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Using the Resource Planner - Functions (Buttons and Menus) in Both Resource Planner Windows

This section describes using the buttons and Create menu (Windows/macOS)/+ menu (iOS/Android) functions that are common to both Resource Planner windows (the 'Month Overview of Room Types' window and the 'Overview Rooms' window) when working with Reservations in the Hotel module. Please refer to the following pages for more details about using the Resource Planner with Reservations:
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Creating a Reservation - The [New Reservation] button

To create a new Reservation from the Resource Planner, press the [New Reservation] button. A new Reservation window will open immediately. The Check In and Check Out Dates will be copied from the Resource Planner to the new Reservation, and the Number of Nights in the Reservation will be calculated accordingly. Please refer here for details about Reservations.

Creating a Group Reservation - The [New Group Res.] button

To create a new Group Reservation from the Resource Planner, press the [New Group Res.] button. A new Group Reservation window will open immediately. Please refer here for details about Group Reservations.

Finding an Existing Reservation - The [Find Reservation] button

To find an existing Reservation from the Resource Planner, press the [Find Reservation] button. A 'Find Reservation' window will open, where you can enter any information that you have about the Reservation you are looking for:

Press the [Run] button. A report will be printed to screen, listing the Reservations that match the information that you entered in the 'Find Reservation' window:

Double-click (Windows/macOS) or tap (iOS/Android) the Reservation Number of the Reservation that you need to open it.

Listing Available Rooms with Room Rates - The [Available] button

If you need to see a summary of the Rooms belonging to each Room Type together with current Room rates (i.e. Room rates for the current date), press the [Available] button. An Availability in Period report showing the Room availability for the night of the Check In date specified in the Resource Planner will be printed to screen. You can create new Reservations from this report.

The report includes the following columns:
Code
Lists Room Types in the specified Location and the Room Types in which the Location is blank. Drilling down from a Code will open the relevant Room Type record.

Total
Total number of Rooms in the specified Location.

Booked
The number of Rooms in the specified Location that have been booked. A Room is booked if it has a Reservation without a Status or a Reservation with a Normal (not checked in) or Normal (checked in) Status. If you have selected the Include Unconfirmed in Availability option in the Hotel Settings setting, a Room will also be booked if it has a Reservation with an Unconfirmed Status. Any Reservations without a Status or with a Normal (not checked in) Status (or an Unconfirmed Status if you are using the Include Unconfirmed in Availability option) in which you have not specified a Room will also count as bookings as these will require Rooms on check-in.

Available
The number of Rooms in the specified Location that are available, Total - Booked. A dirty Room will be included in this figure.
If the Total, Booked and Available figures are all zero, the likely cause is that the Location is blank in the Room Type and the Room Type does not have any Rooms in the specified Location.

The report will also show the Room rates applying on the Check In date. For example, if the Check In date is a Monday, Room rates determined by the Invoice Items for Mondays will be included in the report. The names for the Room rates (e.g. "Double Room, Bed & Breakfast, Weekday" in the illustration above) will be taken from the relevant Invoice Item records. For this reason, it is recommeneded that when you create Invoice Items you should enter detailed explanations of each one in the Comment field so that each Room rate is clearly labelled in the report. For example, if you have some Room rates that are per Room and some that are per Person, include this information in the Comments. The Room rates in the report are the standard Room rates, not those on any Price List.

You can create a new Reservation by drilling down from the report. Click or tap on the name of a Room rate to open a new Reservation that uses the Room rate (i.e. the Room Type/Room Package combination) that you have selected.

Listing the Day's Check Ins - The [Check Ins] button

If you need to see a list of the day's check ins (i.e. Reservations where the Guests are expected to check in and those where they have checked in), press the [Check Ins] button. A Check Ins report will be printed to screen listing Reservations sorted by Status:

From the report you can open an individual Reservation by clicking (Windows/macOS) or tapping (iOS/Android) on a Reservation Number or a Room Number.

Listing Occupied Rooms and Current Guests - The [In-House] button

If you need to see a list of occupied Rooms and current Guests (i.e. Reservations in which the Status is Normal (checked in)), press the [In-House] button. An In-House Guests report will be printed to screen:

From the report you can open an individual Reservation by clicking (Windows/macOS) or tapping (iOS/Android) on a Room Number.

Listing the Day's Check Outs - The [Check Outs] button

If you need to see a list of the day's check outs (i.e. Reservations where the Guests are expected to check out and those where they have checked out), press the [Check Outs] button. A Check Outs report will be printed to screen listing Reservations sorted by Status:

From the report you can open an individual Reservation by clicking (Windows/macOS) or tapping (iOS/Android) on a Reservation Number or a Room Number.

In the report, a Reservation will be marked as "Ready" if everything has been invoiced or "Not Paid" otherwise.

Creating a Booking in the Restaurant - The [Rest. Booking] button

To create a Booking in the Restaurant, press the [Rest. Booking] button. A 'Restaurant Booking: New' window will appear, allowing you to create a Booking:

Please refer here for details about Restaurant Bookings.

Creating a Reservation Quotation

To create a new Reservation Quotation from the Resource Planner, open the Create menu (Windows/macOS) or + menu (iOS/Android) and select 'Quotation'. A new Reservation Quotation window will open immediately. Please refer here for details about Reservation Quotations.

Creating a Customer Letter

To create a new Customer from the Resource Planner, open the Create menu (Windows/macOS) or + menu (iOS/Android) and select 'Letter'. A new Customer Letter window will open immediately. Please refer here for details about Customer Letters.

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