Opera PMS User s Guide 3.0 A VISUAL REFERENCE GUIDE. Copyright 2005 MICROS Systems, Inc. All Rights Reserved.

Transcription

1 A VISUAL REFERENCE GUIDE Cpyright 2005 MICROS Systems, Inc. All Rights Reserved.

2 Chapter 1 Getting Started Opera PMS User s Guide CHAPTER 1 GETTING STARTED INTRODUCTION LOG IN TO OPERA USING OPERA WINDOWS USING OPERA KEYBOARD COMMANDS USING HELP T Use Help T Use the Table f Cntents T Use the Index T Use Search Help Screen Infrmatin CLOSING OPERA CHAPTER 2 RESERVATIONS NEW RESERVATION Reservatin Flw Rate Query Screen Reservatin Screen Mre Fields Tab Reservatin Optins UPDATE RESERVATION WAITLIST BLOCKS Business Blck Search Quick Business Blck Inquiry PROFILES Prfile Search Cmpany Prfiles Travel Agent Prfiles Surce Prfiles Grup Prfiles Cntact Prfiles ROOM PLAN FLOOR PLAN CONFIRMATION CALENDAR OPTION CHAPTER 3 FRONT DESK ARRIVALS Advanced Search Walk In Check In Cancel/Reinstate QUEUE RESERVATIONS IN-HOUSE GUESTS ACCOUNTS ROOM BLOCKING MESSAGES Send Messages Display Messages TRACES

3 Chapter 1 Getting Started 4 CHAPTER 4 CASHIERING BILLING Buttn Optins Right-Click Optins FAST POSTING CASHIER FUNCTIONS Batch Flis Batch Pstings Cashier Reprts Cashier Status Check Exchange Currency Calculatr Currency Exchange Exchange Rate Fli Histry General Cashier Jurnal Petty Cash Receipt Histry Depsit/Cancellatin CLOSE CASHIER PASSERBY QUICK CHECK OUT CREDIT CARDS Settlements Authrizatin CHAPTER 5 ROOMS MANAGEMENT HOUSEKEEPING Husekeeping Management Queue Rms Huse Assignment Discrepant Rms Attendant Pints Task Assignment Facility Frecast OUT OF ORDER/OUT OF SERVICE ROOM HISTORY SELL LIMITS OCCUPANCY GRAPH MAINTENANCE CHAPTER 6 ACCOUNTS RECEIVABLE ACCOUNT MAINTENANCE TRANSFER F/O DATA CREDIT CARDS RESEARCH AR MAILINGS Batch Statements Mailing Histry Reminder Letters Traces

4 Chapter 1 Getting Started Opera PMS User s Guide CHAPTER 7 COMMISSION HANDLING PAYMENT PROCESSING By Accunt By Agent PAYMENT ACTIVITY Register Reprint Checks RESEARCH CHAPTER 8 MISCELLANEOUS REPORTS INTERFACES Interface Sub Menu Wake Up Calls SHOW QUICK KEYS Opera Help (F1) Occupancy Graph (Shift + F1) Opera Help (CTRL + F1) Cntrl Panel (Shift + F2) Detailed Availability (CTRL + F2) Rm Search (F3) Huse Status (Shift + F3) Rm Plan (CTRL + F3) Inquiry (Shift + F4) Dashbard (CTRL + F4) Rate Infrmatin (F5) Quick Bk (Shift F7) New Reservatin (F7) Telephne Bk (Shift + F7) Telephne Operatr (CTRL + F8) Lgut (F8) IFC Menu (Shift + F8) Maximum Availability (CTRL + F8) DIARY (SHIFT+F9) CHANGE PASSWORD DATA EXTRACTION AWARDS PROMOTIONS ENROLLMENT PRINT TASKS USER ACTIVITY LOG FILE DOWNLOAD REGISTRATION CARDS CHAPTER 9 SETUP USER CONFIGURATION APPLICATION SETTINGS AR Blcks Cashiering Cmmissin

5 Chapter 1 Getting Started End f Day Exprts Frnt Desk General IFC Membership Multi- Prperty OWS Prfiles Rates Reservatins Rms Management SYSTEM CONFIGURATION CHAPTER 10 END OF DAY SEQUENCE

6 Chapter 1 Getting Started Opera PMS User s Guide Chapter 1 Getting Started 1.1 Intrductin As yu use this guide, it is imprtant t understand that Opera is extremely custmizable. There are a number f functins t custmize in the Prperty Management System (PMS), depending n the peratinal decisins f each htel. This guide displays all pssible functinality in the PMS. Yur screens may display infrmatin in a different rder r may nt display sme f the functinality mentined here if the management decisin was nt t activate it. This sectin f the manual explains hw t: Lg int Opera Use the Opera Menu Windws Navigate thrugh the Menu Windws using the muse r the keybard Access and use the Help Menus Use the Table f Cntents fr the Help Screens Use the Index t search fr Help Tpics Use the Search t lcate Help Tpics Clse ut f Opera 1.2 Lg In t Opera The Lgin screen prvides access t the main screen f the Prperty Management System. Steps t Lg In: Duble click Opera n the desktp. When the Web Page pens, click n PMS t pen Opera. Enter yur user name as assigned by yur administratr. Enter yur passwrd as assigned by yur administratr. Select Lgin t initiate the lgin prcess verifying yur user name, passwrd, and prperty lgin. Or Select Exit Buttn t clse the screen and leave the Opera applicatin. 6

7 Chapter 1 Getting Started 1.3 Using Opera Windws Once in the Opera applicatin, it is easy t navigate thrugh the screens. 7

8 Chapter 1 Getting Started Opera PMS User s Guide Using Opera Keybard Cmmands It s pssible t navigate thrugh Opera primarily using keybard cmmands. T selectin a buttn using the keybard, hld dwn the [Alt] key and press the underlined letter n the crrespnding buttn that yu wish t select. In any screen, selecting OK will bth save and clse the active screen, Save will save any wrk dne but keep the active screen pen, and Clse will clse ut f the screen with the ptin nt t save changes. 8

9 Chapter 1 Getting Started 1.5 Using Help T Use Help T access the help screens, select the Menu Optin fr Help frm the tp f the screen. 9

10 Chapter 1 Getting Started Opera PMS User s Guide 3.0 Yu may als press the [F1] key n the keybard t access the help screens. 10

11 Chapter 1 Getting Started T Use the Table f Cntents Search thrugh the Table f Cntents n the left side f the screen t lcate the general tpic. Select the flder icn t the left f the tpic t pen subtpics. Cntinue searching until the requested infrmatin displays. 11

12 Chapter 1 Getting Started Opera PMS User s Guide T Use the Index Type the first few letters f the tpic in the search field. Select the tpic t display the help message. 12

13 Chapter 1 Getting Started T Use Search The search field allws the user t lcate instructins fr specific functins in Opera. Use the search t lcate the functin and click it with the muse. 13

14 Chapter 1 Getting Started Opera PMS User s Guide Help Screen Infrmatin Once the Help infrmatin has been lcated, it will display n the screen. Any item displayed in blue letters and underlined will pen additinal infrmatin n the tpic. 14

15 Chapter 1 Getting Started 1.6 Clsing Opera T clse ut f Opera at the end f a sessin, either use the Exit menu ptin at the tp f the screen r duble click the large Exit t the left. 15

16 Chapter 2 Reservatins Opera PMS User s Guide Chapter 2 Reservatins This sectin f the manual explains the Reservatin mdule f the Opera PMS system. Using the reservatins mdule yu can enter a new reservatin, search, view and mdify an existing reservatin, enter and maintain grup rm alltments and rming lists, generate guest cnfirmatin letters individually r in batches, maintain a wait list and enter and update guest prfile infrmatin. 2.1 New Reservatin When creating a new reservatin, it is cmmn t check bth rate and rm availability befre reserving a rm fr a guest. T create a new reservatin, select Reservatin frm the menu ptins at the tp f the screen then New Reservatin frm the functins n the left Reservatin Flw The Reservatins>Reservatin Flw applicatin setting allws yu t custmize the reservatin prcess. Select frm any f these ptins t cntrl which screen appears when the user makes a new reservatin: Calendar Display the Prperty Calendar screen first. Select the start date and end date fr the reservatin. (The default start date is tday s business date.) The Reservatin screen appears, with the arrival and departure dates pre-filled. Calendar/Grid Display the Prperty Calendar screen first. Select the start date and end date fr the reservatin. Fllwing a prmpt t select number f adults, the Rate Query Details screen appears. Select the rate fr the reservatin befre prceeding t the Reservatin screen. Direct G directly t the Reservatins screen. Rate Query G directly t the Rate Query screen where yu may enter the arrival and departure dates, number f persns, etc. Frm there the system mves t the Rate Query Details screen and finally the Reservatin screen nce a rate selectin ccurs. Rm/Plan/Grid - The Rm Plan screen prvides a view f the ccupancy and the availability f rms ver a perid f time. In additin, the Rm Plan ffers yu direct access t many f the mst-used screens in Opera, and a shrtcut t a variety f ptins such as mving guests t ther rms withut having t access the Reservatin menu, checking in guests, and creating shares Rate Query Screen If yur prperty s Reservatin feature begins with the Rate Query screen, the first step in making a new reservatin is t check availability. Availability varies depending n the dates f the guest s stay and ther parameters such as number f persns, rm requirements and cmpany, travel agent, and surce affiliatins. As the starting pint fr making a new reservatin, the Rate Query screen is a flexible tl fr searching availability based n a wide variety f search criteria. Frm the main menu, select Reservatins>New Reservatin t display the Rate Query screen. (Yu may als access this screen by selecting Scpe n the Rate Query Details screen, r by pressing the [F5] key frm anywhere in Opera.) Yu can query rates by any r all ptins n the Rate Query screen. This screen filters infrmatin s yu can display nly thse rates that match yur needs. Fr instance, if yu want t display the rates available fr an arrival date f July 1, 2005, fr ne adult with ne rm then select thse values n this screen. The available rates that meet these criteria will display n the 16

17 Chapter 2 Reservatins Rate Query Details screen when yu select OK. (In additin, infrmatin yu enter n the Rate Query screen pre-ppulates fields n the Reservatin screen, nce yu have selected a rate fr a reservatin.) Arrival: The calendar date n which the guest will check in t the htel. Nights: The number f nights that the guest will stay in the htel. Departure: The calendar date n which the guest will check ut f the htel. Adults: The number f adults wh will be staying in the rm. In many htels, rates calculate depending n the number f adults. Therefre, it is imprtant t enter the crrect number f adults t qute the exact rate. Children: The number f children in the htel s first range f ages wh will be staying in the rm. In sme htels, the rates calculate based n the number f adults and/r children, s it is imprtant t enter the crrect number t qute the exact rate. Rates are als cnfigurable based n the ages f the children in the rm. N. f Rms: The number f rms required. If mre than ne rm is required, it is imprtant t enter the ttal needed t be sure that there is availability fr all needed rms. Name: If the guest has stayed at the htel in the past and has a prfile n recrd, entering the guest name here can speed the reservatin prcess. Blck: If the guest will be arriving as a grup member, this field will be necessary t lcate the specific grup fr an availability check n the grup alltment rather than n the huse inventry. Member Type: If the guest is a member f a frequent flyer prgram r has a htel lyalty prgram number in their prfile, this field helps t lcate the guest quickly. 17

18 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Member N.: The member number is unique and use f this field lcates the prfile immediately if the guest previusly stayed at the htel. Cmpany: If the guest is traveling fr business, use f this field may help t lcate the cmpany s negtiated rates. CORP N.: The crprate number is a unique identifying number fr cmpany prfiles and can help t lcate the right cmpany prfile quickly. Agent: If a travel agent is making the bking, attaching the crrect agent prfile during the availability check may help t lcate negtiated rates, and will set the reservatin fr cmmissin prcessing. IATA N.: Since the IATA number is unique; using this field t search will lcate the exact travel agent mre quickly. Surce: Surce prfiles are useful fr a number f reasns in a htel. Searching fr a specific surce prfile may help in paying cmmissins n a reservatin r in lcating an Accunts Receivable number fr billing r fr lcating a negtiated rate. Surce N.: Surce number is a unique number assigned t a surce prfile and can help t lcate the crrect surce prfile mre quickly. Shw Rates Clsed: Check this bx t see clsed rates n the grid. The default setting is t view nly rates that are pen and available. Shw Rates Day Use: If the reservatin is fr day use (arrival and departure n the same day), checking this bx will help t lcate rates set up specifically fr day use purpses. Shw Rates Pseud: If the htel assigns rates t nn-inventry rms, such as parlrs, cndminiums r marina slips check this bx t view rates fr these rm types. Pseud rms d nt display availability, nly rates. Shw Rates Best Available: If the htel is using the Best Available Rates functinality, checking this bx will display the cnfigured best available rates fr each Rm Type. Rate Class: Entering a chice in this field, i.e. if the search is nly fr Discunt Rates r Rack Rates, causes nly thse rate cdes attached t the rate class t display n the rate query screen. Rate Categry: Entering a chice in this field, i.e. if nly whlesale r hliday rates are selected, causes nly thse rate cdes attached t the rate categry t display n the rate query screen. Features: T search fr rms that have a particular feature, such as a balcny r a Jacuzzi, enter in this field t filter ut rms that d nt cntain the requested feature. Rate Cde: T search fr nly ne specific rate cde, enter that cde in this field. Packages: T lcate rates, which may include a particular package ptin such as breakfast r parking, select this ptin. Prmtins: T search fr rates that are available fr htel r crprate prmtins, the name f the prmtin will generate a search fr attached rate cdes. Incl Nn Deduct: Check the bx include nn-deduct rms in rm cunts shwn n the Rate Query Details screen. 18

19 Chapter 2 Reservatins Enter all query infrmatin and select OK t prceed t the Rate Query Details. The grid displays the rates fr each rate cde/rm type cmbinatin. Rates given are fr the dates f the stay and number f persns selected in the Rate Query screen. (Yu may cntrl the display by using the Query search criteria.) Rate Cdes appear n the left, Rm Types appear acrss the tp f the grid. T lcate the rate fr a particular rm type, select the rm type then the rate cde. The Rate is at the intersectin f the Rate Cde and Rm Type; just fllw the assciated clumn and rw. Screen Cnventins Include Overbking: The figures shwn in this rw indicate the number f actual rms in the htel PLUS the number f rms in each rm type that have been apprved by management fr verbking. Physical Inventry: The actual number f rms available in each rm type with n verbking included. Yellw Highlighting: Rates highlight in yellw when the selected rate cde invlves multiple rates that may result in a rate change during the perid f the guest s stay (fr example, if the rate fr Friday thrugh Sunday is $150 while the rate fr Mnday thrugh Thursday is $350). When yu select a rate cde having multiple rates, a message advises yu t review the Multiple Rate Cdes screen t determine the effect f the rate changes n the guest. T d s, right-click in the Rate field n the Reservatin screen and select Multiple Rate Cdes. Negtiated Rates: Immediately t the right f the currency clumn is the negtiated rates clumn. The fllwing cdes may appear in this clumn, depending n the types f prfiles attached t the query. C = Cmpany prfile attached t the query has negtiated rates. I = Individual prfile attached t the query has negtiated rates. 19

20 Chapter 2 Reservatins Opera PMS User s Guide 3.0 T = Travel Agent prfile attached t the query has negtiated rates. S = Surce prfile attached t the query has negtiated rates. Package Rates: "Pkg. appears next t the negtiated rate clumn when a package exists fr that rate cde. Click n Pkg. t see package details. Overbked Rates: Rates shwn in red are verbked. Depending n yur permissins, yu may select the rate even thugh it is verbked. Query Optins Average Rate: Display single-night rates. (This is the default) Ttal Rates: If the guest is staying mre than ne night, display ttal rates fr the number f nights the guest is staying. Fr example, if the 1-night rate is $250 and the guest is staying 3 nights, the rate shwn is $750. Best Available: Select this check bx t include the Best Available Rates in the display. The prperty determines up t 25 rate cdes t take int cnsideratin when calculating the best available rate fr a reservatin. (Available when the Rates>Best Available Rates applicatin functin is set t Y.) Negtiated: Display negtiated rates attached t the prfile f the individual guest, cmpany, travel agent, grup r surce. If the prfile has ne r mre negtiated rates attached, and the rates apply t the arrival date f the reservatin, this check bx checks by default and the display shws nly the negtiated rates. T shw ther rates, uncheck this check bx. Use the Neg. Rates ptin in Prfile ptins t attach a negtiated rate t a prfile. Prmtins: Selecting this radi buttn displays all rates that are available fr htel r crprate prmtins. Day Use: Selecting this radi buttn displays all rates cnfigured fr day use (arrival and departure n the same day). Rate cdes may be cnfigured as Day Use when they are set up (System Cnfiguratin>Rate Cdes>Rate). Clsed: Select this radi buttn t display currently clsed rates. Rate Query Details Buttns Hurdle: When Opera interfaces with a yield management system, certain rates may nt meet the specified hurdle rate fr the dates f the reservatin queried. Thse rates are unavailable and Opera indicates this by the letter H n the Rate Query Details grid. If yur user permissins include OVERRIDE RATECODE, the Hurdle buttn will be active. Highlight the H and select this buttn t see and, ptinally select, the rate. Item Inventry: Use the Item Inventry screen t manage inventry items attached t a reservatin. Wait List: Recrd a waitlisted reservatin when the desired rate is nt available and ntify the prspective guest if the rate becmes available. When yu select this buttn, the Waitlist screen appears. (Yu can als access the Waitlist screen by selecting Waitlist frm Reservatin Optins.) Rate Inf: View mre infrmatin cncerning the cst cmpnents f this rate, including rm cst, taxes and charges fr assciated package elements. Analyze: Rate Restrictins placed n the rate cde r rm type. Rate restrictins include rates clsed cmpletely, r clsed t arrival. They may als include rates that have a minimum length f stay r a maximum length f stay. This screen shws availability f the selected rate cde fr the next ten days int the future. Lng Inf: Additinal infrmatin regarding the rate cde, cnfigurable by the htel. Generally, lng inf will include free-frm text with in-depth explanatins f the rate cde and its restrictins. 20

21 Chapter 2 Reservatins This infrmatin is entered and edited frm the Rate Setup screen (System Cnfiguratin>Rate Classificatin>Rate Cdes). Turnaways: If the prspective guest decides nt t make the reservatin, select this buttn t display the Turnaways screen. (This buttn is available nly if the Reservatins>Turnaways applicatin parameter is set t Y.) Reasns fr nt cmpleting this reservatin might include prperty full, rate t high, r suitable rm type nt available. OK: Selecting this ptin will take the user t the reservatin screen t cmplete the reservatin. All infrmatin selected t this pint (guest name, number f nights, arrival date, rate cde, rm type, etc) will be carried t the reservatin screen. Scpe: Selecting this will return the user t the Rate Query Grid with the riginal query intact. Clse: Selecting this will return the user t the Rate Query Grid and will reset the query t the default settings Reservatin Screen The Reservatin screen hlds infrmatin frm the guest prfile as well as stay infrmatin. The screen is generally exactly the same during the reservatin phase, the arrival/check in phase and the in-huse phase f the guest stay. The Reservatin screen cnsists f the fllwing sectins: Header: Infrmatin abut the guest and the guest s cmpany, travel agent, grup and membership affiliatins. A buttn links yu directly t the guest s Prfile screen where cmplete guest demgraphics are stred. Detail: Particulars abut the guest s stay, including arrival and departure dates, rm and rate infrmatin, payment methd, credit cards, and packages. Mre Fields: Additinal infrmatin such as transprtatin requirements. These fields are custmizable fr each prperty. Optins in this sectin can cntrl whether transactins pst n the guest fli in the Billing screen, whether the guest may use vide check ut, and check ut time. This sectin appears when the Reservatins> Reservatins Mre Fields applicatin parameter is set t Y (this is the default). Indicatr Lamps: Lamps (indicatrs r ntatins) may appear in the lwer part f the screen t alert yu abut infrmatin that pertains t the reservatin. 21

22 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Prfile Infrmatin n the Reservatin screen: Name: This is the last name f the guest frm the prfile. If yu type a name in this field, a search generates fr matching prfiles based n the entries in the Name and First Name fields. First Name: The first name f the guest frm the prfile. If yu type a name in this field, a search generates fr matching prfiles based n the entries in the Name and First Name fields. Title: The guest s title as entered in the prfile. An entry in this field will ppulate in the prfile as a permanent recrd. The greetings srt based n the language selected. This title addresses the guest in written crrespndence. Knwing the curtesy title the guest prefers is als useful when yu are dealing with the guest in persn. Cuntry: The cuntry field as entered in the guest s address in the prfile. An entry in this field frm the reservatin screen will ppulate the prfile as a permanent recrd. Language: The guest s language as registered n the prfile. Select the dwn arrw t pen the Languages list f values and chse the guest s preferred crrespndence language. A default language fr cnfirmatin letters, flis, and guest mailings fr yur prperty establishes during cnfiguratin. An entry in this field frm the reservatin screen will ppulate in the prfile as a permanent recrd. VIP: The VIP level fr the guest. Take extra care when entering this field as it ppulates in the guest s prfile as a permanent recrd. Select the dwn arrw t pen the VIP list f values. Phne: The Guest s Hme telephne number as registered in the prfile. If yu make an entry in this field, it becmes a permanent prfile recrd. Member Type: A frequent flyer type r htel lyalty type. Entering membership infrmatin n a reservatin will generate membership r frequent flyer pint calculatins. (By selecting the membership rganizatin here, yu ensure that any negtiated rates fr the rganizatin display when yu perfrm a rate query fr this reservatin.) 22

23 Chapter 2 Reservatins Member N.: The unique identifying frequent flyer r lyalty club membership number. Member Lvl.: The level f membership the guest has reached. The membership infrmatin cnfigured by each htel and may vary frm prperty t prperty. Agent: Select the dwn arrw t display travel agent prfiles in the Prfile Search screen. Chse the travel agent that is assciated with this reservatin. Sme prperties pay a cmmissin t travel agents based n the reservatins they generate. In additin, by selecting the travel agent here, yu ensure that any negtiated rates fr the travel agent display when perfrming a rate query fr this reservatin. Cmpany: Select the dwn arrw t display cmpany prfiles in the Prfile Search screen. Chse the cmpany that is assciated with this reservatin. By selecting the cmpany here, yu ensure that any negtiated rates fr the cmpany display when yu perfrming a rate query fr this reservatin. Grup: Select the dwn arrw t display grup prfiles in the Prfile Search screen. Chse the grup assciated with this reservatin. Surce: When the Prfiles>Surce applicatin functin is set t Y, select the dwn arrw t display surce prfiles in the Prfile Search screen. Chse the surce assciated with this reservatin. (By selecting the surce here, yu ensure that any negtiated rates fr the surce display when yu perfrming a rate query fr this reservatin.) Cntact: Select the dwn arrw t pen the Billing Cntacts screen. This screen displays all prfiles defined as having a relatinship with any f the cmpany, travel agent, grup r surce prfiles attached t the reservatin. Select a maximum f tw cntact prfiles a reservatin cntact and/r a billing cntact. If the cntact has n relatinship and is new, select New t create a new r select an existing cntact and select their relatinship. Nte: Only ne billing cntact and ne reservatin cntact is allwed fr each reservatin. Yu can select the same cntact t be bth reservatin cntact and billing cntact if necessary. If yu select tw different cntacts, the Cntact field is highlights in yellw. Statistical infrmatin gathers n cntact prfiles that link as reservatin cntacts. Histrical and future stay recrds are als available fr reservatin cntacts. N statistical r stay infrmatin is cllected fr billing cntacts. Reservatin Details The main part f the Reservatin screen cntains particulars abut the guest s stay, including arrival and departure dates, rm and rate infrmatin, payment methd, credit cards, and packages. If the guest s stay cvers multiple days, certain elements f the reservatin, such as rate cde and rate, may nt remain the same fr the entire stay. If infrmatin varies ver the length f the stay, the field highlights in yellw. Nte: Yur prperty has the ptin f using the Opera Screen Painter feature t add fields t the Reservatin screen. Therefre, yur screen display may nt exactly match the descriptin f the standard display prvided in this help tpic. Stay Infrmatin n the Reservatin screen: Arrival: Use the calendar tl r manually type in the date t select the arrival year, mnth and day. The weekday name displays next t the date selected. The default is tday s date. The date yu select cannt be a past date. (If the Reservatins >Blank Arrival Date applicatin 23

24 Chapter 2 Reservatins Opera PMS User s Guide 3.0 parameter is set t Y, the Arrival Date field will be blank rather than defaulting t tday s date. Yu must manually enter an arrival date.) Nte: Yu may enter +1, +2 t advance r -1, -2 t back-up the arrival and/r departure date by 1 day, 2 days, etc. Use ++1 r --1 t advance r back up by a week. Use +++1 r ---1 t advance r back up by a mnth. Departure: The Departure Date field entry changes accrding t the entries in the Arrival Date and Nights fields. The default is the next business date. Use the calendar tl r manually type in the date t select the departure year, mnth and day. The weekday name displays next t the date selected. Nte: If the External Activities Scheduler license cde (OPX_CONC) is active, and ne r mre activities attach t the reservatin, a message advises yu if a change in departure date causes an activity t fall utside f the dates f the stay. Nights: The number f nights the guest is staying. The default is 1. Changing the number in this field autmatically changes the departure date. Cnversely, changing the departure date autmatically changes the number in this field. Yu may adjust the number by typing + r in the field. The ttal number f nights displays next t the number entered. Enter 0 (zer) t reserve a day use rm. The text Day Use displays next t the 0 entry. Adults: The number f adult guests in the rm fr this reservatin. Opera calculates the rm rate based n this number. The field defaults t 1. Nte: Zer may appear here if the reservatin is fr ne r mre children wh will be staying in their wn rm (unaccmpanied by an adult). Child: The number f minr guests in the rm (the age fr children will vary frm htel t htel. Cnsult management t find ut the fficial age range fr children). This field defaults t zer. If rates have been cnfigured based n varying ages f the children, selecting the arrw t the right f the field will allw the user t see hw many children in each age range are expected. Select Ellipsis buttn t see the number f children in each age grup (e.g., Child 1-3 years, Child 4-12 years, Child 13+ years). N. f Rms: The number f rms required fr the guest. The field defaults t 1. If, fr example, the guest requires 2 rms, enter 2 in this field. All rms will be f the same rm type. Alternatively, if the guest requires mre than ne rm, yu may use Add On. With Add On, this reservatin duplicates, but yu can change the rm type fr the secnd (duplicate) reservatin. The number f rms entered here subtracts frm availability. Nte: When adding-n a reservatin t a single reservatin with multiple rms, the message D yu want the Add On reservatin t be fr X rms? is displayed. If yu select N, an Add On reservatin creates fr nly ne rm. If yu select Yes, an Add On reservatin creates fr the number f rms in the riginal reservatin. Xbed: The extra beds required in the rm. This may affect the rm rate, depending n the cnfiguratin f the htel s rate cdes. Cribs: The number f cribs required in the rm. This may affect the rm rate, depending n the cnfiguratin f the htel s rate cdes. Rm Type: Select the dwn arrw t display the Rm Types list f values (e.g., deluxe duble, deluxe king, standard duble, etc.). Chse a rm type frm the list. The rm type 24

25 Chapter 2 Reservatins autmatically ppulates when yu select a rate cde and rm type frm the Rate Query screen (see Rate Cde, belw). Nte: Once the reservatin saves and a cnfirmatin number generates, the number f rms entered in the Number f Rms field deducts frm the prperty s inventry f this rm type (prvided the Reservatin Type acts as Deduct frm Inventry ). RTC (Rm Type Charged). This field will generate the rm rate. When the Reservatins>Rm Type t Charge applicatin parameter is set t Y, this field is displayed. If the Rm Type field and the Rm Type Charged (RTC) fields differ, the guest checks int the Rm Type rm, but the system nly charges fr the RTC rm. This is the mst efficient way t upgrade a guest. Rm: The actual rm number the guest will ccupy. In the reservatin, this field indicates the pre-blcked rm the guest ccupies. In the Arrival screen, this field indicates the rm that the guest checks int. In the In-Huse screen, this field indicates the rm the guest is ccupying. Select the dwn arrw t display the Available Rms Search screen. The screen displays rm numbers fr the selected rm type, alng with rm features, flr number, reservatin status and current husekeeping status assciated with each. Yu may search t identify inspected rms, smking and nn-smking rms, and rms with specific features such as a particular view. Rate Cde: Select the dwn arrw t pen the Rate Query screen. Chse a rate cde and rm type fr this reservatin. Fr new reservatins, a default rate cde appears here if it is set by the Reservatins>Default Rate Cde applicatin parameter. When yu select a rate cde and rm type frm the Rate Query screen, the rm type ppulates the Rm Type filed, the rate cde ppulates the Rate Cde field, and the rate ppulates the Rate field. Whether a depsit is required r a cancellatin penalty applies may be determined by the reservatin type and/r rate cde. Fixed Rate: If a change ccurs n the rate, but nt t the rate cde, it is necessary t use this Fixed Rate feature t keep the rate frm returning t its cnfigured amunt whenever accessing this screen. When the Reservatins>Fixed Rate applicatin functin is set t Y, this field is displayed and fixed rate functinality is enabled. Nte: Fr multiple night stays, yu may set a fixed rate fr ne r mre individual nights by selecting the ellipsis buttn next t the Rate field in rder t display the Multiple Rate Cdes screen. Edit the rate amunt fr thse dates n which yu desire t set a fixed rate. Rate: The dllar amunt charged fr the Rm Type requested (r Rm t Charge if an upgrade ccurs). The currency cde t the left f the field shws the currency in which the rate displays. The rate autmatically ppulates when yu select a rate cde and rm type. (Yu may select values fr the Rate Cde and Rm Type fields individually, r yu may select a rate frm the Rate Query screen, in which case the Rm Type, Rate Cde and Rate are ppulated.) The Rate field highlights in yellw when the selected rate cde invlves a rate change during the perid f the guest s stay. Fr example, assume the rate fr the Friday thrugh Sunday perid is $150 while the rate fr the perid Mnday thrugh Thursday is $350. If the guest is staying fr 5 nights, the Rate field highlights in yellw. Select ellipsis and chse Multiple Rate Cdes t check the rates that will apply during the guest s stay. Packages: Select the dwn arrw t display the Packages screen. This screen lists any packages assciated with the reservatin, either attributable t the rate cde that has been selected r added separately t the reservatin. When a package is part f the rate cde, the package price may be exclusive r inclusive. Exclusive packages are nt included in the rate. When an exclusive package is assciated with the reservatin, a separate amunt appears under the Rate field shwing the cmbined rate plus packages price. In additin, the package cde 25

26 Chapter 2 Reservatins Opera PMS User s Guide 3.0 displays in the Packages field and inclusive packages are thse included in the rate. Yu may use the Packages screen t change whether a package is inclusive r exclusive. Blck Cde: If the guest is a member f a grup, the blck cde is the linking infrmatin fr this reservatin t the grup. Frm this screen yu may search fr the blck; frm the list f rm types available fr each night f the blck yu may then select the rm type fr the reservatin. Use the dwn arrw t display the Blck Search screen. Arrival Time: In the reservatin phase, the Arrival Time indicates the expected arrival f the guest. When the guest checks in, the system will enter the actual check-in time fr histrical purpses. Res. Type: The Reservatin Type indicates the guarantee methd, whether by 6 PM hld, credit card hld, cmpany hld, etc., and als indicates whether r nt the rms assciated with this reservatin deducts frm inventry and availability. Fr new reservatins, a default reservatin type appears here if it is set by the Reservatins>Reservatin Type applicatin setting. Opera stres availability infrmatin by reservatin type; yu can see hw many f the expected arrivals are guaranteed fr a 6 PM check-in, guaranteed fr a late check-in by credit card, nnguaranteed, etc. Whether a depsit is required r a cancellatin penalty applies may be determined by the reservatin type and/r rate cde. Market: The market cde breaks dwn all rm revenue assciated with this reservatin fr accunting and statistical purpses. This field cllects infrmatin fr statistical reprts. Generally the Market Cde attaches t the Rate Cde and shuld nt adjust. Surce: Infrmatin regarding the surce f the reservatin (r hw the bking came t the prperty) indicates in the Surce field. Sme examples might be GDS, Walk In, Sales Office, Referral frm Sister Prperty, r any ther apprpriate entry. This field cllects infrmatin fr statistical reprts. Origin: Generally used in htels using GDS r CRS. Chse a categry f business channel (e.g., central reservatins ffice, GDS members) frm which this reservatin riginated. Crss reference reservatin rigins with reservatin surces fr statistical purpses (fr example, t see hw many guests made a reservatin via GDS slicited by a direct mail prmtin). Payment: The methd f payment used t guarantee this reservatin. This is usually a required field. Select the dwn arrw t display the Payment Methds list f values. Chse a payment methd (e.g., Visa, Master Card, American Express, cash, check, direct bill) frm the list. When yu cllect an advanced depsit, accept a payment, r check ut this guest, Opera autmatically defaults t this payment methd. When the Reservatins>Payment Types Per Windw applicatin functin is set t Y, multiple payment methds can be made fr a reservatin. If mre than ne methd is applied, the backgrund f the Payment Methd field will be yellw and an ellipsis buttn displays beside the dwn arrw. Select the ellipsis buttn t view r edit the Payment Methds screen (See Multiple Payment Methds fr details). If yu select a credit card payment methd, Opera prmpts yu whether yu wish t add the credit card number t the guest s prfile. If yu select "Yes", the credit card number yu enter in the Credit Card N field and the expiratin date yu enter in the Exp. Date field will be stred in the guest s prfile and will be available when the guest makes reservatins in the future. The Prfiles>Prfile Credit Card applicatin functin cntrls whether r nt yu are prmpted t add the credit card infrmatin frm the prfile. When the IFC>CC Number Nt Mandatry Fr Reservatin applicatin parameter is set t Y, a credit card number and expiratin date are nt mandatry when making r changing a reservatin with a credit card payment methd, nr is a credit card number required when checking the guest in r while the guest is in-huse. In additin, when this ptin is set, n credit authrizatin perfrms at check in r by end f day rutines. 26

27 Chapter 2 Reservatins Nte: When the guest chses t pay by credit card, yu may skip the Payment field and g directly t the Credit Card N. field t enter the credit card number. Opera will autmatically select the apprpriate payment methd. Credit Card Number: Enter the guest s credit card number in this field. This field is mandatry if yu select a credit card payment methd in the Payment field. When the guest makes a payment at check ut, the payment methd defaults t the credit card number n the reservatin. (The guest can select a different credit card number r a different payment methd altgether.) Shuld the guest chse t pay by credit card at check ut, nly the last 4 digits f the credit card number display; the remainder f the numbers mask with X s. Expiratin Date: The expiratin date as listed n the credit card. CRS Res. Number: The cnfirmatin number frm a central reservatin system, if applicable. Depending n the CRS, this number may be aut-ppulated when the reservatin riginates frm a central reservatin system. Apprval Cde: Once the guest has checked in with a credit card, the system will send ut fr bank apprval f funds. The apprval cde returned will be viewable n the reservatins screen. This field is nt editable, nly viewable. Apprval Amunt: The amunt f mney apprved by the bank fr this guest s stay. Suite With: The rm number fr rms cnnected t the rm identified in the Rm field, if applicable. Cnfirmatin: Select this check bx t prepare a Cnfirmatin Letter via fax, , r print fr a new reservatin. This bx is autmatically checked if the Reservatins>Cnfirmatin Letter applicatin parameter is set t Y. Fr new reservatins, the Cnfirmatin check bx n the Reservatin screen is editable. If the user selects the check bx (r if it is selected by default via the Reservatin>Cnfirmatin Letter applicatin parameter), the Cnfirmatin screen autmatically appears fr the user t request t send the cnfirmatin letter. When a reservatin is updated, the reservatin screen will shw a grayed-ut Cnfirmatin check bx, either checked (if a cnfirmatin letter was requested) r unchecked (if a cnfirmatin letter was nt requested), as apprpriate. If n cnfirmatin letter generated, the Cnfirmatin buttn frm the Reservatin Optins menu accesses the Cnfirmatin screen and requests a cnfirmatin letter. When the user returns t the Reservatin screen, the Cnfirmatin check bx, ntice the selected check bx is gray. When a guest cancels their reservatin, a cnfirmatin letter can nw send t them. Guest Balance: The amunt f mney the guest currently wes. In the case f a depsit, a negative sign will indicate a credit balance. Disc. Amt./%: Enter an amunt (in the first field) and/r a percentage (in the secnd field) t reflect a discunt n the rate. The Rate field is adjusted by the amunt and/r percentage entered. If bth an amunt and percentage exists, the percentage discunt calculates first, and the discunt amunt subtracts frm the adjusted rate. (A negative amunt and/r negative percentage apply t the rate.) Fr example if the rate is $300 and yu enter an amunt f $50 and 10%, the rate adjusts t $220. (300-30)-50=220. Nte: When a rate cde is assigned t the reservatin, the Discunt Amunt, Discunt %, and Discunt Reasn fields are available if the Discunt check bx is selected n the Rate Setup screen s Rate Header tab (System Cnfiguratin>Rate Management>Rate Classificatin>Rate Cde). If the Discunt check bx remains unselected, yu may nt edit these fields. If a reservatin exists with a discunt applied, and yu select a new rate which des nt supprt discunts, the discunt amunt and/r percentage values remve and the applicable fields gray ut. Fr multi-rate reservatins, the rate cde n the arrival date determines whether a discunt 27

28 Chapter 2 Reservatins Opera PMS User s Guide 3.0 may be applied. Reasn: If yu ffer a discunt amunt r discunt percentage, enter a reasn in this field. Chse a Reasn frm a pre-cnfigured list entered by htel management. Specials: Select the dwn arrw t display the list f Feature Cde Values. Check ne, multiple, r all special requests (e.g., fam pillws, crib, rllaway, extra twels) frm the list. If yu select any specials, Opera prmpts yu t indicate whether yu wish t add these t the guest s prfile fr this prperty. Cmments: Select the dwn arrw t display the Reservatin Cmments screen. Use this screen t enter new cmments and t review all cmments assciated with this reservatin. If ne r mre reservatin cmments are assciated with this reservatin, the Cmments lamp appears in the lwer left sectin f the Reservatin screen. The mst recently entered cmment appears in this field. There are three types f cmments: Reservatin Cmments these cmments appear at any time this reservatin is accessed prir t the guest s arrival. In-Huse Cmments these cmments appear nce the guest checks int the htel. Cashiering Cmments these cmments appear in the guest fli screen, nt n the reservatin screen. Nte: When creating a new reservatin, if Reservatin-type cmments exist n the guest s prfile and the Prfiles>Reservatin Cmments applicatin parameter is set t Y, the system will autmatically cpy the cmments t the new reservatin. Delete cmments if yu d nt wish t keep them n the reservatin. Prmtins: When the Membership>Prmtins Mdule applicatin parameter is set t Y, this field is displayed. Select the dwn arrw t display the Prmtins list. Prmtins (e.g., Fall Hliday, Super bwl Sunday, Buy One Get One Free) that are currently available display n this screen. Select ne, multiple r all prmtins frm the available prmtins list. Item Inv.: Inventry items (fr example, extra beds, cribs, recreatinal equipment, audi-visual hardware, and s n) attach t a reservatin thrugh a package r thrugh the rate cde. If s, the items display in this field. Yu may als attach inventry items t the reservatin manually. T d s, select the dwn arrw t pen the Item Inventry screen. This field is available when the Reservatins>Item Inventry applicatin functin is set t Y. Certain items may have traces assciated with them when cnfigured. If s, the traces autmatically attach t the reservatin. Alng the bttm f the screen the fllwing view-nly infrmatin displays: Created By: this is the Opera user ID that created this reservatin On: The date this reservatin generated. Updated By: The user wh last updated the reservatin On: The date that the reservatin last updated. Refresh Rates and Multiple Rates When yu right click with the muse n the ellipsis buttn next t the Rate field, an ptins menu appears. 28

29 Chapter 2 Reservatins Refresh Rates: Select this ptin t make sure yu are displaying the mst current rate infrmatin, particularly when yu are updating an existing reservatin. Fr example, if the rate amunt changes frm $100 t $150, new reservatins bks at the new rate f $150. Hwever, if yu wish t update an existing reservatin made befre the rate change, yu wuld use this ptin t refresh the rate t reflect the current amunt. Nt nly rate amunts, but ther rate cde details, such as changes t packages assciated with the rate cde, refresh as well. Multiple Rate Cdes: Select this ptin t see the Multiple Rate Cdes screen. This screen shws the individual rates fr each night f the guest s stay. Yellw highlighting indicates that there is a rate change ver the curse f the stay. (Rate cdes may change ver the curse f the guest s stay. Fr example, a guest traveling n business may spend the first tw nights f his r her stay at a crprate rate. If the guest decides t stay an extra night fr persnal reasns, he r she may change t a rack rate fr the final night; in this scenari, multiple rate cdes will apply t the stay.) T Enter Multiple Rates n a Reservatin: Select the gray bx t the right f the Rate field and select Multiple Rate Cde t view details. Highlight the desired date fr a Rate Cde change and select Edit. Select the drp dwn arrw next t Rate Cde t view availability fr alternate Rate Cdes fr the selected date. Select an available Rate Cde fr the same Rm Type reserved and select Res. t return the selectin t the reservatin. Select "Yes" t update the Market Cde. Select "Yes" t update the Surce Cde. Nte the newly changed Rate Cde and Rate Amunt fr the Daily Element f Multiple Rate Cdes. Select OK t save changes. 29

30 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Nte the newly changed Rate Cde that indicates a rate change in effect by the yellw highlight. Select OK t save changes and return t the main reservatin. Select OK t respnd t the warning message. Nte the yellw highlight in the Rate Cde, Rate, Market, and Surce fields indicating that each f these categries will change during the duratin f the guest s stay. The displayed fields always default t the arrival date s rate elements. Be sure t save changes befre exiting the reservatin Mre Fields Tab Frm the Reservatin screen it is pssible t access a secndary screen that hlds additinal reservatin infrmatin. T d s, select Mre Fields directly abve the Arrival Date field. 30

31 Chapter 2 Reservatins The Mre Fields Screen The Mre Fields screen cntains psting, tax and transprtatin infrmatin. It is als a screen custmizable fr a htel r cmpany, s it may appear quite different in each htel. If the screen varies frm the belw cnfiguratin, htel management will explain the use f the Mre Fields screen. N Pst: This field checks autmatically depending n the frm f payment in the reservatin. If the frm f payment is cash r check, the htel generally requests that n autmatic pstings pst t a guest s accunt unless a substantial depsit exists n the rm. If the N Pst field is checked, the telephne interface will nt be activated fr ut-ging calls, the restaurants will nt be able t pst restaurant checks t rm charge, mvies will nt be activated and any ther interfaces that pst charges. Print Rate: If this bx is checked, the rate prints n any cnfirmatin letters r registratin cards. Sme rate cdes are cnfigured D Nt Print autmatically, particularly in the case f whlesale rates. Check this field fr individual reservatins as well. Vide Check Out: If yu allw the guest t use vide check ut, check this field. Like N Pst, this field activates depending n the payment methd. If the guest has sufficient credit at the desk, and if yu cllect a credit card at check in, the Vide Check Out ptin activates. Generally, d n allw this ptin with cash r check payment types. C/O Time: This field indicates the guest s check ut time. Make an entry in this field while the reservatin is in reserved r in-huse status; hwever the system verwrites it with the actual checkut time at the guest s departure. This will register the actual check ut time in histry. Tax Type: If the guest is exempt frm sme r all taxes, setting the tax type in the reservatin determines which taxes, if any, pst t the guest s flis. Exempt N.: If the guest is tax exempt, accunting generally requires a tax-exempt number frm the exempt rganizatin. Enter that number in this field. Pickup Req d: If the guest requires transprt frm the airprt, train statin, bus terminal r shipping prt, a yes indicatr in this field will generate infrmatin n a transprt reprt. 31

32 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Transprt Type: The Transprt Type indicates the type f transprtatin that the guest will require, whether it is shuttle, taxi, limusine r any ther type f transprt prvided r rganized by the htel fr arrival. Arrival Date: The date the guest will arrive at the city. Pickup Time: The time t pick the guest up at the statin. Drp ff Req d: If the guest requires transprt t the airprt, train statin, bus terminal r shipping prt, a yes indicatr in this field will generate infrmatin n a transprt reprt. Transprt Type: The Transprt Type indicates the type f transprtatin that the guest will require, whether it is shuttle, taxi, limusine r any ther type f transprt prvided r rganized by the htel fr departure. Departure Date: The date the guest will depart frm the city. Drp ff Time: The time t drp the guest ff at the statin Reservatin Optins The Optins buttn frm the Reservatin screen cntains a large number f functins t custmize a reservatin fr a guest. Optins are available frm the Reservatin screen r frm the Reservatin Search screen. Accmpanying: This ptin adds a guest t a reservatin withut pening a fli r allwing separate billing fr the guest. T use this ptin, Select Attach and either lcate r create a prfile fr the accmpanying guest. This prfile will remain n file in the htel; hwever, the accmpanying guest will nt have a separate fli while in the htel. Use this instead f the Shares functin if very simple shares situatins exist. Add On: This ptin creates a cpy f the guest reservatin. Selecting Add On will create a new reservatin with all the same attributes as the riginal. Sme uses fr Add On reservatins are t create a secnd reservatin fr the same arrival and departure dates very easily. Once 32

33 Chapter 2 Reservatins created, the guest s prfile changes t anther. Anther use fr an Add On reservatin is t create a reservatin fr the same guest fr the future. Once the Add On reservatin creates, the arrival date changes and the reservatin is cmplete T Create an Add On Reservatin: Frm a cmpleted reservatin, select Optins in the lwer right-hand crner f the screen. Frm the Reservatin Optins, select Add On. Select "Yes" t create the Add On. Make any necessary mdificatins t the new reservatin; select OK t save changes and receive a new cnfirmatin number. Select OK t the cnfirmatin number message; the new reservatin windw will clse. Agent/Cmpany: This ptin attaches additinal prfiles t the reservatin. Travel Agent, Cmpany, Grup r Surce prfiles can be lcated and attached using this feature. There is n difference n the reservatin if the prfiles are attached using Agent/Cmpany than if they were attached t the main Reservatin screen. When setting up charge ruting, access t additinal prfiles is quicker frm this ptin. Alerts: Alerts generate messages t appear at varius times in the life f the reservatin. Cnfigure alerts fr a pre-blcked rm t appear every time yu access the reservatin prir t check in t warn users nt t change the rm blcked. Cnfigure anther alert t appear at check in t lcate the Frnt Office Manager fr a VIP arrival, r t cllect a vucher needed at check in. Als, cnfigure an alert at check ut t remind users t cllect safety-depsit-bx keys. T Add an Alert t a Reservatin: Frm either the Reservatins Search Results screen r the In-Huse Guest Search results screen, lcate the desired reservatin r guest. Highlight the guest and select Optins. Select Alerts. Select New t add a new Alert. Click n the drp dwn arrw t select the Cde. Highlight the apprpriate Alert and select OK. Click n the drp dwn arrw t highlight and select the Area r department fr the Alert message t display n the reservatin. Check-In alerts display when the Frnt Desk accesses the arrival; Checkut alerts display when the Cashier accesses a due-ut guest fli; Reservatin alerts display when accessing the recrd in Reservatins. Select Save t save the Alert. Be sure t save changes t the reservatin befre exiting. Billing: This ptin appears nce the guest checks in and allws the user t access the guest fli while wrking with the reservatin. All nrmal functins f the Billing screen are available by accessing this ptin, depending n user rights. Changes: Any updates r changes made t a guest reservatin are lgged and available fr view. Each change t the reservatin tracks as well as the agent making the change, the time and the date. This ptin helps t track histry f infrmatin n a guest reservatin. Cnfirmatin: Frm this ptin, send cnfirmatin letters t the guest r t any ther prfile attached t the reservatin. Depending n the cnfiguratin f the htel s netwrk, the cnfirmatin letters may be printed, faxed r ed. Als, custmize fr an individual frm this ptin. 33

34 Chapter 2 Reservatins Opera PMS User s Guide 3.0 T Add and Send a Cnfirmatin Letter: Frm a cmpleted reservatin, select Optins in the lwer right-hand crner f the screen. Select Cnfirmatin frm the Reservatin Optins. Highlight the Cnf. Name t send and select OK. Click n the drp dwn arrw next t Address, , r Fax t select frm available directry infrmatin. Highlight the apprpriate address t deliver the Cnfirmatin t and select OK. If yu need an alternate address, , r fax, highlight the New Address, New , r New Fax line t initiate the creatin f new directry infrmatin. Place an X in the field under the preferred delivery methd, and select Send. Print jbs send t the wrkstatin s designated printer fr Cnfirmatins; Fax and pen the apprpriate prgrams fr delivery. Nte the Successful Status fr the printed Cnfirmatin. Select Clse t return t Reservatin Optins, then Clse t return t the main reservatin. An alternate way t initiate the printing f a Cnfirmatin Letter is t check the Cnfirmatin bx when creating a new reservatin. Once a Cnfirmatin Number is given, the Cnfirmatin screen will autmatically appear. Credit Cards: Make changes r updates t the credit card authrizatin infrmatin frm here. When Opera installs in an existing htel, entering the manual authrizatin infrmatin frm the previus system makes the guest s check ut g much mre smthly. The htel als has a default calculatin fr authrizing credit cards, generally the number f nights multiplied by the rate plus either a flat sum r a percentage fr taxes and incidentals. There are ccasins when this calculatin will ver-authrize a card, s the ptin t manually change the expected authrizatin is included here. Finally, if a guest bill exceeds the amunt pre-authrized, btain additinal authrizatin using this ptin. Delete: The Delete ptin will delete the reservatin entirely frm the database. D n use this ptin t replace the cancel ptin, and is generally cntrlled thrugh User Rights. Depsit: The Depsit ptin psts an advance depsit n a guest s reservatin. The depsit ptin may als pst a depsit request schedule r t pst a depsit payment n the reservatin. The depsit request schedule mst ften applies t large grup psting master depsits, but is als fr individual reservatins as well. If a depsit schedule rule exists n the rate cde r the guarantee type n the reservatin, the depsit request enters n the reservatin autmatically, therwise enter a depsit request manually. T Enter a Manual Depsit Request: Select Depsit n the Optins screen f a reservatin. Select New t enter a Depsit Request. By clicking n the drp dwn arrw next t Type, select the type f depsit requested. Cmplete the remaining Depsit Request infrmatin, and select OK. Percentage input will reflect n the Depsit Amunt requested (i.e. 50% f $ wuld result in an actual Depsit Amunt f $74.50). T Enter a Depsit Payment: Select Pst Depsit t pst a cllected advance depsit. Lg int yur Cashier by entering yur Passwrd; select Lgin. Click n the arrw t select the Payment Methd f the advance depsit. Select the apprpriate Payment Methd and select OK. After entering the Amunt, click the arrw t select the Reservatin Type. Highlight the apprpriate Reservatin Type and select OK. 34

35 Chapter 2 Reservatins Select OK t cmplete psting the advance depsit. Fixed Charges: The Fixed Charges ptin is used t pre-set autmatic pstings n a reservatin. These charges pst immediately after the Rm and Tax pstings during the End f Day (Night Audit) Sequence. Sme examples f fixed charges might be extra bed charges, parking charges, refrigeratr rentals r any ther charge that autmatically psted n a nightly basis. Fixed charges can als pst n a weekly r mnthly basis as well, and as a result can pst weekly r mnthly rental fees. T Enter Fixed Charges: Frm a Reservatin Optins, select Fixed Charges. Select New t enter a fixed charge. Dates will default t riginal reservatin dates f stay. Highlight the desired Transactin Cde fr the Fixed Charge and select OK. Cmplete the Amunt, Quantity, as well as psting frequency and select OK t save. Select Clse t return t the Optins menu. Select Clse frm the Optins menu t return t the main Reservatin r Reservatin Search screen; be sure t save changes befre exiting. Histry: Find infrmatin n previus guest stays in the Reservatins Optins screen. Access Guest Histry stred in the prfile either thrugh the prfile r thrugh a reservatin. The stay inf screen displays arrival and departure dates frm previus stays, as well as fli histry fr this guest printable frm this screen. The Revenue screen displays all accumulated revenue divided int the htel s cnfigured revenue buckets. Lcatr: Lcatrs alert all users t a guest s lcatin fr transferring telephne calls r fr quick access. Use Lcatrs if a guest will be ut f the rm, but wishes t have calls transferred t a different lcatin in the htel. Als, use Lcatrs if a guest s rm is nt ready at check in and the guest will need t be lcated nce the rm is ready. T Enter a Lcatr n a Guest s Reservatin: Frm a cmpleted reservatin, select Optins in the lwer right-hand crner f the screen. Lcatrs nly apply t guests arriving n the current day r checked in guests. Select Lcatr. Select New t enter a new lcatr. Enter the Begin Date fr the lcatr and the End Date fr the lcatr. Enter the Begin Time and End Time fr the lcatr. On the right side f the screen, highlight the lcatin the guest will be. Enter that text in the space at the bttm f the screen, if needed. Select Save when finished. Messages: Enter text messages n a guest s reservatin. In mst htels, this will activate the message light n the telephne in a guest s rm indicating that a message is waiting. Once yu deliver a message t a guest, it must be marked as received t inactivate the message lamp in the rm. T Enter a Text Message fr a Guest: Select Messages. Select New t create a new message. Input the caller s Name, Title, and additinal infrmatin, then select the drp dwn arrw next t Message Text t select frm pre-defined messages. Select the pre-defined message desired by highlighting, and select OK t save. 35

36 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Once the return Phne N. exists, press the [Tab] key t mve the message infrmatin int the text bx n the right. Enter any additinal message text and select Save. Select "Yes" t send the message t the guest. This will turn the message light n in the guest rm. T print the message fr delivery t the guest rm, select Print n the highlighted message. Input the Number f cpies and select OK t print. Nte the Message lamp n the reservatin screen indicating that a message is waiting fr delivery. T mark a message as received by the guest, highlight the message and select Received. This will turn ff the message light in the guest rm. Nte the Received message indicatin with date and time f delivery. Package Optin: The Package Optin is a tl fr frnt desk users and managers t research hw much a guest cnsumed f a package element. Package elements such as breakfast have an upper limit t the amunt f mney a guest may cnsume. Abve that pre-determined allwance, any further charges will pst n the guest s bill. The package ptin displays the allwance amunt, the amunt cnsumed by the guest and the verage, which psts n the guest bill. Each day the package element is valid displays separately. Party: Entering mre than ne rm n a reservatin creates party reservatins. A reservatin with multiple rms and a single cnfirmatin number can split t multiple rms and multiple cnfirmatin numbers. Once split, party reservatins are lcated by selecting the riginal name n the reservatin. All party reservatins, regardless f the name n the reservatin at check in display when a searching by Party name. T Create Party Reservatins: The initial reservatin must have mre than ne rm entered in the N. f Rms field. Frm the Reservatin Search results screen, highlight the primary reservatin t begin the party, and select Optins. Select Party. T split a multiple-rm reservatin int tw separate reservatins within the party, highlight the reservatin and select Split. Select "Yes" t cpy payment details frm the riginal reservatin t all split reservatins; select N t enter a unique payment fr all split reservatins. Select Jin Party t jin guests int a party with this guest. Search fr a guest t jin the party by entering the Guest Name and pressing the [Tab] key t initiate the search. Once the guest is lcated, highlight the reservatin and click Select. Nte the newly jined guest t the Party and either select Jin Party t cntinue adding additinal guests, r OK t save changes. T change a guest frm ne party t anther, highlight the desired reservatin and select Chg. Party. Select the new Party fr the reservatin t belng t and select OK. Once all additins cmplete the Party, select OK t save changes. Nte the PARTY: Name indicating the selected guest belngs t a party f reservatins. Use this t lcate all party reservatins tgether frm a Reservatins Search screen. Rate Inf: Rate Inf displays the breakdwn f rm charge, tax and any package elements that are included in the guest s rate. This infrmatin displays in the lcal currency, but changes t display in any currency fr which the htel has an exchange rate cnfigured. T Display Rate Infrmatin: 36

37 Chapter 2 Reservatins Frm the Reservatin Search Results screen, highlight the desired reservatin and select Optins. Select Rate Inf. Nte the daily breakdwn f Rm Revenue, Tax, Package Summary, and the Ttal fr each day. The Grand Ttal estimated fr the entire reserved stay is lcated in the lwer right-hand crner f the screen. T view transactin details fr a specific date, highlight the date and select Details. Daily Rate Details indicates the exact estimate f transactins t pst t the guest fli including ttals fr revenue and nn-revenue pstings. Be sure t save any changes t the reservatin befre exiting. Register Card: Registratin Cards print fr a guest at check in r prir t arrival. A registratin card can print fr a guest at any time frm the mment the reservatin exists until the day the guest checks ut. T Print a Registratin Card: Frm the Reservatin Search screen, lcate the desired reservatin and highlight; select Optins. Select Register Card. Place an X next t the type f Registratin Card t print; select Print. Be sure t save changes befre exiting the reservatin. Unless yu pre-assign a rm number fr the guest, the Rm Number field will be blank n the registratin card. Rm Mve: The Rm Mve ptin is nly available after the guest checks int the rm. Prir t check in, selecting a different rm number in the Rm field n the reservatin can easily change a pre-blcked rm. After check in, use Rm Mve as the husekeeping status must update and all guest infrmatin must transfer autmatically t the new rm number. T Mve a Guest t Anther Rm After Check In: Frm the In-Huse Guest Search results screen, highlight the desired rm and select Optins. Select Rm Mve. Click n the drp dwn arrw next t Mve t Rm field. The rm number that appears is the current rm number ccupied. Chse an alternate rm frm the Available Rms Search screen and select OK t save. Select OK t save the Rm Mve. Depending n yur htel s plicy, select the return Husekeeping status fr the initial rm. Generally, if the guest has nt arrived, give the rm the mst available status (i.e. Inspected r Clean). If the guest arrived and ccupied the rm fr a shrt length f time, use the Pickup status. If the guest ccupied the rm fr a lnger length f time, use the Dirty status. Clse frm the Reservatin Optins and nte the newly changed Rm number fr the guest. Ruting: Setting up charge ruting can be a great time-saver when checking ut a guest. If charges are ruted crrectly, guest cmplaints at the desk may be prevented and a much faster check ut time. Charges can be autmatically separated n a guest s fli, r can be mved ff the guest s fli altgether t a psting master r anther guest rm. T Enter Charge Ruting Instructins n a Reservatin: 37

38 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Frm the Reservatin Search results screen, highlight the desired reservatin and select Optins. Select Ruting. Select t setup a new ruting instructin. T rute charges frm ne rm t anther, select Rm Ruting; indicate whether the instructins apply fr the Entire Stay r Other Dates (i.e. partial dates). Click n the drp dwn arrw t select the Rute t Rm t rute charges t. Select the transactin cdes t rute by marking them with an X and chse Select. Once the transactin cde selected appears at the bttm f the screen, select OK t save. T save the Ruting Instructins, select OK. Nte the newly created Ruting Instructins fr this guest. Select Clse t return t the reservatin and be sure t save changes befre exiting. T set up ruting f charges frm ne fli windw t anther, select the Windw Ruting ptin and dates. Enter the Guest Name r Rm Number and press the [Tab] key t initiate a search. Highlight the desired guest and select OK. Select the transactin cdes t rute by marking them with an X and click Select. Once the transactin cde selected appears at the bttm f the screen, select OK t save. Select the Windw N. in which the ruted charges shuld appear. T rute charges t anther prfile name (i.e. a Cmpany Prfile), select the drp dwn arrw next t the Rute t Name field. Highlight the available Prfile name t rute charges t and select OK. If n additinal prfile name exists n the reservatin, the Prfile Search Screen will appear allwing the search f an existing prfile r the creatin f a new ne. Once cmplete, select OK t save changes. Shares: Sharing rms is a cmmn ccurrence in a htel, hwever it can be tricky t separate ut charges and be sure that we charge each guest the prper amunt. It can als be a difficult situatin if the guests arrive r depart n different days. T Create a Shared Reservatin: Frm the Reservatin Search results screen, lcate the desired reservatin and select Optins. Select Shares frm the Reservatin Optins screen. Nte the existing reservatin infrmatin and select Cmbine. Select Frm Prfile and select the drp dwn arrw t select the prfile name t share. Search fr an existing prfile, r create a New Prfile if ne des nt exist. Once yu chse the prfile, select OK t submit the new name fr sharing. Select OK t cnfirm cmbining the tw guest names n the reservatin. Select "Yes" t cpy payment details frm the primary reservatin t the share-with reservatin. Select N if a methd f payment will be unique fr the share-with reservatin. Nte the tw prfile names n the reservatin and their Nightly Rate Details. (Each guest pays full rate fr ne rm). T indicate the primary guest as paying full rate n the reservatin and the share-with paying zer, highlight the paying guest and select Entire. Nte that the secnd guest name is nw a zer rate and the primary guest is paying full rate. T resume the status f bth guests paying full rate, select Full. T evenly split the rate between all guests, select Split. Nte the Share Amt. evenly split between bth guests. Once yu decide the rate structure, select OK t save changes. Nte the riginal reservatin nw indicates a Share with guest name and Share lamp. 38

39 Chapter 2 Reservatins Be certain t save changes befre exiting the reservatin. T Cmbine Tw Existing Reservatins in a Share: Frm the Reservatin Search results screen, lcate the desired reservatin and select Optins. Select Shares frm the Reservatin Optins screen. Nte the existing reservatin infrmatin and select Cmbine. Select Frm Reservatin and click n the drp dwn arrw t select the reservatin t share. Search fr the existing reservatin cmbine by entering Guest Name and pressing the [Tab] key t initiate the search. Once yu find the reservatin, highlight it and click Select t cmbine the tw reservatins int ne sharing reservatin. Select OK t cmplete the jining f the tw reservatins t share. Bth reservatins retain their existing Opera cnfirmatin number and are searchable by either number. Thse htels with a CRS will generally send a cancellatin t the reservatin that is nt primary. Nte the tw prfile names n the reservatin and their Share Amt. (paying full rate fr ne rm). T indicate the primary guest as paying full rate n the reservatin and the share-with paying zer, highlight the paying guest and select Entire. Nte that the secnd guest name is nw a zer rate and the primary guest is paying full rate. T resume the status f bth guests paying full rate, select Full. T evenly split the rate between all guests, select Split. Nte the Share Amt. evenly split between bth guests. T Break a Shared Reservatin: Frm the Reservatin Search results screen, highlight ne f the sharing reservatins and click n the Share lamp in the lwer left-hand crner Select Break Shr. t separate the reservatins. Select OK t check the turndwn status. (This is a reminder that if a turndwn request exists n a share rm reservatin, it is best t address the separate reservatins at this pint fr that feature.) Nte the primary reservatin is n lnger sharing with any guest. Select OK t save changes The secnd reservatin is nw with a reservatin status with an individual rm f its wn and a unique Opera cnfirmatin number. Fr htels with a CRS, a new cnfirmatin number generates fr the secnd reservatin. Traces: Traces placed n a guest reservatin print n daily trace reprts fr htel management. They are an excellent way t autmatically cmmunicate between departments t handle special guest requests r instructins. Traces cmmunicate the need fr direct bill authrizatin, transprtatin t r frm the airprt, VIP amenities r rm features r special husekeeping tuches. T Enter a Trace n a Reservatin: Frm the Reservatin Search r In-Huse Guest Search results screen, highlight the desired guest and select Optins. Select Traces. Select New t add a new Trace. Select the Department t send the trace t by placing an X t the left. If any Trace Texts exist fr that department, yu may highlight the text t send Enter any additinal instructins r manual trace infrmatin in the Text field. 39

40 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Select Save t save and create anther trace; select OK t save and clse. Nte the Trace lamp n the reservatin. T reslve the trace, highlight the applicable trace and select Reslve. Reslve All will cmplete all traces and reslve fr the entire recrd. Nte the reslved trace with date and time stamps. Select Clse t exit the Traces functin. Wait List: In an verbked situatin fr the htel fr a date r range f dates, reservatins placed n wait list cntinue t generate a cnfirmatin number, but the guest des nt have a guaranteed rm. Wait listed reservatins will nt figure int availability figures and are nt cnsidered t be deducted frm inventry. Managing wait-listed reservatins includes being able t priritize the reservatins returning t reserved status, and canceling reservatins that will nt be able t be placed. T Create a Reservatin Fr the Wait List: Once the reservatin is cmplete, a cnfirmatin number will appear. This shuld nt be given t the guest will indicate that the reservatin will be ready fr them upn arrival. Select Optins frm the main Reservatin screen. Select Wait List. Enter the Wait List Reasn. Enter the Wait List Pririty fr this reservatin. Enter the guest s Telephne Number fr future reference. If any further infrmatin is required, type that infrmatin in the space at the bttm f the screen. The reservatin is nw n the wait list. Mving reservatins ff the wait list and back t reserved status will be cvered in sectin 2-3 Wake Up Call: T set, views, and delete wake up calls, fr ne r mre individual rms r fr blcks f rms, select the Wake Up Call ptin frm the Reservatin Optins menu. This ptin is available nly fr checked in guests. T Set a Wake Up Call fr a Guest Frm the Reservatin Search r In-Huse Guest Search results screen, highlight the desired guest and select Optins. Select the Wake Up Call ptin. T set a single wake up call, select Date. Select Next t cntinue. Enter the Rm N(s), the Date and the Time fr the wake up call. Select Set when finished. T set a Wake Up Call fr multiple days, select Daily. Select Next t cntinue. Enter the Rm N(s), the Frm Date and T Date and the Time. Select Set when finished. T set a wake up call fr every member f a grup, use the ptin Set Blck Wake Up Calls. Enter the blck cde in the Blck Name field, begin and end date fr the calls and the time. Select Set t cntinue. T view all current wake up calls entered in the PMS, select View Wake Up Calls. Enter any filter criteria needed and select View. All current Wake Up calls display. T print a list fr manual calls, select Print. 2.2 Update Reservatin 40

41 Chapter 2 Reservatins Reservatin Search The Reservatin Search screen prvides a wide variety f ptins t lcate existing reservatins. The mst cmmn search fields are the guest name r cnfirmatin number, but many mre ptins are available. Use any f the search fields t lcate the reservatin and select Search. Only type the first few letters in a field t generate a search. If nly knw a prtin f the name, using the % sign befre the letters generates a partial name search. Fr instance, if the name Jhnsn is t be lcated, typing %sn will lcate all names that include the letters sn in the name. In any field with an arrw t the right, place the cursr in the field and press [F9] t pen. 41

42 Chapter 2 Reservatins Opera PMS User s Guide 3.0 New: The New buttn will begin a new reservatin. All nrmal prcedures fllw the Rate Query screen appears first, fllwed by the Rate Grid and the Reservatins screen. Check In: This ptin will check in the guest verifying nly the rm number and the methd f payment. Use this when checking in psting masters r internal huse accunts but nt when checking in htel guests. Edit checks in htel guests and the entire Reservatin screen displays; verbally verify all stay infrmatin with the guest fr accuracy. Cancel: If the guest has called t cancel the reservatin, this ptin will initiate the cancellatin. The rm returns t available inventry and a cancellatin number generates. Once the reservatin cancels this buttn reads Reinstate and reinstates the reservatin if needed. T Cancel a Reservatin: Frm the Main Menu, select Reservatins, then Update Reservatin. Enter search criteria (i.e. Last Name, Cnf. N) and select Search r Advanced fr mre search criteria. Highlight the reservatin and select Cancel. Click n the drp dwn arrw t select frm a list f Cancellatin Reasn chices. Highlight the apprpriate Cancellatin Reasn and select OK. Yu may cmplete the cancellatin by adding any additinal pertinent details in the white text bx; select OK t finish. An Opera Cancellatin Number generates; select OK t exit. If a CRS is the main reservatin database, a CRS generated cancellatin number will appear. Nte the CANCELLED status n the reservatin. T Reinstate a Cancelled Reservatin: 42

43 Chapter 2 Reservatins T reinstate a cancelled reservatin, simply select Reinstate. When reinstating, the main Reservatin screen will appear allwing any changes t accmmdatin r guest infrmatin; nce cmplete, select OK t save changes. Reinstated reservatins d nt generate a new Opera Cnfirmatin Number but typically generate a new, unique CRS number. Prfile: The Prfile buttn ffers access t the guest prfile fr updating r viewing infrmatin. See sectin 2-6 fr cmplete infrmatin regarding guest prfiles. Optins: All reservatin ptins are accessible frm the Reservatin Search screen. See sectin fr cmplete infrmatin n all reservatin ptins. Edit: The Edit ptin displays the cmplete reservatin screen and allws access t all infrmatin fr updates. See Sectin fr a cmplete discussin f all the fields n the reservatin screen. Search: The Search ptin will refresh the Reservatin Search screen fr the next reservatin search. 2.3 Waitlist The Wait List feature is ptinal fr htels, and helps t manage reservatins created and set aside t wait fr availability. Once a reservatin places n the wait list, a reasn fr placement n the wait list and a pririty fr return t reservatin status accmpany the reservatin. Frm the wait list functin, a frnt ffice manager is able t view reservatins, prfiles and infrmatin t make infrmed decisins as t which reservatins t return first. A cancel functin is als included if the reservatins must be canceled rather than returned t reserved status. Search The Wait List Search screen prvides a number f ptins t lcate waitlisted reservatins. Name: Lcate the guest by typing in the guest s last name. 43

44 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Reasns: T search fr reservatins that were waitlisted fr a specific waitlist reasn, select the dwn arrw t chse the waitlist reasn. Date: Entering a date in this field will lcate all waitlisted reservatins whse stay dates crss the entered date. This means that the date field will lcate any reservatin that will be an arrival, stay-ver r due ut n the date entered. Rate Cde: If yu wish t search fr waitlisted reservatins that have a specific rate cde, select the dwn arrw t chse the rate cde. Pririty: If yu wish t search fr waitlisted reservatins that have a specific waitlist pririty, select the dwn arrw t chse the waitlist pririty. Rm Type: If yu wish t search fr waitlisted reservatins that have a specific rm type, select the dwn arrw t chse the rm type. Market Cde: If yu wish t search fr waitlisted reservatins that have a specific market cde, select the dwn arrw t chse the market cde. Cmpany: The Cmpany, if any, attached t the reservatin. Agent: The travel agent, if any, attached t the reservatin. Surce: When PMS, ORS, r ther Opera applicatins are integrated, the name f the applicatin frm which the reservatin was submitted. Grup: The grup name if the guest belngs t a grup. Phne: The primary phne number specified fr the guest whse prfile exists n the reservatin. VIP: The guest's VIP status. Prfile: This buttn will access the guest s prfile. This can be useful when checking previus guest stays, prfile ntes r VIP status f the guest in rder t make a determinatin as t which reservatins shuld return t reserved status first. Details: View and edit the Waitlist details screen. Optins: Displays nly thse ptins applicable t a waitlist reservatin. Resv.: View and edit the reservatin details. View: This buttn will access the guest s reservatin infrmatin. This can be useful when checking current stay infrmatin such as rate, discunts, reservatin cmments, and membership status r market cde. Accept Res: Using this ptin will reverse the reservatin t reserved status and remve it frm the wait list. Befre mving this reservatin, the reservatin screen displays s that yu can enter any changes t rate r rm type. Cancel: This ptin will cancel the reservatin and remve it frm the wait list. 2.4 Blcks 44

45 Chapter 2 Reservatins All Grup Business in Opera is created, maintained and updated using the Business Blck Optins. Depending n the needs f each htel, ne r mre f the ptins may be available. Optins such as the Quick Business Blck r Business Blck Search activate if the parameter is set in system cnfiguratin Business Blck Search The Business Blck Search screen lcates existing business blcks fr view r update. There are a wide number f search ptins available. All f the fields in the yellw-brdered area lcate specific grup blcks. 45

46 Chapter 2 Reservatins Opera PMS User s Guide 3.0 New Business Blck T create a new business blck, select New n the Business Blck search screen and fill ut the infrmatin needed t set up the accunt. Acct/Cm: Attaches cmpany prfiles t a Business Blck Header. When ding this, the Cmpany prfile appears n each reservatin made with this blck and the reservatin statistics fr the cmpany include all rm nights and revenue frm each reservatin n the blck. It is als pssible with a cmpany prfile attached t use the negtiated rate fr the cmpany, and if the cmpany has apprved direct billing, any charges frm the grup bill ut n an Accunts Receivable statement. Agent: Attaches Travel Agent prfile t a Business Blck Header. When ding this and a cmmissinable rate attaches t the grup and all reservatins generate travel agent cmmissins. Surce: Attaches Surce prfile t a Business Blck Header. When ding this the Surce prfile attaches t every reservatin in the grup. The surce prfile smetimes pays cmmissin t a cmpany that nt nrmally cnsidered a travel agent. Grup: A Grup prfile is required t wrk with the Business Blck Header. The Grup Prfile creates the reservatin fr the psting master, which autmatically creates prir t any reservatins made. Cntact: Attaches Cmpany cntact prfiles t a Business Blck Header. The Cmpany Cntact prfile generally belngs t the persn with the grup wh is the primary intermediary with the htel. The Cmpany cntact prfile cntains infrmatin and mailing addresses fr this persn, as it might be different frm the grup address and telephne infrmatin. 46

47 Chapter 2 Reservatins Cntact: Attaches Travel agent cntact prfile t a Business Blck Header. The Travel agent cntact prfile generally belngs t the persn with the grup wh is the primary intermediary with the htel. The Travel agent cntact prfile cntains infrmatin and mailing addresses fr this persn, as it might be different frm the grup address and telephne infrmatin. Name: The fficial name f the grup. Start Date: The first date fr ffering the grup rate. Nights: The number f nights fr ffering the grup rate. End Date: The fficial departure date fr the grup. Status: The status is generally dependant n the status f the grup cntract. The status determines whether reservatins can bk fr the grup and whether the (unreserved) alltted rms cunt in the htel s availability r nt. A grup in inquiry starting status wuld nt allw reservatins fr pickup and any rms alltted fr the grup will nt deduct frm htel inventry cunts. A Tentative grup may nt allw pickup, but may deduct alltted rms frm inventry. A Definite grup will allw pickup and all alltted rms (reserved and un-reserved) will be deducted frm inventry cunts. Market: The Market Cde defines where the rm revenue generated by this grup will be bked n a market cde reprt. Market Cdes divide rm revenue int statistically useful categries fr tracking the types f business that are using the htel. Surce: The Surce field indicates where the business generated. Sme examples f Surce cdes are: GDS, Sales Office, Sister Prperty, CRO, Repeat, etc. Owner: The wner indicates the prperty staff member (usually a Sales Manager) wh is peratinally respnsible r credited with the rms revenue fr the grup accunt. Blck Cde: The Blck Cde is the unique identifying cde fr this grup. The blck cde links all grup reservatins tgether. Res. Type: The Res. Type determines the guarantee status f the grup and links t the Status Cde. Rate Cde: If the grup rate structure fllws a standardized rate cde, enter that cde n the Blck Header and the rates default based n the riginal cnfiguratin f the rate cde. If this field is blank, it will be pssible t build rates per rm type per day fr each individual grup. Packages: If a package element is t be included fr all members f the grup, enter it n the Blck Header and it applies t every reservatin. Print Rate: If the Print Rate bx is checked, the rate will be visible fr the guest. This becmes the default setting fr all reservatins picked up frm this blck. Elastic Blck: If the Elastic Blck bx is checked, the grup can pick up mre than the alltted rms and can bk the grup rate befre and after the start and end date. If the Elastic Blck bx is nt checked, it will nt be pssible t bk mre than the alltted rms per day and it will nt be pssible t extend the days fr the grup easily. If a grup exists as nn-elastic, make it elastic n the day f arrival as it is nt pssible t separate a shared reservatin if there are n additinal rms in the blck and the frnt desk may be handicapped at check in. Suppress Rt.: If the Suppress Rt. bx is checked, the rate will nt be visible t the user. The message "Display f rate amunt is prhibited fr this rate cde" appears. 47

48 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Cutff Date: Entering a date in this field will set the date that all alltted rms that have nt been picked up will be given back t huse inventry. The cutff prcedure can be set t be autmatic during the End f Day sequence, r can be a manual peratin based n a reprt f blcks and their cutff dates. A cutff date will return all rms fr all days f the grup at ne time. Cutff Days: Cutff Days allw fr a rlling cutff. Fr a 3 day grup fr instance, 7 cutff days wuld cut ff all unused rms frm the first day f the grup 7 days ut. The next day, all unused rms frm the secnd day f the grup cut ff and s n. Fllw Up Date: used fr the htel s accunt manager t cntact the grup crdinatr fr further infrmatin. Decisin Date: This field registers the date by which the grup must make a final decisin t hld the grup at the htel. After this date, if there is n decisin, the alltted rms can release back int general inventry. Trace Cde: If the htel requires fllw up n the grup, a trace cde reminder can enter in this field fr a later date. Owner: The wner indicates the prperty staff member (usually a Sales Manager) wh is peratinally respnsible r credited with the rms revenue fr the grup accunt. Catering Details Status: A drp dwn list used t specify the status f the Catering sectin f the bking. Attendees: The maximum number f attendees at any given time during this stay. Guaranteed: Select this check bx t nte that the number in the Attendees field is the minimum guaranteed by the client. When this field is marked it affects the Event screen. Infrmatin Bard: Cpied frm the name f the bking. This field is editable and will accept all characters fr example, Micrs Systems Cnference. This infrmatin identifies this event in the Functin Agenda and prvides infrmatin fr dr cards and electrnic infrmatin bards. Fllw Up Date: A date field with a calendar attached. A Catering Manager r Crdinatr may want t use this field t systematically fllw up n this Event Grup. Decisin Date: A date field with a calendar attached. Indicates the date by which the client has agreed t make a decisin n the bking. A Catering Manager r Crdinatr may want t use this field t systematically shw when Event Grups must make a decisin. Functin Type: A free typing field where yu can define in mre detail the type f functin this is. Cntract N: A numeric nly field. Enter any ther cde identifier this Business Blck may have (External Cntract Number, Guest Referral Number). Onsite Name: A free typing field. Enter the name f the client's in-huse representative r cntact n the day f the event. This may be the same as the primary cntact n the Business Blck r it may be an alternate cntact. This field will appear n the Banquet Event Order at a later stage. 48

49 Chapter 2 Reservatins Owner: This is the Catering Manager wh is peratinally respnsible, r credited fr the Catering Revenue. Details Resv. Methd: Select an ptin t indicate hw the individual reservatins (Individual Call In, Rming List) fr this Business Blck are rganized. Rming List Due: The date when the Rming List is due. This field attaches t a calendar. Arrival Time: Enter the apprximate check in time fr the grup int this field. Departure Time: Enter the apprximate check ut time fr the grup int this field. Prterage Included: Select this bx if the rm rate quted includes any prterage cst. If yu mark the check bx then the fllwing price will disappear frm the screen. Price: If yu d nt mark the Prterage Included check bx, then there is an additinal price per persn fr prterage. Fill in this field with a value. Breakfast Included: Select this check bx if the rm rate quted includes any breakfast. If yu mark the check bx then the fllwing price will disappear frm the screen. Price: If yu d nt mark the Breakfast Included check bx, then there is an additinal price per persn fr breakfast. Fill in this field with a value. Breakfast Descriptin: If yu wish t nte the exact breakfast that is included r ffered as an extra, type this infrmatin here. Cmmissin %: Indicate what percentage f this Business Blck is eligible fr cmmissin. Mre The Mre functin is fr all user definable fields that are created frm Screen Painter and supprts additinal bking infrmatin custmized fr the particular installatin. Cancel The Cancel functin allws the user t cancel rms r catering events fr the given reservatin. Enter a reasn and a cmment fr future reservatins. Edit Use the Edit buttn n the Business Search screen t pen the highlighted business blck fr Editing r Update. Optins Select Optins t display additinal functins that edit r update the highlighted Business Blck. 49

50 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Add PM: This will add an additinal Psting Master t the grup fr billing purpses, select this ptin. Changes: Changes displays tracks all functins perfrmed n the Business Blck Header. These changes include cutff infrmatin, changes t grids, changes t dates, market cdes, surce cdes r any ther changes t fields. Prductin Changes tracks all availability changes made t the number f rm nights alltted and the assciated revenue as well as any changes t the grup s status. Cpy: If a grup will have mre than ne business blck, it can save time t cpy an existing blck. Use Cpy t create a new business blck exactly like the riginal. It will be pssible t enter a new start date and select a new blck cde, but all ther infrmatin is frm the first business blck. T Cpy a Business Blck: Frm the Reservatins menu, select Blcks and select Business Blck. Search fr the Business Blck, highlight the blck name; click Optins. Select Cpy. Enter the New Start Date and the New Blck Cde. The new blck has the same name as the riginal. Alter the name f the new blck and any ther differences frm the riginal. Cpied blcks retain a Pending r Initial status until the user indicates that it is Definite r Open fr Pickup. Delete: This ptin will delete the entire grup. It is cntrlled by User Rights. It is nt pssible t delete a grup with active reservatins. Depsit: Depsits fr grups are usually n the grup s primary psting master. All charges paid fr by the depsit have ruting set up t the psting master t balance the credit with charges. Because depsits fr grups can be quite large depending n the htel s plicy, yu may enter a schedule fr payment. T Manually Enter a Depsit Request: Frm the Business Blck Search screen highlight the reservatin and select Optins. Select New t enter a Depsit Request. By clicking n the drp dwn arrw next t Type, select the type f depsit requested. Cmplete the remaining Depsit Request infrmatin, and click OK. 50

51 Chapter 2 Reservatins Percentage input will reflect n the Depsit Amunt requested (i.e. 50% f $ entered wuld result in an actual Depsit Amunt f $74.50). T Enter a Depsit Payment: Select Pst Depsit t pst a cllected advance depsit. Lg int yur Cashier by entering yur Passwrd; select Lgin. Click n the arrw t select the Payment Methd f the advance depsit. Select the apprpriate Payment Methd and click OK. After entering the Amunt, click the arrw t select the Reservatin Type. Highlight the apprpriate Reservatin Type and select OK. Select OK t cmplete psting the advance depsit. Cutff: Alltted rms fr a grup that d have reservatins by a certain date r number f days prir t the grup s arrival can be released back t huse inventry fr pickup by ther grup r individual reservatins. T release all unused alltments at ne time, the cutff functin is used. Yu can cut ff rms fr an individual blck r fr all blcks at ne time. T Manually Cut Off Grup Rm Alltments: Frm the Reservatins menu, g t Blcks and select Business Blck. Search fr the Business Blck and highlight the blck name; select Optins. Click Cutff t release the unused rms in this blck. Any cnfirmed reservatins remain reserved. Select Yes t Cutff all the rms in this blck. The Available clumn nw shws zer rms and a Manual Cutff lamp appears at the bttm f the screen. Select Save t cnfirm then Clse t exit screen. Ntes: T enter ntes n a grup, enter the type f nte t file and type the text in the large white bx at the bttm f the screen. A Ntes lamp appears n the grup s any user may view and react t the ntes n the grup. Item inventry: Use the Item Inventry screen t manage inventry items attached t a reservatin. Shift Date: Befre a Business Blck is pen fr pickup, it is pssible t shift the dates fr the blck if needed. Use the buttn Shift Date t d s. Simply enter the new start date and select OK. The system will check t be sure the alltted rms are available, and the blck date will then shift. Statistics: This ptin displays infrmatin regarding the number f rms fr each rm type that picked up each day and the number f guests arriving fr each rm type each day. Restrictins: This screen shws the restrictins that have been set up fr that specific business blck and fr what specific rm type(s) by date. These restrictins apply t blcks that have r d nt have a rate cde attached t them. Cust Tur Series: Use this ptin t create multiple ccurrences f the grup. With the Custm Tur Series, all infrmatin n the blck will cpy except fr the arrival date and the blck cde. Tur Series: This ptin allws the user t quickly create a number f recurring grups n a 1, 2, 3 r 4-week basis. The grups must all start n the same day f the week and must arrive n a regular schedule. 51

52 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Refr. Rates: If a rate cde has been changed r updated n the blck header, this ptin will refresh the rate infrmatin. If the new rate shuld apply t existing reservatins, the Refresh Rates ptin will update all reservatins. Traces: This ptin allws users t cmmunicate with ther internal departments such as Frnt Office r Husekeeping t leave reminders regarding the grup s reservatins. Resv.: Frm the main Business Blck screen, the buttn marked Resv. pens t the individual reservatins assciated with a particular grup. In this area, yu can create and update Rming lists, Ruting instructins fr sme r all members f a grup, pre-blck r check-in rms and cancel reservatins. New: Create a new reservatin with this grup. Edit: Edit the highlighted reservatin. Optins: The ptins buttn n this screen will display the same list f Reservatin Optins as fund in the reservatin screen. The ptins available fr an individual reservatin are the same as thse available fr a reservatin within a grup. Fr a full descriptin f all f the ptins available, refer t Sectin 2-1. Prfile: Prfile will display the prfile f the guest n the highlighted reservatin. Check In: If the arrival date n the reservatin is the same as the current date, check in will take the user t the quick check in functin. Search: T lcate a particular grup guest reservatin, use the search ptins. Cancel: This ptin will allw the user t cancel the highlighted reservatin. If the highlighted reservatin is the Psting Master, the ptin will allw yu t cancel just the psting master r t cancel the entire grup. 52

53 Chapter 2 Reservatins Grup Optins: These ptins include Rming List, Check In Grup, Rm Assign, Rm Status, Statistics, New Pst Master, Delete, Print Keys, and Print Registratin Cards. Rming List: Enter a list f guest reservatins fr a grup. T Enter a Grup Rming List: Frm the Grup Reservatins Screen, select Grup Optins. Select Rming List. On the Rming List screen, the default entry creates New reservatins. The first reservatin has the grup prfile name; change t the first name n the list. If the system is t check existing prfiles fr matches t prevent duplicates, select the ptin t Check Guest Prfile. Cntinue entering all guest Names, Titles, Arrival Date, Departure Date and Rm Types. Use the dwn arrw n the keybard t mve t the next line. T Share tw guests n a rming list, mark the first guest with an X. Select whether t share the rate Even, Full r if ne persn will pay the full rate (Zer); select Share. Mark the sharing guest with an X and select Stp. Shared guests have an asterisk by their Name and the rate infrmatin appears in the white space in the center f the screen. Cntinue entering all names n the rming list. It is a gd idea t Save every 5 names. A saved reservatin has a cnfirmatin number; reservatins withut a cnfirmatin number did nt save. Nte that all reservatins n this rming list saved with cnfirmatin numbers. Check In Grup: Autmatically check in all pre-blcked grup reservatins. The arrival date fr the reservatins must be the current business date. T Check In a Grup: Frm the Grup Reservatin screen, select Grup Optins. Select Check In Grup. 53

54 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Select whether t check guests int Clean Rms Only r pre-check them in t dirty r pickup rms as well. Rms t check-in must be pre-blcked prir t accessing Check In Grup. Select whether t Print Keys thrugh the key interface r nt. Select whether t Print Registratin Cards fr guests r nt. Select Check In when ready. Select OK t the successful cmpletin message. Check In infrmatin displays in the white details windw. Select Clse t return t Grup Optins. Rm Assign: Pre-Blck Grup rms based n the needs r special requests f the grup. T Pre-Blck Rms fr a Grup: Frm the Grup Reservatin screen, select Grup Optins. Select Rm Assign. Enter the Arrival Date fr pre-blcking, and a Rm Type if applicable. If all reservatins are pre-blcked, select All Dates and leave the Rm Type field blank. Enter any specific rm Features, Smking preferences r Flrs if applicable. Check t Include Due Out Rms and Out f Service Rms if applicable. Select Save when finished. Select OK t the successful cmpletin f the aut-blck. Nte the details f the blcking in the white windw. Any reservatins unable t blck will als appear here as unassigned. Nte the newly pre-blcked rms fr the grup. Rm Status: This ptin displays the husekeeping status fr all pre-blcked rms arriving n the current business date. It can be used t view all rms prir t the grup s arrival. Print Registratin Card: This ptin can be used t pre-print registratin cards fr an arriving grup. T Print Grup Registratin Cards: Frm the Grup Reservatin screen, select Grup Optins. Select Print Registratin Cards. Registratin cards can be printed fr nly guests due in n the current day, guests wh have already been checked in, r all guests arriving tday r in the future fr this grup. Select the ptin that applies and click Print. Select the apprpriate srt criteria. Guest Name prints alphabetically, Rm Class prints accrding t rm type and Rm prints in rm number rder. Select OK when ready t print. New Pst Master: If charges fr grup billing are need t be in mre than eight separate fli windws, a secnd Psting Master will be required t satisfy the grup s billing needs. This ptin will autmatically create additinal psting masters fr the grup as needed. Delete: This ptin will delete the entire grup. It is cntrlled by User Rights. Cut Keys: If a wrking key interface is in use by the htel, it is pssible t pre-print all grup rm keys fr pre-blcked rms using this ptin. T Cut Keys fr a Grup Arrival: Frm the Grup Reservatins screen, select Grup Optins. Select Cut Keys. Select either t print keys autmatically fr each pre-blcked grup member, r t have a Yes/N prmpt fr each key. 54

55 Chapter 2 Reservatins Select the number f keys fr each arriving guest. Select OK t begin printing keys. Grid The Rm Grid is where all rms fr the grup are alltted and is lcated n the bttm left f the screen as a scrll dwn windw. There are several pssible grids fr each Business Blck: Original Grid: This is the first grid alltted fr the grup. The riginal grid alltments begin while the business blck is still in a tentative status. The riginal grid will n lnger be available t update nce the grup is definite. This grid then becmes a benchmark against which t cmpare actual ttals. Current Grid: This grid appears nce the grup has been turned Definite and shws all rms bth picked up and alltted. Available Grid: This grid displays the number f rms alltted but nt picked up in each rm type each day. Pickup Grid: This grid displays the number f rms picked up in each rm type each day. Pickup Percentage: This grid displays the percentage f rms picked up in each rm type each day. Changes t Original: This grid displays any difference between the Original Grid and the Current Grid. Released: This grid displays any rms that washed back t inventry r cut ff. Cntract Grid: This grid des nt affect availability and is t enter the precise number f rms per rm type designated n the cntract. This grid is fr a cmparisn t pickup and released grids fr reprting purpses. 1 Persn Rate: This grid displays the rates fr 1 persn fr each rm type fr each day. 2 Persn Rate: This grid displays the rates fr 2 persns fr each rm type fr each day. 3 Persn Rate: This grid displays the rates fr 3 persns fr each rm type fr each day. 4 Persn Rate: This grid displays the rates fr 4 persns fr each rm type fr each day. 55

56 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Wash: This ptin allws the user t release rms by a set number r by a percentage back t huse inventry. T Wash Rms Frm a Business Blck: Frm the Reservatins menu, g t Blcks and select Business Blck. Search fr the Business Blck and highlight blck name; select Edit. Select Wash t decrease blck inventry. Verify the Date Range r days f week t decrease inventry. Select t wash rms By Value r By Percentage and enter the value r percentage f rms t decrease. Select the Rm Types t wash. The nly chices available are Rm Types that have mre than 0 rms blcked. Select OK t accept. Select Yes t decrease blck inventry The newly washed inventry displays in the grid. Range: This ptin is fr allcating the number f rms fr each rm type fr each day as well as t enter the rates fr 1, 2, 3 r 4 peple if a rate cde is nt n the Blck Header. T Allcate Rms t a Business Blck: Frm the Reservatins menu, g t Blcks and select Business Blck. Search fr the Business Blck, and highlight the blck name and click Edit. Select Grid t mdify the number f rms held fr this blck. The Rm Grid displays in an Original view until the blck changes t a pickup status. Ntice all ther views are ghsted ut at this stage. Once the status f the blck is definite, the view changed t Current. Select Range t mdify the rms and/r rates. The Date Range defaults t the start/end dates f the blck. Yu may mdify this field t change the date range f the blck. Select the Rm Types with an X t mdify. The values ranged apply per Rm Type and per Night. If a Rate Cde is n the header, rates will nt appear n this screen and yu will nly need t enter the rms. If n Rate Cde exists n the header, yu will need t enter Rates. Rate 1 is the rate fr ne-persn ccupancy; Rate 2 is the rate fr tw persn ccupancy, and s n. Remember that Rates are fr all Rm Types selected. Be sure t select similarly priced Rm Types. Once yu enter the rates, select OK t save changes. Select Yes t mdify the Rms Grid fr the Business Blck. Rates are nw viewable by selecting the apprpriate Rate (i.e. 1 Persn Rate, 2 Persn Rate, etc). T ffer additinal flexibility with the grup s inventry, select Range t mdify the grid. Enter zer number f rms fr all the ther rm types. If there is n Rate Cde in the header, enter the Rates as well. Select OK and then Yes t mdify the grid. In the Original view, all Rm Types display cunts whether hlding rms r nt In the Rate view, the rates t qute display, if there were rms available in general inventry display. Pririties: In a htel with a large number f rm types, it may be helpful t rerder the rm types fr the purpses f reading the grids mre easily. The pririties buttn allws the user t rder the rm types n the grid in a mre useful sequence. 56

57 Chapter 2 Reservatins T Enter Rm Pririties n a Rm Grid: Frm the Reservatins menu g t Blcks and select Business Blck. Search fr the Business Blck and highlight the blck name; select Edit. Select Rm Grid. Select Pririties. Select Yes t see minimum available rms. Rm Types display in default rder sequenced in System Cnfiguratin. Click n the line fr the Rm Type that is the 1 st in sequence fr this grup blck, and then click n the 2 nd and s frth; the numbers autmatically ppulate in the Pr. N clumn. Select Srt t rearrange the sequence rder. Select OK t accept the changed sequence rder Ntice the newly priritized rms displayed in the rder chsen. Res: Any reservatins attached t this Blck Header will display and can be edited r updated if needed. Details: Huse availability and all details cncerning a rm type n a particular day display Quick Business Blck The Quick Business Blck ffers an alternative t the full Business Blck fr htels that may have simpler grup needs. The Quick Business Blck cntains all the system-required fields fr creating a Business Blck, but the screens are mre streamlined and easy t use. The Quick Business Blck is available t use in additin t the full Business Blck r instead f the full Business Blck. The Quick Business Blck Search screen is simpler and easier t use. 57

58 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Search: The Quick Business Blck Search screen lcates existing business blcks fr view r update. There are a number f search ptins available. All f the fields in the yellw-brdered area are available t lcate a specific grup blck. New: T create a new business blck, select the New buttn n the Business Blck search screen. There are several steps t creating a New Business Blck. Acct/Cmp: A cmpany prfile is attachable t a Business Blck Header. The Cmpany prfile will appear n each reservatin made with this blck and the reservatin statistics fr the cmpany will include all rm nights and revenue frm each reservatin n the blck. It is als pssible with a cmpany prfile attached t use the negtiated rate fr the cmpany, and if the cmpany has apprval fr direct bill, billing f the charges frm the grup culd be thrugh Accunts Receivable. Agent: A Travel Agent prfile is attachable t a Business Blck Header. If a cmmissinable rate is set n the grup, all reservatins may generate travel agent cmmissin. Grup: A Grup Prfile is attachable t a Quick Blck Header. This particular grup prfile will be n every reservatin in the blck. Cntact: A Cmpany cntact prfile is attachable t a Business Blck Header. The Cmpany cntact prfile generally belngs t the persn with the grup wh is the primary intermediary with the htel. The Cmpany cntact prfile cntains infrmatin and mailing addresses fr this persn, as it might be different frm the grup address and telephne infrmatin. Cntact: A Travel agent cntact prfile may is attachable t a Business Blck Header. The Travel agent cntact prfile generally belngs t the persn with the grup wh is the primary intermediary with the htel. The cntact prfile cntains infrmatin and mailing addresses fr this persn, as it might be different frm the grup address and telephne infrmatin. Surce: A Surce prfile is attachable t a Business Blck Header. The Surce prfile will be n every reservatin in the grup. The surce prfile smetimes is fr paying cmmissin t a cmpany that is nt nrmally a travel agent. Name: The fficial name f the grup, as will be psted in the htel. Start Date: The first date that the grup rate is available. 58

59 Chapter 2 Reservatins Nights: The number f nights the grup rate is available. End Date: The fficial departure date fr the grup. Blck Cde: The Blck Cde is the unique identifying cde fr this grup. The blck cde links all grup reservatins tgether. Status: The status is generally dependant n the status f the grup cntract. The status determines whether anyne can make reservatins fr the grup and whether the (unreserved) alltted rms in the htel s availability r nt. A grup in starting status wuld nt allw reservatins and any rms alltted fr the grup will nt deduct frm htel inventry cunts. A Tentative grup may nt allw pickup, but may deduct alltted rms frm inventry. A Definite grup will allw pickup and all alltted rms (reserved and un-reserved) will be deducted frm inventry cunts. Res. Type: The Res. Type determines the guarantee status f the grup and links t the Status Cde. Rate Cde: If the grup rate structure will fllw a standardized rate cde that cde can be entered n the Blck Header and the rates will be defaulted based n the riginal cnfiguratin f the rate cde. If this field is blank, it will be pssible t build rates per rm type per day fr each individual grup. Cutff Date: Entering a date in this field will set the date that all alltted rms that have nt been picked up will be given back t huse inventry. The cutff prcedure can be set t be autmatic during the End f Day sequence, r can be a manual peratin based n a reprt f blcks and their cutff dates. A cutff date will return all rms fr all days f the grup at ne time. Cutff Days: Cutff Days allw fr a rlling cutff. Fr a 3 day grup fr instance, 7 cutff days wuld cut ff all unused rms frm the first day f the grup 7 days ut. The next day, all unused rms frm the secnd day f the grup will cut ff and s n. Market: The Market Cde defines where the rm revenue generated by this grup will be bked n a market cde reprt. Market Cdes divide rm revenue int statistically useful categries fr tracking the types f business that are using the htel. Surce: The Surce field indicates where the business came frm. Sme examples f Surce cdes are: GDS, Sales Office, Sister Prperty, CRO, Repeat, etc. Owner: The wner indicates the prperty staff member (usually a Sales Manager) wh is peratinally respnsible r credited with the rms revenue fr the grup accunt. Elastic Blck: If the Elastic Blck bx is checked, the grup will be t reserve mre than the alltted rms and will be able t bk the grup rate befre and after the start and end date. If the Elastic Blck bx is nt checked, it will nt be pssible t bk mre than the alltted rms per day and it will nt be pssible t extend the days fr the grup easily. T Use the Quick Blck Functinality: Frm the Main Menu, select Reservatins and Blcks. Select Quick Business Blck. T create a new Business Blck, select New. Enter the Name f the grup, the Start Date, number f Nights and End Date. The Blck Cde defaults t the htel s frmat fr blck cdes in the Applicatin Settings. 59

60 Chapter 2 Reservatins Opera PMS User s Guide 3.0 The Status defaults t the beginning grup status and the Res Type defaults based n the Status. Enter a Rate Cde if necessary and determine whether the blck is elastic r nn-elastic. Enter the Cutff Date r Cutff Days, the Market cde and Surce cde. Select Save when finished. All ther grup functins are available frm this screen. Edit: Use the Edit buttn t pen the highlighted business blck fr Editing r Update Inquiry The Inquiry functin allws a user t search fr availability fr ptential grup business fr a single date r multiple dates. It s pssible t search fr availability by rm type r by general huse inventry. The Quick Business Blck functin is available fr easy entry f grup infrmatin. Acct/Cmp: Attach an Accunt r Cmpany prfile during the Inquiry prcess. This may assist in attaching negtiated rates if included n the prfile. Any prfile attached during the Inquiry prcess will transfer autmatically t a Business Blck if the grup is bked. Agent: Attach a Travel Agent prfile during the Inquiry prcess. Any prfile attached during the Inquiry prcess will transfer autmatically t a Business Blck if the grup is bked. Surce: Attach a Surce prfile during the Inquiry prcess. Any prfile attached during the Inquiry prcess will transfer autmatically t a Business Blck if the grup is bked. 60

61 Chapter 2 Reservatins Cntact: Attach a Cmpany cntact prfile during the Inquiry prcess. Any Cmpany prfile attached during the Inquiry prcess will transfer autmatically t a Business Blck if the grup is bked. Cntact: Attach a Travel agent cntact prfile during the Inquiry prcess. Any travel agent prfile attached during the Inquiry prcess will transfer autmatically t a Business Blck if the grup is bked. Start Date: The date that the grup rate is available. # Nights: The ttal number f nights the grup rate will be ffered. End Date: The date that the grup rate will n lnger be available. Alternate Dates: If the primary date is unavailable, the grup cntact may have additinal dates fr cnsideratin. Range Frm: The first date in a range f dates that the cntact may be willing t begin the grup. T: The last date in a range f dates that the cntact may be willing t bk the grup. # Nights Stay: The ttal number f nights the grup will expect t be in huse. Arrival Day: Fr a range f days, the days f the week that the grup can be bked t begin. Rms per day: The number f rms that will be required per day. The system will check availability n this figure, s it shuld be clse r equal t the maximum number f rms required n the highest ccupancy night. Rate Cde: If a rate cde is present, the Inquiry functin will check availability f the rate cde during the requested dates. Rm Types: Enter specific rm types t inquire fr availability. %: If the % sign is checked, the system will lk fr this percentage f the rms per day in the rm type assciated. If the % sign is nt checked, the system will search fr a number f rms in the assciated rm type. Availability: Using this buttn will access the availability screen that will display which dates have availability and which d nt. 61

62 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Inquiry: G back t the Inquiry Prcess screen, where yu can see in detail exactly what criteria yu are searching fr. This als gives yu an pprtunity t make any changes and re-prcess the inquiry. Ctrl Panel: The Frnt Office Cntrl Panel where yu will be able t see a mre general picture f the mvement within the htel. Det Availability: The Detailed Availability screen shws in detail the exact Rm Type Availability, Rm Type Occupancy, Blcks and Turnaways. This is a vital tl t ensure that a Sales Manager gets the whle picture f the mvement within the htel befre cmmitting t any cntracts. Bus. Blck: If the grup will be bked, this buttn will access a new business blck fr infrmatin entry. Reset: If yu use the Inquiry functin t search fr a different grup r set f criteria, the Reset buttn will return the Inquiry screen t its default settings. 2.5 Prfiles Prfiles are the main building blck in Opera. Each guest reserving a rm at the htel must have a prfile. Even after the guest departs the htel, the prfile remains in Opera fr the next reservatin. As mre infrmatin abut the guest is available t the htel, the prfile updates as well. A prfile keeps track f the guest s special requests and preferences, as well as address and cntact infrmatin. Yu may keep extensive text ntes fr a guest as well as credit card infrmatin, membership numbers and any negtiated rates the guest may be eligible t receive. 62

63 Chapter 2 Reservatins Prfiles can be quite extensive fr regular guests and help t achieve the guest s expectatins fr each and every visit. In additin t individual guest prfiles, there are ther types as well. Each cmpany that des business with the htel als has a cmpany prfile in the system. Cmpany prfiles track the number f guest stays as well as revenue that the cmpany has bked at the htel. If a cmpany has a negtiated rate, it can be bked fr a guest by attaching that cmpany s prfile t the guest reservatin. Cmpany prfiles may have direct billing thrugh accunting, and in this case the cmpany prfile infrmatin is available t create the A/R accunt. Travel Agent prfiles prvide tracking fr cmmissin payment infrmatin. Each travel agent prfile tracks the percentage cmmissin that agent shuld receive fr bking rms, as well as the address infrmatin fr sending the check nce a cmmissin is ready t be paid. A htel uses Surce prfiles fr varius reasns. It may be a requirement t track business frm ther than a cmpany prfile, as in the case f a Chamber f Cmmerce recmmendatin r emplyee referrals. Surce prfiles can als calculate cmmissin recrds t keep grup r whlesale cmmissin recrds separate frm actual travel agents. Grup prfiles are required fr all grup reservatins. This prfile must be present n a Business Blck befre being able t make reservatins fr the grup. In the case f a Standard Grup, the grup prfile pulls all reservatins tgether in place f the blck cde in the Business Blck r Quick Business Blck. Cntact prfiles are ptinal fr htels and generally are useful when a large amunt f grup business takes place at the htel. Cntact prfiles assist with tracking individual meeting planners and rganizers and the amunt f business that each meeting planner brings t the htel Prfile Search T search fr a prfile, select the Prfiles ptin frm the Reservatins menu. Name: T lcate a specific prfile, type the first few letters f the guest s last name in this field. All prfiles that start with thse letters will display. 63

64 Chapter 2 Reservatins Opera PMS User s Guide 3.0 First Name: T lcate a guest mre specifically, it may be helpful t enter the guest s first name in this field t narrw the search. Fr instance, if the guest s last name is Alexander, a large number f prfiles may return frm a last name search. If the guest s name is James Alexander, typing in the first name will reduce the ttal number f prfiles returned. View By: T search fr nly ne particular type f prfile, select the type under View By. City/Pstal Cde: This field is available t further lcate a specific guest. Fr instance, if Jhn Smith is calling, a search by First and Last Name may return a large number f prfiles. Lking fr Jhn Smith frm Little Rck may reduce the number f prfiles returned. Mem. Type: If the guest has a membership number, this number is unique and searching by the membership type and number tgether will return the ne guest in the system with that number. Member N. Used in cnnectin with the Membership Type field, a search fr this infrmatin will return the ne guest in the system with this number. Keywrd: Keywrds n a prfile are available t assist in lking up prfiles by acrnyms r cmmnly used names. Fr instance, AAA will prbably be in the system as American Autmbile Assciatin, and will nt be able t be lcated by typing AAA in the Name field. If the keywrd AAA is n the prfile, it is pssible t lcate the prfile using this search field. It is a custmizable search field fr users. It is pssible t use keywrds t enter A/R numbers as well if that is a search that is cmmn. Cmmunicatins: Enter Telephne Numbers, Web Sites, Mbile Phne Numbers, and Addresses here. If the htel has a fax interface, entering a fax number here will allw the faxing f cnfirmatin letters r A/R statements. If the htel has an interface, entering an address here will allw ing f cnfirmatin letters directly frm Opera. Client ID: The client ID number is available t search fr the specific prfile. IATA N.: The IATA number is unique and exists t lcate a specific travel agent, as many travel agents have the same name, particularly if they are part f a large cnsrtium. Crprate ID.: The Crprate ID number is available in a prfile t assist in lcating a particular cmpany. T Search fr a Prfile: Frm the Main Menu, select Reservatins buttn; then select Prfiles. Chse the type f prfile yu are searching fr in the View By field. Enter search criteria in any field(s) surrunded by the yellw line and press the [Tab] key t initiate yur search; highlight the line fr the selected prfile and select Prfile t view details. The mre criteria entered, the fewer results displayed. Fr a partial search, enter partial criteria and press [Tab] t initiate the search. Duble-click n prfile line t view details. Enrllment If the htel has a 2-way Central Reservatins Interface and membership enrllment is active, it is pssible t enrll a new guest in the htel s membership prgram directly frm the prfile. T Enrll a Guest in a Membership Prgram: Frm the Prfile Search Screen, select a prfile and select Enrllment. If a prfile already has a Membership attached, this buttn will be gray 64

65 Chapter 2 Reservatins Any guest infrmatin that exists n the prfile autmatically ppulates t the Guest Enrllment; select OK nce cmpleted. Required fields have BOLD field descriptins and highlighted fields. If the guest prefers t receive airline mileage rather than lyalty prgram pints, enter the Alliance Cde and Number. If the guest prefers t let the system generate a membership number, leave the Number field blank next t Prgram. If the guest prefers t select a number, the number must be nine (9) numeric digits. Emplyee ID autmatically ppulates based n User Prfile. Select Yes r N t print the Enrllment summary nce cmplete. This summary acts as a temprary card fr the newly enrlled guest. Select Enrllment t prceed. Nte the cnfirmed Enrllment in the Membership tab. Lkup This field requires a tw-way interface that will supprt the functinality. It lks up a guest frm a large bank f prfiles kept at a Central Reservatins System. Resv. T use the highlighted prfile t begin a reservatin, select this ptin. Edit T view r update the highlighted prfile select this ptin. New Prfile T create a new prfile, select this ptin. Belw is a screen shwing an individual prfile. Last Name: The last name f the guest as it will appear n registratin cards, flis, cnfirmatin letters and reprts. It is imprtant thrughut the prgram, and especially in the prfile t enter the infrmatin exactly as it shuld appear n printed dcuments, with prper capital and small letters. As this field is present thrughut the prgram t lcate the guest, it is very imprtant that 65

66 Chapter 2 Reservatins Opera PMS User s Guide 3.0 it spelling is crrect. Ntice that the Last Name label is in bld text. This indicates that the system requires an entry in this field t save this prfile. First / Middle: The first and middle names f the guest. Language / Title: The guest s native language. The lcal language will default in this field, but if the guest is mre cmfrtable using anther language, sme PBX systems are able t read this field t set vice mail instructins in the guest s language. This field will activate the apprpriate language fr the guest s printed infrmatin, in a htel where multiple languages t print flis, registratin cards and reprts are used. The title indicates hw the guest prefers t being addressed and will als be used n printed letters. Address: The street address f the guest. Enter an address directly in this field, and will becme the guest s primary address. It is pssible t enter additinal addresses by pening the arrw t the right f this field. City: The city fr the guest s primary address. Pstal Cd. / Ext.: The Zip Cde and 4-digit extensin fr the guest s primary address. Cuntry / State: The cuntry and state fr the guest s primary address. Entering the State and Pstal Cd, autmatically generate the city. Salutatin: The pening salutatin n any mail crrespndence t the guest. The infrmatin here will be defaulted frm the title field, but is updatable if the guest, fr instance, wuld like t have letters addressed t him by his first name nly. VIP: If the guest has a VIP status at the htel, enter that infrmatin here. Reprts run based n this field fr VIP s arriving r in-huse. Husekeeping can als clean rms based n this VIP status if required. Natinality: The guest s natinality. Check t be sure that yur htel uses this field as sme htels d nt like t use it. Ref. Curr.: If the htel has the capability f printing guest bills in 2 currencies, it is pssible t enter the guest s hme currency in this field. If this is different frm the lcal currency and the flis cnfiguratin supprts it, bth the lcal currency and the guest s hme currency will print n the fli. This als assumes that an exchange rate exists fr the guest s hme currency. Mail Actin: If the htel sends ut mailing infrmatin, the mailing actins may be setup t put a guest n a particular mailing list, such as Christmas Card list r Travel Agent Prmtinal mailings. Mailing List: This check bx indicates whether a guest wuld like t be n a mailing list r nt. If the bx is marked N, the guest will nt be n any mailing list frm the htel. Keywrd: If the Accunt has a familiar name r acrnym, enter that infrmatin in the keywrd field s that it is available t lcate the prfile frm the search screen. Date f Birth: Sme htels keep this infrmatin fr mailing birthday cards. Passprt: If the htel must register a passprt number, either by htel plicy r cuntry requirement, enter it in this field. Cmmunicatins: Enter Telephne Numbers, Web Sites, Mbile Phne Numbers, and Addresses here. If the htel has a fax interface, entering a fax number here will allw the faxing 66

67 Chapter 2 Reservatins f cnfirmatin letters r A/R statements. If the htel has an interface, entering an address here will allw ing f cnfirmatin letters directly frm Opera. Active: Selecting this ptin will activate r deactivate a prfile. Cntact: If this guest is a cntact fr a grup r cmpany, checking this bx will create a cntact prfile fr this guest. The cntact prfile is attachable t grups r reservatins as needed. Histry: If this guest s prfile infrmatin shuld be in histry even if there is a perid f n activity, check this ptin. This field defaults the prfile t save in histry autmatically. Ntes: Enter ntes abut a guest here. Mst f these ntes are n the prfile nly, but Reservatin Ntes have the ability t mve t every reservatin made by this guest. In this way, guest s special requirements are available at any time. Search: Lcate anther existing guest prfile. Optins The Optins menu cntains arrays f buttns t select further access t many f the majr features supprted by the Opera prfiles. Attachment: This screen allws selecting and creating files fr mail-merges r fr ther purpses. Changes: All changes made t a prfile are registered and tracked fr research purpses. Credit Cards: Many guests prefer that nce the htel has their credit card number it may be n file fr ease f use in making future reservatins. The Credit Card ptin allws all credit cards t register n the guest s prfile. 67

68 Chapter 2 Reservatins Opera PMS User s Guide 3.0 T Add a Credit Card t a Prfile: Frm the Prfile Search screen, highlight the desired prfile; duble-click r chse Prfile t view details. Select Optins. Select Credit Card. Select New t add a new credit card. Click n the drp arrw t chse the apprpriate credit Card Type. Select the credit Card Type and select OK. Enter the Credit Card Number and Expiratin Date t cmplete; select Save. The sequence is the rder that this credit card will appear fr payment if there are multiple credit cards n the prfile. Nte the newly added credit card. Either select Clse t return t the prfile, r New t add anther credit card. Be sure t select OK n the main prfile screen t save yur changes t the prfile. Delete: T delete this prfile, select this buttn. It is nt pssible t delete a prfile with active reservatins. Enrllment: If the htel has a 2-way Central Reservatins Interface and membership enrllment is available, it is pssible t enrll a new guest in the htel s membership prgram directly frm the prfile. T Enrll a Guest in a Membership Prgram: Frm the Prfile Search Screen, select a prfile and select Enrllment. If a prfile already has a Membership attached, this buttn will be gray Any guest infrmatin that exists n the prfile autmatically ppulates t the Guest Enrllment; select OK nce cmpleted. Required fields have BOLD field descriptins and highlighted fields. If the guest prefers t receive airline mileage rather than lyalty prgram pints, enter Alliance Cde and Number. If the guest prefers t let the system generate a membership number, leave the Number field blank next t Prgram. If the guest prefers t select a number, the number must be nine (9) numeric digits. Emplyee ID autmatically ppulates based n User Prfile Select Yes r N t print the Enrllment summary nce cmplete. This summary acts as a temprary card fr the newly enrlled guest. Select Enrllment t prceed. Nte the cnfirmed Enrllment in the Membership tab. Future: All future reservatins fr this guest are n this tab. Depending n user rights, any future reservatin is accessible the guest s prfile. Histry: All previus reservatins, n-shws, cancellatins and current in-huse infrmatin are in the histry tab. It is pssible t view Year T Date infrmatin n ttal revenue prduced by the guest as well as accumulated membership pints. Finally, frm the histry tab, any previus fli infrmatin is viewable and printable. Memberships: Many htel chains ffer lyalty club pints fr frequent guest stays, and it can be very cmplicated t calculate the pints accumulated manually. Entering membership infrmatin in the guest s prfile can help t autmatically calculate pints each time the guest stays at the htel. T Attach Membership Infrmatin t a Prfile: 68

69 Chapter 2 Reservatins Frm the Prfile Search screen, select an Individual Prfile, select Optins and chse Membership. Select New t add a new membership recrd. Select the drp dwn arrw t the right f Type and Level t select the apprpriate Member Type and Level. Highlight the apprpriate Membership Type and select OK. Highlight the apprpriate Membership Level and select OK. Cmplete the remaining membership infrmatin and select OK t save. Nte the newly added Membership recrd and Clse t return t the Individual Prfile. Save changes n the Individual Prfile by selecting OK. Merge: If mre than ne prfile fr a single guest exists, it is pssible t merge the prfiles tgether t cmbine the statistical infrmatin and revenues. T Merge Prfiles: Frm the Prfile Search screen, enter search criteria fr multiple prfiles t merge; press the [Tab] key t initiate the search. Highlight the prfile with the crrect infrmatin t save and select Prfile t view details. Select Optins in the lwer, right-hand crner. Select Merge. Re-enter the search criteria fr the duplicate prfile; press the [Tab] key t initiate the search. Highlight the duplicate prfile; click OK t begin the Merge. Review infrmatin n the duplicate prfile with the riginal prfile; select Merge t cmbine the tw. Merge Status will display during the merge prcess. All guest infrmatin will merge including Statistics, Histry, Cmmissins, Preferences, Credit Cards, Relatinships, Future Reservatins, and Memberships. Once the Merge is successful, select OK t return t the main prfile. Negtiated Rates: If a htel has negtiated a discunted rate with an individual r cmpany, that rate shuld be in the prfile. Each time yu create a new reservatin, as lng as the prfile is accessible fr the rate query, nly the negtiated rates will return. This functin is fundamental in ensuring that the negtiated rates are available at all times and prevents callbacks and adjustments t rm rates. Ntes: In this sectin, recrd extensive ntes abut a guest. Mst f these ntes are n the prfile nly, but Reservatin Ntes have the ability t mve t every reservatin made by this guest. In this way, guest s special requirements can be accessible at any time. Preferences: Preferences indicate a guest s permanent requests. Fr instance, if a guest is allergic t cigarette smke, entering a nn-smking preference in the prfile will restrict the system frm assigning a smking rm fr the guest at check in. Each htel cnfigures its wn set f preferences and shuld take care nt t enter t many preferences in the prfile, as many are ne-time requests. T Add Guest Preferences t a Prfile: Frm the Prfile Search screen, lcate the prfile; select Prfile r duble-click n the prfile line fr details. Select Optins. Select Preferences. Select New t add a preference. Select a Preference Grup then chse OK. Select all applicable preferences by placing an X in the field t the left f each. Select OK. 69

70 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Nte the newly added preferences in the preference windw. Select Clse t return t the Individual Prfile and select OK t save changes. Relatinship: In sme cases, prfiles link t each ther fr viewing purpses. This is a relatinship between prfiles. If a husband and wife each have their wn prfiles, the relatinship feature can link them tgether. If a guest is an emplyee f a particular cmpany, that relatinship can be between the guest and the cmpany prfile. T Set Up Relatinships n a Prfile: Frm the Prfile Search screen, lcate the prfile t relate and highlight the prfile line; duble-click the prfile line r select Prfile t view details. Select Optins. Select Relatinship. Select New t create a new Relatinship. Highlight the apprpriate Relatinship, and then select OK. Frm the Prfile Search, lcate the apprpriate prfile fr the relatinship; highlight the prfile and click OK. Nte the newly added Relatinship; select Clse t return t the main prfile screen. Be sure t save changes n the main prfile screen befre exiting. T view the Cmpany Prfile cntaining the relatinship, return t the Prfile Search screen and lcate the cmpany. Select the Relatinship tab. Nte that the Individual has a + next t it indicating a relatinship; duble-click n the line t expand fr details. Nte the Individual Prfile previusly related t this Cmpany Prfile; t display Cntact infrmatin, select Display. Nte the Individual Prfile is nw a cntact fr the Cmpany Prfile. T add a new relatinship frm the Cmpany Prfile, return t the Accunt Relatins view and highlight the prfile type t relate; select New. Select the drp dwn arrw t establish the Relatinship t add. Highlight the apprpriate Relatinship Type and select OK. Nte the Relatinship chsen and select OK. Type in an Accunt Name and press the [Tab] key t initiate yur search. Place an X t the left f the accunt t be related and select OK. Nte the new Cmpany Subsidiary Accunt Relatinship; select Clse t return t the main prfile screen. Be sure t save changes frm the main prfile screen befre exiting. New T create a new prfile, select this buttn. T Create an Individual Prfile: Frm the Main Menu, select Reservatins; then, select Prfiles. Select New Prfile. Select Individual prfile and chse OK. Enter desired fields and select OK t save changes. T add multiple addresses r telephne numbers, click n the Ellipsis buttn. Required fields have a BOLD field descriptin. T add/edit an address, click n the Ellipsis buttn; then chse New r Edit. Enter all desired fields, and then select OK t save; select Clse frm the Multiple Address screen t return t Individual Prfile. Required fields have a BOLD field descriptin. Repeat Steps 4 and 5 fr Cmmunicatins (telephne numbers). 70

71 Chapter 2 Reservatins Mre Fields In additin t the main screen f the prfile, there are tabs acrss the tp f the screen that will allw entry f additinal specific infrmatin. Each htel generally custmizes the Mre Fields tab, s fields n this screen will vary. Check with htel management fr an explanatin f the fields n the Mre Fields screen. Stats and Inf This tab is fr display and indicates the amunt f business that the guest has dne in the htel r in the case f multi-prperty, cmbined fr all htels. The ttal rm revenue, ther revenue, number f nights, number f n-shw r cancelled reservatins als displays. Use the Stats and Inf Tab t create and stre the Accunts Receivable Number fr all prfile types and t restrict billing and reservatins fr any prfile type. On the Cmpany prfile screen, there are fields t enter the Cmpany s Tax ID number, as well as any default billing instructins. On a Travel Agent r Surce Prfile, the Mre Fields screen als carries the Cmmissin Cde and Cmmissin Percent fr paying cmmissins. T Set Restrictins n Prfiles: Frm the Prfile Search screen, lcate the desired prfile; duble-click r select Prfile t view details. Select the Stats and Inf tab. Select Restrictin and write a text Rule; select OK t save. Be sure t save changes nce returned t the main prfile screen. Nte the results f a Restrictin when attaching a prfile t a reservatin. Cntact If an individual prfile creates as a cntact, a secnd prfile generates as a cntact type. This tab will access the cntact prfile infrmatin, which may be different frm the individual infrmatin Cmpany Prfiles Cmpany prfiles attach t reservatins t track the amunt f business in revenue and rm nights a cmpany is prducing fr the htel. This infrmatin can help in negtiating rates and cntracts every year. A cmpany prfile als attaches if yur accunting department apprves the cmpany fr direct billing and an A/R number exists n the prfile. Finally, a cmpany prfiles with negtiated rates attach t rate queries fr reservatins t nly view the negtiated rate fr that cmpany. 71

72 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Accunt: The name f the cmpany as it will appear n registratin cards, flis, cnfirmatin letters and reprts. It is imprtant thrughut the prgram, and especially in the prfile t enter the infrmatin exactly as it shuld appear n printed dcuments, with prper capital and small letters. Since we use this field thrughut the prgram t lcate the cmpany, it is very imprtant that yu crrectly spell entries in the field. Ntice that the Accunt label is in bld text. This indicates that the system requires an entry in this field t save this prfile. Address: The street address f the cmpany. Enter an address in this field fr the cmpany's permanent mailing and cntact address. It is pssible t enter additinal addresses by pening the arrw t the right f this field. City: The city fr the cmpany s primary address. Pstal Cd. / Ext.: The Zip Cde and 4-digit extensin fr the cmpany s primary address. Cuntry / State: The cuntry and state fr the cmpany s primary address. The pstal cde and cuntry in cmbinatin will default the state. Owner: The wner indicates the prperty staff member (usually a Sales Manager) wh is peratinally respnsible r credited with the rms revenue fr the grup accunt. Territry: Enter the htel s Sales Territries here. This will help in reprting prductivity by territry. Keywrd: If the Accunt has a familiar name r acrnym, enter that infrmatin in the keywrd field t lcate the prfile frm the search screen. Type: This field determines whether the prfile is a cmpany, travel agent r surce type. These three prfile types have very similar screens, but slightly different ptential functinality s it is imprtant t save prfiles using the crrect type. 72

73 Chapter 2 Reservatins A/R N: If yu accunting department apprves this cmpany fr direct bill, an A/R number exists n the prfile. That number displays in this field but yu can nt edit this field. Crp ID #: Enter crprate ID numbers in this field fr additinal search criteria. Ref. Curr.: If the htel has the capability f printing guest bills in 2 currencies, it is pssible t enter the cmpany s hme currency in this field. If this is different frm the lcal currency and the flis allw multiple currencies, bth the lcal currency and the cmpany s hme currency print n the fli. This als assumes that an exchange rate has been cnfigured fr the cmpany s hme currency. Active: Selecting this ptin will activate r inactivate a prfile. Cmmunicatins: Telephne Numbers, Web Sites, Mbile Phne Numbers, Addresses can all be entered here. If the htel has a fax interface, entering a fax number here will allw cnfirmatin letters r A/R statements t be faxed directly. If the htel has an interface, entering an address here will allw cnfirmatin letters t be ed directly frm Opera. T Create a Cmpany Prfile: Frm the Main Menu, select Reservatins; then, Prfiles. Select New Prfile. Select Cmpany prfile and click OK. Enter desired fields and select OK t save changes. T add multiple addresses r telephne numbers, select the Ellipsis buttn. Required fields have a BOLD field descriptin. T add/edit an address, select the Ellipsis buttn; then chse New r Edit. Enter all desired fields, select OK t save; select Clse frm the Multiple Address screen t return t Individual Prfile. Required fields have a BOLD field descriptin. Repeat Steps 4 and 5 fr Cmmunicatins (telephne numbers) Travel Agent Prfiles Travel Agent prfiles are helpful t calculate cmmissins due t agencies fr bking rms at the htel. Travel agencies expect payment fr each reservatin, s an agency prfile must be attached. 73

74 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Accunt: The name f the agency as it will appear n registratin cards, flis, cnfirmatin letters and reprts. It is imprtant thrughut the prgram, and especially in the prfile t enter the infrmatin exactly as it shuld appear n printed dcuments, with prper capital and small letters. As this field will be used thrughut the prgram t lcate the travel agent, it is very imprtant that it is als spelled crrectly. Ntice that the Accunt label is in bld text. This indicates that the system requires an entry in this field t save this prfile. Address: The street address f the travel agent. An address may be entered directly in this field, and will becme the travel agent s primary address. It is pssible t enter additinal addresses by pening the arrw t the right f this field. Pstal Cd. / Ext.: The Zip Cde and 4-digit extensin fr the travel agent s primary address. City: The city fr the travel agent s primary address. Cuntry / State: The cuntry and state fr the travel agent s primary address. The pstal cde and cuntry in cmbinatin will default the state. Owner: The wner indicates the prperty staff member (usually a Sales Manager) wh is peratinally respnsible r credited with the rms revenue fr the grup accunt. Territry: The htel s Sales Territries can be entered here. This will help in reprting prductivity by territry. Keywrd: If the Agency has a familiar name r acrnym, that infrmatin can be entered in the keywrd field s that it can be used t lcate the prfile frm the search screen. Type: This field determines whether the prfile is a cmpany, travel agent r surce type. These three prfile types have very similar screens, but slightly different ptential functinality s it is imprtant that it is saved as the crrect type. 74

75 Chapter 2 Reservatins A/R Number: If this travel agent has been apprved fr direct bill, an A/R number will be given t the prfile. That number is displayed, but nt changed in this field. IATA Number: This is a unique identifying number that validates a Travel Agency. Ref. Curr.: If the htel has the capability f printing guest bills in 2 currencies, it is pssible t enter the travel agent s hme currency in this field. If this is different frm the lcal currency and the flis are cnfigured t d s, bth the lcal currency and the travel agent s hme currency will be printed n the fli. This als assumes that an exchange rate has been cnfigured fr the travel agent s hme currency. Active: Selecting this ptin will activate r inactivate a prfile. Cmmunicatins: Telephne Numbers, Web Sites, Mbile Phne Numbers, Addresses can all be entered here. If the htel has a fax interface, entering a fax number here will allw cnfirmatin letters r A/R statements t be faxed directly. If the htel has an interface, entering an address here will allw cnfirmatin letters t be ed directly frm Opera. T Create a Travel Agent Prfile: Frm the Main Menu, select Reservatins; then, select Prfiles. Select New Prfile. Select Travel Agent prfile and OK. Enter desired fields and select OK t save changes. T add multiple addresses r telephne numbers, select the Ellipsis buttn. Required fields have a BOLD field descriptin. T add/edit an address, select the Ellipsis buttn; then chse New r Edit. Enter all desired fields, select OK t save; select Clse frm the Multiple Address screen t return t the Prfile. Required fields have a BOLD field descriptin. Repeat Steps 4 and 5 fr Cmmunicatins (telephne numbers) Surce Prfiles Htels smetimes track infrmatin that des nt readily fall int Travel Agent, Cmpany r Grup categries using surce prfiles. Surce prfiles can be cnfigured t generate cmmissin payments and are smetimes used t pay whlesalers that are nt regular travel agents. They can als be used t pay cmmissin n grups, r t track business recmmended by Cnventin and Visitrs Bureaus r emplyees. 75

76 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Accunt: The name f the surce as it will appear n registratin cards, flis, cnfirmatin letters and reprts. It is imprtant thrughut the prgram, and especially in the prfile t enter the infrmatin exactly as it shuld appear n printed dcuments, with prper capital and small letters. As this field will be used thrughut the prgram t lcate the surce, it is very imprtant that it is als spelled crrectly. Ntice that the Accunt label is in bld text. This indicates that the system requires an entry in this field t save this prfile. Address: The street address f the surce. An address may be entered directly in this field, and will becme the surce s primary address. It is pssible t enter additinal addresses by pening the arrw t the right f this field. City: The city fr the surce s primary address. Pstal Cd. / Ext.: The Zip Cde and 4-digit extensin fr the surce s primary address. Cuntry / State: The cuntry and state fr the surce s primary address. The pstal cde and cuntry in cmbinatin will default the state. Owner: The wner indicates the prperty staff member (usually a Sales Manager) wh is peratinally respnsible r credited with the rms revenue fr the grup accunt. Territry: The htel s Sales Territries can be entered here. This will help in reprting prductivity by territry. Keywrd: If the Accunt has a familiar name r acrnym, that infrmatin can be entered in the keywrd field s that it can be used t lcate the prfile frm the search screen. A/R Number: If this surce has been apprved fr direct bill, an A/R number will be given t the prfile. That number is displayed, but nt changed in this field. 76

77 Chapter 2 Reservatins IATA Number: This is a unique identifying number that validates a Travel Agency. Ref. Curr.: If the htel has the capability f printing guest bills in 2 currencies, it is pssible t enter the surce s hme currency in this field. If this is different frm the lcal currency and the flis are cnfigured t d s, bth the lcal currency and the surce s hme currency will be printed n the fli. This als assumes that an exchange rate has been cnfigured fr the surce s hme currency. Active: Selecting this ptin will activate r inactivate a prfile. Cmmunicatins: Telephne Numbers, Web Sites, Mbile Phne Numbers, Addresses can all be entered here. If the htel has a fax interface, entering a fax number here will allw cnfirmatin letters r A/R statements t be faxed directly. If the htel has an interface, entering an address here will allw cnfirmatin letters t be ed directly frm Opera. negtiated a discunted rate with an agent r cmpany, that rate will be kept in the prfile. Each time a new reservatin is created, as lng as the prfile is accessed fr the rate query, nly the negtiated rates will be returned. This functin is fundamental in ensuring that the negtiated rates are used at all times and prevents callbacks and adjustments t rm rates. T Create a Surce Prfile: Frm the Main Menu, select Reservatins; then, select Prfiles. Select New Prfile. Select Surce prfile and OK. Enter desired fields and select OK t save changes. T add multiple addresses r telephne numbers, select the Ellipsis buttn. Required fields have a BOLD field descriptin. T add/edit an address, select the Ellipsis buttn; then chse New r Edit. Enter all desired fields, select OK t save; select Clse frm the Multiple Address screen t return t the Prfile. Required fields have a BOLD field descriptin. Repeat Steps 4 and 5 fr Cmmunicatins (telephne numbers) Grup Prfiles Grup prfiles are required fr any business blck and cntain permanent infrmatin relating t the grup. They are used t create the psting masters used by the grup fr billing as well. 77

78 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Grup Name: The name f the grup as it will appear n registratin cards, flis, cnfirmatin letters and reprts. It is imprtant thrughut the prgram, and especially in the prfile t enter the infrmatin exactly as it shuld appear n printed dcuments, with prper capital and small letters. As this field will be used thrughut the prgram t lcate the grup, it is very imprtant that it is als spelled crrectly. Ntice that the Grup Name label is in bld text. This indicates that the system requires an entry in this field t save this prfile. Language: The grup s native language. The lcal language will default in this field, but if the grup is mre cmfrtable using anther language, sme PBX systems are able t read this field t set vice mail instructins in the grup s language. In a htel where multiple languages are used t print flis, registratin cards and reprts, this field will activate the apprpriate language fr the guest s printed infrmatin as well. Any entry in the grup prfile will default t every guest in the grup when creating a rming list. Address: The street address f the grup. An address may be entered directly in this field, and will becme the grup s primary address. It is pssible t enter additinal addresses by pening the arrw t the right f this field. City: The city fr the grup s primary address. Pstal Cd. / Ext.: The Zip Cde and 4-digit extensin fr the grup s primary address. Cuntry / State: The cuntry and state fr the grup s primary address. The pstal cde and cuntry in cmbinatin will default the state. VIP: If the grup has a VIP status at the htel, that infrmatin shuld be entered here. Reprts are run based n this field fr VIP s arriving r in-huse. Husekeeping can als clean rms based n this VIP status if required. A VIP status entered n a grup prfile will default t EVERY member f the grup. 78

79 Chapter 2 Reservatins Acct. Cntact: The name f the persn with the grup wh is the primary cntact. This field des nt have anything t d with a cntact prfile, and is generally nly used in a htel that has pted nt t use Cntact Prfiles. Accunt Type: This is a cnfigurable field by the htel and indicates what type f business this grup will give the htel. Ref. Curr.: If the htel has the capability f printing guest bills in 2 currencies, it is pssible t enter the grup s hme currency in this field. If this is different frm the lcal currency and the flis are cnfigured t d s, bth the lcal currency and the surce s hme currency will be printed n the fli. This als assumes that an exchange rate has been cnfigured fr the grup s hme currency. Histry: Select this check bx t save this prfile frm being purged Ntes: In this sectin, extensive ntes can be taken abut a grup. Mst f these ntes are kept n the prfile nly, but Reservatin Ntes have the ability t be mved t every reservatin made by this grup. In this way, special requirements can be accessed at any time. T Create a Grup Prfile: Frm the Main Menu, select Reservatins; then, select Prfiles. Select New Prfile. Select Grup prfile and OK. Enter desired fields and select OK t save changes. T add multiple addresses r telephne numbers, select the Ellipsis buttn. Required fields have a BOLD field descriptin. T add/edit an address, select the Ellipsis buttn; then chse New r Edit. Enter all desired fields, select OK t save; select Clse frm the Multiple Address screen t return t the Prfile. Required fields have a BOLD field descriptin. Repeat Steps 4 and 5 fr Cmmunicatins (telephne numbers) Cntact Prfiles Cntact prfiles are the nly ptinal prfile type in Opera and are generally used in large grup htels. With the Opera Sales and Catering interface, cntact prfiles are required. Cntact prfiles keep all pertinent infrmatin regarding the grup r cmpany main intermediary and are used t track the amunt f business that ne meeting planner bks at a htel. 79

80 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Last Name: The name f the cntact as it will appear n registratin cards, flis, cnfirmatin letters and reprts. It is imprtant thrughut the prgram, and especially in the prfile t enter the infrmatin exactly as it shuld appear n printed dcuments, with prper capital and small letters. As this field will be used thrughut the prgram t lcate the cntact, it is very imprtant that it is als spelled crrectly. Ntice that the Last Name label is in bld text. This indicates that the system requires an entry in this field t save this prfile. First / Middle: The cntact s first and middle names. Psitin / Dept.: The cntact s psitin within the cmpany and the department that he/she wrks fr. Language: The guest s language as registered n the prfile. Select the dwn arrw t pen the Languages list f values and chse the guest s preferred crrespndence language. A default language fr cnfirmatin letters, flis, and guest mailings was established fr yur prperty during set up. An entry in this field frm the reservatin screen will ppulate the prfile as a permanent recrd. Title: The guest s title as entered in the prfile. An entry in this field will ppulate the prfile as a permanent recrd. The greetings are srted based n the language selected. This title may be used t address the guest in written crrespndence. Knwing the curtesy title the guest prefers is als useful when yu are dealing with the guest in persn. Envelpe Greeting: Hw the cntact s name shuld appear n an envelpe. An example might be Attn: Jhn Smith. Salutatin: The pening salutatin n any mail crrespndence t the guest. The infrmatin here will be defaulted frm the title field, but may be updated if the guest wuld like t have letters addressed t him by his first name nly, fr instance. 80

81 Chapter 2 Reservatins Address: The street address f the cntact. An address may be entered directly in this field, and will becme the cntact s primary address. It is pssible t enter additinal addresses by pening the arrw t the right f this field. City: The city fr the cntact s primary address. Pstal Cd. / Ext.: The Zip Cde and 4-digit extensin fr the cntact s primary address. Cuntry / State: The cuntry and state fr the cntact s primary address. The pstal cde and cuntry in cmbinatin will default the state. Owner: The wner indicates the prperty staff member (usually a Sales Manager) wh is peratinally respnsible r credited with the rms revenue fr the grup accunt. Territry: The htel s Sales Territries can be entered here. This will help in reprting prductivity by territry. A/R Number: If this cntact has been apprved fr direct bill, an A/R number will be given t the prfile. That number is displayed, but nt changed in this field. Birth Date: The cntact s birthday, pssibly used t send birthday cards. Cmmunicatins: Telephne Numbers, Web Sites, Mbile Phne Numbers, Addresses can all be entered here. If the htel has a fax interface, entering a fax number here will allw cnfirmatin letters r A/R statements t be faxed directly. If the htel has an interface, entering an address here will allw cnfirmatin letters t be ed directly frm Opera. T Create a Cntact Prfile: Frm the Main Menu, select Reservatins; then, select Prfiles. Select New Prfile. Select Cntact prfile and OK. Enter desired fields and select OK t save changes. T add multiple addresses r telephne numbers, select the Ellipsis buttn. Required fields have a BOLD field descriptin. T add/edit an address, select the Ellipsis buttn; then chse New r Edit. Enter all desired fields, select OK t save; select Clse frm the Multiple Address screen t return t the Prfile. Required fields have a BOLD field descriptin. Repeat Steps 4 and 5 fr Cmmunicatins (telephne numbers). 81

82 Chapter 2 Reservatins Opera PMS User s Guide Rm Plan The rm plan is a tl fr rganizing pre-blcked rms t maximize htel availability. In the rm plan, all in-huse and pre-blcked rms are displayed in a calendar functin s that a week at a time can be viewed. In this way, pre-blcked reservatins can be mved t arrive n rms that are set fr departure the same day s that rms d nt g unused due t pr management in pre-blcking. Frm the rm plan screen, there are a number f pssibilities t maximize the rm pre-blcks. Edit: Navigates directly t the Reservatins screen t display the reservatin fr this guest. Rm Blck: Use this ptin t check if there are expected alltments fr this rm type n this date. Check In: Use this quick check in ptin t check in the arriving reservatin. The arrival date must be the current date. Optins: Display the Reservatin Optins menu fr this reservatin. OOO/ OOS: Use this ptin t place this rm ut f rder r ut f service. Calendar: Use this ptin t see what events are influencing business at the htel. 82

83 Chapter 2 Reservatins 2.7 Flr Plan The flr plan functin displays all rms in the htel in relatin t each ther flr by flr. Frm the flr plan it is pssible t view the husekeeping status f every rm, as well as whether it is ccupied, vacant, due t arrive r due t depart. Any reservatin may be pened and edited frm the flr plan as lng as the user has the apprpriate user rights t d s. The Flr plan nly displays husekeeping and frnt ffice status fr rms fr the current date. The husekeeping and frnt ffice statuses f the rms appear in a grid at the bttm f the screen. The cdes are as fllws: CL - Clean DI - Dirty PU Pick Up IP - Inspected OO/OS Out f Order/Out f Service OC - Occupied VA -Vacant DN Departure Nt Paid (Due Out) AE Arrival Expected (Pre-Blcked Due In) The rms themselves reflect the clrs assciated with bth the husekeeping and frnt ffice statuses. Duble-clicking n any rm with an OC, DN r AE cde will display the reservatin infrmatin. 83

84 Chapter 2 Reservatins Opera PMS User s Guide Cnfirmatin Cnfirmatin letters can be printed, faxed r ed immediately upn making a reservatin, r a htel can chse t pre-set cnfirmatin letters fr batch printing later. In this sectin we will explain the batch cnfirmatin functin. The default view fr this screen is t see all reservatins nt yet checked in. T see nly thse reservatins with cnfirmatin letters pending, it s imprtant t check the bx in the center f the screen marked Pending Only. This will display all cnfirmatin letters that have been marked fr batch sending. Print All: T select all cnfirmatins letters that have been pre-set t print, select this ptin and all printed cnfirmatin letters will be marked t send. Once they are marked, select the Send buttn and all cnfirmatin letters will print. Print Nne: T unselect all cnfirmatin letters fr print, select this buttn. All selected printed cnfirmatin letters will be unmarked. Fax All: T select all cnfirmatin letters that have been pre-set t be faxed, select this ptin and all fax cnfirmatin letters will be marked t send. Once they are marked, select the Send buttn and all cnfirmatin letters will be faxed t the attached fax number. A wrking fax interface is required fr this t wrk. Fax Nne: T unselect all cnfirmatin letters fr fax, select this buttn. All selected fax cnfirmatin letters will be unmarked. All: T select all cnfirmatin letters that have been pre-set t be ed, select this ptin and all cnfirmatin letters will be marked t send. Once they are marked, select the Send buttn and all cnfirmatin letters will be ed t the attached address. A wrking interface is required fr this t wrk. Nne: T unselect all cnfirmatin letters fr , select this buttn. All selected cnfirmatin letters will be unmarked. 84

85 Chapter 2 Reservatins Attach: T attach a cnfirmatin letter t any reservatin, r t update the cnfirmatin letter fr a reservatin, select Attach and the cnfirmatin letter screen fr the highlighted reservatin will display. Send: Once all cnfirmatin letters t be sent are marked, select Send t prduce the letters. Print cnfirmatin letters will be printed fr pstal mailing, fax cnfirmatin letters will be directed t the guest s fax number and cnfirmatin letters will be sent as Adbe Acrbat attachments t s sent t the guest s address. 2.9 Calendar Optin When the Applicatin Setting Reservatins>Reservatin Flw is set t Display the Prperty Calendar screen first the fllwing screen will appear. Select the start date (by clicking nce n the arrival date) and end date (by clicking nce n the departure date) fr the reservatin. (The default start date is tday s business date.) The Rate Query screen appears, with the arrival and departure dates pre-filled. If yu click twice n the departure date, the Detailed Availability screen appears. Legend: The Legend displays the clr square bxes that indicate their assciated day types n the calendar. The day type descriptin displays at the bttm f the grid when the cursr is placed n the date. Edit: add a new event r day type t the prperty calendar. 85

86 Chapter 2 Reservatins Opera PMS User s Guide 3.0 Frm Date: The begin date fr a defined event r day type. T Date: The end date fr a defined event r day type. Day Type: The descriptin fr the day type. Event: The descriptin fr the event. Days f the Week Check Bxes: Day(s) f the week this event r day type is in effect. 86

87 Chapter 3 Frnt Desk 3 Chapter 3 Frnt Desk The Frnt Desk menu cntains all the functinality needed t wrk with the current day s business. Arrivals, Guests in Huse, Huse Accunts, Guest Messaging, Rm Blcking and Huse Status infrmatin are all available frm the Frnt Desk menu. 3.1 Arrivals Frm the Arrivals screen, all arriving guest s reservatins can be accessed and edited. This is als the screen fr checking in guests as well as fr walking in guests arriving with n reservatins. Search: T lcate an arriving guest reservatin, use any f the fields in the yellw-brdered bxes. The mst cmmn search fields are Name (which lcates the guest s last name by matching the last name n the prfile) and Cnf N, which is a uniquely generated number in Opera. Once the search criteria have been entered, select the Search buttn t activate a search fr arrivals. If n search criterin is entered, the Arrivals dialg bx appears displaying the expected arrivals fr tday s date. The expected arrivals are listed in alphabetical rder f the guest names. Advanced: If the nrmal search fields are nt able t lcate the arriving guest, using the Advanced buttn will pen the bttm prtin f the screen fr mre search ptins. See sectin fr further details. Walk In: If a guest des nt have a previus reservatin, the Walk In feature may be used. This feature fllws the cmplete reservatin cycle such as searching fr availability, attaching a prfile, creating the reservatin and check in the guest as ne functin. N reservatins fund. If search criteria is entered and there are n expected arrivals that match what has been specified, a cnfirmatin dialg bx appears asking if yu want t search all 87

88 Chapter 3 Frnt Desk Opera PMS User s Guide 3.0 prperties (if running in a multi prperty envirnment), search fr all reservatins, search ther arrival dates, r perfrm a walk in Advanced Search Rm Type: T chse the rm type specified n the reservatin. Stay On: The date n which guests are, r will be in-huse. Select the calendar icn t display the calendar screen. Chse the date n which yu wish t search. This ptin searches fr reservatins fr guests wh are, r will be in-huse n the selected date. Rm N: The rm number assigned n the reservatin. Market Cde: T chse the market cde specified n the reservatin. Res Type: T chse the reservatin type specified n the reservatin. Surce Cde: T chse the surce cde specified n the reservatin. Rate Cde: T chse the rate cde specified n the reservatin. Cuntry: T chse the guest's cuntry. City: The guest's city Cancel N: The reservatin cancellatin number. Cnf. Letter: Search by a letter type fr reservatins fr guests receiving that letter. 88

89 Chapter 3 Frnt Desk Prmtins: Prmtins (e.g., Fall Hliday, Superbwl Sunday and Buy One Get One Free) that are currently available are displayed n this screen. Select ne, multiple, r all prmtins frm the available prmtins list. Arrival Time Frm/T: Define the arrival time range (n the arrival date) yu wish t search. Fr example, if yu wished t find all guests wh arrived between 4:00 PM and 6:00 p.m. Rate Frm/T: The range f the rate amunts fr the reservatin. Depsit Date: The date n which the reservatin depsit is due. This ptin is t search fr reservatins having a depsit due n the selected date. Depsit Frm/T: The range f the depsit amunts required by the reservatin. VIP: T search by VIP level. Created On: T search fr the date in which the reservatin was created. Created By: T search by the Opera User wh created the reservatin. Search Type: If yu wish t search fr reservatins having a specific reservatin status, select the apprpriate radi buttn: General: Search fr reservatins regardless f reservatin status. This is the default. Cancellatin: Search fr cancelled reservatins. Day Use: Search fr Day Use reservatins. Checked Out: Search fr Checked Out reservatins. Due In: Search fr Due In reservatins. Due Out: Search fr Due Out reservatins. N Shws: Search fr N Shw reservatins. Cmplimentary: Search fr reservatins with cmplimentary as a rate cde. Mass Cancellatin. This buttn is available t allw cancellatin f all listed reservatins belnging t guests wh have nt yet checked in. Partial String Match: One r mre letters that appear anywhere in the term yu are searching fr. Partial Cnditin Match. Select this check bx if yu wish t perfrm a search based n a match in any ne r mre f the criteria yu specify. 89

90 Chapter 3 Frnt Desk Opera PMS User s Guide Walk In This ptin directs the user thrugh the prcess f making a new reservatin and checking a guest int the htel. The Walk In functin first checks availability, allws a prfile t be attached, displays the Reservatin screen and checks the guest in nce all infrmatin has been entered. T Walk a Guest Int the Htel: Frm the Main Menu, select Frnt Desk and Arrivals. Select Walk In. Cmplete the Rate Query including all accmmdatin infrmatin and guest prfile; select OK. Select an available Rate Cde and Rm Type then select Res. Select an available Rm Number fr the guest r let the system aut-assign ne. Make sure the Surce is Walk In and enter the guest s Payment infrmatin. Once all reservatin and in-huse guest infrmatin is cmplete, select OK. Answer Yes t cntinue the check-in. Answer Yes t print a Registratin Card. Select OK t the guest being checked in successfully. Answer OK t the Cnfirmatin Number ntice Check In This ptin is meant t be a Quick Check In, and shuld nt be used fr standard guest check in. The Quick Check In buttn verifies nly rm number and frm f payment and des nt give the desk clerk the pprtunity t verify all ther infrmatin with the guest. This ptin shuld be used t pre-check in guests, r t check in psting masters and huse accunts. T Use the Quick Check In Optin: Frm the Main Menu, select Frnt Desk and Arrivals. Enter the guest Name r Cnf N. and select Search. Highlight the apprpriate reservatin, verify the accmmdatin infrmatin with the guest, and select the Check In buttn. Rm Number is aut-assigned based n the reserved rm type; t make an alternate selectin select the drp dwn arrw next t Rm. Methd f Payment defaults frm the reservatin guarantee; t make an alternate selectin r prmpt the swiping f the card, select the drp dwn arrw next t Methd f Payment. Once Rm and Payment infrmatin are crrect, select OK t save the check-in. Answer Yes t print a Registratin Card. Select OK t the successful check-in message Cancel/Reinstate T cancel an existing reservatin, select this ptin. Enter a cancellatin reasn and a unique cancellatin number will be given. This cancellatin number may be used t lcate this reservatin infrmatin in the future. The reservatin status is changed frm expected t cancelled. Nte: If the guest has a depsit, yu cannt cancel the reservatin with this ptin. It must be cancelled thrugh the Cashiering prgram. 90

91 Chapter 3 Frnt Desk T Cancel a Reservatin: Frm the Main Menu, select Reservatins, then Update Reservatin. Enter search criteria (i.e. Last Name, Cnf. N) and select Search r Advanced fr mre search criteria. Highlight the crrect reservatin and select Cancel. Select frm the drp dwn arrw a list f Cancellatin Reasn chices. Highlight and select the apprpriate Cancellatin Reasn frm drp dwn arrw and select OK. Yu may cmplete the cancellatin by adding any additinal pertinent details in the text bx; select OK t finish. An Opera Cancellatin Number is generated; select OK t exit. If a CRS is the main reservatin database, a CRS generated cancellatin number appears. Nte the CANCELLED status n the reservatin. T Reinstate a Cancelled Reservatin: Select Reinstate. When reinstating, the main Reservatin screen appears allwing any changes t accmmdatin r guest infrmatin; nce cmplete, select OK t save changes. Reinstated reservatins d nt generate a new Opera Cnfirmatin Number but typically generate a new, unique CRS number. Reg. Card T print a registratin card at any time, select this ptin. Registratin cards may be printed frm the time the reservatin is made until the guest s departure date. Prfile Select this ptin t access the guest s prfile. Optins: Select this functin t access all reservatins ptins. All reservatins ptins are in Sectin Edit: T access the reservatin fr check in, select Edit. This is the best way t check in a guest. T Check in a Guest with a Credit Card: Frm the Main Menu, select Frnt Desk and select Arrivals. Enter search criteria (i.e. Name r Cnf. N.) and select Search. Highlight the desired arrival and select Edit t display full reservatin details. Use the Tab key t mve frm field t field while verifying all accmmdatin infrmatin. Once the cursr enters the Rm field, Opera autmatically assigns the first clean and vacant rm available that meets the Rm. Type request. Alternative suggestins are listed in the lwer left-hand prtin f the screen and may be manually chsen by typing in the Rm field. T change the frm f payment t credit card frm the riginal reservatin frm f payment, select frm the drp dwn arrw next t the Payment field. Chse the given Payment Methd and select OK. If a credit card is available n file fr the guest s Individual Prfile but nt being used as a frm f payment, select Cancel. 91

92 Chapter 3 Frnt Desk Opera PMS User s Guide 3.0 Even if this credit card is being used, it is suggested t Cancel; this will prmpt the Credit Card interface t ask fr the card t be swiped. Answering Yes t attaching the credit card t the guest s prfile keeps the newly swiped card n recrd fr future use. Answering N nly keeps the newly swiped card fr this particular recrd nly. Nte the newly swiped credit card infrmatin. With a Rm assigned and a cllected Payment, select OK t check the guest int the htel. Answer Yes t check the guest in. Opera verifies the Rm and Methd f Payment again allwing anther pprtunity t make any changes; if nt, select OK. T change either, select frm the drp dwn arrw next t the field and make the change. Decide whether t print a registratin card and answer accrdingly. Select OK t clse the successful check in message. If a credit card already exists n the reservatin as Payment fr guarantee, t change the payment methd, chse frm the Payment field and delete the payment. This is suggested even if the Payment remains the same t invke the swiping f the credit card. Select frm the drp dwn arrw next t Payment t select the given credit card. Chse the apprpriate Payment Methd and select OK. Again, Cancel frm using the Available Credit Card frm the guest prfile. Nte the newly swiped credit card as the Methd f Payment and select OK t cmplete the check in. If the PMS system is cnnected t interfaces it prmpts the key card intrface fr the keys. A change f payment may be perfrmed yet again here as well. T Check In a Guest with Cash: Frm the Main Menu, select Frnt Desk and Arrivals. Enter search criteria (i.e. Name r Cnf. N.) and select Search. Highlight the desired arrival and select Edit t display full reservatin details. Use the Tab key t mve frm field t field while verifying all accmmdatin infrmatin. Once the cursr enters the Rm field, Opera autmatically assigns the first clean and vacant rm available that meets the Rm. Type request. Alternative suggestins are listed in the lwer left-hand prtin f the screen and may be manually chsen by typing in the Rm field. Select frm the drp dwn arrw next t the Payment field t chse the frm f payment. Highlight Cash and select OK. Select OK t save and check in the guest. Select Yes t Check In the guest. Select Yes t print a registratin card r N t print at a later time. Answering Yes t psting a payment allws the direct psting f the cash payment. Answering N des nt pst a payment and must be psted manually. If this parameter is nt applicable fr yur htel, fllw instructins t pst the cash payment manually. Enter yur User Passwrd t lgin t yur Cashier and select Lgin. Enter the Amunt f cash t pst and indicate any additinal number f Cpies f payment receipts t print; select Pst t cmplete. Payment Cde fr Cash is the default. Be sure t select OK t save changes befre exiting. T verify the cash payment as psted, nte the Guest Balance n the reservatin screen; t manually pst the cash payment, select the Optins buttn. Select Billing frm the Reservatin Optins. Enter yur Passwrd t lgin t yur Cashier and select Lgin Select the Payment buttn frm the guest fli windw. 92

93 Chapter 3 Frnt Desk Enter the Amunt f cash t pst and indicate an additinal number f Cpies f payment receipts t print; select Pst t cmplete. Payment Cde fr Cash is the default fr frm f payment n the reservatin. Nte the psted cash payment n the guest fli and Clse frm the billing windw; Clse frm the Reservatins Optins. Be sure t save changes befre exiting the reservatin. T Check In a Guest with Direct Bill: Frm the Main Menu, select Frnt Desk and Arrivals Enter search criteria (i.e. Name r Cnf. N.) and select Search. Highlight the desired arrival and select Edit t display full reservatin details. Use the Tab key t mve frm field t field while verifying all accmmdatin infrmatin. Once the cursr enters the Rm field, Opera autmatically assigns the first clean and vacant rm available that meets the Rm. Type request. Alternative suggestins are listed in the lwer left-hand prtin f the screen and may be manually chsen by typing in the Rm field. Select frm the drp dwn arrw next t the Payment field t select the frm f payment Highlight the apprpriate Payment Methd and select OK. Check that a Cmpany, Travel Agent r Surce prfile exists n the reservatin fr Direct Billing purpses. This cmpany must have an active AR accunt t accept Direct Bill charges. Select OK t save and check in the guest. Select Yes t Check In the guest. Select Yes t print a registratin card. Respnd OK t the guest s successful check in. Be sure t Clse and Save changes befre exiting the reservatin. T ensure Ruting f charges is setup prperly fr direct billing, frm the Main Menu, select Frnt Desk and then Arrivals. Enter Name criteria and select Search. Highlight the desired reservatin and select Optins. Select the Ruting buttn frm the Reservatin Optins menu. If the Cmpany/Travel Agent r Surce has default fli instructins, answering Yes applies them t this in-huse guest. Nte the newly added Ruting instructins fr this guest. T create additinal ruting, select New. If default fli instructins d nt exist fr the cmpany select New and prceed with creating them. Clse frm Ruting and Clse frm the Reservatins Optins; be sure t save changes t the reservatin befre exiting. 3.2 Queue Reservatins At times a guest may arrive befre the requested rm type is available fr assignment, using this feature helps t manage rm assignment, and get guests int their rms faster by crdinating frnt desk and husekeeping effrts. Nte: A reservatin can be placed int the queue nly if the reservatin is nt checked in and the guest s arrival date equals the prperty business date. When attempting t check in guests befre their accmmdatins are available fr example, if the assigned rm is still ccupied r all rms f the desired rm type are dirty the Queue Reservatins message appears asking t put the reservatin int a check-in queue. Select Yes t place the reservatin in queue. 93

94 Chapter 3 Frnt Desk Opera PMS User s Guide 3.0 Fr reservatins currently in queue, the Queue buttn n the Reservatin Optins menu shws the queue psitin fr the reservatin and allws remving the reservatin frm the queue. Select Yes t remve the reservatin frm the queue. The queue time is always listed in Hurs and minutes. T lcate specific reservatins, enter yur filter criteria and select the Search buttn. Name: Enter all r the first part f the guest's last name. First Name: Enter all r the first part f the guest's first name. Rm Type: Select the dwn arrw t chse a rm type. 94

95 Chapter 3 Frnt Desk Rm: Select the dwn arrw t chse the rm number.. Search Results Grid The fllwing fields are available fr each reservatin in the queue. Select a clumn header t resrt the queue by that field. #: Pririty number. Q-Time: Hurs and minutes the reservatin has been in queue. Rm: Rm number, if assigned. Rm Type: Rm type assigned t the reservatin. FO Status: If a rm is assigned t the reservatin, the frnt ffice status f the rm (e.g., Vacant, Occupied). Rm Status: If a rm is assigned t the reservatin, the husekeeping rm status (e.g., Dirty, Pick Up, Clean). Name: Guest's name. VIP: Guest's VIP status. Functin Buttns Check In: Check in the highlighted reservatin. The payment screen appears. Pririty: Manually change the queue psitin f the highlighted reservatin. Resv: Displays the reservatin screen fr the highlighted reservatin. Details: Displays the Rms Edit screen fr the guest's rm. Available when a rm number is assigned t the guest. Statistics: Displays a detailed view f the current reservatins in queue. Reprt: Prepare the Queue Reservatins reprt. Queue Reservatins Statistics The Queue Reservatins Statistics screen appears when the Statistics buttn n the Queue Reservatins screen is selected. 95

96 Chapter 3 Frnt Desk Opera PMS User s Guide 3.0 At the tp f the screen the fllwing infrmatin is shwn: Current: Average time a reservatin has been in queue fr all reservatins in the current queue. Actual: Average time a reservatin was actually in queue befre being checked-in based n thse reservatins that have been placed n queue during the current business date. This screen shws the rm type, the descriptin f the rm type, and the number f reservatins in queue fr that rm type. Beneath the grid is the ttal number f rms in queue. 96

97 Chapter 3 Frnt Desk 3.3 In-Huse Guests The In-Huse Guests functin lcates all guests checked in t the htel at the current time. Frm this screen, all reservatins ptins are available, as well as several ptins that are nly available t checked in guests. The In-Huse Guests search screen lks much like all ther reservatins search screens with the additin f the Rm N. field as a search pssibility. Search: Once all search criteria have been entered selecting Search lcates all in-huse guests that fit the search ptins. Advanced: If an in-huse guest cannt be lcated by the first few ptins, selecting Advanced pens up the bttm prtin f the screen fr mre search ptins. New: T create new reservatins frm this screen see infrmatin in Chapter Cancel C/I: T cancel the check in and return the reservatin t arrival status, select this ptin. Cancel Check In des nt cancel the reservatin entirely, but nly reverses the reservatin frm checked in t reserved/arrival status fr later check in. It is nt pssible t cancel a check in if charges have been psted t a guest s fli. It is als nt pssible t cancel a check in if a depsit had been placed n the reservatin as it is transferred t the guest s fli as a credit balance nce the guest is checked in. T Cancel A Check In: Frm the In-Huse Guests search results screen, highlight the desired guest and select Cancel C/I. Only guests that arrived tday are eligible fr Cancel C/I. Answer Yes t prceed with the cancellatin. 97

98 Chapter 3 Frnt Desk Opera PMS User s Guide 3.0 Answering Yes t blcking the rm leaves the assigned rm number blcked n the reservatin. Answering N remves the assignment frm the reservatin and the rm becmes available t general inventry. Depending n yur htel s plicy, select the Husekeeping status fr the rm. (Generally, if the guest has nt arrived, the rm wuld be given the mst available status (i.e. Inspected r Clean)). (If the guest arrived and ccupied the rm fr a shrt length f time, a Pickup status is suggested.) (If the guest ccupied the rm fr a lnger length f time, a Dirty status is suggested). Once the Cancel C/I is cmplete, the reservatin returns t a Due-In reservatin status. Prfile Select this ptin t access the guest s prfile t view r edit. Optins T access all reservatin ptins select this buttn. All reservatins ptins are explained in detail in sectin Edit T pen the Reservatin screen t view r edit, select this ptin Accunts Htels use Psting Masters and Huse Accunts t pst charges fr banquets r t adjust disputed amunts. Psting Masters and Huse Accunts are handled like regular guest reservatins but are assigned a different set f rm numbers t differentiate them. Because Psting Masters are used s frequently, it is useful t have a quick and easy way t create them and check them in. 98

99 Chapter 3 Frnt Desk Name: The name f the grup r accunt, r the last name f the guest if a psting master is being made fr a guest. First Name: The first name f the guest if a psting master is being made fr a guest. Date Frm: The date n which the psting master shuld be checked in as an arrival s that charges may be psted n it. Date t: The date n which the psting master shuld be checked ut as a departure nce the balance is zer and the charges have been reslved. Rm Type: The psting master rm type. Mst htels use the PM rm type, but sme htels may have cnfigured mre than ne type f psting rm. Be sure t check fr the prper rm type at yur htel. Rm: The number f the psting rm. Usually psting rms are numbered between 9000 and 9999, check with yur htel t be sure that yu knw which numbers yu shuld be using. Rate Cde: Select the dwn arrw t chse a rate cde fr the accunt. Market Cde: The market cde is imprtant as it is used t categrize the revenue that is psted n this accunt. Because psting masters are used fr everything frm banquet functins t disputed charges, be sure that yu knw which market cde shuld be used fr yur psting master. Surce Cde: The surce cde indicates where the business was generated. If the business is banquets r catering the surce cde is different than if the accunt is being created fr huse use. T Create a Huse Accunt r Psting Master: Frm the Main Menu, select Frnt Desk and Accunts. Enter a Name (last) and ptinal First Name and press the Tab key. If an existing prfile match is fund, a duplicate will nt be created. Enter the Accunt dates. Accunts are allwed t arrive and depart n the same date. Highlight the PM Rm Type and select OK. Select frm the drp dwn arrw next t Rm Type. Select frm the drp dwn arrw next t Rm t chse a PM rm number. Search fr a rm. Highlight an available PM rm number and select OK. Chse frm the drp dwn arrw next t Rate Cde. Chse the apprpriate Market Cde and select OK. Chse frm the drp dwn arrw next t Surce. Select the apprpriate Surce Cde and click OK. Select OK t check-in the PM Accunt. Answer Yes t check-in the guest (PM). Select OK n the successful check-in message. 3.5 Rm Blcking Frnt Office Management ften uses a tl t pre-blck sme r all f the day s arrivals int rms. When wrking with large grup check-ins, pre-blcking rms can speed the check-in prcess at the desk. If there are a large number f special rm requests r VIP arrivals, preblcking rms can help eliminate last minute rushing t prepare rms. 99

100 Chapter 3 Frnt Desk Opera PMS User s Guide 3.0 Search Criterin Date: The date prmpted in this field always defaults t the current business date. If yu want t assign rms fr a future date, enter the date here. Name: Enter the guest's last name assciated with reservatin t search fr a specific reservatin. Rm Type: Select the dwn arrw t display the Rm Types list f values (e.g., deluxe duble, deluxe king, standard duble, etc.). Chse a rm type frm the list. Grup. Enter a grup name t narrw the search fr reservatins with a specific grup prfile attached. Rm Features: Search fr all reservatins that have this particular rm features attached t the prfile. Select ne r mre rm features frm the list f values. Res. Type: Search fr all reservatins that have a specific reservatin type. Select a reservatin type frm the list f values. Blck: Select a blck cde t search fr reservatins with a blck cde attached. Select frm the list f values. Specials: Search fr all reservatins that have this particular specials attached t the reservatin. Select ne r mre specials frm the list f values. Smking: Use this t search fr all reservatins that have a specific smking preference attached t the reservatin. Select a smking preference frm the list f values. 100

101 Chapter 3 Frnt Desk VIP: Select the dwn arrw t display the VIP list f values (e.g., management guest, repeat guest, etc.). Chse a VIP type frm the list. Advanced Search Cmpany: Displays a specific cmpany prfile assciated with the selected guest's reservatin. Surce: Displays surce prfile assciated with the selected guest's reservatin. Features: Displays specific rm features assciated with the selected guest's reservatin. Grup: Displays grup prfile assciated with the selected guest's reservatin. Agent: Displays travel agent name assciated with selected guest's reservatin. Preferred Rm: Displays the preferred rm number assciated with the selected guest's reservatin. Functin Buttns Blck: Use this buttn t access the vacant rm list t assign a rm fr the highlighted reservatin. Unblck: Use this buttn t eliminate the pre-blcked rm frm the highlighted reservatin. Aut: Use this ptin t pre-blck all arrivals fr the day. The system lks fr preferences in bth the prfile and the reservatin and lcates rms that suit the guest. Prfile: Use this ptin t access the guest prfile fr infrmatin that may assist in lcating a rm fr the guest. Res.: Use this ptin t access the guest reservatin fr update r view. Check In: Use this ptin t check in the guest. Like the Quick Check In ptin in sectin in the arrivals screen, this ptin verifies nly the rm number and the frm f payment. 3.6 Messages Guest messages can be left individually n each guest reservatin, r can be left as batch messages fr larger sets f guests. 101

102 Chapter 3 Frnt Desk Opera PMS User s Guide Send Messages Messages can be sent in batches t guests with similar characteristics n their reservatins. Once any ne f the fllwing ptins is selected, there are further filter screens that will assist in narrwing dwn the number f guests receiving the message. Guests Arriving Tday: All guests with the current date as the arrival date n the reservatin. Guests Arriving Tmrrw: All guests with tmrrw as the arrival date n the reservatin. Guests Departing Tday: All guests with tday as the departure date n the reservatin. Guests Departing Tmrrw: All guests with tmrrw as the departure date n the reservatin. Guests In Huse: All guests with a Reservatin Type CHECKED IN r DUE OUT. Guests In Huse Tmrrw: All Guests reserved t arrive tmrrw, as well as tday s stay ver guests. Grup Guests: Guests frm specific grups can be srted ut t receive messages. T Leave a Text Message fr a Grup Guests: Frm the Main Opera screen, select Frnt Desk and Messages. Select Send Messages. Select the grup f guests that will receive the batch message. Enter any additinal filter criteria needed. Select New t create a new message. Input the caller s Name, Title, and additinal infrmatin, then select the drp dwn arrw next t Message Text t select frm pre-defined messages. Select the pre-defined message desired by highlighting, and select OK t save. Once the return Phne N. is entered, press the [Tab] key t mve the message infrmatin int the text bx n the right. Enter any additinal message text and select Save. Answer Yes t send the message t the guests. This will turn the message light n in the guest rms f the selected grup. 102

103 Chapter 3 Frnt Desk T print the message fr delivery t a guest rm, select Print n the highlighted message. Input the Number f cpies and select OK t print. A Message lamp n this grup in-huse indicates that a message is waiting t be delivered. T mark a message as received by the guest, highlight the message and select the Received buttn. Nte the Received message indicatin with date and time f delivery Display Messages Displays messages and the status f the message. The Display Messages ptins include the fllwing: Nt Received: Displays nly thse messages in the system that have nt been received. Received: Displays all messages marked as received ther than vide received. Printed: Displays nly thse messages that have been printed. Lamp n: Displays nly thse messages that have been saved and nt received. All saved messages autmatically turn n the message lamp fr thse telephne systems with an interface t Opera. Vide Sent: Displays nly thse messages sent fr vide display. This functin is available fr thse vide systems with an interface t Opera. Vide Received: Displays nly thse messages received by vide display. This functin is available fr thse vide systems with an interface t Opera. All Messages: Displays all messages in the system, bth received and nt received. 3.7 Traces Traces can be left n an individual reservatin as a reminder t perfrm a special functin fr the guest r t be sure that guest requests are cmmunicated t ther departments. Leaving a trace n an individual reservatin was explained in Sectin In this sectin, we ll explain lcating and reslving pen traces fr all reservatins frm ne screen. 103

104 Chapter 3 Frnt Desk Opera PMS User s Guide 3.0 New: T create a new trace fr the highlighted guest, select New. Traces fr guests nt already listed here must be created in the reservatin itself. Reslve: Once the actin has been cmpleted, the trace is marked reslved, indicating that n further actin must be taken. If a trace has been entered t be tracked fr mre than ne day, each day will have t be marked as reslved individually. Edit: T update infrmatin n an existing trace, select Edit. Any infrmatin n the trace can be changed r updated. Delete: T delete a trace frm the database, select Delete. This is nt a recmmended manner f reslving traces, as all histry infrmatin abut this trace will als be deleted. The Delete ptin is cntrlled by User Rights. T Enter a Trace n a Reservatin: Frm the Reservatin Search r In-Huse Guest Search results screen, highlight the desired guest and select Optins. Select the Traces ptin. Select n New t add a new Trace. Select the Department t send the trace t by placing an X t the left. If any Trace Texts exist fr that department, yu may highlight the text t send. Any additinal instructins r manual trace infrmatin shuld be entered in the Text field. Select Save t save and create anther trace; select OK t save and clse. Nte the Trace lamp n the reservatin. T Reslve the trace, highlight the applicable trace and select Reslve. Reslve All cmpletes all traces and reslves fr the entire recrd. Nte the reslved trace with date and time stamps. Select Clse t exit the Traces functin. 104

105 Chapter 4 Cashiering 4 Chapter 4 Cashiering The Cashiering menu ffers a number f ptins t wrk with in-huse guest flis, check ut guests, and prcess ther cashiering requirements such as check cashing, fast psting, currency exchange and research. 4.1 Billing The billing screen cntains all detail n the guest s fli and allws access fr editing, transferring charges, adjustments, fli printing and guest check ut. This screen is the primary billing screen and users shuld be very familiar and cmfrtable with it Buttn Optins In additin t the right click menu, there are a number f ptins displayed n the screen that prvide access t additinal fli functinality. Balance: The ttal amunt due frm all eight windws f the guest s fli. Status: The statuses f the reservatin, whether it is checked in, checked ut, due ut r walk in. Arrival: The arrival date as entered n the reservatin. Depart: The departure date as entered n the reservatin. Cmpany: The name f a cmpany prfile attached t the reservatin. 105

106 Chapter 4 Cashiering Opera PMS User s Guide 3.0 Grup: The name f a grup prfile attached t the reservatin. Rate Cde: The rate cde n the reservatin. Rate: The dllar amunt f the rate n the reservatin. Windw Name: The name f the persn r cmpany respnsible fr the charges in this fli windw. This is set up thrugh the ruting functin n the reservatin. Windw Balance: The balance f charges in this windw nly. The sum f all windws will ttal the Balance in the upper left crner f the screen. Select All Use this buttn t mark all charges in the highlighted windw. This can be dne t save time when transferring a large number f charges frm ne windw t anther r frm ne fli t anther. Pst Use this buttn t pst charges r adjustments manually n this guest s fli. T Pst a Charge n a Guest Fli: Frm the Main Menu, select Cashiering and Billing. Enter yur user Passwrd fr the Cashier Lgin and select Lgin t cntinue. Search fr the guest. Highlight the desired guest and Select the rm. Select Pst t add a manual psting. Select frm the drp dwn arrw a Cde fr selecting the transactin cde t pst. Find and highlight the apprpriate Transactin Cde and select OK. Enter the charge Price, Quantity, Detail n Check N, Supplement, Reference and Windw t pst the charge t. Select Pst t cmplete the transactin. Clse frm the psting windw t return t the fli. Ntice the newly psted charge t the guest fli. Clse frm the billing windw t prevent further pstings. Edit Use this ptin t edit reference r supplement infrmatin n a charge s that the explanatin prints n the guest fli and n reprts pertaining t charges. T Edit a Charge n a Guest Fli: Frm the Billing screen, highlight the desired rm and click Select. Highlight the charge t be edited, and either duble-click the charge r select Edit. Nte the current Price f the charge. Edit the price t the crrect amunt and select OK t save. This may nly be perfrmed n a manual psting frm the same business date (i.e. n interface pstings r charges applied n a previus business date). Nte the newly edited psting. Select Clse t exit the billing screen and prevent further pstings. This depends n user rights if the user is given the permissin frm the Management t be allwed t edit a charge n a guest Fli. Fli Preview: Use this ptin t preview the guest s highlighted fli windw n screen withut printing. 106

107 Chapter 4 Cashiering Print Fli: Use this ptin t print the highlighted fli windw. Fli Style: This ptin allws the user t change the fli style fr printing the highlighted fli windw. Select the fli style frm ne f 19 styles cnfigured in the system. Optins: A number f cashiering and reservatins ptins are available frm the fli screen. Agent/Cmpany: Use this ptin t attach additinal prfiles t the reservatin. Travel Agent, Cmpany, Grup r Surce prfiles can be lcated and attached using this feature. There is n difference n the reservatin if the prfiles are attached using Agent/Cmpany than if they were attached t the main reservatin screen. When setting up charge ruting, access t additinal prfiles is quicker frm this ptin. Billing Summary: This screen displays a side-by-side cmparisn f the guest's cmped and charged transactins. Credit Cards: Displays the credit cards used fr payment thrughut the guest's stay. Yu can access this ptin if yu are using the credit card interface. When yu select this ptin, Opera ffers yu the fllwing chices: Manual Apprval, Authrizatin Rule, and Additinal Authrizatin. Disable/Enable Phne: This ptin either enables telephne numbers dialed t be printed n the guest fli r restricts the printing f the telephne numbers. Fixed Charges: The Fixed Charges ptin is used t pre-set autmatic pstings n a reservatin. These charges pst immediately after the Rm and Tax pstings during the End f Day (Night Audit) Sequence. Sme examples f fixed charges are extra bed charges, parking charges, refrigeratr rentals r any ther charge that might be autmatically added n a nightly basis. Fixed charges can als be entered t pst n a weekly r mnthly basis as well, and as a result can be used t pst weekly r mnthly rental fees. T Enter Fixed Charges: Frm the Billing screen, highlight the desired reservatin and select Optins. Chse the Fixed Charges ptin. Select New. Name, Dates and Nights will default t riginal reservatin dates f stay. Select the desired Transactin Cde fr the Fixed Charge. Cmplete the Amunt, Quantity and select OK t save. Nte the newly entered Fixed Charges and select Clse t return t the Optins menu. Select Clse frm the Optins menu t return t the main Reservatin r Reservatin Search screen; be sure t save changes befre exiting. Fli Histry: A cpy f each fli is stred fr the guest at the time they check ut, when an AR invice is created, r when a passer by fli is generated. Frm the Fli Histry screen, flis can be reviewed n-screen and printed in any f the available fli styles. Package Optins: The Package Optin is a tl fr frnt desk users and managers t research hw much f a package element has been cnsumed. Package elements such as breakfast have an upper limit t the amunt f mney a guest may cnsume. Abve that pre-determined allwance, any further charges pst n the guest s bill. The package ptin displays the allwance amunt, the amunt cnsumed by the guest and the verage, which psts n the guest bill. Each day the package element is valid it is displayed separately. 107

108 Chapter 4 Cashiering Opera PMS User s Guide 3.0 Phne Details: This ptin accesses the details f telephne calls psted t the guest rm. This displays the time f the call, number f minutes, number dialed and ttal psted amunt. Pst Rate Cde: Manually pst rm and tax. Psting Histry: In the Psting Histry ptin, all pstings made t the fli as well as any changes r adjustments t thse charges are displayed. Prfile: Use this functin t access the guest prfile fr update r view infrmatin. See sectin 2-5 fr cmplete infrmatin regarding guest prfiles. Reservatin: The Reservatin ptin displays the cmplete reservatin screen and allws all infrmatin t be accessed and updated. See Sectin fr a cmplete discussin f all the fields n the reservatin screen. Ruting: Setting up charge ruting can be a great time-saver when checking ut a guest. If charges are ruted crrectly, there are fewer guest cmplaints at the desk and a much faster check ut time. Charges can be autmatically separated n a guest s fli, r can be mved ff the guest s fli cmpletely t a psting master r anther guest rm. T Enter Charge Ruting Instructins n a Reservatin: Frm the Billing results screen, highlight the desired reservatin and select Optins. Select the Ruting. Chse t setup a New ruting instructin. T rute charges frm ne rm t anther, select Rm Ruting; indicate whether the instructins apply fr the Entire Stay r Other Dates (i.e. partial dates). T rute charges t a rm, select the rm number frm the Rute t Rm drp dwn arrw. Enter the Guest Name r Rm Number and press the Tab key t initiate a search. Highlight the desired guest and select OK. Select the drp dwn arrw next t Transactin Cde t use a pre-defined gruping f transactin cdes (i.e. all F&B charges). If ruting an individual transactin cde, select the cde by placing an X next t the transactin cde. Once the transactin cde selected appears at the bttm f the screen, select OK t save. If selecting a pre-defined gruping f billing instructins, place an X t the left f the categry and select OK t save. T save the Ruting Instructins, select OK. Nte the newly created Ruting Instructins fr this guest. Be sure t save the changes befre selecting Clse. T set up ruting f charges frm ne fli windw t anther, select the Windw Ruting ptin and dates. T rute charges t anther prfile name (i.e. a Cmpany Prfile), select frm the drp dwn arrw next t the Name field. Highlight the available Prfile name t rute charges t and select OK. If n additinal prfile name exists n the reservatin, the Prfile Search Screen appears allwing the search f an existing prfile r the creatin f a new ne. Select frm the drp dwn arrw next t Transactin Cde t use a pre-defined gruping f transactin cdes (i.e. all F&B charges). After selecting the transactin cdes t rute, select the fli windw fr the charges t be ruted t using the drp dwn arrw next t Windw N. Once cmplete, select OK t save changes. 108

109 Chapter 4 Cashiering Payment: Use this buttn t pst a payment t the guest s fli withut checking the guest ut f the htel. It is nt pssible t pst a direct bill payment frm this ptin. A direct bill payment may nly be made when checking ut a guest. T Pst a Payment t a Guest Fli: Frm the Billing search screen, highlight the desired guest and click Select. Select Payment. Select frm the drp dwn arrw next t Payment Cde the frm f payment. The default Payment Cde is the listed frm f payment n the reservatin; t change, select frm the drp dwn arrw next t Payment Cde. Highlight the Payment Type and select OK. Enter the Amunt f the payment and select Pst. The amunt always defaults t the fli windw balance. If the payment is fr a different amunt, make the applicable change. Nte the newly psted payment. Select Clse t exit the billing windw and prevent further charges frm psting n this fli. Settlement/Check Out: Use this ptin t check a guest ut f the htel. The buttn reads Settlement if the departure date is in the future and Check Out if the departure date is the current date. T Check Out a Guest t Credit Card: Frm the Main Menu, select Cashiering and Billing. Enter yur user Passwrd and select Lgin. Highlight the desired guest t check ut and click Select. The default Payment Cde is the listed frm f payment n the reservatin; t change, select frm the drp dwn arrw next t Payment Cde. The default Amunt is the fli balance; if the payment amunt differs, enter the Amunt. Select Pst t pst the payment; if additinal authrizatin is required, the credit card interface btains it at this pint. Once a payment receipt and guest fli print, ntice the psted credit card payment and the change in guest Status t Checked Out. Select Clse t exit the billing windw and prevent further pstings. 109

110 Chapter 4 Cashiering Opera PMS User s Guide 3.0 T Check Out a Guest t Direct Bill: Frm the Billing search screen, highlight the desired guest t check ut and click Select. It is necessary that a secnd fli windw exists with a Cmpany Name attached; nte the cmpany label n fli windw tw. T check that a valid AR accunt exists fr this cmpany, select Optins. Select Agent/Cmpany frm the Billing Optins. Select frm the drp dwn arrw next t Cmpany Prfile. Ensure the cmpany selected has a valid AR N. Select OK t exit; Clse frm the Prfile screen and Clse frm the Billing Optins. T prceed, select n the Check ut buttn. Fr fli windw ne, enter the crrect frm f payment and Pst the payment t settle the fli windw. Answer Yes t cntinue with fli windw 2. Select frm the drp dwn arrw next t Payment Cde t change t Direct Bill. Select the Direct Bill Payment Type and select OK t save. Ensure the Amunt t settle t Direct Bill is crrect and select Pst. Nte the newly psted Direct Bill Payment and the change in guest Status t Checked Out Right-Click Optins Frm the billing screen, there are a number f buttn ptins displayed at the bttm f the screen. In additin t these buttns, a full menu f ptins is available by using the right-click n the muse. The right-click ptins are discussed belw. 110

111 Chapter 4 Cashiering Transfer t Windw The highlighted charge r grup f charges is mved t the selected windw using this ptin. Add New Windw Up t 8 fli windws can be pened fr each guest. Use this ptin t pen additinal windws. Delete Windw T delete the highest numbered windw, select this ptin. It is nt pssible t delete a windw with transactins attached. Screen View T view each fli windw as a full screen, select Full, t view tw windws n ne screen select Split, and t view fur windws n ne screen select Quad. View Summarized Transactins/View detailed Transactins These ptins will tggle based n which ptin was selected prir. It displays n screen nly, ne line per transactin cde per day fr easier viewing. Delete Transactin This ptin is managed by User Rights, and deletes a psted transactin. This deletin is tracked thrugh psting histry and in a Night Audit reprt as well. Only current day transactins may be deleted, and a reasn fr deletin is required. Split Transactin: Use this buttn t split ne charge int tw smaller charges. This is useful if a prtin f a charge is t be adjusted r transferred. T Split a Charge n a Guest Fli: Frm the Billing search screen, highlight the apprpriate guest and click Select t view the fli. Highlight the charge t be split, right-click and chse the Split ptin. Select t split the psting either by Amunt r Percentage and enter the value. Select OK t save. Nte the newly split charge n the guest fli. Click Clse t exit the fli and prevent further pstings. Adjust Transactin: Use this buttn t allw the system t adjust a charge t its internally cnfigured adjustment cde. This buttn is nly used fr charges psted autmatically by Opera r by an interface, and nly by charges psted prir t the current date. T Adjust a Charge n a Guest Fli: Frm the Billing search results screen, highlight the desired guest rm and click Select. Place an X next t the charge t be adjusted, right click and select Adjustment. Only charges that were psted n a previus business date may be adjusted. Chse the Adjust Selected Psting ptin t adjust an individual psting. The Adjust Selected by Trn. Cdes ptin adjusts multiple pstings with the same transactin cde. The Adjust by Check N. ptin adjusts interface pstings by Check N. Select an Amunt r Percentage f the price f the charge t adjust and enter the amunt; next, select frm the drp dwn arrw next t Reasn Cde. Select the apprpriate Reasn Cde and select OK t save. Enter any additinal Reasn Text regarding the adjustment and select OK t save. Select OK t the adjustment message. Nte the newly adjusted psting. 111

112 Chapter 4 Cashiering Opera PMS User s Guide 3.0 Select Clse t exit the billing windw and prevent further pstings. Transfer Transactin: Use this buttn t transfer charges t r frm anther guest fli. T Transfer Pstings T r Frm a Guest Fli: Frm the Billing search screen, highlight the desired guest and click Select. Highlight the charge t be transferred, right click and select Transfer. Select t Transfer TO anther Rm. Transfer FROM anther Rm allws pstings frm anther rm t be transferred t this fli. Transfer FROM List f Rms allws pstings frm a list f rms t be transferred t this fli. Select All Marked Pstings t transfer; select frm the drp dwn arrw next t Rm t select the rm t send the charges t. Input the Rm r Name, press the Tab key t initiate the search, highlight the guest and click Select. Nte the visual display f the transfer, and select Transfer t cmplete. Answer OK t the charge transfer message. Nte the transferred charge frm the guest fli. Select Clse t exit the billing windw t prevent further pstings t this fli. Alternately, right-click in the fli windw and select t Add Guest View. Enter Rm r Name, press Tab key t initiate search, highlight guest recrd, and click Select. Nte the newly added guest view. Using the muse, click and drag the charge dwn t the secnd guest fli. Nte the newly transferred charge back n the riginal fli. Select Clse t exit the billing windw and prevent further pstings t this fli. Add Guest View T pen and display a secnd guest fli fr cmparisn r transfer, select Add Guest View. The secnd guest fli is chsen frm the list f in-huse guest flis, and can be pened at the same time as the current fli. Remve Guest View This ptin clses the fli that is currently viewable n screen if mre than ne fli is pen. Next Guest If mre than ne guest fli is pen, this ptin mves the user t the next pen fli. Previus Guest If mre than ne guest fli is pen, this ptin mves the user t the previus pen fli. POS Check Details If the htel has an advanced POS interface with the restaurants, it is pssible t view and print the restaurant check detail frm the fli windw using this ptin. 4.2 Fast Psting Fast Psting allws a number f charges t be psted t different guest rms withut having t access each guest fli individually. Sme cmmn uses fr fast psting are: psting laundry charges, psting parking charges, psting valet r bellman charges, and s n. Ntice in the bttm left crner that a running ttal f charges is displayed. This assists if the list that is being entered als has a ttal at the bttm. The ttals can then be cmpared fr accuracy. 112

113 Chapter 4 Cashiering Rm/Name: The fli can be lcated by typing the guest s rm number in the Rm/Name field. It can als be lcated by typing in the first few letters f the guest s last name in the Rm/Name field. Cde: The transactin cde fr psting can be lcated by typing in the number f the cde, r by typing in the first few letters in the descriptin f the cde. Opening the arrw t the right f the field and searching thrugh all cdes cnfigured in the system can als lcate the crrect transactin cde. Descriptin: The descriptin attached t the transactin cde. Amunt: The amunt f mney t be charged the guest fr the particular transactin. Qty.: The number f charges that shuld be put n the guest fli. Fr example ne charge with a quantity f tw culd be entered, resulting in ne line item n the guest s fli with twice the amunt f the charge. If the quantity was fur, the ne line item wuld be fur times the amunt f the charge. Windw: The fli windw n which the charge will appear. Check N.: Check Number is used if the POS interface will supprt check numbers in Opera. If an additinal charge is added t a restaurant bill at the frnt desk, entering the check number will cause that charge t rll up int ne line item with all ther charges n that check number. Supplement: The Supplement field may r may nt print n the guest s fli. A supplement may include infrmatin as t why the charge is being psted manually, r additinal infrmatin abut the charge. Reference: The reference infrmatin will print n the guest bill. This field is primarily fr guest reference, and shuld be spelled crrectly. T Use the Fast Psting Functin: Frm the Cashiering menu, select Fast Psting. Next, enter yur Passwrd at the Cashier Lgin screen. 113

114 Chapter 4 Cashiering Opera PMS User s Guide 3.0 Enter the Rm Number r Partial Name r select frm the drp dwn arrw t search fr in-huse guests. Search fr the guest by any f the fields displayed. Typically, search by last Name r Rm Number. Highlight the apprpriate chice and click Select. Enter the Transactin Cde f the psting (i.e. Flwers) r select frm the drp dwn arrw t search fr the crrect cde. Search fr the apprpriate Transactin Cde by typing a few letters in the find field. T search by Cde, type t the left f the % sign (i.e. 21%). T search by Descriptin, type t the right f the % sign (i.e. %flwer). Select Find t activate the search and display any partial matches display. Highlight the apprpriate selectin and select OK. Select the Amunt, Quantity, Windw, Check N, Supplement r Reference. Select Pst t prceed t the next line and cntinue entering charges fr ther transactins and/r guests. Once all the charges have been entered, select Clse t exit the screen and apply all charges t each guest s fli. 4.3 Cashier Functins The Cashier Functins buttn cntains a number f different ptins that may r may nt be used at yur htel. It is a gd idea t becme familiar with each f them. The Cashier Functins cver a wide range f additinal infrmatin, such as Currency Exchange, Check Exchange, Fli Histry, Petty Cash Handling and Receipt Histry Batch Flis Night Auditrs rutinely print flis fr express checkuts t be delivered under the guest s drs n the vernight. There are als times when it is a gd idea t print every guest fli in huse in preparatin fr pssible dwn time. The Batch Flis ptin is used in either circumstance. 114

115 Chapter 4 Cashiering Batch Flis can be printed fr a number f reasns. The mst cmmn reasn is fr express check-ut guests. Flis can be printed befre r after the End f Day sequence. If printed befre, selecting Flis fr Guests Departing Tmrrw will pre-print rm and tax charges expected t be psted during the audit. If printed after, actual rm and tax charges will print. In the case f expected dwn time, printing flis fr all guests will help the desk cpe with a manual system. T Print Express Check Out Flis: Frm the Cashiering menu, g t Cashiering Functins and select Batch Flis frm the sub-menu. Next, enter yur Passwrd at the Cashier Lgin screen. If printing flis befre the Night Audit has rlled the business date, then select Flis fr Guests Departing Tmrrw. If printing flis after the Night Audit has cmpleted, select Flis fr Guests Departing Tday. Select Next t cntinue. In this example, flis are being printed befre rlling the business date. T print charges as they appear after the Night Audit, select Advance Fli. Select Next t cntinue. If delivering flis t each guest rm, select Rm Number Order. Select Next t cntinue. If delivering flis t everyne in-huse, select All Guests. If nly delivering t specific guests, select All VIP and/r the apprpriate VIP cde t be included in this prcess. Select Next t cntinue. Select Only Credit Cards t exclude ther payment methds (i.e. Cash, Check, etc) r select All Payment Methds t include all f them. Select Next t cntinue. Select Only Windws Billed t Guest. This will prevent printing f any Direct Bill flis. If the Reservatin des nt have Ruting set up prperly (i.e. Rute t Name), this functin will nt exclude thse fli windws. Select Next t cntinue. Select a Fli Style. T select all guests, select Print All. T select individual guests, place an X next t their name and select Print. 115

116 Chapter 4 Cashiering Opera PMS User s Guide Batch Pstings As part f cntractual agreements, it can be cmmn fr htels t negtiate a cmmn charge t be psted t a large number f guest flis. One example can be a grup that cntracts a per persn gratuity fr baggage handling. Rather than psting this charge t each individual fli, r even psting this t a large grup by fast psting, Batch Psting can be used as lng as the charge is the same amunt fr everyne receiving it. Fr Batch Psting t be used crrectly, the same transactin cde and amunt must be psted t every guest receiving the charge. It is pssible t designate a list f rms, r t pst t every member f a grup r everyne in huse with the same travel agency. If the charge shuld be multiplied by the number f adults, and include tday s due ut guests, that infrmatin can be indicated as well. If the charge shuld be psted regardless whether the fli is a guest fli r a psting master, that can be indicated here. Finally, if the charge shuld be psted even if the guest des nt have a frm f payment that will allw it, the N Pst flag shuld be verridden. T Enter Batch Pstings: Frm the Cashiering menu, g t Cashier Functins and select Batch Pstings. Next, enter yur Passwrd at the Cashier Lgin screen. Enter the Trn. Cde r select frm the drp dwn arrw next t Trn Cde t search fr pssible ptins. T search by descriptin, type the first few letters t the right f the % sign and select Find t activate the search. The results f any cdes cntaining that cmbinatin f letters displays. Highlight the apprpriate Cde and select OK. Enter the amunt. Select frm the drp dwn arrw next t Rms t select the guests wh shuld have this charge psted t their accunt. Search fr guests using any f the fields in the yellw bx in the bttm left crner f the screen. Select them by placing an X next t their rm number. Once all relevant guests, Grups r Travel agent have an X next t their name, click Select t accept. Enter the Amunt and Supplement infrmatin used t refer t the supplement sectin. 116

117 Chapter 4 Cashiering If the charge being applied is per persn, make sure t als check the Multiply by Number f Adults checkbx. Select OK t apply charges. Select Yes t see the Psting Details. The new accunt balance displays fr all guests selected. The X in the OK clumn indicates the psting successfully applied t their flis Cashier Reprts When clsing ut fr the day, each cashier must balance his r her wrk befre drpping any cash and checks. T d s, the Cashier Reprts shuld be printed fr verificatin f the amunt f cash, checks and credit cards that have been taken in. If the htel handles freign currency exchanges as well, the freign currency ttals can als be fund n the cashier reprts. These reprts can be printed at any time during the shift (assuming the parameter fr blind drp is nt activated), and ttals shuld be verified against actual cash, freign currency and checks. Once the cashier is clsed fr the day, these reprts are reset t zer and will begin again the next time that the cashier pens. Cashier Reprts are ttaled by payment type. The Cash Reprt als cntains a recrd f every psting that was made n the cashier s passwrd fr the day Cashier Status When a cashier lgs int a cash-handling r reprting screen fr the first time during a shift, a message appears asking if he r she wuld like t pen the cashier. This is a requirement t pen r view cash-handling areas. Once the cashier is pen, all pstings and payments begin t ttal fr that cashier fr the day. At the end f the shift, the cashier must balance all payments, make a drp and clse the cashier in Opera. If this is nt dne, the cashier clses during the audit, but a drp is nt registered. The fllwing shift, the cashier will pen again with the drp frm the previus day registered as part f the pening cash ttals. This can cause cnfusin fr the cashier. The Cashier Status screen allws a manager r Night Auditr t see if any cashiers were left pen. If nt prperly clsed it creates prblems when balancing the fllwing day. The audit aut clses cashiers. 117

118 Chapter 4 Cashiering Opera PMS User s Guide 3.0 The cashier number, status and cashier name appear as the times pen and clsed Check Exchange If a htel cashes checks fr guests, using the check exchange functin can help t keep the cashier ttals straight at the end f the day. Since cashing a check des nt increase r decrease the value f a cashier s bank, the purpse f the check exchange is t register a decrease in the cash and a crrespnding increase in check ttals fr cunting ut at the end f the day. 118

119 Chapter 4 Cashiering Rm N.: The rm number f the registered guest cashing the check. Since mst htels d nt cash checks fr ther than registered guests, this is a required field. Guest Name: The name f the guest cashing the check. Amunt: The amunt f the check. This is the amunt that will be subtracted frm the cashier s cash ttal and added t the cashier s check ttal fr balancing. Text: The wrd Check defaults, but can be verwritten with any text needed. It s a gd idea t enter the name n the check if it is different frm the guest s name. Supplement: Usually the check number wuld be entered here fr tracking purpses. T Prcess a Check Exchange: Frm the Cashiering menu, g t Cashiering Functins and select Check Exchange frm the sub-menu. Next, enter yur Passwrd at the Cashier Lgin screen. Select the in huse guest frm the drp dwn arrw next t Rm N. Search fr and highlight the apprpriate guest; click Select. Enter the Amunt f the check being exchanged. Enter the Check # in the Supplement line and select OK t cmplete the transactin. Select OK t verify the exchange was cmpleted successfully Currency Calculatr The currency calculatr feature allws a user t calculate and view an exchange amunt withut actually prcessing the exchange. In Opera, there are six pssible exchange rates fr each currency, althugh it is unusual t use all six separately. Mst htels cmbine tw r mre exchange types using the same rate fr all t keep the exchange feature manageable. 119

120 Chapter 4 Cashiering Opera PMS User s Guide 3.0 Amunt: The amunt in the currency t be exchanged. If 50 Eur are being exchanged fr dllars, the amunt 50 wuld be entered in this field. Date: The date f the transactin. In a htel that updates exchange rates fr the next day, entering tday s date may give a different exchange rate than the same amunt the fllwing day. Frm Currency: The currency the guest is exchanging. Exchange Cde. The type f exchange t take place. Cash - Exchanged currency t be used withut regard fr its ultimate applicatin (smetimes called "ver-the-cunter" exchange). Check - Exchanged traveler's check t be used withut regard fr its ultimate applicatin (smetimes called "ver-the-cunter" exchange). Settlement - Exchanged currency t be used in full r partial payment f the guest's bill. Frecast - Exchanged currency t be used fr prperty revenue frecasting. Cmmissins - Exchanged currency t be used fr travel agent cmmissins. Psting - Exchanged currency t be applied t psting transactins T Currency: The currency the guest will receive in the exchange. Calculatin Results Buy Rate: Currency exchange buy rate cnfigured fr the currency in the Frm Currency field. Buy Cmmissin: Currency exchange buy cmmissin percentage cnfigured fr the currency in the Frm Currency field. Calculated Amunt: Amunt f the exchange in the currency shwn in the T Currency field. 120

121 Chapter 4 Cashiering T Use the Currency Calculatr: Frm the Main Opera menu, select Cashiering and Cashier Functins. Select Currency Calculatr. Enter yur passwrd. Enter the amunt f freign currency the guest wuld like t calculate in the Amunt field. Enter the type f freign currency the guest wuld like t calculate in the Frm Currency field. Enter the type f currency the guest wuld like t receive in the T Currency field. The ttal amunt f the currency t be exchanged will appear. Nte: This functin des NOT register the currency exchange with the cashier s bank. This functin is nly a calculatr t display currency exchange infrmatin. T cmplete an exchange and register it n a cashier s ttals, the currency exchange feature must be used Currency Exchange T register a freign currency exchange as part f the cashier s ttals, the Currency Exchange feature must be used. Any currency exchanged using this functin is exchanged at the rate set up fr Exchange in the Exchange Rate Setup functin. 121

122 Chapter 4 Cashiering Opera PMS User s Guide 3.0 Rm N.: Mst htels exchange currency nly fr registered guests, the rm number may be a required field based n the htels prcedures. Name: The name f the guest exchanging currency. Currency: The type f freign currency being exchanged t lcal currency. Exchange Cde: Allws the user t select the exchange rate t use. Amunt: The amunt f freign currency being exchanged t lcal. Supplement: Any additinal text required by htel plicy. T Prcess a Freign Currency Exchange: Frm the Cashiering menu, g t Cashiering Functins and select Currency Exchange frm the sub-menu. Next, enter yur Passwrd at the Cashier Lgin screen. Select frm the drp dwn arrw next t Rm N r Name t select the in huse guest exchanging freign currency. Highlight the apprpriate guest and click Select. Select frm the drp dwn arrw next t Currency Cde t select frm the list f freign currencies accepted. Highlight the given currency and select OK. Enter the Amunt being exchanged and press tab t calculate the exchange rate. The Exchange Rate Details displays the calculatin used and the Lcal Amunt due t the guest in the lcal currency. Select OK t pay ut and generate a receipt. If mre than ne receipt is needed, enter the number f Cpies t print Exchange Rate If a htel is using either the Currency Exchange feature r the Currency Calculatr feature, r cnfiguring rate cdes r paying cmmissins in freign currency, the Exchange Rates needs t be entered and updated ften. The Exchange Rate feature is nrmally restricted t apprpriate persnnel thrugh user rights and is where any updates t the exchange rates can be made. 122

123 Chapter 4 Cashiering Currency: T lcalize a single currency fr update, select that currency frm the drp dwn menu accessed frm the arrw t the right f the field. All: This displays all currency exchange rates listed abve. Exchange Rate Usage Radi Buttns: Select the radi buttn that crrespnds t the usage, r purpse, fr which yu want t see currency exchange rates. All current currency exchange rates fr the selected usage will be displayed. All - Shw exchange rates fr all usages. This is the default. Exchange - Shw exchange rates fr currency t be used when perfrming a currency exchange (smetimes called "ver-the-cunter" exchange). Check - Shw exchange rates fr currency t be used when cashing traveler's checks. Settlement - Shw exchange rates fr currency t be used in full r partial payment f the guest's bill. Psting - Shw exchange rates fr currency t be applied t psting transactins. Cmmissins - Shw exchange rates fr currency t be used fr travel agent cmmissins. (This ptin is available if the OPP COM Cmmissin handling add-n license cde is active.) Membership - Shw exchange rates fr currency t be used when calculating membership prgram benefits. Grid Fields Fr each currency, the Exchange Rate screen grid prvides the fllwing infrmatin. Currency: Currency cde. 123

124 Chapter 4 Cashiering Opera PMS User s Guide 3.0 Descriptin: Descriptin f the currency cde. Cde: Currency exchange cde. The currency exchange cdes are set up in System. Exch: Exchange rate fr currency t be used when perfrming a currency exchange (smetimes called "ver-the-cunter" exchange). Chk: Exchange rate fr currency t be used when cashing traveller's checks. Sett: Exchange rate fr currency t be used in full r partial payment f the guest's bill. Pst: Exchange rate fr currency t be applied t psting transactins. Cmm: Exchange rate fr currency t be used fr travel agent cmmissins. Buy Rate: The applicable exchange rate when buying currency, the usual exchange transactin. Date: The effective date fr the exchange rate. Currency Exchange rate buttns Future: Select this ptin t see freign currency exchange rates set fr the future. Past: Select this ptin t review the freign currency exchange rates frm previus business dates. Delete: T delete a currency type frm the list f apprved currencies, select Delete. New: Select this ptin t enter a new currency fr exchange. Edit: Use this ptin t update an exchange rate already in use. It is always a gd idea t update currencies beginning n the next business day, as it can be cnfusing t settle freign currency paid-uts if exchanges have been made bth befre and after a currency change. T Enter r Update a Freign Currency Exchange Rate: Frm the Cashiering menu, g t Cashier Functins and select Exchange Rates. T change the existing Exchange Rate, highlight the Currency cde and select Edit. Select the Currency, Cde, Begin Date and Buy Date then select OK Fli Histry Guests frequently call the htel fr cpies f flis. Many times they are lking fr a cpy f the fli printed in a different frmat frm then ne they were given at check ut. In Fli Histry, all guest flis are able t be previewed r printed, and the fli style can be changed t reflect the guest s needs. It is pssible t reprint checked ut guest flis, passerby flis and Accunting flis. 124

125 Chapter 4 Cashiering Date: The date that the fli was checked ut. Name: The last name f the guest. Fli N.: The fli number generated at check ut. Sme flis will have this number printed n them fr referral, sme will nt. Whether the fli number is printed n the check r nt, ne is assigned t every fli. If the fli number is printed n the bill, the guest can refer t this number t lcate that fli specifically as it is a unique number assigned t nly ne fli. First Name: The first name f the guest. Rm: The rm number f the guest at check ut. If the guest s fli was transferred t a Psting Master befre being checked ut, the psting master number will be the rm number used t search. Search Filter check bxes: Check Out: Select this radi buttn t view all flis fr guests checked ut f the htel. This includes any flis paid fr by cash, check r credit card. If a fli was clsed using the Direct Bill payment cde, it can nt be lcated here. Direct Bill flis are nly fund by selecting AR. Passerby: Select this radi buttn t lcate any flis that were checked ut using the Passerby feature. AR: Select this radi buttn t view all flis clsed t the Direct Bill payment cde. These flis are billed t cmpanies rather than guests, and shuld be lcated by searching fr the cmpany name, nt the guest name. Vide Checkut: Display flis fr guests wh used vide checkut. 125

126 Chapter 4 Cashiering Opera PMS User s Guide 3.0 Print Phne Details: If the guest wuld like t see telephne numbers dialed n the fli, check this bx. If the phne numbers shuld nt be printed, d nt check this bx. Fli Histry Buttns: Fli: Displays the Fli Optin Screen t preview r print flis fr a specific date range and fr a specific fli style. T Reprint a Guest Fli frm Histry: Frm the Cashiering menu, select Cashier Functins and Fli Histry. Determine whether the fli is in the checked ut guest list, the Accunting list r the Passerby list. Use any f the search fields t lcate the guest. Past stays list in rder f arrival date with the mst recent listed at the tp. Highlight the apprpriate stay and select Fli. All windws fr this stay list. Highlight the apprpriate windw and select Preview t display the fli r Print t reprint the fli. There are ptins fr changing the Fli Style, printing Phne Details, etc General Cashier Fr htels that handle large cash transactins at the Frnt Desk, the General Cashier functin can be used t register an increase r decrease in a cashier s bank mid-shift. If a guest pays with a large amunt f cash, it is a gd idea t make a cash drp rather than keep that amunt f mney n hand. Rather than having the cashier ttal all transactins t balance prir t drpping the cash, the General Cashier functin can be used t register the drp. This will decrease the amunt f mney t be drpped at the shift clse. On the ther hand, if the agent has made a large paid-ut r currency exchange which has depleted the ttal cash n hand, an increase in cash can be necessary mid-shift t keep enugh cash n hand fr the agent t cntinue wrking. The General Cashier may register cash int the cashier s bank, and this cash will then be included in the amunt f cash t balance at the end f the shift. Cash transactins can be registered as ging T the General Cashier, in the case f a large cash payment that shuld be drpped immediately. A cash transactin can als be registered as cming Frm the General Cashier in the case f a large pay ut r exchange that has depleted the ttal cash in a cashier s drawer and must be replaced. 126

127 Chapter 4 Cashiering T General Cashier: If cash r checks are being drpped (given t the General Cashier), then select this ptin. This decreases the amunt f cash t balance fr the cash drp at the end f the shift. Frm General Cashier: If cash, checks r freign currency are being added t the cashier s bank (Frm the General Cashier) select this ptin. This increases the amunt f cash t balance at the end f the shift. Amunt: The ttal amunt f cash, checks r freign currency that are being added t r taken frm the cashier s bank. Supplement: Free text infrmatin as t why the General Cashier functin is used. Trn. Cde: The transactin cde indicates whether cash, check r ther payments r paid uts are added r subtracted. Currency: The currency that is added r subtracted frm the cashier s bank. T Use the General Cashier Functin: Frm the Cashiering menu, g t Cashier Functins and select General Cashier. Next, enter yur Passwrd at the Cashier Lgin screen. T receive mney, select Frm General Cashier. This amunt is included in cash received when the Cashier is clsed at the end f the shift. Select OK t accept. T make an early drp withut clsing yur Cashier, select T General Cashier. This amunt subtracts frm the cash received ttal when the Cashier is clsed at the end f the shift. Select OK t accept Jurnal On ccasin, it is necessary t research a cashier s transactins t lcate prblems in balancing r in reslving guest questins. The Jurnal functin ffers a way t lcate infrmatin abut a specific cashier, transactin cde r guest fr the current day r previus days. 127

128 Chapter 4 Cashiering Opera PMS User s Guide 3.0 Cashier N.: The identifying cashier number fr lcating transactins. Transactin Cde(s): T research transactins n a particular payment type, enter that transactin cde here t narrw dwn the results f the search. Arrangement Cde: If Arrangement cdes are used at the htel, selecting an arrangement cde gives a list f transactins psted t that arrangement cde fr the date range indicated. List f Rms: If all transactins fr ne r mre rms are t be searched, enter the rm number r numbers here. Ref. N: The Reference number refers t a POS check number and is used t lcate specific transactins. Date Frm: The first date t begin lking fr the transactin in questin. Date T: The last date t begin lking fr the transactin in questin Petty Cash The petty cash fund is used t pay cash fr utside services that are nt charged t a particular guest. Sme examples f typical petty cash expenses include the purchase f newspapers and magazines fr the htel, pstage csts, r taxi service. The petty cash fund is als used when mney in payment fr incidentals is received fr incidental payments, fr example when smene stps at the frnt desk and asks t buy a stamp. Petty cash is useful fr tracking mney paid ut (paid-uts) and mney received (paid-ins) which applies t the prperty in general and nt t any guest's bill r fli. 128

129 Chapter 4 Cashiering Paid / Received: T determine whether cash is being paid-ut (Paid), r accepted (Received) in this transactin. Psting Text: This field shws the descriptin f the Petty Cash Accunt that is selected in the grid. Amunt: The amunt paid ut r received. This amunt must always be psitive. Transactin Cde: T chse the transactin cde fr this petty cash transactin. Currency: The cde fr the type f currency used fr this transactin. Supplement: Any supplemental infrmatin such as the reasn fr the transactin. Balance: T check the balance in a petty cash accunt, highlight the accunt n the Petty Cash screen and select Balance Receipt Histry Receipts are created in Opera fr a number f reasns payment receipts, currency r check exchange receipts and paid ut receipts are the mst cmmn. These receipts are generated when the transactin is made, but can be reprinted frm histry as well. 129

130 Chapter 4 Cashiering Opera PMS User s Guide 3.0 Frm/T. The date the receipt was issued. If that date is unknwn, it is a gd idea t delete the current date default and search fr all dates. Receipt N.: A receipt number is generated with each transactin. This receipt number may r may nt be printed n the receipt itself, but is generated with the transactin regardless. Receipt Type: This describes the type f receipt being searched. Types f receipts are Check Exchange, Payment Receipt r Paid Out Receipt. Name: The last name f the guest n the transactin. First Name: The first name f the guest n the transactin. Search: Use this ptin t lcate the receipt based n the search criteria entered. Print: Print the receipt t a lcal printer. Preview: Display the receipt n screen fr viewing Depsit/Cancellatin The Depsit/Cancellatin ptin is used t pst an advance depsit n a guest s reservatin r t handle cancellatin charges r penalties. In this sectin, we are able t pst depsit requests r payments n mre than ne reservatin easily. 130

131 Chapter 4 Cashiering The Depsits and Cancellatins radi buttns determine the basic features f the screen. By default, the screen pens with the Depsits radi buttn selected and is cnfigured t shw reservatin depsits. Nn Prcessed Only: This makes a distinctin between Prcessed and Nn Prcessed entries in the search results grid s reservatins can be separated quickly. All Reservatins: (When the Depsits radi buttn is selected.) Select this radi buttn t search fr all reservatins that have nt yet checked in, whether r nt they require a depsit. Depsits Outstanding: (When the Depsits radi buttn is selected.) Select this radi buttn t search fr any reservatins where the depsit wed value is less than the depsit requested value. Depsits Paid: (When the Depsits radi buttn is selected.) Select this radi buttn t search fr any reservatin that has a depsit psted against it when the buttn is selected. All Cancelled Reservatins: (When the Cancellatins radi buttn is selected.) Select this radi buttn t search fr all cancelled reservatins, regardless f whether r nt they have a cancellatin rule attached. Cancellatin Rule Attached: (When the Cancellatins radi buttn is selected.) Select this radi buttn t search fr all cancelled reservatins that have a cancellatin rule attached. (See Adding Cancellatin Rules, belw.) Arrival Date: T search fr all reservatins bked fr arrival n r after a specific date. The default is tday's date. Depsit Due Date: (When the Depsits radi buttn is selected) T search fr all reservatins having a depsit due n a specific date, select the dwn arrw t display the calendar and chse the date. 131

132 Chapter 4 Cashiering Opera PMS User s Guide 3.0 Cancellatin Date: (When the Cancellatins radi buttn is selected.) T search fr all reservatins cancelled n a specific date, select the dwn arrw t display the calendar and chse the date. Name: T search fr a reservatin by name, enter the guest's last name r the grup name. Cmpany: T search fr reservatins assciated with a cmpany, enter the cmpany name. Agent: T search fr reservatins assciated with the travel agency. Cnfirmatin N: T search by cnfirmatin number. Reservatin Type: T search by the reservatin type. Payment Type: T search by the payment type. Users: T search fr the user, enter the user id r select the dwn arrw t chse frm a list f values fr the user. Reservatin depsit search results grid and buttn Cnf N: The reservatin cnfirmatin number. Name: The name f the guest r psting master. T srt the reservatins displayed in the grid alphabetically, click n the Name clumn label. Native Name: Alternate name f the guest displayed in the base language name r native name values. Arrival: The guest's arrival date. T srt the reservatins displayed in the grid by date, select the Arrival clumn label. Departure: The guest's departure date. Requested: The amunt f depsit requested. Paid: The amunt f depsit that has been paid. Owed: The amunt f depsit still wed (Depsit Requested - Depsit Paid). Status: The current status f the reservatin. Prcessed: The indicatr in this clumn shws whether the reservatin has been prcessed (Y) r nt prcessed (N). Depsit: Select the Depsit buttn t g t the Depsit & Cancellatin screen fr the reservatin yu have highlighted. The Depsits tab n this screen lets yu view depsits currently required and depsits that have been paid. Yu may als set new depsit requirements, edit existing depsit requirements, delete depsit requirements, and pst depsit payments. 132

133 Chapter 4 Cashiering T Enter a Depsit Request: Select Cashiering, Cashiering Functins and Depsit/Cancellatin. Select Depsit and enter Request. By selecting frm drp dwn arrw next t Type, select the type f depsit requested. Cmplete the remaining Depsit Request infrmatin, and select OK. Percentage input will reflect n the Depsit Amunt requested (i.e. 50% f $ wuld result in an actual Depsit Amunt f $74.50). T Enter a Depsit Payment: Select Cashiering, Cashiering Functins and Depsit/Cancellatin. Select Depsit and enter Payment. Lg int yur Cashier by entering yur User Passwrd; select Lgin. Select frm the arrw t select the Payment Methd f the advance depsit. Select the apprpriate Payment Methd and select OK. After entering the Amunt, click the arrw t select the Reservatin Type. Highlight the apprpriate Reservatin Type and select OK. Select OK t cmplete psting the advance depsit. 4.4 Clse Cashier At the end f every shift, all users wh have pened the cashier at the beginning f the shift must clse the cashier at the end f the day. This ends the ttaling f all payment transactins and allws the user t register a cash drp at the end. If this is nt dne, all cashiers will be clsed autmatically during the night audit, but any payments taken in are assumed t still be with the cashier and will be part f the pening bank the fllwing shift. If the payment drp has been made, this can cause cnfusin fr the cashier and make it difficult t balance the next day. Clsing the cashier shuld be the very last thing dne during the day and must be dne every shift. 133

134 Chapter 4 Cashiering Opera PMS User s Guide 3.0 Opening Balance Cash: The amunt f cash registered in the cashier s bank. This ttal cmes frm the amunt listed as the cashier s flat plus any amunt that may nt have been registered as drpped n previus days. If a cashier has nt clsed the cashier prperly, this amunt can be incrrect and an adjustment must be made. T make the adjustment, register an actual cash drp that will include the pening balance verage. Opening Balance Check: The amunt f checks registered in the cashier s bank. This ttal cmes frm any check transactins frm previus days that were nt registered as drpped by the cashier. If a cashier has nt clsed the cashier prperly, this amunt will be incrrect and an adjustment must be made. T make the adjustment, register an actual check drp that will include the pening balance verage. Cash: This is the amunt f cash that Opera has registered as having been taken in n the current shift. This ttal includes all cash taken as payments n the cashier s user ID. Paid Out: This is the amunt f cash that Opera has registered as having been paid ut n the current shift. This ttal includes any transactin prcessed n a paid ut transactin cde as well as any check r currency exchange that has been made. Ttal Cash Drp: The ttal amunt f cash that Opera calculates the cashier t have n hand. Ttal Cash Payments minus Ttal Cash Paid Outs equals Ttal Cash Drp. Actual Cash Drp: In this field, the user must type in exactly the amunt f cash that is being drpped. This is the amunt that will register n the cashier summary reprt and s will be matched t the actual drp envelpe ttal. If there is a difference between the Ttal Cash Drp 134

135 Chapter 4 Cashiering calculated by Opera and the Actual Cash Drp as entered by the cashier, an Over/Shrt will be registered. Checks: The ttal amunt f payment taken by the cashier by using the check payment transactin cde. Actual Check Drp: In this field, the user must type in exactly the amunt f checks that are being drpped. This is the amunt that will register n the cashier summary reprt and s will be matched t the actual drp envelpe ttal. If there is a difference between the Checks amunt calculated by Opera and the Actual Check Drp as entered by the cashier, an Over/Shrt will be registered. Expected Shift Drp: The ttal amunt f cash and checks that Opera registers as being drpped. Shift Drp Over/Shrt: Any difference between the amunt f cash and checks that Opera has calculated and the actual amunt f cash and checks the cashier will drp. Freign Currency: The currency type that has been calculated as being prcessed by this cashier. Opening: If any amunt f the freign currency is still registered frm previus shifts as nt having been drpped, this amunt will register as the pening balance fr that currency. Frm Tday: Any amunt f freign currency that was taken in n the current shift. Shift Drp: The ttal f previus day s freign currency and the current day s ttals. This is the amunt that the cashier will type in that is included in the shift drp envelpe. Freign Check Currency: The currency type that has been calculated as being prcessed by this cashier as checks. Opening: If any checks in the freign currency are still registered frm previus shifts as nt having been drpped, this amunt will register as the pening balance fr that currency. Shift Drp: The ttal f previus day s freign currency checks and the current day s ttals. This is the amunt that the cashier will type in that is included in the shift drp envelpe. T Clse a Cashier: Frm the Cashiering menu, select Clse Cashier. Enter yur Passwrd and click Lgin. All pstings fr the day display. This includes payments (i.e. Cash, Check, etc.) and revenue pstings (i.e. Fax, Parking, Flwers, etc.) T view individual details fr each charge Descriptin, highlight the charge grup and select Details. If the pstings displayed are crrect, select OK t cntinue clsing the cashier. Displayed is all Cash received r Paid Out fr the day. The expected shift drp is brken ut int Ttal Cash Drp and Checks. Freign Currency exchanges list separately n the bttm half f the screen and shuld be drpped alng with lcal currency. If the Actual Cash and Actual Checks being drpped match the display, click OK; if they d nt match what is calculated, enter the amunt being drpped. 135

136 Chapter 4 Cashiering Opera PMS User s Guide 3.0 Opera calculates any Shift Drp Over/Shrt r Due Back based n the Cashier s Opening Balance. Verify the amunt f cash/checks being placed in the envelpe is accurate. If the Cash Drp amunt is crrect, select Yes. If the amunt displayed is nt crrect, select N and then select Back t crrect the mistaken pstings befre clsing yur cashier. Select Yes t print Cashier Reprts. Select OK and the Cashier is nw clsed. 4.5 Passerby Psting charges t a guest s fli is a very easy matter, but if a nn-guest wuld like t purchase an item r service at the frnt desk, it can be a lengthy matter t check in a psting master, pst a charge and settle the bill. Fr this reasn, the Passerby functin exists t handle this situatin. With the passerby functin, Opera essentially becmes a cash register t prcess a psting and a payment withut ging thrugh all the steps f creating a reservatin and checking in a guest. Name: Attach a prfile fr the guest making the transactin. Many htels create a prfile called Passerby r Nn-Guest t track this type f revenue. Market Cde: The market cde in which the revenue is registered. Again, many htels set up a market cde fr prcessing these transactins r lump them tgether in a Huse Accunt market cde. 136

137 Chapter 4 Cashiering Surce Cde: The surce f business. If this is a grup guest, it may be useful t track the surce f this revenue, but again, many htels have an internal accunt surce f business cde that wuld be used fr this transactin. Rm Class: The rm class is generally a psting rm r pseud rm rather than a regular rm class such as Standard, Deluxe r Suite. The next screen is the same psting screen as that fund in a guest s fli. Any and all charges can be entered n this screen. Once the clse buttn is pressed, the payment screen will appear and payment shuld be registered. T Prcess a Passerby Transactin: Frm the Cashiering menu select Passerby. Next, enter yur Passwrd at the Cashier Lgin screen. Select Pst t begin the charging prcess. Every Passerby requires a prfile. Select frm the drp dwn arrw next t Name t search fr and select a prfile. Type in a few letters f the guest s last Name and press Tab t activate the search. Highlight the crrect guest and select OK. Select the drp dwn arrw next t Rm Class t select frm the list. Highlight the apprpriate Rm Class and click OK. Nte: Rm Class fr Passerby is typically Other r Huse Use. Select Pst t begin entering transactins. Nte: The Market Cde and Surce Cde are autmatically entered by the system. Enter the Transactin Cde f the charge (i.e. fax, cpy, etc). r select frm the drp dwn arrw t search fr the crrect Cde. Search fr the cde by typing a few letters f its descriptin in the Find field t the right side f the % sign. Select Find t activate the search and any partial matches will display. Highlight the apprpriate selectin and select OK. Enter the Price per item and the Quantity f items. Select Pst t prceed t the next line and cntinue entering charges remembering t Pst after each charge. Once all the charges have been entered, select Clse t prceed. Next, Opera expects a payment fr the items psted in the previus screen. Select frm the drp dwn arrw next t Payment Cde t display chices. 137

138 Chapter 4 Cashiering Opera PMS User s Guide 3.0 Highlight the Payment Type used and select OK. Typically, a Passerby guest pays Cash. Enter the Amunt received and select Pst t apply the payment. Nte: If yu select Clse the payment will nt apply and all the charges fr this transactin will reverse. T view all Passerby pstings fr the current day, select Check Out. The tp half f the screen shws the Passerby flis fr the day. Ntice there is nly ne fli fr the guest Passerby. The bttm half f the screen shws the transactins (pstings and payments) fr the fli highlighted at the tp. 4.6 Quick Check Out In a htel with a large amunt f grup business, the Quick Check Out ptin can help t efficiently check ut members f a grup that may already have left the htel. Frm the Quick Check Out functin, all f the day s departures appear, and any guests with a zer balance bill (generally due t all charges having been ruted elsewhere) may be checked ut in ne mtin. As all departures fr the day must be reslved fr the audit t run, this functin can help t fcus attentin n guests due ut that may need t be checked ut r extended. Select All: This ptin pens a check ut screen fr every windw f every due ut guest in turn. It is pssible t prcess the payments n each fli in turn. The default frm f payment is the payment type listed in the guest s reservatin. Billing: This ptin takes the user t the guest fli screen where charges can be transferred, adjusted r payment made. C/O Zer: This ptin autmatically checks ut all due ut reservatins with zer balances. This is very useful when checking ut a large grup with all charges ruted elsewhere. Select: This selects the highlighted reservatin nly fr quick check ut. T Use the Quick Check Out Functin: Frm the Cashiering menu, select Quick Check Out. 138

139 Chapter 4 Cashiering Enter yur Passwrd at the Cashier Lgin screen. Select the C/O Zer ptin t check ut all guests with a zer fli balance. Cautin: Be certain that all scheduled departures with a zer balance are cnfirmed by Husekeeping as departed befre using this functin! T check ut a grup f guests with a zer balance and nt all departures with a zer balance, minimize the search results by Blck, Grup, Party r Cmpany. Once the search results display nly that grup, select the C/O Zer t check ut nly thse guests. T select an individual guest t check ut withut pening the fli windw, place an X next t the Rm Number and chse the Select buttn. A payment windw prmpts fr settlement fr the fli balance. If there are multiple fli windws, payment is required fr each ne befre the check ut is cmplete. Fr multiple guests, place an X next t each Rm Number, chse Select and apply a payment fr each fli fr each rm. T check ut all due ut guests, chse the Select All buttn and apply a payment t each fli windw. T check ut a grup f guests and nt all departures, minimize the search results by Blck, Grup, Party r Cmpany. Once the search results display nly that grup, use the Select r Select All ptin t check ut nly thse guests. 4.7 Credit Cards Settlements The settlement functin is used if the prperty wrks with a credit card interface that includes batch settlement. The Credit Card Settlement feature allws viewing r mdifying the credit card payment recrds waiting t be settled. This feature is als used t send the credit card recrds (as electrnic files) t the central credit card prcessing agency fr batch settlement. Settle fr Date: The date fr which t prcess credit card settlements. Name: Type r part f the guest name. Fli N: The Fli number f the guest t search fr. Rm: The rm number f the guest t search fr. 139

140 Chapter 4 Cashiering Opera PMS User s Guide 3.0 Credit Card Settlement Grid X: This clumn is used t select a credit card payment recrd fr the settlement. Name: The name f the guest. Rm: The rm number f the guest. Fli N: The number f the fli which has the credit card number recrded. Windw: The fli windw number which has the credit card attached t. Credit Card: The number f the credit card used fr the payment. Expiratin: The expiratin date f the credit card. Apprval: The apprval cde received frm the credit card cmpany. Amunt: The amunt t be settled. A negative amunt means there is a credit t the guest. Transactin Date: The date n which the transactin tk place. Ttal Amunt n Hld: The ttal amunt f the credit card payment transactin nt t be settled. This infrmatin is view nly. Ttal Amunt t be Settled: The ttal amunt f the credit card transactin t be settled. Edit a Credit Card Highlight the reservatin and select Edit t mdify details f a credit card Credit Card: The credit card number fr the highlighted transactin. This infrmatin is view nly. Expiratin: The expiratin date fr this credit card. Apprval Cde: The apprval cde given by the credit card cmpany fr the transactin cvered by this payment. Amunt: The settlement amunt. Settlement prcessing Select Settle t select the recrd t be settled by the credit card cmpany. After the transactin a message is displayed infrming if the credit card settlement was successful r nt Authrizatin The authrizatin functin is used t prcess credit card authrizatins fr checked in guest. Once the credit cards are prcessed the credit card authrizatin reprt can be viewed. 140

141 Chapter 5 Rms Management 5 Chapter 5 Rms Management In the Rms Management sectin f the applicatin are a number f functins designed t manage the physical rms in the htel. The mst used ptin is Husekeeping, where rm statuses can be updated, rms can be put Out f Order r Out f Service, Husekeeping Task Assignment sheets are created and discrepant rms are reslved. Als in the Rms Management sectin is Rm Histry fr lcating the wners f lst and fund items, Sell Limits fr setting ver bking limits, the Occupancy Graph fr a quick view f upcming business and Maintenance fr thse htels wh use Opera t manage Maintenance requests. 5.1 Husekeeping The Husekeeping mdule is used t manually update rm statuses and t print rm lists. Rms can be viewed and srted in a variety f ways, and can be updated easily. Husekeeping als hlds infrmatin n discrepant rms and is used t place rms Out f Order r Out f Service as well. Husekeeping Task Sheets are created and printed n the Task Assignments tab Husekeeping Management The Husekeeping Management screen is used t change the husekeeping status f a rm manually. Varius searches are als available t print a list f rms. 141

142 Chapter 5 Rms Management Opera PMS User s Guide 3.0 Rm Status: This ptin allws the user t select the rm statuses that will be viewed. The default setting is t view all rms in all Husekeeping Statuses. If a list f Dirty rms nly shuld be viewed, clear all and check Dirty and the list f rms will be displayed as requested. FO Status: This ptin allws the user t select the Frnt Office Statuses that will be viewed. The default setting is t view all rms whether vacant r ccupied. If a list f nly vacant rms shuld be viewed, uncheck the bx marked Occupied and the list f rms will be displayed as requested. Advanced: Use this ptin t pen additinal search criteria. With this ptin, it s pssible t srt the list by lking fr rms with the fllwing statuses: Arrivals, Arrived, Stay Over, Due Out, Departed, Nt Reserved, Reserved r Day Use. Select All: Use this ptin t autmatically select all rms fr view. Clear All: Use this ptin t autmatically clear all rms frm the current search. Rm Search Grid Rm Type: A descriptin f the rm type fr the highlighted rm n the list. Rm Status: The current Husekeeping status f the highlighted rm. The husekeeping status can be manually updated by using the arrw t the right f the field t select the prper status fr change. FO Status: The current frnt ffice status fr a rm. Reservatin Status: The current reservatin status fr a rm. 142

143 Chapter 5 Rms Management Flr: The rm s flr lcatin. AM/PM: The rm s husekeeping sectin fr AM and PM. Features: Rm Features assciated with a rm. Resv.: Accesses the reservatin fr the highlighted rm. Details: Displays cnfiguratin details fr the highlighted rm. Reprt: Displays the ptin t preview r t print the Husekeeping AM r PM reprts. Statistics: This ptin will display the ttal number f clean rms, dirty rms, pickup rms, ut f rder rms, arrivals, departures, etc. This is the best screen t use t determine hw many husekeepers will be needed t clean the rms n the current day. Change: T change mre than ne rm status at a time, select this ptin. Rms can be entered as a list t be changed frm dirty t clean, r can be changed as a range f rms r by sectin. T Update the Status f a Rm: Frm the Main Menu, select Rms Management and Husekeeping Management. Enter search criteria and select Search. Lcate the rm t change. Click the drp dwn arrw t the right f the Rm Status field t display all Husekeeping ptins and highlight the apprpriate status t change. Nte the new status f the rm Queue Rms At times a guest may arrive befre the requested rm type is available fr assignment, using this feature helps t manage rm assignment fairly, and get guests int their rms faster by crdinating frnt desk and husekeeping effrts. 143

144 Chapter 5 Rms Management Opera PMS User s Guide 3.0 Search Criteria Rm Type: T search by the rm type. Rm: T search by rm number. Current: Average time a reservatin has been in queue fr all the reservatins in the current queue. Actual: Average time a reservatin has been in queue befre being checked in. Ttal rms in queue: Ttal number f rms in queue Search Results Grid #: Pririty number. Q-Time: Hurs and minutes the reservatin has been in queue. Rm: Rm number, if assigned. Rm Type: Rm type assigned t the reservatin. FO Status: The Frnt Office status f the rm. (i.e., Vacant r Occupied) Rm Status: If a rm is assigned t the reservatin, the husekeeping rm status (e.g., Dirty, Pick Up, Clean). Name: Guest's name. VIP: Guest's VIP status. Statistics: Displays a summary by husekeeping status f all rms. Details: Displays the Rms Edit screen fr the guest's rm. Available when a rm number is assigned t the guest. Resv: Displays the Reservatin screen fr the highlighted reservatin. Reprt: Prepare the Queue Reservatins reprt Huse Assignment Htels that perfrm turndwn service in rms ften wish t turn dwn vacant rms fr arriving VIPs. Nt all rms in the htel may be turned dwn, s it is helpful t indicate t the frnt desk which rms are prepared fr guest arrival. T d this, the Huse Assignment functin is used. Anther use fr Huse Assignment is t hld back rms frm being pre-blcked at check in. 144

145 Chapter 5 Rms Management General Assignment: A general assigned rm will be remved frm the vacant rm list and will nt aut blck at check in. This rm is nt Out f Order r Out f Service, but is nly able t be used if the rm number is typed directly int the Rm Number field. General Assigned rms are nrmally kept by Frnt Office management, and are used t hld rms back fr pssible VIP arrivals. Husekeeping Assignment: Husekeeping Assigned rms will appear n the vacant rm list alng with the assignment reasn cde. This assignment type is used t indicate that smething has been added t the rm r a special service has been dne with the rm fr arrivals. These rms are nt pre-blcked fr anyne in particular, but are available at check in if needed. If a vacant rm has been turned dwn fr a VIP walk in, a reasn cde shuld be cnfigured t indicate that. If a Murphy bed has been made up, r a sfa bed pulled ut in anticipatin f guest needs, that indicatin can be made n the rm as a Husekeeping assignment. Unassigned: Displays all rms currently nt assigned as General r Husekeeping. Huse Assignment Grid The Huse Assignment screen shws the fllwing infrmatin. X: Placing an X in this clumn selects the rm t be assigned r unassigned. Rm: Rm number assigned t the rm. Rm Type: Rm type assigned t the rm. Rm. Status: Husekeeping status f the rm. FO Status: Frnt Office status (e.g., Vacant, Occupied). 145

146 Chapter 5 Rms Management Opera PMS User s Guide 3.0 Features: Rm features. Type: Assignment type: Husekeeping (H) r General (G). Reasn: Assignment reasn cde. Descriptin: Assignment reasn descriptin. Hw t Use Husekeeping Assignment t indicate individual Turn Dwn Rms with a special service request: Frm the main Husekeeping Screen select Huse Assignment. Lcate the rms that need t turn dwn fr a special husekeeping service and mark them with an X. Select Assign. Select Husekeeping Assignment. Select the Reasn. Select OK. This rm nw appears with a turn dwn indicatr shwing a special service added t the rm. (Fr example: Sfa bed made up) Discrepant Rms Mst htels use the telephne t dial in an updated Husekeeping status. When dialing in these cdes, the husekeepers must dial in nt nly the clean status f the rm, but als whether the rm is ccupied r vacant. When Husekeeping and the Frnt Office have different statuses, a Discrepant Rm is created. These Discrepant Rms must be physically checked each day by either Husekeeping r the Frnt Office t determine whether a guest is checked int the rm r nt. There are tw types f Discrepant Rms Skips and Sleeps. In a Skip rm, Husekeeping has dialed dwn that the rm is vacant, but the Frnt Office has a guest checked int the rm. Usually, this happens when the guest has used the Express Check Out ptin and has left the htel, but the Frnt Office has nt yet checked the guest ut. The ther type f discrepancy, a Sleep rm, has Husekeeping dialing dwn the rm as ccupied, but the Frnt Desk des nt have anyne checked int the rm. Often, the Husekeeper has dialed the wrng cde, but the rm shuld be checked as if smene is actually ccupying the rm, that persn must be checked in r anther guest will be checked int the rm. If a rm is nt checked in, Rm and Tax will nt pst. 146

147 Chapter 5 Rms Management Shw: Select the types f discrepancies t view. It is pssible t see Skips, Sleeps r Persn Discrepancies. Flr: T view discrepancies n a particular flr, select that flr here. Rm: T view a particular rm, type the rm number here. Billing: Displays the guest billing screen fr a highlighted rm. Resv: Displays the reservatin search screen fr a highlighted rm. Details: Displays the detailed cnfiguratin fr a rm. Reprt: Allws previewing r printing the Husekeeping Discrepancy Reprt Save: Save any changes made t the discrepant rm list. T Update Discrepant Rms: Frm the Main Menu, select Rms Management and Husekeeping. Select Rm Discrepancies. Highlight the Discrepant Rm t update. Click n the drp dwn arrw t the right f the Rm Status field, the HK Status field r the HK Persns Field t change the status Attendant Pints If the Husekeeping Department has an incentive prgram and are giving prize pints fr husekeepers, the Attendant Pints functin will help t track pints. It can als be used fr htels that pay husekeepers based n the number f rms cleaned. In this case, each day when a husekeeper finishes the rms, the ttal number f rms can be entered in the system and a ttal can be kept n a weekly, bi-weekly r mnthly basis. 147

148 Chapter 5 Rms Management Opera PMS User s Guide 3.0 Enter the start Date, End Date and the list f attendants in the Search Criteria Optins. Attendant Pints Grid Date: This is the date fr which the rm attendant has been rewarded pints. Attendant ID: The cde fr the selected rm attendant. Name: The prper name f the rm attendant. Pints: The number f pints fr the rm attendant that day. T assign pints t an Attendant Select New. Enter the Date fr which the rm attendant is rewarded pints. Select the apprpriate Attendant ID. Enter the number f Pints t recrd fr the Attendant Task Assignment Opera nt nly tracks the husekeeping status f every rm in huse, but can be used t create individual lists f rms fr husekeepers t clean every day. These lists, nce created, can be kept in histry fr later research if necessary. Husekeeping Task Sheets can be created using a system f maximum credits, r can be separated int pre-determined sectins r flrs. 148

149 Chapter 5 Rms Management Task Date: The date t search fr Task Assignment sheets. By default the page will pen t the current date, hwever it is pssible t view a Task Assignment sheet frm previus days as well. Task Cde: The Task Cde defines the final assignment sheets fr any day. Only ne set f Task Assignment Sheets will be kept fr a Task Cde n any day. If the Husekeeping department usually creates mre than ne set f Assignment Sheets (such as ne fr general cleaning and ne fr turndwn) every day, and wuld like t have access t these sheets in histry, then a task cde must be created fr every set f assignment sheets t be saved. Task Sheet: T view a specific task sheet, select frm the Task Sheet list f values. Expanded: This buttn will access the details f the task assignment sheets, and will allw the user t mve rms frm ne husekeeping sheet t anther. Reprt: Allws previewing r printing the Task Sheet reprt. New: Create a new task assignment sheet. Aut: Use this ptin t create the Husekeeping task sheets. Details: T display further details f the Task sheet. Delete: T delete a task sheet. T Create Husekeeping Task Assignments by Sectin: Frm the Main Menu, select Rms Management and Husekeeping. Select Task Assignment. Select the Task Cde frm the list f values t create task sheets. Select Aut t begin. Place an X next t each attendant that tasks are being assigned. Chse the ptin t Order Rms By Sectin. Select the Rm Status. Select the FO Status. Check the Grup by Sectin bx and select either the AM/PM sectins. Select the Task Cde. 149

150 Chapter 5 Rms Management Opera PMS User s Guide 3.0 Ntice that the Ttal Attendants autmatically ppulates based n the number f Attendants chsen in the tp prtin f the screen. Select OK. All rms grup by sectin with ne additinal task sheet cntaining rms nt assigned t specific Husekeepers. T Create Husekeeping Task Assignments by Flr: Frm the Main Menu, select Rms Management and Husekeeping. Select Task Assignment. Select the Task Cde frm the list f values t create task sheets. Select Aut t begin. Place an X next t each attendant that tasks are being assigned. Chse the ptin t Order Rms By Flr. Select the Rm Status. Select the FO Status. Check the Grup by Flr bx. Select the Task Cde. Ntice that the Ttal Attendants autmatically ppulates based n the number f Attendants chsen in the tp prtin f the screen. Select OK. All rms grup by flr with ne additinal task sheet cntaining rms nt assigned t specific Husekeepers. T Create Husekeeping Task Assignments by Rm Number: Frm the Main Menu, select Rms Management and Husekeeping. Select Task Assignment. Select the Task Cde frm the list f values t create task sheets. Select Aut t begin. Place an X next t each attendant that tasks are being assigned. Chse the ptin t Order Rms By Rm Number. Select the Rm Status. Select the FO Status. Select the Task Cde. Ntice that the Ttal Attendants autmatically ppulates based n the number f Attendants chsen in the tp prtin f the screen. Select OK. Task sheets are in rm number rder. T Mdify Task Sheets: Frm the main Husekeeping Screen, select Expanded. T mve a rm frm ne task sheet t anther, mark the rm with an X. Select Mve. Enter the Task Sheet Number. Nte the rm mved frm ne task sheet t the ther. Alternately, mve a rm by using the muse t drag and drp rms frm ne task sheet t anther. T Print Husekeeping Task Sheets: Frm the main Husekeeping Screen select Task Assignment; select the Reprt. Select the Task Date Frm fr the date t print. The default date is the current date. Select the Task Cde Select the Task Sheet Frm and T fr printing. Chse the Attendant fr which the reprt is prepared fr. 150

151 Chapter 5 Rms Management Select the Reprt Style. Select whether t print Due Outs nly, r whether t print r Shw Guest Name n the sheets. Determine whether t Duble Space the task sheets, Eject a Page per Sectin and indicate hw many Cpies t Print. Select Print Facility Frecast The Facility Frecast screen is a functin that prvides detailed infrmatin abut the htels ccupancy and needs in terms f husekeeping services. This is a useful tl t plan ahead inventry based n the expectatins. The Facility Frecast screen search criteria are Start Date and Facility Tasks. Start Date: The starting date fr the facility frecast display. T view data fr a new date, the start date can be entered manually r by using the calendar tl. Facility Tasks: Select frm a multi-select task LOV (list f values) t search fr ne, several r all facility tasks. When the Facility Management menu item is selected, the same ptins are presented as when printing a reprt. 5.2 Out f Order/Out f Service Fr varius reasns, rms must be taken ff line and nt sld n ccasin. When this is needed, the rm is placed Out f Order r Out f Service. Bth statuses will take the rm ff line and will nt allw guests t be checked int the rm, but there is a difference between the tw ptins. If a rm is placed Out f Order, that rm is n lnger figured in the ccupancy statistics f the htel. Fr instance, if a htel has 200 rms and 10 rms are put Out f Order, 100% ccupancy will be figured n 190 rms. If thse same 10 rms are put Out f Service, 100% ccupancy is still figured n the riginal 200 rms. When rms are placed Out f Order, ttal available rms will fluctuate. When rms are placed Out f Service, ttal available rms will remain cnstant at the htel s ttal. 151

152 Chapter 5 Rms Management Opera PMS User s Guide 3.0 Fr Date: Select the date frm the calendar field t check rms that are ut f rder r ut f service. The default date is the current date. Rm: If a particular rm is t be viewed, type that rm number in this field. Out f Order: T search nly fr rms placed ut f rder, select this ptin. Out f Service: T search nly fr rms placed ut f service, select this ptin. Out f Order/Service: T search fr bth ut f rder and ut f service rms, select bth Out f Order and Out f Service. Details: Displays cnfiguratin details fr the highlighted rm. Resv: Displays the reservatin fr the highlighted rm. Cpy: T place additinal rms ut f rder r ut f service fr the same reasns and the same range f dates as the highlighted rm, select Cpy. This will cpy the ut f rder/ut f service details t additinal rms. New: T create a new ut f rder r ut f service recrd, select New. Edit: T update ut f rder r ut f service infrmatin n a particular rm, select this ptin. Delete: T delete an ut f rder r ut f service recrd, select Delete. The rm will be returned t huse inventry. T Place a Rm Out f Order/Out f Service: Frm the Main Menu, select Rms Management. Select Out f Order/Out f Service. Select New t place a rm Out f Order r Out f Service. 152

153 Chapter 5 Rms Management Enter the rm number in the Rm List field r enter a range f rms in the fields marked Frm Rm and T Rm. Select the date range this rm will be Out f Order r Out f Service in the Frm Date and Thrugh Date fields. Select either Out f Order r Out f Service in the Status field. In the Return Status field, select the Husekeeping status fr the rm when it returns t availability. Enter the Reasn the rm is Out f Order r Out f Service. Type in any additinal Remarks abut the status f the rm and select OK. 5.3 Rm Histry Rm Histry can help t lcate the wner f a lst and fund item. T see which guests have ccupied a rm in the past few weeks, select Rms Management and Rm Histry. Search: Use the departure date and rm number t lcate the guests that have ccupied a rm since the date entered. The default date will be ne mnth prir t the current date. Resv.: Displays the reservatin fr the highlighted rm. 153

154 Chapter 5 Rms Management Opera PMS User s Guide 3.0 Revenue: View infrmatin regarding the revenue spent by the guest. Prfile: Access t the prfile can be helpful t lcate a telephne number r address fr returning lst and fund items. Fli: Fli Histry will allw a user with apprpriate rights t preview r reprint the guest s fli. Rm Histry Search Screen Rm: Displays the rm number. Name: The last name f the guest. Arrival: T Display the arrival date. Departure: T display the departure date. A: Number f adults staying in the rm. C: Number f children staying in the rm. Rate Cde: The Rate cde fr the reservatin. Revenue: The current revenue. Rate: Displays the rate per nigh.t 5.4 Sell Limits Als called Overbking limits, sell limits can be set t allw the htel t be verbked in a cntrlled manner. It is pssible t verbk the entire htel, regardless f rm type, r t set specific rm type verbking limits. If users are restricted frm verbking the htel at all, then sell limits allws the user t sell mre rms than are in inventry, but nt mre than are set as sell limits. 154

155 Chapter 5 Rms Management Physical: This buttn will display the physical numbers f rms in each rm type and rm class. New: T set a new Sell Limit, select this buttn. T Set Sell Limits: Select Rms Management and Sell Limits. Select New. In the field marked Frm Date, enter the date that the sell limit will begin. In the field marked T Date, enter the last date that the sell limit will be in effect. If the sell limit will nt apply t specific days f the week during the range f dates entered, uncheck the days f the week. If the sell limit is t be set n a rm type, enter the Rm Type. Select the Overbk Level. If verbking by a percentage f rms mark Percentage and enter that percentage number in the Overbk Level field. If verbking by a number f rms mark Number and enter that number in the Overbk Level field. Select OK. Edit: T update r edit an existing sell limit, select this ptin. Delete: T delete a sell limit, select this ptin. 155

156 Chapter 5 Rms Management Opera PMS User s Guide Occupancy Graph The Occupancy Graph is used t see upcming cnfirmed business at a glance. A user can view the ccupancy graph based n a particular rm type, rm class r the entire htel. It might als shw a week, a mnth r a number f weeks at a time. This graph can be printed fr frecast meetings as well. Start Date: The date t begin shwing the ccupancy. Rm Type: The rm type t display n the graph. Bar Display: T define which type f infrmatin t include n the graph Number f (Days/Weeks): T select whether the infrmatin displayed is by days r weeks and fr hw lng. Grid Lines: T display grid lines n the graph. Percentage: T display the percentage f the number f rms that crrespnds t the bar s cmpnents. Nn Deducted: T include the nn-deducted reservatins in the graphs ttal. 5.6 Maintenance Fr htels that wish t prcess maintenance wrk rders thrugh Opera, the Maintenance sectin allws fr tasks t be entered and reslved by anyne with user right t d s. 156

157 Chapter 5 Rms Management Rm: The rm assigned a repair r maintenance request. Type: The rm type fr this rm. HK Status: The current rm status determined by the Husekeeping Department. FO Status: The current Frnt Office status determined by the Frnt Ofice Department. Reasn: The cde used fr the repair/maintenance request. Maintenance Remarks: Reference ntes required t satisfy the repair/maintenance request. Last Change: Date f the last mdificatin f the request. By: The riginatr f the repair/maintenance request. Reslved: A Y indicates the request as reslved. On Date: The date that the request was reslved. By: The emplyee wh recrded the cmpletin f this rder. Shw Optins Shw all: Displays all reslved and unreslved repair/maintenance requests. Reslved: Display nly reslved repair/maintenance requests. Unreslved: Displays nly unreslved repair/maintenance requests. Print: T print a list f tasks t be cmpleted, use this ptin. New: T enter a new task, select New. This will pen a screen t create and assign a new maintenance task. 157

158 Chapter 5 Rms Management Opera PMS User s Guide 3.0 Edit: T update infrmatin n a scheduled task, select Edit. This will allw fields t be updated with current infrmatin. Delete: T eliminate a task frm the database cmpletely, select Delete. Reslve/Unreslve: When a maintenance request has been reslved this buttn turns int unreslve. When a maintenance request is still unreslved this buttn is says reslve. 158

159 Chapter 6 Accunts Receivable 6 Chapter 6 Accunts Receivable 6.1 Accunt Maintenance The Accunt Maintenance menu ffers a wide variety f ptins such as creating new accunts, editing infrmatin n existing accunts, prcessing payments fr an accunt, as well as printing statements and reminder letters. After selecting the Accunt Maintenance ptin, the AR Accunt Search screen displays. Optins: Select this feature t access functins n this accunt. Aging: displays the current balance in each f the htel s defined aging buckets. Ntes: attaches ntes t an AR accunt. Future Res.: displays any future reservatins arriving with this cmpany r accunt. This is useful if the htel is planning t restrict the billing status fr an utstanding balance. Pst Histry: displays all pstings (debits and credits) applied t the accunt. Remarks: allws the entry f free-text remarks abut this accunt. Infrmatin fr agreed billing practices r special instructins traditinally list as remarks n the accunt. Reminders: prints reminder letters fr utstanding invices n the accunt. Reminder letters print fr specific billing cycles. A reminder letter generates based n the age f the ldest pen invice. Prfile: displays the accunt prfile. Statement: prints a statement fr the highlighted accunt nly. Traces: applies an inter-department trace fr tracking future actins. Year View: displays debits and credits n this accunt fr the past year. This is a gd at-a-glance screen t determine the credit status f the accunt. Delete: deletes an A/R accunt. Deleting an A/R accunt will nt delete the accunt prfile, nly the accunt infrmatin. All invice histry deletes as well. An accunt cannt be deleted if it has unpaid invices, even if the accunt balance is zer, and cannt be deleted if the Permanent Accunt bx in the Accunt setup screen is checked. New: creates a new A/R accunt. An A/R accunt usually begins with a cmpany prfile, althugh any prfile type can have an AR number. 159

160 Chapter 6 Accunts Receivable Opera PMS User s Guide 3.0 Edit: updates r displays existing accunt infrmatin. Select: pens the accunt t fr prcess payments r printing statements T Create a New A/R Accunt: Frm the Main Menu, Select AR, then Accunt Maintenance. Enter yur user Passwrd and select Lgin. Select New frm the AR Accunt Search screen. Search fr an existing accunt (any prfile type) and highlight the desired prfile; select OK t cntinue. Alternately, if a prfile des nt exist fr the accunt, select New Prf. t create a prfile. Select n the drp dwn arrw next t the Accunt Type field t select frm the list. Enter the assigned Accunt Number fr the accunt and any pertinent cntact infrmatin (i.e. address, phne, etc.) NOTE: Accunt Number frmats defined in System Cnfiguratin>Applicatin Settings S must fllw the specified frmat (i.e. numeric, alpha, and alpha-numeric). e Select a Nrmal status accunt if yu allw Direct Bill payments t the accunt; select a Restricted status accunt if yu d nt allw Direct Bill payments. Select OK t save the accunt. Select Clse t exit Accunt Maintenance. Alternately, frm the Main Menu, select Reservatins and Prfiles. Search fr an existing prfile (any type) and select Prfile t view details. If a prfile des nt exist fr the new accunt, select New t create ne. Select the Mre Fields tab. Click n the drp dwn arrw next t A/R N. t create a new accunt. Cmplete the accunt setup as described in the steps abve and Save yur changes. Clse frm the Mre Fields screen. Save and Clse the prfile. 160

161 Chapter 6 Accunts Receivable Search: Use the Invice N., Fli N., r Date fields t lcate a specific invice n this accunt. Cmpress: cmpresses tw r mre invices int ne line n the statement. It is pssible t cmpress invices, and t uncmpress them n the same day. Once the night audit runs fr that business date, cmpressed invices can n lnger be uncmpressed and always print as ne line n statements. It is pssible t print each individual invice s detail n cmpressed invices; hwever, it is nt pssible t present cmpressed invices as tw separate invices n statements. T Cmpress Invices n an A/R Accunt: Frm the Main Menu, select AR and Accunt Maintenance. Enter yur Passwrd and select Lgin. Search fr and highlight the desired accunt and chse Select. Place an X next t each invice t cmpress and select Cmpress. Enter a Reference and Supplement as necessary and select OK. Nte the newly created invice with a cmpressed balance f the previus invices. The + sign t the left f the invice date indicates cmpressed invices. Click nce n the + sign t expand the cmpressed invices and shw details. T uncmpress invices, simply right click n the cmpressed invice and select Uncmpress. Cmpressed invices may nly be uncmpressed n the same business date. Nte that after invices are uncmpressed, they return t their riginal invice state. 161

162 Chapter 6 Accunts Receivable Opera PMS User s Guide 3.0 T Adjust Charges n an A/R Invice: Frm the Main Menu, select AR then Accunt Maintenance Enter yur Passwrd and select Lgin. Search fr and highlight the desired accunt and chse Select. Highlight the invice t adjust and select Details. Select the Adjust ptin. Click n the drp dwn arrw next t Trn. Cde t select the Transactin Cdes t adjust. Place an X next t all Transactin Cdes t adjust and select OK. Enter the Begin Dt. and End Dt. fr the adjustment. Select an Amunt r Percentage t adjust and enter the value. Click n the drp dwn arrw next t Reasn Cde t enter a reasn fr the adjustment. Highlight the apprpriate adjustment Reasn and select OK. Enter any additinal Reasn Text fr explanatin f the adjustment and select OK t prcess. Nte: the adjustment appears as a separate line item n the fli; if adjusting multiple dates n the invice, ne line item includes the adjustment fr all dates. Select Clse t return t the Accunt Maintenance screen. Details: displays pstings r adds new pstings t the invice, edits transactin details, adjusts pstings based n transactin cdes, prints the invice, r accesses the prfile fr the AR accunt. Edit: edits reference r supplement infrmatin n the invice. New: creates an entirely new invice. Pay: applies a payment t the highlighted invice nly. T Apply Credit t an A/R Accunt: Frm the A/R Accunt Search screen, highlight the desired accunt and chse Select. If a payment des nt apply t a particular invice but must apply t the ttal accunt balance, select Pay. Click n the drp dwn arrw next t Payment Cde t select the type f payment. Enter the Amunt f the payment and any Supplement Inf. r Reference infrmatin. Select an Optin t apply the credit: T apply a credit t the entire accunt balance and nt a specific invice, select the Unallcated payment ptin. T apply a credit t the ldest utstanding balances, select the Apply payment t ldest charges ptin. Fr a credit applied t marked invices (yu must first place an X next t each invice befre applying the credit), select the Apply payment t marked charges ptin. T apply different amunts f the credit t different invices (i.e. $25 t ne invice and $75 t anther), chse the Apply payment selectively ptin. Select Pst t apply the credit t the accunt. T Reverse a Payment frm and A/R Accunt: Frm the Accunt Maintenance screen, search fr and highlight the desired accunt. Chse Select. 162

163 Chapter 6 Accunts Receivable Select Payments Only ptin in the search criteria t nly view unapplied payments and highlight the desired payment t reverse. Right click the muse and select the Reverse Payment ptin. Select Clse t exit. T Unapply a Payment t an A/R Invice: Frm the A/R Accunt Search screen, highlight the desired accunt and chse Select. Since paid invices n lnger have an pen balance, change the search criteria t an All view. Place an X next t the payment and right click n the muse; select the Unapply ptin. Ntice that the invice nw returns t the Open view with a balance as well as the psted check amunt. The accunt balance still reflects the check payment but the payment n lnger applies t a specific invice. T reverse this payment r transfer this t anther accunt, refer t Reverse a Payment n an Invice r Transfer Payments t Anther Accunt sectins f this chapter. Optins: A variety f ther functins are available fr the A/R Accunt. Accunt Setup: update r display existing accunt infrmatin Aging: displays the current balance in each f the htel s defined aging buckets Fli Histry: access and reprint flis frm histry Future Reservatin: displays future reservatins fr an accunt Ntes: attaches ntes t the AR accunt Pay Histry: displays all payments psted t this A/R accunt Pst Histry: displays all pstings fr this A/R accunt Prfile: accesses the cmpany r accunt prfile screen. Address and cntact infrmatin entered n the prfile applies t any crrespndence sent t the accunt. If the billing address r cntact infrmatin is different, enter that infrmatin in the Accunt Setup screen. Statement: prints a statement fr this accunt nly Traces: enters traces fr tracking future actins n the accunt Transfer: transfers all r part f the highlighted invice t anther A/R accunt Year View: displays debits and credits n this accunt fr the past year. This is a gd at-a-glance screen t determine the credit status f the accunt. 6.2 Transfer F/O Data When a guest uses the direct bill payment methd, charges t the guest's fli are prcessed by Night Audit and made available as invices fr transfer int Accunts Receivable either autmatically r manually, based n the functin set up in Setup>Applicatin Settings. Manual Transfer f Accruals t A/R When a fli clses t direct bill in the frnt ffice, it transfers during the next Night Audit t the F/O Transfer Bin in the Accunts Receivable mdule. The purpse f this transfer bin is t allw Accunting t view each invice ensuring that it transfers t the crrect A/R accunt. 163

164 Chapter 6 Accunts Receivable Opera PMS User s Guide 3.0 Edit: changes the accunt number that the highlighted invice transfers t. If the wrng accunt number was used t clse this fli in the frnt ffice, this is the best pprtunity t crrect the billing mistake. Transfer: transfers crrectly assigned fli invices n accunts frm the Guest Ledger t the Accunts Receivable ledger. T Transfer Invices frm Frnt Office t A/R: Frm the Main Menu, select AR and Transfer F/O Data. T wrk with invices frm a particular business date nly, enter search criteria in the Date fields. T view fli infrmatin fr a particular invice t transfer, highlight the invice and select Details. T mdify the accunt the invice is applied t, highlight the invice and select Edit. T transfer mre than ne invice, place an X next t each invice and select Transfer. The Selected balance deducts frm the Remaining balance. Answer Yes if yu are ready t transfer the invices t the AR Ledger. T transfer all remaining invices, select Transfer All. Answer Yes if yu are ready t transfer the invices t the AR Ledger. Select Clse t exit. Details: displays details f the charges n the A/R invice. It is nt pssible t make adjustments frm the F/O Transfer Bin. Transfer All: transfers all invices at the same time. All invices transfer frm the Guest Ledger t their individual A/R accunts in the Accunts Receivable ledger. Print All: prints cpies f all fli detail fr the invices. 164

165 Chapter 6 Accunts Receivable 6.3 Credit Cards Fr htels that prcess credit cards thrugh Accunts Receivable, this menu ptin is available as a transfer bin in the same way that the Frnt Office invices are sent t a transfer bin prir t being mved t the A/R accunts. Frm the Credit Card transfer bin, cards batch and send t the prcessr as cmpressed lines n an individual statement. Transactins cmpress as ne line per card per day, as that is hw the credit card cmpany will send the payments fr the cards prcessed. All: marks all credit card recrds fr this credit card type fr transfer. Nne: unselects all credit card recrds fr this credit card type fr transfer. Transfer: transfers all marked charges as ne line item n the Credit card accunt. Each individual recrd lists as a single detail item n the A/R accunt. Print: prints a list f the marked credit card recrds. Print All: prints a list f all credit card recrds fr this credit card type. T Transfer Payments r Invices t anther Accunt: Frm the Main Menu, select AR and Accunt Maintenance. Search fr and highlight the desired accunt and press Select. Highlight the unallcated payment r invice and right click the muse. Select Optins frm the menu and Transfer. Search fr and highlight the new accunt t apply the payment t and select OK. Answer Yes if yu are sure yu want t cmplete the transfer. Select Clse t exit. Transfer All: mves all recrds t the A/R statement as ne line item. Again, this is mst useful if all recrds are frm the same business date. 165

166 Chapter 6 Accunts Receivable Opera PMS User s Guide 3.0 T Transfer Credit Cards t A/R Accunts: Frm the Main Menu, select AR and Credit Cards. Enter yur Passwrd and select Lgin. Select the individual payment recrds t transfer by placing and X next t each. Ntice the Balance selected increases as yu add recrds. T select all recrds displayed, chse the All ptin. T change the card type, click n the drp dwn arrw next t Credit Card. Highlight the desired card type and select OK. Once yu select all recrds t transfer, select Transfer. Select Clse t exit. In the AR Accunt Maintenance screen, ntice the newly added invice fr that day s c credit cards. One line item creates fr the entire transferred balance. T see individual recrd details fr that business date, select View t display the invice details. 6.4 Research Frequently, cmpanies call the htel with questins regarding A/R billing. It can be timecnsuming t research ld invices unless there is a way t access billing infrmatin in a manner cnsistent with the way that cmpanies request the infrmatin. Search Criteria Search: Because research primarily invlves lcating a specific invice rather than an accunt, there are a number f search fields prvided t lcate an invice frm histry. Invice N.: If the persn calling knws the invice number, use this lcalized search as invice numbers are unique. Fli N.: If the persn calling has the frnt ffice fli number, use this lcalized search as fli numbers are als unique. Accunt N.: pens all current and paid invices fr that accunt. The system autmatically deletes clsed invices after a defined number f days in Setup>Applicatin Settings. If the number f days t purge zer balance invices is 365 and the invice in questin is lder than that, the invice des nt exist as that infrmatin purged when it became lder than 365 days. 166

167 Chapter 6 Accunts Receivable Accunt Name: All invices n a particular accunt can be lcated using the accunt name. Searching by accunt will bring up all current and all paid invices fr that accunt. The system will autmatically delete clsed invices after a defined number f days. If the number f days t purge zer balance invices is 365 and the invice in questin is lder than that, it will nt be lcated as that infrmatin has been purged. Name: lcates an invice by the guest s last name Date: searches fr invices by the date transferred t the accunt Amunt Frm: searches by dllar amunt fr all invices abve the specified value Amunt T: searches by dllar amunt fr all invices belw the specified value Accunt: displays infrmatin related t an invice r a payment Pay: applies payments t specific invices Transfer: transfers invices frm ne accunt t anther accunt Histry: displays psting histry fr an invice r payment View: displays an invice s fli details Edit: displays invice details fr editing and viewing 6.5 AR Mailings The Accunting Department regularly sends ut mailings in the frm f bulk Statements and Reminder Letters Batch Statements Batch Statements send ut t all active accunts n a schedule depending n htel needs. Sme send ut statements n a weekly basis, sme n a mnthly basis. In any case, the Batch Statements functin makes it easy t rganize all invices with unpaid balances that need statements delivered. 167

168 Chapter 6 Accunts Receivable Opera PMS User s Guide 3.0 Search: The key t printing batch statements is t rganize the statements sent tgether. Use any f the search ptins prvided t narrw the number f statements printed. Mst htels will nt mail ut a statement if the minimum balance is less than a dllar, r less than the price f a stamp. If bulk mailing is used, srting the mailing by cuntry and pstal cde helps when sending the statements ut frm the Pst Office. In the Prmtinal Text field, a free-text appears n the bttm f each statement. Balance Frward Frm: lists invices balanced frward t the AR ledger after a specified date. Balance Frward T: lists invices balanced fr t the AR ledger up t a specified date. Last Psted Frm: nly displays invices that psted n the accunt frm a specified date. Last Psted T: nly displays invices that psted n the accunt up t a specified date. Print Zer Balance: prints zer balance flis nly. Print Full Statement: selects all statements fr printing, whether there is a balance r nt. Print Flis: prints all flis detailed n each statement. Add Text: text that appears at the bttm f the statement. T Print Batch Statements in Accunts Receivable: Frm the Main Menu, select AR and Mailing. Select Batch Statements. Place an X next t each accunt t print statements and select t Print Full Statement. Change the display t view nly Open Balances and prevent zer invices frm printing. Srt mailings t print in a particular rder fr ease in mailing. Add Text t custmize the statements; enter number f Cpies. Select Print t finish and print statements. 168

169 Chapter 6 Accunts Receivable Answer Yes t generate the statements fr the selected accunts. Ntice the Cmpleted message and select Clse t exit. T print statements fr all pen balances, select the All ptin Mailing Histry Because a large amunt f mailing generates frm the Accunting ffice, access t mailing histry can be helpful when researching infrmatin abut an accunt. Mailing Histry cnsists f recrds fr statements and reminder letters mailed t accunts. Statement Histry Use the search fields t lcate the statement r statements in questin, and select Print t reprint a statement frm histry. 169

170 Chapter 6 Accunts Receivable Opera PMS User s Guide 3.0 Lcate the reminder letters in questin, mark the nes t print with an X, and select Print Reminder Letters Many htels send ut reminder letters t accunts that are verdue in payment. These reminder letters may be set up in cycles attached t the accunt type, and as the age f the invices increases, the reminder letters may becme increasingly mre urgent. The system assigns a reminder letter based n the age f the ldest pen invice n the accunt. The aging buckets are determined by the prperty. 170

171 Chapter 6 Accunts Receivable Frm the Reminder Letter screen, yu may view All accunts, nly accunts with an Open Balance r just accunts with N Balance. Generate: generates reminder letters fr marked accunts. This functin lcates the ldest pen invice n the accunt and generates the reminder letter assciated with the age f that invice. All: generates reminder letters fr all accunts. This functin lcates the ldest pen invice n the accunt and generates the reminder letter assciated with the age f that invice. T Print Batch Reminder Letters: Frm the Main Menu, select AR and Mailing. Select Reminder Letters. Search fr accunts that have utstanding balances by selecting the Open Balance ptin. T send reminders t a selectin f accunts, place an X next t each accunt and select Generate. T send reminders t all with utstanding balances that are due reminders, select All. Frm the list f cycled reminders, place an X next t the accunts t send reminders, and select Print. T print all cycled reminders, select the All ptin. Select Clse t exit Traces Place traces n individual A/R Accunts as reminders t take sme actin with the accunt. Traces are useful in making sure that we cmplete actin items, even if the accunt manager is ut f the ffice fr the day. 171

172 Chapter 6 Accunts Receivable Opera PMS User s Guide 3.0 Edit: displays an existing trace fr changes. The text f the trace r the active date is changeable. Delete: deletes a trace. We recmmend reslving traces rather than deleting, as a reslved trace remains in the accunt s histry, but a deleted trace deletes frm the database entirely. Reslve: reslves traces indicating t thers that n further actin needed. Reslve All: marks all active traces as reslved items. T Reslve A/R Traces: Frm the A/R Accunt Search screen, if an accunt has a Trace lamp, select the Optins buttn. Select Traces. Alter the view f all traces t Unreslved Traces. Highlight the applicable trace, investigate and select Reslve; t cmplete all traces, select Reslve All. In the event f a mistake and t reverse a reslved trace, select Unreslve; Select Clse t exit. 172

173 Chapter 7 Cmmissin Handling 7 Chapter 7 Cmmissin Handling Tracking and paying Travel Agent Cmmissins can be a cmplex and time-cnsuming task. Opera maintains travel agent cmmissin recrds and pays them by checks generated at the prperty r thrugh an exprt sent t an utside agency. 7.1 Payment Prcessing Cmmissin Handling is tracked by travel agent accunts. If an accunt prefers payment in a specific currency, r if the htel pays the same agency in different currencies, separate accunts will need t be set up. Accunts can als either pay by exprts r by printed check. If sme agencies are paid thrugh a prcessing center and thers are paid by checks prduced n site, different accunts will need t be set up fr these circumstances as well By Accunt Cmmissin Recrds are calculated at the time the guest checks ut f the htel. The recrds mve t Cmmissin Handling after the audit frm the previus night fr payment the fllwing day. Cmmissin Recrds belng t the accunt attached t the Travel Agent prfile. T prcess all recrds in an accunt, select the ptin By Accunt. 173

174 Chapter 7 Cmmissin Handling Opera PMS User s Guide 3.0 Prfile: accesses the prfile f the highlighted recrd. If the upper prtin f the screen is active, the prfile is that f the highlighted Travel Agent. If the lwer prtin f the screen is active, the prfile is that f the guest. T prperly prcess cmmissins, a cmplete agency address and IATA number are required. If either f these items is missing, access the Travel Agent prfile fr a telephne number t call the agency t cmplete the prfile infrmatin. Hld/Rel.: places an agency r a cmmissin recrd n hld. Place hlds n all cmmissin recrds fr an agency r n a specific guest stay if there are questins abut the validity f a cmmissin recrd. T Place a Cmmissin Recrd n Hld: Frm the Main Menu, select Cmmissins and Payment Prcessing. Select By Accunt. Highlight the crrect bank accunt and select OK. Highlight the cmmissin recrd t hld and select the buttn marked Hld. A recrd n hld displays an X in the clumn marked H. The amunt f mney n hld appears in the center f the screen. This cmmissin will nt pay with the next check run unless the recrd releases frm hld. T Release a Cmmissin Recrd frm Hld: Frm the Main Menu, select Cmmissins and Payment Prcessing. 174

175 Chapter 7 Cmmissin Handling Select By Accunt. Highlight the crrect bank accunt and select OK. Highlight the cmmissin recrd t release and select Rel. Pay: prcesses and pays cmmissins. If cmmissins pay by an exprt, the exprt file creates fr the recrds selected. If cmmissins pay by checks printed n prperty, checks print immediately fllwing prcessing. T Pay Cmmissins by Exprt: Frm the Main Menu, select Cmmissins and Payment Prcessing. Select By Accunt. Highlight the crrect bank accunt and select OK. Once all recrds are ready t be paid, select Pay. Select a Departure Date Range if required. If the date fields are blank, all released cmmissin recrds prcess fr payment. Answer Yes t pay. Answer Yes t print the Pre-Payment reprt if required. Answer Yes if the Pre-Payment reprt shuld include held cmmissin recrds. T Pay Cmmissins by Check: Frm the Main Menu, select Cmmissins and Payment Prcessing. Select By Accunt. Highlight the crrect bank accunt and select OK. Once all recrds are ready fr payment, select Pay. Select a Departure Date Range if required. If the date fields are blank, all released cmmissin recrds prcess fr payment. Answer Yes t pay. Answer Yes t print the Pre-Payment reprt if required. Be sure that the checks are nt in the printer. Answer Yes if the Pre-Payment reprt shuld include held cmmissin recrds. Select OK t cntinue r change the check number t match the checks in the printer. Replace the checks in the printer with plain paper and answer Yes t print the Check Summary Reprt. All cmmissin recrds print n checks fr the Travel Agents. Edit: Edits cmmissin payment details. Optins: This feature applies nly t individual reservatin recrds highlighted at the bttm f the screen and are gray if the upper prtin f the screen is active. Optins include Fli Detail, Reservatin Detail and Fli Histry. New: Adds new reservatins fr cmmissin payment. AR: Places a cmmissin recrd n AR hld if the travel agency has an utstanding balance in Accunts Receivable. Cmmissins will nt pay until the A/R balance is settled. Reprts: Previews r prints a reprt f all cmmissin recrds transferred int Cmmissin Handling by day, select this ptin.. 175

176 Chapter 7 Cmmissin Handling Opera PMS User s Guide By Agent On ccasin, it may be useful t pay a cmmissin check t a single agent rather than all the agencies in an accunt. T d s, select By Agent. Once the Agency is lcated, verify all the cmmissin recrds and prcess the payment. Highlight the individual accunt and select OK t pen the cmmissin prcessing screen; this pens the cmmissin prcessing screen. See sectin fr cmplete instructins n prcessing and paying cmmissin recrds frm this pint. 7.2 Payment Activity Once payments prcess, view check histry in the Register. It is pssible t use the Register t mark checks as having been cleared, vided r nt presented at the bank. This feature is helpful in researching r tracking cmmissin checks and payments Register The Register stres infrmatin n previusly prcessed checks and that may need t be marked as Presented, Unpresented r Vided fr reprcessing. 176

177 Chapter 7 Cmmissin Handling Outstanding: checks sent t an agent, but nt cleared by the htel s bank. Recnciled: checks presented and cleared by the htel s bank. Unpresented: checks get marked at this status after an extended perid f time if they have nt cleared the htel s bank. Vid: checks that were printed, then vided and sent back fr reprcessing. Vid: vids all highlighted r marked checks. Recrds return t the prcessing screen fr adjustment and repayment. Details: displays details fr the individual guest stay that is cmmissinable. Edit: changes the check number assigned t a particular check. Print: prints a reprt n a series f checks Reprint Checks If the htel prints checks manually, a reprint ptin can be very useful. Printers can jam, checks print ut f rder; any number f things can require a new run f printed checks. 177

178 Chapter 7 Cmmissin Handling Opera PMS User s Guide 3.0 First Check Number/Last Check Number. Enter the check number f the first check t print in the First Check Number field. If yu are printing a cntinuus range f check numbers, enter the last check number t print in the Last Check Number field. If yu are printing nly ne check, enter the same check number in bth fields. 7.3 Research Travel Agencies may call t find ut infrmatin n expected cmmissin checks. There are many reasns why a cmmissin is nt paid, and the research tl assists in lcating the infrmatin needed. 178

179 Chapter 7 Cmmissin Handling Search: Searches fr guest recrd entered in the search criteria. Resv.: Displays details f the selected reservatin. Prfile: Displays guest s prfile n the cmmissin recrd if necessary. It is pssible t see reservatins and fli histry frm the prfile which is especially useful if the reservatin cancelled r did nt shw. Cmm.: Status infrmatin n the cmmissin payment. The batch number, check number and date f payment display. Als, checks marked as cleared, vided r unpresented display here. This infrmatin can help track dwn and research the recrd in questin. 179

180 Chapter 8 Miscellaneus Opera PMS User s Guide Chapter 8 Miscellaneus Aside frm the primary functins that Opera ffers, there are a variety f miscellaneus functins that may als be used. Sme f the fllwing functins are dependant upn license cdes and may nt appear in every htel. 8.1 Reprts Opera hlds an enrmus amunt f data particularly regarding prfile and reservatin infrmatin. Htels rely n the reprts t perate the htel and track statistics. The system hlds ver 250 reprts that can be filtered t display relevant infrmatin. This sectin explains hw t lcate a reprt and hw t filter that reprt t display the infrmatin desired. 180 The default view fr reprts will be t see all reprts in the system when pening the screen, but this can be a very lng list t lk thrugh. Select a Reprt Grup t view nly thse reprts assciated.

181 Chapter 8 Miscellaneus Search T lcate a specific reprt, it is easiest t separate ut the reprts by categry. If an arrivals reprt is needed, select the Reprt Grup Arrival and a much shrter list f reprts will display. T lcate a specific reprt, type either the Reprt Name r REP name (file name) in the Reprt field and select search. This will generate a search fr the reprt. If the name f the reprt r file is nt cmpletely knwn, type a % in the field fllwed by a partial reprt name. This will generate a list f reprts with that infrmatin cntained smewhere in the reprt name. T search nly by reprt name r REP name, check the apprpriate bx belw the Reprt field befre selecting the Search buttn. Preview Many times reprt infrmatin can be viewed n screen withut printing ut a lng list f infrmatin. T view a reprt n screen, select the buttn fr Preview. In mst htels, this will pen the reprt using Adbe Acrbat. Frm preview, print the reprt using Adbe Acrbat r view and clse withut printing. Print If a printed reprt is needed, selecting the Print buttn will allw the user t view and change the filter screen as needed, then autmatically send the reprt t the printer. The reprt will nt be displayed first in preview mde. 8.2 Interfaces Yur Opera system is mst likely set up t interface with ther cmputer systems, such as thse fr mvie systems, restaurant systems, telephne systems and dr lcks. The interfaces as they are set up allw fr charges t be entered in ne system and autmatically psted n the guest s fli in Opera. It may be necessary fr varius reasns t access and make changes t the interfaces fr a specific guest. Sme f the reasns t access the interfaces are: T create a new guest rm key. T stp interface charges frm being allwed t pst t a guest rm due t a lack f valid credit n the part f the guest. The guest might request that adult mvie channels are barred frm a rm. Wake Up Calls may be autmatically set thrugh the telephne system. There are many ther reasns why the interfaces may need t be updated r changed fr a guest. Please bear in mind that there are a large number f interfaces available, and each ne has different requirements and different pssibilities. Check with yur manager t find ut which interfaces are at yur htel and hw they wrk Interface Sub Menu The interface sub menu will display all ther systems that are linked t Opera. Again, each interface will perfrm different functins. The ptins that are displayed fr each interface will vary depending n its capabilities. This is infrmatin that is generally very prperty specific. Ask yur manager t instruct yu in the use f this functin. 181

182 Chapter 8 Miscellaneus Opera PMS User s Guide Wake Up Calls The Wake Up Call functin can be interfaced with sme PBX systems t make the Wake Up Call feature autmatic. Frm any wrkstatin a wake up call can be entered fr a guest fr a single day r fr a range f days. T Set a Wake Up Call fr a Guest Frm Reservatin Optins select the Wake Up Call. T set a single Wake Up Call, select Date. Select Next t cntinue. Enter the Rm N(s), the Date and the Time fr the wake up call. Select Set when finished. T set a Wake Up Call fr multiple days, select Daily. Select Next t cntinue. Enter the Rm N(s), the Frm Date, T Date and the Time. Select Set when finished. T set a Wake Up Call fr every member f a grup, select Wake Up Call frm Grup Optins and Set Blck Wake Up Calls. Enter the blck cde in the Blck Name field, the Frm Date, T Date and the Time. Select Set t cntinue. T view all current Wake Up Calls entered in the PMS, select View Wake Up Calls frm the Wake Up Calls menu. 182

183 Chapter 8 Miscellaneus Enter any filter criteria needed and select View. All current wake up calls display. T print a list fr manual calls, select Print. 8.3 Shw Quick Keys The Quick Keys prvide easy access t infrmatin n a variety f htel statistics and current infrmatin. Quick keys are available frm the Miscellaneus menu, but are als easily accessible frm any screen in the applicatin by using a cmbinatin f [functin keys], [Ctrl] and [Alt]. Each Quick Key lists separately with its crrespnding access cmbinatin Opera Help (F1) Access the help screen by selecting the [F1] functin key. All tpics are available fr search. Pressing the [F1] key frm an Opera screen (such as the reservatins screen) displays the Help tpic fr that screen. See Chapter 1 fr a full explanatin as t hw t use the help screens Occupancy Graph (Shift + F1) T see upcming cnfirmed business at a glance use The Occupancy Graph. A user can view the ccupancy graph based n a particular rm type, rm class r the entire htel. It might als shw a week, a mnth r a number f weeks at a time. This graph can be printed fr frecast meetings as well. 183

184 Chapter 8 Miscellaneus Opera PMS User s Guide Opera Help (CTRL + F1) This screen differs frm the [F1] help; it displays infrmatin n using keybard shrtcuts. Fr thse users wh prefer t use the keybard mre ften than the muse, this list f navigatin hints will be very helpful. Keybard navigatin infrmatin displays n this screen; it is a gd idea t becme familiar with all the varius ways t mve frm field t field r frm screen t screen. 184

185 Chapter 8 Miscellaneus Cntrl Panel (Shift + F2) The cntrl panel gives an verview f ccupancy, availability and ther htel statistics fr seven days. It is als a highly interactive screen and allws access t grup functinality fr cutting ff blcks and updating current availability statistics. Ttal Physical Rms: The ttal number f rms in the htel as validated by the license cde: Out f Order: The ttal number f rms that are in Out f Order status fr the day. Inventry Rms: The number f Ttal Physical Rms minus the number f Out f Order rms. Occupancy statistics use this number fr calculatin. Overbking: The number f rms available fr making reservatins abve the Inventry rms fr the day. Sell Limits: The maximum number f rms available t sell in the htel. This number is the Inventry Rms plus Overbking. Deducted Blk. Rms Nt P/U: The number f rms in blcks with a deducted status that d nt have a reservatin. Deducted Blk. Rms P/U: The number f rms in blcks with a deducted status that have a reservatin. Ttal Deducted Rms: The sum f the Deducted Blk. Rms Nt P/U plus Deducted Blk. Rms P/U. Nn-Deducted Blk. Rms Nt P/U: The number f rms in blcks with a nn-deducted status that are blcked, but d nt have a reservatin. 185

186 Chapter 8 Miscellaneus Opera PMS User s Guide 3.0 Nn-Deducted Blk. Rms P/U: The number f rms in blcks with a nn-deducted status that are blcked and have a reservatin. Ttal Nn-Deducted Rms: The sum f the Nn-Deducted Blk. Rms Nt P/U plus Nn- Deducted Blk. Rms P/U. Out f Service: The number f rms in Out f Service status fr the day. Available Physical Rms: The number f Inventry Rms minus the number f Out f Service rms. These are the rms that are ptentially rentable fr the day. Maximum Availability: The available rms if nne f the rms that are nt picked up arrive. Minimum Availability: The available rms if all f the rms that are nt picked up arrive. Min. Occupancy %: The percentage f rms ccupied if all f the rms that are nt picked up arrive. Max. Occupancy %: The percentage f rms ccupied if all f the rms that are nt picked up arrive. Ttal Rms Reserved: Ttal number f rms with actual reservatins bth deducted and nn-deducted. Event: If an event has been cnfigured fr this date in the calendar functin, the event will display here as a reference. Day Type: If a day type has been cnfigured fr this date in the calendar functin, the day type will display here as a reference. Adults In-Huse: The ttal number f adults as cunted frm the reservatins currently checked in huse. Children In-Huse: The ttal number f children as cunted frm the reservatins currently checked in huse. Peple In-Huse: The ttal number f adults and children as cunted frm the reservatins currently in huse. Arrival Rms: The number f rms n reservatins that have the highlighted date as the arrival date. Arrival Persns: The number f adults and children n reservatins that have the highlighted date as the arrival date. Departure Rms: The number f rms n reservatins that have the highlighted date as the departure date. Departure Persns: The number f adults and children n reservatins that have the highlighted date as the departure date. Rm Type Obkg: This is a Yes/N field and indicates whether r nt sell limits by rm type are cnfigured. 186

187 Chapter 8 Miscellaneus Day Rms/Persns: The number f day use rms and the ttal persns assciated with thse reservatins. Waitlist Rms/ Persns: The number f rms n the waitlist fr the highlighted day s arrival and the ttal persns assciated with thse reservatins. Turnaways: If the prperty recrds turned-away business with the Recrd Turnaways ptin. If this functin is activated Opera will lg this recrd as a nrmal turnaway and update the turnaway statistics at the same time Detailed Availability (CTRL + F2) The detailed availability screen displays the available rms by rm type fr a range f dates. This is a highly interactive screen with access t blcks, detailed rm type availability and reservatin type infrmatin. Search: Change the search criteria in the yellw-brdered bx and select the Search ptin t initiate a new search. Details: Displays the breakdwn fr the ccupied rms by reservatin type. Turnaway: The Turnaway functin is available fr recrding turned-away business. Blcks: Access t full blck functinality. This allws a user t cut ff blcks manually if necessary t update availability. Zm: Displays details fr the highlighted date nly. Occupancy/Availability: Detailed infrmatin n the availability by rm type. 187

188 Chapter 8 Miscellaneus Opera PMS User s Guide Rm Search (F3) The Vacant Rm Search screen displays in the reservatin screen when searching fr a rm t pre-blck n a reservatin r at check in. This screen is available at any time by using the F3 key. Select the infrmatin fr the search and select search. The vacant rms that qualify all search criteria will appear at the bttm f the screen Huse Status (Shift + F3) When managing rms frm the Frnt Office r Husekeeping, it can be very helpful t have a screen which displays current infrmatin n the husekeeping status f rms, availability f rms, arrivals, departures and stayvers. The Huse Status screen prvides detailed infrmatin n the status f each rm in the htel, as well as each reservatin that will affect the current day s availability. 188

189 Chapter 8 Miscellaneus Rm Summary Ttal Htel Rms: The ttal number f rms in the htel as validated by the PMS license cde. This number des nt include any Psting Master r ther Huse Accunt rms. Out f Order: The number f rms in Out f Order status. These rms are nt in the ccupancy figures fr the htel. Use the arrw t the left f the field t view r update the rms listed. Ttal Rms t Sell: The ttal number f Htel Rms less any Out f Order rms. This is the number f rms used t calculate 100% ccupancy fr the current date. Out f Service: The number f rms in Out f Service status. These rms are in the ccupancy figures fr the htel. Use the arrw t the left f the field t view r update the rms listed. Activity Stayvers: The number f reservatins that arrived befre tday and will be staying in the htel tnight. Use the arrw t the left f the field t view r update the reservatins listed. Departures Expected: The reservatins made with the current date as the departure date that have nt yet checked ut f the htel. Use the arrw t the left f the field t view r update the reservatins listed. 189

190 Chapter 8 Miscellaneus Opera PMS User s Guide 3.0 Departures Actual: The reservatins that have already checked ut f the htel tday. Use the arrw t the left f the field t view r update the reservatins listed. Arrivals Expected: The reservatins made with the current date as the arrival date that have nt yet checked int the htel. Use the arrw t the left f the field t view r update the reservatins listed. Arrivals Actual: Reservatins with the current date as an arrival date that are checked in. Use the arrw t the left f the field t view r update the reservatins listed. Extended Stays: Reservatins checked int the htel that extended the number f days n the reservatin after check in. Use the arrw t the left f the field t view r update the reservatins listed. Early Departures: Reservatins checked int the htel that decreased the number f days n the reservatin after check in. Use the arrw t the left f the field t view r update the reservatins listed. Day Use Rms: Reservatins scheduled t bth arrive and depart n the current date. These rms are zer night rms. Use the arrw t the left f the field t view r update the reservatins listed. Walk Ins: Reservatins made using the Walk In functin. These guests arrived at the htel withut previus reservatins and checked in t the htel using the Walk In buttn. Use the arrw t the left f the field t view r update the reservatins listed. Cmplimentary and Huse Use Cmplimentary Arrivals: The number f rms/persns/vips assciated with reservatins having a status f Due In r Checked In, with a rate cde marked as Cmplimentary. Stayvers: The number f rms/persns/vips assciated with reservatins having a status f Checked In, with a rate cde marked as Cmplimentary. Departures: The number f rms/persns/vips assciated with reservatins having a status f Checked-Out r Due Out and with a rate cde marked as Cmplimentary. Huse Use Arrivals: The number f rms/persns/vips assciated with reservatins having a status f Reserved r Checked In, with a rate cde marked as Huse Use. Stayvers: The number f rms/persns/vips assciated with reservatins having a status f Checked-In, with a rate cde marked as Huse Use. Departures: The number f rms/persns/vips assciated with reservatins having a status f Checked-Out r Due Out and with a rate cde marked as Huse Use End f Day Prjectin Min. Available Tnight: The minimum number f rms available tnight if all nn-deducted and grup alltted rms return actual reservatins. Max. Occupied Tnight: The maximum number f rms ccupied tnight if all nn-deducted and grup alltted rms return actual reservatins. Max. % Occupied Tnight: The maximum percentage ccupancy tnight if all nn-deducted and grup alltted rms return actual reservatins. 190

191 Chapter 8 Miscellaneus Blcks Nt Picked Up: The number f grup alltted rms that are nt actual reservatins. On the day f arrival, this number shuld be zer. It is nt uncmmn fr this number t change thrughut the day as the grup checks in. Cancelled grup reservatins, shares cmbined during check in and shares split during check in will all affect this number. Check this frequently thrughut the check in prcess t be sure that all rms are prperly cut ff and returned t huse inventry. Individuals: The number f rms and persns wh are in huse n nn-grup reservatins. Grups and Blcks: The number f rms and persns wh are in huse with grup reservatins. Rm Revenue: The ttal net rm revenue based n Max. Occupied Tnight. Average Rm Rate: Net average rm revenue: Rm Revenue / Max. Occupied Tnight. Husekeeping Rm Status Inspected Rms: The number f rms bth ccupied and vacant which have an Inspected husekeeping status. Clean Rms: The numbers f rms bth vacant and ccupied that currently hld a Clean status in Husekeeping. Use the arrw t the left f the field t view r update the rms listed. Dirty Rms: The numbers f rms bth vacant and ccupied that currently hld a Dirty status in Husekeeping. Use the arrw t the left f the field t view r update the rms listed. Pickup: The numbers f rms bth vacant and ccupied that currently hld a Pickup status in Husekeeping. Use the arrw t the left f the field t view r update the rms listed. Out f Order Rms: The numbers f rms bth vacant and ccupied that currently hld an Out f Order status in Husekeeping. Use the arrw t the left f the field t view r update the rms listed. Out f Service Rms: The number f rms bth vacant and ccupied that currently hld an Out f Service status in Husekeeping. Use the arrw t the left f the field t view r update the rms listed. Queue: The ttal number f rms that are n queue status Rm Plan (CTRL + F3) The rm plan is a tl fr rganizing pre-blcked rms t maximize htel availability. In the rm plan, all in-huse and pre-blcked rms display in a calendar functin s that a week at a time is viewable. Pre-blcked reservatins can be mved t arrive in rms that are set fr departure the same day s that rms d nt g unused due t pr management in preblcking. 191

192 Chapter 8 Miscellaneus Opera PMS User s Guide 3.0 Frm the rm plan screen, there are a number f pssibilities t maximize the rm pre-blcks. New: T create a new reservatin, highlight an empty cell and select this ptin. A new reservatin may start frm here in the same manner as thrugh the main Reservatins screen. Edit: T navigate directly t the Reservatins screen t display the reservatin fr this guest. Rm Blck: Use this ptin t check if there are expected alltments fr this rm type n this date. Rm Mve: T rm mve the guest select the left muse buttn n the blck and drag the reservatin t a vacant blck representing a vacant rm. Check In: Use this quick check in ptin t check in the arriving reservatin. The arrival date must be the current date. Optins: Displays reservatin ptins see sectin Out f Order/Service: Use this ptin t place this rm ut f rder r ut f service. Calendar: Displays the Prperty Calendar screen Inquiry (Shift + F4) The Inquiry functin allws a user t search fr availability fr ptential grup business fr a single date r multiple dates. It s pssible t search fr availability by rm type r by general huse inventry. Once a date is decided upn, the Quick Business Blck functin is used fr easy entry f grup infrmatin. 192

193 Chapter 8 Miscellaneus Acct/Cmp: Attach an Accunt r Cmpany prfile during the Inquiry prcess. This may assist in attaching negtiated rates if included n the prfile. Any prfile attached during the Inquiry prcess will be autmatically transferred t a Business Blck if the grup is bked. Agent: Attach a Travel Agent prfile during the Inquiry prcess. Any prfile attached during the Inquiry prcess will be autmatically transferred t a Business Blck if the grup is bked. Surce: Attach a Surce prfile during the Inquiry prcess. Any prfile attached during the Inquiry prcess will be autmatically transferred t a Business Blck if the grup is bked. Cntact: Attach a cmpany cntact prfile during the Inquiry prcess. Any prfile attached during the Inquiry prcess will be autmatically transferred t a Business Blck if the grup is bked. Cntact: Attach a Travel agent cntact prfile during the Inquiry prcess. Any prfile attached during the Inquiry prcess will be autmatically transferred t a Business Blck if the grup is bked. Start Date: The date that the grup rate will first be ffered. # Nights: The ttal number f nights the grup rate will be ffered. End Date: The date that the grup rate will n lnger be ffered. 193

194 Chapter 8 Miscellaneus Opera PMS User s Guide 3.0 Alternate Dates 1, 2, 3: Additinal dates that the grup cntact may be willing t begin the grup if the primary date is unavailable. Range Frm: The first date in a range f dates that the cntact may be willing t begin the grup. T: The last date in a range f dates that the cntact may be willing t bk the grup. # Nights Stay: The ttal number f nights the grup will expect t be in huse. Arrival Day: Fr a range f days, the days f the week that the grup can be bked t begin. Rms per day: The number f rms that will be required per day. The system will check availability n this figure, s it shuld be clse r equal t the maximum number f rms required n the highest ccupancy night. Rate Cde: If a rate cde is entered here, the Inquiry functin will check availability f the rate cde during the requested dates. Rm Types: T check availability f specific rm types, enter the rm type here. %: If the % sign is checked, the system will lk fr this percentage f the rms per day in the rm type assciated. If the % sign is nt checked, the system will search fr a number f rms in the assciated rm type. Availability: This buttn will access the availability screen that will display which dates have availability and which d nt. Bus. Blck: If the grup will be bked, this buttn will access a new business blck fr infrmatin entry. Reset: If the Inquiry functin will be used t search fr a different grup r set f criteria, the Reset buttn will return the Inquiry screen t its default settings. 194

195 Chapter 8 Miscellaneus Dashbard (CTRL + F4) The Dashbard screen is a single view f essential data fr the current business date frm ne surce. Frm this ne screen cre activities such as making new reservatins; lcating, updating and canceling reservatins; requesting and applying depsits; prcessing guest check ins and check uts; pre-allcating rms; managing guest billing; running reprts; wrking with husekeeping; and reviewing and referencing availability, day types, and huse status fr tday r any future date can be handled. Guest names can be easily verified, whether they have checked in, and their rm numbers. Vlumes f ther imprtant infrmatin such as guest prfiles and stay histries are available frm the Dashbard, t. Search Sectin: Can be used t perfrm full search capabilities with a standard r Advanced search ptin t lcate all reservatin expected, cancelled, walk in, checked in and due ut fr the current business date. Select Reprt t access and print reprts. Select Husekeeping t verify r mdify rm statuses. Reservatin Sectin: The smart buttns change t prvide the access t features needed based n the status f the reservatin. Prfile Sectin: Allws the user t edit r add guest prfiles directly frm the dashbard. Additinal Infrmatin: Red lamp buttns (such as Share, Cmments, Preference, Prfile Ntes, and many mre) display in this sectin fr any ptins that apply t the current reservatin that is highlighted/selected in the search sectin. Cashiering sectin: T view the billing sectin f the reservatin that applies t the current reservatin that is highlighted/selected in the search sectin. This ptin can be used t see the current balance, ruting cdes, payment methds and t perfrm cnvenient check uts. 195

196 Chapter 8 Miscellaneus Opera PMS User s Guide Rate Infrmatin (F5) This quick key will begin the reservatin prcess frm the Rate Query screen. Press the [F5] key t access the package element setup as well as the rate availability screens. User rights cntrl bth f these screens t ensure nly qualified users access this infrmatin. The Rate Query screen lcates the rate and rm type required t make a guest reservatin. Rates by Rm Number/Type: Shws full rate cde infrmatin including rate splitting fr any particular rate cde, rm type r rm number. Rate Query: Displays at a glance which rates are available fr each rm type n any given arrival date and number f persns. Rate Lkup: Shws full rate cde infrmatin including rate splitting fr any particular rate cde, rm type r rm number. Package Elements: This ptin displays all available packages. Rate Availability Grid: Shws the availability f all rate cdes given in a mnth. Item inventry: Shws the quantity f each item in inventry (green backgrund) and the quantity available (white backgrund) fr any given date Quick Bk (Shift F7) T create a new Quick Business Blck frm the Quick Business Blck Search screen, select the New buttn t display the Quick Business Blck screen. T edit an existing business blck, highlight yur chice and select the Edit buttn. See sectin New Reservatin (F7) When creating a new reservatin, it is cmmn t check bth rate and rm availability befre reserving a rm fr a guest. T create a new reservatin, press F7 and the system will fllw the flw defined in the Applicatin Setting Reservatin>Reservatin Flw. See sectin

197 Chapter 8 Miscellaneus Telephne Bk (Shift + F7) The telephne bk functin allws the htel t entered frequently used telephne numbers that will be accessible t all Opera users. Many htels use this feature t enter administrative telephne extensins, taxi cab numbers, lcal restaurants r pints f interest and any ther business r service that may be called by the htel frequently fr guests. The categry is set t display a cllectin f telephne numbers that can be accessed and printed tgether. Ntice that remarks can be entered fr each entry. Directins t the business, hurs f peratin, dress cde and any ther infrmatin can be entered Telephne Operatr (CTRL + F8) The Telephne Operatr screen was designed fr use by PBX agents and prvides access t all the infrmatin usually required by that department. Frm the Telephne Operatr screen it s pssible t lcate a guest rm t transfer an incming call, leave a message, set a lcatr r trace, r t enter a wake up call fr a guest. 197

198 Chapter 8 Miscellaneus Opera PMS User s Guide 3.0 All Guests: This ptin displays all guests arriving, in-huse, departing, stayver, cancelled and N Shw fr the selected date. Arrivals: This ptin displays all guests listed as arrivals n the selected date. Stayvers: This ptin displays all guests listed as stayvers n the selected date. Departures: This ptin will display all guests departing n the selected date. Operatr: This ptin, which is the default, will display all guests in huse, arriving in the next 7 days as well as thse that have departed in the past 3 days frm the selected date. Message: This ptin displays all messages previusly entered fr a guest, bth received and nt received. A new message may be entered if needed. T Enter a Text Message fr a Guest: Select the Messages ptin. Select New t create a new message. Input the caller s Name, Title, and additinal infrmatin, then click n the drp dwn arrw next t Message Text t select frm pre-defined messages. Select the pre-defined message desired by highlighting, and select OK t save. Once the return Phne N. is entered, press the Tab key t mve the message infrmatin int the white text bx n the right. Enter any additinal message text and select Save. Answer Yes t send the message t the guest. This will turn the message light n in the guest rm. T print the message fr delivery t the guest rm, select Print n the highlighted message. 198

199 Chapter 8 Miscellaneus Input the Number f cpies and select OK t print. Nte the Message lamp n this in-huse guest indicating that a message is waiting t be delivered T mark a message as received by the guest, highlight the message and select the Received buttn. This will turn ff the message light in the guest rm. Nte the Received message indicatin with date and time f delivery. Lcatr: This ptin allws the user t enter a lcatr fr a guest. T Enter a Lcatr n a Guest s Reservatin: Frm the Telephne Operatr screen select a reservatin. Lcatrs can nly be placed fr guests arriving n the current day r checked in. Select Lcatr. Select New t enter a new lcatr. Enter the Begin Date fr the lcatr and the End Date fr the lcatr. Enter the Frm Time and T Time fr the lcatr. On the right side f the screen, highlight the lcatin the guest will be. If mre text is needed, enter that text in the white space at the bttm f the screen. Select OK when finished. Prfile: The guest s prfile is available frm this ptin, and may be viewed r updated based n user rights. Res.: This ptin will display reservatin infrmatin fr the selected guest and will allw the reservatin t be edited based n user rights. Trace: Traces placed n a guest reservatin print n daily trace reprts fr htel management. They are an excellent way t autmatically cmmunicate between departments t handle special guest requests r instructins. Traces can be used t cmmunicate the need fr direct bill authrizatin, transprtatin t r frm the airprt, VIP amenities r rm features r special husekeeping tuches. T Enter a Trace n a Reservatin: Frm the Operatr Screen. Select Trace. Select New t add a new Trace. Select the Department t send the trace t by placing an X t the left. If any Trace Texts exist fr that department, yu may highlight the text t send Enter any additinal instructins r manual trace infrmatin in the white Text field. Select Save t save and create anther trace; select OK t save and clse. Nte the Trace lamp n the reservatin. T Reslve the trace, highlight the applicable trace and select Reslve. Reslve All will cmplete all traces and reslve fr the entire recrd. Nte the reslved trace with date and time stamps. Select Clse t exit the Traces functin. Wk Up Call: Guests will generally call the peratr t enter wake up calls. This functin allws wake up calls t be handled easily. T Set a Wake Up Call fr a Guest 199

200 Chapter 8 Miscellaneus Opera PMS User s Guide 3.0 Frm the Operatr screen Select the Wake Up Call ptin. T set a single Wake Up Call, select Date. Select Next t cntinue. Enter the Rm N(s), the Date and the Time fr the wake up call. Select Set when finished. T set a Wake Up Call fr multiple days, select Daily. Select Next t cntinue. Enter the Rm N(s), the Frm Date and T Date and the Time. Select Set when finished. T set a Wake Up Call fr every member f a grup, use Set Blck Wake Up Calls. Enter the blck cde in Blck Name, begin and end date fr the calls and the time. Select Set t cntinue. T view all current Wake Up Calls entered in the PMS, select the ptin View Wake Up Calls. Enter any filter criteria needed and select View. All current wake up calls display. T print a list fr manual calls, select Print Lgut (F8) This ptin is used if an agent will be leaving the wrkstatin and will lg ut f Opera, but will nt lg ut t the Windws screen. Anther user may easily lg in and begin wrking in Opera IFC Menu (Shift + F8) The interface sub menu displays all ther systems that are linked t Opera. Again, each interface perfrms different functins. The ptins that are displayed fr each interface will vary depending n its capabilities. This is infrmatin that is generally very prperty specific. Ask yur manager t instruct yu in the use f this functin. 200

201 Chapter 8 Miscellaneus Maximum Availability (CTRL + F8) The Maximum Availability screen will display the maximum number f rms available in each rm type ver a range f dates. If a reservatin r grup is lking fr multiple rms ver 3 nights, the maximum number f king rms may be fund n the secnd night, and the maximum number f dubles n the third. This screen will display the nights with the maximum number f rms available per rm type fr the range f dates requested. 201

202 Chapter 8 Miscellaneus Opera PMS User s Guide DIARY (SHIFT+F9) This functin can be used t view availability fr functin spaces and fr PMS sleeping rms that have been cnfigured with the Can Be Meeting Rm ptin selected in rm type setup 8.4 Change Passwrd Passwrds shuld be guarded and nt given ut fr any reasn as all activity happening n a user lgin is traced back thrugh the User Name and Passwrd. Sme htels will set the system t expire passwrds autmatically after a certain number f days, and a message will appear instructing each user t change the passwrd. It s always a gd idea t change a passwrd frequently as it is mre difficult fr thers t gain access that way. T change a passwrd, enter the ld passwrd, then type the new passwrd twice t be sure that the riginal spelling is crrect. 202

203 Chapter 8 Miscellaneus 8.5 Data Extractin It is pssible t create labels and frm letter mailings based n htel-specific queries r t use this feature t assist in data cleanup, t quickly pull data int third-party spreadsheets, and t design queries that can be directly cpied int data management prgrams like SQL Navigatr. The Data Extractin feature is very intuitive and easy t use. Data Extractin Query. Step 1 203

204 Chapter 8 Miscellaneus Opera PMS User s Guide 3.0 Select a Data Surce: Select frm the hard cded list f data surces available. Data surces include prfile and reservatin infrmatin. Step 2 Select a Field fr Filter Cnditins: Frm the data surce, select the primary field that will be used t srt ut the desired guests. In the example abve, we are ging t srt by Cntacts -> All Owner Cdes. Step 3 Specify a Filter Cnditin: Determine the specific filter criteria t be used t srt data. In this case, we are lking nly fr the partially cntains within (Multiple Values). Step 4 Apply the Filter cnditin: Once the filter cnditin has been set, select the Add buttn t add the filter cnditin t the query. Prcess: Select this ptin nce all the filter cnditins have been entered. The result will be the data needed. Save As: If this query is t be used again, the query can be saved by a name that makes sense t the user, such as Tday s Arrivals with Addresses. By ding this, the query can be called again in future. Save: This query will be saved by the name that is defaulted in the first field. This name can be changed prir t saving if desired. Extract Results T merge the Data Extract infrmatin int either an HTML file r a CSV file, the Extract Results tl will be used. Previusly saved data extract files can be reprcessed at any time. 204

205 Chapter 8 Miscellaneus 8.6 Awards Use Awards setup t stre and manage varius awards that can be given t members f a prperty r chain lyalty prgram. Guest awards allw yu t create user-defined guest award types fr a guest t use during a visit t the prperty. The awards are stred against the guest s prfile and histry details after departure. The pssibilities are endless, all resulting in the ability t mnitr and evaluate award/prmtin plans. Instant Awards With this ptin, the htel can immediately grant an award and subtract the pints frm the guest s ttal accumulated. The system will then return the number f pints the guest has remaining. Award Cde: The htel s cde fr the specific award. Descriptin: The lng descriptin f the specific award. Quantity: The number f awards that are being redeemed in this transactin. Pints Required: The number f pints required t redeem this particular award. Member Last Name: The guest s last name. First Name: The guest s first name. Current Balance: The current balance f pints n the guest s accunt befre the award is granted. 205

206 Chapter 8 Miscellaneus Opera PMS User s Guide 3.0 Award Order N.: The number f the award. New Pint Balance: The number f pints n the guest s accunt after the award has been granted. Awards Lkup This ptin is used t search fr previusly paid awards fr a guest. Once the award has been paid and the pints subtracted frm the ttal, the recrd may be researched t satisfy guest questins. Membership N.: T lcate a specific guest recrd by membership number, use this field. Last Name: T lcate a guest by last name. First Name: T lcate a guest by first name. Award Order N.: T lcate a recrd by awards rder number. Award Prcessed Date: T view all awards prcessed n a specific date. Cnfirmatin Number: T view awards prcessed fr a specific reservatin. 8.7 Prmtins Many htels ffer special seasnal prmtins t increase business during slw mnths. T effectively market the prmtin, it is nrmally given a name by which the guests will call t bk the rate. A rate cde may be attached t a prmtin cde s that when the guests call asking fr the special prmtin, the agent can search fr the prper rate cde by typing in the prmtin cde. 206

207 Chapter 8 Miscellaneus Prmtin Cde: A unique cde that is used t lcate the prmtin infrmatin in the system. Market Cde: Prmtins are generally attached t market cdes fr accurate revenue tracking. Categry Cde: A htel-determined field that can be used t track certain prmtins tgether fr reprting purpses. Bking Start Date: The first date that the prmtin will be available t bk. Stay Start Date: The first date that a reservatin may be bked t arrive. Check In Time: If the prmtin has a check in time restrictin, that infrmatin can be entered here. Instructin: If the prmtin cde is valid nly under certain circumstances, enter thse circumstances here. Sme examples might be that a prmtin requires a valid military ID r membership in AARP fr a legitimate bking. Name: The lng name f the prmtin. Prgram Name: If the prmtin is attached t anther htel prgram, that infrmatin can be entered here. Descriptin: A lng descriptin f the categry cde. Bking End Date: The last date that the prmtin will appear n the rate query screen fr bking. Stay End Date: The last date that a guest may bk this prmtin. 207

208 Chapter 8 Miscellaneus Opera PMS User s Guide 3.0 Check Out Time: If there is a restrictin n check ut time, it may be entered here. 8.8 Enrllment This ptin is nly available if the htel has a wrking 2-way interface t the central reservatins system and that interface is cnfigured t allw instant enrllment in the htel s membership prgram. This allws the frnt desk agent t submit required infrmatin abut the guest t the 2-way interface t immediately return a new membership number fr use n the guest s current stay. Please nte that sme external systems may require the Emplyee ID t validate and prcess incentive payments fr eligible enrllments. All items in bld text are required. The Alliance Cde refers t an airline cde. This is used if the htel s lyalty prgram may be paid in miles rather than pints. The membership number is entered and the alliance cde is als entered. 8.9 Print Tasks Fr users with the prper user rights, it may be pssible t change the printer that a wrkstatin is using fr a particular task. Fr instance, if all reprts are set t print t a reprt printer, but that printer is nt wrking, it may be necessary t redirect reprts temprarily t anther printer. Each f the Opera print tasks is listed separately. Fr thse wh will be changing print tasks, it is useful t becme familiar with all the varius print tasks and the types f files that will be affected by the changes. Each wrkstatin will have its wn set f print tasks. When setting up print tasks, the same printer can be used fr a number f tasks. The reasn that many f these items are separated is that sme items may always be printed n plain paper, while sme are printed 208

209 Chapter 8 Miscellaneus n letterhead. Sme printers may be set t carry unusually sized paper fr guest messages r fr registratin cards. AR_FOLIO: This print task assigns a printer t any invice that is printed frm the Accunts Receivable mdule frm the Details buttn n the accunt. AR_RECEIPT: If a payment receipt is generated, this printer will be used t print the payment receipt fr Accunts Receivable payments nly. CASHIER_CLOSE_REP: This print task will be used t print the clsing reprts when perfrming the Clse Cashier functin. CHECK_PRINTER: This print task is used t print Travel Agent Checks. CHECK_XANGE: This print task is used t print a check payment receipt when ding a check exchange. CONF_LETTER: This printer task is used t print cnfirmatin letters when the Print ptin is chsen. CONF_LETTER_ This printer task is set up t g t the htel s server. CONF_LETTER_FAX: This printer task is set up t g t the htel s fax server. DEFAULT_ This printer task is set up t g t the htel s server. DEFAULT_FAX: This printer task is set up t g t the htel s fax server. DEP_RECEIPTS: This printer task is used fr printing receipts after a depsit payment has been made. FOREIGN_CURR_XANGE: This printer task is used fr printing receipts after a freign currency exchange transactin has been cmpleted. GST_FOLIO: This printer task is used fr printing all guest flis. GST_MSG: This printer task is used fr printing all guest messages. 209

210 Chapter 8 Miscellaneus Opera PMS User s Guide 3.0 HOUSEKEEPING: This printer task is used fr printing husekeeping task sheets. INFO_FOLIO: If an infrmatin fli is printed prir t check ut, this printer task will be used. LABELS: This print task determines which printer will be used t print labels frm the mailing functin. LIST_REPORTS: This print task determines where all reprts except cashier clsing reprts will be printed. MAILINGS: This printer task is used t prduce any mailings t guests in huse that are batched and sent thrugh the Mailings functin. NA_REPORTS: This printer task is used t reprint Night Audit reprts using the menu ptin Reprint NA Reprts. PAIDOUTS: This printer task will prduce all paid-ut receipts. PASSER_FOLIO: This printer task will prduce any fli generated by using the Passerby feature. REG_CARD: This printer task will be used t print registratin cards. REMINDER: This printer task is used t print reminder letters fr Accunts Receivable accunts. REMINDER_FAX: This printer task shuld be directed t the htel s fax server. STATEMENT: This printer task is used t print Accunts Receivable statements. STATEMENT_FAX: This printer task shuld be directed t the htel s fax server. TA_CHECKS: This printer task is used t print Travel Agent checks User Activity Lg The User Activity Lg allws a user r manager t research past activity in the system. It is a way t lk back int reservatins, prfiles, husekeeping, pstings and accunting t try t reslve questins r issues. 210

211 Chapter 8 Miscellaneus User: T find activity n a particular user, type the lgin name in User r select frm the list f values by pening the drp dwn arrw t the right f the field. Date: T search fr activity n a particular date r range f dates, select the beginning f the search perid. T: T search fr activity n a particular date r range f dates, select the end f the search perid. Type: T select fr a specific type f an activity. Text: Type a partial r whle string t search fr in the lg s Descriptins Reservatin: Lcate any changes r updates made t a guest reservatin screen. Psting: Lcate any changes r updates made in the Billing screen. Husekeeping: Lcate all Husekeeping changes. Cmmissin: Lcate all cmmissin prcessing activity. Cnfiguratin: Lcate any cnfiguratin changes. This wuld include parameter changes, transactin cde changes r additins and new r updated rate cdes. Credit Cards: Lcate all infrmatin n credit card apprvals, interface time-uts and nnapprved cards. Accts. Rec.: Lcate any changes r updates made t A/R accunts. 211

212 Chapter 8 Miscellaneus Opera PMS User s Guide 3.0 End f Day: Lcate the user activity fr the end f Day sectin Prfile: Lcate any changes r updates made t any prfile screen. Blck: Lcate any changes r updates made t a grup r business blck File Dwnlad In a Thin Client envirnment, the File Dwnlad menu ptin is used t generate a file in a specific lcatin (usually the Applicatin Server) and then dwnladed frm that lcatin. There may be a large number f files n the server, s it is best t use the file name t search fr the file. The file name was displayed when the file was generated. Lcate the file needed and select the buttn t Dwnlad. A windws screen will appear and will allw the user t save the file at any lcatin n the cmputer. Once the file is dwnladed t the specified lcatin, it may be lcated when creating an t send the file ff t a prcessing agency r crprate ffice Registratin Cards Sme htels pre-print registratin cards fr all arriving guests during the night audit r fr large grup arrivals. In this sectin, there is a batch printing ptin fr registratin cards t make this prcess easier. 212

213 Chapter 8 Miscellaneus Use the search ptins t lcate the set f guests t print the registratin cards. Select View t see each card in Adbe Acrbat frmat and Print t autmatically print all registratin cards. 213

214 Chapter 9 Setup Opera PMS User s Guide Chapter 9 Setup User rights cntrl all the ptins in Setup. It is generally assumed that the system supervisr(s) nly will have access t make changes. 9.1 User Cnfiguratin User Grups Any new emplyee needing t use Opera will be set up as a User. Usually, a htel will have a set f user grups created and a new user will be attached t ne r mre user grups. Permissin: Select this buttn t attach ne r mre permissins t the user grup highlighted. 214

215 Chapter 9 Setup Users: This ptin will display and allw selecting the users wh will belng t the highlighted user grup. 215

216 Chapter 9 Setup Opera PMS User s Guide 3.0 New: Select New t create a new user grup. All infrmatin in bld letters is required t create the user grup. All ther infrmatin is ptinal and is nly visible when viewing this screen. It des nt appear in reprting. Edit: Select Edit t view r change infrmatin n an existing user grup. This will allw yu t change passwrd infrmatin r update any ther field that has changed. Delete: T delete a user grup Users New User Every persn that will be actively using Opera (setting up, cnfiguring, and managing the system; and perfrming day-t-day peratins) must be identified as an emplyee starting frm the Emplyees screen. This ptin allws defining all the users f the system, such as giving them a user ID, assigning a default passwrd, and, as needed, assigning a cashier number as well as defining their access permissins by assigning them t ne r mre user grups. In additin, users can disable lgin, set passwrd expiry dates and allw grace lgins. Lgin Name: Enter the user name required fr the user t lg in t Opera. Passwrd: Enter the user passwrd required fr the user t lg in t Opera. Always displays as asterisks. Cnfirm Passwrd: Enter the user passwrd required fr the user t lg in t Opera t verify the passwrd typed earlier is crrect. Disabled Until: Enter the date until which this user recrd is inactive. The system wuld prevent any attempts t use this lgin befre that date. 216

217 Chapter 9 Setup Disabled On: Enter the date n which this user recrd shuld becme inactive. The system wuld prevent any attempts t use this lgin after that date. Cashier ID: Enter the cashier ID fr any users that require access t financial pstings. Emplyee Number: Enter the emplyee number if applicable. In sme cases the emplyee number may be required fr interfaces t an external system such as enrllment in a frequent stay prgram. Reprt Grup: In sme instances a user may have limited reprting needs. Selecting the user's default reprt grup that wuld save them time when they access their reprts. Pass Exp Days: Use this field t define the number f days fr which the current passwrd will be valid. Althugh the user may still change their passwrd at any time, if left blank there will be n expiratin date fr the passwrd. Permissin: Select this buttn t attach the user t a user grup as well as add r remve individual permissins independent f the user grup. Ntes: Select this buttn t add ntes t this user recrd, mdify an existing nte r remve a nte frm this user recrd. 217

218 Chapter 9 Setup Opera PMS User s Guide

219 Chapter 9 Setup 9.2 Applicatin Settings Applicatin settings cntrl the functinality and defaults assigned t the system. The use f functins, parameters, and settings allws a htel t adapt Opera t specific needs. D nt change these settings withut a cmplete understanding f the cnsequences. Many htels have central reservatins systems that require these settings t be n r ff, and making changes may inactivate cmmunicatin with a CRS. Changing default settings can have a direct impact n system reprting. Of curse, the parameters are available fr change if needed, but it is a gd idea t knw and understand any crprate requirements fr settings and defaults as well as any interface r system requirements. Functins: gvern menu-driven cmpnents and majr prcedural activities. When yu activate a functin, Opera displays a menu item available fr selectin. Parameters: define the characteristics f a prcess r prcedure within a prgram functin. When yu activate a functin, Opera will enhance, restrict, r eliminate a particular service. Settings: are default values. The user may verride sme f the values set as defaults frm the "frnt end" Opera screens while thers can nly be changed frm the Applicatin Settings screen. 219

220 Chapter 9 Setup Opera PMS User s Guide AR AR Functins AR TRACES Select Y t activate the ability t set traces n A/R accunts t fllw up specific accunt activity. These traces are separate frm the Reservatins Traces used by the Frnt Office and ther departments. AUTO TRANSFER FOLIOS Select Y t activate the autmatic transfer fr Frnt Office flis int AR. When the night audit runs, the system will autmatically transfer all the flis settled t Direct Bill int the respective AR accunt. Select N t manually mve these flis settled t Direct Bill thrugh Transfer FO Data instead. AR Parameters AGE CREDITS This parameter will age unallcated credits n an A/R accunt in the same way that debits are aged if it is marked as Y. If it is marked as N, unallcated credit ttals will always appear in the current bin, n matter hw lng they have been n the accunt. AR NUMBER MANDATORY If this parameter is entered as Y, an A/R number is required n a fli windw t send invices t Accunts Receivable. If this parameter is set t N, it is pssible t send invices t Accunts Receivable withut the A/R number. In that case, an A/R accunt must be created, but the A/R 220

221 Chapter 9 Setup number is nt mandatry. This will result in a number f A/R accunts that have n A/R number. The user may lcate them by the Accunt Name instead. AR USE DEBIT CREDIT This parameter enables the A/R statement t always print all charges bth debit and credit. This ptin will autmatically default the statement t print zer balances in batch printing. BALANCE FORWARD DATE When printing statements, all invices n the statement prir t the date f the last printing will appear as a ne-line balance frward and all new invices will print in detail. If the htel is in the habit f regularly printing cpies f the statement fr internal use, this parameter may be in cnflict with business practices. CHECK INVOICES In the A/R accunt, if an invice is checked (marked with an X ) fr any reasn, that check mark will remain n the invice until unchecked by the user. If this parameter is set t N, the invice will autmatically be unchecked as sn as the user returns t the accunt screen. CLOSE INVOICE If this ptin is set t Y, nce an invice is clsed there will be n further adjustments, pstings r transfers allwed. This parameter is meant t address sme cuntry-specific requirements and may be t restrictive fr cuntries nt needing t use this. Once an invice is clsed, it is nt pssible t re-pen it. The user may take n further actin n a clsed invice except t pay it in part r in full. CONSOLIDATE CC When this parameter is set t Y, credit cards in the hlding bin will autmatically be cmpressed and mved t the A/R accunt with the night audit. If this parameter is set t N, this must be a manual prcedure. Due t the nature f the way that Opera calculates credit card ttals n the Trial Balance reprt, if the cards are cnslidated n the day fllwing the audit, the ttals will appear as credits n the Guest Ledger n the day they are used t settle the bill, but will nt appear as debits n the A/R ledger until they are cmpressed and transferred. This can cause cnfusin when balancing credit cards in Accunting. NO MODIFY INVOICE This ptin is very similar t Clse Invice; hwever nce the invice is generated there will be n mdificatin f the invice at all. A new invice is required t make any adjustments. SIMPLE REMINDER When this parameter is set t Y, reminder letters prduced fr an invice fllw the aging buckets as defined in A/R cnfiguratin. If this parameter is set t N, it is pssible t define different reminder letter schedules based n Accunt Type. UNALLOCATED PAYMENT ON REMINDER If this parameter is set t Y, any payment n the A/R accunt applied but nt allcated t a particular invice will appear n the A/R statement as an unallcated payment. If it is set t N, unallcated payments will nt appear as single line items n the statement; hwever they will be included in the ttal due n the accunt. AR Settings ACCOUNT PICTURE This setting defines a pre-determined template fr creating A/R numbers. If this is left blank, new A/R accunts may be created using any alphanumeric system with n restrictins. If the template is set (fr instance) t AAA-9999, then each new A/R accunt must fllw the naming cnventin f three letters, fllwed by a dash, fllwed by fur numbers. A clerk wuld nt be able t use any ther naming cnventin t create a new A/R accunt number. 221

222 Chapter 9 Setup Opera PMS User s Guide 3.0 ADJUSTMENT TIME In many cuntries, there are laws that determine a certain perid f time after which a user may n lnger adjustment charges. This setting defines the amunt f time limit fr adjustments t ccur. The ptins available are: after ne day, after ne week, after ne mnth, after ne year r unlimited if there is n time limit fr adjustments. AR FOLIO STYLE The Fli Style autmatically used when printing a Fli frm AR CREDIT CARD TRN CODE This setting defines the transactin cde used internally by the system when cnslidating credit cards and mving them t the A/R accunt. DATE FOR AGING This setting determines at which pint aging will begin n an invice. Check Out Date: Select this t begin the aging n the date that the guest was checked ut. AR Transfer Date: Select this t begin the aging n the date the invice transfers frm FO data t the AR accunt. This ptin is nly applicable if the functin AUTO TRANSFER FOLIOS is t N. Invice Clse Date: Select this t begin aging n the date that the invice is clsed. This last ptin is nly applicable if the parameter AR CLOSE INVOICE is t Y. DEFAULT ACCOUNT TYPE FOR REMINDERS This setting defines the default accunt type used when printing a reminder letter if n cycle is defined fr the specified accunt type. DEFAULT COMPANY ACCOUNT TYPE When a user creates a new A/R accunt using a Cmpany prfile, this setting determines the default accunt type that will ppulate n the accunt setup screen. If ppulated the default value will autmatically ppulate, hwever, a user may change it if needed. If left blank, the user will determine the accunt type n a case-by-case basis. DEFAULT GROUP ACCOUNT TYPE When a user creates a new A/R accunt using a Grup prfile, this setting determines the default accunt type that will ppulate that field n the accunt setup screen. Once selected the default value will autmatically ppulate, hwever, a user may change it if needed. If left blank, the user will determine the accunt type n a case-by-case basis. DEFAULT INDIVIDUAL ACCOUNT TYPE When a user creates a new A/R accunt using an Individual prfile, this setting determines the default accunt type that will ppulate that field n the accunt setup screen. Once selected the default value will autmatically ppulate, hwever, a user may change it if needed. If left blank, the user will determine the accunt type n a case-by-case basis. DEFAULT MARKET CODE This setting Defaults the Market Cde fr New Pstings and New Invice. This setting may be left blank, in which case it will be determined n a case-by-case basis r it may be ppulated, which will default an entry in the field that may be changed if needed. DEFAULT SOURCE CODE Default Surce Cde fr New Pstings and New Invices. This setting may be left blank, in which case it will be determined n a case-by-case basis r it may be ppulated, which will default an entry in the field that may be changed if needed. 222

223 Chapter 9 Setup DEFAULT TRAVEL AGENT ACCOUNT TYPE When a user creates a new A/R accunt using a Travel Agent prfile, this setting determines the default accunt type that will ppulate that field n the accunt setup screen. Once selected the default value will autmatically ppulate, hwever, a user may change it if needed. If left blank, the user will determine the accunt type n a case-by-case basis. GLOBAL CREDIT LIMIT Enter a value t ppulate the credit limit field autmatically when creating a new A/R accunt. The value entered in this setting will autmatically ppulate t save time when creating an accunt. Fr an accunt requiring a different credit limit the user may easily changed it n a caseby-case basis. If left blank, the credit limit is always determined n a case-by-case basis. MINIMUM REMINDER DAYS This setting defines the number f days required between sending tw reminder letters t the same accunt. In a situatin where a htel sends a reminder letter t an accunt n ne day and the invice falls int the next reminder cycle vernight then generating reminder letters the fllwing day might prduce a secnd letter t the same accunt. The htel can determine the number f days that must pass befre generating anther reminder letter. OLD BALANCE TRN CODE This setting determines the transactin cde used t pst any balance frward ttals entered frm a previus system during an Opera cnversin. This transactin cde shuld never be used fr any ther purpse ther than this ne. An entry in this setting determines that the system will autmatically use it in the Balance Frward prcess. TYPEWRITER Opera has a typewriter functin that allws Accunting t alter the infrmatin n a statement in a way that the htel wuld like t see it appear. Using the typewriter functin des nt affect any ttals r balances n an A/R accunt, nly the appearance f the statement. This setting determines the directry n the applicatin server that will hld the statement file as it is being amended. ZERO INVOICE PURGE DAYS When an invice is paid and has zer balance, it will remain in histry fr view r update. Hlding a large number f invices in histry can make the accunts difficult t wrk with, s it is recmmended that a number f days be set t purge the paid invices. Once the invice is purged, there will be n way t lcate it in histry, s it is recmmended t set an apprpriate number f days based n the amunt f access t histry needed by the htel Blcks Blck Functins BLOCK TRACES This functin activates a trace system used fr grup blcks nly. Blck Traces appear nly when accessing blck infrmatin and used t remind sales managers t fllw up n grup billing r cntract infrmatin. If this parameter is set t Y, the ability t have separate trace functins fr grups is allwed. If the parameter is set t N, the functin is nt available. These traces are separate frm the Reservatins Traces used by the Frnt Office and ther departments. BUSINESS BLOCK This functin activates the full business blck screen and functinality. This parameter must be set t Y if Opera is interfaced with any external Sales and Catering system such as the Opera Sales and Catering system r Delphi. The full business blck functinality allws a greater 223

224 Chapter 9 Setup Opera PMS User s Guide 3.0 degree f cmplexity when entering blck infrmatin. Withut this parameter set t Y, the ptins are t use the Quick Bking functin r the Standard Grups mdule r bth. Activate all three ptins tgether r any cmbinatin f the functins. DIARY This functin activates use and display f the Functin Diary, a graphical calendar that enables limited event handling capabilities. Use the Functin Diary t view all availability fr PMS sleeping rms and fr functin spaces. View the functin rm inventry by the hur, day, r week. This includes cmbinatin, sharing, individual and sleeping rms which can sell as meeting rms. INQUIRY This parameter activates the Inquiry functin that allws a user t check availability fr ptential grups by checking a number f dates and variables. It will als mve directly int a bking screen. This is a useful functin if there are agents in the htel wh are likely t bk a grup while n the telephne with the cntact. This functin may nt be required if the htel has an external Sales and Catering system as grups wuld nt be riginally bked in Opera but wuld be bked in the S&C system. QUICK BUSINESS BLOCK This ptin allws the htel t use a scaled dwn versin f the business blck screen. Only the primary required fields are given. This is a useful functin fr htels that may nt need the cmplexity f the full business blck ptin but bk grups regularly. The htel may chse whether t use this functin in additin t the full business blck functin r as an alternative t the Full Business Blck. SET BLOCK PICKUP RESTRICTIONS This ptin allws setting Pickup Restrictins at the Blck Level. When this functin is set t Y, the Business Blck Restrictins screen is available. Date restrictins can be set, but must be within the bking dates, n matter if the blck reservatin is elastic r nn-elastic. TOUR SERIES The tur series ptin helps t duplicate a particular blck reservatin, which recurs n a regular basis. Tur Series wuld be used in scenaris such as having a cntract with a travel agency t bk rms fr a tur series where the grup will need thirty rms frm Mnday thrugh Wednesday every tw weeks fr the entire year. Blck Parameters ALIAS This functin allws the entry f a bking name alias fr Business Blcks. When this parameter functin is set t Y the user may enter an alias name fr any blck. The alias name may be used instead f the Business Blck name when searching fr a business blck. This is helpful in cases where callers trying t bk a grup reservatin may be referring t the same grup different names. AUTO ASSIGN SUB BLOCK CODES When this parameter is N, the Tur Series ptin will be remved. Instead users wuld use the Custm Tur Series where the users manually assign the blck cdes. Set this parameter t Y t autmatically generate the sub business blck cdes. AUTOLOAD CONTRACT GRID When the parameter is set t Y, the cntract grid will be laded autmatically with the riginal grid infrmatin. Changes t the riginal grid will als apply t the cntract grid until the Turn Off Autlad check bx is selected frm within the blck. BLANK BUSINESS BLOCK START DATE When the parameter is set t Y, the arrival date fr new business blcks will be blank by default s that the user must manually enter it. 224

225 Chapter 9 Setup BLOCK DEPOSIT REQUIRED When the parameter is set t Y, an advance depsit is required fr any blcks with a reservatin type f Depsit Required. BLOCK RATE CODE MANDATORY This parameter determines whether r nt the rate cde is a mandatry field fr business blcks and reservatins made against the blck. If the parameter is set t N, then the htel may create blcks withut a rate cde. This parameter wrks in cnjunctin with the DEFAULT GROUPS RATE CODE setting which is required fr blcks withut a rate cde. BUSINESS BLOCK TYPE This parameter activates the Business Blck Type field n Business Blck and Quick Business Blck screens. This feature allws users t attach a categry f business designatin t each bking. Fr example, they can identify the bking as a wedding, a tur, a cnference, a meeting, a cnventin, and s n. Fr reprting purpses it is helpful t track this infrmatin. CATERING This parameter allws the htel t create a blck fr catering events withut hlding rms. When using the Sales and Catering mdule, a "Catering nly" bx is available t select. CONFIRM BOOKING STATUS CHANGE Display cnfirmatin message fr bking status change. CUTOFF If this parameter is set t N the nly way t return rms t inventry is t use the Wash functin and manually return rms nt needed. If this parameter is set t Y then the ability t autmatically return unused rms t inventry will be accessible fr each blck. Cutff by Date will release all unsld rms in the blck n a specified date. Cutff by Days will release unsld rms in the blck ne day at a time. ELASTIC BLOCK This parameter prvides the ability t bk additinal rms r rm types nt included in the blck as well as grup reservatins utside f the blck dates. When this parameter is set t Y, it will be pssible t define a blck as elastic. If the parameter is set t N, the elastic checkbx is nt available in any blck. A nn-elastic blck will restrict the htel frm breaking shared reservatins after the rms have been cut ff and returned t inventry as the additinal guest wuld then require an anther rm t be added t the blck. ENFORCE BLOCK CODE TEMPLATE LENGTH When this parameter is set t Y, any blck cdes entered manually are evaluated against the template and nly entries f the same length are valid. If used in cnjunctin with the parameter Blcks > Unique Blck Cde and the setting Blcks > Blck Cde Template, the blck cde will be autmatically created fr new blcks. If the blck cde exists already, the blck cde field will stay blank. EXTENDED COPY OPTIONS Activate this functin t cpy bkings with extended ptins. MANDATORY ROOMINGLIST PROFILE SEARCH This parameter determines if it is mandatry t search fr an existing prfile when creating a reservatin via the Rming List ptin in Grups. When this parameter is set t Y, a checkmark appears by default in the Check Guest Prfile check bx and the check bx is unavailable (grayed ut). In this situatin, when yu create a new reservatin the Prfile Search screen appears and yu must search fr and select an existing prfile r create a new ne in rder t prceed. Fr htels with a high instance f return grup guests, this will minimize duplicated prfiles and ensure accurate reprting. Fr htels with a lw instance f return grup guests, this may be cunter-prductive as it requires an extra step fr every reservatin. This ptin verrides the Blcks > Prfile Check in RmingList parameter. 225

226 Chapter 9 Setup Opera PMS User s Guide 3.0 OCCUPANCY SPLIT PER ROOM TYPE This parameter cntrls where the number f ccupants per rm type is t be set n the blck grid. This allws fr a mre accurate frecast and the value in the "Pax per Rm" will be ignred. It als determines whether rates fr business blcks can be split by ccupancy r nt. When the parameter is set t N, rm grids entered with nly the ttal number f rms f each rm type and the frecasted revenues are based n single ccupancy f all rms. When the parameter is Y, rm grids will be based n rm type and ccupancy. The number f rms fr each ccupancy level must be entered separately. This will result in a mre accurate frecasting f the number f persns arriving with a grup as well as the ttal revenue in cases where the rms are priced differently based n the number f peple in the rm. PROFILE CHECK IN ROOMINGLIST This parameter determines whether prfiles entered int a rming list will be checked against existing prfiles r nt, in an effrt t minimize duplicate prfiles in the database and accurately recrd histry fr each guest. When parameter is Y, the Check Guest Prfile selects by default, but yu may un-check it. When the bx is checked the system autmatically lks fr a prfile fr the reservatin name yu enter. If nne exists, and the system finds n pssible duplicate, then a prmpt asks if yu want t create a new prfile. T inactivate the prfile search the user may uncheck the bx. When this parameter is N the same check bx will appear but will be unchecked by default instead. If the system des nt find a prfile match then a new prfile is autmatically created. If the system finds a prfile match, it is autmatically used. RETURN BLOCK TO HOUSE If this parameter is set t Y, then rms cut ff frm a business blck will be returned t regular huse inventry at the next night audit. If it is set t N, then the rms will cntinue t be unallcated grup rms rather than unallcated huse rms. SHIFT DATE This parameter activates the Shift Date feature used t mve a business blck frm ne arrival date t a new arrival date. If there are any reservatins r psting masters (PMs) attached t the business blck, yu will nt be able t shift dates fr the bking. Yu als are nt able t use this functin when the business blck s arrival date is prir t the current business date fr the prperty. UNIQUE BLOCK CODE This parameter cntrls whether r nt each business blck must have a unique blck cde. Take care t understand the cnsequences f this parameter as changes t it may cause errrs in sme CRS interfaces. If this parameter is set t N, blck cdes may be duplicated as lng as nly ne blck is active at a time. If this parameter is set t Y, n duplicate blck cdes may be created. Whenever Opera autmatically generates the blck cde and tw blck cdes wuld be the same based n the default blck cde template that is set up, the system will add _01 t the secnd blck cde, _02 t the third and s n t create unique cdes. Again, this may cause issues in a CRS interface r S&C interface, s care shuld be taken t understand the htel s needs. Blck Settings BUSINESS BLOCK TEMPLATE Many htels have specific blck template requirements due t a Sales and Catering interface r a Central Reservatins Interface. This setting will create a default template fr the blck cde fr each htel. Fr example, a template f DDMMYYAAA wuld mean that the blck cde created fr new blcks wuld use the arrival day, mnth and year fllwed by the first three letters f the grup name. 226

227 Chapter 9 Setup COPY BLOCK NOTES This setting determines whether r nt the system will cpy the Bking Ntes by default when cpying a grup. COPY BOOKING STATUS T cpy a blck the newly created blck must start at a pre-defined status cde. This setting defines the default status cde fr a newly cpied blck. DEFAULT NEW BLOCK STATUS When building a new grup blck the status cde is a required field. Each new blck must begin with a nn-deducted status cde. This setting determines the default entry fr each new grup blck. EXTERNAL DEFAULT RES TYPES When using an external Sales and Catering system, all reservatins released frm the Sales and Catering system t Opera must have a reservatin type attached. This entry is the default reservatin type fr all reservatins turned ver t Opera frm an external Sales and Catering system. PROFILE PROMPT FOR BLOCKS A grup prfile is created autmatically based n the grup name unless a specific grup prfile is attached. This setting determines the prmpt t assciate a prfile t a business blck if ne has nt been attached. If the setting is set t N fr Nne, the system will nt remind the user t attach prfiles t a business blck. If the setting is P fr Prmpt User, a message will appear stating that n prfiles are attached t the blck header but will allw the user t save the blck withut a cmpany, surce r agent prfile attached. If the setting is R fr Required, then at least ne cmpany, surce r agent prfile must be attached t the grup blck t save the blck header. ROOMING LIST AUTOMATIC NAME When a rming list is autmatically generated fr a business blck, this setting cntrls whether the new reservatin prfiles use the Grup Prfile Name r the Blck Names. In either case, new reservatins created thrugh the rming list use new prfiles. ROOMINGLIST RESERVATION METHODS This setting determines which Reservatin Methds allw the entry f the Rming List Due Date. A user may select multiple reservatin types. When left blank, the rming list due date is nt available in any blcks. TOUR SERIES HANDLING This setting determines if tur series shuld be perfrmed as a simple cpy r as sub-bkings. NUMBER OF ROOMS PER DIARY PAGE Determines the number f rms t be displayed per diary page at a time Cashiering Cashiering Functins ADVANCED GENERATES This functin ffers the ability t specify, at a grup, subgrup, r transactin generate level, if and when generate pstings (by the Rm and Tax prcedure in the End f Day rutine) shuld be stpped. If this functin is set t Y, the generates screen allws yu t specify the length f stay, in days, after which the generate will stp psting. It als lets yu determine hw the adjustment fr the generate rebate is t be handled. 227

228 Chapter 9 Setup Opera PMS User s Guide 3.0 ARTICLES Articles are used t break dwn and cllect statistics n specific types f pstings that may be t detailed fr reprting n a traditinal transactin cde reprt. AUTHORIZE DIRECT BILL This functin allws a user t indicate that an authrized persn has reviewed and apprved particular reservatin fr direct billing. This is separate frm allwing a user t actually set-up direct billing. In all cases an active A/R accunt is required in the prfile displayed in the payment windw. If the value is Y, when checking ut an authrized reservatin the user will be allwed t select the DB payment type and settle withut any messages/warnings. If the reservatin is nt authrized, the user will still be allwed t select the DB payment type hwever when selecting the OK buttn t pst, the message 'This reservatin has nt been authrized fr Direct Bill. D yu want t cntinue? When a user selects Yes, the user lg recrds an entry as they cntinue n t the checkut. When a user selects N, Opera will return t payment screen withut recrding an entry in the user lg. BATCH POSTING This functin activates the ability t use the Batch Psting feature. This feature is frequently used t pst ne charge t a list f guests. Sme uses fr batch psting are the ability t pst a parking charge t a lng list f guests in huse, the ability t pst a cntracted luggage-handling charge t all guests in huse with a particular grup r the ability t pst a fee t a list f guests. BILLING SUMMARY An additinal Cmp Accunting feature allws casin hsts t easily review and cmpare a sideby-side summary f the charged and cmped cmpnents f guest transactins. BUDGETS Activates the budget functinality used t enter Rm and/r Catering budgets fr cmparisns against actual and frecasted revenues n Opera reprts. CASHIER FOREIGN CURRENCY AMOUNTS The ability t determine freign currency amunts in a cashier's drawer. CHECK EXCHANGE Activates Cashiering/Cashier Functins/Check Exchange and assciated user permissins. DEPOSIT CANCELLATION This functin allws defining depsit and cancellatin rules fr rate cdes and reservatins. DIRECT BILL BATCH FOLIOS The purpse is t allw printing f batch flis fr direct bill based n the direct bill batch type assigned t the guest and n when the direct bill batch flis were last printed. FIXED CHARGES This functin activates the ability t use the Fixed Charges ptin in the reservatins screen. This functin allws the user t preset specific charges t pst during the night audit. FOLIO ARRANGEMENTS Activates Fli Arrangement Functinality. GENERAL CASHIER This functin activates the ability t use the General Cashier functinality. Used primarily fr htels ding a large amunt f cash handling at the frnt desk and need the ability t add t add r subtract frm the cashier s bank during a shift while tracking the cash in hand. 228

229 Chapter 9 Setup PASSERBY This functin activates the ability t make payments, pstings, and prduce a receipt in the system fr a persn nt necessarily staying in the htel. Passerby flis are used t pst and pay charges fr simple transactins dne at the frnt desk fr nn-htel guests. PERIOD DEFINITION This functin allws a prperty t setup fiscal perids and years, and have key reprts give infrmatin based n Fiscal and/r Calendar perids. PERIOD FOLIOS This functin activates the ability t generate flis n a peridic basis (Weekly, Mnthly etc). PETTY CASH This functin activates the ability fr the frnt desk user t perfrm paid uts and reimbursements t petty cash accunts frm the frnt desk. The petty cash fund allws yu t pay cash fr utside services that are nt charged t a particular guest. Petty cash is useful fr tracking mney paid ut (paid-uts) and mney received (paid-ins) which applies t the prperty in general and nt t any guest s bill r fli. The cash in and ut is tracked as part f the cashier s bank and will be part f the cashier s ttals at the end f the day. ROUTING This functin activates the ability t rute charges frm ne windw r rm t anther fr certain (r all) charges in a given perid. If this functin is set t N all charges must be transferred manually instead. ROUTING LIMITS This functin activates limits which enables ruting fr Windw, Rm, and Cmp ruting. Ruting instructins enhanced by impsing a limit n the ttal value f transactins ruted. TAX TYPES This functin activates the ability t calculate taxes n transactin cdes based n either the guest s prfile tax type status r the reservatin tax type status. TRANSACTION USER GROUPS Enables the functinality t chse transactin cdes that may be psted manually by users belnging t the specified user grup. By assigning specific transactin cdes t each grup yu can cntrl the transactins which may be psted by members f each grup. If a user grup has n transactin cdes attached, members f the grup cannt pst. Cashiering Parameters ADDITIONAL FOLIO TEXT Additinal fields t shw n the fli when entered n a guest reservatin. ADJUSTMENT AS NEGATIVE This parameter determines the characteristics f adjustments. When set t Y, adjustments are always negative. When set t N, the user must enter the negative value t reduce the amunt f the guest fli. ALLOW ROUTING OF TAX TRANSACTIONS Allw the Selectin f Tax Transactin Cdes when setting Rm Ruting r Windw Ruting. AR SETTLEMENT VISIBLE ON FOLIO If this parameter is set t Y, a fli clsed t the Direct Bill transactin cde will display Direct Bill as a payment methd that reduces the bill t zer when printed. If it is set t N, the fli shws a zer n the guest ledger but the printed fli will display the utstanding balance. 229

230 Chapter 9 Setup Opera PMS User s Guide 3.0 AUTO TRANSFER GENERATES WITH MAIN If this parameter is set t Y, then transferring any transactin cde will autmatically transfer any taxes attached. If this parameter is set t N, then taxes must be transferred separately frm the psting that generated them. BLIND CASHIER DROP If this ptin is set t Y, the cashier clsure screen will nt display the amunt f cash and checks that the system has calculated the cashier t drp. The cashier will enter the amunt f cash and checks in hand and make the drp. Any ver/shrt will appear nly n the Cashier Summary reprt printed with that night s audit. BYPASS CASHIER LOGIN Bypass Cashier lgin after the first successful lgin fr the user sessin. CREDIT BILL This functin allws issuing a credit fli fr a previusly settled fli. This als creates additinal search functinality within Opera. DEFERRED TAXES Fr htels in cuntries that have VAT, setting this ptin t Y will defer the calculatin f the taxes n the guest s bill until the guest checks ut. This will mean that infrmatin flis printed prir t check ut will nt have the VAT calculated. FISCAL FOLIO PRINTING Activating this functin sends guest flis directly t a fiscal printer. FISCAL PAYMENTS This functin activates Fiscal Payments. FIX BILL NUMBER PER RESERVATION This parameter assigns a bill number t all fur windws f the guest s fli s that a user can pull up all fli windw ttals in histry by this bill number. This parameter cannt be activated if the parameter Cashiering>Fix Bill Number Per Windw is set t Y. FIX BILL NUMBER PER WINDOW This parameter assigns a separate bill number t each f the fur windws n a guest s fli. Each windw is lcated in histry using a separate bill number. This parameter cannt be activated if the parameter Cashiering>Fix Bill Number Per Reservatin is set t Y. FOLIO COPY LEGEND When printing multiple flis, the assciated legend (e.g., Original, First Cpy, Secnd Cpy, etc.) will print n fli. Activating this parameter will add apprximately 6-8 secnds per cpy t the fli generatin prcess. FOLIO NO REPRINT If activated, des nt allw Reprint, Split, Transfer, Adjustments r Crrectins fr pstings with Bill Numbers. FOLIO NUMBER FOR DEPOSITS This ptin will activate the fli number fr a guest assigned at the time that a depsit psting ccurs n the reservatin. The system uses this fli number at check in. FOLIO REVISION NUMBER This parameter will assign a new internal revisin number t a fli each time a crrectin ccurs. FOLIO STYLES Use Fli Style ptins when printing flis. 230

231 Chapter 9 Setup FOREIGN PAIDOUTS This parameter activates the ability t perfrm paid uts in freign currency. It is still pssible t prcess currency exchanges with this parameter set t N. This parameter affects nly the ability t use a paid ut psting cde n a guest fli t refund mney in freign currency. GENERATE ZERO BILL Allw user t print an Invice that has a Zer Balance. LOG TRANSACTION DETAILS This functin used fr supprt purpses nly. If activated the system recrds all Transactin Details int Lg. PHONE DETAILS If this parameter is set t Y, the telephne number fr all psted telephne calls will print n the guest fli. If this parameter is set t N, telephne numbers will nt print n the guest fli by default. In either case, it is pssible t change the phne detail printing n an individual fli if needed. PRINT REFERENCE ON FOLIO SYLE 18 When this parameter is set t Y, fli will print the reference field nrmally suppressed n fli style 18. PROMPT FOR EXPENSE FOLIO UPON CHECKOUT If this parameter is set t Y this parameter will activate a prmpt with every guest checkut asking t print the expense fli. If activated, it will be necessary t cnfigure expense fli buckets fr the transactin cde breakdwn using the cnfiguratin screen under Setup>System Cnfiguratin>Cashiering>Fli and Revenue Buckets>Expense Fli. Withut defining the transactin buckets the Expense Fli will display all zers. ROLLUP TRANSACTIONS If this parameter is set t Y, all fd and beverage charges with the same check number will appear n the fli screen as ne line item while still prviding the ability t see details if necessary. This parameter affects nly the screen view fr the user, but des nt apply t a printed fli. T affect the printed fli, the user must define an apprpriate fli style. SELL FOREIGN CURRENCY Allws a prperty t determine whether they wish t sell freign currency as well as the mre usual handling which is simply t buy freign currency. That is, exchange freign fr lcal currency. SUMMARIZE TAX This parameter will summarize tax transactin cdes n the fli. VOID BILL This parameter activates the ability t vid a previusly created fli. A bill may be vided nly n the same business date as when it was created. Cashiering Settings ADVANCED DEPOSIT HANDLING This setting defines the characteristics f extended depsit handling functinality. There are cuntry requirements that determine the selectin. AR SETTLEMENT TRN CODE This setting defines the single payment cde in the system that will transfer fli balances t Accunts Receivable. Once this cde is defined, it may nly be used t transfer balances t A/R. Activate this cde fr Frnt Desk payments nly. 231

232 Chapter 9 Setup Opera PMS User s Guide 3.0 ARTICLE PROMPT Available when Articles applicatin functin is active. Select type f prmpt when psting articles. CASH SHIFT DROP This setting defines the internal cde that will ttal all cashier shift drps fr cash. This cde shuld NEVER be the same as any cde used by the Frnt Desk t prcess cash transactins. This cde shuld be built but nt activated n any ledger, as it shuld nly be used internally. CASH TRN CODE This setting defines the default transactin cde used fr cash transactins. CHECK EXCHANGE PAIDOUT TRN CODE This setting defines the Paid Out Transactin Cde used during Check Exchange. CHECK SHIFT DROP This setting defines the internal cde that will ttal all cashier shift drps fr checks. This cde shuld never be the same as any cde used by the Frnt Desk t prcess check transactins. This cde is internal and shuld be built but nt activated n any ledger. CHECK TRN CODE This setting defines the single payment cde that is used t prcess check payments. All payments made n this cde will be used in the cashier clsure rutine t ttal check transactins. Activate fr Depsit Payments, Frnt Desk Payments and A/R Payments as needed. COPIES This setting defines the number f cpies f a guest fli that will print autmatically. Generally this is set as ne cpy and any additinal cpies may be printed manually. CURRENCY EXCHANGE PAIDOUT TRN CODE This setting defines the internal cde that is used t prcess check exchange transactins. This cde shuld never be the same as any cde used by the Frnt Desk t prcess check payments. This cde is internal and shuld be built but nt activated n any ledger. DECIMAL CALCULATION Number f decimals t maintain in the database fr the calculatin amunt such as net amunt, etc. pertaining t inclusive taxes/generates. DEFAULT TAX TYPE After defining the Tax Types this setting determines the tax type attached t all reservatins by default. Generally this tax type is ne that psts all taxes and wuld apply t the greatest number f incming guests. DEPOSIT LEDGER TRN CODE This cde defines the internal ffsetting transactin cde that will transfer depsit payments frm the depsit ledger t the guest ledger when the guest checks in. This cde is internal and shuld be built but nt activated n any ledger. FOLIO GENERATION This setting determines the characteristics used t generate and print a guest fli. FOLIO STYLE This setting determines the default fli style used by the htel. Based n the htel s cnfiguratin and needs this fli style may be different fr each htel. Once the default fli style is determined, manually change individual guest fli styles when needed. 232

233 Chapter 9 Setup PACKAGE LOSS This setting determines the default package lss transactin cde. When building any package with an allwance, this package lss transactin cde will default. It is pssible t build additinal package lss cdes and change the cde fr individual package elements if needed. PACKAGE PROFIT This setting determines the default package prfit transactin cde. When building any package with an allwance, this package prfit transactin cde will default. It is pssible t build additinal package prfit cdes and change the cde fr individual package elements if needed. PASSERBY MARKET CODE This setting determines the default market cde fr Passerby transactins. It is pssible t enter the default cde t reduce the amunt f time required t prcess the transactin at the desk. If needed, replace the default market cde fr an individual transactin. PASSERBY SOURCE CODE This setting determines the default surce cde fr Passerby transactins. It is pssible t enter the default cde t reduce the amunt f time required t prcess the transactin at the desk. If needed, replace the default surce cde fr an individual transactin. PRINT RECEIPT This setting defines the characteristics f autmatic printing f receipts. This setting affects the Depsit, Currency Exchange, Paid-Out and Payment receipts. TAX TYPE CALCULATION This setting determines whether tax types calculate based n the prfile r reservatin. WARNING AMOUNT This setting defines the amunt f mney n a manual psting that will generate a warning message fr the cashier. The intent f this setting is t reduce the amunt f adjustments made if a cashier neglects t enter a decimal pint in the psting Cmmissin Cmmissins Parameters AUTO CALCULATE VAT If this functin is set t Y, then VAT (Value Added Tax) will calculate n cmmissins paid. If it is set t N, the system will nt calculate VAT n cmmissins. AUTO PRINT REPORT BEFORE EFT PAYMENT When the bank accunt is payment type f EFT, autmatically print the eftpayment_pst reprt befre generating the EFT file. EXPORT ISO CODE Use ISO Cde fr exprting cuntry infrmatin fr Travel Agent. INCLUDE ZERO COMISSIONS If this parameter is set t Y, all cmmissin recrds will include zer balances in cmmissin prcessing. If it is set t N, nly cmmissin recrds with balances are prcessed. PRE PAYMENT TO SOURCE If this parameter is set t Y, then it will be pssible t pre-pay cmmissins t surce prfiles. If it is set t N, then surce prfiles may nt be used fr pre-payment f cmmissins. PRE PRINTED CHECK NUMBERS If the htel is printing checks n site, rather than using the exprt feature t prcess cmmissin payments, setting this parameter t Y will track check numbers based n the number f pages 233

234 Chapter 9 Setup Opera PMS User s Guide 3.0 used. If this parameter is set t Y and a check is printed n mre than ne page, the system will include the secnd check in its cunt. If it is set t N, then each check will be assigned nly ne number regardless f the number f pages used t print a check. SHOW CODE FOR SOURCE If this parameter is set t Y the cmmissin cde will be visible n the surce prfile. If it is set t N, the cmmissin cde will nt be visible n the prfile. STOP PROCESSING REASON CODES If this parameter is set t Y it will be required t enter a reasn fr putting an agency r cmmissin n payment hld. If it is set t N, it will be pssible t put a cmmissin recrd r agency n payment hld withut indicating a reasn. TRANSFER COMISSIONABLE NO SHOWS AND CANCELS If this parameter is set t Y, then all n shw and cancellatin recrds with valid Travel Agent prfiles attached will be sent t Cmmissin Handling. If this parameter is set t N, then N Shw and Cancelled reservatins will nt be sent t the prcessing area. Since N Shws and Cancellatins generally prduce zer balance recrds, it is nt always advisable t prcess them as many cmpanies charge per transactin regardless f cmmissin generated. TRANSFER SOURCE If this parameter is set t Y, then it will be pssible t pay cmmissins t surce prfiles. If it is set t N, then surce prfiles may nt be used fr payment f cmmissins. Cmmissins Settings COMMISSION CODES TO NOT PROCESS This setting defines which cmmissin cdes t nt prcess in the cmmissins mdule. Any f the cdes defined in this parameter setting and used either in a Travel Agent/Surce r Rate Cde will take pririty ver the ther cmmissin cdes attached in the cmmissin calculatin hierarchy. DEFAULT COMMISSION This setting defines the standard percentage r dllar amunt used t pay cmmissins in mst cases. DEFAULT PREPAID COMMISSION TRN CODE This setting defines the transactin cde used t prcess pre-paid cmmissins n reservatins End f Day End f Day Functins INCOME AUDIT This functin activates the ability fr the htel t use the Incme Audit feature which allws the accunting department t clse the business day at a different time than the system date is clsed. With this feature activated, it is pssible t prcess adjustments n a previus date prir t clsing the business date; up t 5 business dates may be pen at ne time. End f Day Parameters AUDIT Activate this parameter t frce the validatin f transactin cde ttals during the night audit. If the value is set t Y, the night auditr will see a screen used t enter in system ttals prir t running the end f day prcedures and reprts. This screen will allw the auditr t verify ttals with the system prir t final pstings and reprts. 234

235 Chapter 9 Setup AUDIT CHECK NUMBER If this parameter is set t Y, the system will autmatically assign a check number t rm and tax pstings, allwing a rllup f all rm and tax pstings t a single line n the fli if used in cnjunctin with the fli style Summary by Check Number. AUTO CLOSE CASHIERS Autmatically clse any pen cashiers during the End f Day Sequence. AUTO CONTINUE If this parameter is set t Y, the audit will mve autmatically frm ne prcedure t the next. If it is set t N, the auditr will have t manually cntinue the audit at each new prcedure by selecting Yes t a screen saying, Cntinue the End f Day sequence? AUTO NOSHOW ARRIVALS This parameter autmatically changes arrivals nt checked int a N Shw status. COUNTRY STATISTICS CHECK This parameter activates Cuntry Check Feature t verify the prfiles fr all guests in huse have an entry in the cuntry field. This check allws the user t make an entry if nne exists. RESERVATION PACE This parameter, when set t Y will ppulate a reservatin bking pace reprt used with the Opera Sales and Catering system. STATE STATISTICS CHECK This parameter activates State Statistics check. The rutine added t the End f Day prcedures includes a check fr missing and/r incmplete state infrmatin in prfiles belnging t in huse guests. WEATHER NOTES This parameter activates Weather Ntes feature. The Weather and Ntes ptin allws the entry f ntes n the cver page f the Audit pack. End f Day Settings AUTO ROLL DATE MINUTES This setting determines the number f minutes fr Aut Rll Date message. END OF DAY CASHIER This setting determines the cashier ID fr running the night audit. When a cashier lgs in t run the audit, all pstings f rm and tax and fixed charges made during the prcessing f the night audit will appear n this night audit cashier ID rather than n the cashier s wn ID Exprts Exprts Parameters COUNTRY EXPORTS Set this parameter t Y in any cuntry that requires specific exprts. Currently this parameter applies t Belgium nly. EXPORT ZIP IN NA Fr htels using exprt files created during the night audit, this feature will zip the files in the night audit sequence nce created. 235

236 Chapter 9 Setup Opera PMS User s Guide 3.0 Exprts Settings EXPORT CHARACTER SET This setting activates the character set used t write exprt files Frnt Desk Frnt Desk Functins HOTEL ACCOUNTS This functin activates the ability t create psting masters using the Accunts functin. If this parameter is set t N, psting masters created using the standard reservatins creatin methd. LOCATORS This functin activates the ability t set lcatrs fr guests in the htel. Used t ensure the guest receives telephne calls, messages and guests even they are nt in the htel rm. MESSAGES This functin activates the ability t leave text messages in Opera fr a guest. If the htel is using the vide system t display guest messages, this feature must be activated General General Functins ALTERNATE NAME The extended byte functin allws the system t bth stre and display screens and data in Oriental language characters as well as in single byte characters. DATA EXTRACTION This functin activates the ability f the user t create mailings fr guests in huse r t create grup key packet labels. EXTENSIONS This functin allws the htel t assign extensin numbers at check in. This functin used nly if the capability exists in the telephne system t assign separate extensin numbers fr accmmdatins with multiple guest rms but a single entry dr. FILTER SEARCH Activate filter ptin fr search criteria. IATA UPLOAD If the htel has purchased sftware t uplad all existing IATA number infrmatin, this functin must be set t Y t cmplete the uplad. LOGIN LANGUAGE This functin allws the user t set the language n the screen t the lgin language f the user. MULTI CURRENCY This functin allws the htel t cnfigure rates in multiple currencies and t pst thse rates in multiple currencies. Cnfigure an exchange rate type psting fr each f the currencies. OWNER If this functin is set t Y, then an wner must be entered n every cmpany, surce and travel agent prfile in the system. The wner is the persn in the htel wh is respnsible fr that accunt. If this functin is set t N the wner field will nt be displayed n any prfile type. 236

237 Chapter 9 Setup POTENTIAL If this functin is set t Y the Ptential Functinality is active. PROFILE LANGUAGE This functin allws the htel t print flis and messages in the language listed in the guest s prfile. Use f this feature will require that all flis, rm types, transactin cdes, messages, cnfirmatin letters and any ther text must be cnfigured in every language entered in the system. RECENT USED RECORDS MENU Switches the menu ptin n r ff fr recently used Accunts, Cntacts, Prfiles, Reservatins, Events and Business Blcks. ROOM CLASS This functin will activate the ability t srt reprt infrmatin by rm class. Rm Class reprts can be run fr Market Cde statistics as well as frecast and ccupancy figures. SUBSCRIPTION MANAGEMENT This functin activates a tl fr the synchrnizatin f prfile infrmatin between many databases. General Parameters APPLICATION CURTAIN Setting this parameter t Y will display the Opera curtain in full whenever using Opera. If this parameter is set t N, the desktp will be under the Opera menu. MASK CREDIT CARD NUMBER Due t the increasingly stringent requirements fr the prtectin f credit card infrmatin, this parameter affects several areas f Opera. When this parameter is set t Y, nly the last 4 digits f the credit card number display and the expiratin date will nt display at all. The user can n lnger view the full credit card number and expiratin date n the Opera screens nce entered and saved. This parameter will als mask the credit card number n reprts including the registratin card and user activity lg. POLICE INTERFACE This functin allws the htel t interface directly with lcal plice departments t verify guest infrmatin. This interface is used in cuntries where required by law. REPORT GROUP ACCESS BY USER GROUP This parameter allws fr reprt grup access defined by a user grup. General Settings BASE LANGUAGE This setting determines the default language fr any new guest prfile. It may be changed, but will riginally default t this designated language. COMPRESSION UTILITY Zip Prgram Name. Fr AIX the cmmand fr ZIP and UNZIP are identical this shuld be set t pkzip25. CURTAIN COLOR This setting determines the clr f the backgrund in Opera. T avid cnfusin, it is advisable t use different backgrund clrs t distinguish the training htel frm the prductin htel. This is als true in a multi prperty envirnment where users may accidentally make a reservatin in the wrng htel if nt clearly indicated. 237

238 Chapter 9 Setup Opera PMS User s Guide 3.0 CURTAIN STYLE This setting determines the curtain style the htel prefers t display fr users. The available backgrund curtains reflect varius prduct uses. This style then displays ver the curtain clr selected in the applicatin setting CURTAIN COLOR. CUSTOMIZABLE REPORTS This setting defines the lcatin f the custmizable reprts files. It is nt a gd idea t change this lcatin after it has been set. DATA EXTRACTION FORMAT Set the default frmat fr data extractin files. The default value is CSV.1. DECOMPRESSION UTILITY Unzip prgram name t UNZIP the files. Fr AIX the cmmand fr ZIP and UNZIP are identical. This shuld be set t pkzip25. DEFAULT REGISTRATION CARD If the htel has created mre than ne registratin card, this setting defines the ne that will print autmatically by default at check in r when printing batch registratin cards. NUMBER OF GRACE LOGINS This setting defines the number f grace lgins s that the user has several chances t change the passwrd befre it expires. A message displays each time the user lgs in telling them hw many mre times they may lg in befre the passwrd will expire. ORACLE LISTENER PORT Only a DBA r qualified technical supprt agent may change this setting. POLICE INTERFACE TIMER The setting defines the interval f time (in minutes) between tw autmated plice exprt/imprt. PROPERTY TAX ID This setting identifies the prperty the tax ID number which prints n A/R statements if required by the htel. REPORT APPLICATION SERVER NAME This setting determines the name f the applicatin server that generates and s reprts frm the database used by OWS. TOOLBAR STYLE This setting determines the Tl Bar Style used by the Prperty. WEEKEND DAYS This setting identifies the days f the week designated as weekend days by the htel. Sme screens display weekends differently t clarify the infrmatin displayed. Als, rates can be cnfigured t change n weekend days. DATABASE TIME ZONE REGION This setting identifies the Time Zne Regin where the Database server is physically lcated. System Date will be cnsidered in the specified time zne regin IFC IFC Functins CC IFC T display credit card authrizatin messages, activate this functin. 238

239 Chapter 9 Setup IFC Parameters ALWAYS SWIPE CC If this parameter is set t Y, the system will ask t swipe a credit card when a user selects a credit card methd f payment. This will wrk in cnjunctin with the wrkstatin setup designated as credit card reader attached and the credit card interface active. CC NUMBER NOT MADATORY FOR RESERVATIONS Credit card number r expiratin dates are nt mandatry fr making r changing a reservatin with a credit card payment methd, nr is a credit card number required when checking the guest in. GIFT CARD This parameter activates the gift cards functinality. An additinal IFC Credit Card Type, SV (which stands fr stred value ), has been added t handle an increasingly ppular variatin n the credit card payment ptin gift cards. REQUEST CC SWIPE This parameter activates a request t swipe a credit card at Check-in and Check-ut if nt previusly dne. VIDEO CHECK OUT This parameter activates the vide check ut functinality. WAKE UP DELAY This parameter determines the amunt f time that will elapse befre sending a secnd wake up call t a rm that did nt acknwledge a first wake up call. CC TRACK 2 This parameter activates the ability t stre Track2 Data fr Credit Cards IFC Settings DEFAULT POSTING ROOM This setting determines the psting master that will receive all buffered charges that cannt be psted n the apprpriate rms. This will generally ccur if the interfaces have been ff fr sme time and a guest has checked ut f a rm that has charges waiting t pst. Any rphaned charges will be sent t the psting master defined here. Opera standard is t use PM Maintaining this standard will make supprt much mre efficient in handling interface questins. EXTERNAL TIMEOUT This setting determines the timeut secnds fr external interface tasks. General set by the installer and changing it may cause issues. FLAGS If this parameter is set t Y, it is pssible t access the interface accunt settings frm the PMS. If it is set t N, it is nt pssible t access the interface accunt settings frm the PMS. INTERFACE TIME OUT Defines the amunt f secnds after which the system/interface will timeut if n respnse has been received frm a third party system. PATH This setting defines the directry path where the database resides. Generally set by the installer and changing it may cause issues. PATH ID This setting defines the Interface Path ID fr the Resrt. 239

240 Chapter 9 Setup Opera PMS User s Guide 3.0 SETTLEMENT AUTHORIZATION CODE This applicatin setting allws yu t select which authrizatin cde t send t the interface during settlement if multiple authrizatin cdes exist. When mre than ne authrizatin btained thrugh the credit card interface is stred in the system, the last authrizatin cde r the riginal authrizatin cde may be required at settlement. VIDEO CHECK OUT PRINTER This setting determines the printer that used t print flis generated by guests using the vide checkut feature. VIDEO CHECK OUT START TIME This setting determines the time f day that vide check ut may begin. Time is set n a 24-hur clck and shuld be set t begin after the night audit has finished t be sure that all pstings fr rm and tax charges are cmpleted. VIDEO CHECK OUT STOP TIME This setting determines the time f day that vide check ut will end. After this time, a guest must g t the frnt desk t check ut Membership Membership Functins AWARDS This functin allws the htel t track and distribute awards pints accumulated by using the membership mdule. ENROLLMENT This functin activates the ability t directly enrll a guest in a membership prgram immediately. It requires an active 2-way interface with the enrlling prgram. LOOKUP This functin activates the ability t lk up a guest s pint accruals immediately n line. It requires an active 2-way interface with the enrlling prgram. Membership Parameters OCIS MEMBERSHIP CONFIGURATION This parameter enables the system t set up fr OCIS memberships. Membership Settings ENROLLMENT TYPE Specify the types f enrllments available thrugh Opera. Hard cded ptins include LOYALTY, GAMING, and ACTIVITIES. Available if ENROLLMENT functin setting is Y Multi- Prperty Multi-Prperty Parameters ENDSCRIPT Enable/Disable End Script functinality n Selling screen. PROFILE SCREEN Visible/Invisible Prfile Buttn n Crss selling screen. 240

241 Chapter 9 Setup SELL MESSAGES This parameter will enable the ability t display Sell messages in the crss selling screen. Messages may display generically r fr a particular prperty and can als be linked t specific rate cdes, rm types r blcks. SPEED SEARCH Enable/Disable Speed Search n Crss selling Define Search screen OWS OWS Parameters EXTERNAL_RESERVATION_MEMBER_PTS This parameter value set t Y, inserts the number f pints f a guest earns per night and then sends via an external member system in reservatin daily elements. OWS Settings FETCH_RESERVATION This setting allws the Opera Web Suite Engine t retrieve reservatin fr either all reservatins, regardless f entry pint r fr nly created thrugh OWS Prfiles Prfiles Functins ACCOUNT OVERVIEW Activate the verview f accunts, business blcks and reservatins functinality fr accunt prfiles. ADDRESS CLEANSING Whenever prfile address is created r changed this functin validates address by Invking external address cleansing interface. CONTACTS This functin activates the ability t use a sixth prfile type called Cntacts. This prfile type used in cnjunctin with the Cmpany, Travel Agent, Grup and Surce prfiles identifies the individual wh is the primary cntact with the htel. The cntact prfile can be used t track statistics n a particular bking agent r persn. In additin t reservatins, this functin will als activate the Cntact field n the Business Blck and Quick Business Blck screens. FILE ATTACHMENTS This functin activates the Attachments t Prfiles Functinality fr any prperty that wants t attach utside dcuments t prfiles within Opera. FUTURE This functin activates the ability t view future reservatins fr Prfiles. This functinality activates the Future screen in all prfile types. HISTORY This functin activates the ability t view past reservatins fr Prfiles. This functinality activates the Histry screen in all prfile types. IATA COMP TYPE If this functin is set t Y, an additinal field will appear in the Cmpany, Travel Agent and Surce prfiles. This field called Type allws the user t select frm the list f values prvided. 241

242 Chapter 9 Setup Opera PMS User s Guide 3.0 INCOGNITO This functin activates the Incgnit functinality used when celebrity guests wuld like t stay under an alternative name. KEYWORD Activate the ability t enter keywrds int prfiles. These keywrds used as an additinal htelspecific search field may help find specific prfiles when the name is nt specific enugh t allw a user t discern the crrect chice. PRIVACY This functin activates the Prfile Privacy. If the prperty allws a guest t chse rather they want t receive prmtinal infrmatin, mailings, etc. PROFILE CREDIT CARD This functin activates the ability fr the htel t keep credit card infrmatin n file in a guest s prfile. While it is accessible fr every future reservatin, it is als available fr view t every Opera user with user rights t view this infrmatin. PROFILE REQUESTS The Prfile Requests feature allws the user t request r print (mail) infrmatin prducts. Sme examples include brchures, event fliers and rate cards which the guest may receive via r print. The Prfile Requests screen shws the prfile requests submitted and allws the user t make new requests. The feature als allws the user t see when the request was prcessed, and t send requests again if necessary. PROFILE REVENUE BUCKETS Display revenue bucket details frm the Prfile histry screen. This display will allw the user t see the ttal revenue each guest has prduced based n htel defined revenue buckets. QUICK ADDRESS If the htel has purchased third-party sftware called QAS, this functin allws Opera t use its address database t accurately enter a large amunt f address infrmatin. This prgram is mstly used in Eurpean prperties. RELATIONSHIPS This functin allws setting up affiliatins between a guest and a cmpany, travel agency, grup, r surce. A relatinship is smetimes used t qualify a guest fr a special rate and can be made between prfiles that allws fr rates t be shared r fr financial and statistical reprting. A cmmn relatinship wuld be a parent and subsidiary cmpany. Infrmatin gathered fr bth prfiles separately prvides the ptin f reprting tgether. SALES INFORMATION This functin defines certain sales infrmatin n cmpany and surce prfiles, such as Market Cde, Surce Cde, etc (Nte: This is fr infrmatinal use nly unless the Sales & Catering mdule is turned n. There is n independent reprting n these screens in PMS). SOURCE Surce prfiles can generate cmmissin payments. Surce prfiles can als track business recmmended by Cnventin and Visitrs Bureaus r Secretary Clubs r pay cmmissin n grups and whlesalers that are nt regular travel agents. STATISTICS If this functin is set t Y, an additinal tab in the prfiles screen will appear. This tab will display statistics frm previus guest stays. In a multi-prperty envirnment with shared prfiles, the statistics tab will indicate infrmatin cllected system-wide, nt just in the user s htel. VIP This functin activates the cnfiguratin and display f VIP status thrughut the applicatin. 242

243 Chapter 9 Setup Prfiles Parameters PROFILE MORE FIELDS This parameter allws t active the mre fields tab n Prfiles RESERVATION COMMENTS Activate this parameter t enable the ability t transfer all reservatin cmments entered int the prfile t each new reservatin fr that guest. If the functin is set t N, then reservatin cmments will be visible nly in the prfile cmments field. SHOW FUTURE RESERVATIONS Activate this parameter t enable the ability t display future reservatins fr each individual prfile in the Prfile Search as well as Optins. If this functin is set t N, future reservatins still display in Optins but nt Prfile Search. ALLOW DUPLICATE IATA Activating this parameter allws merging duplicate IATA numbers fr Travel Agent and Surce prfiles. AUTO GENERATE CLIENT ID Activate this parameter t generate unique ID numbers fr Individual prfiles. IATA YN Activate this parameter t validate IATA numbers entered in the Travel Agent r Surce prfiles. Prfiles Settings ADDRESS TYPE TO COPY FROM ACCOUNT TO CONTACT When creating a cntact fr a cmpany, this setting determines the address type that will default t the cntact prfile. Generally, a cntact prfile carries the business address as the primary address. COMPANY ADDRESS TYPE This setting determines the default address type used t create the primary address fr a cmpany prfile. The cmpany prfile is generally defaulted t a business address. COMPANY PHONE TYPE This setting determines the default telephne type used t create the primary telephne number fr a cmpany prfile. The cmpany prfile is generally defaulted t a business telephne number. DEFAULT MEMBERSHIP TYPE This setting determines the default membership type that will ppulate prfile search fields. If this setting is left blank, the user must enter a membership type each time t lcate a specific guest by member number. If it is ppulated, it will autmatically appear in the field each time, and may be changed. EMPLOYEE DEFAULT PHONE TYPE This setting determines the default telephne type used t create the primary telephne number fr a new emplyee prfile. The emplyee prfile is generally defaulted t a hme telephne number. INDIVIDUAL PHONE TYPE This setting determines the default telephne type used t create the primary telephne number fr an individual prfile. The individual prfile is generally defaulted t a business telephne number. 243

244 Chapter 9 Setup Opera PMS User s Guide 3.0 PHONE TYPE TO COPY FROM ACCOUNT TO CONTACT When creating a cntact prfile fr a cmpany, this setting determines the phne type that will default t the cntact prfile. Generally, a cntact prfile carries the business phne as the primary phne type. PURGE DAYS This setting determines the number f days that a guest prfile has n activity befre the system will autmatically purge it in the night audit sequence. T purge, the prfile must nt be marked fr Histry and must nt have any future reservatins attached Rates Rates Functins ADVANCE RATE RESTRICTION Activating this functin will enable the user t set rate restrictins and rate strategies in Opera. ADVANCED PACKAGES This applicatin functin allws prperties t restrict the setup, and ultimately the cmplexity, f basic package cnfiguratin. Withut this functin active, users will nt see the package cnfiguratin attributes fr Overage, Alternate Transactin Cdes, Prfit, Lss, Pst Next Day and Validatin. BASE RATES Activate this functin t enable the ability t cpy a rate and its details fr a new rate as well as increasing r decreasing the new rate by a percentage r a flat amunt. This feature allws yu t assciate ne rate cde with anther. Whenever a change ccurs in the assciated rate, all the rm type/rate elements f the related rate cdes reflect the change based n the defined calculatin rules. BEST AVAILABLE RATES The feature displays best available rates by rm type fr a specific date range. Each prperty can determine the (up t 25) rate cdes t take int cnsideratin when calculating the best available rate (BAR) fr a reservatin. DAY TYPES Activate Day Type functinality by setting the value t Y. GLOBAL RATE UPDATE Activate glbal rate update functinality. NEGOTIATED RATES Setting this functin t Y will allw the user t set up and use the negtiated rates functin. This functin allws the user t attach rate cdes t a cmpany prfile and then if needed take the rate cdes ff the general rate query screen unless that cmpany prfile is included in the rate search. PROMOTIONS This is a way t put tgether a limited availability sales prmtin including start and end dates, rate and market cdes, arrival and departure times, and additinal infrmatin, and make them accessible t sell in ne easy package which, when chsen, ppulates the reservatin accrdingly. RATE SEASONS This functin allws the htel t pre-set ranges f dates during which the rates will change. This can help in cnfiguring a lng list f rate cdes. 244

245 Chapter 9 Setup RATE TIERS Activate the Rate Tier Functinality. This allws cnfiguratin f Length f Stay Tiers and Rate Details by defined Lengths f Stay. RATES BY DEFINED BUCKETS Rate Details can be cnfigured by three user defined buckets. The labels fr the Buckets are user defined in Applicatin Settings (RATE Grup). SURPRESS RATE This feature is used t activate the suppress rate functinality. Rates Parameters BASE RATE EXTRA PERSON CALCULATION This parameter indicates if the base rate calculatin shuld be applied t extra adult and extra child amunt. DISTRIBUTABLE RATES In a multi prperty htel, this parameter enables the distributin f rates acrss prperties. HIDE PROMOTION RATES This parameter allws the user t hide rate cdes attached t Prmtins in the Rate Query/Sales screen unless selecting the specific Prmtin Cde. SET RATE CATEGORY RESTRICTIONS This parameter allws the user t set rate restrictins at the rate categry level. SET RATE CODE RESTRICTIONS This parameter allws the user t set rate restrictins at the rate cde level. SHOW ADD SEPARATE LINK PKGS TO RATES ON RATE QUERY This parameter allws the user t display in the Rate Query packages cnfigured t be Add Rate Separate Line. Rates Settings BEST AVAILABLE RATE TYPE When Best Available Rates (BAR) are cnfigured, the best rates available fr a rm type within a specified date range appear fr a prperty n rate query and rate availability screens. Best Available Rates display either by Day r by LOS. This setting defines the methd fr this htel. By Day: The Best Available Rate will be determined based n Day. Cnfigure up t 25 Rate Cdes per day fr cnsideratin f the Best Available Rate. The Rate Query will return up t 4 Rate Amunts per Rm type fr the Best Available Rate. By LOS: The Best Available Rate will be determined based n the Length f Stay. Create nly ne Rate Cde per Length f Stay per Day as the Best Available Rate. The Rate Query will nly display 1 Rate Amunt per Rm type as the Best Available Rate. DEFAULT PACKAGE TRN CODE This setting determines the transactin cde used t pst package rates n the fli. Package rates are cmpsed f mre than ne transactin cde; nrmally rm revenue plus fd, beverage r ther revenue. The package psting transactin cde set up in cnfiguratin must belng t a Wrapper transactin grup. DEFAULT TRN CODE This setting determines the default transactin cde used t create rate cdes. When n rate cde exists n reservatins and blcks this is the transactin cde used fr frecasting purpses. 245

246 Chapter 9 Setup Opera PMS User s Guide 3.0 If the htel nly uses ne rm charge transactin cde, this is nrmally the default transactin cde fr psting. RESTRICTION TYPES This setting determines restrictin types that can be set fr the Prperty in the Rate Availability and Rate Strategy screens Reservatins Reservatins Functins ACCOMPANYING GUEST This functin allws the user t attach a prfile t a reservatin indicating that a guest is in huse, but will nt assign a fli t the accmpanying guest as with a sharing guest. ADD ON This functin allws the htel t create cpies f reservatins. The Add On feature is used mst ften t create a cpy f a guest reservatin fr a future stay. It requires much less time t create a cpy than t create a new reservatin. Once created, the arrival date and number f nights can be changed t reflect the new reservatin infrmatin. ALERTS This functin allws the user t enter messages t appear n screen during ne f three pints in the reservatin cycle. The messages are specific t the reservatin they were entered n. An alert can be cnfigured t appear during the reservatin phase at check in r at check ut. CALLER INFORMATION Display Caller Infrmatin Histry within the Caller Inf Reservatin Optin. This functin wuld nly shw infrmatin received frm a central system and/r received frm the F7 Crss Reservatin prcess. CLOSING SCRIPT This functin activates the ability fr the system t prduce a clsing script immediately fllwing the cnfirmatin number fr every new reservatin. The clsing script can be custmized t the needs f the htel. COMPONENT GROUPS This functin allws the user t activate the cmpnent Grups functinality. The Grups mdule is generally used t make reservatins fr five r mre guests wh have sme features in cmmn- e.g. they are all frm the same cmpany and are arriving n apprximately the same dates r they are all member f an rganized tur, etc. This mdule is specifically designed t manage reservatins with varius similar needs. Cmpnent grups are ften thught f as grups within a grup- ne umbrella blck, which has cmpnents, r multiple different grups prfile reservatins, assciated with it. FIXED RATES This functin activates the ability fr a user t verwrite the rate n a rate cde and enter anther dllar amunt. If this is set t N, then adjust the rate using the Discunt fields instead. GENERIC ROOM TYPE This functinality allws the user t create reservatins fr generic rm types. ITEM INVENTORY The Item Inventry feature within Opera enables inventry items t be assciated t bth reservatins and blcks, and at the same time t prvide a simple frecast and analysis screen f the items defined. Items can include any equipment, prducts, supplies, r services that can be rented r sld t guests, r t catering custmers as part f a catered functin. Items can range frm extra beds and cribs t flipcharts, irns, bicycles, flipcharts, and bartenders. Once items are 246

247 Chapter 9 Setup defined they can then be attached separately t a reservatin, attached t a blck, r alternatively, attached t a package cde. PARTY This functin allws multiple rm reservatins t be created, and nce separated will allw the user t lcate all the related reservatins at ne time fr billing r viewing purpses. PAYMENT TYPES PER WINDOW In the event that a guest wants t use mre than ne methd f payment fr their reservatin, Opera allws this functinality by activating this functin. RESERVATION CONTACT If the cntact prfile type is used, this ptin will allw the user t view the cntact prfile name n the reservatin screen. RESERVATION TRACES This functin activates the ability fr the user t enter departmental reminders abut a reservatin. Traces may be generated abut a reservatin frm the pint the reservatin is made until the day the reservatin is due t check ut. SHARES This functin activates the full share functinality. Shares can be created by cmbining existing reservatins r by cpying reservatins and using a secnd guest prfile. Shared reservatins each have their wn reservatin, their wn cnfirmatin number and their wn fli. This is unlike the Accmpanying Guest functin that des nt create an additinal reservatin, cnfirmatin number r fli, but des register a secnd guest in the rm. SMS CONFIRMATIONS This functinality activates the ability t send a cnfirmatin message t a mbile device using Shrt Message Service (SMS) when this functinality is set t Y. TURNAWAYS This functin activates the use f turnaway reasns which allws the htel t recrd statistical infrmatin related t turned away business. When this functin is set t Y, every search f the rate query screen will prduce either a reservatin r a turnaway. WAITLIST This functin activates the ability fr the htel t maintain a waitlist in Opera. The reservatins n the waitlist d nt deduct rms frm inventry. Users may cancel r mve back t the reservatin list as needed. WAKEUP CALLS This functin allws the user t set up wake up calls that when interfaced with sme PBX systems make the Wake Up Call autmatic. If nt interfaced, the Wake Up Calls may be printed and used t manually call the guests at their apprpriate times. Wake Up Calls fr a guest are entered frm any wrkstatin fr a single day r range f days. Reservatins Parameters AUTO DEPOSIT SCREEN This parameter activates the depsit screen n new reservatins with existing depsit schedules will autmatically appear when the user saves the reservatin. BLANK ARRIVAL DATE If this parameter is set t Y, then the arrival date in the rate query screen will be blank, requiring the user t type in the crrect date. If it is set t N, the default arrival date will default t the system date which may results in reservatins errrs if the users have a tendency t ignre fields that are autmatically ppulated. 247

248 Chapter 9 Setup Opera PMS User s Guide 3.0 CC SWIPER ATTACHED BY DEFAULT If credit card swipes will be attached t any cmputer in the system, this parameter must be set t Y. If there will nt be any credit card swipes attached t any cmputer in the system, this parameter must be set t N. CHECK RESTRICTIONS ON CHECK OUT If this parameter is set t Y, the system will validate any length f stay restrictins at check ut. Fr example, if a guest bks a rate that has a 3 day minimum length f stay, but chses t check ut a day early, the system will deliver a message that the length f stay restrictins has nt been met. This wuld allw the user t enter any fees assciated with an early checkut n that rate. CONFIRMATION LETTER If this parameter is set t Y, then a cnfirmatin letter will be required with every reservatin. If it is set t N, then cnfirmatin letters will be ptinal. DEFAULT NON DEDUCT CHECK BOX Default Nn Deduct Check Bx n Availability screens where separatin between Nn Deduct and Deduct Rms is available. EXCLUDE RATE FROM AUTH BASED ON ROUTING Exclude Rate frm authrizatin if the surce payee name in ruting instructins is nt the same as the target and transactin cde fr accmmdatin exists in the ruting instructin cde. MARKET MAIN GROUP If this parameter is set t Y, then bth the market grup and the market cde display in the list f values n the reservatin screen. If it is set t N, then nly the market cde displays in the list f values n the reservatin screen. METHOD OF PAYMENT MANDATORY When this parameter is set t Y, then the methd f payment field within the reservatin will be mandatry. When this parameter is N, it will be pssible t save a reservatin withut a valid methd f payment entered in the reservatin. PRIMARY SHARE Allw the user t designate ne sharer as the primary sharer. PRINT REGISTRATION AT CHECKIN If this parameter is set t Y, then a registratin card autmatically prints at check in. If it is set t N, then a registratin card nly prints manually. If printed manually, registratin cards may print befre r after check in as well as in a batch printing f registratin cards. PROFILE SEARCH PRIOR TO THE NEW RESERVATION If this parameter is set t Y, then the system will autmatically search fr a guest prfile befre beginning a reservatin. If it is set t N, the system will search fr a guest prfile based n the entry in the last name and first name fields n the reservatin. If there is n match in the system, a new prfile will be created autmatically. RATE CODE MANDATORY If this parameter is set t Y, a rate cde is mandatry fr all nn-grup reservatins. If this parameter is set t N, it will be pssible t make a reservatin withut a crrespnding rate cde. RESERVATION MORE FIELDS This parameter activates mre fields tab n reservatins. 248

249 Chapter 9 Setup RESERVATION ROOM FEATURES If this parameter is set t Y, then rm features are available fr reservatins even if nt entered n the prfile. If this parameter is set t N, then rm features are nly available n a guest prfile and will default t every reservatin made by this guest. ROOM TYPE TO CHARGE This parameter activates the use f the RTC field in the reservatin. It allws the system t place the guest in ne rm type but charge fr anther rm type n the same rate cde. This is generally the way that htels are able t upgrade the guest using the same rate cde. TAX FREE GUESTS Allw the user t make a distinctin between taxable and tax free guests n the Cuntry Statistics by Day reprt (stat_cuntrybyday). TRANSPORTATION Prperties can set up infrmatin fr the transprtatin services that are available at and nearby the prperty. This infrmatin then becmes available n the guest s reservatin. Reservatins Settings CASHIERING PROMPT/FLOW AT CHECK IN This setting determines the cashiering flw that users fllw when prmpted at Check In cmpletin. CHECK IN TIME This setting determines the system s default check in time used t default t cnfirmatin letters and registratin cards. CHECK OUT TIME This setting determines the system s default check ut time used t default t cnfirmatin letters and registratin cards. DEFAULT PACKAGES This setting defines the package elements psted during End f Day if the reservatin has n rate cde. DEPOSIT RESERVATION TYPE Default reservatin type fr depsit payments. MAX NUMBER OF NIGHTS This setting defines the maximum number f nights that a reservatin can be bked. If a guest wants t bk lnger than the maximum number f nights, a message will appear stating that the reservatin is ver the limit n the number f nights. PURGE CONFIRMATION LETTERS This setting defines the Purge Cnfirmatin Letters value used t determine hw lng cnfirmatin letters created fr guest reservatins will be stred in the Opera database. The default is 180 days. This means that the custmized cnfirmatin letter will remain in the database 180 days fllwing guest check ut. Other ptins are 90 days and 365 days. Leave the setting blank t keep cnfirmatin letters indefinitely. RESERVATION FLOW This setting allws the user t determine the reservatin flw. RESERVATION TYPE This setting allws the htel t pre-set a default reservatin type. Usually the reservatin type defaulted by the htel requires a credit card entry. 249

250 Chapter 9 Setup Opera PMS User s Guide 3.0 ROLLING NOSHOW Reservatins with reservatin type selected in the parameter will nt be autmatically n shwed during End f Day. Instead the arrival date will be autmatically extended t the next day until departure day. ROOM DISPLAY ORDER This setting determines whether vacant rms are sld frm the lwest number t the highest r frm the highest number t the lwest. ROOM LIMIT PER RESERVATION This setting determines the Maximum Number f Rms Sld per Reservatin. Fr example, if the htel has determined that any multiple reservatins ver 10 rms must be bked as a grup, the rm limit shuld be set at 9. This will keep the agents frm bking mre than the alltted number f rms fr transient guests. PALM CHECK IN RECEIPT MESSAGE This setting defines the message printed n the Palm Check-in Receipt. The default is Enjy yur stay! PALM CHECK OUT RECEIPT MESSAGE This setting defines the message printed n the Palm Check-ut Receipt. The default is Have a nice day! Rms Management Rms Management Functins ATTENDANT POINTS This functin allws the husekeeping department t track attendant pints either fr an incentive prgram r fr husekeeping credits. Generally used by htels that pay per rms cleaned r credits earned rather than per hur. DISCREPANT ROOMS This functin allws the htel t track discrepant rms t verify frnt ffice status. With the use f discrepant rms, the husekeepers dial dwn bth the Husekeeping status (clean r dirty) and the frnt ffice status (vacant, ccupied). If there is a mismatch between the husekeeper s frnt ffice status and the frnt ffice, a rm discrepancy is created. These discrepancies must be reslved each night t avid errrs in psting. FACILITY MANAGEMENT This feature allws the user t activate the facility management functinality. GUEST SERVICE STATUS This functin activates the guest service status functinality used withut an interface r in cnjunctin with an interface. HOUSE ASSIGNMENT This functin activates the ability t take rms ff the vacant rm list withut putting them ut f rder. It may als be used t indicate a special service that has been perfrmed n a vacant rm such as turndwn r a Murphy bed made up. The frnt desk agent can see n the Vacant Rm Search which rms are available with these services. INSPECTED STATUS If this functin is set t Y, an additinal husekeeping status is visible t indicate the husekeeper has cleaned as well as that an inspectr fllwed up. If this functin is activated, the frnt ffice will nt be able t check a guest int a clean rm, but may nly check a guest int an inspected rm. This functin requires that an inspectr verify the status fr every rm and every day. 250

251 Chapter 9 Setup MAINTENANCE Set this functin t Y t activate the ability t track rm maintenance requests. OUT OF ORDER Set this functin t Y t activate the ability t place ut f rder used t take rms ff line fr deep cleaning r renvatin. The reprts subtract these rms frm ccupancy and availability numbers. OUT OF SERVICE Set this functin t Y t activate the ability t make rms unavailable fr use withut affecting the inventry functinality. PICKUP STATUS Set this functin t Y t activate an additinal husekeeping status named Pickup. This status indicates that a husekeeper may need t g t a rm t tidy but nt perfrm a full clean. QUEUE ROOMS This functin allws the prperty t use the queue rms functinality. At times, guests arrive befre their selected rm r a rm f their chsen rm type is available fr assignment. The resulting backlg can cause cnfusin at the frnt desk and, wrst f all, guest dissatisfactin unless the situatin is handled equitably and expeditiusly. The Opera Queue Rms feature helps the htel t manage rm assignments fairly and get guests int their rms faster by crdinating frnt desk and husekeeping effrts. ROOM HISTORY This functin allws the user t search fr a particular rm ver a range f dates t view the guests wh have stayed in that rm. It is generally used t lcate a guest t return a fund item frm the rm. Frm this screen, the husekeeper has access t the guest prfile fr cntact infrmatin t return the lst item. SELL LIMITS This functin activates the ability t set verbking limits fr the htel. If users are restricted frm verbking the htel, sell limits allw management t set an artificial inventry, which will allw the htel t be verbked in a cntrlled manner. SIMPLE TASK SHEET This functin activates the husekeeping task sheets used t easily divide by sectin nly. This is the simplest way t create husekeeping task sheets. These task sheets can be printed and sent t the flrs with the husekeepers. If the htel des turn dwn, this ptin des nt cntain all the infrmatin needed. If Rms Management>Task Assignments is active then Rms Management>Simple Task Sheets is nt available. TASK ASSIGNMENT This functin activates the husekeeping task sheets used t divide by sectin, by flr r divide evenly amng the existing husekeepers. If the htel prvides turndwn service, this is the methd required t generate husekeeping task sheets. If Rms Management>Simple Task Sheets is active then Rms Management>Task Assignments is nt available. Rms Management Parameters DELETE REQUESTS OVER 60 DAYS Autmatically delete Reslved Maintenance Requests which are greater than 60 Days. HOUSEKEEPING SECTIONS If this parameter is activated it will allw the prperty t wrk with sectins when generating task sheets/assignments. 251

252 Chapter 9 Setup Opera PMS User s Guide 3.0 LEAST USED ROOMS If this parameter is set t Y, then the vacant rms search screen will display the least used rms first. If this parameter is set t N, then the vacant rm search screen will display rms in ascending numerical rder. TASKSHEET COMPLETION This parameter allws the htel t keep track f the cmpletin f task sheets by Husekeeping Attendants. UPDATE ROOM STATUS If this parameter is set t Y, then every rm changes t Dirty during the night audit regardless f whether it had been clean and vacant the day befre. If it is set t N, then nly the ccupied rms will be changed t Dirty at the audit. All ther rms will maintain the husekeeping status frm the previus day. Rms Management Settings DEFAULT TASKSHEET TYPE This setting defaults t a task sheet type. HOUSEKEEPING CREDITS This setting allws the htel t use credit assignments fr the husekeeping department. Husekeeping credits can be defined at the rm number level fr Stayver, Due Out, and Pickup (if functin is active) amunts. 9.3 System Cnfiguratin The System Cnfiguratin menu cntains setup ptins fr standard mdules as well as add-n mdules which are gverned by additinal license cdes. Yur system depends n yur prperty's requirements and license cde agreements. Select the System Cnfiguratin ptin t pen the Opera System Cnfiguratin prgram. 252

253 Chapter 10 End f Day Sequence 10 Chapter 10 End f Day Sequence The End f Day Sequence must run every night t update the system s business date t the current day. Fllwing the change in business date, prcedures run t finalize the day s business and reprts generate fr balancing the htel. If the Incme Audit feature is active, the End f Day Sequence updates the system s business date and prints preliminary reprts fr the Incme Auditr t use fr balancing the fllwing day. Once the system is financially balanced, the Incme Auditr must cmplete the End f Day Sequence and clse the business date. T Run the End f Day Sequence (withut Incme Audit): Frm the Opera Applicatin screen, select the menu ptin fr End f Day. Select the Night Audit. Enter the Auditr s User Name and Passwrd and select Lgin. The Night Audit sequence appears n the left f the End f Day Rutine. Each item must cmplete fr the Night Audit t finalize. Select Start t begin. NO SHOWS: N Shw reservatins fr the current day appear as arrivals nt checked in t the htel. T prcess these reservatins as N Shw statistics, select Clse and cntinue. DUE OUTS: All Due Out reservatins display as departures nt checked ut f the htel. Reslve Due Outs by either extending the guest stay r settling the accunt. T check ut a Due Out, select Billing. T extend the Due Out, select Res. Frm the Billing screen, check the guest ut by selecting the Check Out buttn. Frm the Reservatin screen, add ne mre night t the guest s stay and select OK t save. Once all departures clear, select Clse t cntinue with clsing the cashier. CLOSE CASHIER: Answer Yes t clse the Night Audit Cashier. The Night Audit Cashier must clse t cntinue the audit. Verify all charges and payments and select OK. 253