Villa La Fourche Ltd is a small family business situated in the East Coast of Mauritius, more precisely Trou d'eau Douce.   The compound comprises of 6 independent villas, each of the villa have 2 bedrooms, kitchen, living room and bathroom.  They also have a pool in the centre for all the guests to have access to.  Since its opening the reservations were made over the phone and the information was kept on paper.  The Manager of the company wants to set up a reservation system for the company which will help them increase their sales and monitor the bookings.  The 6 villas have different names like; Standard, superior, Prestige, Junior, deluxe and Suite.  They are all the same but it's just the location which is different. 

There will be three types of user at the moment, one for the administrator which is the person who has authorisation to view all the details on the reservation screen, set up room rates, rate codes and offers.  He/she also set up new user login and password.  The other two users are reservation agent and one for the front desk staff.  The administrator will be able to have access to all the screens.  The Front desk staff will have the same screen but will be able to change the status of the booking, cancel a booking, modify and make new reservation.  Upon guests check in, the front desk staff input all the required information on the system, payment details and also changes the status of the booking.  The front desk staff can make a new reservation for a guest.  The status for a reservation will be automatically updated for example if a  booking is for arrival today and guests are arriving today then the booking status will be due in and same applies for their departure date which will be due out.

The reservation system must be able to create login and password for each user.  Notify them five days before the expiry date (normally after 20 days) for their login and password.  The user/staff will be able to make a new reservation, lookup for existing reservation, modify a booking, and cancel a booking.  Make comments on the reservation, check for repeat guests. 

I have attached he screen on the file and please note there are more screens that needs to be done.  The First screen is when the user input the login and password.  Then comes the screen 2 upon clicking on each of the button should display the following:

Button Booking

New

Lookup

Last Reservation

New takes you to the reservation screen.  Please note next to the guest name i have input a small box for define search.  There must be a define search to check whether guests are repeat guests if not then a message should be displayed to say no such name found on the system.  Would you like to create a new profile for the guests?  If you click on yes then the screen for guests' details appears and if no then the search will be close.  If the guests name already exists then please double click on the name and press save then ok button. 

Lookup -will search for a booking that already exists.  You may either only enter the guests name or click on search or click on advanced search where you can search by either other ways see screen 6 for more details.

On click on the search from screen 6 it will start search and if not found it should display a message for saying no such guests found on system and clear will clear the entire search. 

New Reservation will detail the reservation screen 3.  Please note where there is calendar it should display the calendar. 

The save button on the reservation screen will save all the filled in information provided by the user and then click on ok.  The system should display the reservation confirmation number.  The options buttons contains other buttons like changes, update, cancel, confirmation and exit.  The changes button should be able to display all the changes made by the user either front desk or reservation agent.  The update should allow the user to update the system which is change date etc.  The confirmation will allow only the reservation agent to print the confirmation letter or send it by email to the guests.  Cancel button will cancel a booking with a cancellation number.

Please note all three types of users will have the same screen but the only difference is that the reservation agent will have permission to use the button booking, availability, plan, rates/offers change password, guest profile.  The administrator will have permission to setup new user login/password, create rate codes and promotion codes, provides rates and offers and generate reports weekly or monthly.   Please also note that the rate codes determine the rates for a booking for example MUMR000 determines the Mauritian Rates.  The rate sheet should be displayed and rate codes should be created accordingly to different rates during different period and it is the same for offers. 

Example for Rates & Offers display

Villa La fourche Rates 2013

Peak Season                                      High Season                       Low Season

23/12/13-05/01/14                          06/01/14-10/04/14          05/04/14-30/09/14

                                                                01/10/14-22/12/14

80 Euros                                                               65 Euros                               55 Euros

85 GBP                                                                  75 GBP                                  60 GBP

All inclusive supplement

Adult - 25 Euros per adult per night

CHILD 2-12 - 15 Euros per child per night

Child 12-17 - 18 Euros per teen per night

Please do for other currency.   The above rates are per villa per night on half board basis.  We do provide all inclusive basis at a supplement.  Please do add a row for the all inclusive supplement for each period for adults and children.

The maximum of person in a villa is 2 adults and 3 three children under 18 years. 

The screen 5 has history button, please note that the history button displays the guests stay for example the last visit arrival, departure date, rate code, rate number of guests.  After 25 nights we give 2 complimentary nights as per the loyalty scheme therefore we will have to count for the number of nights stayed.  If it is possible please do inform the user when the repeat guests have already stayed for 25 nights.

The rate codes examples COMPREP means for complimentary repeat guests which display 0.00 next to the rate. 

The promotion code determines the different promotion during different period for example family offer is valid from 01.04.13 to 30/09/13 where 1 child is free of charge then the rate code will be fr30300 for Euros.  Please display the different rate codes for different currency and offers.