Introduction to the Group Reservation Register

A Group Reservation is a special type of Reservation that you can use to gather several individual Reservations together for administrative purposes such as checking in, invoicing and checking out. Examples might be a family requiring two Reservations to hire separate Rooms for the parents and for the children and a company hiring several Rooms for employees to attend a conference.

Both Group Reservations and the individual Reservations will be records in the Reservation register. In this context, the individual Reservations are given the name "Sub Reservations". Each record in the Reservation register contains a hidden flag that controls whether the record will be treated as a Group Reservation or a Sub Reservation, as follows:

To connect a Sub Reservation to a Group Reservation, open the Sub Reservation in a record window and enter the Reservation Number of the Group Reservation in the Group field:

You can also highlight one or more Sub Reservations in the 'Reservations: Browse' window and select 'Assign to Group Reservation' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android).

The Group Reservation record window includes a 'Reservations' card that lists the connected Sub Reservations:

To open a Sub Reservation from this list, double-click (Windows/macOS) or tap it (iOS/Android). To add a Sub Reservation to the list from this window, use one of the following options:
If you create an individual Reservation and then realise it should be a Group Reservation, you can convert it (i.e. you can tick the hidden flag) using the 'Create Group Reservations from Mother Reservations' Maintenance function.

If you need to check every Sub Reservation in at the same time, you can do this from the Group Reservation, by pressing the [Check In] button. However, you can only do this if you have assigned Rooms to each Sub Reservation, and only if no Sub Reservation has checked in yet.

You can also update Guest Accounts from the Group Reservation, using the 'Charge Stay' and 'Charge Until Check Out Date' functions on the Operations or Tools menu. These functions will update every Guest Account in the Sub Reservations as necessary.

When the time comes to create an Invoice, you can also do this from the Group Reservation. The options are:

The Group Reservation register in Standard ERP:
---

Go back to:

Entering a Group Reservation

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

---

To open the Group Reservation register, first ensure you are in the Hotel module. Then, if you are using Windows or macOS, click the [Registers] button in the Navigation Centre and double-click 'Group Reservations' in the resulting list. If you are using iOS or Android, tap the [Registers] button in the Navigation Centre and then tap 'Group Reservations' in the 'Registers' list. The 'Group Reservations: Browse' window will be opened, listing Group Reservations that you have already entered.

If you are using Windows or macOS, you can change the sort order by clicking on the 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 Reservations with a particular Customer Number, sort by Customer before entering the Customer Number (or the first few characters) in the Search field.

If you are using Windows or macOS, there will be three buttons in the top left-hand corner of the browse window. These are part of the Limited Access feature. You can use them as follows (Windows versions of the buttons illustrated on the left, macOS on the right):

Lists all Group Reservations.

Lists Group Reservations belonging to members of the same Sales Group as the current user.

Lists Group Reservations belonging to the current user (i.e. Group Reservations in which the Salesman field contains the Signature of the current user).
You can also prevent a user from seeing all Group Reservations in the list by restricting their view to their own Group Reservations or to those of their Sales Group.

When you enter a new Group Reservation record, your Signature will be placed in the Salesman field on the 'Misc' card, and the Group Reservation will be assigned to your Sales Group. The Salesman and Sales Group fields are not modifiable.

Please refer to the page describing the 'Access' card of the Person register for full details about the Limited Access feature.

You can create a Group Reservation using the following methods:

In the first two cases, the Group Reservation window will open:

Since the amount of information stored about each Group Reservation will not fit on a single screen, the Group Reservation window has been divided into four cards. At the top of each is the header. This contains the Group Reservation Number, Status, Parent Group Number and [Show Account] button. There are four named buttons ('tabs') in the header.

By clicking the tabs you can navigate between the cards, and always go directly to a certain card. The header is always visible, so you can always identify the Group Reservation you are working with.

Complete the Group Reservation record as appropriate and as described on the following pages, then save it using the [Save] button (Windows/macOS) or by tapping √ (iOS/Android) and close the window by clicking the close box (Windows/macOS) or by tapping < (iOS/Android). Then, close the browse window using the close box or < again.

Please refer to the following pages for details about the fields on each card in the Group Reservation window:

---

The Group Reservation register in Standard ERP:

Go back to:

Entering a Group Reservation - Header

This page describes the fields in the Header of the Group Reservation record window. Please follow the links below for descriptions of the other parts of the Group Reservation record window:
---

Reservation No
Paste Special    Select from another Number Series
The unique identifying number of the Group Reservation. The default will be chosen as follows:

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

  2. It will be the next number following on from the last Reservation or Group Reservation 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 - Reservations setting, the number you change to must be inside a valid number sequence.

You will not be able to save a Group Reservation if the Reservation No. does not belong to a valid number sequence. A valid number sequence is one for the period in which the Created 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 Group Reservation Number will be assigned when you save the Group Reservation for the first time.

Created
This field automatically records the date when a Group Reservation was added to your Standard ERP database and cannot be changed.

Status
Paste Special    Reservation Status setting, Hotel module
Default taken from    Hotel Settings setting (Default Status)
The life of a Reservation will usually see it pass through several stages. As it does so, its Status will be changed automatically, to signify the stage it has reached. For example, a Reservation may begin as an enquiry, then be confirmed, then the Guests will check in and finally the Guests will check out. Alternatively, from being an enquiry or being confirmed, a Reservation might be cancelled.

The Status in a Group Reservation is less important than it is in a Sub Reservation, as Group Reservations are not shown in the Resource Planner or included in overbooking or Room availability calculations. However you may wish to update the Status in a Group Reservation so that it remains in line with its Sub Reservations as part of the process of Reservation management.

When changing the Status in a Sub Reservation, you can only choose a new Status that is allowed by the Reservation Status Sequences setting. This restriction does not apply to Group Reservations: you are free to choose any new Status. However, as in a Sub Reservation, if you are using the Do not Allow Check In/Out Status Manually option in the Hotel Settings setting, you will not be able to change this Status to the Check In Status or the Check Out Status specified on the 'Check In/Out' card in the same setting.

Parent Group
Paste Special    Group Reservation register, Hotel module
If a Group Reservation is itself part of a larger Group, the Reservation Number of the larger Group Reservation will appear here.

You can change this field if you need to assign an existing Reservation to a Group or if you need to remove a Reservation from a Group.

Conf. Before
Paste Special    Choose date
If you expect a Group Reservation to be confirmed on a particular date, enter that date here.

In a Reservation that you create from a Reservation Quotation, a default will be placed in this field, calculated by adding the Confirmation Days specified in the Hotel Settings setting to the current date.

You can use the 'Unconfirmed Reservations' Maintenance function to delete Group Reservations (and Sub Reservations) that remain unconfirmed after a specified period, or to change the Status of those Group Reservations e.g. to a Cancelled Status.

[Show Account] button
The [Show Account] button will print a report to screen listing the Items (e.g. Room charges, Package Items, Repetitive Items and any other Items) on Guest Accounts of the Agent and Customer in the Group Reservation. Items from all Sub Reservations will be included. The Guest Accounts of any Guests in the Sub Reservations will not be included. Please refer here for details about Guest Accounts and the Show Account report.

If you need to prevent particular users from using the [Show Account] button, assign them to an Access Group in which you have denied access to the 'Reservation: Display Account' Action.
The Group Reservation register in Standard ERP:
Go back to:

Entering a Group Reservation - Customer Card

This page describes the fields on the 'Customer' card in the Group Reservation record window. Please follow the links below for descriptions of the other parts of the Group Reservation record window:
---

Agent
Paste Special    Customers in Contact register
If the Group Reservation is the responsibility of an Agent, specify the Contact Number of that Agent here. The Agent must have a record in the Contact register in which the Customer box is ticked.

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
Default taken from    Hotel Settings setting (Default Customer field)
Specify the Customer for the Group Reservation here.

You must specify a Customer before you can save the Group Reservation.

If you will need to create a group Invoice that includes some or all the Sub Reservations, you will create it from the Group Reservation and it will be issued to the Customer specified here.

If you create Sub Reservations from a Group Reservation (using the 'New Sub Reservation' function), the Customer and Name will be copied to each Sub Reservation.

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 Group 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.

Booking Origin
Paste Special    Booking Origins setting, Hotel module
Use this field to make a note of how the Customer heard about the hotel.

If you create Sub Reservations from a Group Reservation (using the 'New Sub Reservation' function), the Booking Origin will be copied to each Sub Reservation.

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

Std Text
Paste Special    Standard Text register, CRM module
Text from any Standard Text record that you specify here will be printed on Reservation forms, if you have included the 'Text' field in the Form Template.

Visit Purpose
Paste Special    Visit Purposes setting, Hotel module
Default taken from    Hotel Settings (Default Visit Purpose field)
Use this field to record the reason why the Customer or Guest is visiting and staying at the hotel.

If you need it to be mandatory that a Visit Purpose is specified in every Reservation and Group Reservation, select the Force Visit Purpose on Reservations option on the 'Guests' card in the Hotel Settings setting.

[Rooming List] button
The [Rooming List] button will print a report to screen listing the Guests in each Reservation in the Group.

---

The Group Reservation register in Standard ERP:

Go back to:

Entering a Group Reservation - Misc Card

This page describes the fields on the 'Misc' card in the Group Reservation record window. Please follow the links below for descriptions of the other parts of the Group Reservation record window:
---

Language
Paste Special    Languages setting, System module
Default taken from    Contact record for the Customer or Agent
The Language will determine the Form Template that will be used when you print the Reservation, 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.

Note that by default the same Form Template will be used when you print a Reservation and when you print a Group Reservation. It may be that you need a different Form Template to be used when printing a Group Reservation, because you need the printed document to include a list of Sub Reservations and you have designed a Form Template that includes the necessary fields. If so, specify in the 'Form Definition' windows for the various Reservation forms that the Form Template with the list of Sub Reservations is to be used when printing a record with a particular Language and specify that Language in this field. In this sense, the Language does not need to be a real language: it can instead be an arbitrary code.

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

If the Language field is blank when you specify the Customer or the Agent, the Language will be brought in from the relevant Contact record. However, if the Language field is not blank, it will not be changed.

This Language field will not be used when creating Invoices from the Group Reservation. Instead, the Language in the Contact record for the Customer will be used.

Reference
Use this field if you need to identify the Group Reservation by means other than the Reservation Number.

If you create Sub Reservations from a Group Reservation (using the 'New Sub Reservation' function), the Reference will be copied to each Sub Reservation.

Salesman
This field will contain the Signature of the user who created the Group Reservation. This cannot be changed.

If you create Sub Reservations from a Group Reservation (using the 'New Sub Reservation' function), the Salesman will be copied to each Sub Reservation.

The Salesman field will be used by the Limited Access feature: please refer to the description of the Sales Group field below for details.

Sales Group
The Sales Group will be brought in from the Person record for the current user when they created the Group Reservation. If you are using the Limited Access feature, you can use this field to prevent a user from seeing every Group Reservation in the 'Group Reservations: Browse' window by restricting their view to their own Group Reservations or to those of their Sales Group.

If you create Sub Reservations from a Group Reservation (using the 'New Sub Reservation' function), the Sales Group will be copied to each Sub Reservation.
Please refer to the page describing the Person register here for full details about the Limited Access feature.

Branch
Default taken from    Local Machine setting, User Settings module
If your company has several Branches (e.g. several hotel buildings), you should add separate records for each Branch to the Contact register. These records should contain details about the Branches such as addresses and contact details. You should then go to the Local Machine setting in the User Settings module separately on each client machine and specify the Branch where each machine is located. Having done so, whenever you create a Group Reservation, the Branch where the client machine is located will be recorded in this field and usually cannot be changed.

Branch details such as the address in the relevant Contact record will be printed on the Reservation document if you have included the various Branch fields in your Form Template.

If you would like it to be possible for some users to change the Branch in Reservations, assign them to an Access Group in which you have granted Full access to the 'Change Branch Code on Reservation' Action. Separate similar Actions are available for Quotations, Orders and Invoices.

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 Group Reservations for each one.

When assigning Rooms to Sub Reservations belonging to the Group, you will only be able to assign Rooms in the specified Location.

Comment
Use this field to record notes about Reservations as necessary.

[Diet Requirements] button
The [Diet Requirements] button will print a report to screen listing the dietary requirements of the Guests in each Reservation in the Group. You can record the dietary requirements of a Guest using the Diet Remarks field on the 'Guest' card in the relevant Guest record.

---

The Group Reservation register in Standard ERP:

Go back to:

Entering a Group Reservation - Reservations Card

This page describes the 'Reservations' card in the Group Reservation record window. Please follow the links below for descriptions of the other parts of the Group Reservation record window:
---

The 'Reservations' card will list the Sub Reservations that are part of the Group. To open any of the Sub Reservations in a record window, double-click (Windows/macOS) or tap (iOS/Android) it in the list.
You can add new Sub Reservations to a Group Reservation using the following methods:
If you need to move one or more Sub Reservations in the list to another Group, highlight the Reservation(s) and select 'Move Sub Reservation' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android).

---

The Group Reservation register in Standard ERP:

Go back to:

Entering a Group Reservation - Currency Card

This page describes the fields on the 'Currency' card in the Group Reservation record window. Please follow the links below for descriptions of the other parts of the Group Reservation record window:
---

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 Group Reservation is shown together with the exchange rate, which you can change in an individual Group Reservation 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 create Sub Reservations from a Group Reservation (using the 'New Sub Reservation' function), the Currency will be copied to each Sub Reservation.

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 Creation Date

If you create Sub Reservations from a Group Reservation (using the 'New Sub Reservation' function), the Exchange Rates will be copied to each Sub Reservation.
---

The Group Reservation register in Standard ERP:

Go back to:

Operations Menu - Group Reservations

The Operations menu for the 'Group Reservation: New' and 'Group Reservation: Inspect' windows is shown above. There is no Operations menu for the 'Group Reservations: Browse' window.

If you are using Windows or macOS, you can open the Operations menu by clicking the button with the 'cog' icon (shown highlighted in the illustration above). If you are using iOS or Android, you can access the Operations menu functions through the Tools menu (with 'wrench' icon).

Please follow the links below for details about each function on the Operations menu:

---

The Group Reservation register in Standard ERP:

Go back to:

Operations Menu - Group Reservation - Charge Stay, Charge Until Check Out Date

The 'Charge Stay' and 'Charge Until Check Out Date' functions allow you to add the Room charge, the Package Items and the Repetitive Items to the Guest Accounts in each Reservation in the Group. Reservations will be charged to the Date specified above (and to the Time specified above in the case of Reservations for Rooms that are charged by the hour). You can also run these functions for each Reservation individually. Please refer here for full details.

You can use Access Groups to prevent certain users from using the 'Charge Stay' and 'Charge Until Check Out Date' functions. To do this, deny them access to the 'Reservation: Charge Stay' Action.

---

The Group Reservation register in Standard ERP:

Go back to:

Operations Menu - Group Reservation - Redistribute Folio Items

The 'Redistribute Folio Items' function allows you to move Items such as Room charges, Package Items or other Items from one Guest Account to another. You can run this function for an individual Reservation (by opening the Reservation in question and selecting 'Redistribute Folio Items' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android) or you can run it for a Group. If you run it for an individual Reservation, a report will be printed to screen listing the Guests and the Guest Accounts in the Reservation. If you run it for a Group, the report will list the Guests and the Guest Accounts in each Reservation in the Group. Please refer here for full details.

Be careful when using this function from a Group Reservation. As the report will list the Guests and the Guest Accounts in each Reservation in the Group, it will be easy to assign Items to the Guest Account of a Guest who is a Guest in a different Reservation. In other words, the intention will be that a Guest in one Room will pay for something purchased for another Room. However, as the Item has been assigned to the Guest Account of someone who is not a Guest in the Reservation, no Invoice will be created for that Item. In this situation, you should not only move the Item to the intended Guest Account, but you should also move it to the Reservation to which the intended Guest Account belongs. To do this, use the [Move Folio Items to another Reservation] text link at the end of the report (which will only be visible for users belonging to Access Groups in which you have granted Full access to the 'Move Folio Items to another Hotel Reservation' Action). This is described in step 5 here.

---

The Group Reservation register in Standard ERP:

Go back to:

Operations Menu - Group Reservation - Move Sub Reservation

This page describes the 'Move Sub Reservation' function on the Operations menu in the Group Reservation browse window. If you are using iOS or Android, the 'Move Sub Reservation' function is on the Tools menu.

---

If you need to move Sub Reservations from one Group to another, the following options are available:

  1. If you need to move a single Sub Reservation, open that Sub Reservation in a record window and enter the Reservation Number of the Group Reservation to which it is to be moved in the Group field:

  2. Again, if you need to move a single Sub Reservation, open the Group Reservation to which it is to be moved in a record window and choose 'Add Sub Reservation' from the Create menu (Windows/macOS) or + menu (iOS/Android).

  3. If you need to move more than one Sub Reservation, highlight those Sub Reservations in the 'Reservations: Browse' window and select 'Assign to Group Reservation' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android). If you are using iOS or Android, you can only highlight a single Sub Reservation at a time.

  4. If you need to move one or more Sub Reservations that currently belong to the same Group, open that Group Reservation in a record window, highlight the Reservation(s) on the 'Reservations' card and select 'Move Sub Reservation' from the Operations or Tools menu.
Methods 1, 2 and 3 do not require the Reservation(s) already to be attached to a Group.

If you are using the last method, highlighting one or more Sub Reservation(s) and selecting the 'Move Sub Reservation' function will cause the following window to open:

Use 'Paste Special' from the New Reservation field to enter the Reservation Number of the Group Reservation to which the Sub Reservations are to be moved and press the [Run] button. The Reservation(s) that you highlighted will be moved to the new Group Reservation immediately.

---

The Group Reservation register in Standard ERP:

Go back to:

Operations Menu - Group Reservation - Change Sub Reservation Check In Dates

This page describes the 'Change Sub Reservation Check In Dates' function on the Operations menu in the Group Reservation browse window. If you are using iOS or Android, the 'Change Sub Reservation Check In Dates' function is on the Tools menu.

---

The 'Change Sub Reservation Check In Dates' function allows you to change the Check In Dates of all the Sub Reservations that are connected to the Group by specifying a new Check In Date. To do this, open the Group Reservation in a record window and select 'Change Sub Reservation Check In Dates' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android). The following window opens:

Enter the new Check In Date in the New Date field and press [Continue]. The Sub Reservations will be updated with the new Check In Date immediately. The Check Out Dates in each Sub Reservation will also be updated (i.e. the number of Nights will not be changed).

If you need to change the Check In Dates of the Sub Reservations by adding or subtracting a number of days from the existing Check In Dates, use 'Offset Sub Reservation Check In Dates' on the same menu.

---

The Group Reservation register in Standard ERP:

Go back to:

Operations Menu - Group Reservation - Change Sub Reservation Check Out Dates

This page describes the 'Change Sub Reservation Check Out Dates' function on the Operations menu in the Group Reservation browse window. If you are using iOS or Android, the 'Change Sub Reservation Check Out Dates' function is on the Tools menu.

---

The 'Change Sub Reservation Check Out Dates' function allows you to change the Check Out Dates of all the Sub Reservations that are connected to the Group by specifying a new Check Out Date. To do this, open the Group Reservation in a record window and select 'Change Sub Reservation Check Out Dates' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android). The following window opens:

Enter the new Check Out Date in the New Date field and press [Continue]. The Sub Reservations will be updated with the new Check Out Date immediately. The number of Nights in each Sub Reservation will also be updated, and all prices recalculated if necessary.

If you need to change the Check Out Dates of the Sub Reservations by adding or subtracting a number of days from the existing Check Out Dates, use 'Offset Sub Reservation Check Out Dates' on the same menu.

---

The Group Reservation register in Standard ERP:

Go back to:

Operations Menu - Group Reservation - Offset Sub Reservation Check In Dates

This page describes the 'Offset Sub Reservation Check In Dates' function on the Operations menu in the Group Reservation browse window. If you are using iOS or Android, the 'Offset Sub Reservation Check In Dates' function is on the Tools menu.

---

The 'Offset Sub Reservation Check In Dates' function allows you to change the Check In Dates of all the Sub Reservations that are connected to the Group by adding or subtracting a number of days from the existing Check In Dates. To do this, open the Group Reservation in a record window and select 'Offset Sub Reservation Check In Dates' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android). The following window opens:

Enter the number of days that you want to add or subtract from the existing Check In Dates in the Offset Value field and press [Continue]. The Sub Reservations will be updated with the new Check In Date immediately. The Check Out Dates in each Sub Reservation will also be updated (i.e. the number of Nights will not be changed).

If you need to change the Check In Dates of the Sub Reservations by specifying a new Check In Date, use 'Change Sub Reservation Check In Dates' on the same menu.

---

The Group Reservation register in Standard ERP:

Go back to:

Operations Menu - Group Reservation - Offset Sub Reservation Check Out Dates

This page describes the 'Offset Sub Reservation Check Out Dates' function on the Operations menu in the Group Reservation browse window. If you are using iOS or Android, the 'Offset Sub Reservation Check Out Dates' function is on the Tools menu.

---

The 'Offset Sub Reservation Check Out Dates' function allows you to change the Check Out Dates of all the Sub Reservations that are connected to the Group by adding or subtracting a number of days from the existing Check Out Dates. To do this, open the Group Reservation in a record window and select 'Offset Sub Reservation Check Out Dates' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android). The following window opens:

Enter the number of days that you want to add or subtract from the existing Check Out Dates in the Offset Value field and press [Continue]. The Sub Reservations will be updated with the new Check Out Date immediately. The number of Nights in each Sub Reservation will also be updated, and all prices recalculated if necessary.

If you need to change the Check Out Dates of the Sub Reservations by specifying a new Check Out Date, use 'Change Sub Reservation Check Out Dates' on the same menu.

---

The Group Reservation register in Standard ERP:

Go back to:

Create Menu - Group Reservations

The Create menu for the 'Group Reservation: 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 Group Reservation register. Please follow the links below for details about the other functions:

---

The Group Reservation register in Standard ERP:

Go back to:

Create Menu - Group Reservation - Email

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

---

The 'Email' function allows you to create a Mail containing details of a Group Reservation, which you can use to send the Reservation to the 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 Group Reservation, first open the Group Reservation 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 Group Reservation 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 Group Reservation 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.

---

The Group Reservation register in Standard ERP:

Go back to:

Create Menu - Group Reservation - New Sub Reservation

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

---

You can add new Sub Reservations to a Group Reservation using the following methods:

To create a Sub Reservation that will be connected to a Group Reservation, first open the Group Reservation in a record window and then select 'New Sub Reservation' from the Create menu (Windows/macOS) or + menu (iOS/Android). The following window will be opened, in which you can create a new Sub Reservation:

A new record will be opened in a window entitled 'Reservation: New'. This means that it has not yet been saved.

The following information will be copied from the Group Reservation to the new Sub Reservation:

The Check In Date and Time in the new Reservation will be the current date and time, and the Reservation Number of the Group Reservation will be copied to the Group field in the new Sub Reservation. Note that the Agent will not be copied to the new Sub Reservation.

Fill in the other details as appropriate, then save the new Sub Reservation in the Reservation register by clicking the [Save] button (Windows/macOS) or tapping √ (iOS/Android) in the Button Bar. You can then close it using the close box (Windows/macOS) or by tapping < (iOS/Android). Alternatively, if you no longer require the Reservation record, click [Cancel] or tap <. In either case, you will be returned to the Group Reservation window. If you saved the new Sub Reservation, it will immediately be added to the list of Reservations on the 'Reservations' card in the Group Reservation.

---

The Group Reservation register in Standard ERP:

Go back to:

Create Menu - Group Reservation - Add Sub Reservation

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

---

You can add new Sub Reservations to a Group Reservation using the following methods:

To add an existing Reservation to a Group as a Sub Reservation, first open the Group Reservation in a record window and then select 'Add Sub Reservation' from the Create menu (Windows/macOS) or + menu (iOS/Android). The following screen will appear, listing all Reservations except Group Reservations:

Highlight one or more Reservations in the list and press [Run]. If you are using Windows or macOS, you can highlight several Reservations in the list by holding down the Shift key while clicking. If you need to highlight a number of Reservations that aren't in a range, highlight them while holding the Ctrl (Windows) or ⌘ (macOS) keys.

The Reservation Number of the Group Reservation will be copied to the Group field in the highlighted Reservations, which will immediately be added to the list of Reservations on the 'Reservations' card in the Group Reservation.

---

The Group Reservation register in Standard ERP:

Go back to:

Create Menu - Group Reservation - Sub Reservations

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

---

You can add new Sub Reservations to a Group Reservation using the following methods:

To create a Sub Reservation that will be connected to a Group Reservation, first open the Group Reservation in a record window and then select 'New Sub Reservation' from the Create menu (Windows/macOS) or + menu (iOS/Android). The following window will be opened:

Fill in the fields with the information that you need to be copied to the new Sub Reservations. In each row, use the Qty field to specify how many Sub Reservations are to be created. For example, if you need to create Sub Reservations for 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.

Press the [Run] button to create the Sub Reservations. In the example, two Sub Reservations for double Rooms will be created, and one for a single Room. They will immediately be added to the list of Reservations on the 'Reservations' card in the Group Reservation. The new Sub Reservations will be numbered using the Last Daughter Res. number sequence specified in the relevant Room Type record or, if you have not specified a Last Daughter Res. in a Room Type, using the first valid number sequence in the Number Series - Reservations setting.

---

The Group Reservation register in Standard ERP:

Go back to:

Create Menu - Group Reservation - Duplicate Sub Reservation

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

---

You can add new Sub Reservations to a Group Reservation using the following methods:

To create a Sub Reservation from a Group Reservation, first open the Group Reservation in a record window. Then highlight a Reservation in the list on the 'Reservations' card and select 'New Sub Reservation' from the Create menu (Windows/macOS) or + menu (iOS/Android).

A new record will be opened in a window entitled 'Reservation: New'. This means that it has not yet been saved.

Fill in the other details as appropriate, then save the new Sub Reservation in the Reservation register by clicking the [Save] button (Windows/macOS) or tapping √ (iOS/Android) in the Button Bar. You can then close it using the close box (Windows/macOS) or by tapping < (iOS/Android). Alternatively, if you no longer require the Reservation record, click [Cancel] or tap <. In either case, you will be returned to the Group Reservation window. If you saved the new Sub Reservation, it will immediately be added to the list of Reservations on the 'Reservations' card in the Group Reservation.

---

The Group Reservation register in Standard ERP:

Go back to:

Create Menu - Group Reservation - Invoice

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

---

The 'Invoice' function will create an Invoice for the Customer in the Group Reservation. The Items (e.g. Room charges, Package Items, Repetitive Items and/or any other Items) that have been assigned to the Customer's Guest Account in each Sub Reservation will all be included in the Invoice.

For example, a Group Reservation might be in the name of a parent, and it might contain Sub Reservations for two Rooms, for parents and children. The parent will be the Customer in the Group Reservation and in both Sub Reservations. As the Customer, the parent will have Guest Accounts in both Sub Reservations, and the Room charges will be assigned to those Guest Accounts. The Room charges for both Rooms will then be included in the Invoice if you create it using this function in the Group Reservation. If any extra Items have been assigned to any of the individual Guests (i.e. to the other Guest Accounts), you will need to create Invoices for those Guest Accounts from the individual Sub Reservations, as described here. You will be reminded to do this when checking out.

If you do not want a Sub Reservation to be included in the Invoice created from the Group Reservation and instead you need it to be invoiced separately, select the Pay Separately option on the 'Other' card in the Sub Reservation. Again, you will need to create all Invoices for the Sub Reservation from the Sub Reservation.

You can create an Invoice from a Group Reservation in two ways:

  1. Open the Group Reservation in a record window and select 'Invoice' from the Create or + menu.

  2. Run the 'Create Invoice from Group Reservation' Maintenance function.
In both cases, the following window will open:

Reservation
If you used method i above to run the function, this field will provide a reminder of the Group Reservation Number.

If you used method ii to run the function, enter here the Number of the Group Reservation that you need to invoice. You must enter a Group Reservation Number, otherwise the function will have no effect.

Customer
This field provides a reminder of the Customer in the Group Reservation.

Include Guest Names on Invoice
Select this option if you need the Guests to be listed on the Invoice.

Function
Choose an option to specify how many rows the Invoice should have, as follows:

Detailed
This option will assign each daily Room charge and each Item to its own row in the Invoice. For example, if a Guest stays for three nights and takes a newspaper and breakfast each day, the Invoice will contain three rows for the Room charge for each night, three rows for the individual newspapers and three rows for the individual breakfasts.

Overview
This option will add a single row to the Invoice for each Item. Continuing the previous example, the Invoice will contain a single row for the Room charges, a single row for the newspapers and a single row for the breakfasts. The Qty in each row will be 3.
When you press the [Run] button, the Invoice will be created, but it will not be opened for checking or printing. You can find and open the Invoice using the following methods:

The Invoice will be constructed using the following options in the Hotel Settings setting:
Invoice Currency ('Terms' card)
If you specify an Invoice Currency, all Hotel Invoices will be in that Currency. Otherwise, they will be in the Currency used in the Reservation.

Add Reservation No., Add Room No. ('Invoicing' card)
When a Room charge is included in an Invoice, the description in the Invoice row will include the period covered by the Room charge. If you have selected these options, it will include the Reservation Number and/or the Room Number as well.

To print an Invoice, click the Printer icon (Windows/macOS) or select 'Print' from the File menu (all platforms). If you have not yet marked the Invoice as OK and if you are not using the No Test Printout option in the Optional Features setting in the System module, the printed Invoice will be marked as a test print, so that you cannot confuse it with the final version of the Invoice.

When the Invoice is complete, tick the OK check box and save. This signifies that the Invoice has been approved. Associated transactions in the Nominal Ledger (including cost of sales postings if you are using this option) will be created if you have so determined using the Sub Systems setting in the Nominal Ledger and in the Number Series - Invoices setting. You will no longer be able to modify the Invoice.

Please refer here for a full description of the Invoice window, including detailed information about marking Invoices as OK, printing them and generating Nominal Ledger Transactions.

As already mentioned, the Group Reservation and the Invoice will be connected to each other through the Link Manager facility. This allows you to open the Group Reservation quickly and easily when reviewing the Invoice, or to open the Invoice from the Group Reservation.

---

The Group Reservation register in Standard ERP:

Go back to: