Allocate Reservation
Purpose
The Allocate Reservation function allows you to allocate a vehicle to an Unallocated Reservation.
Allocating a vehicle to a reservation creates a new allocated reservation with a new Res Number, and makes the booking available for viewing on the Reservation Sheet.
Accessing the Allocate Reservation Page
The Allocate Reservation tab can be found under the Reservations menu.
Reservations >> Allocate Reservation.
Unallocated Reservation Filters
On the Allocate Reservation page, if you have any Unallocated reservations for the default date range they will be displayed. If you want to view different Unallocated reservations, use the filters detailed below.
Location | This report can be run for All Locations or a specific location. Unallocated bookings with this Pickup Location will be displayed in the report. |
Date Range | You can select whether the report is run for "Date Entered" or "Pickup Date" and set a date range. Only bookings with the selected date type within this date range will be displayed in the report. |
Category Type | This report can be run for All Category types or a specific category type. Only Unallocated Bookings made against this Category Type will be displayed in the report. |
Category | This report can be run for All Categories or a specific category. Only Unallocated Bookings made against this Category will be displayed in the report. |
Include Cancelled Bookings | If this flag is checked, then the report will display all Cancelled Unallocated Bookings as well and those that haven't been cancelled. |
Exclude On Request | If this flag is checked, then the report will not display any bookings marked as On Request. |
Search | You may also choose to search for a particular booking by:
This will override the other parameters and will display all relevant bookings, even if they are outside the selected date range and category. |
Click "View" to display the list of unallocated reservations that meet the entered search criteria.
Once you have generated a list of Unallocated reservations you may convert them to an Allocated Reservation.
In addition, there are other operations you can perform on the Allocate Reservation page, including viewing the booking details, updating an Unallocated Reservation, adding a note to the reservation and declining or cancelling a booking.
Allocate a vehicle to an Unallocated Reservation Options
The Allocate Reservation page displays the Unallocated reservations that require vehicle allocation. For the Unallocated Reservation you want to allocate a vehicle to, click either, "AUTO Allocate", "Allocate" or "Allocate Vehicle". If you have the Availability Engine feature integrated and enabled within your system, this will be used to determine the best vehicle to be allocated to each reservation.
- "AUTO Allocate" automatically allocates a vehicle to that reservation. Real time availability is checked through the fleet to find a vehicle that is indeed available.
- "Allocate" will open the booking details page with a drop-down list containing all vehicles. This allows you to allocate a vehicle and then update the reservation details if necessary.
- "Allocate Vehicle" will open the Vehicle Allocation page where you can search for a vehicle by registration, fleet number or vehicle category. This option only allows you to allocate a vehicle rather than update reservation details as well.
"AUTO Allocate"
After clicking the "AUTO Allocate" button on the corresponding reservation, you will be taken to the screen seen below to confirm the vehicle allocation. Note, this function only works if there are vehicles available.
"Allocate"
On the Allocate Reservation details page as below, you can review the reservation and customer information, however, you will need to complete the "Vehicle Selection" details first.
Select the vehicle you wish to allocate to the booking from the drop down "vehicle" menu at the top of the page. You can then select "submit". This will then save the updates you made to the booking and will then take you straight to the "Booking Payments" tab. Alternatively, you can go from tab to tab. e.g. - "Booking Fees" to "Booking Payments".
You will notice after allocating a vehicle when on the "Booking Payments" tab, the booking status has changed from "Unallocated" to "Reservation" as below.
Note: The Allocate Reservation details page is the same as the reservation details page, except that some fields may have been previously filled.
From this point on allocating a vehicle is the same process as adding a reservation.
For more details on completing the next steps in the Vehicle Allocation process, see the following:
"Allocate Vehicle"
Whether or not the Availability Engine is integrated and enabled within your system determines what this page will look like. Both pages will show you a list of available vehicles for that category type during the bookings time period. You also have the option to enter either the Vehicle's registration or fleet number or select a different vehicle category from the list. Make sure you click "View" if you have narrowed down or changed your search.
With the Availability Engine, the page will appear a shown below:
Without the Availability Engine, the page will appear a shown below:
As you can see, the major difference is that the availability engine will suggest a "Best Choice" of Vehicle.
On either page, in the list of vehicles that meet your search criteria, click "Allocate" or "Quick Allocate" for the vehicle you want to allocate to the reservation. You can also filter the results to narrow down the list of vehicles.
- If you click "Allocate" you will need to complete the full allocation process in the booking form and you'll be able to update rates and fees.
- If you click "Quick Allocate" you will not be able to adjust the rate or fees and the vehicle will be immediately allocated. You will be taken to the screen as seen in the image below.
Please note, that if you have the Availability Engine function enabled, and you already have too many unallocated bookings in this category, during this time frame, then the below warning will appear.
View the Details of an Unallocated Reservation
1. From the Allocate Reservation page, search for the unallocated reservation you wish to view.
2. In the list of unallocated reservations shown, click the reservation number in red to view the booking details.
On the Unallocated Booking Details page, you can view and print the summary, receipt, confirmation and pickup sign as well as add notes to the Unallocated Reservation.
Update an Unallocated Reservation
1. From the Allocate Reservation page, list the unallocated reservations you want to allocate a vehicle to.
2. In the list of unallocated reservations, look for the Unallocated Reservation you want to update, then click "Update".
Updating an Unallocated Reservation is the same as updating an allocated one. For more information, see:
Add a note to an Unallocated Reservation
1. From the Allocate Reservation page list the unallocated reservations you want to allocate a vehicle to.
2. In the list of unallocated reservations, look for the Unallocated Reservation you want to add a note to, then click "Add" in the Note column.
For more information on how to add notes, see:
Decline vs Cancel a Reservation
Both Declining and Cancelling a reservation will cancel it. Declining a reservation will allow you to send a booking declined confirmation email to the customer or print the confirmation letter. Cancelling a reservation will simply cancel it without allowing you to send a confirmation notice to the customer.
Decline an Unallocated Reservation
At times, just like an Allocated Reservation you may need to decline an Unallocated Reservation for a number of reasons. Declining an Unallocated Reservation allows you to send a booking declined confirmation to the customer or print the confirmation.
1. From the Allocate Reservation page, list the unallocated reservations you want to allocate a vehicle to.
2. In the list of unallocated reservations, look for the Unallocated Booking to be declined, then click "Decline".
3. On the Booking Confirmation page select a reason for cancellation and press "Submit."
4. Enter a CC to email address if applicable and add any notes.
5. Click "Email Decline Letter" to send the letter to the customer or click "Print Cancellation". To view a PDF of the confirmation email which you can print using your internet browser's built in print feature.
The Unallocated Reservation will now be cancelled.
Cancel an Unallocated Reservation
You can also cancel an Unallocated Reservation at any time.
1. From the Allocate Reservation page, list the unallocated reservations you want to allocate a vehicle to.
2. In the list of unallocated reservations, look for the Unallocated Reservation you want to cancel, then click the "X" icon in the Cancel column.
3. On the Unallocated Reservation Cancellation page, select a reason for the cancellation.
4. Select "Yes" to convert the reservation to a quote. Otherwise, click "Submit".
The Unallocated Reservation will now be cancelled.
Important Articles
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