1. Set up the City Ledger (Direct Bill) account if applicable for this group.
2. Set up the group.               
   1. Enter the group and set up parameters.
   2. Post the deposit if applicable.
   3. Block rooms if applicable.
3. Enter the reservations.
4. Make changes or add information.
5. Set up the event if applicable.
6. Print the reports.
7. Check in the group.
8. Check out the group.

You can skip any steps that do not apply.

1. Enter the group and set up parameters.
2. Post the deposit if applicable.
3. Block rooms if applicable.

A.  Enter the group and its parameters. Go to Reservations Menu > Reservations Operations > Enter/ Change Group or click the Group icon on your Execu/Suite toolbar. At the prompt, enter the code for this new group.  The code may be up to 10 characters.  The Group Setup screen will open.                         If a master folio already exists for the group, enter the number in the "Master folio" field.  If you want the software to create the master folio for you, click/check "Create master folio automatically".  If the group organizer or entity is paying the guest room & tax charges rather than the guests paying their own room & tax charges, click/check "Apply master folio to reservations". Enter the group name, address information, contact name and phone numbers, comments, and email address.  Enter a travel agency code if applicable.  Enter the payment type.  Note that credit cards are NOT validated or processed in the group setup screen. Enter the first arrival date for the group's guests.  If the group leader or part of the group will arrive early, enter that date.  Otherwise you will not be able to block or set aside rooms (although you can make reservations). Enter the cut-off date, which is the date by which the reservations for blocked rooms must be entered into the system.  Rooms that have blocked but have not been picked up by reservations will be dropped from the block and returned to inventory at night audit Reorganize on the cut-off date. Enter a market segment code or select from the lookup.  Enter a source of business code or select from the lookup. Enter a user-defined Group Type such as WED, CORP, REL.  These are not set up in advance but may be used in report printing. If the group's guests are room-tax exempt, answer Y to "Tax exempt?". Click "Save" to save the group. A message will alert you that a master folio is being created: If auto-post charge codes exist, a popup will allow you to select /deselect for the group" A popup will ask for the group's departure date.  This date also will be the master folio's checkout date: A popup will ask if you wish to post the deposit now.  Answer Yes for the Post Payment screen to open and answer No if you wish to post the deposit later.  Note that this applies to master folio deposits, not individual guest reservation deposits.                         Answering Yes to "Post deposit now to this master folio?" will open the Post Folio (post charges/payments) screen.  Post the payment as you would post any transaction to a folio.  See "Posting Charges & Payments". To save the group click "Save".   To block rooms (set them aside for later reservations) click "Block rooms".  To set up an event (if you have purchased Execu/Tech's Event/Catering module) to connect to this group, click "Setup event". Click "Print screen" to capture an image of the screen and send it to your default printer. Click "Notes" to type notes for this group. The notes will be accessible from the reservations for this group. Back to top

C.  Block rooms if applicable. If you have your rooming list when you set up the group, you do not have to block rooms unless you want to record the blocked/picked up information.  Otherwise it is an unnecessary step.  Blocking rooms simply sets aside a specific quantity of rooms (takes them out of available inventory) until those rooms are picked up by reservations. From the group setup screen click Block Rooms.  You can block rooms one of two ways - setting aside room types or soft blocking specific rooms.  You must do one or the other, not both. Blocking rooms by type: Enter the room type to block in the "Room Type" column. The default rate for this room type will display in the "Rate" column.  Press Enter or Tab to accept this rate, enter a new rate, or type P to use a package.  If using a package, enter the package code in the "Pkg code" column. Enter the number of rooms to block for each date under the column for that date. Click Exit/Done to save and exit this screen. To add to a block or reduce the block, simply adjust the numbers on the Block Rooms grid. Blocking specific rooms by room number (soft blocking): Do not enter anything on the grid, as shown above.  These fields will populate automatically as you soft block rooms.  Click "Soft block rooms". You may see a series of prompts:                         The Tape Chart (rooms availability screen) will display.  Click each room to block by clicking the white squares on the grid in the rows for the rooms and columns for the dates, as shown below.       Click Exit/Done at the top of the Tape Chart when you have finished soft blocking rooms.  The Block Rooms grid will reflect the soft blocks, as shown below.  You may change the room rates if appropriate.  Do not change the room types or number of rooms blocked.  This must be done through soft blocking.                                       To add to a block, you must soft block the additional blocks if the existing block includes soft blocks.  To remove a soft blocked room, bring up the Block Rooms grid, click "Soft block rooms" and click the yellow spaces for the rooms to release for each date to release. You must release all soft blocks prior to deleting a group.