Actions - Reservation Card

This table lists and describes the actions on the Activity Reservation Card:

Section Action Description
Manage Search & New Client Use this action to search for the contact in the Member Contact list, and, if not found, create a new one and assign on the reservation.
  Copy From The Copy From action lets the user copy reservation details from another reservation into the current one. The action opens a dialog page where the user can set the following:

Reservation Type - This setting is used to filter the "source" reservation list which will follow if the user confirms the dialog.

Include Activities - Set if the copy process is also to copy the activities from the source reservation.

Include Additional Charges - Set if the copy process will also copy the additional charges/items from the source reservation.

Include Comments - Set if the copy process will also copy the reservation comments from the source reservation, and also the activity comments. Note: Activity comments are copied if activities are being copied as well.

Include Client - Set if the copy process is also to copy the client from the source reservation.

If the user confirms the dialog, a list of reservations will be displayed where the user must select the "source" reservation to copy from.

Note: Quantities, number of persons, and dates/times will NOT be copied from the source reservation, but will only be populated by the default settings of the relevant product.
Edit Activity Card Opens the Activity Card for the selected activity line.
  Schedule Opens the Reservation Schedule where you can assign resources and specific dates and times related to the reservation but not on a specific activity. Note: Commonly used for events or course schedule.
  Reservation Comments To edit the comments associated with the reservation.
  Deposit Schedule View and manage the deposit schedule for the reservation. You can issue the deposit schedule according to the deposit policy assigned to the reservation or enter it manually.

The deposit schedule has the following fields and actions:

Deposit Due Date - the date the deposit is due and will be showing on the Role Center Cue.

Deposit % - the percentage of the total reservation balance to be calculated.

Deposit Amount - the due deposit amount.

Comment - a free text comment that you can use for internal comments.

Location - non-editable field which derives from the Reservation card.

Transaction Type - the source of the transaction which issues the deposit, either BC Invoice or POS.

Transaction - the transaction reference, either an invoice number or a POS receipt for the deposit payment. The user can drill down to the original document.

Payment Date - the user can only edit this field when the transaction type is Invoice. If the deposit is paid using the POS, this field is automatically populated.
Note: If a deposit is issued by invoice, the user must manually enter the payment date when the customer has paid the deposit.

Paid - system marking that the deposit has been paid and is no longer due. If the deposit is paid using the POS, this field is automatically set as Paid, otherwise the user must enter the payment date which would update this field accordingly.

Transaction Refund - non-editable field showing a link to a credit sales invoice, if a credit refund was created based on a deposit schedule.

Actions:

Issue Schedule - manually process and issue the deposit schedule according to the reservation's deposit policy assignment. Can also be automated by the status, that is when confirming the reservation the payment schedule could be automatically populated during the confirmation process.

Deposit Invoice - manually issue a BC invoice based on the selected deposit schedule line. The user must manually post the invoice. The issuing of the invoice will create a deposit transaction for the reservation, regardless if the invoice has been paid or not. As for the deposit schedule, the deposit is registered as paid, but the invoice should go into normal account receivable payment process. If the invoice has already been issued, then selecting this action will issue a credit note for the deposit and mark the schedule as unpaid, and finally, issue a credit transaction for the deposit.

Deposit - manually issue a BC deposit amount payment or refund a previous one based on the selected deposit schedule line.

  Reservation Attributes To edit the attributes associated with the reservation.
  Tasks To edit the tasks associated with the current reservation and assign them to a specific employee.
  Transfer Charges Transfer unpaid additional POS charges to another reservation.
Status Confirm To assign Confirm status. If more than one Confirm statuses are possible, the user will be prompted with the list of options.
  Cancel To assign Cancel status. If more than one Cancel statuses are possible, the user will be prompted with the list of options.
  Change Status View all status options and assign the selected status.
Banquet Orders BEO View View the Banquet Event Order view as of current status with the latest changes. The BEO View is not visible unless the related reservation type is set up with allowing Banquet Category assignments.
  BEO Versions View the list of Banquet Event Orders issued at this point, and access older versions of the BEO. This option is not visible unless the related reservation type is set up allowing Banquet Category assignments.
  Responsibilities View and manage the list of responsible persons for each Banquet Category (in BEO reservations). This list of persons is used to notify (via email) if there are any modifications to entries in the Banquet Category during an update of the BEO version.
  BEO Report This report is only visible, if the reservation type has the use of an Banquet Category handling set. Prints the default BEO report for the current BEO version. If, however, an implementation partner has set a custom report on the related reservation type, that custom report is used for the output.
View Matrix View the Resource Matrix availability based on the reservation date.
Note: Any activities created while in the matrix view will be assigned to the current reservation.
  Resource Status View the Resource Status page.
  Member Card Opens the client's contact card with related information.
  External View information related to the reservation based on external setup. Used for partner customization possibilities.
  Cost View the item inventory cost of all additional retail items assigned through the additional charge and consumption entry. Also show the resource cost. The view will include all activities except those with internal status set as Canceled.
Note: If resources are not assigned, the average cost of the related resource group will be used as an estimate.
  Client Restrictions View the charge restrictions applied to the reservation (based on the member account) and the remaining amounts allowed to be charged accordingly.
Invoicing Quote Converts the reservation to a Business Central quote. See Reservation Types, Customer Account, the setup field that controls whether this functionality is shown.

The system creates a standard Business Central quote based on the activity lines and additional charges. Every time this option is selected, the quote is updated with the latest reservation settings.
Note: The quote is not deleted or posted at any time, so the user must attend to that manually.

If the related reservation type is set to use Banquet Category, the quote output will use the event categories for formatting.
  Invoice Converts the reservation to a Business Central invoice. See Reservation Types, Invoicing, the setup field that controls whether this functionality is shown.

The system creates a standard Business Central invoice based on the activity lines and the additional charges. Only lines that are not assigned as FULLY PAID are inserted in the Invoice lines.

The invoice is updated every time this function is selected, according to the latest reservation settings. When the invoice is posted through normal Business Central posting features, the system requires that the reservation has been confirmed at that stage.

The Business Central posting process updates the reservation payment status per line, and maintains the link between the reservation and the posted invoice.

If the related reservation type is set to use Banquet Category, the invoice output will use the event categories for formatting.
Report Print Prints the standard reservation overview report.
CRM Opportunity Opens the related opportunity card. This is only visible if the assigned reservation type is set to show CRM features.
  Send Emails Select an email template and send to clients or resources according to the template settings.
  Create Interact Register interaction entry related to the reservation. This is only visible if the assigned reservation type is set to show CRM features.
  Make Phone Call Make phone call and register interaction entry related to the reservation. This is only visible if the assigned reservation type is set to show CRM features.
Reports Reports Opens the Custom Report overview page, if an LS Retail Partner has added any custom reports to the view and assigned them to the related reservation type.
  Activity List Prints the standard overview of activities.
  Charges Prints an overview of additional charges added to the reservation.