Reservation is the first stage of the guest cycle. Always enter reservations using the F5 function key. Ensure to put in the correct name of the guest or the agent. There are various reasons for the same.
a) In case if the reservation is through a travel agent or a company which already has a profile (information pertaining to the guest/company) with us, putting the correct name ensures a duplicate profile is not created.
a) In case if the reservation is through a travel agent or a company which already has a profile (information pertaining to the guest/company) with us, putting the correct name ensures a duplicate profile is not created.
b) Most of the times there are cases where in the reservations through the travel agents or companies enjoy a special rate with the hotel. In that case the reservation has to be connected to that particular agent or company so that the rate check should be done with regards to that particular travel agent.
On the reservation screen while filling in the various reservation fields, ensure the following things:
· Arrival and departure date should be correctly filled.
· Rate code picked should be correct.
· Market and source of business should be filled in correctly as they serve as an important source for the various management reports.
· Payment instructions should be filled in correctly and should be rechecked once the guest checks in the hotel. Credit card numbers are to be entered with the spaces as imprinted on the card.
· Sr1 means the source of business. Sr2 is the sub classification of the source of business. For example if the reservation comes from U.A.E then SR 1 is UAE and SR2 can be Dubai, Abu Dhabi or any other emirates.
· Geo 1 means country of residence of the guest and Geo 2 is the sub classification of the same.
(For example if we get a reservation for a German guest staying in UK and calling up from America then SR becomes America (since the booking came from America) GEO becomes UK (The place where the guest resides)
· Package: There are various package elements that can be added to a reservation For example XBA, which means extra breakfast adult. If the same is put in the package field then the suite rate would be adjusted for the extra breakfast, as per the number of persons staying in suite. If the package does not include the breakfast but reservation has sold the breakfast as a part of the package, then by adding BIL in the package field would ensure that the allowance is created for the breakfast. (What needs to be done if the package includes breakfast and there are two adults and two children in the suite???)
· Special Field: Any special instructions or requests received from the guest can be entered in the special field section. For example if there is xx in the package field then it means ‘Do not change the blocking’ another example BC ‘Baby cot required’. (If the guest has requested for any particular newspaper then it has to be updated in the special field.)
· Prt Rate: indicates whether the bill printed should have suite rate or not. In case of travel agents it should be always be set as N.
· Comp/ House: If the suite is on a complimentary basis then it should have “Y” and if the suite is on House use then it should have “H”, otherwise it should be left blank. If the same were not done then the suite would not appear in the complimentary and house use report generated by the system.
· Check out Time: The time when the guest would check out. The guest should be asked a day or two in advance for his check out details so that the guest services are fully prepared for his check out. We must check with him for his transportation requests if any? This helps a lot in suite allocation especially when there is high occupancy and back to back arrivals
· No Post: The field is used if you do not want any food and beverage charges to be posted in the folio. For Example in the case of the Sharers, where the entire bill is to be paid by the main guest then no post field could be marked as ‘Y’. This only works for individual SBU and not for other .
· Notice 1: The field should mention the billing instructions of the guest. For example, if the room is billed to travel agent then RO – TAG, Extras POA. It should clearly indicate the billing instructions. Other examples includes BB TO TAG, which means Bed and Breakfast is to travel agent and the rest the guest would be paying from his personal account.
The other options in Reservations field are as following:
· Correction: The option is used in order to update or make any changes in the reservation screen.
· CXL Check in: The option is used in order to cancel the check in. The option is not accessible to everybody and is vested only with Seniors and Reservations.
· Rate Info: Converts and provide the rate of the suite in any other currency selected from the pick box.
· Profile: On selecting profile, you can enter the profile of the in house guest. The same has been explained later in details.
· Options: The option has several other options which are as following:
o Routing Instructions: Discussed later in details.
o Agent / Company: You can see the name and profile of the travel agent or company attached to that particular reservation. The same has been explained later in details. Please ensure to press ‘E’ whenever you want to check the profile of the selected travel agent.
o Fixed Charges: The option is used to enter the fixed charges to the folio. You must remember that the fixed charges would be posted everyday until check out after the night audit runs.
o Package Options: The package options will show if there is any defined package items, which have been posted by system. For Example Breakfast charges.
o Break Share: It is used in order to break or remove the sharer from the main guest.
o Combine share: As the term implies is used to combine or add the sharer to the main guest. It is discussed later in details.
o Show Share: Shows the name of the sharer to the main guest.
o Traces: It is used to insert, view and update the traces for the guests. It is discussed later in details.
o Accompanying: Through this option you can insert the name and the birthday date of the companions of the guest.
To check an already existing Reservation:
In order to check an already existing Reservation, Go to reservation, Press enter, and click on any of the available option like name, Arrival Date. The best way to check the reservation is through the reservation number. If the reservation is through the Global Distribution System then the reservation would have CRS number. In this case the reservation can be checked by entering the CRS number in the CRS field.
The other option available for checking any reservation is through the hot key which is Control + F7.
How to do a Suite Allocation:
Once the reservation is made then the next step is Suite allocation. The suite Allocation is generally done by the Reservations Department a day in prior to the arrival. In order to have the correct suite allocations it is important to have the correct departure time of already staying guests.
The suite allocation is done keeping in mind the special requests if any, the number of days for which the guest is staying. As in our hotel due to fluctuation in the occupancy the reservation department tries to open the minimum number of floors to accommodate all the reservations. The same is done in order to use all the resources efficiently.
To do the suite allocation, go to the reservation, and then room assignment. If you press F3, the system would give all the inspected suites with their attributes and the suite can be selected.
How to Print a Registration card:
To print a registration card go to Front Desk, Arrival, All Arrival and Press R. The registration card of the arrival guest would be printed. Ensure to print the reg. Card on the Burj Al Arab letter head paper.
1) To print the Registration card for a guest who has already checked in today, simply go to the FRONT DESK----ARRIVALS---ALREADY CHECKED IN and then print the desired Registration card
2) Should we wish to print the Registration card for a guest who is already in house since two or more days, kindly go to the RESERVATION MENU
There are two options
· EITHER-------Enter the guest name and print the Reg. Card
· OR--------------Enter the Room number along with the correct arrival date of the guest
How to check in a guest
In order to show a check in of a guest, go to Front Desk, Arrival. Click on All Arrivals and press 8 to check in the guest. It is always advisable to check the status of the suite before checking in the guest. It should be always inspected by the housekeeping supervisor. The check in should be shown as soon as the guest enters the suite.
On the reservation screen while filling in the various reservation fields, ensure the following things:
· Arrival and departure date should be correctly filled.
· Rate code picked should be correct.
· Market and source of business should be filled in correctly as they serve as an important source for the various management reports.
· Payment instructions should be filled in correctly and should be rechecked once the guest checks in the hotel. Credit card numbers are to be entered with the spaces as imprinted on the card.
· Sr1 means the source of business. Sr2 is the sub classification of the source of business. For example if the reservation comes from U.A.E then SR 1 is UAE and SR2 can be Dubai, Abu Dhabi or any other emirates.
· Geo 1 means country of residence of the guest and Geo 2 is the sub classification of the same.
(For example if we get a reservation for a German guest staying in UK and calling up from America then SR becomes America (since the booking came from America) GEO becomes UK (The place where the guest resides)
· Package: There are various package elements that can be added to a reservation For example XBA, which means extra breakfast adult. If the same is put in the package field then the suite rate would be adjusted for the extra breakfast, as per the number of persons staying in suite. If the package does not include the breakfast but reservation has sold the breakfast as a part of the package, then by adding BIL in the package field would ensure that the allowance is created for the breakfast. (What needs to be done if the package includes breakfast and there are two adults and two children in the suite???)
· Special Field: Any special instructions or requests received from the guest can be entered in the special field section. For example if there is xx in the package field then it means ‘Do not change the blocking’ another example BC ‘Baby cot required’. (If the guest has requested for any particular newspaper then it has to be updated in the special field.)
· Prt Rate: indicates whether the bill printed should have suite rate or not. In case of travel agents it should be always be set as N.
· Comp/ House: If the suite is on a complimentary basis then it should have “Y” and if the suite is on House use then it should have “H”, otherwise it should be left blank. If the same were not done then the suite would not appear in the complimentary and house use report generated by the system.
· Check out Time: The time when the guest would check out. The guest should be asked a day or two in advance for his check out details so that the guest services are fully prepared for his check out. We must check with him for his transportation requests if any? This helps a lot in suite allocation especially when there is high occupancy and back to back arrivals
· No Post: The field is used if you do not want any food and beverage charges to be posted in the folio. For Example in the case of the Sharers, where the entire bill is to be paid by the main guest then no post field could be marked as ‘Y’. This only works for individual SBU and not for other .
· Notice 1: The field should mention the billing instructions of the guest. For example, if the room is billed to travel agent then RO – TAG, Extras POA. It should clearly indicate the billing instructions. Other examples includes BB TO TAG, which means Bed and Breakfast is to travel agent and the rest the guest would be paying from his personal account.
The other options in Reservations field are as following:
· Correction: The option is used in order to update or make any changes in the reservation screen.
· CXL Check in: The option is used in order to cancel the check in. The option is not accessible to everybody and is vested only with Seniors and Reservations.
· Rate Info: Converts and provide the rate of the suite in any other currency selected from the pick box.
· Profile: On selecting profile, you can enter the profile of the in house guest. The same has been explained later in details.
· Options: The option has several other options which are as following:
o Routing Instructions: Discussed later in details.
o Agent / Company: You can see the name and profile of the travel agent or company attached to that particular reservation. The same has been explained later in details. Please ensure to press ‘E’ whenever you want to check the profile of the selected travel agent.
o Fixed Charges: The option is used to enter the fixed charges to the folio. You must remember that the fixed charges would be posted everyday until check out after the night audit runs.
o Package Options: The package options will show if there is any defined package items, which have been posted by system. For Example Breakfast charges.
o Break Share: It is used in order to break or remove the sharer from the main guest.
o Combine share: As the term implies is used to combine or add the sharer to the main guest. It is discussed later in details.
o Show Share: Shows the name of the sharer to the main guest.
o Traces: It is used to insert, view and update the traces for the guests. It is discussed later in details.
o Accompanying: Through this option you can insert the name and the birthday date of the companions of the guest.
To check an already existing Reservation:
In order to check an already existing Reservation, Go to reservation, Press enter, and click on any of the available option like name, Arrival Date. The best way to check the reservation is through the reservation number. If the reservation is through the Global Distribution System then the reservation would have CRS number. In this case the reservation can be checked by entering the CRS number in the CRS field.
The other option available for checking any reservation is through the hot key which is Control + F7.
How to do a Suite Allocation:
Once the reservation is made then the next step is Suite allocation. The suite Allocation is generally done by the Reservations Department a day in prior to the arrival. In order to have the correct suite allocations it is important to have the correct departure time of already staying guests.
The suite allocation is done keeping in mind the special requests if any, the number of days for which the guest is staying. As in our hotel due to fluctuation in the occupancy the reservation department tries to open the minimum number of floors to accommodate all the reservations. The same is done in order to use all the resources efficiently.
To do the suite allocation, go to the reservation, and then room assignment. If you press F3, the system would give all the inspected suites with their attributes and the suite can be selected.
How to Print a Registration card:
To print a registration card go to Front Desk, Arrival, All Arrival and Press R. The registration card of the arrival guest would be printed. Ensure to print the reg. Card on the Burj Al Arab letter head paper.
1) To print the Registration card for a guest who has already checked in today, simply go to the FRONT DESK----ARRIVALS---ALREADY CHECKED IN and then print the desired Registration card
2) Should we wish to print the Registration card for a guest who is already in house since two or more days, kindly go to the RESERVATION MENU
There are two options
· EITHER-------Enter the guest name and print the Reg. Card
· OR--------------Enter the Room number along with the correct arrival date of the guest
How to check in a guest
In order to show a check in of a guest, go to Front Desk, Arrival. Click on All Arrivals and press 8 to check in the guest. It is always advisable to check the status of the suite before checking in the guest. It should be always inspected by the housekeeping supervisor. The check in should be shown as soon as the guest enters the suite.
Tidak ada komentar:
Posting Komentar