Semester Reservations

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Semester reservations are similar to group reservations in RMS. Used in the College version of RMS.

Yellow Fields indicate system fields and will be completed automatically by the system when the reservation is saved.

Blue Fields indicate mandatory fields and you cannot save the reservation until all of these fields have been completed.

Grey Account fields to the right cannot be altered until the reservation has been saved.

Status Field will change colour depending on the status of the reservation, red = Unconfirmed, green = Confirmed, blue = Arrived, purple = Departed, pink = Cancelled.

Choose the Add button on your upper toolbar, if you have the auto load option ticked you should see the below screen automatically. If not click once on the add area button at the bottom of the reservation details column.

Choose the charge type you wish to use and tick the semester option as shown below, highlight the category you require on the left of the screen, this will show a list of all available rooms on the right highlight the room you wish to book and click once on the allocate and exit button at the bottom of the screen.

on the reservation screen enter the students details in the left column and save.

Note: In the navigator column on the far left you will see two entries for the room selected. Because you have ticked the option for Semester RMS places individual reservations in the room selected for each semester set in the system.

If you wish to change the tariff charged, choose a room on the left and change accordingly, this will automatically update the Grp record.

Grp = Group Master reservation, this is the record that holds each of the semester reservations together. From here you will check the student in and out, this is also where tariff charges will be created and monies received are receipted.

01 = Sibling reservations, each semester reservation.

The effect of seelcting Seemser = Yes is to place the semester dates as established in Semester Periods, Set Up menu in teh reservation as default dates. They may be changed to reflect actual attendance.

The other effect of selecting Semester = Yes is to amalgmate the client and reservation accounts. This means either account will display the same transactions which means you willbe able to access student's accounts through their client record, even when they are not in residence or do not have active reservations.

It is recommended that a new Group reservation be established each year rather than add successive years into the one group reservation. Searches will be more rapid and it will be easier to locate current rooms if a new Group master is established for each year of residence.

Care should be taken to always use the same Client record for each student - this will avoid duplication and ensure a full history of financials and correspondence is maintained for each student. It is the client record which converts to alumni status and retains all data as a permanent record after their period of residence has finished.

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