Hotel Management Suite

HOTEL MANAGEMENT SYSTEM –FOLIO PLUS

FOLIO PLUS MANUAL

Folio Plus Professional EditionVersion 3.0.0

Table of Contents

Table of Contents...................................................................................................................................1Overview of Hotel Management Suite...................................................................................................4Getting Started......................................................................................................................................5 Log-in.......................................................................................................................................6

Main Screen...........................................................................................................................................6 Title bar.....................................................................................................................................6 Menu bar...................................................................................................................................7 Navigation Toolbar....................................................................................................................7 System Audit/Time....................................................................................................................7 Hotel Logo.................................................................................................................................7 Todays Room Status..................................................................................................................7 Todays Room Status Summary..................................................................................................8 Occupancy Rate.........................................................................................................................8 Status Bar..................................................................................................................................8 Working Area............................................................................................................................8

Single Reservation.................................................................................................................................8 To add Room Schedule...............................................................................................................9 To Set a Billing Instruction.......................................................................................................10 To Set a Recurring Charge.......................................................................................................11 To add Promo discounts..........................................................................................................11 To add Guest Privelege............................................................................................................11 To add Inclusion.....................................................................................................................11 To add Guest Information.......................................................................................................11 To add Joiners.........................................................................................................................12Canceling the Reservation...................................................................................................................12

Setting no Show Reservation...............................................................................................................12

Checking in the Reserved Guest..........................................................................................................13

Check In Through Walk In....................................................................................................................13 To set Billing Instruction..........................................................................................................13 To set Recurring Charge..........................................................................................................14 To add Promo Discounts.........................................................................................................14 To add Guest Privelege............................................................................................................14 To add Inclusions.....................................................................................................................15 To add Guest Information.......................................................................................................15 To add Joiners.........................................................................................................................15

Guest List.............................................................................................................................................15 To Search Guest......................................................................................................................16

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To Check In Guest reservation.................................................................................................16 To Cancel a Reservation..........................................................................................................16 To Set no Show on Guests Reservation...................................................................................17 To Make Reservation...............................................................................................................17 To Set Confirm on Guests Reservation....................................................................................17 To Print Registration Card.......................................................................................................17 To Create letter for high Balance Guest..................................................................................17

Block Rooms........................................................................................................................................17 To Block Rooms Using Room Calendar....................................................................................17 To Block Rooms Using Quick Blocking.....................................................................................18

Transfer Guest Room...........................................................................................................................18

Add Multiple Schedule.........................................................................................................................19Folio Ledger.........................................................................................................................................20 To Insert a Transaction............................................................................................................21 To Avoid a Transaction............................................................................................................21 To Recall a Transaction............................................................................................................21

Check out Folio....................................................................................................................................21

Route Transaction................................................................................................................................22

Transfer Credit/Debit...........................................................................................................................23

City Transfer........................................................................................................................................23 To Transact a City Transfer......................................................................................................24 To View all City Transfers........................................................................................................24

City Ledger...........................................................................................................................................24 To Transact a City Ledger........................................................................................................25

Direct Transaction Posting...................................................................................................................25

Direct Charge and Payment.................................................................................................................25

Commission.........................................................................................................................................26

Disbursment........................................................................................................................................27

Voiding Direct Transactions.................................................................................................................28

Closing the Shift/Cash Drawer.............................................................................................................28

Day-End Closing...................................................................................................................................29

Available Rooms Today........................................................................................................................29

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Folio Ledger History.............................................................................................................................30

Transaction Register............................................................................................................................31

In House Guest Forecast......................................................................................................................32

Room Occupancy Trend.......................................................................................................................32

Change Password.................................................................................................................................33

Lock Screen..........................................................................................................................................33

Log-off..................................................................................................................................................34

Resto PlusIntroduction.........................................................................................................................................36

Using the Resto Plus............................................................................................................................36 Log-in Window........................................................................................................................36 Maintenance Window.............................................................................................................37 Opening/Closing Cash Drawers...............................................................................................37 Transaction Window...............................................................................................................39 Ordered Items Section.....................................................................................................40 Payments Section.............................................................................................................40 Categorize Item Section...................................................................................................40 Customer/Guest Information Section..............................................................................41

Creating New Order.............................................................................................................................41

Inserting Payments..............................................................................................................................42 To Insert Payments..................................................................................................................42 To Pay with Cash.....................................................................................................................42 To Pay with Credit Card...........................................................................................................42 On Account to Guest Folio ......................................................................................................43

Other Functions...................................................................................................................................43

Discounts.............................................................................................................................................43

Additional Charges...............................................................................................................................43

Item Lookup.........................................................................................................................................43

Add Notes............................................................................................................................................44

Configuring the Resto Plus ..................................................................................................................45 Main Groups............................................................................................................................45

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Groups..............................................................................................................................45 Items.................................................................................................................................46 Employees.........................................................................................................................46 Roles.................................................................................................................................47 Users ................................................................................................................................48

Order Taker and Routing Sub-Module.................................................................................................49 Taking/Serving Orders.............................................................................................................49 Alerts and Items Configuration................................................................................................50

Trouble Shooting.................................................................................................................................51 Unable to Log-on.....................................................................................................................51

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OVERVIEW OF HOTEL MANAGEMENT SUITE

Folio plus, Resto plus and In house plus are powerful but easy to use hotel management system. Folio plus automates hotel management operations such as room reservations, room assignment, guest check-in and check-out, and other front desk activities. It improves the accuracy and flexibility of charge posting as well as balancing guests' accounts. It enhances the front desk personnel's productivity with its familiar windows look and feel users interface and graphical data manipulation approach. In part of Folio plus is Event Management which is an add-on feature to Folio plus, Hotel Management software. This module also allows easy configuration and pre-setting of the functions and details. It shows the function room status per hour to monitor and maximize its usage. With all this transaction, In-House module keep track on the room status it records the efficiency and productivity of housekeepers, and provides comprehensive printable reports on each housekeeper's performance as well as summary of the performances’ of all the housekeepers. Resto plus is a separate module that takes customers order directly. Menu is configured into the system, and items are categorized under the restaurant’s specified designation. In doing transaction most would encounter errors; with this it has a provision which it can make canceling and voiding order. It depends on the user configuration set on the system.

Hotel Management Suite: Technology

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INTRODUCTION

What is Folio Plus Hotel Management System?

Folio Plus is software designed to make hotel service more efficient while making the tasks

of the hotel staff easier, enabling them to be more productive. The system provides the hotel with

the capability to retain information of all its patrons through its Intellisense. Additionally, it protects

the system data and functions with its tight security measures. Thus, with Folio Plus, your clientele

feels valued and personnel performance significantly improves as it takes hotel management to the

next level.

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GETTING STARTED

1. LOG-IN Screen

TO LOG IN:1. Enter your user name and password.Click on Ok button below to proceed. This will show the

Main Screen.2. Click on Cancel button to closethe application. The user name and password fields are case sensitive.

1. Title Bar – displays the title of the application, hotel name andfolio Plus Version.

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admin

adminn

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3. Navigation Tool Bar – holds all short-cut buttons for fasternavigation. Shows button name on mouse-over.

4. System Audit Date/Time – displays audit date of the systemirregardless of the actual date.

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2. Menu Bar – holds all available system menus. (e.g. HotelInformation, Rooms).

5. Hotel Logo – displays the hotel logo. This logo is also seen on every hotel reports.

6. Today’s Room Status – displays each room status (e.g. Occupied-Clean).

FOLIO PLUS MANUAL

9. Status Bar – displays the Database Server address, TerminalName, Current logged user, Time logged and audit date of thesystem.

10. Working Area – the Folio Plus working area. Displays equivalentscreen on each command/menu accessed.

Single Reservation

This section includes showing the making single reservation, checking in reserved guest, and canceling or setting no-show reservation.

Making a single reservationBefore making any reservations, check first the room availability on the guest’s desired date to stay using the Folio Plus Room Calendar.

1. From the Menu Bar, click Transactions then select Front desk and click the Room Calendar, or you may press F10 on the keyboard directly.

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7. Today’s Room Status Summary – display summary of Current Day Room Status.

8. Occupancy Rate – display Current and Previous Day Occupancy

Rate.

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Figure III-3.1: Room Calendar

2. Once done checking the availability, proceed to the next step.

3. From the Menu Bar, click Transactions then select Front desk and click the Single Reservation, or you may press F6 on the keyboard directly.

4. Input necessary details of the guest’s stay in the Reservation Screen shown in Figure III-3.2. Note, For returning guest, just type few characters in the Last Name text box then double click match guest in the list of display guests whose last name start with those similar characters. The guest information gets copied into the window.

Figure III-3.2: Guest Folio Information

5. To add Room Schedule:

a. To Add Room Schedule Manually, type the Room No then hit Enter key on the keyboard. Room Rate Information gets copied into the schedule grid.

b. To Add Room Schedule using Calendar Wizard, click on Calendar Wizard radio button then click on the Launch button. Select Room Type and Room Number the guest wished to occupy by highlighting the cells in the editing area. Once done,

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click the Reserve button then click on Done button. Room number and booking date gets copied into the schedule grid.

c. To Add Room Schedule using Auto-Rooming, click on Auto-Rooming radio button then select Room Type, Arrival and Departure date. Once done, click on the Go button.

d. If you wished to modify the departure date, just select the check out date from the From & To.

e. If you wished to modify the Rate Type, just click and select from the Rate Type drop down list.

6. To set a billing instruction:

a. Select Billing Instruction tab. List of Transaction Codes getsdisplayed on the left side of the screen.

b. Select transaction code from the list of Transaction Codes. Onthe right side of the screen shows the sub-folios with theircorresponding basis of charges.

c. Select the basis of transferring the amount – Percentage orAmount.

d. Input the value to be transferred for each of the sub-folio. Ifpercentage is selected, total percentage of all sub-folios must be100.

e. Once done, click on the Add button. The transaction code will behighlighted with pink color indicating that there is an instructionfor that transaction.

f. To add more instruction, follow steps a-e.

g. To remove billing instruction, just select a transaction code inthe list (highlighted with pink color) then click Remove button.Click Yes when prompted if you are sure you want to removethe billing information.

h. To edit billing instruction, just select a transaction code in the list(highlighted with pink color) then make modifications on theright side of the screen.

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7. To set a recurring charge:

a. Select Recurring Charges tab then click on the Add button.Transaction Codes List window gets displayed.

b. Select transaction code in the list then click on the Selectbutton, and click on the Close button. Selected transaction getscopied into the Recurring Charges screen.

c. Input the Amount charge of the transaction.

d. If you want to change the dates, just click on the cell and selectyour desired date.

8. To add promo discounts:

a. Select the Hotel Promos tab. Active Hotel Promos will appear atthe right side of the screen. If already applied, discount detailswill show at the right side.

b. Select a promo from the list of active hotel promos, and thenclick on the greater than symbol (>) to add its discount details.

c. To remove a promo, select the discount details on the right theclick on the less than symbol (<).

9. To add guest privilege:a. Select the Privilege tab, and click on the Add button.

b. Select transaction in the list, and click on the Select button. Once done,close the window.

c. Input % OFF value if the Basis selected is P or Amount OFF value ofthe Basis selected is A.

d. To remove transaction, just select transaction in the Folio Privileges listthen click on the Remove button.

10. To add Inclusions:

a. Select Inclusions tab, and type in the item in the white boxlocated at the lower left side of the screen then click the lessthan symbol (<).

b. To remove, select item in the Folio Inclusions list then click thegreater than symbol (>).

11. To add guest information:c. Select the Guest Information tab, and input necessary detailsof the guest. Note, If you supply Credit Card Information, thiswill be automatically shown in the Credit Card Information ofa guest’s folio once the guest pays via Credit Card.

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12. To add joiners:a. Select the Joiners tab, and click on the Add button.

b. Select guest in the list located in the left side of the window. Ifnot found, Click on the New button and input its information(Last name, First name, Gender, Citizenship) in the appropriateboxes on the right. Once done, click on Save button.

c. Click Yes when prompted to add another guest. Otherwise, clickNo.

d. Added guest gets copied into the list of joiners. Note, number ofadult pax will change to the total number of guests including themaster guest account.

e. To remove joiner, select joiner from the list then click on theRemove button.

13. Once you’re done, click on the Save button.

If the reserved room is occupied, its room status color represents the occupied status, and you must check out the occupied guest to check in the reserved.

If the folio status is tentative, click Confirm button toConfirmed, and check in the guest.Checking in the reserved guest

There are two approaches of checking in the reserved guest. Either you can check in the reserved guest by clicking the room from theRoom Status window or from the Guest List screen. Remember, you can easily distinguish the reserved room from other rooms through room status color which is color blue.

Canceling the reservationThere are two approaches of canceling the reservation. Either you cancancel the reservation by clicking the room from the Room Statuswindow or from the Guest List screen.1. To cancel from the Room Status window, double click on thereserved room. The single Reservation screen gets displayed, andclick on the Cancel Reservation button. Type in the reason forcanceling in the Reason window then click OK, and Click Yes whenprompted if you are sure you want to cancel the reservation.2. To cancel from the Guest List, see Guest List.

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Setting No Show reservationThere are two approaches of setting No Show on guest’s reservation.Either you can set No Show on reservation by clicking the room from the Room Status window or from the Guest List screen.1. To set No Show from the Room Status window, double click on thereserved room. The single Reservation screen gets displayed, andclick on the No Show button. Click Yes when prompted if you are sureyou want to set the reservation to No Show then click OK.2. To set No Show from the Guest List, see Guest List.

Checking in the reserved guestThere are two approaches of checking in the reserved guest. Eitheryou can check in the reserved guest by clicking the room from theRoom Status window or from the Guest List screen. Remember, youcan easily distinguish the reserved room from other rooms throughroom status color which is color blue.

1. To check in from the Room Status window, double click on thereserved room. The single Reservation screen gets displayed, andclick on the Check In button. Click Yes to proceed.

Check-In through Walk-InFollow the steps below in checking-in a walk-in guest.1. Select an available room in the Room Status window, and double-clickthe selected room.

Figure III-1: Reservation Screen

2. Input necessary details of the guest’s stay. Room Informationautomatically gets copied into the schedule grid.

3. To change the departure date, just click on the To column thenclick the drop down icon , a calendar window will appear, then

select your desired date.

4. To change the rate type, just click on the Rate Type column, List

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of Rate Types will appear then select your desired rate type.

5. If you want to set breakfast on guest, just click on Breakfastcolumn then selects Y.

6. To set billing instruction:a. Select Billing Instruction tab. List of Transaction Codes getsdisplayed on the left side of the screen.

b. Select transaction code from the list of Transaction Codes. Onthe right side of the screen shows the sub-folios with theircorresponding basis of charges.

c. Select the basis of transferring the amount – Percentage orAmount.

d. Input the value to be transferred for each of the sub-folio. Ifpercentage is selected, total percentage of all sub-folios must be100.

e. Once done, click on the Add button. The transaction code will behighlighted with pink color indicating that there is an instructionfor that transaction.

f. To add more instruction, follow steps a-e.

g. To remove billing instruction, just select a transaction code inthe list (highlighted with pink color) then click Remove button.Click Yes when prompted if you are sure you want to removethe billing information.

h. To edit billing instruction, just select a transaction code in the list(highlighted with pink color) then make modifications on theright side of the screen.

7. To set recurring charge:a. Select Recurring Charges tab then click on the Add button.Transaction Codes List window gets displayed.

b. Select transaction code in the list then click on the Selectbutton, and click on the Close button. Selected transaction getscopied into the Recurring Charges screen.

c. Input the Amount charge of the transaction.

d. If you want to change the dates, just click on the cell and selectyour desired date.

8. To add promo discounts:a. Select the Hotel Promos tab. Active Hotel Promos will appear atthe right side of the screen. If already applied, discount detailswill show at the right side.

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b. Select a promo from the list of active hotel promos, and thenclick on the greater than symbol (>) to add its discount details.

c. To remove a promo, select the discount details on the right theclick on the less than symbol (<).

9. To add guest privilege:a. Select the Privilege tab, and click on the Add button.

b. Select transaction in the list, and click on the Select button. Once done,close the window.

c. Input % OFF value if the Basis selected is P or Amount OFF value ofthe Basis selected is A.

d. To remove transaction, just select transaction in the Folio Privileges listthen click on the Remove button.

10. To add Inclusions:a. Select Inclusions tab, and type in the item in the white boxlocated at the lower left side of the screen then click the lessthan symbol (<).Page 47 of 94

b. To remove, select item in the Folio Inclusions list then click thegreater than symbol (>).

11. To add guest information:a. Select the Guest Information tab, and input necessary detailsof the guest. If you supply Credit Card Information, this willbe automatically shown in the Credit Card Information of aguest’s folio once the guest pays via Credit Card.

12. To add joiners:a. Select the Joiners tab, and click on the Add button.

b. Select guest in the list located in the left side of the window. Ifnot found, Click on the New button and input its information(Last name, First name, Gender, Citizenship) in the appropriateboxes on the right. Once done, click on Save button.

c. Click Yes when prompted to add another guest. Otherwise, clickNo.

d. Added guest gets copied into the list of joiners. Note, number ofadult pax will change to the total number of guests including themaster guest account.

e. To remove joiner, select joiner from the list then click on theRemove button.

13. Once you’re done, click on the Save button.

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Guest ListIt displays all the guests that are checked-in or reserved.

1. From the Menu Bar, click Transactions then select Front desk and clickGuest List, or you may press F4 on the keyboard directly.

Figure III-2: Guest List Screen

2. To search guest:a. Select Status in the Guest List window shown in Figure III-2.

b. Type in the guest’s name to be searched in the Search box then hitEnter key on the keyboard.

c. If found, a row will be highlighted with color blue that matches theguest you have searched. Note, the system will prompts you tocontinue searching in another Status if the guest not found in thestatus you specified.

d. To check-in guest’s reservation, follow step #3.

e. To cancel guest’s reservation, follow step #4.

f. To set no-show on guest’s reservation, follow step #5.

3. To check-in guest’s reservation:a. Click on the guest whose reservation you would like to check-in fromthe list.b. Double click selected reservation to open the Reservation window,next click on the Check In button, then click Yes to proceed.

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c. Or, click directly the Check In button in the Guest List screen, thenclick on Yes when prompted if you are sure to Check In the guest,and click OK. The system will automatically show the guest underChecked In Status.

4. To cancel a reservation:a. Click on the guest whose reservation you would like to cancel from thelist.

b. Double click selected reservation to open the Reservation window,and click on the Cancel Reservation button.

c. Or, click directly the Cancel Reservation button in the Guest Listscreen.

d. Type in the reason for canceling in the Reason window, then clicksOK. Click Yes when prompted if you are sure you want to cancel thereservation.

5. To set no-show on guest’s reservation:a. Click on the guest whose reservation you would like to set no-showfrom the list.

b. Double click selected reservation to open the Reservation window,and click on the No Show button.

c. Or, click directly the No Show button in the Guest List screen.

d. Click Yes when prompted if you are sure you want to set thereservation to No Show then clicks OK.

6. To make reservation:a. Click on the New Reservation button in the Guest List.

b. Enter necessary details of the guest’s reservation.Page 50 of 94

c. Once you’re done, click on Save button to save the new reservation.Note, the reservation status is tentative and must set to confirm beforechecking in the guest. To confirm, follow step #7.

7. To set confirm on guest’s reservation:a. Select Tentative Status in the Guest List.

b. Click on the guest whose reservation you would like to confirm.

c. Double click selected reservation to open the Reservation window,and click on the Confirm button.d. Or, click directly the Confirm button in the Guest List screen.e. Click Yes when prompted if you are sure you want to set thereservation to Confirmed.

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8. To print Registration Card:a. Select guest in the Guest List, then click on the Print RegistrationCard button.

9. To create letter for high balance guest:a. Select high balance guest in the Guest List, then click on the Create Letter button.

Block Rooms

1. To block rooms using Room Calendar:a. From the Menu Bar, click Transactions then selectFront desk and click the Room Calendar, or you may pressF10 on the keyboard directly.

b. Select rooms in the Room Calendar window.

c. Select start date by clicking on the cell, then hold and dragthe mouse prior to your desired end date of blocking.

d. Once done, click on the Block button then type in the reasonfor blocking in the Add Reason window, and click OK button.

e. To block more rooms, repeat steps a-c.

2. To block rooms using Quick Blocking:a. From the Menu Bar, click Transactions then selectFront desk and click the Quick Blocking, or you may press F9on the keyboard directly.

b. Select start and end date of blocking from the From & Tothen click Show Vacant button.

c. Select Room Type to be blocked then input the number ofrooms in the For Blocking column, and type in the reasonfor blocking.

d. Once done, click on the Block button.

e. To block more rooms, repeat steps a-d.

Transfer Guest Room1. In the guest Reservation screen, select Booking Informationtab.2. Click on the Room No. then input the guest new room number,and hit Enter key on the keyboard.3. Once done, click on Save button.

Add Multiple Schedule1. In the guest Reservation screen, select Booking Informationtab.2. Right click on the schedule grid then select Add Schedule option.3. Input room schedule details.4. Once done, click on Save button.

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5. To add more schedules, repeat steps 1-4.6. To remove schedule, right click selected schedule then selectDelete Schedule option. Click on Yes to proceed.

Opening the Shift/Cash DrawerOpening the shift or drawer allows the user to perform cashieringtransactions. The methods in opening the shift/cash drawer arediscussed below.1. From the Menu Bar, select Transactions then select Cashieringthen Open Shift/Cash Drawer.

Figure III-8.1: Cash Terminal Selection Window

2. Select the cash drawer terminal you want to open then click on theSelect button in the Cash Terminal Selection window shown inFigure III-8.1. This will cause the Open Shift window to appear.

Figure III-8.2. Open Shift window

3. Input the opening adjustment amount the Open Shift windowshown in Figure III-8.2.

4. Select the Ok button when done. The cash terminal is now open fortransactions.

Folio LedgerThe Folio Ledger contains all the transactions of a certain folio. Themethods in opening inserting, voiding and recalling transactions in the

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folio ledger is discussed below.

1. From the Menu Bar, select Transactions then select Cashieringthen Folio Ledgers.

Figure III-9.1. Folio Ledgers List Window

2. From the Folio Ledgers List window shown in Figure III-9.1, selectthe folio you want to access by selecting it and clicking on ViewLedger button or by clicking the entry twice.

Figure III-9.2. Guest Folio Window

3. To insert a transaction:a. Click the Insert Transaction button in the Guest Foliowindow shown in Figure III-9.2.

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Figure III-9.3. Add Folio Transaction Window

b. A transaction can be inserted manually or automatically in theAdd Folio Transaction window shown in Figure III-9.3.

i. To insert a transaction manually, click on the (browse)button beside the transaction code field. Then click theappropriate transaction twice.

ii. To insert a transaction automatically, input the transactioncode number on the transaction code field and hit thekeyboard Enter key.

c. Input the currency, currency amount, etc. in the appropriatefields. For charge transactions, input the payment details inthe designated fields if the guest pays at once.

d. Click on Insert button when done.

e. To insert more transactions, repeat steps a-d.

4. To void a transaction:a. Select the transaction you want to void from the Guest Foliowindow shown in Figure III-9.2.

b. Click on the Void button and select “Yes” when prompted ifyou are sure to void the transaction.

5. To recall a transaction:a. Click on the Recall button to retrieve a list of the voidedtransactions.

b. Select the transaction that you want to recall by checking itscorresponding check box.

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c. Click on Ok button when done.

d. To recall more voided entries, repeat steps a-c.

Check Out FolioThe Check Out Folio function allows the front desk to check out acertain folio. Checking out a folio may include routing transactions,transfer of debit and/or credit and City Transfer.Check OutThe methods in checking out a folio are discussed below.1. From the Room Status window, right click on the room you wantto check out then select Check Out.

Figure III-11.1. Check Out Window

2. To check out a folio:c. Settle the folio’s balance so that it can be checked out.

d. Once the folio’s balance is equal to zero, click on the CheckOut button in the Check Out window shown in Figure III-11.1and select “Yes” if prompted to check out the folio. Theguest’s folio will be printed and the status of the room will beupdated to “Vacant Dirty.”

Route TransactionTransaction routing is useful when transactions are posted to theinappropriate folio. This is to remove the transaction from the wrongfolio and to post it to the correct one. The methods in routingtransactions are discussed below.1. From the Menu Bar, select Transactions then select Cashieringthen Route Transaction.

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Figure III-11.2. Route Transaction Window

2. To route a transaction:

e. In the Origin Folio:

i. Input the room number manually or by browsing the activefolios through clicking on the (browse) button.

ii. Select the Sub-Folio from where the transaction/s to berouted is/are posted.iii. Select the transaction/s to be routed by checking thecorresponding box/es.

iv. Click on the arrow pointing to the right to transfer thetransaction/s; the arrow pointing to the left will transferthe selected transaction/s back to the Origin folio.

f. In the Destination Folio:

i. Input the room number manually or by browsing the activefolios through clicking on the (browse) button.

ii. Select the Sub-Folio where the transaction/s are to berouted.

g. Click on Save button to save the changes.

Transfer Credit/DebitTransfer of balance is useful when a guest wants his/her balance toreflect to another guest’s folio. The methods in transferring debitand/or credit are discussed below.

1. Click on the Transfer Debit/Credit button in the Check Outwindow shown in Figure III-11.1.

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2. In the Origin Folio:a. Input the amount to be transferred.b. Select the destination sub-folio.

3. In the Destination Folio:

a. Click on the (browse) button to view the active folios.b. Select the folio you want to transfer the debit and/or credit tothen click on Ok button.

4. Click on Save button and select “Yes” when prompted if you wantto continue the process.

City TransferCity transfer is a mode of payment where a guest’s charge/s is/areposted to his/her company. The methods in transacting a city transferare discussed below.1. Click on the Insert Payment button in the Check Out windowshown in Figure III-11.1.

2. To transact a city transfer:

a. Click on the (browse) button beside the transaction codefield. Then click the City Transfer entry twice. Notice that thetotal charge amount appears in the amount fields.b. Click on Insert button.

3. To view all city transfers:a. From Menu Bar, select Inquiry then select City Transfer.

Figure III-11.3. City Transfer Window

b. Select the Start and End dates in the corresponding dropdown calendars in the City Transfer window shown in FigureIII-11.3.

c. Click on Show button to display the list of city transfersduring the period specified.

City Ledger

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City Ledger is the list of all city transfers including the charges and thepayments made. The methods in transacting a city ledger payment arediscussed below.

1. From the Menu Bar, select Inquiry then select City Ledger.

Figure III-11.4. City Ledger Window

2. To transact a city transfer:a. Select the account to be paid for.

b. Click on Insert Payment button in the City Ledger windowshown in Figure III-11.4.

c. Input the payment details in the appropriate fields.

d. Click on Save button.

e. To pay for more accounts, repeat steps a-d.

Direct Transaction PostingDirect Transaction Posting allows the front desk to post charges orpayments even without a folio. Transactions that can be posteddirectly include charges to and payments by walk-in guests,commissions and disbursements.

Direct Charge and PaymentThe methods in posting non-folio charges and payments are discussedbelow.1. From the Menu Bar, select Transactions then select Cashieringthen Direct Transaction Posting.

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Figure III-13.1. Direct Transaction Posting Window2. To post a direct charge and payment:

a. Select the Charges tab in the Direct Transaction Postingwindow shown in Figure III-13.1.

b. Click on the Insert Transaction button.

Figure III-13.2. Direct Transaction Post Window

c. Click on the (browse) button beside the transaction codefield in the Direct Transaction Post window shown in FigureIII-13.2.

d. Click on the appropriate transaction twice. Notice that thePayment area is populated with fields once a transaction isselected.

e. Input the necessary details in the appropriate fields both inthe Transaction and Payment areas.

f. Click on Insert button. Notice that the transaction is postedboth on the Charges and Payments tabs in the DirectTransaction Posting Window shown in Figure III-13.1.

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g. To post more direct charges/payments, repeat steps a-f.

CommissionThe methods in posting commissions are discussed below.1. To post a commission:

a. Select the Commission tab in the Direct Transaction Postingwindow shown in Figure III-13.1.

b. Click on the Insert Transaction button.

c. Click on the (browse) button beside the transaction codefield in the Direct Transaction Post window shown in FigureIII-13.2.

d. Click on the “PAID OUT/DRIVER COMMISSION” entrytwice.

e. Select “Commission” as the sub account in the Transactionarea.

f. Input the necessary details in the fields both in theTransaction and Driver Information areas.

i. To select a driver, click on the (browse) button besidethe Driver ID field located at the upper right side of thescreen.

Figure III-13.3. Select Driver Window

ii. Click on the driver’s name twice or click on it once andclick on the Ok button in the Select Driver window shownin Figure III-13.3.

g. Click on Insert button.

h. To post more commissions, repeat steps a-g.

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DisbursementThe methods in posting disbursements are discussed below.1. To post a disbursement:

a. Select the Disbursement tab in the Direct TransactionPosting window shown in Figure III-13.1.

b. Click on the Insert Transaction button.

c. Click on the (browse) button beside the transaction codefield in the Direct Transaction Post window shown in FigureIII-13.2.

d. Click on the “PAID OUT/DRIVER COMMISSION” entrytwice.

e. Select “Disbursement” as the sub account in the Transactionarea.

f. Input the necessary details in the fields in the Transactionarea.

g. Click on Insert button.

h. To post more commissions, repeat steps a-g.

Voiding Direct TransactionsThe methods in voiding direct transactions are discussed below.1. To void a transaction:a. Select the transaction in the Direct Transaction Postingwindow shown in Figure III-13.1.b. Click on Void button.

Closing the Shift/Cash DrawerClosing the shift or cash drawer disables cashiering functions. Themethods in closing the shift/cash drawer are discussed below.1. From the Menu Bar, select Transactions then select Cashieringthen Close Shift/Cash Drawer.

Figure III-14.1: Cash Terminal Selection Window

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2. Select the cash drawer terminal you want to close then click on theClose button in the Cash Terminal Selection window shown inFigure III-14.1. This will cause the Close Shift window to appear.

Figure III-14.2. Close Shift window

3. Input the necessary information and remarks needed to the cashdrawer in the Close Shift window shown in Figure III-14.2.4. Select the Ok button when done. The cash terminal is now close fortransactions.

Day-End ClosingClosing the shift or cash drawer disables cashiering functions. Themethods in closing the shift/cash drawer are discussed below.1. From the Menu Bar, select Transactions then select Night Auditthen Day-End Closing.

Figure III-15.1. Day-End Closing Window

2. To process the night audit:a. There should be no expected arrivals and departures to be

able to process the night audit. Else, expected arrivals and

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departures should be settled.

b. If there are no expected arrivals and departures, click on Okbutton.

c. The system automatically posts room charges to occupiedrooms including other necessary charges. The system dateincrements by one and reports are generated.

Available Rooms TodayThe Available Rooms Today is a feature that shows unblocked andunoccupied rooms including information like status, type, and durationof availability.To access this feature, select the shortcut icon for Available RoomsToday from the Shortcuts Toolbar.

Figure IV-1. Available Rooms Today Window

To change the duration of availability of the rooms, increment ordecrement the No. of Days field located at the upper left corner of theAvailable Rooms Today window shown in Figure IV-1.

You can also opt to display the window every system start up byclicking on the Show at startup box located at the upper left cornerof the screen.

Folio Ledger HistoryFolio Ledger History allows you to search for and view the past folioledgers of an individual guest or a company.To access this feature, navigate the Menu Bar then select Inquirythen Folio Ledger History.

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Figure IV-2. Folio Ledger History Window

There are three ways to search for a folio: individual search, companysearch, and folio ID search.

Individual1. Select the Individual tab in the Folio Ledger History windowshown in Figure IV-2.2. Input the complete or a part of the guest name to be searched.3. From the suggested match list, click on the guest’s name twice.4. View the folio history of the guest by clicking on the name twiceor by selecting it then clicking on the View Details button.

Company1. Select the Company tab in the Folio Ledger History windowshown in Figure IV-b.2. Input the complete or a part of the company name to besearched.3. From the suggested match list, click on the company nametwice. A list of the guest/s registered under the company isshown.4. Select the guest by clicking on the name twice or selecting itthen clicking on the View Details window. A list of the folio/sregistered under the guest, including some details, is shown.5. View the individual folio history of the guest by clicking on theentry twice or by selecting it then clicking on the View Detailsbutton.

Folio ID1. Select the Folio ID tab in the Folio Ledger History windowshown in Figure IV-b.2. Input the complete folio ID to be searched. A list of entry/iesthat match/es the folio ID inputted is displayed.3. View the folio history by clicking on the entry twice or byselecting it then clicking on the View Details button.

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Transaction RegisterTransaction Register allows you to view all the transactions madewithin a specified period by all system users or by the systemadministrator.To access this feature, navigate the Menu Bar then select Inquirythen Transaction Register.

Figure IV-3. Transaction Register Window

To change the duration of the covered period, modify the Start andEnd dates located at the upper part of the Transaction Registerwindow shown in Figure IV-3. To view the list of transactions withinthe specified period, click on the Show button; to print it, click on thePrint button.

In House Guest ForecastIn House Guest Forecast allows you to view all rooms that areoccupied, have confirmed reservations, and those that are blocked onthe specified date.To access this feature, navigate the Menu Bar then select Inquirythen In House Guest Forecast.

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Figure IV-4. In House Guest Forecast Window

To change the forecast date, modify the Date in the In House GuestForecast window shown in Figure IV-4. To print the list, click on thePrint button.

Room Occupancy TrendThe Room Occupancy Trend is a report on the general room andfunction occupancy of the hotel. Also, it shows the wait list population,the actual number of arrivals and departures, and the total room saleson the specified period.To access this feature, navigate the Menu Bar then select Reportsthen Room Occupancy Trend.

Figure IV-6. Room Occupancy Trend Window

To change the covered period, modify the Start and End dates locatedat the upper part of the Room Occupancy Trend window shown inFigure IV-6. To view the report, click on the Show button; to print it,click on the Print button.Change Password

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A system user may change his/her password through the ChangePassword option.To access this feature, navigate the Menu Bar then select File thenChange Password.

Figure IV-7. Change Password Window

To change the password, input the necessary information in the threefields in the Change Password window shown in Figure IV-7; the lasttwo fields should match to successfully change the password. Click onOk button to save the change.

Lock ScreenA system user may lock the screen for unauthorized use through thelock screen option.To access this feature, navigate the Menu Bar then select File thenLock Screen.

Figure IV-8.1. Lock Screen Window

To unlock the screen, simply type the password in Lock Screen windowshown in Figure IV-8.1 and click on Ok button.

Log OffLog out option is used when the current user’s shift ends or anotheruser wants to log in.

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To access this feature, navigate the Menu Bar then select File thenLog Off. If the cash drawer is still open, you will be prompted if youare sure to log off with the cash drawer open. Select “Yes” to continuelogging off; select “No” to discontinue.

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