Reservations

When shortcuts are used to create activity entries directly (for example a single appointment), the Bookings solution always creates a reservation in the background and all activities belong to a reservation. This means that more activities can be added to that particular reservation, for example for a family or group activity, or for multiple activities within one reservation.

To edit the Reservation Card from the Role Center

Click Reservations in the top menu bar.
Double-click an entry in the list to display the Activity Reservation Card, or click the New action.

The table below lists and describes the fields on the card's General FastTab:

Field	Description
Reservation Type	This field controls the definition of the reservation and what activities can be entered into a single reservation.
Client No.	The main client or contact. Some reservation types may be multi-client (each activity has a client assignment), but on course reservations it may be the main internal contact as well, since the activity lines are keeping track of the participants (clients).
Name	Only valid for certain types of reservations and used when creating Business Central invoices. Pulls in the assigned price and discount groups valid for retail items on the Additional Charges FastTab.
Description	Description of the reservation. Automatically populated by the contact name, but can be edited by the user.
Period	Normally, automatically updated by the activity entries, but for course reservations this field sets the starting date and time for the first session in the course. Use the Assist Edit button to edit the date and time values directly, if needed. For other activity reservations, the period settings are automatically updated based on the dates and times of activities on the reservation. This update is done when the reservation or any activities are confirmed.
Location	The activity location. Note: The value in this field filters all availability accordingly.
Price Group	Retrieved from the customer or contact account. Sets the pricing group for additional charges.
Discount Group	Retrieved from the customer or contact account.
Sales Person	The sales person involved.
Reference	Additional field that can be used in the Role Center's search function.
E-mail	The contact's email. Can be edited by the user. Note: If there is no client assigned to the reservation, then entering the email will search if the email exists in the member contact records and assign the related member contact as the client.
Mobile Phone No.	The contact's mobile phone number. Can be edited by the user. Note: If there is no client assigned to the reservation, then entering the mobile phone will search if the phone number exists in the member contact records and assign the related member contact.
Comments	Internal comment.
Language Code	The client's language code. Note: Optionally, this setting decides the email template to be used for communication.
Deposit Policy	The deposit policy for scheduled deposit payments. Normally derives from the reservation type but can be assigned manually. The deposit schedule is then either manually issued using the Deposit Schedule action or can be automatically issued based on status changes.
Charge to Reservation
Additional Charge Limit	The limit allowed to be charged additionally to the reservation at the POS.
Default Product No.	For reservations that are mainly a single product entry, such as courses and classes, the user can specify the default product which will be used as a default product entry when creating new activity lines. Note: For courses and classes, which have multiple sessions starting at the same date and time, it is necessary to specify a default product, which is then unique to each session. Otherwise, if assigning participants through the Role Center, POS, or web, the API will not be able to differentiate to which reservation the activity entry (participant) should be added.
Event No.	Assigns the reservation to a specific event. For more information see the help on the Events functionality. Based on this setting a price group might be assigned to the reservation if the event has specific pricing. Note though that if assigned to a customer account then the price group of the customer will always have priority. Note: If the event has blocked (reserved) resources specifically for that particular event, then assigning the event here will allow the reservation to bypass the blocked (unavailability) settings for those resources.
Currency Group	Retrieved from the customer or contact account. Sets the currency used for converting prices in Quotes and Invoices. The prices in the reservation are always shown the local currency. Note: If the Activity Setup - Price Currency is set, the prices in the reservation are in that currency.
Main Internal Contact	For internal reference.
Opportunity No.	The related CRM Opportunity Number, associated with this reservation. The user can use the Assist Edit button to open the Opportunity Card, or to create a new opportunity based on the reservation if no opportunity is linked to the reservation. Note: This field is only visible if the assigned Reservation Type is set to show CRM features.
Sales Cycle Stage	The current Sales Cycle stage on the related CRM Opportunity Number, associated with this reservation. Note: This field is only visible if the assigned Reservation Type is set to show CRM features.
Total No. of Persons	Specifies the total number of persons in the reservation. Normally only used for BEO reservations. Note: This field is only visible on the card when the Reservation Type is set to use a Banquet Category entry. Otherwise, this field is a calculated value and not editable.
BEO Version	Shows the current BEO version of the reservation. Use drill-down to view the BEO history log. Note: This field is only visible on the card when the Reservation Type is set to use a Banquet Category entry.

Reservation Transactions

Any additional entries, for example deposits and deposit returns, can be viewed on the Reservation Transactions list with reference to the receipt number handling the transaction (on the Reservation Card, click Navigate - Entries - Transactions). All entries in this list will be included in the reservation balance summary. Also, both calculated and posted cancellation charges will be shown in this list. Any receipts that have been charged to the reservation from a POS will be shown in this view as well.

Reservation Charges FastTab

The reservation charges are any additional retail items/deals assigned directly to the reservation. For other setting details review the activity Additional Charges FastTab information.

Reservations

In this article

To edit the Reservation Card from the Role Center

Reservation Transactions

Reservation Charges FastTab

See also