From your C.D. or downloaded package run "setup.exe" either from Windows Explorer, or Start > Settings > Control Panel > Add / Remove Programs > Install. The simple interface will help you through the set up process.

Skegnet reservation manager has been designed to relate to the nature of the business of the user. Before the application can be used, it will request information about the business to which it is related. The information will enable the program to record your business address, telephone number, Email address, the number of letting rooms / units and other relevant data. This information will be utilised when accounts are printed. You will be presented with a simple form inviting you to set up your business profile files, click "Create New Business Profile" and complete the simple form. Once data is correctly entered the application will create your database and files that will accept client data, reservation data and room status files. You are then presented with the main user interface and the application is ready to accept current and advance bookings.

Entering Data

Resident's Information

Before a reservation can be made, the resident's details MUST be included in the database. Click "Register New Client" to open the user form. Click "Add New Record", unlock the form fields and enter the relevant data. Note the "Check box" for adding this to the listing of mailing for future marketing. Although a client is entered into the database, you are not committed to make a future reservation, thus an entry may be used for a contact list or a mailing list . Once entered the resident need not be re-entered for future reservations. There is an option to update addresses, telephone numbers etc. without re-entering full data. While there is an option to delete a record, this may not be possible if the resident has made a reservation. Care should be taken when amending records, which are automatically updated when written. It is advisable to create a database of clients before moving on to making reservations.

There are various options to search, view and amend records. In a small database, the navigation bar may be used to sequentially navigate through records. As the database grows, click "Search Database", for advanced searches. In this mode, you are able to search by Name, Address or Resident's database identification number if known. Clicking on the line with the correct resident's details will return the data to the client form for inspection or amendment.

Making Reservations

Once a client's details are available to the application, you are able to make a reservation by (from the main user interface), Click "Enter New Reservation". The first requirement is to select a resident from the listing of resident's records in the upper left table. Various search options are available to assist in locating the respective resident. Advanced Search will enable you to search for a resident by surname, 
address or identification number.

Highlight the relative line detailing the client in the table and click "Add this Contact" to associate the resident with the reservation. It can be amended if you get it wrong. The resident's details will be inserted into the "Residents Details" frame for verification. You must now enter the reservation details, the application will ensure that data has been correctly input. Please observe the correct date entry format and other required fields. When completed, click "Check Availability". This function will check the availability of the room / unit for the date that you require. You will not be able to proceed if there is an existing reservation on all or any of the period that you wish to reserve. A report is presented in the right hand frame of the status of the availability. Assuming that the room / unit is fully available, click "View Reservation Data (Continue)" button. You are now presented with a window setting out the proposed reservation in detail. You may now either Confirm or Amend the reservation. Once confirmed the application will update the reservation database and room status files. You will be presented with a final window advising the reservation references.

IMPORTANT:

You will be presented with two filing references:

Reservation References
Unique Reservation Reference

Reservation References: This is a very simple date format under which we advise you file your records. The date relates to the arrival date of the reservation and the number relates to the room / unit number: The format is presented as dd/mm/yyyy///room / unit - example:

31/03/2003///6

Unique Reservation Reference: Is a database generated number that is unique to this reservation. If the reservation is cancelled and re-booked, this number will change for the new reservation. Thus if this reservation is cancelled, the original data will still remain in the database and may be accessed, even if the reservation has been cancelled.

BOTH NUMBERS SHOULD BE WRITTEN ON YOUR RESERVATION DOCUMENTS. The numbers are automatically written to the reservation confirmation printout document.

Manage Reservations:

Once you have completed a reservation you will need to manage cancellations printouts amendments etc. In order to do this click "Manage Reservations".

Similar to entering a reservation you will need to select the reservation that you wish to manage from the table in the upper left corner. Various search options are available to assist you in locating the correct record. The reference number mentioned above will also help to quickly find the desired reservation. Alternatively Advanced Search will seek the resident by name.The reservation details are then inserted into the respective frames on the form.

You can now:

Delete the reservation
Print one or more copies of a confirmation of the reservation.
Enter an interim payment
Print a reminder of an account due or overdue
Print out an account on arrival
Print out an account on departure
Print the client's address on an envelope

The application will advise is this reservation is still "Live" or has been cancelled.

Please Note: If resident changes are required (e.g. change of address etc.) you will need to do this with the "Register New Client" button on the main user interface, and update the exisiting record.

Check Arrivals / Departures:

A useful function to check for arrivals and departures for "today" or any given date. There is an option to printout the result of the query.

Print Envelopes:

A powerful function has been added for the printing of addresses on envelopes. The correct Name and Address is selected from the top left frame in a similar manner to the above. There is an option to globally select only the addresses selected for mail marketing, by selecting "Load Mailing List" Button. Mailing list envelopes are then printed individually from the table listing. Users with tractor – fed printers may print to labels by configuring software that may access the database C:\Contact_Database\database.mdb (not covered in this application).

Since envelope sizes and printing positions will vary between different printer models, the user is able to preset four printing positions for different sizes of envelope. IMPORTANT before usage, the printer positions should be set by the user. To do this click the "Adjust Profiles" button, which will present the "Set Printer Positions" interface. The first column text fields will provide a user name to the respective button on the "Print Envelopes" user button, for example "A4 Envelope". The second and third column text fields set the printer start position form the top left side of the envelope in "Twips". Some help is provided on the interface.

A little trail and error may be required to initially set up acceptable printing positions for differing envelopes. Save the settings before exiting the interface. Default settings may be restored if required. All printing is horizontal.

Reservations Financial Manager:

After processing a batch of reservations, this interface will provide a summary of all money received. The user is provided with an option to either view or printout all financial receipts received "today", or, on a given date, or, over a given period. This is a very useful tool for comparing receipts, perhaps over a period this year compared to previous years.

Simply process the reservations in hand and click the button "Reservations Processed Today" and all money received will be presented in a summarised fomat for entry into your accounting system.

Check Balances Due:

This option will display all balances that are due or overdue (where payment is required in advance). Select the desired record, which will be placed in the "Manage Reservations" interface (above), from which you can print out a reminder for forwarding to your client.

Analyse Business Source:

An interesting feature that provides an insight into the source of your business sales.

Create New Business Profile:

Forces the interface to set up a new profile – this feature will be used when creating a new business profile. Before using this it is advisable to back up the folder C:\Contacts_Database, which contains all resident's details. This folder is normally not over written, but the copy may be restored should problems occur. Setting up a new profile WILL return a situation where ALL rooms / units are vacant - i.e. no previous reservation will exist, and future reservations WILL need to be re-entered. It is advisable to use this option over a "Low Season" period.

Restore Default Settings:

AS A LAST RESULT ONLY – this function will restore the application to its original settings – CAUTION you may loose all data.


Future updates: The application has been written to accept future improvements and updates.

Backing Up Your Data: