. ACTION value LOOKUP & UPDATE
..LOOKUPs can be 'filtered' - filter fields are indicated on screen with • symbol. If set, filter values
will be used to limit the results found. For example, if no ARRIVAL & no DEPARTURE MONTH are selected, only
the YEAR(s) form a range for selection. Specifying only ARRIVAL date starts selection there; only DEPART selects
only prior to DEPART date. Using both forms a From/To date selection range.
..LOOKUPs are 'fuzzy' - For example, LOOKUP with any part of LastName will even find db record(s) entered 'FistName LastName'
..UPDATEs insert new records or just change the values of existing records based on absence or presence of REC# & /or RES#
[no edits prevent the creation of duplicace records, by blanking REC#/RES# fields - let them be filled-in by LOOKUPs.
Tell the webmaster if you need to have record(s) physically deleted from database]
AFTER updating the database, a reLOOKUP is performed to allow you to visually verify all went well.
Pay attention to aqua colored messages as they may indicate an error that stopped the update from happening.
. PersonType allows manager to identify 'regular' clients until we build sufficient history to do otherwise.
..Note PersonType OWNER and OWNER'S GUEST will NOT produce an INVOICE...just call GUEST if will pay.
..PersonType NEVERMORE will block any further rentals to someone [death or a remind not to rent to some problem tenant again].
..PersonType is copied from PERSON to RESERVATION file to freeze value used at time of each rental.
..PersonType value from RES file displays when viewing reservation record (otherwise REC-person file value displays).
. REServation file database fields begin on EXTRA GUESTS line and are associated (linked) to the PERSON file fields precedeing.
..EXTRA GUESTS field is left blank unless over 2 or 6 guests over age of 5 are to occupy the unit...we charge $8/day per EXTRA
..COMMENT is displayed from RESERVATION if there is one, otherwise it displays from the PERSON file.
..ClrRES button clears all REServation fields on the form, but leaved the person (REC) fields unchanged.
.Press $ anytime UNIT#,Arrival & Departure Date are filled-in to view derived RATE, DEPOSIT, & DUE information.
(note the code like v07, wo8 etc tells you rate schedule used (v of value, w for winter, s for summer and year).
It only handles rentals that span 2 months, but can cross seasons and be of any duration. When anything is pro-rated,
the full rate used is shown and /7 /14. /28, /30, or /31 to indicate the divisor used during proration, The actual formula
is not shown, just the result after a => symbol. When 2 seasons, or 2 months are involved, two lines => are shown before
showing gross, tax, total & net. If you enter a deposit, it is used, otherwise it calculates 25% of gross.
Everything is rounded to whole dollars [for now]. Intent is to make preparation of paper invoice easier.
Although the $ output displays in the text area, it is not saved anywhere unless you do an UPDATE while it is displayed.
Any text already in the box before you press $ is preserved below the $'s output.
All the routine needs to work is Unit#, Arrival & Departure dates (deposit amount optional as mentioned), so
it is really independent of reservation entry if you choose to use it that way.
. All ERROR messages, messages to CONFIRM actions taken, or prompts for actions NEEDED will display at the bottom of screen:
. EDIT RULES resulting in ERROR &/or PROMPT message(s) INCLUDE THE FOLLOWING:
..ACTION is always required. STATUS is required to generate EMAIL but not for REPORTS and when used is subject to following:
..UPDATE is BLOCKED if it would result in a CONFLICT with a previously entered record for same UNIT if DATEs overlap on the CALENDAR
Includes HOLD entries for regular guest's perogative decision to "rebook same unit, same date or week(s) the next year"
..UPDATE normally creates PERSON and/or RESERVATION file records, but you may check NO RESERVATION checkbox to create
a PERSON record not ever to have a RESERVATION record. Optionally assign the freeform GPF (Generalized Person Filter) to
classify/retrieve such PERSON records for trades, unit#, etc.]
..STATUS values DEPOSIT PAID requires Arrival/Departure Dates & Deposit fields.
..STATUS values FULLY PAID & PARTIALLY PAID requires Arrival/Departure Dates & Payment fields.
..STATUS value HOLD - Depending of GuestType, can give rise to two scenarios:
(1) Guesttype OWNER or OWNERSGUEST will display status OWNER HOLD and and will reset any STATUS value entered to HOLD
PromiseExpiration, DEPOSIT & PAYMENT information need NOT be entered for status HOLD.
(2) Otherwise, Hold Expiration Date must be entered in the DEPOSIT DATE field, overlay when DEPOSIT is received.
..ACTION value CONFIRMATION EMAIL requires STATUS value DEPOSIT PAID or FULL PAYMENT.
..ACTION value HOLD EMAIL requires STATUS value HOLD [Financial verbage appearing when TENATIVE HOLD, is suppressed when OWNER HOLD].
..ACTION value CANCELLATION EMAIL requires STATUS value CANCELLED
..ACTION value Generate INVOICE requires STATUS value DEPOSIT PAID or INVOICE FULLY PAID.
..ACTION value DEPARTURE LOG is intended to assist in preparation of reports to Hugh Accounting [$'s & Days Rented by Unit]
..ACTION value Generate LOG &/or CONTACT reports do not require or use Arrival and Departure Dates.
. Valid Unit number & PersonType are Required when entering a reservation
. Enter in HOW PAID field: ck###, v#### (for visa),m### (mastercard),d#### (discover) [where #### represents last4 numbers of card]
[tempting but important not to keep the full charge card number on web...OK to enter cc confirmation number etc. if useful to us]
. RENTAL LOG reservation report selects ALL reservations, filtered by Status, Unit#, HOLDs, Arrival & Departure Date screen described above.
Type NEVERMORE are excluded from all but LOG reports.
. GUEST LIST and HOUSEKEEPER reports select 'active' (STATUS) reservations, filters based on Arrive/Depart screen values.
. CONTACT LIST REPORT only reports on (filtered) People records.
. DEPARTURES LOG - for Business Manager Dollar Receipt reconciliation - one month at a time - Arvl Mo & Yr contols Pymt Mo selected
. MONTHLY JOURNAL - Matches EXCEL Journal Wendy Prepares for Accounting Firm & Owner Statement preparation - serves as a "double check"
. DEPOSITS LOG - Traces Deposits from origination to disbursement or return including multiple "on-account" & "on-hold" and "carry-fwd"
. HOUSEKEEPER PLANNING report filters based on Arrive/Depart screen values & action can be accessed by Housekeeps using their own userId
and password [as well as manager and webmaster].
. DIAGNOSTIC - not in use
. CALENDAR RECONCILIATION - reports on only one month at a time - filter by unit is optional.
Plans
Begin using EMAIL features - perhaps one at a time - RESERVATION CONFIRMATION, TENATIVE HOLD (w/expiration), CANCELLATION
Begin using reports for INVOICE PREPARATION
Ideas To Consider for the Future
. Potential in the future to use Contact List being created as a byproduct of reservation entry for email or std.mail advertising.
. Display ajax calculated [vs manually entered] AMOUNTs on EMAILS&INVOICE after Maureen is comfortable with their [$ displayed] accuracy.
. If need ever arises:
.. Make RESERVATION form update db for retrieval on this screen to avoid re-entry effort? Include res# in response email?
Background
4/5/07 conversation with Dick Eberhart who wanted to react to a guest's suggestion that a timely Reservation Confirmation
(email) be provided to confirm payment, dates reserved, terms including Red Tide and Hurricane cancellation policies, etc etc.
I responded that it would give us needed information about who our regulars were and rental patterns as well. I wanted to
defer work toward that end until researched possible purchase of a quickbooks add-on (pms) that possibly includes such
functionality, but promised to 'carry the ball' if we did not purchase such functionality.