SAP Business One for Hotels. From front office to management control, an integrated solution dedicated to the hospitality market.

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1 Picture Credit Fimotel S.A. - Hotel Victoria Roma SAP. Used with permission. SAP Business One for Hotels. From front office to management control, an integrated solution dedicated to the hospitality market. Partner

2 Fimotel S.A. - Hotel Victoria Roma Industry Hospitality Products and Services Tourism Hospitality Restaurant Web Site SAP Solutions SAP BUSINESS ONE, with Hotel for SAP Business One add-on developed by MTF Business Solutions SA Partner MTF Business Solutions (Italia) S.r.l. - The overall objective was to achieve a comprehensive picture of the daily operation and status of the hotel. SAP was chosen because it enables users to manage all business task in a single integrated solution, while at the same time providing hotel specific functions. It was a straightforward opportunity for Hotel for SAP Business One because it covers all the Front Office activities (PMS) and it is completely integrated with SAP Business One for back-office functions. 2

3 For over a century, the Hotel Victoria Roma offers its guests the authentic taste of Rome. The strong bond with the Eternal City is the distinctive element and certainly one of the keys of its enduring success. Feast your eyes on Rome from the terrace restaurant that overlooks the majestic pines of Villa Borghese; taste Rome through the authentic selection of food and wine; cherish the seventeenth and nineteenth centuries Rome, thanks to the valuable art collection that enriches the walls; enjoy Rome: the hotel is located in the heart of the historic center, a few steps away from Via Veneto. Several other attractions such as Piazza di Spagna and the main railway station are just a few minutes walk. The property belongs to a Swiss family who choose Rome as its home and the hospitality sector as their vocation more than 200 years ago. Today the fourth generation welcomes guests in the same comfortable and elegant atmosphere. 3

4 Although the management respects the value of tradition, it also recognizes the importance of innovation. More precisely it felt the need to employ a state of-the-art system. The new software is now capable of collecting and integrating the customer information and also provides management with monitoring and analysis tools for each department. Further management wanted to be able to better anticipate guest s expectations and provide a timely, accurate and consistent guest experience. 4

5 SAP allows reducing the number of computer systems employed, enables users to work with consistent data, guarantees a solution that empowers its employees and enables growth for the company The SAP partner, MTF, was chosen because of its significant experience and expertise in SAP installations for small and medium-sized enterprises in the Hospitality sector. MTF understands that a hotel is like any other company: there are profits, payments, warehouses and much more. At the same MTF knows by experience that, unlike other businesses, hotels have their own unique requirements and needs. For this reason MTF is able to cover both of the hotel s operating and controlling needs. Before H4S, systems and process were not automated and thus complicated and expensive. With SAP Business One and the Hotel for SAP Business One solution developed by MTF, the hotel went from fragmented data to a seamless integrated system, thereby not only improving front office activities, but also significantly optimizing and centralizing the data management, which provided management with real-time comprehensive picture of the daily operations and status of the hotel. Rolf H. Wirth, Owner, Fimotel S.A. - Hotel Victoria Roma 5

6 The first step taken was to perform a detailed current state analysis of the systems and process, to identify a solution able to meet all the corporate needs and be better able to respond quickly to the company growth objectives. However, the assessment revealed that with the existing software and solutions, the cost and complexity of integrating disparate systems was impossible and would not provide the hotel with its intended goal and objective. Therefore, it was decided to adopt a single, integrated business solution and IT platform capable of ensuring comprehensive set of consistent, accurate data and streamlined processes. SAP was selected as not only the software, but technology partner that could provide a single integrated solution. As part of the project and for the first time, all existing information was standardized into a single fully integrated solution, thus ending redundancies and mistakes prevalent with disparate systems. The second necessary step was to integrate all the business functions into the same solution. This solution included all front office functions (PMS) up to management control (Finance & Controlling). Today, management no longer is reliant on interfaces to transfer data from the front office to the accounting department or trying to operate the hotel with inconstant data, but it now has access to real-time, accurate and consistent information to manage the business; from the back-office to each of the hotel s departments. 6

7 The solution implemented has some of the following features: a single integrated environment from the front office to management control, from food & beverage to inventory, from purchasing to accounting; a complete ERP system for all hotel processes and procedures; a robust set of features and functions to manage all of the finance and accounting needs of hotels; allows users to perform timely and accurate reports and eases the access to data. Inventory Management To manage the warehouse more effectively, optimize the re-supplying schedule and monitor the inventory status 24/7. The Modules included are: Management Control To manage the financial needs of the Hotel; it gives a clear view of the costs of each production unit, cost center or outlet, in compliance with the U.S.A.L.I. standards. 7

8 Front Office Allows for quickly and easily management of reservations and guest check-in. The system handles the in-house guests; displays room availability; simplifies the monthly and daily planning; charges costs split into departments. It includes all the typical features of a Property Management System (PMS) you would expect from large expensive systems at a fraction of the cost. Back office Ability to manage guest master data completely and effectively: companies and travel agencies; allotments; contracts and rates; outstanding accounts, summary invoices, credit notes, reminder letters, statistics and fixed and percentage-based fees; packages; telephone interface to charge due amounts in the guest room. Human Resources Is seamlessly integrated with SAP Business One and it allows a complete management of the human resources. Confirming to industrybased agreements, get the automatic accounting transactions, based on the criteria established by the profit centers, allowing use of data for analytical reports.there is no other solution available on the market that can offer this module in such an integrated and natural way. Customer Relationship Management Guest profiling, contact history, deadlines on sales activities and other tools to arrange and perform effective marketing campaigns. 8

9 Hotel for SAP Business One has a positive influence on business because it optimizes the management of all the hotel specific processes, providing management the information needed in a competitive environment; effectively sustaining growth and profitability. The solution also ensures the hotel staff has real-time information to operate efficiently and to anticipate guests expectations. Hotel for SAP is easy to use and provides all of the needed functionality in a fully integrated solution. Unlike all other solutions in the market, Hotel for SAP Business One integrates the entire operations from Finance to Stock Management, from Cost Controlling to Human Resource related tasks; Hotel for SAP is your complete solution to run your entire operation. Our goal, fully achieved, was to manage all the business processes through a single solution: from front office to marketing, and from inventory to accounting, from restaurant to room maintenance. Rolf H. Wirth, Owner, Fimotel S.A. - Hotel Victoria Roma 9

10 Fimotel S.A. - Hotel Victoria Roma CRM Management & Fidelity Program; Integration with Food & Beverage; Integration with Channel Manager; Mobile APPs (House Keeper, Facility Management). Copyright/Trademark Privacy Impressum 10 Picture Credit Fimotel S.A. - Hotel Victoria Roma SAP. Used with permission.