BookingCenter | Help | MyPMS

Common Questions About Working With MyPMS Group Reservations

Assigning Rooming Lists when the room types allocated are over sold

Assigning Rooming Lists when the room types allocated are being moved between Types during the stay

Making sure Rooms are released if not booked on the 'Release' date

Paying Group Folios with Credit Cards

Assigning Rooming Lists When Over Sold Situation Exists

The Group Booking Module in MyPMS has some limitations in how it is to be used to assign Rooming Lists. The Rooming List will not allow you to place an individual reservation with the Group's arrival and departure date because it can not fit the reservation due to a Room Type change or an oversold state. However, you can work around this to get the Rooming List done. Here is how:

Alter the 'arrival' or departure' date to a time frame that the Room Type is not oversold, ie move the arrival date or departure date like follows:

Below, we altered the departure date to one day earlier (from 8/6 to 8/5) and now the reservation can be added, as there is no OVERSOLD state on 8/5:

Once the reservation is added, choose the individual reservation and then add or remove days from the 'Availability' tab to add the date and create the 'Over Sold' situation desired.

Once aware of the limitations, the system is quite flexible. For more information, see detailed information in the Reference Manual.

Assigning Rooming List when Room Types will change during the stay

The Group Booking Module in MyPMS has some limitations in how it is to be used to assign Rooming Lists. The Rooming List will not allow you to place an individual reservation with the Group's arrival and departure date because it can not fit the reservation due to a Room Type change. However, you can work around this to get the Rooming List done.

Alter the 'arrival' or departure' date to a time frame that the Room Type does NOT change, ie, the arrival date to the arrival date and the departure date to one day later.

Altered the departure date to one day earlier (from 8/6 to 8/5) and now the reservation can be added:

Once the reservation is added, choose the individual reservation and then add or remove days from the 'Availability' tab to add the date and create the 'Over Sold' situation desired. Once aware of the limitations, the system is quite flexible. For more information, see the detailed information in the Reference Manual.

Release Date

There is NO code that automatically sets a release date on a group - that MUST be done at the time a group reservation is made. You can edit the release date in the Availability tab of the Group.

How do Apply a Credit Card Payment to a Group Folio

There is no way to 'Add a Credit Card' to the Group Folio at this time (we are working on it, though).

In the meantime, here is what we recommend:

Create a new reservation for a guest called 'Group Bill by Credit Card' and then cancel it immediately.
When you receive a credit card for payment against a Group Folio, find the 'Group Bill by Credit Card' reservation.
Add the credit card (if necessary) in the guest-data page and charge the credit card/Apply Payment (i.e. folio balance) in the folio page for the total amount you want to bill on the Group folio via the credit card. (We recommend a new ‘reservation’ for each account.)
Then, apply a negative payment against the folio using the 'Write Off' to balance the 'fake reservation' to zero. This allows the MyCard system to actually charge the credit card and place the money into your merchant account.
You should have a Posting | Payment 'sub type' called 'Group Paid via Credit Card' that was created in the system to apply these 'payments' to the Group and bring special attention to them. If you don not have one, we recommend creating one.
With this credit card charge complete, go to the Group Folio to pay off with the credit card just charged using the 'Group Paid via Credit Card' payment type. In the field titled 'Description, write the folio that was charged teh credit caard for easy reference, and also include the last 4 digits of the credit card number so you are able to review in the future; if necessary.

While the above solution is not as elegant as we desire, it does work correctly from an accounting perspective. Expect the ability to 'Add Credit Card' to Group Folios, House Accounts and A/R menu in the near term.

For information about how to manage authorizations and folios, click here.

Still gave questions about the Global Booking Network? A Frequently Asked Questions (FAQ) overview is available here and an overview of the Global Booking Network is available here.