Pick up reservation via rate query

The pick up in a group reservation identifies the number of rooms picked up for that room/rate type combination in the group block. There are several ways to pick up a reservation for a group block. For example, when a new individual reservation is created via the rate query and linked to the group.

Prerequisites

The group and group blocks modules must be activated in the PMS. To activate, follow this path: Settings > Options > Modules > Groups > Group blocks.

To pick up a reservation from the rate query

  1. From the home page, do one of the following to open the rate query page:

    • Press CTRL+S on your keyboard.

    • Click Reservations in the top bar and select Rate Query.

    • Click the Rate Query icon () from the front desk navigation menu.

  2. Complete the search fields on this page as needed. All fields are optional.

    Rate query details
    Arrival date

    Select the guest's check-in date.

    This field defaults to today's date.
    When the reservation needs linked to a specific group, make sure the arrival date matches with the start date of the group.

    Nights

    Enter the intended number of nights.

    Departure

    This field is automatically filled based on the number of nights requested.

    Meal plan

    Select the meal plan for the reservation.

    Meal plans are used to create different types of meals that can be quickly added to the room rate.
    They can be set up in Settings > Options > Front desk.

    Room type group

    Select the room type group to include in the search.

    If the room type group field is left empty, all room types are displayed.
    By default, the room type group filter is empty.

    Rooms

    Enter the number of rooms requested.

    Adult/Child/Baby

    Enter the number of guests per room.

    Guest

    Enter the guest name to the reservation.

    To search for the guest profile, enter the guest last name and press the tab key on your keyboard.
    The Browse guests/bookers page displays. You can check if the guest profile already exists or create a new guest profile.

    Company

    Enter the company name for the reservation.

    To search for the company profile, enter the first few letters of the company name and press the tab key on your keyboard.
    The Browse company page displays. You can check if the company profile already exists or create a new profile.

    Travel agent

    Enter the travel agency name for the reservation.

    To search for the agent profile, enter the first few letters of the agency name and press the tab key on your keyboard.
    The Browse agency page displays. You can check if the agent profile already exists or create a new profile.

    Group block

    If the reservation is part of a group block, attach the group block to the reservation via the drop-down list.

    The group block module can be set up in: Settings > Options > Modules > Groups > Group block.

    First day rate

    If selected, the field displays the rate for the first night in the results window.

    Full stay rate

    If selected, the field displays the total of the entire stay in the results window.

    Average rate

    If selected, the field displays the average rate for the stay in the results window.
  3. Check if the Group Block field is entered, then click the Query for rates icon () to view the available rooms, rates, and prices for the selected period. The search results display.

  4. To open the reservation page, select the room/group rate combination you want for the reservation, and then select the New reservation icon () in that field.

  5. Complete the fields on this page as appropriate. An asterisk (*) indicates a mandatory field.

    Reservation details
    * Arrival

    This is the guest's check-in date.

    This information is copied over from the rate query page.

    Time

    Enter the time of arrival and departure of the guest, if known.

    If the system is linked to a key card interface, these times are also sent to the key card system.

    Nights

    This is the number of nights that the guest intends to stay at the property.

    This information is copied over from the rate query page.
    * Departure

    Enter the departure date of the reservation.

    The departure date automatically changes to the correct date when the amount of nights is entered above.

    * Name

    This is the guest's last and first name. This information is copied over from the rate query page.

    To search for the guest profile, enter the guest's last name and press the tab key on your keyboard.
    The Browse guests/bookers page displays. You can check if the guest profile already exists or create a new guest profile.
    If the small check box to the left of the guest name is selected, no guest profile is created. In this case, the guest profile icon () is unavailable, which means that the guest name does not have its own guest profile. In fact, a guest can request to have no profile created in the system.

    Booker tab

    Optionally, enter the booker's name to the reservation.

    To search for the guest/booker profile, enter the booker's last name and press the tab key on your keyboard.
    The Browse guests/bookers page displays. You can check if the booker profile already exists or create a new booker profile.

    Guest list

    Use this icon () to access the guest list.

    The guest list is used for adding multiple guests in the reservation.

    Company

    Enter the company associated to the reservation, if applicable.

    Adding a company name is similar to adding a guest name. Click the company profile icon () to adjust the fields as necessary.

    Department

    Enter the company department associated to the reservation, if applicable

    Click the ellipsis to search for an existing department.

    Contact

    Enter the company contact associated to the reservation, if applicable.

    Click the ellipsis to search for an existing contact.

    Agent

    Enter the travel agency associated to the reservation, if applicable.

    Adding a travel agency name is similar to adding a guest name. Click the agent profile icon () to adjust the fields as necessary.

    Department

    Enter the agency department associated to the reservation, if applicable.

    Click the ellipsis to search for an existing department.

    Contact

    Enter the agency contact person to the reservation, if applicable.

    Click the ellipsis to search for an existing contact.

    Commission

    Enter the commission plan for the reservation, if applicable.

    If a default commission plan is linked to the agent profile, it is automatically filled.
    This field is available to use with the commission and accounts payable module.

    * Number

    This is the amount of rooms you want to reserve.

    This information is copied from the rate query page.

    * Room type

    Click the down arrow to select a room type.

    This information is copied from the rate query page.

    Adult

    Enter the number of guests (adults) for the reservation.

    This information is copied from the rate query page.
    Child

    Enter the number of children for the reservation.

    This information is copied from the rate query page.

    Baby

    Enter the number of babies for the reservation.

    The baby field is optional.
    This option can be set up in Settings > Options > Front desk.

    Up/downsell

    Use this field to upsell or downsell a room. The price reflects the room type that is selected.

    The up/downsell field is optional.
    This option can be set up in Settings > Options > Front desk.

    * Rate type

    This is the rate plan associated to the reservation.

    This information is copied from the rate query page.
    When a rate type is added that does not correspond to the selected room type, the system displays a warning.
    Click the daily rates icon () to view your daily pricing.

    Meal plan

    Select the meal plan for the reservation.

    Meal plans are used to create different types of meals that can be quickly added to the room rate.
    This setting can be enabled in Settings > Options > Front desk. Additional setup is required.

    Package

    Select the starting date of the package concerned.

    A package can be added to the reservation.
    This option can be set up in Settings > Options > Front desk.
    Additional setup is required.

    Discount

    Enter the discount related to a relation profile.

    Rates can be set up to automatically apply a discount to a specific relation.
    This option can be set up in Settings > Options > Modules.
    Additional setup is required.

    Room feature

    Enter the room features for the reservation.

    Room

    Assign a room number to the reservation.

    Select the Do not move check box if you don't want the reservation to be moved to a different room.

    Preference

    Add any additional information about the guest, as appropriate.

    This is only for informational purposes (for example, flowers in the room).
    The field allows up to 30 characters.

    Allotment

    Enter the travel agent allotment, if applicable.

    If completed, the reservation is taken from the travel agent's/wholesaler's allotment.
    This option can be set up in Settings > Options > Modules.
    Additional setup is required.

    Extras

    Enter an additional request from the guest for the reservation, if applicable (for example, an extra bed).

    You can set up extras in Settings > Financial > Extra.
    Extras are additional services or tangible items that can be added to a reservation.
    You can set up extras in Settings > Financial > Extra.

    * Source

    Enter the source code.

    Source codes are used to help a property define and manage their market segmentation.
    This option can be set up in Settings > Statistics > Source code.

    * Sub-source

    Enter the sub-source code.

    Sub-sources monitor marketing campaigns or how business comes to the property.
    This option can be set up in Settings > Statistics > Sub source code.

    Option date

    Enter the option expiry date.

    If an option date is entered, it displays at the top of the reservation and on the availability screen.

    Payment

    Enter the payment method per folio.

    Guarantee

    Enter the guarantee type.

    A guarantee type is a method to secure a reservation (for example, a credit card authorization or a company guarantee).

    Deadline

    Enter the latest arrival time of the reservation.

    Deadlines are linked to guarantee types.
    A deadline refers to a time restriction or rule placed on a guarantee type.

    Card

    Enter the credit card number. When interfaced with a payment system, you can swipe the card with a payment terminal.

    Up to four credit card numbers can be stored by selecting the corresponding A, B, C, or D sub-folio tab.

    Credit limit

    Enter an amount limit for the card guarantee, if appropriate.

    Deposit 1

    Enter the deposit amount, if applicable.

    Due 1

    Enter the due date of the deposit, if applicable.

    This field is linked to the guarantee method selected above. If deposit rules are set, this field may automatically be filled based on the deposit rules linked to the selected guarantee type.

    Deposit 2

    Enter a second deposit amount, if applicable

    Due 2

    Enter the due date of the second deposit, if applicable.

    This field is linked to the guarantee method selected above. If deposit rules are set, this field may automatically be filled based on the deposit rules linked to the selected guarantee type.

    Memo tab

    The left memo tab contains fields for reservation information and can be edited from the reservation screen itself. Specific guest preferences can be entered, that only apply to the reservation concerned.

    The right memo field is read only and contains profile and group information. Changes to the right memo field can only be done from the linked relation profile and in the linked group reservation.

    Information tab

    Select the type of confirmation letter in the confirmation drop-down list.
    Use the returned check box to specify whether your property received the signed confirmation letter back from the guest, if appropriate.
    Enter extra guest information that is relevant to the F&B outlets (for example, the guest is a vegetarian).

    When the guest profile has a frequent stay number attached, the number displays in the frequent stay field.

    When the reservation is canceled, the cancellation number displays at the top of the reservation and in the information tab field.

    Bill tab

    Select the address to be printed on the bill for each sub-folio. Options are:

    • Guest

    • Company

    • Agent

    • Alternative

    The company and agent can only be selected if a company or agent is linked to the reservation.
    The reference and reference 2 fields allow alphanumeric text.
    This reference number is printed on the invoice and/or the confirmation letter.

    Alternative tab

    Select Alternative if the bill must be sent to an alternative address. The alternative address can be entered on the alternative tab and then selected on the bill tab for each sub-folio.

    Share tab

    If the share module is activated, select the share tab to indicate the room charge split per master/share(s), if needed. The share tab displays four options:

    • 1: Room charge to master.

    • 2: 80% - 20% room charge split master/share.

    • 3: 60% - 40% room charge split master/share.

    • 4: Split room charge equally.

    This option can be enabled in Settings > Options > Modules.

    More tab

    The following interface options can be linked in this field:

    • Pay-TV: This option is used to open, close, or restrict the Pay-TV interface.

    • POS/Phone Credit: This option is used in conjunction with interfaces. When selected, folios have phone and POS credit.

    • POS Detail: This option allows POS details on the folio, if supported by the Point of Sale interface.

    • DID (Dial In Direct): When selected, the guest can receive direct calls from outside the property. This option is available only if the telephone exchange interface supports it.

    • DID #: When selected, the direct dialing number of the telephone exchange is entered, if the guest wishes to use DID. The number depends on the property's telephone exchange/PBX.

    • View Bill: This option is used in conjunction with the Pay-TV interface. If the interface supports this feature, guests can view their bill from their room.

  6. Do one of the following: 

    • Click Save () to complete your changes.

    • Click Cancel () to discard your changes.

  7. When saved, the reservation shows picked up in the group block and the group reservation number displays in the reservation.
Learn more...

Create a new group reservation using the group blocks module

Pick up reservations from the group block

What's next?

How to create a rooming list reservation in a group