Logbook module explained
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This manual includes:
1. Search filters
1. Search filters
Logbook includes two levels of search filters:
Level 1: “View” field
Allows to define range of data to be searched for. We recommend starting your work from this field.
Below you will find descriptions of each search filter available at this level:
Logbook – displays all reservations in the selected time range, where customer was checked-in.
Attention! In the 0.47 version, customer can be checked-in in two ways:
1.In a reservation screen, selecting the “Check-in the guest” option. Such option appears only if reservation begins today (guest cannot be checked-in for a future reservation).
2.Enabling option of automated guest check-in. It is available in the Tools > Configuration > Calendar > “Set reservation status to occupied day after it starts”.
Total customers list – displays all reservation within the selected time range, where customer waschecked-in.
Customers who arrived or will arrive on selected days – displays reservations with the followingstatuses: occupied advance paid, reservation scheduled, reservation confirmed, advance paid, reservation paid.
Shows both customers who were checked-in and who were not.
Customers who left or will leave on selected days – displays reservations that have alreadybeen completed (guest left the property) or where departure date falls into the selected time range. As a result, future reservations can be taken into account as well. Shows both customers who were checked-in and who were not.
Arrival and check-in on selected days – diplays reservations that were checked-in on the selectedday.
Reservations for the given day – displays reservations where arrival and / or departure date fallinto the selected time range. Shows both customers who were checked-in and who were not.
All reservations done in the selected day – displays reservations that were created within thegiven time range. Shows both customers who were checked-in and who were not.
Level 2: “Filter” field null
Allows to define which field will be the search base. There are two possibilities to narrow your search:
1.Only selecting a field that will act as our search base (i.e. Arrival date) – when we press the “Filter” button, program will display results alphabetically, based on the Arrival date.
2.Selecting a field that will act as our search base (i.e. Surname) and then typing the requested value in a field below (i.e. Surname of a specific guest) – when we press the “Filter” button, program will display only information that meets the selected criteria.
Below you will find a description for all buttons available in the Logbook module.
Save as default: this button is very useful for those who use Logbook on a regular basis.
When you select all desired fields, you may press this button to save the given configuration.
When you load KWHotel next time, all previous fields will remain selected.
New printout: allows to print a currently generated report. If you prefer a digital version, you candownload a plugin for Windows, allowing to print as .PDF.
Print template: option recommended for advanced users only. Opens a new window where you may prepare a custom Logbook template to be printed. Preparing a template requires using the Fast Report software.
Export to .CSV (Excel): allows to save a currently generated report to .CSV file. Such file can be further customized in the MS Excel software
Check-in the guest: opens an individual reservation creation window.
Check-in the group: opens a group reservation creation window.
3. Fields description
The Logbook module contains many fields that can be included in the search results. They are displayed in the order they were selected. Below you will find short description for every available field.
Group ID: in case of a group reservation, this field will be populated with this reservation`s ID.
Res. ID: in case of an individual reservation, this field will be populated with this reservation`s ID.
Surname: displays name and surname of a guest a reservation was made for.
Email: displays email address, inserted in a reservation.
Is it company?: if the unit a reservation was made for is a company (not a private person), thisfield will be selected.
Date from: displays reservation start date.
To: displays reservation end date.
Place of birth: displays a birth place of guest a reservation was made for.
Date of birth: displays a birth date of guest a reservation was made for.
ID number: displays an ID number of guest a reservation was made for.
Tax ID: display a tax ID of a company a reservation was made for.
Add. client status: displays customer`s extra status (i.e. Student, VIP, Tourist). The status can be created in a customer creation screen > “Add. status” tab > press the “Edit customer status” button.
Room symbol: displays room symbol a reservation was made for.
Room ID: displays ID of a room a reservation was made for.
Address: displays address of a guest a reservation was made for.
Colour: displays a coloured status of a given reservation (i.e. “Customer not arrived”).
Add. status – displays an extra reservation status (i.e. Tour, Expedia, Groupon). Such status can be created in any reservation screen > “Additional reservation status” tab > press the “Manage reservation statuses” button.
Customer remarks – displays remarks inserted in a customer creation screen.
Res. status – displays a reservation status (i.e. Reservation paid)
Country: displays a nationality of a guest a reservation was made for.
Phone: displays a phone number of a guest a reservation was made for.
Comments – displays reservation comments
Price: displays a total price for a reservation.
Advance: displays an advance inserted in the given reservation.
Remaining: displays an amount due of the given reservation.
Attention! The Logbook module doesn`t contain the “Amount paid” field. As a result, if your reservation`s total price is 100 EUR and you have an advance of 50 EUR paid and another 50 EUR in the “Amount paid” field, the following information will be displayed:
Price: 100 EUR
Advance: 50 EUR
Remaining: 0 EUR (Advance + amount paid)
People: displays a number of people assigned to the given reservation
Child1, Child2, Child3: displays a number of people from the given age category. These categories can be set in Tools > Configuration > Other.
Doc.no.: displays all fiscal documents assigned to the given reservation (i.e. invoice and receipt)
Doc. gross: displays the gross value of all fiscal documents assigned to the given reservation.
Date of issue: displays a date of issue of the first fiscal document issued in the given reservation.
Date of sale: displays a date of sale of the first fiscal document issued in the given reservation.
Reservation source: display a source of the given reservation (i.e. Booking.com)
Days: displays the number of days a reservation was made for.
Segment: displays a segment that is assigned to the given reservation
Channel: displays a channel that is assigned to the given reservation.