PMS Software Denial Tracking | Resort Data Processing

Improve Booking Performance by Tracking Reservation Denials!

Denial tracking records information when a new reservation is begun, a quote made, and the guest decides not to book the reservation. A reason must be selected to describe why the guest did not book before cancelling the reservation request. If a quote is not made, users can close the New Reservation screen without entering the denial details. Reasons can be added if necessary based on the user’s logon access fence levels.

System Process

When Close is clicked on the New Reservation screen and a quote has not been added, the system closes the New Res screen without prompting for denial information. When a quote has been added when Close is clicked, the Reservation Denial Reason screen opens and requires selection. When the new reservation has not yet been saved on the Change Reservation screen (still a temporary reservation), the Change screen closes, but the New Reservation screen remains open. Click Close to access the Reservation Denial Reason screen.

Field Name	Definition and Function
Denial Reason	Select a reason that best describes why the guest chose not to book the reservation. Click Create Reason if the desired selection is not available. This is a required field.
Source of Business	Select the source of business code (Table CD) associated with the guest. This field is only available when configured and can be required based on a switch.
Market Code	Select the market code (Table CF) associated with the guest. This field is only available when configured and can be required based on a switch.
Create Reason	Click the “Create Reason” button to open the Add Denial Reason screen.

Field Name

Definition and Function

Denial Reason

Select a reason that best describes why the guest chose not to book the reservation. Click Create Reason if the desired selection is not available. This is a required field.

Source of Business

Select the source of business code (Table CD) associated with the guest. This field is only available when configured and can be required based on a switch.

Market Code

Select the market code (Table CF) associated with the guest. This field is only available when configured and can be required based on a switch.

Create Reason

Click the “Create Reason” button to open the Add Denial Reason screen.

Add Denial Reason Screen

Click the “Create Reason” button from the Denial Tracking screen to open the Add Denial Reason screen. Click the “Add Reason” button to add a row to the grid. Enter the unique key and reason, then save. Once OK is clicked, the new reason is added to the database and selected as the guest’s explanation for not booking the reservation, and both the Denial Reason screen and the New Reservation screens are closed. When adding keys, remember: it is possible to add a reason more than once when the keys are different. Search the reason list thoroughly before adding a new one.

Field Name	Definition and Function
Reason	Enter text to describe the explanation of denial using up to 30 characters. This is the text displayed in the Denial Reason drop-down list, but only the key is stored for reference.
Key	Enter up to six characters to describe the denial information. The text entered in the Denial Reason field is not saved in a file, but the key is saved in the RESDENY.DAT file. When selected from the Denial Reason drop-down, the text is displayed and not the key. The system automatically verifies the key is unique. If not, the user is prompted to enter a different key and continues until the entry is unique.

Field Name

Definition and Function

Reason

Enter text to describe the explanation of denial using up to 30 characters. This is the text displayed in the Denial Reason drop-down list, but only the key is stored for reference.

Key

Enter up to six characters to describe the denial information. The text entered in the Denial Reason field is not saved in a file, but the key is saved in the RESDENY.DAT file. When selected from the Denial Reason drop-down, the text is displayed and not the key. The system automatically verifies the key is unique. If not, the user is prompted to enter a different key and continues until the entry is unique.