As a general rule, any time multiple reservation numbers need to be associated together, you need to put them into an account.  This would include if a guest moves rooms in the middle of their stay, or if a family has two separate rooms.  Another reason to set up accounts is for a wedding reservation block. 

 

In order to set up accounts, go to the Reservations menu on the main screen of Lodgical Solution.  You will find Create An Account.

 

 

The account information screen appears:

The right side of this screen details reservation & billing information, the type of account, and payment information.

 

The first type of account is a direct bill.  This type of account is set up when a bill is sent out every month instead of paying for each reservation separately.  An associate account is .  If you no longer use an account, but want to keep it saved in Lodgical, set this account as a past account.  The rest of your accounts will fall under the multi-folio account title.  Multi-folio accounts allow for multiple reservations to be paid by one party.

Lodgical presents the ability to separate specified account reservations from the rest of the reservation.  On each reservation, in the account tab, you have the ability to assign an invoice number to specific reservations.  You can separate these reservations if you wish to bill out only certain reservations at a time.

By default, each reservation is not given an invoice number.  By clicking the drop down arrow, you can select from any number already assigned to other reservations in this account or a new number, which is listed as the bottom of the options. 

 

In many of the options in the account allow you to choose one or all invoice numbers to include when viewing any reports.

 

The Rented button will allow you to print a report of what rooms are rented to that account.

 

The Admin button displays a window with numerous tabs across the top.  This window allows you to view or change various things such as:

 

By clicking on the Act Pay button, you will be able to apply an account payment or an account deposit.  A deposit will spread the payment over the entire account (or invoice number).  A payment will pay off as many reservations as possible with the amount of payment starting with the top reservation.

 

Please note:  When making a payment to a reservation associated to an account, double check the charges associated to the reservation and the charges associated to the account before determining payment type (guest payment or deposit vs. account payment or deposit).  This only applies when the account is set to pay selected items.

 

By clicking on the new reservation button (shown at left), you will be presented with a window similar to the new reservation window.  You are able to choose arrival & departure dates, any specific unit(s), advertisements, interests, credit card hold information, tax status, rates, etc.  After finishing, your reservations will be placed on the chart in a cream color.