3.1 Creating Reservation

a. How to Create Reservation?

To create a reservation in Sistem Hotel, click the Reservation button located in the top menu. The screen that opens is the forecast screen. On this screen, you can view the hotel's occupancy rates as well as the number of occupied, vacant, arriving, and departing rooms between the selected dates.

Click the New Reservation button to open the reservation creation screen.

Enter the reservation details on the screen that opens and save the record.

Important Details

1- To select a company in the Agency field, a company record must first be created. If no company is selected, the system automatically considers the reservation as individual. (You can use the search button in the Agency field to view all companies, and if the company does not exist, you can add it from the same place.)

2- For companies that have a defined rate, the system automatically applies the rate that covers the selected dates. If you want to apply a rack rate, you must select it from the Rate field.

3- The Agency Ref No field is used for the company’s reservation confirmation or voucher number. Only one reservation can be saved with the same reference number.

4- For reservation options such as Cancellation, Optional, Temp, or Waitlist, change the Reservation Status field.

5- The Rate field in the Room Type section is for the nightly rate. The total amount of the reservation is displayed at the bottom. If daily rates need to be entered, use the D.Rate button or the Daily Rate tab.

6- Through the Reservation Confirmation button, you can view the report related to the reservation and print it or send it via email if desired.

b.How to Create a Group Reservation? When you want to create a group reservation by selecting multiple rooms under a single reservation, use the room selection area in the Room Type tab.

• The number of rooms (R.Qty) can be increased based on the room type, and additional room types or guest counts can be added by clicking the “+” button.

• In the Room tab, room blocks, check-in/check-out dates, room-based daily rates, and registration cards can be edited.

• In the Guest tab, the names and detailed information of the guests staying in the rooms can be entered.

• In the Notes tab, important reminders can be added to the Check-in, Check-out, Housekeeping, and Special Note fields.

• In the Transfer tab, guest transfer details can be entered and later reported through the Reports menu (e.g., airport transfer).

  c. How to Enter an Advance Payment (Deposit)?

  To enter a deposit or pre-authorization for an existing reservation, use the Advance Payment tab. In the screen that opens:

  • Click New to record an advance payment,

  • Click Pre-authorization to record a pre-auth.

  Select the account type, amount, and currency, then save.

  Warning: Deposits recorded in foreign currency lock the reservation’s exchange rate, ensuring that the same rates are used after check-in. These rates can be manually adjusted during the transaction.

When an advance payment is entered for a reservation, the system automatically creates the Master Folio, displayed at the top of the screen, and keeps the payment there under Active Folios until the guest checks in. If the reservation is canceled, the No-Show process or Refund is carried out within this folio.

Important Note:

• If the reservation contains a single room, the system automatically closes the Master Folio after the room is checked in, and all transactions within the folio are transferred to the room folio.

• If the reservation includes multiple rooms, the Master Folio remains open until the check-out date, and all financial transactions continue to be managed under this folio.