Opera Property Management System (PMS) Reservation Training

Overview

• Purpose: Learn how to create a simple reservation in Opera PMS.
• Key Screens: Rate Query Screen, Availability Screens, Reservation Screen.
• Profile Attachment: Reservations are often attached to an individual profile to track guest production.

Rate Query Screen

Ways to Access

• Click on the Reservation button and then New Reservations.
• Press F5 key to access Rate Information and then Rate Query.
• Press F7 key directly to access Rate Query.

Features & Fields

• Yellow Border: Indicates the entire screen is a filter search.
• Arrival Date: Guest's arrival date, includes day of the week.
• Number of Nights: Length of stay; navigate using Tab and Shift+Tab keys.
• Departure Date: Guest's departure date, includes day of the week.
• Number of Adults: Adults staying in the room.
• Number of Children: Children staying in the room.
• Number of Rooms: Number of rooms being booked.

Rate Query Details Screen

• Reflects rate and room availability based on queried information.
• Highlighted in Yellow: Indicates rate changes during the stay.
• Rate Info Button: Shows details of rate changes during the stay.
• Room Types: Different types of rooms available (e.g., King Standard, Deluxe King).
• Include Overbooking: Number of rooms allowed to be overbooked.
• Rate Codes: Available rate codes listed, can view descriptions.
• Rate Amounts: Color-coded (green for available, red for sold out, yellow for rate changes).

Filters and Additional Options

• Rate Amount Views: Average rate, total rates without taxes, first-night rate.
• Closed Rates: Option to view all rates including closed rates.
• Negotiated Rates: View when booking a negotiated rate.
• Day Use Rates: Rates for same-day check-in and check-out.
• Rate Code Search: Search rate codes by entering partial or full rate code.
• Sell Message & Events: Display information about special events or rate limitations.
• Overbooking: View overbooking amounts at house or room level.
• Item Inventory: Check availability of items (e.g., crib, fan) for the stay.
• Wait List: Place guests on a waitlist if specific room or rate is unavailable.
• Analyze Button: Review restrictions and alternate dates for rate codes.
• Long Info: Extended details about rate codes.
• Turnaway Button: Record reasons for guest not booking.
• Scope Button: Allows to enter new stay date information.
• OK Button: Proceeds to the reservation screen.
• Close Button: Exits to the main PMS screen.

Making a Reservation

Steps

1. Access the Rate Query Screen (F5, F7, or Reservation button).
2. Enter stay details (e.g., arrival date, number of nights, number of adults/children, room type).
3. Select rate and room type, then click OK to proceed to the reservation screen.

Reservation Screen

• Required Fields: Bold fields such as Name, Arrival Date, Departure Date, Room Type, Rate Code, Res Type, Market, Source, and Payment.
• Profile Information: Attach existing profile or create a new one.
• Profile Linkage: Attach travel agent, company, or group profiles.
• Room Type and Rate: Selected during rate query, can be changed.
• Fixed Rate: Lock in the rate even if room type changes.
• Packages: Add or modify package elements if available.
• Res Type: Defines how reservation is guaranteed (e.g., credit card guarantee).
• Market and Source Codes: Track production statistics.
• Payment Information: Primary method of payment; must be valid for credit card guarantees.
• Comments and Special Requests: Add any special requests or comments pertaining to the stay.
• Red Lamps: Indicators for fields like daily details, comments, and preferences.
• Save, OK, and Close Buttons: Save reservation and proceed accordingly.

Searching and Updating Reservations

• Update Reservation: Search existing reservations by name, status (future, past, no-show, canceled).
• VIP Indicator: Color-coded based on VIP status.

Key Takeaways

• Navigation: Efficient use of keyboard shortcuts and tab keys.
• Customization: Fields and options can be customized based on property needs.
• Required Fields: Ensuring all mandatory fields are filled for successful reservation creation.
• Understanding Rate Changes: Ability to view and explain rate changes to guests.
• Profile Management: Attaching and managing guest profiles effectively.