Reservation Screen

Overview:

GraceSoft is introducing a NEW design for its Easy InnKeeping reservation screen, which includes the following improvements!

• Consolidated the Quick and Full reservation details into a single screen
• New design includes all features from the old Quick/Full/Billing screen

How to add a new reservation:

1. To open a new reservation, you can either use the Add Button from the “Reservation List” screen or open from the Calendar by clicking on any empty cell of a particular room to book. 

Note: The reservation from the calendar will open in a popup screen. Be sure to allow pop-ups for https://apps.gracesoft.com.

2. From the calendar, the dates and rooms selected will appear on the reservation screen.

3. To add another room, click on the “Add Another Room” button. On the new row displayed, select the Room Type. Based on the room type, available rooms will be displayed in the “Room” dropdown. By default, All Room Types will be chosen on the Room Type dropdown and all rooms under each room type will be displayed under the Room dropdown.

4. After selecting the room, its default rate will automatically display. Use the “Rate” dropdown, if you want to assign a different rate.

5. Enter the Adults, Children and Infants, if applicable. If extra person charge is applied to the particular rate then it will add the additional charge when the allocated person exceeds included occupants.

6. To add multiple rooms, in the Room dropdown, choose multiple rooms by clicking on the checkbox. It will add a separate row for each room with the arrival, departure and no of guest information entered.

7. To modify or customize the original rate assigned to the room, under the Room Total, 

• Click on the rate adjustment icon. 
• Rate of each night can be changed. 
• Rate can be changed for the whole stay. 
• Modify the rate for 1st night and click on the “Copy rate to all days” to update the rates for the remaining days instead of manually changing each night rate. 
• Click on the “Apply” button to modify the rate. Make sure click on the “Save” button in the bottom to save it to the reservation.

8. Enter the guest information under the “Guest Info” section. For an existing guest, search by entering the Guest Name in the First Name or Last Name textbox to view matching guest records.

9. Enter the Payment info. Choose the mode of payment either by selecting from the drop-down list; or enter the account code on the textbox or click on the search icon to show the payment account code list. 

10. Note: Credit card details can be saved on this screen; actual payments will be processed on the billing tab.

11. After completing room, rate, guest and payment details, save the reservation by clicking on the “Save” button at the bottom of the screen.

How to modify a room/reservation:

1. A reservation can be accessed from either the Reservation list screen –  search by guest name or Reservation #; or from the calendar by clicking on the reservation and then “Open” button in the popup.

2. To modify the arrival, departure, stay length, room and no. of guests, click on any particular row to enable the edit mode. Perform the necessary modification and click on the “Save” button at the bottom of the screen.

3. To perform the bulk update, click on the “Copy All” icon present in the first row for the fields such as arrival, departure and no. of guests to copy all its room below it.

How to add a discount:

1. In the booking summary, next to the Discount label, click on the plus + icon. 
2. In the popup, choose the discount type and enter the discount amount. 
3. To add more discounts, click on the “Add another Discount” button and add the second discount. 
4. Click on the “Apply” button to add to the reservation and click on the “Save” button at the bottom of the reservation screen to save it to the reservation. 
5. To modify or delete the discount, click on the edit icon on the booking summary next to the discount label.

How to cancel a reservation:

1. At the bottom of the screen, click on the Cancel button. 
2. In the cancellation popup, enter the cancellation charge amount, if applicable. 
3. Click on the Cancel Reservation button. 
4. When cancelled, the reservation will be removed from the calendar.  However for your records, the cancelled reservation details will be available in the Reservation list.

How to delete a reservation:

1. Click on the Delete icon at the bottom of the reservation screen. 
2. Confirm the deletion of the reservation by clicking on “Ok”
3. The reservation details will be permanently deleted from the system.

How to change the reservation status:

1. On the top right corner of the reservation screen, click on the Status dropdown and choose the status. 
2. Once the status is changed, it is auto saved.