Reservation Entry

From the DockMaster menu, select Marina Management > Reservation Entry

The topics listed below are listed in the order in which a reservation is entered, updated, checked in, charges processed, and checked out. Reservations can be cancelled with deposits being returned to the customer or forfeited. Reservations can be made as far into the future as your company policy allows.

Tips:

The customer and boat data are transferred into the Customer and Boat Files when the Reservation is Checked In unless a Customer ID is entered.
You should always do a customer search at the Customer ID field to avoid duplicating a customer in your database.
Advance to the Postal Code prompt to automatically put in the City and State.
The Boat Information entered on a reservation is used by the Assign Slip function to match a customer’s requirements to the available slips.

Reservation Entry

Enter N or press [enter] twice to start a new Reservation. To work with an existing Reservation, enter a Reservation ID, press F6 to select from a list, or \ to search by cross reference.

General [tab]

Enter the Customer’s ID if this is a returning customer, or bypass the prompt to enter information on a new customer. If you select an existing customer, verify that name and address information is correct.
- Type a backslash "" followed by the person’s name to check if the customer already exists in your database.
- If an existing customer was selected and the customer has more than 1 boat on file, a window will appear with the customer’s boats listed. You can choose a boat from this window, or press Cancel to exit the window and enter information for a new boat.
Enter the Customer’s complete name, contact, and address information. Tip: The city, state, and country fields can be skipped if in the USA and a US postal code will be entered. The system will populate the city and state for you when the postal code is entered.

Important Note: The name, contact, address, and boat information you enter for this reservation will be moved into the Customer and Boat Files when the customer is checked in. Therefore, it is important that the complete information is entered properly.
If the reservation is for a returning customer, then the boat information will be populated from the customer's boat record. Otherwise ignore the boat id field and enter a Boat Name or Registration number, at least one of the fields must be maintained with data.
Enter the Boat's Length, Draft, and Beam, or bypass this prompt. The length, draft, and beam should be input in one of the following formats: 23', 23’10, 23’10", or 23.10. The length, draft, and beam fields are not required, but the Available Slip search routine will use the information entered to select slips that meet the dimension requirements.
Accept the number of boats default of 1 if this is not a group reservation. See Group Reservation Entry for details on how to process reservations for a group.
Click on the Confirmed box if this reservation if confirmed. The answer to this prompt affects the Available Slip report. If the reservation is confirmed, a ‘C’ (Confirmed) is displayed on the days the slip is reserved. Otherwise, an ‘R’ (Reserved) is displayed. The reservation can be maintained later if your policy is to not confirm until a deposit has been received.
If you wish to view all available slips in slip assignment regardless of the slip length, click the Ignore Length box to ignore the boat length when searching for a slip for this boat.
Select the slip requirements requested by the customer. The Available Slip search routine will use these requirements to select slips that meet the criteria given.

Note: You can set the defaults for the requirements section in Reservation Parameters. If these options have not been maintained in your Slip File (Slip Maintenance in the Storage and Billing module), the Available Slip search routine will not give you an accurate list of available slips.
Select the location type, tie-off, voltages, amps, water, cable TV, phone, and dock box required by the customer. The requirements can be left with the default information if there is no need to change them.
Enter the expected Arrival Date for this customer or accept the today as the default. This is a required entry.
Enter the expected departure date or enter the Length of Stay for this customer or accept the default of 1. If the length of stay is entered or maintained, the departure date will be updated.

Assign A Slip To A Reservation

A slip is not required to be assigned when the reservation is created and saved. The reservation can be maintained at a later date with a slip or temp slip prior to check in. Only one slip per boat is allowed to be selected.

Click in the Location column of the Assigned Location grid to give a reservation a slip assignment.
- Press F6 Assign Slip to display a list of available slips meeting the customer’s requirements for this reservation.
- Press F8 Assign Temporary Slip to create a temporary Slip Location to allow the reservation to be Checked In.
- Press F9 Assign Slips on Rotating Basis to display a list of available slips meeting the customer’s requirements for this reservation. This function affects the sort order of the available slips; the list is sorted based on the revenue produced by each slip.
- Or to delete a slip, click the location column and row that contains the slip to delete and Press To F7 Remove Slip. A slip can only be deleted if the reservation has NOT been checked in. Select a new slip for the reservation to replace the one removed.
When the Available Slips window appears click the box next to the slip you want assigned to this reservation. The slip will be highlighted. Click the save button to complete the slip selection.

Comments [tab]

The comment tab contains two comment boxes for providing information internally or externally about the reservation.

Click in the General Comments area to add general comments for the reservation; this comment is printed on the confirmation card sent to your customers and can also be printed on a reservations report.
- Press F7 to copy the Standard Comments from the Reservation Parameters into this reservation. This allows you to print standard information on each reservation card and then add additional comments as you see fit (See the Reservation Parameter section for further information).
Click in the Reserved Comments area to add reserved comments for the reservation. Reserved comments are for internal purposes; they can be viewed through the Comments tab and printed on a Reservations Report or Reservation Card layout.

Billing Codes [tab]

At least one billing code must be added to a reservation to generate a bill. The billing code must have a daily or monthly billing cycle (monthly billing codes will be prorated on a daily basis). If you attempt to add a code with a billing cycle other than daily or monthly, you will receive an error. Note: A Flat Rate bill code may be used. For example, to bill for a Fishing Tournament. The Flat Rate bill code will only bill once for the customer’s stay. Only one Flat Rate bill code can be used per reservation.

Note: You can add additional billing codes at any time prior to Check Out by pulling up the reservation and entering the Billing Codes tab.

Click in the Code column to enter a Billing Code or;
- Press F6 to list the available billing codes. The system will look for Billing Codes based on what has been entered in the Location Type prompt under Requirements. If there are no Billing Codes that match the "Type" of slip in the Location Type field, no valid Bill Codes will be returned on your search.
- For example, if the slip type of "Wet" is entered in the location type field, then the system would look for those Bill Codes with a WET slip type attached. If a slip type is defaulting in the Location Type field, the field can be modified. The default is coming from the Reservation Parameters. Upon entry of a valid billing code, the cursor will move to the rate field to allow you to change the rate. Note: Only billing codes with a cycle of (D)aily or (M)onthly or Flat (as discussed above) can be used. Monthly billing codes must have the Prorate option enabled.
Click in the Rate column to override the default billing rate for this code. Note: If the rate entered is a per foot rate, the actual daily charge will be calculated when you generate charges for the reservation.
Click in the Discount column to enter a Discount percentage for this billing code. Percentages should be entered in the format: 10, 20, etc. only whole percentage rates are allowed.

Deposit/Refund [tab]

The reservation entry form includes a tab for entering and refunding deposits, estimating the reservation charges, and storing credit card information. The top of the form contains a grid that displays the deposits currently taken and the status of those deposits, the rest of the form is divided into sections based on the routine the clerk will use for estimating the charges, deposit entry, deposit refund, and storing the profile.

New Reservation Deposit

Starting from an open reservation perform the following steps to manage the reservation's deposit(s).

Verify that all pertinent data for the customer, boat, dates, and slip has been entered on the general tab. If there is no customer id for the customer click the create customer icon before proceeding to deposit entry.
Verify that the appropriate billing code has been selected on the billing code tab.
- Click on the Deposit/Refund tab then perform these steps;
- Verify that the create customer icon is grayed out, if it is not then click it to create the customer id. There must be a customer id for the reservation before a deposit can be taken.
- Click the Estimate charges button to view the estimated amount owed for the reservation. The charges will appear in the lower right quadrant of the form in the Est Amount Owed section.
- Click the New Deposit button, the fields for the Deposit Detail and the Credit Card Information sections will become accessible.
- The date field will default to the current date, change it if needed.
- Enter the appropriate pay type in the pay type field.
- Enter through the Ref Number field to get the next reference number or manually key in a reference number of your choice.
- Enter the amount of the deposit in the Deposit amount field.
- If the deposit is not a credit card, click the Apply button and complete the reservation, otherwise continue to step 9 to process a credit card.
- In the Credit card Information section, click in the Credit Card Type field and select the type of credit card.
- In the Credit Card number field enter the card number without any spaces or dashes.
- In the expiration Date field enter the 2-digit month and 2-digit year in this format MMYY or MM/YY.
- If given enter the card security code in the CCV/CVV2 Code field.
- Ignore the approval Code field and do not type anything in it. This field should only be maintained when the Merchant Services rep for your processor has given a verbal approval code.
After completing the deposit entry save the reservation by clicking the Save button.
Print the confirmation if desired.
If the reservation is ready to be checked in move to the Check In tab and complete as instructed. Otherwise, close or clear the form.
Deposit entry is complete.

Stored Profile Deposits

To use a customer's stored profile during deposit entry, perform the following steps.

Verify that all pertinent data for the customer, boat, dates, and slip has been entered on the general tab. If there is no customer id for the customer click the create customer icon before proceeding to deposit entry.
Verify that the appropriate billing code has been selected on the billing code tab.
Click on the Deposit/Refund tab then perform these steps;
Verify that the create customer icon is grayed out, if it is not then click it to create the customer id. There must be a customer id for the reservation before a deposit can be taken.
Click the Estimate charges button to view the estimated amount owed for the reservation. The charges will appear in the lower right quadrant of the form in the Est Amount Owed section.
Click the New Deposit button, the fields for the Deposit Detail and the Credit Card Information sections will become accessible.
The date field will default to the current date, change it if needed.
Right click in the pay type field and select List Stored Profiles - F7. When the Stored Payment Options grid appears select the profile to use for the deposit. The form will display in red Stored Profileand the profile info area will be grayed out.
Enter through the Ref Number field to get the next reference number or manually key in a reference number of your choice.
Enter the amount of the deposit in the Deposit amount field.
Click the Apply button and complete the reservation.
Print the confirmation if desired.
If the reservation is ready to be checked in move to the Check In tab and complete as instructed. Otherwise, close or clear the form.
Deposit entry is complete.

Create a Stored Profile from Reservations

When creating a reservation, you have the capability to take a customer's credit card or ACH information and store the profile on their customer record. Follow the steps below to create the profile from the reservation.

Verify that all pertinent data for the customer, boat, dates, and slip has been entered on the general tab. If there is no customer id for the customer click the create customer icon before proceeding to deposit entry.
Verify that the appropriate billing code has been selected on the billing code tab.
Click on the Deposit/Refund tab then perform these steps;
Verify that the create customer icon is grayed out, if it is not then click it to create the customer id. There must be a customer id for the reservation before a deposit can be taken.
Click the Estimate charges button to view the estimated amount owed for the reservation. The charges will appear in the lower right quadrant of the form in the Est Amount Owed section.
Click the New Deposit button, the fields for the Deposit Detail and the Credit Card Information sections will become accessible.
The date field will default to the current date, change it if needed.
Right click in the pay type field and select Maintain Stored Profiles - F8.
The Customer Maintenance tab will open to the Payment Options Tab.
Add one or more profiles and save and close the Customer Maintenance tab.
Return to the Reservation and right click in the pay type field and select list stored profiles.
Refer to the "Stored Profile Deposits" section above to complete the deposit entry.

Reservation Deposit Accounting

When a deposit is entered on a reservation, the following accounting entries are made by the system:

DEBIT GL Account 1001000 Cash Bank Operating
CREDIT GL Account 1002220 Reservation Deposits

The DEBIT to Cash is derived from the Debit G/L Account located in the Pay Type Code File. The CREDIT to Transient Deposits is derived from the Transient Deposits Account located in the Reservation Parameters program.

A Cash Receipts Journal Transaction (CRRS) is created when you click the Save button to accept the reservation. The Deposit JT field in the grid is populated with the JT ID that was created.

In the GL the journal transaction description refers to the Reservation ID (Deposit for Resv xxxxxxx)

Check-In [tab]

Reservations can be checked in early, on-time, or late. When the check-in button is clicked several things happen in the background.

Once the reservation is checked in any deposits previously taken will automatically be applied as credit to the customer's accounts receivable schedule.
If the reservation is for a new customer and boat, the system will automatically create the customer and boat records in file maintenance.
The reservation can no longer be cancelled.
Deposits can no longer be refunded.
Prior to checking in the reservation, confirm the information is correct on customer, boat, slip, length of stay, and billing code information is correct.
- Changing the Length of Stay - If you change the Length of Stay, the system will try to reassign the assigned slip(s) for this reservation to the new date range selected. If the previously assigned slip(s) is not available, you will need to make a new slip assignment.
Accept the default Arrival Date displayed or change the date to the correct date.
- If you change the Arrival Date, the system will try to reassign the assigned slip(s) for this reservation to the new date range selected. If the previously assigned slip(s) is not available, you will need to make a new slip assignment.
Accept the default Arrival Time shown or change the time to the proper arrival time.
Accept the default Credit Limit shown or change the Credit Limit for the customer on this reservation.
Click the Check-In button to complete the check-in.

Processing Charges
For users who generate and collect charges at the time a transient customer checks in, click the Generate Charges button.
The system will generate charges for the entire length of stay shown in this window and display a list of the charges on the screen. The charges are based on the billing codes entered on the reservation; if the charges are incorrect, click No, correct the billing codes, and click the Generate Charges button again. This process generates a charge for each day based on the billing codes entered on the reservation. Taxes and discounts are also calculated on a daily basis.

Warning: Once you click Yes in the Reservation Charges window, the charges are posted to the customer's account.
To check-out the reservation, continue to the Reservation Check-Out topic below.

Check-Out [tab]

Reservations can be checked out early, on-time, or late. When the check-out button is clicked several things happen in the background.

The system will check to verify if charges have been generated for the reservation. If not, the clerk will be prompted to generate charges.
The Boat is removed from the slip.
The movement history on the boat is updated.
The Customer's credit limit will be changed to 0.00 if checked to do so in reservation parameters.

To check-out a reservation:

Confirm the that the billing code information is correct.
Process charges for the reservation if not already completed.
Click the checkout tab.
Verify that the departure date information in the Check Out Information section is correct. If it is not correct, click in the Departure Date field and or Departure Time and modify.
Press the Check Out button complete the checkout process.
If charges have not been generated for the customer, prior to checking out, a message will display, prompting to generate charges. If you answer, "Yes" to generate charges, the charges will be generated and displayed for review.
If the charges generated and shown for your review are not correct, answer "No" so charges are not posted. The billing information can then be modified.

Important Note: If the reservation was extended and the charges were already generated, charges will need to be generated for the additional days.
Press the Print Statement button for a printed statement to generate for the customer.
If requested a ledger card can be printed as well. Press the Print Ledger button to print a customer ledger card for the customer’s charges.

Reservation Entry​

Reservation Entry