This document describes the new features, modifications, and corrections effected in mycloud Release sprint 1.0.1.1.1.

This document is divided into the following sections : 

1. About the Release
2. New Features
3. Modifications / Enhancements
4. Corrections / Bug Fixes
 5. Known Restrictions / Issues 

About the Release 

Release Date: 15 June 2017 

Modifications / Enhancements 

This release includes the following new modifications/enhancements:

1. PMS => Cashiering => Room charge posting => VAT changed to y% from x% after N nights stay:-

The new feature has been added to exempt tax/vat, if the guest stays for a number of nights defined in the system. This configuration can be done from PMS => Parameter setup => Advance control => Step 2 as shown in next screen 

* If the guest stays more than above nights, tax/vat exemption code specified will get applied on booking
* User can link vat /tax with the exemption code from mycloud SYS => ParameterSetup => tax setup => define tax exemptions
* On night audit, the 'IH' guests that qualify following criteria will be modified and tax-exempt will be applicable :
* Tax-exempt nights should be greater than 0
* Difference between arrival and audit date should be greater than tax-exempt nights.
* The vat amount can be checked from vat ledger (or with transaction register with vat report)
 * Tax exemption code applied on the guest will be logged in log information screen

When the above-defined tax-exempt is applied on guest the tax/vat, defined under the tax-exempt code, will not be charged for the guest. In the case of vat, the revenue component of the charge will increase. If we take the example of 100.00 as system rate having 10% of VAT, resulting in room charge = 90.91 and VAT = 9.09, after applying for tax exemption the room charge will be 100.00 resulting increment in room component.

Another functionality of guest OUT and guest IN has been given to take care of long-staying guest's out activity for service apartments. There may be a requirement of giving some discount on some charges during OUT activity of the guest, for which system accepts a revenue charge for discount. 

Guest OUT : 

* Check “Mark GuestOut" button will be visible for all 'IH' guests if tax-exempt nights are greater than 0.
* On click of "Make guest out" button a popup will open, showing discount % and a drop-down with a list of charge codes on which discount has to be applied.

 * On click of "OK" button. Guest will be marked as a guest out and new charges will be applied as per the discount details given while marking guest OUT 

* If discount was set while marking the guest OUT, the system will post a discount of set percentage along with the revenue charge.
* Example: if discount was set with a percentage of 50% on charge type "AC00", then whenever charge "AC00" is posted with an amount of 100.00, the system will post two transactions, one with 100.00 amount of charge "AC00" and another with an amount of -50.00 to make a discount.
* If discounted charge is part of inclusion and detailed folio is printed, system prints two transactions on folio; one for main revenue charge (100.00) and another for discount (-50.00). If summarized folio is printed then the system prints only one transaction for room charge. 

* While making guest OUT, If no discount is set then the system will give a confirmation message, giving warning that no discount is set, even if user continues the system will not apply any discount and there will be no discount for the guest. 

Guest IN :

 * On opening again same reservation, now "Make guest In" button will be visible 

* If discounts not removed before clicking on "Mark Guest IN", below screen will open and a message will appear 

On Clicking Yes, discount will be removed and guest will be marked as IN On clicking No, discount will continue to get posted and guest will be marked as IN

Sample calculation for total room rate for 100.00

• Room rate defined as part of rate management (system rate) = 100.00 with VAT1 (20%)
• One charge accommodation charge defined with VAT2 (20%)
• Accommodation charge included in “inclusion” so that system breaks the revenues as per the definition.
• Tax Exemption will be defined in the system with VAT1
• The system will have a configuration to set the number of nights after which the above tax exemption will be applicable on bookings who have been staying more than the configured nights. This will result in VAT1 will not be posted after ‘N’ number of nights for the bookings.
• Guest OUT operation will confirm the user what discount to be posted against the charge when the guest is OUT.

Case 1 : Guest IN (Up to 28 days) :-
Room charge : 70.50
VAT1 (20%) : 14.10
Total Room charge : 84.60
Accommodation charge : 12.83
VAT2 (20%) : 02.57
Total Accommodation charge : 15.40

Vat Breakup :
Net : 70.50 + 12.83 = 83.33
VAT : 14.10 + 02.57 = 16.67
Gross : 84.60 + 15.40 = 100.00 

Case 2 : Guest IN (After 28 days) :-
Room charge : 84.60
VAT1 (20%) : 00.00
Total Room charge : 84.60

Accommodation charge : 12.83
VAT2 (20%) : 02.57
Total Accommodation charge : 15.40

Vat Breakup :
Net : 84.60 + 12.83 = 97.43
VAT : 00.00 + 02.57 = 02.57
Gross : 84.60 + 15.40 = 100.00

Case 3 : Guest OUT (Up to 28 days) :-
Room charge : 70.50
VAT1 (20%) : 14.10
Total Room charge : 84.60

Accommodation charge : 06.42
VAT2 (20%) : 01.28
Total Accommodation charge : 07.70

Vat Breakup :
Net : 70.50 + 06.42 = 76.92
VAT : 14.10 + 01.28 = 15.38
Gross : 84.60 + 07.70 = 92.30

Case 4 : Guest OUT (After 28 days) :-
Room charge : 84.60
VAT1 (20%) : 00.00
Total Room charge : 84.60

Accommodation charge : 06.42
VAT2 (20%) : 01.28
Total Accommodation charge : 07.70

Vat Breakup :
Net : 84.60 + 06.42 = 91.02
VAT : 00.00 + 01.28 = 01.28
Gross : 84.60 + 07.70 = 92.30

2. PMS => Manager Functions => Manual No-Show => Option to view past NO-SHOW and post retention from the same screen :-

The requirement is to track the no-Show guests with deposits so that appropriate action can be taken against these pending deposits with retention amount.

The screen is modified to have 2 options: "Past No-Shows" and "Today's Expected arrivals"
• Today's Expected arrivals will show guests with status CF and NS with today's (business date) expected arrival.
• Past No-Shows will show NS guests. By default, this option is selected. (see image below)

Past no shows : 

Manual No show page on load will show data with attributes:

• Confirmation Number
• GuestName
• Arrival(date-time)
• Room(type - room number)
• Booked thru
• Deposit
• Retained
• Amount to retain
• Comments
• External Reference no

Also, the search is performed on the following parameters:

• Guest Name
• ConfirmationNumber
• Expected Arrival Date
• No-shows with outstanding deposits

Today’s expected arrivals: Will show guests with status CF and NS with today's (business date) expected arrival

Buttons On Screen:

1. Make No-Show: This button will make selected guest from CF to No Show.
2. Post Retention: Retention will b posted for No show guest. On the successful posting screen is refreshed with updated calculation. The system will do the auto calculation of retention amount to be posted from cancellation policies.
3. Refresh: On refresh, data will be loaded according to search parameters.
4. Show only with outstanding deposit: Will show only those no show guests having outstanding deposit in the search grid

Note: No shows that have been purged will not be visible in the list 

3. PMS => Menu header => Option to search a room and result of this search will be based on opened screen/function:- 

The room number is the key element for PMS operations and mostly used attributes of the booking. So a global search based on room number is available on header of PMS so that it can be accessible from each screen
The global search will provide functions related to housekeeping, cashiering, and reservation.
 In PMS => Header: Global search will provide functions related to housekeeping, cashiering, and reservation. 

• Enter any room no - three options will be visible in the drop-down
o search in the reservation - inhouse guest having this room no assigned will open
o search in housekeeping - room no will open in housekeeping screen
o search in cashiering - inhouse guest having this room no assigned will open
 • If room no is not found in the reservation or cashiering screen - prompt error message to user will appear - no record found

Note: The screen opened will appear first in the drop-down 

4. PMS => Reports => MIS Reports => Add three new reports which will be helpful to users to know booked thru productivity:-

To provide more informative statistics for booked thru productivity system will have the following three reports:

MIS combined productivity
Displays the following statistics in a single report:
• Room nights
• Guest nights
• Room revenue
• Reservation arrivals
• No-Shows
• Cancellations
• F&B revenue
• MOD revenue
• ARR
 • Occ %

Booked thru productivity by executive
 Displays selected statistics (from parameters) for booked thru with sales executive name:

Booked thru productivity by executive
 Displays selected statistics (from parameters) for booked thru with sales executive name:

Booked thru combined productivity by executive
Displays following statistics for booked thru with sales executive names:
* Room nights
* Room revenue
* F&B revenue
* MOD revenue
* Other revenue
 * Total revenue

5. PMS => Reports => Manager Reports => Meal type list => Today report and forecast report :-

To provide clear information on meal plan usage system provides the following two reports:

 • Today report: this report shows room number, guest name and total PAX in that room for a particular meal type: Breakfast, Lunch, Dinner. The report will be executed for today date i.e. business date and a particular meal type i.e. breakfast, lunch, dinner. (see image below) 

• Forecast report: This report shows all meal types with date wise PAX breakup. The report can be executed for a number of days (1-30) starting from today's date i.e. business date. This report will be part of the manager reports => forecast reports. 

6. PMS => Cashiering => Redefine search process and restrict payment refund and retention charge for CX/NS guests :-

The system gives an option to search the account by name and room number from the cashiering screen and option to have an advance search that will open the express services screen.

 In PMS => Cashiering – System allows to search the account by name and room number

• User can search in inhouse, reserved, canceled, nonroom account , no show , checked out
• Advance search will open express services screen
 • Enter works the same as the search 

Previously, when a cancelled or no-show guest is opened system, showed the option to post payment and payment refund. Now System doesn’t give the option to post payment for a cancelled or no-show guest

The system shows a separate radio button to post retentions for cancelled or no-show guest, previously it was an option under payment refund charge list which was not understood by the users

Previously system allows to post more than the outstanding deposit amount. The system now gives an error for the same

Corrections / Bug Fixes 

This release includes the following corrections/bug fixes:

1. PMS => Correct the drag and drop issue on date selection screens (not able to select properly if the mouse moves up or down the selected row):-

2. PMS => Reposition Group member/leader icon from the top left to next of the history icon on the bottom right of the screen, because in case of scroll the icon was not moving with scrolling:-

3. PMS => Reports => Trial Balance => Deposit ledger opening balance issue :- 

4. PMS => Front desk => Day use Hold reservations not being shown on Front desk screen:- 

5. PMS => Reservation => Log details => Time of log as per Time zone :-

6. PMS => Cashiering => Charge Posting => System was posting wrong amount if amount is more than 999 :- 

7. POS => Cashiering => Items, having a price above 999 were being added to check with incorrect price. The system was taking price with value before the thousand separators:-