Customers

Created by Margrét Silja Silja Sigurðardóttir, Modified on Mon, 1 Jul at 2:36 PM by Margrét Silja Silja Sigurðardóttir

Customer Profiles will contain the list of customers associated with the property. 

All customers who have stayed at the property previously, have upcoming reservations, or have made and then canceled a reservation will be stored in the system. When a reservation is made, a corresponding customer profile will be created, and the reservation will be linked to that customer. 


You can sort your customers based on personal or company categories. Personal customers refer to guests staying in the room. The company category is typically used when a business is covering the expenses for the guest staying in the room.


TABLE OF CONTENTS


Search for a reservation or a customer

To locate a specific customer, reservation number, or company, you can either use the magnifying glass icon on the blue top bar or the search bar under the customer tab. It's crucial to ensure that there are no extra spaces, commas, or periods before or after the search term since the search bar is sensitive.

Please note that when you have selected the customer view, you won't be able to search using the magnifying glass icon.





Create Customer

Choose "create customer," then specify the customer type as Guest or Company. The only required field to complete is the last name, although the email address is crucial, and having more details about your customer is beneficial.

You can also add a new customer while creating a new reservation.



Merge Customer

If you have multiple profiles for the same customer, you can merge them into a single customer profile by selecting the checkbox next to the name, clicking on "merge selected," and then choosing which profile to merge the others into.




Export Customer List

You can export the complete customer list by choosing the "export to excel" option. The Excel file will be sent to the email address associated with your Booking Factory user account. Additionally, you have the option to export only specific customers by selecting the checkboxes next to their names and then choosing the "export to excel" function. 




Create Bulk Payments 

If a customer has multiple outstanding payments, you can access their customer profile to view a list of all reservations linked to them. You can filter these reservations based on the amount due or their status on folios.

For instance, you could filter by "due: unpaid," select all the boxes for unpaid reservations from this customer, then choose "create Payment." Add a payment note and confirm the payment. All reservations marked as paid will show the payment method as Bank Transfer and include the note you added.



 



Create Bulk Receipts

If a customer has multiple reservations that are all in folio status but have been paid, resulting in a zero balance, you can generate receipts for all of them simultaneously. This process is similar to making bulk payments.

To do this, locate the customer and access their profile. Navigate to the folios section and filter it to show paid folios. Select the reservations you wish to convert from folio to receipt by ticking the corresponding boxes next to their names. Then, choose "Create Receipt" and confirm the action. Now, all the selected reservations will have the status of receipt and will be sent to your accounting system if it is connected to one.



Create Bulk Invoice

If a customer has multiple reservations that are unpaid, you can generate invoices for all of them simultaneously. This process is similar to creating bulk receipts.

To do this, locate the customer and access their profile. Navigate to the folios section and filter it to show unpaid folios. Select the reservations you wish to convert from folio to invoice by ticking the corresponding boxes next to their names. Then, choose "Create Invoice" and confirm the action. Now, all the selected reservations will have the status of invoice and you are able to send a statement invoice with unpaid invoices to your customer.




Sending Invoice Statement

You have the ability to send an Invoice Statement directly to the customer for multiple reservations at the same time.

To accomplish this, find the customer and access their profile. Go to the folios section, select the reservations you want to create statement folios for by checking the boxes next to their names. Then, click "Invoice Statement" and confirm the action.

Next, go to Statements, choose the statement you generated, and click "Send PDF To Email."

An email containing the statement report will be sent to the customer's email address.



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