Reservation Information

In this article, all possible data that can be registered is exhaustively discussed, as far as making a reservation goes. Said data is organized within five different sheets: Accomodation, Guest, Breakdown, Payments and Observations. Not all types of reservations use (or show) all of the sheets:

  • The Blocked booking type only shows the Accomodation tab and also hides the number of adults and the number of children, as this information is not relevant.
  • the Owner booking type shows the Accomodation, Guest, and Observations tabs.
  • The rest of the other types of Booking (Home, Agency, and On-line) show the Accomodation, Guest, Breakdown, Payments, and Observations tabs. 

SAccomodation Sheet

Accomodation Sheet

Below we'll describe the different fields of the Accomodation sheet:

  • Property
    Drop-down list presenting all the active Properties of the Solution.
    Required Field.
  • Booking type
    Drop-down list with the Blocked, Book from Home, and Owner Booking options. If the Blocked option is selected, the drop-down list Status disappears. In the rest of cases, the fields Number of Adults and Number of Children appear, as well as the Guest and Observations sheets.
    Required Field.
  • Status
    Drop-down list with the Cancelled, Erased, Confirmed, Waiting, Entry, Marked for Deletion, Pending Confirmation, and Exit options.
    Required Field. (If visible).
  • Arrival Date
    The Date field is in DD/MM/YYYY format. You can choose this from the drop-down calendar menu. The minimum date is the current date.
    Required Field.
  • Departure Date
    The Date field is in DD/MM/YYYY format. You can choose this from the drop-down calendar menu. Upon completion of the Arrival Date, the Departure Date will automatically be filled-in if a Property has been previously selected according to the minimum nights stay. The minimum date is equal to Arrival Date plus the minimum nights stay. 
    Required Field.
  • Number of Adults
    A numeric field that supports integers with the minimum value of 1. If the Property and Arrival Date fields have been completed, the maximum value will be the Property capacity.
    Required Field (if visible).
  • Number of Children
    A numeric field that supports integers with the minimum value of 0. If the Property and Arrival Date fields have been completed, the maximum value will be the Property capacity.
    Required Field (if visible).

FGuest Sheet

Guest Sheet

If a type of Booking other than the Blocked type has been selected, the Guest Sheet will be displayed and is described as follows: 

  • Guest Search (Find Guest)*
    Autofill field that will search among the guests who have previously stayed with the Solution's Properties, according to the typed characters of the last names. The names will be searched in the database in which the typed characters will be looked for for any coincidence. This coincidence will be searched in any part of the surnames and is not case sensitive. If an element is chosen from the list, the data will be copied to the corresponding fields.
  • Name
    Guest's first name. Required field.
  • Surname
    Guest's last name. Required field.
  • Main Telephone Number
    Numeric field that allows between 9 and 15 digits.
  • Secondary Telephone Number
    Numeric field that allows between 9 and 15 digits.
  • E-mail
    Field text that admits 1 e-mail address which will be validated to insure correct format. Required field.
  • Address
    Guest's current address.
  • Locality
    Guest's current place of residence.
  • Postal Code
    Guest's current postal code of main place of residence.
  • Province
    Guest's current province of main place of residence.
  • Country
    Guest's country of citizenship. Drop-down list with a complete listing of all countries.
If you are creating a Reservation and the Guest 'rings a bell' or you believe you've encountered that name before, use the Find Guest* feature. If he/she has not stayed with any of the Solution's Properties, you will only have wasted a few seconds. In the case the guest has stayed, you will have saved a lot of time. 

FBreakdown Sheet

Breakdown Sheet

Bookings of types other than Owner display the Breakdown Sheet detailing all the concepts that make up the Booking total:  Accomodation Fee, Discounts and Charges, as well as the Reservation Total amount, Paid to Account amount, and the Remaining Payment amount.

When creating the Booking, once all the information has been filled in the Stay Sheet, the BREAKDOWN button will be displayed; when clicking this button, a summary will be generated and displayed of all amounts pertaining to the Booking, and the BREAKDOWN button will be switched to the ADD button. 

You can add, modify, and delete Breakdown items of the House type Bookings.

The changes made to the breakdown sheet are displayed immediately, but will not be saved until the ADD button is clicked (in case of creating a Booking) or SAVE (in the case of modification).

Add Breakdown Items

To add a breakdown item to a Booking, click on the + icon in the Add charges and discounts box, which will drop-down with the following fields:

New Charge or Discount
  • Type
    Drop-down list with the Charge and Discount options. 
    Required field.
  • Concept
    Open field of text upto 255 characters.
    Required field.
  • Value
    Numeric field which allows decimal numbers. The application will determine will determine the sign La aplicación determinará el signo, depending on whether it is a charge or a discount.
    Required field.
  • Apply as
    Drop-down list with the Price and Percentage options.
    Required field.

To save the new item, click the icon; to discard it, click the icon.

The items that are applied as Percentage are calculated as follows: 

  • The Charges are calculated over the total number of Accomodation items.
  • The Discounts are calculated over the total number of Accomodation and Charges items.

The Booking Total and Remaining Payment are calculated automatically.

Modifying Breakdown Items

To modify a breakdown item, directlly click on the item you wish to edit. You can modify:

  • Concept
  • Quantity
  • Percentage (the % column), on the items applied as Percentage 
  • Price, on the items applied as Price.

To accept changes in the edition, you must press Enter. If the ESC key is pressed or if you click outside the item you're editing the changes will be discarded.

Delete Breakdown Items

To delete a Breakdown item, click the icon of the corresponding row. The application will ask for your confirmation in order to perform the action.


FPayment Sheet

Payment Sheet

Bookings of a type other than Owner, will display the Payment sheet, which details the payments made to the account of the total amount Paid to Account of the Breakdown sheet.

You can add payments or refunds, but not modify nor delete.

To add a Booking item, click the + icon in the Add payments or refunds box, which will drop-down displaying the following fields:

New payment or refund
  • Type
    Drop-down list with the Payment and Refund options.
    Required field.
  • Concepto
    Field of free-text upto 255 characters.
    Required field.
  • Value
    Numeric field that allows decimals. The application will determine the sign, whether it be a charge or a discount.
    Required field.
  • Payment method 
    Drop-down list with the Check, Cash, PayPal, Credit Card and Bank Transfer
    Required field.

 To save the new item, click the  icon; to discard it, click .


FObservations Sheet

Todas las Reservas permiten asociar notas, que se listan en la ficha de Observaciones. Dichas notas pueden ser añadidas por cualquier Usuario con permiso para Consultar la Reserva en cuestión, y cada Usuario puede eliminar y modificar sus propias notas.

Observations Sheet

The notes display: date, time, User's full name and text. When hovering the mouse pointer over any notes that the User has created, the  icons will appear, indicating that they can be modified or deleted.

To add a note to a Booking, click the + icon in the Add a note box, which will drop down displaying an area of free text:

Add a note

To save the note, click the  icon; to discard it, click .

To eliminate a note, click the icon on the same header. The note will be deleted immediately.

To modify a note click the    on the same header.The note will be displayed in a free text area, just like when a new note is created. To save changes, press the  icon; to discard them click .