This section of the Help Guide provides two sets of instructions for making a new offline booking, i.e. putting a booking that you have taken over the phone, via email or fax into your electronic diary.
A Quick Booking, that is, entering the minimum amount of customer information to make a new booking.
More detailed steps for making a new booking and an explanation of all sections of the New Booking screen.
In Res, from the Diary screen, double-click on the available time slot that corresponds with the room and arrival date for the booking. The New Booking screen will open.
Enter the number of Adults/Children/Concessions.
Change the Concluding Date for the booking if necessary, then click on the "Search" button.
Under Available Rates, select the Rate Type for the booking, i.e. the previously set up price to be charged for this booking, e.g. Best Available, Freeform.
Click on the "Add" button. The booking information can be seen at the bottom of the screen.
Click on the "Confirm" button.
eviivo frontdesk will prompt you to enter the customer name into the Customer Details screen. Enter the customer's name and contact number.*
Click the "Confirm" button.
*If an existing customer, click on the "Search Customer" button to find their customer record.
There are a number of different ways to initiate a new booking in eviivo frontdesk. Choose the appropriate method depending on the circumstances of the booking and your business requirements.
From any of the four standard View screens, click on the "New Booking" button in the top left hand corner of the screen. The New Booking screen is opened, and all required date, time, product and customer information is to be entered; OR
From the Diary screen, double-click, or right-click and select "New Booking", on an available time slot for a particular date/product. The New Booking screen is opened, and defaults to the minimum booking duration for that product for the date chosen. All customer information to be entered; OR
From the Search results screen, click the "NB" button (New Booking). The New Booking screen is opened. All date, time and product information is to be entered. The customer details fields are automatically populated.
From the Customer Folio, click on the "New Booking" button. The New Booking screen is opened. All date, time and product information is to be entered. The customer details fields are automatically populated.
The New Booking Screen
In the New Bookings screen, select the Booking Type - by Individual or by Agent.
If Booking Type:By Agent is selected, select either Products to be paid by:Customer or Products to be paid by:Agent.
Select the Booking Status. For Confirmed, it is possible to take a full or part payment. For Tentative, no payment can be processed until the status is changed to Confirmed.
If Booking by Agent is selected, select the name of the Agent responsible for this booking from the drop-down list. SEE ALSO Add New Offline Agent.
To apply a pre-set discount to this booking, select the relevant Discount Program from the drop-down list. SEE ALSO Create New Discount Programs.
Enter Reference information and a Voucher Number if required. These fields are usually used for recording Agent's reference information and will appear on the Customer's Tax Invoice and the Agent Order Confirmation/Tax Invoice.
Select to “Book” Accommodation. (This will be the default selection if you have not set up any other types of Products in Manage).
Under Check Availability, enter the number of Adult/Child/Concession customers for this booking.
Enter the Commencing Date (check-in) and Concluding Date (check-out) of the booking. The check-in/out times will default to what was originally set up.
Click on the "Search" button to display a list of available products for the dates entered.
Under Available Options, select a Product-Inventory Item (room) from the Products drop-down list.
Select the applicable Rate Type from the drop-down list, i.e. pre-determined price to be applied. To enter a specific price, choose Freeform.
If Freeform was the selected price type, enter the total amount to be charged for the booking into the Price field.
A summary of the product, dates and price selected will be displayed. If this is correct, click on the "Add" button.
To add more products to this booking, repeat steps 4 to 8.
It is possible to add notes at the time of booking that will appear on various reports and be specific to each individual product.
Click on the Product Details tab and highlight the required product listed in the Products table.
At the bottom of the screen, under Product Notes, click on the relevant tab to add notes to appear on:
Invoice (Registration sheet, Tax Invoice and Agent Order Confirmation/Tax Invoice)
Manifest Report
Booking Report and/or
Cleaning Report
3. To add further notes, click on another product in the Products table, and repeat Step 2.
Click on the Customer Details tab.
Enter Surname (required) and First Name (optional) of the customer or Search for an existing customer (a customer that has booked your products previously) - Click on the "Search" button, enter two or more characters into the Surname or First Name field and click on the "Search" button. Click on the correct Customer's Name from the list of search results.
Enter Title, Work Phone number and/or Home Phone number if required.
To enter more information about this customer, click on the "More>>" button and enter information into any or all fields. Note that if you have selected an existing customer, all previously entered information will be automatically populate the fields on this screen. You may amend any details as required - be sure to "Save" if changes are made.
It is possible now to add Notes that will be specific to this account.
At the bottom of the screen under Account Notes, click on the relevant tab for the information. Invoice Notes will appear at the base of the Tax Invoice, Internal Notes will only be recorded on the booking and will appear when you hover your mouse over the booking in the Diary screen.
To receive and process a payment for either the full amount of the booking or a deposit:
Click on the Payment tab.
Click on the Payment Method that the customer is using to make this payment.
If required, add any information about this payment into the Notes field.
Enter the amount you have received.
When all details are completed, click on the "Confirm" button at the bottom of the screen.
Click on the links below for instructions on each of the next possible steps for the booking: