Guest Tracker 3.1.22 Maintenance Release
Release Notes - Wednesday, January 29, 2003

Web Module

• Added the capability to download and automatically import new reservations into Guest Tracker from Webervations.

• Updated the Availability Tracker ftp settings.

Guest Tracker 3.1.21 Maintenance Release
Release Notes - Wednesday, December 11, 2002

Web Module

• Added NetBookings to the list of services that the Web Module communicates with.

• Added an option to enable/disable the downloading of reservation requests from Availability Online.

• Fixed a problem where newly downloaded reservations were being added to Guest Tracker with no unit assignments but when viewed on the Occupancy Map, there appeared to be a unit assignment in the blank line at the top of the Map.

• Added links to each of the services websites on the Options window.

• Improved the messages that are provided when new reservations are downloaded.

• Improved the error handling and removed the pop-up error messages that could occur when downloading new reservations.

Guest Tracker 3.1.2 Maintenance Release
Release Notes - Wednesday, November 20, 2002

Guest Tracker PRO

• Added email authentication capabilities for mail servers that require secure logon.

Web Module

• Added the capability to download and automatically import new reservations into Guest Tracker from Availability Online.

• Added Inntopia to the list of services that the Web Module communicates with.

• Added Availability Tracker to the list of services that the Web Module communicates with.

• Modified the default InnRes FTP settings to be compliant with the InnRes system.

• Modified the default WorldRes FTP settings to be compliant with the WorldRes system.

Bug Fixes and Feature Additions in Guest Tracker 3.1
Released May 1, 2001

Guest Tracker PRO
Database Utilities
Backup
Web Module
Security Module

Guest Tracker PRO

Admin

• When changing the tax rates of a Revenue Account, future reservations with Packages which utilize Package Components now get updated properly. Packages which 'Include Tax' still DO NOT get updated.
• Can now delete interests.
• When changing the Tax Rate of a Revenue Account, the effective date defaults to today unless you change it on the supplied pop-up Calendar. The pop-up Calendar is more user friendly now.
• When deleting the last unit of a specific Class, the Class is now deleted as well.
• Changing a Tax Rate on a Revenue Account will now ALWAYS prompt to update future reservations.

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Available Rates

• Can now modify the Number of People on the Available Rates window when assigning multiple units.
• The Number of People within a reservation no longer gets over-written with the Number of People from the Available Rates window if the Number of People within the reservation had previously been set.
• Automatic deposit calculations are now correct when changing rates on the Available Rates window.
• When changing the Deposit Amount on the Available Rates window, the other totals fields no longer change incorrectly.
• An error is no longer generated when clicking OK on the Available Rates window after selecting a Plan that has no packages available.
• The Service Charge Total field now displays properly on the Available Rates window when assigning multiple units.
• Fixed problems with automatically calculating deposits for reservations with Extra People.

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Charges

• The Transaction Total is now correct when using the Add Another button and adding packages with Extra Person charges.
• The Date Paid for all the charges on an invoice no longer get set to the date a deposit was received if the deposit brings the Account Balance to $0.00 or below. It now sets the Date Paid to the Arrival or Departure Date based upon the Post Charges Preference (if Post Charges is set to Arrival or Daily, the Arrival Date is used, if Post Charges is set to Departure, the Departure Date is used).
• Can now modify the Date Paid for package charges which include package components.
• When posting a Gift Certificate to an invoice, by default the Gift Certificate number is incluced in the charge description.
• When adding package charges and using the Another button rather than the OK button, the package charge now gets associated with the unit correctly.
• Credit Cards used to purchase Gift Certificates now appear correctly on the Cards Used By (Credit Card History) window.
• The Group Charges window now displays the Guest Name, Unit, Status and Balance Due correctly.
• The Cards Used By (Credit Card History) window no longer displays Check Numbers if that person had posted a payment by check.
• When selecting a Credit Card from the Cards Used By (Credit Card History) list on the adding a charge window, the Expiration Date no longer changes erroneously.
• Can now specify the Type of Refund and additional details about refunds.
• An error no longer occurs on the Adding a Charge window when selecting a package from the list of packages while adding a Package as a Cash Sale.

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Email

• Modified some misleading error messages that could occur when sending email.
• Added the ability to send a Blind Carbon Copy (BCC) to yourself (to the return email address) of every email sent from Guest Tracker. This feature can be turned on or off on the Email Settings window located in Preferences under the Admin tab. By default, it is turned off.
• Added an email logging feature to help track down email problems. This feature can be turned on or off using the Enable Troubleshooting checkbox on the Email Preferences window.
• When editing a letter from the Correspondence window, and emailing from the Preview window, the email's Subject now get's set properly to the Subject as it is shown on the Correspondence window.
• Fixed a display problem on the Email status window. The & symbol is now displayed properly.
• Disconnected is now spelled correctly on the Email status window.
• Fixed a problem that caused errors upon exiting Guest Tracker when trying to send email but the email attempt failed.
• No longer auto-logs the fact that an email was sent if an error occurred while emailing and the email really was NOT sent.
• A bogus Return Email Address is no longer generated when the Name field in the Email Preferences contains a comma.
• "Bare Line Feeds" in Form Letters no longer cause errors on some mail servers when sending the Letter as an email.
• Can now specify more than one email in the email fields, seperating them by commas, and Guest Tracker will carbon copy (CC) the email to any additional email addresses within the primary email field.
• The Email status window is now positioned on screen based upon where you are emailing from (i.e. the Select a Template, Correspondence or Letter Preview windows).

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Export

• The warning that the QuickBooks/Quicken Export has not bee setup is no longer displayed when exporting from the People or Reservations sections.

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Gift Certificate

• Added the ability to Add a new person or select an existing person when changing the Purchased By or Issued To names on a Gift Certificate.
• An Error 0 no longer occurs when printing Gift Certificate reports from the Revenue Section when there is more than a screen full of Gift Certificates shown.
• When selecting a Credit Card from the Cards Used By (Credit Card History) list within the Gift Certificate Wizard, the Expiration Date no longer changes erroneously.
• If there is a Gift Certificate posted to a reservation and that reservation is canceled, the Gift Certificate is now reinstated to a status of "Valid".
• The Default State, Country and Area Code's are now applied properly in the Gift Certificate wizard.
• When Printing from the Gift Certificate List, the Gift Certificate which is highlighted is now highlighted again correctly after closing the Selete a Template window rather than highlighting the first Gift Certificate in the list.
• Fixed a display problem on the final window of the Gift Certificate wizard. The & symbol is now displayed properly.
• Expired Gift Certificates now display their status correctly on the Gift Certificate Detail window.
• The Date Used now displays on the Gift Certificate Detail window.
• Can now delete Gift Certificates without "check-marking" them.

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Main Screen

• The Quick Access buttons no longer appear on top of the Main List when the Main List is maximized.

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Occupancy Map

• Fixed an Occupancy Map display problem for databases with many units. An error no longer occurs.
• Fixed a couple of problems with clicking on partially visible reservations on the Occupancy Map. It should now display partially visible reservations correctly when clicking on them.
• The Occupancy Map now remembers where it was last and opens up to that location on the screen the next time it is opened. This in turn fixed a problem with having the Occupancy Map maximized in the background and clicking on the Occupancy Map button in Guest Tracker to bring it forward.
• The Occupancy Map now correctly displays ALL dates within the currently shown date range when viewing it By Class.
• A General Protection Fault no longer occurs after selecting dates from the Calendar when displaying the Occupancy Map with the Default Class set to NONE.

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Package Charges

• Weekend Package Components are now properly cleaned up if they are added to a package and then later removed.
• Guest Tracker now provides a warning if the user attempts to set all of the package components within a package to FIXED.

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People

• The Next Stay Date field on the Person Detail window can longer be modified. This field is automatically calculated every time you close the Person Detail window and when running Analyze.
• Corrected some tab order problems on the Person Detail window that occurred after Adding a new Item under the Correspondence tab.
• Can now double-click on a Gift Certificate from the Person Detail window to open it's Detail window.
• A warning stating that the Source of Contact is new when it really is not no longer occurs occasionally when Adding and Editing people.
• The Next Stay Date no longer takes into account Cancelled reservations. Also, Next Stay Dates are set properly when Canceling or Deleting a reservation.
• Printing a Housekeeping Report (a list report that Applies To Admin) no longer adds correspondence items which only appear on the Person Detail window under the Correspondence tab when Adding a New Person.
• Added keyboard shortcuts for the Add Gift Certificate button and the Certificates and Correspond tabs on the Person Detail window.

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Preferences

• When using Free Format Phone #'s, a Default State of more than 2 characters can now be used.
• Preferences now gives a warning if you enter an invalid Next Gift Certificate Number.

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Printing

• When printing a Housekeeping/Unit Status report from the Unit Definitions section, the Select a Template window no longer displays the field that states "All in the list will be printed" since this was not accurate.
• When batch printing form letters, the blue field that says "All items will be printed" is hidden/displayed properly.

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QuickBooks/Quicken Export

• Added the ability to turn on or off the use of Sub Accounts (or Seperate Bank Accounts in Quicken) for the Credit Card Bank Account.
• Added the ability to make incoming Credit Card, Check and Cash accounts either Bank Accounts or Undeposited Funds (Asset) Accounts.
• The QuickBooks/Quicken Export feature now correctly exports charges from Guest Tracker on a Cash Accounting basis.
• Guest Tracker now displays a warning when attempting to modify or delete charges that have already been exported to QuickBooks or Quicken.

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Report Writer

• Added Canceled On and Cancel Before variables to the Report Writer.
• The Request and Notes variables now print properly on Housekeeping/Unit Status reports.
• The < Arriving Day Count > variable now works properly on Housekeeping (Applied to Admin) type List Reports when searching and printing the list for some date in the future or the past.
• The < Invoice Note > variable now prints correctly.
• The < Certificate Amount > variable in List Reports is now spelled correctly and works properly.
• The following financial variables now work properly in the Report Writer in all cases: Payment Received, Payment Date Received - Short, Payment Date Received - Long, Payment Kind, Deposit Kind.
• The Gift Certificate Credit Card variables now print correctly if the GC is paid for with a check.
• Added a < Total Certificates > variable to the Table Footers in List Reports.
• The < Account Balance > variable now works properly with Gift Certificates on List Reports.
• The < Credit Card # > Variable no longer displays a Check Number if the reservation has a Deposit paid by Check.
• The < GC Amount Paid > variable now prints accurately rather than always printing $999.00.
• The < FullAddress > variables in the Report Writer now work properly.

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Reports/Mail

• Added the < Package Charges without SC >, < Service Charges >, and < Package Charges with SC > database variables to the Reports and Letters to give the option to print Package totals and Service Charge totals together or seperately.
• Credit Card Variables now print credit card information from the Hold Credit Card fields on the Reservation Detail window OR from a Deposit OR from a Payment. If there is no CC info entered in the Hold Credit Card fields, the CC info from the Deposit will print, if there is no Deposit posted, then the CC info from the Payment will print, if there is no Payment posted, then nothing prints.
• Added a field in Preferences under the Charges tab to store a Currency Conversion value which can be used for printing the < Credit Received - Converted >, the < All Charges with Tax - Converted >, and the < Account Balance - Converted > variables. These variables simply display their counterparts multiplied by the Currency Conversion Rate for printing Charge Totals in more than one currency.

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Reservations

• When changing the departure date for a reservation and allowing Guest Tracker to automatically update the charges, if the original dates crossed a seasonal boundary and the new dates do not, the charges are now updated properly.
• When "check-marking" items under the Reservations, Correspondence, Units, Charges and Group tabs on the Person and Reservation Detail windows, the appropriate buttons are now enabled or disabled.
• Canceled reservations now display the date that the reservation was canceled on the Reservation Detail window.
• Fixed a problem with double-clicking on the Credit Card, Name on Card and Expires On fields on the Quick Reservation window. The mouse no longer changes into an hourglass permanently.
• Fixed problems with the Minimum-Maximum Rate ranges displayed on the Unit Assignments window. Seasons now take top priority when computing these rate ranges (ie. if multiple packages apply to a given unit and one or more of those packages has seasonal rates, those seasonal rates will be used to compute the rate range and the packages with no seasonal rates will be ignored from the computation).
• When entering past reservations from the Quick Reservation window, they will now properly get set to Checked Out instead of NO SHOW.
• When a deposit is transferred forward from a future canceled reservation, the debit charge (credit transfer to future reservation) is now correctly posted to the canceled reservation which contained the deposit. It is no longer posted as a non-reservation charge.
• The Delete/Cancel Reservation window now informs the user that there is a Gift Certificate on the invoice and that it will be reset to a status of Valid upon Cancellation or Destruction of the reservation.
• Can no longer delete Unit Assignments from the Reservation Detail window when using Security.
• Guest Tracker no longer freezes when Deleting or Canceling a reservation that has a Gift Certificate applied to it's charges.
• Adding or Removing people from a group reservation now properly updates the Next Stay Date.
• Fixed some general time formatting problems which affected the Arrival and Departure Time fields.
• The Deposit Required no longer gets modified if you enter the Deposit Required, then Add a Deposit and then Add Units.

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Revenue

• Can now Print the detail window from the Revenue section. For instance, when performing a Revenue/Taxes by Account report, you can now Edit one of the accounts and Print that detail window.
• An error no longer occurs after adding Gift Certificates using the Add button in the Revenue Section.
• The Payment and Deposit Summaries by Credit Card Kind now include credits from invalid as well as valid credit card numbers in the totals.
• Occupancy Percentages are now accurate when viewing by a specific class.
• The Daily Reports now include Gift Certificate payments.
• The Daily Reports now print Charge Details for Non-Reservation and Cash Sale charges. The sum of the totals on each of the Revenue Detail reports should now match the totals shown on the Revenue Summary report.
• The Credit Card Summary portion of the Daily Reports now accurately reflect credits from invalid as well as valid credit card numbers.
• The Non-Guest options now work properly in the Accounts Receivable, Revenue/Taxes, Payment & Deposit Summary sections. You can also now edit individual lines when viewing reports By Non-Guest.
• When printing Gift Certifcate reports from the Revenue Section, the Totals as displayed in Guest Tracker are now printed as well.
• The Deposits Unused List no longer shows deposits with NO Used Date that were received after the "To" Date.
• When printing Gift Certificate reports from the Revenue section, the Kind and the Status now print properly.
• The Date Sold/Date Paid drop down and the From and To fields are now only displayed when appropriate when viewing Gift Certificates in the Revenue section.
• Errors are no longer generated when performing an Occupancy Percentage report by Week or by Month for a specific class that has no bookings for the specified From/To date range.
• When printing Gift Certificate reports from the Revenue, Date Paid/Date Sold and the date range are only printed when appropriate.

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Sample Reports

• Fixed a mis-spelling on the Gift Certificate sample template. To install the updated template, delete the sample Gift Certificate template from the Reports/Mail section and add the sample reports from the Database Utilities.

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Searching

• Can now search based on the 6th Relationship from the Search window in the People section.
• Ordering By UnitAbbr or UnitName now works properly on the Search window in the Reservations section.

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Sources of Contact

• When viewng Sources of Contact, the From and To date fields and the Sort By drop down field are displayed only when appropriate.
• The status bar no longer says "Sources of Contacts =" when viewing the Sources of Contact section.
• Can now print Sources of Contact by State and by Zip.

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Startup

• Modified the error message received when trying to access Guest Tracker after the Guest Tracker Backup has failed. The message is now much more informative and accurate.
• Fixed a problem which modified the Default database if the Default database cannot be found on a local area network. Guest Tracker no longer modifies the Default database unless the user takes steps to do that.
• When Guest Tracker is licensed as an evaluation, a message will now appear every time the program is started.

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Wait List

• Can now delete names from the Wait List without "check-marking" them.

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Word Processor

• When Previewing a letter and emailing from the Preview window, it no longer prompts to save a copy of the letter multiple times. Instead, it prompts once upon exiting the Preview and stores the fact that the letter was emailed and the time it was emailed in the Correspondence Item.
• Fixed a problem in the Word Processor with pressing the Delete key with the cursor immediately to the right of a variable that is at the end of a line. This no longer causes a Windows General Protection Fault.
• The < Unit Description > variable on Form Letters now prints nothing if there are no units assigned to the reservation.

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Database Utilities

Analyze

• Added a check to the Charges portion of Analzye to update the Credit Card Kind for any Credit Cards that are not set properly.
• The Packages section of Analyze now provides a warning for packages that have all of their components setup as FIXED.
• Analyze now removes Correspondence Items that were generated erroneously in version 3.0 when printing a List Report from Admin (Housekeeping Reports).
• Analyze now warns about confirmation numbers on future Pending reservations rather than deleting them.
• The Charges section of Analyze now displays all reservations that have Package Charges which are not associated with a Unit which helps to track down problems when a performing Revenue & Taxes by Unit report in the Revenue Section.
• When setting Next Stay dates in the People portion of Analyze, Canceled reservations are no longer taken into consideration and Next Stay dates that have passed are now cleared.

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Create/Delete/Copy

• Complete Copy now copies all Gift Certificates.

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Import

• The Import Utility now allows importing into the 6th Relationship and the Relationship Drop Down list on the Import window accurately reflects the Relationships available in the database.

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Backup

Backup

• The Backup program no longer warns you about the Letters folder being empty.

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Backup/Restore

• The Backup program now saves both the Backup To Path and the Restore From Path when backing up and restoring from a PATH.
• The Backup program now gives a warning if you've entered an invalid path when restoring from or backing up to a Path rather than continuing and causing additional errors.

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Restore

• The Backup program now correctly restores Web Module settings when restoring from a Backup.
• The Backup program now reports accurately what was and what was not backed up or restored.

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Web Module

Availability Online

• When using the Include Rates option for Availability Online, the Minimum and Maximum rate range for each unit should now be accurate and are calculated in the same way that Guest Tracker calculates this.

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InnRes

• Added automatic updating of the InnRes system. The InnRes service now works similarily to the other Web Module services and automatically updates your availability on InnRes using FTP. PLEASE NOTE: In order to take advantage of this new feature, you must contact InnRes to inform them that you will now be using the Guest Tracker Web Module to update your listing automatically.

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Misc.

• Fixed a number of minor display problems on the FTP Settings and Dial Up Connection windows.

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Options

• Added an option to update every 5 minutes for those properties that need more frequent updates.
• Added a 'Reset Defaults' button to the FTP Settings window for the WorldRes, Webervations, InnRes and Availability Online services which restores all of the default FTP values.
• Can now type spaces into the Location field on the FTP Settings window in the Web Module Options.

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Update Process

• Fixed problems with the module freezing during automatic updates. This was a problem seen very infrequently.
• If the Web Module is setup to automatically run when Windows boots up, the next update time is set based upon the last time the Web Module updated. So if your update frequency is set to update every 2 hours, and you just updated 1 hour ago and you just rebooted your PC, the Web Module will set it's next update time to 1 hour from now. If the last update was more that 2 hours ago, in this example, the next update time will be set to 5 minutes from the time you started the PC.
• The Seasonal feature no longer inaccurately reports a unit as completely available after a closed season if that unit had assignments within Guest Tracker during the closed season and after the specified closed season.

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Security Module

Misc.

• Removed the Front Desk Access Level as it was not used.

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