Client Search

The Client Search form helps you find, add and edit clients in the ROS2006™ database, and then add them to reservations or contracts. You can review client accounts and reservation histories, and merge duplicate clients. Clients include customers, agents and wholesalers (if you have purchased and installed the Agents / Wholesalers Add-in) and owners (if you have purchased and installed the Owner Contracts / Time Share Add-in).

 

How do I access the Client Search form

The Client Search form

Search for Clients

View Client Information

Add a New Client

Edit an Existing Client

Add Charges to a Client Account

Merge Duplicate Clients

Search and Add Client to Reservation

Quick Add a Client

Access the Client Search form Back to Top

Access

Method

Toolbar

Click the button on the Main Toolbar.

Menu

From the Main Menu, select View - Client Search.

Hot Key

Press F12 on your keyboard.

Reservation Entry / Edit form

Click Search on the Clients / Guests tab.

Owner Contracts form

Leave the Owner Search text box blank for the Name, Phone, or Client ID tabs, and click the Three Dot button.

The Client Search form Back to Top

Refer to the table below for a description of all elements of this form:

 

Field or Button

Description

Search For: Options

Choose an option here to search through the clients, agents, or wholesalers listed in the database.

Database Options

Note: If you are not using the Rez Robot™ Add-in, this choice is unavailable.

To search only your local client database, select the default Local option. If you are running a networked system using Rez Robot™, apply your search to the databases on the system by selecting the Central option. This searches for the client on the other machines on the remote network to determine if he has made reservations with an affiliated business.

Search Text Entry

Type the desired search text in the corresponding text box.

Search

Once you select an option in the Search For: field and type the search text, click this button to initiate the search.

Clear

Empty the search text boxes to enter new data and redo the search.

Quick Add

Click to add a brief new client record if your client search was unsuccessful.

Client Search Results List

Data results matching your search criteria appear beneath the search text entry area. The title changes to reflect the type of search specified. Click on a client name in the list to move its associated information to the Client Info window on the right.

Note: If you want to search by and display the client's Company Name or Last Name, select Setup - Preferences - Business from the Main Menu. Choose the General tab. Change the value of the following:

Select

Note: If you open the Client Search form directly, and not through another form that requires selection of a client (for example, the Reservation Entry / Edit form), the Select button is not enabled.

Highlight a client in the results list and click the Select button to add this client to the form from which you accessed the Client Search form.

For example, if you click Search on the client side of the Reservation Entry / Edit form, the Client Search form opens. Search for, and, if necessary, add a new client, then highlight and select the name from the results lists to add it to the Reservation Entry / Edit form, closing the Client Search form in the process.

New

If your client search did not retrieve the desired record, and you have time to create a full client record, click the New button. The Client Info label changes to New Client, and you can enter your client information. Click the Update button to save the new client's information to the database.

Update

This saves any new client information added. If you use the Quick Add option, the save is automatic.

Cancel

This discards all new unsaved client information or changes, without closing the Client Search form.

Delete

To delete a client, select the client from the list and click Delete. If the client has a reservation on record, the name cannot be removed. See below:

Note: A canceled or completed reservation (historical) is still considered a valid reservation in the database.

Mark As

If you have entered multiple client records for the same person and want to merge or remove them, use the Mark As feature to identify and eliminate duplicates.

Client Information Table

This table contains all of the contact information for the client, including name, address, phone, and credit card information, etc.

View / Show Options

This frame changes function and name with different button selections. This frame is labeled as follows, under the given conditions:

Default frame label = View

Duplicates selected in the Show frame:

History selected in the Show frame:

Payment

Note: This is enabled only when you view the client history.

The history displays the balance for each reservation. Highlight the reservation, and click the Payment button to open the Payment / Deposit Entry form.

Merge

Once you mark duplicate clients and they display in the Duplicated Clients section, you can merge them into one client. Select the client entry to be retained by placing a check in the Keep column checkbox.

  • Retain the client with the most detailed and accurate information.

  • Once you click the Merge button, the client records you chose not to keep disappear. All reservations, past and present, for those clients are attached to the client you decided to keep.

Note: Information on the merged client records is permanently deleted so ROS2006™ asks you to confirm your intention to merge several times.

Remove

If you incorrectly marked a client as a duplicate, you can remove this name from the list in the Duplicated Clients section.

  1. Highlight the entry you want to retain and click Remove. This name is removed from your list of duplicate clients and remains unchanged in the database.

Print

Note: This button is enabled only if there is client data in the Client Info window.

It opens the Report Selection form.

Select a report to print or preview from the following categories:

Letters, History, Owners, Contract, A/R Statement, A/R Receipt, Confirmation, Agents.

Client Info Buttons

Button

Description

A/R Sum

Note: This button is enabled only if there is client data in the Client Info window.

It opens the Quick Client Account Transaction Summary form containing account receivable data for the listed client.

New Inv

Note: This button is enabled only if there is client data in the Client Info window.

This is active only if you have the Invoicing add-in installed. Click New Inv. to open the Create New Invoice / Edit Existing Invoice form to edit invoice transactions.

Sales

Note: This button is enabled only if there is client data in the Client Info window.

It opens the client’s A/R Invoice Sale form. If a reservation was checked out with a credit balance you have the option to hold that money on account. Or, if you are using the Bill To Account feature to handle a corporate reservation or a client who left without paying, transfer the charges to the account receivable here, or assign them directly to an invoice if the Invoicing add-in is turned on.

Close

Click this button to exit the Client Search form.

Search for Clients Back to Top

Important Note: Always search for a client in your database before entering a new one, in order to avoid creating duplicate records. 

  1. On the Main Toolbar, click the button. The Client Search window will appear.

  2. Indicate what type of client you are looking for by choosing Clients, Agents or Wholesalers in the Search For: frame. 

 

Note: The Agents and Wholesalers options will be grayed out unless you have purchased and installed the ROS2006™ Agents / Wholesalers Add-in.

  1. Enter the first few characters of your search text in the appropriate text box. For example: to search for Mr. John Smith, you could enter "Smi" into the Last Name text box.

  2. Press the Enter key on your keyboard or click the Search button to initiate the search.

    1. Click the Clear button to empty the search text boxes, if desired.

    2. Enter new data and redo the search. 

Important Note: If you click the Search button without entering data in the selected text box, ROS2006™ warns that the results set could be very large since all clients will be returned. See below:

Click the No button to cancel this search.

View Client Information Back to Top

Once the client information displays in this window, the client name replaces the Client Info label on this form. Edit the client information here.

Note: The Tab key does not move you to the next client field. 

  1. Use the Up and Down arrows on the keyboard, the mouse, or the Enter key to move down to the next item in the list.

Note: To add, edit, re-order, or hide client information field, see Setup Data Field Preferences.

  1. Click the Update button to save any changes made to this client record, and Close to exit the Client Search form.

  2. If your search is not successful in locating the desired client:

    1. Click the Quick Add button to create a brief client record using the information entered for your search.

    2. Or click the New button to open a blank New Client form on the Client Search form and fill in all fields.

Add a New Client Back to Top

  1. Click the icon button on the main toolbar to open the Client Search form.

  2. Select Clients in the Search For frame.

  3. Enter the first few letters of the client’s last name in the Last Name text box and click the Search button.

  4. If this is a new client, the name will not be listed in the search results display.

  5. Click the New button to open a blank New Client window.

  6. Enter the client information in the empty fields supplied. Use the arrow keys to move up and down the list or press the Enter key on your keyboard to proceed down.

  7. Click the Update button to save the new client information or Cancel to discard it.

Once the client is entered, you can add charges to his account or make a reservation for him. Note: the client number displays to the left of the client name label in the Client Info window once you click Update. This unique client number is required in some report parameters.

Edit an Existing Client Back to Top

  1. Click the icon on the main toolbar.

  2. Select Clients in the Search For frame. Enter the first few letters of the client’s last name in the Last Name text box and click the Search button.

  3. If there is more than one match to your search, a list is displayed. Use the scroll bar or arrow buttons to browse for the client record you want to edit.

  4. Click on the name to open the details in the Client Info window, which is now labeled with the client name.

  5. Edit the client information as required.

  6. Click the Update button to save the changes.

Add Charges to a Client Account Back to Top

If you find damage to a unit after check out, you can add the charges to the client’s personal account receivable.

Note: The reservation has ended, so you cannot add the charges to the reservation bill but must bill separately.

  1. Click on the icon on the main toolbar.

  2. Select Clients in the Search For frame. Enter the first few letters of the client’s last name in the Last Name text box and click the Search button.

  3. Click on the client name in the results list and click Sales. The A/R Invoice Sale form is displayed.

  4. Click the button in the Select Product / Service field to select the desired charge from the drop-down list.

Note: Set up the product in the Product & Services Setup form if you have not already done so.

  1. Enter the dollar amount of the charge in the Unit Price field (no "$" symbol required); enter 1 in the Qty field if not already configured in the product.

  2. Click Add to include this product charge on the invoice.

Note: Unless you installed the Invoicing add-in, you must manually settle this outstanding invoice. The client is not there to make immediate payment, so you must transfer the charge to the client’s account receivable. 

  1. Click the Payment button on the A/R Invoice form to open the Payment / Deposit Entry form.

  2. Click the button in the Transfer to this Account: field in the Options frame. A search window will come up.

  3. Type the name of the client into the search window text box, and click OK to search.

  4. Click the button in the Transfer to this Account: field to view the search results list.

  5. Click to choose the correct client name.

  6. Click the button in the Payment Type: field. Choose To Account.

  7. Click Update and Close. You are returned to the A / R Invoice Sale form, which shows both the charges for the damage and the settlement of the reservation account with a transfer to the account receivable.

  8. Click Close to exit this form, and Close to exit the Client Search form.

View the Quick Client Account Transaction Summary as follows:

Starting form

Follow These Steps:

A/R Invoice Sale

View Menu - Client Acct History

Additional Charges

View Menu - Client Acct History

Client Search form

Click the A/R Sum button.

Reservation Utility Tool

Select Accounts Receivable in the Reservation Display Options section, search for a client, select the client, click the A/R Summary button.

When the customer makes a new reservation, ROS2006™ alerts you to the outstanding balance owing. If you have the Invoicing add-in installed, these same methods open the Invoice Summary form.

Merge Duplicate Clients Back to Top

If you have duplicate client records you can combine them into one. Duplicates are usually created when you fail to search the client database when making a reservation. If you add new clients without first searching your existing client list, you will create duplicates.

To merge the duplicates:

  1. Open the Client Search form by selecting View - Client Search from the Main Menu.

    1. Or, click the button on the Main Toolbar.

  2. Ensure that Clients is selected in the Search For: frame.

  3. Enter the duplicated client name in the Last Name text box.

  4. Click the Search button.

  5. In the list of search results displayed in the Clients section, highlight one of the duplicates and click Mark As. Do this to each duplicate entry, including the one you want to keep, until all duplicates display in the Duplicated Clients section at the bottom of the form.

  6. In the Duplicated Clients frame, indicate the client you want to retain. Do this by checking the Keep checkbox to the left of the client name. Keep the client entry that contains the most complete and accurate information.

  7. Click the Merge button to combine these clients into one account. ROS2006™ asks you to confirm the merge, warning that merged client information is permanently deleted from the database. All reservations attached to these names are now attached to the client name you kept. When you search for the client again there is only one match. Select the client to complete a new reservation rather than creating a new client.

Search and Add Client to Reservation Back to Top

  1. If you support multiple businesses, select the Business and Location at which you would like to reserve lodging for your client.

  2. Highlight the dates and unit required for the reservation on the grid and make a booking :

    1. Click the icon button on the toolbar.

    2. Press Insert on the keyboard or right click on the reservation.

    3. Select Make Booking from the grid menu.

  3. The Reservation Entry / Edit form displays with the unit and dates specified on All Reservations tab on the unit side. Click the Search button on the Clients / Guests side of the form.

  4. The Client Search form displays.

    1. Ensure that Clients is selected in the Search For frame.

    2. Enter the first few letters of the client’s last name in the Last Name text box.

    3. Click the Search button.

  5. The Clients results display appears below. Use the scroll bar arrows to browse the list of clients matching your search criteria. Highlight the correct name and click Select, or double-click the correct client name. This attaches the client to the selected reservation, and closes the Client Search form.

  6. Click the Update button on the Reservation Entry / Edit form to save the client information on the reservation.

  7. Click the Close button to exit the Reservation Entry / Edit form.

Quick Add a Client Back to Top

Click to add a brief or partial new client record if your client search was unsuccessful.

When you click Quick Add:

The only required fields are those set to Force on the Client Details table in Setup - Preferences - Data Fields. Click on the Client Info form to edit the record and add more information here, or simply highlight and Select the name displayed to quickly add it to your reservation.

Note: Remember to return to this client record later to fill in the remaining information fields that your business requires.

Back to Top