Getting Started
Security and Login
When the application starts, the user will be prompted for a username and password. If it's the first time you are using the application then the default will be:
Username: admin
Password: admin
This will be the default user with all administration rights and permissions. Once the user is logged into the system, the relevant options will be customized according to the access rights and permissions as defined for the logged in user. Users can be created and edited by selecting from the file menu - Options - Security - User Maintenance – See Help documentation
My Details & Online Registration
Select My Details from the options menu to configure the Prebook Client Application to suit your establishment specific details.
Add Establishment personal details
Add Establishment profile and description
Add Conferencing facility details
Add Item / Room / Activity Facilities
Add Other Facilities
Add Establishment photos
Bank details
Online registration
After specifying all detail and profile description here, one can register online to receive reservations from the Portal (http://www.iminafrica.com) and have a live presence with an updated profile.
Iminafrica booking engine example screenshots
Booking engine listing rooms added in the PreBook application
Add Rooms
Insert New Item / Room / Activity
Configuration settings
Setup invoice, receipt and DT / CT Notes start numbers and setup VAT details
Select Options – Reports to configure letterhead headers and footers.
These details are also used to provide the details on all letterheads for all documentation.
Confirmation Letter
A custom word document can be added to the confirmation letter by clicking on the browse button and selecting a document. The document will be added as an extra page.
Making Reservations
To make a reservation, click on the Bookings button on the toolbar.
The screen as in Fig. 5 will appear from where all reservations are made.
Fig. 5
This interface gives you an overall view of all reservation made as well as all available accommodation for the period selected.
The green blocks indicate all available accommodation.
The yellow blocks indicate all reserved accommodation.
To make a reservation, double-click on a blue block to indicate the start date. A green block with an S will appear to indicate that a start date has been selected.
Do the same to select an end date. The end date should be in the same row and after the start date and not overlapping another reservation.
If the reservation is only for one day/night you could just double-click on the same green block. The letters S|E inside the green block will appear to indicate start and end date.
All blocks for the selected period should then be yellow (or whatever you set up your colours to be) indicating the desired reservation.
In case you selected the incorrect block, simply double-click on the block again to cancel the selection. The green block will then disappear.
Should the reservation span more than one month or overflow from the one month to the other, simply select the start date and use the navigation buttons on the top to scroll to the next or desired month and select an end date.
Note: Alternatively a start and end date can be selected from the two drop-down boxes at the bottom right of the screen.
When you have selected the desired period for the reservation, click on the Make Reservation button at the bottom right.
The following screen will then appear to fill in the reservation information and details as in Fig. 6.
Fig. 6
On this next screen all relevant information can be captured and the confirmed box can be selected to know that the reservation has been confirmed.
Only the period (been selected already) and the contact-person details are needed to make the reservation.
NB: To Select/Add/Search a contact, click on the binoculars button (Fig.6.). When selecting a contact (click on the name of the contact in the grid, then choose select) the contact details will be pulled through to the reservation screen. See Fig.7.
Note: The contact person might be the client itself or any other person making the reservation, but the client details needs to be specified on the second Tab "Details"
All other information can be filled out at a later stage.
The Add Reservation button should then be clicked to actually make the reservation.
Reservation status:
* Confirmed - To indicate that the reservation has been confirmed. The reservation can be confirmed at any state.
* Arrived - To indicate that the client has arrived. The client can only arrive from today's date backwards (In the past or currently).
* Checked out - To indicate that the client has checked out. The check out status will be applied once the invoice has been raised.
* Cancelled - To indicate that the reservation has been cancelled. Cancellations can be done once some transactions have been raised, like a deposit, else the reservation should be deleted if no transactions are involved.
* Deleted - To indicate that the reservation has been deleted. A reservation may be deleted when no transactions have been raised.
Reservations screen tabs
Reservations tab
The first tab in the reservation screen contains the immediate needed information to be captured. This includes the period to be reserved, times of arrival and departure and contact-persons details as well as the status of the reservation.
NB: To Select/Add/Search a contact, click on the binoculars button. (Fig. 6.) When selecting a contact (click on the name of the contact in the grid, then choose select) the contact details will be pulled through to the reservation screen. See Fig.7.
Here all previous contact persons can be chosen from as well as adding new ones and editing their details. This is convenient in the case where one contact person regularly makes reservations. (Binoculars image Fig.6.)
Fig. 7
Should there be many members to choose from, a narrowed down search can be done on a member.
To search for a member, click on the column header to be searched on, fill in the search criteria and click on the search button.
The search results will then appear in the table.
To select a contact person, simply click on the person's name and then click on select. The reservation-screen will then re-appear with the selected contact-persons details.
Guest Details Tab
The Guest details tab contains the information of the client. (Fig. 8)
The client could be a private person or a company this could be chosen by selecting one of the option buttons. (Private or company)
To Select/Add/Search a client, click on the binoculars button (Fig.8.).
When selecting a client (click on the name of the client in the grid, then choose select) the client details will be pulled through to the reservation screen. See Fig.10. This is convenient in the case where one client regularly visits.
Fig. 8
Should there be many clients to choose from, a narrowed down search could be done on a member.
To search for a client, click on the column header to be searched on, fill in the search criteria and click on search.
The search results should then appear in the table.
To select a client, simply select the row and click on select, or double-click on the row. The reservation-screen will then re-appear with the selected clients details. (Fig. 10)
Fig. 9
Fig. 10
Note: In the case where the client is a person staying under a company name, then the client can be specified as a person that represents the company like in Fig.10. This is to distinguish different invoices and clients under the same company name.
Arrangements tab
At the arrangements tab you can specify the pick-up and drop-off details as in Fig.11.
Click on the check boxes to see or fill in the relevant information.
Fig. 11
Rates tab
Rates could be specified in two ways:
The Rate option buttons could be selected to change between these two methods of rates.
* Per person per night:
This option requires you to specify the number of persons and the rate x nights.
The rate could be chosen from the drop-down or typed into it.
* Per room or site:
This option only requires only the rate x nights.
Default rates will be pulled through as specified in the Room Set-up. If no default rates are specified, then the default will be 0. These rates may be changed or altered at any time by just typing in the longing rate in the drop-down combo.
Deposits:
In the case where you require the client to make a deposit prior to or on arrival, then it can be specified in the deposit paid section bellow and indicate with the check box if it’s paid or not. Click on issue receipt to issue the receipt for the client. When the receipt is issued a transaction will take place - the client's account will then be credited with the amount and the deposits received account will be debited with the amount.
Fig. 12
Charges tab
Any additional charges like dinners, breakfast, parking, bar tabs, phone calls, etc. could be specified here to be displayed in the invoice for billing purposes. Fig. 13.
For each item you may specify if VAT should be raised for the item or not.
To add a charge, select the charge from the drop-down box and click on the Add Charge button. Edit the amount and other details in the grid.
Fig. 13
Invoice tab
Here all costs involved for the total of the invoice will be displayed. (Fig.14)
A pro-forma invoice can be printed from here by clicking on the Pro-forma button.
Fig. 14.1
Raising the invoice:
To raise the invoice click on the Raise invoice button. All transactions will then be raised to the client's and other different accounts. A warning will then appear to confirm your action. So, please be careful not to raise the invoice prior to checking that all charges and details are correct. Should there be any mistakes, then they should be rectified by using the Dt/Ct Notes option in the accounting option.
Fig. 14.2
A preview of the invoice is displayed before printing it.
You could change the view size by selecting from the Zoom option dropdown box.
Click on the print button to print the invoice.
You could export the invoice (see reporting for exporting and saving functionality) to html or plain text to save it elsewhere or to mail it to the client.
Top Up Credits
See help documentation to get acquire additional credits
Support Details
PreBook
Tel: 086 1PreBook (0861773266)