Creating and Managing Reservation Quotes

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Overview

Reservation Creates are similar to pencil-ins, temporarily holding inventory for a guest while providing a costing quote/information. The quote includes more details than a pencil-in, such as client details, occupant details, and any additional products.

Prerequisites

  • Contact DigitalRez to enable the Quote feature.

Steps

Creating a Quote

  1. Use the Calendar Quote Tool Submit button.
    - Enter the arrival date and the number of nights required.
    - Press Submit.
  2. The Booking Quote screen will appear.
    - Ensure a Client Name is attached to all quotes.
  3. Enter guest information:
    - Click the Client Details tab.
    - For returning guests, click Search for Client.
    - For new guests, click Add New Client.
  4. Complete the quote:
    - Click the Reservations tab.
    - Click the + symbol next to the required Unit Type.
    - Enter the number of Occupants required.
    - Add additional products if needed.
    - Click the Quote button to create the quote.

  1. A Save Quote box will appear for comments and more information.
    - Hold Inventory: Tick to hold inventory and display the quote on the Availability Grid.
    - Expiry Date: Enter a date for quote availability if applicable.
    - Comments: Enter comments for the Reservation Quote PDF and Quote Panel.

  1. Click Save to save the Quote.
    - A Quote Confirmation number will be generated for reference.

Reviewing Created Quotes

  • All Quotes are displayed within the Quote/Waiting List panel.
  • Click the Utilities button on the Availability Grid and select Review Quotes.
  • The Quote/Waiting List panel will display all current Quotes.

  • Searching for a Quote: Enter the number into the QTE Conf # Search panel. Use Date Filters and Quote Status drop-downs for assistance.
  • Expired Quotes: Select and click Keep to adjust the Expiry Date if needed.
  • Cancelling a Quote: Select the Quote and click Cancel. The client is not notified.
  • Making a Quote into a Reservation: Select the quote and click Select. Adjustments can be made before finalizing the reservation. The original Quote # is logged in the Reservation's History Tab.

Troubleshooting

  • Warning List Clients: Quotes for clients with a Warning List flag will display the warning list color.
  • Viewing Quotes: Quotes can be viewed from the Pencil In tab of the Arrivals/Departures panel but cannot be adjusted there.
  • Quote Comments: Comments entered during Quote creation are not stored on the Guest Folio after submission.
  • Quote Changes: Any changes to a Quote will result in cancellation and creation of a new Quote and QTE#.
  • Statistics: Revenue and Occupancy statistics do not include quotes.
  • Quote Conf # Search: Only searchable within the Quote/Waiting List panel.
  • Group and Corporate Bookings: Quotes can handle these bookings.
  • Grid Selection: Selecting dates/unit from the Grid and pressing Submit allows for Quotes.
  • Availability Listing: Units with assigned Quotes and Hold Inventory flag enabled will not display.
  • Upcoming Bookings Panel: Displays quotes with Hold Inventory flag enabled.

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