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HansaManuals Home   >> Standard ERP   >> Hotel   >> Group Reservation Register  

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This text refers to program version 8.5  

Entering a Group Reservation

This page describes adding a new record to the Group Reservation register in the Hotel module.

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To open the Group Reservation register, first ensure you are in the Hotel module. Then, if you are using Windows or macOS, click the [Registers] button in the Navigation Centre and double-click 'Group Reservations' in the resulting list. If you are using iOS or Android, tap the [Registers] button in the Navigation Centre and then tap 'Group Reservations' in the 'Registers' list. The 'Group Reservations: Browse' window will be opened, listing Group Reservations that you have already entered.

If you are using Windows or macOS, you can change the sort order by clicking on the column headings. To reverse any sort, simply click once again on the column heading. The current sort order is marked by the column heading being coloured blue. If you are using iOS or Android, tap on the column heading and choose the sort order you need. Repeat the procedure to reverse the sort.

To search for a particular record, first sort the list by the column that you want to use for the search. Then, enter the text that you want to find in the Search field in the top of the window (in the top right-hand corner if you are using Windows/macOS) and press the Return key (macOS) or Search (iOS/Android). The first record containing a match for your search string will be highlighted (if you are using Windows, a match will be highlighted as you type each character). For example, to search for Reservations with a particular Customer Number, sort by Customer before entering the Customer Number (or the first few characters) in the Search field.

If you are using Windows or macOS, there will be three buttons in the top left-hand corner of the browse window. These are part of the Limited Access feature. You can use them as follows (Windows versions of the buttons illustrated on the left, macOS on the right):

Lists all Group Reservations.

Lists Group Reservations belonging to members of the same Sales Group as the current user.

Lists Group Reservations belonging to the current user (i.e. Group Reservations in which the Salesman field contains the Signature of the current user).
You can also prevent a user from seeing all Group Reservations in the list by restricting their view to their own Group Reservations or to those of their Sales Group.

When you enter a new Group Reservation record, your Signature will be placed in the Salesman field on the 'Misc' card, and the Group Reservation will be assigned to your Sales Group. The Salesman and Sales Group fields are not modifiable.

Please refer to the page describing the 'Access' card of the Person register for full details about the Limited Access feature.

You can create a Group Reservation using the following methods:

  • Open either window in the Resource Planner and press the [New Group Res.] button.

  • Open the 'Group Reservations: Browse' window as described immediately above and select 'New' from the Create menu (Windows/macOS) or the + menu (iOS/Android). You can also use the Ctrl-N (Windows) or ⌘-N (macOS) keyboard shortcut. Alternatively, highlight a Group Reservation similar to the one you want to enter and select 'Duplicate' from the same menu. If you don't want to open the 'Group Reservations: Browse' window before creating a new record, you can also use the + menu in the Navigation Centre (all platforms).

  • When you mark a Reservation Quotation as Accepted and/or OK and save, a Group Reservation and an appropriate number of Sub Reservations will be created.
In the first two cases, the Group Reservation window will open:

Since the amount of information stored about each Group Reservation will not fit on a single screen, the Group Reservation window has been divided into four cards. At the top of each is the header. This contains the Group Reservation Number, Status, Parent Group Number and [Show Account] button. There are four named buttons ('tabs') in the header.

By clicking the tabs you can navigate between the cards, and always go directly to a certain card. The header is always visible, so you can always identify the Group Reservation you are working with.

Complete the Group Reservation record as appropriate and as described on the following pages, then save it using the [Save] button (Windows/macOS) or by tapping √ (iOS/Android) and close the window by clicking the close box (Windows/macOS) or by tapping < (iOS/Android). Then, close the browse window using the close box or < again.

Please refer to the following pages for details about the fields on each card in the Group Reservation window:

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The Group Reservation register in Standard ERP:

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