   1. Search by reservation ID: Enter the reservation and click enter
   2. Search the reservation using the filters, the result will be based on the search criteria. Select the reservation and you will be redirected to the 2nd page.
   3. Select the venue folio that you want to check-in. 

How To Swap Venue (Venue Swap)?

1. Click the Venue Swap button. A new window will pop up.
2. Select the date & time range (see image 2)

The first venue selected will appear in "Swap From" and the selected venue will be changed to color Blue, if you select another venue that is not available (yellow color), the swap from the box will be replaced with a newly selected venue.

Select the available venue for swapping, those venues will be in color yellow. Then Click "Swap" when done

This is how it looks like after swapping the venue. Click the "X" to exit from the Venue swap GUI.

How To Check Out Venue 

1. Search the reservation:
   1. Search by reservation ID: Enter the reservation and click enter
   2. Search the reservation using the filters, the result will be based on the search criteria. Select the reservation and you will be redirected to the 2nd page.
   3. Select the venue folio that you want to check out, settle the unpaid amount before check-out. If the folio balance is zero, you can immediately click the "Check out" button.

Click the "X" top right to exit from the check-out GUI.

How To Add a BDI (Breakdown Item)?

1. Make sure you are adding it to the correct reservation and folio. Click the BDI tab.
2. Select the folio(s) where you want to add the BDI. You can also click the "Select All" box if you intend to add BDIs to all folios.
3. Click the "+ Add BDI". There will be a pop-up.

BDI Outlet -Select the outlet of the BDI you are looking for.

BDI Name - you can also search the name of the BDI without selecting the BDI outlet.

The list of the BDI's will be shown based on the selected criteria. If you only search for a certain BDI, only that BDI name will appear.

+ Add BDI - Select the BDI name that you want to add by clicking the "Add BDI" button. A new window will populate.

Room Price - Enter a new price or edit if needed.

 Click the " + add to folios" 

Select another BDI by clicking the "+Add BDI" and repeat the process. You can also change the BDI outlet if you intend to add a BDI that belongs to another outlet.

Click "Save" once done

This is the pop-up if the selected BDI type is daily.

This is the pop-up if the selected BDI type is First Day or Last Day.

How To Delete a BDI (Breakdown Item)?

BDI's can be deleted if the status of the BDI in the database is still pending. Once the BDI is posted, the only way to correct it is to add a negative correction of the same BDI.

Scenario A (deleting A BDI during the process of adding a BDI)

Scenario B - (Deleting A BDI(s) from different folios)

Click the "Delete All BDI". This will show all the BDI's added for that reservation. 

Deleting a BDI from this window will remove all BDI from related folios. BDI which has already been posted in revenue will not be withdrawn.

How To Create An Attraction/Ticket Reservation?

1. Type in the name in the field " guest". If the guest's name is already in the profile, you can just select the name from the dropdown. You can also click on the "profile" button if you want to double-check the details or you want to add/edit a few details during the reservation.
2. Select the segment and source.
3. Select the Agency & booker if this reservation is under an agency. Leave it blank if not applicable.
4. If the reservation is under agency, you can immediately route the charges that will be paid by the agency or by the pax account. Click on the "charge to agency" button. There will be a pop-up, and you only have to select the type of charges that will be routed to the agency.
5. Click on the "Attractions Tab".
6. Click the  button "+ Add Ticket" 
7. Enter the number of tickets for Adults and Children. (See image 2)
8. Select the Validation date range. (See image 2)
9. Click the "Package tab" to add package(s). Click "Add-on attraction" to add individual BDI (attraction). (See image 2)
10. Click the +Book tickets.

Select the Package Tab and select the package name that you would like to add. 

Select the "Add-on Attraction" tab to add an individual attraction. Then Click the + "Book Tickets". Repeat the process if you want to add more attractions or packages.

How To Edit, Delete and Print Attraction/Ticket?

Ehors records how many times the ticket has been printed and how it was printed if it is thru PDF or via printer.

If you have already printed more than once, you will be notified and you have to enter the reason for reprinting.

PDF file

How To Generate a CSV File (ticket)?