The date is the current date, which is the default display. The dates in the calendar is displayed starting from this date.

To view the booking calendar for a day, week or month, click on the required block of – Chart View. 

The default view is for a week, starting from the date entered in the previous field.

The display of the bookings on the calendar can viewed only for the ones that have rooms assigned or all. The required option can be chosen by clicking on the block for – Display.

These are legends that depict each of the bookings as displayed in the booking calendar.

The calendar in which the bookings are displayed, for each room type.

To edit a booking/reservation a small pop up menu will be displayed on doing a right click on the record. The menu also has options to operate Check-in, Room transfer, check-out and Cashiering activities.

This is the first section of the screen which displays the various statuses of guests that can be used to locate records, in order to perform some activity on the records.

These are advanced search filters displayed on the top right of the screen. These filters work along with the options available on the top (as explained in the preceding section).

In this section there are fields in which search criteria can be entered to further filter the records.

Finally, to display the records, the Search button should be clicked.

On clicking the Search button, the filtered records are listed in this section.

To execute any of the express services on the records, select the rows by clicking on the ‘Select’ checkbox in each row.

Guest records can be edited, by clicking on the Edit button against the record. The details are displayed in the Reservation screen.

There are images displayed for easy understanding, against each record that indicates

These are the action buttons at the top, which enable the respective operation. The action buttons work in line with the guest status options available to filter the records.

The first section is the area from which the guest records can be located for charge posting. The fields of Account name and Room Number are the filters that can be used to locate the record on clicking the Search button.

The Advance search button leads to the Express Services screen in which the record to be located can found more easily.

The details of the searched guest record are displayed in the section of ACCOUNT DETAILS.

On the right section of the screen, the total amount outstanding from the guest is displayed. Also, the four folios in which charges have been posted can be viewed. The information displayed is summarized by charges (this is the default display). The other available option for grouping is by Date.

These are the four folios and the ones that have charges are displayed in Blue. Clicking on the icon, will display the particular folio. Clicking on the window icon will display all the four folios at the same time (the default display).

This section displays the details of the non-room account that has been searched, Or created.

This section displays the charges posted for the selected non-room account. The display of the charges can be grouped by charges or date.

The folio can also be printed.

These are the action buttons to create a new task and save the task to the database.

This section has the fields that can be used to locate and list the tasks already created in the system. Clicking the Search button after entering the filters will list the records in the lower section of the screen.

The list of tasks is displayed in this section. Tasks can be marked as Completed or Cancelled by choosing the appropriate option in the columns with an icon of ‘tick’ and ‘cross’. The action button of Save has to be clicked to update the completion or cancellation of the task.

The mandatory information are highlighted with an asterisk sign.

The guest us required all the mandatory personal details and the arrival time.

The guest will also be able to see the proforma and the amount due to be deposited, which he can choose to pay, by clicking the – Pay Now button.

It captures a digital signature to record a signed undertaking for health fitness and other terms and conditions.

The section displays the fields that can be used to search for specific reservation records. Click the Search button to display the list of the records. The search fields work along with the Guest Self Service status options available, which are:

The filtered records are listed in the lower section of the screen.

The list is of those guests who have been sent the link of Guest Self Service, and the hotel has received the required information from the guest. The amount paid by the guest as a deposit amount is also displayed against each booking.

These are the action buttons, that can be used to

Accept the registration – accept the self-service information submitted by the guest.

Reject the registration – reject the registration information submitted by the guest because it is incomplete or incorrect. A rejection email is sent to the guest along with a reason for rejection.

After which the guest can choose to re-enter the correct details once more and send back to the hotel.

Edit the details.  

Update the details of a specific guest booking; and trigger the self-pre-check-in validation for the guest.

The Open self-services button opens the following screen:

Selecting the option of – Send Self Service Link by Email and clicking OK, sends a link to the Guest’s email id. The guest can use the link to

Once the guest submits the above information using the link, the details will appear in the booking.

For in-house guests, the guest self-service screen will display the folio details, for the guest to make the payment. The payment link for which can be sent to the guest via email or SMS.

In this section, the very basic and mandatory information to create a reservation are recorded and displayed. The mandatory fields are marked with a red asterisk (*) sign.

Once the reservation is created, the system generates a valid Guest ID and Confirmation Number which is displayed on the top grey bar of the section along with the Reservation Status.

The contact details of the guest are recorded in this section.

This section will display information of any deposit amount required to guarantee the booking and the due date by which the amount should be received. It will display the deposit amount, if already received.

Guaranteed: A reservation becomes guaranteed if deposit is taken. Or the check box is ticked.

In case of any transfer or special services requested by the guest, it can be recorded in this section.

Billing details for the Guest are recorded in this section. 

Cash Only: If the reservation is marked as Cash Only, postings from POS is not be allowed.

Pay by: this is the mode of payment that the guest will use to make all payments. It is a mandatory field for a reservation.

Debtor account id: Account Receivable Id is generated in Account Receivables for the company/guests who have credit authorized by the hotel. If the guest’s payment method is of credit type e.g. Bill to Company, Voucher, Credit card etc, A/R id becomes mandatory.

Tax Exempt : If the guest is exempted from taxes, the same can be recorded here by defining the appropriate exemption code.

Instructions: This Field is to record any instructions related to the billing.

GST  and PAN Number: These are mandatory only in India, in which the GST and PAN number of the guest is recorded. 

This section has all the mandatory analysis codes required to complete a reservation.

The guest can be marked as a special guest, if the case be. The name and the details will be displayed in the Management Statistics Screen, once the guest is checked-in.

These are the list of blocks, clicking on each will open a new screen to record the respective relevant additional information of the guest.

Guest Self Service – The guest can choose to manage a few services on their own, using a QR code available. The information is delivered to the guest’s phone and email.

Personal information – All personal information like date of birth etc. can be recorded in this section.

Sharer information –  Sharer (if any) with the guest, then the related information can be recorded in this section.

Accompanying Guests – The details of the accompanying guest can be entered in this section.

Rate Plan – The screen that opens on clicking this block, displays the rate plan applied to the reservation. Further, details of automatic posting of specific charges and meal plans can also be defined here.

Folio Instructions – The instructions to route charges incurred to folios other than folio 1. If folio instruction is not defined for a guest or group, all incurred charges are routed to folio 1 which is the default folio. 

There are 2 types of charge routing. Routing of charges from one folio to another within the same guest’s bill and routing of charges to another account (guest/ group/ special account 

Folio wise debtor account - this is used for transferring guest charges to Accounts Receivable during the stay of the guest (i.e. before checkout). The option leads to another screen in which a debtor account can be selected against each folio to transfer as per the transfer cycle (Daily, weekly, fixed days or none). The charges in the selected folio gets transferred to specified debtor account when the guest qualifies according to the transfer cycle set.

Tasks – Tasks are like traces, option to record tasks related to guest/ groups. Tasks can be assigned to single or multiple users/ departments. These tasks can also be created from the Task Management Screen.

Deposit transactions – the screen that is displayed on clicking this option, lists the transactions of deposit received against the booking.

Performa Invoice - The proforma Invoice generates a folio with estimated charges for the entire length of stay of the group members. This includes charges that will be posted at night audit like Room charges and any Autopost charges. 

The actual folio upon departure could be different from the Proforma Invoice.

Documents -  Documents like the confirmation letter, Health Undertaking etc. can be emailed from this section.

Log Information – This is an activity log information on the reservation record.

The action buttons are placed at the top section of the screen.

Linking with existing booking – Multiple bookings can be linked, within a single confirmation number.  This feature enables easy location of multiple guest reservation statuses. Also, if additional bookings are required within a single confirmation number, the same can be achieved.

Hold – This is to keep the reservation / booking on hold.

Waitlist – This is to keep the reservation on a waitlist.

Walk-in Check-in –  This is used to check-in walk-in guests.

Link to History – The booking can be linked to a history, in case of a repeat guest.

Save – This is to store the record into the database.

Search –  This will open a new screen to locate specific records based on the filters entered. The record located can be opened in the main Reservation screen for editing or detailed viewing.

New – This is to create a new booking.

Refresh – The refresh button resets all the fields of the screen to the default display.

This is the first section of the screen which displays the various statuses of guests that can be used to locate records, in order to perform some activity on the records.

These are advanced search filters displayed on the top right of the screen. These filters work along with the options available on the top (as explained in the preceding section).

In this section there are fields in which search criteria can be entered to further filter the records.

Against each field there is an additional information label called – Search in. Clicking on the underlined text next to this label changes the underlined text to different field names on which the search operation can be run. Example: For the Name, the entered text can be searched on the Name, First Name, Booked Thru, Contact name, Nationality and Email id.

Finally, to display the records, the Search button should be clicked.

On clicking the Search button, the filtered records are listed in this section.

Guest records can be edited, by clicking on the Edit button against the record. The details are displayed in the Reservation screen.

There are images displayed for easy understanding, against each record that indicates

These are the action buttons at the top, which enable the respective operation. The action buttons work in line with the guest status options available to filter the records.

The first section of the screen displays all the fields that can be used to filter the list of the records from the archive. The records however can also be listed without entering any search criteria. Click on the Search button to list the records.

The records listed from the archive on clicking the Search button.

This section displays the folio of the selected guest, on clicking the particular row. The display of the folio details can be grouped by the charges as well. This can be done, by selecting the option on the top of the section.

The folio can also be printed, by clicking on the printer icon on the top right corner.

This is the first section of the screen that displays the search filters to display the availability chart. 

The refresh button can be clicked after entering the various filters, to paint the updated chart.

This is the second half of the screen which displays the availability chart for each property, by each room type.

The total number of available rooms for each date is displayed in the row against the property. The number of rooms available for each rom type within a property are displayed against each of the room categories.

The room rate for every room type and each date can also be seen in the chart.

Bookings can be recorded by selecting the date range in the chart, for a room type. This leads to the Quick Reservation screen, from which the reservation can be created.

These are the action buttons.

On searching a group booking and opening the record, the system displays the group details that were entered at time of creating the reservation. In this section, the feature of download allows copying selective group details to each member of the group.

Ticking the information that should be copied to the members of the group and finally hitting the Download button at the bottom of the section completes the process of downloading. 

This section displays the all the group members as per the booking created. By default, all the members will show the name by which the booking is created, which can be changed to the names of individual members in this section. The arrival and departure dates of members can also be changed. To save the edited information, the icon of a floppy on the top right should be clicked.

The group leader can be defined.

Selected members can be cancelled by clicking the red cross sign at the top right corner.

Additional rooms can be added by clicking on the green plus sign at the top right corner.

Individual reservations can be linked to the group by using the link sign at the top right.

At the same time selected members of the group can be delinked from the Group by using the delink sign on the top right.

The record details of individual members can be opened, by clicking on the member record or the Open button present in the first column of the member list. The details lead to the main reservation screen, in which the following activities can be performed on the member record.

The member details can also be copied into another property or can be moved to another property in case of a multiple property reservation scenario.

This is the Group block summary, which displays the number of rooms blocked by the group booking, and the room type.

Screen Section

Description

This section of the screen displays the li st of rooms present in the inventory, along with the current status of each. The list also displays the name of the housekeeping staff who has been assigned a task (if any) for the respective rooms.

The current house position is displayed on the right of the room list.

There is also an option to record any TO DO task, as a reminder of tasks to be done by the housekeeping staff.

Below the house position is a graphical display of the arrivals and departures every hour. It is a summarized information of hourly arrival and departure.

This link present at the top, is for filtering the room list. Clicking on the link, displays the following section:

The fields can be used to enter the search criteria for the room list. On the right are additional search conditions that can be used to further filter the records.

These are the three functions that can be executed on the entire room list.

The summarized statistic of occupied rooms and expected arrival/departure .

These are the action buttons, present on the top right of the screen.

This is the lower half of the screen, which displays the room list along with the name of the housekeeping staff to whom the room(s) have been assigned. Additional remarks (if any) is also displayed. This is the default display of the screen in which the entire list of rooms can be seen. The room list however can be filtered for better viewing and assignment of staff. 

This is the top section of the screen, which has the fields that can be used to filter the room list.  Entering the required search criteria and clicking on the button of ‘Search and Assign’, will list the rooms accordingly along with the name of the selected staff to whom the rooms have been assigned.

The button of ‘Search and Assign’ changes to ‘Search and de-assign’ on ticking the checkbox of – Remove Maid Assignment for searched data. Therefore, the same process can be used to de-assign maids to the rooms.

These are the action buttons present at the top right of the screen.

Refresh – the button refreshes the room list to the default display.

Save – the button stores all the maid assignment / de-assignment to the database.

Close – the button is used to exit from the screen.

This section displays the total for each mode of settlements.

This is a graphical presentation of the various trends. To see the graph for each, click on the respective blue blocks, present on the right of the section.

This section displays the statistics for Occupancy, Revenue and Covers. The data is for Today, Month-to-date and Year-To date.

This is where the data for various combinations of statistics and analysis codes, is displayed in form of a bar graph. The information is for the top five performers of the chosen combination. The fields to select the combination is present at the top of the section.

The graph can be viewed for Today / MTD / YTD, by clicking on the appropriate option, present just below the ‘Refresh’ Button.

The ‘refresh’ button is used to re-paint the data and the graph after choosing the combination fields.

The tabular information of the top five performers, displayed at the bottom, shows the MTD and YTD budget figures as well for easy analysis.

This is where the list of all in-house guests marked as ‘SPECIAL’ is displayed.

This is the availability chart, in which the following can be marked, by selecting the range of dates:

Over booking -  allows to take reservations for more rooms than the hotel inventory.

Under booking - allows to keep few rooms out of availability to be released and sold later, on a higher rate. The setup is required for the dates when city will be running out of rooms. Availability for those dates can be reduced and the rooms can be released near to the event date so that they can be sold on a higher rate. The application expects the number of rooms that should be taken out from availability for the selected period.

Closed for Arrival - Occupancy on a date with weak demand can be boosted if the following date has high demand by setting the high demand date to ‘closed for arrival’ status. The assumption being that guests will arrive a date earlier to ensure that they have a room.

Closed for Departure -Occupancy on a date with weak demand can be boosted if the adjacent dates have high demand by setting the weak demand date to ‘closed for departure’ status. The assumption being that guests will stay through the low demand date to ensure that they have a hotel.

Only Stay Thru –  These are the dates for which both arrival and departure are not allowed. Only guests who have a booking for a stay all through the selected dates are allowed.  

These are the action button placed on the top right of the screen.

New – To create new Corporate/ Travel Agent Profiles.

Open – to locate and open the details of profiles that have been already created in the application.

Save – to save the new profiles created or the information edited/ added to existing profiles.

Call logs – To make a note of the follow ups with the Corporate/ Travel Agent.

Define Allotment – Allotments are used to designate a certain block of pre-negotiated rooms which have been bought out/ held by a wholesaler- Travel Agent or Airline (Corporate), and more rarely by a retailer- Tour Operator. Therefore, the allotment can be defined using this button.  

In this section, the mandatory information required to create a Corporate/ Travel Agent Profile is entered.

This is the section to define the address of the profile.

All the contact details of the Corporate/TA can be defined in this section.

The Add Contact button on the right bottom of the section allows adding as many contact details as required. To edit or update any information of the contact, click on the link of Edit, present against the record of the contact.

If there are Folio instructions specific to the profile, the same can be defined in this section.

The button of ‘Add instruction’ present on the right bottom of the screen, can be used to define the Folio instructions. The list of instructions is displayed in the section.

To Edit/update any of the instructions, click on the link of Edit, against the instruction record.

On clicking the Add Instruction button the following screen is displayed:

Select the department, OR both the Department and Revenue head. Choose the appropriate folio into which the charge should be routed. Click the save button to complete the Folio Instruction.

In this section the contracts with the corporate / TA profile can be defined.

The ‘add contract’ button present on the right bottom of the section can be used to open another screen, in which the contract details can be entered.

These are the list of bookings for the next three months, that have been received through the selected Corporate / TA.

To view the details of each of the booking, click on the link of Details against the booking record.

For the selected profile, the validity period of the contract is defined in the fields of Date From and Date To.

The contract can be at any of the three stages – Draft/Contracted/ Not in Use.

Potential nights is not a mandatory information for the contract, however the number of nights for which the corporate/ TA will provide business can be defined whenever necessary.

In this section all the rates contracted with the selected Corporate/TA can be defined.

Cancellation policy and general terms for each of the contracted rates can also be defined.

The indicator in the last column indicates if the particular rate has been used in any of the bookings through the selected corporate/ TA.

This is a section in which the Deposit and Cancellation Policy can be typed.

The general terms and conditions can be entered here.

These are the action buttons, placed on the top right section of the screen,

New – to create a new contract with the selected profile.

Delete – this is to delete any contract already created. However, this function is user access based.

Save – to save a contract created for the selected profile.

Print Contract – to print the contract.

Close – to close the screen.

These are the options for which budgets can be entered.

On selecting any of the above mentioned option, the application lists the relevant criteria for each of the option. The refresh button can be clicked to display the existing budget information for the selected option and criteria.

The system displays all the criteria of the selected option for which budget figures already exist.

To view the information, the specific criteria should be clicked in the list. The corresponding budget information will be displayed on the right of the screen.

In this section the budget figures can be entered for the selected criteria (explained above). Additionally, the system also displays the actual figures for comparison.

These are the action buttons placed on the top right section of the screen.

New – the button refreshes all the fields of the screen to display a new searched history record.

Search – the button opens up another screen in which history records can be located.

Save – saves any changes to the history record of the guest.

This section displays the details of the guest located from the history records. The Guest can be marked as – blacklisted in case of any negative experience during any of the guest’s stay.

The particular record can also be marked as – not to be used, if it has been incorrectly mapped to the guest.

The section displays the summary of the guest’s visit to the selected property.

To see the visit summary (if any) of the guest in other properties of the chain, select the ID of the property in the property field and click the refresh button.

The folio details of the guest’s stay in the particular property, can also be viewed by clicking on the link of – Click here for details, present at the bottom of the section.

The action buttons are displayed on the top right corner of the screen.

Define meal Plan

The following screen is displayed on clicking the button of Define meal Plan.

New meal plans can be created and existing meal plans can be edited in this screen. While defining the meal plans, the application expects the following (entered in each column)

The value of the meal plan can either be an amount or a percentage of the total value. 

Define Meal Type

A meal plan is categorized within a Meal Type. The screen in which meal types can be created, is displayed on clicking the button.

The application expects the following to create a Meal Type:

Add new

This is to define the details of the Meal plan created using the first action button. Clicking the Add new button, adds a new row at the end of the Meal plans already displayed in the screen.

Refresh

Refreshes the screen to the default display.

Save 

Saves the details entered for the Meal plan.

These are the valid Meal plans that have already been defined in the application.

To delete any meal plan, click on the first column (Delete) and then click on save. This will remove the details of the Meal plan marked for deletion.

The other details displayed are:

The action buttons are placed on the top right corner of the screen.

In this screen, advance details for the rate code can be configured. Advance details include cancellation policy, General terms, minimum nights applicable, tax exemption (if any), Rates inclusive of taxes, rate to be published in web booking engine etc.

This section is where the details of a rate code can be entered. Also, if an existing rate code is to be viewed, the rate details are displayed for the various room type.

Is this rate derived from other rate? – at times the rate code being defined can be a derived rate of another. In that case, this checkbox can be ticked to mark the rate code as derived and the details of the derivation can be defined in the small screen that is displayed on clicking the same link.

This is the calendar which displays the dates with similar rate pattern in green and the ones that are with different rate pattern in pink. The display is for the rate code and start date selected in the previous section. Different rates can be defined for specific date range by selecting the dates in the calendar. Similarly, rates can also be deleted for selected date range.  

In this section the mailing list of personnel to whom the occupancy alert should be emailed can be defined and updated.

This is the list of alert that have been created in the application earlier. The alerts can be edited or deleted (if not required).

These are the action buttons present on the top right of the screen.

Refresh – The button can be used to set the screen to its default display.

Add New Alert – the button leads to another small screen in which a new alert with appropriate conditions can be created. Once created, the alert will list in the main screen.

This is the section on the left of the screen. In this section any specific Room or Non room account can be located for verification and posting last minute charges before proceeding with the night audit process. 

On the right half of the screen is where all the 12 steps of Night Audit are displayed one after the other.

The First step of the Night Audit process. The entire process is guided by the wizard. Click on Continue to proceed.

 In Step 2 the process does the following:

Checks if the rates for all in-house guests are valid. Where not, system will suggest a rate change by printing a report. 

The rate change report will be printed on the default printer, which can be changed if required.

Proceed to the next step of the process only if all the suggested changes in the rates is correct and fixed.

If the suggested changes are not right, then a manual intervention is required to correct the rates. To re-check the rates, the guest in-house List can be printed. To make changes invoke the modify Guest in-house function. 

In Step 3, the application will automatically post charges to the in-house guests. The charges posted will be as per the last auto post edit list.

The reservation status is updated to cancelled for the release date.

all non-arrivals are changed to no show. This process takes care of all guests who had confirmed reservations but failed to turn up.  

In this step the Business Date is changed to the next date.

The processes mentioned in the screen above are executed before changing the Business Date.

The Pont-Of-Sale Day end process is executed, that includes the processes mentioned on the screen. 

The 9^th Step, updated the MIS, recreates availability and creates a backup copy of reports after updating the MIS.

The 10^th step is in which the system This process will transfer the images, guest details to history. It will transfer the ledger transactions, print them and backup transfer reports.

In this step, the application purges all unwanted old records to maintain the database. The records are archived before purging. All such old records can be accessed from the Reports screen, whenever needed. 

This is the final step of the Night Audit process, in which the system changes the audit date and thereafter, both the business and the audit date become same. 

The section displays the four options that are possible from the screen, for a particular year. Choosing an option and clicking the Refresh button will display the dates in the lower half of the screen, for which the task can be performed, or has already been executed.

This is the calendar which displays the dates for which transactions exist to be transferred into the debtor’s ledger/General ledger (highlighted in green), or for which transactions have already been exported into the debtor’s ledger/General ledger (highlighted in pink).

To check the transactions for a date, double clicking on the particular date will lead to another screen in which the transactions are displayed.

The section displays the year that can be selected to view and update the GST invoices.

Bulk Update – this button leads to a small window in which GST invoices for a date range can be exported. The screen is as:

Search Invoices – this leads to an inquiry screen in which specific GST invoices can be located for viewing and verification.

This is the lower section of the screen in which the calendar highlights the dates for which there are

Double clicking on a highlighted cell leads to the following screen:

Invoices with GST details are displayed. The screen allows printing and emailing of selected invoices.