Creating a reservation in the Skyware system can be done in two ways. You can use the Quick Reservation screen or the Advanced Reservation wizard, depending on which method you prefer.
The Advanced Reservation wizard uses a multiple screens to guide you through the necessary steps to create a reservation.
To access the Advanced Reservation wizard, select Advanced Reservation from Reservations Area (select Reservations from the Quick Menu). You can also click the Advanced Reservation button from the top of the Quick Reservation form.
The Advanced Reservation wizard is divided into separate screens for Dates, Room Types, Room Numbers, Rates, Guest Search, Payment, Finish, and Post) Each of these screens is described more below.
Use the buttons at the top of the form section of each screen to move forward and backward through the wizard screens as needed.
The buttons above the form area of the screen indicate what screen you are currently on and what screens are next/previous as you are taken through the wizard. When these buttons are grayed out, they are not active until you go to the next step(s) in the wizard. If they are active, you can click on them at any time to go straight to that area without following the exact steps of the wizard.
When you have filled in the necessary screens, a Finish button appears. While you may not have completed every screen of the wizard, some information is not required to create a reservation (for example, posting a deposit or charge to the account).
If the Finish button appears and you have entered all of the information currently available, click Finish to create the reservation and apply a RESV status to the folio.
NOTE: If you create or modify a reservation for today's date, an additional button/icon appears at the top of the screen to Check In the guest.
After clicking Finish to create the reservation, the Stay Information for the guest appears.
Select the Arrival Date, Departure Date, number of Adults, Youths, and Children that will be associated with this reservation. Select the appropriate Rate Type (Tariff), Building (if your property has building logic set up), attach a Package if appropriate, and select a Default Room Type. If you wish to associate a company (in order to pull in Negotiated Rates) search for and select the appropriate company.
The default room type is used if the same room type will be blocked for all days of the guests stay. Selecting a default room type will load the room type screen faster.
Click Go to Select Room Types.
At this point If you do not wish to take the reservation, or if they decide not to book at your property you can enter it in as denied business by clicking the Deny button in the upper right.
In this screen, the Tariff selected on the previous screen will appear at the top, but can be changed if you wish to view/select a different tariff/rate type. The first column displays the room types available in the building that you selected. The next column(s) displays the date(s) of the reservation and the rate (based on tariff).
To select a room type, click on the room type button (from the available/oversold column). You can change the number of rooms reserved by either clicking on the room type multiple times, or entering the desired number in the number of rooms field per day.
NOTE: A camera icon indicates there is a digital picture of the room available by clicking on the camera icon.
In this screen, the room type selected on the previous screen will appear at the top as the Room Type(s) shown, but can be changed if you wish to view/select a different room type. The first column displays the room numbers available base on the room type selected. The next column(s) displays the date(s) of the reservation, the room number, and the rate.
To select a room number, click the room type button (from the available/oversold column). Numbers in red indicate that the room is vacant, but the housekeeping status is "dirty" (you can still select that room number).
NOTE: You can select different room numbers on different dates if needed.
The rates screen will display the rates for the room type based on the tariff selected (provided tariff rates have been set up in the system for the date range of the reservation).
You can change the rate for all days by entering a rate in the Set All column and clicking Set.
You can change a single days rate by clicking in the rate field on a specific date and modifying the rate.
Search for and select the guest for this reservation by entering search criteria (last name, first name, phone number, etc) and click the Search button.
If you find the appropriate guest, click the Select button to the left of their name.
If you do not find the guest in your system, click Create New Guest and enter all of the appropriate guest information (address, phone, fax, etc).
This area allows you to enter the payment information for the guest as well as a deposit request.
Select the payment type, and appropriate payment information (credit card number and credit card CID number, credit card expiration date).
Check if you wish to guarantee the reservation for late arrival and if you wish to send them a confirmation (confirmation cards will be printed out during the night audit).
If a deposit is required, enter the deposit due date and requested amount. You can also select a travel agent if one is associated with the reservation.
If your property has a credit card interface and credit card "swipes", you can have your cursor resting in the Enter Card Swipe area and have the system automatically pull in the credit card information.
The posting screen shows all of the charges currently posted to the folio(s), and allows you to post additional charges.
The left side of the screen displays all of the folios that a guest has (by default all new reservations have a "Main" folio, additional folios can be added through the Shares/Splits area once the Reservation/Stay has been created).
The center of the screen list the post type departments. When a department is selected the individual post types will be displayed. The right side of the screen is where you can enter the amount and comments about a posting and view all of the existing postings on in the Statement area.
To post a charge, select the appropriate folio.
Next, select the post department and the individual post type. On the right side of the posting screen, enter the amount, a reference number and a comment about the posting and click on the "Post" button.
If you are using our credit card interface and posting a credit card charge, an additional screen will appear to "submit" the charge to the credit card authorization company.
The charge will be posted and will appear in the Statement area of the screen.