Reservation Tracker includes the Reservation Date (1), the Arrival date (2) and Time (2b),
the Departure date (3) and Time (3b), the Reservation Number (4) and the number of Nights (5).
Choose a Status (6) from the Status menu such as Tentative, Reserved, Checked
In, Checked Out, or Canceled.
Enter the First Name and Last Name (7) of the Guest or you can Choose (8) a
past Guest from a list. You can enter the Guest's Company name, Mailing Address,
Email Address and Phone Number(s) in the fields provided under the Details tab
(9).
Easily transfer all the information about your Guest to Contact Tracker by clicking
the Add to Contact Tracker button (10).
You can add Notes and select a Booking Agent from a Add/Select Agent management
window (not shown) by clicking the Notes tab (9).
Click the Deposit button (11) to access fields and buttons regarding the payment
of a deposit. More information is provided on the following screen.
Choose one or more Units to add to the Charges field (14) by clicking the Unit
Chooser button (12). A table with all your Units, their Availability and Amenities
will appear (see the next screen for more information).
After selecting a Unit, you will be asked to choose a Rate from the Rate management
window (not shown here). Then the Arrival Date, the rental Amount, the Unit,
the Rate and the Tax will all be displayed in the Charges field (14).
You can also add other charges to the Charges field by clicking the Add Other
Charge button (13). You will be asked if you want to use Today's date or Choose
another. If you click Choose you will be presented with a calendar interface
where you can pick the date for the Charge.
Next you will be asked if the charge is for an Extra person, Phone, Food or
Other Charge. Next you will be asked for the Amount of the Charge and any Tax
collected. The Charge will then be added to the Charges field (14) and the Total
Charges (17) will be updated.
Adding Payments works similarly. Just click the Add Payment button (15). You
will be asked if you want to use Today's date or Choose another. If you click
Choose you will be presented with a calendar interface where you can pick the
date for the Charge.
Next you will be asked if this is a Payment or Deposit, then the Amount and
finally the method of Payment (Cash, Check, Traveler Check or Credit Card).
The Date, Amount, Type and Payment method will then be displayed in the Payment
field and the Total Payments (18) will be updated.
If you have electronic locks on your units, you can use the Lock Code field
(19). Click the field to enter a number. Click the Choose button near the field
to generate a random number. Click the Copy button next to the field to copy
the number so you can paste it into another program.
You must click either Confirmation (20), Statement (21) or Create Receipt (22)
to transfer the Reservation information to the History field in Vacation Unit
Tracker.
When you click the Confirmation (20) button you will be asked if you want to
send a Confirmation letter by Mail or Email.
If you choose Mail another window opens where you can modify and print it. You
can also add a logo and other information to the header before printing.
If you want to split a bill up, click the Split button (23) before you click
either the Statement (21) or Create Receipt (22) button. You will be presented
with a Separate Invoice Items window for splitting the Charges and Payments
onto up to 3 different Statements or Receipts
If Split is not checked (or after clicking Prepare for Printing in the Separate
Invoice Items window) another window opens where you can modify and print the
Statement or Receipt. You can also add a logo and other information to the header
before printing.
Open the Availability (24) or Schedule (25) windows by clicking these buttons.
For more information about these, see the following screens.
The Reservation Report (26) displays considerable information about any or all
of the Reservations. You can generate an Income Report or a Guest List.
The Deposit button (11) reveals the following buttons and fields:
You can enter the Credit Card Number and Exp. Date (1) of the card presented
for security purposes or future reference. Click one of the buttons below this
field to record the type of card they presented. Use the Other field (2) if
necessary.
Enter the the Deposit's Date Due (3) and Security Deposit amount (4). When you
click the Date Due field, the date will be calculated for you based on the number
of weeks prior to Arrival that you enter.
If you collect all Charges prior to Arrival, click the Prepay Charges (11)
option and they will be marked as due on the deposit's Date Due (3) on your
Confirmations.
The Notes section (12) contains a field for specifying a Booking Agent, another
field for notes of any length, and an indicator that a Specific Unit was requested.
When a payment on the deposit is made, enter the date in the Date Paid field
(5) if it was paid in full, or the date and amount paid in the Part Pymnt field
(13) and the Amount Paid field (14), if it was a partial payment.
Record the method of payment (7) by clicking Cash, Credit Card or Check and
then entering a Check # (6).
Indicate if the deposit is Paid, Partially Paid or Unpaid (8) with the buttons
provided.
If you wish to split the Deposit into two payments, enter a date into the 1st
Due Date field (9) and specify the Amount Due (10).
