Booking

Individual Booking Card for the customers arriving pax based and Group Booking Card for the ones arriving group based is opened in the Booking Module. Check - In with Booking is executed on the Booking List screen. Room allocation can be made and removed. Furthermore, customers who made their bookings on the Internet, can be followed up in this section. When the booking becomes definite, it can be imported to the booking list and later Check - In operations can be executed.

Individual Booking


Figure 1 Individual Booking Card

First name and last name of the guest, who made the booking, is entered into the Name field. In order to display the guest name list, either press on the F7 key or click on the List button. Guest Card Filter is displayed. Guest List is displayed after the filter. Guest name is selected here by clicking on the select button, and is transferred into the Name field, which is on the Individual Booking Card screen. If the Guest Card was not defined beforehand, press on the F4 key or click on the Card button to open a new Guest Card. Alternatively, you can enter the name and surname of the new guest into the Name field and press ENTER. A question is displayed on the screen as “Name could not be found. Create new Card?” If the answer to this question is “YES”, the Guest Card is opened. Required information is entered into the Guest Card and saved. Information that was entered during the booking is transferred into the Check-In Card after the Check – In operation.
Agent concerning the person is selected and agent default is appointed in the Agent field. If the Agent button is not marked, the program will not allow to make any selections about the agent. If the Agent button is marked, agent select is allowed.
Operation date and hour is displayed automatically on the Arrival Date field. If necessary, date info can be changed.
Date calculated by subtracting the Cancel Deadline period from the Arrival Date is displayed automatically in the Cut Off field and cannot be changed. Required notice about the certainty of the booking should be given to the hotel authorities until the Cut Off date by the Customer or the Agent.
Number of days that the guest will accommodate is entered into the Overnight field. The value entered into this field automatically affects the Departure Date.
Departure date of the guest is automatically displayed on the Departure Date field according to the number of days entered into the Overnight field. If requested, departure date can be written into this field without entering the overnight value. Thus, overnight value is calculated automatically by the program and displayed in the relevant field. Numbers of guests as Adult, Child and Infant are entered into the Guest No field. Booking type as Definite, Optional, Waiting List, Cancelled and Turnaway is selected by clicking on the select button in the Booking Type field.

When the booking type is selected as Tentative, date and hour acknowledged for the option is entered into the Option Date / Hour option of the “Option Information” field. Required explanation concerning the defined option is entered into the Option Explanation field.

If the booking is not selected as Tentative, the program will not allow any information entry to this field. When the booking type is selected as Cancellation, reason of the cancellation is entered into the “Cancellation Explanation” field. If the booking is not selected as Cancellation, the program will not allow any information entry to this field.Number of the rooms to be booked is entered into the Room No field according to the room types defined in the Sentez Delux Parameters section (For example; Single Bed (SB), French Bed (FB), Double Bed (DB), Trible Bed (TB), Suite (SU) etc.)

Individual Booking Card Financial Info Window


Figure 2 Individual Booking Card / Financial Info

Requested boarding type is selected in the Boarding Type field among the Boarding types (For example, Full Boarding (FB), Half Boarding (HB), Bed & Breakfast (B&B) etc.) defined in the SentezDelux Setup Program / Front Office Parameters . If there is a Main Account Card of the guest or organisation subject to booking defined beforehand, relevant account is selected among the Account Card List displayed on the screen by clicking on the List button in this field. If a new account is required to open, Account Card is defined by clicking on the Card button. If there is an extra Account Card of the guest or organisation subject to booking defined beforehand, relevant account can be selected from the account card list displayed by clicking on the List button in the Extras Account field. Otherwise, Card button is clicked to open a new Extras Account Card.

NOTE: In case that Main Account and Extras Account are not opened, these accounts are opened automatically by the program during the check-in.

If cash payment will be made during the booking, payment amount and deposit payment date are entered into the Deposit, Date field.
Foreign currency type in relation to the price of the booking in question can be selected from the list by clicking on the select window in the F. Currency Type field. Displayed information have parameters.If necessary other currencies could be added
If the Change Rates were entered beforehand, rate of the selected foreign currency type at the relevant date is automatically displayed on the F. Currency Rate field. If required, a different foreign currency type can be entered. If the foreign currency rate of the present date was not processed, the latest entry is displayed automatically on this field.
Numbers of the rate tables defined in relation to the accommodations of the guests or the organisations are entered into the Rate Table field. In order to list the Agent Room Rate Tables defined in this field, select the relevant rate tables from the list displayed by clicking on the List button. If the required rate table is not in the list, new rate table is opened by clicking on the Card button. 

NOTE: If the rate table number is not determined, price is calculated on the basis of the agent room rate, if there is

In the Rate Type field, it is determined whether the accommodating guest will be affected from the rate changes during his/her accommodation by selecting one of the “Fixed” or “Variable” options.
When the “Fixed” option is selected, boarding rate will not be changed during the accommodation
When the “Variable” option is selected, price will be affected from the rate changes during the accommodation.

Now, let’s analyse the properties of fixed and variable options with an example: Let’s assume that room rate for FIRCHO Tourism is defined.  

Its validity is between 01/07/2000 - 30/07/2000. And the prices are as follows:
01/07/2000*15/07/2000 => 60 USD15/07/2000*31/07/2000 => 90 USD.

If the fixed option is selected, room rate that was valid at the arrival of the guest to the hotel will be valid until the guest’s departure. Let’s assume that the guest arrived the hotel on the 1st of July 2000. Even if he / she will stay until the 31st of July 2000, he / she will be charged from 60 USD per night as in the example. If the variable option is selected, the program will calculate the price according to the room rate at the arrival date until a new room rate is defined. By that date, the new room rate will be valid and the price will be calculated according to the new rate. To clarify with an example, let’s assume that a guest arrived the hotel on the 13th of July 2000. According to the room rates given above for FIRCHO Tourism, he/she will be charged 60 USD per night for the 13th and 14th of July 2000, and 90 USD per night by the 15th of July 2000

This function becomes active by determining whether the foreign currency rate as fixed or variable, room rate type as variable and defining the room rate in the determined foreign currency in the F. Currency Type field. It is defined from the list whether the F. Currency Type is fixed or variable.
When it is selected as “fixed”, the room rate will not be affected from the rate changes during the accommodation.
When it is selected as “variable”, the rate changes will affect the price. In order to do this, foreign currency rates should be processed daily.
Discount that was defined in the agent card is entered into the first box of the Discounts field, while the discount rate that will be applied on this discount is entered into the second. Codes defined in the SentezDeLux Program / Packages List is entered into the Packages field. If the defined packages were entered into the Booking and Check – In card, they are processed into the account automatically after the night audit.
In order to save the defined Individual Booking Card, press the F5 key or click the Save button; to print the Booking Document, click on the Print button; and to cancel press the F6 key or click the Delete button after displaying the relevant card on the screen.

Individual Booking Card General Info Window


Figure 3 Individual Booking Card / General Info

Explanation about the booking is entered into the Explanation field and is used for information purposes.
In order to follow the nationality of the arriving persons, select the nationality from the list in the Nationality field. It is possible to add new nationalities or omit from the existing ones in this field. You should pass to the Nationality Cards section in the Cards module for this operation. After determining the required nationality code in this field, it is saved. Nationality Card that was opened after this operation is reflected to the required fields. Market field is used to determine the arrival purpose of the guests to the hotel. By means of this field in the Market cards, it can be determined who has arrived for business, for tourism, for journey and for any other purpose. The determined info for the required date and period can be analysed easily from the Statistics menu of the Reports section, and from the Market Statistics menu, which is a sub-menu of the Statistics. Market Cards are opened from the Market Cards section of the Cards module. After entering the required information into the Market explanation section in this field, it should be saved in order to add into the program. Information that can be changed optionally such as the reason for arrival is entered into the Source field.
Entered records can be found quickly in the filter section by means of the information entered into the Special Code-1-2-3 fields. For example, if a group that is accepted to the hotel, is recorded to the special code field with an own group name, finding that group by entering the group name determined in the special code field in any filter will help to save time. Date of the Booking operation is displayed on the Booking field. Date, when the booking was sent to the hotel, is transferred into the Sent field. F5 key is pressed or Save button is clicked to save.

Group Booking
Group Booking Card is opened for the guests arriving as a group by means of an agent.


Figure 4 Group Booking Card

By means of the Agent field, agent concerning the group is selected and agent default is appointed. If the Agent button is not marked, the program will not allow to make any selection about the agent.
Name and surname of the guest, who made the booking, is entered into the Name field. In order to enter the name of the guest, either press the F7 key or click on the List button. Guest Card Filter is displayed. Guest List is displayed after the filtering operation. Guest name is selected here and transferred into the Name field in the Group Booking Card section. If the Guest Card was not defined beforehand, press on the F4 key or click on the Card button to open a new Guest Card. Alternatively, you can enter the name and surname of the new guest into the Name field and press ENTER. A question is displayed on the screen as “Name could not be found. Create new Card?” If the answer to this question is “YES”, the Guest Card is opened. All information is entered into the Guest Card and saved. This information that was entered during the booking, is transferred into the Check-In Card after the Check–In operation.

NOTE: If group bookings in your hotel need to be processed quickly, enter the SentezDelux Setup Program / Front Office Parameters and select “Yes” in the Fast Booking field. Thus, Group Booking screen is displayed different at the opening. Number of the rooms on the basis of how many persons will accommodate in a room such as 1 Person, 2 Person, 3 Person etc. according to each room type (for example, according to the Triple Bed Room type) is determined in the Fast Booking field. Details can be processed later.


Figure 5 Fast Group Booking Card

F5 key is pressed or Insert button is clicked to save.

Group Booking Card Accommodation Window


Figure 6 Group Booking Card / Accommodation

Operation date and hour is displayed automatically on the Arrival Date field. Date calculated by subtracting the Cancel Deadline period from the Arrival Date is displayed automatically on the Cut Off field and cannot be changed. Required notice about the certainty of the booking should be given to the hotel authorities until the Cut Off date by the Customer or Agent.
Number of days that the guest will accommodate is entered into the Overnight field. Number of the days entered into this field affects the departure date automatically. Departure date of the guest is automatically displayed on the Departure Date field according to the number of days entered into the Overnight field. If required, departure date can be written without entering the number of overnights. This time, number of overnights are calculated and transferred to the Overnight field by the program automatically.
Numbers of guests in three categories as Adult, Child and Infant are entered into the Guest No field.

Group Booking Card Financial Info Window


Figure 7 Group Booking Card / Financial Info

Boarding type of the booking is selected from the list in the Boarding Type field by clicking on the select button. (B&B, FB, HB, etc.) Boarding types are parametric and depending on your hotel, they can be defined from the SentezDelux Setup Program / Front Office Parameters section.
If there is an Account Card of the guest or organisation subject to booking defined beforehand, relevant account is selected among the Account Card List displayed on the screen by clicking on the List button in the Main Account field. If there is not an account like that and it should be opened at that moment, instead of exiting from the Card, click on the Card button on the field to open the account.
If there is an extra Account Card of the guest or organisation subject to booking defined beforehand, relevant account can be selected from the account card list displayed by clicking on the List button in the Extra Account field. Otherwise, Card button is clicked to open a new Extra Account Card.
NOTE: In case that Main Account and Extras Account are not opened, these accounts are opened automatically by the program during the check-in. Opening of the accounts automatically is healthier for the program.
Foreign currency type concerning the booking price is selected by clicking on the select button in the F .Currency Type field. Since the information that will be displayed on the screen is parametric, required foreign currency types can be added to the program.
If the Change Rates were entered on a daily basis, rate of the selected foreign currency type at the relevant date is automatically displayed on the F. Currency Rate field. If required, a different foreign currency type can be entered. If the foreign currency rate of the present date was not processed, the latest entry is displayed automatically on this field. Number of the booked rooms that are free of charge is determined by means of the rate entered into the Free Rate field.
Numbers of the rate tables defined in relation to the accommodations of the guests or organisations are entered into the Rate Table field. In order to list the Agent Room Rate Tables defined in this field, select from the list displayed by clicking on the List button. If the required rate table is not in the list, a new rate table is opened by clicking on the Card button.
NOTE: If the rate table number is not determined, price is calculated on the basis of the agent room rate, if there is.
In the Rate Type field, it is determined whether the accommodating guest will be affected from the rate changes during his/her accommodation or not by selecting one of the “Fixed” or “Variable” options.
When the “Fixed” option is selected, boarding rate will not be changed during the accommodation.

Now, let’s analyse the properties of fixed and variable options with an example Let’s assume that room rate for FIRCHO Tourism is defined.

Its validity is between 01/07/2000 - 30/07/2000

And the prices are as follows:
01/07/2000*15/07/2000 => 60 USD
15/07/2000*31/07/2000 => 90 USD.

If the fixed option is selected, room rate that was valid at the arrival of the guest to the hotel will be valid until the guest’s departure. Let’s assume that the guest arrived the hotel on the 1st of July 2000. Even if he / she will stay until the 31st of July 2000, he / she will be charged from 60 USD per night.
If the variable option is selected, the program will calculate the price according to the room rate at the arrival date until a new room rate is defined. By that date, the new room rate will be valid and the price will be calculated according to the new rate. To clarify with an example, let’s assume that a guest arrived the hotel on the 13th of July 2000. According to the room rates given above for FIRCHO Tourism, he/she will be charged 60 USD per night for the 13th and 14th of July 2000, and 90 USD per night by the 15th of July 2000.

It is selected from the list whether the foreign currency type is fixed or variable in the F. Currency Type field.
When the option is selected as “fixed”, the room rate will not be affected from the rate changes during the accommodation.
When it is selected as “variable”, the room rate will be affected. In order to do this, foreign currency rates should be processed on daily basis.
Discount that was defined in the agent card is entered into the first box of the Discounts field, while the discount rate that will be applied on this discount is entered into the second. Codes of the revenues defined in the SentezDeLux Program / Packages List section is entered into the Packages field. If the defined packages were entered into the Booking and Check – In card, they are processed into the account automatically after the night audit. Payment explanation about the booking is entered into the Payment Explanation field. Thus, the payment explanation concerning the person can be followed.

Group Booking Card Booking Window


Figure 8 Group Booking Card / Booking

Booking type is selected among the list in the Booking Type field. (Definite, Tentative, Waiting List, Delete, Turnaway)
When the booking type is selected as Tentative, date and hour acknowledged for the option is entered into the Option Date / Hour section at the “Option Information” field. Required explanation concerning the defined option is entered into the Option Explanation field.
If the booking is not selected as Tentative, the program will not allow any information entry to this field.
When the booking type is selected as “Cancellation”, reason of the cancellation is entered into the “Cancellation Explanation” field. If the booking is not selected as Cancellation, the program will not allow any information entry to this field.
NOTE: When the recorded booking is to be cancelled, select it from the Booking List first. Then, take the booking to the Booking Card screen and select the Delete option before saving the operation. By this token, it is possible to see the Cancelled bookings for the required date.
If the Delete button beside the Record button is clicked, and the displayed question as “Are you sure to delete?” is answered as “Yes”, the booking will be deleted from the program entirely and it will not be possible to access to this record again.

Group Booking Card General Info Window 


Figure 9 Group Booking Card / General Info

Booking Card being searched in the Booking List section can be found by means of the code entered into the Group Code field. It will be sufficient to enter the Group Code on the list. In this way, bookings concerning this group code are displayed easily.
General requests or properties concerning the person are entered into the Explanation field.
In the Nationality field choose the nationality of the guest from the list.
If there is, market information is selected from the list in the Market field.
The way that the customer had learned and reached the hotel is entered into the Source field as info. (Recommendation, advertisement etc.)
Special codes in relation to the Booking card can be defined in the Special Codes field. Whether external quota concerning the agent will be accepted is determined in the External Quota field.
Validation date interval of the bookings that will be checked in and will be valid for the action can be found in the Booking Date field.
Date, when the booking was sent to the hotel, is found in the Sent Date field.

Booking List
List of bookings entered from the Booking Card field is displayed in this section. Booking Filter is displayed initially when the Booking List is selected. Filters are displayed before each listing and reporting operations. Purpose of these filters is to have full and easy access to the required information. During the use of filters, use the left side as the starting point and the right side as the finishing point.
To clarify this with an example, if OGER is entered into both sides in the "Agent Code" field, bookings only made by the agent with the code OGER are displayed on the screen..


Figure 10 Booking List

Number of the booking in question is entered into the Booking field.
Agent code concerning the person or group is displayed in the Agent field.
Name of the person is displayed in the Guest Name field.
Arrival date concerning the booking of the guest is displayed in the Arrival Date field. Departure date concerning the booking of the guest is displayed in the Departure Date field.
Number of the rooms that were booked is displayed in the Room field.
Pax concerning the booking is displayed in the Pax field.
Required selections can be made from the displayed menu in the Booking List by either right clicking with the mouse or clicking the Detail button.


Figure 11 Booking List

Rooms concerning the booking are displayed by either selecting the Room List or pressing on the F2 key. If there are any allocations, they are reflected on the screen.


Figure 12 Booking Room List

Booking Form can be displayed by using either the Booking Form or the SHIFT+F2 keys. Agent Invoice can be sent to the screen or the printer by either selecting the Agent Invoice or using the SHIFT+F3 keys.
Booking Form concerning the Booking can be displayed on the screen by either selecting the Booking Form from the displayed menu or using the F4 key.
All rooms concerning the booking card in question is Checked - In by either selecting the Check - In option or pressing on the SHIFT+F4 keys. Alternatively, and if necessary, one by one check - in method from the booking room list can also be used.
Main Account Info concerning the person can be displayed on either clicking on the Main Account Info or pressing on the F6 key.
Extras Account Info concerning the person can be displayed by either clicking on the Extras Account Info or pressing on the SHIFT+F6 keys.
Extras Account Balance concerning the rooms can be displayed by selecting the Extras Account Balance.
Slips concerning the booking is possible to print with the Booking Slip Print select.
If Select Booking is clicked on and required bookings are selected, agents can be provided with agent invoices. After the selection, right click on the Agent Invoice (SHIFT + F3) so that invoice output can be taken on one of the options such as Screen, Printer etc. to be selected.
By either clicking on the Select All (CTRL+S) option or using the CTRL+A key combination, all invoices can be selected practically. Then, Agent Invoice (Shift + F3) output can be taken.
If the Default Screen Values option is selected, changes on the booking list are cancelled and the screen returns to its original values. (SHIFT+F10)

Realize Room Allocation
İlgili olan rezervasyon, rezervasyon listesi üzerinde bulunduktan sonra mouse' ile sağ tıklama yapılarak yada Detay düğmesina basılarak Oda Listesi seçeneği seçilir. Açılan pencerede blokaj yapılacak olan oda bulunur. Üzerinde tekrar mouse ile sağ taraf tıklanır ve Boş odalar penceresinin açılması sağlanır. Boş odalar penceresi rezervasyon yapılan tarihte mevcut olan satılabilir odaları listeler. Blokaj yapılacak olan oda iki kere tıklanarak seçim yapılır ve oda blokajı gerçekleştirilir. Böylece odanın bir müşteri tarafından rezerve edilmiş olduğu belirtilir.

Remove Room Allocation
In order to remove the allocation of a room, Remove Room Allocation option is selected among the list displayed by either right clicking on the Room List field or clicking on the Detail button. Thus, the room becomes vacant in status.

Change and Cancel Booking
Display the booking list. Room List (F2) is selected among the list displayed by either right clicking on the Booking List or clicking on the Detail button. Booking Room List is displayed on the screen.
When you are on the Booking Room List, stop on the room, on which operation is necessary. Room Info (F4) is selected by either right clicking with the mouse or clicking on the Detail button. Booking Room Card is displayed on the screen.


Figure 13 Booking Room Card

If Changes are required on the Booking Room Card, changes are made on the required fields and new records are saved by either the Record button or the F5 key.If the Booking Room Card will be deleted permanently, either click the (-) Delete button or press the F6 key. If Check – In operation was already done, booking card cannot be deleted. A warning message is displayed such as “Please cancel Check-In operation, prior to delete the record.” In addition, Undo Check – In operation can only be made on the operation date. Check – In operation cannot be undone, if the operation date is passed.If the booking is required to appear as cancelled instead of deleting it permanently, “Cancel” option in the Booking Type field is selected. 

Check – In with Booking 
Booking list is opened. At the operation date and on the record to be checked – in, Check - In (Shift + F4) option is selected among the list displayed by either right clicking on the field or clicking on the Detail button.


Figure 14 Booking List / Check - In

The question “Start Check – In?” is displayed on the screen. If the answer to this question is “Yes”, Check – In operation starts. If “No” is selected, List screen is displayed again.Following questions are displayed on the screen in turn in order: “Create only ONE MAIN account card for all rooms?”; “Create Extras Account Card?”; “Create only ONE EXTRAS account card for all rooms?”. These questions are answered as “Yes” or “No” according to the Check – In card to be opened. Check – In Card is opened as a result of the answers. On the Check – In Card, the first question to be answered is as follows: “Generate automatic room number?” If the answer is “Yes”, Room Numbers are appointed by the program automatically. In order to approve the room numbers displayed, answer “Yes” to the next question, which is “Confirm Room No?”.
If the automatic appointment of the room numbers is not preferred, room numbers can be selected among the Vacant Room List displayed by clicking on the List button.
In the operation date field concerning the guest being checked – in, Check – In operation can be cancelled by selecting Check – In Undo option on the Booking List screen and bringing the room to vacant status.