Introduction to the Reservation Quotation Register

If you need to issue a Quotation to an Agent and/or a Customer for a Hotel Reservation, use one of the following methods:
Reservation Quotations are now described. Please refer here for details about Reservations.

After entering a Reservation Quotation, you can print it and send it by email, and you can create Reservations from Reservation Quotations.

To open the Reservation Quotation register, use the [Switch Module] button in the Navigation Centre or the Ctrl-0 (zero) or ⌘-0 keyboard shortcut to ensure you are in the Hotel module. Then, if you are using Windows or macOS, click the [Registers] button, also in the Navigation Centre, and double-click 'Reservation Quotations' in the resulting list. If you are using iOS or Android, tap the [Registers] button in the Navigation Centre and then tap 'Reservation Quotations' in the 'Registers' list. The 'Reservation Quotations: Browse' window will be opened, listing the Reservation Quotations that you have already entered.

By default, Reservation Quotations will be shown sorted by Quotation Number. If you are using Windows or macOS, you can change the sort order by clicking on one of the other column headings. To reverse any sort, simply click once again on the column heading. The current sort order is marked by the column heading being coloured blue. If you are using iOS or Android, tap on the column heading and choose the sort order you need. Repeat the procedure to reverse the sort.

To search for a particular record, first sort the list by the column that you want to use for the search. Then, enter the text that you want to find in the Search field in the top of the window (in the top right-hand corner if you are using Windows/macOS) and press the Return key (macOS) or Search (iOS/Android). The first record containing a match for your search string will be highlighted (if you are using Windows, a match will be highlighted as you type each character). For example, to search for Reservation Quotations with a particular Check In Date, sort by Check In before entering the Date (or the first few characters) in the Search field.

The Reservation Quotation register in Standard ERP:

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Entering a Reservation Quotation

This page describes adding a new record to the Reservation Quotation register in the Hotel module.

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You can create a Reservation Quotation using the following methods:

The 'Reservation Quotation: New' window will be opened, empty if you selected 'New' or containing a duplicate of the highlighted Reservation Quotation.

Since the amount of information stored about each Reservation Quotation will not fit on a single screen, the 'Reservation Quotation: New' window has been divided into five cards. At the top of each is the header. This contains the Reservation Quotation Number, Customer and Agent. There are five named buttons ('tabs') in the header.

By clicking the tabs you can navigate between cards. The header is always visible, thus providing a reminder of the Customer or Agent whose Reservation Quotation you are working with.

If you are using iOS or Android, there will only be two tabs, marked 'Items' and 'Details'. If you tap 'Details', you will see every card except 'Pricing' arranged vertically on screen. You can scroll down to see each one, or you can jump to any card by tapping on any tab and selecting the tab you want to go to.

Complete the Reservation Quotation record as appropriate and as described on the following pages, then save it using the [Save] button (Windows/macOS) or by tapping √. The window title will change from 'Reservation Quotation: New' to 'Reservation Quotation: Inspect'. You must save all changes you have made before you can print a Reservation Quotation or send it by email.

After entering a Reservation Quotation, you can proceed as follows:

Please refer to the following pages for details about the fields on each card in the Reservation Quotation window:
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The Reservation Quotation register in Standard ERP:

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Entering a Reservation Quotation - Header

This page describes the fields in the Header of the Reservation Quotation record window. Please follow the links below for descriptions of the other parts of the Reservation Quotation record window:
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No
The unique identifying number of the Reservation Quotation. The default will be chosen as follows:

  1. It will be taken from the first valid row in the Number Series - Res. Quotations setting.

  2. It will be the next number following on from the last Reservation Quotation entered.

You may change the default, but not to a number that has already been used. If you have defined at least one number sequence in the Number Series - Res. Quotations setting, the number you change to must be inside a valid number sequence.

You will not be able to save a Reservation Quotation if its No. does not belong to a valid number sequence. A valid number sequence is one for the period in which the Reservation Date falls and with unused numbers, so this problem will most usually occur at the beginning of a new calendar or financial year.

If you are working in a multi-user environment, the Reservation Quotation Number will be assigned when you save the Reservation Quotation for the first time.

Agent
Paste Special    Customers in Contact register
Specifying an Agent in a Reservation Quotation will cause the Price List and Default Booking Origin in the Agent's Contact record to be copied to the 'Other' card of the Reservation Quotation.

If you create Reservations from a Reservation Quotation in which you have specified an Agent, the Agent Price on flip A of each row on the 'Pricing' card will be copied to the Avg. Price and Agreed Price fields in the Reservation, and the Agent Sum will be copied to the Total field. If you have not specified an Agent in the Reservation Quotation, the Guest Price and Guest Sum on flip B will be copied.

Name
The Agent's Name will be placed in this field when you specify the Agent in the field to the left.

Customer
Paste Special    Customers in Contact register
Specifying a Customer in a Reservation Quotation will cause the Price List and Default Booking Origin in the Customer's Contact record to be copied to the 'Other' card of the Reservation Quotation. The Customer's Sales Currency will also be brought in.

Name
The Customer's Name will be placed in this field when you specify the Customer in the field to the left.

Contact
Paste Special    Contact Persons in the Contact register
If the Agent or Customer is a company, you can use this field to record the name of the Contact Person who is dealing with the Reservation.

If you have specified an Agent in the field above, the 'Paste Special' will list the Contact Persons belonging to the Agent. Otherwise, it will list the Contact Persons belonging to the Customer.
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The Reservation Quotation register in Standard ERP:

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Entering a Reservation Quotation - Booking Card

This page describes the fields on the 'Booking' card in the Reservation Quotation record window. Please follow the links below for descriptions of the other parts of the Reservation Quotation record window:
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Check In
Paste Special    Choose date
Specify here the date when the Guests are planning to check in to the hotel.

If you create Reservations from a Reservation Quotation, one Group Reservation will be created, and individual Reservations will be created from each row in the Quotation. The Check In Date specified here will be copied to each individual Reservation. If you need an individual Reservation to be created with a different Check In Date, add a row to the 'Pricing' card in the Quotation with that Check In Date specified on flip C.

Check In Time
Default taken from    Hotel Settings (Check In Time)
As described above, the Check In Time specified here will be copied to each individual Reservation that you create from the Quotation. If you need an individual Reservation to be created with a different Check In Time, add a row to the 'Pricing' card in the Quotation with that Check In Time specified on flip C. Specifying a Check In Time will be most useful for Rooms that are charged by the hour.

Nights
Specify here how many nights the Guests are planning to stay in the hotel.
Whenever you change the number of nights, the Check Out Date will be updated automatically. Similarly, if you change the Check Out Date, the number of nights will be updated automatically.

Room Location
Paste Special    Room Locations setting, Hotel module
If you have more than one hotel location e.g. more than one building, specify here the Location where the Guests are planning to stay. If Guests are planning to stay in more than one Location, you will need to enter separate Reservation Quotations for each one.
As mentioned above, if you createcreate Reservations) from a Reservation Quotation, one Group Reservation will be created, and individual Reservations will be created from each row in the Quotation. The Location that you specify here will be copied to the Group Reservation. When assigning Rooms to the individual Reservations, you will only be able to assign Rooms in the specified Location.

Check Out
Paste Special    Choose date
Specify here the date when the Guests are planning to check out from the hotel.

Whenever you change the Check Out Date, the number of nights will be updated automatically. Similarly, if you change the number of nights, the Check Out Date will be updated automatically.

As described above, the Check Out Date specified here will be copied to each individual Reservation that you create from the Quotation. If you need an individual Reservation to be created with a different Check Out Date, add a row to the 'Pricing' card in the Quotation with that Check Out Date specified on flip C.

Check Out Time
Default taken from    Hotel Settings (Check Out Time)
As described above, the Check Out Time specified here will be copied to each individual Reservation that you create from the Quotation. If you need an individual Reservation to be created with a different Check Out Time, add a row to the 'Pricing' card in the Quotation with that Check Out Time specified on flip C.

Std. Text
Paste Special    Standard Text register, CRM module
If you enter the code of a Standard Text record in this field, the text from the Standard Text record will be copied to the Text field on the 'Information' card. This text will be printed on Reservation Quotation forms if you have included the 'Text' field in the Form Template.

[Availability] button
The Available field in the matrix on the 'Pricing' card will show the number of Rooms with the specified Room Type that are available between the Check In and Check Out Dates. The figures in the Available field will become out-of-date as Reservations are placed, so you can press this button to bring in the current figures.

Pressing this button will have no effect in a Reservation Quotation that you have marked as OK, as Reservations will have been created from the Quotation.
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The Reservation Quotation register in Standard ERP:

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Entering a Reservation Quotation - Information Card

This page describes the 'Information' card in the Reservation Quotation record window. Please follow the links below for descriptions of the other parts of the Reservation Quotation record window:
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Use the 'Information' card to record notes about a Reservation Quotation. If you enter the code of a Standard Text record on the 'Booking' card, the text from the Standard Text record will be copied here as a template. This text will be printed on Reservation Quotation forms if you have included the 'Text' field in the Form Template.

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The Reservation Quotation register in Standard ERP:

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Entering a Reservation Quotation - Pricing Card

This page describes the fields on the 'Pricing' card in the Reservation Quotation record window. Please follow the links below for descriptions of the other parts of the Reservation Quotation record window:
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Use the 'Pricing' card in a Reservation Quotation to list the Rooms that are required by the Agent or Customer. For example, if the Agent or Customer requires two double Rooms and one single, add one row for the double Rooms with Qty 2 and one row for the single Room with Qty 1. When you create Reservations from the Quotation, two Reservations for double Rooms will be created, and one for a single Room.

The matrix on the 'Pricing' card is divided into five horizontal flips. When you click (Windows/macOS) or tap (iOS/Android) a flip tab (marked A-E), the two or three right-hand columns of the grid will be replaced.

If you are using Windows or macOS, you can add rows to a Reservation Quotation by clicking in any field in the first blank row and entering appropriate text. To remove a row, click on the row number on the left of the row and press the Backspace key. To insert a row, click on the row number where the insertion is to be made and press Return.

If you are using iOS or Android, you can add rows by tapping the + button below the matrix. To remove a row, long tap on the row number on the left of the row and select 'Delete Row' from the resulting menu. To insert a row, long tap on the row number where the insertion is to be made and select 'Insert Row' from the resulting menu.

Flip A

Type
Paste Special    Room Types setting, Hotel module
Specify the Room Type required by the Agent or Customer. The Room Type must be in the Location specified on the 'Booking' card.

For example, if the Agent or Customer requires two double Rooms and one single, add one row for the double Rooms with Qty 2 and one row for the single Room with Qty 1. When you create Reservations from the Quotation, two Reservations for double Rooms will be created, and one for a single Room.

If there is a Room Location specified in the Local Machine setting on the client machine you are using and if you belong to an Access Group in which you have been given Full access to the 'Limit User to Hotel Room Location' Action, the 'Paste Special' list will only show the Room Types in that Room Location.

Qty.
Specify here the number of Rooms that are required by the Agent or Customer.

Package
Paste Special    Room Packages setting, Hotel module
A Room Package is a list of everything that you will supply when a Room is hired except the Room itself. For example, you might include champagne on arrival, massage, access to the swimming pool, breakfast and so on in your Room Packages. Room Packages can be more or less comprehensive, ranging from the basic (room hire only) through bed and breakfast to the luxurious (e.g. a honeymoon Package). A Room Package can also include checklists that will appear when checking in and when checking out.

Specify here the Room Package required by the Agent or Customer.

Guests
Specify the number of Guests (adults) that will stay in each Room. For example, if two double Rooms are required, the number of Guests will usually be two as two Guests can stay in each Room. The total number of Guests (Guests * Qty) will be shown in the Persons field on flip D.

The number of Guests will be copied to the No. of Adults field in each Reservation created from the Quotation.

If you are using the Request for All Guests option on the 'Guests' card in the Hotel Settings setting, you will need to enter one Classification on flip E for each Guest before being able to save the Reservation Quotation. Separate the Classifications using commas.

Children
Specify the number of children that will stay in each Room.

The number of children will be copied to the Children field in each Reservation created from the Quotation.

If you are using the Request for All Guests or Request for Children options on the 'Guests' card in the Hotel Settings setting, you will need to enter one Classification on flip E for each child before being able to save the Reservation Quotation. The Request for All Guests option requires one Classification for each child and one for each adult.

Available
This field shows the number of Rooms belonging to the Room Type that are available between the Check In and Check Out Dates. Provided you have not marked the Reservation Quotation as OK, you can update this figure at any time by pressing the [Availability] button on the 'Booking' card.

Nights
If you are entering a row in which the Check In and/or Check Out Dates on flip C are different to those specified on the 'Booking' card, specify here the number of nights represented by those dates. This figure will be used to calculate the Agent Sum and Guest Sum.

Agent Price
The Agent Price is the average Room charge per night for the Room Type and Room Package calculated using the Reservation Price List specified on the 'Other' card (in the Reserv. Pr. List field) or, if there is no Reservation Price List specified, using the standard Room rates.

The Agent Price will be calculated using the records in the Invoice Items setting for the Room Type and Room Package. Each Invoice Item record will connect the Room Type/Room Package combination to a record in the Item register that will carry the daily or hourly rate (if there is a record for the Item in the Price register for the Reservation Price List, the daily or hourly rate will be taken from that record not from the Item record itself). You may have more than one Invoice Item record for each Room Type/Room Package combination to cater for different pricing over weekends and/or holidays: the calculation of the Agent Price will include these differences. Please refer to the description of the Invoice Items setting here for more details.

This figure will include VAT if the Reservation Price List is one that is Inclusive of VAT or if you have specified on the 'Invoicing' card of the Hotel Settings setting that Base Prices include VAT.

If the Reservation Quotation has a Currency and Exchange Rate, the figure shown will be in the Currency concerned (i.e. having undergone currency conversion).

The Agent Price will be copied to the Avg Price and Agreed Price fields in the Reservations that are created from the row if you have specified an Agent on the 'Booking' card. If you have not specified an Agent, the Guest Price on flip B will be copied to those fields.

If you are using the Force Price on Reservations option in the Hotel Settings setting, you will not be able to save a Reservation if this field and the Guest Price field on flip B are both empty or 0.00.

Agent Sum
The total Room charge: Agent Price * Nights.

This figure will include VAT if the Reservation Price List is one that is Inclusive of VAT or if you have specified on the 'Invoicing' card of the Hotel Settings setting that Base Prices include VAT.

If the Reservation has a Currency and Exchange Rate, the figure shown will be in the Currency concerned (i.e. having undergone currency conversion).

The Agent Sum will be copied to the Total field in the Reservations that are created from the row if you have specified an Agent on the ''Booking' card. If you have not specified an Agent, the Guest Sum on flip B will be copied to the Total field.

Calc.
Paste Special    Choices of possible entries
This field will contain "Period" in a row containing a Room Type and "Non Period" in a row containing an Item. You should not usually change these values.

Flip B

Guest Price
The Guest Price is the average Room charge per night for the Room Type and Room Package calculated using the Guest Price List specified on flip D or, if there is no Guest Price List specified, using the standard Room rates.

The Guest Price will be calculated using the records in the Invoice Items setting for the Room Type and Room Package. Each Invoice Item record will connect the Room Type/Room Package combination to a record in the Item register that will carry the daily or hourly rate (if there is a record for the Item in the Price register for the Guest Price List, the daily or hourly rate will be taken from that record not from the Item record itself). You may have more than one Invoice Item record for each Room Type/Room Package combination to cater for different pricing over weekends and/or holidays: the calculation of the Guest Price will include these differences. Please refer to the description of the Invoice Items setting here for more details. If you need to see how the pricing is calculated, save the Reservation Quotation and then check the record for the Reservation Quotation in the Reservation Prices setting.

This figure will include VAT if the Guest Price List is one that is Inclusive of VAT or if you have specified on the 'Invoicing' card of the Hotel Settings setting that Base Prices include VAT.

If the Reservation Quotation has a Currency and Exchange Rate, the figure shown will be in the Currency concerned (i.e. having undergone currency conversion).

The Guest Price will be copied to the Avg Price and Agreed Price fields in the Reservations that are created from the row if you have not specified an Agent on the 'Booking' card. If you have specified an Agent, the Agent Price on flip A will be copied to those fields.

If you are using the Force Price on Reservations option in the Hotel Settings setting, you will not be able to save a Reservation if this field and the Agent Price field on flip A are both empty or 0.00.

Guest Sum
The total Room charge: Guest Price * Nights.

This figure will include VAT if the Guest Price List is one that is Inclusive of VAT or if you have specified on the 'Invoicing' card of the Hotel Settings setting that Base Prices include VAT.

If the Reservation has a Currency and Exchange Rate, the figure shown will be in the Currency concerned (i.e. having undergone currency conversion).

The Guest Sum will be copied to the Total field in the Reservations that are created from the row if you have not specified an Agent on the 'Booking' card. If you have specified an Agent, the Agent Sum on flip A will be copied to the Total field.

Flip C

Item
Paste Special    Item register
Use this field if you need to add extra Items to the Quotation. Specify the quantities required by the Agent or Customer using the Qty field on flip A.

If you have specified an Item in a row, you cannot also specify a Room Type in the same row.

If you need the Items listed in a Reservation Quotation to be transferred to the resulting Group Reservation, select the Save Items in Shopping Basket option in the Hotel Settings setting. The Items will be added to the Agent's Guest Account in the Group Reservation (if you have specified an Agent in the Reservation Quotation).

Check In
Paste Special    Choose date
If some Guests are planning to check in on a different date to the one specified on the 'Booking' card, enter a separate row for those Guests and specify their required Check In Date in this field.

This date will be copied to any Reservations that are created from the Quotation row, instead of the date on the 'Booking' card.

Time
Paste Special    Current time
If some Guests are planning to check in at a different time to the one specified on the 'Booking' card, enter a separate row for those Guests and specify their required Check In Time in this field. This will be most useful for Rooms that are charged by the hour.

This time will be copied to any Reservations that are created from the Quotation row, instead of the time on the 'Booking' card.

Check Out
Paste Special    Choose date
If some Guests are planning to check out on a different date to the one specified on the 'Booking' card, enter a separate row for those Guests and specify their required Check Out Date in this field.

This date will be copied to any Reservations that are created from the Quotation row, instead of the date on the 'Booking' card.

Time
Paste Special    Current time
If some Guests are planning to check out at a different time to the one specified on the 'Booking' card, enter a separate row for those Guests and specify their required Check Out Time in this field. This will be most useful for Rooms that are charged by the hour.

This time will be copied to any Reservations that are created from the Quotation row, instead of the time on the 'Booking' card.

Flip D

Guest Price List
Paste Special    Price List register, Pricing module
The Price List that you specify here will be used to calculate the Guest Price and Guest Sum on flip B. It will be used to calculate both Room rates and Item prices.

Comment
If you specify a Room Type on flip A, the Comment from the relevant Room Type record will be copied here. If you specify an Item on flip C, the Item's Description will be copied here.

Persons
The total number of Guests in the row (Guests * Qty).

Flip E

Book. Origin
Paste Special    Booking Origins setting, Hotel module
Use this field to make a note of how the Agent or Customer heard about the hotel. You can also record a Booking Origin for the Reservation Quotation as a whole on the 'Other' card.

This Booking Origin will be copied to any Reservations that are created from the Quotation row, instead of the Booking Origin on the 'Other' card.

Visit Purpose
Paste Special    Visit Purposes setting, Hotel module
Use this field to record the reason why the Customer or Guest is planning to visit and stay at the hotel. You can also record a Visit Purpose for the Reservation Quotation as a whole on the 'Other' card.

This Visit Purpose will be copied to any Reservations that are created from the Quotation row, instead of the Visit Purpose on the 'Other' card.

Reference
Any Reference that you specify here will be copied to any Reservations that are created from the Quotation row, instead of the Reference on the 'Other' card.

Classifications
Paste Special    Contact Classifications setting, CRM module
Classification Terms allow you to offer percentage discounts or uplifts on Room charges depending on the Contact Classification of a Guest. For example, you can use Classification Terms to reduce Room charges for children.

If you are using Classification Terms, enter the appropriate Classifications for each Guest here, one for each Guest separated by commas.

If you are using the Request for All Guests option on the 'Guests' card in the Hotel Settings setting, you will need to enter one Classification here for each adult and child (counted using the Guests and Children figures on flip A) before being able to save the Reservation Quotation. If you are using the Request for Children option, you will only need to enter one Classification for each child.

The 'Paste Special' list will only display Classifications belonging to the Class. Type (Adult) and to the Class. Type (Child) specified in the Hotel Settings setting.

Please refer to the description of the Classification Terms setting here for more details.

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Accepted, OK
If you need to create Reservations from a Reservation Quotation, tick Accepted and/or OK and save. One Group Reservation will be created, together with Reservations from each row in the Quotation. For example, if the Agent or Customer requires two double Rooms and one single, the Quotation will contain one row for the double Rooms with Qty 2 and one row for the single Room with Qty 1. When you mark the Quotation as Accepted and/or OK, two Reservations for double Rooms will be created, and one for a single Room.

The individual Reservations will be numbered using the Last Daughter Res. number series specified in the relevant Room Type record.

After marking a Reservation Quotation as Accepted and saving, you will still be able to change the Quotation as follows:

  • You will be able to change the settings of the Include Package Items and Pay Separately check boxes. The connected Reservations will be updated appropriately.

  • You will be able to remove rows from the Reservation Quotation. Connected Reservations will be deleted. You will not be able to add new rows or edit existing ones.

  • You will be able to remove the tick from the Accepted box. All connected Reservations will be deleted.

  • You will be able to delete the Reservation Quotation.

If you check in a Reservation that was created from an Accepted Quotation, the Quotation will be marked as OK automatically.

If you have marked a Quotation as OK, no further changes (except one) will be possible. You will still able to change the Language on the 'Other' card. This allows you to change the Form Template that will be used when you print the Reservation Quotation and/or to ensure it is printed on the correct printer or fax machine.

Include Package Items
Default taken from    Hotel Settings setting (Include Package Items on Quotations check box)
Select this option if you would like Package Items to be included in the pricing in the Reservation Quotation. Otherwise, only the Room rate will be included in the pricing. Package Items are the Additional Items listed in the matrix in the relevant Room Package record(s).

Pay Separately
Every Reservation that was created from a Reservation Quotation will be connected to a Group Reservation (i.e. they will be Sub Reservations). As a result, you will be able to create Invoices from the Group Reservation for the main Guest Account (i.e. for the Customer in the Group Reservation). Guest Accounts in this Customer's name from each Sub Reservation will all be included in the same Invoice. If you select this option, the Pay Separately option will be selected in each Sub Reservation, so you will need to invoice each one separately. You will not be able to create the separate Invoice from the Group Reservation, only from the Sub Reservations.

Closed
If an Agent or Customer decides not to proceed with a Quotation, you can mark it as Closed. After saving, it will no longer be possible to create Reservations from the Quotation.

Total for Agent
The total of the values in the Agent Sum field in each row.

This figure will include VAT if the Reservation Price List (on the 'Other' card) is one that is Inclusive of VAT or if you have specified on the 'Invoicing' card of the Hotel Settings setting that Base Prices include VAT.

If the Reservation has a Currency and Exchange Rate, the figure shown will be in the Currency concerned (i.e. having undergone currency conversion).

Total for Guest
The total of the values in the Guest Sum field in each row (on flip B).

This figure will include VAT if the Guest Price List (on flip D) is one that is Inclusive of VAT or if you have specified on the 'Invoicing' card of the Hotel Settings setting that Base Prices include VAT.

If the Reservation has a Currency and Exchange Rate, the figure shown will be in the Currency concerned (i.e. having undergone currency conversion).

Persons
The total of the values in the Persons field in each row (on flip D).
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The Reservation Quotation register in Standard ERP:

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Entering a Reservation Quotation - Other Card

This page describes the fields on the 'Other' card in the Reservation Quotation record window. Please follow the links below for descriptions of the other parts of the Reservation Quotation record window:
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Reserv. Pr. List
Paste Special    Price List register, Pricing module
The Price List that you specify here will be used to calculate the Agent Prices and Agent Sums on flip A of the matrix. It will be used to calculate both Room rates and Item prices.

A Price List will brought in from the 'Pricing' card of the Contact record for the Agent or Customer. If you have not specified a Price List in that Contact record, the Price List for the Customer Category to which the Agent or Customer belongs will be used.

Note that if you specify an Agent and then a Customer, this field will contain the Customer's Price List. But if you specify a Customer and then an Agent, it will contain the Agent's Price List.

Language
Paste Special    Languages setting, System module
The Language will determine the Form Template that will be used when you print the Reservation Quotation, and the printer that will be used to print it. This can include sending the form to a fax machine, if your hardware can support this feature. Do this in the 'Form Definition' window for each form, as described here.

The Language will also determine the contents of any Email that you create from the Reservation Quotation for sending to the Agent or Customer. Please refer here for details.

Reserv. Number
If you need to create Reservations from a Reservation Quotation, tick Accepted and/or OK and save. One Group Reservation will be created, together with Reservations from each row in the Quotation. The Reservation Number of the Group Reservation will be copied to this field.

Booking Origin
Paste Special    Booking Origins setting, Hotel module
Use this field to make a note of how the Customer heard about the hotel. You can also record Booking Origins in each row in the matrix on the 'Pricing' card (flip E).

A Booking Origin will brought in from the 'Personal' card of the Contact record for the Agent or Customer. If you specify an Agent and then a Customer, this field will contain the Customer's Default Booking Origin. But if you specify a Customer and then an Agent, it will contain the Agent's Default Booking Origin.

This Booking Origin will be copied to the Group Reservation that results from the Quotation, and to the individual Reservations except those that are created from rows with their own Booking Origins.

If you need it to be mandatory that a Booking Origin is specified in every Reservation Quotation, select the Force Entry of Booking Origin option on the 'Defaults' card in the Hotel Settings setting.

Reference
This Reference will be copied to the Group Reservation that results from the Quotation, and to the individual Reservations except those that are created from rows with their own References (on flip E).

Visit Purpose
Paste Special    Visit Purposes setting, Hotel module
Use this field to record the reason why the Customer or Guest is planning to visit and stay at the hotel. You can also record Visit Purposes in each row in the matrix on the 'Pricing' card (flip E).

This Visit Purpose will be copied to the Group Reservation that results from the Quotation, and to the individual Reservations except those that are created from rows with their own Visit Purposes.
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The Reservation Quotation register in Standard ERP:

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Entering a Reservation Quotation - Currency Card

This page describes the fields on the 'Currency' card in the Reservation Quotation record window. Please follow the links below for descriptions of the other parts of the Reservation Quotation record window:
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Currency
Paste Special    Currency register, System module
Default taken from    Contact record for the Customer (Sales Currency) or Default Base Currency
The Currency of the Reservation Quotation is shown together with the exchange rate, which you can change in an individual Reservation Quotation if necessary. Leave the field blank to use your home Currency (unless you have set a Default Base Currency, in which case this will be offered as a default and should be treated as your home Currency).

If you change the Currency, prices in the Reservation Quotation will be recalculated automatically.

Exchange Rates
Default taken from    Base Currency Rates setting and/or Exchange Rate register, System module
By default, these fields will display the exchange rates for the specified Currency on the Check In Date.

If you change the Check In Date, the exchange rates will change automatically. Prices in the Reservation Quotation will be recalculated automatically.

You can also change the exchange rates in an individual Reservation Quotation yourself. Again, all prices will be updated.

One of two conversion methods will be used to calculate prices in Currency. The Dual-Base system will be useful for companies that have offices in two countries that need to report in both Currencies, for companies operating in countries where there is a second Currency (usually the US Dollar or Euro) in common use in addition to the national one, and for companies in the Euro zone who retain their old national Currency for comparison purposes. The second method is a simple conversion from the foreign Currency to the home Currency, applicable to the majority of worldwide Currency transactions. These are described below.

Exchange Rates (Dual-Base System)
In the example illustrated above, the Currency of the Reservation is the Euro. Base Currency 1 is the home Currency (GBP, Pounds Sterling) and Base Currency 2 is the Euro. The fields on the left show in the form of a ratio the exchange rate between the two base Currencies (taken from the record in the Base Currency Rates setting that applies on the Check In Date). The illustration shows that GBP 0.89715 buys one Euro.

Note that European Monetary Union (EMU) regulations specify that the ratios must always show how many units of the home or foreign Currency can be bought with one Euro.

Exchange Rates (Simple Currency Conversion System)
In the case of a simple currency conversion system, the Rate and right-hand Base Currency 1 fields are used to show a simple exchange rate between the foreign and home Currencies. In the example illustrated below, the home Currency is US Dollars (USD) and the foreign Currency Japanese Yen (JPY). JPY 136.727 buys USD 1.00.

Please refer here for more examples.
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The Reservation Quotation register in Standard ERP:

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Printing a Reservation Quotation

This page describes printing a Reservation Quotation.

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There are two ways to print a Reservation Quotation.

  1. While entering or inspecting a Reservation Quotation, click the Printer icon in the Button Bar (Windows/macOS) or select 'Print' from the File menu (all platforms). If you want to print to screen, click the Preview icon (Windows/macOS only).

  2. If you need to print several Reservation Quotations at once, first ensure you are in the Hotel module. Then, if you are using Windows or macOS, click the [Forms] button in the Navigation Centre and double-click 'Reservation Quotations' in the 'Forms' list window. If you are using iOS or Android, tap the [Routines] button in the Navigation Centre and then tap [Forms]. Tap 'Reservation Quotations' in the 'Forms' list window. Enter the Quotation Number (or a range of numbers) to be printed and press the [Run] button.
When you print a Reservation Quotation using either of the methods described above, it will be printed using a Form Template. The Form Template contains the graphic layout design of the printed output i.e. it determines where on the page each piece of information will be placed. Therefore, before you can begin printing Reservation Quotations, you should design a Form Template (step 1 below), and then specify that the particular Form Template will be used when printing Reservation Quotations (steps 2-7). You can only follow this process using Windows or macOS, not iOS or Android.
  1. Design the Reservation Quotation Form Template using the Form Template register in the System module. Use the 'Properties' function on the Operations menu to name the Form Template (in this description, we have used the name "RESQUOT") and to assign it a Form Type of "Reservation Quotation". You might want to design different Form Templates for use with different Languages. Full instructions for using the Form Template register can be found here, and a full list of the fields you can include in the Form Template design can be found here.

    A file containing samples of each Form Template including a sample "RESQUOT" is supplied with Standard ERP: if you want to use these samples as templates for your own designs, import the "UKForms.txt" file as described on the Importing Set-up Data page.

  2. Having designed the Reservation Quotation Form Template, you should now specify that it should be used when printing Reservation Quotations. Select the Hotel module using the [Switch Module] button in the Navigation Centre or the Ctrl-0 (zero) (Windows) or ⌘-0 (macOS) keyboard shortcuts.

  3. Click the [Forms] button in the Navigation Centre or use the Ctrl-D/⌘-D key combination. The 'Forms' list window will be opened: highlight 'Reservation Quotations'.

  4. Select 'Define Form' from the Operations menu (with "cog" icon):

  5. In the subsequent 'Form Definition' window, enter "RESQUOT" in the Form Template field in the first row (you can use 'Paste Special' to ensure the spelling is correct).

  6. Click [Save] to save the Reservation Quotation Form Template definition. From now on, the Reservation Quotation Form Template that you have designed will be used whenever you print a Reservation Quotation.
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The Reservation Quotation register in Standard ERP:

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Creating Reservations from a Reservation Quotation

This page describes creating Reservations from a Reservation Quotation.

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If you need to create Reservations from a Reservation Quotation, tick Accepted and/or OK and save:

One Group Reservation will be created, together with Reservations from each row in the Quotation. For example, if the Agent or Customer requires two double Rooms and one single, the Quotation will contain one row for the double Rooms with Qty 2 and one row for the single Room with Qty 1. When you mark the Quotation as Accepted and/or OK, two Reservations for double Rooms will be created, and one for a single Room.

The Group Reservation will contain the following information:
The individual Reservations will contain the following information:
The Reservation Number of the Group Reservation will be copied to the Reserv. Number field on the 'Other' card in the Reservation Quotation:

If you marked the Reservation Quotation as Accepted in order to create the Reservations, you will still be able to change the Quotation as follows:
If you check in a Reservation that was created from an Accepted Quotation, the Quotation will be marked as OK automatically.

If you marked the Reservation Quotation as OK in order to create the Reservations (or it was marked as OK later), no further changes (except one) will be possible. You will still able to change the Language on the 'Other' card. This allows you to change the Form Template that will be used when you print the Reservation Quotation and/or to ensure it is printed on the correct printer or fax machine.

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The Reservation Quotation register in Standard ERP:

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Create Menu - Reservation Quotations

The Create menu for the 'Reservation Quotation: Inspect' window is shown above. If you are using iOS or Android, you can access the Create menu functions through the + menu.

'New' and 'Duplicate' are standard functions that are provided on every Create and + menu. Use these functions to create new records, in this case in the Reservation Quotation register. Please follow the links below for details about the other functions:

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The Reservation Quotation register in Standard ERP:

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Create Menu - Reservation Quotation - Email

This page describes the 'Email' function on the Create menu in the Reservation Quotation record window. If you are using iOS or Android, the 'Email' function is on the + menu.

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The 'Email' function allows you to create a Mail containing details of a Reservation Quotation, which you can use to send the Quotation to the Agent or Customer by email. To be able to use this function, the Email and Conferences option in the Configuration setting in the System module must be ticked.

To create a Mail from a Reservation Quotation, first open the Quotation in a record window and then select 'Email' from the Create menu (Windows/macOS) or + menu (iOS/Android). The following screen will appear, in which you can create a new Mail:

A new record will be opened in a window entitled 'Mail: Inspect'. This means that it has already been saved and is being opened for checking. The details in the Mail will be as follows:
You can reformat the main body of the Mail to suit your requirements, and change the recipient if necessary, perhaps to the Mailbox of a member of staff. If you are then ready to send the Mail, tick the Sent box. Finally, save the Mail by clicking the [Save] button (Windows/macOS) or tapping √ (iOS/Android). If you are using the Lock and Send emails Automatically option in the Mail and Conference Settings setting in the Email and Conferences module and the Mail contains an external email address (i.e. one with the @ sign), it will now be sent automatically. If you are not using this option, select 'Send email' from the Mail's Operations or Tools menu after you have saved the Mail. Finally, close the Mail using the close box (Windows/macOS) or by tapping < (iOS/Android). You will be returned to the Reservation Quotation window.

If the function does not create a Mail, the probable causes are:

  1. The current user does not have a Mailbox.

  2. No suitable recipient email address was found.

  3. The Reservation Quotation has not been saved.
If you wish to use this function to send Mails to other members of staff, the intended recipient must have a Mailbox. If you need to send Mails to Customers, you must be using the External Gateway module, and you must have configured the Email SMTP Server setting. Please refer here for full details about the mailing facilities in Standard ERP.

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The Reservation Quotation register in Standard ERP:

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Create Menu - Reservation Quotation - Restaurant Booking

This page describes the 'Restaurant Booking' function on the Create menu in the Reservation Quotation record window. If you are using iOS or Android, the 'Restaurant Booking' function is on the + menu.

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If you need to create a Booking in the Restaurant from a Reservation Quotation, first open the Quotation in a record window and then select 'Restaurant Booking' from the Create menu (Windows/macOS) or + menu (iOS/Android). The following window will appear, in which you can create a new Booking:

The new record will be opened in a window entitled 'Restaurant Booking: New'. This means that it has not yet been saved. Information in the Booking will be determined as follows:
Change the details as necessary and save the Booking by clicking the [Save] button (Windows/macOS) or tapping √ (iOS/Android). If you do not want to save the Booking, click the [Cancel] button or use the close box (Windows/macOS) or select 'Cancel' from the Record menu (with 'cog' icon) or tap < (iOS/Android).

Please refer here for more details about Restaurant Bookings.

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The Reservation Quotation register in Standard ERP:

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