Reservation Diary

The reservation tape chart or diary can be found in the Front desk option of the menu and then selecting ‘Front Desk’ from the drop-down menu again. This chart shows all booking and availability in a colour coded fashion so at a glance you can see how your diary is looking like. The chart shows booking per room category-wise and further drills it down room number-wise too. You can mouse over the bookings and get all the important information making phone call enquiries very easy without having to open the full reservation. All of the bookings are colour coded and each colour meaning is explained on the screen. Also, there are various views you can toggle between like daily/ weekly/ monthly bookings. You can also see all bookings on this chart or just look at assigned rooms along with their housekeeping status.  Note that in the assigned rooms view you can only see rooms that you have assigned and if any room is left out then it will not show in this view and you will have to go back to all booking views for having to see it. Also, you can select the date from which you would like the chart to begin with. See screenshots below:

Assigned room view looks like below: where all remains same just that it shows extra room number along with housekeeping status and only shows rooms that you have assigned from before.

Express Services

You can search a booking or check arrivals/ departure or much more using express services. Express services can be found from the drop-down menu of the front desk option in the bar. Anything which is underlined can be clicked and that would change the search criteria of the booking. For example, if you click on the arrival date once it would change to booking date or amended date etc to help you search better.

Also, you can click on various functions like hold, in-house, and shortcut keys on right in red colour will change to give you the best results related to function. For example, if you click on reserved it will give you an option to check arrivals, and clicking on in house will give you departures. 

Checking Arrivals

You can see how many bookings are arriving today by clicking on the Reserved option and then selecting expected arrivals today this will give you a list of all bookings checking in. 

Assigning Rooms

You can select all bookings arriving on the screen above and then click on assign rooms. This will let you auto-assign or you can assign them yourself.

Check-in

You can check-in from 2 places. Check-in using express services where you can just select the customer and click check-in like the screenshot below:

For Check-in using the reservation chart, you will look at your chart and find the booking you would like to check-in. then right-click on the booking and select check-in.

Or you can simply double click on the reservation on both express and reservation chart screen and click on the check-in

Housekeeping

Please note that you cannot check-in without having the room clean. The easiest way to make all rooms clean is to select housekeeping and make all rooms clean after selecting all rooms.

Taking Payments

Before you check out a person you have to ensure that the balance in cashiering screen is ‘0’ at all times. You can open the cashiering screen by right-clicking the reservation on the reservation chart and selecting cashiering folio or double-clicking the reservation and selecting cashiering folio on the right-hand side. There are four folios on the screen and any folio that has any activity is always highlighted in blue. For checking out you must ensure that all individual folios which are folio 1, 2, 3, and 4 are balanced and are 0 at all times else system will not allow you to check out. Also if the total balance shows an amount you cannot check out a person. You can take payment by clicking on payments and selecting the card type and entering the amount. Always make sure that all your agencies go into contract folio so the payments are also made in that folio and similarly direct bookings into the direct folio. 

Adding Extra Services Revenue

Go to cashiering folio and from there select revenue and then from drop-down select the service like parking or dry cleaning and select the amount and folio and post.

Voiding Same Day Transactions

You can void same-day transaction mistakes by selecting the transaction in folio and selecting the ‘x’ void button on the screen. IT will then ask you for a void reason after which you can void that transition.

Transferring Charges to Another Folio OR Another Room

You will select the charges you would like to transfer and then select the double arrow button and a transfer screen will open. You can select the folio or room and then transfer those charges accordingly.

Apply Discounts

You can apply the discount in amount or percentage and then just add the reason as shown below.

Split Charges

You can split charges between 2 rooms or simply between folio by amount or percentage. As you can see the amount is underlined so you can click on it to change it into the percentage.

Settling it to Debtor/Suspended Account

If the customer will pay later instead of when checking out you can settle it via debtors account as well. For this on the reservation screen select Debtor ID as shown below and then just check out. IT will prompt you whether you would like to check out in that ID and you say yes and it will let you check out.

Departure List

You can see all departures from express services by selecting inhouse and then all departures today as shown below.

Check-out

You can check out from express services by selecting the booking and selecting check out.

OR from the front desk reservation chart by right-clicking and selecting check out.

Or from the reservation screen by double-clicking the booking on any express services or reservation chart.

Email Invoice

You can print or email the invoice to the customer by selecting the printer option from cashiering screen.

Changing Old Bills

In case if someone comes back saying they want to make changes in their invoice then for checked-out guests you can select archive reservations from the reservation drop-down menu and then search the booking. Once you find the booking just select the edit button. Once you have edited the booking you will be able to see the updated and original bill.

If you would like to see a video please see the link below for various related functions

•    How to search quickly using Express Service: https://www.youtube.com/watch?v=YM3v_gnWo6Y&index=24&list=PL13kUVQ3yd1U6b6nrDaTSdQ4lLf8Jfk3D

•    How to do Express Check-in and assign room numbers : https://www.youtube.com/watch?v=FnrQunwWq8I&list=PL13kUVQ3yd1U6b6nrDaTSdQ4lLf8Jfk3D&index=43

•    How to edit an inhouse reservation: https://www.youtube.com/watch?v=Z9XndLyRUCQ&list=PL13kUVQ3yd1U6b6nrDaTSdQ4lLf8Jfk3D&index=46 

•    How to check out guest using credit card/cash: https://www.youtube.com/watch?v=zyXXVLinJck&list=PL13kUVQ3yd1U6b6nrDaTSdQ4lLf8Jfk3D&index=37

•    How to check out guests using debtor account: https://www.youtube.com/watch?v=e5jd2Vtb-pc&index=38&list=PL13kUVQ3yd1U6b6nrDaTSdQ4lLf8Jfk3D

•    How to give a discount on bills and service: https://www.youtube.com/watch?v=TxYn-jn4K6k&index=29&list=PL13kUVQ3yd1U6b6nrDaTSdQ4lLf8Jfk3D 

•    How to add extra bed/ service charge or revenue: https://www.youtube.com/watch?v=_awPXyYe5gM&list=PL13kUVQ3yd1U6b6nrDaTSdQ4lLf8Jfk3D&index=33