Reservation Options

ACCOMPANYING

This option adds a guest to a reservation without opening a folio or allowing separate billing.

ADD ON

This option creates a copy of the guest reservation. Selecting Add On will create a new reservation with all the same attributes as the original.

TO CREATE AN ADD ON RESERVATION:

From a completed reservation, select options in the lower right-hand corner of the screen.
From the Reservation Options, select Add On.
Select “Yes” to create the Add On.
Make any necessary modifications to the new reservation; select OK to save changes and receive a new confirmation number.
Select OK to the confirmation number message; the new reservation window will close.

AGENT/COMPANY

This option attaches additional profiles to the reservation. Travel Agent, Company, Group or Source profiles can be located and attached using this features.


ALERTS

This option generated messages to appear at various times and in the life of the reservation.


TO ADD AN ALERT TO A RESERVATION

From either the Reservations Search screen or the In-house Guest results screen, locate the desired reservation or guest.
Highlight the guest and select options.
Select Alerts.
Select New add a new Alert.
Click on the drop arrow to highlight and select the Area or department for the Alert message to display on the reservation.


Check-In alerts display when the Front Desk accesses the arrival; Check-out alerts display when the Cashier accesses a due-out guest folio; Reservation alerts display when accessing the record in Reservation.
Select save to save the Alert.
Be sure to save changes to the reservation before exiting.

BILLING

This option appears once the guest checks in and allows the user to access the guest folio while working with the reservation. All normal functions of the Billing screen are availability by accessing this option, depending on user rights.

CHANGES

Any updates or changes made to a guest reservation are logged and available for view. Each change to the reservation tracks as well as the agent making the change, the time and the date. This option helps to track history of information on a guest reservation.

CONFIRMATION

From this option, send confirmation letters to the guest or to any other profile attached to the reservation. Depending on the configuration of the hotel’s network, the confirmation letters may be printed, faxed or emailed.

TO ADD AND SEND A CONFIRMATION LETTER

From a completed reservation, select options in the lower right-hand corner of the screen.
Select Confirmation from the Reservation Options.
Highlight the Conf. Name to send and select OK.
Click on the drop down arrow next to Address, Email or Fax to select from available directory information.
Place an “X” in the field under the preferred delivery method, and select Send.

Print jobs send to the workstation’s designated printer for Confirmation; Fax and Email open the appropriate programs for delivery.
Note the Successful Status for the printed Confirmation.
Select Close to return to Reservation Options, then Close to return to the main reservation screen.
An Alternate way to initiate the printing of a Confirmation Letter is to check the Confirmation box when creating a new reservation.

CREDIT CARDS

Make changes or updates to the credit card authorization information from here. When Opera installs in an existing hotel, entering the manual authorization information from the previous system makes the guest’s check out go much more smoothly.

DELETE
The Delete option will delete the reservation entirely from the database.

DEPOSIT
The Deposit option posts an advance deposit on a guest’s reservation. The deposit option may also post a deposit request schedule or to post a deposit payment on the reservation.

TO ENTER A MANUAL DEPOSIT REQUEST

Select Deposit on the Options screen of a reservation.
Select New to enter a Deposit Request.
By clicking on the drop down arrow next to Type, select the type of deposit requested.

Complete the remaining Deposit Request information, and select OK.

Percentage input will reflect on the Deposit Amount request.
(i.e., 50% of $149.00 would result in an actual Deposit Amount of $75.50.)

FIXED CHARGES

The Fixed Charges option is used to pre-set automatic postings on a reservation. These charges post immediately after the Room and Tax posting during the End of Day (Night Audit) Sequence.

TO ENTER FIXED CHARGES

From a Reservation Options, select Fixed Charges.
Select New to enter a fixed charge.
Dates will default to original reservation dates of stay.
Highlight the desired Transaction Code for the Fixed Charge and select OK.
Complete the Amount, Quantity, as well as posting frequency and select OK to save.
Select Close to return to the Option menu.
Select Close from the Options menu to return to the main reservation or Search screen; be sure to save changes before exiting.

HISTORY

This option displays previous information of guest’s reservation. The stay info screen displays arrival and departure dates from previous stays, as well as folio history for this guest printable form this screen. The Revenue screen displays all accumulated revenue divided into the hotel’s configured buckets.

LOCATOR

Locators alert all users to a guest’s location for transferring telephone call or for quick access. Use Locator if a guest will be out of the room, but wishes to have calls transferred to a different location in the hotel.

TO ENTER A LOCATOR ON A GUEST’S RESERVATION

From a completed reservation, select Options in the lower right-hand corner of the screen.
Select Locator.
Select New to enter a new locator.
Enter the Begin Date for the locator and the End Date for the locator.
Enter the Begin Time and End Time for the locator.
On the right side of the screen, highlight the location it will be.
Enter the text in the space at the bottom of the screen if needed.
Select save when finished.

MESSAGES

Enter text messages on a guest’s reservation. In most hotels, this will activate the message light on the telephone in a guest’s room indicating that a message is waiting. Once you deliver a message to a guest, it must be marked as received to inactive the message lamp in the room.

TO ENTER A TEXT MESSAGES FOR A GUEST

Select Messages.
Select News to create a new message.
Input the caller’s Name, Title and additional information, then select the drop down arrow next to Message Text to select from pre-defined messages.
Select the pre-defined message desired by highlighting and select OK to save.

Once the return Phone No. exist, press the [Tab] key to move the message information into the text box on the right.
Enter any additional message text and select Save.
Select Yes to send the message to the guest.
This will turn the message light on in the guest room.
To print the message for delivery to the guest room, select Print on the highlighted message.

Input the number of copies and select OK to print.
Note the Message lamp on the reservation screen indicating that a message is waiting for delivery.
To mark a message as received by the guest, highlight message and select Received.
This will turn off the message light in the guest room.

PACKAGE OPTION

The Package Option is a tool for front desk users and manages to research how much a guest consumed of a package element.

PARTY
Entering more than one room on a reservation creates party reservation. A reservation with multiple rooms and a single confirmation number can split to multiple rooms and multiple confirmation numbers.

TO CREATE PARTY RESERVATIONS


The initial reservation must have more than one room entered in the No. or Rooms fields.
From the Reservation Search result screen, highlight the primary reservation to being party, and select Options.
Select Party.
To split a multiple-room reservation into two separate reservations within the party, highlight the reservation and select Split.

Select “Yes” to copy payment details from the original reservation to all split reservations; select No to enter a unique payment for all split reservations.
Select Join Party to join guests into a party with this guest.
Search for a guest to join top the party be entering the Guest Name and pressing the [Tab] key to initiate the search.
Once the guest is located, highlight the reservation and click Select.

Note the newly joined guest to the Party and either select Join Party to continue adding guests, or OK to save changes,
To change a guest from one party to another, highlight the desired reservation and select Chg. Party.
Select the new Party for the reservation to belong to and select OK.
Once all additions complete the Party, select OK to save changes.

RATE INFORMATION

Rate Info displays the breakdown of room charge, tax and any package elements that are included in the guest’s rate.

TO DISPLAY RATE INFORMATION


From the Reservation Search Result screen, highlight the desired reservation and select Options.
Select Rate Info.
Note the daily breakdown of Room Revenue, Tax Package Summary, and the Total for each day.
The Grand Total estimated for the entire reserved stay is located in the lower right-hand corner of the screen.

To view transaction details for a specific date, highlight the date and select Details.
Daily Rate Details indicates the exact estimate of transactions to post to the guest folio including totals for revenue and non-revenue.
Be sure to save any changes to the reservation before exiting.

REGISTRATION CARD

Registration Cards print for a guest at check in or prior to arrival. A registration card can print for a guest at any time from the moment the reservation exists until the day the guest checks out.

TO PRINT A REGISTRATION CARD

From the Reservation Search screen, locate the desired reservation and highlight; select Options.
Select Register Card.
Place an “X” next to the type of Registration Card to print; select Print.
Be sure to save any changes to the reservation before exiting.

ROOM MOVE
This option is only available after the guest checks into the room. Prior to check in, selecting a different room number in the Room field on the reservation can easily change a pre-blocked room After check-in, use Room Move as the housekeeping status must update and all guest information must transfer automatically to the new room number.

TO MOVE A GUEST TO ANOTHER ROOM AFTER
CHECK IN

From the In-House Guest Search result screen, highlight the desired room and select Options.
Select Room Move.
Click on the drop down arrow next to Move to Room Field.
The room number that appears in the current room number occupied.
Choose an alternate room from the Available Rooms Search screen and select OK to save.
Select OK to save the Room Move.
Depending on your hotel’s policy, select the return Housekeeping status for the initial room.

Generally, if the guest has not arrived, give the room the most available status (i.e. Inspected or Clean).
Close form the Reservation Options and note the newly changed Room number for the guest.

ROUTING

Setting up charge routing can be a great time-server when checking out a guest. If charges are routed correctly, guest complaints at the desk may be prevented and a much faster check out time. Charges can be automatically separated on a guest’s folio or can be move off the guest’s folio altogether to a posting master or another guest room.

TO MAKE A ROUTING INSTRUCTIONS


From the Reservation Search results screen highlight the desired reservation and select Options.
Select Routing.
Select Room Routing; indicate whether the instructions apply for the Entire stay or Other Dates (i.e., partial dates)
Click on the drop down arrow to select the Route to Room to route charges to.

Select the transaction codes to route by marking them with an “X” and choose Select.
Once the transaction code selected appears at the bottom of the screen, select OK to save.
Select Close to return to the reservation and be sure to save changes before exiting.

TO SET UP ROUTING TO CHARGES FROM ONE FOLIO
WINDOW TO ANOTHER

Select the Window Routing option and dates.
Enter the Guest Name or Room Number and press the [Tab] key to initiate a search.
Highlight the desired guest and select OK.
Select the transaction codes to route by marking them with an “X” and click select.

Once the transaction code selected appears at the bottom of the screen, select OK to save.
Select the Window Number in which the routed charges should appear.

TO ROUTE CHARGES TO ANOTHER PROFILE NAME

Select the drop down arrow next to the Route to Name field.
Highlight the available Profile name to route charges to and select OK.
If no Additional profile name exists on the reservation, the Profile Search screen will appear allowing the search of an existing profile or the creation of a new one.
Once complete, select OK to save changes.

SHARES
Sharing rooms is a common occurrence in a hotel, however it can be tricky to separate out charges and be sure that we charge each guest the proper amount. It can also a difficult situation if the guests arrive or depart on different days.

TO CREATE A SHARED RESERVATION
From the Reservation Search result screen, locate the desired reservation and select Options.
Select Shares from the Reservation Options screen.
Select from Profile and select the drop down arrow to select the profile name to share.
Search for an existing profile, or create a new profile if one does not exist.

Once you choose the profile, select OK to submit the new name for sharing.
Select OK to confirm combining the two guest names on the reservation.
Select “Yes” to copy payment details from the primary reservation to the share-with reservation. Select “No” if a method of payment will be unique for the share-with reservation.

TO CREATE A SHARED RESERVATION

To indicate the primary guest paying full rate on the reservation and the share-with paying zero, highlight the paying guest and select Entire.
To resume the status of both guests paying full rate, select Full.
To evenly split the rate between all guests, select Split.
Once you decided the rate structure, select OK to save changes.

TO COMBINE TWO EXISTING RESERVATIONS IN A
SHARE

From the Reservation Search result screen, locate the desired reservation and select Options.
Select Shares from the Reservation Options screen.
Select from Reservation and click on the drop down arrow to select the reservation to share.
Search for the existing reservation combine by entering Guest Name and pressing the [Tab] key to initiate the search.
Select OK to complete the joining of the two reservation to share.
Both reservations retain their existing Opera confirmation number and are searchable by either number.
To indicate the primary guest as paying full rate on the reservation and the share-with paying zero, highlight the paying guest and select Entire.
To resume the status of both guests paying full rate select Full.
To evenly split the rate between all guests, select Split.


TO BREAK A SHARED RESERVATIONS

From the Reservation Search result screen, highlight one of the sharing reservations and click on the Share lamp in the lower left-hand corner.
Select Break Share. To separate the reservations.
Select OK to check the turndown status.
Select OK to save changes.

TRACES

Traces placed on a guest reservation print on daily trace reports for hotel management. They are an excellent way to automatically communicate between departments to handle special guests or instruction.

TO ENTER A TRACE ON A RESERVATION

From the Reservation Search result screen, highlight the desired guest and select Options.
Select Traces.
Select New to add a new Trace.
Select the Department to send the trace by placing an “X” to the left.
If any Trace text exist for that department, you may highlight the text field.
Select Save to save and create another trace; select OK to save and close.
To resolve the trace, highlight the applicable trace and select Resolve.

Resolve all will complete all traces and resolve for the entire record.
Note the resolved trace with date and time stamps.
Select close to exit the Traces functions.

WAITLIST

In an overbooked situation for the hotel for a date or range of dates, reservations placed on wait list continue to generate a confirmation number, but the guest does not have a guaranteed room.

TO CREATE A RESERVATION FOR THE WAITLIST


Once the reservation is complete, a confirmation number will appear. Select Options from the main reservation screen.
Select wait list.
Enter the Wait List Reason
Enter the Wait List Priority for this reservation.
Enter the guest’s Telephone number for future reference.

WAKE UP CALL

To set, view, and delete wake up calls for one or more individual rooms or for blocks or rooms, select the Wake Up Call option from the Reservation Option menu. This option is availability only for checked in guests.

TO SET A WAKE UP CALL FOR A GUEST

From the Reservation Search or In-House Guest Search results screen, highlight the desired guest and select options.
Select the Wake Up Call option.
To set a single wake up call, select Date. Select Next to continue.
Enter the Room No. the From Dated, To Date and the Time.
Select Set when finished.
To set a wake up call for every member of a group, use the option Set Block Wake Up Calls.
Enter the block code in the Block Name field, begin and end date for the calls and the time.

Select Set to continue.
To view all current wake up calls entered in the PMS, select View Wake UP calls.
Enter any filter criteria needed and select View.
All current Wake UP calls display.
To print a list for manual calls, select Print.

CANCEL RESERVATION

If the guest has called to cancel the reservation, this option will initiate the cancellation. The room returns to available inventory and a cancellation number generates.

TO CANCEL A RESERVATION

From the Main Menu, select Reservation, then Update Reservation.
Enter search criteria (i.e. Last Name, Conf. No.) and select Search or Advance for more search criteria.
Highlight the reservation and select Cancel.
Click on the drop down arrow to select from a list of Cancellation Reason choices.

TO CANCEL A RESERVATION


Highlight the appropriate Cancellation Reason and select OK.
You may complete the cancellation by adding any additional pertinent details in the white text box; select OK to finish.
An Opera Cancellation Number generates; select OK to finish.
An Opera Cancellation Number database, a CRS generated cancellation number will appear.
Note the CANCELLED status on the reservation.

TO REINSTATE A CANCELLED RESERVATION

To reinstate a cancelled reservation, simply select Reinstate.
When reinstating, the main Reservation screen will appear allowing any changes to accommodation or guest information; once complete, select OK to save changes.
Reinstated reservations do not generate a new Opera Confirmation Number but typically generated a new, unique CRS number.