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 Click the Groups to start working with "Groups":

After that from the left will be three buttons: 

1) New group reservation

2) Search (This button follows to search group reservation with any status)

3) Blocks under pickup

To create a New group reservation

To make a new group reservation press the button "New group reservation".  You will see the next screen:

General tab

Main information is filling here



Field
Description
Reservation nameAny name for group identification
Rate is outside of group datesFill it in case of any guest will prolong its stay at the hotel after check out the group (choose the rate that will be used by guest after group check out)
GuaranteePayment guarantee (Cash, Bank transfer, Bank card, etc.)
From date ..... To date ....First date for check in of first guest from group ......  Last date for check out of last guest from group
Room block release dateDate or quantity of days for release unpickable rooms for sale
No blocksLogus does not create blocks and reservations are made from the main quota of the hotel
CommentComment for all group


FieldDescription
CompanyGuest's company
Account receivableChoose company from the list if company pays by Bank transfer
AgentsChoose Travel Agency from the list  if you should pay comission for group. 
Field
Description
Market segment segment of bussines
Source

source of reservation

Trackpurpose of visit at the hotel
Geogeografy of guest (country, region or city)
Open Codeny information neccessary for hotel from Open code setup (purpose of visit, type of advertizing, company legal name, etc.)

You have opportunity to setup any additional fields in any module (entity): 

  • reservation
  • group
  • company's profile
  • guest's profile
  • User

It is necessary to choose of Type:

  • list
  • string
  • flag
  • date
  • date and time
  • fraction
  • money
  • integral number
  • text
  • link

You can make any additional field as mandatory: 

  • required always
  • required after creation
  • not required

Contracts tab

Сontract is a declaration of intent to book a certain quantity of rooms of a particular type for specific dates.

Contracts play the most important role in the early stages in planning of group arrivals while there is a preliminary calculation of the cost and they are also necessary for blocks.

Quantity of contracts is equal to quantity of accommodation variants


Group may contain a lot of contracts. 

A lot of reservations with similar features are combined by one contract.

  1. Quantity of guests (It may be uncertain and in this case Logus is consider that room will be occupied as all main beds)
  2. Arrival and departure date
  3. Rate
  4. Packages
  5. Company
  6. Discount 

You can use contracts to:

  1. To calculate preliminary cost
  2. To make blocks
  3. To make mass reservations and mass batch changes.

Attention

Quantity of contracts is equal to quantity of accommodation variants

Press "Add new" button for new contract. 

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Stay type and terms


FieldDescription
Rooms q-tyRooms quantity
Guests and stayQuantity of quests in one room (adults and children)
Stay periodStay period: night/day/hour and arrival/ departure date. 
AvailabilityRooms type availability  with due regard for Rooms q-ty, Guests q-ty and Stay period

Room types and rates

There are field "Discount" and field "Packages" at the right side. You can add any personal discount from the list and choose package if it is necessary.


Press "Apply" button, then "Save".



You can change contract if you click to or highlight the contract

 - delete the contract.

Then click «Save» button. 


To confirm the contract

It is necessary to press "Confirm" button for turning Contract to Block (change status for Confirm contract). After that necessary quantity of rooms (blocks) will be "frozen" for this Group.

Reservations tab

Opportunity appears to make reservations when Contract became "Confirmed".

Also you can add reservations out of contract.

Reservations are grouped by contracts. Out of contract reservations are separate.
You can add new reservation out of contract if to press "Add reservation" and you can add reservation from contract if to press "Create reservations"

Attention

You should create reservations at the next cases:

  1. to pick up certain rooms (for example, on one floor for all group)
  2. to calculate the exact cost for complicated contracts 
  3. if you have room list with guest's names
  4. if group will arrive soon (for example, 1-2 day before check in)

You can move reservation to other contract

Group has the next statuses:

StatusDescription
DraftIt is used for preliminary calculation. Rooms are still in availability.  You cannot create blocks and reservations.
ConfirmedIt checks rooms availability. You can create blocks and reservations. 
In houseGroup is checked in and in house now.
ClosedWhen the group status changes for "closed" the group balance shouild be a zero and all group blocks will be released. 
CancelledIndividual reservations are cancelled (if they were created), blocks will be released.

Important: Contracts play most important role on NEW (draft) and CONF (confirmed) stages. After creation reservations contracts are meaningless. There is no need to manually maintain compliance with contracts and reservations, the easiest way will be to set the release date of blocks, and then you can work only with individual reservations only. 

For example,  guest decides to change room from double to suite. You can do it throught Reservations, Logus evens reservations to blocks by itself.  

"Room assignment" button allows to pick up the rooms.

Press "Room assignment" button and you will see the next screen:

"Location" field- it is floor or building.

"View" field - Room view.

"Tags" field - Room's tags that important for room assignment.

"Room range" - allows to assign certain rooms.

"Only clean" - only clean rooms at present moment.

"Only free" - only free rooms at present moment.

"Batch change" allows the next:

  • to change reservation status;
  • to add comment for all reservations;
  • to add/delete tags; 
  • to change market information;
  • to change price;
  • to create invoice;
  • to split reservation.

Press "Batch change" button:

Change Booking status - allows to change booking status

Common booking parameters as is:

Add a comment -allows to add comment inselected/ all reservations

Add tags - allows to add tags in selected/ all reservations
Delete tags - allows to delete certain tags in selected/ all reservations
Rate - allows to change rate in selected/ all reservations

Dates - allows to change dates in selected/ all reservations

Market information - allows to change any market information in selected/ all reservations

Change price - allows to change price in selected/ all reservations (setting uniqe group price)
Create invoice - allows to create invoicein selected/ all reservations

Split reseravtion - allows to split  selected reservations

Room Blocks tab

Rooms in blocks are are equal to contracts at the beginning. After room reservation blocks could be not equal to contracts. 

Quantity rooms in blocks can be other then quantity rooms in contracts in next cases only: block expansion and block release.


Attention

It is necessary to press "Confirm" button for turning Contract to Block (change status for Confirm contract). After that necessary quantity of rooms (blocks) will be "frozen" for this Group.    



For example, you have a group with follow contracts: 


And you see the next blocks:




Attention

Quantity of rooms in blocks can be differ from quantity of rooms in contracts in two cases: expansion and release blocks.

Block expansion

Block expansion is adding rooms out of contract. 

Reason of this could be the expansion reservation to out of dates of contract or moving reservaton from one room type to another room type that is absent in contract.

It is necessary to remember that blocks are not released automatic (for example, when accomodation period is reduced or resaervation is cancelled).

You can release blocks to press "Release room blocks" on Room blocks tab or set up release room blocks automatic.  

Services tab

You can add or delete services for group from the list.

For add any new service click to"Add service"and you will see the next screen:

Autotransfer tab

Autotransfer is used for automatically transfer transactions selected by code or type to another Logus card.


There are three variants of using "Autotransfer":
1. To transfer transactions to the "Group reservation" folio.
2. To transfer transactions to "Company payer" sub-folio.
3. To transfer transactions to another reservation.



To add autotransfer click the "Add" button. In the pop-up form, you need to fill in the following fields:

  1. Period of "Autotransfer" (in what dates to transfer)
  2. Transaction variant (what exactly to transfer, choose one):
    • all transactions;
    • transaction code;
    • transaction type.
  3. Transaction receiver:
    • change pocket (used for transferring transactions to another sub-folio in reservation.);
    • related folios (related folios to your reservation: Group reservation, Guest profile or Company profile folios);
    • other folios.
  4. Linked account - choose a related folios to your reservation: Group reservation, Guest profile or Company profile folios.
  5. Sub-folio - folio receiver of a transactions.
  6. Sharing:
    • transfer all (all selected transactions are transfer by the "autotransfer");
    • percentage (transfer percentage of the transaction, the percentage value can be specified in the "Value" field);
    • flat amount (the amount specified in the "Value" field is transferred);
    • flat amount in currency (the amount in currency specified in the "Value" field is transferred).
  7. Value - write the amount to be transfer, when you use "Sharing".
  8. Leave this sum - if you enable the "Leave this sum" switch, then the selected amount of the transaction leave in the original sub-folio, and the remaining amount is transferred by the autotransfer rule. If you disable the "Leave this sum" switch, then the selected amount is transferred by the autotransfer rule.
  9. Transfer limit -  if necessary, write a "Transfer limit" to limit the amount of transaction transfer by the "Autotransfer".





An "Autotransfer" created in a "Group reservation" will be applied to all individual reservation belonging to a group.

"Autotransfer" automatically generated when a "Account receivable" is applied.


Folio tab


For Folio see the next link - Folio's functional



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