System Configuration

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2 Table of Contents Clerks Module... 4 How to Create a User (Clerk) in the PMS... 5 How to Set Default Login Screen How to Change a User's Password How to Delete (or Deactivate) a User How to Reactivate a Deactivated User User Permissions Restricting PMS Access by IP Address Clerk Reports PMS User (Clerk) Permissions Client Types Understanding Client Types How to Create a Client Type How to attach a Rate to a Client Type How to Attach Guest Services to a Client Type How to Attach a Policy to a Client Type How to Delete (Deactivate) a Client Type How to Hide a Rate on Guest Reports using Client Types Client Type Related Reports Client Type Permissions Transaction Codes Introduction to Transaction Codes in the PMS How to set up a Transaction Code How to Set up a Tax Transaction Code How to Change a Transaction Code How to Delete a Transaction Code How to Change a Tax Code How to Set a Default Room Charge How to Attach a Guest Service to a Room Charge Code How to set up a Surcharge on a Payment Transaction Code Listing Report Transaction Code Permissions Cancellation Policies How to Create a (Cancellation) Policy How to Attach a (Cancellation) Policy to a Client Type, Room Type, Rate Plan & Property Property Module General Tab Preferences Tab Source of Business Tab Registry Tab Online Processing (OLP) Tab Min Stay Tab Rollover Tab Currency Rates Tab Advance Invoicing Customize Guest Reports Creating Custom Registration Cards, Guest Folios and Confirmation Letters Page 2

3 Other Custom Guest Reports Deleting Customized Guest Reports Packages & Inclusions Overview of Packages in the PMS "Package" Packages "Inclusion" Packages "Dynamic" Packages - Method "Dynamic" Packages - Method 2: Packages-on-the-Fly Package Reports Package Permissions Guest Services How to create a Guest Service Attaching a Guest Service to a Client Type Attaching a Guest Service to a Transaction Code Attaching a Guest Service to a Rate Plan for eres Mobile Online Booking Engine Copying a Guest Service within a Chain (Chained properties only) Guest Service Related Reports Guest Service Permissions ing from the PMS How to Setup your PMS to Send Confirmations How to a Reservation Confirmation to a Guest How to a Guest Folio to a Guest Unable to Send Confirmations Troubleshooting Guide Setup Required Fields How to Setup Required Fields How to Remove a Required Field Required Fields Permission Room Inventory Module How to Create a New Room Type How to make a Room Type available on eres Booking Engine How to Stop Sell a Room Type Setting a Policy on a Room Inventory Type How to Create House Accounts Room Inventory Permissions Page 3

4 Clerks Module Page 4

5 How to Create a User (Clerk) in the PMS The following article explains how to create users for the PMS. Whether created as an Owner/ Administrator, Clerk or Accountant, anyone that will be using the PMS will require a user profile with login credentials, and a set of permissions defining their access level in the system. Adding a User 1. Go to > Clerks to open the Clerks Module 2. Click on Add in the Details tab Fill in the required fields: Login Name - User names are system wide; therefore each user name must be unique Password - The password must be strong, and will need to be changed every 90 days. Click the Password button to view the restrictions, and enter it First Name - Enter the user's first name Last Name - Enter the user's last name (the first and last name will appear on folio printouts, so if privacy of the user is a concern, only enter an initial for the last name) Initials - User's initials Main User Role - The definition between a Clerk and an Accountant may vary greatly depending on the size of a property. Because certain permissions are not available to Page 5

6 those roles, and the user may be required to perform functions outside of those restrictions, the recommended option is to create all users as Owners, then take away the permissions they do not need. Click Post to save changes. Page 6

7 Permissions Proceed to the Permissions tab. The Permissions tab is split into two sides; Permissions Available, and Permissions Granted. Using the Give and Take buttons, permissions can be moved from one side to another, creating a custom set for a user. By clicking the + icon next to a category (Export/Import, Guest Management, Operations etc...), the category will expand and display all permission associated with it. NOTE: The PMS does have several "Reverse Permissions". When a reverse permission is given, it will prevent a user from performing a task. For example, under Reservation Management there is permission Disallow Reversals / Adjustments / Moves. When this permission is given to a user, it will prevent them from performing reversals, adjustments, and moves on a transaction posting. Page 7

8 Copying Permissions It is possible to copy and paste a set of permissions from one user to another, as long as they are in the same Main User Role (Owner, Clerk, or Accountant). For example, an Owner's permissions could not be copied to a Clerk, or Accountant, or vice-versa. However, a Clerk's permissions can be copied to another Clerk, or an Owner's to another Owner, etc To Copy permissions, select the user with the permissions to be copied, right click on their name and select Copy 2. To Paste the permissions, select the desired user, right click on their name and select Paste Page 8

9 IP Addresses (Optional setup) It is possible to restrict the IP Addresses that a user can log into the PMS from. This is useful in preventing staff from logging in while off property. On the IPs tab, enter the IP Addresses of the computers that the user is allowed to access the PMS from. After the IP Address has been entered, click Add. Repeat this step until all necessary IP Addresses have been added to the list on the left NOTE: Any questions regarding IP Addresses at the property should be directed to a System Administrator, not the PMS Support Team. Page 9

10 Once all necessary IP Addresses have been added to the list, click Post to save. To remove an IP Address, select it in the list and click Delete. Page 10

11 How to Set Default Login Screen When creating a user, it is possible to set the default screen that appears when that person logs in. The following article explains how to set that option in the Clerks Module. Setting a Default Login Screen Under > Clerks, the default login screen can be set for each user. There are three options: In House screen (current login screen) - When the user logs into the PMS, they will be brought to the In House screen, showing all people and accounts currently checked in to the property. NOTE: This is the default view if no other screen is chosen. Inventory Calendar - When the user logs in, they will be brought to the Inventory Calendar to review current and futrue inventory levels for the property. This may be useful for people in Reservations roles. Property Dashboard - When the user logs in, they will be brought to the Property Dashboard, which displays a list of key metrics from occupancy levels, stayovers, departures, as well as a summary of revenue figures and Housekeeping statuses. This may be useful for people in Front Office and Operations roles. Page 11

12 How to Change a User's Password Due to PCI Compliance, it is necessary for user passwords to be updated every 90 days. The password must meet the minimum requirements, which are explained when the password is being entered. The following article explains how to change or reset a password for a user. Changing Passwords from the Clerks module To change or reset a user's password, proceed to the Clerks module under System Configuration > Clerks. Page 12

13 Choose the desired user from the list, and click Modify. Page 13

14 Click on Password. The Password box will open. Follow the instructions to enter a new password that meets the listed requirements. When done, click OK. Page 14

15 When the Password box closes, click Post to save changes. Changing Passwords from the Main menu Passwords can be changed by users themselves, especially if they do not have access to the Clerks module because of permission restrictions. From the main screen of the PMS, click Front Desk > Change Password. Page 15

16 The Change Password box will open. Follow the instructions to enter a new password that meets the listed requirements. When done, click OK. Page 16

17 How to Delete (or Deactivate) a User Because Users are tied to the history of the PMS, once a profile has been used, it cannot be deleted. To remove access for a User, the profile must be deactivated. This allows the history to remain intact, but prevents further logins using that profile. The following article explains the process of deactivating a user in the PMS. Deactivating a User To deactivate a user's profile, proceed to the Clerks module via > Clerks. Click on the User to be deactivated (ensure black arrow is pointing toward their name) Click Modify Page 17

18 Check the box next to Deactivate User Click Post to save The User will no longer appear in the active Users list, and will not be able to log into the PMS. Page 18

19 How to Reactivate a Deactivated User Once a user has been deactivated in the PMS, it is then possible to reactivate them if needed. The following article explains how to reactivate a user that has previously been deactivated. Reactivating a User To reactivate a user's profile, proceed to the Clerks module via > Clerks. Check the box next to Show Inactive Users Page 19

20 Select the user to be reactivated (ensure the black arrow is pointing toward their name in the list) Click Modify Page 20

21 Remove the check in the box next to Deactivate User Click Post to save Page 21

22 Remove the check next to Show Inactive Users to return to the Active Users list. The user should now reappear in the Active list. TIP: If the user has been inactive for a long period of time, it is advisable to reset their password. For more information on how to change or reset passwords, please see the article How to Change a User's Password in the Clerks Module section of the manual. Page 22

23 User Permissions The following article explains how to create a custom set of permission for a User in the PMS. Setting User Permissions Setting a User's permissions is done from the Permissions tab in the Clerks Module. Proceed to > Clerks, and select the user from the list (ensure the black arrow is pointed toward their name). Page 23

24 Proceed to the Permissions tab. The Permissions tab is split into two sides; Permissions Available, and Permissions Granted. Using the Give and Take buttons, permissions can be moved from one side to another, creating a custom set for a user. Page 24

25 Granting Permissions By clicking the + icon next to a category (Export/Import, Guest Management, Operations etc...), the category will expand and display all permission associated with it. To grant a permission: 1. Click the + icon to expand the category (Export/Import, Guest Management, Operations etc...) 2. Select the permission from the right side 3. Click Give (repeat steps 2 & 3 for all desired permissions in that category) 4. Click Post to save NOTE: The PMS does have several "Reverse Permissions". When a reverse permission is granted, it will prevent a user from performing a task. For example, under Reservation Management there is permission Disallow Reversals / Adjustments / Moves. When this permission is granted to a user, it will prevent them from performing reversals, adjustments, and moves on a transaction posting. Removing Permissions To remove a permission: Page 25

26 1. Click the + icon to expand the category (Export/Import, Guest Management, Operations etc...) 2. Select the permission from the left side 3. Click Take (repeat steps 2 & 3 for all desired permissions in that category) 4. Click Post to save Page 26

27 Copying Permissions It is possible to copy and paste a set of permissions from one user to another, as long as they have the same Main User Role (Owner, Clerk, or Accountant). For example, an Owner's permissions could not be copied to a Clerk, or Accountant, or vice-versa. However, a Clerk's permissions can be copied to another Clerk, or an Owner's to another Owner, etc... Page 27

28 To Copy permissions from one user to another: 1. Select the user with the permissions to be copied, right click on their name and select Copy 2. To Paste the permissions, select the desired user, right click on their name and select Paste Page 28

29 Restricting PMS Access by IP Address The following article explains how to restrict a user's ability to log in by limiting their access points to certain IP Addresses. This setup is completely optional, but provides an additional security feature to the PMS. It is not required, and will not impair the User profile if setup is omitted. IP Addresses It is possible to restrict the IP Addresses that a user can log into the PMS from. This is useful in preventing staff from logging in while off property. On the IPs tab, enter the IP Addresses of the computers that the user is allowed to access the PMS from. After the IP Address has been entered, click Add. Repeat this step until all necessary IP Addresses have been added to the list on the left NOTE: Any questions regarding IP Addresses at the property should be directed to a System Administrator, not the PMS Support Team. Page 29

30 Once all necessary IP Addresses have been added to the list, click Post to save. To remove an IP Address, select it in the list and click Delete. Page 30

31 Clerk Reports The following article reviews the Clerk related reports in the PMS. Page 31

32 Clerk Detail Report Go to Reports > Cashier > Clerk Detail This report is a detailed breakdown of all the transactions that a clerk has done on a selected date. This report is used to balance out a clerks credit card slips at the end of their shift, and can be used to help locate any discrepancies found in the clerk summary (For example, if a clerk is missing a visa slip, this report can be used to identify exactly which slip is missing) Clerk Summary Report Go to Reports > Cashier > Clerk Summary Page 32

33 This report is a summary of all the transactions that a clerk has done on a selected date. All Clerk Summary Go to Reports > Cashier > All Clerks Summary This report is a summary of all the transactions that all clerks have done on a selected date. Page 33

34 Shift Reconciliation Report Go to Reports > Cashier > Shift Reconcilliation This report shows a summary of all the Payment transactions preformed by a clerk during a selected date. Used to help a clerk reconcile the payments taken at the end of their shift. The total number of credit card slips should match the count and the total amount of the credit cards slips should match the Total. Used to ensure that float balances at the end of the clerks shift This report should be printed, filled out & signed by the clerk and then deposited into the safe along with the money that the clerk will be submitting to accounting at the end of their shift. Page 34

35 Activity Log Go to Operations > Activity Log The Activity Log can not only be used to view the transactions that were done on a specific Res ID, but can also be used to view all the transactions done by a clerk on a specific date. Page 35

36 PMS User (Clerk) Permissions The following is a list of all the permissions and their functions in the PMS. Using the Permissions tab of the Clerks Module, these permissions can be Granted or Revoked to create a custom set of permissions for each user of the PMS. Permissions The following list of PMS Permissions is broken out by category (Guest Management, Operations, etc...) Within each category, the Permissions are further broken out as they apply to either the Property overall, or to a Main User Role such as an Owner, Clerk or Accountant. Property permissions can be found under > Property > Permissions tab. These permission turn features on or off for the property, and the availability of some Main User Role permissions are dependent on this setting. It is recommended to configure the Property permissions first, then configure the permissions for the Main User Roles. In relation to the Main User Roles, the permissions are indicated as either: E = Enabled by Default (when the corresponding user role is selected) D = Disabled by Default (when the corresponding user role is selected) NA = Not Available to that user role NOTE: The permissions highlighted in dark grey are no longer valid, and can simply be ignored. Granting or Revoking them will have no effect on the user, as the permissions are defunct. Import Export Permissions Guest Management Permissions Page 36

37 Operations Permissions Page 37

38 Permissions Page 38

39 Reservation Management Permissions Page 39

40 Reporting Permissions Page 40

41 Reservation Selection Permissions Travel Agent Permissions Wholesaler Permissions Page 41

42 Client Types Page 42

43 Understanding Client Types To understand which Rates to associate with what Client Types, it is important to understand what Client Types are. This article will review Client Types, and the functions they hold in the PMS. Client Types In the PMS, a Client Type essentially acts as a rate filter when booking. Associating a Rate Plan with a Client Type will make that rate bookable when that Client Type is chosen during the booking process. Generally, if a Rate Plan is not associated with a Client Type, it will not be bookable. There are a few exceptions to this rule, however, when it comes to dealing with Groups and Corporate Rates; 1. Corporate Rates that are attached to a Corporate Profile will be associated with a Corporate Client Type by default, even if it is not manually selected. 2. Group rates are typically not attached to a Group Client Type on the Rate Plan in the Rate Wizard, but are instead associated with a Group Client Type when building the Group in the Group Wizard. For more information on this, please consult the Groups section of the support page. To configure Client Types in the PMS, go to > Client Types Page 43

44 When looking at the Client Types module we can see how each Client Type is configured, including what Function each one holds. Using the buttons on the right, we can: Create a New Client Type Modify an existing Client Type Delete a Client Type (can only be done if the Client Type has never been used) Activate or Deactivate Client Types (Turn On/Off) Page 44

45 We can view the Client Type Codes and Names Functions Whether they are Active or Inactive With the black arrow pointing to a Client Type in the top section of the screen, we can view and modify settings in the bottom section. (To make changes to a Client Type, click the Modify button). Code - This is the short code for the Client Type Name - This is the full name of the Client Type Function - This allows the function of the Client Type to be set - Options are: Independent, Corporate, Group/Tour/Convention, Wholesaler, Owner, Owner Guest, and Exchange Client Type Grouping (Optional) - This is a free-type text box. The user can create a custom list of Client Type Groupings and then group multiple Client Types into them. For example, this list of Client Types contains Group Coporate and Group Social, which are grouped together under a Client Type Grouping named Group. Sort Order - This dictates in what order the Client Types are displayed in the drop-down field when making a new reservation. As a helpful hint, the Client Type that is most commonly used should be set to 1. Eres Promo Code - Promo code used for Online Bookings in the legacy version of eres 2.0. For properties using the current version, eres Mobile, this feature is no longer relevant. Default Room Charge - Allows a default Room Charge to be attached to a Client Type. For example: if all of your Government bookings were tax exempt, then you may choose to create a Client Type called Government, and select a Tax Exempt Room Charge Code as your Default Room Charge Code to attach to it. Active - This checkbox indicates whether the Client Type is active or not Page 45

46 Hide Rate - If this box is checked, the Room Rate will not be displayed on the Guest Confirmation or Registration Card. (This option is available on specific Rate Plans in the Rate Wizard as well). Page 46

47 Using Default Room Charge on a Client Type When assigning a Default Room Charge such as a Tax Exempt Room Charge to a Client Type, when that Client Type is chosen during the booking process, the Room Charge field will switch to that code. It is important to note that it is still possible to change the Room Charge code via the drop-down menu during the booking process, even when a Default is set. Functions of Client Types Each Client Type in the PMS must have an associated Function. A Client Type's Function will dictate what kind of reservation is being made in the PMS, and will enforce a specific set of rules based on that. Though Client Types themselves can have custom names in the PMS, each one must still hold a specific Function, and the Functions themselves cannot be renamed. It is not unusual for several Client Types to exist, all with the same function. This comes down to specific configuration options based on the types of business a property caters to. The 7 Client Type Functions are as follows: Independent - Does not pull information from any other area in the PMS. Client Types with this function are meant to be used for reservations that are not associated with a Group Block or a Corporate Account/Profile. Essentially this is for individual travelers not booking a Corporate Rate or as part of a Group Page 47

48 Corporate - Pulls information from the Corporate Module area of the PMS to facilitate attaching a Company Profile. A Company Profile can contain an association to a certain Rate Plan as well as routing instructions or Direct Billing links for Room & Tax. Aside from traditional Corporate Client Types, OTA (Online Travel Agent) Client Types will also have a Corporate function, as the OTA Company Profiles will live in the Corporate Module, and perform similarly to Negotiated Corporate Accounts in the PMS Group/Tour/Convention - Pulls information from the Group Module when booking, and allows a reservation to be associated with a specific Group Block. This means that when a group block is active, and a reservation is made using a Group Client Type, the reservation will count towards, and be deducted from the Group Block Inventory Wholesaler - Pulls information from the Wholesaler Module. Similarly to the Group/Tour/ Convention function, this function allows a reservation to be added to a Wholesaler Block, deducting it from the block when reservations are made Owner (Only for use in properties dealing with individually owned units, and our Owner Accounting system) - Any reservations made with this function will be tracked as Owner bookings in Owner Accounting (this function should only be used on the OWN Client Type) Owner Guest (Only for use in properties dealing with individually owned units, and our Owner Accounting system) - Any reservations made with this function will be tracked as Owner Guest bookings in Owner Accounting (this function should only be used for the OWNG Client Type) Exchange (Only for use in properties dealing with individually owned units, and our Owner Accounting system) - Used for owner exchanges. Example: Owner is not using their unit but is exchanging it with an owner of another unit (at another property) as an exchange Page 48

49 How Client Types Affect the Booking Process When making a new reservation in the PMS, the first required field is the Client Type. The choice made in this field will dictate what type of reservation is being made, the rates to display, and whether there will be any other required information such as a Corporate Profile or Group Block. In the example below, we can see that the Leisure Client Type is selected, and that it has an Independent function, as no other information is required. By selecting the Leisure Client Type, the rates attached to that Client Type are displayed. Page 49

50 In this example the Corporate Client Type was chosen, with a function of Corporate. We can now see the Company drop-down box displayed on the right. By using the Corporate Client Type, we are able to attach an associated Corporate Profile, allowing the PMS to display the proper rates associated with that Corporate Profile. Page 50

51 In this example a Group Client Type was chosen, with a function of Group. We can now see the Group drop-down box displayed on the right. By using a Group Client Type, we are able to attach the correct Group Block, which allows the PMS to display the correct rates for the specific group being booked. Page 51

52 In this example the Wholesale Client Type was chosen, with a function of Wholesaler. We can now see the Company drop-down box displayed on the right. By using the Wholesaler Client Type, we are able to attach the correct Wholesaler Block in the Company box, which allows the PMS to display the correct rates. eres Client Types There are two Client Types that are automatically created in the PMS when our eres Online Booking Engine is made active for a property. These two Client Types have specific uses; Online Booking (WEB) - This Client Type is used to send most reservations made through eres to the PMS. Corporate Online Booking (CORPWEB) - This Client Type is used to send Corporate reservations made using the company's Promo code through to the PMS. In the Corporate Profile Module, it is possible to assign a unique Web Access Code to a company. The booker would then be able to enter the Promo code when making a reservation, and eres would display only the rates for their company. This allows properties to give codes out to their Corporate clients so they can make their own reservations, but still be guaranteed to get their negotiated company rate. It is important to note that these are the ONLY two Client Types that can be used with eres, thus when attaching Rate Plans to Client Types under the Hotel Website Rate Type (Channel), one or the other must be used. 1. In the below examples, the Best Available Rate is attached to the Online Booking Client Type under the Hotel Website channel, as it is considered an Independent rate. Page 52

53 2. The corporate rate for Corsair Yachts is attached to the Corporate Online Booking Client Type because they have a promo code associated with their Corporate Profile, to use when booking online. (When using this Client Type without the promo code, their rate would not be bookable online). Page 53

54 How to Create a Client Type The following article reviews the steps of creating a new Client Type. Creating a Client Type Go to > Client Types, and click New. Enter the following information: Code input an abbreviated code for the Client Type. Name input the full name of the Client Type Function there are 7 function options when creating a Client Type Independent Client Type does not pull information from any other area in the PMS, therefore it s function is independent Corporate Client Type pulls information from the Corporate Module (ie: if a Client Type with the function of Corporate is selected, then an associated Corporate Account from the Corporate Module must also be selected in order to complete the booking) Group/Tour/Convention similar to Corporate, Client Type pulls information from the Group Module Wholesaler Client Type pulls information from the Wholesaler Module Owner any reservations made with this function will be tracked as Owner bookings in Owner Accounting (this function should only be used on the OWN Client Type) Page 54

55 Owner Guest any reservations made with this function will be tracked as Owner Guest bookings in Owner Accounting (this function should only be used for the OWNG Client Type) Exchange - used for owner exchanges. Example: Owner is not using their unit but is exchanging it with an owner of another unit (at another property) as an exchange Client Type Grouping (Optional) - This is a free-type text box. The user can create a custom list of Client Type Groupings and then group multiple Client Types into them. For example, this list of Client Types contains Group Corporate and Group Social, which are grouped together under a Client Type Grouping named Group Sort Order - This dictates in what order the Client Types are displayed in the drop-down field when making a new reservation. As a helpful hint, the Client Type that is most commonly used should be set to 1. Eres Promo Code (Optional) - Promo code used for Online Bookings in the legacy version of eres 2.0. For properties using the current version, eres Mobile, this feature is no longer relevant. Default Room Charge - Allows a default Room Charge to be attached to a Client Type. For example: if all of your Government bookings were tax exempt, then you may choose to create a Client Type called Government, and select a Tax Exempt Room Charge Code as your Default Room Charge Code to attach to it. Active - This checkbox indicates whether the Client Type is active or not Hide Rate - If this box is checked, the Room Rate will not be displayed on the Guest Confirmation or Registration Card. (This option is available on specific Rate Plans in the Rate Wizard as well). Once all required fields have been filled out, click Post. Page 55

56 How to attach a Rate to a Client Type This article describes the steps required to attach a Rate Plan to a Client Type Attaching Rates to a Client Type Rates can be attached to a Client Type either via the Rate Wizard or via the Client Type Module. This article reviews how to attach a Rate via the Rate Wizard, which is the recommended method. Choose Rate Plan After a Rate is created, it can be attached to a Client Type directly through the Rate Wizard ( > Rate Wizard). 1. Select the desired Rate Plan (ensure it is highlighted in blue) 2. Click the Modify button below (the one with the notepad icon) Page 56

57 Client Types tab Proceed to the Client Types tab. A list of the different Rate Types (ie: Hotel Direct, CRS, Hotel Website, GDS) that have been selected for this rate will appear. Page 57

58 Attaching Client Types To view a list of available Client Types, select the + sign next to the Rate Type to expand the list. Place a check-mark in the box next to the desired Client Type. As a Best Practice, it is recommended that only one Client Type per Rate Type be selected. In the below example, the Best Available Rate has been attached to the Leisure Client Type for the Hotel Direct Rate Type. Continue to attach the Rate Plan to the associated Client Type under each Rate Type. It is important to consider the function of the Client Type that the rate is being attached to, as that will affect how the rate can be booked. NOTE: It is not always necessary to attach Corporate and Group Rate Plans to Corporate and Group Client Types. Instead, the Rate Plan may be attached to a Corporate Profile under the Corporates tab, or a Group under the Groups tab. By doing either, the Rate Plan will automatically be associated with the correct Client Type when bookings come in. For example, by attaching a Rate Plan to a Corporate Profile, the PMS will automatically assume that any reservations made with that Corporate Profile will need to be made under the Corporate Client Type. Similarly, a Group Rate Plan is automatically associated with a Group Client Type when it is attached to the Group using the Group Wizard. Again, the PMS will assume any reservations made for the group will automatically be made under the Group Client Type. Page 58

59 Hotel Website Rate Type When a Rate Plan is intended to be sold online using the eres Mobile Booking Engine, it will need to be attached to the Online Booking Client Type under the Hotel Website Rate Type. By default, all reservations made via the eres Mobile Booking Engine will come in under the Online Booking Client Type ONLY. Because of this, the Rate should not be attached to any other Client Types listed under the Hotel Website Rate Type. NOTE: The Corporate Online Booking Client Type is only used when a Promo Code has been attached to a Corporate Profile, and is being entered through the eres Mobile Booking Engine to book a specific Corporate Rate online. When the code is used online to book a Corporate Rate, the reservation will flow through the Corporate Online Booking Client Type to the PMS. This Client Type does not need to be manually selected, as the PMS will automatically use it when needed. Page 59

60 Once all applicable Client Types have been selected for each Rate Type, click on the Update button to save the changes. Page 60

61 How to Attach Guest Services to a Client Type The following article explains how to attach a Guest Service to a Client Type, so that it is appended to every booking made using that Client Type. Attaching Guest Services to a Client Type In the Client Types module, proceed to the Services tab. Page 61

62 From the list of Available Services on the right, select the desired Guest Service from the list, and use the arrow to move it over to the Attached Services. Page 62

63 Once all desired Guest Services have been added, click Post to save. The "Resort Fee" Guest Service will now apply to EVERY reservation booked under the Leisure Client Type. Page 63

64 Removing a Guest Service To remove a Guest Service from a Client Type, select the Guest Service under the Attached Services column and use the arrow pointing to the right to move the service to the Available Services column. Select Post to save. NOTE: When removing a Guest Service from a Client Type, it does not remove the Guest Service from any EXISTING reservations. If necessary, this would need to be done manually on each reservation. Page 64

65 How to Attach a Policy to a Client Type Attaching a Policy to a Client Type Go to > Client Type. Select the Client Type the policy will be attached to, and click on the Policy tab. Click Insert. Page 65

66 Click on the empty space under the Code column and select the desired policy from the drop down menu. Select the Date Range this policy will be applicable for. Priority would be used when there was more than one policy where dates overlap. Priority sets which policy takes precedent. (0 = first, 1 = second, 2 = third, etc..). Hit Post to save Page 66

67 The "Group Social" Group Policy now has been applied to the GRP SOC Client Type. Page 67

68 Removing a Policy To remove a Policy from a Client Type, select it in the list, and click the Delete button. Page 68

69 How to Delete (Deactivate) a Client Type Due to the history tied to guest reservations & reports in the PMS, Client Types cannot be deleted. Client Types can only be made inactive. A Client Type should never be renamed or changed to a different Client Type, as any past reservations that were made using that Client Type will be affected and changed with it. Deactivating a Client Type To deactivate a Client Type, proceed to > Client Types. Select the desired Client Type from the list (ensure the black arrow is pointing toward the name in the list). There are two options when deactivating a Client Type: 1. Click Modify and remove the check in the box next to Active OR 2. Click the On/Off button on the right Page 69

70 When a Client Type has been deactivated, it is indicated in the Active column. To switch to a view that only shows active Client Types, check the box next to Active Only. Page 70

71 How to Hide a Rate on Guest Reports using Client Types The following article explains how to hide a rate on guest reports such as Reservation Confirmation, Folios, and Registration Cards. Applying the Hide Rate feature at the Client Type level will affect all Rate Plans that are attached to that Client Type. For this reason, there is also a Hide Rate feature on individual Rate Plans in the Rate Wizard, which allows more precise control of which rates to hide. For more information on hiding rates at the Rate Plan level, please see the article How to set a Hide Rate on a Rate Plan in the Rates manual. Using the Hide Rate feature on a Client Type The Hide Rate feature is used to suppress a rate in cases where third party reservations and payments are being used. The most common example of this is when prepaid "net rate" reservations are being received from an Online Travel Agent (OTA) such as Expedia. Typically in this scenario, the rate being posted to the guest's folio is "net", and does not include the OTA commissions that were charged to the guest by the OTA. This rate is usually paid to the hotel via a virtual credit card supplied by the reserving OTA. To control the Hide Rate feature on prepaid OTA Rates at the Client Type level, it is best to create a Client Type called OTA Prepaid, and attach all prepaid OTA Rate Plans to that Client Type. For more information on attaching Rates to Client Types, please see the article How to attach a Rate to a Client Type in the or Rates manuals. In the Client Types module, select the OTA Prepaid Client Type, and click Modify. Ensure the box next to Hide Rate is checked, and click Post to save. Page 71

72 Now all Rate Plans that are attached to the OTA Prepaid Client Type will have a suppressed rate. The rate will not show up on the Reservation Confirmation/Cancellation, Registration Card, or Guest Folio. Page 72

73 Client Type Related Reports The following is a list of reports that are related to the Client Type Module. Reservations by Client Type Reports > Reservations > Reservations by Client Type This report produces a list of reservations that have been made based on a specific Client Type. This report also indicates any deposits that were placed on the guestrooms prior to arrival. NOTE: Maximum range for report is 31 days Once a reservation has been checked in it will no longer appear on this report, as this report pulls information based on the status of the reservation. For rooms to appear on this report their status must be Reservation. This report is grouped by Client Type and then sorts by Date In (arrival date), then by Res ID. Page 73

74 Checked out By Client Type Reports > Statistics > Checked out by Client Type This report produces a breakdown of the reservations booked by Client Type. Report groups by Client Type and then sorts by Res ID. Room Nights & ADR by Client Type Reports > Statistics > Room Nights & ADR by Client Type This report shows a breakdown of the room nights and average daily rate produced by individual Client Types. Report sorts alphabetically by Client Type. This report identifies the room nights, revenue & ADR produced for all of the different Client Types, and can be run for a selected date. Room Nights & ADR by Client Type (Date Range) Reports > Statistics > Room Nights & ADR by Client Type (Date Range) Page 74

75 This report shows a per-day breakdown of Reservations, Room Nights, Room Revenue and Average Daily Rate by Client Type. It can be run for a selected Date Range, with the maximum range of 31 days. Page 75

76 Room Nights & ADR by Client Type Grouping Reports > Statistics > Room Nights & ADR by Client Type Grouping If multiple Client Types have been grouped together using the Client Type Grouping feature in the Client Type module, this report will show the breakdown of the room nights and average daily rate produced by all Client Types within the Grouping. This report sorts alphabetically by Client Type Grouping name, and will only include data from Client Types that have been grouped. Page 76

77 Client Type Permissions Access to the Client Type module can be restricted with permission 890, Client Type - Standard Set, which is found under the set, in the Clerks module. When the permission is Given, the user will have access to the Client Type module. When it is Revoked, the user will not have access. Page 77

78 Transaction Codes Page 78

79 Introduction to Transaction Codes in the PMS For every charge or payment that you wish to post in the PMS, a corresponding Transaction Code or Payment Code must first be set up. The Transaction Code module ( > Transaction Codes) is where this is controlled. This article provides an overview of the Transaction Code module's 3 main tabs; Codes, Taxes, and GL Accounts. Transaction Code Module To open the Transaction Code module, go to > Transaction Codes Page 79

80 Codes When opened, the Transaction Code module defaults to the first tab, Codes. This tab contains a list of all transaction codes and payment methods in the PMS. Page 80

81 The types of Transaction Codes are broken down into 4 groups: Room Charge - Only Room Charge codes should be placed in this area as this is where your Average Daily Rate and Room Revenue figures pulled from. Transaction Codes such as Meeting Room Rental should be placed under the Other Charge Code area Other Charge - All Transaction Codes that are not a Room Charge Code or not a Payment Code should go under this area Special - Contains the Deposit Holdings and T/A Commission Transaction Codes. These codes are created when the PMS Database is setup, and are required for it to function properly - DO NOT CREATE OR ALTER Transaction Codes within this Code Type, or the function of the PMS will be compromised. Payment - All payment related Transaction Codes should go under this area The code group that is selected in this list on the right determines what codes are displayed on the left. General Tab The bottom half of the screen will show the information in relation to the code you have selected (with the little black arrow) at the top. Code - abbreviated code for Transaction Code Name (this is the code that will appear when posting payments/charges) Description full Transaction Code Name Tran Subgroup there are two tran subgroups available in the PMS Lift Tickets developed for one specific property and should not to be used without Page 81

82 consulting our Support Team first. Cancellation Fee Assign only to Transaction Codes intended to be used during the cancelling of a reservation (ie: Cancellation Fee or No Show Transaction Codes only) Sort Order Number - allows you to sort the order in which your transaction codes will appear in PMS Active checking this box will make your Transaction Code active however, this cannot be checked until AFTER the proper GL Accounts have been assigned to the Transaction Code Non Tax Transactions this function allows you to have a transaction code change from a taxed Transaction Code to a non-taxed Transaction Code after a specific period of time. For example: You may set up your Room Charge Transaction Code (RCH) to change to your Room Charge Tax Exempt Transaction Code (RCHTE) on Day 30 of a guest's stay. This means, on the 30th day of the guest's stay, the Room Charge will begin to post without taxes Repeatable select if this Transaction Code is a repeatable charge Repeated if Repeatable is yes, then you would select the charge will be repeated per STAY (only occurs once per stay), DAILY (occurs every day), WEEKLY (occurs once a week) or MONTHLY (occurs once a month) Per select if this charge a Per Person or a Per Room charge Long Term Stay (appears on Room Charges screen only) - Disregard, no longer relevant Accounts Tab The Accounts tab displays the mapping of the selected Transaction Code to it's corresponding GL Accounts. This area is crucial to how the revenue flows through the Accounts when a transaction Page 82

83 code is posted, as it dictates how the Journal Entries (account Debits and Credits) post in the back-end of the PMS. Page 83

84 Taxes Tab The Taxes tab of a Transaction Code is broken into two areas: Available Taxes - All available taxes in the PMS Assigned Taxes - Taxes that have been appended to this specific transaction code, and will post simultaneously when the transaction code is posted Using the Add and Remove buttons allow the user to select which taxes apply to a transaction code, and apply them accordingly. Page 84

85 Guest Services Tab (appears only on the Room Charge code group) If a property is using Guest Services, they can be appended to post along with a Transaction Code, similarly to a Tax. For this to be possible, a Guest Service must have already been created in the Guest Services module under > Guest Services. A common example of this would be adding a "Resort Fee" guest service to attach to the Room Charge, so that it posts nightly with the Room Charge. Page 85

86 Fixed Amount Tab The Fixed Amount tab allows a Transaction Code to post at a predetermined amount whenever the code is selected. This is an optional setting. Using this feature prevents people from posting incorrect amounts, however also limits the poster in being able to adjust the posting amount if needed. Date From - will automatically populate with the current date Date To - Click on the drop down box below Date To to insert and end date for this fixed price. If you leave the Date To blank, the fixed amount will remain until it is manually changed Fixed Amount - Input the dollar amount of the charge Commission - If a commission is charged on top of the fixed fee, enter the amount IsCommAmount - If the commission is a dollar amount, check the box under IsCommAmount, otherwise, the commission will calculate as a percentage. Page 86

87 Taxes The second tab in the Transaction Code module is the Taxes tab. This is the area where all applicable taxes for the PMS need to be set up. Much like Transaction Codes, taxes will also need to be mapped to their corresponding GL Accounts before they can be used. Again, this is to ensure that the Journal Entry postings can take place properly on the back-end, when the Tax is posted. As with the Codes screen the Taxes screen is displayed similarly. The bottom half of the screen will show the information in relation to the tax code you have selected (with the little black arrow) at the top. Description insert name of the tax VAT check this box if the tax is a Value Added Tax Compound checking this box indicates that this tax is a compounded tax Example: My Room Charge Transaction Code has two taxes; GST at 7%, and PST at 6.5% GST is set to Sort Order 1 PST is set to Sort Order 2, and the compound box is checked For a $100 room charge, the calculation would be: (100 x 7%) = $ (107 x 6.5%) = $ Page 87

88 If the PST was not compounded, then the calculation would be: (100 x 7%) + (100 x 6.5%) = $ Rate enter the amount of the tax Rate is percent check this box if the rate is a percentage, leave unchecked if it is an amount Sort Order- defines the order in which the taxes will appear on a Guest Folio. Also used for compounded taxes to determine which tax is calculate first, second and so on. Page 88

89 Tax Rates Tab When a tax is initially set up, a tax rate is established. However, Tax rates can change based on inflation and new laws. When a tax rate needs to be changed, this area allows the user to make the necessary changes, which will take effect on the designated start date. NOTE: Tax changes must be setup at least by the night before the change. They cannot be setup the day the tax change occurs. Therefore, if your tax change is suppose to start March 22nd, you must setup the change prior to March 21st. Rate enter the new Tax Rate Date From click on the box and use the drop down menu to select the date you wish to new rate to START. Date To leave BLANK IsPercent check this box if the rate is a percent. Uncheck if it is an amount. Page 89

90 Accounts Tab The Accounts tab displays the mapping of the selected Tax Code to it's corresponding GL Accounts. This area is crucial to how the revenue flows through the Accounts when a Tax code is posted, as it dictates how the Journal Entries (account Debits and Credits) post in the back-end of the PMS. GL Accounts The GL (General Ledger) Accounts Tab is where all the GL Accounts of the PMS are set up. General Ledger Accounts contain a complete record of all financial transactions in the PMS. Typically, this information is pulled from the PMS and then used to prepare the financial statements, tracking profits and losses over the life of the business. The PMS comes with three Receivable GL Accounts that must not be changed for any reason, as they are integral to the way the system performs. Each of the Accounts serve a specific purpose by tracking revenue through the different stages of a reservation; pre-stay, stay, and post-stay. Deposit Holdings (pre-stay) - This account will contain revenue that is collected on a reservation before it is checked in. Any Advance Deposits will be tracked through this account. When a reservation with a deposit is checked in, the deposit will be moved from the Deposit Holdings GL to the A/R Guest GL through the Deposit Transfer transaction code, a special code that auto-posts on the back-end through a journal entry. A/R Guest (stay) - This GL Account holds the balances of all In-House Guest accounts. All postings and payments to In-House reservations or House Accounts will contribute to Page 90

91 the balance of this GL Account. When a reservation is checked out, if it is being direct billed to a City Ledger Account, the balance will then be transferred to the A/R City GL as an invoice. It will remain an outstanding invoice on the City Ledger until a payment is received. A/R City (post-stay) - All outstanding balances transferred from the Guest Ledger to the City Ledger will be reflected on this GL Account. This includes invoices for individual guests, as well as Groups or Wholesalers. In addition to the invoices on the City Ledger, all transactions posted through the Sundry Sales module will also impact the A/R City. As the Sundry Sales module is based on over-the-counter transactions, and does not require charges to be posted to an In-House reservation or room, revenue from this module is tracked through the A/R City GL Account. These 3 GL Accounts should be the ONLY Receivable GL Accounts in the system. Adding other Receivable GL Accounts can compromise the integrity of these accounts in the PMS, and result in imbalances. Based on the GL Account selected at the top, corresponding information for that account will display below. Account Identifier can be an abbreviated form of the General Account Name or the full name if desired (NOTE: If you are using an Accounting Export Interface such as Quickbooks then this should be the Quickbooks Account Number for the General Ledger Account you are Creating. This may also apply to any external accounting software package using numbered GL Accounts). Account Name full name of the General Ledger Account Active check this box to activate the General Ledger Account Page 91

92 Receivable As mentioned above, the PMS only has 3 Receivable Accounts A/R Guest, A/R City and Deposit Holdings. These are configured during the initial PMS setup. No other Receivable Accounts should ever be added. Page 92

93 How to set up a Transaction Code The following article outlines the steps involved in setting up a new transaction code in the PMS. Step 1: GL Accounts The first step to setting up a new Transaction Code is to determine if the corresponding GL Account already exists in the PMS. If it does not, one will need to be added. Go to > Transaction Codes, and then proceed to the GL Accounts tab. If there is already a General Ledger Account that corresponds with the Transaction Code you are about to create then you may skip ahead to Step 2 If none of your pre-existing General Ledger Accounts correspond with the Transaction Code you are about to create, then select the Add button to create a new General Ledger Account. NOTE: You should never modify the name of a General Ledger Account (ie: changing A/R Guest to VISA). If you no longer need a General Ledger Account then simply uncheck the "Active" box to make the General Ledger Account inactive. Slight changes to the name is ok (ie: changing A/R Guest to Guest Ledger or changing A/R City to City Ledger) If a new GL Account needs to be created, fill in the following information: Page 93

94 Account Identifier can be an abbreviated form of the General Account Name or the full name if desired (NOTE: If you are using an Accounting Export Interface such as Quickbooks then this should be the Quickbooks Account Number for the General Ledger Account you are Creating. This may also apply to any external accounting software package using numbered GL Accounts). Account Name full name of the General Ledger Account Active check this box to activate the General Ledger Account Receivable The PMS only has 3 Receivable Accounts A/R Guest, A/R City and Deposit Holdings. These are configured during the initial PMS setup. No other Receivable Accounts should ever be added. Once complete, click OK to save. Page 94

95 Step 2: Codes Proceed to the Codes tab. Page 95

96 First, you must decide what type of code you are creating: Room Charge Code only Room Charge codes should be placed in this area as this is where your Average Daily Rate and Room Revenue figures pulled from. Transaction Codes such as "Meeting Room Rental" should be placed under the Other Charge Code area Other Charge Code all Transaction Codes that are not a Room Charge Code or not a Payment Code should go under this area Special - Contains the Deposit Holdings and T/A Commission Transaction Codes. These codes are created when the PMS Database is setup, and are required for it to function properly - DO NOT CREATE OR ALTER Transaction Codes within this Code Type, or the function of the PMS will be compromised. Payment Code all payment related Transaction Codes should go under this area Use the pull down menu to the right of your screen to select the code type In this example, we are creating a Resort Fee code, which will fall under Other Charge. Using the drop down menu on the right, we can select Other Charge from the menu. Page 96

97 Click Add to create a new Transaction Code. Page 97

98 Code Details Now we can fill in the details for the Resort Fee transaction code. Code - abbreviated code for Transaction Code Name (this is the code that will appear when posting payments/charges) Description full Transaction Code Name Tran Subgroup there are two tran subgroups available in the PMS Lift Tickets developed for one specific property and should not to be used without consulting our Support Team first. Cancellation Fee Assign only to Transaction Codes intended to be used during the cancelling of a reservation (ie: Cancellation Fee or No Show Transaction Codes only) Sort Order Number - allows you to sort the order in which your transaction codes will appear in the PMS Active checking this box will make your Transaction Code active however, this cannot be checked until AFTER the proper GL Accounts have been assigned to the Transaction Code Non Tax Transactions this function allows you to have a transaction code change from a taxed Transaction Code to a non-taxed Transaction Code after a specific period of time. For example: You may set up your Room Charge Transaction Code (RCH) to change to your Room Charge Tax Exempt Transaction Code (RCHTE) on Day 30 of a guest's stay. This means, on the 30th day of the guest's stay, the Room Charge will begin to post without taxes Repeatable select if this Transaction Code is a repeatable charge Repeated if Repeatable is yes, then you would select the charge will be repeated per STAY (only occurs once per stay), DAILY (occurs every day), WEEKLY (occurs once a week) or MONTHLY (occurs once a month) Per select if this charge a Per Person or a Per Room charge Page 98

99 Hit OK to save. A message will appear reminding you that GL Accounts MUST be added to this transaction code before it can be activated. Hit OK and proceed to the "Accounts" tab. Page 99

100 Attaching the correct General Ledger Accounts 1. Once on the "Accounts" tab, ensure you have the correct Transaction Code selected at the top 2. Click the Insert button to enter in the associated GL Accounts. The purpose of this step is to provide the PMS with instructions on which GL Accounts to Credit and Debit, when a Charge or Payment is posted to either the Guest Ledger, or the City Ledger. 1. After clicking Insert, for a Room Charge or Other Charge Transaction Code, the Date From, Debit and CL Debit fields will automatically populate with the correct General Ledger Accounts (for A/R Guest and A/R City only). This is highlighted in green below. You must select the correct GL Account for Credit and CL Credit (highlighted in pink below). If you were creating a Payment Code, the Date From, Credit and CL Credit fields will automatically populate with the correct General Ledger Codes (A/R Guest and A/R City only). In this case, you must select the correct GL Account for Debit and CL Debit instead. 2. Click on the Credit box (or Debit box if you are creating a payment), and a drop down menu will appear. Select the General Ledger Account that corresponds with the Transaction Code that you are setting up. (NOTE: The CL Credit will automatically populate with the same GL you selected as your Credit. If this was a payment, you would select the Debit and the CL Debit would automatically populate based on your Debit selection) 3. The Date From field (highlighted in blue) indicates from which day these GL Account mapping instructions are to take effect. In most cases with any new codes, the Date From Page 100

101 should be the current date. If you are changing an existing code's mapping instructions, do not delete the original instructions, as anything that was posted through this code prior to the current date will become "unmapped" revenue in the PMS, and will cause an imbalance in your General Ledgers. If the mapping is deleted, you will need to contact our Customer Support to have the code "Backdated" by our Development Team, which can take some time to process. 4. The Date To field must be left blank (highlighted in orange) In the below example, we are attaching our Resort Fee to it's own GL Account, also called Resort Fee. This One-To-One Transaction Code to GL Account relationship is quite common, and will allow us to track the revenue generated by the Resort Fee Transaction Code on it's own. If a property does not have a pre-existing set of rules laid out by their Accounting Department regarding linking codes to GL Accounts, a One-To-One Code to GL Account method is recommended. Once done, click OK to save your selections. IMPORTANT NOTE: If the Debit/CL Debit populated with something other than A/R Guest and A/ R City for a Room Charge Code or the Credit/CL Credit populated with something other than A/R Guest and A/R City for a Payment, please contact Customer Support for assistance before proceeding or posting the code in the PMS. With the correct GL Accounts now attached for the Resort Fee transaction code, it will behave as follows: When the Resort Fee is posted on the Guest Ledger it will: Page 101

102 Debit the A/R Guest GL Account (Debit) AND Credit the Resort Fee GL Account (Credit) When the Resort Fee is posted on the City Ledger it will: Debit the A/R City GL Account (CL Debit) AND Credit the Resort Fee GL Account (CL Credit) Page 102

103 Attaching Taxes (if applicable) If taxes apply to this transaction code, and need to be attached, proceed to the Taxes tab. Any existing Tax Codes in the PMS are displayed under Available Taxes. 1. Select the desired tax from the Available Taxes column 2. move it over to the Assigned Taxes column using the <- Add button. This must be done one tax at a time. If you make a mistake, remove the tax by selecting it under the Assigned Taxes column and clicking the Remove -> button. Page 103

104 Click Post to save any changes. NOTE: Once taxes have been added to a Transaction Code they can only be removed BEFORE the transaction code is used. Once the Transaction code has been used, any attached taxes CANNOT be removed, as they have become part of the financial history. Page 104

105 Fixed Amount If the Transaction Code being created has a predetermined price, it is possible to apply that price to the code itself, so when posted in the PMS, it will default to that amount every time. For example, if the Resort Fee is $15.00 per day, then we can stipulate that every time the Resort Fee is posted in the PMS, either manually or automatically, it will always post at a rate of $ This can be useful when setting up Transactions that are designed to repeat on a regular basis. To input a Fixed Amount, select the Insert button. Date From - will automatically populate with the current date Date To - Click on the drop down box below Date To to insert and end date for this fixed price. If you leave the Date To blank, the fixed amount will remain until it is manually changed Fixed Amount - Input the dollar amount of the charge Commission - If a commission is charged on top of the fixed fee, enter the amount IsCommAmount - If the commission is a dollar amount, check the box under IsCommAmount, otherwise, the commission will calculate as a percentage. Click OK to save any changes. Activate Code The final step is to mark the Transaction Code Active in the PMS, so that it can be used. 1. Proceed back to the General tab Page 105

106 2. Click the Modify button 3. Check the Active check box Page 106

107 When finished, click OK to save the changes. In order to use this new transaction code, you must log out of the PMS, and then log back in to refresh the database. Each PMS user will need to do this before they will be able to post it. Page 107

108 How to Set up a Tax Transaction Code The following article outlines the steps involved in setting up a new Tax Code in the PMS. Step 1: GL Accounts The first step to setting up a new Tax Code is to determine if the corresponding GL Account already exists in the PMS. If it does not, one will need to be added. Go to > Transaction Codes, and then proceed to the GL Accounts tab. If there is already a General Ledger Account that corresponds with the Tax Code you are about to create then you may skip ahead to Step 2 If none of your pre-existing General Ledger Accounts correspond with the Tax Code you are about to create, then select the Add button to create a new General Ledger Account. NOTE: You should never modify the name of a General Ledger Account (ie: changing A/R Guest to VISA). If you no longer need a General Ledger Account then simply uncheck the "Active" box to make the General Ledger Account inactive. Slight changes to the name is ok (ie: changing A/R Guest to Guest Ledger or changing A/R City to City Ledger) If a new GL Account needs to be created, fill in the following information: Page 108

109 Account Identifier can be an abbreviated form of the General Account Name or the full name if desired (NOTE: If you are using an Accounting Export Interface such as Quickbooks then this should be the Quickbooks Account Number for the General Ledger Account you are Creating. This may also apply to any external accounting software package using numbered GL Accounts). Account Name full name of the General Ledger Account Active check this box to activate the General Ledger Account Receivable The PMS only has 3 Receivable Accounts A/R Guest, A/R City and Deposit Holdings. These are configured during the initial PMS setup. No other Receivable Accounts should ever be added. Once complete, click OK to save. Step 2: Taxes Proceed to the Taxes tab. Select the Add button to add a new tax and fill in the following information: Description insert name of the tax VAT check this box if the tax is a Value Added Tax Compound checking this box indicates that this tax is a compounded tax Example: My Room Charge Transaction Code has two taxes; GST at 7%, and PST at 6.5% GST is set to Sort Order 1 PST is set to Sort Order 2, and the compound box is checked Page 109

110 For a $100 room charge, the calculation would be: (100 x 7%) = $ (107 x 6.5%) = $ If the PST was not compounded, then the calculation would be: (100 x 7%) + (100 x 6.5%) = $ Rate enter the amount of the tax Rate is percent check this box if the rate is a percentage, leave unchecked if it is an amount Sort Order- defines the order in which the taxes will appear on a Guest Folio. Also used for compounded taxes to determine which tax is calculate first, second and so on. Once all pertinent information is filled out, click Post to save. Page 110

111 Attaching the correct General Ledger Accounts Once the Tax Transaction Code has been setup, the Accounts MUST be inputted. 1. On the "Accounts" tab, ensure you have the correct Transaction Code selected at the top 2. Click the Insert button to enter in the associated GL Accounts. The purpose of this step is to provide the PMS with instructions on which GL Accounts to Credit and Debit, when a tax is posted to either the Guest Ledger, or the City Ledger. 1. After you select Insert the Date From, Debit and CL Debit fields will automatically populate with the correct General Ledger Accounts. (Highlighted in green below). 2. Click on the Credit box and a drop down menu will appear (highlighted in pink below). Select the corresponding GL Account for this Tax Code. The CL Credit will automatically populate with the same GL Account that was selected for Credit. 3. The Date To field must be left blank (highlighted in orange) In the example below, we are attaching our Sales Tax to it's own GL Account, also called Sales Tax. This One-To-One Tax Code to GL Account relationship is quite common, and will allow us to track the revenue generated by the Sales Tax Code on it's own. If a property does not have a preexisting set of rules laid out by their Accounting Department regarding linking codes to GL Accounts, a One-To-One Code to GL Account method is recommended. IMPORTANT NOTE: If the Debit/CL Debit populated with something other than "A/R Guest" and "A/R City" for a Tax Code, please contact Customer Support for assistance before proceeding or posting the code in the PMS. Page 111

112 4. Once done, click OK to save your selections. Changing a Tax Rate The Tax Rates tab is used to change the amount of a tax once it has been setup in the PMS. For more information regarding Tax Change Procedures please refer to the article called Tax Change Procedures. Page 112

113 How to Change a Transaction Code Due to the history tied to each Transaction Code within the PMS, a Transaction Code should never be changed, but instead deactivated. Below is a list of situations where you may need to change a transaction code and how each situation should be handled: 1. You need to add/remove taxes from an existing Transaction Code - Taxes can be added or removed from a Transaction Code but ONLY if it is not currently being used on any in house reservations. - If you need to keep the Transaction Code with the taxes due to In House Guests but you need to post the Transaction Code without taxes for arriving guests, then you will want to create a 2nd Transaction Code without tax. After all the In House Guests using the Transaction Code with the tax have departed, deactivate the Transaction Code with the taxes. 2. You need to change the "Repeatable" function of an existing Transaction Code - The "Repeatable" of a Transaction Code can be changed but ONLY if it is not currently being used on any in house reservations. - If you need to keep the existing Transaction Code due to In House Guests but you need to post the Transaction Code with a different repeatable for arriving guests, then you will want to create a 2nd Transaction Code with the new repeatable rule. After all the In House Guests using the original Transaction Code with the old repeatable rules have departed, deactivate the Transaction Code. 3. You need to change the Fixed Amount set on a Transaction Code - In the History Tab of the Transaction Code, hit the Insert button to enter a new "Fixed Amount". NOTE: The new fixed amount will NOT go into effect today, it must be set to change on a future date. NOTE: Any time you make a change to any of the areas above, make sure you Log Out & back into the PMS in order for the change to take effect. Page 113

114 How to Delete a Transaction Code Due to the history tied to each Transaction Code within the PMS, a Transaction Code cannot be deleted once it has been used. Since a Transaction Code cannot be deleted once it has been used, it will need to be deactivated instead. To deactivate a Transaction Code: 1. Select the correct Transaction Code from the list 2. Click the Modify button 3. Un-check the Active box, then click OK to save. Page 114

115 How to Change a Tax Code The following article outlines how to change a tax rate in the PMS. When a tax is initially set up, a tax rate is established. However, Tax rates can change based on inflation or new laws. When a tax rate needs to be changed, new rates can be schedule to take effect on the designated start date. NOTE: Tax changes must be setup at least by the night before the change. They cannot be setup the day the tax change occurs. Therefore, if your tax change is suppose to start March 22nd, you must setup the change prior to March 21st. Go to > Transaction Codes and proceed to the Taxes tab. 1. To change a Tax Rate, select the tax you wish to change (ensure the black arrow is pointing towards the tax) 2. Proceed to the Tax Rate tab located in the middle of your screen. 3. Select the Insert button to insert the new Tax Rate. Fill in the following information: Rate enter the new Tax Rate Date From click on the box and use the drop down calendar to select the date you wish the new rate to START. Date To leave BLANK Page 115

116 IsPercent check this box if the rate is a percent. Un-check if it is an amount. Hit Post to save. The new tax will go into effect on the "Date From". Page 116

117 How to Set a Default Room Charge Setting a Default Room Charge Transaction Code tells the PMS what Room Charge Transaction Code should be used by default on Walk-in and New Reservations. To set a default Room Charge Transaction Code, go to > Transaction Codes From the Room Charge code group, click on the Room Charge Transaction Code that you wish to use as your default Click Set to Default. The Room Charge Transaction Code that you selected will now appear in bold. NOTE: A default Room Charge Transaction Code should ALWAYS be selected in PMS1. If no default Room Charge Transaction Code is selected then you may received the following error message when checking in a guest: "Transaction Code Invalid". This error will not affect the function of the PMS in anyway, it is simply a indication that no Default Room Charge Transaction Code has been selected. Page 117

118 How to Attach a Guest Service to a Room Charge Code For properties that are using Guest Services in the PMS, it is possible to attach a Guest Service to a Room Charge Transaction Code, so that it posts nightly along with the Room Charge code. In this article, we will be building a "Resort Fee" Guest Service, and attaching it to our "Room Charge" Transaction Code, so that it will post on a nightly basis along with the Room Charge. Overview In order to set up a Guest Service to auto post with a Room Charge transaction code, there are certain steps that must be taken to ensure everything is set up correctly in the PMS. We will review the steps in the following order of operations: 1. Confirm that the Transaction Code the Guest Service will be based on, exists in the Transaction Code module. (If not, it will need to be created. Please see How to set up a Transaction Code for more information) 2. Ensure the Transaction Code is set up to repeat as desired (Per Stay, Daily, Weekly, or Monthly, and Per Person or Per Room) 3. Confirm the Guest Service has been created, and the Transaction Code has been attached to it. If not, the Guest Service will need to be created. 4. Ensure the Guest Service is set up to repeat identically to the original Transaction Code it is based off 5. Finally, attach the Guest Service to the desired Room Charge Transaction code (in the Transaction Codes module) Page 118

119 1. Transaction Codes The first step in the process is to ensure the Guest Service's base Transaction Code exists in the PMS. Go to > Transaction Codes and choose Other Charge from the drop down menu on the right. Page 119

120 2. Check the "Repeatable" Rules With the "Resort Fee" transaction code selected, we need to ensure that it is set up to repeat on a daily basis, and is charged per room. Page 120

121 3. Guest Services With the Transaction Code set up as required, now we must check the Guest Service. Go to > Guest Services, and find the Guest Service in the list. Page 121

122 4. Ensure the "Repeatable" matches 1. The "Resort Fee" Transaction Code was set to repeat daily, per room. In order for the Guest Service to post properly, it must also have the same "Repeatable" rule. 2. Because there is a charge associated with this Guest Service, it must be based on a Transaction Code, so that when it posts, the PMS knows what to do with the revenue (as this refers back to the GL Accounts that have been attached to the original "Resort Fee" transaction code). If all is correctly set up here, exit the Guest Services module. Page 122

123 5. Attaching the Guest Service to the Room Charge Transaction Code The final step is to attach the Guest Service to the Room Charge Transaction code. To do this, go to > Transaction Codes. 1. Select Room Charge from the list on the right 2. Select the desired Room Charge transaction code at the top 3. Choose the Services tab 4. Click the Add button Page 123

124 1. Click the Guest Service drop down list, and choose the desired Guest Service from the list. TIP: If you grouped the Guest Service into a Service Grouping, you can click on the Service Groupings drop down first, to help narrow the list of services. 2. Click OK to add this Guest Service to the Room Charge transaction code NOTE: The Segment# refers to the day you wish the Guest Service to post on (ie. Day 1, Day 2, Day 3 etc..). In this example, because the "Resort Fee" is a daily posting, the Segment# will remain as the default, #1. Page 124

125 When complete, the attached Guest Service will appear in the list, and it's repeating function will show on the right. The Guest Service is now ready to use on this Transaction Code. Page 125

126 Creating a New Reservation Now that the "Resort Fee" Guest Service has been attached to the "Room Charge" transaction code, every time a new reservation is made using the "Room Charge" transaction code, the "Resort Fee" will automatically append itself to the reservation. Page 126

127 Auto-Posting Upon Check-In, the Guest Service will automatically post to the folio, along with the Room Charge. Page 127

128 How to set up a Surcharge on a Payment The following article explains how to create and attach a Payment Surcharge (such as a credit card processing fee) to a payment transaction code in the PMS. Creating a Credit Card Surcharge Code In order to attach a Credit Card Surcharge (or processing fee) to a Payment Transaction Code in the PMS, a transaction code for the Surcharge must first be created. NOTE: For more information on setting up a transaction code, please see the article How to set up a Transaction Code in the manual. Page 128

129 Attaching the Credit Card Surcharge Code to the Payment Under the Payment menu of the Transaction Code module, select the payment method to attach the Credit Card Surcharge to. Proceed to the Charge on Payments tab. Page 129

130 Locate the Surcharge Code in the list on the right Click Add to move it on to the Payment code Page 130

131 For Surcharges that fluctuate There are 4 fields to fill in: Amount - This the amount ($ or %) to be charged when the transaction is LESS than the amount entered into the AAA field Amount 2 - This is the amount ($ or %) to be charged when the transaction is EQUAL or GREATER than the amount entered into the AAA field AAA - This is the threshold where the amount to be charged on the transaction can be changed Is Amnt. - When checked, the amounts in Amount and Amount 2 will be charged as flat $ Dollar Amounts. When left un-checked, the amounts in Amount and Amount 2 will be charged as % Percentage amounts (of the total transaction) In the example below, there is a 2% surcharge on American Express payments less than $100.00, and a charge of 4% on charges equal to or greater than $ The rule is stating that if the charge is less than $ (AAA), charge Amount at 2%. If the Charge is equal to or greater than $ (AAA), charge Amount 2 at 4%. Page 131

132 For Surcharges that do not fluctuate If the Surcharge is a consistent price, and does not change after the transaction reaches a specific amount, then set the AAA amount to $1.00, and enter the same value into both AmountB, and Amount 2 fields. In the example below, there is a 3.5% surcharge on American Express payments. The surcharge is always 3.5%, no matter what amount the transaction is. The rule is stating that if the charge is less than $1.00 (AAA), charge Amount 3.5%. If the Charge is equal to or greater than $1.00 (AAA), charge Amount 2 3.5%. Page 132

133 Transaction Code Listing Report This report prints off a list of Room Charge, Other and Payment Transaction Codes that are setup in the PMS. It shows when the Code was created, and what GL Accounts it is mapped to. NOTE: This report does not include Tax codes, or codes found under the "Special" code grouping. Go to > Transaction Codes. Click the Print button in the upper left corner. Page 133

134 The report generated will look similar to the one pictured here: Page 134

135 Transaction Code Permissions The following permissions are related to the Transaction Codes module, and can be assigned or removed for a user's ID via the Clerk module. Page 135

136 > 850 Transaction Codes Standard Setup Property, Owner & Accountant level permission When given, allows the user access to the Transaction Code module in the PMS (System Configuration > Transaction Codes) > Transaction Codes - Delete GL Accounts Owner & Accountant level permission When given, allows the user to remove the mapping to General Ledger Accounts that are attached to Transaction Codes NOTE: This permission should only be given to the person(s) responsible for setting up Transaction Codes in your system. Deleting the GL mapping for a transaction code should ONLY be done if the code has never been used. If you are changing an existing code's mapping instructions, do not delete the original instructions, as anything that was posted through this code prior to the current date will become "unmapped" revenue in the PMS, and will cause an imbalance in your General Ledgers. If the mapping is deleted, you will need to contact our Customer Support to have the code "Backdated" by our Development Team, which can take some time to process. Below is an example from the Clerks Module where these Permissions would be found. Page 136

137 Cancellation Policies Page 137

138 How to Create a (Cancellation) Policy The following article reviews how to create Cancellation Policies in the PMS. Policies It is possible to create multiple kinds of Cancellation (or Booking) Policies in the PMS. To get started with creating a new policy, proceed to > Policy. Page 138

139 Creating a Policy Click Add to create a new Policy. Enter the following information: Code a name to identify the policy Active must be checked for this policy to be active Default for Property check this box if the policy being created will be used as the default policy for your property Default for Online Booking check this box if the policy being created will be used as the default policy for the eres Booking Engine (this only applies to eres Booking Engine, and not 3rd Party products like the GDS. Quickconnects or Channel Managers) Guarantee select option depending on whether a Credit Card is necessary to guarantee a guest reservation Deposit - select option depending on whether a deposit is required to be paid at time of booking. If yes, select if the deposit will be based on one of the following: number of nights (example value would be 1 for 1 night, or 2 for 2 nights, etc ) percentage of the stay charge (example value would be 25 for 25%, or 100 for 100%) fixed amount (example value would be 100 for $100 or 150 for $150) 1st night room charge + guest service Page 139

140 Cancellation select option depending on whether or not a penalty is charged when a guest cancels their reservation. If Yes, select the number of hours prior to arrival the guest is able to cancel without penalty (ie: If set to 24hrs, the guest has up until 24hrs before the reservation date to cancel their reservation without penalty). Next, select if the cancellation will be based on one of the following: number of nights (example value would be 1 for 1 night, or 2 for 2 nights, etc ) percentage of the stay charge (example value would be 25 for 25%, or 100 for 100%) fixed amount (example value would be 100 for $100 or 150 for $150) Modification (use only for online booking) select this option only if you wish for a fee to be applied to any bookings that are Modified via your eres Booking Engine. (NOTE: Examples of modified bookings fees may be a fee charged if a guest shortens the length of their stay via the eres Booking Engine). If yes, select the number of hours before arrival that a guest has to cancel without penalty (ie: If you input 24hrs, the guest therefore has up until 24hrs before the reservation date to cancel their reservation without penalty). Next, select if the cancellation will be based on one of the following: number of nights (example value would be 1 for 1 night, or 2 for 2 nights, etc ) percentage of the stay charge (example value would be 25 for 25%, or 100 for 100%) fixed amount (example value would be 100 for $100 or 150 for $150) Select OK to save your Policy. A generalized "robot" Policy Text will now appear at the bottom of the screen based on the selections made above. Use the Edit button in the top right hand corner of the screen to edit the text below so that it is more reader friendly. NOTE: The text entered here will appear on both Confirmation, and Cancellation forms. If the policy is also set as the Default for Online Booking, this text will appear on the eres Booking Engine during the reservation process. Using the {Policy} Macro A Policy can apply to the Property overall, or it can apply to a specific Client Type, Rate Plan or Room Type. All these Modules in the PMS have a policy tab where it can be defined which policy is applicable for a particular date range. For more information on how to attach a Policy to a Client Type, Rate, or a Room Type please see the article How to Attach a (Cancellation) Policy to a Client Type, Room Type, Rate Plan & Property in the manual. IMPORTANT NOTE: For the Policy Text to appear on the Confirmation form, the Policy Macro {Policy} must be inserted into the Confirmation Notes tab ( > Property > Confirmation Notes). If the {Policy} macro is not entered into the Confirmation Notes field, the PMS will be unable to pull the information from the Policy Text area onto the Reservation Confirmation. Page 140

141 In the example below, the {Policy} macro is inserted between two sentences. This will populate the Policy Text from the Policy into the field on the Confirmation Form, in between those two sentences. Page 141

142 How to Attach a (Cancellation) Policy to a Client Type, Room Type, Rate Plan & Property The following article explains how policies can be attached to different areas of the PMS, and how their Priority is ordered. It is possible to attach a Policy to 4 different areas within the PMS. When policies are attached to multiple areas like this, the PMS will use a priority preference to choose which policy to apply to a reservation, and to show on confirmations. The structure is as follows: 1. Client Type 2. Rate Plan 3. Room Type 4. Property The PMS will use the Policy attached to a Client Type first, then the Rate Plan policy, then the Room Type policy, and finally, the default Property Policy. The Property Policy will be used fist by default, if no policy is attached to any of the other modules. If there is no Client Type Policy, the system will automatically select the Rate Plan Policy. If both a Room Type Policy and a Rate Plan Policy were created, the Rate Plan Policy will override the Room Type Policy, etc... Page 142

143 Attaching a Policy to a Client Type Go to > Client Type. Select the Client Type the policy will be attached to, and click on the Policy tab. Click Insert. Page 143

144 Click on the empty space under the Code column and select the desired policy from the drop down menu. Select the Date Range this policy will be applicable for. Priority would be used when there was more than one policy where dates overlap. Priority sets which policy takes precedent. (0 = first, 1 = second, 2 = third, etc..). Hit Post to save Page 144

145 The "Group Social" Group Policy now has been applied to the GRP SOC Client Type. Page 145

146 Using the {Policy} Macro IMPORTANT NOTE: For the Policy Text to appear on the Confirmation form, the Policy Macro {Policy} must be inserted into the Confirmation Notes tab ( > Property > Confirmation Notes). If the {Policy} macro is not entered into the Confirmation Notes field, the PMS will be unable to pull the information from the Policy Text area onto the Reservation Confirmation. In the example below, the {Policy} macro is inserted between two sentences. This will populate the Policy Text from the Policy into the field on the Confirmation Form, in between those two sentences. Page 146

147 Attaching a Policy to a Rate Plan Go to > Rates. Select the Room Type from the drop down menu, then select the Rate Plan the policy is to be attached to. Click on the Policy tab, then click Insert. Page 147

148 Click on the empty space under the Code column and select the desired policy from the drop down menu. Select the Date Range this policy will be applicable for. Priority would be used when there was more than one policy where dates overlap. Priority sets which policy takes precedent. (0 = first, 1 = second, 2 = third, etc..). Hit Post to save Page 148

149 The 90Day Policy is now attached the CK-K Room Type on the 90 Day Advance rate plan. NOTE: In order to attach a policy to all Room Types in a rate plan, the above steps need to be repeated for each Room Type. For the policy to appear on all Room Types within a Rate Plan, it must be added as above, one Room Type at a time. Page 149

150 Using the {Policy} Macro IMPORTANT NOTE: For the Policy Text to appear on the Confirmation form, the Policy Macro {Policy} must be inserted into the Confirmation Notes tab ( > Property > Confirmation Notes). If the {Policy} macro is not entered into the Confirmation Notes field, the PMS will be unable to pull the information from the Policy Text area onto the Reservation Confirmation. In the example below, the {Policy} macro is inserted between two sentences. This will populate the Policy Text from the Policy into the field on the Confirmation Form, in between those two sentences. Page 150

151 Attaching a Policy to a Room Type Go to > Room Inventory. Select the Room Type the policy is to be attached to. Click on the Policy tab, then click Insert. Page 151

152 Click on the empty space under the Code column and select the desired policy from the drop down menu. Select the Date Range this policy will be applicable for. Priority would be used when there was more than one policy where dates overlap. Priority sets which policy takes precedent. (0 = first, 1 = second, 2 = third, etc..). Hit Post to save Page 152

153 The SuitePol Policy has now been added to the LSS Room Type. Repeat these steps for any additional Room Types that the policy may be applicable to. Page 153

154 Using the {Policy} Macro IMPORTANT NOTE: For the Policy Text to appear on the Confirmation form, the Policy Macro {Policy} must be inserted into the Confirmation Notes tab ( > Property > Confirmation Notes). If the {Policy} macro is not entered into the Confirmation Notes field, the PMS will be unable to pull the information from the Policy Text area onto the Reservation Confirmation. In the example below, the {Policy} macro is inserted between two sentences. This will populate the Policy Text from the Policy into the field on the Confirmation Form, in between those two sentences. Page 154

155 Setting a Default Property Policy (applied when no other policy is selected) Go to > Policy. Select which Policy will be used as the default policy for the property when a Client Type, Rate Plan, or Room Type Policy is not in effect. If the Policy already exists, click Edit and check the box next to Default for Property. If the Policy does not yet exist, click Add to create it. Be sure to check the box next to Default for Property before saving. Using the {Policy} Macro IMPORTANT NOTE: For the Policy Text to appear on the Confirmation form, the Policy Macro {Policy} must be inserted into the Confirmation Notes tab ( > Property > Confirmation Notes). If the {Policy} macro is not entered into the Confirmation Notes field, the PMS will be unable to pull the information from the Policy Text area onto the Reservation Confirmation. Page 155

156 In the example below, the {Policy} macro is inserted between two sentences. This will populate the Policy Text from the Policy into the field on the Confirmation Form, in between those two sentences. Page 156

157 Property Module Page 157

158 General Tab The following article reviews the General tab of the Property module. General Tab > Property > General When opening the Property module, the first tab is the General tab. If a hotel is part of a Multiproperty chain, the names of all the properties will be displayed in the top section. If the property is independent, on the name of that property will be displayed. The majority of the bottom section in the General tab can only be modified by a Support Team member. The areas that can be modified by a property are Telephone, , Website and Description. NOTE: The Address & Website entered here will be displayed on various report from the PMS, such as Guest Folios, Confirmations and Registration Cards. Page 158

159 Preferences Tab The following article reviews the options found in the Preferences tab of the Property module. Preferences Tab > Property > Preferences Show Reservations for - the number entered into this area indicates the number of days of reservations you will be able to see when clicking on one of the View Screens (ie: In House, Arrivals, Departures, Reservations, etc ). If moving from one View Screen to another is slow, it could be due to the number of reservations being loaded. Lowering this number to 7 days can sometimes help the PMS move faster Rating Code A custom feature designed for a specific client. To enable this function please contact the Support Team at support@roomkeypms.com Hide Unavailable Inventory this function is recommended for Property Management Companies or properties using a 1:1 room to room number ratio. Checking this box hides inventory once it goes to 0. Display Rates in Inventory Calendar - Check this box to have the inventory calendar show Client Types and Rates. Copy Confirmation to Hotel check this box to be copied on any confirmations that are sent via the PMS. Print Hotel s Copy of Guest Folio on Check Out checking this box tells the PMS to print two copies of a Guest Folio upon check out. Business Number used in Canada to enter GST Registration #. Ensure the same number is input into both fields as one number is tied to the Guest Folio and the other is tied to invoices within City Ledger Currency the default currency the property operates in Default Number of Guests for Block - When making Group reservations via the Rooming List in the Groups module, set the default number of people per reservation. Taxes (Out vs. In) select Out if taxes are to be shown separately on Guest Folios (ie: a $12.00 charge with 5% tax posts as $12.00 and $0.60) and select In if taxes are to be included in the price shown on Guest Folios (ie: a $12.00 charge with 5% tax posts as $12.60). Most North American properties use the Taxes Out method. Subscribe for: - This function is only available for Multi Property Chains New Guest Profile check this box to share guest profiles among chains Guest Profile Update if checked, when one hotel updates a profile, the update will flow to all reservations throughout the chain Print Master Folio if checked, this allows you to merge separate Guest Folios (ie: Folio 1 + Folio 2) so they can be printed as one. Auto Print Reg Card if checked, the Reg Card will automatically open as a preview in the PMS upon guest check-in, as a reminder to print for the guest to sign Disable Settlement CC Process A custom feature designed for a specific client. This function, when checked, tells the credit card interface NOT to settle a credit card at check out. It is recommended to leave this box unchecked Auto Logout (20min) if checked, the PMS will automatically log off after 20mins of inactivity. An important security feature necessary to remain PCI compliant, and it is recommended that this box be checked. Page 159

160 Tran Code for Bad Debt A custom feature designed for a specific client. This feature works specifically with weekly & monthly rates. When a guest departs without settling their bill, this Transaction Code is used to settle the bill to a zero balance. It is not recommended that this box be populated Time Zone - The time zone in the PMS should be set to the same time zone the computer is set to, to remain in sync. If the time zone set here is different to that of the computer's, a "Time/Date Error" will appear in the PMS, preventing the performance of numerous tasks Default Avail. Credit This feature works best when using an interfaced credit card processor. When authorizing a guest credit card upon check in, an additional % amount can be set to automatically authorize for incidental charges - enter the desired percentage amount here. The Amount authorized for incidentals will be a % of the guests full stay room + tax. For non-interfaced systems, this will affect the "Credit Limit" assigned to a guest upon check-in, however the same amount will still need to be manually approved via a standalone credit card terminal in order to ensure money is actually being held. Default check-in time The property's standard, guaranteed check-in time Default check-in time The property's standard check-out time Default Number of Persons - When making a new reservation, the default number of people to appear on the reservation. (Tip: Setting this number to 0 will encourage Reservations Agents to accurately record how many people are on the reservation, as rates will not appear until at least one person is added) Default First Month of the Year - The property's start of the fiscal year (this feature aids with year over year reporting in the PMS) Display Contracted Block in Grp/WS Modules - For properties using Contracted & Washed blocks. Allows the "Contracted" block figures to be entered into the Groups & Wholesaler Modules. These figures cannot be reported on via any existing reports, therefore use of this feature is optional. Display Washed Block in Grp/WS Modules - For properties using Contracted & Washed blocks. Allows the "Washed" block figures to be entered into the Groups & Wholesaler Modules. These figures cannot be reported on via any existing reports, therefore use of this feature is optional. Disable Authorization at check-in For properties that take full payment (vs. an authorization) upon Check-In. If using a Credit Card interface, this feature will prevent the interface from automatically obtaining an authorization at check-in. For non-interfaced systems, this feature will prevent anything being added to the guest's "Credit Limit" in the PMS. GS Vendors If checked, this options allows ing a copy of a guest confirmation to Guest Services Vendor, if the Vendor has an address added under > Guest Services > Vendor. NOTE: The Vendor must be attached to the Guest Service in order for the function to work. Rotate Rooms? - Designed for properties with individually owned units and Owner's Accounting. This feature allows rotation of rooms based on revenue they have incurred, and is mainly used by Property Management Companies that must rotate rooms to ensure all Owners receive equal distribution of stays in their Units. Delete old Tasks/Messages This option is tied to the Message Center (Operations > Message Center). Messages in the Message Center can remain for 30, 45 or 60 days before being deleted. Display "AdvInvoice" (Extended Stay) - For properties that take payment up front or for long term rental properties, there is the option to set the Guest Folio to print for Future charges. This allows printing of folios by a specified date range. For more information on this feature, please see the Advance Invoicing article in the manual. Page 160

161 Page 161

162 Source of Business Tab The following article reviews the Source of Business tab of the Property module. > Property > Source of Business The Source of Business tab allows a property to track where their reservations are coming from on a per reservation basis. The PMS comes with a preset list, however the list can be added to, edited, deleted and updated as desired. Page 162

163 Adding a Source of Business To add a Source of Business: Click Add. Assign a Code and Name to the new Source of Business. An Order may also be assigned. The Order determines the order in which the sources of business will appear in the drop down menu when booking a reservation. NOTE: If the Order is not set (ie. left at 0), the Source of Business list will appear in alphabetical order in the drop down menu when making a reservation. Click Post to save Page 163

164 Source of Business for eres Mobile Booking Engine Only one Source of Business may be used for eres Mobile Booking Engine. The PMS comes with a built in Source Of Business called Web Reservation, and is the default Source that is used for eres. To change the default eres Source of Business to something else, simply double click the box next to the desired Source under the eres column, and click Post to save. Page 164

165 Registry Tab The following article reviews the Registry tab of the PMS. > Property > Registry Everything within this tab is tied to the Windows Registry of the current computer; therefore, this tab must be set up on each computer. Should each staff member have their own login ID for Windows, each person will need to setup this registry tab on each computer that they use while logged in under their own Windows login ID. NOTE: When making any changes to the Registry area, ensure to click Post Changes to the Registry button to save before closing out. Open with this Property - For people with multiple property access within a chain, enter the Inn ID of the property that will open by default when a user logs in. Support Phone Number - The phone number to reach the PMS Support Team Show these logos on the Reports - Logos inserted here will appear on reports in the PMS, such as Registration Cards, Guest Folios, and Confirmation Letters. The first insert shows up in the top left, and the second insert shows up in the top right of each report. Images must be approximately 75 pixels high, and must be in JPEG format Show House Rooms in Tape Chart if checked, shows House Rooms (ie: House Accounts or Master Account ) on the Tape Chart Show Property Title on Reports if checked, shows Property name at top of reports Show Airport Schedule Form if the property provides shuttles to & from the airport, this area may be useful. Checking this box will create a tab within the guest reservation that allows input of the guest's flight information. A report will also then appear under the Reports Menu that can be printed to show a list of arriving guests that have this information filled in on their reservation Page 165

166 Use this for Province Depending on the property's locale, enter either State or Province into this field. This updates the display on the Guest Info tab of a reservation, when entering a guest address Use this for Postal Depending on the property's locale, enter either Postal or Zip into this field. This updates the display on the Guest Info tab of a reservation, when entering a guest address Express View Mode this feature was designed to increase the loading speed of the PMS for properties with 200 rooms or more, by not loading all guest "In House" data when first logging in The next section of the Registry tab should be filled out if the property wishes to Reservation Confirmations, Guest Folios, and Invoices and Statements directly from the PMS. More information on setting this up can be found in the ing from the PMS chapter of the System Configuration manual. Host System Name (smtp.yourisp.com) enter the SMTP for outgoing User Account - enter the account s will be sent from will be From this address (property@someisp.com) - enter what should appear in the "From" field when the is sent. Enter either the address, or the property name. NOTE: Some service providers will require this be the same as the User Account Name. If an error is received when trying to send an , it may because the will be From does not match the User Account. Secure Password Authentication the password for the address found under User Account is Available check this box once all the above information has been filled out Type - Choose between plain Text and HTML. HTML is the preferred method, however as some accounts may not accept HTML formatting, also select Attach HTML Copy to send an HTML version of the as an attachment. Clicking on the attachment wil load it into a web browser. Attach HTML Copy attaches a HTML copy of the confirmation to that are sent TLS/SSL dropdown - select the TLS version that is required by the Service Provider Page 166

167 SMTP Port # SMTP Port number required for outgoing . If it is 25, leave this space blank as the default port is 25. If it is something other then 25, enter the number into the space provided Attachments on Guest Folio Use this to send an attachment with each Guest Folio that is ed, use the Browse button to insert the file here. A common example is a Comment Card, or post-stay survey Attachments on Confirmations #1 & #2 To send one or more attachments with each Guest Confirmation , use the Browse button to insert the file here. An example of a file that may be attached is directions to the property NOTE: When making any changes to the Registry area, ensure to click Post Changes to the Registry button to save before closing out. Page 167

168 Online Processing (OLP) Tab The following article explains the OLP Tab for properties with interfaced credit card processors. > Property > OLP Tab This tab is only activated when a Shift 4 or Sage Payments Credit Card Interface is connected to the PMS. For more information on the Shift4 & Sage Payments Credit Card Interface please contact the PMS Support Team. Page 168

169 Min Stay Tab The following article reviews the Minimum Length of Stay tab in the Property Module. > Property > Min Stay Tab A property wide minimum length of stay may be set in this area. This is absolute; once set, a reservation cannot be overridden to have a length of stay less than the minimum set here. For this reason, it may be more advisable to set a Minimum Length of Stay on specific Rate Plans where there is more flexibility to override if needed. To input a minimum length of stay: 1. Click the Add button 2. Use the drop down menu to select the Room Type to apply the Min Stay restriction to 3. Click on the date under Date From and select the start date 4. Click on the date under Date To and select the end date 5. Enter the minimum number of nights that a guest may book in the Min Stay column 6. Click Post NOTE: If the property's minimum length of stay is one night, this tab does not need to be used. Page 169

170 Rollover Tab Understanding the Rollover Period As there is no manual "End of Day" sequence in the PMS, and you are not required to press a "Night Audit" button, the date will rollover automatically at 12:00AM midnight each night, along with the system clock of your computer. At this time, the PMS will post the following day's Room & Tax to all in-house reservations. Since many Front Desk operations are 24 hours, and the typical industry standard is to "rollover" at or around 3:00AM, the "Rollover" function in the PMS is a way of emulating this to minimize interruptions in regular procedures. For example, if a guest arrives at 2am, most properties will want to check that guest in and charge them for the current night, but because it is after midnight, the system will already be on the new business day. The Rollover in the PMS allows you to set a "grace period" where you are still able to check the guest into the previous business day, and charge the room & tax for the current night to the correct date in the system. If a rollover time of 3:00AM is set, then a guest could be checked into the previous business day from any time after midnight, up to 2:59:59am. At 3:00AM, the PMS will officially consider the business date to have rolled over, and other manual steps will need to be taken to check the guest in. For detailed information on the Rollover tab and how it works, please see the article Understanding the Rollover Period in the PMS in the Night Audit manual. Page 170

171 Currency Rates Tab The following article reviews the features and functions of the Currency Rates tab in the PMS. Currency Rates The PMS has the ability to calculate a currency exchange, based on the rates that have been loaded into it. NOTE: This is a currency exchange calculator only. Exchange Rates determined by the Hotel Controller must be loaded into the PMS manually, and monitored frequently to be kept up to date. > Property > Currency Rates Add the currency type and the rate of the day using the Add button (or Modify an existing Currency Rate using the Modify button) Page 171

172 Payments Using Currency Exchange Currency exchange is available when posting a payment in the PMS. Select Cash as Payment. Enter the amount owing (in local funds) into the Amount box, and click the Currencies button. The Currencies button is used to show how much Foreign Currency would be when converted into Local Currency. Amount of Foreign Currency Presented by Guest - enter the amount of Foreign Currency the guest has given Currency Presented by Guest - click on the button with the three dots to see a list of available currencies. Select the currency the guest is paying with Page 172

173 The PMS will convert the Foreign Currency into local currency, compare it to the original amount being posted, and calculate how much change is due in the local currency. Once done, return to the Post Payment box, and finish posting the payment. Since it is not possible to record the payment as Foreign Currency in the PMS, it may be helpful to update the Reference Field to indicate how much Foreign Currency was taken in on that payment. Page 173

174 Advance Invoicing For properties that take payment up front or for long term rental properties, there is the option to set the Guest Folio to print Future charges. Under > Property > Preferences, is the Display "AdvInvoice" (Extended Stay) option. Place a check in the box to activate this feature in the PMS. Page 174

175 This option will set the Stay option under Summary on the Guest Folio as the default. The Stay option, allows users to see the charges that are scheduled for this reservation. In this example, today s date is July 12, 2016 but we can see charges for July 13, 2016 and beyond. When printing the Guest Folio, there are two options: 1. It is possible to choose a date range of transactions to be displayed on the Guest Folio. This is useful if only printing partial dates of the stay for a guest. 2. There is an option to put an amendment number to the Res ID. This way, you can set a new number for each date range you choose for the guest. In the example below, the guest is in-house for a month, but settles their account on a weekly basis. The dates set will print a prorated folio of the first 7 nights for payment. Page 175

176 On the print out, the charges for the next seven nights are displayed: The next time the Guest Folio needs to be printed, the PMS will save the dates that were previously chosen, and the modification number entered for the Res ID. Page 176

177 Customize Guest Reports Page 177

178 Creating Custom Registration Cards, Guest Folios and Confirmation Letters The following article reviews how to customize Registration Cards, Guest Folios and Confirmation Letters within the PMS. Creating & Deleting The PMS offers the option to create customized Registration Cards, Guest Folios and Confirmation Letters. To access the customized guest reports, go to > Property > Customized Guest Reports tab. IMPORTANT NOTE: Before creating a Customized Guest Report it is important to be aware that Items can be moved, added or deleted on the Customized Guest Reports; however, deleting some fields may cause a Report to no longer work. When unsure whether deleting a field will affect a Report, please contact PMS Support. Page 178

179 Registration Card Below is the Guest Registration Card prior to any alterations: Page 179

180 Existing items can be moved but they MUST stay within the dark gray area of the screen: Any changes made will overwrite the previous copy of the report when saved: Page 180

181 If an error was made, or the report no longer works due to formatting mistakes, the report can be reverted back to the original default version. This step will erase all changes made, and the customization will need to be started from scratch again. Page 181

182 Creating a Customized Report (using Registration Card as an example) To design a Custom Registration Card go to > Property > Customized Guest Reports tab > click on Design Custom Reg Card under the Customize Reg. Card section. What would you like to modify on your Registration Card? Would you like to change the current layout? Would you like to add a policy? Would you like to add a welcome letter from the General Manager? Or would you like to change the current layout and add information as well? Page 182

183 Scenario 1: You would like the Room Number to appear in the upper right corner to make the Bucket Check process easier: Objective: Changing the current layout ie: Moving the Room Number to the top right corner. Determine where you want the Room Number to appear and then make your modifications as shown below: Page 183

184 For example: To move the Room Number to the top right hand corner of the Registration Card, the Agent Field, Res. Date and Res. ID need to be moved down by one space. To do this, hold down CTRL, and use the left mouse button to select all the fields by drawing a rectangle over them (as shown below). Page 184

185 Selected fields will appear with round dots at the corners of each box (see below) While still holding down CTRL, use the down arrow on the keyboard to move the grouping. All fields should move down the page, incrementally Next, as in the previous step, hold down CTRL and select the Room Number fields, then drag them up to the space above Res. ID. Use the keyboard arrows while holding down CTRL to reposition the fields as needed. Page 185

186 To save the charges click on the Save button: After clicking Save, a box will appear notifying that previous copies of the Reg Card will be overwritten. To proceed, click Yes. Another box will appear confirming that the Registration Card has been saved. Click OK. Page 186

187 The Customized Registration Card is now saved and ready to use. Page 187

188 Scenario 2: You would like for the guest Vehicle Type and License Plate Number to appear on the guest Reg Card. Objective: Adding information to the current layout. First, decide where to input this information. In this example, it has been decided that the Vehicle Information will go just below the Credit Card Information. Currently there is only one space for Vehicle Information so 2 more spaces must be created, one for Vehicle Make and one for License Plate Information. Page 188

189 To create more space to insert the License Plate and Vehicle Type fields, click on the gray area. Round black dots will appear. Click the black dot shown below, and drag down to expand the gray field. Select the two fields immediately above the space. Hold down CTRL+C to copy, then CTRL+V to paste. The fields will be pasted at the top of the page. Select them and drag them down into the empty spot. Page 189

190 Repeat the previous step again. There should now be two sets of fields in the empty space. Double click on the first text field to open the Text Editor box. Page 190

191 Edit the text to reflect the correct label for the field, and click the Check mark at the top. Repeat these steps for the next text box below. Next, double click on the Information Field to open the Text Editor box. Delete the text in the box. 1. Click the Insert Data Field button Page 191

192 2. Select the RegCard_Information list 3. Select vhcl_make 4. Click OK Click the Check mark to save. Page 192

193 Repeat the previous steps, but this time, choose vhcl_license for the next Information Field. The fields should now be updated to display as below: Page 193

194 When finished, click the Save button. After clicking Save, a box will appear notifying that previous copies of the Reg Card will be overwritten. To proceed, click Yes. Another box will appear confirming that the Registration Card has been saved. Click OK. Page 194

195 The Registration Card will now be updated to show the new fields. Page 195

196 Scenario 3: You would like to add a note from the manager to the bottom of the Registration Card. Objective: Review adding text to our Customized Guest Reports. To add text to the Guest Registration Card, simply copy & paste a text box field, and re-size it to accommodate the message. Following the same steps used to create the Vehicle Make title, create a text box for the note from the manager. Page 196

197 Double click on the text box to open the Text Editor. Delete the current text and type in the note. Click Word Wrap to configure the text to fit inside the box constraints. When completed, click the Check mark to save. Click Save to save the changes. Page 197

198 After clicking Save, a box will appear notifying that previous copies of the Reg Card will be overwritten. To proceed, click Yes. Another box will appear confirming that the Registration Card has been saved. Click OK. The customized Registration Card will be updated to include the additional note. Page 198

199 Other Custom Guest Reports Customize Guest Reports also allows customization of the Guest Folio and Confirmation Letter. The same rules that applied to the Registration Card also apply to these two reports. 1. To alter the Guest Folio, select the Design Custom Guest Folio button 2. To alter the Guest Confirmation, select the Design Custom Confirmation button Page 199

200 Design Custom Guest Folio Page 200

201 Design Custom Confirmation Page 201

202 Deleting Customized Guest Reports To revert back to the System Default Reports, go to > Property > Custom Guest Report tab. Select System Default for the report that is to be reverted back to the system default, then click Design Custom. If the System Default is already selected, just click the Design Custom button. Page 202

203 Once the Designer has opened, the Save button must be enabled in order for the Default Report to be saved. 1. To do this, simply double click on any Text field to open the Text Editor 2. Without making any changes, click on the Check mark to save 3. After doing this, the Save button in the top left hand corner of the screen will become active, and can be clicked. Click the Save button The following message will appear. Click Yes. Page 203

204 A confirmation dialogue box will open. Click OK to continue. The Guest Report will now be reverted back to the system default. Page 204

205 Packages & Inclusions Page 205

206 Overview of Packages in the PMS The following article reviews the 3 types of Packages that can be created in the PMS, and what situations each is best used for. IMPORTANT NOTE: Packages are NOT compatible with 3rd party booking channels, such as OTA QuickConnects, Channel Managers and GDS services. They can only be sold through direct bookings with the hotel, or via our proprietary online booking engine, eres Mobile. Package Packages This type of package is fixed for a set number of nights (1 night, 2 nights or 3 nights, etc ) The package appears as a rate when booking, and must be attached to a Client Type On the Guest's folio, the package posts the entire cost of package all on the first night, all as one line item. On the back-end, the Room & Tax will post nightly, however on the folio it will appear as if all charges posted on the first night. Can be booked online (via eres Mobile only) This type of package is best for packages intended to be for a fixed number of nights only (for example: a 2 Night Romance Package, and in order to book this package a guest has to stay 2 nights) Inclusion Packages This type of package is a daily package. All components repeatedly post each day, therefore the rate is consistent. There is no limit to how many nights a guest can book this package. The packages consists of the same components each day Posts room & tax one night at a time Can be booked online (via eres Mobile only) This type of package is good for packages like a Breakfast Package, where Room & Tax plus a fixed price Breakfast is included each day of the stay, whether it be for 1 night, or 1 week. Dynamic Packages Called Packages on the Fly because they allow the components of the package to fluctuate based on the guests demand Package is manually built ad-hoc using Guest Services Can post room & tax both one night at a time, or all on first night (allows choice of either "Inclusion" or "Package" style posting) Cannot be booked online - must be booked directly with the hotel as a reservations agent will need to manually build the package at the time of reservation This type of package is useful in offering more control over packages. For example, if one package offering is a Ski & Stay Package with breakfast, but a guest calls and says they would rather not have breakfast included, this type of package allows the breakfast component to be omitted, charging just for skiing and the room Page 206

207 "Package" Packages The following article reviews how to create a fixed night "Package" Package. Step 1: Rate Plans for Packages The first step to setting up a package is to determine what Rate Plan will be used. It is possible to use an existing Rate Plan, however as a "Best Practice", it is recommended that a new, unique rate plan be created for each specific package. Creating a new rate plan offers better control over the package, as restrictions like Length of Stay, Close, and Close To Arrival can be managed on the rate, thus allowing the booking of the package to be controlled via those restrictions. If an existing Rate Plan is used, the package will be subject to the rules and restrictions of that rate plan. For example, if that rate plan needs to be closed out for any reason, it would affect the package and close it out as well. As this may not always be the desired result, it is recommended that pre-existing Rate Plans are not used in conjunction with packages. Page 207

208 The example below shows a typical Package Base Rate. This base rate has been constructed specifically for a Scooter Package, and is named as such. The suffix "Base Rate" is added to the name to indicate it is the rate portion of the package only, and so the rate itself is not confused with the actual Scooter Package later on in the configuration. The Rate will need to be created for all the room types the Package is being made available to. Do not attach this package base rate to any Client Types, as the rate itself should never be bookable alone, outside of the package. Step 2: Transaction Codes The 2nd step in creating a package has to do with setting up the proper Transaction Codes ( > Transaction Codes). In the transaction codes module, it is possible to Page 208

209 define how often a transaction code will need to post in the system. Since the system will automatically post the room rate, it is advised to double check that all applicable transaction codes have been set up correctly for the package. The transaction code used in the example below is breakfast. The repeatable is set to Yes. This means that if a guest stays in the hotel multiple nights and this code is used in the package, this code will be charged repeatedly. The breakfast will be repeated on a daily basis, and will be charged per person. If a package is set up for a total of 3 nights, and the transaction code is set to not repeat, the system will only charge the breakfast to the room on the first night and not on the rest of the stay. After Rate Plans and Transaction Codes have been setup proceed to > Packages & Inclusions to create your package. Creating a "Package" Package To create a Package package, click on the Packages button at the top of the screen. Click on the Add button to begin. On the General tab, fill in the following information: Package# - will automatically populate once the package has been created Short Name input an abbreviated form of the package name (max 20 characters) Page 209

210 Name input the full name of the package. This is the name that will appear in the PMS & eres Nights - input the number of nights that must be stayed in order to book this package Free - indicates if there are any free nights included with this package Date From the date this package begins Date To the date this package can be booked up until Active check this box to activate the package Internet check this box if the package is to be made available via the eres Mobile Booking Engine Scope A private package must be attached to a specific Client Type in order to be made available. A public package will be available on every Client Type. To ensure better control over where and how a package is booked, mark it as Private and then attached to the appropriate Client Type(s) Description - input a description of the package being offered. This description will appear on the eres Booking Engine if this package is available to be booked online Auto the auto button will input basic information about the package into the description box which you can then alter to better describe your package Once all these areas have been filled out, hit the OK button to save. Page 210

211 Room Type & Rates tab In the Room types & Rates tab, select the Room Types and Rate Plan to be included in this package. Select the correct room type in the column on the right side, and use the Include button to move it to the left column. If the wrong room type is selected by mistake, use the Revoke button to remove it. To select the rate, use the drop down menu in the rate column to select the correct rate plan for this package Once the correct room types and rate plans have been selected, click Post to save the changes. Package Transaction Tab In the Package Transaction tab, select which transaction codes (components) are included in the package. Select the transaction code in the right column, and click the Include button to move it to the left column. If a transaction code was added by mistake, use the Revoke button to remove it. NOTE: A Room Charge code must ALWAYS be included in a package. Page 211

212 Once all applicable transaction codes have been added to the column on the left, enter the amounts to be charged for each transaction code. Do not add an Amount for the Room Charge, as the system will automatically post this from the rate code. Finally, enter a TCode and TName for the package. The TCode must be unique and cannot be the same as any other TCode in the PMS. For simplicity, it is recommended that the Short Name and Name from the General tab also be used as the TCode and TName for the package Click Post to save changes. Attach Package to Client Types Once the package has been created, it must be attached to the appropriate Client Type(s) to be made bookable ( > Client Types). Choose the correct Client Type from the list, and proceed to the Rates tab Select the desired Room Type from the drop down menu Locate the package in the list under Available Rates, and click the green arrow to move it to the Attached Rates column (NOTE: In the below example, both Romance Package and Romance Package Base Rate are listed. Because the base rate was labeled as such when the Rate Plan was created, there is now no confusion over which one is the package, and which is the Rate only) When done, click Post to save Page 212

213 Repeat these steps for each Room Type that the package is being sold on for this Client Type Page 213

214 Repeat the above steps for each Client Type the package is being sold on. If this package is to be sold on eres Mobile Booking Engine, remember to attach it to the WEB Online Booking Client Type as well. Page 214

215 Test the Package Booking Once all above steps are done, test the package by trying to book it in the PMS. Select the appropriate Client Type and Dates; the package should appear along with the other rates. Page 215

216 Package Posting When a "Package" Package is checked in, the entire contents of the package will post on the first night of the stay. In this example, two night's of Room & Tax, plus the champagne and the strawberries all posted on the first night, and are displayed simply as Romance Package on the folio. This is what the guest will see on their folio when printed. When printing folios, there is an option to Show Package Components, which allows the folio to show the package broken out as it posted in the back end. Page 216

217 Below we can see that the 1st night's Room & Tax, champagne and strawberries posted on the first night of the stay, while the 2nd night's Room & Tax actually posted on the second night. This is done so that packages do not reduce the Average Daily Rate (ADR) in the PMS. Page 217

218 "Inclusion" Packages The following article explains how to set up an "Inclusion" Package, where the components of the package remain the same each day, and post nightly. There is no inherent limit to the length of time a guest can stay on an "Inclusion" Package, unless controlled by restrictions on the Rate Plan. Step 1: Rate Plans for Packages The first step to setting up a package is to determine what Rate Plan will be used. It is possible to use an existing Rate Plan, however as a "Best Practice", it is recommended that a new, unique rate plan be created for each specific package. Creating a new rate plan offers better control over the package, as restrictions like Length of Stay, Close, and Close To Arrival can be managed on the rate, thus allowing the booking of the package to be controlled via those restrictions. If an existing Rate Plan is used, the package will be subject to the rules and restrictions of that rate plan. For example, if that rate plan needs to be closed out for any reason, it would affect the package and close it out as well. As this may not always be the desired result, it is recommended that pre-existing Rate Plans are not used in conjunction with packages. Page 218

219 The example below shows a typical Package Base Rate. This base rate has been constructed specifically for a Scooter Package, and is named as such. The suffix "Base Rate" is added to the name to indicate it is the rate portion of the package only, and so the rate itself is not confused with the actual Scooter Package later on in the configuration. The Rate will need to be created for all the room types the Package is being made available to. Do not attach this package base rate to any Client Types, as the rate itself should never be bookable alone, outside of the package. Step 2: Transaction Codes The 2nd step in creating a package has to do with setting up the proper Transaction Codes ( > Transaction Codes). In the transaction codes module, it is possible to Page 219

220 define how often a transaction code will need to post in the system. Since the system will automatically post the room rate, it is advised to double check that all applicable transaction codes have been set up correctly for the package. The transaction code used in the example below is breakfast. The repeatable is set to Yes. This means that if a guest stays in the hotel multiple nights and this code is used in the package, this code will be charged repeatedly. The breakfast will be repeated on a daily basis, and will be charged per person. If a package is set up for a total of 3 nights, and the transaction code is set to not repeat, the system will only charge the breakfast to the room on the first night and not on the rest of the stay. NOTE: For Inclusion based packages, only Repeatable/Daily Transaction Codes can be used, as it must consist of the same components each day of the guest s stay. After Rate Plans and Transaction Codes have been setup proceed to > Packages & Inclusions to create your package. Creating an "Inclusion" Package To create an Inclusions package, click on the Inclusions button at the top of the screen. Click on the Add button to begin. On the General tab, fill in the following information: Page 220

221 Package# - will automatically populate once the package has been created Short Name input an abbreviated form of the package name (max 20 characters) Name input the full name of the package. This is the name that will appear in the PMS & eres Nights - input the number of nights that must be stayed in order to book this package Free - indicates if there are any free nights included with this package Date From the date this package begins Date To the date this package can be booked up until Active check this box to activate the package Internet check this box if the package is to be made available via the eres Mobile Booking Engine Scope A private package must be attached to a specific Client Type in order to be made available. A public package will be available on every Client Type. To ensure better control over where and how a package is booked, mark it as Private and then attached to the appropriate Client Type(s) Description - input a description of the package being offered. This description will appear on the eres Booking Engine if this package is available to be booked online Auto the auto button will input basic information about the package into the description box which you can then alter to better describe your package Once all these areas have been filled out, hit the OK button to save. Page 221

222 Room Types & Rates tab In the Room types & Rates tab, select the Room Types and Rate Plan to be included in this package. Select the correct room type in the column on the right side, and use the Include button to move it to the left column. If the wrong room type is selected by mistake, use the Revoke button to remove it. To select the rate, use the drop down menu in the rate column to select the correct rate plan for this package Once the correct room types and rate plans have been selected, click Post to save the changes. Package Transaction tab In the Package Transaction tab, select which transaction codes (components) are included in the package. Select the transaction code in the right column, and click the Include button to move it to the left column. If a transaction code was added by mistake, use the Revoke button to remove it. NOTE: A Room Charge code must ALWAYS be included in a package. Page 222

223 Once all applicable transaction codes have been added to the column on the left, enter the amounts to be charged for each transaction code. Do not add an Amount for the Room Charge, as the system will automatically post this from the rate code. Finally, enter a TCode and TName for the package. The TCode must be unique and cannot be the same as any other TCode in the PMS. For simplicity, it is recommended that the Short Name and Name from the General tab also be used as the TCode and TName for the package TIP: When entering the Amount to be charged for a transaction code, consider how it was set up to repeat. In the example below, the BREAKY code was set up to repeat daily, per person. This means that if one person stays in the room, the charge is $30/day, and $60/day for 2 people. Sometimes a code may be set to repeat daily, per room, in which case the code would only charge $30/day, regardless of how many people stayed in the room. Ensure the code is properly set up to charge the correct amount. Click Post to save changes. NOTE: When building an "Inclusion" package, only Repeatable Transaction Codes are displayed in the right side column, as only Repeatable Transaction Codes may be used in an "Inclusion" style package. If the desired code does not show up in the list, proceed to > Transaction Codes, and confirm the code was properly set up as "repeatable". Page 223

224 Attach Package to Client Types Once the package has been created, it must be attached to the appropriate Client Type(s) to be made bookable ( > Client Types). Choose the correct Client Type from the list, and proceed to the Rates tab Select the desired Room Type from the drop down menu Locate the package in the list under Available Rates, and click the green arrow to move it to the Attached Rates column (NOTE: In the below example, both Breakfast Package and Breakfast Package Base Rate are listed. Because the base rate was labeled as such when the Rate Plan was created, there is now no confusion over which one is the package, and which is the Rate only) When done, click Post to save Repeat these steps for each Room Type that the package is being sold on for this Client Type Page 224

225 Repeat the above steps for each Client Type the package is being sold on. If this package is to be sold on eres Mobile Booking Engine, remember to attach it to the WEB Online Booking Client Type as well. Page 225

226 Test the Package Booking Once all above steps are done, test the package by trying to book it in the PMS. Select the appropriate Client Type and Dates; the package should appear along with the other rates. Page 226

227 Package Posting When an "Inclusion" Package is checked in, the same amount will post each day of the stay, unless there is a fluctuation in the Rate Plan itself. In the example below, the rate stays the same for the first two nights, but goes up slightly over the weekend. This fluctuation is due to the rate plan, and not the package components (breakfast) which remains the same each day of the stay. When printing folios, there is an option to Show Package Components, which allows the folio to show the package broken out as it posted in the back end. Page 227

228 Though the package posting appears as a single line item on the Guest's folio, when Show Package Components is selected on the folio print screen, we can see the charges broken out. Page 228

229 "Dynamic" Packages - Method 1 The following article reviews how to create "Dynamic" Packages. "Dynamic" Packages offer more flexibility, but put more onus on the Reservations and Front Desk Clerks as the package must be manually constructed each time a reservation is made. These packages do not have to be booked for a set amount of days (as in "Package" Packages) and the services attached do not have to be applied for every day of the stay (as in "Inclusion" Packages). The Two Types of Dynamic Packages The first method allows a selection of specific Guest Services that will always be attached to the package, and allows configuration of how often a guest is charged for a specific Guest Service. For Example, an offer can be made for a Bed & Breakfast Dynamic Package for guests that wish to be on a Bed & Breakfast package for the first two days of their stay, but do not wish to have breakfast included on the last two days of their stay. The second method of Dynamic Packages (also known as Packages on the Fly) allows a variety of different components to be added as part of a package. For Example, a property may offer a Ski & Stay Package that has various different rates for skiing depending on how many nights the guests wish to ski. Instead of creating a variety of Ski Packages, create Guest Services for each of the different ski options (ie: 2 day midweek, 2 day weekend, 3 day midweek, etc ), then attach the guest service that is needed at the time of booking. So, one guest may book a 2 night ski package (ski tickets are $50 each when staying for 2 nights) with breakfast, and another may book a 3 night ski package (ski tickets are $40 each when staying for 3 nights) but without breakfast. Before beginning the process of creating Dynamic Packages, ensure the required Guest Services are created. If unsure how to create Guest Services please review the article How to create a Guest Service in the manual. NOTE: When creating a Dynamic Package there is no room for error. Once a Dynamic Package is created it cannot be deleted or altered within the PMS. Page 229

230 Method One - Dynamic Package When building a Dynamic Package, it is done by making a "test" reservation for 1 night only. This reservation is only to be used for the initial setup of the package, and can be cancelled after the package has been completed, and the rates have been confirmed as correct on the confirmation form. Dynamic Packages are created by making a new Reservation. Click on New Res. Page 230

231 Make a New Reservation Make the reservation for 1 night only, on the Client Type that the package is to be booked on. Client Types with Independent functions work best for this, so Leisure is the one being used in this example. Choose the desired Rate Plan for the base of the package. It is possible to use one rate plan for all packages, or a specific Rate Plan can be created for each package. Page 231

232 Use a Test Profile Proceed to the Guest Info tab and use a Test profile for this reservation. Page 232

233 Add Guest Services Proceed to the Guest Services tab. This is where the components of the package will be added to create the final product. Using the Style drop down menu, select either Inclusion or Package. It does not matter at this point in time which one is selected, as it will not affect future bookings on the package. Style simply refers to the posting style to be used on the package when it is checked in. Will the package post as an "Inclusion" style where charges are repeated nightly, or will it post as a "Package" style, with all charges appearing on the first night on the Guest's folio? At this time, selecting one style or the other is simply indicating to the PMS that a package is being booked, and that any selected Guest Services should be posted along with the rate, as a single package line item. Page 233

234 The next step is to enter a TCode and Description for the package. As with regular "Inclusion" and "Package" packages, this TCode must be unique in the PMS. Select the Guest Service(s) from the list on the right, and move them to the list on the left using the black arrow Page 234

235 Once the desired Guest Services have been added, place a check in the box to the left. Click OK to complete the booking NOTE: Once this package is created it cannot be altered or deleted. Ensure proper spelling & components before hitting OK. Restart the PMS Before doing anything else, close out of the PMS completely, and log in again. This will upload the package to the server so that it can be booked in the future. Page 235

236 Check the Confirmation Locate the reservation and print the confirmation page. Check to ensure the reservation is booked on the package, and that the rate is correct. Page 236

237 Booking a Dynamic Package To book a reservation on the Dynamic Package, follow normal booking procedures, however, this time on the Services tab, select either Package or Inclusion as the Style, and use the pull down menu to find the TCode for the package. The Guest Services that were attached when the package was built should now be automatically selected in the Guest Services list. Page 237

238 Use the black arrow to add them to the booking. Notice that the check marks are already in place. Page 238

239 As with any Guest Services on a reservation, there is the ability to customize when, and how often they post. In the example below, only one guest will golf, and only on the 1st and second day, but both guests will have breakfast each day. Now this package has been customized for this reservation, based on what the guests would like to do. Click OK to complete the booking. A few things to note about Dynamic Packages When setting up guest services make sure to pay attention to how the guest services charge. Will the charge be per person or per room, will the charge be daily or per stay. All these factors will have an effect on how the Guest Services charge in the package. The difference between the Style of a package. A package style will show the cost of the package as one lump sum charge on the first night of the Guest Folio while an inclusion style will show the cost of the package broken down night by night on the guest folio. Page 239

240 "Dynamic" Packages - Method 2: Packages-on-the-Fly The following article reviews how to set up another type of Dynamic package, referred to as a "Package-on-the-Fly". This type of package allows different components to be selected at the time of booking, depending on what the guest is requesting. Think of it as making a reservation with a group of hand picked Guest Services that can then be billed as a "bespoke" package. Method 2: Packages-on-the-Fly When building a Dynamic Package, it is done by making a "test" reservation for 1 night only. This reservation is only to be used for the initial setup of the package, and can be cancelled after the package has been completed, and the rates have been confirmed as correct on the confirmation form. Dynamic Packages are created by making a new Reservation. Click on New Res. Page 240

241 Make a New Reservation Make the reservation for 1 night only, on the Client Type that the package is to be booked on. Client Types with Independent functions work best for this, so Leisure is the one being used in this example. Choose the desired Rate Plan for the base of the package. It is possible to use one rate plan for all packages, or a specific Rate Plan can be created for each package. Page 241

242 Use a Test Profile Proceed to the Guest Info tab and use a Test profile for this reservation. Page 242

243 Adding Guest Services In Method 1, we chose the Style first, added the TCode and Description, then added the Guest Services. With Packages-on-the-Fly, the Guest Services are added first, then the Style of package is selected. As in Method 1, select the Guest Services from the list on the right, and move them on to the reservation using the black arrow. Page 243

244 Select Package Posting Style Once the Guest Services are attached to the Reservation, select the Style from the drop down menu, and assign the package a TCode and Description. In this example, we are building the Activity Package. In the future, when making reservations, the contents of this package can vary to include all, or only some of the Services listed. Alternately, other Guest Services not listed below can also be added, creating an entirely unique package for a specific guest. Page 244

245 Once the desired Guest Services have been added, place a check in the box to the left. Click OK to complete the booking NOTE: Once this package is created it cannot be altered or deleted. Ensure proper spelling & components before hitting OK. Restart the PMS Before doing anything else, close out of the PMS completely, and log in again. This will upload the package to the server so that it can be booked in the future. Page 245

246 Check the Confirmation Locate the reservation and print the confirmation page. Check to ensure the reservation is booked on the package, and that the rate is correct. Page 246

247 Booking a Package-on-the-Fly To book a Package-on-the-Fly reservation, follow normal booking procedures, however, this time on the Services tab: 1. Add the requested Guest Services FIRST 2. Select the Style from the drop down menu 3. Select the TCode from the list In the below example, some of the original Guest Services have been swapped out for others. Instead of renting Scooters, the guest decided to Golf. They chose to Golf on the first day, take Horseback Rides on the second day, and rent Kayaks on the third day. This package has been completely customized to suit what activities the guest wanted to take advantage of during their stay, and each one has been adjusted to bill only on the days they want to take part in that activity. Additionally, there is a Resort Fee attached to the reservation, set to bill once per day. Page 247

248 Remember to place the check marks in the box next to each Guest Service to ensure it attaches to the reservation properly Click OK to complete the reservation A few things to note about Dynamic Packages When setting up guest services make sure to pay attention to how the guest services charge. Will the charge be per person or per room, will the charge be daily or per stay. All these factors will have an effect on how the Guest Services charge in the package. The difference between the Style of a package. A package style will show the cost of the package as one lump sum charge on the first night of the Guest Folio while an inclusion style will show the cost of the package broken down night by night on the guest folio. Page 248

249 Inclusion Style Package In the below example, the "Inclusion" style of package was chosen. Note that the charges are the same for each of the 3 nights the guest booked. (This can change if the rate fluctuates, or if the number of guests taking advantage of various services goes up or down on different days.) Page 249

250 Package Style Package In the below example, the "Package" style of package was chosen. Note that all charges for the whole stay fell on the first night, even though the guest was booked for 3 nights. Page 250

251 Package Reports The following is a report that is related to the Packages & Inclusions Module. Package Sales Activity by Name > Packages & Inclusions > Reports > Package Sales Activity by Name This report provides an overview of how many of each of the active packages have been sold over a selected date range. The report provides a breakdown of the revenue produced by each package, and the total revenue being produced by packages. Page 251

252 Package Permissions Access to the Packages & Inclusions module of the PMS can be controlled both at the Property level, and Owner level. Packages & Inclusions Property Permission To turn the Packages & Inclusions module on or off for everyone in the PMS, proceed to System Configuration > Property > Permissions tab. To enable Packages & Inclusions for the property, ensure the permission 895, Packages & Inclusions is added to the Selected list on the left side. To disable it, move it to the Available list on the right. Click Post to save changes. Packages & Inclusions Owner Permission Proceed to > Clerks > Permissions tab. Page 252

253 Access to the Packages & Inclusions module can be restricted with the permission 895, Packages & Inclusions, for the Owner (Administrator) role only. It is not available to anyone in the Clerk or Accountant roles. When the permission is Given, the user will have access to the Packages & Inclusions module. When it is Taken, the user will not have access. Page 253

254 Guest Services Page 254

255 How to create a Guest Service The following article explains what Guest Services are, and how to create them in the PMS. What are Guest Services? Guest Services are add-ons that can be attached to a reservation at the time of booking. Guest Services can be used in two ways: To identify specific guest requests in which there is no additional charge required (ie: away from elevator request, near elevator request, high floor request, etc ). These Guest Services have no cost associated with them; they are simply used to indicate guest preferences. As a method of charging guests for a specific guest service (ie: cot, bike rental, ski tickets, etc ). These Guest Services have a cost associated with them and can be charged per stay or daily, per room or per person, and for adult, children or both. This type of Guest Service is often used when creating a Dynamic Package. Page 255

256 Guest Services Module Overview Go to > Guest Services. The Guest Services area has 3 tabs: 1. Services - The main tab where the Guest Service is created. Page 256

257 Vendors 2. Vendors - This tab is used to track vendors that the property may use to supply some of the Guest Services offered. For example, if the property uses Island Scooters as a 3rd Party rental agency to offer scooter rentals to guests, a Vendor account would be created, and the scooter rental Guest Service would be attached to it so that any scooter rentals can be tracked by vendor. This is done using the Guest Services By Vendor report. To add a vendor go to the Vendor tab and select Add Input all the vendor information and then select Post If a Vendor is no longer being used, they can be deactivated by selecting their account in the list, clicking Edit, and un-checking the box next to Active. Page 257

258 Service Groupings 3. Service Groupings - This area allows Guest Service Groupings to be created. Guest Services can be added to a grouping, and the grouping can be used as a filter to help find specific Guest Services from the list quickly. This is especially helpful when there are a large variety of Guest Services available in the PMS. To add a Service Grouping select Add Input the name for the Service Grouping and select Post NOTE: It is advisable as a Best Practice to create all Vendors and Service Groupings prior to creating the Guest Services. Creating A Guest Service with No Charge Under the Services tab, click Add and fill in the following information: Code codes can be up to 20 characters in length. This code will appear on all of the guest service related reports Name a short name for the guest service that can be up to 30 characters in length, this name will appear under the Services tab in the Reservation window Description a description of the Guest Service Repeatable Depending on the intended purpose of a guest service, the components can be made repeatable. The Transaction can repeat charge based on Stay, Daily, Weekly or Monthly, and can be applied to a Room, or a Person. If applied to a Person, it can be Page 258

259 applied to either Adults, Children or Any (ie: both adults & children). In the Away from Elevator guest service example below, this service does not need to be repeatable as it is a Guest Preference which will be addressed prior to the guests arrival. Transaction Based there is no charge affiliated with this guest service and therefore this section does not need to be filled out. Vendor there is no vendor affiliated with this guest service and therefore will leave the vendor blank Grouping this guest service is being grouped as a Guest Preference. Therefore, when creating a guest reservation, the grouping Guest Preferences would be selected to filter to this guest service, and any other related guest services. When done, click Post to save. Page 259

260 Adding Guest Services to a Reservation When creating or modifying a Reservation, under the Services tab, use the Grouping drop down menu to select the desired Service Grouping. Page 260

261 With the Guest Services grouping selected, the list filters down to services in that grouping only. Use the arrow to move the desired service from the list on right, over to the reservation. Page 261

262 Because this guest service is just a preference and has no fee attached to it, the Price will show $0.00. Under the Dates for the stay, there is a 1 under the first night (March 18), as the service is not repeatable, and only occurs once, as it is not based on the number of people in the room. Guest Services Report Reviewing the Guest Services report, the service will show up as below. Page 262

263 Creating a Guest Service with a Charge For any Guest Services with charges associated with them, a corresponding Transaction Code must be set up first. For more information on creating Transaction Codes, please consult the article How to set up a Transaction Code in the manual. When setting up a Transaction based guest service, both the Transaction Code, and the Guest Service must follow the same repeating rules regarding how it posts. In the example below, the Valet Parking Transaction Code is set to repeat Daily, per Room. Go to > Guest Services. Under the Services tab, click Add and fill in the following information: Code codes can be up to 20 characters in length. This code will appear on all of the guest service related reports Name a short name for the guest service that can be up to 30 characters in length, this name will appear under the Services tab in the Reservation window Description a description of the Guest Service Repeatable Depending on the intended purpose of a guest service, the components can be made repeatable. The Transaction can repeat charge based on Stay, Daily, Weekly or Monthly, and can be applied to a Room, or a Person. If applied to a Person, it can be applied to either Adults, Children or Any (ie: both adults & children). In the Valet Parking example below, the guest service is set to repeat daily, per room. This is the same rule that was set on the original transaction code in the Transaction Code module. Page 263

264 Transaction Based Place a check in the box next to Transaction Based to indicate that there will be charge for this guest service Using the drop down menu, select the associated transaction code that will be used to post charges for this guest service Insert the rate to post for this guest service Vendor If there is a 3rd Party vendor that supplies this guest service, select them from the drop down list Grouping this guest service is being grouped as a Guest Service. Therefore, when creating a guest reservation, the grouping Guest Services would be selected to filter to this guest service, and any other related guest services When done, click Post to save. Page 264

265 Adding Guest Services to a Reservation When creating or modifying a Reservation, under the Services tab, use the Grouping drop down menu to select the desired Service Grouping. Page 265

266 With the Guest Services grouping selected, the list filters down to services in that grouping only. Use the arrow to move the desired service from the list on right, over to the reservation. Page 266

267 Because this guest service is transaction based, when added to the reservation, the charge will show up under the Price column. In this case, the charge is $42.00 per night. Under the Dates of the stay, (Mar 18-20) there is a 1, indicating that this charge will post once per day, each day of the stay. The associated charges for the guest service will show at the bottom of the screen, with totals including any taxes that may apply. Page 267

268 Editing the Posting NOTE: It is possible to edit the Price, and the frequency of when the service posts each day by simply typing over the fields. For example, the price could be re-entered as $30, and if the guest only has the car for the first two nights, under Mar 20, delete the 1 to prevent the service from posting on that night. The price will update at the bottom to reflect the changes made. Page 268

269 Guest Services Report Reviewing the Guest Services report, the service will show up as below. The Seasons tab The Seasons tab is used to control price fluctuations of a Guest Service by date range. In the below example, the Valet Parking guest service is set to post at $42.00 per night. To change the price of the service, click Insert. Changing Prices Fill in the following information: Page 269

270 Date From - Will default to the current date, but can be set to start on any date past the current date Date To - Will default to the current date. If the price of the service goes up or down based on seasons, and end date can be entered. If the price is just going up, and there is no projected end date when it will change again, this field can be left blank, making the change effective indefinitely Price - Enter the new price of the service Not Available (optional) - If the Guest Service is truly seasonal, such as Lift Tickets or Kayak Rentals, it can be made unavailable for a period of time, so that it cannot be used during the off-season. This will remove the Guest Service from the Services tab of the Reservation window during the selected dates. It will also remove it from the eres Mobile Booking Engine, if it was made available for booking online. When done, click Post to save the changes. Page 270

271 Creating Seasons To create seasonal pricing, follow the same steps as above, but use the Date From and Date To to define when the pricing changes. Page 271

272 Attaching a Guest Service to a Client Type Guest Services can be attached to Client Types, so whenever a reservation is made for a certain Client Type, the Guest Service will automatically be added to the reservation. The following article explains how to attach a Guest Service to a Client Type. This feature allows a Guest services to be attached to a Client Type, so that certain charges are posted automatically on a certain client type, without having to manually post the same charge on every reservation. NOTE: This feature will not work on the "Web/Online Booking" Client Type for the eres Mobile Booking Engine. In the following example, a Resort Fee will be added to the Leisure Client Type. Go to > Client Types Select the Client Type from the list (ensure black arrow is pointing toward it) Proceed to the Services tab Page 272

273 Select the Guest Service from the list of Available Services on the right Click the arrow button to move it to the list of Attached Services on the left Click Post to save Page 273

274 Viewing the Service on a Reservation Now that the Resort Fee Guest Service has been attached to the Leisure Client Type, when a reservation is made using that Client Type, the Resort Fee will automatically append itself. To see this, proceed to the Services tab of a new reservation. Page 274

275 Attaching a Guest Service to a Transaction Code Guest Services can be selected and added to reservations manually, or they can be attached to transaction codes (such as a Room Charge) so that they post automatically each time the transaction code is posted. The following article explains how to attach a Guest Service to a Transaction Code. To attach a Guest Service to a transaction code, open the Transaction Codes module under > Transaction Codes. Proceed to the Services tab, and click Add. In the following example, a Resort Fee Guest Service will be attached to the Room Charge transaction code, so that the Resort Fee will post daily, along with the Room Charge. Filling the following: Segment - Used to define when the Guest Service posts for the first time. In this example, the Resort Fee is a Daily Service, therefore the Segment#1 represents "Day 1". If it were a Weekly Service, Segment#1 would represent "Week 1", and in the case of Monthly Services, it would represent "Month 1" Service Groupings - This can be used to filter the Guest Services list to those applicable to the selected Service Grouping Page 275

276 Guest Service - Choose the desired Guest Service to attach. If using the Service Groupings option above, the list here would be filtered to only services within that grouping Once done, click OK. Page 276

277 Creating a New Reservation Once a Guest Service has been attached to a Transaction Code such as Room Charge, whenever Room Charge is being used on a reservation, the Guest Service will automatically append itself to the reservation. In the below example it is being attached to a 3 night reservation. Page 277

278 The Guest Service will post each time the RCH Room Charge Transaction Code posts, throughout the Guest's stay. Page 278

279 Attaching a Guest Service to a Rate Plan for eres Mobile Online Booking Engine The following article reviews how to attach Guest Service(s) to an eres Rate Plan, so when the Rate Plan is booked on eres Mobile Online Booking Engine, the Guest Service(s) will be available for the booker to add on to their reservation. Proceed to > Rates. Page 279

280 Select the desired Room Type from the drop down menu, and select the desired Rate Plan in the list below. When choosing the Rate Plan, be sure to choose the Hotel Website version, as this is the one that will be bookable online via the eres Mobile Booking Engine. Page 280

281 Proceed to the Online Booking Guest Services tab. All Guest Services that have been set up for the property will be displayed here. Page 281

282 Check the boxes next to the Guest Services to be offered online with the selected Rate Plan. Use the Select All button to add all services, or check off only the ones that apply. Once done, click Update to save the selection. The selected Guest Services have now been added to the CVK Room Type on the Best Available Rate / Hotel Website Rate Plan. Repeat the above steps for each Room Type on the Rate Plan that these Guest Services need to be applied to online. Page 282

283 Booking Guest Services Online When booking on eres Mobile Booking Engine, if the Best Available Rate is selected using the Book Now button: Page 283

284 A box with Add-ons will appear, allowing the booker to choose from a list of available guest services they can add to their reservation. Some may have associated charges, whereas others may simply be guest preference requests. The guest can place a check next the service they wish to add, and click Add Add-on(s) to Booking to proceed. If they choose to not add any Guest Services, they can simply click Continue with Booking to proceed without adding and services. Page 284

285 Copying a Guest Service within a Chain (Chained properties only) When multiple properties are connected together as a chain, it is possible to copy existing Guest Services from one property to another. The function of copying across the chain is helpful in improving consistency and standards across the chain. If each property within the chain is using similar functionality, then the reports that are run at the head office will have the same meaning for property comparisons. Copy Service TIP: Before copying Transaction Based Guest Services, be sure the corresponding Transaction Code is properly set up in the property being copied to. Additionally, ensure that code has been mapped to the correct GL Account. This ensures a more seamless copy of the Guest Service and it's functionality. Go to > Guest Services, and Right Click on the service to be copied Page 285

286 Choose Property to Past Service A box will open up with a drop-down list of all properties in the chain. Choose the desired property the service is to be copied to, and click OK. The Guest Service will now appear in the other property, as a separate instance. Changes made to the Guest Service in one property will not affect the other. Page 286

287 Guest Service Related Reports The following article reviews the various reports associated with Guest Services. Guest Services Daily Reports > Guest Services > Guest Services Daily This report prints off a list of reservations that have Guest Services attached Guest Services can be printed based on All Services, a specific Service Grouping, or a specific Service Page 287

288 This report will print based on what is input into the Services tab on a guest reservation. If a service is repeatable by STAY (ie: the Pet Fee service below is repeatable by stay) then the guest service will appear on the Guest Service report on the day of arrival only. If a service is repeatable DAILY (ie: the Resort Fee service below is repeatable daily) then the guest service will appear on the Guest Service report for all days that the guest is in house. In the example report below, the date range is for 3 nights (Mar 23-26). All Guest Services posted on the first night, however as only the Resort Fee was repeatable daily, it is the only Service that continues to post for the remaining two nights as well. Guest Services by Vendor Reports > Guest Services > Guest Services by Vendor Page 288

289 When creating a Guest Service there is an option to assign a Vendor. This report prints off a list of Guest Services, based on their Vendor, that have been assigned to reservations for a specified duration of time. Page 289

290 Guest Service Permissions Access to the Guest Services module of the PMS can be controlled both at the Property level, and Owner level. Guest Services Property Permission To turn the Guest Services module on or off for everyone in the PMS, proceed to System Configuration > Property > Permissions tab. To enable Guest Services for the property, ensure the permission 605, Guest Services is added to the Selected list on the left side. To disable it, move it to the Available list on the right. Click Post to save changes. Guest Services User Permission Proceed to > Clerks > Permissions tab. Page 290

291 Access to the Guest Services module can be restricted with the permission 605, Guest Services, for the Owner (Administrator) role only. It is not available to anyone in the Clerk or Accountant roles. When the permission is Given, the user will have access to the Guest Services module. When it is Taken, the user will not have access. Page 291

292 ing from the PMS Page 292

293 How to Setup your PMS to Send Confirmations In this article we will show you how how to Setup your PMS to send confirmations. Configuring the settings in the PMS Using settings provided to you by your Service Provider, the PMS has the ability to Reservation Confirmations, Guest Folios and City Ledger Invoices. Prior to opening the PMS, contact your Service Provider and ask them for the following information: Host System Name also known as SMTP (ie: smtp.gmail.com) User Account this is the account that you will be using to send confirmations (ie: Secure Password Authentication required if your service provider needs a password for outgoing mail. This may be the same password used to login to the above User Account or it may be a completely different password. SMTP Port # - the port number that is required to send outgoing mail If you use Outlook, you may be able to retrieve the required settings yourself. In most cases the required information could be retrieved from your Outlook Account Settings. Below is an example from Microsoft Outlook In Outlook Go to Tools Account Settings. Page 293

294 The Microsoft Exchange Server is what you would enter into your PMS as your Host System Name (SMTP) Once you have the above information, in the PMS, go to > Property > Registry tab (tab is located in middle section of the screen). NOTE: Page 294

295 Everything within this tab is tied to the Windows Registry of your computer; therefore, this tab must be set up on each individual computer. Should each staff member have their own Windows Login, each person will need to setup this Registry Tab on each computer that they use while logged in under their own Windows Login. Any files attached within this section must be saved some where on the computer so that the PMS can browse for the file to attach it. If the file gets deleted from the computer, it will then be deleted from the Registry area in the PMS. Fill in the following information: Host System Name (smtp.yourisp.com) enter information provided by your Service Provider User Account (property account) enter information provided by your Service Provider (usually the address you will use to send from) will be From this address this is what will appear in the From field when an confirmation is set out. You may choose to put your address or your property name. Secure Password Authentication if required, check this box and then enter information provided by your Service Provider is Available check this box to activate the RoomKey function. SMTP Port # enter information provided by your Service Provider. If this field is left blank, the default port will be 25. Type what format do you want your s to send in? HTML looks better, however, some accounts do not accept HTML format and in that case TEXT may be better. NOTE: You are also given the option between HTML & TEXT before sending the . Attach HTML Copy attaches a HTML copy of the confirmation to s that are sent TLS Required this box must be checked if you are using accounts like Hotmail, Yahoo, Google, any accounts that you are able to sign up to for free. Once all the information has been entered remember to click on Post Changes to the Registry to save the settings. Page 295

296 In order to test to see that your settings have been entered correctly, select a reservation and try to a confirmation. If you are unsure how to a confirmation, please consult the corresponding section of this document. If the sends successfully, then your settings have been entered correctly. If the does not send, please consult the corresponding section of this document for troubleshooting tips. Page 296

297 How to a Reservation Confirmation to a Guest To a Reservation Confirmation, ensure the reservation you have selected has an address on the Guest Profile. Select the Confirmation button located at the top of the screen (or select Reports > Confirmation) Page 297

298 Review the Reservation Confirmation to ensure the information is correct. Close out of the Reservation Confirmation window. When closing out of the Reservation Confirmation, the box will open with option to send. Select YES to a copy of the Reservation Confirmation to the guest. NOTE: The following options are available when sending an Confirmation: Type The Reservation Confirmation can be sent in either a Text, or HTML format. Extra Attachment An attachment can be added to the if needed. Attach HTML copy of confirmation? if Attach HTML Copy was selected when setting up the Registry Settings, then this box will be automatically checked. When checked, the PMS will send an HTML attachment of the confirmation along with the . Page 298

299 Once the has been sent, the following message will appear if the has been sent successfully. Select OK to continue. NOTE: To receive a copy of all confirmations that are sent via the PMS, simply check the Copy Confirmation to Hotel box, located under > Property > Preferences tab. Page 299

300 How to a Guest Folio to a Guest To a Guest Folio, ensure the reservation you have selected has an address on the Guest Profile, then click the Guest Folio button at the top of the screen (or select Reports > Guest Folio). Select the button to the guest a copy of their Guest Folio. NOTE: Before sending the Guest Folio you do have the following options: Select Folio - The drop down menu allows you to select a specific folio to print. If you leave it at 0-All Folios it will print the entire bill (excluding Folios 8 & 9) - If the guest has an address on their guest profile, it will populate in this area. You may then the folio by clicking the button. Type - You may select to a Text version or an HTML version of the Guest Folio (NOTE: HTML is preferred) Attach HTML copy of Guest Folio? - Some service providers will not display the Guest Folio information in the main so you have the option to also attach the Guest Folio to the as an HTML as a 2nd option for viewing the folio. This is recommended. Zero Balance (Express Check-Out) - This feature can be used by properties that wish to slip a copy of a guest s bill under their door the morning of departure. The Express Check- Out feature displays a fake payment on the Guest Folio using the Payment Method located on the Guest Profile. If the guest agrees with the bill, they can simply sign the bill Page 300

301 and leave it at the Front Desk as confirmation to place all their charges on the Credit Card on File. Display Package Components - If a guest stayed on a package, this option will display the components of the package as individual line items on the bill. As the purpose of a package is to post all items as a single unit, this option is recommended for a property's internal viewing only, and in most cases would not be disclosed to a guest. Once the has been sent, the following message will appear if the has been sent successfully. Select OK to continue. Page 301

302 The guest will now receive an ed copy of their Guest Folio and it will look similar to the Folio below. NOTE: Depending on the guest s service provider, the Guest Folio may not display properly. For this reason, an HTML copy should be attached to all Guest Folio s so that the guest has an option to open the attachment which will display the folio exactly as seen here. Page 302

303 Unable to Send Confirmations Troubleshooting Guide In this article we will show some common errors that are experienced when trying to send confirmations in your PMS The following are some errors messages that you may encounter when trying to send confirmations and the steps you must take to troubleshoot the issue. Common Issues Issue 1 - When I close out of the Reservation Confirmation, the " Confirmation" box does not appear. Is the Registry Tab in PMS1 is filled out properly with your settings (System Configuration > Property > Registry Tab)? If not, please consult PMS1 Smart Support in your PMS1 Help Menu for instructions on How to Setup PMS1 to Confirmations. Does the guest have an address on their Guest Profile? Issue 2 - Error Message: "There was an error connecting to the server. could not be sent. Authentication Required" An outgoing authentication password is required in order to send confirmation. Ensure under > Property > Registry Tab, that the "Secure Password Authentication" box is checked and an outgoing authentication password is entered into the box below. If you are unsure what password to use, please contact your Service Provider Issue 3 - Error Message: "There was an error connecting to the server. could not be sent. Username & Password not accepted" OR "Access denied" The User Account and/or Password entered into > Property > Registry Tab could be wrong. Reconfirm information with your Service Provider. Issue 4 - Error Message: "There was an error connecting to the server. could not be sent. Must issue STARTTLS command first" The "TLS Required" box must be checked under > Property > Registry Tab. Issue 5 - Error Message: "There was an error connecting to the server. could not be sent. Socket Error # Connection Timed Out." It is possible that the SMTP you are using or the Port # is incorrect. Contact your service provider to reconfirm your settings. If your settings are correct, try erasing all your settings from the registry tab and re-entering them. Something as simple as a blank space after the SMTP or one incorrect letter can prevent s from being sent. Page 303

304 Issue 6 - Error Message: "There was an error connecting to the server. could not be sent. Start SSL negotiation command failed." The "TLS Required" box is checked under > Property > Registry Tab but it should NOT be. Uncheck this box. Issue 7 - Error Message: "There was an error connecting to the server. could not be sent. Socket Error # Host not found." The SMTP entered under > Property > Registry tab is not a valid SMTP. Contact your Service Provider to reconfirm your SMTP. If SMTP is correct, try to erase the SMTP and re-enter as something as simple as a blank space after the SMTP or on incorrect letter can prevent s from being sent. Issue 8 - Error Message: "There was an error connecting to the server. could not be sent. Unable to connect to server." This error indicates a lack of communication with your server. Contact your Service Provider to help troubleshoot the issue. Issue 9 - I am not being copied on any confirmations that are being sent. Ensure that the "Copy Confirmation To Hotel" box is checked under System Configuration > Property > Preferences Check your Spam & Junk mail to ensure the confirmation is not being sent there by accident IMPORTANT: Below is a diagram to explain how the process works, all PMS1 is doing is using your account information to send out mail through your SMTP to your Internet Service Provider s (ISP) Mail Server or Microsoft Exchange Server. Page 304

305 Page 305

306 Setup Required Fields Page 306

307 How to Setup Required Fields The following article explains how to set "Required Fields" on a reservation. This enables the PMS to force the capture of additional profile information during the reservation process. When creating reservation for a guest, the default required fields in the PMS are First Name, Last Name, and Telephone. Other fields can be made mandatory by using the Setup Required Fields Module. Proceed to > Setup Required Fields NOTE: If the Setup Required Fields option does not appear, it will need to be enabled for the Property. For more information on this, please see the article Required Fields Permission in the manual. The Customize Guest Profile Fields box will appear. This box contains a list of all the fields in the PMS that can be made mandatory when creating a reservation. Page 307

308 To enable a Required Field, double-click the check-box under the Required column. When finished, click Ok. Page 308

309 Now, when making a reservation, the PMS will prompt the user when a required field has not been filled out. Page 309

310 How to Remove a Required Field Proceed to > Setup Required Fields NOTE: If the Setup Required Fields option does not appear, it will need to be enabled for the Property. For more information on this, please see the article Required Fields Permission in the manual. The Customize Guest Profile Fields box will appear. This box contains a list of all the fields in the PMS that can be made mandatory when creating a reservation. Fields with boxes that are checked are currently set as Required Fields when making a reservation. Page 310

311 To remove a Required Field, double click the check-box under the Required column to de-selct the desired fields. In the below example, Zip was de-selected, and will no longer be required to make a reservation. Click OK to save. Page 311

312 Required Fields Permission The Required Fields module can be turned on or off for the property under the Property Permissions tab in. If the Setup Required Fields module does not appear under the menu of the PMS, it may either not be enabled for the property, or it may not be enabled for the current user. The following article explains how to manage access to the Required Fields module. Required Fields Property Permission Go to > Property > Permissions tab The permission 1547, Set Required Fields is found under the Operations list of permissions. When it is Selected (appearing in the list on the left) it is enabled for the Property. When it is Removed (appears in the list on the right) it is disabled for the property. Set the permission to the desired state, and click Post to save. Required Fields User Permission Once the permission is enabled for the property, access to edit the Required Field module can be restricted for all three user roles; Owner (Administrator), Clerk, or Accountant. Proceed to > Clerks. Select the desired user (ensure the black arrow is pointed toward their name) and proceed to the Permissions tab. The permission 1547, Set Required Fields is found under the Operations list of permissions. When the permission is Given, the user will have access to the Required Fields module, and can make changes to which fields are required. When the permission is Taken, the user will not have Page 312

313 access to edit the Required Fields module, but will still be subject to the rules set, and will continue to be prompted for the set Required Fields when making reservations. When making changes to a user's access, remember to click Post to save them when done. Page 313

314 Room Inventory Module Page 314

315 How to Create a New Room Type The following article reviews how to create a new Room Type using the Room Inventory Module. Creating a new Room Type To create a new Room Type, go to > Room Inventory, and click Add. Starting on the Room Types tab, fill in the following information: Room Type Enter a room type code for internal use Configuration Select the bed configuration from the drop down menu, or type one in Sleeps (max) Enter the maximum amount of people that can be booked into this room type (NOTE: The PMS will not allow this room to be booked if the Sleeps max is exceeded. If Roll Away Beds are allowed in certain rooms, consider if that will affect this number. It is recommended to always put the absolute maximum number of guests per room, with additional bedding configurations in mind.) Default Rate (Optional) A default rate may be selected for a specific Room Type. However, it is advised that this field be left blank by default Page 315

316 Room Type Short Dscr Enter the name of the Room Type as it will appear to guests; the name entered here will appear on Guest Reports such as the Guest Confirmation as well as on the eres Mobile Booking Engine Room Config Select the room configuration from the drop down menu Description Enter the text description of the room type. This will appear on the eres Booking Engine, and when right clicking on a room type when creating a new reservation Description (second language) Allows you to enter the text description in a second language Web Res Available Check this box to make this room available on the eres Booking Engine Sort Order Allows setting of the order in which Room Types are organized in areas like the Reservation Window, Rate Wizard, and eres Mobile Booking Engine. The suggested "Best Practice" is to order room types from least expensive to most expensive House Room? Check this box if this Room Type is to be used as a House Account Room Type Set to Inactive Check this box if you wish to make this Room Inventory Type inactive CRS Limit (Optional) Only for those properties using RoomKey CRS, this sets a maximum amount of this Room Inventory Type that will be bookable in RoomKey CRS. When finished, click Post. Page 316

317 How to make a Room Type available on eres Booking Engine The following article explains how to make a Room Type available for booking on the eres Mobile Booking Engine (if applicable). Enabling a Room Type for sale on eres To make a Room Inventory Type available for booking on the eres Booking Engine, proceed to > Room Inventory. Locate the Room Type to be made available on eres, and click Modify Check Web Res Available Click Post to save. Page 317

318 How to Stop Sell a Room Type The following article reviews how to Stop Sell a specific Room Type in the Room Inventory module. Stop Selling Room Inventory Go to > Room Inventory > Stop Sell tab. Choose the desired Room Type from the list Click Insert Page 318

319 Enter the start of the Stop Sell in the Date From Enter the end of the Stop Sell in the Date To Enter the # of Days Out that reservations are permitted Click Post to save Repeat above steps for any other Room Types that the Stop Sell applies to In the below example, the Stop Sell period is for 7 days (April 18-25). The # of Days Out means that within that 7 day period, the earliest date a reservation could be made for would be at least two days out from the current date. For example, if a reservation was made on April 20th, the earliest date it could be made for is April 22nd, thus holding the 2 days out policy in effect. Page 319

320 Setting a Policy on a Room Inventory Type The following article reviews how to set up a Policy (Cancellation) on a Room Type. This can be useful for specialty rooms or suites which have different rules surrounding their rental. Room Type Policies Creating a (Cancellation) Policy for a Room Type is done in the Policy module. Proceed to > Policy. Page 320

321 Creating a Policy Click Add to create a new Policy. Enter the following information: Code a name to identify the policy Active must be checked for this policy to be active Default for Property check this box if the policy being created will be used as the default policy for your property Default for Online Booking check this box if the policy being created will be used as the default policy for the eres Booking Engine (this only applies to eres Booking Engine, and not 3rd Party products like the GDS. Quickconnects or Channel Managers) Guarantee select option depending on whether a Credit Card is necessary to guarantee a guest reservation Deposit - select option depending on whether a deposit is required to be paid at time of booking. If yes, select if the deposit will be based on one of the following: number of nights (example value would be 1 for 1 night, or 2 for 2 nights, etc ) percentage of the stay charge (example value would be 25 for 25%, or 100 for 100%) fixed amount (example value would be 100 for $100 or 150 for $150) 1st night room charge + guest service Page 321

322 Cancellation select option depending on whether or not a penalty is charged when a guest cancels their reservation. If Yes, select the number of hours prior to arrival the guest is able to cancel without penalty (ie: If set to 24hrs, the guest has up until 24hrs before the reservation date to cancel their reservation without penalty). Next, select if the cancellation will be based on one of the following: number of nights (example value would be 1 for 1 night, or 2 for 2 nights, etc ) percentage of the stay charge (example value would be 25 for 25%, or 100 for 100%) fixed amount (example value would be 100 for $100 or 150 for $150) Modification (use only for online booking) select this option only if you wish for a fee to be applied to any bookings that are Modified via your eres Booking Engine. (NOTE: Examples of modified bookings fees may be a fee charged if a guest shortens the length of their stay via the eres Booking Engine). If yes, select the number of hours before arrival that a guest has to cancel without penalty (ie: If you input 24hrs, the guest therefore has up until 24hrs before the reservation date to cancel their reservation without penalty). Next, select if the cancellation will be based on one of the following: number of nights (example value would be 1 for 1 night, or 2 for 2 nights, etc ) percentage of the stay charge (example value would be 25 for 25%, or 100 for 100%) fixed amount (example value would be 100 for $100 or 150 for $150) Select OK to save your Policy. A generalized "robot" Policy Text will now appear at the bottom of the screen based on the selections made above. Use the Edit button in the top right hand corner of the screen to edit the text below so that it is more reader friendly. NOTE: The text entered here will appear on both Confirmation, and Cancellation forms. If the policy is also set as the Default for Online Booking, this text will appear on the eres Booking Engine during the reservation process. Page 322

323 Attaching the Policy to a Room Type To attach a Policy to a Room Inventory Type go to > Room Inventory. Select the desired Room Type to apply the policy to, and proceed to the Policy tab. Click Insert to attach a policy. Click on the empty space under the Code column and select your policy from the drop down menu Select the date range for the policy to be applicable using the Date From and Date To Set the Priority of this Policy (usually set to 1, unless multiple Room Type Policies are in effect for this Room Type over the same, or overlapping dates. In this case, the priority should denote the order in which they are to be enforced when there is more than one policy to choose from) Click Post to save changes As it is possible to attach policies to different items, the PMS shows the policies in a default order, which cannot be changed: 1. Client Type 2. Rate 3. Room Type 4. Property Page 323

324 For example, if there is a Rate Policy and a Room Type Policy, the Rate Policy will always take precedence. Page 324

325 How to Create House Accounts The following article explains how to create a House Account Room Type, and add House Room inventory to the PMS. House accounts (ie: Master Accounts) work on the same premise as regular rooms, but will not affect your room revenue statistics or inventory. However, for balancing and audit purpose you will be able to see them in the financial reports on the Transaction Register Balance. To create House Accounts within the PMS, you must first create a House Account Room Inventory Type. 1. Proceed to > Room Inventory. 2. Select the Add button located in the top right hand corner of the screen. NOTE: The House Account Room Type only needs to be created once. If a House Account Room Type already exists and you simply need to add more House Account Rooms, please proceed to the Adding Rooms section of this article. 1. Fill in information as shown below 2. Click Post to save. Page 325

326 NOTE: If you prefer the terminology Master Accounts you may use this instead Page 326

327 Your House Account Room Type is now created. The next step is to attach Room Numbers (ie: Account Numbers) to the Room Type. Page 327

328 Adding Rooms Select the Rooms tab and ensure the Room Types says House Accounts. If not, use the drop down menu to select the House Accounts Room Type. Page 328

329 1. Ensure you are in the Room tab in the middle of the screen 2. Click the Add button to add one room at a time, or click the Add Range button to add a series of rooms (ie ) NOTE: When adding House Room Numbers, it is "Best Practice" to ensure they are numbered in a way that will not be confused with other rooms in your inventory. For that reason, it is recommended that a naming convention such as using the 9000 series of rooms be used to maintain the distinction from the rest of your inventory. Page 329

330 Adding One Room Enter the Account Number you would like to use into the Room Number box below. Click OK to add the room. Repeat the process until you have as many Accounts as needed. Page 330

331 Adding a Range of Rooms It is possible to add a range of rooms, which saves time as all you need to enter is the first and last room numbers, and the PMS will add every room in between automatically, in an ascending numerical sequence. (NOTE: Alpha characters may not be used via this method, only numerical.) Once done, click OK Page 331

332 Once finished, the House Accounts will now be displayed. It is important to ensure there are enough accounts to cover the maximum amount of groups you could possibly have In-House at one time. For example, if a property often has 10 different groups staying at one time, it is possible that all 10 groups may require House Account billing, therefore there should be at least 10 House Account Numbers (ie: Room Numbers) setup in the PMS. Page 332

333 Creating a House Account Client Type It is advisable as a "Best Practice" to create a unique Client Type for House Account reservations. This prevents House Account bookings from getting mixed in with other Client Types such as Leisure or Corporate, on reports in the PMS. Proceed to > Client Types Click New Fill in the fields as shown below Click Post to save Page 333

334 Making A House Account Reservation Once the House Account Client Type has been created, reservations can now be made using the House Account rooms. To get started making a reservation for a House Account, click New Res. Page 334

335 Choose the House Client Type Set the dates for the reservation Under the House Account Room Type, select Manual Rate and enter a rate of $0.00 Click Enable Assignment and choose the appropriate House Account Room Number Click Book, and complete the rest of the reservation following regular procedures A reservation for a House Account will look similar to this below. Page 335