Stay Information tab - Groups

Select Modify Folio from the Action Bar

OR

Click Modify Folio from the Registration section of the Full Menu.

 

When you select Modify Folio, the Select Folio screen will open.

Currently the screen has no (Stay Information) Folios displayed. There are various options for you to select from.

Note: The default setting for the screen is to have the In-House option box checked. To search for a Group Folio, you will need to de-select this option and select the Group option(s) desired, Groups (In-House) and/or Groups (Resv). This will change the screen to the Select Group screen (which may also be reached using the Modify a Group Block command).

The Select Group search screen allows you to select a Group from those existing in your system to display.

Use the <<Press to Search>> command to search for matching records.

There are several search criteria you can use to narrow your search, including the Company name or the Booking Name used when the Group Block reservation was generated, or you can simply click on the <<Press to Search>> command which will list all the Groups in your system. You can then select the one you want from the list generated.

Note: When entering information into the search fields, you do NOT need to hit return or enter - if you do so, this is the equivalent of clicking the <<Press to Search>> link and will generate the search.

When the matching records are displayed, Click on an entry from the search results list to open the Stay Information, otherwise known as the Main Folio, for your chosen Group.

 

This section details your general information such as the confirmation number for the reservation, its status, and the expected stay dates.

Confirmation Number: This field will contain the confirmation number assigned to the Group Block when the reservation was created.

This field is required.

Status: This is the status of the Folio. A RESV status will have been assigned once the reservation was completed. You can alter it by entering a different code into the field; use the gray search box next to the field to open a pop up window displaying the codes and their descriptions from which you can select one. this can be useful in case of, for example, cancellation.

Folio Name: Name of this Folio. By default all stays have a main Folio. Splits (see Shares/Splits tab - Group for more information) allow you to set up as many Folios as you would like.

Once a Split has been set up, you can choose which Folio to display on the left side of the screen, and the name will be automatically displayed here.

Projected Balance: This is the amount projected to be owed for the stay.

Stay ID: This number is automatically assigned by Skyware Systems when the reservation is generated or a split is created, and is a unique identifier to the particular Folio.

This field is required.

Arrive on: This lists the expected Arrival date to the expected Departure date, and the number of days the reservation covers, as entered during the set up of the reservation.

It cannot be altered here on this tab, BUT if the reservation is changed (using the Modify Group button in the tool bar to enter the reservation Wizard, see Modify a Group Block), after the change has been saved and this screen returned to, it will be reflected here.

Rate: Rate for the first assigned room; if more than one Rate is applicable this is indicated by the presence of an asterisk (*).

Room Type: This refers to the Room Type selected in the Group Block for Pick up; if more than one has been selected this is indicated by the presence of an asterisk (*).

Rooms: This is the total number of rooms currently associated with the Group Block for this Folio that are still available for Pick up.

Note: This number is also listed in the Nights/Pick up tab, Nights section, under the column "Remaining".

Room #: If any rooms have already been assigned to this Folio they will be displayed here; otherwise the field will appear blank.

Booking Name: The name the Group Block booking is under. This will have been entered when the reservation was created, but may be altered here.

Wholesaler?: This box may be checked or unchecked. By default it is unchecked.

If this is a wholesale block, check the Wholesaler Block and it will take on the characteristics of a wholesale booking.

Pickup Type: This can be important when guests are attempting to make reservations associated with this Group Block. This is a drop-down menu of three options. You should select the most appropriate one for this Group. Again, this may be changed at any time.

NORMAL, which is the default option, and is equivalent to a CLOSED block.

ALLOW OPEN PICKUP OUTSIDE BLOCK, which is an OPEN block, meaning rooms outside those that have been blocked can be picked up in this Group Block; and allows both different rooms and arrival/departure dates, as well as the ability to increase the number of rooms that the block has.

PICKUP OUTSIDE BLOCK WITHIN TOTAL BLOCK, which is also an OPEN block, allows different room types to be selected, but only allows for the same TOTAL number of rooms. For instance, with a 20 room block, only 20 rooms, regardless of type may be selected, and only within the date range for the group.

In most to least restrictive order (in terms of allowing rooms to be picked up),

NORMAL is the most restrictive on your Group Block reservation, then

PICKUP OUTSIDE BLOCK WITHIN TOTAL BLOCK, and

ALLOW OPEN PICKUP OUTSIDE BLOCK is least restrictive.

Group Status: This allows you to specify how certain this Group Block Reservation is, for future reference. This is a drop-down menu with the choices Definite, Tentative or Prospect. This option may be changed if the reservation becomes, for example, definite rather than a prospective one.

DEFINITE takes the rooms out of inventory AND allows for pick up.

TENTATIVE takes the rooms out of inventory, but does not allow for pick up.

PROSPECT does NOT take rooms out of inventory.

Booking Category: This is a drop-down menu of those available. Choose one or leave blank. This allows you to define what type of business a group typically sends to your property into different categories, for example Wedding. This is typically used for tracking purposes to see what type of business a group is bringing to your property.

Sales Manager: You can choose to attach the name of a Sales manager (SM). This is a drop-down menu of those available. Choose one or leave blank.

Catering Manager: You can choose to attach the name of a Catering manager (CM). This is a drop-down menu of those available. Choose one or leave blank.

Conference Services Manager: You can choose to attach the name of a Conference Services manager (CSM). This is a drop-down menu of those available. Choose one or leave blank.

It can be useful to attach the name of a manager to the Group Block booking, especially if they were involved in generating the reservation, in case any questions occur.

 

If you make any changes here, click the Save button () to save them to the Folio.

 

The Stay Info tab contains the Accommodations section, which appears by default as expanded when the Stay Info tab is open, but may be opened or closed using the arrows on the right end of the section title bar.

Again, this is very similar to your regular Main Folio screen, with a few additions. Under Accommodations, you can set the number of key cards to be generated, set a late checkout or an express checkout, allow movie rentals, set the phone restrictions, and allow auto-assignment of room numbers, amongst other things.

Guest Type: This is a drop-down menu of available options. Here for a Group account you should have Group or your Property's equivalent specified.

This field is required.

Segment: This is a drop-down menu of available options. You may choose one. Guest types can also be linked to Segments types at the segment level's "Parent guest type" field. For example the Guest Type "Group" could be used with the Segment Type "Wedding".

This is a property-defined list that can be used for marketing and reporting purposes. Segment types and origins are used with Guest Types to further define your guests. Individual guest types lead to different segment types.

Origin: This is a drop-down menu of available options. You may choose one. Origins are marketing codes that are located on both the group and individual level that can work together to define your Groups and provide you with a meaningful marketing analysis for your property. These may include how a customer found the property, how they booked, or where the guests are coming from.

An Origin code refers to where the business came from (Advertising, Repeat Business, Sales Team, etc). Origin codes are very property specific.

Rate Plan: This shows the previously selected Rate Plan, but may be altered as desired here. This is a drop-down menu of your available options. Be sure to choose a Rate Plan appropriate for a Group Reservation from the available options (your Property may already have a specific one configured).

VIP: This is a drop-down menu of available options. You may choose one or leave this blank. Guests marked as VIPs will be noted as such on Arrivals, Departures and Housekeeping Reports. They are generally used with returning guests.

A guest can be marked as a VIP with the ability to select different types/levels of VIPs when entering a reservation.

These selections available are configured in the Property and System Configuration area of Skyware. See Property and System Configuration Overview for more details. These categories can enable you to track Groups for purposes such as marketing.

Days before Auto Release: This option is the number of days before the current Arrival Date of the reservation that any rooms assigned to a Group Block that have not yet been picked up will be released back into general availability. This number is determined by you and your Property, and can be changed any time you wish.

Building: This is the building specified for your Group Block. Here it is grayed out and unavailable to change. To change it will require using the Group Wizard.

Key: this button allows you to generate key cards.

To set the number of key cards for the stay:

Using the fields available, enter the number of Adults, Youth, and Children who need keys for the room and click Key. The Key Card Generator screen appears.

.

Fill in the details for the keys you want to assign and click Generate Keys

Suppress Rates?: This box may be checked or unchecked. If it is checked, this means Skyware Systems will hide the rate amount on screens throughout the application (making rates confidential).

Package Plan: This should list the Custom Package, if any, associated with the Group Block.

Note: Adding a Package using this field will add the selected package to EVERY NIGHT of the Stay. For example, a dinner package - if the stay is 7 nights, the dinner package will be added to each night (meaning 7 dinner packages). If this is not desired, use instead the Packages by Day button to open the Packages screen and select the desired package. You can also click the search icon to be taken to the specific Package for the Folio screen for this Folio where you may add a package or edit the existing package.

If you have an attached package, you can also click the delete button to the right to remove the custom package. (Then you may attach a new one if desired).

Amenities by Day: Click the Amenities by Day button to open the Amenities by Day screen, where you can add amenities to the stay for each specific day in the reservation.

Note: The selections available are configured in the Property and System Configuration area of Skyware Systems. See Property and System Configuration Overview for more details.

Packages by Day: Click the Packages by Day button to open the Packages by Day screen, where you can add packages to the stay for each specific day in the reservation.

Note: The selections available are configured in the Property and System Configuration area of Skyware Systems. See Property and System Configuration Overview for more details.

You may also toggle between these two screens by selecting from the radial buttons - either Amenities or Packages - to display.

Total Package: This is the total Package price. If a package has been attached to the Group Block, the amount the package will cost is listed here.

Allow pickup package changes?: This option, when checked, allows the Pickup (individual) guests to change the packages associated with their stay from those selected for with the Group stay.

Checking this box means any included package (and charge) becomes optional for each guest, not automatically included.

 

Rooming List Due: This is the due date for a Rooming list, if this reservation is using one. Select the date from the drop-down menus for year, month and day, or select a date using the calendar icon.

Rooming List Entry ONLY!: If this box is checked, there can be rooming list pickup only, meaning rooms CANNOT be picked up individually but rather the pick up MUST be done as a list - this prevents any individual guests making the reservations for part of the group rather than it being done all at once.

This is useful if the group reservation is for example a school group, or a tour group, where your Property will be dealing with the group's organizer, rather than the individuals within that group.

Use Rate Plan attached to booking instead of rates assigned - for pickup. This option is as it says, checking this box means that the rates associated with the booking will be the specified Rate Plan, even if you changed them individually in the rates screen of the Wizard when generating the reservation.

 

Attached Company: This is the Company this stay is attached to.

You can either manually enter the Company information in the field provided, or click the browse icon to open a pop up window listing the Companies available in your Skyware Systems, where you may search for and select the appropriate Company information for this stay.

Travel Agent?: Under Travel Agent, you can set the travel agent who configured the stay.

You can either manually enter the Travel Agent information in the fields provided, or click the browse icon to open a pop up window listing the agents available in your Skyware Systems, where you may search for and select the appropriate travel agent information for this stay.

Pay Commission?: This box may be checked or unchecked. If checked, then the commission from this stay should be paid to the travel agent listed.

Referred by: Did a Guest refer this Group to your Property? If so, enter the Guest ID here.

You can either manually enter the Guest ID number in the field provided, or click the browse icon to open a pop up window listing the Guests and their ID numbers available in your Skyware Systems, where you may search for and select the appropriate one.

Late Check-Out?: This box may be checked or unchecked. If checked, then the Group is allowed a late check-out from your Property.

Early Check-In?: This box may be checked or unchecked. If checked, then the Group is allowed an early check-in at your Property.

Express Check-Out?: This box may be checked or unchecked. If checked, then the Group is allowed express check-out (i.e. need not check out at the desk).

Allow Movies?: This box may be checked or unchecked. If checked, then the Group is allowed movie rentals.

Do Not Move: This box may be checked or unchecked. This box should be checked if the reservation should not be moved from the room designated.

No service?: This box may be checked or unchecked. This refers to Housekeeping service; check this for a Room Type that doesn’t get Housekeeping service. A Group Block/Folio may be generated which uses your non-sleeping rooms only.

Phone Restriction: This is a drop-down menu of your available choices for phone restrictions, if any are necessary.

Auto Assign Rooms?: This box may be checked or unchecked. If checked, Skyware Systems will automatically assign Room numbers when the rooms in this Group Block are picked up. The option may also be found in the Room Types section of the Group Wizard.

KeyWords: Any keywords to be associated with the Contact Group account should be entered here.

Check-In time: If the Group block has been assigned a check-in time that is DIFFERENT to your usual check-in time it will be displayed here.

 

If you make any changes here, click the Save button () to save them to the Folio.

 

The Stay Info tab also contains the Payment section, which can be expanded using the arrows on the right end of the section title bar.

This section is almost identical to the one found in any Main Folio. the only difference is that on a Group Main Folio it is considered that you may wish to have MULTIPLE deposits due for the reservation, with corresponding due dates.

Under Payment and Credit Card Information, you can update the payment information for the stay.

Pay Method: A method will have already been selected but you may choose a different one from the drop-down menu of available options if necessary.

This field is required.

Gtd?: This box may be checked or unchecked. If checked, the reservation has been guaranteed.

Send Confirmation?: This box may be checked or unchecked. If checked, a confirmation will be sent for the reservation.

Deposit required?: If a deposit is required, this field should contain the amount.

Due by: This is the Date the deposit is due to be received by.

Note: An individual Main Folio has ONE option for deposit required, with its due date.

A Group Main Folio has FOUR possible options for deposits required, each with their own due date fields (numbered 1 through 4).

You may use one, more, or all of these options, which can be completed/edited either here directly on the Folio screen, or using the Payment screen of the Group Reservation Wizard, accessed from this Folio screen by the Modify Group button in the tool bar.

 

Tax Exempt: This row of check boxes allows you to select if the reservation is exempt from any of the relevant taxes that are applicable.

City Tax

County tax

State Tax

Federal Tax

Other Tax

Rate Plan Exempt? (Exempt from the recurring charge on the Rate Plan?)

Room Type Exempt? (Exempt from the recurring charge on the Room Type?)

 

A/R Account #: Accounts Receivable Account Number. If this Group is associated with an A/R account, the number should be entered here. You can use the gray search box to the right of the field to open a pop-up window listing those available and select one.

Authorize: This field is relevant is a credit card is associated with the Group. This refers to the additional authorization amount (if a credit card exists). By default it is at 0.00.

Calculated Credit Available: The amount shown here includes payments, deposits and uncaptured authorizations.

Total Charges: The amount shown here is the projected amount to be paid.

Unlimited Credit: This box may be checked or unchecked. If checked, the Group will have unlimited credit provided for the duration of the Stay.

Credit Card Information:

If a Credit Card has been provided with this Group Folio, the details will appear here for the:

Credit Card Swipe, Credit Card #, CSC (credit card security code), CC expiration (month, year), CC Voice authorization number, and the cardholder name.

 

If you make any changes here, click the Save button () to save them to the Folio.

 

The Stay Info tab lastly contains the Comments section, which can be expanded using the arrows on the right end of the section title bar.

This section is IDENTICAL to the one found in any Main Folio, containing sections for both comments that will pop up when the reservation is accessed (Pop-up Comments), and comments that will not (Additional Comments (does not pop-up)). Type any comments you wish to keep on the Group into the relevant section.

 

If you make any changes here, click the Save button () to save them to the Folio.