Version 5 Reference Guide

Transcription

1 Version 5 Reference Guide

2 Accounts Ledger Hotel Perfect allows the use of accounts for companies that have a credit agreement with the hotel. To add a new Account; Click on Accounts from the top menu Choose Accounts Details Enter full details of the contact or company that are setting up the account Ensure that Contact type is set to Ledger Click Add New, this will bring up the new ledger details. Fill in the details on the above tabs as necessary. As with all contacts, the media type and user type are required fields. Once all of the relevant details have been entered, press Save and Close. Viewing an Account Ledger; Select Accounts from the Main Menu Select Sales Ledgers Select the ledger you wish to view and press OK. 1

3 To make a payment to an Account Invoice; Select the ledger you wish to make a payment on Choose Payment Enter Reference (this will show on the payment audit trail) Shows today s date Enter Amount Choose whether the payment is a Credit or Debit Click OK. You will now be asked to enter the payment amount and method Click OK. 2

4 You will need to allocate this payment with the invoice(s) that are being paid Highlight the invoice and the payment together by holding down the Ctrl key on your keyboard Choose Allocate Click Yes To view details of a previously allocated invoice, choose ALL from the Show menu PICTURE Highlight the allocated payment, right click and choose details Should you need to reverse the allocation, choose unallocate You will need to allocate this credit with the invoice(s) that are being credited 3

5 Paying Commission from Accounts Select Sales [link to quick cash sales] Enter commission amount Enter payment method of account Allocate commission sale with invoice This will show as a sale on the cash sales account. Transferring a Ledger Entry to another Ledger Select Reports from the Main Menu Select Standard Accounts from the Sub Menu Select Account Ledgers Select the Ledger you wish to transfer a charge from Click [OK] Select the Invoice you wish to Transfer Click [TRANSFER] Select the Account Ledger you wish to transfer the Invoice to Click [OK] Account Statements and Aged Debtors are accessible from the Reports sub menu under Accounts. Overdue Letters This function is currently being amended and will appear in subsequent releases. To produce overdue letters to all or selected account customers: - Select Reports from the Main Menu Select Standard Accounts from the Sub Menu Select Overdue Letters Select which ledgers you wish to produce overdue letters for Click [OK] Go to Merge Wizard to print letters 4

6 Alarm Call Report The Alarm Call Report is found by selecting In House Alarm Call Report from the top toolbar on the main Hotel Perfect Screen. The purpose of the Alarm Call Report is to be able to print a list of alarm calls that have been requested by your guests. You set Alarm Calls from the Check In tab in either the Booking or Check in Screens. N.B. Some telephone systems can be used to automatically dial a guest s room once the alarm call has been set in Hotel Perfect. Call our Customer Support Team for details of these telephone systems. The Alarm Call report will automatically default to produce the report for the following day You can amend the date of this report by amending the date on the top left of the Alarm Report screen and selecting apply. The report will display in room order. 5

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8 Archive Invoices Printing a Past Bill Should you wish to print a customer s bill that has departed either today or earlier such as last year go to billing menu and select Archived Invoices: You can narrow your search by filling in the invoice no, booking type, date range, surname or booking reference as below: Double click on the correct customer and a copy of the archived invoice will appear on screen. From the invoice you can export to or print to send by post or fax. 7

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10 Arrivals and Departures List This allows a number of reports to be run, detailing guest arrivals, departures and stays. It also shows available rooms and any notes, which apply to the bookings. You can filter these reports using any of the criteria on the left hand side of the page. Status = Resource Group = Date = Coverage = Sort By = Booking Note Category = All, Arrivals, Departures, Arrivals and Departures, Arrivals and Stays, Departures and Stays and Arrivals, Stays and Available. You may have more than one group of rooms, for example Self Catering and therefore you can filter the Arrival and Departure list by just this particular group. The date that you would like your list to start from. You can view the list for 1,7,14 or 21 days. You can sort the order of the list by Report Order, Display Order, Room Order or Surname Order. You can filter the list by the booking notes that you require the list to show All (booking notes), General Notes, Housekeeping Notes, Restaurant Notes, Pre-arrival Notes, Travel Notes. Once you have chosen all of the filters that you require, press Apply at the bottom left of the report. 9

11 From the icons at the top of the generated Arrival and Departure list you can: Export the list into an excel spreadsheet. Print the list. Sort through the list, page by page. Go to a certain page. Search for a surname, room number or tariff. Change the size of the page for viewing purposes. 10

12 Audit Log The Audit Log can be found underneath the Utilities tab on the main screen of Hotel Perfect. The Audit Log is an extensive collection of reports. It shows the trail of any actions taken on bookings under booking events. These reports allow you to follow actions that operators have performed including; bookings made, deposits taken, bookings cancelled and all amendments in between. The information is displayed in a report which shows the date and time the amendment was made, the booking reference, the operator, what happened i.e. a booking was created and all the details of that booking, including tariff and number of occupants. The example below shows the audit log for bookings being created. 11

13 Auto Post Auto Post applies charges for accommodation, newspapers, pre-charge extras and all inclusive meals to the room accounts. Once Auto Post has been completed, it will give a list of all rooms that have been successfully autoposted and will show an exclamation mark symbol against any rooms that have not been successfully autoposted(see below). Hovering your mouse over the exclamation mark will give the reason that the room did not successfully autopost. Individual rooms can be excluded by un-checking their check box. The auto post function can be accessed from the right hand menu, from Room Control and also from Billing on the front page of Hotel Perfect. 12

14 Availability Quote This process is very similar to the Book by Availability option. However the Availability Quote option under Reservations on the main tool bar or New Booking Quote on the Shortcut menu allows you to check availability and then either save the quote to a specific customer record or instantly convert the Quote to a booking. If the potential guest chooses not to book the resource then you will have the opportunity at the end of the process for detailing why they chose not to book and this information can be reported on using the Turnaway Report. Availability Quote To select one or more available rooms you should adopt the following procedure. From Reservations on the main tool bar select Availability Quote There is also a shortcut option on the shortcut toolbar under Reservations New Booking quote. Select either option and then you can define the arrival date for your search, number of adults & children if relevant, you can also specify a particular room type. Selecting Search will then display the rooms available. Drag and Drop to Book Once the available rooms are displayed you can then drag and drop the room or rooms you wish to book by selecting them and dragging them to the right into the booking area one at a time. 13

15 14 Once you have selected the resource you want to calculate a price for select Next at the bottom right of the screen to proceed to the booking details.

16 As with making bookings directly through the Calendar option you can add relevant notes, take deposits and send confirmation details at this stage. For more details see * Making a Booking Using the Calendar or Book by Availability. You have 2 options save quote or Convert to Booking In both instances you will be presented with the Search Records facility to allow you to either use an existing customer record or create a new customer or enquiry database entry. Turnaway If the potential customer chooses not to book the room at this stage you will be presented with the following screen. This allows you to record reasons for the Turnaway Report. 15

17 Backup Procedure It is of vital importance that you ensure you have a daily backup of your Hotel Perfect data. At the top right of the main screen of Hotel Perfect you will find an information area titled System Information this will show when the last Backup was carried out and the result. You access the Backup Procedure by selecting Financial from the top toolbar and the Backup It is also possible to access this from the shortcut menu on the left side of the main screen. 16

18 When you select Backup the following screen will be displayed. This screen shows the backup details. Further details of completed backups and locations are shown by selecting Advance in the bottom left of the Backup Screen. To complete the backup select Backup Now on the bottom right of the screen. When the backup is complete you will see a message appear as shown below. If you receive a warning that the backup has failed you should re-try the backup procedure if this continues to fail then you MUST contact the Hotel Perfect Customer Support Team. 17

19 Book by Availability There are two specific options for making room bookings in Hotel Perfect you can choose to use the Calendar to choose a specific room for a specific data this is a very graphical option or you can choose to book by availability this option allows you to set certain parameters and see the resources which are available and makes booking multiple rooms very simple. Check Availability To select one or more available rooms you should adopt the following procedure. From Reservations on the main tool bar select Check Availability There is also a shortcut option on the shortcut toolbar under Reservations New Booking. Select either option and then you can define the arrival date for your search, number of adults & children if relevant, you can also specify a particular room type. Selecting Search will then display the rooms available. Drag and Drop to Book Once the available rooms are displayed you can then drag and drop the room or rooms you wish to book by selecting them and dragging them to the right into the booking area one at a time. 18

20 Once you have selected the resource you want to book in this manner select Next at the bottom right of the screen to proceed to the booking details. You will then be presented with the search Records facility to allow you to check that the potential customer is not already on your database either select an existing record or create a new one and then finalise the individual booking details by selecting Next again at the bottom right of the screen. 19

21 20 As with making bookings directly through the Calendar option you can add relevant notes, take deposits and send confirmation details at this stage. For more details see * Making a Booking Using the Calendar.

22 Booking Search The Booking Search screen allows you to search for a booking using any of the fields on the left hand side of the screen. By putting either a full surname or partial surname in the surname field and then selecting Search you can search through your entire database for a specific booking. You can further filter your search by using a specific date range, booking reference or package. You can also search for cancellations using this search by ticking the Include Cancellations box. 21

23 Calendar The Calendar is a graphical interface that shows all reservations, dates and options in a grid like format. The dates run across the top of the calendar and the rooms run down the side of the calendar. The view of the calendar can be customized according to your needs and has content filters which show as little or as much information as you want. The two most important understandings of the calendar are how to navigate around it and how to take bookings. Navigation of the Calendar This can be done moving from day to day or week to week. You can also choose the exact date that you require or use the arrow buttons on your keyboard to move the calendar. Making a booking using the Calendar To make a booking using the calendar you click on the selected empty blocks in line with the room and date that you require and then click on Book. 22

24 You will then be presented with the search Records facility to allow you to check that the potential customer is not already on your database either select an existing record or create a new one and then finalise the individual booking details by selecting Next again at the bottom right of the screen. As with making bookings directly through the Book by Availability option you can add relevant notes, take deposits and send confirmation details at this stage. For more details see * Book by Availability. Other Functions The Calendar has a number of options that run along the top of the screen. These include; 23

25 Edit By highlighting your booking using the left mouse button and clicking on Edit you can change any of the guest details or tariff information. You can also use this option to add any additional information to the booking after the original entry. Cut Use Cut if the booking needs to be removed and placed in another room or for another date. This option cuts a reservation to Paste in a different section of the calendar. Paste Allows you to paste the booking that has been Cut or copied into its new position. Copy Use Copy if you wish to duplicate a booking in the calendar. Highlight the original booking, click on Copy. Then highlight the area you wish to copy the booking to and click on Paste. Extend By highlighting an existing booking and then an extra night/s, clicking on Extend lengthens the booking. Cancel Cancels the selected booking. Block Blocks the selected room by date. Hold The selected room and date is put on a temporary hold. Split This will split a longer booking into 2 separate bookings with different references and arrival dates Search Searches for a booking using the booking reference number. 24

26 Chance Sales Account Chance Sales are those received at reception but not added to a bill, such as reception Telephone Calls, Postage Stamps, Jewellery or Local Gifts from a cabinet, Bar Takings, Toiletries etc. You can print an invoice if necessary but generally they are commonly known as quick sales. To view your Chance Sales go to the Billing Menu and choose Chance Sales Account. Cash sales account 1 is the main folio used for quick cash sales. Cash account 2 is the default account for our EPoS transactions, Accounts 3 and 4 are for general purposes. 25

27 Adding Items To add an extra sale select optional. enter your item, price and quantity, adding a comment is Editing Items Should you become aware that you have entered a charge incorrectly you can edit the charge. Highlight the item and select edit for the audit reports.. Make the required changes to the sale and enter a reason 26

28 Crediting Items If an item needs to be removed from the chance sales account perhaps because it had been entered on twice you would credit the item. Highlight the item and select credit. You will be asked to enter a reason. You can choose from the default list or manually type your own. Transferring Items between Folios You can switch between folios by clicking on the icons below: You can drag sales onto accounts to move the items between accounts or if you highlight the sale and click you can choose to transfer to the sundry chance accounts, a room, a group, restaurant or management accounts. 27

29 Viewing and Printing the Chance Sales Bill You can view the bill in different formats. The default bill will be itemised using the categories Hotel Terms and Accommodation, Restaurant, Bar, Sundries and Telephone. You can add an additional header for any comments you wish to add. Payments If you add an item to a chance sales account when you save sales make a payment. Enter the payment amount and payment method. you will be prompted to You can reprint the chance sales account if required. 28

30 Configuration This is the section that controls how the system behaves. We do not recommend making any amendments in this section of the program without first speaking to the support team. Access to this part of the program is likely to be restricted to senior staff. 29

31 Customer Bills To view your customer bills go to the Billing Menu and choose Customer Bill. You can search for a bill by room number, name or whether they are departing or staying on. Once you have filtered your list simply highlight the customer and click OK. Within the interactive bill you can edit, credit and transfer items between folios, make payments, view and print the bill. The details in the bottom left of the bill show the customers booking name, the duration of the stay and the package code, this will be useful for dinner allocations. 30

32 Adding Items After arrival your guest should be billed with their inclusive rate for that night with auto post. If your guests would like to charge extras onto their bill you can add additional items. To add an extra sale select enter your item, price and quantity. Editing Items Should you become aware that you have entered a charge incorrectly you can edit the charge. Highlight the item and select edit for the audit reports.. Make the required changes to the sale and enter a reason 31

33 Crediting Items If an item needs to be removed from a customer bill you would credit the item, so for example if a newspaper didn t arrive highlight the item and select credit. You will be asked to enter a reason. You can choose from the default list or manually type your own. Transferring Items between Folios Each customer bill is broken down into the Main bill along with 3 sundry bills, you can switch between folios by clicking on the icons below: You can drag sales onto accounts to move the items between accounts or if you highlight the sale and click you can choose to transfer to the same customer, another room, a group, restaurant or management accounts. 32

34 Transferring Deposits You can transfer a deposit or part of a deposit between folios, rooms, groups, events and management accounts. Select Dep Trans destination., enter the amount and select the deposits Viewing and Printing the Customer Bill You can view the bill in different formats. The default bill will be itemised using the categories Hotel Terms and Accommodation, Restaurant, Bar, Sundries and Telephone. You can also show a group summary or consolidating the bill to show just Accommodation and Food. 33

35 You can add an additional header for any comments you wish to add. Advance and Departure Payments You can make a payment onto a room bill from the day of check in to the day of departure. Select and enter the payment amount. This doesn t have to be the full Balance if you are paying an advance payment. Departure payments however do need to clear the balance due even that payment is to account. Once you have paid the bill you may want to reprint for the customer as above. 34

36 Daily Reports Daily reports show all transactions for the current day. These reports will clear down with the End of Day Procedure. They can be found under the Financial Menu: Daily Summary - Summarises control departments i.e. function control, restaurant control, deposit control Payment Analysis - Shows totals of payment methods Payment Audit Trail - Shows payment transactions sorted by date and time grouped by payment method Work Done Summary - Shows sales generated, grouped by revenue centre Sales Audit Trail - Shows date and timed sales transactions Sales Exceptions - Shows date and timed sales transactions that are either a negative sale or a reduction of an invoice Sales Audit by Department Shows dated and timed sales transactions, grouped by the area of sales for example Room Control or Functions Deposit Transactions - Summarised deposit transactions, grouped by type of operation performed i.e. deposits received, forfeited, returned Room Account Balances - Currently checked in guest balance summaries Booking Audit Trail - Shows date and timed operations of a booking i.e. booked, confirmed, moved 35

37 Daily Schedule The schedule function acts as a time management tool for events and tasks that have been entered by the operator. To access the Maintenance List:- Select Utilities from the Main Menu Select Daily Schedule from the Sub Menu Adding a note Click on the New Note icon on the main toolbar. Enter a Title for the note (This will automatically default to Todays Schedule ) Enter the details of the note Click on the date icon Choose the date required 36

38 Adding an event Events are for allocating times to particular appointments. Click on the New Event icon on the main toolbar. Enter the time for the event Click on the date button and select the date for the event Choose the date required or today for the current day Add the details of your event. If you need to amend any details here, highlight the text; right click the mouse and choose from the options. The schedules event will now appear on the timetable in chronological order. The scheduled event will now appear on the timetable on the left hand side of the main window. Editing an event or note Select the date required Any dates that have events or notes posted on the schedule will appear as a message icon on those dates Highlight the dates required You can either right click the mouse over the item to be edited and select delete from the options or select the item to be edited and press the Edit Item icon. Edit as required, tabbing through the fields. Click OK to save changes Deleting an event or note Select the event or note from the timetable or notepad by either right clicking the mouse over the selected item and selecting Delete from the options or highlighting the item to be deleted, then press delete on the main toolbar. Printing an event or note Highlight the item to be printed Click on the Print Select item to be printed Click OK. icon on the main toolbar. Accessing the current days schedule The are several ways of accessing the current day s schedule, the quickest being by double cliking on the schedule icon on the desktop in Hotel Perfect. This can only be accessed when there are items on the current days schedule to be viewed. 37

39 Database Contacts The heart of the system is the customer records database. Hotel Perfect records both your customers and enquiries. Customer/Enquiry database search The search contacts screen allows you to search for a record using any of the sections highlighted in pale blue. By putting either a full surname or partial surname in the surname field and then selecting search you can search through your entire database for a specific guest record. You can further filter your search by using either first name or an initial or postcode, you can also search by partial postcode by entering the first part of the postcode. Customer Contact Details The customer contact details screen shows each individual customer record and can store their name address and contact details. There are a number of required fields including Surname, Contact Type, User Type & Media Type. It is also possible to store a secondary media type for future bookings this option is found in the Booking Details Screen. This area of the system also allows you to send and record enquiry documents to your customers using the mailing option. This screen will show a summary stay history and allows you to profile your customers by recording their individual interests, make detailed notes about the preferences and requirements and stores additional details such as birth and anniversary dates along with their vehicle registration details. 38

40 The screen has a number of tabs which show the various specific areas of the customer record. Marketing Shows key customer data Notes Notes are configurable and show notes relevant to the customer Mailing History Records details of customer enquiries you can also note when telephone calls have been made or faxes and s have been sent to the customer. Bookings Shows previous stay history in detail for individual guest Card Details Credit Card Details are shown here in line with PCI standards Quotes Any quotes created in Hotel Perfect (see Availability Quote) can be retrieved here Relationships Customer records can be linked family or business relationships to other customers 39

41 EMT Report The E.M.T Report is found by selecting In House E.M.T Report from the top toolbar on the main Hotel Perfect Screen. The purpose of the E.M.T Report is to be able to print a list of early morning tray room services requests that have been requested by your guests. You set E.M.T Request from the Check In tab in either the Booking or Check in Screens. This can be used to set a time for either an early morning tea tray or room service breakfast. You can set a time and provide brief notes. You access the E.M.T Report by Selecting In House E.M.T Report from the top toolbar on the Hotel Perfect main screen. 40

42 The E.M.T report will automatically default to produce the report for the following day You can amend the date of this report by amending the date on the top left of the E.M.T Report screen and selecting apply. The report will display in room order. The report will show the following information: Room Number Guest Name Departure Date Number of occupants in room defined by adults and children Time tray required Notes as set in Booking/Check In Screen 41

43 Financial Control The financial controls in Hotel Perfect are generated on an End of Day basis. At a given point each day you will need to close down the days business. This will generate a number of End of Day reports. In turn these reports can be run as weekly, monthly or custom date range reports totalling the sales for each period. End of Day You should perform End of Day within the same time window each day. We would normally recommend performing your End of Day each morning, after the morning s departures and before the currents days arrivals. Hotel Perfect is a real time system and you should take care if you choose to perform this routine at night or in the early hours of the morning that the date structure of your reporting remains constant. To perform End of Day select Financial then End of Day from the top toolbar on the Hotel Perfect main screen. There is also a shortcut on the shortcut bar under tasks. You should then follow the prompts as they appear on screen. N.B. SHOULD THIS PROCESS RESULT IN AN ERROR YOU WILL NEED TO CALL HOTEL PERFECT SUPPORT. 42

44 The reports which are shown will print if you do not wish a report to be printed at this stage then remove the tick to the left of that report. Highlighting a specific report and selecting Preview will allow you to view that report on screen at this stage BEFORE completing the end of day process. To complete the end of day process select Next 43

45 Only when you have selected Finish and completed the process will the End of Day have been finalised. You MUST complete all stages of this process. You will then see the following message. Compile Summary This option allows you to run your reports by end of day to show totals for weekly or monthly set periods or alternatively for a custom period. 44

46 The Weekly option will generate a report totalling all the end of days since the last weekly report was compiled. The date will automatically be generated showing the next date the system expects to compile the report for. It is possible to set the day for this report in the systems configuration settings. The Monthly option will generate a report totalling all the end of days since the last weekly report was compiled. The date will automatically be generated showing the next date the system expects to compile the report for. It is possible to set the parameters for this report in the systems configuration settings. Custom Summary allows you to set a defineable date range for your reports 45

47 End of Day Archive The End of Day Archive is found under Financial End of Day Archive. The archive feature allows you to view all previous end of days. You can select a specific date and view or print all or individual reports from that date. The archive file shows the date, time the End of Day report files were created and the operator who carried out the procedure. The Business Date refers to the date that the report is for or in the case where end of days have not been run, the next business day since the last EOD file was created. To print historic reports from a previous End of Day then you should highlight the date you require the information from and choose Select Then follow the on screen prompts. 46

48 Group and Multiple Check Out Please contact the Technical team for assistance in this area. 47

49 Group Arrival This function enables you to check large numbers of linked rooms in at the same time, without entering newspapers or car registrations or setting alarms. Group Check In Select Check In from the top of the screen, then Group Arrival. Any groups available for check in will be displayed, you can also use this section of the system to process late group check ins as well. Select the group you want to check in and click Next. All the rooms in the group will display, but if any are not available for check in they will be listed in red and a padlock will be displayed beside them. 48

50 Click Next and pending will appear beside all the chosen names, click Finish to confirm the choices and complete check in. Any rooms that are unable to check in will be left in the list and can be checked in later. You can enter newspapers and alarm calls on individual rooms by using Check In, Amend Details and selecting the room. 49

51 Guest Arrival This part of the system deals with checking in guests. It is possible to order newspapers, early morning teas, set alarm calls, block billing to rooms and forward charges to another room or event. You can also amend a tariff and the number of occupants in this screen. Individual Check-in To check in an individual guest select Check In from the top of the screen, then Guest Arrival. To set alarm calls use the Check In tab. You can set a different alarm call for every day of the stay, or use the Copy Down function to set the same for all days, this shows on the Alarm Report. You can also arrange early morning teas on this screen and these will display on the EMT Report. The car registration is also entered on the Check in tab. Newspapers To pre-order newspapers for guests select the Newspapers tab. Newspapers are split into 3 categories Daily, Saturday and Sunday. To add one to the list highlight it and then click on Select. You can make the paper complimentary by ticking the complimentary box. Papers are charged to the bill automatically as part of the Autopost process. Charge Forwarding and Restaurant Bookings The group / extras tab gives you the option to forward charges to other rooms and events. It also allows you to book tables in the restaurant, these bookings show on the Restaurant Bookings List. 50

52 51 Once all necessary information has been added to the screen you can check the guest in. Simply click on Check In on the top of the screen. The booking will now display a padlock icon in the calendar, but will keep its original colour.

53 Highlight Periods Highlight Periods is a way of marking dates ranges in the calendar with a colour block. This can be used as a visual reminder or warning that something different to the norm is happening at this time, for example, Bank Holiday Monday. The information is displayed when you click on the date at the top of the calendar, any dates are also marked with a star. Creating a new highlight period From the Setup menu select Highlight Period To add a new period select New Period and follow the prompts on the screen shot below. This will colour all bookable room slots in that date range the colour you choose. 52

54 The screen will only display highlights for one month at a time, to change the date range displayed use the arrow keys to move forwards or backwards in time. To edit an existing highlight period select the period and click Edit Period, to delete the period select Delete Period. This will remove the highlight and all notes from the calendar. 53

55 Item Set up Item set up allows the configuration and or amendment of items within Hotel Perfect. The categories that you can add to or amend are: Media Sources Usage Types Note Categories Interests Correspondence Types Charge Bands Resource Sub Types Room Make up Types Cancellation Types Resource Groups Booking Types Sales Items Booking Note Categories Payments Items Resource Features 54

56 Mail Merge Queue The mail merge queue enables you to bank all merged correspondence so that it can be processed at one time. Once you have merged the required documents, highlight as required and choose Mark as Complete. 55

57 Maintenance List The Maintenance List functions as a logger to record, assign and monitor maintenance faults and problems. To access the Maintenance List:- Select Utilities from the Main Menu Select Maintenance List from the Sub Menu You will now have access to various functions from the Icons situated across the top of the window. The icon s description will appear if you allow the mouse to hover over the icon. To add a job Go to the Add Job icon from the menu. (A fault log will now appear) Type in the subject of the job i.e Room Number Type in the description of the job Type in the current status i.e awaiting parts Select priority, this will automatically default to High in the priority box. Type in who reported the job Assign an engineer by choosing the relevant engineer from the drop down menu. The assigned job will now appear on the Maintenance List with an allocated job number against the details entered. 56

58 Viewing assigned jobs according to Priority To view the assigned jobs according to priority level set, press the corresponding button(s) in the right hand corner of the main toolbar. These are set accordingly:- HIGH - LOW - COMPLETED - Red Yellow Green Editing a job/ Completing a Task To edit a job:- Highlight the job from the Maintenance List Press on the Edit Job icon on the main toolbar You can now edit as required Once editing is completed, press OK. Viewing assigned Tasks by engineer To view a particular Engineer s Assigned Tasks:- Select the Engineer icon on the main toolbar Select the engineer to view or All available entries Press OK. Sort List To sort the Maintenance List into different viewing lists:- Go to the Sort List icon on the main toolbar Filter by the Method of sorting Choose the option required Choose from either Ascending or Descending Press OK. The Maintenance List will now appear in the sorted order that was requested. 57

59 Reports There are four main reports that can be run relating to the Maintenance List. 1) Maintenance List (Outstanding only) this reports on the tasks from the Maintenance List which are outstanding only, i.e Low or High Priority 2) Maintenance List - this reports on all of the tasks on the maintenance list 3) Maintenance List (Outstanding only) By Engineer this repors on tasks from the Maintenance List which are outstanding only. i.e High or Low priority according to the assigned Engineer. 4) Maintenance List by Engineer this reports on all tasks on the Maintenance List according to assigned Engineer. To run one or all of these reports:- Go to the Print Reports icon on the main tool bar. Select the report required from those listed above To view the report by press View. 58

60 Manager Users You can allow different individual s access to Hotel Perfect by setting them up as a User. This then provides them with Log On credentials, audits their work throughout the system. You can also allow or deny access to any part of Hotel Perfect for an individual User. Logging In to Hotel Perfect. You Lo In to Hotel Perfect using the Login screen shown below Enter Your User Name and Password where shown. You will be able to see your User Name in the field provided but your password will be obscured ********* To Setup a New User From the Top Toolbar go to: Setup - User Setup Manage Users 59

61 You can create a New User by selecting the appropriate Tab or you can also choose to copy an existing Users Setting by selecting the Duplicate User option. The Duplicate User option will create a copy of the permissions which are already set for which ever user is highlighted from the list when you select Duplicate User. In the example above a copy the User Hotel would be created. You will then need to change the individual details and select Change Password to set an individual password for this new User. To change the password for an existing user you will first need the original password used. This is not the case when using the duplicate feature. Permissions To change the individual permissions access select the Permissions Tab and under each section the tabs at the top of the permissions screen match the headings on the Hotel Perfect toolbar. You can then decide whether this User will be able to access a specific menu option by ticking or unticking the relevant box. A tick in the box means this User has access to that area of the system. If the box is un-ticked then the User will be able to see the feature exists but will not be able to access it. 60

62 Management Bills Management bills are internal accounts for complimentary sales. A manager might use them when giving away a free drink with dinner, the kitchen may use them when cooking with wine or brandy and the bar may use them when wasting pints of lager when cleaning their lines. These items need to be removed from stock but no revenue will be generated. Management bills can be found under the billing menu. You would transfer the sales from your integrated EPoS system using the room payment method and the code assigned to the account. To transfer sales from room bills and restaurant bills you can use the billing transfer option. 61

63 62 The member bills are set so the items have an automatic discount of 100% so the transaction will show as a 0.00 when it reaches the account as below:

64 Multi Post Multi Post is used to post the cost of various items to guest bills, such as drinks from the bar, non inclusive meals or any item the hotel might sell, which are not part of the inclusive tariff. To enter sales onto rooms using the Multi Post facility: Room = Relevant room number Destination Folio = The account that the charges should go to (Main account or Sundry 1-4) Item = Unit Price = Quantity = Comment = Total Price = Delete = Sales item being charged to room Cost of item being charged to the room Quantity of items being charged to the room Any additional information required for the charge Total price of items being charge to the room Allows you to delete sales not required You can look up a room number by clicking the mouse into the Room box, this will provide you with a list of all checked in room numbers which you can charge to. Once you have added the sales as required, press Save Sales. 63

65 Newspaper Report The Newspaper Report is found by selecting In House Newspaper Report from the top toolbar on the main Hotel Perfect Screen. The purpose of the Newspaper List is to provide a daily order and distribution list for your guest s newspaper requirements. By selecting one or more newspapers in the booking screen under Newspapers this requirement will automatically populate the Newspaper Report for the relevant date. The Newspaper list will automatically default to produce the report for the following date You can amend the date of this report by amending the start and end date on the top left of the Newspaper List screen and selecting apply. It is also possible to run this report for multiple dates. If you place a tick in the Order by Surname option then the list will be displayed sorted by surname as opposed to the default setting of room number. 64

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67 Package Management The Package Management option allows you manage your pre-configured tariff packages by restricting what rooms can be used on a certain tariff, setting date and number of night restrictions. You can open the Package Management option by selecting Reservations from the main screen toolbar and then Package Management. Package Restrictions The packages/tariffs which you have setup in your system will be displayed down the left hand side of the screen. You can set a date to work on by putting a start date and end date in the spaces provided. Any restrictions which are set for this period will now be shown on screen. Hovering over a specific restriction with your mouse pointer will basic show details of that restriction. To create a restriction Select the date you wish to restrict for the tariff that you are setting the controls for by highlighting the relative space with your mouse you can select more than one date by holding down the Ctrl key and using the left mouse button. Once you have chosen the dates you want to restrict the select Restrict Selected at the top left corner of the screen. 66

68 You have three options, General, Excluded Types and Arrival Days. General The General tab will allow Open up restrictions, close the tariff off completely for your chosen date period or clear any restrictions which have been set. You can also set a minimum or maximum length of stay using this screen. Excluded Types This tab allows you select specific room types which can then be excluded from use on the dates you have highlighted. For example you could choose to exclude your executive rooms from use on your Room Only tariff for the dates you chosen to highlight. By selecting Edit List on this tab your resource types will show in a separate pop up you can expand the basic resource types by selecting the + marker to the left of a resource type as shown below. Select the room types you wish to exclude for your chosen period here. 67

69 Arrival Days This tab allows you select certain arrival days which can then be excluded from use on the dates you have highlighted. For example you could highlight a date range such as a whole month for a specific and then restrict the ability for guests to arrive on given day perhaps a Saturday or Sunday. You restrict arrival by removing the tick by the side of the day that you wish to restrict arrival on. Toolbar Options You can select a period and choose the following options from the main toolbar. Close Selected Closes off that tariff for the entire period which you have selected Edit Restricted Allows you to change the settings of any restrictions which are set Clear Restrictions Clears all restrictions which have been set. 68

70 Package Setup Package set up allow you to create and amend packages within Hotel Perfect. Within package set up you can create packages on different terms, Bed & Breakfast, Dinner Bed & Breakfast etc. The allocations section is where you set up the costs of the components of the Package, i.e Breakfast at

71 The exclusions section allows you to exclude certain resource types from the tariff The Global child rules allows you to set specific prices for children that will apply to all packages. 70

72 71 Prices can be set for weekends and single occupancy within a package to negate the need to set up individual weekend and single occupancy packages.

73 Printer Setup Please call for advice 72

74 Arrival Forms and Welcome Letters Arrival cards are set up as word documents and can be configured to appear to your specifications. You can choose to have different arrival forms for new guests and return guests. You can also have different welcome letters for both types of guests. New templates can be set up and existing ones amended in Template Setup. Generating Arrival Forms and Welcome Letters To generate arrival forms or welcome letters, click on Reservations, Arrival Forms. The screen will default to the current date but you can move ahead or specify different types of bookings if needed. The right hand column will indicate whether the guest is a repeat visitor or not. Highlight the guest and select the drop down menu you require for either arrival forms or welcome letters. You will see various options depending on which letters are set up. Click on the option you require and the forms will automatically be merged into Word. You can then edit individual forms if required. 73

75 Report Centre Hotel Perfect supports a wide range of reports which can be found in the report centre. These reports include marketing, sales, booking and payment reports. The report centre can be found under the financial menu. Sales Reports Sales audit reports allow you to look at revenue generated over a specified date and time. Marketing Reports Marketing reports are used for analysing customer trends and demographics. These reports cover enquiry reports, conversion reports, booking analysis reports and an actual revenue reports. Marketing reports are generally aimed at providing summarised information based on user type. Booking Reports Booking reports are used for tracking actual bookings made. Within booking reports you can look at Booking Audits and Discount reports. These reports allow you to follow actions that that operators have performed, times when bookings have been made, deposits have been taken and bookings that have been cancelled. Discount reports allow you to monitor reductions in quoted rates. Payment Reports Payment reports look at payment audits and deposit transactions. Within payment audits you can sort payment transactions by date, time and payment method. Deposit transactions allow you to track and monitor deposits taken and transferred within bookings. So in our example: Select the category i.e. Marketing Reports and then highlight from the sub category list the report you wish to view. 74

76 75 You can filter your report in this instance by date range as below.

77 Resource Set up Resource Set up allows the configuration and or amendment of room, restaurant, event and management resources. To add a new resource Go to set up Resource set up New Resource From the drop down menu choose Room, restaurant, event or management as required. Fill in the fields as required. If you are not sure what information you want to enter call Technical Support on To edit a resource Highlight the resource that you would like to edit Make the changes Choose Save Resource 76

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79 Restaurant Booking Module Adding, Editing and Cancelling bookings Restaurant Management within Hotel Perfect can facilitate both bookings and invoicing. This module can be tailored specifically to meet your hotels needs whether you use this facility for your main fine dining restaurant or your bar area for bar snacks, you can also create additional sittings if you need to relay your tables. Adding a Restaurant Booking The Restaurant Booking module can be found under the Reservation Menu and choose Restaurant Bookings. Firstly and as with a calendar booking you need to select the date and location and then select New Booking. You can add a restaurant booking either linked to a customer record for marketing purposes by clicking on Search Contacts or as a quick chance booking for Invoice purposes by entering Guest Details: Title, Forename and Surname and Booking Details: No of Adults, Children, Time, Table requested and confirm the restaurant and sitting. 78

80 If you wish to take a deposit for the booking then enter the deposit amount and card number if applicable, select OK and the Payment Screen will appear, select the payment method, confirm the amount and select OK to complete. Editing a Restaurant Booking A restaurant booking may often need to be edited, the sitting time or additional guests may need to be changed and so to do this you would need to edit the restaurant booking. From the Restaurant Booking Screen, select the customer, Edit Booking, change the relevant details and select OK to save the changes. 79

81 Cancelling a Restaurant Booking If a booking needs to be cancelled simply highlight the restaurant booking entry, right click and choose Cancel Booking. You will be asked to enter a reason whether it be the guests choice or the hotel who are cancelling the booking. This will help with any deposit cancellation rules in the future. 80

82 81 A cancellation slip is produced automatically with the details of the guest, you can print, or just save this document.

83 Restaurant Control Restaurant bookings are made in advance of the restaurant sitting but on the day of the event you need to open an invoice within restaurant control for non resident diners. From the In House menu select Restaurant Control. Within Restaurant Control are the tables you have setup, you can sort these by table name or guest name. When you have opened a table for a guest their surname will appear. As we can see Venner is highlighted on Table 4 below: You can print a table list report which will show any outstanding balances or deposits held against a table if you select. An example is shown below: To add items to all of your restaurant invoices at once you can use. As seen before in other Hotel Perfect billing modules you can add your item description, cost, quantity of items and total cost for many different tables at once, please see the example below for table 4: Or you can open each table individually and add the sales to the invoice, perhaps at time of payment. 82

84 83 Once the bill has been created you can pay the bill to any payment method including, cash, cheque, credit card and account. Then you would need to depart the bill to archive the invoice as below:

85 Room Control This screen shows the current status of the hotel, displaying vacant and occupied rooms, the room number and the guest s name. Shortcut options at the top of the screen take you other areas of the system linked to the guest accounts. You can also choose to just display specific groups of rooms, e.g. specific blocks or self catering only. To search for a specific guest by surname enter the surname into the box at the top of the screen. Icons at the bottom of the screen display the room status. Double clicking on a room displays the bill, right clicking over the room gives more options. 84

86 SMS Feature Please call for advice 85

87 System Setup This part of the system controls the hotel information that appears on guest invoices and account statements. This is usually set up at the time of installation and is unlikely to be changed. 86

88 Telephone Billing In theory there should be no need to interact with this part of the program as it completely automated. Call logging receives data from your telephone switch and sends it to the relevant room bill in Hotel Perfect. Your call logger is denoted by a yellow telephone icon, you will be made aware if your call logging service stops running when your yellow telephone icon is annotated with Call Logger Not Running as below: If you experience this please do not hesitate to contact the Hotel Perfect Customer Support Team. View Logger To view calls made and received from Room extensions and Admin extensions go to the Utilities Menu in Hotel Perfect and select Telephone Logger. The View Logger screen will vary according to model, but will display date, time, call duration, number dialled and from which extension. The extensions numbers are configured within Hotel Perfect and will direct the call charges to the relevant room. 87

89 You may only want to see outgoing calls on your view logger, to change the view select Filter and just tick outgoing. Incoming Lists all Incoming calls CLI Entries Lists all Call Line Identification Lines Room Calls Lists all Room Call Transactions Info Lines List all Non Call Related Lines Alarm Calls Lists all Alarm Calls Unanswered Lists all Incoming Calls not answered (if available) Exchange Lists all Exchange Lines (any not mentioned above) Filter Ext Lists all calls made by one Extension/Room Filter Date Lists all calls made from a certain date Filter Code Lists all calls made to one area code Filter Time Lists all calls made in a time range Highlight Calls Above Highlights calls in Mauve above certain value/units Filter Cost/Units Lists all calls in value/unit range Filter Line No Lists all calls made on a certain line Filter Call Duration Lists all calls that last a certain length 88

90 Template Set up Hotel Perfect allows for many different types of letter to be stored within its program so that a receptionist is not constantly producing letters such as brochure and tariff letters and confirmation letters. By allowing these letters to be stored for printing at a more convenient time, this allows for better use of time. Within Template set up you can add a new template or edit an existing one. 89

91 Event Management This section of Hotel Perfect deals with function invoicing and group billing. The event can be linked to a room in the calendar or just exist as a set of details and an invoice. This section can also be used to create proforma invoices, which can then be converted to bills. Events To view or edit an existing event select Event Management from the main screen, or Reservations, Event from the drop down menu. You can sort the display screen into any order by double clicking on the top of each column. You can sort by specific type or date ranges by selecting the criteria and clicking apply. Creating a New Event Click on New Event, either enter your contact name and search if it is a return guest or add new contact details. Enter the type of event and name, number of people attending and Save. 90

92 Clicking Save activates other tabs and sections in the function. You can deposit details on the first page, notes on the second page and also link a document, e.g. a function template or confirmation letter, to the event. If required you can set up a proforma invoice and convert this to a bill on the day. You can then edit the bill if you need to amend the invoice. See Customer Billing section for further help on billing. 91

93 When the function bill is correct and paid or sent to ledger you can then mark as Complete and Close the event. Closed events can be viewed in the list if necessary by selecting the Show Completed filter option and applying. Paid invoices can be resurrected by using the Archived Invoice function. Group Bookings In the calendar, highlight the master room and select Book Event/Group Enter your customer s details and then go to the next page. Enter the number of people, a description of the event, the event type and then Save. This activates the reservations tabs. 92

94 Click on Add Bookings and follow the prompts to display the rooms available that match your requirements. At the bottom of the displayed rooms enter the tariff and confirmation status of the bookings. Click on Add to move the selected bookings across to the right of the screen. You can then change the filters to look for other types and occupancy levels if you require so and then add more rooms. When the all required rooms are in the selected rooms list click OK. The next screen is the group reservation screen. This is where you set up charge forwarding, occupant names and special requirements. 93

95 Vehicle Registration List If you record a Guests Vehicle Registration details at check in you can run a report which shows details of all guests checked in and their vehicle registration numbers. This can be used to monitor vehicles parked in your car park. Enter Vehicle Details You can enter a vehicle registration number under the Check In tab on the bookings or check in screen. This is a free type field so it can cope with cherished or foreign registration numbers alternatively you could also enter a make and colour if your guest cannot remember the registration details. Vehicle Registration Report You can view the report by Selecting In House Vehicle Registration List from the top tool bar on the Hotel Perfect main screen. The report will show all guests currently checked in regardless of whether there is a vehicle registration entered onto their guest record or booking. From this report you can also view the guests booking details or the guest bill. The report can be viewed on screen or printed for your records. 94

96 95 In addition you can search for a specific guest name or registration by entering all or part of a name or registration number the report will change dynamically to show the filtered information.