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BookingCenter Management Tool - Why Go Pro?

The basic Management Tool product is perfect for managing any lodging property for online sales (as a 'Booking Engine') and/or in the GDS and Global Booking Network. But sometimes you want a little more power. The Management Tool Pro is for users who want many of the conveniences of a property management system, but don't wish for a full-blown Property Management System such as we provide. The Management Tool Pro product is especially helpful for rental management companies or agencies managing a large number of properties, each managed individually (per owner, in some cases) and concurrently. All the while allowing for consolidated availability and reporting via a Portal Administrative area. The Management Tool Pro can be added to any Management Tool to enable the following features:

Letters

The Letters feature is a fully integrated text editor with data merge fields. It gives the user the ability to create, personalize, and customize multiple letters with ease. For a comprehensive look at how these Letters can be created and used, click here.

Receipts and Adjustment

The ability to manage credits and debits for each booking is what this feature provides. Each booking can have as many receipts against a booking(s). In addition, the system will track refunds (debits) and adjustments.. An audit trail of who makes each Receipt assignment or adjustment is saved per booking, with instructions here.

Reports

Reports allow a manager to find out activity that has been made in the system. These reports are a combination of Central Reservation and Property Management System reports. All Management Tool Pro reports can be saved and/or printed as .PDF, HTML (web page), Excel (.xls), and Text (.cvs). Examples of reports offered are viewable here.

Taken together, these features make the Management Tool Pro a 'light weight' property management system. See below for a detailed overview of how each feature works.

Working With Letters

Log into the Members Area. Once logged in, please choose:

Parameters -> Letters

Add a Letter

Choose the Add button and the letters screen will open.

Merge Fields

Merge fields are a list of specific data fields in the database. Each data field is displayed with two percent signs. You can add a merge field by clicking on the BookingCenter logo. You can add as many merge fields as desired.

Once the letter has been completed, please save the letter.

Sending a Letter

To execute a letter you have 2 options. You can email the letter or print it. Find any booking in the management tool. Click the Bookings tab. Choose any booking.

Once in the Booking Details screen, you see pull down menu of all existing letters and the option of format (email/print).

Click 'Go'

You will see all merge fields converted. You can modify the letter before printing/emailing.

Possible Errors

 

This error means you edited the 'merge field' text between the %% - DO NOT DO THIS! This breaks the letter.

Receipts

Issuing A Receipt

Each booking can have receipts of unlimited types credited against a booking(s). In addition, the system will track Receipts (credits) and Refunds (debits) as well as adjustments against any booking. To issue a new Receipt to a booking, click the 'Add Receipt' button and enter the type being used, the amount, and click SAVE. If the receipt type used is a 'credit card', and you are setup to use online authorizations, then the transaction will either save with an authorization and transaction ID or else any errors will be displayed for a second chance.

Making Adjustments to Bookings

This section is for users who need to adjust their booking costs in order to keep their commissionable liability easy to manage. If you use any of our Property Management Systems (Desktop or MyPMS) then simply by checking in and out, editing, or cancelling bookings, the costs is being updated in real-time and further action is required. But if you are using the online Management Tool, then you can adjust bookings as follows:

Load the Booking you wish to adjust and click the 'Make Adjustment' button:

This brings up the 'Make Adjustment' window. Here you enter a positive amount to INCREASE the cost of the booking (and thus the commission) or a negative amount to DECREASE the amount of the booking. Entering a Note will help you track the reasons for making the adjustment if needed later.

You can now view the adjustment made under the Payment Details section. The Accommodation costs is what is adjusted by this action, reducing or increasing the final cost.

Reports

The Reports area provides pre-crafted reports organized in the following manner:

Accounting Reports

Receipts. This report enables a Manager to view and manage monies taken and refunded in the system. This report tallies and sub-totals credits: cash, credit card, barter, etc.. and debits – refunds. When integrated with a Point of Sale Module and the integration with your merchant account, this enables comprehensive business management as well as booking management.

Advanced Deposits. This report lists all monies taken for bookings for future arrival dates.

   Daily Reports

Bookings. This report totals reservation activity – with any date requirements - by Agent, Source, or Rate Plan.

In-House Report A report detailing who ought to be in 'in house' from bookings in the system not cancelled.

Departures Report. A report detailing who ought to be departing from bookings in the system not cancelled.

Arrival Report. A report detailing who ought to be arriving from bookings in the system not cancelled.

Cancellations. This report totals reservations that were cancelled– with any date requirements - by Agent, Source, or Rate Plan.

   Manager's Report

Revenue. This report accommodation revenue – with any date requirements - by Agent, Source, or Rate Plan.

Bookings Report. This report totals booking activity – with any date requirements – in summary form.

Demo the BookingCenter Management Tool Pro