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Fidelio Suite 7
Front Desk Manual Front Office—Version 7.13
Creation Date: March 2002
Delphi is a trademark of Borland. MSDOS, Windows 95, Windows-NT and Microsoft Word are trademarks of Microsoft Corporation. R&R Report Writer is a trademark of Concentric Data Systems, Inc. Netware is a trademark of Novell Crystal Report Writer is a trademark of Seagate Software Inc. All other brand and product names are trademarks or registered trademarks of their respective companies.
© Copyright Micros Systems Inc. March 2002 All rights reserved. No part of this publication may be reproduced, photocopied, stored on a retrieval system, or transmitted without the express prior written consent of the publisher. Micros Systems Inc. retains the right to update or change the contents of this document without prior notice. Micros Systems Inc. assumes no responsibility by the contents of this document.
Table of Contents Table of Contents ........................................................................................................ 3 Introduction ................................................................................................................. 7 About Suite 7 Front Desk ............................................................................................ 7 Getting Started ....................................................................................................... 7 Logging In ....................................................................................................... 7 Front Desk Speedbar.............................................................................................. 9 Navigation keys .................................................................................................... 12 Accelerator keys............................................................................................ 12 Control keys and Shortcut keys................................................................... 12 The Quick Keys..................................................................................................... 15 Opening the Quick Keys main menu .......................................................... 15 The Date field........................................................................................................ 17 Changing the date ........................................................................................ 17 Displaying corresponding screens and dialog boxes........................................... 20 Using the blue drill down arrow.................................................................. 20 Using the buttons ................................................................................................. 22 Printing screens and dialog boxes ....................................................................... 22 Printing by clicking the print button .......................................................... 22 Printing using the print pop-up................................................................... 23 Saving and accessing print table files......................................................... 33 Exiting the Suite 7 Front Office .......................................................................... 36 Arrivals ........................................................................................................................ 37 Opening the Arrivals Search dialog box ............................................................. 37 Searching for an expected arrival........................................................................ 38 Searching for an expected arrival using the standard search................... 38 Searching for an expected arrival using the advanced search option....... 41 Checking in a walk in guest......................................................................... 43 Checking in a guest ...................................................................................... 46 Checking in a guest to a room with virtual number configuration (DID) 49 Canceling an expected reservation.............................................................. 51 Editing an expected reservation.................................................................. 54 Displaying the options that can be attached to an expected reservation . 58
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Rooms Management Module
In-House Guests......................................................................................................... 61 Opening the In House Guest Search dialog box ................................................. 61 Searching for an in-house reservation ................................................................ 62 Searching for an in-house guest using the standard search ..................... 62 Searching for an in house guest using the advanced search option ......... 64 Canceling a checked-in reservation............................................................. 66 Viewing a guest’s bill.................................................................................... 68 Reinstating a reservation that has checked out......................................... 70 Viewing an in-house guest’s profile............................................................. 71 Moving an in-house reservation from one room to another room ............. 72 Editing an in house reservation .................................................................. 73 Displaying the options that can be attached to an in house reservation.. 74 Room Blocking ........................................................................................................... 79 Opening the Room Blocking dialog box............................................................... 79 Defining the criteria for the Expected Arrivals listing ...................................... 82 Searching for available rooms for a reservation................................................. 83 Blocking a room .................................................................................................... 85 Unblocking a room................................................................................................ 87 Checking in a guest .............................................................................................. 89 Automatic room blocking ..................................................................................... 90 Messages ...................................................................................................................... 93 Opening the Select dialog box.............................................................................. 93 Displaying messages ............................................................................................ 94 Accessing the Display Messages option ...................................................... 94 Displaying specific messages ....................................................................... 95 Creating a new message .............................................................................. 97 Deleting a message....................................................................................... 99 Printing a message ..................................................................................... 100 Marking a message as received ................................................................. 100 Unmarking a received message................................................................. 101 Marking all messages as received ............................................................. 101 Turning the Lamp On ................................................................................ 101 Sending messages............................................................................................... 102 Accessing the Send Messages option......................................................... 102 Sending messages to guests....................................................................... 103 Sending a message to a group ................................................................... 105 Displaying traces ................................................................................................ 107 Accessing the Display Traces option ......................................................... 107 Creating a new trace .................................................................................. 108
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Table of Contents
Editing the trace......................................................................................... 111 Resolving a trace ........................................................................................ 112 Unresolving a trace .................................................................................... 113 Deleting a trace .......................................................................................... 114 House Status............................................................................................................. 117 Viewing the House Status screen.............................................................. 117 Closing the House Status screen ............................................................... 119 House Accounts........................................................................................................ 123 Opening the House Accounts dialog box ........................................................... 123 Creating a house account........................................................................... 124 Q Rooms..................................................................................................................... 129 Assigning a room to the queue........................................................................... 129 Opening the Q Rooms dialog box....................................................................... 130 Q Rooms from the Arrivals dialog box .............................................................. 133 Attendants................................................................................................................. 137 The Attendants Screen....................................................................................... 137 Managing the Display ........................................................................................ 140 Managing the Room Assignments ..................................................................... 143 Printing the Attendant Assignments........................................................ 154 Index........................................................................................................................... 163
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1 Introduction The Suite 7 Front Desk Module allows you to perform all the hotel’s front desk functions. In this manual you will find step-by-step instructions to guide you through most of the basic Front Desk functions you will require. However, as you get to know and use Suite 7, you will discover that many functions can be performed in more than one way—as well as using shortcut keys—and you will naturally choose the methods you find most convenient.
About Suite 7 Front Desk You can view expected arrivals and in-house guests. You can also view all the reservations for a specified date, or just reservations that meet certain criteria, and see what rooms are available for them. You can then check in guests including walk in guests, and cancel reservations. Messages can be sent and displayed for guests. You can send messages to guests individually or by group. You can keep an unlimited number of messages for each guest, mark messages as having been received or not, and print messages in a userdefinable format. You can view an overall picture of the hotel at that very moment. The last option available is to open accounts in the hotel.
Getting Started Logging In To use the Suite 7 Front Office system you must log into the system first. You must have a valid user identification and password. Logging into the Suite 7 Front Office: 1. From the desktop, click
.
The Login Screen appears.
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2. Type your user identification in the User I.D. field box. 3. Tab to the Password field box. 4. Type your secret password in the Password field box. 5. Click LOGIN. The Suite 7 Front Office main menu screen appears.
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Introduction
You are now logged into the system.
Front Desk Speedbar The Suite 7 Front Office main menu screen has six Suite 7 speed icons located at the top left of the screen. Each speed icon represents one of the main user modules.
To open the Front Desk toolbar: 1. From the main Suite 7 screen speedbar, click the FRONT DESK icon.
The FRONT DESK toolbar appears to the right of the icons.
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This toolbar is the starting point for all Suite 7 Front Desk functions. Note: The Front Desk toolbar displays up to six buttons at a time. 2. To access additional buttons, click the right arrow at the right side of the toolbar. The buttons on the left disappear, the other buttons all move left, and the additional buttons appear on the right. 3. To toggle back to the previous button display, click the arrow on the left side of the toolbar. For Front Desk toolbar icons, see Table 1, page 11.
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Introduction
Table 1: Front Desk toolbar icons Icon
Name of the icon
Description
Arrivals
Opens the Arrivals Search dialog box from where you can search for expected arrivals.
In-House Guest
Opens the In-House dialog box from where you can search for guests who have a reservation and who have checked into the hotel.
Room Blocking
Opens the Room Blocking dialog box from where you can search for available rooms for a reservation.
Messages
Opens the Select dialog box from where you can choose to display messages, send messages, or display traces.
House Status
Opens the House Status screen that gives an overall picture of the hotel at that very moment.
House Accounts
Opens the House Accounts dialog box from where you can open accounts in the hotel.
Front Desk Q Rooms
Opens the Q Room dialog box from which you can check-in, edit, and cancel reservations for the queued rooms.
Attendants
Opens the Attendants dialog box from which you can manage the housekeeping staff.
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Navigation keys Accelerator keys Suite 7 Front Office has accelerator keys that allow you fast access to a field box on a screen or dialog box. When a letter is underlined you can press the Alt + letterkeys and the cursor moves into the field box. For example, on the New Reservations screen the letter “A” is underlined in the Arrival date field. By pressing the Alt + A keys, the cursor moves into the Arrival date field box. To use the accelerator keys: From the screen or dialog box, press: Alt + letter The cursor moves into the field box.
Control keys and Shortcut keys Suite 7 Front Office has control keys and shortcut keys that allow you to perform actions directly from the keyboard without having to use the mouse. Using these keys saves you time. For example, to open the Detailed Availability screen you would open the Quick Keys main menu and click on the icon. When you use the control keys, to open the Detailed Availability screen, use the control key Ctrl + D. The Detailed Availability screen opens. For Suite 7 Front Office control keys, see Table 2, page 13. For Suite 7 Front Office shortcut keys, see Table 3, page 14.
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Introduction
Table 2: Suite 7 Front Office control keys Control Key
Menu Item
Ctrl + A
Arrivals
Ctrl + B
Billing
Ctrl + C
Copy
Ctrl + D
Detailed Availability
Ctrl + E
Postings
Ctrl + F
Floor Plan
Ctrl + G
Groups
Ctrl + H
House Status
Ctrl + I
In-House
Ctrl + J
Calendar
Ctrl + K
Internal Use
Ctrl + L
Room Rack
Ctrl + M
Messages
Ctrl + N
New Reservation
Ctrl + O
Telephone Operator
Ctrl + P
Control Panel
Ctrl + Q
Quick Keys
Ctrl + R
Rate Plan Query
Ctrl + S
Room Search
Ctrl + T
Information Book
Ctrl + U
Update Reservation
Ctrl + V
Paste
Ctrl + W
Arrivals/Stayovers/Departures
Ctrl + X
Cut
Ctrl + Y
Occupancy Graph
Ctrl + Z
Calculator
Shift + Alt + P
Profiles
Shift + Alt + C
Cashier Functions
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Suite 7 Front Desk Manual
Table 3: Suite 7 Front Office shortcut keys Shortcut Key
Description
F1
Displays the Help window.
Alt + F4
Closes the active window and logout.
F10
Closes all active windows.
Shift + F10
Displays a pop-up menu.
Ctrl + F10
Toggles the cursor into/out of the menu bar.
F12
Moves the cursor from a data field to the grid.
Alt + Down arrow
Displays a combo box.
Alt + Spacebar
Toggles the menu bar on/off.
Tab
Moves forward through the fields /options. Moves to the next field and confirms the entry.
Shift + Tab
Moves backward through the fields/options.
Ctrl + Tab
Moves forward through tabs.
Ctrl + Shift + Tab
Moves backward through tabs.
Escape
Cancels the current action. Removes a Combo box before a selection has been made.
Home
Moves the cursor to the beginning of a field.
End
Moves the cursor to the end of a field.
Ctrl + Home
Moves the cursor to the first editable field.
Ctrl + End
Moves the cursor to the last editable field.
Page Up
Pages forward through the records.
Page Down
Pages backward through the records.
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Introduction
The Quick Keys Suite 7 Front Office allows you to select the Quick Keys main menu from any screen. The Quick Keys are shortcuts to screens, searches, and desktop tools. Using these keys allows rapid access to information without having to leave the section that you are currently working on. For example, a customer is making a new reservation while at the same time asking questions about restaurants in the area. You can use the Information Book quick key for restaurant information instead of aborting the new reservation screen, looking up the restaurant information, closing the Information Book, and reopening the new reservation screen.
Opening the Quick Keys main menu To open the Quick Keys main menu: Hold down the Ctrl key while pressing Q (Ctrl + Q). The Quick Keys main menu appears.
For Quick Keys main menu icons, see Table 4. Table 4: Quick Keys main menu icons Icon
Description
Shortcut Key
Detailed Availability
Ctrl + D
Control Panel
Ctrl + P
Maximum Availability
Shift + Alt + M
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Suite 7 Front Desk Manual
Icon
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Description
Shortcut Key
House Status
Ctrl + H
Rate Plan Query
Ctrl + R
Room Search
Ctrl + S
Room Rack
Ctrl + L
Floor Plan
Ctrl + F
Occupancy Graph
Ctrl + Y
Information Book
Ctrl + T
Telephone Operator
Ctrl + O
Arrivals/Stayovers/Departures
Ctrl + W
Calculator
Ctrl + Z
Log Book
Shift + Alt + L
Calendar
Ctrl + J
Currency Convert Calculator
Shift + Alt + R
Introduction
The Date field The format of the dates and the separators between the dates may vary from one hotel to another. The date format is defined in the system configuration. Typical date formats include the following: MM/DD/YY DD/MM/YY MM-DD-YY DD-MM-YY DDMMYYYY You can type the date with or without separators. You can also type the current day and month without the year and the year will default to the current year. There are many date fields in the system. For example, Start date, Arrival date, or Date. The date can be either a specific date or an as of date.
Specific dates are used when you need to see what happened on a particular day. For example, you need to see which guests have departed 09/09/99. As of dates are used when you need to find out information starting from a particular date. For example, you need to read the occupancy graph starting from 09/09/99 through 12/09/99. Note: For setting up the date format, see the Suite 7 Configuration Manual.
Changing the date The date can be changed by typing a new date or with the use of the calendar.
Typing a new date To type a new date: 1. Place the cursor in the Date field box. 2. Type the new date in the Date field box. 3. Press the Tab key. The date is changed.
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Suite 7 Front Desk Manual
Changing a date using the calendar To change a date using the calendar: 1. Click the drop down arrow
next to the Date field box.
The calendar appears.
2. Change the month to a previous month or future month by clicking the horizontal arrows located on the top of the calendar or by pressing the Page Up or Page Down key. 3. Change the year to a previous year or future year by pressing the Ctrl + Page Up or Ctrl + Page Down key. 4. Place the cursor on the date and click the left mouse button or move the keyboard arrow keys to locate the date and press Enter. The date is now changed.
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Introduction
Selecting a range of dates using the calendar You can select a range of dates. For example, to reserve a new reservation both the arrival date and departure date must be entered. The From date is the arrival date and the To date is the departure date. To select a range of dates using the calendar: 1. Click the drop down arrow
next to the Date field box.
The calendar appears.
2. Change the month to a previous month or future month by clicking the horizontal arrows located on the top of the calendar or by pressing the Page Up or Page Down key. 3. Change the year to a previous year or future year by pressing the Ctrl + Page Up or Ctrl + Page Down key. 4. Select the date which is the From date. 5. Press the Shift key while clicking the right horizontal arrow on the keyboard until you have highlighted the date that is the To date. The date range is highlighted on the calendar. 6. Press Enter. The dates are changed.
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Suite 7 Front Desk Manual
Displaying corresponding screens and dialog boxes Using the blue drill down arrow When there is no blue drill down arrow next to the field, this indicates that no additional information can be displayed for the field. next to it indicating that there is Many fields have a blue drill down arrow additional information that can be displayed.
For example, if you double click in the OO Rooms field box, the Out of Order screen appears. To display corresponding screens and dialog boxes using the blue drill down arrow: 1. Place the cursor in the field box.
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Introduction
2. Double click inside the field box. The corresponding screen appears.
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Suite 7 Front Desk Manual
Using the buttons Many screens and dialog boxes have buttons that are activated. You can open other screens and dialog boxes by clicking these buttons. The letters within the buttons may be shaded different colors. For Suite 7 Front Office button colors, see Table 5. Table 5: Suite 7 Front Office button colors Color of the letters
Example
What the color represents
Gray
The button is deactivated indicating that you cannot click the button. This can be because the option is not active in your hotel or that you do not have the user rights to use this option.
Black
The button is activated indicating that you can click the button and another screen or dialog box appears.
Printing screens and dialog boxes Suite 7 Front Office allows you to print some of the screens and dialog boxes. You can print to a printer or to a file. There are two ways to print a screen or dialog box: clicking the PRINT button, if present and activated. clicking the pop-up PRINT button, which is displayed by clicking the right mouse button.
Printing by clicking the print button To print by clicking the print button: From the screen or dialog box, click the PRINT button.
The contents of the screen or dialog box are sent to the printer.
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Introduction
Printing using the print pop-up Many screens and dialog boxes that do not have a Print button can be printed by using the Print pop-up. Printing via the Print pop-up also gives you the option of customizing your report by selecting desired print options.
Printing without selecting print options Note: The contents of the screen or dialog box are sent to the printer in print table format. To print without selecting printing options: 1. From the screen or dialog box, place the cursor on the white portion of the screen. 2. Click the right mouse button. A pop-up PRINT button appears.
3. Click the pop-up PRINT button. The Grid Print dialog box appears.
4. Click PRINT. The contents of the screen or dialog box are sent to the printer in print table format.
Printing with printing options The Table Print dialog box allows you to customize your report. The printing options include: Defining the table format Defining headers and footers to appear in each page of the report Defining a header to appear at the beginning of the report only and/or a summary to appear at the end of the report only
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Suite 7 Front Desk Manual
Previewing the table before printing Saving the table format to a file and accessing previously saved formatting Note: The contents of the screen or dialog box are sent to the printer in print table format.
Opening the Table Print dialog box To open the Table Print dialog box: 1. From the screen or dialog box, place the cursor on the white portion of the screen. 2. Click the right mouse button. A pop-up PRINT button appears.
3. Click the pop-up PRINT button. The Grid Print dialog box appears.
4. Click ADVANCE. The Table Print dialog box appears. It contains seven command buttons (see Table 6, page 26) and three tabs:
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Introduction
Format tab: Used to define the table format (see “Formatting the report,” page 27). Page tab: Used to define headers and footers to appear in each page of the report (see “To define headers and/or footers for each page of the table,” page 30). Report tab: Used to define a header to appear at the beginning of the report only and/or a summary to appear at the end of the report only (see “To define a table title and/or summary,” page 29).
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Suite 7 Front Desk Manual
Table 6: Table Print dialog box command buttons Click this command button
To do this Save a document. Create a new document. Load an existing document. Set report properties, file name, description, and job name. Send a print table to the printer. Preview the print table before printing. Close the Table Print dialog box.
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Introduction
Formatting the report There are three formatting options available: Style: specifies the type of grid lines to appear in the table. Horizontal Separator: specifies a horizontal guide, in addition to the horizontal grid lines, to facilitate reading the lines of the table. Title and Summary options: Indicates that there is to be a table title and/or summary, and specifies whether it should have a grey shaded background to make it easy to recognize. Actual title and summary text is entered in the Report tab. To select the formatting options: 1. On the Table Print dialog box, click the FORMAT tab. The Format tab appears. See Table 7, page 28.
2. Click one of the STYLE radio buttons. The Preview displays the selected grid style. 3. Check one or more check boxes next to TITLE AND SUMMARY OPTIONS. The Preview displays the selected option. If you selected Table Titles or Table Summary, you must enter the text into the Report tab. See “To define a table title and/or summary,” page 29. 4. Click one of the HORIZONTAL SEPARATOR radio buttons.
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Suite 7 Front Desk Manual
The Preview displays the selected separator. 5. Type a number in the Every x lines field box. 6. If you want headers and footers, continue with “Defining headers and footers for the table,” page 29. Otherwise, continue with “Printing from the Table Print dialog box,” page 30. Table 7: Table Print dialog box Format tab options Printing format option
Definition
Style None
There are no grid lines in the print table.
Horizontal Lines
Only horizontal grid lines, between each section, appear in the print table.
Vertical Lines
Only vertical grid lines, between each column, appear in the print table.
Both
Both horizontal and vertical grid lines appear in the print table.
Title and Summary Options Table Titles
Column headers are printed in the print table. The text for the title is entered in the Report tab.
Gray Table Titles
The table title is shaded gray.
Table Summary
Summary text is printed at the end of the print table. The text for the summary is entered in the Report tab.
Gray Table Summary
The table summary is shaded gray.
Horizontal Separator None
There are no horizontal lines drawn separating the rows in the print table.
Lines
Horizontal lines are drawn separating the rows in the print table.
Lines – Every x lines
Horizontal lines are drawn every “x” rows. For example, draw a horizontal line every 2 rows.
Gray
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Alternate blocks of text lines are shaded gray and unshaded. Horizontal lines are not drawn separating the rows.
Introduction
Printing format option
Definition
Gray – Every x lines
The number of text lines in each block. For example, shade 2 text lines grey, then skip the next 2 text lines, and so on.
Defining headers and footers for the table The other two tabs of the Table Print dialog box are used to enter text for headers and footers of the report: Report tab: Used to enter the text for a title to appear at the beginning of the report only and/or a summary to appear at the end of the report only (see “To define a table title and/or summary,” page 29). The text will not appear unless the appropriate option has been selected on the Format tab. Page tab: Used to define headers and footers to appear in each page of the report (see “To define a table title and/or summary,” page 29). To define a table title and/or summary: 1. On the Table Print dialog box, click the FORMAT tab. Click the TABLE TITLES and/or the TABLE SUMMARY radio buttons. If you want the title and summary to appear on a grey background, check those radio buttons, also. 2. On the Table Print dialog box, click the REPORT tab. The Table Print dialog box reappears displaying the Report page
3. Type the title text in the HEADER field box. 4. Type summary text in the SUMMARY field box.
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Suite 7 Front Desk Manual
5. Click the radio button for the output form you want: PRINTER FILE Click on the filename field below to open a browser from which you can select the name of the output file. 6. Continue with “To define headers and/or footers for each page of the table,” page 30. OR “Printing from the Table Print dialog box,” page 30. To define headers and/or footers for each page of the table: 1. On the Table Print dialog box, click the PAGE tab. The Table Print dialog box appears displaying the Page page.
2. Type header text in the Header field box. 3. Type footer text in the Footer field box. 4. Continue with “Printing from the Table Print dialog box,” page 30.
Printing from the Table Print dialog box To print from the Table Print dialog box: 1. On the Table Print dialog box, click the REPORT tab. The Table Print dialog box reappears displaying the Report page 2. Click the PRINTER radio button. 3. Click PRINT. The contents of the screen or dialog box appear on the Preview print table screen in print table format. (See “Previewing before printing31 ,” page 31).
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Introduction
4. From the Preview print table screen, click PRINT. The print table is sent to the printer.
Previewing before printing The print table can be previewed before printing. To preview before printing: 1. From the Table Print dialog box, click PREVIEW. The Preview print table screen appears displaying the contents of the screen or dialog box in print table format.
For Preview print table screen command buttons, see Table 8, page 32.
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Table 8: Preview print table screen command buttons Click this command button
To do this Enlarge the display of the print table.
Reduce the display of the print table.
Display the first page of the print table. Turn back the page of the print table by one page. Advance the page of the print table by one page. Display the last page of the print table Send the print table to the printer.
Close the Preview print table screen.
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Introduction
Saving and accessing print table files You can save the print table formatting to a file. This format can then be accessed at a later date and applied to a current print table.
Saving a print table format to a file The formatting of the table is saved to a file, with any selected print options, such as titles, headers, and footers. To save a print table to a file: 1. From the Table Print dialog box, click SAVE AS, and enter a filename and description (optional). The SAVE button is activated. 2. Format the report as explained in the above sections. You may also preview the table, if desired. 3. On the REPORT tab, select the FILE radio button. The FILENAME field is activated. 4. If you wish to select a different filename, click on the filename field, select the file from the browser that appears, and click SAVE. 5. If you make more changes in the printing options, click SAVE to save the changes. 6. If you want to print the report now, as well as save to a file, click PRINT. (See “Printing from the Table Print dialog box,” page 30.) 7. When you are finished, click ABORT to exit the Table Print dialog box.
Accessing an existing print table format You can access a print table format that you have saved. You can: Print the document as is. Edit the document, print and re-save it. Delete the document. Edit the document properties.
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To access an existing print table file: 1. From the Table Print dialog box, click LOAD. The Documents List dialog box appears.
2. Select the desired Print Table from the list.
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Introduction
3. You may delete a document, view the properties, or load it. To delete the selected document, click DELETE, and confirm the deletion.
To view and edit the properties, click PROPERTIES The Properties dialog box appears.
To load the selected file, click SELECT. The selected file is loaded and can be edited and printed from the Table Print dialog box. (See “Printing from the Table Print dialog box,” page 30.)
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Exiting the Suite 7 Front Office To exit the Suite 7 Front Office: 1. Close all open screens and dialog boxes.
2. Click the exit icon
on the Suite 7 Front Office main menu screen.
The Login screen appears.
3. Click EXIT. The Suite 7 Front Office is closed and the desktop appears.
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2 Arrivals The Suite 7 Front Desk module allows you to view arrivals, check in guests including walk in guests, and cancel reservations.
Opening the Arrivals Search dialog box To open the Arrivals Search dialog box: 1.
From the main Suite 7 screen speedbar, click the FRONT DESK icon.
The Front Desk toolbar appears to the right of the icons.
2.
Click the ARRIVALS icon
.
The Arrivals Search dialog box appears.
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For an explanation of the fields in the Arrivals Search dialog box, see Table 9, page 38. Table 9: Arrivals Search dialog box fields Field
Explanation of the field
Name
The guest’s last name.
First Name
The guest’s first name.
Company
The name of the company who made the reservation.
Agent
The name of the travel agent who made the reservation.
Group
The name of the group the reservation was made for.
Block
The block code of the group the reservation was made for.
Confirmation #
The confirmation number of the reservation.
Resrv Type
The status of the reservation
Searching for an expected arrival You can make and save changes to reservations with the status of expected arrival. To locate an expected arrival you can perform the following searches: A standard search that is used to display a list of expected arrivals that match the criteria entered. An advanced search that is used to narrow the search and to specify more precisely the expected arrivals to be displayed.
Searching for an expected arrival using the standard search To search for an expected arrival using the standard search: 1.
From the Arrivals Search dialog box, enter one or more search criteria or leave all the fields blank.
2.
Click SEARCH. If no search criteria were entered, the Arrivals dialog box appears displaying the expected arrivals for today’s date. The expected arrivals are listed in alphabetical order of the guest names.
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Arrivals
If search criteria were entered, the Arrivals dialog box appears displaying a list of expected arrivals for todays date that match what has been specified. For example, search for the Last Name “Ab”. The Arrivals dialog box appears displaying a list of expected arrivals for today’s date that have the letters “Ab” in their names, such as Abbot and Abrams.
If search criteria were entered and there are no expected arrivals that match what has been specified, a confirmation dialog box appears asking if you want to search for all reservations.
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3.
Click YES to search for all expected arrivals regardless of the date. The Arrivals dialog box appears with all expected arrivals. Click NO to close the confirmation box.
For an explanation of the option buttons in the Arrivals dialog box, see Table 10. Table 10: Arrivals dialog box options Clicking this option
Does this
WALK IN
Opens the New Reservation screen allowing you to make a new reservation and check in the guest.
CHECK IN
Checks in a guest and changes the guest’s status from Expected to Checked-In.
CANCEL
Cancels the reservation of an expected arrival. The reservation is no longer displayed on the Arrivals dialog box and the reservation status changes to Cancelled.
PROFILE
Displays the Profile screen for the selected reservation.
OPTIONS
Displays the Reservation Options dialog box without displaying the Reservations screen.
EDIT
Displays the Reservation screen for the selected reservation.
SEARCH
Opens the Arrivals Search dialog box.
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Arrivals
Searching for an expected arrival using the advanced search option To search for an expected arrival using the advanced search option: 1.
From the Arrivals Search dialog box, click ADVANCE. The Arrivals Search dialog box expands.
The Advanced Arrivals Search dialog box fields are explained Table 11, page 42. 2.
Enter one or more search criteria and click SEARCH. The Arrivals dialog box appears.
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Suite 7 Front Desk Manual
If search criteria was entered and there are no expected arrivals that match what has been specified, a confirmation dialog box appears asking if you want to search for all reservations.
3.
Click YES to search for all expected arrivals regardless of the date. The Arrivals dialog box appears with all expected arrivals.
For an explanation of the option buttons in the Arrivals dialog box, see Table 10, page 40. Table 11: Advanced In House Guest Search dialog box fields This field
Is to search for
General
All reservations that are expected to arrive today.
Already Checked In
All reservations that were checked-in today.
Day Use
Reservations with the same arrival date and departure date.
Comp
Reservations that are marked as Comp (Complementary) in the Reservation screen.
All Reservations
All reservations regardless of status and date.
Q Rooms
All reservations for rooms in the queue.
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Arrivals
This field
Is to search for
Mass Cancellation
If the check box is checked then all reservations that can be cancelled will be displayed and an additional button MASS CANCELLATION will be available on the Arrivals dialog box. Upon clicking the MASS CANCELLATION button you will be warned that you are about to cancel all reservations for the specified date and reminded to enter a specific reservation type to be cancelled.
City
Reservations for guests from a specific city.
Country
Reservations for guests from a specific country.
Room No.
All reservations blocked with the specified room number.
Member No.
Reservations with the specified member number.
Guest Card No
Reservations with the specified guest card number.
CRS No.
Reservations with the specified central reservations number.
Arrival Time --- To ---
Guests who are expected to arrive within the range of arrival time. If the To field is left blank, the search will be for arrival times after the stated time.
Party
Reservations with the name of the party that the guest is traveling with.
Departure --- To ---
Guests who are expected to depart within the range of dates. If the To field is left blank, the search will be for departure dates after the stated date.
Note: If no reservations match the search criteria, Suite 7 notifies you that no reservations were found.
Checking in a walk in guest To check in a walk in guest: 1.
From the Arrivals Search dialog box or Arrivals dialog box, click WALK IN. The New Reservation screen appears. Note: The Arrival date and Reservation Type fields are not available for changes.
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2.
Type all the required profile and reservation information.
3.
Click OK. A confirmation dialog box appears displaying the room number to be assigned and asking if you want to check in the guest.
4.
Click YES. A message appears asking if you want to check in the guest.
5.
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Click YES.
Arrivals
Note: The Assign Virtual Number dialog box may appear. For more information on virtual numbers, see “Checking in a guest to a room with virtual nu,” page 49. 6.
You may be prompted to ask the guest whether he wants to receive mailings from the hotel. If the guest elects not to receive mailings, the ONLY mail he will receive is a confirmation letter; for all other letters and labels, the mail merge will NOT pick up this guest’s profile. The dialog box appears if: The ASKPRIVACY parameter has been set to YES. The Privacy field in the guest profile has not been filled in. If the query is not required (parameter is set to NO) or the information is already provided (Privacy field filled in), the prompt will not appear.
If the prompt appears, ask the guest if he wishes to receive mailings: YES: leave checkbox unchecked (default). NO: click in the checkbox. 7.
Click OK. A message dialog box appears displaying a check-in successful message.
8.
Click OK.
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A message dialog box appears displaying the reservation number.
9.
Click OK. The walk in guest is checked in and the New Reservation screen is closed.
Checking in a guest To check in a guest: 1.
From the Arrivals dialog box, select the reservation.
2.
Click CHECK-IN.
3.
If there is a reservation in the rooms queue waiting for the same type of room, you will be notified. Click YES to continue, or click NO and select a different room type.
If there is no queue for this room type, proceed to the next step. 4.
If the room number has not been assigned, a Room Block prompt appears with the default room number. The default room number is the first available room number of the selected room type.
5.
Accept the default room number or choose one from the drop-down menu.
6.
Click OK.
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Arrivals
7.
You may be prompted to ask the guest whether he wants to receive mailings from the hotel. If the guest elects not to receive mailings, the ONLY mail he will receive is a confirmation letter; for all other letters and labels, the mail merge will NOT pick up this guest’s profile. The dialog box appears if: The ASKPRIVACY parameter has been set to YES. The Privacy field in the guest profile has not been filled in. If the query is not required (parameter is set to NO) or the information is already provided (Privacy field filled in), the prompt will not appear.
If the prompt appears, ask the guest if he wishes to receive mailings: YES: leave checkbox unchecked (default). NO: click in the checkbox. 8.
If you did not select a method of payment in the Reservation screen, the Payment Method dialog box appears.
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9.
Complete the Payment Method dialog box, and click OK. Note: The Assign Virtual Number dialog box may appear. For more information on virtual numbers, see “Checking in a guest to a room with virtual nu,” page 49.
10. Click OK. A message dialog box appears displaying a check-in successful message.
11. Click OK. The guest is checked in.
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Arrivals
Checking in a guest to a room with virtual number configuration (DID) The assignment of virtual numbers depends entirely upon how your hotel system is configured for DID (Direct Inward Dialing) and the interface used in the hotel. A virtual number can be permanent or non-permanent. A non-permanent virtual number can be assigned to a guest while checking in or once the guest is in house (see the Suite 7 Reservations Manual). A permanent number can be assigned permanently to a guest profile at any time. Once it is marked as permanent, it cannot be used for another assignment (see the Suite 7 Reservations Manual). A virtual number can also be guest-based or room-based. In a room-based virtual number, Suite 7 assigns an identical virtual number to all reservations staying in the same room. If the second sharer to check in has a permanent virtual number, Suite 7 will ignore the assignment and the virtual number issued for the first sharer is used. If the reservation is guest-based and is a share, Suite 7 assigns a new virtual number at check-in for each sharer. It is not possible to assign the same virtual number to two or more sharers. For arriving guests, the system goes through the normal check-in procedure and displays the virtual number assignment screen as the last process. For checked in guests, you can use the Virtual Number option from the Option menu to remove or add a virtual number (see the Suite 7 Reservation Manual).
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To check in a guest to a room with virtual number configuration: 1.
From the Arrivals dialog box, select the reservation.
2.
Click CHECK-IN.
3.
If the room number has not been assigned, a Room Block prompt appears with the default room number.
4.
Click OK to accept the selected room number. The Assign Virtual Number dialog box appears.
Depending on the configuration, you will either be prompted to assign a virtual number or a virtual number will be automatically assigned (see Table 12, page 51). 5.
If you are prompted to assign a virtual number, click the empty field(s) drop down arrow and select a number from the drop down list.
6.
Click OK. A message dialog box appears displaying a check-in successful message.
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Arrivals
7.
Click OK. The guest is checked in.
Table 12: Actions of virtual numbers at check in per configuration Configuration
At check in it does this
Auto Assign
Suite 7 automatically assigns a number from the virtual number pool to every check-in. If a guest has permanent VN assignments, Suite 7 will automatically select and displays the permanent virtual number attached to the profile.
Prompt to Assign
Allows the user to type in a number or select a number from the drop down list. If the field is left blank, there will be no VN assignment.
Do Not Assign
Displays the message “No VN assigned” in place of the virtual number field.
Canceling an expected reservation You can cancel an expected reservation if the guest has not made a deposit to guarantee the reservation, if the reservation is a duplicate, or if the guest informed the hotel that they will not be arriving. Canceling a reservation will release rooms back to availability. You can cancel either one reservation at a time or several reservations of the same criteria using the MASS CANCELLATION option. Note: If the guest has made a deposit, you cannot cancel the reservation with this option. It must be cancelled through the Cashiering program. To cancel an expected reservation: 1.
From the Arrivals dialog box, select the guest.
2.
Click CANCEL. The Cancel reservation dialog box appears.
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3.
From the Cancel reservation dialog box, click the drop down arrow and select a reason from the Reasons list.
4.
Click YES. The reservation is cancelled. The reservation no longer appears on the Arrivals dialog box and reservation status is changed from Expected to Cancelled.
To cancel an expected reservation using the Mass Cancellation option: 1.
From the Arrivals dialog box, click SEARCH. The Arrivals Search dialog box appears.
2.
Click ADVANCE. The Arrivals Search dialog box expands.
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Arrivals
3.
Enter your search criteria.
4.
Check the Mass Cancellation check box.
5.
Click SEARCH. The Arrivals dialog box appears with all the reservations that are to be cancelled at one time. The Mass Cancellation button also appears.
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6.
Click MASS CANCELLATION. A confirmation dialog box appears asking if you are sure that you want to cancel all the specified reservations.
7.
Click YES. The Cancel reservation dialog box appears.
8.
From the Cancel reservation dialog box, click the drop down arrow and select a reason from the Reasons list.
9.
Click YES. The reservations are cancelled. The reservations no longer appear on the Arrivals dialog box and reservation statuses are changed from Expected to Cancelled.
Editing an expected reservation You can edit an expected reservation. To edit an expected reservation: 1.
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From the Arrivals dialog box, select the reservation to that you want to edit.
Arrivals
2.
Click EDIT. The Reservation screen appears.
3.
Make the required changes.
4.
Click OK. If no room has been assigned, Suite 7 assigns an available room and a confirmation dialog box appears asking if we want to assign a room number and check in the guest.
5.
Click YES or NO. If you clicked YES, the reservation is changed, the room is assigned to the guest, the guest is checked in, and the Reservation screen is closed. If you clicked NO, the reservation is changed and the Reservation screen is closed.
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If a room has been assigned and no rooms are available, a confirmation dialog box appears asking if we want to continue.
6.
Click YES to continue or click NO to assign a room. If you clicked YES, the reservation is changed and the Reservation screen is closed. If you clicked NO, the cursor is automatically placed in the Room field box.
7.
Type a room number or select a room number from the Room Search dialog box.
8.
Click OK. A check-in message appears.
9.
Click YES or NO. If you clicked NO, the reservation is changed and the Reservation screen is closed. If you clicked YES, the reservation is changed, the room is assigned to the guest, and the guest is checked in. A message dialog box appears displaying a check-in successful message.
10. Click OK. The guest is checked in.
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Arrivals
Note: For more information on the reservation fields, see the Suite 7 Reservations Manual.
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Displaying the options that can be attached to an expected reservation Various options can be attached to a reservation through the Reservation Options dialog box. For example, leisure booking, fixed charges, a message, or traces. Changes to the reservation can also be made. For example, authorizing direct billing, adding routing instructions, or splitting a party reservation. To display the options that can be attached to an in house reservation: 1.
From the Arrivals dialog box, select the reservation to which you want to attach the option.
2.
Click OPTIONS. The Reservation Options dialog box appears.
For an explanation of Reservation Options dialog box option buttons, see Table 13, page 59.
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Arrivals
Table 13: Reservation Options dialog box option buttons Click this option button
To do this
Routing
Direct charges of specific department codes to post automatically to different folios.
Auth. Direct Bill
Authorize direct billing for guests who are not paying for their own stay, but who are having their payment made by someone else, such as, a company or organization.
Traces
Communicate guest’s requests with other hotel staff. It allows the hotel to keep track of things that have to be done for guests on a specific date.
Reg. Card
Print a registration card for the current reservation.
Room Move
Move an in-house guest to another room. Not available for an expected reservation.
Reinstate
If a guest has checked out, you can check the guest back into the room. If the room to which the guest is being reinstated had, in the meantime, been blocked to a different expected arrival, the room status is changed to ‘Occ’. Not available for an expected reservation.
Package Options
Display a list of package elements for which an allowance has been created.
Credit Cards
Get additional or manual approval of the guest’s credit card.
Confirmation
View, print, or e-mail a confirmation letter.
Waitlist
Move a guest reservation to the Waitlist.
Fixed Charges
Post specific charges on a daily basis.
Virtual Numbers
If your system is configured for DID (Direct Inward Dialing), you can assign a specific telephone or fax number to a guest reservation for the duration of the guest’s stay. Not available for an expected reservation.
Accompanying
Register each guest in the room, even if there is only one actual reservation for that room.
Delete
Delete a reservation.
Regrets
Move a guest reservation to the Regrets list.
Rate Info
View a room rate in various currencies.
Changes
View all the changes made to a reservation since the original reservation was made.
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Click this option button
To do this
Messages
View, create, edit or delete guest messages.
Add On
Make a copy of the current reservation with a different reservation number.
Locator
Enter a guest locator.
Pre-Billing (expected guest)/ Billing (checked-in guest)
Open the Billing screen in the cashiering Module to: Post a deposit payment or a pre-billing charge for a guest who has not checked in. Post a payment for a checked in guest.
Shares
Combine two (or more) reservations to share the same room or to break an existing share reservation.
History
View the details of previous stays.
Party
Split a party reservation.
Meal Plan
Set the meal plan schedule for a guest.
Leisure
Leisure activities are bookings for hotel outlets such as restaurants, spa, golf tee time, hairdresser or any other leisure activity or service.
Q-room
Place a reservation on the queue to inform Housekeeping that a guest has arrived and his room is not yet ready.
Guest Awards
Assign points earned by the guest to his award program.
Pro-Forma
Produce an invoice that calculates the nights for an expected and checked in guest.
Note: For further instructions on Options, see the Suite 7 Reservations Manual.
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3 In-House Guests An In-House guest is a guest who has a reservation and is checked into the hotel. Included in the In House guest reservations are the post master (PM) reservations.
Opening the In House Guest Search dialog box To open the In House Guest Search dialog box: 1.
From the main Suite 7 screen speedbar, click the FRONT DESK icon.
The Front Desk toolbar appears to the right of the icons.
2.
Click the IN-HOUSE GUESTS icon
.
The In House Guest Search dialog box appears.
For an explanation of the fields in the In House Guest Search dialog box, see Table 14, page 62.
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Table 14:In House Guest Search dialog box fields Field
Explanation of the field
Room No
The guest’s room number.
Name
The guest’s last name.
First Name
The guest’s first name.
Company
The name of the company who made the reservation.
Agent
The name of the travel agent who made the reservation.
Group
The name of the group the reservation was made for.
Block
The group code.
Confirmation #
The confirmation number of the guest.
Party
The name of the party that the guest is traveling with.
Searching for an in-house reservation You can make and save changes to existing in-house reservations. To locate existing in-house reservation you can perform the following searches: A standard search that is used to display a list of in-house reservations that match the criteria entered. An advanced search that is used to narrow the search and to specify more precisely the in-house reservation to be displayed. It is also possible to view a checked out reservation via the In House reservation search.
Searching for an in-house guest using the standard search To search for an in-house guest using the standard search: 1.
From the In-House Guest Search dialog box, enter one or more search criteria or leave all the fields blank.
2.
Click SEARCH. If no search criteria were entered, the In House dialog box appears displaying the reservations in alphabetical order of the guest names.
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In-House Guests
If search criteria were entered, the In House dialog box appears displaying a list of in house reservations that match what has been specified. For example, search for the Last Name “Bar”. The In House dialog box appears displaying a list of reservations for guests who have the letters “Bar” in their names, such as Barnes and Barson.
For an explanation of the option buttons in the In House dialog box, see Table 15, page 64.
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Table 15: In House dialog box options Clicking this option
Does this
NEW
Not Activated.
BILLING
If you have the appropriate rights, displays the guest’s bill in Cashiering.
CANCEL C.I.
Cancels the check-in of a guest whom checked-in today and does not have a balance. The reservation is no longer displayed on the In House dialog box and the reservation status changes to Expected.
REINSTATE
Reinstates a checked-out reservation. This button toggles to CANCEL CI.
PROFILE
Displays the Profile screen for the selected reservation.
OPTIONS
Displays the Reservation Options dialog box without displaying the Reservations screen.
ROOM MOVE
Displays the Room Move dialog box so you can move an inhouse guest to another room. Use this option to change room types, also. The room type can be changed only by changing the room number.
EDIT
Displays the Reservation screen for the selected reservation.
SEARCH
Opens the In House Guest Search dialog box.
Searching for an in house guest using the advanced search option To search for an in house guest using the advanced search option: 1.
From the In House Guest Search dialog box, click ADVANCE. The In House Guest Search dialog box expands.
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In-House Guests
The Advanced In-House Guests Search dialog box fields are explained in Table 16, page 66. 2.
Enter one or more search criteria and click SEARCH. The In House dialog box appears.
Note: If no reservations match the search criteria, Suite 7 notifies you that no reservations were found.
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Table 16: Advanced In House Guest Search dialog box fields This field
Is to search for
General
All reservations with the status of Checked-in.
Day Use
Reservations with the same arrival date and departure date.
Complementary
Reservations that are marked as Comp (Complementary) in the Reservation screen.
Due Out
Reservations that are due to depart today.
Checked Out
Reservations that have checked out today.
Arrival --- To ---
Guests who are expected to arrive within the range of dates.
Departure --- To ---
Guests who are expected to depart within the range of dates.
City
Reservations for guests from a specific city.
Country
Reservations for guests from a specific country.
Room Type
Reservations with the specified room type.
VIP Code
Reservations with the specified VIP code.
Market Code
Reservations with the specified market code.
Color Code
Reservations with the specified color code.
Source
Reservations booked through the specified source.
Source Code
Reservations with the specified source code.
Member No.
Reservations with the specified member number.
Guest Card No
Reservations with the specified guest card number.
Rate Code
Reservations with the specified rate code.
Arrival Time --- To ---
Reservations with expected arrivals within the stated time frame. If the To field is left blank, the search will be for arrival times after the stated time.
Canceling a checked-in reservation You can cancel a checked-in reservation if the guest has checked in today and does not have a balance. For example, the wrong guest was checked-in. To cancel a checked-in reservation from the Reservation List grid: 1.
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From the In House dialog box, select the guest.
In-House Guests
2.
Click CANCEL C.I. A confirmation dialog box appears.
3.
Click YES. A confirmation dialog box appears asking if you want to change the room status.
4.
Check the check box to change the room status to Touch Up and click YES or to change the room status to Dirty, or NO to keep the same room status. A confirmation dialog box appears asking if you want to block the room number.
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5.
Click YES or NO.
6.
If the reservation is in the rooms queue, you will be asked whether to leave the room to the queue:
Click the appropriate button. The check-in is cancelled. The reservation is no longer displayed on the In House dialog box and the status of the reservation changes to Expected.
Viewing a guest’s bill The Billing option will open the Billing screen in the Cashiering Module. Here you can view in-house guest’s folio, post charges, and use other related functions. To view guest’s bill: 1.
From the In House dialog box, click BILLING. The Cashier Login dialog box appears
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In-House Guests
2.
Type your cashier number in the Cashier No field.
3.
Type your password in the Password field.
4.
Click LOGIN. The Billing screen appears.
Note: For instructions on Billing see the Suite 7 Cashiering Manual.
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Reinstating a reservation that has checked out If a guest has checked out the reinstate option enables you to check the guest back into the room. The option is active only if the guest has checked out. To reinstate a reservation that has checked out: 1.
From the In House dialog box, select the guest.
2.
Click REINSTATE. A warning appears.
3.
Click ORIGINAL ROOM or PX ROOM. The reservation status is changed from Checked Out to Checked In or Walk In. The REINSTATE button is toggled to CANCEL C.I.
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In-House Guests
Viewing an in-house guest’s profile To view an in-house guest’s profile: 1.
From the In House dialog box, select the guest.
2.
Click PROFILE. The Profile screen for the guest appears.
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Note: For more information on Profiles, see the Suite 7 Reservations Manual.
Moving an in-house reservation from one room to another room You can move an in-house reservation from one room to another room. To move an in-house reservation from one room to another room: 1.
From the In House dialog box, select the guest that you want to move.
2.
Click ROOM MOVE. The Move Room dialog box appears.
3.
From the Move Room dialog box, type a new room number in the Room No. field box or click the drop down arrow and select a room number from the Room Search dialog box.
4.
Click the drop down arrow and select a reason for the move from the Reasons list.
5.
Click YES. The room number is changed.
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Note: If your hotel is configured for DID, the Virtual Numbers dialog box may appear. When a guest moves to a different room, a guest-based virtual number will always follow the guest. When a guest moves from a room with room-based virtual numbers, the virtual number always stays with the room, and a new virtual number is assigned to the guest, depending upon the new room DID setup. For further instructions and information on virtual numbers, see “Checking in a guest to a room with virtual nu,” page 49.
Editing an in house reservation You can edit an in house reservation. Note the following limitations: The arrival date cannot be edited for a checked-in guest. The room type cannot be edited directly; the room number must be changed. See “Moving an in-house reservation from one room to another room,” page 72. To edit an in house reservation: 1.
From the In House dialog box, select the reservation that you want to edit.
2.
Click EDIT. The Reservation screen appears.
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3.
Make the required changes.
4.
Click OK. The reservation is changed and the Reservation screen is closed. Note: For more information on reservations, see the Suite 7 Reservations Manual.
Displaying the options that can be attached to an in house reservation Various options can be attached to a reservation through the Reservation Options dialog box. For example, fixed charges, a message, or a location. Changes to the reservation can also be made. For example, authorizing direct billing, adding routing instructions, or adding a leisure booking. To display the options that can be attached to an in house reservation: 1.
From the In House dialog box, select the reservation to which you want to attach the option.
2.
Click OPTIONS. The Reservation Options dialog box appears.
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In-House Guests
For an explanation of Reservation Options dialog box option buttons, see Table 17, page 76.
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Table 17: Reservation Options dialog box option buttons Click this option button
To do this
Routing
Direct charges of specific department codes to post automatically to different folios.
Auth. Direct Bill
Authorize direct billing for guests who are not paying for their own stay, but who are having their payment made by someone else, such as, a company or organization.
Traces
Communicate guest’s requests with other hotel staff. It allows the hotel to keep track of things that have to be done for guests on a specific date.
Reg. Card
Print a registration card for the current reservation.
Room Move
Move an in-house guest to another room.
Reinstate
If a guest has checked out, you can check the guest back into the room. Not available for in-house reservations.
Package Options
Display a list of package elements for which an allowance has been created.
Credit Cards
Get additional or manual approval of the guest’s credit card.
Confirmation
View, print, or e-mail confirmation letters. Not available for in-house reservations.
Waitlist
Move a guest reservation to the Waitlist. An in-house reservation can not be moved to the Waitlist; therefore the option is not available.
Fixed Charges
Post specific charges on a daily basis.
Virtual Numbers
If your system is configured for DID (Direct Inward Dialing), you can assign a specific telephone or fax number to a guest reservation for the duration of the guest’s stay.
Accompanying
Register each guest in the room, even if there is only one actual reservation for that room.
Delete
Delete a reservation. An in-house reservation can not be deleted so the option is not available.
Regrets
Move a guest reservation to the Regrets list. An inhouse reservation can not be moved to the Regrets list; therefore the option is not available.
Rate Info
View a room rate in various currencies.
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In-House Guests
Click this option button
To do this
Changes
View all the changes made to a reservation since the original reservation was made.
Messages
View, create, edit or delete guest messages.
Add On
Make a copy of the current reservation with a different reservation number.
Locator
Enter a guest locator.
Pre-Billing (expected guest)/ Billing (checked-in guest)
Open the Billing screen in the cashiering Module to: Post a deposit payment or a pre-billing charge for a guest who has not checked in. Post a payment for a checked in guest.
Shares
If the reservation is a share, view the shares and split the room charges.
History
View the details of previous stays.
Party
Split a party reservation.
Meal Plan
Set the meal plan schedule for a guest.
Leisure
Leisure activities are bookings for hotel outlets such as restaurants, spa, golf tee time, hairdresser or any other leisure activity or service.
Q-room
Place a reservation on the queue to inform Housekeeping that a guest has arrived and his room is not yet ready.
Guest Awards
Assign points earned by the guest to his award program.
Pro-Forma
Produce an invoice that calculates the nights for an expected and checked in guest.
Note: For further instructions on Options, see the Suite 7 Reservations Manual.
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4 Room Blocking A room blocking is the assignment of a room to an expected arrival. The Front Desk Room Blocking option enables you to view all the reservations for a specified date, or just reservations that meet certain criteria, and see what rooms are available for them. Information from a guest’s reservation and profile are automatically included in the information you see in the Expected Arrivals list. If you want more complete information about an expected arrival, you can access the related guest profile and reservation directly from the Room Blocking option’s main screen, the Room Blocking dialog box.
Opening the Room Blocking dialog box To open the Room Blocking dialog box: 1.
From the main Suite 7 screen speedbar, click the FRONT DESK icon.
The Front Desk toolbar appears to the right of the icons.
2.
Click the ROOM BLOCKING icon
.
The Room Blocking dialog box appears.
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The left-hand window displays the Expected Arrivals list. The column headings are explained in Table 18. Table 18: Room Blocking dialog box - Expected Arrivals list column headings Column heading
Description
Type
The room type code.
St
The status of the room. If the housekeeping status is other than Inspected, then the status will show one of the following codes: DI = dirty, CL = clean, IS = inspected, TU = touch up. In addition, if the front office status is not Vacant, the status of the room will show Occ = Occupied. Not all hotels are configured with the IS and TU codes. For further explanation see the Suite 7 Configuration Manual.
Room
The room number assigned to the guest.
FullGuestName
The guest’s first and last name.
Time
The time of arrival.
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Room Blocking
Column heading
Description
#
The number of rooms in the reservation.
Ad
The number of adults in the reservation.
Ch
The number of children in the reservation.
Depart
The expected departure date.
Group
The group name if the guest is part of a group.
The list in the left-hand window can include all reservations for the date in the Date field, or can be limited by the other fields on the lower left-hand side of the dialog box. These fields are explained in Table 19. Table 19: Room Blocking dialog box - Reservation viewing criteria Field
Description
Arrival Date
The date the reservation is for.
Only unblocked reservations
When the check box is checked, the reservations for which rooms have not yet been assigned are displayed. When the check box is unchecked, all reservations, including those with assigned rooms, are displayed.
Group Name
Select the group name from the drop-down list to view the members of the specified group.
Room Type
Select the room type from the drop-down list to view expected arrivals with that room type.
VIP From…VIP To
Only expected arrivals with a VIP code in the range selected will be displayed.
Specials
Only expected arrivals with the selected special codes will be displayed.
Block Code
Select the block code from the drop-down list to view the expected arrivals with the given block code.
Party
Type the name of the party to view expected arrivals from a given party.
Guest Name
Type the guest’s name to view a specific guest reservation.
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Defining the criteria for the Expected Arrivals listing You can define criteria to limit the Expected Arrivals listing. To define the criteria for the Expected Arrivals listing: 1.
Select the desired date: Click on the Arrival Date field and select the date from the calendar that appears.
2.
Define other selection criteria from the fields under the Expected Arrivals listing as explained in Table 19, page 81.
3.
If your selection is complete, press the Tab key. The selected reservations appear in the Expected Arrivals window. If your selection is not complete, proceed to the next step.
4.
Click the SCOPE button. The Scope for additional search dialog box opens.
5.
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Select the desired rate codes, market codes, features, and the minimum length of stay, as explained in Table 20, page 83.
Room Blocking
6.
To select expected arrivals from a particular travel agent, source, or company, select the appropriate radio button, and then click on the corresponding dropdown arrow to open the listing and make your selection. These criteria are mutually exclusive; only one radio button may be selected. To delete all selections in the dialog box without closing it, click CLEAR ALL.
7.
When all selections have been made, click OK. The Room Blocking dialog box appears with the selected reservations listed in the Expected Arrivals window.
Table 20: Scope for additional search dialog box fields Field
Description
Rate code
Rate codes to be included in the Expected Arrivals listing.
Market
Market codes to be included in the Expected Arrivals listing.
Feature
Features to be included in the Expected Arrivals listing.
Minimum length of stay
Minimum length of stay to be included in the Expected Arrivals listing.
Agent/Source/ Company
The travel agent, source, or company to which the reservations should be linked. These criteria are mutually exclusive; only one may be selected.
Searching for available rooms for a reservation To search for available rooms for a reservation: Select the guest’s name in the Expected Arrivals window. In the window on the right-hand side of the dialog box is a list of available rooms, of the same type as in the highlighted reservation. The Available Rooms list column headings in this window are explained in Table 21, page 84. The list of available rooms of a given type can be limited by checking the check boxes at the lower right of the Room Blocking dialog box. It can also be limited by selecting specific features and floor. The check boxes are explained in Table 22, page 84. The features and floor selections are explained in Table 23, page 84. Additional information about the reservation is displayed in the fields immediately below the Expected Arrivals and Available Rooms lists. The guest information fields are explained in Table 21, page 84.
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Table 21: Room Blocking dialog box - Available Rooms list column headings Column heading
Description
Type
The type of room.
Room
The room number.
Status
The housekeeping status of the room: DI = dirty, CL = clean, IS = inspected, TU = touch up. Not all hotels are configured with the IS and TU codes. For further explanation see the Suite 7 Configuration Manual.
Features
The floor number, and codes of other room features, such as NS for No Smoking, C for facing court.
Info
The front desk room status: AE = Arrival Expected (+time), AC = Arrival Checked-in, D = Day use, DN = Departure expected, DP = Departed, OC = Occupied.
Table 22: Room Blocking dialog box check boxes Check this check box
To do this
Expected departure rooms
Include rooms that are expected to depart today but have not yet been vacated.
Inspected rooms only
Limit the list of available rooms to rooms that have been inspected after cleaning.
All Room Types
Include all the room types in the list of available rooms. If this is unchecked, only rooms of the type indicated in the reservation will be displayed.
Table 23: Room Blocking dialog box –Features and floor selections Click this drop down arrow
To do this
Features
Open the Select dialog box from which to select desired features. You may also type the desired features into the field. Use a comma to separate the feature codes. Note that the features from the guest profile are displayed automatically when you highlight the reservation.
Limit to Floor
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Limits the room assignment to certain floors.
Room Blocking
Table 24: Room Blocking dialog box - Guest information fields Field
Description
Remarks
A display-only field. The remarks, such as VIP status, room feature and last room occupied, are copied from the guest’s reservation and profile.
Preferred Room
A display-only field that is copied from the guest’s profile. It is the room number that is preferred by the guest. This room will be highlighted automatically if it is available.
Assigned Reason
The reason the room is housekeeping assigned.
Blocking a room To block a room: 1.
In the Room Blocking dialog box, select the guest’s name in the Expect Arrivals list. Additional information about the reservation is displayed in the fields immediately below the Expected Arrivals and Available Rooms lists.
The guest information fields are explained in Table 24.
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2.
In the Available Rooms list, on the right-hand side of the Room Blocking dialog box, choose the room you want to assign the guest.
3.
Click BLOCK, or press Alt + B. The room number appears next to the guest’s name and is also removed from the Available Rooms list in the right-hand window.
If the room has a housekeeping assignment, you are prompted to confirm the blocking.
4.
Click YES.
5.
If you block a room that has a shared reservation, the Creation of Share Reservation dialog box appears.
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Room Blocking
6.
Click OK. The Creation of Share Reservation dialog box is closed and the Room Blocking dialog box appears.
7.
Click CLOSE. The Room Blocking dialog box is closed.
Unblocking a room You can remove the assigned room from an expected arrival. To unblock a room: 1.
In the Room Blocking dialog box, select the blocked reservation. Note: When a reservation without a blocking is selected, the UNBLOCK button is deactivated.
2.
Click UNBLOCK, or press Alt + N. The room number is removed from the reservation and added to the Available Rooms list. If you unblock an assignment of a shared reservation, Suite 7 asks you if you want to move the second guest.
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3.
Click NO to leave the second guest in the room. Click YES to move the second guest. The Create Share Reservation dialog box appears.
4.
Click OK. The Creation of Share Reservation dialog box is closed and the Room Blocking dialog box appears.
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Checking in a guest To check in a guest: 1.
Select the guest’s name in the Expected Arrivals list.
2.
Click CHECK-IN. If a room number has not been assigned to the reservation, a Room Block notification appears.
3.
If you want to accept the room number assigned by the system, click OK. If you want to change the room number assigned by the system, click the drop down arrow, select a room number from the Room Search dialog box, and click SEARCH. Note: The Assign Virtual Number dialog box may appear. For more information on virtual numbers, see “Checking in a guest to a room with virtual nu,” page 49.
4.
Click OK. A Check-in Successful notification appears and the reservation is checked in.
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Automatic room blocking With the Auto function, Suite 7 allows you to automatically block all reservations for a specified date. The Auto function is a global function. You can block all reservations for specific groups, parties, room types, or VIP levels. To automatically block rooms: 1.
In the Room Blocking dialog box, specify the criteria you require: date, group, block code, party, room type, or VIP level. Note: If no criteria are specified then all reservations are automatically blocked.
2.
Click AUTO. The Automatic Room Block dialog box appears.
3.
Fill in the fields you require. The fields of the Automatic Room Block dialog box are explained in Table 25, page 92.
4.
Click BLOCK.
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The room blocking is performed. As each reservation is processed, its name and the assigned room number appear in the Guest and Room fields, respectively. A message box appears after all the blockings are processed.
5.
Click OK. The Automatic Room Block dialog box appears. The status listing lists the room assignments.
6.
To unassign the rooms that were blocked, click UNDO. Confirmation of the Undo is requested.
7.
Click YES. The unblocking is performed. As each reservation is processed, its name and the assigned room number appear in the Guest and Room fields, respectively. A message box appears after all the blockings are processed.
8.
Click OK. The status listing shows that all rooms have been unassigned.
9.
Click CLOSE. The Room Blocking dialog box appears.
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Table 25: Automatic Room Block dialog box fields Field
Description
Arrival Date
The expected arrival date of the reservations being automatically blocked.
Features
The room features required for the blocking.
Override Guest Features
Overrides the room features specified in the guest profile. If this field is checked, no attention is given to room features on a reservation.
Start from Room
Begin blocking reservations from a specified room number.
Limit to Floor
Limit the room blocking to a specified floor.
Group/Block
This is an information-only field. If either the Group or Block Code field is completed in the Room Blocking dialog box, this field is filled in automatically.
Include Groups
Include groups in a global automatic blocking for a given date. If this field is unchecked, blocking will be only for individual reservations, not groups. If a group or block code is selected before the automatic blocking, this field is inactive.
Departing Rooms
If this field is checked, the rooms of guests scheduled to depart, but who have not yet checked out, will be included in the automatic room blocking.
Inspected Rooms Only
In hotels that maintain separate categories for clean rooms and rooms that have actually been inspected after cleaning, checking this limits the blocking to inspected rooms.
All Group Dates
If a group is selected and this field is checked, all members of a group are included in the automatic blocking, even those expected to arrive on different dates.
Guest
Information-only field. After clicking BLOCK, the name of the reservation being processed in the blocking process appears.
Room
Information-only field. After clicking BLOCK, the room number of the reservation being processed in the blocking process appears.
Status Listing
Listing of all room assignments made by the automatic blocking.
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5 Messages The Suite 7 Front Desk module includes the Messages option for sending and displaying messages for guests. This option allows you to send messages to guests individually or by group. You can keep an unlimited number of messages for each guest, mark messages as having been received or not, and print messages in a userdefinable format. With the appropriate interfaces, the messages will trigger the message-waiting lamp on the telephone to turn on or will send the message directly to the in-house video system so that the guest can call it up on the television screen. If a guest changes rooms, any messages that have not yet been received will automatically be redirected to the current room number. Messages remain in the system until they are deleted or until the completion of the night audit after the guest has checked out. Another option included is the Traces option. This option allows you to create a trace and attach it to a guest reservation. The trace is a message to the hotel staff to perform a specific action on a specific date. In addition to normal traces, you can create action traces, which will automatically change certain reservation data, such as the rate code, market code, number of adults, on a specified date.
Opening the Select dialog box To open the Select dialog box: 1.
From the main Suite 7 screen speedbar, click the FRONT DESK icon.
The Front Desk toolbar appears to the right of the icons.
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2.
Click the MESSAGES icon
.
The Select dialog box appears.
Displaying messages Accessing the Display Messages option To access the Display Messages option: From the Select dialog box, click DISPLAY MESSAGES. The Display Messages For dialog box appears.
The Display Message For dialog box contains buttons that allows you to select the type of messages to be displayed. For an explanation of these buttons, see Table 26, page 95.
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Table 26: Display Message For dialog box options Click this option button
To display this type of message
NOT Received
Messages that have not been marked as received by the guest.
Manual received
Messages that have been marked as received by a user.
Printed
Messages that have been printed.
Lamp ON
Messages with the status of Lamp On. The lamp on the telephone in the guest’s room has been switched on to indicate that the guest has a message.
Video Sent
If the hotel is configured for the video option, messages that have been sent to the guest’s television.
Video Received
If the hotel is configured for the video option, messages that have been viewed on the television by the guest.
ALL Messages
All messages in the system regardless of the status.
Displaying specific messages To display specific messages: 1.
Click the button for the type of message to be displayed. A Message Display dialog box appears with the appropriate message title. For example, All manually received messages, All messages with status LAMP ON, and All messages sent to video. The guest names that have received the messages are listed in the grid box. The message for the highlighted guest is displayed in the text box. At the bottom of the dialog box are option buttons that allow you to perform additional procedures for the message. If there are no messages that meet the display criterion, a Message Display dialog box appears with the appropriate message title, an empty grid box, and an empty text box. For example, when MANUALLY RECEIVED is clicked, the All manually received messages dialog box appears displaying all the messages in the system that were marked as received by the guest.
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2.
Perform the options required. The option buttons are described in Table 27.
3.
Click CLOSE. The Message Display dialog box is closed.
Table 27: Message Display option buttons Click this option button
To do this
New
Compose a new message.
Delete
Delete the currently highlighted message.
Print
Print the currently highlighted message.
Not Received/Receive
Toggle the message status: If the Status column does not indicate Received, it means that the message has not been received and the toggle RECEIVE button is activated. If the Status column displays the date and time that the message was received, it means that the message was received and the NOT RECEIVED button is activated.
Receive All
Mark the status of all messages as received. The date, time, and operator’s name appear in the Status column.
Lamp On
Turn a lamp on the telephone in the guest’s room, to indicate that a message is waiting.
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Note: Each time information about a guest is accessed, Suite 7 reminds the hotel staff that the guest has a message. After the message has been received by the guest, printed, or transferred to the in-house video system, Suite 7 stop giving out reminders. However, the message will remain available even after being marked as received, until completion of the night audit after the guest has checked out.
Creating a new message To create a new message: 1.
From the Message Display dialog box, click NEW. The Send Messages To dialog box appears.
2.
Choose the guest that you want to leave a message for.
3.
You can narrow the search by typing criteria in the fields Room, Name, Group, Party, at the lower left of the dialog box and pressing Enter. The Send Message to dialog boxes appears with the searched for guest names.
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4.
Choose the guest that you want to leave a message for.
5.
Click SELECT. The Guest New Message dialog box appears. In the right window pane of the dialog box is a list of pre-defined messages.
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6.
Type the message in the left window pane or select a pre-defined message by double-clicking the message. The message appears in the left window pane and the PRINT and Save options are activated.
7.
Click SAVE to save the message or PRINT to save and print the message. When the SAVE button is clicked, the message is saved, the Guest New Message dialog box is closed and the Message Display dialog box appears. When the PRINT button is clicked the message is saved and sent to the printer, the Guest New Message dialog box is closed, and the Message Display dialog box appears. When a new message was created for a group and the SAVE or PRINT button was clicked, the Save Message for dialog box or Print Message for dialog box appears.
8.
Click the required radio button, if necessary type the between dates, and click OK. A confirmation box appears.
9.
Click OK. A confirmation box appears displaying the number of guests the messages was saved or printed for.
10. Click OK. The Message Display dialog box appears.
Deleting a message To delete a message: 1.
From the Message Display dialog box, select the guest name with the message that you want to delete.
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2.
Click DELETE. A Delete Message confirmation box appears.
3.
Click YES. The message is deleted.
Printing a message A message can be printed so that the guest can have a hard copy of the message To print a message: 1.
From the Message Display dialog box, select the guest name with the message that you want to print.
2.
Click PRINT. You are asked which message you want to print.
3.
Click the appropriate button. The message(s) is sent to the printer.
Marking a message as received When a guest receives a message, the message is marked as received. To mark a message as received: 1.
From the Message Display dialog box, select the guest name with the message that you want to mark as received.
2.
Click RECEIVE.
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The status of the message is changed to Received at a specific date and time along with a user name. The RECEIVE button is toggled to NOT RECEIVE. Note: The message is removed from the All message NOT received dialog box and is moved to the All manually received dialog box.
Unmarking a received message A message that has been marked as received can be unmarked to Not Receive. To unmark a received message: 1.
From the Message Display dialog box, select the guest name with the message that you want to unmark as received.
2.
Click NOT RECEIVE. The status of the message is changed to Not Received. The NOT RECEIVE button is toggled to RECEIVE. Note: The message is removed from the All manually received dialog box and is moved to the All message NOT received dialog box.
Marking all messages as received All messages for all the guests can be marked as received in one action. To mark all messages as received: From the Message Display dialog box, click RECEIVE ALL. The status of all the messages is changed to Received at a specific date and time along with a user name. The RECEIVE button is toggled to NOT RECEIVE. Note: All the messages are removed from the All message NOT received dialog box and are moved to the All manually received dialog box.
Turning the Lamp On The Lamp On option can be activated only when the message status is Not Received and after the guest has checked into the hotel.
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Note: Normally the lamp is turned on automatically through the telephone interface. To turn the Lamp On: 1.
From the Message Display dialog box, select the guest name with the message that you want to turn the Lamp On.
2.
Click LAMP ON. The status of the message is changed from Not Received to Lamp On at a specific date and time along with a user name. Note: The message appears on the All message NOT received dialog box and the All messages with status LAMP ON dialog box.
Sending messages Accessing the Send Messages option To access the Send Messages option: From the Select dialog box, click SEND MESSAGES. The Send Messages To dialog box appears.
The Send Messages To dialog box contains buttons for all the available types of guests to whom the message can be sent. For an explanation of these buttons, see Table 28, page 103.
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Table 28: Send Messages To dialog box options Choose this
To send messages to
Guests Arriving Today
Guests who are expected to arrive today.
Guests Arriving Tomorrow
Guests who are expected to arrive tomorrow.
Guests Departing Today
Guests who are expected to check out today.
Guests Departing Tomorrow
Guests who are expected to check out tomorrow.
Guests in House
All checked in guests who are in house today.
Guests in House Tomorrow
All checked in guests who will be in house tomorrow, regardless of arrival date.
Group guests
Guests who are part of a group.
Sending messages to guests A global message can be sent to all the guests at one time. To send messages to guests: 1.
Click the button for the type of guests to send messages to. A Messages for guests dialog box appears with the appropriate message title. For example, Messages for guests arriving today, Messages for guests departing tomorrow, and Messages for group guests. For example, when GUESTS ARRIVING TOMORROW is clicked, the Messages for guests dialog box appears.
2.
Type the VIP code range.
3.
Type the language codes you want to include or exclude.
4.
Click OK.
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A Messages for guests dialog box appears.
5.
Type the message in the left window pane or select a pre-defined message by double-clicking the message. The PRINT and SAVE options become activated.
6.
Click SAVE to save the message or PRINT to save and print the message. A confirmation box to save or print the message appears.
7.
Click Yes. A message box appears displaying the number of guests that the message has been saved and/or printed for.
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8.
Click Ok. The Message for guests dialog box is closed.
Sending a message to a group To send a message to a group: 1.
From the Send Messages To dialog box, click GROUP GUESTS. The Messages for group guest dialog box appears.
2.
Type or select a group from the drop-down list next to the Group field.
3.
Type or click the In House Between drop down arrow and select a date from the calendar.
4.
Check the Include Checked-In Guests to include the guests are checked-in.
5.
Type the VIP code range.
6.
Type the language codes you want to include or exclude.
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7.
Click OK. The Messages for group guests dialog box appears.
8.
Type the message in the left window pane or select a pre-defined message by double-clicking the message. The PRINT and SAVE options become activated.
9.
Click SAVE to save the message or PRINT to save and print the message. A confirmation box to save or print the message appears.
10. Click Yes. A message box appears displaying the number of guests that the message has been saved and/or printed for.
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11. Click Ok. The Message for group guests dialog box is closed.
Displaying traces With the Display Traces option, you can view traces, resolved traces, and unresolved traces. The Traces option allows you to communicate guest’s requests with other hotel staff. The Traces option allows the hotel to keep track of things that have to be done for guests on a specific date. For example, if the guest needs a baby crib, you advise housekeeping that they need to bring a crib to that guest on that date. On the specified date entered, Suite 7 notifies housekeeping, through the trace report, that a crib is requested. You can create, modify, delete or resolve a trace or mark it as completed. In addition, there is a special type of trace called Action trace. The Action trace relates to changes in the reservation itself (such as change of rate code, price, or the number of guests), and is resolved automatically during the night audit. An Action trace cannot be modified and would normally be entered from the individual reservation screen.
Accessing the Display Traces option To access the Display Traces option: From the Select dialog box, click DISPLAY TRACES. The Display Traces dialog box appears.
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Creating a new trace To create a new trace: 1.
From the Display Traces dialog box, click the button for the type of trace to be displayed. A Traces dialog box appears with the appropriate message title. For example, Resolved Traces, Unresolved Traces, or All Traces. At the bottom of the dialog box are option buttons that allow you to perform additional procedures for the trace. For example, when ALL TRACES is clicked, the All Traces dialog box appears displaying all the traces in the system regardless of whether the trace was resolved or unresolved.
2.
Click NEW. The Create Trace For dialog box appears.
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3.
Enter the selection criteria: Room, Name, Group, or Party, OR, select the guest, and click SELECT. The New Trace Entry dialog box appears.
4.
Enter From and Until Trace Dates.
5.
Under Trace Department, select the department the trace is for. On the right-hand side, a list of texts that you may select from appears under Trace Texts. A free format text box is also displayed.
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6.
Type the message in the text box or select a pre-defined message by doubleclicking the message. The selected text appears in the text box and the Save button is activated.
7.
Click SAVE. The Traces dialog box reappears with the text you entered.
If the guest is part of a group, the Save traces for dialog box appears.
8.
Click the required radio button.
9.
Click OK. The Traces dialog box appears.
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Editing the trace To edit text on the Traces list: 1.
From the Display Traces dialog box, click the button for the type of trace to be displayed. The Traces dialog box appears.
2.
Click EDIT. The Edit Trace Entry dialog box appears.
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3.
Edit the text in the text box.
4.
Click SAVE. The Traces dialog box appears displaying the edited text.
Resolving a trace When a trace is marked resolved, it indicates that the trace has been performed. To resolve a trace: 1.
From the Display Traces dialog box, click ALL TRACES or UNRESOLVED TRACES. The Traces dialog box appears.
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2.
Select the trace that you want resolved. The Resolve button is activated, unless the trace you highlighted is an action trace, a trace that can only be resolved in the night audit. For example, to change the room charge for an additional number of guests is an action trace. Bringing in an extra pillow or towel, though, is handled by the housekeeping staff and is not an action trace.
3.
Click RESOLVE. The trace’s status changes from Not resolved to Resolved indicated by the date, time, and the user who changed its status. If you are viewing the All Traces dialog box, the RESOLVED button is toggled to UNRESOLVE. Note: The message is removed from the Unresolved Traces dialog box and moved to the Resolved Traces dialog box.
Unresolving a trace If a trace was mistakenly marked as resolved, you can unmark the trace to unresolved. To unresolve a trace: 1.
From the Display Traces dialog box, click ALL TRACES or RESOLVED TRACES. The Traces dialog box appears.
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2.
Select the trace that you want unresolved.
3.
Click UNRESOLVE. The trace’s status changes from Resolved to Not resolved. If you are viewing the All Traces dialog box, the UNRESOLVE button is toggled to RESOLVED. Note: The message is removed from the Resolved Traces dialog box and moved to the Unresolved Traces dialog box.
Deleting a trace To delete a trace: 1.
From the Display Traces dialog box, click the button for the type of trace to be displayed. The Traces dialog box appears.
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2.
Click DELETE. A confirmation box appears.
3.
Click YES. The trace is deleted.
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6 House Status The House Status screen gives an overall picture of the hotel at that very moment.
Viewing the House Status screen To view the House Status screen: 1.
From the main Suite 7 screen speedbar, click the FRONT DESK icon.
The Front Desk toolbar appears to the right of the icons.
2.
Click the HOUSE STATUS icon
. or press (Ctrl +H).
The House Status screen appears.
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To recalculate the House Status screen: 1.
From the House Status screen, click the CURRENT STATUS radio button.
2.
Click PRESS HERE TO RECALCULATE. The House Status screen figures are updated in all categories and fields. For House Status screen room summary terms, see Table 29, page 119. For House Status screen movement terms, see Table 30, page 119. For House Status screen housekeeping status terms, see Table 31, page 121. For House Status screen end of day projection terms, see Table 32, page 122.
To view the Start of Day status: Click the START OF DAY STATUS radio button. The House status screen displays the status for all fields at the beginning of the day.
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Note: In order to produce a START OF DAY STATUS snapshot, the HOUSE STATUS-START OF DAY STATUS option must be selected in the Night Audit setup. (See the Fidelio Night Audit Manual.)
Closing the House Status screen To close the House Status screen: From the House Status screen, click CLOSE. The House Status screen is closed. Table 29: House Status screen room summary terms Term
Definition
Total Hotel Rooms
The total number of rooms in the hotel.
Out of Order
The number of rooms that are out of order and are not available for sale. For example: No electricity.
Total Rooms to Sell
The number of rooms available for sale. Total rooms less Out of order.
Out of Service
The number of rooms that are taken out temporarily for a specific day but are included in the availability and can be brought back at any time. For example: Closed Floor.
Rooms in Queue
The number of rooms in the queue. A room is put into the queue to be gotten ready as soon as possible for a guest who has arrived to check in, but the room is not yet ready for him.
Table 30: House Status screen movement terms Term
Room / PAX
Definition
Departures Expected
Room
The number of rooms that are due to depart that day.
PAX
The number of persons that are due to depart that day.
Room
The number of rooms that have departed that day.
Pax
The number of persons that have departed that day.
Departures Actual
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Term
Room / PAX
Definition
Arrivals Expected
Room
The number of rooms that are due to arrive that day.
PAX
The number of persons that are due to arrive that day.
Rooms
The number of rooms that are due to arrive that day that have room numbers assigned to them.
PAX
The number of persons that are due to arrive that day that have room numbers assigned to them.
Room
The number of rooms that arrived that day.
PAX
The number of persons that arrived that day.
Room
The number of rooms that were due to depart that day and have extended their stay.
PAX
The number of persons that were due to depart that day and have extended their stay.
Room
The number of rooms that departed earlier than expected.
PAX
The number of persons that departed earlier than expected.
Room
The number of rooms that were occupied during the day and did not stay overnight.
PAX
The number of persons that occupied rooms during the day and did not stay overnight.
Room
The number of rooms which have guests that have checked in and made the reservation the same day.
PAX
The number of persons who checked in and made the reservation the same day.
Room
The number of rooms that did not have prior reservations, walked into the hotel, and checked in.
PAX
The number of persons that did not have prior reservations, walked into the hotel, and checked in.
Room
The number of rooms occupied at this moment.
PAX
The number of persons occupying rooms at this moment.
%
The % of rooms occupied at this moment.
Pre-assigned Rooms
Arrivals Actual Extended Stays
Early Departures
Day Rooms
Same Day Reservations
Walk-Ins
Current Occupancy Status
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Table 31: House Status screen housekeeping status terms Term
Occ / Vac
Definition
Inspected Rooms
Occ
The number of occupied rooms that were cleaned and inspected.
Vac
The number of vacant rooms that were cleaned and inspected.
Occ
The number of occupied rooms that were cleaned but not inspected.
Vac
The number of vacant rooms that were cleaned but not inspected.
Occ
The number of occupied rooms that were used by a guest and have not been cleaned...
Vac
The number of vacant rooms that were used by a guest and have not been cleaned.
Occ
The number is always zero because an out of order room cannot be occupied.
Vac
The number of vacant rooms that are out of order and are not available for sale. For example: No water.
Occ
The number is always zero because an out of order service room cannot be occupied.
Vac
The number of vacant rooms that are taken out temporarily but are included in the availability and can be brought at any time. For example: Closed Floor.
Clean Rooms
Dirty Rooms
Out of Order
Out of Service
Note: The Housekeeping status term "Inspected" is optional and is set up during configuration. It may or not appear depending upon the setup of the system.
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Table 32: House Status screen end of day projection terms Term
Room / PAX
Definition
Available Tonight
Room
The number of rooms that will be available for sale that night.
Occupied Tonight
Room
The number of rooms that will be occupied that night.
PAX
The number of persons that will be occupying the hotel that night.
%
The percentage the hotel will be occupied tonight
Average Rate
The average room rate
Allotments
Room
The number of rooms that are from a block which is due to arrive and do not have guests (non pickedup group reservation). These rooms are not available for sale.
Individuals
Room
The number of rooms that are occupied by individuals who are not part of a group.
PAX
The number of individual persons that are occupying rooms and do not belong to a group.
Room
The number of rooms that are occupied by a group.
PAX
The number of persons that are occupying rooms and belong to a group.
Groups
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7 House Accounts The House Accounts option is used to open accounts in the hotel. For example, a hotel guest who wants to pay some charges separately from his room bill or a non-guest who came into the hotel to attend a convention and has to pay charges. A house account is charged like any other folio.
Opening the House Accounts dialog box To open the House Accounts dialog box: 1.
From the main Suite 7 screen speedbar, click the FRONT DESK icon.
The Front Desk toolbar appears to the right of the icons.
2.
Click the HOUSE ACCOUNTS icon
.
The House Accounts dialog box appears.
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For an explanation of the House Accounts dialog box fields, see Table 33. Table 33: House Accounts dialog box fields Field
Description
Last Name
The last name of the guest.
First Name
The first name of the guest.
Account Until
The date until which the account will be valid. The default is the next day.
Market Code
A drop-down list of market codes, used to maintain statistics of market segments.
Source Code
A drop-down list of source codes, used to maintain statistics of source of business.
Creating a house account After creating a house account, the account is treated by Suite 7 as an In-House account. To create a house account: 1.
Type the complete last name or the first letters of the last name in the Last Name field and click PROFILE. The Profile Search dialog box appears displaying the guest names that meet the criteria typed in the Last Name field.
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If no profile exists or matches the criteria typed in the Last Name field, the Profile Search dialog box appears without any guest names.
2.
If a profile exists, select the guest name and click OK. The House Accounts dialog box appears with the last name filled in. Continue to step 7.
3.
If a profile does not exist, click NEW. The New Profile dialog box appears.
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4.
Click the required radio button and click OK. The Profile screen appears with the last name filled in.
5.
Fill in the required information and click SAVE. The profile is saved.
6.
Click CLOSE. The House Accounts dialog box appears with the last name filled in.
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7.
Type a date in the Account Until field or click the drop down arrow and select a date from the calendar.
8.
Click the Market Code drop down and select a market code from the market code list.
9.
Click the Source Code drop down and select a source code from the source code list. The OK button is activated. Note: All the fields except First Name are mandatory. If the date, market code or source code are not entered, you will not be able to save the account.
10. Click OK. A notice appears displaying the account number and confirming that the account has been checked in.
11. Click OK. The House Account dialog box is closed. Note: It is strongly suggested at this time to enter the payment method, see “In-House Guests”. To post charges or pay the bill, see the Suite 7 Cashiering Manual.
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8 Q Rooms This option is for those hotels that have guests who arrive to check-in before the room is ready for them. When a guest arrives before the expected arrival time, and the room is not yet ready, the room is put into the queue. The list of rooms on the queue appears in Room Management so that the Housekeeping staff can give them top priority. As soon as the room has been cleaned and inspected, Housekeeping indicates this on the Q rooms list, and the guest can be checked in. It may also occur that a room is on the queue, and in the meantime a different guest is checked in and assigned a room of the same type that is on queue. In this case, you will be informed that a room of this type is on queue, and you may choose to assign this room to the waiting guest and find another room for the newer check-in. Note: To use this option, activate the Q-ROOMS parameter. See the “Manager” chapter in the Suite 7 Configuration Manual.
Assigning a room to the queue If a guest arrives before his room is ready, assign his room to the queue. To assign a room to the queue: 1.
Find and select the guest record. (See “Searching for an expected arrival using the standard search,” page 38 or “Searching for an expected arrival using the advanced search option,” page 41.)
2.
Click OPTIONS. The Reservation Options dialog box opens.
3.
Click Q ROOMS. You are asked to confirm the Q Room assignment.
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4.
Click YES. The room is added to the queue: The length of time the room has been in the queue appears at the top of the Arrivals screen when the guest name is selected from the listing. The room appears in the Front Desk Q Rooms listing The room appears in the Room Management Q Rooms listing. (See the Suite 7 Room Management Manual.) If you assign a room of a type that is on the queue to a different guest who is checking in, you will be notified. Perhaps the reservation on queue should be given priority for this room.
Opening the Q Rooms dialog box The Q Rooms dialog box lists all rooms currently in the queue. Use this dialog box to check in, cancel, or edit a reservation for a Q room. Note: You can also see a listing of all Q rooms from the Arrivals Advanced Search dialog box. However, this listing does not list the status of the room, so you cannot tell whether it has been cleaned and inspected. (See “Q Rooms from the Arrivals dialog box,” page 133.)
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To open the Q Rooms dialog box: 1.
From the main Suite 7 screen speedbar, click the FRONT DESK icon.
The Front Desk toolbar appears to the right of the icons.
2.
Click the Q ROOMS icon. The Rooms in queue dialog box appears.
For an explanation of the Rooms in queue dialog box, see the tables below.
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Table 34: Rooms in queue dialog box columns Column
Explanation of the column
Q Status
Status of the reservation.
Time On Q
Length of time that the room has been on the queue.
Room
Room number.
Type
Room type.
Status
Housekeeping room status.
Guest Name
Name of the guest waiting for the room.
Departure
Departure date.
Table 35: Rooms in the queue dialog box buttons This button…
Does this…
Check In
Checks the guest into the selected Q room.
Cancel
Cancels the reservation for the selected Q room.
Profile
Opens the profile of the guest waiting for the selected Q room.
Options
Opens the Reservations Options.
Edit
Opens the reservation for the selected Q room for editing.
Close
Closes the Q Room dialog box.
All command buttons in the Rooms in queue dialog box function exactly the same as the corresponding command buttons in the Arrivals dialog box. (See Table 10, page 40) To check a guest into a room in the queue: When the listing indicates that the room has been inspected, simply click CHECKIN. The guest is checked in and the reservation is removed from the queue. (See “Checking in a guest,” page 46.) To cancel the reservation for a room in the queue: Click CANCEL. The reservation is cancelled, and the reservation is removed from the queue. (See “Canceling an expected reservation,” page 51.)
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To check the guest into a different room: 1.
Click EDIT. The Reservation form for this reservation appears.
2.
Select a new room and click OK to close the Reservation dialog box.
3.
Click CHECK-IN. The guest is checked in to the newly assigned room, and the reservation is removed from the queue.
To cancel a check-in for a reservation that is in the room queue: 1.
In the In-House Guest dialog box, find the guest name and click CANCEL CI.
2.
Proceed through the cancellation (see “Canceling an expected reservation,” page 51). You will be asked whether to leave the room in the queue:
3.
Click the appropriate button, and finish the cancellation procedure.
Q Rooms from the Arrivals dialog box A listing of the Q rooms is also available from the Arrivals dialog box. All the functions that can be performed from the Q Rooms dialog box can also be performed from the Arrivals dialog box. There are several differences between the two listings: The Q Rooms dialog box includes the room status, so you can see when the room has been cleaned and inspected. The Arrivals dialog box includes more information about the reservation itself, such as source and group. The Q Rooms dialog box displays the Time on Queue for each room at the time the dialog box was opened. You can see the time on queue for all rooms at a glance, but this information is not updated once the dialog box appears.
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The Arrivals dialog box displays the current time on queue for the selected reservation only at the top of the dialog box. You see the current time, but only for one reservation at a time. To view the Q rooms listing from the Arrivals dialog box: 1.
From the Arrivals Search dialog box, click ADVANCE. The Arrivals Search dialog box expands.
2.
Check the Q ROOMS check box in the Search Type section.
3.
Click SEARCH.
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The Arrivals dialog box lists only the rooms in the queue. Note the Time in Queue for the selected record (Droulers) at the top of the dialog box. You may perform any of the check in functions as usual.
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9 Attendants The Attendants screen gives you quick and easy access to complete information about attendants including: Attendant Id information (Name and Number) Total number of credits Specific room assignment information From this screen you can not only view all room assignments, but you can also reassign rooms as needed. You may reassign individual rooms, or perform a complete room reorganization. You can also print an Attendants report listing information about each room assigned to the attendants, or save the report to a file.
The Attendants Screen The Attendants screen is accessible from either the Housekeeping toolbar or the Front Desk toolbar. To access the Attendants screen from the Front Desk toolbar: 1.
From the main Suite 7 screen, click the ROOMS MANAGEMENT icon.
The Front Desk toolbar appears to the right of the icons.
2.
Click the arrow at the right of the toolbar to display the rest of the icons.
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3.
Click the ATTENDANTS button.
.
The Attendants screen appears. See Table 36 and Table 37, page 139.
Table 36: Attendants information Field
Definition
Attendant
ID number of the attendant
Name
Name of the attendant
Total Credits
Total number of credits for assigned rooms
Room
Room number assigned to attendant
Status
Current room status
Credits
Number of credits for this room
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Table 37: Attendants screen options This option…
Does this…
Split Screen
Displays the Attendants information twice on a split screen. You can then keep one attendant record in view while searching for another.
Legend
Displays the Legend explaining the symbols, to right of the screen.
Scope
Opens the Attendants Viewing Scope dialog box, which allows you to select which group of attendants and rooms to display.
Add Room
Opens a listing of available rooms to be assigned to the selected attendant.
Delete Room
Deletes the selected room from the selected attendant’s list. It will now appear on the listing of rooms with no attendant assigned, and can be reassigned - accessed via the Add Room
Room Information
Opens the room information listing, which also provides access to the reservation.
Note & Name
Opens the Attendant Properties dialog box, which allows you to enter the attendant name, as well as a note that will be printed out on the report.
Increase Credits
Increases the credits assigned for the selected room.
Decrease Credits
Decreases the credits assigned for the selected room.
Print
Creates a housekeeping report summarizing statistics for the attendants. The report may be printed, viewed on the screen, or saved to a file.
Locate Attendant
Finds and highlights the desired attendant.
Reorganize
Opens the Reorganization Type dialog box, which allows you to select the criteria for reorganizing the Attendant listing.
New Attendant
Opens the Attendant Properties dialog box, which allows you to enter the attendant’s number and name.
Locate Room
Finds and highlights the desired room.
Restore Defaults
Restores the Attendant screen to the default display and organization.
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Managing the Display There are many ways to use the display to make things easier to see. It is often useful to work with a split screen when transferring credits. You may select which shift to display, or search for a particular attendant or room. (A room search displays the attendant to whom the room is assigned.). To display the legend explaining the symbols: 1.
Check the LEGEND check box at the bottom left corner of the screen. The legend appears on the right side of the screen.
2.
Uncheck the LEGEND check box to close the legend when not needed.
To display a split screen: Check the SPLIT SCREEN check box at the bottom left corner of the screen. The screen splits to display the Attendants listing twice. This is useful when one attendant has too many or too few credits, and you want to add or subtract a room or two. You can keep the first attendant in view, while searching on the other side of the screen for a donor/receiver. To select the shift and rooms to be displayed: 1.
Click SCOPE. The Attendants Viewing Scope dialog box appears.
2. 3.
Make the desired selections. (See Table 38, page 141) Click OK. The Attendants screen displays the selected section/rooms.
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Table 38: Attendants Viewing Scope dialog box options This option…
Does this…
Section
Displays the selected shift. (Day/Evening)
Show No Credits
Includes rooms with “0” credits.
Include Parlors
Includes parlor rooms.
Room Type
Opens the Select Room Type dialog box. Click on desired room types, or click ALL or NONE.
To find a specific attendant: 1.
If working with split screen, click on the side in which you want the Attendant data to appear.
2.
Click LOCATE ATTENDANT. The Locate Attendant dialog box appears.
3.
In the top section of the dialog box, click on a radio button to search either by Attendant name or by Attendant number. The appropriate Name or Number field appears in the middle of the dialog box.
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4.
Enter the Attendant name or number.
5.
Click OK. The Attendant data appears highlighted in the screen.
To find a specific room: 1.
If working with a split screen, click on the side in which you want the Room listing to appear. (The Attendant to whom the room is assigned will appear on that side.)
2.
Click LOCATE ROOM. The Locate Room dialog box appears.
3.
Type in the room number.
4.
Click OK. The Attendant to whom the room is assigned appears highlighted in the screen.
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Managing the Room Assignments The Attendants screen is a convenient tool for managing attendant room assignments. You may change a single attendant assignment, or completely reorganize all assignments. You also have direct access to room and reservation information.
Editing individual room assignments To add a new attendant to the listing: 1.
Click NEW ATTENDANT. The Attendant Properties dialog box appears.
2.
Type in the attendant ID.
3.
Complete the other fields if desired. The name or note may be added or changed at any time. See “To edit the attendant name, or add/edit a note,” page 154.
4.
Click OK.
When a guest checks out, the room is automatically assigned to an attendant. However, you may re-assign rooms as needed. You must first delete the desired room(s) from the attendant to which they are assigned. The ADD ROOM button is then activated, so that you may assign the room(s) to a different attendant(s).
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To delete a room from an attendant room assignments: 1.
Click on the room number in the attendant listing. The rooms and credit buttons are activated.
2.
Click DELETE ROOM. The Confirm Delete message appears.
3.
Click YES. The room is deleted from the selected attendant’s assignments, and is available to be re-assigned. The ADD ROOM button becomes activated.
To add a room to an attendant room assignments: 1.
Click on the listing of the attendant to whom you want to assign the room.
2.
Click ADD ROOM. If no rooms are available to be assigned, the Add Room button will not be activated. The Room List dialog box appears.
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3.
Click in the checkbox to the left of the desired room number(s). You may select more than one room. The ADD button is activated.
4.
Click ADD. The selected room(s) is assigned to the selected attendant. The room number appears on the listing, and the credits are added to the attendant’s total credits.
Although the number of credits given for each room type is specified when setting up the rooms, you may need to change the number of credits given for a particular room in certain situations. You can adjust the number of credits given for any room on a onetime-basis using the Attendants screen. To change the number of credits given for a room: 1.
Click on the room number in the attendant listing. The rooms and credit buttons are activated.
2.
Click the INCREASE CREDITS or DECREASE CREDITS button to set the desired number of credits. The Total Credits for the Attendant is adjusted accordingly.
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When room properties, such as the number of credits assigned, have been changed, you may wish to reset the values to the default. You may do this for an individual room, or for all rooms. To restore default room specifications: 1.
Click RESTORE DEFAULTS. The Restore Defaults dialog box appears.
2.
Select whether to restore: Individual room: Enter room number All rooms
3.
Select which values to restore: Credits Departure Credits Day Section Night Section
4.
Click RESTORE. You are asked for confirmation when restoring all rooms.
5.
Click YES. You are informed that the values are restored.
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6.
Click OK.
From the Attendants screen, you have direct access to a summary of basic information about the reservation for the guest who just vacated the room, and for the expected guest (if applicable). You can also view the reservation form for either reservation. To access room and reservation information: 1.
Click on the room number in the attendant listing. The rooms and credit buttons are activated.
2.
Click ROOMS INFORMATION. The Information Window opens, displaying the guest name, arrival and departure dates, and status of the reservation.
3.
To view the reservation form, click RESERV. The reservation form for the listed guest appears.
Reorganizing the Room Assignments Rather than reassigning particular rooms, you may want to completely reorganize the room assignments. There are two types or reorganization: Credits: each attendant is assigned the specified number of credits, until all rooms are assigned. Therefore, if a larger number of credits per attendant is specified, there will be fewer attendants, and vice versa. Also note that due to the varying number of credits per room, the number of credits assigned to the attendants may vary slightly. Attendant: the total credits will be divided as equally as possible among the specified number of attendants.
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To reorganize the room assignments by credits: 1.
Click REORGANIZE. The Reorganize Rooms dialog box appears. (See Table 39, page 153.)
2.
Select REORGANIZE ROOMS BY CREDITS:
3.
Enter desired number of credits per attendant.
4.
Select method of attendant selection: Automatic: The system automatically selects the appropriate number of attendants, numbering them consecutively, starting at “0”. Manual: You specify attendant numbers to be used.
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5.
If manually specifying attendant numbers, a listing of existing attendant numbers appears, and the system informs you how many attendants are needed for the specified number of credits per attendant. Add or remove attendants as needed:
Add: Click ADD, and specify one attendant number, or a range of numbers, in the Attendant Selection dialog box.
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Delete: Select the attendant number and click REMOVE. Delete all attendants: Click CLEAR. 6.
If you want to clear all names and comments from the attendant listings, check the checkbox at the bottom of the dialog box. The attendants will then be listed by ID number only, and you can assign names to the ID numbers as needed.
7.
Click OK. The system asks for confirmation of the reorganization.
8.
Click YES. The attendant listing is reorganized to assign the specified number of credits to each of the attendants. Note: If the OK button is not activated, you may need to add attendants. Automatic attendant selection requires at least one existing attendant. Manual attendant selection requires the correct number of existing attendants.
To reorganize the room assignments by attendants: 1.
Click REORGANIZE. The Reorganize Rooms dialog box appears. (See Table 39, page 153.)
2.
Select REORGANIZE ROOMS BY ATTENDANTS:
3.
Select method of attendant selection: Automatic: The system automatically creates the specified number of attendants, numbering them starting at “0”. Enter the number of attendants you want. Manual: You specify attendant numbers to be used.
4.
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If manually specifying attendant numbers, a listing of existing attendant numbers appears, and the system informs you how many attendants exist. Add or remove attendants as desired:
Attendants
Add: Click ADD, and specify one attendant number, or a range of numbers, in the Attendant Selection dialog box.
Delete: Select the attendant number and click REMOVE. Delete all attendants: Click CLEAR.
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5.
If you want to clear all names and comments from the attendant listings, check the checkbox at the bottom of the dialog box. The attendants will then be listed by ID number only, and you can assign names to the ID numbers as needed.
6.
Click OK. The system asks for confirmation of the reorganization.
7.
Click YES. The attendant listing is reorganized to assign as nearly as possible the same number of credits to each of the specified number of attendants.
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Table 39: Reorganize Room dialog box options This option…
Does this…
Reorganize rooms by Credits
Reorganizes the attendant listing to assign the specified number of credits to each of the attendants. Displays the CREDITS PER ATTENDANT field.
Credits per attendant
Number of credits to assign to each attendant.
Reorganize rooms by Attendants
Reorganizes the attendant listing to assign as nearly as possible the same number of credits to each of the specified number of attendants.
Attendants Selection
Indicates how to select the attendant numbers to be used.
Select automatically from Attendant 0.
Credits: Automatically selects the appropriate number of attendants, numbering them consecutively, starting at “0”. Attendants: Creates the specified number of attendants, numbering them consecutively, starting at “0”. The ATTENDANTS field appears in which to enter the desired number of attendants.
Select manually
Displays a listing of existing attendant numbers, along with the ADD, REMOVE and CLEAR buttons. Credits: the system informs you how many attendants are needed for the specified of credits per attendant. Attendants: the system informs you how many attendants exist.
Add
Opens the Attendant Selection dialog box from which you can specify attendant number(s) to be added to the list.
Remove
Removes the selected attendant number from the listing.
Clear
Removes all numbers from the listing.
Clear names and comments
Clears the name and notes fields from the attendant listings that are created. Names and notes may then be added to the Attendant Properties as needed.
If you selected automatic attendant selection when reorganizing the room assignments, you may want to enter or update names for the attendants. You may also add comments to the attendant records. These notes appear on the printed report only. A note may be copied to all attendants, if desired. The presence of a note is indicated by the listing.
icon at the top right-hand corner of the attendant
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To edit the attendant name, or add/edit a note: 1.
Click on the attendant listing.
2.
Click NOTE & NAME. The Attendant Properties dialog box opens.
3.
Complete the Name and Note fields as desired. If you want to copy the note to all attendants, check the appropriate box.
4.
Click OK.
Printing the Attendant Assignments An Attendants report may be printed, viewed on the screen, and/or exported to a selected filename. The basic report lists the room numbers, status, number of credits, arrival and departure dates of guest, guest name (if still in-house), and number of persons in the room. In addition, there is a summary of rooms and credits for each attendant, along with any comments entered in the Attendant Properties dialog box. Alternative reports may include number of children, towels, extra beds, etc. To print the Attendants report: 1.
In the Attendants screen, click PRINT. The Maids Report Query dialog box appears. (See Table 40, page 160.)
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2.
Select the section range, room range, and printing options.
3.
Click the PRINTER radio button.
4.
Click the drop-down arrow to open the Printers listing.
5.
Select the desired printer.
6.
Specify the number of copies: Type in the number OR Click the Up- or Down-arrow until the desired number appears in the field.
7.
Click PRINT. The specified number of copies of the report are printed on the selected printer.
To view the report on the screen: 1.
In the Attendants screen, click PRINT.
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The Maids Report Query dialog box appears. (See Table 40, page 160.) 2.
Select the section range, room range, and printing options.
3.
Click the SCREEN radio button. The Print button becomes a VIEW button.
4.
Click VIEW. The report appears on the screen.
5.
If you wish to print the report after viewing it, simply click the PRINT button in the viewer window.
To print the report to a file: 1.
In the Attendants screen, click PRINT. The Maids Report Query dialog box appears. (See Table 40, page 160.)
2.
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Select the section range, room range, and printing options.
Attendants
3.
Click the EXPORT radio button. The Export Format and File Name fields appear.
4.
Select the export format from the EXPORT FORMAT drop-down listing.
5.
Click on the FILE NAME field to open a browser from which to select the file name for the report file.
6.
Click PRINT. The report is exported to the selected file name in the selected format.
To email the report: 1.
In the Attendants screen, click PRINT. The Maids Report Query dialog box appears. (See Table 40, page 160.)
2.
Select the section range, room range, and printing options.
3.
Click the E-MAIL radio button.
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The Address field appears for entering the e-mail address. 4.
Click the arrow in the ADDRESS field. The Send Mail dialog box appears.
5.
In the MESSAGE tab, enter all the necessary information about the e-mail message and the recipient.
6.
Click OK. The e-mail address appears in the Address field
7.
Click PRINT. The selected report is e-mailed to the specified e-mail address.
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Table 40: Maid Report Query dialog box options This option…
Does this…
From Section/ To Section
Specifies the range of attendant ID numbers to be included in the report. (Section = ID number)
From Room/To Room
Specifies the range of room numbers to be included in the report.
Printing Style
Specifies the report format to be used. Report format determines what information is included in the report. (See Table 41, page 161)
Double Spaced Report
Selects double-spaced printing.
Page Eject After each Section
Performs a page eject after each attendant, so that there is only one attendant per page.
Print Only Dirty Rooms
Includes only dirty rooms on the report.
Printer
Prints specified number of copies of the report from selected printer.
Copies
Specifies number of copies to print. Activated for Print only.
Screen
Displays report on screen. Toggles PRINT button to VIEW button.
Export
Exports report in specified format to selected filename. Displays Export Format and File Name fields.
E-Mail
Sends report as e-mail to specified recipients.
Address
E-mail address - Only displayed if e-mail is selected.
Print/View
Print: Prints button prints report. Screen: View button displays report. Export: Print button exports report.
Queue
Opens Report Queue listing, which lists all reports currently in queue. You may view any report or delete it from the queue.
Close
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Closes the Maid Report Query dialog box without generating a report.
Attendants
Attendant Report Styles There are 8 different printing styles for the Housekeeping Maids report. They are described in Table 41. Please note the following regarding the various report formats: Each report shows a summary per room attendant. With the exception of printing style 7 all printing styles show a grand total. With the exception of printing style 5, all printing styles show the guest name. A sample report is shown below (Printing Style 5). Table 41: Attendant Report Styles Printing Style
Columns included
Printing Style 1
Room , Status, Credit, Name, VIP, Arrival, Departure, Time Persons
Printing Style 2
Room , Status, Credit, Name, VIP, Arrival, Departure, Adult, child, Towel, Sheet, Extra bed, Crib,
Printing Style 3
Room , Status, Towel, Sheet, VIP, Name, Arrival, Departure, Adult, Child, Extra bed, Crib,
Printing Style 4
Rstat, Room , Status, Sheet, VIP, Name, Arrival, Departure, Persons, Towel
Printing Style 5
Room , Status, Credit, Occ/Vac, VIP, Arrival, Departure, Time Persons
Printing Style 6
Room , Type, Status, Credit, Name, VIP, Arrival, Departure, Adult, child, Extra bed, Crib, Specials
Printing Style 7
Room , Type, Credit, Status, Name, Persons, Vis, VIP, Arrival, Departure, ETD, Narr, Hskp / FoComment/ Follow-Up
Printing Style 8
Room , Type, Status, Credit, Nation, Name, VIP, Arrival, Departure, Time, Adult, child, Extra bed, Crib, Towel, Sheet, Specials
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Index Accelerator keys, 12 Accessing print tables, 33 Accompanying, 59 Add on, 60 Arrivals, 11, 37 Advanced in house guest search dialog box fields, 42 Arrivals dialog box options, 40 Arrivals search dialog box fields, 38 Arrivals toolbar icon, 11 Canceling an expected reservation, 51 Checking in a guest, 46 Checking in a guest with virtual number configuration (DID), 49 Checking in a walk in guest, 43 Control key, 13 Displaying the options that can be attached to an expected reservation, 58 Editing an expected reservation, 54 Open the In house guest search dialog box, 37 Payment method dialog box, 47 Searching for an expected arrival, 38 Using the advanced search option, 41 Using the standard search, 38 Arrivals/Stayovers/Departures, 16
Control key, 13 Attendants legend, 140 Attendants, 137 Adding, 143 Adding a room, 144 Attendants toolbar icon, 11 Changing room credits, 145 Deleting a room, 144 Locate, 141 Locate room, 142 Printing the report, 154 Reorganize Rooms, 147 Report, 154 Restore Defaults, 146 Scope, 140 Screen, 137 Split screen, 140 Authorize direct bill, 59 Availability Detailed Availability, 15 Control key, 13 Billing, 60, 68, 77 Control key, 13 Viewing a guest’s bill, 68
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Calculator, 16 Control key, 13 Calendar, 16 Control key, 13
Messages, 13 New Reservation, 13 Occupancy Graph, 13 Postings, 13
Changes, 59
Quick Keys, 13
Checked-in, 66
Rate Plan Query, 13
Canceling a checked-in reservation, 66 Checked-out, 70 Reinstating a reservation that has checked-out, 70 Confirmation, 59 Control keys Arrivals, 13 Arrivals/Stayovers/Departures, 13 Billing, 13 Calculator, 13 Calendar, 13 Control Panel, 13
Room Rack, 13 Room Search, 13 Telephone Operator, 13 Update Reservation, 13 Control Panel, 15 Control key, 13 Credit cards, 59 Currency Conversion Calculator Currency Convert Calculator, 16 Date field, 17 Changing a date using the calendar, 18
Detailed Availability, 13
Selecting a range of dates using the calendar, 19
Editing
Typing a new date, 17
Copy, 13
Delete, 59, 76
Cut, 13
Dialog boxes
Paste, 13
Advanced in house guest search, 42
Floor Plan, 13
Advanced in-house guest search, 66
Groups, 13
Arrivals, 40
House Status, 13
Arrivals search, 38
Information Book, 13
Automatic room block, 92
In-House, 13
Display message for, 95
Internal Use, 13
Grid Print dialog box, 23, 24
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Index
House accounts, 124
Control key, 13
In house guest search, 37, 62
Front desk speedbar, 9
In-house, 64
Front desk toolbar, 9
Payment method, 47
Grid Print dialog box, 23, 24
Reservation options, 59
Groups
Room blocking Available rooms list column headings, 84 Check boxes, 84 Expected arrivals list column headings, 80 Features and floor selections, 84 Guest information fields, 85 Reservation viewing criteria, 81 Scope for additional search fields, 83 Send messages to, 103 Table Print dialog box, 24 Table Print dialog box, 31 Display traces option, 107 Displaying corresponding screens and dialog boxes Using the blue drill down arrow, 20 Using the buttons, 22 Displaying messages, 94 Editing Copy control key, 13 Cut control key, 13 Paste control key, 13 Fixed charges, 59 Floor Plan, 16
Control key, 13 Guest Awards, 60, 77 History, 60 House accounts, 11, 123 Creating a house account, 124 House accounts dialog box fields, 124 House accounts toolbar icon, 11 Opening the house accounts dialog box, 123 House status, 117 House status toolbar icon, 11 Viewing the house status screen, 117 House Status, 16 Control key, 13 House Status screen, 117, 118, 119 Recalculating the House Status screen, 118 House status screen, 117 Viewing the house status screen, 117 In house guest search dialog box, 37 Information Book, 16 Control key, 13 In-House Control key, 13
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In-house guest, 11 In-house guest toolbar icon, 11 In-house guests, 61 Advanced in house guest search dialog box fields, 66 Canceling a checked-in reservation, 66 Displaying the options that can be attached to an in-house reservation, 74
Getting started, 7 Loggin in, 7 Logging out, 36 Lamp on, 101 Leisure, 60 Locator, 60 Log Book, 16 Logging in, 7
Editing an in-house reservation, 73
Logging out, 36
In house guest search dialog box fields, 62
Manuals, 69
In-house dialog box options, 64 Moving an in-house reservation from one room to another room, 72 Opening the in-house guest search dialog box, 61 Reinstating an in-house reservation that has checked-out, 70 Searching for an in-house guest Using the advanced search option, 64 Using the standard search, 62 Searching for in-house reservation, 62 Viewing a guest’s bill, 68 Viewing an in-house guest’s profile, 71 Internal Use Control key, 13 Introduction, 7 About Suite 7 front desk, 7 Front desk speedbar, 9 Front desk toolbar, 9
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Suite 7 cashiering manual, 69 Suite 7 configuration manual, 129 Suite 7 Configuration Manual, 17 Mass cancellation, 51 Canceling an expected reservation using the Mass cancellation option, 52 Maximum Availability, 15 Meal plan, 60 Messages, 60, 93 Accessing the display messages option, 94 Accessing the send messages option, 102 Control key, 13 Creating a new message, 97 Deleting a message, 99 Display message for dialog box options, 95 Displaying messages, 94
Index
Displaying specific messages, 95
Previewing before printing, 30, 31
Marking a message as received, 100
Print button, 22
Marking all messages as received, 101
Print pop-up, 23
Message display option buttons, 96
Printing
Messages toolbar icon, 11
By clicking Right mouse button, 23
Opening the select dialog box, 93
Clicking the print button, 22
Printing a message, 100
Previewing before printing, 30
Send messages to dialog box options, 103
Screens and dialog boxes, 22
Sending a message to a group, 105 Sending messages, 102 Sending messages to guests, 103 Turning the lamp on, 101 Unmarking a received message, 101 Navigation keys, 12 Accelerator keys, 12 Control keys, 12 Quick Keys, 15 Shortcut keys, 12 Occupancy Graph, 16 Control key, 13 Package options, 59 Party, 60 Postings Control key, 13 Pre-Billing, 60, 77 Previewing Preview print table screen, 30 Preview print table screen, 31
Table Print dialog box, 23, 30 Using print pop-up, 23 Printing format options table, 28 Profile, 71 Viewing an in-house guest’s profile, 71 Pro-Forma, 60, 77 Q rooms, 129 Q Rooms Assigning a room, 129 Cancelling a reservation, 132 Checking in a guest, 132 Checking in to a different room, 133 Dialog box, 130 From Arrivals listing, 133 Opening the Q Rooms dialog box, 130 Q room parameter, 129 Q Room toolbar icon, 11 Q-room, 77 Q--room, 60 Queue Assigning a room, 129
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Cancelling a reservation, 132
Billing, 60, 77
Checking in a guest, 132
Changes, 59, 77
Checking in to a different room, 133
Confirmation, 59, 76
Quick Keys
Credit cards, 59, 76
Control key, 13
Delete, 59
Main menu screen, 15
Fixed charges, 59
Rate info, 59
Fixed Charges, 76
Rates
Guest Awards, 60, 77
Rate Plan Query, 16
History, 60, 77
Control key, 13
Leisure, 60, 77
Registration card, 59
Locator, 60, 77
Regrets, 59
Meal plan, 60, 77
Reinstate, 59
Messages, 60, 77
Reorganize Rooms, 148
Package options, 59, 76
Reports
Party, 60, 77
Attendants, 154
Pre-Billing, 60, 77
Reservation, 62, 83
Pro-Forma, 60, 77
Displaying the options that can be attached to an in-house reservation, 74 Editing an in-house reservation, 73 Searching available rooms for a reservation, 83 Searching for an in-house reservation, 62
Q-room, 60, 77 Rate info, 59, 76 Registration card, 59, 76 Regrets, 59, 76 Reinstate, 59, 76 Reservation options dialog box option buttons, 59
Reservation list grid, 66
Room move, 59, 76
Reservation options, 58, 74
Routing, 59, 76
Accompanying, 59, 76
Shares, 60, 77
Add on, 60, 77
Traces, 59, 76
Authorize direct bill, 59, 76
Virtual numbers, 59, 76
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Index
Waitlist, 59, 76 Reservations New Reservation Control key, 13 Update Reservation Control key, 13 Room blocking, 11, 79 Automatic room block dialog box fields, 92
Room move, 59, 72 Moving an in-house reservation from one room to another room, 72 Room Rack, 16 Control key, 13 Room Search, 16 Control key, 13 Routing, 59 Saving print tables, 33
Automatic room blocking, 90
Scope, 140
Blocking a room, 85
Screens
Checking in a guest, 89
House Status screen, 117, 118, 119
Defining the criteria for the Expected Arrivals listing, 82
Preview print table screen, 30
Opening the room blocking dialog box, 79 Room blocking dialog box Available rooms list column headings, 84 Check boxes, 84 Expected arrivals list column headings, 80 Features and floor selections, 84 Guest information fields, 85 Reservation viewing criteria, 81 Room blocking toolbar icon, 11 Scope for additional search dialog box fields, 83 Searching available rooms for a reservation, 83 Unblocking a room, 87
Preview print table screen, 31 Quick Keys main menu screen, 15 Sending messages, 102 Shares, 60 Split Screen, 140 Suite 7 front office, 8 Main menu screen, 8 Table Print dialog box, 23, 24, 30, 31 Accessing a file, 33 Enter text in Page page, 27, 30 Enter text into Report page, 29, 30 Saving to a file, 33 Tables Button colors table, 22 Control keys table, 13 House Status screen
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End of day projection terms table, 122 Housekeeping status terms table, 121 Movement terms table, 119 Room summary table, 119 Preview print table screen command buttons table, 32 Quick Keys main menu icons table, 15 Shortcut keys table, 14 Table Print dialog box Command buttons table, 26 Table Print dialog box, Format tab, 28 Telephone Operator, 16 Control key, 13 Toolbar icon, 11
In-house guest, 11 Messages, 11 Q Rooms, 11 Room blocking, 11 Traces, 59, 107 Accessing the display traces option, 107 Creating a new trace, 108 Deleting a trace, 114 Editing the trace, 111 Resolving a trace, 112 Unresolving a trace, 113 Virtual numbers, 59 Actions of virtual numbers at check-in per configuration, 51
Arrivals, 11
Checking in a guest with virtual number configuration, 49
Atendants, 11
DID (Direct Inward Dialing), 51
House accounts, 11 House status, 11
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Waitlist, 59
Front Desk Manual Front Office—Version 7.13
Creation Date: March 2002
Delphi is a trademark of Borland. MSDOS, Windows 95, Windows-NT and Microsoft Word are trademarks of Microsoft Corporation. R&R Report Writer is a trademark of Concentric Data Systems, Inc. Netware is a trademark of Novell Crystal Report Writer is a trademark of Seagate Software Inc. All other brand and product names are trademarks or registered trademarks of their respective companies.
© Copyright Micros Systems Inc. March 2002 All rights reserved. No part of this publication may be reproduced, photocopied, stored on a retrieval system, or transmitted without the express prior written consent of the publisher. Micros Systems Inc. retains the right to update or change the contents of this document without prior notice. Micros Systems Inc. assumes no responsibility by the contents of this document.
Table of Contents Table of Contents ........................................................................................................ 3 Introduction ................................................................................................................. 7 About Suite 7 Front Desk ............................................................................................ 7 Getting Started ....................................................................................................... 7 Logging In ....................................................................................................... 7 Front Desk Speedbar.............................................................................................. 9 Navigation keys .................................................................................................... 12 Accelerator keys............................................................................................ 12 Control keys and Shortcut keys................................................................... 12 The Quick Keys..................................................................................................... 15 Opening the Quick Keys main menu .......................................................... 15 The Date field........................................................................................................ 17 Changing the date ........................................................................................ 17 Displaying corresponding screens and dialog boxes........................................... 20 Using the blue drill down arrow.................................................................. 20 Using the buttons ................................................................................................. 22 Printing screens and dialog boxes ....................................................................... 22 Printing by clicking the print button .......................................................... 22 Printing using the print pop-up................................................................... 23 Saving and accessing print table files......................................................... 33 Exiting the Suite 7 Front Office .......................................................................... 36 Arrivals ........................................................................................................................ 37 Opening the Arrivals Search dialog box ............................................................. 37 Searching for an expected arrival........................................................................ 38 Searching for an expected arrival using the standard search................... 38 Searching for an expected arrival using the advanced search option....... 41 Checking in a walk in guest......................................................................... 43 Checking in a guest ...................................................................................... 46 Checking in a guest to a room with virtual number configuration (DID) 49 Canceling an expected reservation.............................................................. 51 Editing an expected reservation.................................................................. 54 Displaying the options that can be attached to an expected reservation . 58
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Rooms Management Module
In-House Guests......................................................................................................... 61 Opening the In House Guest Search dialog box ................................................. 61 Searching for an in-house reservation ................................................................ 62 Searching for an in-house guest using the standard search ..................... 62 Searching for an in house guest using the advanced search option ......... 64 Canceling a checked-in reservation............................................................. 66 Viewing a guest’s bill.................................................................................... 68 Reinstating a reservation that has checked out......................................... 70 Viewing an in-house guest’s profile............................................................. 71 Moving an in-house reservation from one room to another room ............. 72 Editing an in house reservation .................................................................. 73 Displaying the options that can be attached to an in house reservation.. 74 Room Blocking ........................................................................................................... 79 Opening the Room Blocking dialog box............................................................... 79 Defining the criteria for the Expected Arrivals listing ...................................... 82 Searching for available rooms for a reservation................................................. 83 Blocking a room .................................................................................................... 85 Unblocking a room................................................................................................ 87 Checking in a guest .............................................................................................. 89 Automatic room blocking ..................................................................................... 90 Messages ...................................................................................................................... 93 Opening the Select dialog box.............................................................................. 93 Displaying messages ............................................................................................ 94 Accessing the Display Messages option ...................................................... 94 Displaying specific messages ....................................................................... 95 Creating a new message .............................................................................. 97 Deleting a message....................................................................................... 99 Printing a message ..................................................................................... 100 Marking a message as received ................................................................. 100 Unmarking a received message................................................................. 101 Marking all messages as received ............................................................. 101 Turning the Lamp On ................................................................................ 101 Sending messages............................................................................................... 102 Accessing the Send Messages option......................................................... 102 Sending messages to guests....................................................................... 103 Sending a message to a group ................................................................... 105 Displaying traces ................................................................................................ 107 Accessing the Display Traces option ......................................................... 107 Creating a new trace .................................................................................. 108
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Table of Contents
Editing the trace......................................................................................... 111 Resolving a trace ........................................................................................ 112 Unresolving a trace .................................................................................... 113 Deleting a trace .......................................................................................... 114 House Status............................................................................................................. 117 Viewing the House Status screen.............................................................. 117 Closing the House Status screen ............................................................... 119 House Accounts........................................................................................................ 123 Opening the House Accounts dialog box ........................................................... 123 Creating a house account........................................................................... 124 Q Rooms..................................................................................................................... 129 Assigning a room to the queue........................................................................... 129 Opening the Q Rooms dialog box....................................................................... 130 Q Rooms from the Arrivals dialog box .............................................................. 133 Attendants................................................................................................................. 137 The Attendants Screen....................................................................................... 137 Managing the Display ........................................................................................ 140 Managing the Room Assignments ..................................................................... 143 Printing the Attendant Assignments........................................................ 154 Index........................................................................................................................... 163
Page 5
1 Introduction The Suite 7 Front Desk Module allows you to perform all the hotel’s front desk functions. In this manual you will find step-by-step instructions to guide you through most of the basic Front Desk functions you will require. However, as you get to know and use Suite 7, you will discover that many functions can be performed in more than one way—as well as using shortcut keys—and you will naturally choose the methods you find most convenient.
About Suite 7 Front Desk You can view expected arrivals and in-house guests. You can also view all the reservations for a specified date, or just reservations that meet certain criteria, and see what rooms are available for them. You can then check in guests including walk in guests, and cancel reservations. Messages can be sent and displayed for guests. You can send messages to guests individually or by group. You can keep an unlimited number of messages for each guest, mark messages as having been received or not, and print messages in a userdefinable format. You can view an overall picture of the hotel at that very moment. The last option available is to open accounts in the hotel.
Getting Started Logging In To use the Suite 7 Front Office system you must log into the system first. You must have a valid user identification and password. Logging into the Suite 7 Front Office: 1. From the desktop, click
.
The Login Screen appears.
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2. Type your user identification in the User I.D. field box. 3. Tab to the Password field box. 4. Type your secret password in the Password field box. 5. Click LOGIN. The Suite 7 Front Office main menu screen appears.
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Introduction
You are now logged into the system.
Front Desk Speedbar The Suite 7 Front Office main menu screen has six Suite 7 speed icons located at the top left of the screen. Each speed icon represents one of the main user modules.
To open the Front Desk toolbar: 1. From the main Suite 7 screen speedbar, click the FRONT DESK icon.
The FRONT DESK toolbar appears to the right of the icons.
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Suite 7 Front Desk Manual
This toolbar is the starting point for all Suite 7 Front Desk functions. Note: The Front Desk toolbar displays up to six buttons at a time. 2. To access additional buttons, click the right arrow at the right side of the toolbar. The buttons on the left disappear, the other buttons all move left, and the additional buttons appear on the right. 3. To toggle back to the previous button display, click the arrow on the left side of the toolbar. For Front Desk toolbar icons, see Table 1, page 11.
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Introduction
Table 1: Front Desk toolbar icons Icon
Name of the icon
Description
Arrivals
Opens the Arrivals Search dialog box from where you can search for expected arrivals.
In-House Guest
Opens the In-House dialog box from where you can search for guests who have a reservation and who have checked into the hotel.
Room Blocking
Opens the Room Blocking dialog box from where you can search for available rooms for a reservation.
Messages
Opens the Select dialog box from where you can choose to display messages, send messages, or display traces.
House Status
Opens the House Status screen that gives an overall picture of the hotel at that very moment.
House Accounts
Opens the House Accounts dialog box from where you can open accounts in the hotel.
Front Desk Q Rooms
Opens the Q Room dialog box from which you can check-in, edit, and cancel reservations for the queued rooms.
Attendants
Opens the Attendants dialog box from which you can manage the housekeeping staff.
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Navigation keys Accelerator keys Suite 7 Front Office has accelerator keys that allow you fast access to a field box on a screen or dialog box. When a letter is underlined you can press the Alt + letterkeys and the cursor moves into the field box. For example, on the New Reservations screen the letter “A” is underlined in the Arrival date field. By pressing the Alt + A keys, the cursor moves into the Arrival date field box. To use the accelerator keys: From the screen or dialog box, press: Alt + letter The cursor moves into the field box.
Control keys and Shortcut keys Suite 7 Front Office has control keys and shortcut keys that allow you to perform actions directly from the keyboard without having to use the mouse. Using these keys saves you time. For example, to open the Detailed Availability screen you would open the Quick Keys main menu and click on the icon. When you use the control keys, to open the Detailed Availability screen, use the control key Ctrl + D. The Detailed Availability screen opens. For Suite 7 Front Office control keys, see Table 2, page 13. For Suite 7 Front Office shortcut keys, see Table 3, page 14.
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Introduction
Table 2: Suite 7 Front Office control keys Control Key
Menu Item
Ctrl + A
Arrivals
Ctrl + B
Billing
Ctrl + C
Copy
Ctrl + D
Detailed Availability
Ctrl + E
Postings
Ctrl + F
Floor Plan
Ctrl + G
Groups
Ctrl + H
House Status
Ctrl + I
In-House
Ctrl + J
Calendar
Ctrl + K
Internal Use
Ctrl + L
Room Rack
Ctrl + M
Messages
Ctrl + N
New Reservation
Ctrl + O
Telephone Operator
Ctrl + P
Control Panel
Ctrl + Q
Quick Keys
Ctrl + R
Rate Plan Query
Ctrl + S
Room Search
Ctrl + T
Information Book
Ctrl + U
Update Reservation
Ctrl + V
Paste
Ctrl + W
Arrivals/Stayovers/Departures
Ctrl + X
Cut
Ctrl + Y
Occupancy Graph
Ctrl + Z
Calculator
Shift + Alt + P
Profiles
Shift + Alt + C
Cashier Functions
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Table 3: Suite 7 Front Office shortcut keys Shortcut Key
Description
F1
Displays the Help window.
Alt + F4
Closes the active window and logout.
F10
Closes all active windows.
Shift + F10
Displays a pop-up menu.
Ctrl + F10
Toggles the cursor into/out of the menu bar.
F12
Moves the cursor from a data field to the grid.
Alt + Down arrow
Displays a combo box.
Alt + Spacebar
Toggles the menu bar on/off.
Tab
Moves forward through the fields /options. Moves to the next field and confirms the entry.
Shift + Tab
Moves backward through the fields/options.
Ctrl + Tab
Moves forward through tabs.
Ctrl + Shift + Tab
Moves backward through tabs.
Escape
Cancels the current action. Removes a Combo box before a selection has been made.
Home
Moves the cursor to the beginning of a field.
End
Moves the cursor to the end of a field.
Ctrl + Home
Moves the cursor to the first editable field.
Ctrl + End
Moves the cursor to the last editable field.
Page Up
Pages forward through the records.
Page Down
Pages backward through the records.
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Introduction
The Quick Keys Suite 7 Front Office allows you to select the Quick Keys main menu from any screen. The Quick Keys are shortcuts to screens, searches, and desktop tools. Using these keys allows rapid access to information without having to leave the section that you are currently working on. For example, a customer is making a new reservation while at the same time asking questions about restaurants in the area. You can use the Information Book quick key for restaurant information instead of aborting the new reservation screen, looking up the restaurant information, closing the Information Book, and reopening the new reservation screen.
Opening the Quick Keys main menu To open the Quick Keys main menu: Hold down the Ctrl key while pressing Q (Ctrl + Q). The Quick Keys main menu appears.
For Quick Keys main menu icons, see Table 4. Table 4: Quick Keys main menu icons Icon
Description
Shortcut Key
Detailed Availability
Ctrl + D
Control Panel
Ctrl + P
Maximum Availability
Shift + Alt + M
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Suite 7 Front Desk Manual
Icon
Page 16
Description
Shortcut Key
House Status
Ctrl + H
Rate Plan Query
Ctrl + R
Room Search
Ctrl + S
Room Rack
Ctrl + L
Floor Plan
Ctrl + F
Occupancy Graph
Ctrl + Y
Information Book
Ctrl + T
Telephone Operator
Ctrl + O
Arrivals/Stayovers/Departures
Ctrl + W
Calculator
Ctrl + Z
Log Book
Shift + Alt + L
Calendar
Ctrl + J
Currency Convert Calculator
Shift + Alt + R
Introduction
The Date field The format of the dates and the separators between the dates may vary from one hotel to another. The date format is defined in the system configuration. Typical date formats include the following: MM/DD/YY DD/MM/YY MM-DD-YY DD-MM-YY DDMMYYYY You can type the date with or without separators. You can also type the current day and month without the year and the year will default to the current year. There are many date fields in the system. For example, Start date, Arrival date, or Date. The date can be either a specific date or an as of date.
Specific dates are used when you need to see what happened on a particular day. For example, you need to see which guests have departed 09/09/99. As of dates are used when you need to find out information starting from a particular date. For example, you need to read the occupancy graph starting from 09/09/99 through 12/09/99. Note: For setting up the date format, see the Suite 7 Configuration Manual.
Changing the date The date can be changed by typing a new date or with the use of the calendar.
Typing a new date To type a new date: 1. Place the cursor in the Date field box. 2. Type the new date in the Date field box. 3. Press the Tab key. The date is changed.
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Suite 7 Front Desk Manual
Changing a date using the calendar To change a date using the calendar: 1. Click the drop down arrow
next to the Date field box.
The calendar appears.
2. Change the month to a previous month or future month by clicking the horizontal arrows located on the top of the calendar or by pressing the Page Up or Page Down key. 3. Change the year to a previous year or future year by pressing the Ctrl + Page Up or Ctrl + Page Down key. 4. Place the cursor on the date and click the left mouse button or move the keyboard arrow keys to locate the date and press Enter. The date is now changed.
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Introduction
Selecting a range of dates using the calendar You can select a range of dates. For example, to reserve a new reservation both the arrival date and departure date must be entered. The From date is the arrival date and the To date is the departure date. To select a range of dates using the calendar: 1. Click the drop down arrow
next to the Date field box.
The calendar appears.
2. Change the month to a previous month or future month by clicking the horizontal arrows located on the top of the calendar or by pressing the Page Up or Page Down key. 3. Change the year to a previous year or future year by pressing the Ctrl + Page Up or Ctrl + Page Down key. 4. Select the date which is the From date. 5. Press the Shift key while clicking the right horizontal arrow on the keyboard until you have highlighted the date that is the To date. The date range is highlighted on the calendar. 6. Press Enter. The dates are changed.
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Suite 7 Front Desk Manual
Displaying corresponding screens and dialog boxes Using the blue drill down arrow When there is no blue drill down arrow next to the field, this indicates that no additional information can be displayed for the field. next to it indicating that there is Many fields have a blue drill down arrow additional information that can be displayed.
For example, if you double click in the OO Rooms field box, the Out of Order screen appears. To display corresponding screens and dialog boxes using the blue drill down arrow: 1. Place the cursor in the field box.
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Introduction
2. Double click inside the field box. The corresponding screen appears.
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Suite 7 Front Desk Manual
Using the buttons Many screens and dialog boxes have buttons that are activated. You can open other screens and dialog boxes by clicking these buttons. The letters within the buttons may be shaded different colors. For Suite 7 Front Office button colors, see Table 5. Table 5: Suite 7 Front Office button colors Color of the letters
Example
What the color represents
Gray
The button is deactivated indicating that you cannot click the button. This can be because the option is not active in your hotel or that you do not have the user rights to use this option.
Black
The button is activated indicating that you can click the button and another screen or dialog box appears.
Printing screens and dialog boxes Suite 7 Front Office allows you to print some of the screens and dialog boxes. You can print to a printer or to a file. There are two ways to print a screen or dialog box: clicking the PRINT button, if present and activated. clicking the pop-up PRINT button, which is displayed by clicking the right mouse button.
Printing by clicking the print button To print by clicking the print button: From the screen or dialog box, click the PRINT button.
The contents of the screen or dialog box are sent to the printer.
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Introduction
Printing using the print pop-up Many screens and dialog boxes that do not have a Print button can be printed by using the Print pop-up. Printing via the Print pop-up also gives you the option of customizing your report by selecting desired print options.
Printing without selecting print options Note: The contents of the screen or dialog box are sent to the printer in print table format. To print without selecting printing options: 1. From the screen or dialog box, place the cursor on the white portion of the screen. 2. Click the right mouse button. A pop-up PRINT button appears.
3. Click the pop-up PRINT button. The Grid Print dialog box appears.
4. Click PRINT. The contents of the screen or dialog box are sent to the printer in print table format.
Printing with printing options The Table Print dialog box allows you to customize your report. The printing options include: Defining the table format Defining headers and footers to appear in each page of the report Defining a header to appear at the beginning of the report only and/or a summary to appear at the end of the report only
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Suite 7 Front Desk Manual
Previewing the table before printing Saving the table format to a file and accessing previously saved formatting Note: The contents of the screen or dialog box are sent to the printer in print table format.
Opening the Table Print dialog box To open the Table Print dialog box: 1. From the screen or dialog box, place the cursor on the white portion of the screen. 2. Click the right mouse button. A pop-up PRINT button appears.
3. Click the pop-up PRINT button. The Grid Print dialog box appears.
4. Click ADVANCE. The Table Print dialog box appears. It contains seven command buttons (see Table 6, page 26) and three tabs:
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Introduction
Format tab: Used to define the table format (see “Formatting the report,” page 27). Page tab: Used to define headers and footers to appear in each page of the report (see “To define headers and/or footers for each page of the table,” page 30). Report tab: Used to define a header to appear at the beginning of the report only and/or a summary to appear at the end of the report only (see “To define a table title and/or summary,” page 29).
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Suite 7 Front Desk Manual
Table 6: Table Print dialog box command buttons Click this command button
To do this Save a document. Create a new document. Load an existing document. Set report properties, file name, description, and job name. Send a print table to the printer. Preview the print table before printing. Close the Table Print dialog box.
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Introduction
Formatting the report There are three formatting options available: Style: specifies the type of grid lines to appear in the table. Horizontal Separator: specifies a horizontal guide, in addition to the horizontal grid lines, to facilitate reading the lines of the table. Title and Summary options: Indicates that there is to be a table title and/or summary, and specifies whether it should have a grey shaded background to make it easy to recognize. Actual title and summary text is entered in the Report tab. To select the formatting options: 1. On the Table Print dialog box, click the FORMAT tab. The Format tab appears. See Table 7, page 28.
2. Click one of the STYLE radio buttons. The Preview displays the selected grid style. 3. Check one or more check boxes next to TITLE AND SUMMARY OPTIONS. The Preview displays the selected option. If you selected Table Titles or Table Summary, you must enter the text into the Report tab. See “To define a table title and/or summary,” page 29. 4. Click one of the HORIZONTAL SEPARATOR radio buttons.
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Suite 7 Front Desk Manual
The Preview displays the selected separator. 5. Type a number in the Every x lines field box. 6. If you want headers and footers, continue with “Defining headers and footers for the table,” page 29. Otherwise, continue with “Printing from the Table Print dialog box,” page 30. Table 7: Table Print dialog box Format tab options Printing format option
Definition
Style None
There are no grid lines in the print table.
Horizontal Lines
Only horizontal grid lines, between each section, appear in the print table.
Vertical Lines
Only vertical grid lines, between each column, appear in the print table.
Both
Both horizontal and vertical grid lines appear in the print table.
Title and Summary Options Table Titles
Column headers are printed in the print table. The text for the title is entered in the Report tab.
Gray Table Titles
The table title is shaded gray.
Table Summary
Summary text is printed at the end of the print table. The text for the summary is entered in the Report tab.
Gray Table Summary
The table summary is shaded gray.
Horizontal Separator None
There are no horizontal lines drawn separating the rows in the print table.
Lines
Horizontal lines are drawn separating the rows in the print table.
Lines – Every x lines
Horizontal lines are drawn every “x” rows. For example, draw a horizontal line every 2 rows.
Gray
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Alternate blocks of text lines are shaded gray and unshaded. Horizontal lines are not drawn separating the rows.
Introduction
Printing format option
Definition
Gray – Every x lines
The number of text lines in each block. For example, shade 2 text lines grey, then skip the next 2 text lines, and so on.
Defining headers and footers for the table The other two tabs of the Table Print dialog box are used to enter text for headers and footers of the report: Report tab: Used to enter the text for a title to appear at the beginning of the report only and/or a summary to appear at the end of the report only (see “To define a table title and/or summary,” page 29). The text will not appear unless the appropriate option has been selected on the Format tab. Page tab: Used to define headers and footers to appear in each page of the report (see “To define a table title and/or summary,” page 29). To define a table title and/or summary: 1. On the Table Print dialog box, click the FORMAT tab. Click the TABLE TITLES and/or the TABLE SUMMARY radio buttons. If you want the title and summary to appear on a grey background, check those radio buttons, also. 2. On the Table Print dialog box, click the REPORT tab. The Table Print dialog box reappears displaying the Report page
3. Type the title text in the HEADER field box. 4. Type summary text in the SUMMARY field box.
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5. Click the radio button for the output form you want: PRINTER FILE Click on the filename field below to open a browser from which you can select the name of the output file. 6. Continue with “To define headers and/or footers for each page of the table,” page 30. OR “Printing from the Table Print dialog box,” page 30. To define headers and/or footers for each page of the table: 1. On the Table Print dialog box, click the PAGE tab. The Table Print dialog box appears displaying the Page page.
2. Type header text in the Header field box. 3. Type footer text in the Footer field box. 4. Continue with “Printing from the Table Print dialog box,” page 30.
Printing from the Table Print dialog box To print from the Table Print dialog box: 1. On the Table Print dialog box, click the REPORT tab. The Table Print dialog box reappears displaying the Report page 2. Click the PRINTER radio button. 3. Click PRINT. The contents of the screen or dialog box appear on the Preview print table screen in print table format. (See “Previewing before printing31 ,” page 31).
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Introduction
4. From the Preview print table screen, click PRINT. The print table is sent to the printer.
Previewing before printing The print table can be previewed before printing. To preview before printing: 1. From the Table Print dialog box, click PREVIEW. The Preview print table screen appears displaying the contents of the screen or dialog box in print table format.
For Preview print table screen command buttons, see Table 8, page 32.
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Table 8: Preview print table screen command buttons Click this command button
To do this Enlarge the display of the print table.
Reduce the display of the print table.
Display the first page of the print table. Turn back the page of the print table by one page. Advance the page of the print table by one page. Display the last page of the print table Send the print table to the printer.
Close the Preview print table screen.
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Introduction
Saving and accessing print table files You can save the print table formatting to a file. This format can then be accessed at a later date and applied to a current print table.
Saving a print table format to a file The formatting of the table is saved to a file, with any selected print options, such as titles, headers, and footers. To save a print table to a file: 1. From the Table Print dialog box, click SAVE AS, and enter a filename and description (optional). The SAVE button is activated. 2. Format the report as explained in the above sections. You may also preview the table, if desired. 3. On the REPORT tab, select the FILE radio button. The FILENAME field is activated. 4. If you wish to select a different filename, click on the filename field, select the file from the browser that appears, and click SAVE. 5. If you make more changes in the printing options, click SAVE to save the changes. 6. If you want to print the report now, as well as save to a file, click PRINT. (See “Printing from the Table Print dialog box,” page 30.) 7. When you are finished, click ABORT to exit the Table Print dialog box.
Accessing an existing print table format You can access a print table format that you have saved. You can: Print the document as is. Edit the document, print and re-save it. Delete the document. Edit the document properties.
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To access an existing print table file: 1. From the Table Print dialog box, click LOAD. The Documents List dialog box appears.
2. Select the desired Print Table from the list.
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Introduction
3. You may delete a document, view the properties, or load it. To delete the selected document, click DELETE, and confirm the deletion.
To view and edit the properties, click PROPERTIES The Properties dialog box appears.
To load the selected file, click SELECT. The selected file is loaded and can be edited and printed from the Table Print dialog box. (See “Printing from the Table Print dialog box,” page 30.)
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Exiting the Suite 7 Front Office To exit the Suite 7 Front Office: 1. Close all open screens and dialog boxes.
2. Click the exit icon
on the Suite 7 Front Office main menu screen.
The Login screen appears.
3. Click EXIT. The Suite 7 Front Office is closed and the desktop appears.
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2 Arrivals The Suite 7 Front Desk module allows you to view arrivals, check in guests including walk in guests, and cancel reservations.
Opening the Arrivals Search dialog box To open the Arrivals Search dialog box: 1.
From the main Suite 7 screen speedbar, click the FRONT DESK icon.
The Front Desk toolbar appears to the right of the icons.
2.
Click the ARRIVALS icon
.
The Arrivals Search dialog box appears.
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For an explanation of the fields in the Arrivals Search dialog box, see Table 9, page 38. Table 9: Arrivals Search dialog box fields Field
Explanation of the field
Name
The guest’s last name.
First Name
The guest’s first name.
Company
The name of the company who made the reservation.
Agent
The name of the travel agent who made the reservation.
Group
The name of the group the reservation was made for.
Block
The block code of the group the reservation was made for.
Confirmation #
The confirmation number of the reservation.
Resrv Type
The status of the reservation
Searching for an expected arrival You can make and save changes to reservations with the status of expected arrival. To locate an expected arrival you can perform the following searches: A standard search that is used to display a list of expected arrivals that match the criteria entered. An advanced search that is used to narrow the search and to specify more precisely the expected arrivals to be displayed.
Searching for an expected arrival using the standard search To search for an expected arrival using the standard search: 1.
From the Arrivals Search dialog box, enter one or more search criteria or leave all the fields blank.
2.
Click SEARCH. If no search criteria were entered, the Arrivals dialog box appears displaying the expected arrivals for today’s date. The expected arrivals are listed in alphabetical order of the guest names.
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Arrivals
If search criteria were entered, the Arrivals dialog box appears displaying a list of expected arrivals for todays date that match what has been specified. For example, search for the Last Name “Ab”. The Arrivals dialog box appears displaying a list of expected arrivals for today’s date that have the letters “Ab” in their names, such as Abbot and Abrams.
If search criteria were entered and there are no expected arrivals that match what has been specified, a confirmation dialog box appears asking if you want to search for all reservations.
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3.
Click YES to search for all expected arrivals regardless of the date. The Arrivals dialog box appears with all expected arrivals. Click NO to close the confirmation box.
For an explanation of the option buttons in the Arrivals dialog box, see Table 10. Table 10: Arrivals dialog box options Clicking this option
Does this
WALK IN
Opens the New Reservation screen allowing you to make a new reservation and check in the guest.
CHECK IN
Checks in a guest and changes the guest’s status from Expected to Checked-In.
CANCEL
Cancels the reservation of an expected arrival. The reservation is no longer displayed on the Arrivals dialog box and the reservation status changes to Cancelled.
PROFILE
Displays the Profile screen for the selected reservation.
OPTIONS
Displays the Reservation Options dialog box without displaying the Reservations screen.
EDIT
Displays the Reservation screen for the selected reservation.
SEARCH
Opens the Arrivals Search dialog box.
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Arrivals
Searching for an expected arrival using the advanced search option To search for an expected arrival using the advanced search option: 1.
From the Arrivals Search dialog box, click ADVANCE. The Arrivals Search dialog box expands.
The Advanced Arrivals Search dialog box fields are explained Table 11, page 42. 2.
Enter one or more search criteria and click SEARCH. The Arrivals dialog box appears.
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If search criteria was entered and there are no expected arrivals that match what has been specified, a confirmation dialog box appears asking if you want to search for all reservations.
3.
Click YES to search for all expected arrivals regardless of the date. The Arrivals dialog box appears with all expected arrivals.
For an explanation of the option buttons in the Arrivals dialog box, see Table 10, page 40. Table 11: Advanced In House Guest Search dialog box fields This field
Is to search for
General
All reservations that are expected to arrive today.
Already Checked In
All reservations that were checked-in today.
Day Use
Reservations with the same arrival date and departure date.
Comp
Reservations that are marked as Comp (Complementary) in the Reservation screen.
All Reservations
All reservations regardless of status and date.
Q Rooms
All reservations for rooms in the queue.
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Arrivals
This field
Is to search for
Mass Cancellation
If the check box is checked then all reservations that can be cancelled will be displayed and an additional button MASS CANCELLATION will be available on the Arrivals dialog box. Upon clicking the MASS CANCELLATION button you will be warned that you are about to cancel all reservations for the specified date and reminded to enter a specific reservation type to be cancelled.
City
Reservations for guests from a specific city.
Country
Reservations for guests from a specific country.
Room No.
All reservations blocked with the specified room number.
Member No.
Reservations with the specified member number.
Guest Card No
Reservations with the specified guest card number.
CRS No.
Reservations with the specified central reservations number.
Arrival Time --- To ---
Guests who are expected to arrive within the range of arrival time. If the To field is left blank, the search will be for arrival times after the stated time.
Party
Reservations with the name of the party that the guest is traveling with.
Departure --- To ---
Guests who are expected to depart within the range of dates. If the To field is left blank, the search will be for departure dates after the stated date.
Note: If no reservations match the search criteria, Suite 7 notifies you that no reservations were found.
Checking in a walk in guest To check in a walk in guest: 1.
From the Arrivals Search dialog box or Arrivals dialog box, click WALK IN. The New Reservation screen appears. Note: The Arrival date and Reservation Type fields are not available for changes.
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2.
Type all the required profile and reservation information.
3.
Click OK. A confirmation dialog box appears displaying the room number to be assigned and asking if you want to check in the guest.
4.
Click YES. A message appears asking if you want to check in the guest.
5.
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Click YES.
Arrivals
Note: The Assign Virtual Number dialog box may appear. For more information on virtual numbers, see “Checking in a guest to a room with virtual nu,” page 49. 6.
You may be prompted to ask the guest whether he wants to receive mailings from the hotel. If the guest elects not to receive mailings, the ONLY mail he will receive is a confirmation letter; for all other letters and labels, the mail merge will NOT pick up this guest’s profile. The dialog box appears if: The ASKPRIVACY parameter has been set to YES. The Privacy field in the guest profile has not been filled in. If the query is not required (parameter is set to NO) or the information is already provided (Privacy field filled in), the prompt will not appear.
If the prompt appears, ask the guest if he wishes to receive mailings: YES: leave checkbox unchecked (default). NO: click in the checkbox. 7.
Click OK. A message dialog box appears displaying a check-in successful message.
8.
Click OK.
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A message dialog box appears displaying the reservation number.
9.
Click OK. The walk in guest is checked in and the New Reservation screen is closed.
Checking in a guest To check in a guest: 1.
From the Arrivals dialog box, select the reservation.
2.
Click CHECK-IN.
3.
If there is a reservation in the rooms queue waiting for the same type of room, you will be notified. Click YES to continue, or click NO and select a different room type.
If there is no queue for this room type, proceed to the next step. 4.
If the room number has not been assigned, a Room Block prompt appears with the default room number. The default room number is the first available room number of the selected room type.
5.
Accept the default room number or choose one from the drop-down menu.
6.
Click OK.
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Arrivals
7.
You may be prompted to ask the guest whether he wants to receive mailings from the hotel. If the guest elects not to receive mailings, the ONLY mail he will receive is a confirmation letter; for all other letters and labels, the mail merge will NOT pick up this guest’s profile. The dialog box appears if: The ASKPRIVACY parameter has been set to YES. The Privacy field in the guest profile has not been filled in. If the query is not required (parameter is set to NO) or the information is already provided (Privacy field filled in), the prompt will not appear.
If the prompt appears, ask the guest if he wishes to receive mailings: YES: leave checkbox unchecked (default). NO: click in the checkbox. 8.
If you did not select a method of payment in the Reservation screen, the Payment Method dialog box appears.
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9.
Complete the Payment Method dialog box, and click OK. Note: The Assign Virtual Number dialog box may appear. For more information on virtual numbers, see “Checking in a guest to a room with virtual nu,” page 49.
10. Click OK. A message dialog box appears displaying a check-in successful message.
11. Click OK. The guest is checked in.
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Arrivals
Checking in a guest to a room with virtual number configuration (DID) The assignment of virtual numbers depends entirely upon how your hotel system is configured for DID (Direct Inward Dialing) and the interface used in the hotel. A virtual number can be permanent or non-permanent. A non-permanent virtual number can be assigned to a guest while checking in or once the guest is in house (see the Suite 7 Reservations Manual). A permanent number can be assigned permanently to a guest profile at any time. Once it is marked as permanent, it cannot be used for another assignment (see the Suite 7 Reservations Manual). A virtual number can also be guest-based or room-based. In a room-based virtual number, Suite 7 assigns an identical virtual number to all reservations staying in the same room. If the second sharer to check in has a permanent virtual number, Suite 7 will ignore the assignment and the virtual number issued for the first sharer is used. If the reservation is guest-based and is a share, Suite 7 assigns a new virtual number at check-in for each sharer. It is not possible to assign the same virtual number to two or more sharers. For arriving guests, the system goes through the normal check-in procedure and displays the virtual number assignment screen as the last process. For checked in guests, you can use the Virtual Number option from the Option menu to remove or add a virtual number (see the Suite 7 Reservation Manual).
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To check in a guest to a room with virtual number configuration: 1.
From the Arrivals dialog box, select the reservation.
2.
Click CHECK-IN.
3.
If the room number has not been assigned, a Room Block prompt appears with the default room number.
4.
Click OK to accept the selected room number. The Assign Virtual Number dialog box appears.
Depending on the configuration, you will either be prompted to assign a virtual number or a virtual number will be automatically assigned (see Table 12, page 51). 5.
If you are prompted to assign a virtual number, click the empty field(s) drop down arrow and select a number from the drop down list.
6.
Click OK. A message dialog box appears displaying a check-in successful message.
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Arrivals
7.
Click OK. The guest is checked in.
Table 12: Actions of virtual numbers at check in per configuration Configuration
At check in it does this
Auto Assign
Suite 7 automatically assigns a number from the virtual number pool to every check-in. If a guest has permanent VN assignments, Suite 7 will automatically select and displays the permanent virtual number attached to the profile.
Prompt to Assign
Allows the user to type in a number or select a number from the drop down list. If the field is left blank, there will be no VN assignment.
Do Not Assign
Displays the message “No VN assigned” in place of the virtual number field.
Canceling an expected reservation You can cancel an expected reservation if the guest has not made a deposit to guarantee the reservation, if the reservation is a duplicate, or if the guest informed the hotel that they will not be arriving. Canceling a reservation will release rooms back to availability. You can cancel either one reservation at a time or several reservations of the same criteria using the MASS CANCELLATION option. Note: If the guest has made a deposit, you cannot cancel the reservation with this option. It must be cancelled through the Cashiering program. To cancel an expected reservation: 1.
From the Arrivals dialog box, select the guest.
2.
Click CANCEL. The Cancel reservation dialog box appears.
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3.
From the Cancel reservation dialog box, click the drop down arrow and select a reason from the Reasons list.
4.
Click YES. The reservation is cancelled. The reservation no longer appears on the Arrivals dialog box and reservation status is changed from Expected to Cancelled.
To cancel an expected reservation using the Mass Cancellation option: 1.
From the Arrivals dialog box, click SEARCH. The Arrivals Search dialog box appears.
2.
Click ADVANCE. The Arrivals Search dialog box expands.
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Arrivals
3.
Enter your search criteria.
4.
Check the Mass Cancellation check box.
5.
Click SEARCH. The Arrivals dialog box appears with all the reservations that are to be cancelled at one time. The Mass Cancellation button also appears.
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6.
Click MASS CANCELLATION. A confirmation dialog box appears asking if you are sure that you want to cancel all the specified reservations.
7.
Click YES. The Cancel reservation dialog box appears.
8.
From the Cancel reservation dialog box, click the drop down arrow and select a reason from the Reasons list.
9.
Click YES. The reservations are cancelled. The reservations no longer appear on the Arrivals dialog box and reservation statuses are changed from Expected to Cancelled.
Editing an expected reservation You can edit an expected reservation. To edit an expected reservation: 1.
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From the Arrivals dialog box, select the reservation to that you want to edit.
Arrivals
2.
Click EDIT. The Reservation screen appears.
3.
Make the required changes.
4.
Click OK. If no room has been assigned, Suite 7 assigns an available room and a confirmation dialog box appears asking if we want to assign a room number and check in the guest.
5.
Click YES or NO. If you clicked YES, the reservation is changed, the room is assigned to the guest, the guest is checked in, and the Reservation screen is closed. If you clicked NO, the reservation is changed and the Reservation screen is closed.
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If a room has been assigned and no rooms are available, a confirmation dialog box appears asking if we want to continue.
6.
Click YES to continue or click NO to assign a room. If you clicked YES, the reservation is changed and the Reservation screen is closed. If you clicked NO, the cursor is automatically placed in the Room field box.
7.
Type a room number or select a room number from the Room Search dialog box.
8.
Click OK. A check-in message appears.
9.
Click YES or NO. If you clicked NO, the reservation is changed and the Reservation screen is closed. If you clicked YES, the reservation is changed, the room is assigned to the guest, and the guest is checked in. A message dialog box appears displaying a check-in successful message.
10. Click OK. The guest is checked in.
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Arrivals
Note: For more information on the reservation fields, see the Suite 7 Reservations Manual.
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Displaying the options that can be attached to an expected reservation Various options can be attached to a reservation through the Reservation Options dialog box. For example, leisure booking, fixed charges, a message, or traces. Changes to the reservation can also be made. For example, authorizing direct billing, adding routing instructions, or splitting a party reservation. To display the options that can be attached to an in house reservation: 1.
From the Arrivals dialog box, select the reservation to which you want to attach the option.
2.
Click OPTIONS. The Reservation Options dialog box appears.
For an explanation of Reservation Options dialog box option buttons, see Table 13, page 59.
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Table 13: Reservation Options dialog box option buttons Click this option button
To do this
Routing
Direct charges of specific department codes to post automatically to different folios.
Auth. Direct Bill
Authorize direct billing for guests who are not paying for their own stay, but who are having their payment made by someone else, such as, a company or organization.
Traces
Communicate guest’s requests with other hotel staff. It allows the hotel to keep track of things that have to be done for guests on a specific date.
Reg. Card
Print a registration card for the current reservation.
Room Move
Move an in-house guest to another room. Not available for an expected reservation.
Reinstate
If a guest has checked out, you can check the guest back into the room. If the room to which the guest is being reinstated had, in the meantime, been blocked to a different expected arrival, the room status is changed to ‘Occ’. Not available for an expected reservation.
Package Options
Display a list of package elements for which an allowance has been created.
Credit Cards
Get additional or manual approval of the guest’s credit card.
Confirmation
View, print, or e-mail a confirmation letter.
Waitlist
Move a guest reservation to the Waitlist.
Fixed Charges
Post specific charges on a daily basis.
Virtual Numbers
If your system is configured for DID (Direct Inward Dialing), you can assign a specific telephone or fax number to a guest reservation for the duration of the guest’s stay. Not available for an expected reservation.
Accompanying
Register each guest in the room, even if there is only one actual reservation for that room.
Delete
Delete a reservation.
Regrets
Move a guest reservation to the Regrets list.
Rate Info
View a room rate in various currencies.
Changes
View all the changes made to a reservation since the original reservation was made.
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Click this option button
To do this
Messages
View, create, edit or delete guest messages.
Add On
Make a copy of the current reservation with a different reservation number.
Locator
Enter a guest locator.
Pre-Billing (expected guest)/ Billing (checked-in guest)
Open the Billing screen in the cashiering Module to: Post a deposit payment or a pre-billing charge for a guest who has not checked in. Post a payment for a checked in guest.
Shares
Combine two (or more) reservations to share the same room or to break an existing share reservation.
History
View the details of previous stays.
Party
Split a party reservation.
Meal Plan
Set the meal plan schedule for a guest.
Leisure
Leisure activities are bookings for hotel outlets such as restaurants, spa, golf tee time, hairdresser or any other leisure activity or service.
Q-room
Place a reservation on the queue to inform Housekeeping that a guest has arrived and his room is not yet ready.
Guest Awards
Assign points earned by the guest to his award program.
Pro-Forma
Produce an invoice that calculates the nights for an expected and checked in guest.
Note: For further instructions on Options, see the Suite 7 Reservations Manual.
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3 In-House Guests An In-House guest is a guest who has a reservation and is checked into the hotel. Included in the In House guest reservations are the post master (PM) reservations.
Opening the In House Guest Search dialog box To open the In House Guest Search dialog box: 1.
From the main Suite 7 screen speedbar, click the FRONT DESK icon.
The Front Desk toolbar appears to the right of the icons.
2.
Click the IN-HOUSE GUESTS icon
.
The In House Guest Search dialog box appears.
For an explanation of the fields in the In House Guest Search dialog box, see Table 14, page 62.
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Table 14:In House Guest Search dialog box fields Field
Explanation of the field
Room No
The guest’s room number.
Name
The guest’s last name.
First Name
The guest’s first name.
Company
The name of the company who made the reservation.
Agent
The name of the travel agent who made the reservation.
Group
The name of the group the reservation was made for.
Block
The group code.
Confirmation #
The confirmation number of the guest.
Party
The name of the party that the guest is traveling with.
Searching for an in-house reservation You can make and save changes to existing in-house reservations. To locate existing in-house reservation you can perform the following searches: A standard search that is used to display a list of in-house reservations that match the criteria entered. An advanced search that is used to narrow the search and to specify more precisely the in-house reservation to be displayed. It is also possible to view a checked out reservation via the In House reservation search.
Searching for an in-house guest using the standard search To search for an in-house guest using the standard search: 1.
From the In-House Guest Search dialog box, enter one or more search criteria or leave all the fields blank.
2.
Click SEARCH. If no search criteria were entered, the In House dialog box appears displaying the reservations in alphabetical order of the guest names.
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In-House Guests
If search criteria were entered, the In House dialog box appears displaying a list of in house reservations that match what has been specified. For example, search for the Last Name “Bar”. The In House dialog box appears displaying a list of reservations for guests who have the letters “Bar” in their names, such as Barnes and Barson.
For an explanation of the option buttons in the In House dialog box, see Table 15, page 64.
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Table 15: In House dialog box options Clicking this option
Does this
NEW
Not Activated.
BILLING
If you have the appropriate rights, displays the guest’s bill in Cashiering.
CANCEL C.I.
Cancels the check-in of a guest whom checked-in today and does not have a balance. The reservation is no longer displayed on the In House dialog box and the reservation status changes to Expected.
REINSTATE
Reinstates a checked-out reservation. This button toggles to CANCEL CI.
PROFILE
Displays the Profile screen for the selected reservation.
OPTIONS
Displays the Reservation Options dialog box without displaying the Reservations screen.
ROOM MOVE
Displays the Room Move dialog box so you can move an inhouse guest to another room. Use this option to change room types, also. The room type can be changed only by changing the room number.
EDIT
Displays the Reservation screen for the selected reservation.
SEARCH
Opens the In House Guest Search dialog box.
Searching for an in house guest using the advanced search option To search for an in house guest using the advanced search option: 1.
From the In House Guest Search dialog box, click ADVANCE. The In House Guest Search dialog box expands.
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In-House Guests
The Advanced In-House Guests Search dialog box fields are explained in Table 16, page 66. 2.
Enter one or more search criteria and click SEARCH. The In House dialog box appears.
Note: If no reservations match the search criteria, Suite 7 notifies you that no reservations were found.
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Table 16: Advanced In House Guest Search dialog box fields This field
Is to search for
General
All reservations with the status of Checked-in.
Day Use
Reservations with the same arrival date and departure date.
Complementary
Reservations that are marked as Comp (Complementary) in the Reservation screen.
Due Out
Reservations that are due to depart today.
Checked Out
Reservations that have checked out today.
Arrival --- To ---
Guests who are expected to arrive within the range of dates.
Departure --- To ---
Guests who are expected to depart within the range of dates.
City
Reservations for guests from a specific city.
Country
Reservations for guests from a specific country.
Room Type
Reservations with the specified room type.
VIP Code
Reservations with the specified VIP code.
Market Code
Reservations with the specified market code.
Color Code
Reservations with the specified color code.
Source
Reservations booked through the specified source.
Source Code
Reservations with the specified source code.
Member No.
Reservations with the specified member number.
Guest Card No
Reservations with the specified guest card number.
Rate Code
Reservations with the specified rate code.
Arrival Time --- To ---
Reservations with expected arrivals within the stated time frame. If the To field is left blank, the search will be for arrival times after the stated time.
Canceling a checked-in reservation You can cancel a checked-in reservation if the guest has checked in today and does not have a balance. For example, the wrong guest was checked-in. To cancel a checked-in reservation from the Reservation List grid: 1.
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From the In House dialog box, select the guest.
In-House Guests
2.
Click CANCEL C.I. A confirmation dialog box appears.
3.
Click YES. A confirmation dialog box appears asking if you want to change the room status.
4.
Check the check box to change the room status to Touch Up and click YES or to change the room status to Dirty, or NO to keep the same room status. A confirmation dialog box appears asking if you want to block the room number.
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5.
Click YES or NO.
6.
If the reservation is in the rooms queue, you will be asked whether to leave the room to the queue:
Click the appropriate button. The check-in is cancelled. The reservation is no longer displayed on the In House dialog box and the status of the reservation changes to Expected.
Viewing a guest’s bill The Billing option will open the Billing screen in the Cashiering Module. Here you can view in-house guest’s folio, post charges, and use other related functions. To view guest’s bill: 1.
From the In House dialog box, click BILLING. The Cashier Login dialog box appears
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2.
Type your cashier number in the Cashier No field.
3.
Type your password in the Password field.
4.
Click LOGIN. The Billing screen appears.
Note: For instructions on Billing see the Suite 7 Cashiering Manual.
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Reinstating a reservation that has checked out If a guest has checked out the reinstate option enables you to check the guest back into the room. The option is active only if the guest has checked out. To reinstate a reservation that has checked out: 1.
From the In House dialog box, select the guest.
2.
Click REINSTATE. A warning appears.
3.
Click ORIGINAL ROOM or PX ROOM. The reservation status is changed from Checked Out to Checked In or Walk In. The REINSTATE button is toggled to CANCEL C.I.
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Viewing an in-house guest’s profile To view an in-house guest’s profile: 1.
From the In House dialog box, select the guest.
2.
Click PROFILE. The Profile screen for the guest appears.
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Note: For more information on Profiles, see the Suite 7 Reservations Manual.
Moving an in-house reservation from one room to another room You can move an in-house reservation from one room to another room. To move an in-house reservation from one room to another room: 1.
From the In House dialog box, select the guest that you want to move.
2.
Click ROOM MOVE. The Move Room dialog box appears.
3.
From the Move Room dialog box, type a new room number in the Room No. field box or click the drop down arrow and select a room number from the Room Search dialog box.
4.
Click the drop down arrow and select a reason for the move from the Reasons list.
5.
Click YES. The room number is changed.
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Note: If your hotel is configured for DID, the Virtual Numbers dialog box may appear. When a guest moves to a different room, a guest-based virtual number will always follow the guest. When a guest moves from a room with room-based virtual numbers, the virtual number always stays with the room, and a new virtual number is assigned to the guest, depending upon the new room DID setup. For further instructions and information on virtual numbers, see “Checking in a guest to a room with virtual nu,” page 49.
Editing an in house reservation You can edit an in house reservation. Note the following limitations: The arrival date cannot be edited for a checked-in guest. The room type cannot be edited directly; the room number must be changed. See “Moving an in-house reservation from one room to another room,” page 72. To edit an in house reservation: 1.
From the In House dialog box, select the reservation that you want to edit.
2.
Click EDIT. The Reservation screen appears.
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3.
Make the required changes.
4.
Click OK. The reservation is changed and the Reservation screen is closed. Note: For more information on reservations, see the Suite 7 Reservations Manual.
Displaying the options that can be attached to an in house reservation Various options can be attached to a reservation through the Reservation Options dialog box. For example, fixed charges, a message, or a location. Changes to the reservation can also be made. For example, authorizing direct billing, adding routing instructions, or adding a leisure booking. To display the options that can be attached to an in house reservation: 1.
From the In House dialog box, select the reservation to which you want to attach the option.
2.
Click OPTIONS. The Reservation Options dialog box appears.
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For an explanation of Reservation Options dialog box option buttons, see Table 17, page 76.
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Table 17: Reservation Options dialog box option buttons Click this option button
To do this
Routing
Direct charges of specific department codes to post automatically to different folios.
Auth. Direct Bill
Authorize direct billing for guests who are not paying for their own stay, but who are having their payment made by someone else, such as, a company or organization.
Traces
Communicate guest’s requests with other hotel staff. It allows the hotel to keep track of things that have to be done for guests on a specific date.
Reg. Card
Print a registration card for the current reservation.
Room Move
Move an in-house guest to another room.
Reinstate
If a guest has checked out, you can check the guest back into the room. Not available for in-house reservations.
Package Options
Display a list of package elements for which an allowance has been created.
Credit Cards
Get additional or manual approval of the guest’s credit card.
Confirmation
View, print, or e-mail confirmation letters. Not available for in-house reservations.
Waitlist
Move a guest reservation to the Waitlist. An in-house reservation can not be moved to the Waitlist; therefore the option is not available.
Fixed Charges
Post specific charges on a daily basis.
Virtual Numbers
If your system is configured for DID (Direct Inward Dialing), you can assign a specific telephone or fax number to a guest reservation for the duration of the guest’s stay.
Accompanying
Register each guest in the room, even if there is only one actual reservation for that room.
Delete
Delete a reservation. An in-house reservation can not be deleted so the option is not available.
Regrets
Move a guest reservation to the Regrets list. An inhouse reservation can not be moved to the Regrets list; therefore the option is not available.
Rate Info
View a room rate in various currencies.
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Click this option button
To do this
Changes
View all the changes made to a reservation since the original reservation was made.
Messages
View, create, edit or delete guest messages.
Add On
Make a copy of the current reservation with a different reservation number.
Locator
Enter a guest locator.
Pre-Billing (expected guest)/ Billing (checked-in guest)
Open the Billing screen in the cashiering Module to: Post a deposit payment or a pre-billing charge for a guest who has not checked in. Post a payment for a checked in guest.
Shares
If the reservation is a share, view the shares and split the room charges.
History
View the details of previous stays.
Party
Split a party reservation.
Meal Plan
Set the meal plan schedule for a guest.
Leisure
Leisure activities are bookings for hotel outlets such as restaurants, spa, golf tee time, hairdresser or any other leisure activity or service.
Q-room
Place a reservation on the queue to inform Housekeeping that a guest has arrived and his room is not yet ready.
Guest Awards
Assign points earned by the guest to his award program.
Pro-Forma
Produce an invoice that calculates the nights for an expected and checked in guest.
Note: For further instructions on Options, see the Suite 7 Reservations Manual.
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4 Room Blocking A room blocking is the assignment of a room to an expected arrival. The Front Desk Room Blocking option enables you to view all the reservations for a specified date, or just reservations that meet certain criteria, and see what rooms are available for them. Information from a guest’s reservation and profile are automatically included in the information you see in the Expected Arrivals list. If you want more complete information about an expected arrival, you can access the related guest profile and reservation directly from the Room Blocking option’s main screen, the Room Blocking dialog box.
Opening the Room Blocking dialog box To open the Room Blocking dialog box: 1.
From the main Suite 7 screen speedbar, click the FRONT DESK icon.
The Front Desk toolbar appears to the right of the icons.
2.
Click the ROOM BLOCKING icon
.
The Room Blocking dialog box appears.
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The left-hand window displays the Expected Arrivals list. The column headings are explained in Table 18. Table 18: Room Blocking dialog box - Expected Arrivals list column headings Column heading
Description
Type
The room type code.
St
The status of the room. If the housekeeping status is other than Inspected, then the status will show one of the following codes: DI = dirty, CL = clean, IS = inspected, TU = touch up. In addition, if the front office status is not Vacant, the status of the room will show Occ = Occupied. Not all hotels are configured with the IS and TU codes. For further explanation see the Suite 7 Configuration Manual.
Room
The room number assigned to the guest.
FullGuestName
The guest’s first and last name.
Time
The time of arrival.
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Column heading
Description
#
The number of rooms in the reservation.
Ad
The number of adults in the reservation.
Ch
The number of children in the reservation.
Depart
The expected departure date.
Group
The group name if the guest is part of a group.
The list in the left-hand window can include all reservations for the date in the Date field, or can be limited by the other fields on the lower left-hand side of the dialog box. These fields are explained in Table 19. Table 19: Room Blocking dialog box - Reservation viewing criteria Field
Description
Arrival Date
The date the reservation is for.
Only unblocked reservations
When the check box is checked, the reservations for which rooms have not yet been assigned are displayed. When the check box is unchecked, all reservations, including those with assigned rooms, are displayed.
Group Name
Select the group name from the drop-down list to view the members of the specified group.
Room Type
Select the room type from the drop-down list to view expected arrivals with that room type.
VIP From…VIP To
Only expected arrivals with a VIP code in the range selected will be displayed.
Specials
Only expected arrivals with the selected special codes will be displayed.
Block Code
Select the block code from the drop-down list to view the expected arrivals with the given block code.
Party
Type the name of the party to view expected arrivals from a given party.
Guest Name
Type the guest’s name to view a specific guest reservation.
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Defining the criteria for the Expected Arrivals listing You can define criteria to limit the Expected Arrivals listing. To define the criteria for the Expected Arrivals listing: 1.
Select the desired date: Click on the Arrival Date field and select the date from the calendar that appears.
2.
Define other selection criteria from the fields under the Expected Arrivals listing as explained in Table 19, page 81.
3.
If your selection is complete, press the Tab key. The selected reservations appear in the Expected Arrivals window. If your selection is not complete, proceed to the next step.
4.
Click the SCOPE button. The Scope for additional search dialog box opens.
5.
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Select the desired rate codes, market codes, features, and the minimum length of stay, as explained in Table 20, page 83.
Room Blocking
6.
To select expected arrivals from a particular travel agent, source, or company, select the appropriate radio button, and then click on the corresponding dropdown arrow to open the listing and make your selection. These criteria are mutually exclusive; only one radio button may be selected. To delete all selections in the dialog box without closing it, click CLEAR ALL.
7.
When all selections have been made, click OK. The Room Blocking dialog box appears with the selected reservations listed in the Expected Arrivals window.
Table 20: Scope for additional search dialog box fields Field
Description
Rate code
Rate codes to be included in the Expected Arrivals listing.
Market
Market codes to be included in the Expected Arrivals listing.
Feature
Features to be included in the Expected Arrivals listing.
Minimum length of stay
Minimum length of stay to be included in the Expected Arrivals listing.
Agent/Source/ Company
The travel agent, source, or company to which the reservations should be linked. These criteria are mutually exclusive; only one may be selected.
Searching for available rooms for a reservation To search for available rooms for a reservation: Select the guest’s name in the Expected Arrivals window. In the window on the right-hand side of the dialog box is a list of available rooms, of the same type as in the highlighted reservation. The Available Rooms list column headings in this window are explained in Table 21, page 84. The list of available rooms of a given type can be limited by checking the check boxes at the lower right of the Room Blocking dialog box. It can also be limited by selecting specific features and floor. The check boxes are explained in Table 22, page 84. The features and floor selections are explained in Table 23, page 84. Additional information about the reservation is displayed in the fields immediately below the Expected Arrivals and Available Rooms lists. The guest information fields are explained in Table 21, page 84.
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Table 21: Room Blocking dialog box - Available Rooms list column headings Column heading
Description
Type
The type of room.
Room
The room number.
Status
The housekeeping status of the room: DI = dirty, CL = clean, IS = inspected, TU = touch up. Not all hotels are configured with the IS and TU codes. For further explanation see the Suite 7 Configuration Manual.
Features
The floor number, and codes of other room features, such as NS for No Smoking, C for facing court.
Info
The front desk room status: AE = Arrival Expected (+time), AC = Arrival Checked-in, D = Day use, DN = Departure expected, DP = Departed, OC = Occupied.
Table 22: Room Blocking dialog box check boxes Check this check box
To do this
Expected departure rooms
Include rooms that are expected to depart today but have not yet been vacated.
Inspected rooms only
Limit the list of available rooms to rooms that have been inspected after cleaning.
All Room Types
Include all the room types in the list of available rooms. If this is unchecked, only rooms of the type indicated in the reservation will be displayed.
Table 23: Room Blocking dialog box –Features and floor selections Click this drop down arrow
To do this
Features
Open the Select dialog box from which to select desired features. You may also type the desired features into the field. Use a comma to separate the feature codes. Note that the features from the guest profile are displayed automatically when you highlight the reservation.
Limit to Floor
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Limits the room assignment to certain floors.
Room Blocking
Table 24: Room Blocking dialog box - Guest information fields Field
Description
Remarks
A display-only field. The remarks, such as VIP status, room feature and last room occupied, are copied from the guest’s reservation and profile.
Preferred Room
A display-only field that is copied from the guest’s profile. It is the room number that is preferred by the guest. This room will be highlighted automatically if it is available.
Assigned Reason
The reason the room is housekeeping assigned.
Blocking a room To block a room: 1.
In the Room Blocking dialog box, select the guest’s name in the Expect Arrivals list. Additional information about the reservation is displayed in the fields immediately below the Expected Arrivals and Available Rooms lists.
The guest information fields are explained in Table 24.
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2.
In the Available Rooms list, on the right-hand side of the Room Blocking dialog box, choose the room you want to assign the guest.
3.
Click BLOCK, or press Alt + B. The room number appears next to the guest’s name and is also removed from the Available Rooms list in the right-hand window.
If the room has a housekeeping assignment, you are prompted to confirm the blocking.
4.
Click YES.
5.
If you block a room that has a shared reservation, the Creation of Share Reservation dialog box appears.
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6.
Click OK. The Creation of Share Reservation dialog box is closed and the Room Blocking dialog box appears.
7.
Click CLOSE. The Room Blocking dialog box is closed.
Unblocking a room You can remove the assigned room from an expected arrival. To unblock a room: 1.
In the Room Blocking dialog box, select the blocked reservation. Note: When a reservation without a blocking is selected, the UNBLOCK button is deactivated.
2.
Click UNBLOCK, or press Alt + N. The room number is removed from the reservation and added to the Available Rooms list. If you unblock an assignment of a shared reservation, Suite 7 asks you if you want to move the second guest.
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3.
Click NO to leave the second guest in the room. Click YES to move the second guest. The Create Share Reservation dialog box appears.
4.
Click OK. The Creation of Share Reservation dialog box is closed and the Room Blocking dialog box appears.
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Checking in a guest To check in a guest: 1.
Select the guest’s name in the Expected Arrivals list.
2.
Click CHECK-IN. If a room number has not been assigned to the reservation, a Room Block notification appears.
3.
If you want to accept the room number assigned by the system, click OK. If you want to change the room number assigned by the system, click the drop down arrow, select a room number from the Room Search dialog box, and click SEARCH. Note: The Assign Virtual Number dialog box may appear. For more information on virtual numbers, see “Checking in a guest to a room with virtual nu,” page 49.
4.
Click OK. A Check-in Successful notification appears and the reservation is checked in.
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Automatic room blocking With the Auto function, Suite 7 allows you to automatically block all reservations for a specified date. The Auto function is a global function. You can block all reservations for specific groups, parties, room types, or VIP levels. To automatically block rooms: 1.
In the Room Blocking dialog box, specify the criteria you require: date, group, block code, party, room type, or VIP level. Note: If no criteria are specified then all reservations are automatically blocked.
2.
Click AUTO. The Automatic Room Block dialog box appears.
3.
Fill in the fields you require. The fields of the Automatic Room Block dialog box are explained in Table 25, page 92.
4.
Click BLOCK.
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The room blocking is performed. As each reservation is processed, its name and the assigned room number appear in the Guest and Room fields, respectively. A message box appears after all the blockings are processed.
5.
Click OK. The Automatic Room Block dialog box appears. The status listing lists the room assignments.
6.
To unassign the rooms that were blocked, click UNDO. Confirmation of the Undo is requested.
7.
Click YES. The unblocking is performed. As each reservation is processed, its name and the assigned room number appear in the Guest and Room fields, respectively. A message box appears after all the blockings are processed.
8.
Click OK. The status listing shows that all rooms have been unassigned.
9.
Click CLOSE. The Room Blocking dialog box appears.
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Table 25: Automatic Room Block dialog box fields Field
Description
Arrival Date
The expected arrival date of the reservations being automatically blocked.
Features
The room features required for the blocking.
Override Guest Features
Overrides the room features specified in the guest profile. If this field is checked, no attention is given to room features on a reservation.
Start from Room
Begin blocking reservations from a specified room number.
Limit to Floor
Limit the room blocking to a specified floor.
Group/Block
This is an information-only field. If either the Group or Block Code field is completed in the Room Blocking dialog box, this field is filled in automatically.
Include Groups
Include groups in a global automatic blocking for a given date. If this field is unchecked, blocking will be only for individual reservations, not groups. If a group or block code is selected before the automatic blocking, this field is inactive.
Departing Rooms
If this field is checked, the rooms of guests scheduled to depart, but who have not yet checked out, will be included in the automatic room blocking.
Inspected Rooms Only
In hotels that maintain separate categories for clean rooms and rooms that have actually been inspected after cleaning, checking this limits the blocking to inspected rooms.
All Group Dates
If a group is selected and this field is checked, all members of a group are included in the automatic blocking, even those expected to arrive on different dates.
Guest
Information-only field. After clicking BLOCK, the name of the reservation being processed in the blocking process appears.
Room
Information-only field. After clicking BLOCK, the room number of the reservation being processed in the blocking process appears.
Status Listing
Listing of all room assignments made by the automatic blocking.
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5 Messages The Suite 7 Front Desk module includes the Messages option for sending and displaying messages for guests. This option allows you to send messages to guests individually or by group. You can keep an unlimited number of messages for each guest, mark messages as having been received or not, and print messages in a userdefinable format. With the appropriate interfaces, the messages will trigger the message-waiting lamp on the telephone to turn on or will send the message directly to the in-house video system so that the guest can call it up on the television screen. If a guest changes rooms, any messages that have not yet been received will automatically be redirected to the current room number. Messages remain in the system until they are deleted or until the completion of the night audit after the guest has checked out. Another option included is the Traces option. This option allows you to create a trace and attach it to a guest reservation. The trace is a message to the hotel staff to perform a specific action on a specific date. In addition to normal traces, you can create action traces, which will automatically change certain reservation data, such as the rate code, market code, number of adults, on a specified date.
Opening the Select dialog box To open the Select dialog box: 1.
From the main Suite 7 screen speedbar, click the FRONT DESK icon.
The Front Desk toolbar appears to the right of the icons.
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2.
Click the MESSAGES icon
.
The Select dialog box appears.
Displaying messages Accessing the Display Messages option To access the Display Messages option: From the Select dialog box, click DISPLAY MESSAGES. The Display Messages For dialog box appears.
The Display Message For dialog box contains buttons that allows you to select the type of messages to be displayed. For an explanation of these buttons, see Table 26, page 95.
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Table 26: Display Message For dialog box options Click this option button
To display this type of message
NOT Received
Messages that have not been marked as received by the guest.
Manual received
Messages that have been marked as received by a user.
Printed
Messages that have been printed.
Lamp ON
Messages with the status of Lamp On. The lamp on the telephone in the guest’s room has been switched on to indicate that the guest has a message.
Video Sent
If the hotel is configured for the video option, messages that have been sent to the guest’s television.
Video Received
If the hotel is configured for the video option, messages that have been viewed on the television by the guest.
ALL Messages
All messages in the system regardless of the status.
Displaying specific messages To display specific messages: 1.
Click the button for the type of message to be displayed. A Message Display dialog box appears with the appropriate message title. For example, All manually received messages, All messages with status LAMP ON, and All messages sent to video. The guest names that have received the messages are listed in the grid box. The message for the highlighted guest is displayed in the text box. At the bottom of the dialog box are option buttons that allow you to perform additional procedures for the message. If there are no messages that meet the display criterion, a Message Display dialog box appears with the appropriate message title, an empty grid box, and an empty text box. For example, when MANUALLY RECEIVED is clicked, the All manually received messages dialog box appears displaying all the messages in the system that were marked as received by the guest.
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2.
Perform the options required. The option buttons are described in Table 27.
3.
Click CLOSE. The Message Display dialog box is closed.
Table 27: Message Display option buttons Click this option button
To do this
New
Compose a new message.
Delete
Delete the currently highlighted message.
Print the currently highlighted message.
Not Received/Receive
Toggle the message status: If the Status column does not indicate Received, it means that the message has not been received and the toggle RECEIVE button is activated. If the Status column displays the date and time that the message was received, it means that the message was received and the NOT RECEIVED button is activated.
Receive All
Mark the status of all messages as received. The date, time, and operator’s name appear in the Status column.
Lamp On
Turn a lamp on the telephone in the guest’s room, to indicate that a message is waiting.
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Note: Each time information about a guest is accessed, Suite 7 reminds the hotel staff that the guest has a message. After the message has been received by the guest, printed, or transferred to the in-house video system, Suite 7 stop giving out reminders. However, the message will remain available even after being marked as received, until completion of the night audit after the guest has checked out.
Creating a new message To create a new message: 1.
From the Message Display dialog box, click NEW. The Send Messages To dialog box appears.
2.
Choose the guest that you want to leave a message for.
3.
You can narrow the search by typing criteria in the fields Room, Name, Group, Party, at the lower left of the dialog box and pressing Enter. The Send Message to dialog boxes appears with the searched for guest names.
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4.
Choose the guest that you want to leave a message for.
5.
Click SELECT. The Guest New Message dialog box appears. In the right window pane of the dialog box is a list of pre-defined messages.
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6.
Type the message in the left window pane or select a pre-defined message by double-clicking the message. The message appears in the left window pane and the PRINT and Save options are activated.
7.
Click SAVE to save the message or PRINT to save and print the message. When the SAVE button is clicked, the message is saved, the Guest New Message dialog box is closed and the Message Display dialog box appears. When the PRINT button is clicked the message is saved and sent to the printer, the Guest New Message dialog box is closed, and the Message Display dialog box appears. When a new message was created for a group and the SAVE or PRINT button was clicked, the Save Message for dialog box or Print Message for dialog box appears.
8.
Click the required radio button, if necessary type the between dates, and click OK. A confirmation box appears.
9.
Click OK. A confirmation box appears displaying the number of guests the messages was saved or printed for.
10. Click OK. The Message Display dialog box appears.
Deleting a message To delete a message: 1.
From the Message Display dialog box, select the guest name with the message that you want to delete.
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2.
Click DELETE. A Delete Message confirmation box appears.
3.
Click YES. The message is deleted.
Printing a message A message can be printed so that the guest can have a hard copy of the message To print a message: 1.
From the Message Display dialog box, select the guest name with the message that you want to print.
2.
Click PRINT. You are asked which message you want to print.
3.
Click the appropriate button. The message(s) is sent to the printer.
Marking a message as received When a guest receives a message, the message is marked as received. To mark a message as received: 1.
From the Message Display dialog box, select the guest name with the message that you want to mark as received.
2.
Click RECEIVE.
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The status of the message is changed to Received at a specific date and time along with a user name. The RECEIVE button is toggled to NOT RECEIVE. Note: The message is removed from the All message NOT received dialog box and is moved to the All manually received dialog box.
Unmarking a received message A message that has been marked as received can be unmarked to Not Receive. To unmark a received message: 1.
From the Message Display dialog box, select the guest name with the message that you want to unmark as received.
2.
Click NOT RECEIVE. The status of the message is changed to Not Received. The NOT RECEIVE button is toggled to RECEIVE. Note: The message is removed from the All manually received dialog box and is moved to the All message NOT received dialog box.
Marking all messages as received All messages for all the guests can be marked as received in one action. To mark all messages as received: From the Message Display dialog box, click RECEIVE ALL. The status of all the messages is changed to Received at a specific date and time along with a user name. The RECEIVE button is toggled to NOT RECEIVE. Note: All the messages are removed from the All message NOT received dialog box and are moved to the All manually received dialog box.
Turning the Lamp On The Lamp On option can be activated only when the message status is Not Received and after the guest has checked into the hotel.
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Note: Normally the lamp is turned on automatically through the telephone interface. To turn the Lamp On: 1.
From the Message Display dialog box, select the guest name with the message that you want to turn the Lamp On.
2.
Click LAMP ON. The status of the message is changed from Not Received to Lamp On at a specific date and time along with a user name. Note: The message appears on the All message NOT received dialog box and the All messages with status LAMP ON dialog box.
Sending messages Accessing the Send Messages option To access the Send Messages option: From the Select dialog box, click SEND MESSAGES. The Send Messages To dialog box appears.
The Send Messages To dialog box contains buttons for all the available types of guests to whom the message can be sent. For an explanation of these buttons, see Table 28, page 103.
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Table 28: Send Messages To dialog box options Choose this
To send messages to
Guests Arriving Today
Guests who are expected to arrive today.
Guests Arriving Tomorrow
Guests who are expected to arrive tomorrow.
Guests Departing Today
Guests who are expected to check out today.
Guests Departing Tomorrow
Guests who are expected to check out tomorrow.
Guests in House
All checked in guests who are in house today.
Guests in House Tomorrow
All checked in guests who will be in house tomorrow, regardless of arrival date.
Group guests
Guests who are part of a group.
Sending messages to guests A global message can be sent to all the guests at one time. To send messages to guests: 1.
Click the button for the type of guests to send messages to. A Messages for guests dialog box appears with the appropriate message title. For example, Messages for guests arriving today, Messages for guests departing tomorrow, and Messages for group guests. For example, when GUESTS ARRIVING TOMORROW is clicked, the Messages for guests dialog box appears.
2.
Type the VIP code range.
3.
Type the language codes you want to include or exclude.
4.
Click OK.
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A Messages for guests dialog box appears.
5.
Type the message in the left window pane or select a pre-defined message by double-clicking the message. The PRINT and SAVE options become activated.
6.
Click SAVE to save the message or PRINT to save and print the message. A confirmation box to save or print the message appears.
7.
Click Yes. A message box appears displaying the number of guests that the message has been saved and/or printed for.
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8.
Click Ok. The Message for guests dialog box is closed.
Sending a message to a group To send a message to a group: 1.
From the Send Messages To dialog box, click GROUP GUESTS. The Messages for group guest dialog box appears.
2.
Type or select a group from the drop-down list next to the Group field.
3.
Type or click the In House Between drop down arrow and select a date from the calendar.
4.
Check the Include Checked-In Guests to include the guests are checked-in.
5.
Type the VIP code range.
6.
Type the language codes you want to include or exclude.
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7.
Click OK. The Messages for group guests dialog box appears.
8.
Type the message in the left window pane or select a pre-defined message by double-clicking the message. The PRINT and SAVE options become activated.
9.
Click SAVE to save the message or PRINT to save and print the message. A confirmation box to save or print the message appears.
10. Click Yes. A message box appears displaying the number of guests that the message has been saved and/or printed for.
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11. Click Ok. The Message for group guests dialog box is closed.
Displaying traces With the Display Traces option, you can view traces, resolved traces, and unresolved traces. The Traces option allows you to communicate guest’s requests with other hotel staff. The Traces option allows the hotel to keep track of things that have to be done for guests on a specific date. For example, if the guest needs a baby crib, you advise housekeeping that they need to bring a crib to that guest on that date. On the specified date entered, Suite 7 notifies housekeeping, through the trace report, that a crib is requested. You can create, modify, delete or resolve a trace or mark it as completed. In addition, there is a special type of trace called Action trace. The Action trace relates to changes in the reservation itself (such as change of rate code, price, or the number of guests), and is resolved automatically during the night audit. An Action trace cannot be modified and would normally be entered from the individual reservation screen.
Accessing the Display Traces option To access the Display Traces option: From the Select dialog box, click DISPLAY TRACES. The Display Traces dialog box appears.
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Creating a new trace To create a new trace: 1.
From the Display Traces dialog box, click the button for the type of trace to be displayed. A Traces dialog box appears with the appropriate message title. For example, Resolved Traces, Unresolved Traces, or All Traces. At the bottom of the dialog box are option buttons that allow you to perform additional procedures for the trace. For example, when ALL TRACES is clicked, the All Traces dialog box appears displaying all the traces in the system regardless of whether the trace was resolved or unresolved.
2.
Click NEW. The Create Trace For dialog box appears.
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3.
Enter the selection criteria: Room, Name, Group, or Party, OR, select the guest, and click SELECT. The New Trace Entry dialog box appears.
4.
Enter From and Until Trace Dates.
5.
Under Trace Department, select the department the trace is for. On the right-hand side, a list of texts that you may select from appears under Trace Texts. A free format text box is also displayed.
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6.
Type the message in the text box or select a pre-defined message by doubleclicking the message. The selected text appears in the text box and the Save button is activated.
7.
Click SAVE. The Traces dialog box reappears with the text you entered.
If the guest is part of a group, the Save traces for dialog box appears.
8.
Click the required radio button.
9.
Click OK. The Traces dialog box appears.
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Editing the trace To edit text on the Traces list: 1.
From the Display Traces dialog box, click the button for the type of trace to be displayed. The Traces dialog box appears.
2.
Click EDIT. The Edit Trace Entry dialog box appears.
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3.
Edit the text in the text box.
4.
Click SAVE. The Traces dialog box appears displaying the edited text.
Resolving a trace When a trace is marked resolved, it indicates that the trace has been performed. To resolve a trace: 1.
From the Display Traces dialog box, click ALL TRACES or UNRESOLVED TRACES. The Traces dialog box appears.
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2.
Select the trace that you want resolved. The Resolve button is activated, unless the trace you highlighted is an action trace, a trace that can only be resolved in the night audit. For example, to change the room charge for an additional number of guests is an action trace. Bringing in an extra pillow or towel, though, is handled by the housekeeping staff and is not an action trace.
3.
Click RESOLVE. The trace’s status changes from Not resolved to Resolved indicated by the date, time, and the user who changed its status. If you are viewing the All Traces dialog box, the RESOLVED button is toggled to UNRESOLVE. Note: The message is removed from the Unresolved Traces dialog box and moved to the Resolved Traces dialog box.
Unresolving a trace If a trace was mistakenly marked as resolved, you can unmark the trace to unresolved. To unresolve a trace: 1.
From the Display Traces dialog box, click ALL TRACES or RESOLVED TRACES. The Traces dialog box appears.
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2.
Select the trace that you want unresolved.
3.
Click UNRESOLVE. The trace’s status changes from Resolved to Not resolved. If you are viewing the All Traces dialog box, the UNRESOLVE button is toggled to RESOLVED. Note: The message is removed from the Resolved Traces dialog box and moved to the Unresolved Traces dialog box.
Deleting a trace To delete a trace: 1.
From the Display Traces dialog box, click the button for the type of trace to be displayed. The Traces dialog box appears.
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2.
Click DELETE. A confirmation box appears.
3.
Click YES. The trace is deleted.
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6 House Status The House Status screen gives an overall picture of the hotel at that very moment.
Viewing the House Status screen To view the House Status screen: 1.
From the main Suite 7 screen speedbar, click the FRONT DESK icon.
The Front Desk toolbar appears to the right of the icons.
2.
Click the HOUSE STATUS icon
. or press (Ctrl +H).
The House Status screen appears.
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To recalculate the House Status screen: 1.
From the House Status screen, click the CURRENT STATUS radio button.
2.
Click PRESS HERE TO RECALCULATE. The House Status screen figures are updated in all categories and fields. For House Status screen room summary terms, see Table 29, page 119. For House Status screen movement terms, see Table 30, page 119. For House Status screen housekeeping status terms, see Table 31, page 121. For House Status screen end of day projection terms, see Table 32, page 122.
To view the Start of Day status: Click the START OF DAY STATUS radio button. The House status screen displays the status for all fields at the beginning of the day.
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Note: In order to produce a START OF DAY STATUS snapshot, the HOUSE STATUS-START OF DAY STATUS option must be selected in the Night Audit setup. (See the Fidelio Night Audit Manual.)
Closing the House Status screen To close the House Status screen: From the House Status screen, click CLOSE. The House Status screen is closed. Table 29: House Status screen room summary terms Term
Definition
Total Hotel Rooms
The total number of rooms in the hotel.
Out of Order
The number of rooms that are out of order and are not available for sale. For example: No electricity.
Total Rooms to Sell
The number of rooms available for sale. Total rooms less Out of order.
Out of Service
The number of rooms that are taken out temporarily for a specific day but are included in the availability and can be brought back at any time. For example: Closed Floor.
Rooms in Queue
The number of rooms in the queue. A room is put into the queue to be gotten ready as soon as possible for a guest who has arrived to check in, but the room is not yet ready for him.
Table 30: House Status screen movement terms Term
Room / PAX
Definition
Departures Expected
Room
The number of rooms that are due to depart that day.
PAX
The number of persons that are due to depart that day.
Room
The number of rooms that have departed that day.
Pax
The number of persons that have departed that day.
Departures Actual
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Term
Room / PAX
Definition
Arrivals Expected
Room
The number of rooms that are due to arrive that day.
PAX
The number of persons that are due to arrive that day.
Rooms
The number of rooms that are due to arrive that day that have room numbers assigned to them.
PAX
The number of persons that are due to arrive that day that have room numbers assigned to them.
Room
The number of rooms that arrived that day.
PAX
The number of persons that arrived that day.
Room
The number of rooms that were due to depart that day and have extended their stay.
PAX
The number of persons that were due to depart that day and have extended their stay.
Room
The number of rooms that departed earlier than expected.
PAX
The number of persons that departed earlier than expected.
Room
The number of rooms that were occupied during the day and did not stay overnight.
PAX
The number of persons that occupied rooms during the day and did not stay overnight.
Room
The number of rooms which have guests that have checked in and made the reservation the same day.
PAX
The number of persons who checked in and made the reservation the same day.
Room
The number of rooms that did not have prior reservations, walked into the hotel, and checked in.
PAX
The number of persons that did not have prior reservations, walked into the hotel, and checked in.
Room
The number of rooms occupied at this moment.
PAX
The number of persons occupying rooms at this moment.
%
The % of rooms occupied at this moment.
Pre-assigned Rooms
Arrivals Actual Extended Stays
Early Departures
Day Rooms
Same Day Reservations
Walk-Ins
Current Occupancy Status
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Table 31: House Status screen housekeeping status terms Term
Occ / Vac
Definition
Inspected Rooms
Occ
The number of occupied rooms that were cleaned and inspected.
Vac
The number of vacant rooms that were cleaned and inspected.
Occ
The number of occupied rooms that were cleaned but not inspected.
Vac
The number of vacant rooms that were cleaned but not inspected.
Occ
The number of occupied rooms that were used by a guest and have not been cleaned...
Vac
The number of vacant rooms that were used by a guest and have not been cleaned.
Occ
The number is always zero because an out of order room cannot be occupied.
Vac
The number of vacant rooms that are out of order and are not available for sale. For example: No water.
Occ
The number is always zero because an out of order service room cannot be occupied.
Vac
The number of vacant rooms that are taken out temporarily but are included in the availability and can be brought at any time. For example: Closed Floor.
Clean Rooms
Dirty Rooms
Out of Order
Out of Service
Note: The Housekeeping status term "Inspected" is optional and is set up during configuration. It may or not appear depending upon the setup of the system.
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Table 32: House Status screen end of day projection terms Term
Room / PAX
Definition
Available Tonight
Room
The number of rooms that will be available for sale that night.
Occupied Tonight
Room
The number of rooms that will be occupied that night.
PAX
The number of persons that will be occupying the hotel that night.
%
The percentage the hotel will be occupied tonight
Average Rate
The average room rate
Allotments
Room
The number of rooms that are from a block which is due to arrive and do not have guests (non pickedup group reservation). These rooms are not available for sale.
Individuals
Room
The number of rooms that are occupied by individuals who are not part of a group.
PAX
The number of individual persons that are occupying rooms and do not belong to a group.
Room
The number of rooms that are occupied by a group.
PAX
The number of persons that are occupying rooms and belong to a group.
Groups
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7 House Accounts The House Accounts option is used to open accounts in the hotel. For example, a hotel guest who wants to pay some charges separately from his room bill or a non-guest who came into the hotel to attend a convention and has to pay charges. A house account is charged like any other folio.
Opening the House Accounts dialog box To open the House Accounts dialog box: 1.
From the main Suite 7 screen speedbar, click the FRONT DESK icon.
The Front Desk toolbar appears to the right of the icons.
2.
Click the HOUSE ACCOUNTS icon
.
The House Accounts dialog box appears.
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For an explanation of the House Accounts dialog box fields, see Table 33. Table 33: House Accounts dialog box fields Field
Description
Last Name
The last name of the guest.
First Name
The first name of the guest.
Account Until
The date until which the account will be valid. The default is the next day.
Market Code
A drop-down list of market codes, used to maintain statistics of market segments.
Source Code
A drop-down list of source codes, used to maintain statistics of source of business.
Creating a house account After creating a house account, the account is treated by Suite 7 as an In-House account. To create a house account: 1.
Type the complete last name or the first letters of the last name in the Last Name field and click PROFILE. The Profile Search dialog box appears displaying the guest names that meet the criteria typed in the Last Name field.
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If no profile exists or matches the criteria typed in the Last Name field, the Profile Search dialog box appears without any guest names.
2.
If a profile exists, select the guest name and click OK. The House Accounts dialog box appears with the last name filled in. Continue to step 7.
3.
If a profile does not exist, click NEW. The New Profile dialog box appears.
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4.
Click the required radio button and click OK. The Profile screen appears with the last name filled in.
5.
Fill in the required information and click SAVE. The profile is saved.
6.
Click CLOSE. The House Accounts dialog box appears with the last name filled in.
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7.
Type a date in the Account Until field or click the drop down arrow and select a date from the calendar.
8.
Click the Market Code drop down and select a market code from the market code list.
9.
Click the Source Code drop down and select a source code from the source code list. The OK button is activated. Note: All the fields except First Name are mandatory. If the date, market code or source code are not entered, you will not be able to save the account.
10. Click OK. A notice appears displaying the account number and confirming that the account has been checked in.
11. Click OK. The House Account dialog box is closed. Note: It is strongly suggested at this time to enter the payment method, see “In-House Guests”. To post charges or pay the bill, see the Suite 7 Cashiering Manual.
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8 Q Rooms This option is for those hotels that have guests who arrive to check-in before the room is ready for them. When a guest arrives before the expected arrival time, and the room is not yet ready, the room is put into the queue. The list of rooms on the queue appears in Room Management so that the Housekeeping staff can give them top priority. As soon as the room has been cleaned and inspected, Housekeeping indicates this on the Q rooms list, and the guest can be checked in. It may also occur that a room is on the queue, and in the meantime a different guest is checked in and assigned a room of the same type that is on queue. In this case, you will be informed that a room of this type is on queue, and you may choose to assign this room to the waiting guest and find another room for the newer check-in. Note: To use this option, activate the Q-ROOMS parameter. See the “Manager” chapter in the Suite 7 Configuration Manual.
Assigning a room to the queue If a guest arrives before his room is ready, assign his room to the queue. To assign a room to the queue: 1.
Find and select the guest record. (See “Searching for an expected arrival using the standard search,” page 38 or “Searching for an expected arrival using the advanced search option,” page 41.)
2.
Click OPTIONS. The Reservation Options dialog box opens.
3.
Click Q ROOMS. You are asked to confirm the Q Room assignment.
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4.
Click YES. The room is added to the queue: The length of time the room has been in the queue appears at the top of the Arrivals screen when the guest name is selected from the listing. The room appears in the Front Desk Q Rooms listing The room appears in the Room Management Q Rooms listing. (See the Suite 7 Room Management Manual.) If you assign a room of a type that is on the queue to a different guest who is checking in, you will be notified. Perhaps the reservation on queue should be given priority for this room.
Opening the Q Rooms dialog box The Q Rooms dialog box lists all rooms currently in the queue. Use this dialog box to check in, cancel, or edit a reservation for a Q room. Note: You can also see a listing of all Q rooms from the Arrivals Advanced Search dialog box. However, this listing does not list the status of the room, so you cannot tell whether it has been cleaned and inspected. (See “Q Rooms from the Arrivals dialog box,” page 133.)
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To open the Q Rooms dialog box: 1.
From the main Suite 7 screen speedbar, click the FRONT DESK icon.
The Front Desk toolbar appears to the right of the icons.
2.
Click the Q ROOMS icon. The Rooms in queue dialog box appears.
For an explanation of the Rooms in queue dialog box, see the tables below.
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Table 34: Rooms in queue dialog box columns Column
Explanation of the column
Q Status
Status of the reservation.
Time On Q
Length of time that the room has been on the queue.
Room
Room number.
Type
Room type.
Status
Housekeeping room status.
Guest Name
Name of the guest waiting for the room.
Departure
Departure date.
Table 35: Rooms in the queue dialog box buttons This button…
Does this…
Check In
Checks the guest into the selected Q room.
Cancel
Cancels the reservation for the selected Q room.
Profile
Opens the profile of the guest waiting for the selected Q room.
Options
Opens the Reservations Options.
Edit
Opens the reservation for the selected Q room for editing.
Close
Closes the Q Room dialog box.
All command buttons in the Rooms in queue dialog box function exactly the same as the corresponding command buttons in the Arrivals dialog box. (See Table 10, page 40) To check a guest into a room in the queue: When the listing indicates that the room has been inspected, simply click CHECKIN. The guest is checked in and the reservation is removed from the queue. (See “Checking in a guest,” page 46.) To cancel the reservation for a room in the queue: Click CANCEL. The reservation is cancelled, and the reservation is removed from the queue. (See “Canceling an expected reservation,” page 51.)
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To check the guest into a different room: 1.
Click EDIT. The Reservation form for this reservation appears.
2.
Select a new room and click OK to close the Reservation dialog box.
3.
Click CHECK-IN. The guest is checked in to the newly assigned room, and the reservation is removed from the queue.
To cancel a check-in for a reservation that is in the room queue: 1.
In the In-House Guest dialog box, find the guest name and click CANCEL CI.
2.
Proceed through the cancellation (see “Canceling an expected reservation,” page 51). You will be asked whether to leave the room in the queue:
3.
Click the appropriate button, and finish the cancellation procedure.
Q Rooms from the Arrivals dialog box A listing of the Q rooms is also available from the Arrivals dialog box. All the functions that can be performed from the Q Rooms dialog box can also be performed from the Arrivals dialog box. There are several differences between the two listings: The Q Rooms dialog box includes the room status, so you can see when the room has been cleaned and inspected. The Arrivals dialog box includes more information about the reservation itself, such as source and group. The Q Rooms dialog box displays the Time on Queue for each room at the time the dialog box was opened. You can see the time on queue for all rooms at a glance, but this information is not updated once the dialog box appears.
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The Arrivals dialog box displays the current time on queue for the selected reservation only at the top of the dialog box. You see the current time, but only for one reservation at a time. To view the Q rooms listing from the Arrivals dialog box: 1.
From the Arrivals Search dialog box, click ADVANCE. The Arrivals Search dialog box expands.
2.
Check the Q ROOMS check box in the Search Type section.
3.
Click SEARCH.
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The Arrivals dialog box lists only the rooms in the queue. Note the Time in Queue for the selected record (Droulers) at the top of the dialog box. You may perform any of the check in functions as usual.
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9 Attendants The Attendants screen gives you quick and easy access to complete information about attendants including: Attendant Id information (Name and Number) Total number of credits Specific room assignment information From this screen you can not only view all room assignments, but you can also reassign rooms as needed. You may reassign individual rooms, or perform a complete room reorganization. You can also print an Attendants report listing information about each room assigned to the attendants, or save the report to a file.
The Attendants Screen The Attendants screen is accessible from either the Housekeeping toolbar or the Front Desk toolbar. To access the Attendants screen from the Front Desk toolbar: 1.
From the main Suite 7 screen, click the ROOMS MANAGEMENT icon.
The Front Desk toolbar appears to the right of the icons.
2.
Click the arrow at the right of the toolbar to display the rest of the icons.
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3.
Click the ATTENDANTS button.
.
The Attendants screen appears. See Table 36 and Table 37, page 139.
Table 36: Attendants information Field
Definition
Attendant
ID number of the attendant
Name
Name of the attendant
Total Credits
Total number of credits for assigned rooms
Room
Room number assigned to attendant
Status
Current room status
Credits
Number of credits for this room
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Table 37: Attendants screen options This option…
Does this…
Split Screen
Displays the Attendants information twice on a split screen. You can then keep one attendant record in view while searching for another.
Legend
Displays the Legend explaining the symbols, to right of the screen.
Scope
Opens the Attendants Viewing Scope dialog box, which allows you to select which group of attendants and rooms to display.
Add Room
Opens a listing of available rooms to be assigned to the selected attendant.
Delete Room
Deletes the selected room from the selected attendant’s list. It will now appear on the listing of rooms with no attendant assigned, and can be reassigned - accessed via the Add Room
Room Information
Opens the room information listing, which also provides access to the reservation.
Note & Name
Opens the Attendant Properties dialog box, which allows you to enter the attendant name, as well as a note that will be printed out on the report.
Increase Credits
Increases the credits assigned for the selected room.
Decrease Credits
Decreases the credits assigned for the selected room.
Creates a housekeeping report summarizing statistics for the attendants. The report may be printed, viewed on the screen, or saved to a file.
Locate Attendant
Finds and highlights the desired attendant.
Reorganize
Opens the Reorganization Type dialog box, which allows you to select the criteria for reorganizing the Attendant listing.
New Attendant
Opens the Attendant Properties dialog box, which allows you to enter the attendant’s number and name.
Locate Room
Finds and highlights the desired room.
Restore Defaults
Restores the Attendant screen to the default display and organization.
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Managing the Display There are many ways to use the display to make things easier to see. It is often useful to work with a split screen when transferring credits. You may select which shift to display, or search for a particular attendant or room. (A room search displays the attendant to whom the room is assigned.). To display the legend explaining the symbols: 1.
Check the LEGEND check box at the bottom left corner of the screen. The legend appears on the right side of the screen.
2.
Uncheck the LEGEND check box to close the legend when not needed.
To display a split screen: Check the SPLIT SCREEN check box at the bottom left corner of the screen. The screen splits to display the Attendants listing twice. This is useful when one attendant has too many or too few credits, and you want to add or subtract a room or two. You can keep the first attendant in view, while searching on the other side of the screen for a donor/receiver. To select the shift and rooms to be displayed: 1.
Click SCOPE. The Attendants Viewing Scope dialog box appears.
2. 3.
Make the desired selections. (See Table 38, page 141) Click OK. The Attendants screen displays the selected section/rooms.
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Table 38: Attendants Viewing Scope dialog box options This option…
Does this…
Section
Displays the selected shift. (Day/Evening)
Show No Credits
Includes rooms with “0” credits.
Include Parlors
Includes parlor rooms.
Room Type
Opens the Select Room Type dialog box. Click on desired room types, or click ALL or NONE.
To find a specific attendant: 1.
If working with split screen, click on the side in which you want the Attendant data to appear.
2.
Click LOCATE ATTENDANT. The Locate Attendant dialog box appears.
3.
In the top section of the dialog box, click on a radio button to search either by Attendant name or by Attendant number. The appropriate Name or Number field appears in the middle of the dialog box.
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4.
Enter the Attendant name or number.
5.
Click OK. The Attendant data appears highlighted in the screen.
To find a specific room: 1.
If working with a split screen, click on the side in which you want the Room listing to appear. (The Attendant to whom the room is assigned will appear on that side.)
2.
Click LOCATE ROOM. The Locate Room dialog box appears.
3.
Type in the room number.
4.
Click OK. The Attendant to whom the room is assigned appears highlighted in the screen.
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Managing the Room Assignments The Attendants screen is a convenient tool for managing attendant room assignments. You may change a single attendant assignment, or completely reorganize all assignments. You also have direct access to room and reservation information.
Editing individual room assignments To add a new attendant to the listing: 1.
Click NEW ATTENDANT. The Attendant Properties dialog box appears.
2.
Type in the attendant ID.
3.
Complete the other fields if desired. The name or note may be added or changed at any time. See “To edit the attendant name, or add/edit a note,” page 154.
4.
Click OK.
When a guest checks out, the room is automatically assigned to an attendant. However, you may re-assign rooms as needed. You must first delete the desired room(s) from the attendant to which they are assigned. The ADD ROOM button is then activated, so that you may assign the room(s) to a different attendant(s).
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To delete a room from an attendant room assignments: 1.
Click on the room number in the attendant listing. The rooms and credit buttons are activated.
2.
Click DELETE ROOM. The Confirm Delete message appears.
3.
Click YES. The room is deleted from the selected attendant’s assignments, and is available to be re-assigned. The ADD ROOM button becomes activated.
To add a room to an attendant room assignments: 1.
Click on the listing of the attendant to whom you want to assign the room.
2.
Click ADD ROOM. If no rooms are available to be assigned, the Add Room button will not be activated. The Room List dialog box appears.
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3.
Click in the checkbox to the left of the desired room number(s). You may select more than one room. The ADD button is activated.
4.
Click ADD. The selected room(s) is assigned to the selected attendant. The room number appears on the listing, and the credits are added to the attendant’s total credits.
Although the number of credits given for each room type is specified when setting up the rooms, you may need to change the number of credits given for a particular room in certain situations. You can adjust the number of credits given for any room on a onetime-basis using the Attendants screen. To change the number of credits given for a room: 1.
Click on the room number in the attendant listing. The rooms and credit buttons are activated.
2.
Click the INCREASE CREDITS or DECREASE CREDITS button to set the desired number of credits. The Total Credits for the Attendant is adjusted accordingly.
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When room properties, such as the number of credits assigned, have been changed, you may wish to reset the values to the default. You may do this for an individual room, or for all rooms. To restore default room specifications: 1.
Click RESTORE DEFAULTS. The Restore Defaults dialog box appears.
2.
Select whether to restore: Individual room: Enter room number All rooms
3.
Select which values to restore: Credits Departure Credits Day Section Night Section
4.
Click RESTORE. You are asked for confirmation when restoring all rooms.
5.
Click YES. You are informed that the values are restored.
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6.
Click OK.
From the Attendants screen, you have direct access to a summary of basic information about the reservation for the guest who just vacated the room, and for the expected guest (if applicable). You can also view the reservation form for either reservation. To access room and reservation information: 1.
Click on the room number in the attendant listing. The rooms and credit buttons are activated.
2.
Click ROOMS INFORMATION. The Information Window opens, displaying the guest name, arrival and departure dates, and status of the reservation.
3.
To view the reservation form, click RESERV. The reservation form for the listed guest appears.
Reorganizing the Room Assignments Rather than reassigning particular rooms, you may want to completely reorganize the room assignments. There are two types or reorganization: Credits: each attendant is assigned the specified number of credits, until all rooms are assigned. Therefore, if a larger number of credits per attendant is specified, there will be fewer attendants, and vice versa. Also note that due to the varying number of credits per room, the number of credits assigned to the attendants may vary slightly. Attendant: the total credits will be divided as equally as possible among the specified number of attendants.
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To reorganize the room assignments by credits: 1.
Click REORGANIZE. The Reorganize Rooms dialog box appears. (See Table 39, page 153.)
2.
Select REORGANIZE ROOMS BY CREDITS:
3.
Enter desired number of credits per attendant.
4.
Select method of attendant selection: Automatic: The system automatically selects the appropriate number of attendants, numbering them consecutively, starting at “0”. Manual: You specify attendant numbers to be used.
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5.
If manually specifying attendant numbers, a listing of existing attendant numbers appears, and the system informs you how many attendants are needed for the specified number of credits per attendant. Add or remove attendants as needed:
Add: Click ADD, and specify one attendant number, or a range of numbers, in the Attendant Selection dialog box.
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Delete: Select the attendant number and click REMOVE. Delete all attendants: Click CLEAR. 6.
If you want to clear all names and comments from the attendant listings, check the checkbox at the bottom of the dialog box. The attendants will then be listed by ID number only, and you can assign names to the ID numbers as needed.
7.
Click OK. The system asks for confirmation of the reorganization.
8.
Click YES. The attendant listing is reorganized to assign the specified number of credits to each of the attendants. Note: If the OK button is not activated, you may need to add attendants. Automatic attendant selection requires at least one existing attendant. Manual attendant selection requires the correct number of existing attendants.
To reorganize the room assignments by attendants: 1.
Click REORGANIZE. The Reorganize Rooms dialog box appears. (See Table 39, page 153.)
2.
Select REORGANIZE ROOMS BY ATTENDANTS:
3.
Select method of attendant selection: Automatic: The system automatically creates the specified number of attendants, numbering them starting at “0”. Enter the number of attendants you want. Manual: You specify attendant numbers to be used.
4.
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If manually specifying attendant numbers, a listing of existing attendant numbers appears, and the system informs you how many attendants exist. Add or remove attendants as desired:
Attendants
Add: Click ADD, and specify one attendant number, or a range of numbers, in the Attendant Selection dialog box.
Delete: Select the attendant number and click REMOVE. Delete all attendants: Click CLEAR.
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5.
If you want to clear all names and comments from the attendant listings, check the checkbox at the bottom of the dialog box. The attendants will then be listed by ID number only, and you can assign names to the ID numbers as needed.
6.
Click OK. The system asks for confirmation of the reorganization.
7.
Click YES. The attendant listing is reorganized to assign as nearly as possible the same number of credits to each of the specified number of attendants.
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Attendants
Table 39: Reorganize Room dialog box options This option…
Does this…
Reorganize rooms by Credits
Reorganizes the attendant listing to assign the specified number of credits to each of the attendants. Displays the CREDITS PER ATTENDANT field.
Credits per attendant
Number of credits to assign to each attendant.
Reorganize rooms by Attendants
Reorganizes the attendant listing to assign as nearly as possible the same number of credits to each of the specified number of attendants.
Attendants Selection
Indicates how to select the attendant numbers to be used.
Select automatically from Attendant 0.
Credits: Automatically selects the appropriate number of attendants, numbering them consecutively, starting at “0”. Attendants: Creates the specified number of attendants, numbering them consecutively, starting at “0”. The ATTENDANTS field appears in which to enter the desired number of attendants.
Select manually
Displays a listing of existing attendant numbers, along with the ADD, REMOVE and CLEAR buttons. Credits: the system informs you how many attendants are needed for the specified of credits per attendant. Attendants: the system informs you how many attendants exist.
Add
Opens the Attendant Selection dialog box from which you can specify attendant number(s) to be added to the list.
Remove
Removes the selected attendant number from the listing.
Clear
Removes all numbers from the listing.
Clear names and comments
Clears the name and notes fields from the attendant listings that are created. Names and notes may then be added to the Attendant Properties as needed.
If you selected automatic attendant selection when reorganizing the room assignments, you may want to enter or update names for the attendants. You may also add comments to the attendant records. These notes appear on the printed report only. A note may be copied to all attendants, if desired. The presence of a note is indicated by the listing.
icon at the top right-hand corner of the attendant
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To edit the attendant name, or add/edit a note: 1.
Click on the attendant listing.
2.
Click NOTE & NAME. The Attendant Properties dialog box opens.
3.
Complete the Name and Note fields as desired. If you want to copy the note to all attendants, check the appropriate box.
4.
Click OK.
Printing the Attendant Assignments An Attendants report may be printed, viewed on the screen, and/or exported to a selected filename. The basic report lists the room numbers, status, number of credits, arrival and departure dates of guest, guest name (if still in-house), and number of persons in the room. In addition, there is a summary of rooms and credits for each attendant, along with any comments entered in the Attendant Properties dialog box. Alternative reports may include number of children, towels, extra beds, etc. To print the Attendants report: 1.
In the Attendants screen, click PRINT. The Maids Report Query dialog box appears. (See Table 40, page 160.)
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Attendants
2.
Select the section range, room range, and printing options.
3.
Click the PRINTER radio button.
4.
Click the drop-down arrow to open the Printers listing.
5.
Select the desired printer.
6.
Specify the number of copies: Type in the number OR Click the Up- or Down-arrow until the desired number appears in the field.
7.
Click PRINT. The specified number of copies of the report are printed on the selected printer.
To view the report on the screen: 1.
In the Attendants screen, click PRINT.
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The Maids Report Query dialog box appears. (See Table 40, page 160.) 2.
Select the section range, room range, and printing options.
3.
Click the SCREEN radio button. The Print button becomes a VIEW button.
4.
Click VIEW. The report appears on the screen.
5.
If you wish to print the report after viewing it, simply click the PRINT button in the viewer window.
To print the report to a file: 1.
In the Attendants screen, click PRINT. The Maids Report Query dialog box appears. (See Table 40, page 160.)
2.
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Select the section range, room range, and printing options.
Attendants
3.
Click the EXPORT radio button. The Export Format and File Name fields appear.
4.
Select the export format from the EXPORT FORMAT drop-down listing.
5.
Click on the FILE NAME field to open a browser from which to select the file name for the report file.
6.
Click PRINT. The report is exported to the selected file name in the selected format.
To email the report: 1.
In the Attendants screen, click PRINT. The Maids Report Query dialog box appears. (See Table 40, page 160.)
2.
Select the section range, room range, and printing options.
3.
Click the E-MAIL radio button.
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The Address field appears for entering the e-mail address. 4.
Click the arrow in the ADDRESS field. The Send Mail dialog box appears.
5.
In the MESSAGE tab, enter all the necessary information about the e-mail message and the recipient.
6.
Click OK. The e-mail address appears in the Address field
7.
Click PRINT. The selected report is e-mailed to the specified e-mail address.
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Table 40: Maid Report Query dialog box options This option…
Does this…
From Section/ To Section
Specifies the range of attendant ID numbers to be included in the report. (Section = ID number)
From Room/To Room
Specifies the range of room numbers to be included in the report.
Printing Style
Specifies the report format to be used. Report format determines what information is included in the report. (See Table 41, page 161)
Double Spaced Report
Selects double-spaced printing.
Page Eject After each Section
Performs a page eject after each attendant, so that there is only one attendant per page.
Print Only Dirty Rooms
Includes only dirty rooms on the report.
Printer
Prints specified number of copies of the report from selected printer.
Copies
Specifies number of copies to print. Activated for Print only.
Screen
Displays report on screen. Toggles PRINT button to VIEW button.
Export
Exports report in specified format to selected filename. Displays Export Format and File Name fields.
Sends report as e-mail to specified recipients.
Address
E-mail address - Only displayed if e-mail is selected.
Print/View
Print: Prints button prints report. Screen: View button displays report. Export: Print button exports report.
Queue
Opens Report Queue listing, which lists all reports currently in queue. You may view any report or delete it from the queue.
Close
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Closes the Maid Report Query dialog box without generating a report.
Attendants
Attendant Report Styles There are 8 different printing styles for the Housekeeping Maids report. They are described in Table 41. Please note the following regarding the various report formats: Each report shows a summary per room attendant. With the exception of printing style 7 all printing styles show a grand total. With the exception of printing style 5, all printing styles show the guest name. A sample report is shown below (Printing Style 5). Table 41: Attendant Report Styles Printing Style
Columns included
Printing Style 1
Room , Status, Credit, Name, VIP, Arrival, Departure, Time Persons
Printing Style 2
Room , Status, Credit, Name, VIP, Arrival, Departure, Adult, child, Towel, Sheet, Extra bed, Crib,
Printing Style 3
Room , Status, Towel, Sheet, VIP, Name, Arrival, Departure, Adult, Child, Extra bed, Crib,
Printing Style 4
Rstat, Room , Status, Sheet, VIP, Name, Arrival, Departure, Persons, Towel
Printing Style 5
Room , Status, Credit, Occ/Vac, VIP, Arrival, Departure, Time Persons
Printing Style 6
Room , Type, Status, Credit, Name, VIP, Arrival, Departure, Adult, child, Extra bed, Crib, Specials
Printing Style 7
Room , Type, Credit, Status, Name, Persons, Vis, VIP, Arrival, Departure, ETD, Narr, Hskp / FoComment/ Follow-Up
Printing Style 8
Room , Type, Status, Credit, Nation, Name, VIP, Arrival, Departure, Time, Adult, child, Extra bed, Crib, Towel, Sheet, Specials
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Page 162
Index Accelerator keys, 12 Accessing print tables, 33 Accompanying, 59 Add on, 60 Arrivals, 11, 37 Advanced in house guest search dialog box fields, 42 Arrivals dialog box options, 40 Arrivals search dialog box fields, 38 Arrivals toolbar icon, 11 Canceling an expected reservation, 51 Checking in a guest, 46 Checking in a guest with virtual number configuration (DID), 49 Checking in a walk in guest, 43 Control key, 13 Displaying the options that can be attached to an expected reservation, 58 Editing an expected reservation, 54 Open the In house guest search dialog box, 37 Payment method dialog box, 47 Searching for an expected arrival, 38 Using the advanced search option, 41 Using the standard search, 38 Arrivals/Stayovers/Departures, 16
Control key, 13 Attendants legend, 140 Attendants, 137 Adding, 143 Adding a room, 144 Attendants toolbar icon, 11 Changing room credits, 145 Deleting a room, 144 Locate, 141 Locate room, 142 Printing the report, 154 Reorganize Rooms, 147 Report, 154 Restore Defaults, 146 Scope, 140 Screen, 137 Split screen, 140 Authorize direct bill, 59 Availability Detailed Availability, 15 Control key, 13 Billing, 60, 68, 77 Control key, 13 Viewing a guest’s bill, 68
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Calculator, 16 Control key, 13 Calendar, 16 Control key, 13
Messages, 13 New Reservation, 13 Occupancy Graph, 13 Postings, 13
Changes, 59
Quick Keys, 13
Checked-in, 66
Rate Plan Query, 13
Canceling a checked-in reservation, 66 Checked-out, 70 Reinstating a reservation that has checked-out, 70 Confirmation, 59 Control keys Arrivals, 13 Arrivals/Stayovers/Departures, 13 Billing, 13 Calculator, 13 Calendar, 13 Control Panel, 13
Room Rack, 13 Room Search, 13 Telephone Operator, 13 Update Reservation, 13 Control Panel, 15 Control key, 13 Credit cards, 59 Currency Conversion Calculator Currency Convert Calculator, 16 Date field, 17 Changing a date using the calendar, 18
Detailed Availability, 13
Selecting a range of dates using the calendar, 19
Editing
Typing a new date, 17
Copy, 13
Delete, 59, 76
Cut, 13
Dialog boxes
Paste, 13
Advanced in house guest search, 42
Floor Plan, 13
Advanced in-house guest search, 66
Groups, 13
Arrivals, 40
House Status, 13
Arrivals search, 38
Information Book, 13
Automatic room block, 92
In-House, 13
Display message for, 95
Internal Use, 13
Grid Print dialog box, 23, 24
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Index
House accounts, 124
Control key, 13
In house guest search, 37, 62
Front desk speedbar, 9
In-house, 64
Front desk toolbar, 9
Payment method, 47
Grid Print dialog box, 23, 24
Reservation options, 59
Groups
Room blocking Available rooms list column headings, 84 Check boxes, 84 Expected arrivals list column headings, 80 Features and floor selections, 84 Guest information fields, 85 Reservation viewing criteria, 81 Scope for additional search fields, 83 Send messages to, 103 Table Print dialog box, 24 Table Print dialog box, 31 Display traces option, 107 Displaying corresponding screens and dialog boxes Using the blue drill down arrow, 20 Using the buttons, 22 Displaying messages, 94 Editing Copy control key, 13 Cut control key, 13 Paste control key, 13 Fixed charges, 59 Floor Plan, 16
Control key, 13 Guest Awards, 60, 77 History, 60 House accounts, 11, 123 Creating a house account, 124 House accounts dialog box fields, 124 House accounts toolbar icon, 11 Opening the house accounts dialog box, 123 House status, 117 House status toolbar icon, 11 Viewing the house status screen, 117 House Status, 16 Control key, 13 House Status screen, 117, 118, 119 Recalculating the House Status screen, 118 House status screen, 117 Viewing the house status screen, 117 In house guest search dialog box, 37 Information Book, 16 Control key, 13 In-House Control key, 13
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In-house guest, 11 In-house guest toolbar icon, 11 In-house guests, 61 Advanced in house guest search dialog box fields, 66 Canceling a checked-in reservation, 66 Displaying the options that can be attached to an in-house reservation, 74
Getting started, 7 Loggin in, 7 Logging out, 36 Lamp on, 101 Leisure, 60 Locator, 60 Log Book, 16 Logging in, 7
Editing an in-house reservation, 73
Logging out, 36
In house guest search dialog box fields, 62
Manuals, 69
In-house dialog box options, 64 Moving an in-house reservation from one room to another room, 72 Opening the in-house guest search dialog box, 61 Reinstating an in-house reservation that has checked-out, 70 Searching for an in-house guest Using the advanced search option, 64 Using the standard search, 62 Searching for in-house reservation, 62 Viewing a guest’s bill, 68 Viewing an in-house guest’s profile, 71 Internal Use Control key, 13 Introduction, 7 About Suite 7 front desk, 7 Front desk speedbar, 9 Front desk toolbar, 9
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Suite 7 cashiering manual, 69 Suite 7 configuration manual, 129 Suite 7 Configuration Manual, 17 Mass cancellation, 51 Canceling an expected reservation using the Mass cancellation option, 52 Maximum Availability, 15 Meal plan, 60 Messages, 60, 93 Accessing the display messages option, 94 Accessing the send messages option, 102 Control key, 13 Creating a new message, 97 Deleting a message, 99 Display message for dialog box options, 95 Displaying messages, 94
Index
Displaying specific messages, 95
Previewing before printing, 30, 31
Marking a message as received, 100
Print button, 22
Marking all messages as received, 101
Print pop-up, 23
Message display option buttons, 96
Printing
Messages toolbar icon, 11
By clicking Right mouse button, 23
Opening the select dialog box, 93
Clicking the print button, 22
Printing a message, 100
Previewing before printing, 30
Send messages to dialog box options, 103
Screens and dialog boxes, 22
Sending a message to a group, 105 Sending messages, 102 Sending messages to guests, 103 Turning the lamp on, 101 Unmarking a received message, 101 Navigation keys, 12 Accelerator keys, 12 Control keys, 12 Quick Keys, 15 Shortcut keys, 12 Occupancy Graph, 16 Control key, 13 Package options, 59 Party, 60 Postings Control key, 13 Pre-Billing, 60, 77 Previewing Preview print table screen, 30 Preview print table screen, 31
Table Print dialog box, 23, 30 Using print pop-up, 23 Printing format options table, 28 Profile, 71 Viewing an in-house guest’s profile, 71 Pro-Forma, 60, 77 Q rooms, 129 Q Rooms Assigning a room, 129 Cancelling a reservation, 132 Checking in a guest, 132 Checking in to a different room, 133 Dialog box, 130 From Arrivals listing, 133 Opening the Q Rooms dialog box, 130 Q room parameter, 129 Q Room toolbar icon, 11 Q-room, 77 Q--room, 60 Queue Assigning a room, 129
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Cancelling a reservation, 132
Billing, 60, 77
Checking in a guest, 132
Changes, 59, 77
Checking in to a different room, 133
Confirmation, 59, 76
Quick Keys
Credit cards, 59, 76
Control key, 13
Delete, 59
Main menu screen, 15
Fixed charges, 59
Rate info, 59
Fixed Charges, 76
Rates
Guest Awards, 60, 77
Rate Plan Query, 16
History, 60, 77
Control key, 13
Leisure, 60, 77
Registration card, 59
Locator, 60, 77
Regrets, 59
Meal plan, 60, 77
Reinstate, 59
Messages, 60, 77
Reorganize Rooms, 148
Package options, 59, 76
Reports
Party, 60, 77
Attendants, 154
Pre-Billing, 60, 77
Reservation, 62, 83
Pro-Forma, 60, 77
Displaying the options that can be attached to an in-house reservation, 74 Editing an in-house reservation, 73 Searching available rooms for a reservation, 83 Searching for an in-house reservation, 62
Q-room, 60, 77 Rate info, 59, 76 Registration card, 59, 76 Regrets, 59, 76 Reinstate, 59, 76 Reservation options dialog box option buttons, 59
Reservation list grid, 66
Room move, 59, 76
Reservation options, 58, 74
Routing, 59, 76
Accompanying, 59, 76
Shares, 60, 77
Add on, 60, 77
Traces, 59, 76
Authorize direct bill, 59, 76
Virtual numbers, 59, 76
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Index
Waitlist, 59, 76 Reservations New Reservation Control key, 13 Update Reservation Control key, 13 Room blocking, 11, 79 Automatic room block dialog box fields, 92
Room move, 59, 72 Moving an in-house reservation from one room to another room, 72 Room Rack, 16 Control key, 13 Room Search, 16 Control key, 13 Routing, 59 Saving print tables, 33
Automatic room blocking, 90
Scope, 140
Blocking a room, 85
Screens
Checking in a guest, 89
House Status screen, 117, 118, 119
Defining the criteria for the Expected Arrivals listing, 82
Preview print table screen, 30
Opening the room blocking dialog box, 79 Room blocking dialog box Available rooms list column headings, 84 Check boxes, 84 Expected arrivals list column headings, 80 Features and floor selections, 84 Guest information fields, 85 Reservation viewing criteria, 81 Room blocking toolbar icon, 11 Scope for additional search dialog box fields, 83 Searching available rooms for a reservation, 83 Unblocking a room, 87
Preview print table screen, 31 Quick Keys main menu screen, 15 Sending messages, 102 Shares, 60 Split Screen, 140 Suite 7 front office, 8 Main menu screen, 8 Table Print dialog box, 23, 24, 30, 31 Accessing a file, 33 Enter text in Page page, 27, 30 Enter text into Report page, 29, 30 Saving to a file, 33 Tables Button colors table, 22 Control keys table, 13 House Status screen
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End of day projection terms table, 122 Housekeeping status terms table, 121 Movement terms table, 119 Room summary table, 119 Preview print table screen command buttons table, 32 Quick Keys main menu icons table, 15 Shortcut keys table, 14 Table Print dialog box Command buttons table, 26 Table Print dialog box, Format tab, 28 Telephone Operator, 16 Control key, 13 Toolbar icon, 11
In-house guest, 11 Messages, 11 Q Rooms, 11 Room blocking, 11 Traces, 59, 107 Accessing the display traces option, 107 Creating a new trace, 108 Deleting a trace, 114 Editing the trace, 111 Resolving a trace, 112 Unresolving a trace, 113 Virtual numbers, 59 Actions of virtual numbers at check-in per configuration, 51
Arrivals, 11
Checking in a guest with virtual number configuration, 49
Atendants, 11
DID (Direct Inward Dialing), 51
House accounts, 11 House status, 11
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Waitlist, 59
