Notes 5.3. Release Date: Release. January

Transcription

1 5.3 Release Notes Release Date: January 27 th, 2014

2 *Indicates this enhancement is a result of suggestions submitted via IDEAlink. Table of Contents Groups Usability Enhancements... 3 Sales Manager Column on Group Master List Report *... 3 Commissionable Flag for Group Reservation *... 4 Company Profile Information Auto-Fills Group Master *... 5 Createe Group Notes *... 7 Group Actionable Notes Report * Rooming List in Comma Separated Values Format * Group Arrival and Departure Time * Set Group Guarantee/Cancel Policy by Group * Group Guarantee/ Cancellationn Policy Confirmation * Group Contract Report * Group Contract Information * Group Rooming List Due Date* Points Eligibility for Group Rate Plans * Display Company Information Tax Invoice Number * Reports Group Reservations List High Balance Report Group Reservation Status Report Group Pickup Detail - Group Average Daily Rate (ADR) and Revenue by Day Revenue by Rate Code Summary; Information by Day of Week Rate Plans with Valid Dates Display When Creating Linked Packages * Associate CRS Originating Reservation to Group * Group Bundled Charges Folio View - Display Charges Rolled up and Expanded *

3 Groups Usability Enhancements Sales Manager Column on Group Master List Report This enhancement displays the user name/id of the Sales Managerr for the group. This information is now on the Group Master List Report, andd will help provide tighter tracking of your groups. From your Home screen, select Run Reports Group Master List You can select an individual name or All when displaying the report. 3

4 Commissionable Flag for Group Reservation This enhancement allows reservations associated to a specific Group Master to be commissionable; travel agencies will now be more open to book group reservations. The Group Master can be set as Commissionable from the Groupp Master Edit Group Information page. If selected, reservations that are associated with the group will be Commissionable. If the Commissionable field is not selected, reservations associated with the group will not be commissionable. 4

5 Company Profile Information Auto-Fills Group Master With this update, you may now view any existing company profiles in your system and build a group through the Group tab. The existing company profile information can then be displayed in the Group Master if you choose. This will provide consistent information between the group and company profile, and will save time by eliminating the need to enter the information twice. From your Home screen, select View Company Profiles, select the profile you wish to view. From the Company Information screen, select the Groups tab. 5

6 Select New Group. Company Profile Information Auto-Fills Group Master (Cont.) A confirmation message will display, asking if you wish to overwrite the existing Company Information to Group Master. Clicking Yes will copy your Company Profile informationn to Group Information. 6

7 Create Group Notes This feature allows you to post Action Notes to group accounts. This allows you to track actions and personalize service for individual groups. These notes WILL print on the group contract. From the Group Master select the Notes tab. Clicking EDIT in the Contract Notes section allows you to add/edit the text for Terms, Additional Information, and Cancellation Penalty Notes. 7

8 Create Group Notes (Cont.) The Contract Notes window will display. You may add custom text to these fields, be sure to click SAVE after making any changes. You may also click EDIT from the Internal Notes sectionn to add Cancellation Notes. The Cancellation Notes will NOT print on the Group Contract.. 8

9 Create Group Action Notes (Cont.) Enter your Internal Notes and click SAVE. Under Actionable Notes, select ADD NOTE, EDIT or Delete [X]. You can follow up and set the status to Completed after a task has been performed. Click Save when finished. 9

10 Group Actionable Notes Report With the addition of Actionable Notes (located in the Notes tab within the Group Master) a new report is available to track these actionable items. The report is located in the Group Reports section within the Reports menu. You can filter this report by Action Date, Arrival Date, Group Status, Group Name, or by un- completed notes. 10

11 Group Actionable Notes Report (Cont.) You can also Drag and Drop items to sort by your preferred order. This report can also be generated as a CSV (Comma Separated Value) or Microsoft Excel file. You can also place a checkmarkk in the Suppress headers box to hide report headings. 11

12 Rooming List in Comma Separated Values Format This enhancement enables you to a blank Rooming List (in Excel/CSV format) to the group contact. The group contact can then create the Rooming List and it back to you. After receiving it, you can import it back into that Group Master. This spreadsheet can be ed from both the Group Master Actions box and the Group Reports Menu. Verify the addresses and add any additional content in the Body field; then click the button to send the message. 12

13 Rooming List in Comma Separated Values Format (Cont.) The document ed to your group contact will containn Last Name, First Name, Arrival Date, Departure Date, Room Type and a Notes field. Your contact will fill in this information and the document back to you. (Be sure to save the file to an easily accessible location on your computer.) When received, you can import it by viewing the Reservations tab in your Group Master and clicking View Rooming List. From the Rooming List screen, select Import CSV Rooming List Data from the Actions menu. 13

14 Rooming List in Comma Separated Values Format (Cont.) This will bring you to the Import CSV Rooming List Data screen. Click BROWSE to find the file received from the group contact. When you have located your file, click SUBMIT to import. 14

15 Group Arrival and Departure Time To better assist with group tracking capabilities, Group Arrival and Departure times can now be entered in the Group Stay Information screen. (These fields are not mandatory and can be edited.) The Arrival Time and Departuree Time will also display on the Group Master List Report. 15

16 Set Group Guarantee/Cancel Policy by Group You now have the ability to set your Group Guarantee/C Cancellation policies by group. You can set it during initial group setup in the Stay Information, or edit it later. Group Guarantee/Cancellation Policy Confirmation The Cancellation Deadline on the Confirmation will now reflect the Cancellation Policy set for the Group. Group Contract Report The Group Contract Report will also reflect the Guarantee/Cancellation Policy configured for the Group. This will help you keep track of the policy that is set for each group. 16

17 Group Contract Information Group contract information is now located in the Notes tab on the Group Master. The contract terms and other group specific information are now all located on one screen. See page 7 for content related to EDIT for Contract Notes, Internal Notes and Actionable Notes. 17

18 Group Rooming List Due Date The Group Rooming List now has an option to set a Duee Date. This is located in the Group Stay Information tab. If no date is entered in this field, the notifications will nott display. If a date is entered, the Group Contract will display the notification on the printed and ed copies. 18

19 Points Eligibility for Group Rate Plans This enhancement enables you to make group accountss awards points eligible. Allowing the group to collect rewards points could help increase guest loyalty. Select this option in the Group Information section of the Group Master. Awards points will be awarded to all guests within the group that have a valid Awards Program Number on their account within the group. 19

20 Display Company Information Tax Invoice Numbers The Tax Invoice # will now display in the Invoices tab within the company profile. This change applies to both paid and unpaid invoices. AR System # has replaced AR Invoice # within Company Information and the A/ /R Aging Detail and Statement of Account reports The tax invoice numbers will also display on printed or ed invoices, as well as any invoice created prior to this release. Tax invoice numbers also display on the A/R Aging Detail Report and on A/R statements. A/R statements can also be printed using Date Range criteria. 20

21 Tax Invoice Numbers (Cont.) Reports Group Reservations List The Group Reservations List Report will display all reservations associated to a group. This feature will help you manage your group accounts more efficiently. 21

22 Group Reservations List (Cont.) High Balance Report The addition of this report, whichh identifies guests with a high balance, will alert you to obtain additional credit when needed. In House status guests will display on this report under the following circumstances: 1. Estimated costs for the remainder of the stay aree higher than the currently authorized amount. 2. Estimated costs for the remainder of the stay aree higher than the current credit on the folio. 3. Estimated costs for the remainder of the stay aree higher than the combined credit on the folio and the authorized amount. Group Reservation Status Report The Group Reservation Status Report gives you an accurate view of group members by Guest Status. 22

23 Group Reservation Status Report ( Cont.) As a reminder, there are 5 Guest Status options for thiss report. They are: Reserved, Cancelled, In House, Checked Out and No Show. Group Pickup Detail - Group Average Daily Rate (ADR) and Revenue by Day The addition of the ADR and Revenue (by day) columnss to the Group Pickup Detail Report enables you to view group revenue information on a daily basis. Revenue by Rate Code Summary y; Information by Day of Week This enhancement allows you to view the rate code usage by day off the week. This helps you analyze rate code usage on a per day basis. 23

24 Revenue by Rate Code Summary y; Information by Day of Week (Cont.) Rate Plans with Valid Dates Display When Creating Linked Packages This enhancement to linked packages displays rate plans with valid dates in relation to the linked package. This increases efficiency when creating your linked packages by displaying all valid rates during the date range. From your Home screen, click Manage Packages. You may then select an existing package, or choose Create Package. Select the Rates tab in an existing package, or fill out the Package Details screen when creating a new package. Place a check in the Link rate plan to package box. 24

25 Rate Plans with Valid Dates Display When Creating Linked Packages (Cont.) Illustration below depicts from new package creation. Illustration below depicts from editing an existing package. The list of active rate plans will display from the drop down menu. 25

26 Associate CRS Originating Reservation to Group To better assist you in managingg your group bookings, you can now associate existing reservations made through Call Forwarding and Central Reservations to a group rate. Rate information from the group master configuration will be used for thatt reservation. Any recurring (bundled) charges will also transfer from the group master configuration. Central Reservations will be updated with the current reservation status. For tracking purposes, all reporting of group rooms booked, as well as availability, will be updated accordingly. You can associate a reservation made through Central Reservationss to a Group by viewing the reservation and clicking Select next to Group Name. 26

27 Associate CRS Originatin g Reservation to Group (Cont.) Just choose the group you wish to associate the reservation to. Finally, click YES to confirm changes. 27

28 Group Bundledd Charges Folio View - Display Charges Rolled up and Expanded. You now have the ability to view group bundled recurring charges associated with room charges. A rolled up view (with the option to expand) iss available to clearly identify the charges that are associated to a group package. Once you have added recurring charges to your group package, and the account has processed through at least one Night Audit, you can seee the rolled up and expanded views in the folio. Just click the Black Arrow to expand or roll up the view. When printing, the view will display as rolled up. Rolled up view: Expanded view: 28