Default Table

The Default Table is used to store system options. Click on the following links to see field definitions for the relevant tabs.

To Edit the Default Table:

Click the Edit button on the toolbar (only users with access can edit this table), the edit button on the toolbar becomes impressed to indicate you are in edit mode. Go to the appropriate tab and change the fields as required. Click the Save button on the toolbar to save the changes.

NOTE: Use the TAB key and SHIFT+TAB to move the cursor between fields in the edit area.

Terms and Definitions

System Administration Tab

Principal Principal is the organisation name applied on all documentation headers and email communication. The principal record also provides the web address (URL) for the ‘Visit our website’ link on the main menu, this means that only business units with a web address can be set as the principal. Only business units set up in the Property module are included in this drop down.
Reservations office link The record allocated as the reservation office link will provide the email, telephone, fax and postal address on all documentation used within the system. Only business/properties listed in the property tree with a telephone and email are included in the list.
System administrator A drop-down selection menu that contains a list of all internal users. The selected user will receive any system generated messages (such as system-generated error reports) will be sent. This is also the user referred to as the ‘System administrator’ in any automatically-generated communication.
Users can toggle provisionals Selecting ‘Yes’ here displays an Include Provisionals checkbox on the availability calendar. This setting allows internal and external users to toggle the results on the availability calendar to show rooms available when reservations with a provisional status are excluded or included. This means that availability results displayed on the availability calendar are based on:
  • availability shown=max rooms-(confirmed+provisional) (when Include provisionalsis selected).
  • availability shown=max rooms-confirmed (when Include Provisionals is not selected).
Setting this option to ‘No’ means that the Include Provisionals checkbox is hidden from internal and external users on the availability calendar. Availability results displayed on the availability calendar are then based on availability shown=max rooms-(confirmed+provisional).
Provisional expiry period A numeric value here to set the number of days to be calculated for a provisional expiry date. For example if this field is set to 14, a provisional reservation created on the 31 October will have the provisional expiry date set as 14 November. The provisional expiry date can be edited by users allocated access, users without access will be allocated the provisional expiry date based on this number.
New reservation timeout in minutes (offline) A maximum length of time is allocated from when an user initialises a reservation from the availability calendar and captures the reservation details on Step 2. This field is where the timeout setting is applied to the reservation, where the user exceeds the timeout, the reservation is released and the session expiry prompt is displayed.
New reservation timeout in minutes (web) This option is exactly the same as the offline option except this will effect the web system.
Default phone type This is a list of all phone types available in the Phone Type Code Table. The selected record here will be the default when a new telephone number is created in the telephone directory (on the contact form).
Maximum rooms requested by restricted users This is the maximum number of rooms users (who through access control are restricted from seeing room numbers on the calendar — this means they only see white or red calendar cells) can book per itinerary item. When the user requests more rooms then they are permitted, the overbooking request pop-up will open.

Documentation Tab

Default payment plan This is the payment plan that will be applied to public users and agents (who have not been allocated a payment plan) on Step 3 of the reservation wizard. This is also the default payment plan allocated to a reservation.
Invoice title The name/header to display on the final financial reservation invoice.
Invoice date The date on which revenue is invoiced. This setting will affect financial calculations, for example the Revenue Report. ‘Arrival’ means that the revenue is calculated by the guest arrival, ‘Departure’ means revenue is calculated by the guest departure date.
Proforma title The name/header to display on the proforma invoice.
Proforma note A standard note to appear on all proforma documentation (this note appears directly beneath the itinerary, extra and travel cost summary).

Financials Tab

Exchange rate expiry Similar to the provisional expiry date, this field determines the default expiry on any exchange rates applied to a reservation. The expiry date is calculated from the date the exchange rate is applied.
Rate used when itinerary overlaps different rate periods When a user creates an itinerary item across a rate period, the item is either based on the first rate applied or is split into multiple items (each with a different rate applied).
Default rate type for internal users Internal users can access all rate types. The default rate is the rate type that the availability calendar is initially displayed in.

Public Tab

Show provisionals to public Selecting ‘Yes’ here displays an Include Provisionals checkbox on the availability calendar. This setting allows public users to toggle the results on the availability calendar to show rooms available when reservations with a provisional status are excluded or included. This means that availability results displayed on the availability calendar are based on:
  • availability shown=max rooms-(confirmed+provisional) (when Include provisionals is selected).
  • availability shown=max rooms-confirmed (when Include Provisionals is not selected).
Setting this option to ‘No’ means that the Include Provisionals checkbox is hidden from public users on the availability calendar. Availability results displayed on the availability calendar are then based on availability shown=max rooms-(confirmed+provisional).
Allocate rate type to public users To allocate rate types to a public user, select the rate type from the drop down menu and click the ‘Add’ button to add the rate type to the public rate type list. Once the rate type has been added to the list, it will not be displayed in the drop down menu. To remove a public rate type click the Delete button from the rate type list.