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Resort Data Processing, Inc. Providing
Quality Hospitality Software for Vacation Rentals, |
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The RDP system contains extensive capabilities for handling group reservations, companies, wholesalers, conferences, families, and city ledger billing. For example, the following flow of events is possible:
The RDP system can be used to handle a wide variety of "multi-reservation" scenarios, including:
| Group With Room Block |
A block of rooms can be allocated to a specific group. |
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| Group without Room Block |
Small groups often do not have a room block. For example, a family may want 6 rooms. RDP can handle this situation by using a "group leader" and linking multiple reservations to this leader. The group leader can be billed for all, part of, or none of each reservation. Group check-in/checkout is still possible, along with group itineraries and other group features. |
| Company Billing |
RDP can handle the scenario of a company that sends guests to your property periodically without a room block. The company can have a special rate plan assigned. The company can be configured to pay for all, part of, or none of a given reservation, and each reservation can have different billing scenarios. |
| Wholesalers | The RDP group system can be used for wholesalers. Each wholesaler can have a different rate plan, cut-offs, rolling cut-offs, and billing instructions. Wholesalers can enter their own reservation via RDP's Internet Reservation Module (IRM). |
| Sharewiths | Group members can share rooms. Up to 99 individuals can share a given room, each with their own folio and group billing split. Group members can move from one room to another and keep the same folio. |
RDP offers the Internet Reservation Module (IRM) to provide 24 hour a day, 365 day/year access for guests, travel agents, groups and wholesalers. Having groups, wholesalers, and companies use the Internet can save a great deal of time.
With a proper password a group can:
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Additional information about RDP's Internet Reservation Module
RDPWin will allow both inventory and preassign group reservations to be made.
Unique rates for each group, company, or wholesaler can be established using a
rate plan. Once a rate plan is assigned to a group, the system automatically uses
the rate for all group reservations.
For example, establish a $69 group rate for standard rooms and a $109 group rate
for suites, using rate plan "GRP1." Then, any group assigned rate plan "GRP1" receives
these rates.
A given group reservation can have multiple rate plans. For example, a
guest may arrive two days prior to the start of a conference and pay RACK at $100/night,
then pay the GRP1 rate of $69 during the conference. The system also allows
the individual to pay for part of the reservation and his company another part.
The system includes various reports showing forecasted and actual revenue by
rate plan. These reports, part of the yield management system, track discounted
room revenue, helping to maximize profit.
E-mail is one of the most powerful and least expensive marketing tools available
and has been fully incorporated into the core RDP system at no additional charge. Send
emails to groups for particular type, state, country, a single zip code or a
range of codes. Send the text in the body of the email or send text as the
attachment. Additional attachments can be included such as maps to the
property, weather reports, or activity schedules.
The system can determine ahead of time if any email addresses exist with invalid
formatting. A report can be viewed.
E-mail features included in the system:
Groups can be established as tentative, verbal definite or definite. During negotiations,
the group is normally marked as tentative and changed to verbal definite after a
verbal agreement is reached. Once a contract is signed, change the group status
to definite.
All group reports can be sorted by the tentative/verbal definite/definite status.
This status is critical for managing the group sales department.
Room blocks can be established for each group. The room block can be different for each unit type and each day during the stay. For example, a group can have five rooms the first day, 70 the next four days and five the last day. The room block report differentiates and sub-totals tentative vs. definite groups for each day in the future.
Group confirmations can be automatically printed with the group name, address, and billing information. Also, advance deposits can be applied to groups and appear on the advance deposit ledger.
The system automatically splits charges between the group city ledger and individual
guests.
("Group" applies to groups, companies, or wholesalers)
All group members are not required to have the same billing arrangement. For example, if there are 70 rented rooms, 40 can be established to bill room charges to the leader, 20 can bill no charges to the leader, and 10 can bill all charges. It is also possible to establish billing where the group leader pays for room and food, but not phone calls or other incidentals. Additionally, the individual can pay for part of the stay and his group or company another part.
In addition to the various folio formats available for the group leader, folios can be printed for each group member. Individual folios can also be printed before, during, or after checkout. Normally, individual folios show incidental charges not billed to the group leader. However, all charges can be printed if required.
The system allows for automatic printing of up to three individual folios at
checkout. For example, a company may not have billing privileges at the property
and the guest requests two folios. He may wish to pay for room charges with a company
credit card and incidentals with a personal card.
In this example, the system automatically routes incidental charges to a separate
individual folio. At checkout, the system prompts to print "each folio with
a balance". Separate payments are entered and noted on each printed folio.
The system tracks both payments and charges forever, limited only by disk space.
Groups or conferences often provide full rooming lists which are quickly input from one screen. With RDP, each individual on the rooming list can have a different group billing arrangement. And, up to 50 sharewiths are allowed for each room. The system prints rooming list reports and itineraries.
The system checks-in or checks-out entire groups with one keystroke. For example, if a bus arrives with a sports group, and the rooming list has been pre-entered, the entire group (up to 1000 rooms) can be checked-in by entering a "G" (for group check-in).
A common reservation scenario is a convention where a group is allocated a room
block and special rates, and each individual guest contacts the property for reservations.
With RDP, this type of group is established with a unique rate plan and room block.
When the reservationist receives a call from a convention guest, the system automatically
calculates the correct rate and indicates a room pickup on availability reports.
Billing for each pick-up can be different. For example, one guest bills the group
for room only, another for everything, and a third paid 100% by the guest.
A deposit can be requested, tracked, and collected from the group and each group
member. Additionally, confirmations can be printed for the group leader and each
guest. The group room block report indicates total rooms allocated and rooms
picked up for each day of the block. Additionally, cut-off dates are tracked to
indicate how quickly a given conference is filling up and to help decide when to
release blocked space.
"Family" reservations require more than one room but are not large enough to justify a room block or a special rate plan. The reservationist quickly adds additional rooms or sharewiths. One family member can be designated as the "group leader" and charges from other members billed to this reservation. The system checks-in or checks-out the entire family with one keystroke.
In addition to groups, conferences, and families, RDP allows for company billing.
For example, assume Hewlett Packard (HP) frequently sends employees to your property
and has a special rate plan. Employees make their own reservations and are responsible
for their own incidentals. HP is defined as a city ledger account and reservations
automatically use the special rate plan created for HP. The system bills HP for
room and tax and produces an incidental folio for each guest.
Unique billing departments can be established within one company. For example,
HP's Research and Development department has one billing address while the sales
department has another. Additionally, each HP employee has a different billing arrangement.
The president has all charges billed to the company while other employees only bill
room and tax. RDP's flexibility handles each of these scenarios.
Company statements are printed at any time using either a balance forward or
open item format. The balance forward statement shows the balance from the last
billing period, less payments made, plus new company charges. The open item statement
shows all open charges (balance due not equal to zero), regardless of when the charges
were made.
Charges include transfers from folios and incidental company charges, such as
conference room rentals. Samples of both open item and balance forward statements
are included in this section.
The city ledger system prints "outstanding balance due" reports in several formats including a "one line per company" and "detail" format. The one line format includes the balance due per company, aged as 30, 60, 90, 120 and over 120 days. The detail format shows not only the balance due but also each open charge for every company. Samples of both formats are included in this section.
Group reservations, conferences, families, and all other reservation scenarios integrate to the RDP general ledger system. All individual folio transactions, group leader, and city ledger accounts automatically post to the general ledger daily.
Complete historical information is maintained in both an on-screen and report
format for every group, company, conference, and individual. For example, quickly
inquire on a group to see their history, including how many rooms rented last year,
total dollars spent and total room nights. Complete group leader folios can be reprinted
from last year, five years ago, or 10 years ago, limited only by disk space.
This historical information is useful when negotiating with a returning group.
For example, the group may have negotiated a deep discount last year based on a
projection of 400 room nights. They may have only booked 150 room nights. This information
may lead to a lower discount, increasing average daily rate and profits.
Resort Data Processing (RDP) software has been installed since 1981at over 1000 locations worldwide (see customer list). Please use the links below to learn more about RDP software for Hotels and Resorts. If you are renting homes or condominiums on a short term basis, please start with Vacation Rental Overview. Timeshare properties should begin with our Timeshare Resort Overview. Our Campground management system is also available. Our systems are fully integrated, so all features in our hotel system are available for vacation rentals and timeshare resorts and vice versa.
A printed brochure and pricing is available by calling 970-845-1140 or download the brochure in Microsoft Word or Adobe format.
