A recurring reservation is a reservation that is made consecutively day after day, week after week, month after month, etc. It is not necessary to use the Recurring reservations feature; however, it can be an extremely useful and time saving feature in situations when units are perpetually rented. For example, the Department of Education (a customer) rents several dozen buses from the motor pool each month and requires a billing statement at the end of each month. In order to produce the billing statement every month, each and every bus would require a reservation. The reservations then would need to be checked out and checked back in. And, of course, since the buses would be rented the following month, new reservations need to be created and checked out again. As you can imagine, this can be a tedious and time-consuming data entry task. The Recurring reservations feature eliminates the need for all that data entry by automating the process. The reservations need to be manually created and checked out initially, but the system will check in all the reservations, generate new reservations, and then check them out each time Recurring reservations are processed. Before recurring reservations can be processed, several things must first occur:
- Recurring groups must be set up (VTF).
- Reservations must be made, indicating the recurring group (VTR).
- Recurring reservations must be checked out (VTR).
If the criteria above have been met, then recurring reservations can be processed.
Processing a Recurring Reservation
The recurring reservations process will check in recurring reservations, generate new reservations, and then check them out. To process a recurring reservation, select the Recurring Reservations menu option (VTE).
- Enter the recurring group to be processed by using the drop-down list.
- Edit the date and time if needed. (The default date and time is the system Date/Time)
- Verify the data entered—press the OK button to start processing the recurring reservations.
When the process is complete, you will have the option of printing or viewing a report that shows information for the reservations that were checked in and checked out.