You are working at the front desk and receive a message from a colleague to add some extras to a specific group reservation as the booker of the group emailed with an additional request; The booker wants to have extra beds added in all reservations attached to the group. Extras are additional services or tangible items that can be added to a reservation. Extras can have a price attached, or can be used as an inventoried item, or even to record a service or item for reporting purposes. They are customizable per property.
Prerequisites
An article needs to be created before creating the extra item.
To create the extra, follow this path: Settings > Financial > Extras
To add extras to a group reservation
- From the home page, do one of the following to open the seek page:
Press SHIFT+CTRL+R on your keyboard.
Click the Reservations menu in your top bar and select Group Reservations.
-
Complete the search fields on this page as needed.
Seek details Folio number Optionally, enter the unique number of the group reservation.
Group Name
Optionally, enter the group name of the reservation.
Booker
Optionally, enter the booker's name for the group reservation.
Company
Optionally, enter the name of the company.
Company contact
Optionally, enter the name of the company contact person.
Event type
Optionally, enter the event type of the reservation.
Travel agent
Optionally, enter the name of the agency.
Travel agent contact
Optionally, enter the name of the agency contact person.
Arrival date Optionally, enter the arrival date of the group.
Depart date
Optionally, enter the departure date of the group.
Option date
Optionally, enter the option date of the group.
Block status
Optionally, select the group status from the drop-down list.
-
Click Confirm (
). The Browse group reservations page displays. - Do one of the following to display the group reservation.
Select the appropriate reservation and click Confirm (
)Double-click the appropriate reservation.
-
To display the extras page, select the More tab in the group reservation and click the ellipsis
in the Extras field. -
Click the Create new (
) icon to add an extra to the group reservation. -
Modify the fields as appropriate. An asterisk (*) indicates a mandatory field.
Extra details Start date
Select a start date only if the extra is charged between a selected date range.
If left bank, the extra is charged for the entire stay of the reservation.
End date
Select an end date only if the extra is charged between a selected date range.
If left blank, the extra is charged for the entire stay.
* Extra
Select the extra from the drop-down list.
Sys created
This field is automatically filled with the name of the system that adds the extra in the reservation.
Description
Optionally, enter the description of the extra.
Fills automatically when the extra has a description included in the extra setup.
Quantity
Optionally, enter the quantity of the extra that is needed in the reservation.
Fills automatically when the extra has a specific quantity included in the extra setup.
Price
Optionally, enter the price of the extra.
Fills automatically when the extra has a specific price included in the extra setup.
Confirm
Optionally, select the check box if the extra should be displayed on the confirmation letter.
Extra number
Optionally, add a specific extra number.
-
Click Confirm (
) to complete adding your extra in the group.Make sure you save the group reservation after adding the extra.
The update feature let you upload the added or changed extra also to all individual reservations attached to the group. -
Click the Update (
) icon in the group to display the update individual reservations page. -
Click the Group tab, select the Extra check box, and then select Confirm (
).A process bar displays to update all individual reservations attached to the group. Once complete, each individual reservation attached to the group automatically have the Extra accounted for.
Delete extras from a group reservation
Add a charge routing to a group