A reservation is made up of a number of components, each of these components can be setup and edited at different parts in the reservation process. The list below provides an overview of the reservation components.


Terms and definitions

Reservation Details		Reservation details include information to identify and track a reservation and summary date information. Reservation details include: Reservation name: a name allocated by the user to summarise/identify a reservation. The reservation name can be used in searches or displayed on reports Reservation number: a system generated number allocated to a reservation to identify a reservation for use in searches or display on reports. The reservation number also indicates where the reservation was generated: RS: represents reservations created at the reservation office WA: indicates the web (W), ‘A’ represents the server location – Resrequest server A is the United States server WB: indicates another web server, ‘B’ represents the server location – Resrequest server B is based in South Africa Created (user & date): system stored data indicating the user who created the reservation (either determined by the user login i.e. their first and last name or as ‘direct’ in cases where the public have created the reservation). The date created is also stored on the reservation for statistics· Amended: system stored date indicating the date the latest reservation change was made
Consultant		Consultant refers to the internal user who is allocated (has taken ownership of internal management of the reservation). The consultant field is usually a system generated field and is stored when a reservation is moved from the Incoming Reservation module Allocated date: the date stored by the system indicating when the consultant was allocated to the reservation
Contact details		Contact names are stored on the reservation, contact details are from the contact module Agent: the name of the agent (usually an organisation/company agency) allocated to the reservation. In ‘public’ reservations this field can be set to ‘direct’. The agent usually depicts the commission and the payment for the reservation Contact: the contact person for the reservation (can be the same as the agent) Originator: the name of the agent/contact from where the reservation has originated for statistics Billings: the billing/invoice contact for the reservation (this contact can be the same as the agent/contact person)
Itinerary		Items: multiple itinerary items can be stored on a reservation, each item consists of:         The property/camp within the resort that the item is at Property               The property/camp within the resort that the accommodation item is at Accomm Type               Number of accommodation units for the item Units               Number of adults in each accommodation unit Adult per unit               Number of children in each accommodation unit Child per unit               The item date when the guests will be arriving Arrival date               The item date when the guests will be departing Departure date               The total number of nights the guests will be sleeping at the property/camp in the respective accommodation unit with the specified adult/child capacities Total nights       Cost per item: a cost is calculated per item, based on the rates setup in the rate component and capacity (per person components) Components: rates for accommodation are setup at component level (refer to the rates module on more information on components), these components and item rates can be edited, for example: a discount can be applied for an item or a component of an item
Rate type		The rate type determines the cost of the accommodation, the rate type is selected by the user from the rate types they are allocated. A reservation can be created in one rate type only. A rate type has an associated currency, however the invoice currency can be different to the rate type currency – in this case an exchange rate needs to be applied Currency: the rate type applied to a reservation has a currency linked to it (this is setup on the Rate Type code table) Exchange rate: the reservation is determined in a currency based on the rate type used, however the invoice can be generated in a different currency, in this case there is an exchange rate applied. When an exchange rate is applied an exchange rate expiry date is allocated to the reservation Commission: this is the commission that can be applied to a reservation an agent makes. The commission allocated to an agent is setup on the Agent role. In some cases agents do not receive commission, however they receive a ‘discounted’ rate, this is then calculated by the rate type the agent is allocated
Status		Reservation status indicates what action is to be taken on the reservation and how the reservation affects availability. Status options include: confirmed, provisional, quotation, waitlist and cancelled. Reservations flagged as confirmed or provisional affect the availability calculations on the calendar (quotation, waitlist and cancelled reservations are not included in calculating availability on the reservation calendar). All itinerary items need to be available to make the reservation confirmed or provisional, if one or more items are unavailable, the reservation is waitlisted. To differentiate reservations that have been generated on the internet since the last data transfer, external reservations have the same effect, however they are flagged as Confirm: Req i.e. requested for confirmation If a reservation is set as a provisional reservation, a provisional expiry date is set (this is setup on the default table). Internal users can amend the expiry date, however external users cannot. When the provisional reservation expires, it is no longer included ion calculating availability on the calendar. To assist in managing provisional reservations, wherever a provisional reservation is displayed where the expiry date is past, the status is displayed in red, where the provisional expiry date is due (i.e. the expiry date is today), the status is displayed in orange. In addition, users can produce a list of all provisional reservations due to expire in a certain date range
Notes and general   reservation info		Notes: these are general notes allocated to a reservation that can be displayed on documentation. Any number of notes can be added to a reservation. Notes can also be added from a ‘standard notes’ code table, this means that a standard note is added to the reservation note which can be edited later Internal memo: these are notes that can only be seen by internal users, they are usually notes that should be displayed on an ‘action sheet’ Guest information: guest names and special requests can be added to a reservation · Nationality: the dominant nationality of guests can be allocated to a reservation for statistic reporting
Documentation		Reservation documentation can be generated at any point, documentation can be a Quotation or Proforma invoice, users can select to show or hide information on the documentation, this alleviates reproducing information when an amendment is made to a reservation and an ‘update’ needs to be submitted. Documentation includes a summary of the itinerary, extra services and any notes, exchange rates, banking details or other information
Extra services		Extra services can be added to a reservation, for example: horse riding, wine, flower baskets or flights. Extra services have the following features allocated: Travel: this indicator differentiates if the extra is a standard extra or ‘travel/transfer’ related Travel type: if the extra is a travel service, it has a ‘travel type’ allocate, travel type can be ‘arrival’ or ‘departure’, flagging a travel item like this assists in production of reports Allocated date: this is the date the service is allocated to, this is not a compulsory field Units: the quantity of the specified service extra Cost: the cost allocated to the extra, this cost can be setup (in the Extras code table) in any currency. When the extra is allocated to the reservation, if the currency differs between the extra and the reservation, an exchange/conversion rate must be determined
Communication		Any emails submitted from Resrequest related to the reservation is displayed and can be tracked on the reservation