Feedback on: EventPro User Manual - Edit Individual Room InformationCH10_Edit_Individual_Room_InformationChapter 10: Accommodations > Make Reservations with the Reservation Wizard > Edit Individual Room Information /Dear EventPro Documentation Department,
Edit Individual Room Information
After you entered Billing Information in the previous step, you chose whether you wanted to edit individual room information.
1.
If you clicked Yes in the previous dialog box, you will move to the Edit Individual Room Information screen of the wizard. The reserved rooms will be listed in the selection grid.
2.
Double-click on the room you want to edit, or click to highlight the room and click the Edit button.
3.
The Accommodation Room [Edit] window appears, with the words “Awaiting Arrival” across the top.
4.
There are five tabs under which you can enter information: General, OtherCharges, Comments, Accounts and Taxes. You may not have to change any or all fields, depending on whether the defaults apply to the selected rooms.
Under Room Information, you can now access and change the Check In and Check Out dates.
2.
The Location and Group will default to the selections you made earlier in the reservation, but you can select others from the drop-down lists.
3.
If you did not use the Auto Assign Rooms function or want to assign a specific room to this reservation, select a room from the Rooms drop-down lists.
4.
Enter the number of Adults and/or Children in the room.
5.
Check the boxes to indicate if this reservation is Billable and/or Discountable. If you uncheck the Discountable box, you will not be able to enter a discount under Price, below. If you uncheck the Billable box, the room will not appear in an invoice.
6.
If required, choose a Rate Code or type in a Per Night rate. <Auto Rate> will find the average rate for the period of the reservation, i.e. the Total Price ÷ Number of Nights, using the applicable rate codes for which the criteria are met, or in the absence of rate codes, the default price. <Default> will use the default Price you set for the Room Group earlier under Rooms: Creating Room Groups. You can choose from the rates you assigned to this group earlier under Room Group Rates: Assign Room Rates.
7.
If applicable, enter a Discount.
8.
From the Bill To drop-down list, choose who will be billed for the reservation.
To add Occupants, click the New button next to the Occupants selection grid.
2.
The Occupant [New] window appears.
3.
This window is very similar to the Reservation Maker Information screen of the Reservation Wizard, which you encountered earlier. Fill in the fields with the relevant information as required, referring to the above instructions if you need assistance. One difference will be the User Fields tab. If you created any user fields for Accommodation Occupants, they will appear here. Fill in any relevant information. Click Save.
4.
If the number of guests exceeds room capacity, a Confirm dialog will appear. If you want to overbook the room , click Yes.
5.
Your occupants will appear in the selection grid in the General tab of the Accommodation Room [Edit] window. If you have more than one occupant, you must set one as the primary occupant. By default, the Primary Occupant will be the first occupant you entered. The Primary Occupant is highlighted in yellow.
6.
To change the primary occupant to be another person, click to highlight an occupant in the list and click the Set as Primary button. The Confirm dialog box will ask if you want to change the primary occupant to the selected occupant. Click Yes to continue.
7.
To Edit, View or Delete an Occupant, click to highlight the relevant occupant in the selection grid and click the Edit, View or Delete button to the right of the grid.
If you have any Reservation Room user fields, click on the User Fields tab and enter the relevant information. For more information about user fields, see Chapter 14: User Fields, Creating User Fields.
5.
When you are done making changes in the Accommodation Room [Edit] window, click Save.
6.
You will return to the Edit Individual Room Information screen of the Reservation Wizard. Continue editing rooms as required. When you have edited all the individual rooms to your satisfaction, click Next in the bottom right corner of the wizard.
If your room selection creates a conflict, the Confirm dialog box will warn you that your new room assignment conflicts with another reservation and informs you of the conflicting reservation’s number, name and dates of checking in and out.
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If you want to Accept Room Assignment (i.e. double book the room), click Yes.
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To switch your new reservation to another room, click No and select a different room.
