Linked Reservations (Portfolios)

Linked Reservations (Portfolios)

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Overview

Reservation linking is handled through a system called "Portfolios". This is mostly an internal organization term -- as a user, you see the linkage as a tree structure similar to file folders on the computer. Any reservation can own any number of portfolios (folders), each of which can contain any number of reservations -- which can in turn own other portfolios. Technically there is no limitation to the number of levels or complication of the structure, but in practice you're likely to only use 1 or 2 levels.

In addition to the multi-level linkage structure, each portfolio (set of reservations) can be one of 3 types. Note the distinctions between these types -- it's important in know which type to use for different situations:

Synchronized -- As before, the reservations keep their dates and status in sync automatically, and are combined for billing purposes.

Non-synchronized -- As with "unsynchronized" before, reservations linked this way can have different dates and have separate transactions for billing.

Sub-member -- This is a new type of linkage. Besides being logically a sub-member of the owner reservation, transactions will still be combined with the owner. However, it's not synchronized with the portfolio owner so the dates do not have to be the same as the owner reservation.

Instead of showing a straight list of linked reservations in Reservation Details, a tree-structure list is used to indicate the portfolio levels and also the type of linkage for each reservation. These symbols are used to indicate the link relationship with the owner reservation (the portfolio type):

= Synchronized

# Non-synchronized

> Sub-member

Note that in the tree structure, the top-level reservation won't have an indicator, because it's not a member of any higher portfolio. This top-level reservation is considered the "Master" of the linked reservations.

In some cases, an asterisk ( * ) will be shown in front of one of the reservations. This simply indicates which one you're currently viewing.

Here is an example diagram of a fairly complex set of linked reservations, as it would appear in the drop-down list on Reservation Details or on the Quick-info window:

RV 1 [Linked master]

= RV 2 [synchronized with RV 1]

> Stall 1 [sub-member of RV 2]

= RV 3 [synchronized with RV 1]

# RV 4 [not synchronized]

> Boat slip 1 [sub-member of RV 4]

> Kayak 1 [sub-member of RV 4]

# RV 5 [not synchronized]

I'm sure this looks confusing at first, but it will make sense once you learn the symbols and notice the spacing to indicate levels/ownership. Also note that the relationships are clearly detailed in case it's not obvious from the structure.

In portfolio terms, there are 4 portfolios involved:

·	RV 1 owns 2 portfolios -- a Synchronized portfolio containing RV 2 and RV 3, and a non-synchronized portfolio containing RV 4 ad RV 5.

·	RV 2 owns 1 portfolio -- a Sub-member portfolio containing Stall 1

·	RV 4 owns 1 portfolio -- a Sub-member portfolio containing Boat slip 1 and Kayak 1

However, you can pretty much forget about "portfolios" now. While that's the way it's stored and managed internally, the only thing you're concerned with is their "link relationships", which are already detailed in the tree-structured list.

Some important points:

Since all synchronized and sub-member reservations are combined for billing (and any synchronized or sub-members of those, etc. all combined with their top-level owner), the reservation for RV 1 will also contain all transactions for RV 2, RV 3, and Stall 1. However, non-synchronized reservations are considered separate "sets" or "top-level reservations" for billing -- so the reservation for RV 4 will include transactions for Boat slip 1 and Kayak 1, and RV 5 will only contain transactions for itself. Thus by using appropriate link types, you can completely control which reservations are combined for billing.

·	Only synchronized reservations will maintain identical dates and status. Thus RV 1, 2, and 3 will stay synchronized if a change is made (assuming the appropriate answers are given when prompted to keep them synchronized). But changes to any of the others will only affect that reservation.

·	There are no date restrictions for sub-members (for instance it's not like a Guest reservation where the guest's stay can't be outside the host) -- so by using sub-member linking it's even possible to combine billing for separate stays (even on the same site!) for the same customer.

·	Even Guest reservations can have sub-member reservations linked to it -- so for instance a Guest can rent a stall or canoe, which can be combined on the guest's bill and not affect the host reservation.

Any synchronized link can be changed to non-synchronized (e.g. to separate the billing or change the customer) or a sub-member (to change dates independently while keeping the billing combined). However it cannot be changed back to synchronized (since there could be a conflict of dates, etc., this could get complicated). For the most part, there's no reason to re-synchronize it, since Sub-members have most of the same advantages.

·	Any non-synchronized or sub-member link can be changed back and forth, so you can combine or separate billing at any time (but be sure to go back and re-calculate charges appropriately if you don't have auto-recalculation enabled).

Creating Linked Reservations

There are some key changes in the New Reservation dialog which allow flexible linking when creating reservations.

In particular, notice the two check-boxes next to the Add Selection(s) button. For a single site/reservation, they have no affect. However once a site is added, the checks in these boxes determine how subsequent reservations are linked to the previous one (or to be specific, how it's linked to the reservation currently selected in the Site(s) added list).

Also note that the Site(s) Added list is a drop-down box, not just text. This allows you to view the currently added sites/reservations regardless of how many there are, and it will be a tree structure with indicators as described above. Additionally, you can select any single site and use the Delete button to remove just that site from the list (or use Clear All as before). Most importantly, you can select any site in the list after adding it to change its dates, preferences, etc. and add linked sites to it (e.g. sub-members). This allows a complete structure to be created as in the example above, all while in the New Reservation dialog.

The "Synchronize with" box is checked by default, which means it will operate exactly as before if you add multiple sites using Quick Pick or double-clicking on the grid. They will all be made synchronized reservations. (For convenience, the synchronized sites are also listing in the same line as the owner so you don't have to drop down the list to see the first few synchronized sites).

To make a Sub-member reservation, make sure the desired reservation is selected in the Site(s) Added list, check the "Sub-member of" box, and adjust the dates if needed. Then add the site to be a sub-member (using Quick-Pick, double-click, or the Add Selection(s) button after selecting a site in the grid).

To make a Non-synchronized site for separate billing, un-check both of the boxes (so it's not synchronized or a sub-member), and then add the site as above.

Important: Any time the "Synchronize with:" box is checked, any changes to the dates, reservation type, or preferences will affect the currently selected (shown) site in Site(s) Added, and of course any of those synchronized with it. Thus it's a method to alter sites already added, but you also need to be careful to avoid altering a site when you didn't mean to.

Once all of the sites have been added as needed, save the reservation as usual and all of the appropriately linked reservations will be created. Note that if you use buttons like "Check In" or "Guarantee", this will only affect the top-level reservation or any synchronized with it. Sub-members and non-synchronized reservations will remain as Pending since their status does not stay synchronized with their owners.

Example: To create the reservation structure illustrated earlier, you would follow these steps after entering New Reservation:

1.	Select the dates desired for RV 1 (and 2 and 3)

Add RV 1

3.	Add RV 2 (note that "Synchronize with:" is already checked)

Add RV 3

5.	Uncheck "Synchronize with" (prepare to add non-synchronized reservations, linked to RV 1, which is still selected)

6.	Change the dates if needed for RV 4 (note that you must uncheck "Synchronize with" before changing dates, or else it would affect the RV 1/2/3 sites)

7.	Add RV 4 (note that RV 4 will now be selected in the Site(s) Added list)

8.	Uncheck "Synchronize with" again (it's automatically checked each time you add a site, so subsequent synchronized sites can be added easily -- but we don't' want that)

Add RV 5 (RV 5 will now be selected in the list) Also note that it added RV 5 as a non-synchronized site with RV 1 as the owner, even though RV 4 was selected. Since there's no reason to have multiple levels of non-synchronized sites, it simplifies the structure automatically. The same would be true of Synchronized sites added to each other.

10.	Select RV 2 in the Site(s) Added list

11.	Check "Sub-member of" (prepare to add the Stall 1 to RV 2)

12.	Change the dates if needed

13.	Add Stall 1

14.	Select RV 4 in the Site(s) Added list

15.	Check "Sub-member of" (prepare to add the boat slip and kayak to RV 4)

16.	Change dates if necessary

17.	Add Boat slip 1

18.	Select RV 4 in the Site(s) Added list again

19.	Check "Sub-member of" again

20.	Change dates if necessary

21.	Add Kayak 1

22.	Done (after entering customer information of course)

Note that you can easily review any of the additions by selecting it from the Site(s) Added list. The dates, etc. will be changed to match that site/reservation, and the grid will be moved if necessary to show the selected site (shown as <new> in the grid as usual).

Managing Linked Reservations

Even though you have control of the linking when you first make a reservation, there will often be the need to change things. For instance, Group reservations should probably still be made as synchronized reservations initially (to keep dates, status, etc. combined at first), but once the members of the group arrive you may need to separate them (change the customer and use separate billing). You may also need to add additional sub-members to individuals in the group.

Some of this is similar to previous versions. For instance you can change the customer from Reservation Details, and if it's a Synchronized reservation it will automatically be changed to Non-synchronized to separate the billing.

In Reservation Details, you also still have the list of linked reservations (this time with the tree structure), and a View function to open the selected reservation in a new Reservation Details dialog. However there are now 3 separate "Add..." buttons instead of just one. Each button will add reservations with linkages of the appropriate type. Note that it will be linking them to the reservation you're currently viewing in Reservation Details, NOT the one currently selected in the list! Also note that once you're in the Add function (which is the same as creating New Reservations), you can again add multiple levels of reservations.

Right-click functions

You can also perform link functions directly from the right-click menu on the Rack and other tab views. There is a Linked Reservations sub-menu, which allows adding the 3 different types of linked reservations mentioned above, plus 2 functions that allow changing the way the selected reservation is linked to its owner. (Some of these may be disabled depending on the current link status or type of reservation -- for instance, Synchronized reservations cannot be added to Guest reservations.) The options to change the linkage type can be used to combine or separate billing (change a sub-member to non-synchronized, or vice verse), or to change a synchronized reservation to a sub-member (combined billing) or non-synchronized (separate billing) so that the dates or status can be changed separately.

Transactions and Auto-Rates

The changes in linked reservation handling also necessitated appropriate changes in the way transactions are entered and maintained. In particular, a single collection of linked reservations can contain some that are billed separately and some combined, and even the combined ones can have different dates.

Key changes in the Transactions dialog (e.g. New / Edit Transactions):

The Transaction dialog contains a list of all reservations that will be billed together, with their dates (first, last, charged-thru and paid-thru).

Since the reservations listed in Transactions might not be synchronized, the dates cannot be changed directly. Reservation Details must be used. to make date changes.

To view Reservation Details for any of the reservations listed in Transactions (if more than one), select that reservation before clicking the Reservation Details button.

Select Rates can only operate on one set of synchronized reservations at a time (it can't handle reservations with different dates). Therefore to select rates when more than one group of synchronized reservations are involved, you may need to do it in separate groups. For each one, select one of the reservations in the list before clicking Select Rates.

If Auto-Rates is enabled, it will calculate for ALL reservations appropriately -- there is no need to do it in multiple groups as with Select Rates.

As a "bonus", you're now able to print Window Tags for individual sites/reservations -- just select the site in the list before printing a window tag.

Any other receipt formats will print using the "master" reservation's site, but will also include as many of the linked sites as will fit in the designated space on the receipt. (This is an option that can be disabled in File / Printing Options / Receipts)

Auto-rates notes

The auto-rates calculations will always include charges for all appropriate linked reservations (synchronized and sub-members, but not non-synchronized). These will be added to the "top-level" reservation, just as they used to be added to the "synchronized master". Also note that if auto-recalc is enabled (to automatically recalculate whenever a change is made), ALL linked reservations are recalculated whenever a linkage change is made. For instance if a reservation is changed from Synchronized to Non-synchronized, that may result in charges being moved around to the new top-level reservation (for each non-synchronized set).

Another important thing to note is that if you have it set up to auto-add charges when they check in, this will actually happen when the first of any linked reservation (with combined billing) is checked in, and it will add charges for ALL appropriate linked reservations. So for instance if a sub-member is checked in first, charges for that reservation, it's owner, and any other synchronized or sub-member reservations in the tree will be added. Furthermore, they're always auto-added to the top-level/master reservation (and the Transaction dialog would automatically open for that reservation).

In our example above, lets say that Stall 1 was checked in before any of the others (their horse arrives early). Since it's in a sync'ed/sub billing group, the top-level reservation (RV 1) will be selected for billing, and charges for all combined-billing reservations will be added (RV 1, RV 2, RV 3, and Stall 1). While this is an unusual situation, it's probably appropriate -- presumably any synced or sub reservations are all for the same customer (it will only combine billing for the same customer anyway), you would expect them to pay for everything the first time they check in, even if they're not ready to use all of their sites yet. Remember, you can always change the linkage to create separate billings if needed.