See Also

Reservation Details

The standard reservation window consists out of three sections:

• The contacts section: to specify the guest name, the company name and/or travel agent details.

• The reservation section: to specify the arrival and departure date, room type, rates etc.

• Tab page section: to specify additional information.

• The snapshot: displays useful information while you create or edit a reservation.

How to get here?

The reservation window is displayed when you:

the loyalty program is activated.

• Create a new reservation.

• Edit a reservation.

Available options

• OK

  Choose [OK] to close the reservation window and save the changes.

   

• Cancel

  Choose [Cancel] to close the reservation window without saving the changes.

   

• Credit Card

  Choose the [Credit Card] option to swipe a credit card for validation and authorization. This option is only available when a credit card interface has been installed.

   

• Check-In

  Choose [Check-In] to check-in the reservation. This option is only available when the arrival date is the same as Brilliants business date.

   

Field description

• Contact section

  • Guest

    Used to specify the guests contact details, which is required in each reservation. When you enter a guest name, Amadeus - PMPRO automatically checks the contact file (i.e. guest history) to allow you to re-use existing information.

    1. Enter your search criteria, you can search the guest history by:

    1. • Specifying (a part of) the guests last name.

       • Swiping a loyalty member card (or manually enter the member number).

       • A combination of (a part of) the last name and (part of) the city separated by the @ sign.
         Example: jon@lon finds Jones in London.

    2. Press [Enter] or choose after you have entered the search criteria. The system will now check the contact file to see if guest details are already on file.

    1. • If found, a list with details of existing guest appears. Select a name from the list and choose [Select] to link the contact to the reservation.

       • The contact window appears if there are no contacts on file that match the entered search criteria. Complete the details and choose [OK] to save the new contact details and link the contact to the reservation.

    Previous stay details will be displayed in the reservation snapshot if the selected guest has stayed in your hotel before. You can use this for example to offer the same room type and rate as the guests last stay.

  • Loyalty Enrollment

    Mark this field in case the guest would like to join the Loyalty program. You may be prompted to complete the demographic guest details (Street 1, City, State, Zip code and email address).

    This field is only available if the when the loyalty program is activated.

  • Company

    The company field is used to link details of the company who created the reservation for the guest.

    1. Enter your search criteria, you can for a company by:

    1. • The company name

       • The corporate account number

       • The Corporate ID from IHG CRS

    2. Press [Enter] or choose after you have entered the search criteria. The system will now check the contact file to see if company details are already on file.

    1. • If found, a list with details of existing companies appears. Select a company from the list and choose [Select] to link the company to the reservation.

       • The contact window appears if there are no companies on file that match the entered search criteria. Complete the details and choose [OK] to save the new contact details and link the company to the reservation.

    More information

    • The billing address and instructions of the specified company are automatically added to the Folio instructions of the reservation.

  • Agent

    The agent field is used to link details of the travel agent who created the reservation for the guest.

    1. Enter your search criteria, you can for a travel agent by:

    1. • The company name

       • The Travel agent IATA number

    2. Press [Enter] or choose after you have entered the search criteria. The system will now check the contact file to see if travel agent details are already on file.

    1. • If found, a list with details of existing travel agents appears. Select an agent from the list and choose [Select] to link the agent to the reservation.

       • The contact window appears if there are no travel agents on file that match the entered search criteria. Complete the details and choose [OK] to save the new contact details and link the agent to the reservation.

    More information

    • The billing address and instructions of the specified agent are automatically added to the Folio instructions of the reservation.

  • Commissionable

    The CRS takes care of commission payments to travel agents. Mark this field if commission should be paid to the specified agent. Note that commission can only be paid if a valid IATA number is specified in the contact details of the travel agent. This field cannot be disabled if it is marked in a reservation you received from the CRS.

     

• Reservation section

  

  • Group

    The group name keeps all individual group member reservations together. It is required for group and multi room reservations.  If you enter a group name that is already in use, the system will ask you if you would like to add the reservation to the existing group. This field is automatically updated if you pick up a reservation from a group.

     

  • Contact

    Used to enter the name of a contact person for the reservation if this is different from the linked guest, company or agent details.

     

  • Arrival

    Enter the arrival date of the guest. The default date is Brilliants business date, or when the selected date when you create a reservation from the rate code or room type availability.

     

  • Nts/Departure

    Enter the number of nights the guest wishes to stay in the #N field and press [Tab], the departure date will be entered automatically. You may also a leave a zero in the #N field, press [Tab] and enter the departure date manually. The number of nights will be calculated automatically. Both fields will be automatically updated with the date you selected when you create a reservation from the rate code or room type availability.

     

  • From/To

    Use these fields to specify the arrival and departure time. This is commonly used to indicate an early/late arrival or departure. The From field is used for the arrival time, the To field is used for the departure time.

     

  • Rms

    Enter the number of rooms you would like to create a reservation for. This is the number of rooms for one room type. Enter 1 to create a single reservation or e.g. a 5 to create a multi room reservation for five rooms of the same room type. If you create a multi room reservation, the system will automatically "split" the reservation into individual reservations once the reservation is saved. This field will be automatically updated with the specified  number of rooms when you create a reservation from the rate code availability.

    The snapshot displays the available number of rooms per room type for this reservation.

  • Type

    Specify the room type for which you would like to create a reservation. This field will be automatically updated with the room type you selected when you create a reservation from the rate code or room type availability.

    The snapshot displays the available number of rooms per room type for this reservation.

  • Room

    A room number may be assigned during the creation of a new reservation. You may also leave this field blank to assign room numbers during check-in or by using the assign rooms option. This field will be automatically updated with the preferred room number that can be specified in the guests contact details.

    The snapshot displays the available rooms for this reservation.

  • Adlt/Chld

    Enter the number of adults and children that will be staying in each(e.g. enter 2 adults when you create a multi room reservation for 5 rooms with a total of 10 adults) room. Up to two child categories are available (0-12 and 13-17). It is not possible to create a reservation for zero adults and it is not possible to create a reservation for more persons (adults + children) then allowed for the specified room type.

     

    All fields will be automatically updated with the number of persons you have specified when you create a reservation from the rate code availability.

     

  • Rate code

    The rate code determines the rate the guest will have to pay. This fields will be automatically updated with the rate code you selected when you create a reservation from the rate code availability OR  with the preferred rate code that can be specified in the guests contact details.

     

    Due to rate restrictions, not all rate codes may be available for the reservation you create.

  • Confidential Rate

    The confidential rate flag indicates if the rate value will be visible on Eg:registration cards.
    
    A check box is also available on the Allotment header screen which will filter through as default to all reservations made via that allotment

    This fields first needs to activated via Preferences> Reservations > Show rate print option

  • Rate

    The rate is based on the specified room type, number of persons and rate code and is automatically entered.

    The snapshot displays the rate calculation for this reservation.

  • Override

    Enable the Override field to change the default rate code. You are only allowed to do this if you have sufficient user rights.

  • Status

    The status is used to specify the applicable guarantee policy.

     

  • CXL policy

    The status is used to specify the applicable cancellation policy.

     

• Main tab page

  

   

  • Market

    The market code is used for statistical reporting. It indicates in which market you would classify the reservation. This field can be updated automatically with a default code that has been specified in the rate code definition.

     

  • Source

    The source code is used for statistical reporting. It indicates the source of business or, in other words where the reservation came from. This field can be updated automatically with a default code that has been specified in the rate code definition. All reservations received from IHG CRS automatically receive the code "CRS".

     

  • Channel

    The channel code is used for statistical reporting. It indicates through which channel this reservation came in. This field can be updated automatically with a default code that has been specified in the rate code definition.

     

     

  • Discount

  • Pay method

    Specify the pay method that will be used to guarantee the reservation.

    • You are required to specify a credit card pay method if the used guarantee policy (status) is CC (credit card).

    • Amadeus - PMPRO validated account receivable details when you specify a ledger pay method. Depending on the status, the following warning messages may be displayed:

    • • This company is required to pay cash!

      • This company is on the black list!

      • This company has no A/R account!

  • Credit card/Expy

    Used to enter a credit card number and expiration date. It is required to enter these details if a credit card pay method was specified. Both fields are automatically updated with the credit card details that can be specified in the guests contact details.

     

    The system does not accept invalid card number or an expiration date before the guests arrival date. The entered credit card number is validated with the specified credit card ranges and a special algorithm. A button is available if an interface with electronic payment software is installed. The button can be used to activate the electronic card processing to request a credit card validation or authorization.

     

    Please note: From version 10.2.140.xxxx on it is possible not to process any credit card numbers through Amadeus - PMPRO anymore, but to store them in Amadeus Payments. This  Tokenization process is more secure and does not require to be PA DSS compliant.

  • CC limit/CC Auth.

    Used to enter the amount and credit card authorization code. The amount can be seen as a credit limit for the reservation, it is used to print the report "Guests over credit limit". The authorization code will be entered automatically if an authorization was received from an interface with electronic payment software.

     

  • Guarantee info

    This field can be used to specify additional reservation guarantee details.

     

  • Requests/other requests

    Up to four fields and an additional free text field are available to enter special requests and room features. They can be used to allocate a room (before or during check-in) that meets the guests requirements. The special requests fields are updated automatically with the requests specified the guests contact details.

     

     

     

  • Member number

    Indicates the loyalty program member number of the person who will receive loyalty points.

     

  • Frequent flyer type and number

    Indicates the frequent flyer member details which were used to create the reservation.

     

  • Reservation and Event number

    Displays the PMPRO reservation and event number. All reservation lines in the reservation screen have the same event number while each has it's own unique reservation number.

     

  • CRS Confirmation and cancellation number

    Displays the IHG CRS confirmation number and, in case the reservation has been cancelled the cancellation number.

     

  • Note

    The note is used to enter additional information regarding the reservation. The note which is entered in the guest contact details (or if empty, the company details) may(the Contact memo to reservation option must be enabled) be copied into the reservation.

     

   

• Folio instructions tab page

  

   

  • Available options

  • To Company 2

    Use option if you would like charges to be posted on the second (middle) folio of the current reservation. ExampleAmadeus - PMPRO (BHS) makes a reservation in your hotel for an American relative, named Mr Jones. BHS will cover all charges, the invoice has to be sent to BHS. In the reservation you have entered guest name Jones and company name BHS (this will automatically carried over to the folio instructions). You also create a folio instruction To company BHS.

    To insert a "To Company" folio instruction

    1. Enter the name of the company to whom the invoice should be send to.

    2. Press [Enter] on your keyboard or choose the select button .

    3. Companies matching your search criteria are displayed.

    4. Select the company where the invoice has to be sent to and choose [Select].

    5. Company details are now entered in the To Company instruction.

    6. Enter the appropriate instructions (see below).

  • Folio Instructions

    Select a predefined folio instruction to trans fer charges to this folio.

  • Pay Method

    The Pay Method field can be used to specify an alternate pay method for the second (to company) and third (to name) folio. For example, specify the ledger (direct bill) pay method when you need to send an invoice.

     

  • To Name 3

    Use this option if you would like the charges to be posted on the third (right) folio of the current reservation. ExampleMr. Andrews has a reservation in your hotel but the invoice has to be sent to Ms. Fitzgerald (who does not have a reservation in your hotel).

    To insert a "To Name" folio instruction

    1. Enter the last name of the person to whom the invoice should be send to.

    2. Press [Enter] on your keyboard or choose the select button .

    3. Contacts matching your search criteria are displayed.

    4. Select the contact where the invoice has to be sent to and choose [Select].

    5. Contact details are now entered in the To Name instruction.

    6. Enter the appropriate instructions (see below).

  • Folio Instructions

    Select a predefined folio instruction to trans fer charges to this folio.

  • Pay Method

    The Pay Method field can be used to specify an alternate pay method for the second (to company) and third (to name) folio. For example, specify the ledger (direct bill) pay method when you need to send an invoice.

     

  • To Reservation

    Use this option if you would like to transfer charges to another reservation. Examples

    • Two adults with two children with two reserved rooms (parents and children) would like to have one folio. All charges on the children's reservation have to be posted to the parent's folio.

    • For a group reservation where the room charge should be posted to a "pay master". You need to create a reservation on a dummy room (the paymaster). In all member reservations you need to enter a Folio instruction that "tells" the system that the room charge should be posted to the other (the paymaster) reservation.

    To insert a "To Other Reservation" folio instruction

    1. Enter the guests last name or room number of the target reservation where the charges should be transferred to.

    2. Press [Enter] on your keyboard or choose the select button .

    3. Reservations matching your search criteria are displayed.

    4. Select the correct reservation and choose [Select].

    5. Reservation details are now entered in the To Other Reservation instruction.

    6. Enter the appropriate instructions (see below).

    The supplement text field of all charges transferred to another reservation will be updated with the room number and guest name from the reservation where the charges came from. This supplement text will be printed on the folio.

  • Folio Instructions

    Select a predefined folio instruction to trans fer charges to this folio.

  • To Paymaster when created

    If activated the pay master will be created automatically during Split / Names list of a multi room reservation or a new reservati9on of a group reservation. This pay master will automatically filled into all new reservations as the reservation where the charges are going to be transferred to.

  • No Postings allowed

    Will prevent any postings other then automatic rate code posting. Interfaces are closed and a manual posting to the folio is also not possible. Manual transfers are also blocked.

  • Check-Out Note

    The check-out note can be used for additional check-out instructions for the front desk employee. The entered details will be displayed at the top in the folio window. They will not be printed on the folio or any other report.

     

• Deposit tab page

  

  To request a deposit

  1. Click onto the Deposit tab in the reservation.
     

  2. Enter the requested deposit amount and due date.
     
     Two deposit amounts and two deposit due dates can be entered.
     The Paid area displays all deposit payments that have been received.
     The Open field is read only and displays the remaining Deposit Due.

   

  To receive deposit payments

  Received deposit payments must be entered in the system in order to monitor the outstanding deposit requests. These show as

  • Search the reservation for which you received a deposit.

  • Right click the reservation and choose the Edit option.

  • Click onto the Deposit tab  in the reservation. Left click In the payments box, choose the new icon .

  • 
    Enter the amount, pay method, reference date and any extra reference information choose [OK].

  • 
    [Print] or [Export] the folio.

   

• Services tab page

  

  • New service

    To insert a new service click onto the new icon and fill out the details:

    - Select the product by number or by name
    - select the department if not filled in automatically

    - enter the quantity, with the three dots icon you can see the availability if set up

    - enter the price

    -From / To is only used if the charge is only for a part of the stay. For the whole stay leave these fields empty.

  • Edit a service

    To change an already created service.

  • Delete a service

    To delete an already created service.

  • User field 1..3

    A maximum of three user definable fields. User fields can be enabled on the reservation tab page in the preferences.

     

   

  • Services explanation

• Miscellaneous tab page

  

  • These fields are ALL for display only!

   

  • Cancellation number (if cancelled)

  • Cancellation date (if cancelled)

  • Cancellation reason (if cancelled)

  • Rate override reason (if overridden)

  • Original room type (if changed)

  • Business Rewards Event

  • Created on / by user

  • Updated on / by user

  • CRS origin

    The code of the property or reservation department who created the reservation.

  •  

  •  

  •  

  • User Field 1..3

    A maximum of three user definable fields. User fields can be enabled on the reservation page in the preferences.

     

  • Accompanying guests

  • Cancellation number, date and reason

    Read only fields for the local and CRS cancellation number, cancellation reason and cancellation date.

     

  • Created

    A read only field that displays the date the reservation was originally created.

     

  • Update/by

    A read only field that displays the date the reservation was last changes, as well as the user ID of the person who made that change.

    More details about reservation changes can be found in the change history.

  • CRS bookings locator

    The code of the property or reservation department who created the reservation.

     

• Changes

  

   

  Here the (possibly) different rates per night are shown. They can be changed.

   

  Select a night and click onto the new icon

  From: the first night when this price is valid (night 1 is always changed over the price in the reservation!)

  To: the last night when this price is valid

  Rate codes: rate code to be used

  Rate: the price to be applied.

   

  Please note: IHG CRS interface will only accept ONE rate code per reservation, though the prices may vary each night.

• Features tab page

  

  • Room features: select up to three room features for this reservation

  • CRS Service Codes: Service request codes from IHG CRS (display only)

  • Request note: request from IHG CRS (display only)

   

• Guest tab page

• Leisure

  Here the Leisure activities are displayed:

  

  Available options

  • New

  • Cancel

  • Delete

  • Edit

   

   

   

   

   

• Actions

  Here the actions of this reservation can be accessed, created or completed.

  

• Snap shot

  The reservation snapshot is displayed in the lower right corner of each reservation. It displays useful information depending on the field you are in. For example:

  • Previous stay information is displayed when you have specified a guest name.

  • • Last stay: room type and number, rate code and rate, total revenue and average revenue per night.

    • Current year: number of stays and nights, no shows, cancellations, total revenue and average revenue per night.

    • Last year: number of stays and nights, no shows, cancellations, total revenue and average revenue per night.

  • Available room types and the number of available rooms are displayed when you are in the rms(number of rooms) field.

  • Available room numbers are displayed when you are in room field. The room status is also displayed for todays arrivals.

  • A total stay calculation and rate changes are displayed when you have specified a rate code.