Please read this document carefully before using the Software. By using the Software, you are agreeing to be bound by the terms of this License. If you do not agree to the terms of this License, return the unused Software within 14 days to the place where you obtained it and your money will be refunded.
1. License. The application, demonstration and system softwar e (the "Software") and related documentation are licensed to you by BookingCenter.com. You own the disk on which the Software is recorded but BookingCenter.com retains title to the Software. This License allows you to use the Software for up to the number of users specified in the Software and make one copy of the Software in machine readable form for back-up purposes only. You must reproduce on such copy the BookingCenter.com and/or any other copyright notice and any other pr oprietary legends that were on the original copy of the Software. You may also transfer the Software, the back-up copy of the Software, the related documentation and a copy of this License to another par ty provided the other party reads and agrees to accept the terms and conditions of this License.
2. Restrictions. The Software contains copyrighted material, trade secrets and other proprietary information and in order to protect them you may not decompile, reverse engineer, disassemble or otherwise reduce the Software to a human-perceivable form. You may not modify, network, rent, lease, loan, sell, distribute or create derivative works based upon the Software in whole or in part. You may not electronically transfer the Software from one computer to another over a network, unless such transfer is authorised by a multi-user configuration.
3. Termination. This license is effective until terminated. You may terminate this License at any time by destroying the Software and all copies thereof. This License will terminate immediately and without notice fr om BookingCenter.com if you fail to comply with any provision of this License. Upon termination you must destroy the Software and all copies thereof.
4. Limited Warranty on Media. BookingCenter.com warrants the disks on which the Software is recorded to be free from defects in materials and workmanship under normal use for a period of ninety (90) days fr om the date of purchase as evidenced by a copy of the receipt. BookingCenter.com's entire liability and your exclusive remedy will be replacement of the disk not meeting BookingCenter.com's limited warranty and which is returned to BookingCenter.com or a BookingCenter.com authorised representative with a copy of the receipt. BookingCenter.com will have no responsibility to replace a disk damaged by accident, abuse or misapplication. Any implied warranties on the disks, including the implied warranties of mer chantability and fitness for a particular purpose, are limited in duration to ninety (90) days from the date of delivery. This warranty gives you specific legal rights, and you may also have other rights which vary from state to state.
5. Disclaimer of Warranty on Software. You expressly acknowledge and agree that use of the Software is at your sole risk. The Software and related documentation are provided "As Is" and without warranty of any kind and BookingCenter.com expressly disclaims all warranties, express or implied, including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose. BookingCenter.com does not warrant that the functions contained in the S oftware will meet your requirements, or that the operation of the Software will be uninterrupted or error-free. Or that defects in the Software will be corrected. Furthermore, BookingCenter.com does not warrant or make any representations regarding the use or the results of the use of the Software or related documentation in terms of their correctness, accuracy, reliability, or otherwise. No oral or written information or advice given by BookingCenter.com or a BookingCenter.com authorised representative shall create a warranty or in any way increase the scope of this warranty. Should the Software prove defective, you (and not BookingCenter.com or a BookingCenter.com authorised representative) assume the entire cost of all necessary servicing, repair or correction. Some states do not allow the exclusion of implied warranties, so the above exclusion may not apply to you.
6. Limitation of Liability. Under no circumstances including negligence, shall BookingCenter.com be liable for any incidental, special or consequential damages that result from the use or inability to use the Software or related documentation, even if BookingCenter.com or a BookingCenter.com authorised representative has been advised of the possibility of such damages. S ome states do not allow the limitation or exclusion of liability for incidental or consequential damages so the above limitation or exclusion may not apply to you. In no event shall BookingCenter.com's total liability to you for all damages, losses, and causes of action (whether in contract, tort (including negligence) or other wise) exceed the amount paid by you for the Software.
7. Controlling Law and Severability. This License shall be governed and construed in accordance with the laws of the state of California except that body of California laws concerning conflicts of law. If for any reason a court of competent jurisdiction finds any provision of this License, or portion thereof, to be unenforceable, that provision of the License shall be enforced to the maximum extent permissible so as to effect the intent of the par ties, and the remainder of this License shall continue in full force and effect.
8. Complete agreement. This License constitutes the entire agreement between the parties with respect to the use of the Software and related documentation, and supersedes all prior or contemporaneous understandings or agr eements, written or oral, regarding such subject matter.
ble of Contents
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Chapter 1 Introduction xiii
Commands and Conventionsxiii
•Information Terminology ....................................................... xiii
•Keyboard Conventions ............................................................ xiv
•Standard Window Buttons ...................................................... xiv
•Command Terminology ........................................................... xv
•Data Entry ............................................................................ xviii
•Working with Lists ................................................................ xviii
•Time Entry ............................................................................. xix
•Guest Database Importing ...................................................lxxxiii
Chapter 2 Installation & Set Upxx
Installation & Setup Checklist xx
•Installation ............................................................................... xx
•Initial Setup ............................................................................. xx
•Set Up Your Parameters ........................................................... xx
•Set Up the Booking System ..................................................... xxi
•Set Up the Inventory System ................................................... xxi
•Set Up the Internet ................................................................. xxi
•Set Up the Conference Management System .......................... xxii
Installationxxii
•Installing from the BookingCenter Installation CD ................ xxii
•Installing from the BookingCenter.com website .................... xxiii
Launching the BookingCenter Software xxiv
Creating Your Own Datafilexxiv
•Option 1: Customize the existing Demo datafile ..................... xxv
•Option 2: Change Datafile ...................................................... xxv
Entering Your Company Information 20
Registering Your BookingCenter Software 22
•BookingCenter PRO ................................................................ 22
•BookingCenter LITE ............................................................... 22
•BookingCenter LITE with the Network Add-on ...................... 22
Entering Registration Codes 23
System Configuration 25
•Entering your System Labels..................................................... 29
Parameters 30
•Configuring your Deposit and Cancellation Policies ................ 30
•Setting up Access Levels ........................................................... 31
•Setting up Personnel................................................................. 33
•Setting up Printers.................................................................... 35
•Configuring Accounting and Tax ............................................. 37
•Configuring the Automated Backup ......................................... 38
Configuring the Booking System 41
•Setting up Seasons .................................................................... 41
•Setting up Rates ....................................................................... 43
•Setting up Room Types ............................................................ 44
•Setting up Rooms ..................................................................... 45
•Setting up Owners.................................................................... 48
•Setting up Letters ..................................................................... 48
•Setting up Mailing List Items ................................................... 49
•Setting Up Sources ................................................................... 50
•Setting up Guest Types ............................................................ 50
•Setting up Receipt Types .......................................................... 51
•Setting Up Agents .................................................................... 52
Configuring the Inventory System 54
•Setting up Inventory Item Groups............................................ 54
•Setting up Inventory Items ....................................................... 55
•Setting Up Registers ................................................................. 56
Other Functions 58
•Purge Data ............................................................................... 58
•Utilities .................................................................................... 58
•Import Help ............................................................................. 58
vi
•Export Help ............................................................................. 59
•Call Accounting ....................................................................... 59
Internet 60
•What You Need to Get Started ................................................ 60
•Internet Configuration ............................................................. 60
•Messages .................................................................................. 64
•Marketing ................................................................................ 65
•System Graphics....................................................................... 67
•Internet Updates ...................................................................... 69
•Full Update .............................................................................. 69
•Partial Update .......................................................................... 69
•Automatic Updating ................................................................ 69
•Manual Updating ..................................................................... 70
•Adding Book Now! Buttons ..................................................... 70
•Online Agent Networks ........................................................... 71
•Commission and Payment Plans .............................................. 71
Importing Guests 72
•Ordering Your Import Fields ................................................... 75
•Guest Import Table .................................................................. 75
Chapter 3 Using the Software 77
Using the Daily Room Management Chart 77
•Setting the view date for the chart ............................................ 78
•Displaying Rooms by Status ..................................................... 78
•Viewing a booking's details ...................................................... 78
•Changing the sort order of the chart......................................... 78
•Making a new Booking ............................................................ 79
•Confirming an Unconfirmed Booking ..................................... 79
•Printing a list of Check-Ins/Check-Outs .................................. 80
•Printing Guest Registration Cards ............................................ 80
•Printing a Meal List.................................................................. 80
•Scheduling a Room for Cleaning.............................................. 80
•Printing a Room Cleaning List ................................................. 81
•Cleaning a Room ..................................................................... 81
•Taking a Room Offline ............................................................ 82
•Bringing a Room Online .......................................................... 82
Using the Daily Room Availability Chart 83
•Setting the chart view date........................................................ 83
•Changing the Room sort order ................................................. 84
•Viewing a booking's details....................................................... 84
•Confirming an Unconfirmed booking ...................................... 84
•Making a new Booking............................................................. 84
•Viewing the Hourly Room Availability Chart........................... 85
•Making an Hourly Venue Booking .......................................... 85
Working with Guests 86
•Entering a new Guest ............................................................... 86
•Credit Card Details .................................................................. 87
•Finding a Guest........................................................................ 88
•Editing Guest Details ............................................................... 88
•Making a new Booking............................................................. 88
•Printing a Form Letter for a Guest ........................................... 89
•Printing Guest Details .............................................................. 89
•Viewing a Guest's Booking History .......................................... 89
•Viewing a Guest's Conference History ..................................... 90
•Viewing a Guest's Account History .......................................... 90
•Viewing Notes for a Guest ....................................................... 90
•Specifying Mailing Items to be sent to a Guest ......................... 90
•Printing a Mailing List Report for a Guest ............................... 91
Making Booking Enquiries 92
•Making a Booking Enquiry ...................................................... 92
•Making a new Booking from an Enquiry.................................. 92
Working with Room Bookings 94
•Finding a Booking.................................................................... 94
•Making a New Booking for a New Guest ................................. 94
•Making a New Booking for an Existing Guest.......................... 95
•Cloning a Booking ................................................................... 96
•Editing a Booking .................................................................... 96
•Entering Payments against a Booking ....................................... 96
•Printing out a Booking Advice ................................................. 96
•Printing out a Booking Confirmation....................................... 96
•Printing out a Custom Booking Confirmation Using Data Merge 97
•Check-In a Booking ................................................................. 97
•Check-Out a Booking .............................................................. 97
•Extending a Booking ................................................................ 98
•Transferring a Booking ............................................................ 98
•Cancelling a Booking ............................................................... 98
•Refunding a Booking ............................................................... 99
•Deleting a Booking .................................................................. 99
•Viewing Conference details for a Booking ................................ 99
•Viewing an individual Booking if part of a Group Booking.... 100
•Printing an Itemized Guest Account Statement...................... 100
•Printing an Envelope.............................................................. 100
•Printing a Form Letter ........................................................... 100
•Setting up a new Guest Account ............................................ 100
•Adding items to Guest Account ............................................. 101
•Viewing a Guest's Account Entries ......................................... 101
Working with Group Bookings 102
•New Group Booking .............................................. 102
•Making Payments on a Group Booking ................................. 104
•Allocating Rooms for a Group Booking ................................. 104
•Checking-In a Group Booking as a Group ............................. 104
•Checking-In Guests from a Group Booking individually ....... 104
•Finding a Group Booking ...................................................... 105
•Setting up a new Group Booking Account ............................. 105
Working with Receipts 106
•Issuing a Receipt .................................................................... 106
•Finding a Receipt ................................................................... 107
•Allocating a Receipt................................................................ 107
•Printing a Receipt .................................................................. 107
Working with Accounts 107
•Making a new Guest Account ................................................ 108
•Adding Items to a Guest Account........................................... 108
•new Group Booking Account ................................. 109
•Adding Items to a Group Booking Account ........................... 109
•Finding an Account................................................................ 110
•Editing an Account Item ........................................................ 110
•Deleting an Account Item ...................................................... 110
•Printing an Account Statement............................................... 110
Working with Agents 112
•Entering a new Agent ............................................................. 112
•Finding an Agent.................................................................... 112
•Viewing an Agent's Booking History ...................................... 112
•Viewing an Agent's Payment History ..................................... 112
•Making an Agent Payment ..................................................... 112
Working with Guest Marketing 114
•Performing a Quick Search..................................................... 114
•Performing a Guest Search ..................................................... 114
•Performing a Booking History Search .................................... 116
•Performing a Conference History Search ................................ 117
•Printing Options for Guest Marketing ................................... 117
Chapter 4 Conferences 119
•Setting Up Conferences.......................................................... 119
•Setting Up Conferences Types ............................................... 119
•Setting up Conference Roles................................................... 120
•Entering a Conference ............................................................ 121
•Making Venue Booking for a Conference............................... 122
•Enroll a Guest into a Conference............................................ 123
•Remove a Guest from a Conference ....................................... 123
•Change a Guest's Enrollment Status....................................... 124
•Creating a new Account for a Conference............................... 124
•Adding Items to an existing Conference Account ................... 125
Working with Conference Management 125
•Changing the View Date ........................................................ 125
•Viewing a Guest's Enrollment Details .................................... 126
•Changing a Guest's Enrollment Status ................................... 126
Using the Conference Calendar 126
•Viewing Conference Details ................................................... 127
•Changing the Conference Calendar viewing date ................... 127
•Viewing the Hourly Venue Availability for a day.................... 128
•Making a new Hourly Venue Booking ................................... 128
Chapter 5 Reports 129
Reports Home Window 129
•Daily Reports ........................................................................ cxxv
•Shift Audit .......................................................................... cxxvii
•Guest Reporting ................................................................. cxxviii
•Room Bookings Report ........................................................ cxxix
•Group Bookings .................................................................... cxxx
•Conference Report ............................................................. cxxxiii
•Follow Up Bookings Report............................................... cxxxiii
•Occupancy Report ............................................................. cxxxiv
•Owners Report..................................................................... cxxxi
•Agents Report .................................................................... cxxxiv
•Sales Report ........................................................................... 136
•Receipts Report .................................................................. cxxxiv
•Financial Summary Report.................................................. cxxxv
•Commissions Report .......................................................... cxxxvi
•Item Analysis Report ......................................................... cxxxvii
•Audit Trail Reporting........................................................ cxxxvii
•Fault Report ...................................................................... cxxxvii
•Building Custom Reports.................................................. cxxxvii
Overview
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