Reservation Parameters

Reservation Parameters

The Reservations parameters control the defaults for how the module processes billing, general ledger postings, deposit application, comments, statement printing, etc. Please contact your CPA or accountant if the G/L account settings are not clear.

Tab 1 G/L Information

Transient Deposits Account - Enter a Transient Deposits Account number (liability) or press F6 to list the Chart of Accounts if the G/L is installed. This account is credited when you enter a deposit through Reservation Entry.

Transient Receivables Account - Enter a Transient Receivables Account number (asset) or press F6 to list the Chart of Accounts if the G/L is installed. This account is debited for the total amount of transient dockage when you process charges through the Reservations module.

Forfeited Deposits Account - Enter a Forfeited Deposits Account number (income) or press F6 to list the Chart of Accounts if the G/L is installed. This account is credited when you refund only a portion of a deposit received and keep the remaining portion as a penalty. The account is used in the Refund Deposit function through Reservation Entry.

Discount Account - Enter a Discount Account number (Contra Income/Cost Account) or press F6 to list the Chart of Accounts if the G/L is installed. This account is debited when a discount is entered on a Reservation.

Tab 2 Defaults & Miscellaneous

Requirements Group - The Check Boxes in this group determine the options that are selected by default for new reservations. These can be overridden at the reservation level.

Slip Type – Enter a default Slip Type to be used on all Reservations. The slip type will default in the Location Type field in Reservation Entry. The slip type will determine which Bill Codes can be assigned to the reservation. Leave blank if the slip type can be more than one. For example, WET and DRY.

Enter A/P for Refund - Click the Enter A/P for Refund box if you want the clerk refunding deposits to also enter an invoice through the A/P Invoice Maintenance program in the Accounts Payable module. Leave the box blank to bypass the A/P Invoice Maintenance program; the system will make the accounting entries for you using the account numbers shown on tab 1.

Zero Credit at Check Out - Click the Zero Credit limit at Check Out box to change a reservation customer's credit limit to zero upon check out. Leave the box blank to leave the credit limit unchanged when a customer checks out.

Category Code - Enter a default customer Category Code to be used when a transient reservation customer is added to the Customer File at check in. These codes should already be maintained; press F6 to list the available codes. For example: Transient = TR

NOTE: A customer is only added to the Customer File if the Customer ID prompt on a reservation is blank.

Important: The Category Code defaults in the first position of the category code list in the Customer Maintenance file. By default, customers with a category code of "TR" for transients do not receive an A/R Statement. To avoid this from happening, be sure to remove the "Transient" status when the reservation customer becomes a permanent customer at your marina. To print a statement for a transient customer, an option to Print Statement displays when the reservation checks out.

Payment Terms Code - Enter a default customer Payment Terms Code to be used when a transient reservation customer is added to the Customer File at check in. These codes should already be maintained; press F6 to list the available codes.

Credit Limit - Enter a default customer Credit Limit to be used when a transient reservation customer is added to the Customer File at check in. Point Of Sale uses this limit to notify the clerk when a transient customer has exceeded his credit limit.

Statement - Click on the down arrow to select a valid Statement to be used for printing in the Reservation Entry program. Statement.Logo is the default statement for printing or emailing with your logo.

Folio - The default folio layout has been defined. If a custom folio has been created it can be added here.

Confirmation Card Layout - The default confirmation card has been defined. if a custom confirmation card has been created it can be added here.

Tab 3 Comments & Messages

Reservation Comments - Click in the Reservation Comments area to enter comments that you may want to include on your reservation confirmation cards. In Reservation Entry, you can copy the reservation comments entered here onto the reservation by pressing the F7 key while in the General Comments prompt in the Comments Tab.

Confirmation Card Message - Click in the Confirmation Card Message area to enter a standard message that will print on all confirmation cards. Use this feature to enter your deposit and cancellation policies so you can include them on all confirmations cards