| LodgeIC PMS Help Documentation | Reservation Entry |
| Field | Description |
| Arrival | Enter the arrival date. To launch the popup calendar, press F1 or click on the button to the right of this field |
| Nights | Enter the number of nights. This value must be greater than zero. (even for same day checkout) |
| Departure | Enter the departure date. To launch the popup calendar, press F1 or click on the button to the right of the arrival date. |
| # of Guests | You may classify up to 3 types of guest. (for example: Adults, Child 12-18, under 12) These values are defined in the system setup. Any value entered in the third field will not be used for rates, but will be included for guest totals needed for housekeeping, etc. |
| AR/Group | This field is used to assign the reservation to a group or direct bill account. Press F1 or click the button on the right side of this field to open the assignment window. |
| Room Type | Select the room type. After selecting or changing this value, the system will check to make sure a room is available. If not, a warning will popup. |
| Rate | Select the rate table to be used for the reservation. If an A/R or Group has been selected, the group rates will be used as defined for the selected group. To override the rates, press F1 or click the rate button to the right of this field. |
| Room | Rooms may be assigned at any time. If one is not assigned it will be automatically assigned when you check in the guest. Press F1 or click the button on the right side of this field to view the room lookup. To remove a room assignment press the <delete> key while this field is focused. Checked In rooms may not be unassigned. |
| Source | Also referred to as "How did you hear about us?" Select the description from the drop down that best describes how the guest heard of your property. These categories are defined in the system setup. |
| Tracking | Select the description from the drop down that best describes how this reservation request was received. These categories are defined in the system setup. |
| Master Folio | This field is used to link folios
together. Press |
| Travel Agent | Select the travel agent from the drop down list if applicable. This field may be enabled/disabled in the system setup. |
| Booking ID | This field is used for group/direct billing purposes. This value will appear on ar/group statements and forms. |
| Taxable Exempt ID Category |
If this guest is tax exempt check the exempt box. Enter the tax exempt id (required) Select the tax exempt category from the drop down list. These categories are defined in the system setup. |
| Last Name / First | Enter the guest name. To view a lookup list of past guests click the lookup button to the right of these fields or press F1. After entering through the first name the guest history lookup list will automatically appear (you can turn this feature off in the system setup) |
| Caller | Enter the name of the person requesting the reservation. This is a required field. |
| Phone #'s | You may enter up to 4 different contact #'s. The day phone is the only required field. On a new reservation the panel will automatically expand to show all 4 #'s. If the panel is not expanded, click the phone button to the right of these fields or press F1 |
| Company | This field is used for additional guest information. It is not used to for assignment of a direct bill account. |
| Address | You may enter up to 2 lines for
the street address. On a new reservation the panel will automatically
expand to show the full address. If the panel is not expanded, click the
button to the right of this field or press F1 Enter the city or just enter the zip code (in the city field or the zip code field). After the zip code is entered, the system will automatically attempt to fill in the state and city name. For a city lookup, press F1 or click the button to the right of the zip code. |
| Enter the guest's email address. If you choose to email the guest a confirmation letter or folio, this value will be used. (somename@website.ext) | |
| Guarantee | This field is used to specify how
the reservation is guaranteed. The guarantee types are set up in the
system setup. If "Credit Card" is selected the panel will expand to allow
entry of all credit card information. credit card: Enter all information available. The card number will be verified according to the Luhn formula. The expiration date must be greater than the arrival date. The expiration check may be controlled in the system setup (for reservations made years in advance where the expiration will be invalid). If you are using our credit card web interface, make sure you enter billing address and billing zip. Correct billing information will be rated the same as a card swipe by VITAL. |
| Vehicle Information | This information may be entered at check in. Whether or not this is required information is controlled in the system setup. To save keystrokes you may enter "NC" and "none" will appear. The vehicle report will not include any guests with the word "none" entered here. |
| Guest ID | For informational purposes only. This may be the guest's license or whatever you choose. |
| Keys issued | Enter the # of keys issued to the guest. |
| Maid Service | If the guest requests a preferred cleaning time, you may set that here. It will appear on the maid sheets. |
| Updated | Displays the last time this booking has been updated. Click the button to the right of this field to display a log of all changes. |