Arrivals report

Front Office Reports Arrivals

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The arrivals report displays all guests that are scheduled to arrive on a certain day. You can use the arrivals report to create registration forms, check in a guest or cancel an arrival. You can also right-click items in the list to access other information, such as the guest profile or reservation details.

Opening the report

To open the arrivals report:

The following dialog box appears:

Available user rights

62

FO Arrivals

Authorizes the user to open the arrivals report.

Filter

Date

Enter a specific arrival date.

Name

Enter a specific guest name if required. It is usually sufficient to enter the first couple of letters of the name. protel automatically displays all guests whose name starts with these letters.

If you select the check box next to the input field, you can enter any part of the name. This would allow you to find a guest named “vom Stein” when entering “stein”, for example. The search returns all arrivals whose guest names contain the string you entered (e.g. Steinbrück, vom Stein, Dürsteiner etc.).

Room

To find a reservation for specific rooms, you can enter one or several room numbers (separated by commas).

Acct.

Select this check box to include internal hotel accounts in the arrivals report. If the check box is cleared, the list contains room reservations only. This check box is selected by default.

Companion

You can search for a reservation that is associated with a specific accompanying person.

First name

Finds guests with this first name.

From version 2013.18.067
It is sufficient to enter the first couple of letters of the first name. protel automatically displays all guests whose name starts with these letters.

Sc/TA /Cm/Gp

Shows the company / group / travel agent that made the reservation. If you select the check box next to the input field, you can enter any part of the name as described above.

Res No.

Searches by reservation number.

Conf. No.

Searches by confirmation number.

Sort order

Define how the list should be sorted. You can sort the guests alphabetically by name or numerically by room number in ascending order.

If you select “Group,” the guests will be sorted according to their group membership, i.e. all guests of the same group are listed together.

The “R. plan order” option sorts arrivals by their position in the room plan.

Options

Select the Include arrived guests   check box to also display reservations that have already checked in.

Select the Include messages with date check box to also show guests for which the relevant arrival date was entered in the navigator date fields next to the Note 1 and Note 2 buttons. These guests will be shown separately in the bottom section of the arrivals report.

Incl. status

Void

Also shows cancelled reservations

Wait list

Shows guests on the wait list

Option w. deduction

Shows optional reservations with deduction

Option wo. deduction

Shows optional (tentative) reservations without deduction

Structure and features

Click [OK] to confirm the selected filter criteria and display the arrivals report with all relevant information on the respective reservations.

You can flag the guest names for further processing (use the All and None buttons if required). The following features are available:

Add-Ons

Access additional functions (ONLY POSSIBLE if the relevant additional functions have been configured in the system).

Check In

Checks in all selected guests. You can also double-click individual reservations to check them in.

Cancel Reserv.

Cancels a reservation. Select the reservation you need to cancel. Click the Cancel Reserv. button to open a window in which you can provide a cancellation reason and some text. protel then displays a message box with a sequential cancellation number that should be used in all written communication with the guest. You can use the cancellation number to search for cancelled reservations in the reservation report. The reservation remains stored in the system with a “Cancelled” status.

Reg. Cards

Prints a registration form for the selected reservation(s).

Refresh Rates

Refreshes the rates if these where previously changed in the rate-by-day grid.

Void CI

Resets the status of all selected checked in guests to “Arrival.”

Reactivate

Resets the status of cancelled reservations to “Reserved.”

Show extended tooltip checkbox: Depending on the settings in the PROTEL.INI file, shows additional information on the reservation when you move the mouse pointer over it.

Right-click a reservation to open the navigator.

Available user rights

311

FO voiding cancellation status

Authorizes the user to reactivate cancelled reservations in the arrivals report. (Controls access to the [Reactivate] button.)

330

FO Void CI

Authorizes the user to reset checked in reservations in the arrivals report to a “not checked in” status. (Controls access to the [Void CI] button.)

Check In

[Reports > Arrivals > Check In]

Double-click a reservation in the arrivals report to check in the reservation. Alternatively, you can select one or multiple reservations and click the Check In button.

Available user rights

352

FO Arrivals CheckIn (Double Click)

Authorizes the user to double-click guests in the arrivals report for check-in.

 

Available Settings for Check-in

From Version 2013.17.672

A special setting enables you to prevent checking a guest into a room which still has a checked-in reservation. Before a new reservation can be checked into the room, all of the existing reservations must be checked-out.

 Your protel Support Team will gladly make these settings for you. Just get in touch – we’re happy to help!

 

Group check-in

Example: Checking in the "GM Berlin 2013" group on March 10, 2013:

  1. Enter the name of the group (or part thereof if the check box is selected) in the “Sc/TA /Cm/Gp” box:

  1. The arrivals report appears with all members of the group:

  1. Click [All] and then [Check In].
  2. This checks in all members of the group in one step.