Modifying guest stay reservations using the stay wizard

The Stay Wizard screen enables you to apply room, room type, rate plan, and rate adjustments and changes during a guest stay. Updates made to the guest stay reservation on the Record View tab are applied to the entire guest stay, while the Stay Wizard enables you to schedule room, rate plan, and room type changes during a guest stay, and also enables you to provide rate instructions to override, re-quote, or retain rates for rooms and room types.

Leasing: You cannot modify a lease through the stay wizard. Each date within the lease will display by day, or by date range with only with start and end dates from the lease schedule according to the RATEDETAILSDATERANGEDISPLAY property parameter . Lease rates and fees do not display, instead the lease start date, lease end date, and the amount of total lease charges will be displayed. Lease shoulder stay dates (dates before the start date of the lease or after the end date of the lease) will display consecutively when the room, room type, rate plan, charge, rate reason, and original rate have the same value.

Foreign currency processing: You can modify the Rate (property currency) or Guest Currency. If you specify a value in one of the fields, the other field is automatically calculated. If the exchange rate is locked, the locked exchange rate is used to calculate the other field. If the exchange rate is not locked, the current exchange rate is used to calculate the other field.

  • Rate: Rate is always displayed in the property currency.
  • Guest Currency: Guest currency amount is the rate in the guest currency.

When the guest currency and the property currency are same, the Guest Currency field is disabled, and thus you can modify the Rate field only.

When the guest currency is not the property currency, the following two scenarios are possible:

  • Foreign Currency Rate Plan: If the Rate Plan is a foreign currency rate plan, you can modify the Guest Currency field.
  • Courtesy Quote: If the Rate Plan is a property currency rate plan and guest currency is specified, the current exchange rate is used by the system to calculate the Rate. You can modify the Rate field.

The Rate Plan is a property currency rate plan and guest currency has been set. The current exchange rate is always used. The user will modify the Rate field.

Note: If you specify a new Rate Plan for a guest stay record with the status In-House or Reserved, and an activity is linked to the rate plan of the non-room item, the application creates an activity with the status Pending.You can also access the Stay Wizard on the Shares tab of the Guest Stay screen. All changes applied to a guest stay are applicable to all share and share components. Refer to Creating shares.

To modify a guest reservation using the stay wizard:

  1. Select Front Desk > Guest Stay.
  2. On the List View tab, double-click the guest stay record to work with. The Record View tab is displayed.
  3. Click Stay Wizard. The Stay Wizard window is displayed.
  4. Select the record to work with from the Detail View list.
  5. Specify this information:
    Start Date
    Enter the starting date for the guest stay change.
    End Date
    Enter the ending date for the guest stay change. The adjustments to the guest stay apply only to the dates specified in this date range.
    Room
    Specify the room for the guest stay change. If another room has been assigned for the guest reservation, the existing room will be replaced with the specified room for the specified date range. If room rotation is used, rooms with the lowest amount of total room points appear at the top of the list. When the owner room rotation method is used and the top room in the list is not assigned, you will be prompted for a reason. See Understanding room rotation.
    Availability Instruction
    Specify the availability instruction for the guest stay change. Your options are Allow Overbooking, Allow Restricted, and Available Only. Allow Overbooking enables you to commit the change to a room that is already booked and for which guest occupancy is not actually available. Allow Restricted enables you to commit change to a restricted room. Available Only enables you to commit a change only to a room that is available.
    Room Type
    Specify the room type for the guest stay change. If another room type has been assigned for the guest reservation, the existing room type will be replaced with the specified room type for the specified date range.
    Note: 
    • The room type must be in inventory for the guest stay duration.
    • You must select a room type for which the Run of House check box is not selected in the Room type screen.
    Rate Plan
    Specify the rate plan for the guest stay change. If another rate plan has been assigned for the guest reservation, the existing rate plan will be replaced with the specified rate plan for the specified date range.
    Note: For a specific Arrival Date, if you modify this value with the rate plan that has a resort fee defined, the resort fee is defaulted in the Guest Stay screen.
    Commission Percent/Amount
    The Commission Percent and Amount are displayed on the screen when the Guest Stay has commission amount or percent that changes during the stay. The values in these fields are defaulted from the Commission values stored against the Guest Stay. The values can be modified when the Commission values do not originate from a Group Booking.
    Rate Instruction
    Specify the rate instruction for the guest stay change. Your options are Override, Re-Quote, and Retain Rate. Override enables you to change the rate amount applied to the guest stay with a new manually entered rate. Re-Quote enables you to provide the guest with a new quote for the cost of the room and room type based on the specified rate plan. Select Retain Rate when there are no available rooms of the reserved room type, and retaining the current rate enables you to reserve a different room type for the guest while maintaining the cost of the original room reservation without re-quoting the rate.
    Rate
    If you select Override as the Rate Instruction, enter the new rate.
    Rate Reason
    If you selected Override or Retain Rate, specify the reason for the rate change.
  6. Click Save. The guest stay is updated.
    Note: In some cases, a confirmation message is displayed in the message bar clarifying an aspect of the guest stay change asking you whether to continue. Click Yes to continue with the change and close the message bar, or click No to cancel the change.
  7. Make additional guest stay changes as necessary and click Close. The Record View tab is displayed.
    Note: 
    • If you click the Reservation Template code or the Offer ID the Reservation Template screen is displayed and you can review the associated template data.
    • Including Amenity Template: When you modify the Room Plan, or Room Type, or Reservation Template in the Stay Wizard screen the Amenity process links the new Amenity Template with the reservation based on the Apply Template Rule associated with the Amenity Template.
      • The Arrival Date of the guest reservation must be same or within the Amenity Start Date and Amenity End Date.
      • You can link multiple Amenity Template to the guest reservation. When the reservation date is modified, the existing Amenity Template is removed.