Reservation Abbreviations
The Communications tab in a guest folio is your central source of information regarding a booking. It includes details about inclusions, charges to be transferred, and the payment type, all conveyed using abbreviations.
It's essential to carefully read and understand the Communications for every folio you handle during check-in or check-out processes.
Communication Format
All instructions within the Communications tab must adhere to the following format and be in uppercase:
PAYMENT METHOD RATE (INCLUSIONS) + ADDITIONAL ITEMS POE - BTP **PERM AUTH**
ROOM TYPE
Example:
- Abbreviations should be in alphabetical order (e.g., B1INW).
- The rate is displayed without a '$' sign.
- For multiple nights:
- With the same rate:
- With different rates:
- Anything in brackets is included in the rate:
- $186 rate includes room and breakfast for 2
- Any additional charges are to be added after the '+' sign:
- Guest to pay an extra $40 rollaway bed fee (not included in the $210.60 rate)
- Multiple payment method Communication:
- First 2 nights have been prepaid, and the last 2 nights are to be settled by the Guest.
Must be separated by ‘//’
Chargeback
If a company sends a CC authorisation or chargeback, it is important to update the following boxes:
- Check In: Communication + Room type
- Check-out: Late Check-out Time, Chargeback Restrictions, Email address for invoice, Pre-authorisation/Bond Information
- Posting: further information regarding posting, charges, payment & instructions
Remarks – Pop-Up Notes:
These are the notes that will initially pop up when the folio is opened. Important information and notes are added here by both FO & Res.
- Each note added in the remarks should include staff initials and the date when the notes were added.
- Any corresponding updates to the initial note should be added below the original note.
Payment Methods:
Booking Agent |
Payment Method |
||
|---|---|---|---|
| AOT | DB | ||
| Booking.com | CC | POA | |
| Entertainment Card | CC | ||
| Expedia | CC
(Expedia Collects Booking) |
POA
(Hotel Collects Booking) |
|
| Flight Center | DB | ||
| GDS Bookings | POA | CC | |
| GC / CC Rewards Redemption | DB | ||
| HGC Website | POA | ||
| HotelBeds / Travelcube | DB | ||
| Hotel Reservation Service (HRS) | CC | POA | |
| LIDO | DB | ||
| Need it Now | DB | ||
| Qantas / Hooroo / Jetstar | CC | ||
Examples:
POA 170 RO: Guest will Pay on Own Account (POA) at $170 per night. This covers only the cost of the room. A bond is required for this reservation.
POA 170 B1: Guest will Pay on Own Account (POA) at $170 per night, including breakfast for 1 guest. A bond is required for this reservation.
CC 475/544 RO POE: Accommodation charges have been paid by Credit Card, either through a third-party website or by CC Authorisation. The guest is responsible for paying their own extras (POE). A bond is required for this reservation.
CC 170 B1 M P POE: Accommodation charges, breakfast for 1 guest, meals, and parking have been paid by Credit Card (either through a third-party website or by CC Authorisation). Alcohol is not included. The guest is responsible for paying their own extras (POE). A bond is required for this reservation.
DB 170 B1 M P POE: Accommodation charges, breakfast for 1 guest, meals, and parking have been paid by Direct Bill. Alcohol is not included. The guest is responsible for paying their own extras (POE). A bond is required for this reservation.
DB 170/180 RO POE: Accommodation charges have been paid by Direct Bill. The guest is responsible for paying their own extras (POE). A bond is required for this reservation.
DB 170 B1 AA: Accommodation charges and breakfast for 1 guest have been paid by Direct Bill, but we are awaiting authorisation (AA). The guest is responsible for paying their own extras (POE). A bond is required for this reservation.
DB 170 B1 POE: Accommodation charges and breakfast for 1 guest have been paid by Direct Bill. The guest is responsible for paying their own extras (POE). A bond is required for this reservation.
ACB 170/188: All charges are covered by the company. A bond is not required for this reservation.
FOC: Accommodation is Free of Charge (FOC). The guest is responsible for paying their own extras (POE).
FOC AC: No charges are to be made to this reservation.
The Room Type is to be entered under the Payment Instructions (CLASQ / CLASK / SUPQ / SUPK / PREM).
Occasionally, there will be extra notes associated with some bookings. For example, if breakfast for one guest is included but is required for a second guest, Reservations will add a note in the payment instructions.
For example:
POA 176.22*2 B1
CLASQ - Additional breakfast to be charged at $22
In the above example, one breakfast is covered as part of the booking. If another is required, it is to be charged at $22.00 instead of the standard rate.
Inclusions:
Definition |
Abbreviation |
||
|---|---|---|---|
| Breakfast for 1 | B1 | ||
| Breakfast for 2 | B2 | ||
| Breakfast for 3 | B3 | ||
| Baby Cot | C | ||
| 2 Course Dinner | 2D | ||
| 3 Course Dinner | 3D | ||
| Early Check In | ECI | ||
| Internet / WiFi | I | ||
| Late Check-out | LCO | ||
| Meals | M (no alcohol) | ||
| Parking | P | ||
| Rollaway Bed | R | ||
| Upgrade | U | ||
| No Pre-auth Required | NPAR | ||
| Awaiting Authorisation | AA | ||
Others:
Definition |
Abbreviation |
||
|---|---|---|---|
| Business Travel Program | BTP | ||
| Do Not Unblock | DNUB | ||
| Long Stay Guest | LSG | ||
| Estimated Time of Arrival | ETA | ||
| Estimated Time of Departure | ETD | ||
| Regular Guest Amenities | RGA | ||
Corporate Booking Inclusions:
Inclusion |
Abbreviation |
||
|---|---|---|---|
| Wi-Fi, 1 x 400ml water | IW | ||
| Breakfast for 1, Wi-Fi, 1 x 400ml water | B1IW | ||