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Raintree Reservation System(tm)
USER MANUAL
Version 1.1 - October 1995
_______
____|__ | (R)
--| | |-------------------
| ____|__ | Association of
| | |_| Shareware
|__| o | Professionals
-----| | |---------------------
|___|___| MEMBER
MKM Software
2812 Ingrid Ln
Metairie, Louisiana 70003
USA
Phone: (713) 488-2436
Phone: (504) 885-7470
CompuServe: 72704,3566
America Online: MKMware
Copyright (C) MKM Software, 1995
All Rights Reserved
TABLE OF CONTENTS
INTRODUCTION 2
Disclaimer of Warranty 2
Definition of Shareware 2
Registration 3
Distribution 3
How to Register 3
RRS - Version List 4
Installing the Program 5
OPERATIONS 7
Reservation Browse Table 7
Guest File 8
Reports 9
Re-Index 9
Re-build AVL Tables 9
Verify Data 10
RAINTREE RESERVATION SYSTEM SET-UP 11
Site Set-up 11
Taxes / Miscellaneous 11
Folio Set-up 11
Printer Set-up 14
Room Types 14
Room Set-up 14
Rate Tables 15
Room Type Availability 15
Zip Codes 16
Reservation Codes 16
Travel Agents 16
General Ledger 16
Raintree Reservation System v1.1a
Copyright (C) MKM Software 1995 - All Rights Reserved Page 1
+INTRODUCTION
The Raintree Reservation System is a full working business
shareware program designed to manage reservations and
bookings for a variety of accommodations businesses;
including, resorts, inns, motels, bed & breakfasts,
campgrounds, rv parks and large scale billetting operations.
The program is capable of managing any number of rooms,
sites or units. In addition to organizing reservations,
powerful mail manager features are included to facilitate
correspondence with your customer base through custom
letters, or by simply printing mailing labels for a
selected subset of your customer file.
You can book reservations up to two years in advance and let
the program calculate room rates on a daily, weekly, or
monthly basis, using rate tables that you design or just
enter a fixed rate at reservation or check-in time.
The registered version of RRS comes with an illustrated user
guide specially designed to help train new users of the
program. This file is an abbreviated version of the user
guide. Please refer to the online help screens for the
latest program information. Also, whenever the program
requires input from the user, there is always context
sensitive help at the bottom of the screen.
Disclaimer of Warranty
Users of RRS must accept this disclaimer of warranty: "RRS
is supplied as is. The author disclaims all warranties,
expressed or implied, including, without limitation, the
warranties of merchantability and of fitness for any
purpose. The author assumes no liability for damages,
direct or consequential, which may result from the use of
RRS."
Definition of Shareware
The Raintree Reservation System is a "shareware program" and
is provided at no charge to the user for evaluation. Feel
free to share it with others, but please do not give it away
altered or as part of another system. The essence of "user-
supported" software is to provide personal computer users
with quality software without high prices, and yet to
provide incentive for programmers to continue to develop new
products.
Raintree Reservation System v1.1a
Copyright (C) MKM Software 1995 - All Rights Reserved Page 2
Registration
If you find this program useful and find that you are using
RRS and continue to use it after a reasonable trial period,
you must make a registration payment to MKM Software. The
registration fee will license one copy for use on any one
computer at any one time. You must treat this software just
like a book. An example is that this software may be used
by any number of people and may be freely moved from one
computer location to another, so long as there is no
possibility of it being used at one location while it's
being used at another. Just as a book cannot be read by two
different persons at the same time.
Users of the Raintree Reservation System must register and
pay for their copies of RRS within 45 days of first use or
their license is withdrawn. Site-License arrangements may
be made by contacting MKM Software.
Distribution
Anyone distributing the RRS program for any kind of
remuneration must first contact MKM Software for
authorization. This authorization is automatically granted
to distributors recognized by the Association of Shareware
Professionals (ASP) as adhering to its guidelines for
shareware distributors, and such distributors may begin
offering RRS immediately (However MKM Software must still be
advised so that the distributor can be kept up-to-date with
the latest version of the program.).
You are encouraged to pass a copy of RRS along to others for
evaluation. Please encourage them to register their copy if
they find that they can use it. All registered users
receive a personalized copy of the latest version of the
program without any shareware notices, a printed,
illustrated user manual and 90 days of free technical
support. Registered users are kept apprised of program
updates and additional programs that can be used to generate
reports and analyze and graph current and past business
data.
How to Register
You can register or purchase any version of RRS directly
through MKM Software if you pay by MasterCard, Visa or
check. For a credit card purchase using MasterCard, Visa,
American Express, or Discover, you can contact Public
(software) Library at the numbers listed below. These
numbers are for registering any version of RRS or for
Raintree Reservation System v1.1a
Copyright (C) MKM Software 1995 - All Rights Reserved Page 3
ordering the latest shareware version.
Public (software) Library cannot provide program information
or product support for RRS. Contact MKM Software for
information about dealer pricing, volume discounts, site
licensing, the status of shipment of the product, the latest
version number or for technical information.
To Register by MasterCard, Visa or Check or for Technical
Support, contact:
MKM Software
2812 Ingrid Lane
Metairie, LA 70003-USA
Phone: 713-488-2436 or 504-885-7470
CompuServe: 72704,3566
America Online: MKMware
You can register by credit card using either American
Express, Discover, MasterCard or Visa. Contact:
Public (software) Library
Toll free USA only - 800-242-4775
Fax: 713-524-6398
Voice International: 713-524-6394
CompuServe: 71355,470
Be sure to provide your site name (max 35 characters) with
your order so that your copy of RRS can be stamped with your
property name.
RRS - Version List
RRS comes in several versions depending on the number of
rooms at your site. The shareware version supports up to
3000 room setups. If you need more, this can be arranged.
When you register you copy, there is a price break for small
sites that have less than fifty rooms. You can register a
fifty room version of the program as described. The
shareware version is designed for single user sites. There
is a LAN version designed for networks that includes the
required record and file locks needed. This multi user
version is available to registered users only.
RRS Version List
Single user version maximum 50 rooms. $85
Single user version 51+ rooms. $125
Multi user version unlimited rooms. $175
Shipping US and Canada. $4
Shipping International. $11
Raintree Reservation System v1.1a
Copyright (C) MKM Software 1995 - All Rights Reserved Page 4
Installing the Program
The entire RRS program and documentation are zipped up into
a single file called RRSXXX.ZIP where xxx is the version
number. The first version was released as RRS100.ZIP. To
install the program, you will have to unzip this file, using
the popular file compression program PkZip v2.04g. You will
need the file PKUNZIP.EXE from the PkZip program. This
program is available from most bulletin boards and online
services.
For this sample installation, we will install RRS in a
directory called \RRS. You can choose any directory name
that you prefer. The entire RRS program and all files are
stored in a single directory. There are no subdirectories
and as stated above the directory name does not matter.
Place the installation diskette in drive A: and at the C:
prompt, enter these DOS commands. We assume PKUNZIP.EXE is
in your DOS path.
C:\=>MD \RRS <Ent>
C:\=>CD \RRS <Ent>
C:\RRS=>PKUNZIP A:RRS100 <Ent>
C:\RRS=>RRS <Ent>
Raintree Reservation System v1.1a
Copyright (C) MKM Software 1995 - All Rights Reserved Page 5
+OPERATIONS
The Raintree Reservation System was designed to be very easy
to use. Whenever you have to input information, always look
to the bottom of the screen for specific information about
what you have to enter and your options. Also, on the
browse tables, again refer to the bottom of the screen for a
list of available action keys. Usually, you can press F1
for a much more detailed description of each action key.
Reservation Browse Table
RRS lets you enter reservations up to two years in advance.
All reservations are listed in a browse table. The browse
table can be sorted several different ways. The default
sort order is by arrival date. The browse table is one of
the most important tools in RRS. In practically all
portions of the program, information is first presented or
displayed in a browse table format, so once you learn to
navigate the browse table you are well on your way to
understanding how to use RRS.
The browse table offers a brief overview of current
reservations. Refer to the <F1> help screen for definitions
of hotkeys and columns. Everything you want to accomplish
with reservations can be accomplished from the browse table.
Whenever you need to input data, refer to the bottom of the
screen for context sensitive help.
Every reservation must be attached to a guest record. You
can add guest information at the beginning of the
reservation input form or at the end. If you add the guest
at the beginning, information from the guest's last stay is
used in the new reservation. The last room type, room
number and rate are automatically inserted to help you build
the new reservation.
RRS can automatically assign room rates or you can enter
your own rate at reservation time. Following are the rate
types:
<N>ormal. Normal Room Rate; RRS assigns a rate
according to the rate tables you have set-up. If the
room night is a Friday or Saturday, the program reads
the weekend rate from the appropriate rate table. If
the room night falls on a Sunday through Thursday
night, the program reads the daily rate from the
appropriate rate table.
<A>ssigned Daily Rate. This rate type lets you assign
a per night room charge. RRS prompts you for a room
rate, you enter the amount and that amount overrides
Raintree Reservation System v1.1a
Copyright (C) MKM Software 1995 - All Rights Reserved Page 6
the amount found in the rate table. This is a user
defined rate at the time of reservation. The rate
tables are not used. You assign the individual room
rate on a per night basis.
<1> Single Occupancy. This selection instructs the
program to read the room rate from the rate table for
single occupancy. Sometimes you may want to
differentiate the room rate based on the number of room
occupants.
<W>eekly Rate. If the guest's stay is seven or more
nights, you can instruct the program to use the weekly
room rate from the rate table. Each seven day segment
of the stay is charged at the weekly room rate. Each
remaining individual night is billed at the normal room
rate.
<M>onthly Rate. If the guest's stay is thirty or more
nights, you can instruct the program to use the monthly
room rate from the appropriate rate table. Each 30 day
segment of the stay is charged at the monthly room
rate. Each remaining night is billed at the normal
room rate.
<F>lat Rate. This rate type lets you enter the total
room charge for the entire stay. The program then
assigns a room charge for each night based on the total
room charge divided by the number of nights. This is a
user defined rate at the time of reservation. It does
not use the rate tables. You assign the total room
charge and the program assigns the per night room
charge.
Guest File
Your first introduction to the guest file occurs when you
are booking reservations. You can attach a guest record to a
reservation either at the beginning or end of the
reservation process. Sometimes, however, you may want to
access the guest file directly to lookup specific
information about a current or previous guest or to prepare
a promotional mailing. You can accomplish all this by
selecting the option GuestFile from the Main Menu. A
submenu appears with several including the option to Browse
the guest file. Select this option to access a browse table
of guests.
You can create up to 3 user defined letters to send to any
and all guests. Refer to the <F1> help key for more
information. Also, press <F7> and view the sample guest
Raintree Reservation System v1.1a
Copyright (C) MKM Software 1995 - All Rights Reserved Page 7
letters. The sample letters provide instructions on how you
can create your own letters.
Postal Codes. When you are editing a guest entry and you
enter a US zip code or Canadian postal code, RRS checks if
that code is in the zip/postal code file. If it is, you can
choose to let the program stuff the city, state and
optionally the country name for you. This feature can over
time save you many keystrokes and likewise ensure uniformity
of spelling and style in the adding of city, state, province
or country names. Also, you can generate revenue reports by
zip code.
Reports
RRS contains powerful reporting capabilities. You can
display reports to the screen and subsequently print them or
save them to a file to load into your favorite word
processing program. Press the <F1> key for help in viewing
and printing reports.
Report contents can be selected by a date range and the
report range is always included as part of the report title.
The best way to learn the reports is to simply view them.
RRS always lets you preview a report. This is very fast and
gives you several chances to get the report results that you
want, plus it can save a lot of paper. The thing about
reports, is that they make much more sense after you start
accumulating some data. Wait until you enter a few
reservations before you begin printing the different
reports.
Re-Index
Index files are used by RRS to quickly locate specific
information. If the computer is switched off while the
program is running; or, if there is a loss of power, these
index files can be damaged. In such cases, you should
rebuild all index files using this option. Under normal
circumstances this is not necessary. RRS will always update
index files as needed. This option is made available as a
precaution. Once a week, run the option to <Optimize> your
files. This can improve program performance.
Re-build AVL Tables
Use this option to re-build the room type and room number
availability tables. Whenever you change your room set-ups,
especially when you edit or delete room numbers, or room
Raintree Reservation System v1.1a
Copyright (C) MKM Software 1995 - All Rights Reserved Page 8
types, you may have changed a room number that is currently
in use by a pending reservations. This can cause
discrepancies in the room type and room number availability
tables. However, this is very simple to correct. Simply
run this option. All room type and room number availability
tables are rebuilt starting from today and working through
to the end of the tables. Please note, this option only
affects reservations from today forward. It does change any
past reservations.
Verify Data
If you are updating from an earlier version of RRS prior to
version 2.40, run this option just once. It will make some
adjustments to complete the update. If you should run it
more than once, no harm is done. It exists to ensure
compatibility between the current version of RRS and all
prior versions of the program.
Raintree Reservation System v1.1a
Copyright (C) MKM Software 1995 - All Rights Reserved Page 9
+RRS SET-UP
This menu contains all the options you need to set-up RRS
for use at your site. Work your way through these menu
options to customize RRS for your particular needs.
Site Set-up
This option is the gateway to all the options you need to
setup RRS for your site. Select the <F1> Help option. The
help screen contains instructions on how to complete the
setup. We suggest you select the setup options in the
order they are presented, beginning with <F1> and working
to the last option <Esc> for Exit. Here are some of the
setup options.
Taxes / Miscellaneous Set-up
This options lets you adjust all tax rates and other system
wide settings, including default charges for extra guests.
Refer to the context sensitive help at the bottom of the
screen as you complete each entry field.
Folio Set-up
This option lets you control the folio printout. You can
customize the folio to appear the way you want by changing
the page length or changing the location and font size of
your site name. The default page length format for folios
is 8.5 by 11 inch paper. However, you can change this. If
you are using preprinted forms on 8.5 by 5.5 inch paper, you
can easily adjust the program to handle these forms, using
the options described below:
Currency Symbol. Enter the currency sign or symbol
used in your country. The currency symbol can be up to
four characters in length. You can use upper or lower
case characters.
Place Symbol <B>efore or <A>fter Amounts. Indicate
whether the currency symbol should be printed <B>efore
or <A>fter the amount.
Set Weekly Rates on <D>aily or <T>erm Basis. This
option instructs RRS on how to assign weekly room
rates. If you select <D>, the program divides the
total weekly room rate by seven and assigns a portion
of the amount to each room night in the guest's stay.
However, you may choose <T> for term whereby the entire
Raintree Reservation System v1.1a
Copyright (C) MKM Software 1995 - All Rights Reserved Page 10
weekly room charge is placed on the first night of the
guest's stay. The other room nights are billed at 0.
Set Monthly Rates on <D>aily or <T>erm Basis. This
option instructs RRS on how to assign monthly room
rates. If you select <D>, the program divides the
total monthly room rate by thirty and assigns a portion
of the amount to each room night in the guest's stay.
However, you may choose <T> for term whereby the entire
monthly room charge is placed on the first night of the
guest's stay. The other room nights are billed at 0.
Print <0> Amount Room Charges on Folio. This option
works together with the prior two set-up choices. If
you answer <N>o, only non zero room charges are printed
on the folio printout. For example, if you assign
weekly or monthly room rates on a term basis, only the
one significant room amount is printed. All the zero
room charges are not. This makes for a much shorter
folio printout for guests staying at the weekly or
monthly rate. If you answer <Y>es, all room charges
are printed whether the amount is zero or not.
Folio Length in Lines. Set the length in lines for
your folio printout. The default is 48 for 8.5 by 11
inch forms. If you are using special forms, increase
or decrease this number until you get the results you
want. If you are using 8.5 by 5.5 inch forms, 24 lines
should work correctly.
Set Site Name Font On. Enter the printer <escape
sequence> that turns emphasized printing <ON>. For
example, on an Epson printer, you can turn emphasized
printing on by entering this printer code: \027E. On a
laser printer, you may want to switch to a different
font or larger point size to enhance the appearance of
the site name on the folio printout. Leave this entry
blank if you prefer to print the site name in the
normal print style or font.
Set Site Name Font Off. Enter the printer <escape
sequence> that turns emphasized printing <OFF>. For
example, on an Epson impact printer, you can turn
emphasized printing off by entering this printer code:
\027F. If you are using a laser printer and you
switched on a different font to print the site name,
you now have to switch back to the original font to
print the rest of the folio. Leave this entry blank if
the previous entry on this form is blank. In short, if
you turned a special printer font on in the previous
entry, you must at this point turn that font off or set
the font back to the original font. The entries you
Raintree Reservation System v1.1a
Copyright (C) MKM Software 1995 - All Rights Reserved Page 11
make here depend upon the kind of printer you are using
and can be found in the user guide for your printer.
If you are in doubt, leave this entry and the prior
entry blank.
Set Folio Form Length On. If you are printing folios
on specialized forms, enter the printer <escape
sequence> that sets your printer to the correct page
length. For example, on an Epson impact printer if you
are using 8.5 by 5.5 inch forms, you have to set the
printer page length to 33 lines. The correct printer
<escape sequence> to accomplish this is: \027C\033. If
you are using 8.5 by 11 inch forms, simply leave this
entry blank.
Set Folio Form Length Off. If you set a special form
length in the prior entry, you have to reset the form
length to the normal size after printing the folio. On
an Epson impact printer, if you set the form length to
33 lines per page for the folio in the previous entry,
here you have to reset the lines per page to 66 (the
normal lines per page for 8.5 by 11 inch paper) after
printing the folio. The correct printer <escape
sequence> for an Epson impact printer is: \027C\066.
You have to refer to the user guide for your printer to
find the correct printer code. If the previous entry
is blank, leave this entry blank as well.
Site Name Row, Column, Skip. These entries let you
change the location of the site name at the top of the
folio:
Row. Enter the row or line number where you want
the site name printed. Your entry must be more
than 0 and should be less than 15. If you are
using forms that are only 5.5 inches in length,
take care not to use too many lines at the top of
the form. You may want to experiment with
different locations.
Column. Enter the column number where you want
the site name printed. Your entry should be more
than zero and less than 70; otherwise, the site
name may not fit on the page. Use this option to
move the site name to the left or right margin or
to center the site name on the folio printout.
Skip. After printing the site name, RRS skips to
the next line. If you want to skip an additional
line before printing the text of the folio, enter
<Y>es. Enter <N>o if you do not want to skip an
additional line. This is a matter of preference.
Raintree Reservation System v1.1a
Copyright (C) MKM Software 1995 - All Rights Reserved Page 12
Skipping an additional line tends to enhance the
site name.
Upper Case. Enter <Y>es if you want to force
printing the site name in upper case. If you
answer <N>o, the program prints the site name
exactly as it appears on the screen and reports.
End of Folio Message. Enter a message line to print on
the last line of the folio. This message appears on
folio pre-bills and on the final folio printed at check-
out time. The message can be up to 70 characters in
length. You can enter three different messages. The
default is print message 1, but you can assign any
message to a particular folio.
Printer Definitions
RRS comes with two printer set-ups from which you can
choose. We include Epson and HP LaserJet, two of the most
popular printers. If you have another kind of printer, you
need to add it to the list. Adding a printer to the printer
browse table is done as always by pressing the <Ins> key.
Printer set-up requires that you enter the escape sequences
to reset your printer and to set your printer for printing
in condensed or compressed print mode. Consult your printer
manual for the correct printer codes, or contact us. We
have the codes for several hundred different printers.
Room Types
Describe the different room types for your site. Room Type
0 is reserved for House Account - these are rooms that are
not in service. All rooms described as room type 0 will not
be included in the calculation of percentage of occupancy.
The descriptions you enter here appear throughout the
program on screens, reports and the reservation confirmation
form. These are general descriptions such as Standard,
Deluxe, and Suite. Complete the screen by entering the
total number of room types defined not including type 0 -
House Account. It is very important to enter the correct
number of room types.
Room Set-up
Use this option set-up individual rooms for your site. RRS
comes preset with 35 rooms so you can get started right
away. However, you will want to begin adding your own rooms
as you go along.
Raintree Reservation System v1.1a
Copyright (C) MKM Software 1995 - All Rights Reserved Page 13
A browse table of all rooms is presented on the screen.
It works like all browse tables. Highlight the room you
want to change and press <Ent>. Or press <Del> to delete
the currently highlighted room. If you want to add a new
room, press <Ins>. Press the <F1> key for online help.
All availability files for room types and room numbers are
updated whenever you sign-on to RRS after the close of an
account month, or, when you start the program with the
command: RRS NEW <Ent>.
Rate Tables
RRS automatically assigns room rates at reservation time,
check-in and whenever room charges are added to a folio.
The rates assigned are based on the rate tables you enter
here. The assigning of room rates is a powerful and very
flexible tool provided with RRS. You can easily use this
tool in more ways than you might first realize. Or, if you
choose you can bypass this option and assign your own rates
at the time of reservation. R
ate tables are presented in a browse table. Press <Ins>
to add a new table, <Ent> to edit a table, <Del> to delete a
rate table. Be careful not to delete tables unless the Thru
Date has expired. A better method is to use the <F6> key to
archive rate tables. Only the expired rate tables are
deleted.
Rate tables are used until the rate table Thru Date expires.
The transaction date of a room charge determines what table
to read. Make some sample reservations for which the
guest's stay extends beyond the Thru Date of a table and
review the daily charges for that reservation and see how
the rate tables were used.
The <F5> hotkey will create a new rate table from an old
rate table. The new table will carry forward rates from the
old table. Use this option when you want to make a new
table with only minor changes from the original rate table.
The best way to understand rate tables is to create some
tables, then return to the reservation browse table and book
some reservations. While you are in the reservation browse
table, press the <F7> key to get an itemized listing of the
individual room charges assigned by RRS. Each itemized room
charge displayed will indicate which rate table was used to
build that rate. This way, you can see how each table is
applied in building individual room rates. You will find
there are perhaps more pricing mechanisms than you need.
These can be easily worked around or put to good use.
Raintree Reservation System v1.1a
Copyright (C) MKM Software 1995 - All Rights Reserved Page 14
Room Type Availability
Use this option to access the room type availability table.
This table records room use by room type and calculates the
percentage of occupancy on a daily basis. If you want to
have these number reflected accurately, you must enter the
correct number of rooms per room type for your site.
Zip Codes
Use this option to edit the zip code or postal code file.
You can add and edit postal codes as you enter reservations
or as you edit guest records. However, at some point you
may want to access this file directly to make changes or to
delete some entries. Use this option for direct access to
the zip code or postal code file. If you add a US zip code,
only add the first five digits. Do not add the entire nine
digit zip code to any entry in the file. If you are adding
a Canadian postal code, add only the first three characters.
Do not add the entire six character postal code. It is too
specific.
Reservation Codes
Use this option to add, edit or delete reservations codes.
You can add and edit reservation codes as you enter
reservations or as you edit reservations. However, at some
point you may want to access this file directly to make some
changes or to delete some entries. Use this option for
direct access to the reservation code file.
Travel Agents
When you select this item, a list of all travel agents
currently defined are presented in a browse table. You can
add, edit or delete travel agents to the browse table as
needed. Also, when you are booking reservations, if you
need to book a reservation from a travel agent you can add
agents to the agent list while you are booking the
reservation. However, at some point you will want to come
to the main travel agent browse table and be sure that all
information is correctly added for each agents.
General Ledger
RRS lets you define the exact payment and tax accounts you
want. You can make an account active by entering a Menu Key
Raintree Reservation System v1.1a
Copyright (C) MKM Software 1995 - All Rights Reserved Page 15
code, and by deleting a menu key code, the account will
become inactive. Inactive accounts will not appear as a
selection on payments menus whenever you need to enter a
payment type. The account numbers are fixed, but all the
account names can be customized to the exact descriptions
that you want. All accounts are presented in the familiar
browse table. Refer to the bottom of the screen for help
messages, or press <F1> for a full screen of online help.
_______
____|__ | (R)
--| | |-------------------
| ____|__ | Association of
| | |_| Shareware
|__| o | Professionals
-----| | |---------------------
|___|___| MEMBER
This program is produced by a member of the Association of Shareware
Professionals (ASP). ASP wants to make sure that the shareware
principle works for you. If you are unable to resolve a
shareware-related problem with an ASP member by contacting the member
directly, ASP may be able to help. The ASP Ombudsman can help you
resolve a dispute or problem with an ASP member, but does not provide
technical support for members' products. Please write to the ASP
Ombudsman at 545 Grover Road, Muskegon, MI 49442-9427 USA, FAX
616-788-2765 or send a CompuServe message via CompuServe Mail to
ASP Ombudsman 70007,3536.
Raintree Reservation System v1.1a
Copyright (C) MKM Software 1995 - All Rights Reserved Page 16
