Iotasoft Enterprise Hotel Back Office Refference Manual

Transcription

1 Iotasoft Enterprise Hotel Back Office Refference Manual PT Iotasoft Website : : ptiotasoft@gmailcomoffice: Grand Surapati Core C8Jalan PH H Mustopha No 39 Bandung, Jawa-Barat, Indonesia Phone : Mobiles Support : ptiotasoft@gmailcom Development Sites:Bandung City View 103/Imola I Jalan Pasir Impun, Bandung, Indonesia Hours of operation: Monday to Friday, 8 am - 5 pm Phone:

2 To use Iotasoft Enterprise Hotel System Back Office, you must log into system first You must have a valid user identification and passwordlogin into Iotasoft Enterprise Hotel System Back Office: 1 From desktop, click Hotel Back Office icon Figure 11 Sample Desktop Screen Some moment will appear transient screen during Enterprise Hotel System Back Office loading into PC, you must wait a moment until Enterprise Hotel System Back Office login portal appears 2 Enterprise Hotel System Back Office login portal as follows: Figure 12 - Enterprise Hotel System Back Office login portal

3 3 Type your user identification in the User ID field box 4 Tab to the Password field box 5 Type your secret password in the Password field box 6 Press Key <Enter>, You are now logged into the system by Enterprise Hotel System Back Office Screen show as follows Figure 13 Back Office Setup Main Screen At top of Back Office Main Screen, you could find 3 (three) tabs: Income Audit, Account Receivable and Month End INCOME AUDIT First Tabs is: Income Audit are including sub-modules: Cashier Report, Statistics, Posting Detail,Sales Posting, Change Password and Log Out CASHIER REPORT From Tab Income Audit, click Cashier Report button Will appears Income Audit - Cashier Report screen as follows Daily Sales, Sales

4 Figure 14 Income Audit - Cashier Report screen On Income Audit - Cashier Report screen, system will asking you to enter cashier operation date, you can select cashier operation date then you must press key <Enter> On Field Cashier press key <?>, system automatically will showing you on duty cashiers on that operation date as follows Figure 15 Income Audit - Cashier Report with Cashiers Option screen

5 Select Cashier whon you want to print his or her report, for example we select Dewa Ayu Raditya Dewi then you must press key <Enter> system will showing his or her cashier report as follows Figure 16 Income Audit - Cashier Report preview screen DAILY SALES From Tab Income Audit, click Daily Sales button System automatically will carry out Hotel Daily Sales calculation, you must wait until calculation completed and preview Daily Sales is show on the screen as follows Figure 17 Income Audit Daily Sales preview screen

6 SALES STATISTIC From Tab Income Audit, click Sales Statistic button System automatically preview Daily Sales is show on the screen as follows Figure 18 Income Audit Sales Statistic preview screen POSTING DETAIL From Tab Income Audit, click Posting Detail button System automatically preview Posting Detail is show on the screen as follows

7 Figure 19 Income Audit Posting Detail preview screen SALES POSTING From Tab Income Audit, click Sales Posting button System will show on Income Audit Sales Posting screen as follows Figure 110 Income Audit Sales Posting screen

8 To posting today Daily Sales press New Button, system will showing Daily Sales Screen as follows Figure 111 Income Audit Daily Sales screen On Daily Sales screen to posting Daily Sales to General Ledger Sales Journal press Sales Journal Posting Button, system automatically posting Sales Journal to General Ledger and return back to Sales Posting Screen Press Return Button, system will return to Back Office main screen SALES CLOSING From Tab Income Audit, click Sales Closing button System auomatically will close Hotel System Back Office application and return to Hotel System Back Office login portal with new Sales Date, one day after Sales Date Closing ACCOUNT RECEIVABLE Second Tabs is: Account Receivable are including sub-modules: Outstanding, Payment, Debit, Credit and Write Off OUTSTANDING From Tab Account Receivable, click Outstanding button Invoices,

9 Will appears Account Receivable - Outstanding screen as follows Figure 21 Account Receivable Oustanding screen To Posting City Ledger to Account Receivable, on Account Receivable Oustanding screen select which City Ledger record you want to post and select Receivable Account which is Destination Account then press O/S=>A/R Button System automatically will transfer outstanding record you have selected to Receivable Ledger on Receivable Account you have selected To Unposting Account Receivable to City Ledger, on Account Receivable Oustanding screen select Receivable Ledger on Receivable Account you want Unposting then press A/R=>O/S Button System automatically will uposting Receivable Ledger on Receivable Account you have selected to Outstanding Press Return Button system will return to Back Office main screen INVOICE From Tab Account Receivable, click Invoice button Will appears Account Receivable - Invoice Processing screen as follows

10 Figure 22 Account Receivable Invoice Processing screen To Create New Invoice, Select Receivable Account which is you want to make invoice, system automatically will show all outstanding receivable ledger on City Ledger windows then press New Invoice button System Automatically will showing Account Receivable Invoice Posting Screen as follows Figure 23 Account Receivable Invoice Posting screen

11 On Oustanding windows select receivable record which is you want to posting to New Invioce then press key <F10> for Full Payment or key <F9> for partial payment then system will ask you to posting Invoice Detail is related that receivable record on Account Receivable Invoice detail Screen as follows Figure 24 Account Receivable Invoice Detail screen On Amount Field you must fill-in Number of Invoice Detail (for Room Charge is No Of Night, for meeting No Of Days, for Meal No Of Person, etc) On Field Invoice Detail (***), you must fill-in Invoice Detail option or you can press key <?> system automatically showing Invoice Detail Option as follows Figure 24 Account Receivable Invoice Detail with Detail Option screen

12 After completing all field on Account Receivable Invoice Detail screen, system automatiicaly will posting Invoice Detail you have type then return to Account Receivable Invoice Posting screen as follows Figure 25 Account Receivable Invoice Detail with Invoice Detail Posted screen If all Invoice detail you want compose to Invoice have been complete press key <F2> then system automatically will create Invoice and return to Account Receivable Invoice Processing screen as follows Figure 26 Account Receivable Invoice Processing with Invoice Posted screen

13 On Account Receivable Invoice Processing screen, if you want to print Invoice select Invoice which is you want to print then press Invoice Print Button, system automatically will preview that Invoice as follows Figure 27 Account Receivable Invoice Processing with Invoice Preview screen On Account Receivable Invoice Processing with Invoice Preview screen If you press Print Button, system automatically print that invoice to printer If you want to return to On Account Receivable Invoice Processing Screen, On Account Receivable Invoice Processing with Invoice Preview screen press Close Button, system automatically return to Account Receivable Invoice Processing Screen On Account Receivable Invoice Processing screen, if you want to Cancel Invoice select Invoice which is you want to Cancel then press Invoice Cancel Button, system automatically cancel that Invoice To Return to Back Office main screen, press Return Button, system automatically will return to Back Office main screen PAYMENT From Tab Account Receivable, click Payment button Will appears Account Receivable Invoice Payment screen as follows

14 Figure 28 Account Receivable Payment screen To Compose New Payment on Account Receivable Payment screen press New Payment Button, system will showing Account Receivable Payment Posting as follows Figure 29 Account Receivable Payment Posting screen First you must select one of three type payment: Cash, Bank Transfer or Cheque/BG at Payment Tab Control If cash payment then you must select date payment at Date Field then press key <Enter> then Active Field will move to Payment Amount Field as screen follows

15 Type payment amount at Field Amount (for example payment amount is ) and press ke <Enter> then active Field will move to Any Invoice Detail Tab Control as screen follows Figure 210 Account Receivable Payment Posting with Invoice Detail Selection Posting screen On Invoice Detail Selection Posting, select Invoice Detail you want to post and press button for full Paid follows After you press full paid buton, system automatically will move to paid status as

16 Figure 210 Account Receivable Payment Posting with 2 (two) Invoice Detail Full Payment Posted screen After to completing Invoice Detail which is payment paid then press button update, System automatically will posting that payment dan change status related Invoice to be Paid and return to Account Receivable Payment Posting screen as follows 211 Account Receivable Payment with Payment Posted screen

17 To print Invoice Payment, on Account Receivable Payment select which is payment do you want to print then press Print Button System automatically preview Payment you have selected as follows 212 Account Receivable Payment with Payment preview screen On Account Receivable Payment with Payment preview screen If you press Print Button, system automatically print that payment to printer If you want to return to On Account Receivable Payment Screen, On Account Receivable Payment with Payment preview screen press Close Button, system automatically return to Account Receivable Payment Screen On Account Receivable Payment with Payment preview screen, if you want to Cancel Invoice select Payment which is you want to Cancel then press Payment Cancel Button, system automatically cancel that Payment To Return to Back Office main screen, press Return Button, system automatically will return to Back Office main screen DEBIT From Tab Account Receivable, click Debit button Will appears Account Receivable Debit preview screen as follows

18 213 Account Receivable Debit preview screen On Account Receivable Debit preview screen If you press Print Button, system automatically print that Account Receivable Debit to printer If you want to return to Back Office Screen, On Account Receivable Debit preview screen press Close Button, system automatically return to Back Office Screen CREDIT From Tab Account Receivable, click Credit button Will appears Account Receivable Credit preview screen as follows 214 Account Receivable Credit preview screen

19 On Account Receivable Credit preview screen If you press Print Button, system automatically print that Account Receivable Credit to printer If you want to return to Back Office Screen, On Account Receivable Credit preview screen press Close Button, system automatically return to Back Office Screen MONTH END Third Tabs is: Month End are including sub-modules: Trial Balance, Closing Period, Reopen Period, Period Setup and Prior Balance TRIAL BALANCE From Tab Month End, click Trial Balance button Will appears Month End Trial Balance preview as follows 31 Month End Trial Balance preview screen On Month End Trial Balance preview screen If you press Print Button, system automatically print that Month End Trial Balance to printer If you want to return to Back Office Screen, On Month End Trial Balance preview screen press Close Button, system automatically return to Back Office Screen

20 PRIOR BALANCE From Tab Month End, click Prior Balance button Will appears Month End Prior Balance Screen as follows 32 Month End Prior Balance screen At Button Month End Prior Balance screen there are 5 (five) bottoms: Last Balance Print, New Balance, Balance Update, Balance Cancel and Return Button If you want add New Balance on Month End Prior Balance press button New Balance then system will show Month End Prior Balance with New Balance as follows

21 33 Month End Prior Balance with New Balance screen System will asked you to fill-in any information is related to New Balance on the screen On New Balance Screen, there are two type New Balance field the one is Mandatory Field and another is Non-Mandatory Field During appending New Balance information on New Balance Screen, if you press key <Esc> system will exit from New Balance Screen without saving information you have typed otherwise if you press ke <F2> system will exit New Balance Screen after saving information you have typed If cursor at field with Option field, you can press key <?> then system will showing available option of that field Following screen showing New Balance Screen on Account Field with Option Screen 34 Month End Prior Balance with New Balance and Account Option screen

22 After finished create New Balance, system will back to Month End Prior Balance screen If you want to update existing New Balance you can press button Update New Balance and also cancel existing New Balance you can press button Cancel New Balance If you want to preview Month End Prior Balance press Last Balance Print Button System will showing Month End Prior Balance sceen as follows 35 Month End Prior Balance with Prior Balance Preview screen On Month End Prior Balance preview screen If you press Print Button, system automatically print that Month End Prior Balance to printer If you want to return to Back Office Screen, On Month End Prior Balance preview screen press Close Button, system automatically return to Back Office Screen PERIOD SETUP From Tab Month End, click Period Setup button Will appears Month End Period Setup Screen as follows

23 36 Month End Period Setup screen If you want to add New Period press New Period Button then system will showing Month End Period Setup with New Period screen as follows 36 Month End Period Setup with New Period screen You must fill-in Month Period record by 6 (six) digit MMYYYY (MM=Month,YYYY=Year) and Select Start Date and End Date then press key <Enter>, system automatically will add New Month Period record as follows

24 37 Month End Period Setup with New Month Period additional screen After finished create New Month Period, system will back to Month End Period Setup screen If you want to cancel existing Period Setup you can press button Cancel Period To return to Back Office Main Screen press Return Button System automatically return to Back Office Main Screen CLOSING PERIOD From Tab Month End, click Closing Period button System will automatiocally closing Month Period and Restart System New Next Month Period you have setup REOPEN PERIOD From Tab Month End, click Reopen Period button System will automatiocally Reopen last Month Period and Restart System with Last Month Period you have close To Log Out from system, from Back Office System Main Screen klik Button Log-Out

25 then you will exit from Back Office System return to Microsoft Windows Desk Top