CLOUDPM GM FUNCTIONS. Multi-Systems Inc. December 12, 2012 Page 1 of 7

Transcription

1 Multi-Systems Inc. December 12, 2012 Page 1 of 7

2 Table of Contents Accounting... 3 Rooms and Rates... 5 Rooms... 5 Property Settings... 6 Misc. Codes... 6 Security and Permissions... 7 Phone Extensions... 7 Multi-Systems Inc. December 12, 2012 Page 2 of 7

3 GM Functions The GM Functions module is where the CloudPM database is created and maintained. 1. To access the GM Functions module, Choose GM Functions from the navigation bar on the left hand side of the screen. Note: You can either click on GM Functions or right click on GM Functions and choose to Open in same tab or Open in a new tab from the Main Screen. Accounting 1. Once you are on the GM Functions screen, click on the Accounting button on the navigation bar on the left hand side of the screen. A sub menu will open up with different headings. 2. Groups allow you to link charge and payment codes to a common accounting group. For example, you may have 3 different taxes. By linking the 3 taxes to a Taxes accounting group you will see what total taxes will be and have an individual break out of each tax as well. Note: Accounting Groups are required for certain CloudPM functionality to work correctly and are required for certain Department Codes. Not all posting or charging codes require Accounting Groups - but are recommended. To create a Group, click on the New button, provide a Description & Sort Order (if necessary). Click on the Save button when finished. Click on the Cancel button to back out of your input without saving. Refresh refreshes your screen. The Inactive box, allows you to prevent a group from being used. At this time, there is no option to delete an Accounting Group. 3. Department Codes is where you create and modify your charge and payment codes. Note: Once completed, if you highlight a Department Code you will see a summary of the code at the bottom of the screen. Some Department Codes are required in CloudPM. To create a Department Code, click on the New button. Enter the new Code (maximum of 6 characters can use a combination of numbers and letters, recommend using capitol letters), create a Description (a brief description is recommended), attach to an accounting Group. Choose whether it s a Debit or a Credit, (if it is a Credit choose the Payment type from the drop down) and choose the different Allow options you want to apply. Under the Require column check the appropriate boxes if necessary. Under the Apply Taxes column, check the appropriate taxes you want to apply to this code and choose whether you want the tax to be Inclusive part of the charge or non inclusive it will post as a separate line item. The Comm column sets the code commissionable and is driven by the addition a travel agent to a guest record. The Rpt Cash column allows a payment code to be flagged as a code that affects the cash drawer i.e. Cash or Check. If you want a default amount to be applied to a code, it can be added in the Default Amt column. Multi-Systems Inc. December 12, 2012 Page 3 of 7

4 The Sort column allows for the arrangement of where a code will appear on a screen or where it will be listed in a report. The Inactive column allows for inactivating of a department code. Deleting codes is not an option in CloudPM. Click on the Save button when finished. Click on the Cancel button to back out of your input without saving. Refresh refreshes your screen. 4. Taxes are where you setup the tax structure within CloudPM. Note: After creating the Tax it will be necessary to go back to the Department Codes and Apply Taxes to the correct codes. Click on New and create a Tax Code & Description. In the Post To column choose the appropriate department code. Note: The tax code will need to be created in the Department Code section, prior to setting up your Taxes. If you try and add the Post To and the tax code does not appear, it is because it was not created as a Department Code. Choose the appropriate radio button in the Applies To drop down and the Tax Rate drop down. Set a Start Date and if necessary a Min Amt (minimum amount) before the tax takes effect. Click on the Save button when finished. Click on the Cancel button to back out of your input without saving. Refresh refreshes your screen. 5. Fiscal Calendar allows you to set up your reporting dates in CloudPM. Most sites use the 12 Calendar Month option, but you will note that there are other options that may be chosen. Click on New. A pop-up box with years appears. Choose the year you want to add, click on the appropriate radio button and then click on the Auto Fill button. You will then see the Fiscal Year Calendar fill in for the year selected. Note: You can still edit a start or end date, even though you used the Auto Fill button. It is recommended that you set up several years into the future, so you don t run into issues when setting rates and creating reservations. Click on the Save button when finished. Click on the Cancel button to back out of your input without saving. Refresh refreshes your screen. The Delete button will delete a Fiscal Calendar. 6. The Exchange Rates section deals with setting up currency exchanges. Note: You must have a Default Rate set up in CloudPM. The default needs to have an Exchange Rate of 1.00 and the Rate Precision needs to be 2. Click on New and add a Currency Code & Currency Description, followed by an Exchange Rate & a Rate Precision (the number of places after the decimal point). 7. The Ex. Rate Change Log shows you when exchange rates are setup, changed and who set them up or updated them. This is a view only screen you are not able to perform any edits or additions. Multi-Systems Inc. December 12, 2012 Page 4 of 7

5 Rooms and Rates 1. Once you are on the GM Functions screen, click on the Rooms and Rates button on the navigation bar on the left hand side of the screen. A sub menu will open up with different headings. 2. The first sub menu is Market Segments. To add a new Market Segment, click on New, create a Code, add a Description, and a Sort Order (if desired if you do not add a Sort Order it will display in build order ). The Inactive box, allows you to inactivate a code so it doesn t get used. Note: There is no delete option. 3. Rate Code Maint is where you create and maintain your rate codes in CloudPM. To create a new rate code, click on New in the top middle of the screen. A pop-up box will appear, that allows you to either add a Plan Rate (a set discounted rate) or an Adjustment Rate (a rate code that is an increase or decrease of an existing rate code). Note: More information on creating rate codes is available in another CloudPM User Guide. The drop down on the top left of the main screen, helps to filter rate codes so it becomes easier for you to find, when maintaining them. Once you choose the desired filter, the Search button will search for the desired rate codes. Refresh updates the screen. 4. Booking Rules allows you to set Restrictions regarding rate codes. The New button allows you to create a new Booking Rule, the Edit button allows you to make changes and the Delete button, deletes any Booking Rules that you want to delete. 5. GTD/Cancel Policy allows you to set your guarantee and cancellation policies. The New button allows you to create a new guarantee and cancellation policy, and the Delete button deletes a policy you want to eliminate. 6. Allocations allow you to set aside a specific number of rooms for a particular rate code. The New button lets you create a new allocation, the Edit button allows you to make changes and the Delete button, deletes any Allocations that you want to delete. 7. It must be noted that Packages in CloudPM are built to not include room rates. The user can then add a Package Code to whatever rate code that they desire. This offers more flexibility. Elements of a package are created using Special Request codes and will post as lump sum on the guest folio. There are two parts in creating a package. First, you create the package code and description and secondly, you add the elements (request codes). Note: More information on creating Packages is available in another CloudPM User Guide. 8. Special Requests is the area in CloudPM that allows you to build your billable and non-billable services or special request codes. Your package elements are also built in this module as well. The New button allows you to create a new code and the Delete button allows you to delete a request code. Rooms 1. Once you are on the GM Functions screen, click on the Rooms button on the navigation bar on the left hand side of the screen. A sub menu will open up with different headings. 2. Room Class allows you to build room type definitions. For example, you might have a series of rooms that you want to classify as a Deluxe room as opposed to Standard. You can create the Deluxe Room Class and then add it to a particular Room Type. Click on New and create a Room Class & Description. The Delete option allows you to delete a Room Class. Multi-Systems Inc. December 12, 2012 Page 5 of 7

6 3. Room Types is the area in CloudPM, where you create the room types for the hotel. Click on New, and add the Room Type, Description, Class (if necessary), maximum number of guests including children Max Guests & Display Priority which dictates the order in which the rooms are displayed. The Inactive button is used to inactivate a room type. 4. Room Features further define a room type and can be used on the Room Blocking screen and when assigning room numbers. Click on the New button, put in a Code & Description and if desired Display Priority which dictates the order in which the Room Features are displayed. 5. Rooms are where you build your room numbers for your hotel. This should be the last thing you build after building Room Class, Room Types & Room Features. Click on New and fill in a Room Number, Room Type, and Connecting Room(s) if necessary, add Feature(s), and the Display Order. Display Order is very important, so that your room numbers are displayed and printed in order. Property Settings 1. Reservation Defaults lets you pre-set fields in your reservation module. Not all defaults are required, but once selected they can only be changed not removed. Each new reservation will pre-populate with the default settings. This is also the area where you can set required fields for your reservations if necessary. 2. Accounting Defaults are required for the system functionality of CloudPM. The codes are user defined. Once created under Department Codes, they need to be set up in Accounting Defaults. 3. Reports/ Setup allows the user to setup report and functionality in CloudPM. 4. Hotel Information is entered here that shows on printed forms. It is recommended that you do not use all lower case when entering information in this module. Also check your spelling. 5. City Ledger Purge set parameters for deleting direct bill zero balance invoices and also deleted City Ledger accounts with no balances. 6. Credit Card Settings is where the user sets credit card parameters for CloudPM. Click on New and then choose your Credit Card Type, Code & Accounting Department (if necessary). This is the area where you setup the Authorization Threshold and Max Days to Authorize before obtaining a new authorization. Misc. Codes 1. Reservation Source allows the user to add their reservation source codes to CloudPM. Click on New, create your source code, a brief Description and Save. The Inactive box allows you to inactivate a source code there is no delete option. 2. VIP Codes allows you to set up codes that can help you track the revenue of your better customers. For example the user may create a Silver, Gold, Platinum and Diamond code. When attached to a guest reservation, the VIP Account Statistics report will show you revenue and the number of nights. 3. Hold Types are used for holding reservations. They can either be non-guaranteed or guaranteed holds. This is determined by either checking or leaving blank the Guaranteed box. Click on New, then fill in a Code, Multi-Systems Inc. December 12, 2012 Page 6 of 7

7 Description & either checking or leaving un-checked the Guaranteed box. Choose a Display Order and then click on Save. There is an Inactivate box if you choose to inactivate a code. There is not a delete option. Denials/Cancellations help to track lost business either through cancellations or guest who do not make a reservation for some reason. Click on New, create a Code & Description, and check the box for Cancellation, Denial, or both. Note: It is recommended that you have a Denial code for Error so that a user can back out of the reservation screen, if the user accidently accesses the screen to make reservation. It is also recommended to create an Other Denial & Cancellation code, so that if the appropriate reason code is not built, there is an area to manually add it under Other. There is an Inactivate box if you choose to inactivate a code. There is not a delete option. 4. Grp Booking Method allows the user to create a code to determine where a group booking came from. Click on New and create your Booking Method code and Save it. 5. Maintenance Request allows the user to build the Maintenance Request codes for the hotel. Click on New, create your Description and Save. Maintenance Request items are for simple repair items. Security and Permissions 1. Security Roles allows management to create security groups - that will allow employees of a certain department, to have similar permissions. For example, Management may create a Front Desk role and give the front desk role, certain permissions. 2. Once Security Roles are established, then Security Users can be created, attached to a Security Role and then allowed access to certain modules and could have additional Permissions attached as well. Note: More information on creating Security & Security Roles is available in another CloudPM User Guide. Phone Extensions 1. Guest Extensions are required for the property s call accounting interface. This allows for local and long distance calls that are billable to post on the correct room guest account. The Extension Wizard quickly allows you to translate the extensions, rather than having you enter the translations one by one. The addition of room extensions is dependent on the number of phone lines per room. CloudPM can support up to 3 different phone numbers per room. Note: Rooms that have more than one phone in a room, but share the same extension number, require only one phone line translation. If there are multiple phone lines in a room then the translation for those additional lines will be required up to three. Click on Extension Wizard; fill in the necessary information and Save. 2. House Extensions are required for the property s call accounting interface. This allows for administrative phones and meeting room phones, to capture billable local and long distance calls and post them to a House Account. This helps to determine if there has been any abuse of long distance privileges from different departments within the hotel. Click on New; enter the administrative phone Extension, and which House Account the property wants to post charges to. Multi-Systems Inc. December 12, 2012 Page 7 of 7