Using the 'Rate Quote' Screen
Another way to determine room availability and pricing information is by using the ‘New Quote’ button in the reservations menu bar. Click on ‘New Quote’ and enter the key information in this screen then click 'Search.' You will get a quick snapshot of availability and rates. An example is shown below:
The Total Rooms column shows the total room inventory, the Avail Rooms column shows what is currently available, the Room Class column shows the type of rooms that are available that fit the search. Accordingly, the Nightly and Total values are shown as well.
Clicking the ‘plus’ sign next to the Total Room number, will display the rate per day.
In the Action Column you will see two icons, a 'Quote' icon and a 'Book' icon:
- The ‘Quote’ button which allows you to generate a formal quote and quote number. The ‘quote’ function doesn’t solidify the room, it just has a quote which you can then book.
- The ‘book’ icon which will open up reservation booking form
To finalize a formal quotation for the guest, press the ‘quote’ button corresponding to the room type they select. This will open up another screen that requires some additional information before it can be finalized.
Contact Information of the client - use the checkbox to generate a guest profile
Billing Information: If the same as contact information use the ‘Same as Contact info’ checkbox
Notes: If there are any special requests, action items, reminders that need to be attached to the quotation on behalf of the guest, enter them here. BE CAREFUL WHAT YOU ENTER. Guest Notes are visible on the guest confirmation report that gets sent to the guest.
When you are done tell the Guest their Quote number for future calls or reference, click Save. Click ‘Done’ to go back to the Reservation screen.
When the guest decides they would like to book the room, you can search for the quote by guest name or the quote number. From there, just select the button 'Book' to finalize the reservation.
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