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Oracle® Hospitality Suite8

1. Creating at Thursday October 06 2011 9 23 AM Creating by Supervisor Demonstration 6 Complete the fields as detailed in the table below 7 Click OK the task is displayed in the tasks and activities grid Task Dialog Box Fill in this field With this information Company Name Link to a company profile Contact Name Link to an individual contact profile Company T amp A Click this option to display the activity search screen By default all the tasks and activities for the selected company are shown for one year in the past and one year in the future Contact T amp A Click this option to display the activity search screen By default all the tasks and activities for the selected contact are Shown for one year in the past and one year in the future Preferred communication method for the task Booking ID The ID number of the booking master Note This field is information only and is displayed only if the task is linked to a conference booking Booking Name The name of the conference booking Note This field is information only and is displayed only if the task is linked to a conference booking Block Reservation 301 302 Reservation ID The ID number of the reservation block Note This field is information only and is displayed only if the task is linked to a block reservation Arrival Date The arrival date or the booking Note This field is information only and is di
2. 13 If any profiles are attached to the block header then a message is displayed asking if the profiles attached to the block should be attached to the individual reservations Confirmation So Do you want to link profiles attached to block to reservation on 16 08 12 Noto All Yesto All 14 Answer Yes or No as required Upon completion the update screen closes automatically 316 Block Reservation Available options on the rooming list dialog box SAVE to save the rooming list PROFILE EDIT to edit the selected profile PROFILE SEARCH to search for an existing profile REMOVE to remove the selected profile BLOCK GRID to display the block grid How to customize the rooming list grid 1 Display the rooming list entry screen fo E Rooming List koba Row No Name FirstName Language Address Greeting Letter Greeting Arrival Departure Share Room Type No of Pax Biling Info Remarks Special Date WF ox 8 Biomedical Sciences 26 12 11 02 01 12 TR 2 A Profle Edit 2 Biomedical Sciences 26 12 11 o2 01 12 TR 2 i 3 Biomedical Sciences 26 12 11 o2 o1 12 TR 2 Q Profile Search 4 Biomedical Sciences 26 12 11 02 01 12 TR 2 M Remove ted Block Grid c Excel Import V Check Profile T Enable New Reservations 2 Right click to display the short cut menu and click CUSTOMIZ
3. Rooming List X Split Rotors Shar E Group Reservations 5 The Name of the group is completed with the name on the group template however this must be changed to be a unique group name as no two groups can have the same name 6 The name of the CONTACT person is taken from the group template click the ess button to select a different contact profile 7 The LANGUAGE is taken from the group template click the drop down arrow to select a different language 8 The Country is taken from the group template click the drop down arrow to select a different country code for the group 9 In the STATE box click the drop down arrow and select the state code for the group if applicable 10 In the NATIONALITY box click the drop down arrow and select the nationality for the group if applicable 11 Type the STARTING DATE or click the drop down arrow and select a date from the calendar 12 Enter the number of NIGHTS or Type the END DATE or click the drop down arrow and select a date from the calendar 13 Enter the date by which the RoominG List should be received 14 The Active check box is selected by default 15 Enter any additional information in the COMMENT box 16 Click the Save button The group edit reservation screen is displayed with the name of the group and the dates already completed Group Reservations 345 IOS Reservation Name Thomas Cook Summer
4. 341 New Group SCILOGN 1ccccsecccseeeeseeenaes 341 G GNA VOW i ii tg bi atl Sede 70 Group Reservation POCO aE EEA E AEE 361 Automatic Room Assignment 361 372 Billing Instructions o noanaanannannannannn 361 Group CHANGES csccccseeccseeeeseeeeseeess 374 GrOUD CHECK Ira 361 Group reservation S AICN 11c1ceceee 341 Group ROOMING LISt ccscecsseeeeseeees 367 New Group ReServatlion 1 cc1cc0ee 343 New Group Template ccccccccee 343 ROOMINO LIST doeii 361 408 Split RESErVALIONS 1 cccseecsseeceneeeenees 361 Guest Profiles icicisitisieicinsciniuinacdesatads 99 171 H FAIS ire E E 108 0 amp al 0 18 aerei E 185 HTML Change the HTML display 1 000 13 Collapse HTML Tree cccccccccssecsseeeeeeees 13 Expand HTML Tree ccccccssccsscseseceeees 13 View HTML lsplay cccccscccsseneeseeeees 13 PAT MIE VIEW cerises aaaea 13 I Independant Share Reservation 243 Independent SHALeC ccccccseecsssecsseeseneens 243 IVORO Y eiea A 50 L LINKING FOMOS ncn 55 Linking Profiles to a Reservation 55 LOCA 0 erea E 194 POON AI ee E E E Meus tieaateanhadl 9 Luggage Labels cccseccsesccseecseeseeseeaeees 195 M Manual Authorization 1cccccccccecseeneeeeees 152 Master Share ccccccccscccssscnseecseessnssaesenes 242 Master Share R S rvattiOn ccccccceeeeee 242 Meal Fia tsekki
5. City ledger authorization functionality is controlled by the parameter ENABLE CITy LEDGER AUTHORIZATION under Setup Configuration Global Settings Billing Billing 2 tab City ledger authorization is controlled by the user right ALLOW USER TO AUTHORIZE FOR DIRECT BILLING CITY LEDGER CHECK OUT under Setup Configuration Users gt User Definition Rights Cashiering City ledger check out is controlled by the user right Crty LEDGER CHECK OUT under Setup Configuration Users User Definition Rights Cashiering Correspondence The CONFIRMATION LETTER option may be used to send letters faxes SMS s or email s to a selected profile This option is available on the reservation navigator screen and the edit reservation dialog screen Reservation correspondence can be printed and sent via regular mail or sent via email as an email attachment or by fax SMS s may be used for a regular confirmation but may also be used to advise a guest that their room is ready With the EASY LETTER option users can quickly and easily create letters with pre defined text blocks A profile and address can be selected and one or more text blocks placed in a desired sequence to quickly create a letter 136 Reservation Options E Confirmation Letter meal Templates Confirmation Fax Individual Offer German ED Print A Edit Language English v Pr
6. 7 Select the folio STYLE from the list of defined styles 8 Depending on the setup the option DISPLAY TELEPHONE DETAILS ON INVOICE may or may not be selected by default but may be changed as required 9 The following options are available Click PRINT to print the folio Click PREVIEW to display a preview of the folio the folio may be printed directly from the preview screen Click DON T PRINT not to print the folio 10 Click PRINT a message is displayed informing you that the Advance Invoice has been created Information Proforma Invoice has been created 11 Click OK to close the message Note All postings printed on an advance invoice will receive an invoice number and the invoice can not be printed unless the balance is zero If the payment process is cancelled no invoice number is produced and the message Can not create Advance Invoice balance is not 0 is displayed 378 Group Reservations Payment Posting dialog box Fill in this field With this information Payment Select the payment department code from the list Entering Department the first letter or number of the department code will jump to the first match in the list If there are any credit cards attached to the reservation the payment department is completed with the first credit card listed and the credit card details are automatically completed A different credit card can be selected from those attached to the reservation o
7. APPROVALS displays credit cards for which the approval amount has not been absorbed SETTLEMENTS displays only credit cards with an approval and for which a settlement has been received Reservation credit cards display Column Heading Displays this information The type of the credit card Reservations 77 78 The name of the credit card owner Expiry date The expiration date of the credit card Guarantee An x indicates that this card should be used to guarantee the reservation Note This does not guarantee the reservation Approval ae Linked to guest An x indicates that this credit card is linked to a guest profile If the parameter AUTOMATIC LINK TO GUEST PROFILE iS active then the credit card will be automatically linked to the guest profile when entered or swiped on the reservation The windows to which this credit card is attached Guest credit cards display Column Heading Displays this information The type of the credit card The credit card number Holder Name The name of the credit card owner Expiry date The expiration date of the credit card Approvals display Column Heading Displays this information HRS minis ene erect Sere Code The approval code supplied by the credit card company The approved amount Time The date and time stamp when the approval was received Transid If a credit card interface is installed the transaction ID is displayed The window to which this
8. Market codes are defined via the option MARKET SEGMENTS under Setup Configuration CRM Each reservation and financial account must have a market code attached if the option MARKET CODE MANDATORY is selected in Setup Configuration Global Settings Reservation Reservation 1 Tab Source codes are defined via the option SOURCE CODES under Setup Configuration Reservations Reservation Attributes Channel codes are defined via the option CHANNEL CODES under Setup Configuration Reservations Reservation Attributes Discount reasons are defined via the option RATE DIFFERENCE REASONS under Setup Configuration Reservations Rate Management The default check in time is defined via the option DEFAULT CHECK IN TIME under Setup Configuration Global Settings Reservation Reservation 1 Tab Nationality can be entered on the group template if the option GRoupPs NATIONALITY HANDLING is selected in Setup Configuration Global Settings Reservation Reservation 1 Tab Guarantee codes are defined via the option GUARANTEE CODES under Setup Configuration Reservations Payment methods are defined via the option DEPARTMENT CODES under Setup gt Configuration Cashiering The No Post check box can be selected automatically for cash method of payments via the option SET NO POST FLAG FOR CASH DEPARTMENTS under Setup Configuration
9. Global Settings Reservation Reservation 1 Tab Room Features are defined via the option ROOM FEATURES under Setup Configuration Reservation Room Management Special codes are defined via the option SPECIALS under Setup Configuration CRM Marketing Info Changing the active status of group reservations and templates is controlled by the user right INACTIVE under Setup Configuration Users User Definition Rights Group Reservations and Group Templates If the user right INACTIVE is assigned users are allowed to set cancelled group reservations and templates to inactive however a group or group template can only be changed to inactive if all attached reservations are cancelled Group Reservations 355 356 The JetWeb export will handle group reservations as individual reservations if the option No GRoup JETWEB PROCESSING is selected when editing the group This option is only available if the JetWeb Interface is active Hotel segmentation functionality is controlled by the parameters HOTEL SEGMENTATION and SEGMENTATION HANDLING FOR GROUPS under Setup Configuration Global Settings Reservations Reservation 4 tab Creating Additional Reservations If the group requires more than one room type then a separate reservation has to be made for each room type required ADD ON functionality can be used to make additional reservations for a different room type For
10. MW Delete Previous Next 3 Click the NEw button to display the Guest Comments dialog box Reservation Options 169 8 New Guest Comment for Aceti Ralph Ds Date 07 03 2011 yf ox User Demonstraton Supervisor Category COM Complaints Guest Comments The DATE defaults to today s date but may be changed if required The USER defaults to the signed on user In the CATEGORY box select the category to which this type of comment belongs In the GUEST COMMENTS box enter the guest comment Se oS Click OK the new comment is displayed on the Guest Comments list Es Guest Comments of Aceti Ralph ID 1091 t Complaints 07 09 11 Demonstration Su Guest complained about the noise of the r Guest complained about the noise of the refurbishment work 9 Click CLOSE to close the Guest Comments screen How to edit a guest comment 1 Search for and select the required reservation then select GUEST COMMENTS from the OPTIONS menu of the reservation navigator The Guest Comments screen is displayed 2 Select the guest comment to be edited and click the Epit button to display the Guest Comments dialog box 170 Reservation Options 8 Edit Guest Comment for Aceti Ralph ID lo Date 7 03 2011 mm Wo User Demonstration Supervisor Category COM Complaints Guest Comments Guest complained about the noise of the refurbishment work ii G Cancel 3 Mak
11. AE oS The WAITLIST History section displays information about the history of this reservation 8 In the DESCRIPTION box enter any relevant comments 9 Click YES to move the reservation to the waitlist How to enter a new waitlist reservation from the waitlist tab 1 Click the RESERVATIONS menu and select WAITLIST The Reservation Navigator screen is displayed defaulted to the Waitlist tab Select NEw WAITLIST the profile search screen is displayed Complete the profile and reservation details as normal 4 Click OK to save the reservation The Waitlist dialog box is displayed 384 Waitlist Ea Waitlist Reason Priority Communication Waitlist History Descripton Move Reservation to Waitlist Wires Q No 5 Select the REASON for waitlisting the reservation 6 Select the Priority for this reservation to be accepted 7 Select the preferred method of COMMUNICATION 8 The WAITLIST HISToRY section displays information about the history of this reservation 9 In the DESCRIPTION box enter any relevant comments 10 Click YES to move the reservation to the waitlist The waitlisted reservation is listed in the grid under the waitlist tab Waitlist dialog box Fill in this field With this information The reason for waitlisting the reservation The priority for this reservation to be accepted Communication The preferred method of communication Select from the communication types available on the gu
12. Fey Co Room __ Lock From Sell on Status Reason Remarks 12 Copy 500 28 03 11 18 04 11 000 HSK Housekeeping if Delete 501 28 03 11 18 04 11 000 HSK Housekeeping 502 28 03 11 18 04 11 000 HSK Housekeeping HTML View Suite8 offers the possibility to view information in HTML format HTML is the abbreviation for Hypertext Markup Language This is the system of marking a document so it can be published on the World Wide Web and viewed with a browser The main areas where information can be viewed in HTML format are as follows Reservation Navigator Blocks Profiles Cashiering Tasks and Activities Events Conference Reservation The HTML display on the reservation navigator can be hidden so that the reservation grid is expanded Double click in the blue reservation header bar or right click and select deselect LOWER PART OF THE SCREEN from the short cut menu to view or hide the HTML display This setting is stored per user and remains until the next time it is changed Reservation v Lower part of the screen Name First Expand the HTML tree Click the expand icon LE to show all available folders Introduction 13 E W Aceti A ee Profile Details amp D Address G Standard Address Communication 3 bes Email Business Direct Task E hen 27 02 12 Birthday in 1 week AT E ike 30 01 11 Res Rate Code changed AT Notes Y Billing Notes Q Reservations as Guest T Bloc
13. Fill in this field__ With this information Group Template Name The group template name The last name of the group contact Include Inactive Select this check box to include inactive group templates Group Reservations Group Navigator Options Full Search Displays all groups matching the search criteria however if no search criteria are entered then all groups are displayed Narrows the group search further Creating a Group Reservation A group reservation consists of several parts Group Template this is the group profile and each group has to have a template attached however a single template can be used multiple times Group Information basic group details Reservation Details this is similar to individual reservation details How to enter a new group 1 Click the RESERVATIONS menu and select GROUP RESERVATION to display the Group Reservation screen 2 The Groups tab is displayed by default click NEw to display the New Group screen 8 New Group E Ea Group Info Financial Account Linked Profiles tei Save Template es Starting Date 04 10 2011 Comment a Group Options Name Nights 1 Unlink Booking Contact bes End date 05 10 2011 Language v Rooming List z Country v Active i State 7 No Group JETWEB Processing Nationality v Block Name Hotel Segment X Cancel Status Canceled Wait List Checked In Checked i w Ne
14. Global Settings Reservation Reservation 2 tab parameter AMENITY TAB under Setup Configuration Global Settings 3 4 The display of the Amenity tab on the guest reservation is controlled by the Reservation Reservation 2 tab Amenities cycles and cycle links are defined via the option AMENITY CONFIGURATION under Setup Configuration Reservations Walk In Reservation This option may be used to check in a guest who arrives without a reservation and is accessible via the Reservation Navigator The walk in option allows you to create or select a guest profile enter the reservation details assign a room number and check in the reservation all in one step Reservations 93 How to check in a walk in guest 1 From the Reservation Navigator click the WALK IN button The Profile Search screen is displayed 2 Locate the required profile or create a new profile and click SELECT The Edit Reservation screen is displayed 3 Complete the reservation details including assigning a room number and click OK A message is displayed indicating that the check in was successful yy eT g Reservation Check In for Baker David was successful OR 4 Click OK to close the check in successful message Depending on the interfaces installed additional messages may be displayed Note A walk in reservation is indicated on the House Status under WALK INs and on the Manager Report Checking in a reservati
15. In the LANGUAGE box click the drop down arrow and select the language 4 Select the ADDRESS information to be used in the SMS 5 Click SMS the correspondence is generated and the SMS dialog box displayed Bz Send SMS 625 525 5252 send To 625 525 5252 Dear Miss Sandy Ball Ball we contracted the following allottment for you BIG110503 from 26 12 11 to 02701712 Block Reservation 339 340 6 The To box is automatically completed with the mobile phone number from the 7 8 profile this can be changed by clicking the drop down arrow and selecting the mobile phone number to which this SMS should be sent or by selecting the required mobile phone numbers from the list of available in the panel on the upper right hand side and clicking the To button In the SMS box make sure that all the entered information is correct any necessary changes can be made at this time Click SEND to send the SMS How to export correspondence 1 Select the required block in the grid click the CORRESPONDENCE button to display the Block Correspondence dialog box In the TEMPLATES box click the drop down arrow and select the template to be used In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used In the PREF DISTRIBUTION box the preferred method of distribution for this profile is displayed If a co
16. In the TEMPLATE box the first available reservation booking time is selected by default Click the drop down arrow to select the required reservation booking time Reservation Options 251 252 9 The TIME FROM and To are completed with the times from the reservation booking template but may be adjusted as required 10 The OF ADULTS BABY CHILD and TEENAGER are taken from the reservation but maybe changed if required 11 In the TABLES box click on the down arrow to open the Select Available Table dialog box R Select Available Table gmg E All attributes Atleast one attribute Ignore attributes A We y Smoker oy Reed 1 3 3 4 5 6 Fi 8 9 10 11 12 13 m tn p 7 7 oO O O O amp amp O amp amp amp amp amp 8 amp 8 amp amp j aj Selected capacity Standard 0O Maximum 0 Required 2 a Close Multiple tables can be selected if required and tables can be displayed according to attribute type such as smoking or non smoking 12 Select the required table and then click SELECT 13 Select the CoLour in which the table reservation should be displayed in the Table Reservation Availability grid 14 Enter any additional information in the COMMENTS box 15 Enter information in the TABLE CARD box 16 Click OK to save the table reservation Reservation Options How to display attached table reserv
17. 10 To attach the document click ATTACH the document is shown as linked on the attached documents screen 11 Click CLOSE to close the Attached Documents dialog box 12 Click CLOSE to close the Advanced Billing Authorization dialog box 13 Click CLOSE to close the Advanced Billing Authorization screen How to delete a billing authorization 1 From the Reservation Navigator select the required reservation 2 Select ADVANCED BILLING AUTHORIZATION from the OPTIONS menu The Advanced Billing Authorization screen is displayed 3 Select the billing authorization to be deleted and click DELETE A warning message is displayed Information 4 Select Yes to delete the Advanced Billing Authorization 5 Click CLOSE to close the Advanced Billing Authorization screen Advanced Billing Authorization dialog box Advanced Billing Defines the group for the billing authorization such as Authorization Group Contract or Accounts Receivables account Arrival Date Displays the arrival date of the reservation Reservation Options Requested On The date on which the advanced billing authorization was requested Valid until The date until which the advanced billing authorization is valid Received On The date on which the advanced billing authorization was received Advanced Billing Authorization functionality is controlled by the parameter SHOW ADVANCED BILLING AUTHORIZATION MENU under Setup Configuration Global Setting
18. 9 In the CC box click the drop down arrow and select the email address which Should be copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the CC button Click the SELECT ALL button and then the CC button to select all the available email addresses 10 In the BCC box click the drop down arrow and select the email address which Should be blind copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the BCC button Click the SELEcT ALL button and then the BCC button to select all the available email addresses Reservation Options 143 144 11 Enter the topic of the email in the SuBjEcT box If a default email subject has been defined then this will be displayed 12 Click App the Attach documents dialog box is displayed 8 Attach Documents Document Groups DOCUMENTS Allowed Directories C Fidelio Documents Document Name 13 In the DOCUMENT GrRouPs list select the document group required 14 In the ALLOWED DIRECTORIES list select the allowed directory required 15 Click BROWSE to display the list of documents 16 Select the required document and click OPEN the Document Name field is filled Reservation Options Allowed Directories C Fidelio Documents Document Name 17 To attach the document click ATTACH the document is shown as a link
19. Make any changes if required and click OK to save the reservation Note If the option AUTOGROUP is selected in the block header then a group reservation will be automatically created when a reservation is picked up If a group reservation already exists then the new reservation will be linked to the existing group Block Reservation Picked Up Picked up means that an individual reservation has been created this option may be used to display a list of the individual reservations which are part of this block How to view picked up reservations 1 Click the RESERVATIONS menu and select BLOCK RESERVATION to display the Block Reservation screen 2 Select a block and click PICKED UP to display the reservation navigator The reservations belonging to this group block are listed Rooming List This option is used to enter individual names and split rooms from the block reservation into individual reservations How to enter a block rooming list 1 Click the RESERVATIONS menu and select BLOCK RESERVATION to display the Block Reservation screen 2 Select a block and click ROOMING LIST to display the Block Selection screen Select the room type select the ALL Days check box to select all days in the selected room type 4 Click the SELEcT button The rooming list Parameters screen is displayed Es Parameters ea Rog ExS No of Rooms No of Sharers in Room Enter the number of rooms to split and the number of sharers
20. Select where in the application the statements from the selected group should be available Profile search Reservation search Room search or on the Custom SQL grid Click OK to save the SQL Group Role assignment How to create a custom SQL statement 1 From the Reservation Navigator select CUSTOM SQL from the OPTIONS menu or Click MISCELLANEOUS from the SETUP drop down menu and then SYSTEM MAINTENANCE On the System Maintenance menu click DATABASE and then CUSTOM SQL STATEMENTS The Custom SQL statements screen is displayed Select the required SQL Statements group from the panel on the left hand side of the screen and click NEw to display the Custom SQL Statement dialog box Reservations 33 Custom SQL Statement Code Description SOL statements Ga In the Cope box enter a code for the SQL statement for example RATE In the DESCRIPTION box enter the description of the SQL statement for example RATE AMOUNT 7 In the SQL STATEMENTS panel enter the SQL statement for example 34 Reservations select yres_id from yres ydet where ydet_id yres_current_ydet_id and ydet_rateamount like RateAmount select yres_id from yres ydet where ydet_id yres_current_ydet_id and ydet_rateamount like Rate Amount 8 Click OK the custom SQL statement is listed in the SQL statements panel 9 Selecting the statement description displays the SQL statement in the SQL text panel in the lower right hand side Suite am
21. Via the option TEXT TEMPLATES under Setup Configuration Miscellaneous How to add a template 1 2 Open any NOTES screen Click NEw to open the Add Note dialog box Reservation Options Faj Add note Date Time 02 10 2011 06 20 29 User supervisor Demonstration Category RES Reservation Notes Note Guest Viewable Enter the text required for the template Press ALT E to export the text the Text Template dialog is displayed Allocate a FILE NAME for the template Click OK to save the template ee SS E The Add Note dialog is re displayed click OK to save the text as a note or CANCEL to exit from the Add Note dialog screen 8 Click CLOSE to close the Notes dialog box How to import a template 1 Open the NoTES screen 2 Click NEw to open the Add Note dialog screen Bs Add note Date Time 02 10 2011 06 20 29 User supervisor Demonstration Category RES Reservation Notes Note E Guest Viewable Reservation Options 209 3 Place the cursor in the note box and press ALT I to import a text template 4 The Text Template dialog is displayed listing all available templates Be Text Templates W ok Airport Shute Info Show Preview Shuttle Service Time Table From Airport on the hour until 10pm To Airport on the half hour untile 9 30pm To search for a template enter a template NAME click SEARCH To edit an existing template click the EDIT button To create a new temp
22. 2 Click EbiT to display the reservation edit screen and then select FREE NIGHTS from the OPTIONS menu The Free Nights screen is displayed 3 Select the free night record whose usage you want to view and click the USAGE button The Free Night Usage screen is displayed R Free Night Usage Day of week Arrival_____ Departure Price 07 09 11 Wednesday 07 09 11 Reservation Details Name Mr Ralph Aceti gt Reservation 2933 3 No Arrival Departure Thursday 06 09 2011 Nights 1 Rooms 1 Double Room Room No No of Pers 1 Adult Rate RACK Code Price Packages Newspaper Financial Times HT Separate Open Balance 00 Market Code Individual Wednesday 07 09 2011 0 00 EUR Breakfast included Inclusive 08 09 11 VIP Indicators Address First Arrival Last Departure Stays Last Room Rate Total Revenue Notes for Profile Notes for Edit Guest Recognition VIP 1 534 N Tallyrand Street 76206 Wichita TX 27 07 11 08 08 11 a2 204 150 00 EUR 1 785 45 EUR BIL Always fax and phone charges to a separate invoice alc AVAYA Reservation 4 Click CLOSE to close the Free Nights Usage screen 5 Click CLOSE to close the Free Nights screen Note The USAGE button is only available if the selected free night has been linked to a reservation Free nights functionality is controlled by the parameter FREE NIGHTS under Setup Configuration Global Settings Res
23. 3 Reservation OpiOns ieieetes cate eted enirere eaaa adadad badadi das nensasecadndecadedarneedets 113 AION ena E E T E TE 113 Adio QUEUE ecesna aaa a a 113 Advanced Billin AUZAN ossai E E A A A 114 AOWD CS aia A E 119 AE u aN a E a iesashoe eesaesseoataaeeenneneuea 121 BURO osn a A O O O CO ONAGA 124 Billing IMSirUcHOnS oeae e a O E E ON EO OOOO 124 Bonus Font Cards sankenaa eaaa aa arada eanan aaan eR 130 Cancellation lirormaton assets aie a ites 134 City Leder A UtNOr Za MOM iese a E esa Sa R AS 135 Corresponden ascites T A E 136 Credit Cad Autoriza Orens i S a oes oe Teed 150 New Additional Authorization ccccccccccccccccsceseeesssseeececcccceeeeeeeaaaaaaaeeeseees 150 Wihatitial Authorization eese staat cata on duster Gcacctiiaet nes nae Puede aaned ae Rac T nt Petit as 152 Day USeOn Ce par tUreday renere re noes noha EE mad iastuetinaeusbisisenes 153 Deposits Requested eriac an a tesa ans wand staat nes eit ct cred a Pit ned ated diac cas 155 EGi mat CES dnesni a a cgecamecaodeemaausoitem meena eee eaneen 160 Pred CAV eSenior ora a arana aa ATTE NENON 161 Free IN TOUS riers errcctarun iceman TE T TE AE NOEN 164 CUES E C OTN CIS rosrer riia T E a E NE 169 Guest ronl ES eenn a cians ees T E 171 Guest Trans Pora NON na ENT O tease merieas 177 PUCO UTE a N a E ne nee ere eee 185 Leisare BDOOKIDO Soaienan nara T A 186 Lnked Docume esensi E O 192 DOC AU OW aain aca E teeta E E E 194 Listare TADE eeann aa E S 195 IA ere OG 6d e o
24. AYO Cel es omen ee em ee ee re Cre ee eee ere ee ae eee et ere eee eee re eee 269 WN ERIS sas toe cece hts cet tas oles E etnias Ta AAA AI PEN E areas NTT 272 Secam Faso porre IAC ao Deeeerenge neers mere ge ere terre or een ore renee ee eee oe 273 ove bc Sere peer DPI T ODT OTT DORRIT NO MENT OTe nO RT PRT A e Near e 273 koad Ey hs emer rea mr erent TA N ee rae er eae eee ea eS ee ee Ae 273 Caston oke eE N er ee et eee eR POO ODO ROO MEST MUN RP AND UE NOPE Rr 274 4 Bl ck RESeey ati O tases esate AA 281 Creatine a Block ReservaliOn svirep ronet iaaa R aA A E 283 Block Header reinreiniee A a T N T AN 295 CO eii a E toee canes neat eae alee 295 Chan e Stabs na a nate aie ati T N 295 DUO INS soraa hectares vac rat ahi Se wade nese ahead wile nate ontctaseadeceteahs 296 UAK DOOKIE neravne aaa See atlen Sb sant E E 308 Plock Goh a Peer eer ee ee err aT ee 309 CODY Ne a BOC aaran e N a N 311 NEW ROS E E ee esse A E a ete 314 gT Ea E Oo E EE A E EE ET A E ee ETA E EAEE A AE EE A ETAR 315 ROOM CE Feann bin a a aE 315 Broc ae eS E E ee E EA OEA A EEA A 318 Billie TMS tC ONS xt social en E E E AEO TE E 319 BOCE NOSE T ER E E EE AOA O er ee 325 Block Corresponde Neenee E E E E EE 328 5 GrOUP Reservations nenn S a 341 OUP RESTY ALOIS ora TE AEE A AEE EENE EE ENE 341 Creatine a Group REServiatl OM eeror sno TE 343 Creatine Additional Reservations rricos 356 Group Kesetv ation OPHONS enis coat nein Sect a Aes ieee eos aaans 361 Cancelline averOup T
25. In the lower grid select the profile to be replaced on the reservation Click the REPLACE button to display the profile search screen If the LINKED PROFILES ONLY checkbox is selected by default then only profiles which are linked to the reservation profile are displayed If the required profile is not displayed clear the LINKED PROFILES ONLY checkbox and search again Locate the required profile and click SELECT The selected profile is now attached to the reservation replacing the previously attached profile and is listed in the lower grid on the PROFILES tab Reservation Options How to view guest related profiles 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then click the PROFILES tab or Select GUEST PROFILES from the OPTIONS menu The Edit Reservation screen is displayed defaulted to the PROFILES screen 3 In the lower grid click the GUEST RELATED button to display the Link Profiles screen Listed on the left hand side are the PROFILES NOT LINKED TO RESERVATION These are the profiles which are linked to the primary profile of this reservation but which are not linked to the current reservation Listed on the right hand side are the PROFILES LINKED TO RESERVATION These are all the guest profiles which are attached to this reservation R Link Profiles m S _ Profiles not linked to reservation Profiles linked to reservation Name Ca
26. May be used to add reservation notes which are specific to a Single reservation or guest notes which are stored on the profile and can be viewed with each new reservation made with that profile Notes This tab is for properties with more attributes that can be added to the main attributes tab The additional attribute categories can be defined in the configuration to display on the special attribute page rather than the attributes page The display of this tab is parameter controlled Special attr May be used to view or change the number of breakfasts lunches and dinners scheduled per day The display of this tab is parameter controlled Meal Plan May be used to attach amenities to a reservation Amenities are gifts or services a property provides to their guests such as a change of linen and towels a bath robe a fruit basket or chocolates The display of this tab is parameter controlled Amenity The display of the Fixed Charges tab is controlled by the parameter FIXED CHARGES TAB BY DEFAULT under Miscellaneous User Settings Appearance tab The display of the Special attr is controlled by the parameter SPECIAL ATTRIBUTES PAGE under Setup Configuration Global settings Reservation Reservations 1 tab The display of the Meal Plan tab is controlled by the parameter SHOW MEAL PLAN TAB BY DEFAULT under Setup Configuration Global settings Reservation Reservations 1 tab T
27. Next Block Last Departure 1 109 DR Double Room 1a 2 04 10 11 s 110 DR Double Room 1 CL 2 08 10 11 111 DR Double Room 1 CL 2 09 10 11 112 DR Double Room 1 0 2 05 10 11 113 DR Double Room 1 CL 2 01 10 11 114 DR Double Room 118 11 10 11 115 DR Double Room 1 CL 2 04 10 11 216 DR Double Room 2 CL 2 01 10 11 217 DR Double Room 2 GM 2 07 10 11 218 DR Double Room 2 2 2 01 10 11 219 DR Double Room 2 CL 2 01 10 11 220 DR Double Room 2 CL 2 14 01 12 01 10 11 Several criteria are completed with details from the reservation but these may be changed as required Complete the search criteria and click SEARCH to display the available rooms 4 Select the required room from the grid and click the SELEcT button An identical reservation is created with the selected room number and billing instructions pointing to the original reservation Reservation Options 247 Room search dialog box search criteria Fill in this field With this information Starting Date The date for which to search for available rooms Defaults to the reservation arrival date Nights The number of night s to search for available rooms Defaults to the number of nights in the reservation Room Types Select specific room types if required Defaults to the reservation room type Enter a specific room number if required Room Features Select specific room features Room features entered on the guest profile or reservation are displayed by default Select specific floo
28. Rebates Rebates J New Res 200 10 0 0 300 10 0 0 PROFILE to view or change profile details Reservation Options 261 262 BILLING to display both the main billing account and the financial account for the transponder card BILLING INSTR to display billing instructions FIN ACCOUNT to display the financial account settings for this card CARD HISTORY to display the card history B Rebate card history Accounts Reservations Account History Guestname ____ Fromdate Until date 16 10 11 Checked in Reservation 2940 for Aceti Ralph VIP 1 Party Aceti Billing Instructions 0 Arrivak Sunday 16 10 2011 Departure Thursday 20 10 2011 Nights 4 Rooms 1 Double Room Room Nos No of Pers 1 Adult Rate Code Local Corporate Level 2 Rate Amount 0 00 Packages Open Balance 0 00 Market Code recall with Contract 534 N Tallyrand Street 7o206 Wichita TX Notes for Profile Biling Notes Always fax and phone charges to a separate invoice ajc AVAYA Billing Instructions I Window Room Account Target Department Codes Billing instruction options available on the transponder cards screen AUTO BI creates billing instructions automatically according to the settings in configuration lt BITORES creates billing instructions from the selected transponder financial account to the reservation BITOFA gt creates billing instructions from the reservation to the selected financia
29. Room search or on the Custom SQL grid 7 Click OK to save the SQL Group Role assignment How to create a custom SQL statement 1 From the Reservation Navigator select CUSTOM SQL from the OPTIONS menu or Click MISCELLANEOUS from the SETUP drop down menu and then SYSTEM MAINTENANCE On the System Maintenance menu click DATABASE and then CUSTOM SQL STATEMENTS The Custom SQL statements screen is displayed Note A Custom SQL group must be created before any custom SQL statements can be created 4 Select the required SQL Statements group from the panel on the left hand side of the screen and click New to display the Custom SQL Statement dialog box Custom SOL Staternent Code Description SOL statements gence In the Cope box enter a code for the SQL statement for example RATE 6 In the DESCRIPTION box enter the description of the SQL statement for example RATE AMOUNT 7 In the SQL STATEMENTS panel enter the SQL statement for example select yres_id from yres ydet where ydet_id yres_current_ydet_id and ydet_rateamount like RateAmount 276 Reservation Options select yres_id from yres ydet where ydet_id yres_current_ydet_id and ydet_rateamount like Rate Amount 8 Click OK the custom SQL statement is listed in the SQL statements panel 9 Selecting the statement description displays the SQL statement in the SQL text panel in the lower right hand side El Reservation SOL Reservation search VIP
30. Setup Configuration Users User Definition Rights Customer Profiles Profile Details Default email subjects can be defined via the option DEFAULT EMAIL SUBJECTS under Setup Configuration Miscellaneous Simple Custom Text Default email body text can be defined via the option EMAIL Bopy DEFAULT under Setup Configuration Miscellaneous Simple Custom Text The maximum size for email attachments is defined via the option Max EMAIL ATTACHMENT SIZE MB under Setup Configuration Global Settings Reports gt Reports tab Family functionality is controlled by the parameter ENABLE FAMILY WIZARD under Setup Configuration Global Settings Profile Profile 1 tab SMS Sending functionality is controlled by the parameter ENABLE SMS SENDING under Setup Configuration Global Settings Interfaces Misc Interface 4 tab SMS sending requires that an SMS template with the section role PROFILE LETTER be created under Miscellaneous Reports Using the Internal Editor functionality up to 160 characters can be added to the template How to print correspondence 1 Select the required block in the grid click the CORRESPONDENCE button to display the Block Correspondence dialog box fa E3 Block Correspondence oe eE Templates z Print ooo m Edit Language v Pref Distribution Email Family Greeti
31. eal addrgreet adultcount arrivaldate Baby Child departuredate firstname freetexti freetext m language lettgreet name roomcount roomtype A A A A A A A A A A A A A A 4 Group Reservations 369 370 The fields already used are marked with a green check mark 4 Click the PENCIL button to view or change the column properties To move a field to the grid select the field and drag it to the required position To remove a field from the grid point to the column to be removed and drag it to the customize screen yellow arrows are displayed at each end of the column name 7 Once the column has been removed the green check mark is removed from the field name on the customize screen Click the E lElin the top right hand corner to close the customize screen A message is displayed asking if you want to store the grid layout Confirmation 10 Select YES to save the changes or No not to save any changes 11 Complete the update of the rooming list in the normal manner Column Properties Field Description esses The field name as it is defined in the database table The field caption Defines if the column will be fixed to the left side when scrolling to the right to view additional fields of the grid Columns marked as fixed are highlighted grey Note The rooming list is fully customizable however many of the columns on the rooming list are required and cannot be removed due
32. example if the group requires 3 single rooms and 1 double room you would need to create 2 reservations one for the single rooms and one for the double room If the group reservation is part of a block then clicking the NEW button will give the option to create an Individual or Block reservation INDIVIDUAL creates a group reservation which is not linked to the block and therefore takes rooms from general availability BLOCK opens the block selection screen and rooms are taken from the block allocation and not from general availability How to create an add on reservation 1 Click the RESERVATIONS menu and select GROUP RESERVATION to display the Group Reservation screen The Groups tab is displayed by default 2 Select the group to which you want to add an additional reservation and click EDIT The Edit Group reservation screen appears Select the group reservation which is to be duplicated 4 Select ADD ON from the OPTIONS menu to display a new edit reservation screen All the details are identical to the original reservation with the exception of the number of rooms which is defaulted to one 5 Make any changes required to the reservation such as number of rooms and room type 6 Click OK to save the reservation The Edit Group dialog box is displayed with the new reservation shown in the upper grid How to enter an additional reservation 1 Click the RESERVATIONS menu and select GROUP RESERVATION to display the G
33. the option date can be set in the configuration to be completed automatically with the defined number of days added to the current Suite 8 date How to view reservations with the status offer 1 Click the RESERVATIONS menu and select UPDATE RESERVATION Or OFFER The Reservation Navigator screen is displayed defaulted to the ALL tab Enter the required search criteria and in the SELECTION box select OFFER Click SEARCH All reservations meeting the entered search criteria with the status OFFER are displayed How to accept an offer reservation 1 Click the RESERVATIONS menu and select OFFER The Reservation Navigator screen is displayed defaulted to the ALL tab 2 Enter the required search criteria and click SEARCH All reservations meeting the entered search criteria with the status OFFER are displayed 3 Select a reservation from the grid and click ACCEPT A message is displayed asking if you want to transfer the reservation from offer to reservation 387 Confirmation Do you want to transfer reservation of Aceti Ralph from offer to reservation 4 Click YES to change the status of the reservation from OFFER to DEFINITE Offer functionality is controlled by the parameter OFFERS under Setup Configuration Global Settings Reservation Reservation 3 tab The default number of days for calculating the option date is defined via the parameter OPTION DATE IN DAYS FOR OFFERS under Setup Configuratio
34. to check out this billing window from his room Usually the video check out option is only available for guests paying with a credit card Reservation Options 10 Select the NAME for the billing window from the list of linked profiles 11 In the OTHER NAME option you can select to route the department codes to another profile If either the profile selected via NAME or OTHER NAME has default billing instructions defined then a message is displayed asking if the default billing instructions should be added Confirmation Do you want to add default billing instruction codes of MICROS FIDELIO GmbH 12 Click Yes to add the default billing instructions 13 1f the option SAME Room is not selected then the charges could be routed to an OTHER ROOM 14 If the option SAME Room is not selected then the charges could be routed to a financial account OTHER ACCOUNT Select from a list of available financial accounts or create a new Financial Account The search criteria allow the user to easily locate the required financial account Selecting the option SHOW ON PopuP will display all available financial accounts This setting is saved for future use until changed by the user 15 If the selected account has an accounts receivable number then the AR NUMBER and credit limit are displayed 16 If the method of PAYMENT is known it can be selected from a list of available payment methods and will be the default for that window at check
35. to the business logic Columns for attribute categories as well as mandatory market channel or source codes are added to the grid automatically in the event that they are or become mandatory Custom fields from the tables YRCF and YRDF can be added to the erid as required How to import a group rooming list 1 Click the RESERVATIONS menu and select GROUP RESERVATION to display the Group Reservation screen 2 Select the group for which you want to enter a rooming list and click EDIT The Edit Group reservation screen appears 3 Select the required group reservation and click the ROOMING LIST button The rooming list parameters screen is displayed 4 Enter the number of rooms to split and the number of sharers in one room Click OK the rooming list entry screen is displayed Group Reservations 6 The CHECK PROFILE check box checks for existing profiles for each name that is entered on the rooming list and is selected by default FirstName Language Address Greeting letter Greeting Arrival Departure Share _ Room Type NoofPax Biling Info Remarks Special Date WA Ok 26 12 11 TR 2 T proflecat 26 12 11 TR 2 S 26 12 11 TR 2 OQ Profile Search 26 12 11 TR 2 Remove ka Block Grid E Excel Import Check Profile T Enable New Reservations 7 Select the SHOW ExTRA FIELDS check box to display child age categories on the grid this allows ch
36. 11 11 06 12 11 18 08 11 01 09 11 21 09 11 29 09 11 13 10 11 27 10 11 10 11 11 24 11 11 08 12 11 Nights Adult Nights Revenue Summary k Edit Res Expand k Collapse Click the expand icon to show all the available past and future reservations 4 Click the collapse icon to collapse all the reservations 5 To expand or collapse by reservation category click the or next to the category name 6 Each reservation can be edited by selecting the reservation and pressing the EDIT Res button 7 Click CLOSE to close the History amp Future screen History amp Future Grid Column Information displayed Room The room number at the time of departure or currently blocked depending on the reservation status Rate The room rate at the time of departure or currently reserved depending on the reservation status The arrival date of the reservation The departure date of the reservation Nights The number of nights the guest stayed or is reserved to stay Adult Nights The number of nights multiplied with the number of adults on the reservation Revenue The total revenue for the stay Only available on history reservations Leisure Bookings This option may be used to list edit create delete schedule and post leisure bookings and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen Leisure booking functionality requires an additiona
37. 89 199 MOSSAQOS eirese En En N EET EN 201 Multiple Guest Profiles ccccc00e 99 171 N Navigation keys Accelerator KOYS 1 cccccseecseenescseeceeeneeees 11 QUICK KOYS cccccccccccceeeeeecceceseeseeeesennees 16 Shortcut KOYS 2 cc02ccccsecccsecscsecccnerecnenes 11 New R SESVALION cccccccsecnssccesceesnesesenss 38 NOTOS oSavatctatotastotushatatwuctebotebobebouomobobetes 82 205 Adding New Notes cc1cc0ecceee 82 205 p Package Grid iridir indin ted cs 60 PACK AOS rriei ra 60 Party Reservation 1ccccccsecnsscceecaeeneenes 211 Post No Show FEES ccccsececseeeeeeeeeeees 214 POSUN S etesse or nearer EV EEEE 124 Profile Screen Individual Guest 38 FTOIMMIOUOINS ron a T 106 Q QUICK REY Ss ooa EEA 16 QUICK Reservation c cccccccceeccecneceeeneeeens 403 R Registration Card ccccccsecccseeccseeesesesaes 219 Registration Card BatCh 1 cc1ccccseserees 222 Reinstate a rOS rvatlion 1 cccccecneeeeeeee 224 Reinstate Reservation ccccccccsecneeeneeee 224 POO OT inieieido thee 113 Adding AttriDUteS 2ccccccceeecssecseesaees 71 Adding INVENTOFY 1cccscecsesccssenssecaeesaees 50 Additional AUthOriZatiOn ccccecceeeeee 150 Advanced Billing Authorization 114 Advanced Reservation Search 25 Advanced Search Crit ria ccccccccceee 25 PINCHILY a a 91 121 Basic Search Crit riaa cccccceccsecneseeees 25
38. A short description about the changes that were made The name of the user who made the change Workstation The Computer Name on which the change was made The reservation changes that should be tracked are defined via the option Reservation under Setup Configuration Users User Log Virtual Numbers This option may be used to view or assign a virtual number and is accessible via the OPTIONS menu of the Reservation Navigator This option is only available if the status of the reservation is CHECKED IN Virtual numbers serve the guest as the guest s private line once they check in until they check out Virtual numbers can be assigned to guests on an as required basis automatically upon request or for the duration of the guest s stay Virtual numbers can also be assigned permanently to an individual guest profile Note The use of Virtual numbers and the available functionality depends entirely on the capabilities and the feature set of the external system and the interface used in the hotel Reservation Options 265 How to assign a virtual number 1 From the Reservation Navigator select the required checked in reservation 2 Select VIRTUAL NUMBERS from the OPTIONS menu of the profile navigator The DID Assignments dialog box is displayed Bi Virtual Numbers of Aceti Ralph D 39841 3 Click NEw to assign a new virtual number the Virtual Numbers screen is displayed E Virtual Numbers Pool DID POOL a 13 0
39. Account Number allow the user to locate the required financial account easily In addition selecting the option Show on pop up will display all available financial accounts This setting is saved for future use until changed by the user Note The financial account can also be displayed via Event Management when selecting Postings However as this option allows postings you must enter a cashier number How to access via Cashiering 1 Click the CASHIER menu and select BILLING The Cashier Login screen is displayed 2 Enter your CASHIER NUMBER and PASSWORD click LOGIN The Billing Search screen is displayed 3 Click New FA to display the New Financial Account dialog box How to create a new financial account 1 Access the New Financial Account dialog box via one of the access methods described above Financial Accounts 393 394 R New Financial Account Financial Account Settings Group PM Accounts 16 10 2011 Profile Account Number Number Desc Market TOU Tour Serie Description Credit Limit CAS Creditimit for Cash payments Limit Value Source code TOU Tour Operator Channel code INT Internet Contracted Curr EUR Euro Billing Info Remarks 2 Complete the financial account details by typing information or selecting information from the drop down lists For an explanation of the fields on the financial account screen see the New Financial Account table below 3 Click OK If the new financial
40. Arrival Friday Nights Departure Sunday Currency 09 12 2011 z lt 5 2 gt 11 12 2011 Euro Guest Recognition ofrooms 1 Party yragnt Market Company with Contract Room features v P Adults 2 ariy eS Individual Reservation color z Teenager 0 s Billing info Child 0 a Disc amount 0 00 Disc 0 0 Remarks gt Baby 0 Promotion CRS no Reason v Option date zoom Bookngdate oz o 2011 Room type Double Room a C A time 12 00 AM v Rate code Local Corporate Level 1 m C O time 12 00 PM v Booker m v Rate R type Double Room mam Res type Def Tent are z Rate amount 133 33 Se 7 orice 7 Pay method lt a it limi 500 00 Room Lock room aes Calculated price 133 33 EUR Block m ae Y Netamount 124 61 EUR ENE Amenity Standard v Extra charges 0 00 EUR print rate E Nopost Rateamount 133 33 EUR U Created Supervisor Demonstration 02 10 11 12 57 29PM Updated Supervisor Demonstration 02 10 11 1 28 35 PM Days gt share _ Depost rec K otons Po cca 3 Once any necessary changes have been made click OK to close the share list Reservation Options 4 Click OK to close the reservation edit screen Multiple reservation edit functionality is controlled by the parameter USE MULTI RES EDIT under Setup Configuration Global Settings Reservation Reservation3 tab Fixed Charges This option may be used to enter fixed charges on a reservation and is accessible v
41. Authorization Advanced Billing Authorization Group Arrival Date 07 09 2011 Valid Until Received On 4 Select the ADVANCED BILLING AUTHORIZATION GROUP from the drop down list The ARRIVAL DATE is completed automatically and is not accessible Type the date the authorization was requested in the REQUESTED ON box or click the drop down arrow and select a date from the calendar 7 The VALID UNTIL date is the date until which the advanced billing authorization is valid This is automatically completed with the reservation departure date however this may be changed as required 8 Type the date the authorization was received in the RECEIVED ON box or select a date from the calendar 9 Click SAVE to save the authorization 10 Click CLOSE to close the Advanced Billing Authorization dialog box 11 Click CLOSE to close the Advanced Billing Authorization screen How to edit view an existing billing authorization 1 From the Reservation Navigator select the required reservation 2 Select ADVANCED BILLING AUTHORIZATION from the OPTIONS menu The Advanced Billing Authorization screen is displayed Reservation Options 115 Fi Advanced Billing Authorization o Requested On Valid Until me 03 10 11 29 09 11 02 10 11 0 3 Select the billing authorization to be edited and click Epit to display the Advanced Billing Authorization dialog box Bs Advanced Billing Authorization Advanced Billing Authorization Group CO
42. Click the RESERVATIONS menu and select BLOCK RESERVATION The block reservation navigator is displayed Select the block to which you want to add a trace and click the TRACES button Click NEw to display the new Trace dialog box In the TRACE DATES FROM and To boxes select the date for the trace wu BR U N In the TRACE DEPARTMENTS box select the department the trace is for A list of texts that you may select from appears under TRACE TEXTS 298 Block Reservation 6 Type the trace message in the TExT box or select one of the pre defined trace texts by double clicking the text 7 Click OK to save the trace Trace dialog box Field Definition SSS Trace Date From The date the trace is for TO Trace Departments Defines the department the trace is for Trace Texts The pre defined traces texts belonging to the selected trace department Text Free format trace text can be entered in addition to or in place of one of the pre defined texts How to resolve a trace 1 Click the RESERVATIONS menu and select BLOCK RESERVATION 2 Select the block which has the trace to be resolved and click the TRAcEs button 3 Select the trace to be resolved 4 Click RESOLVE Now the trace is now marked as resolved How to mark a resolved trace as unresolved 1 Click the RESERVATIONS menu and select BLOCK RESERVATION 2 Select the block which has the trace to be unresolved and click the TRAcEs button 3 Select the trace to be
43. Custom SQL statements dialog box a en parameter E Reservation SOL Reservation search Suite amp Homepage Upgrades F Down Down soL Note A Custom SQL group must be created before any custom SQL statements can be created 2 Place the cursor in the SQL Statements panel on the left hand side of the screen and right click to display the short cut menu New group Delete group Rename group Move group higher Move group lower New SQL 3 Click NEw Group on the shortcut menu to display the Custom SQL group name dialog box Reservations 6 Custom SQL Group Name Code Descripton In the Cope box enter a code for the SQL group up to five alphanumeric characters is allowed In the DESCRIPTION box enter the description of the SQL group Custom 50L Group Name Code Res Description Res Custom SOI Statements Click OK to save the SQL Group How to link a role to a custom SQL group 1 PA 3 7 Click MISCELLANEOUS from the SETUP drop down menu and then SYSTEM MAINTENANCE On the System Maintenance menu click DATABASE Click CUSTOM SQL STATEMENTS on the Database menu to display the Custom SQL statements dialog box Select the required SQL Group from the SQL Statements panel on the left hand side of the screen Click the ROLE button Custom SQL group role Profile search Reservation search Room search Custom sal grid
44. Day types must be defined for example high season low season holidays fairs or regular days On the day type calendar day types can be assigned to certain days or periods Day type schemas must be defined so that different schema calculations can be defined for different rate codes for the same day type For example rack rate could have a schema with a normal schema calculation defined for day type A and corporate rate could have a schema with a flexible schema calculation for day type A The actual amount which should be added or deducted per day type and day type schema must be configured there are three day types schema configuration possibilities Reservations 109 110 Normal the amount entered is added or deducted for adults and all child age categories it will be multiplied with number of persons in the corresponding category Flat the amount entered is a flat amount to be added or deducted from the rate amount this means the amount is independent from number of adults or children Flexible the amount entered is added or deducted for up to 4 adults On the More field tab of the rate code the option Include Day Types Calculation must be marked and the required schema linked Day type rate functionality is controlled by the parameter CALCULATE DAY TYPE RATES under Setup Configuration Global Settings Reservation Rates tab Marking a rate as a manual rate automatically when the r
45. Dear Hiss Sandy Ball Ball we contracted the following allottment for you BI0110503 from 26 12 11 to 02 01 12 Please find below the room details belonging to the contract Date Room Type Blocked Rooms Picked Up 26 12 11 DR 20 26 12 11 oR 20 26 12 11 SU 10 a 8 The To box is automatically completed with the email address from the profile this can be changed by clicking the drop down arrow and selecting the email address to which this email should be sent or by selecting the required email addresses from the list of available in the panel on the upper right hand side and clicking the TO button Click the SELEcT ALL button and then the TO button to select all the available email addresses 9 In the CC box click the drop down arrow and select the email address which Should be copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the CC button Click the SELEcT ALL button and then the CC button to select all the available email addresses 10 In the BCC box click the drop down arrow and select the email address which Should be blind copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the BCC button Click the SELEcT ALL button and then the BCC button to select all the available email addresses 11 Enter the topic of the email in the SuBjEcT box If a default
46. Definition Rights Reservation Superblocking Superblock functionality enables authorized users to block a room for a guest while unauthorized users will not be able to change that room or make a room move The Edit Reservation screen has to be customised in order to use the check box for locking rooms Using the customised edit reservation screen you can select the SUPERBLOCK check box to superblock a reservation A superblock means that the room number assigned to the reservation is locked and can only be changed by a user with the appropriate user rights This feature enables supervisors to gain more control over room assignments where a specific room type and number is essential If a user tries to change a superblocked room number then a warning messages is displayed informing the user that the room is locked for this guest and do they want to continue With the hts selecting YES will chan Confirmation e the room to the newly selected room number appropriate use ri Room is locked for Aceti Ralph superblock Do you want to continue In order to superblock a room from the edit reservation screen the field TFIDRESLOCKROOMCHECKBox must be added to the reservation edit screen via Setup Miscellaneous Form Customization The field can be selected from the component palette under the tab FIDRESCHECKBox Superblock functionality is controlled by the user rights Lock ROOM SUPERBLOCK UNLOCK ROOM CLEAR SUPE
47. E rere E E E E AE AE A ETAR 199 INS S SACS E A E E E E E E ARE A A A E 201 IG EE EE E A AN E E A E E A F E AE AE ANETTA E AREE AA 205 Parea A E E oeenvesteae 211 Fos No SNOW TeS Snore E E OAA E AE 214 Fost Departure KEYS ponen a a E E 216 PES ATT IY ail IOVS urr ERAT R RE EEO TE EA 218 Re eisthatign Card crrr iene eee ea OET 219 Resistration Card Baoris nnana T sti eee ee 222 Ca 6 So 2 1 E Sy AASER PARETE AAEE E E EEAS EAEE E A E A A A 224 ROOMA SSI ONNEN waster tess E pe aseainn asnaanonsh mia eaoe esse oe 227 Room Move Reasons iee E N E E 229 Share Reservat oNssroiani i a a matte ane ene ene AA ce eat a 233 ohare WIEN MEW TESEV a N OTi a E TANAR 234 Share WNES reserva O Niera A T T A 235 Display oMa eeni E T E ENEA 236 Maser N E E E ES 242 Mac oye gio Kai n ONIE ae E S 243 ONE E A E OT E E 243 SPI Esain a E E a E A a 243 ULC ACCOM AN E A E E E E 246 OWAP OOM ieron E E nr E E EA E TAT 248 Table Reservation ss asta acetate rete echo veer a a Aa a A tin 250 fic TE E N EEEN E EE E TE E re ery eer renee ee E EE EEA O A ee Terre AAT EE ETS 255 Trans pondercIrdS cisien a a Ane a ety tet apenas Ae a Se 258 Undo Check hg ieeeeree nme ee oem nearer ene ree er rrr areas men eee re eer a eee eee 262 BS grees Check OU camenree meme sere ee re omer ee eee ree errr nen erm eee tre eer a eee 263 alii CC NIB OO errur a aes taste snes tones ache alee TEE OET 264 WSC Oe conre Ea O E TO ET 264 Wart alll Nampo poses cco tes sett tecer a sat a O E 265
48. Ee Html e Voucher Information Voucher Name Weekend Arrangement Double Room including Breakfast Voucher Number 20083620 Voucher Type Weekend Stay Voucher Amount 362 00 Ordering Profile Default Voucher Profile How to attach a voucher 1 From the Reservation Navigator select the required reservation 2 Select VOUCHERS from the OPTIONS menu to display the vouchers sub menu Attach Voucher Detach Voucher 3 Select ATTACH VOUCHER the Voucher Management Search screen is displayed Reservation Options 269 Ei Voucher Management Search os Number Indude voided E Not paid completely Description Last Name Select Artide First Name Redeemed Order Reason All F Redeemed Notredeemed are Finalized war N All C Finalized 6 NotFinalized Created tol kd On Hald Send by Post 3 All On Hold F Not On Hold All F To be sent Sent gt Reset Filter Clearing Date Amount Billing Edit Res HTML Comp Sent by Post 4 Complete the search criteria and click SEARCH All the vouchers meeting the entered search criteria are displayed 5 Locate the required voucher and click SELECT The voucher is attached to the reservation Note Only ARRANGEMENT type vouchers can be attached to a reservation How to detach a voucher 1 From the Reservation Navigator select the required reservation 2 Select VOUCHERS from the OPTIONS menu to display the vouchers sub menu Atta
49. FLOAT the allowance will be created at the beginning of the stay and the guest can make use of the element anytime during the stay NEXT DAY the allowance will be created for the next day usually used for defining breakfast elements Overage Department code under which any package overage is posted If the amount posted against the allowance is more than the allowance itself the overage will be posted on the guest folio If no department code is defined the overage is posted to the package department code Profit Department code under which any package profit is posted Profit is if the allowance was either only partially used or not used at all by the guest Loss Department code under which package loss is posted Loss is if the guest consumed more than the allowance amount Pck Type Defines if the package price is per adult or a flat rate Autoincrement If auto increment is marked as true then the allowance is absorbed i e it is incremented automatically if the charges against this package exceed the allowance Note This option is for all inclusive hotels where nothing is ever charged to the guest Closed Indicates if it is still possible to post against the allowance It is not possible to post against a closed allowance for example a breakfast allowance for yesterday is not available to be used today and will have been marked as closed during the night audit Note Allowances are updated automatically when packages are
50. If the LINKED PROFILES ONLY check box is selected by default then only profiles which are linked to the reservation profile are displayed 4 If required clear the LINKED PROFILES ONLY check box and search again Create or locate the required profile and click SELECT A confirmation message is displayed asking if the booker should be linked to the company The user is prompted to link the selected booker first to the company attached then the travel agent and lastly the source Confirmation 6 Once the booker has been linked to the relevant profile then the user is prompted to assign a role to the booker profile being linked Reservations 105 Select Role Role bi Position Department Primary 7 Select the ROLE from the drop down list and click OK 8 Click OK to close the reservation This functionality is controlled by the parameter LINK BOOKER TO COMPANY SOURCE OR TRAVEL AGENT under Setup Configuration Global Settings Reservation Reservation 3 tab Promotions Promotions functionality allows the property to define promotional rules that can be attached to a regular rate in order to give a discount A promotion can be limited by the dates when the reservation can be booked and the dates for which the promotion is valid Two types of promotion can be defined A promotion for booking a reservation for a specific number of days for example stay for 5 nights and pay for 4 A promotio
51. More than one room is reserved Do you want to split the reservation Select Yes to split the reservation and No to leave the room number empty If the reservation is not part of a block reservation this field Should remain empty if the reservation should be deducted from an available block press the Lose button to select the relevant block Note If the block selected has a different rate code market code source code and or channel code then the system will prompt you to change the entries on the reservation to the codes as defined in the block Click the Lose button to display the Group Reservations screen and attach a group to the reservation If the reservation is already part of a group then the group name is displayed here On the main group reservation the group field is not accessible the group name is completed automatically when the group reservation is split to individual reservations The market segment A market code indicates the general purpose of the reservation typical market codes are Individual Corporate Group Tour Series and Leisure The market code is often used in conjunction with the rate code Note To make sure that each reservation and financial account has a market code attached this field should be set as mandatory in the configuration Reservations The source of business indicates how the reservation was made For example direct to the hotel by telephone via the Source Internet
52. Option date T ams eolnedete RIT Room type C I time 12 00 AM a Rate code C O time 12 00 PM Booker Rate R type Res type Def E Tent Guarantee c of rooms Adults Teenager Child Baby SLANE ANE LARE LANEI a Specials Rate amount 92 00 Manual price Room e E Lock room Calculated price 0 00 EUR ait Folio style Net amount 0 94 EUR B Amenity Standard Extra charges 0 00 EUR Print rate E No post Rate amount 30 00 EUR Created Supervisor Demonstration 26 09 11 8 3232 AM Updated Supervisor Demonstration 26 09 11 8 32 32 AM Pay method Group The edit reservation screen consist of up to twelve different screens each one represented by a tab for an explanation of each tab see the Reservation Tabs table below Reservation Package grid Credit card Special attr Meal plan 3 Complete the reservation details by typing information or selecting information from the drop down lists For an explanation of the fields on the reservation screen see the Reservation Details table below Reservation Tabs Tab Details eee Reservation The main reservation screen which consists of the basic profile information and the reservation details Inventory May be used to add an inventory item to a reservation Inventory items are items of which the hotel has a specific number or which have to be ordered specially If an inventory item is only needed on certain days of the guest s stay then the inven
53. Print H Find in Grid The screen is split into 3 sections The upper left hand side of the screen is the search area You can search for messages by entering a guest NAME a ROOM NO or a DATE As the messages screen was accessed from a specific reservation then only the search by DATE is relevant here The upper right hand side of the screen allows the search to be narrowed by message Status ALL MESSAGES not received printed and received messages NoT RECEIVED for all messages which have not been received yet PRINTED MESSAGES all messages which have been printed m RECEIVED all messages which have been marked as received m VIDEO SENT all messages that have been sent via the video interface Interface Dependant m VIDEO RECEIVED all messages that have been received by the guest via the video interface Interface Dependant The messages for this guest are displayed in the grid in the lower half of the screen 3 To activate the search click SEARCH to clear the search criteria click CLEAR 4 Select the message to be viewed and click EDIT The message screen is split into two sections The upper part displays guest details who the message was from and contact details The lower part displays the message text Reservation Options 203 204 6 FE Message anme Print Room No 710 Departure 13 10 2011 Group Message From Hannah Smith Duty Manager Contact In
54. Select INCL OUT OF SERVICE to include rooms which have the status out of service 1 Select the room statuses to include from the HOUSEKEEPING STATUS list 2 Click SEARCH to display the rooms available according to the entered criteria 3 Select the required room from the grid and click the SELEcT button The Edit Reservation screen is displayed with the assigned room 14 Click OK to close the reservation Note The housekeeping statuses on which the search can be made are dependant upon the statuses that have been configured by your property Room search dialog box search criteria Fill in this field With this information Starting Date The date for which to search for available rooms Defaults to the reservation arrival date Nights The number of night s to search for available rooms Defaults to the number of nights in the reservation Room Types Select specific room types if required Defaults to the reservation room type Room Number Room Features Floors Due out rooms Include out of service Housekeeping Status Enter a specific room number if required Select specific room features Room features entered on the guest profile or reservation are displayed by default Select specific floors if required Select this option to include rooms currently in house but are due to check out Due out rooms can be included by default by activating the parameter DUE OUT ROOMS ON ROOM SEARCH DEFAULT in configuration
55. Select this option to include rooms with the status out of service Select the required housekeeping statuses Reservation Options Rooms search dialog box grid names Housekeeping Status The housekeeping status of the room for example CL Clean DI Dirty or INS Inspected No of pax The maximum number of people that under normal occupancy conditions could sleep in the room excluding cots and or cribs Next Block The next arrival date for which the room is blocked Assignments Displays information about rooms that have special housekeeping or general assignments For example TRI may indicate to housekeeping that the room needs to be set up as a triple The housekeeping statuses are defined under Setup Configuration Reservations Room Management Housekeeping Due out rooms can be included by default in the room search by selecting the parameter DUE OUT ROOMS ON ROOM SEARCH DEFAULT under Setup Configuration Global Settings Miscellaneous Search Screens 2 tab Room Move Reasons This option may be used to enter a reason and a time for a schedule room move and is accessible via the OPTIONS menu of the Edit Reservation screen The ROOM MOVE REASONS option is only available if the guest checked in prior to today and is currently scheduled to move rooms On the Room Rack Ctrl L placing the cursor on a reservation which is scheduled to move rooms will display an information bo
56. There is no possibility to undo the posting of daily charges when posted through this option How to print a group proforma invoice 1s Click the RESERVATIONS menu and select GROUP RESERVATION to display the Group Reservation screen Select the group for which you want to print a proforma invoice and click EDIT The Edit Group reservation screen appears Select PROFORMA INVOICE from the GRouP OPTIONS menu and then select PROFORMA INVOICE The Cashier Login screen is displayed Enter your CASHIER NUMBER and PASSWORD click LOGIN A confirmation message is displayed asking if you are sure you want to create a proforma invoice for the group Confirmation Click Yes to create the proforma invoice Are you sure you want to create Proforma invoice for Biomedical Sciences 20061 27 1 group The room charges for today s expected arrivals are posted for all days of the stay and routed to the financial account according to the billing instructions and then the Folio Styles dialog box is displayed Group Reservations Bi Folio Styles Customer Marritz Incentive House 9097 Balance 0 00 Style Folio Detailed Display telephone details on invoice 7 Click PRINT a message is displayed informing you that the Proforma Invoice has been created Information Proforma Invoice has been created 8 Click OK to close the message Proforma functionality is controlled by the parameter ENABLE PROFORMA INVO
57. This option is used to view the changes related to the selected financial account 1 Access the Financial Account dialog box via one of the access methods described above 2 Click USER LoG to display the User Log dialog box The User Log is displayed split into 2 sections The upper section displays the name of the financial account and the arrival and departure dates The lower section displayed information about the changes to this financial account Financial Account log 9090 PM 9090 20 11 11 20 11 11 pae Tet ser Workstation 15 11 11 11 27 43 AM FA created PM 9090 ID 1575 by Supervisor Demonstrat Demonstration Supervisor DE B D XPTEST 3 Once all changes have been viewed click OK to close the user log User Log Display Options Field Heading Gives this information Date The date and time the change was made This is the system date of the computer on which the change was made Financial Accounts 399 A short description about the changes that were made The name of the user who made the change Workstation The computer name on which the change was made The financial account groups and numbers are defined via the options FINANCIAL ACCOUNT GROUPS and FINANCIAL ACCOUNT NUMBERS under Setup Configuration Cashiering Financial account functionality is controlled by the user rights View EDIT INSERT and DELETE under Setup Configuration Users User Definition Righ
58. To raceti worldwide com EE E T ae a ted Save Draft cc Pics BCC Subject OUR RESERVATION 2940 EE To EEC BCC Send as Attachment To p Attachments Paa Email Body Templates ee lt Default gt Default EMail Body EN Tl Delete Body Format Text HTML RESERVATION CONFIRMATION 2540 7 ae Thank you for your reservation at the Micros Fidelio Demo Pro 9 Your Confirmation Number is 2940 S As you have guaranteed this reservation your room will be he All of our bedrooms and suites feature the latest in room teci I hope that you will have the opportunity to experience Brass 4 Mh 8 The To box is automatically completed with the email address from the profile this can be changed by clicking the drop down arrow and selecting the email address to which this email should be sent or by selecting the required email addresses from the list of available in the panel on the upper right hand side and clicking the TO button Click the SELEcT ALL button and then the TO button to select all the available email addresses Reservation Options 141 142 10 11 12 13 14 15 16 17 18 1 In the CC box click the drop down arrow and select the email address which should be copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the CC button Click the SeLecT ALL button and the
59. Treatments pate osos2007 O E State from has oooO to hsas o oOo O Rate 45 00 EUR EIR Preparation Time o 00 Clearing Time o 00 Paying Guest 3 Reservation Res 7 1657 From 08 4UG 07 to 09 4UG 07 x Rate Category Regutar Rate OSS OT Charge Type 00622 Wellness Guest F Title Firstname Lastname Sarah Wakefield OK and Copy OK and Deposit OK Cancel The leisure booking is closed and the BellaVita main screen is displayed 9 To close BellaVita click the FILE menu and select EXIT 10 The Leisure Booking List is displayed click SEARCH to update the list The leisure booking is listed for this guest Reservation Options 189 190 How to edit a leisure booking 1 Zi 6 7 From the Reservation Navigator select the required reservation Select LEISURE BOOKINGS from the OPTIONS menu or Click Ep T to display the reservation edit screen and then select LEISURE BOOKINGS from the OPTIONS menu The Leisure Booking List dialog box is displayed with the leisure bookings reserved for this guest listed Search for and locate the booking to be edited Click the Epit button BellaVita is opened and the selected leisure booking displayed Booking Number 715 4 x la Offers 7 ae E amp Bath amp Softaack T You are moditying a booking Bath Softpack Offer Manicure with varnish Active E ta Beauty i Body Treatments Summary Manager of Resources Bookinglist Re
60. VIEW v8_sys_customxcmssearch customxcmssearch_xcms_id zfac_longdesc AS SELECT xcms_id customxcmssearch_xcms_id select zfac_longdesc from zfac where zfac_actvalidfrom is not null and zfac_actvaliduntil is null and xcms xcms_id zfac zfac_xcms_id and rownum 1 zfac_longdesc from xcms The fields from the custom view are automatically added to the grid How to create a customised grid view for reservation search Users familiar with the Fidelio Suite8 table structure and fields can create a customised grid view for the reservation navigator This functionality is controlled by the parameter CUSTOM VIEW IN RES NAVIGATOR under Setup Configuration Global Settings Miscellaneous Search Screens 2 tab To add fields to the Grid Customization dialog box the view V8_SYS_CUSTOMXCMSSEARCH has to be amended Example Adding the housekeeping status to the reservation navigator How to create a customised grid view for booking search Users familiar with the Fidelio Suite8 table structure and fields can create a customised grid view for the event booking search This functionality is controlled by the parameter CUSTOM VIEW IN BOOKING SEARCH under Setup Configuration Global Settings Miscellaneous Search Screens 2 tab To add fields to the Grid Customization dialog box the view V8_SYS_CUSTOMYBOMSEARCH has to be amended however it must contain the field customybomsearch_ybom_id Example How to display th
61. X Select Refresh Ema monens Click here to hide show filters General Reservation Financial Account Balances Apply Date Filter Room In House 1 V In House 6 v All Arr Arr Name Expected Arrivals 2 V Expected Arrivals 7 T Zero Balance Expected Dep snc Dep Group Expected Dep 3 v Expected Dep 8 Open Balance ID Checked Out 4 v Checked Out 9 g Future 5 v Future 0 Party J POS PM x Profiles Complete the search criteria and click REFRESH All the financial accounts meeting the entered search criteria are listed Locate the required financial account and then click SELECT A message is displayed indicating that the no show fee has been posted Fidelio Suite 8 No show fee was posted for 1 reservations OK The folio can now be checked out via billing in the normal manner The policy rule for no show reservations is defined via the option No sHow under Setup Configuration Global Settings Policies tab This rule defines the type of action the department code the posting text and the financial account group Policy types such as Standard Policy or Policy for a Company with Contract are defined via the option POLICIES under Setup Configuration Reservations This option is used to configure the rules to calculate the no show fee to be charged for example 80 of the room rate for up to a maximum of 3 days This functionality
62. a manager The Resp EMPLOYEE entered for the task or activity is automatically marked as the primary assigned manager However it is possible to link an unlimited number of managers How to add a new manager 1 Display either the Activity or TASK dialog box 2 Select the MANAGER ASSIGNMENT tab Bi Edit Activity Introduction Call 04 10 11 10 45 AM ID 1268 Activity Manager Assignment Linked Documents Initials Title Role Demonstration Supervisor DS Supervizor Createdon Monday July 19 2010 2 59 PM Created by Demonstration Supervisor 3 Click New the Unassigned Managers dialog box is displayed 4 Select the check box next to the required manager s name 5 Click OK How to delete a manager assignment 1 Display either the TASK or AcTIvITy dialog box 2 Select the MANAGER ASSIGNMENT tab Block Reservation 305 306 3 Select the manager assignment to be deleted and click DELETE a confirmation message is displayed Information 4 Click Yes to delete the manager assignment Linked Documents This option enables the user to view edit or add different types of documents to a profile task or activity It is recommended to place these documents on a shared network path to which all users have access If a scanner is connected to the workstation you can also scan and attach documents such as contracts letters or pictures The scanner needs to be Twain compatible Note The linked document
63. a reservation 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then select GUEST PROFILES from the OPTIONS menu The Edit Reservation screen is displayed defaulted to the PROFILES tab 3 In the lower grid select the profile to be removed from the reservation and click REMOVE A confirmation message is displayed 100 Reservations Confirmation Do you want to remove selected items 4 Click Yes to remove the profile 5 Click OK to close the reservation How to change the primary profile on a reservation 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then select GUEST PROFILES from the OPTIONS menu The Edit Reservation screen is displayed defaulted to the PROFILES tab The lower section shows the profiles which are attached to this reservation the primary profile is marked with an x x Aceti Ralph Abenam Jean Pierre 3 Select the profile which is to become the main profile of this reservation and click the PRIMARY button A confirmation message is displayed Lar TETT Are you sure you want Abenam Jean Pierre to be the main customer of the reservation 4 Click YES to mark the selected profile as the main customer of the reservation The selected profile is now marked with an x Name Abenam Jean Pierre Primary How t
64. above 2 Click CREDIT CARDS to display the financial account credit cards dialog box See Credit Cards on page 73 for more details This option is only available if the status of the financial account is expected checked in or closed How to enter fixed charges for financial accounts This option is used to enter fixed charges on the Financial Account Fixed charges are used to post daily charges other than room tax or packages for example conference equipment rental from external locations Suite 8 posts fixed charges automatically during night audit or when choosing the option post daily charges in the cashiering module 1 Access the Financial Account Settings dialog box via one of the access methods described above 2 Click FIXED CHARGES to display the Fixed Charges dialog box Financial Accounts 397 398 See Fixed Charges on page 79 for more details How to unlink a CCM financial account 1 2 oy Locate the required booking Click the OPTIONS button to display the short cut menu Click FINANCIAL ACCOUNTS on the short cut menu to display the Financial Accounts Settings dialog box Es Edit FA for booking Sales Training 2011 23 09 11 qD 1200 Financial Account Settings Group PM Accounts Date Range 08 09 2011 16 10 2011 Profile Thomas Cook Account Number 005 Number Desc Market TOU Tour Serie Description Thomas Cook 100103 Credit Limit CCC Creditimit for CC payments L
65. accounts This option is used to unlink Company Agent Source Meeting Planner or Vendor profiles to the financial account 1 Access the Financial Account Settings dialog box via one of the access methods described above 2 Click PROFILES to display the Profile Select dialog box 3 Select the profile to be unlinked 4 Click DELETE LINK 5 Click OK to return to the Financial Account Settings dialog box How to enter notes for financial accounts This option is used to add edit delete and view notes related to the selected financial account 1 Access the Financial Account dialog box via one of the access methods described above 2 Click Notes to display the Notes dialog box See Notes on page 82 for more details How to link billing instructions to financial accounts This option is used to link billing instructions to the Financial Account 1 Access the Financial Account Settings dialog box via one of the access methods described above 2 Click BILLING INSTR to display the Billing Instructions dialog box See Billing Instructions on page 124 for more details How to link credit cards to financial accounts This option is used to add edit delete guarantee or get approval for credit cards For example the charges of conference bookings or group members might be routed to a financial account and paid by a company credit card 1 Access the Financial Account Settings dialog box via one of the access methods described
66. additional rooms to a group reservation Group Reservations 359 360 NEW is used to enter a new group reservation EDIT is used to edit a group through the group module FIND IN GRID to further narrow the group search Click NEw to enter a new group The Block Selection screen is displayed with a grid showing the dates room types and number of rooms reserved for this block SN p p p p p fom feom icons fos oors fos ga 28 12 2011 Wed 55 38 25 10 e jp jo e E 20 20 10 On the grid select the room type and days required then click the ADD button Note Only one room type can be selected at a time The Number of Rooms dialog box is displayed Number of Rooms The total number of rooms available for this room type is listed adjust the number of rooms if required and click OK The selection is listed in the Selected Rooms dialog box in the lower right corner Startdate ___ Enddate 27 12 11 27 12 11 DR 55 Repeat steps 6 and 7 until all the required rooms and room types have been selected Note Occasionally when you are entering a group you may want to reserve a room type which does not have enough available rooms In this case the system will display the room type selection screen and allow rooms to be borrowed from another room type Borrowing from a room type does not increase the total size of the block it only readjusts the allocation among the different room types Clic
67. assignment to be deleted and click the DELETE button a confirmation message is displayed Information 4 Click Yes to delete the virtual number assignment If the parameter ASSIGNMENT REQUIRED is active then it is only possible to unassign the current number and reassign a new number Confirmation a Select YES to unassign the virtual number The Virtual Numbers screen is displayed select a new virtual number and click the SELECT button The DID Assignments dialog box is displayed with the virtual number assigned 7 Click Save to close the dialog box and save the assigned number A confirmation screen is displayed with the virtual numbers assigned Click PRINT to print the screen a Click CLOSE to exit the virtual number assignment Deleting an assigned virtual number is not possible if the parameter ASSIGNMENT REQUIRED is active under Setup Configuration Miscellaneous gt Virtual Number Setup Virtual Number Pool Setup A different virtual number can be assigned by unassigning the current virtual number and assigning a new number 268 Reservation Options Vouchers This option may be used to attach and detach vouchers and is accessible via the OPTIONS menu of the Reservation Navigator If a voucher is attached to the reservation it will be indicated at the bottom of the edit reservation screen by the indicator Voucher Selecting the VOUCHER indicator displays the voucher details in html format
68. button Block Reservation 3 Select the trace to be resolved 4 Click RESOLVE Now the trace is now marked as resolved How to mark a resolved trace as unresolved 1 Click the RESERVATIONS menu and select BLOCK RESERVATION 2 Select the block which has the trace to be unresolved and click the TRAcEs button 3 Select the trace to be unresolved 4 Click CLEAR RESOLVE the trace is now marked as not resolved How to delete a trace 1 Click the RESERVATIONS menu and select BLOCK RESERVATION 2 Select the block which has the trace to be deleted and click the TRAcEs button 3 Select the trace to be deleted A Click DELETE the trace is deleted Trace group s control where the traces appear in Fidelio and are defined via the option ACTIVITY AND TRACE GROUPS under Setup Configuration CRM Trace types are linked to the trace groups and are defined via the option TRACE TYPES under Setup Configuration Reservations Trace functionality is controlled by the user rights View Epit NEw and DELETE under Setup Configuration Users User Definition Rights Traces Block traces Billing Instructions This option may be used to view and access the billing instructions and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen Billing Instructions are also accessible from the BLOCK NAVIGATOR and the BLOCK HEADER Billing instructions are used to
69. cccccccccsseccseeeeeeseeaes 219 Reinstate a reservation cccceccececeeeeees 224 Reservation Notes ccccccceceeeees 82 205 Share R SErVAaltiIONS ccccccccecceseeseeneees 234 D A T 243 H Coe ae a AE ASS 255 Undo Check IN tec cecececcececcececeeceenenees 262 Undo Check Out ccccccecsscecceceeceeneeess 263 Unlink CCM Booking 11 ccseccrseeeeneeees 264 User LOg Pe Me ee ne ea SO ete ty oe 264 UV WS hina ant ee ale alee an oes 272 Reservation Search 1 cccecececceceecececneeeees 25 Room MOV 1 01 ccecccececececececeneneneaenenens 401 WVHOCAIOS isd cb 3 be is ats died udadiodu tesa amodeas 25 Room ASSIQNMEN 1ccscccsecceesseennseseess 227 Room MVC 1 0 ccc ececececececececececesecenenenenes 401 Rooming List EXC IMO siiani 367 Rooming List BIOCKS c1ccccseerseeeeees 315 Rooming List GrOuUpPS 1 ccccsccseeceseeeeaes 367 S Scheduled ROOM MoOve u cccccccececeeseeees 401 Share Reservations 1 cccececeecececeeeeeees 234 Master and slave reservations 234 Share with existing reservation 234 Share with new reservation 2 234 SNOrnCUt KEYS aecineereiieninir niiina iaie 11 Split Reservation cccccseeccseeceneeceeesenees 243 Splitting reservations ccccseeeeseeeeneeeenees 243 T Text T MpIlates ccccccccccscseeceeeaees 82 205 Tour Series Custom Tour Series 1ccccscceceececeeeeees 311 Fixed Tour SCVCS vcccicicviviviv
70. date column of such days is indicated in a light gray colour On the package grid select the day and package to be linked Click the LINK button the package is displayed on the grid for day selected Click OK to save and close the reservation How to unlink a package 1 2 From the Reservation Navigator select the required reservation Click EpIT to display the reservation edit screen and then select the PACKAGE GRID tab The package grid is displayed with any packages currently attached to the reservation Packages can not be unlinked for days where the daily charges have already been posted The day date column of such days is indicated in a light gray colour Reservations 67 3 On the package grid select the day and package to be unlinked 4 Click the UNLINK button the package is no longer displayed on the grid for day selected Manual packages with no frequency link which are no longer valid for any day of the reservation are removed completely from the package grid Manual packages with a frequency link which are no longer valid for any day of the reservation remain on the package grid however a message is displayed asking if the package should be removed completely Confirmation Package Is removed from every day Do you want to remove package frequency Ee 5 Click YES to remove the package from the reservation 6 Click OK to save and close the reservation Note It is not possible to unli
71. direct specific charges to be posted automatically to different folios You can direct charges the same room but to a different billing window or to another name room or financial account Billing instructions can be limited by date and a payment method can be set for each instruction For example for a guest on a business trip where the company is paying for the room and breakfast charges the billing instructions would be entered so that the room and breakfast charges are directed automatically to a different folio window When the guest checks out he will only pay his personal charges and the invoice for room and breakfast will be sent to the company Billing instructions and expected or checked in reservations financial accounts are handled as follows Charges of an expected reservation can be routed to an expected or checked in reservation or financial account Charges of a checked in reservation can not be routed to an expected reservation or financial account the message Routing not possible target is not checked in will occur If billing instructions are attached to a reservation it will be indicated at the bottom of the edit reservation screen by the indicator Biling inst which can be used to directly display the billing instructions The option MANUAL CARD is available if transponder handling is activated it is used to manually enter a card number so that all charges can be automatically routed to the financial account l
72. display the reservation edit screen and then select the PACKAGE GRID tab The package grid is displayed with any packages currently attached to the reservation Package grid ei ey m a1 Edit Reserva Display Calculated price 39 60 EUR Packages al 12 00 EUR Linked not linked Net amount 35 13 EUR Included 10 00 EUR Multiplier Extra charges 0 00 EUR Add to rate 2 00 EUR F amp B Packages Spa Packages BAT r Bathrobe MAS Massage WEL ps master Wellness Pa Miscellaneous Others Breakfast print separate Breakfast 7 Half Board Dinner Indusive Half Board Lunch Indusive Half Board Dinner Add To Riate Half Board Dinner Print Sep Half Board Lunch Print Sep Full Board Dinner Add To Rate Full Board Lunch Add To Rate Full Board Lunch Print Sep Full Board Dinner Print Sep Half Board lunch Add ToRate 3 Click the ADD button to display the Package configuration screen with a list of available packages Reservations 65 BRF Breakfast induded BRA Breakfast add to rate BRS Breakfast print separate BF Breakfast 7 HDI Half Board Dinner Indusive HLI Half Board Lunch Indusive HOA Half Board Dinner Add T HOS Half Board Dinner Print Sep HLS Half Board Lunch Print Sep FDA Full Board Dinner Add T FLA Full Board Lunch Add To FLS Full Board Lunch Print Sep FOS Full Board Dinner Print Sep HLA Half Board Lunch Add To FOI Full Board Dinner Inlcusive FLI Fu
73. email subject has been defined then this will be displayed 12 In the Bopy box make sure that all the entered information is correct click the EDIT Bopy button to make any necessary changes 13 If the email should be saved and sent later then click SAVE DRAFT the email is saved and the template name is displayed with E Mail Saved after the name and the date and time it was saved in the history section of the Correspondence dialog box 14 If the email should be sent now click SEND the document is generated and the email sent 332 Block Reservation A confirmation message is displayed confirming that the message was sent How to email correspondence as an attachment 1 Select the required block in the grid click the CORRESPONDENCE button to display the Block Correspondence dialog box 2 In the TEMPLATES box click the drop down arrow and select the template to be used 3 In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used 4 In the PREF DISTRIBUTION box the preferred method of distribution for this profile is displayed If a company profile is selected then the contact profiles preferred method of distribution takes priority over the company s Select the FAMILY GREETINGS check box if the family letter greetings should be used 6 Creating correspondence for an individual profile requires that only the ADDRES
74. enter luggage locations for storage or pickup and is accessible via the OPTIONS menu of the Reservation Navigator This option is parameter controlled How to enter and print luggage labels 1 From the Reservation Navigator select the required reservation 2 Select LUGGAGE LABELS from the OPTIONS menu The Luggage list screen is displayed Reservation Options 195 E Luggage list ba a a Number Qw i Name value DM 4 y p yo Close 3 Click New to display the Luggage dialog box Luggage ewin ve Number of pieces 1 Prin Location Back Office Reception Status Normal Comments 4 If auto numbering is not active then enter the LUGGAGE LABEL NUMBER depending on the configuration only a numeric entry may be allowed Enter the NUMBER OF PIECES of luggage Select the current LOCATION of the luggage from the drop down list depending on the configuration a location may be mandatory 7 Select a STATUS from the drop down list such as normal picked up by guest or delivered to room 8 Enter any additional information in the COMMENTS box 9 If the luggage label is to be printed click the PRINT button 10 Click OK to add the luggage label details to the luggage list 196 Reservation Options Large blue suitcase on wheels Normal 03 10 11 3 24 43 PM Demonstration Supervisor BO Back Office Reception Large blue suitcase on wheels 11 Click CLOSE to clos
75. field with the name without umlaut or special character such as Muller When entering Muller in the name field and pressing the SEARCH button the search will return Muller and Miiller Activating the search To activate the search the user must click the SEARCH button Due to the time it may take to search on a large database two different search options have been implemented Clicking the SEARCH button will return the maximum number of reservations defined in the configuration with the question to display more if there are more to be displayed Clicking the FULL SEARCH button will display all reservations matching the criteria A list of reservations that match what you have specified is displayed For example if you specify a search for the Last Name Thomas the reservation list grid shows a list of all reservations that have a last name starting with Thomas Clicking the CLEAR button resets the query criteria and clears both the tree and html displays Reservations Narrowing the search Once the search has been performed the search can be further narrowed by using the FIND IN GRID button The FIND IN GRID button allows the user to Search on all or specific columns within the grid Search for specific text Match the case or search for whole words only Control the direction of the search An empty list is displayed if no reservation was found that matches the search criteria Last Modified Reservations C
76. first and will then be the default shortcut toolbar opened when logging on to Fidelio Note The Favourites shortcut toolbar cannot be removed from the toolbar How to add an option to the Favourites shortcut bar 1 Click one of the coloured shortcut toolbars on the left to list the options on that toolbar 2 Right click the option that you want to add and then click ADD To FAVOURITES on the shortcut menu The option is now listed on the Favourites shortcut toolbar 3 Repeat Steps 1 and 2 for each option that you want to add Note Options from Web Services cannot be added to the Favourites shortcut toolbar How to delete an option from the Favourites shortcut bar 1 Click the FAvourItTes shortcut toolbar on the left to list the options 2 Right click the option that you want to remove and then click DELETE BUTTON on the shortcut menu The option is removed from the Favourites shortcut toolbar 3 Repeat Steps 1 and 2 for each option that you want to remove Introduction 23 24 How to reorganise the options on the Favourites shortcut bar 1 Click the FAvouritTes shortcut toolbar on the left to list the options 2 Select the option to be moved and then left click and hold the mouse button while you drag the option to its new location on the toolbar 3 Repeat Steps 1 and 2 for each option that you want to move On the toolbar the Favourites shortcut bar can be listed first by selecting the option FAVOURITE B
77. fixed charge How to view on which days the fixed charge is applicable 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then select FIXED CHARGES from the OPTIONS menu Any existing fixed charges are listed Department J Extra Bed x 0 00 EUR Euro 3 An X in the CHANGE column indicates that the fixed charge is applied on a by day basis 4 To see which days the fixed charge is applied click the Days gt button at the bottom of the screen The day s selection options are displayed 1 S o7 09 11 Days after lt Hide 5 Click the arrows to scroll through the days of the reservation The upper display changes depending on whether the fixed charge is applicable for the selected day A blank L check box and zero AMouNT and Quantity indicates that the fixed charge does not apply to this day Reservations 81 82 A check box with a tick mark W and an AMOUNT and QUANTITY completed indicates that the fixed charge is applicable for this day Department Extra Bed x 10 00 1 EUR Euro 6 Click OK to close the fixed charges screen Fixed charges display Field Heading Gives this information Department The name of the department code Indicates that the fixed charge should not be posted on all days of the reservation To view the days the fixed charge is valid for press the Days button Quantity Indicates how many times the f
78. for fast access to a box on a screen or dialog box When a letter is underlined you can press the Alt letter keys and the cursor moves into the appropriate box For example on the Profile Search screen the letter A is underlined in the Name box By pressing the Alt A keys the cursor moves into the Name box To use the accelerator keys From the screen or dialog box press Alt letter to move the cursor into the appropriate box Introduction 11 Shortcut keys Suite8 has shortcut keys that allow you to perform actions directly from the keyboard without having to use the mouse Using these keys saves you time Suite8 Shortcut keys Moves the cursor from a data box to the first record on the grid Moves to the next box and confirms the entry Ctrl Tab Moves forward through tabs Ctrl Shift Tab Moves backward through tabs Removes a Combo box before a selection has been made Using the blue drill down arrow Many boxes have a blue drill down arrow next them indicating that there is additional information that can be displayed Housekeeping Total Occupied Vacant Clean Rooms 57 i 56 Dirty Rooms 80 1 63 Total 18 119 Out of Order 0 0 o 4 Out of Service 0 0 0 Rooms in Queue 0 For example on the House Status screen clicking the blue drill down arrow on the Out of Order line displays the Out of Order Rooms screen Introduction Date From fo 1 03 2011 New gt Refresh To lo 1 04 2011 v
79. higher than 0 How to mark a deposit request as paid 1 From the Reservation Navigator select the reservation to which a deposit request is to be marked as paid 2 Select DEPOSITS REQUESTED from the OPTIONS menu Or Click EpIT to display the reservation edit screen and then select DEPOSITS REQUESTED from the OPTIONS menu The Deposit requests dialog box is displayed Ba Deposit requests Auto 3 Select the deposit and click PAID a confirmation message is displayed 158 Reservation Options Confirmation 4 Click Yes to mark the deposit request as paid Es Deposit requests Paid 5 Click OK to close the deposit request dialog box or click CANCEL to cancel all changes Note A deposit marked as PAID can be unmarked by selecting the Nor PAID button Deposits requests dialog box Field Definition Paid Indicates if the payment has been marked as paid Indicates deposit requests which have been calculated automatically via the deposit policy rules setup by the property Reservation Options 159 Options available on the deposits request dialog box OK to confirm changes and close the screen Only available when Deposits requested is accessed from the reservation navigator NEW to enter a new deposit request EDIT to edit an existing deposit request DELETE to remove a deposit request PAID NOT PAID to mark a deposit request as paid or not paid RECALCULATE to recal
80. highlight the dates and meal to be reset and click the RATE VALUE button the values are reset to the rate code values Click OK to close the Meal Plan tab La Di Qi Da Bs Q oo Reservations Meal plan functionality is controlled by the parameter MEAL PLAN FUNCTIONALITY under Setup Configuration Global Settings Reservation 1 tab Meal Plan defaults The meal plan tab is displayed by default if the parameter SHOW MEAL PLAN TAB BY DEFAULT is active under Setup Configuration Global Settings Reservation 1 tab Meal Plan defaults Meal plan manual adjustments are controlled by the user right MEALPLAN MANUAL ADJUSTMENTS under Setup Configuration Users User Definition Rights Reservation Meal plan changes are displayed in the user log if the option RESERVATION MANUAL MEALPLAN is selected in Setup Configuration Users User Log Reservation The default settings for breakfast lunch and dinner are defined via the options FIRST DAY DEPARTURE DAY and DAY USE RESERVATIONS under Setup Configuration Global Settings Reservation 1 tab Meal Plan defaults Amenity This option may be used to attached amenities to a reservation and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen This option is parameter controlled Amenities are gifts or services a property provides to their
81. if the first arrival is on June 12 and the cut off days have been set to 4 Suite8 will cut off all rooms for June 12 during Night Audit of June 8 the rooms for June 13 during Night Audit of June 9 and so forth Select this check box to mark the block elastic If the block is elastic the start and end date as well as the number of rooms are flexible If this check box is cleared then the block dates and number of rooms are fixed Elastic Block Financial Account Select a financial account or create a new financial account from the financial account search dialog box The financial account will be checked in automatically if a date range is not entered when creating the financial account Rooming List Date The date by which the rooming list should be received Block ID This is the block ID number provided by Suite8 it can not be changed Booker The name of the booking contact Contact Select a contract number or create a new contract Web Promotion Used to enter a promotion code this code can then be given to agents and individuals On the Suite8 home page the promotion code can be entered when queering reservation dates and can be used to pick up rooms from the block with the promotion code assigned Block Reservation 285 Back to house after Defines if the rooms will be released to house or to the Cutoff block if the cut off date has been reached and a reservation from the block is cancelled For example if the fiel
82. in one room Click OK the rooming list entry screen is displayed E2 Rooming List b a Language Address Greeting Letter Greeting Arrival ing In j Y OK Biomedical Sciences 26 12 11 02 01 12 TR 2 VG 2 Biomedical Sciences 26 12 11 02 01 12 TR 2 il C 3 Biomedical Sciences 26 12 11 02 01 12 TR 2 g Profile Search 4 Biomedical Sciences 26 12 11 02 01 12 ITR 2 Remove tea Block Grid 4 Excel Import V Check Profile _ Enable New Reservations 8 The CHECK PROFILE option checks for existing profiles for each name that is entered on the rooming list and is selected by default Block Reservation 315 9 Select the SHOW ExTRA FIELDS check box to display child age categories on the grid this allows children to be entered 10 Select the ENABLE NEW RESERVATIONS check box to create additional reservations from the rooming list 11 In the NAME box on each row enter the guest name 12 Click SAVE to save the rooming list An update screen shows the progress of the creation of the individual profiles and reservations R Rooming List Sawe Smith Reservation update Waters Profile update Waters Reservation update Jones Profile update Jones Reservation update Gordon Profile update Gordon Reservation update Share Situation Update Smith Waters Jones Gordon Reservation Save Smith John Attaching reservation 2983 to the block
83. in the user log if the option NEW RESERVATION BILLING INSTRUCTION is selected in Setup Configuration Users User Log Billing Instruction If the parameter DEFAULT START DATE OF BILLING INSTRUCTIONS TO SYSTEM DATE under Setup Configuration Global Settings Billing 1 tab is activated then the start date of the billing instructions will default to the system date This defines if the billing instructions are independent of the reservation dates and allows billing instructions to be applied to posting s made on pre arrival reservations If not activated then the start date of the billing instructions will default to the start date of the reservation Transponder functionality is controlled by the parameter TRANSPONDER HANDLING under Setup Configuration Global Settings Generic Generic 2 tab Block Notes This option may be used to enter block notes and is accessible via the Block Navigator and via the NOTES tab on the Edit Block screen You can add notes which are specific to a block Notes are divided into user definable categories and can be included on correspondence if marked as viewable by the guest An unlimited number of block notes can be added Block notes are indicated on the edit block screen by the indicator Notes Adding a new note from the block header 1 From the Block Navigator select the required block reservation 2 Click EDIT to display the block edit screen and then select NoT
84. is displayed Confirmation Do you want to delete reservation from queue 3 Click Yes to delete the reservation from the check in queue The reservation is removed from the Q Rooms listing and is now listed under the Arrival tab Queue room functionality is controlled by the parameter QUEUE ROOMS HANDLING under Global Settings Reservations Reservation 1 tab Advanced Billing Authorization This option may be used to create enter billing authorization and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen The Advanced Billing Authorization option is parameter controlled Billing authorization can be entered before the reservation has checked in and details include the date the authorization was requested and received and the possibility to link a document such as a fax letter or email to the authorization If advanced billing authorizations are attached to a reservation it will be indicated at the bottom of the edit reservation screen by the indicator A Bil Aut How to enter a new billing authorization 1 From the Reservation Navigator select the reservation to receive billing authorization 2 Select ADVANCED BILLING AUTHORIZATION from the OPTIONS menu The Advanced Billing Authorization screen is displayed Reservation Options Bi Advanced Billing Authorization Requested On Valid Until Received On Arrival Date Attached documents Bi Advanced Billing
85. is displayed in red Add to rate Displays for the day selected in the grid the total amount of all add to rate packages If there are package changes during the stay the amount is displayed in red Reservations Options available on the package grid tab ADD to manually add a package to the reservation LINK to link a package on a day that it is not currently linked UNLINK to unlink a package that is currently linked RET LOST to mark a returnable package items as returned or lost FREQUENCY to view add or change the frequency schedule of the selected package MULTIPLIER PRICE 1 to increase by one the number of times the package will be posted _1 to decrease by one the number of times the package will be posted PRICE to display the package price dialog box for the selected package with an option to include the price Package price Value 10 00 ONLY SELECT select this check box to change the multiplier or price only for the packages selected in the grid even if a package frequency exists to display a help window which explains the colors and indicators used on the package grid Grid Colors Gray means package frequency applies for the day Blue means package frequency is originated from rate No color means package is not linked to any frequency Abbreviations m Manually changed price applied to frequency 36 Percentage package p For this day fixed ch
86. is displayed only if the activity is linked to a conference booking Booking Name The name of the conference booking Note This field is information only and is displayed only if the activity is linked to a conference booking Reservation ID The ID number of the reservation block Block Reservation 303 304 Note This field is information only and is displayed only if the task is linked to a block reservation Arrival Date The arrival date or the booking Note This field is information only and is displayed only if the activity is linked to a conference booking Resp Employee Employee for whom this activity belongs Activity Type Type of Activity Activity Description Free format field to further define the purpose of the activity or to give a description of activity By default the field is completed with the activity type as defined in the previous field Checking this field will mark the activity as an all day event An activity marked as an all day event is displayed at the top of the column under the date field and not on the grid itself All Day Event Check Availability Select this checkbox to check availability when an activity is entered If this option is active then each time an activity is entered for the resp employee for that day and time the availability message is displayed Start Date The starting date of the activity Start Time The starting time of the activity The default start
87. made For example direct to the hotel by telephone via the Source Internet through Central Reservations through a local company or agent or a walk in Channel The channel indicates how the reservation arrived at the property For example email telephone fax or web booking Discount Enter a discount amount if applicable The amount entered here is deducted from the original rate amount and the deduction and newly calculated rate are shown in the lower right hand corner of the screen If a minus amount is entered this will be added to the rate Enter a discount percentage if applicable The number entered here is the percentage to be deducted from the original price The percentage will be deducted and the newly calculated price Shown in the lower right hand corner of the screen Note You should either fill the field discount or the field discount If both have values both values will be deducted from the original price Discount If a discount amount or discount percentage is entered then a reason for the discount must be selected from the drop down list Enter the expected check in time The actual check in time is stored separately and can be accessed via the reservation user log file Reason C I time C O time Enter the expected check out time if no time is entered here the default check out time as defined in the configuration is entered The actual check out time is stored separately and can be accessed
88. of departure All reservation details are copied with the exception of the credit card and the guest and reservation notes information 7 Select the room number the guest will be moving to for the day use part of the stay and make any other changes necessary this may include adjusting the rate to a day use rate and adding any credit card details Click OK to save the day use reservation The guest now has his current reservation and a day use reservation Moving the guest to the day use room 1 On the day of departure of the original reservation click the RESERVATIONS menu and select Room Move to display the room move screen The upper section displays information about the reservations scheduled for a room move The lower section displays information about the reservation which is currently in the room to which the selected reservation is scheduled to move to The original reservation is listed on the room move screen as scheduled to move from the original room to the day use room Name Previous Stramm Rudolf rir Reservation Details Name Herr Rudolf Stramm Reservation No 2945 D Arrival Departure Nights Rooms Room No No of Pers Rate Code Price Packages Open Balance Market Code sunday 02 10 2011 Sunday 02 10 2011 0 1 Suite 07 1 Adult RACK 114 00 EUR Breakfast included Inclusive Newspaper Financial Times HT Separate 0 00 Company with Contract urrent__ Scheduled _ sta
89. of the department code Indicates that the fixed charge should not be posted on all days of the reservation To view the days the fixed charge is valid for press the Days button Quantity Indicates how many times the fixed charge should be posted daily Displays the amount of the fixed charge Select the currency for the fixed charge posting from list box Free Nights This option may be used to assign or link free nights to a reservation and is accessible via the OPTIONS menu of the Edit Reservation screen Properties may for example offer a free nights stay to frequent guests the guests can then use this to stay in your property or may transfer the free night to another guest if allowed Free nights attached to a profile may be used by linking them to a reservation and are indicated on the reservation edit screen as follows I button with grey text indicates available free nights p eenn button with black text indicates free nights which are already linked to the reservation How to enter new free nights 1 From the Reservation Navigator select the required reservation 2 Click Ep T to display the reservation edit screen and then select FREE NIGHTS from the OPTIONS menu The Free Nights screen is displayed 164 Reservation Options a i at Name Nights Consumed valid until n YE prone Transfer 3 Aceti Ralph 1 02 10 Remove all B Hew Tuesday Wednesday 1 Edit Usage 3 Click the New butto
90. order of the rate codes Re displays the rate query scope which allows you to look up different rate queries This option is only available when the rate selection screen is accessed via the quick key RATE QUERY Turnaway Record a turnaway This option is controlled by the parameter USE TURNAWAY FUNCTIONALITY Customize the rate grid Close the rate query screen The default reservation filter is defined via the option RATE SELECTION FILTER under Setup Configuration Global Settings Miscellaneous Search Screens 2 tab Turnaway functionality is controlled by the parameter USE TURNAWAY FUNCTIONALITY under Setup Configuration Global Settings Reservation Reservation 1 tab Inventory Tab This option may be used to add inventory item to a reservation and is accessible via the INVENTORY tab on the Edit Reservation screen The inventory option is used to reserve and track items of which the hotel has a specific number or which have to be ordered specially If an inventory item is only needed on certain days of the guest s stay then the inventory item may be added on a by day basis For example the guest s family is joining for the weekend and so they require a baby cot only for the weekend and not for the entire stay If an inventory item has been added to a reservation it will be indicated at the bottom of the edit reservation screen by the indicator AMEE How to add an inventory item 1 From
91. part of the group This can be done via the Rooming List or a single reservation can be picked up via the option New Res How to enter a new block reservation 1 Click the RESERVATIONS menu and select BLOCK RESERVATION The block reservation navigator is displayed 2 Click NEw Block to display the Block Header dialog box E Block Header Block Code Full Name Search Name Starting Date Nights End date Rate Code Market Source Channel Block Reservation Block Header Groups Profiles Notes Packages Pickup Agents 06 06 20 11 z 1 07 06 20 11 r Cutoff Date Cutoff Days Elastic Block Finandal Account Rooming List Date ka Block ID Booker Contract Web Promotion V Back to House after Cutoff Online Interface Enabled E Autogroup Add to mealplan gf Options i Picked Up Rooming List Billing Instr Ce Correspond 283 The Block Header dialog box consists of three screens each one represented by a tab BLOCK HEADRR is used to view enter details for the block header PROFILES used to view link or unlink profiles to the block header GROUPS is used to create a group reservation within the block 3 Complete the block information by typing information or selecting information from the drop down lists For an explanation of the fields on the block header dialog box the B
92. requires the parameter NOREPRINT to be active How to create an advance invoice 1 Click the RESERVATIONS menu and select GROUP RESERVATION to display the Group Reservation screen Select the group for which you want to print a proforma invoice and click EDIT The Edit Group reservation screen appears Select PROFORMA from the GRouP OPTIONS menu and then select ADVANCE INVOICE The Cashier Login screen is displayed Enter your CASHIER NUMBER and PASSWORD click LOGIN A confirmation message is displayed asking if you are sure you want to create an advanced invoice for the group Confirmation Select YES to post the charges and print an advance invoice The room charges for today s expected arrivals are posted for all days of the stay and routed to the financial account according to the billing instructions and then the Folio Styles dialog box is displayed Group Reservations 375 376 Hi Folio Styles Customer European Central Bank 9092 Balance 220 00 style Folio Detailed Display telephone details on invoice Currency AR Euro Select the folio STYLE from the list of defined styles Depending on the setup the option DISPLAY TELEPHONE DETAILS ON INVOICE may or may not be selected by default but may be changed as required 8 The following options are available Click PRINT to print the folio Click PREVIEW to display a preview of the folio the folio may be printed directly from the preview scr
93. reservation for a guest who needs another reservation in addition to his current reservation 246 Reservation Options Suite add on functionality Only one add on reservation can be created using the SUITE ADD ON functionality Aroom number must already be assigned in the original reservation in order to create an identical reservation All reservation details are copied with the exception of the credit card and the guest and reservation notes information Billing instructions are created automatically from the add on reservation to the original reservation NOTE If the reservation does not have a room number assigned then selecting SUITE ADD ON will display the room search screen and the selected room number is assigned to the reservation no add on reservation will be created How to create a suite add on reservation 1 From the Reservation Navigator select the required reservation Note The selected reservation must already have a room number assigned 2 Select SUITE ADD ON from the OPTIONS menu The Room Search screen is displayed R Room Search cm Housekeeping status Q a E ep ee Code House keeping status Nights 3 Floors WA CL Clean DI Dirty Segments V Due out rooms U Touched up Roam tyes DR Ind out of service 7i IS Inspected GM Checked by GM Room no M Close RoomNo RoomType Description Features Floor House Keeping Status No of pax
94. right ALLOW MANUAL CHANGE OF AUTOMATIC PACKAGES under Setup Configuration Users User Definition Rights Reservations The changing of rate code package frequency on a reservation is controlled by the user right ALLOW CHANGE OF RATE GENERATED PACKAGE FREQUENCY Setup Configuration Users User Definition Rights Reservations Frequency link for manual packages is controlled by the parameter FREQUENCY LINK FOR MANUAL PACKAGES ON PACKAGE GRID under Setup Configuration Global Settings Reservation Reservation 2 tab If activated the package frequency will be recalculated for a manual package for example on arrival date and length of stay If not activated the package link will not be recalculated for a manual package Assigning packages per guest is controlled by the parameter PACKAGES PER GUEST under Setup Configuration Global Settings Reservation Reservation 2 tab This parameter is independent of the parameter MULTIPLE GUEST PROFILE FUNCTIONALITY however if PACKAGES PER GUEST is activated and multiple guest profile functionality is not then multiple guest records will be created but the posting is performed only for the main guest If the parameter PACKAGES PER GUEST is active and the option SINGLE PER RESERVATION selected on the package configuration screen then the package is by default attached to the primary guest but can be linked manually on the package screen
95. room number However if you select a room number Suite 8 will prompt you with the question More than one room is reserved Do you want to split the reservation Select Yes to split the reservation and No to leave the room number empty If the reservation is not part of a block reservation this field Should remain empty if the reservation should be deducted from an available block press the Less button to select the relevant block Note If the block selected has a different rate code market code source code and or channel code then the system will prompt you to change the entries on the reservation to the codes as defined in the block Click the Lose button to display the Group Reservations screen and attach a group to the reservation If the reservation is already part of a group then the group name is displayed here On the main group reservation the group field is not accessible the group name is completed automatically when the group reservation is split to individual reservations The market segment A market code indicates the general purpose of the reservation typical market codes are Individual Corporate Group Tour Series and Leisure The market code is often used in conjunction with the rate code Note To make sure that each reservation and financial account has a market code attached this field should be set as mandatory in the configuration 349 The source of business indicates how the reservation was
96. rooms are to be blocked No of Rooms Defines the number of rooms to be blocked for the selected room types and dates Increase Decr Increases or decreases the rooms blocked by the number Rooms specified in the No of Rooms field Set Rooms based on After selecting a room type this option may be used to Week Days enter the number of rooms required per day of the week This is useful when you are creating a block extending over a period of a number of months as for an allocation or an airline crew In this case you may wish to block only certain days of the week throughout the range of the block Set Blocks the specified number of rooms for the selected room types and dates Block Code Displays the block code Read Only Block Name Displays the full name of the block Read Only How to create a group reservation within the block 1 Click the RESERVATIONS menu and select BLOCK RESERVATION 2 Select the block required and click EDIT BLock to display the Block Header dialog box 3 Click the Groups tab to display the groups dialog box The Groups dialog box consists of four options ADD is used to add additional rooms to a group reservation New is used to enter a new group reservation EDIT is used to edit a group through the group module FIND IN GRID to further narrow the group search 4 Click New to enter a new group The Block Selection screen is displayed with a grid showing the dates room types and number of
97. screen contains the search criteria and the search results are displayed in the grid below The TIME INTERVAL criteria are completed by default with details from the reservation If the required transportation is not listed click the New button to enter new transportation details Reservation Options Transportation Code Transportation type Time Changed time Pickup type iil Remove Destination Arrival Departure 5 Enter the Cope for the transportation such as the flight number or train number 6 Select the TRANSPORTATION TYPE from the drop down list 7 Click the drop down arrow and select the Date and TIME of the transportation 8 As this is a new entry there is no need to complete the CHANGED TIME details 9 Select the PICKUP TYPE from the drop down list 10 Enter the DESTINATION of the transportation 11 Select ARRIVAL for arrival transport details or DEPARTURE for departure transport details 12 Click OK to close the Transportation dialog box the new transportation details are now listed in the grid 13 Select the transportation type just entered and click OK The Transportation Information dialog box is displayed 14 The TRANSPORTATION TIME and PICKUP TYPE are completed automatically but can be changed as required 15 The number of Pax is taken from the reservation but can be changed as required 16 Select the PICKUP EMPLOYEE from the drop down list 17 In the NoTES box enter any addi
98. show reservation and is accessible via the REINSTATE button on the reservation navigator and via the OPTIONS menu of the Reservation Navigator The Reinstate option is only available on cancelled or no show reservations which have a departure date which is equal to or greater than the current hotel date When the reservation being reinstated has an original arrival date prior to the current hotel date then a new reservation is created If the reservation being reinstated has an original arrival date which is equal to or greater than the current hotel date then the original reservation is reinstated How to reinstate a cancelled reservation with a current or future arrival date 1 From the Reservation Navigator select the required reservation 2 Select REINSTATE from the OPTIONS menu or Click the REINSTATE button The Reinstate Reservation dialog box is displayed R Reinstate Reservation Reason History Cancellation No 1447 Cancelled On 29 10 2011 11 58 32 Cancelled By Supervisor Demonstration Descripton Do you want to reinstate 3 Select the REASON the reservation is being reinstated from the drop down list 4 In the DESCRIPTION box the reason for reinstating the reservation is listed and additional details can be added if required 5 Click YES to reinstate the reservation a message is displayed indicating that the reservation reinstate was successful 224 Reservation Options Fidelio Suite 8 Reservat
99. the PROFILES button Group Reservations 353 R Profile Select Company Travel Agent Meeting Planner 18 Enter the profile name to be linked to the template or click the drop down arrow to open the profile search screen and select an existing profile 19 Click OK to close the profile select dialog box 20 Click OK to save the template The group reservation navigator screen is displayed Template Details e With this information Name The name of the template Mandatory Inactive Only select this check box if the group template should be marked as inactive Contact Enter the contact name or click the three dots button to open the Mandatory profile search screen and create or select an existing profile Language The language for the group template Mandatory Country The country code for the group template Mandatory Source The source code for the group template Channel The channel code for the group template Comment Additional information about the template can be entered 354 Group Reservations Configuration Details Currencies are defined via the option CURRENCIES under Setup Configuration Cashiering The base currency for rooms is defined via the option BASE CURRENCY FOR ROOMS under Setup Configuration Global Settings Billing Currency 4 Tab Child age categories can be defined via the option CHILD AGE CATEGORIES under Setup Configuration Reservations
100. the edit reservation screen of one of the selected reservations is displayed and the remaining reservations are listed on the right Selecting a reservation from the list will display the respective reservation in the edit reservation screen 3 For each reservation make any necessary changes and click OK to close the reservation Multiple reservation edit functionality is controlled by the parameter USE MULTI RES EDIT under Setup Configuration Global Settings Reservation Reservation3 tab Guest Based Posting for Share Reservations Guest based posting functionality for share reservations is designed for use in properties where one room can be used by several individual persons Reservations The price calculation takes in to consideration the total number of sharing guests as well as different arrival and departure dates The price is calculated by taking the rate for the total number of persons dividing this by the number of persons to get the per person rate and then multiplying the per person rate with the number of persons in each reservation The best way to explain how the rate is calculated is with an example The RACK rate code is configured as follows 1 person 100 00 2 persons 150 00 3 persons 200 00 Reservations 111 112 There are 2 sharing reservations with the rate code RACK Reservation A is for 2 persons Reservation B is for 1 person Number of Persons Rate for of p
101. the item is not reserved for all days of the stay To view the days the item is in use click the Days button No The number of inventory items Reservations 53 54 Options available on the Inventory tab Button To perform this task To see the inventory details for each day of the reservation To reserve an inventory item To increase the selected inventory item by one 1 To decrease the selected inventory item by one or to unselect the inventory item Inventory Items are defined via the option MISCELLANEOUS ITEM DEFINITION under Setup Configuration Reservations Miscellaneous Items Only items which are defined as SHOw FO are displayed via the Inventory tab on the edit reservation screen Reservations Profiles This option may be used to link profiles to a reservation and is accessible via the PROFILES tab on the Edit Reservation screen The profiles tab displays any company travel agent source or individual profiles linked to the reservation Profiles can be attached for the whole stay or may be linked on a by day basis This may become necessary if the reservation should be linked to different companies agents sources or individuals only on certain days of the reservation and is usually done for statistical reasons For example if the guest is booked through the company for several days and then stays over the weekend on their own account then the company profile can be linked for the days on wh
102. the number of rooms requested per room type If the group requires more than one room type then a separate reservation has to be made for each room type required Adults Enter the number of adults per room Children of rooms Enter the number of children per room Depending on the child age categories defined at the property there may be multiple child fields to be completed this allows for different rates and Statistics per child category For example if categories have been defined for Babies Children aged from 1 5 Children aged from 6 12 and Children aged above 12 there will be 4 fields in which to enter the number of children Room type Enter the room type or select from the list of defined room Mandatory types Rate code Enter a rate code or select from the rate availability grid the open rate codes for each room type For details on the rate availability grid please refer to Selecting a rate code from the rate availability grid The CALCULATED PRICE per night as well as the NET AMOUNT EXTRA CHARGES and RATE AMOUNT are shown in the lower right hand corner of the reservation screen This is only an indicator as any rate changes or package changes during the stay are not reflected here Note If the user right for ALLOW RESERVATION WITHOUT RATE CODE is not active the user can not exit the reservation detail screen without entering a rate code Reservations 41 42 Rate Room type Rate amount Man
103. the profile details in HTML format If the reservation is linked to a Company Travel Agent and or Source profile the profile name is displayed on the top right hand side of the screen To search for and link a profile click the down arrow on the COMPANY TRAVEL AGENT or SOURCE fields To open the linked profile in edit mode double click the COMPANY TRAVEL AGENT or SOURCE label How to switch between the different tabs Fast access to the different tabs from the reservation edit screen can be completed by pressing CTRL and the numbers 1 0 CTRL 1 for Reservation CTRL 2 for Inventory CTRL 3 for Profiles CTRL 4 for Package grid CTRL 5 for Grid CTRL 6 for Attributes CTRL 7 for Credit Card CTRL 8 for Fixed Charges CTRL 9 for Notes CTRL O for Meal plan or Special attr if activated Note This accelerator keys are hard coded for these tabs therefore they will even open the corresponding tab if the parameter to show this tab is turned off by default Configuration and Parameter Details Currencies are defined via the option CURRENCIES under Setup Configuration Cashiering The base currency for rooms is defined via the option BASE CURRENCY FOR ROOMS under Setup Configuration Global Settings Billing Currency 4 Tab Child age categories can be defined via the option CHILD AGE CATEGORIES under Setup Configuration Reservations Changes to the number of chil
104. to Cancel Select the REASON the reservation is being cancelled from the drop down list In the DESCRIPTION box additional details can be added if required Click Yes to cancel the reservation A message is displayed confirming that the reservation is cancelled and the cancellation number Fidelio Suite8 Reservation Miller Jack has been cancelled successtuly Cancellation number ts 1445 Click OK to close the cancellation confirmation message The reservation is now listed in the reservation navigator with the Res Status CANCELLED How to cancel a reservation and post a cancellation fee 1 2 From the Reservation Navigator select the reservation to be cancelled Click the CANCEL Res button The Cancel Reservation dialog box is displayed Select the REASON the reservation is being cancelled from the drop down list In the DESCRIPTION box additional details can be added if required Click YES to cancel the reservation A message is displayed asking if the configured cancellation fee should be posted Reservations Confirmation 6 Click YES to post the cancellation fee a message is displayed with the new financial account number At this point a financial account has been created checked in and the cancellation fee posted Es Fidelio Suite 8 New financial account 46 Cancellation fee 7 Click OK to close the new financial account information A message is displayed confirming that the reserva
105. to add edit or delete block notes Used to add edit or delete correspondence Block reservation functionality is controlled by the user right View under Setup Configuration Users User Definition Rights Block Reservations Note Block Reservation functionality requires an additional license code Block Reservation Creating a Block Reservation A block consists of a number of components linked together these components are generally created in the following order BLOCK HEADER contains basic information about the block such as the block code name arrival and departure dates default rate and a link to the financial account PROFILES is used to link profiles to the block header Multiple profiles may be attached to a block including company travel agent source booker and meeting planner profiles Groups allows viewing linking or removing groups to the block reservation NOTES allows adding editing or deleting notes to the block header PACKAGES used to add packages to the block header BLOCK GRID the number of rooms of each type blocked for each night are entered on the grid Rates may also be entered As changes are made to the grid in addition to the actual block you may view grids of the initial block the available rooms the picked up rooms and the changes from the initial block INDIVIDUAL RESERVATIONS an individual reservation must be made for each guest who is
106. to link two profiles of the same type role If the role is already linked then another role must be selected or specific days selected for the existing profile before adding a new profile of the same role The display by default of only profiles which are linked to the reservation profile is controlled by the parameter LINKED PROFILES CHECK ON under Miscellaneous User Settings Search Screens tab When searching for a profile only profiles which are linked to the primary reservation profile are displayed however if the required profile is not displayed the LINKED PROFILES ONLY checkbox can be cleared and the search performed again Multiple guest profile functionality is controlled by the parameter MULTIPLE GUEST PROFILE FUNCTIONALITY under Setup Configuration Global Settings Reservation Reservation2 tab The display and posting of the rate amount per guest is controlled by the parameter RATE AMOUNT PER GUEST under Setup Configuration Global Settings Reservation Reservation2 tab Reservations 59 60 To display but not post the rate per guest the parameter DISABLE POSTING PER GUEST can be selected under Setup Configuration Global Settings Reservation Reservation2 tab This parameter is available only if the parameter RATE AMOUNT PER GUEST iS selected The changing of the rate per guest is controlled by the user right MANUAL PRICE PER GUEST under Setup Configura
107. transportation option may be used to provide a pick up service for guests or group members TRANSPORTATION INFORMATION is entered per reservation and includes transportation details and reservation specific details The TRANSPORTATION DETAILS are not guest specific but are the details about the actual transportation including the transportation type code date and time pickup method and destination For example Lufthansa LH401 1 27 2008 12 11 00 PM Hotel Car Paris Reservation Options 177 Guest pickup types such as minibus or taxi and guest transport types such as British Airways Lufthansa and Deutsche Bahn are pre defined The actual transportation details such as the flight number and arrival time may be pre defined but can also be created on the fly Guest Transportation consists of two screens Transport search to search for defined transportation details Transport information to enter reservation specific transportation information How to enter guest transportation information using existing transportation details 1 From the Reservation Navigator select the reservation to which transportation information is to be added 2 Select GUEST TRANSPORTATION from the OPTIONS menu or Click Epit to display the reservation edit screen and then select GUEST TRANSPORTATION from the OPTIONS menu The Guest Transportation screen is displayed Es Guest Transportation ce Es Wo New E Cancel 3 Clic
108. under Setup Configuration Global Settings Miscellaneous Reports Report tab Default email subjects can be defined via the option DEFAULT EMAIL SUBJECTS under Setup Configuration Miscellaneous Simple Custom Text Default email body text can be defined via the option EMAIL Bopy DEFAULT under Setup Configuration Miscellaneous Simple Custom Text The maximum size for email attachments is defined via the option Max EMAIL ATTACHMENT SIZE MB under Setup Configuration Global Settings Reports gt Reports tab Family functionality is controlled by the parameter ENABLE FAMILY WIZARD under Setup Configuration Global Settings Profile Profile 1 tab SMS Sending functionality is controlled by the parameter ENABLE SMS SENDING under Setup Configuration Global Settings Interfaces Misc Interface 4 tab SMS sending requires that an SMS template with the section role CONFIRMATION LETTER be created under Miscellaneous Reports Using the Internal Editor functionality up to 160 characters can be added to the template How to print a confirmation letter 1 Select the appropriate reservation in the grid Click the OPTIONS button and select CONFIRMATION LETTER On the short cut menu to display the Confirmation Letter dialog box 2 In the TEMPLATES box click the drop down arrow and select the template to be used 3 In the LANGUAGE box click th
109. unresolved 4 Click CLEAR RESOLVE the trace is now marked as not resolved How to delete a trace 1 Click the RESERVATIONS menu and select BLOCK RESERVATION 2 Select the block which has the trace to be deleted and click the TRACES button 3 Select the trace to be deleted A Click DELETE the trace is deleted Trace group s control where the traces appear in Fidelio and are defined via the option ACTIVITY AND TRACE GROUPS under Setup Configuration CRM Trace types are linked to the trace groups and are defined via the option TRACE TYPES under Setup Configuration Reservations Trace functionality is controlled by the user rights View Epit NEw and DELETE under Setup Configuration Users User Definition Rights Traces Block traces Block Reservation 299 300 Tasks amp Activities Suite8 is capable of tracking any kind of task or activity Generally activities are attached to a date and a specific time when they need to be carried out but it is also possible to create an activity that is not linked to a time it is then referred to as a Task A task is more like a to do a note ora reminder for e g preparing a mailing or calling a customer A task has a start date and a due date but no specific time By default only not completed tasks amp activities are displayed but all or only completed tasks amp activities can also be displayed by changing the search criteria Tas
110. via the reservation user log file Select either DEF Definite or TENT Tentative to define if the reservation is definite or tentative Definite reservations are deducted from availability and tentative reservations are not deducted from the availability Guarantee c Enter a guarantee type or select a guarantee type from the drop down list Pay method Enter a payment method or select a payment method from the drop down list Credit Limit Displays the credit limit for the selected payment method This may be changed as required Print rate This check box is selected by default and indicates that the rate will be printed on the registration card and confirmation letter Clear the check box if the rate should not be printed on the registration card or confirmation letter If group members Should not see the rate the check box must be cleared Res Type Selecting the no post check box restricts the posting of interface charges to a guest account For example when a guest checks in the telephone interface normally opens the telephone lines in the guests room automatically with the no post check box selected the lines will not be opened No post 350 Group Reservations Note The parameter SET NO POST FLAG FOR CASH DEPARTMENTS Can be set in the configuration so that the no post check box is selected automatically for cash method of payments Room features Select room features such as a smoking or non smoking room preferr
111. 08 11 17 08 12 TUI False c Thomas Cook Smith Ray 18 08 11 17 08 12 Thomas Cook False 1019 Aat SMW Sales meeting worl Schmidt F P H 29 09 11 11 10 11 SMW Sales meeting worldwide False 1138 2 Find in Gric ART Consults Toast Thomas 08 11 11 12 11 11 ART Consults False 1132 Marritz Incentives _______ Luck Joe 46 11 11 15 02 12 Marritz Incentives False_ ale _ 102 Biomedical Sciences Ball Sandy 26 12 11 02 01 12 Biomedical Sciences False 1026 Sales Meeting Toast Thomas 26 12 11 27 12 11 Sales Meeting False 1066 Biomedical Sciences 2006 Ball Sandy 27 12 11 28 12 11 Biomedical Sciences 2006 False 1185 EZES E E TUI Reservations Group Information Group Name TUI 9 Pref Language German Contact Koenig Bernhard Comments Financial Accounts Name Open Balances TUI150103 Travel Advantage 0 00 TUIN10103 Travel Advantage 0 00 TUI290103 Travel Advantage 0 00 TUI120203 Travel Advantage 0 00 TUI260203 Travel Advantage 0 00 Group Details Group Reservation Res No Name Arrival Departure Rooms Adults Children 1175 TUI 15 09 11 19 09 11 2 1 0 1180 TUI 29 09 11 03 10 11 8 1 0 1182 TUI 13 10 11 17 10 11 6 1 0 Group Members Res No Name Arrival Departure Rooms Adults Children 1160 Frusch Paul 18 08 11 22 08 11 1 1 0 Group Reservations 341 342 View selection The group reservation navigator consists of two tabs Groups displays group information such as arrival and departure dates or rooming lists
112. 12 1 Guest credit cards Mastercard Eurocard 5555555555554 Ralph Aceti 01 12 How to edit a reservation or guest credit card 1 From the Reservation Navigator select the required reservation 2 Click EDIT to display the reservation edit screen and then select the CREDIT CARD tab 3 In either the RESERVATIONS or GUEST CREDIT CARD grids select the credit card to be edited and click the Epit button next to the grid The Credit Card Details dialog box is displayed Reservations 75 4 EE Eat creditcard a Card Type yf ox Card No 376282246310005 Expiry MM VY 09 12 Holder s Name Ralph Aceti Make any changes necessary and click OK to save the changes The credit card details are updated in the grid How to delete a reservation or guest credit card 1 Zi 4 From the Reservation Navigator select the required reservation Click EpIT to display the reservation edit screen and then select the CREDIT CARD tab In either the RESERVATIONS or GUEST CREDIT CARD grids select the credit card to be deleted and click the DELETE button next to the grid A confirmation message is displayed Click Yes the credit card is deleted How to enter a manual credit card approval 1 Zi From the Reservation Navigator select the required reservation Click Ep T to display the reservation edit screen and then select the CREDIT CARD tab In the RESERVATIONS CREDIT CARD grids select the required credit
113. 42 Meal PlAn ccccccceccceccneccneeeeeseeeees 89 199 Messages ccccccccccsesccuecsecnesecesseeenens 201 New Re SECSVALION c0ccceceeceeceereeceeeees 38 Notes Adding New Notes cc0ceeee 82 205 WN 6 3 82 205 PACKAGE GLC scccceeccseecseecseeeensecaeesaees 60 Packages Adding Packages to a Reservation 60 New Package 1cccsecseecsseceeeeeesneeeeess 60 Index Index PAY siearwncimae EE E E 211 Profile Screen Individual Guest 38 PIOMOUONS arre EENT 106 Quick Reservation c1ccscceeceeceeeeeees 403 Registration Cal Oi izazciweaccseesie ake eee 219 Registration Card Bath c1cccsccceee 222 RENSA O 224 Reservation NavigatOr 2 1 ccceceeee 25 Reservation Options Add OR easar 113 Additional Authorization 0000000 150 Advanced Billing Authorization 114 Billing Instructions 00000aaaa 124 319 Confirmation Lettes ccccccecceseeees 136 Deposits Requested 0000000000000 155 FAIXCG ONU GOS E 79 161 History amp FULUIC cccccseccseceeecaeenees 185 Independent Shar e 1 ccccccccesecees 243 LOCALO ssiievreiicisciseiseh EOT EET T 194 Manual Authorization 1cccccccccceseees 152 Master Share cccccccccccececececeeeeeeaes 242 Messages s shivivsssusvetsvesvesaresameniesvedes 201 POSING S aeeoa UE EE EEE 124 Registration Card cccccsecccsesecseeeeees 219 Share R S rvaliONns cccccceccec
114. 52 6 7 Enter the TOTAL amount to be approved in the TOTAL AMOUNT TO BE APPROVED box Not an additional amount Click OK to request online authorization Credit card approval methods are defined via the option CREDIT CARD APPROVAL METHODS under Setup Configuration Cashiering Manual Authorization This option is only available with a Credit Card Interface installed and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen If the credit card interface is off line the MANUAL AUTHORIZATION option may be used to enter the approval amount and the approval code manually given by the credit card company How to request manual credit card authorization 1 From the Reservation Navigator select the reservation to which manual credit card authorization is to be added Select CREDIT CARD AUTHORIZATION and then MANUAL AUTHORIZATION from the OPTIONS menu or Click Ep T to display the Edit Reservation screen From the OPTIONS menu select CREDIT CARD AUTHORIZATION and then MANUAL AUTHORIZATION The Manual Authorization dialog box is displayed Ez Manual Authorization mec Name Aceti Ralph Pox Window if 1 hs Reservaton 2940 American Express 370202246310005 Current Window balance Current Approved Amount Current Approval Code New Amount to be approved New Approval Code Approval Time 03 10 2011 12 22 PM As credit cards can be linked to a window o
115. 6 Reservation Price Waterhouse Presentation new has been cancelled successfuly Cancellation number is 1458 9 Click OK to close the cancellation confirmation message If there are no more active reservations for the group then a message is displayed asking if you want to set the group status to inactivate Group Reservations 365 366 10 Click Yes to inactivate the group Reactivating a group reservation i Click the RESERVATIONS menu and select GROUP RESERVATION to display the Group Reservation screen Select the required group and click EDIT The Edit Group reservation screen is displayed Select the reservation to be reactivated and click REACTIVATE The Reinstate Group dialog box is displayed Reinstate Group Reinstate selected reservation Reinstate all reservations By default REINSTATE SELECTED RESERVATION is selected to reinstate all the reservations for this group select REINSTATE ALL RESERVATIONS Click OK the Reinstate Reservation dialog box is displayed R Reinstate Reservation Reason History Cancellation No 1454 Cancelled On 06 10 2011 15 29 36 Cancelled By Supervisor Demonstration Reason Double reservation Reinstated On 06 10 2011 15 30 54 Description Do you want to reinstate Pres G No Group Reservations Select the REASON the reservation or reservations are being reinstated In the DESCRIPTION box the reason for reinstating the reservation is
116. 9 11 13 09 11 13 09 11 22 09 11 24 09 11 05 10 11 05 10 11 05 10 11 05 10 11 05 10 11 o7 10 11 13 10 11 09 11 11 09 11 11 11 11 11 11 11 11 11 11 11 28 02 12 05 03 12 06 03 12 06 03 12 06 03 12 24 05 12 24 05 12 24 05 12 29 05 12 29 05 12 29 05 12 29 05 12 29 05 12 p pt TTT TTT 4 Click the PooL drop down arrow and select the required virtual number pool Press the Tas button to update the list of numbers belonging to the selected pool Select a virtual number and click the SELEcT button the DID Assignments dialog box appears with the virtual number assigned 266 Reservation Options Be Virtual Numbers of Aceti Ralph ID 39841 ai Save 26 10 11 12 38 22 PM 7 Click SAVE to close the dialog box and save the assigned number A confirmation screen is displayed with the virtual numbers assigned Bs Virtual Number Assignments Aceti Ralph Pool Name Number Status DID POOL 1004 OK 8 Click PRINT to print the screen 9 Click CLOSE to exit the virtual number assignment How to delete a virtual number assignment 1 From the Reservation Navigator select the required checked in reservation 2 Select VIRTUAL NUMBERS from the OPTIONS menu of the profile navigator The DID Assignments dialog box is displayed Reservation Options 267 Be Virtual Numbers of Aceti Ralph ID 39841 26 10 11 12 38 22 PM ow BE il Delete im Save 3 Select the virtual number
117. ACT and primary ADDRESS of the company is selected by default but can be changed as required 7 Click EMAIL the document is generated and the email dialog box displayed Efe Email Report aaRog Ex Sender hotel 1 pms addmail int ha i ana Sas Select All To int confs marritz com sandy ball marritz com intl_ conks imarritz com a Save Draft ec sandy ball marritz com BCC Subject To alos CC BCC F Send as Attachment Bcc Attachments add f Email Body Templates Oaa lt Default gt Default EMail Body EN Delete l petete Body Format Text HTML Dear Hiss Sandy Ball Ball we contracted the following allottment for you BI0110503 from 26 12 11 to 02 01 12 Please find below the room details belonging to the contract Date Room Type Blocked Rooms Picked Up 26 12 11 DR 20 26 12 11 oR 20 26 12 11 SU 10 8 The To box is automatically completed with the email address from the profile this can be changed by clicking the drop down arrow and selecting the email address to which this email should be sent or by selecting the required email addresses from the list of available in the panel on the upper right hand side and clicking the TO button Click the SELEcT ALL button and then the TO button to select all the available email addresses 9 In the CC box click the drop down arrow and select the email address which Should be copied on this email or select the required ema
118. ATES in the window on the left click the arrow button to move the template to the RESULTING DOCUMENT window on the right Repeat step 2 for all the required templates 6 Click the Compose button to display the Internal Editor screen Ea Letter File View Edit Insert Format Outline E W Saes AA A Bee E WB Ga fe Page break T Arial 10 E ANSI B z U As Ae maaa eee a 5 BB 0 13 01 1 E aes jie ss Mic see Laks Pes iv Eoropadamm 2 aos MICROS FIDELIO GmbH Mr Ralph Aceti 534 N Tallvrand Street 76206 Wichita TX Neuss 16 10 11 Dear Mir Acet Thank you for your reservation at the Micros Fideho Demo Program It is my pleasure to confirm your accommodation details as follows Prawnnt Tanne AT Balah Bante 7 Make any additions or changes to the letter as required 8 To print the letter click FILE then PRINT 9 To email the letter click FILE then E MAIL 10 To save the letter click FILE then SAVE As 11 Allocate a FILE NAME choose the location to save the letter and click SAVE The letter is saved in RTF format Reservation Options 149 Note All Confirmation Forms can be saved when editing the Form and pressing the SAVE button using the SAVE As button from the Toolbar or using FILE SAVE Options On the template history the letter or form will be marked with SAVED next to the Report name until it has been printed Easy letter templates are defined vi
119. Arrivals Suite amp Homepage Upgrades Rate Amount 10 If the SQL statement requires input from the user then this can be done via PARAMETERS 11 Select the required SQL Statement and in the Parameters panel click NEw to display the SQL parameter dialog box Reservation Options 277 2 8 SOL Parameter Parameter Descripton Type 12 In the PARAMETER box enter the SQL parameter for example RATEAMOUNT max 20 characters 13 In the DESCRIPTION box enter the text which should appear when the user runs the SQL statement for example ENTER RATE AMOUNT SOL Parameter Parameter Rateamount Description Enter Rate Amount Type Integer 14 Click OK to close the SQL parameter dialog box 15 Click the CLOSE button to close the Custom SQL statements screen How to run a custom SQL statement 1 On the reservation search screen click the down arrow on the Apv QRY box and select the required custom SQL statement Custom SQL Statements are listed at the end of the selection box and are enclosed in brackets Special Code Vacation VIP Code Walk in Rate Amount Suite 8 Homepage Upgrades VIF Arrivals 2 Click the FULL SEARCH button if the query contains a parameter then this will be displayed in the form of a question for the user to answer Reservation Options SQL Parameters 3 Complete the question and click OK All reservations matching the query are displayed Reservation Optio
120. Auth Table Res Add On This option may be used to create a copy of the current reservation and is accessible via the OPTIONS menu of the both Reservation Navigator and the Edit Reservation screen This is useful for a guest who needs another reservation in addition to his current reservation or for a guest who needs a similar reservation but for a future date All reservation details are copied with the exception of the credit card and the guest and reservation notes information Depending on the parameter settings the add on option can work in one of two ways If the parameter ADD ON RESERVATION PROFILE SELECT FIRST is activate then the profile search screen is opened when selecting ADD ON from the options menu This allows for a different profile to be selected before a duplicate reservation is created If the parameter ADD ON RESERVATION PROFILE SELECT FIRST is not active then the reservation copy is displayed in edit reservation mode and can be changed as required This is useful if the guest asks for an identical reservation for a future date or if the guest needs more than one reservation The behaviour of the Add On functionality is controlled by the parameter ADD ON RESERVATION PROFILE SELECT FIRST under Setup Configuration Global Settings Reservation Reservation 1 tab If active then a different profile can be selected before a duplicate reservation is created Add to Queue This option is accessible via t
121. BINNO soss a a a 124 Billing Instruction 10ccccccceeeeeeeees 124 319 Cancellation INfOFMAtION 00cceeceee 134 Cancelling a rOSCrVATION 1 ccccccseeeeees 95 Confirmation Le tt s cccccccceceseeseeees 136 Credit C Bis 2 Feiss Bras ous tena teestusateasteasteas 73 Adding Credit Cards cc1cccseeseeeeees 73 Guest Credit Cards cccccccccseecseeeees 73 Reservation Credit CardsS 2 73 Day use on departure Aay 10000 153 Days FUNCTIONAIIY cccccceecseecseenneeeeees 98 Entering a New Financial Accounts 392 Entering Reservation Details Edit financial account settings 392 Entering a New Financial Account 392 Financial Accounts 1 11ccsscceeeeeees 392 New financial ACCOUNL 1 c110c0e00 392 ODU ls eee ee eee ETE EE 391 FP OSUAOS aE EET 392 Fred CNUNG S ccc Ga kaeacacaeed 79 161 FA COUCIICIOS white dicate take dudite keds ledaditn duds fetes 60 GHG VOW seo Be Bi Gen Oe ee es dee 70 Guest Cards Adding Guest Cards ccccccseeseeeeees 73 Guest Profiles cccecececceceeeeceeeees 99 171 PUNE Stee fe tae tele e data he ta date Metadata tu datithend 108 History amp Future cccccceccseensscceeceeenens 185 Independant ShAre cccccccccccseeccseeeeees 243 LINKING PYOTPIOCS ccccccecsescesceeeneecceeees 55 LOCA OM PR 194 Manual Authorization 12ccccceceeeeeees 152 Master Share ccccccccceecseccecceecsenteneess 2
122. Booking 20 26 00 EUR og 09 11 EB TB KIK per Week Early Booking 20 26 00 EUR 10 09 11 FB TB KIK per Week Early Booking 20 26 00 EUR 10 09 11 EB TB KIK per Week Kickback 1 3 48 EUR 4 Click CLOSE to close the Promotions dialog box 5 Click OK to close the Edit Reservation screen Note The total promotional discount per day can be viewed by selecting the GRID tab In order to use promotional functionality The parameter CALCULATE RATE PROMOTIONS must be activated and the posting rules configured for the discount amount Promotion rules must be set up to either offer a reduction for a long stay or for booking the reservation a specific number of days in advance The promotional rules are then linked to a promotion date range the dates when reservations can be booked and the dates for which the promotion is valid The promotion is then linked to a rate code by editing the rate code and attaching the promotion on the rate detail level The Edit Reservation screen can be customised to include linked promotion details using Form Customization Linked promotions can be displayed on the edit reservation screen fResEdit by selecting the label TFIDRESPROMOTIONLABEL from the FIDRESLABEL tab on the Component Palette Promotion TUR TET Calculating promotions based on the booking date In order to calculate promotions based on booking date we need to know the actual date sale date the reservatio
123. COM BIOCKS oresar EEE 308 Changing the date Typing a new date ccscccseeceeceeeeneeees 18 Using the CAlCNAAM 1cccssecseecseeseees 18 12 Index Confirmation Lettef cccccccceeccseecseeeeees 136 0 al ee 136 DY FAN iraia A 136 Creating an Easy Letter 1 cc00008 136 PARUNG sts sonra oases na hao nana nica AEE 136 Custom Tour SCSICS cccccccsesecseeeseeeesaes 311 Cutting off block TOOMS 11cccsseerneeerees 309 D Date field Changing a date using the calendar 18 Typing a new Calte cccccseecseeseeeeneees 18 Day use on departure AAY c scceveeeeee 153 Days Functionality aaaaaaaaaannanaanaanannanna 98 Deposits Requested 1cccccsecneeneeneeees 155 Display Shares cccssccseecseecnesenseenaeesaees 236 E Entering Reservation Details Edit financial account settings 392 Entering a New Financial Accounts 392 Financial Accounts 1cc1ccsecseceeeeesees 392 New financial ACCOUNT 11 cc1cccseeeeees 392 Options BiNING EO 391 Credit CArd cccccscccseecseescnssenseeseees 391 Deleting cto sicainactinisidcrimimisiacisaniiensacten 391 Fixed Charges cccsccccseeecseeeceeeeaeeens 391 Virtual NUMDELSS cccccccecseeeneeeees 391 FOS IOS acre 392 F Fixed ONarge Ss aly 79 161 Fixed TOUR GENCS nsise 311 FL COUCIICIOS ciiniistintitestestantactustinlatusladastanstaalivusisualhs 60 Accessing Group Reservations
124. Company Enter the name of the company attached to the financial account or click the drop down arrow to search for existing company profiles Agent Enter the name of the agent attached to the financial account or click the drop down arrow to search for existing agent profiles Financial Accounts 391 392 Source Enter the name of the source attached to the financial account or click the drop down arrow to search for existing source profiles Financial Accounts Financial Accounts are accounts that do not affect the properties availability and are used to post charges to non guest accounts For example permanent accounts such as staff accounts POS Accounts or other internal accounts used to post no show and cancellation fees corrections or charges for non staying guests Financial Accounts are also used for conference bookings and conference telephone charges and internal lost postings such as interface late charges Note In the Meeting Planner module the financial accounts option and postings functionality are available if the PMS license and or the CCM Billing Component license are activated Financial accounts may be accessed via several options in Suite8 Reservations Front Desk Meeting Planner Cashiering How to access via Reservations The financial account option in reservations may be used to open edit or create a financial account 1 Click the RESERVATIONS menu and select FINANCIAL ACCOUNTS The
125. E The Rooming list column order setup dialog box is displayed 8 Roominglist Column Order Setup i He iol x Columns Order Address Greeting First Name Name Share Language Letter Greeting Cancel Use the Up and Down arrows to arrange the columns in the required order Click OK to save the new column order this change is permanent until the grid is next customized Complete the update of the rooming list in the normal manner Block Reservation 317 318 Note If the check profile option is selected and a profile marked as BLACK LIST or CASH LIST is selected for the group rooming list a message is displayed Only users with the right to create a reservation with a profile status of C or R can continue to create a reservation Note If the option AUTOGROUP is selected in the block header then a group reservation is automatically created when the rooming list is entered If a group reservation already exists then the new reservations will be linked to the existing group The display order of rooms on the Block Selection screen is controlled by the parameter BLOCK GRID SHOW FIRST ROOMS WHICH HAVE BLOCK DETAILS ASSIGNED under Setup Configuration Global Settings Miscellaneous Visual Appearance 4 tab With this parameter activated room types linked to a block detail are displayed first on the block selection Block Traces Traces are internal messages attached to a block noting that a specific actio
126. E RESERVATION from the OPTIONS menu to display the table sub menu or Click EpIT to display the reservation edit screen and then select TABLE RESERVATION from the OPTIONS menu The table sub menu is displayed Select CREATE NEw the Table Reservation Edit screen is displayed 4 In the PROFILES panel the reservation profile is selected by default Reservation Options 253 5 In the RESERVATIONS panel the reservation is selected by default Additional reservations can be added to this table reservation by clicking the ADD button and selecting the required reservation from the Reservation Search screen Both reservations are then marked as selected in the RESERVATIONS panel In the DATES panel the dates common to both reservations are listed and by default all dates are selected The number of persons now takes into account all the reservations attached to this table reservation 6 Complete the remaining table reservation details 7 Click OK to save the table reservation How to create a new table reservation with an additional guest profile 1 From the Reservation Navigator select the required reservation 2 Select TABLE RESERVATION from the OPTIONS menu to display the table sub menu or Click EpIT to display the reservation edit screen and then select TABLE RESERVATION from the OPTIONS menu The table sub menu is displayed Select CREATE NEw the Table Reservation Edit screen is displayed 4 In the PROFILES panel the reserva
127. ES indicator opens the Table Reservation search screen How to create a new table reservation 1 From the Reservation Navigator select the required reservation 2 Select TABLE RESERVATION from the OPTIONS menu to display the table sub menu or Click EpIT to display the reservation edit screen and then select TABLE RESERVATION from the OPTIONS menu The table sub menu is displayed Create New Show Attached 3 Select CREATE NEw the Table Reservation Edit screen is displayed 250 Reservation Options Bi Table Reservation Edit Profiles Reservatons k Print Aceti Ralph 04 10 11 08 10 11 OIT Id cae Quick Profile bk Deselect all Last LSet dates Name E Add E Events Reservations Dates w 04 10 11 05 10 11 06 10 11 07 10 11 08 10 11 Restaurant ka Time from to H F sharable Teenager 0 Child 0 Baby 0 Tables Color Description Table Card 4 In the PROFILES panel the reservation profile is selected by default and in the RESERVATIONS panel the reservation is selected by default 5 If the guest has more than one reservation click the down arrow in the RESERVATIONS box and select the required reservation In the DATES panel each date of the reservation is listed and by default all dates are selected 6 Select the dates for which a table reservation is to be made the SELECT ALL DESELECT ALL and SET DATES buttons may be used Select the RESTAURANT required
128. ESEI a HON ssc sess cans seacaritdss i taasultigirs ATN tao Rati ian 364 Reactivd tine arCrOU Pp TESer VallON o E E ia A AS 366 Groan ROOMS MEISE eiaa uous ita toa titanate E RS 367 Automa ie ROOMY Asso NEN oen sei ces venica sees cutatetenass A ILZ CrO E a T trer tr erererrierhrrrretey error errr ere ere tere 374 PEOL OLT Permerstrerecnttr termrerrter TA rrrere Serre e Te 375 AEE Lang O c renner rere erererereret ten cree ner e rence rere tre rm rer arr ereT einer AE 375 PHOLOMI a TV O1C Ee i E E N E N T aectd renee abate ici 380 6 WV a EUS esas icc cise tinea cs etl lu LaLa i 383 Waitlist RESCTV all ONS vasanai a A E O OAO 383 PD E A EEEE EE E 387 5 Acceptable ReSery alOn eouiieutinieuiusiieutuiueebusvewenaceedsseecusdsvadaasdcnadsuadaasaaaadsdadaasacaaaseanes 389 9 Financia Accounts ecra 391 Financial Accounts on the reservation navigator eseeeeeeeeerereerererrrrererrererererrereeses 391 Financial ACOu Senio R A E OE 392 10 Room MOV Cire iiss caiicacceaincaiaccsasaiccaaaceaacacadaniceaacacads vice aa eaaa doaa aaa eaaa aaa Eaa aiea 401 MAP OUICK RES rv al OD rusrvausov e aa aaa aa aa aaa aa a a a a aa a aA OEA EEA 403 Mee aa S SR E EN NAN NA NS E E EE EE E A E AE E A E E S E E EEA 407 Preface Audience This user manual is intended for system users and system administrators Customer Support To contact Oracle Customer Support access My Oracle Support at the following URL https support oracle com When contacting Cu
129. ESS of the company is selected by default but can be changed as required Click FAx the document is generated and the fax dialog box displayed R Send Fax o To 49 30 390 476 55 m A Edit E Setup 8 The To box is automatically completed with the fax number from the profile 9 To edit the fax click Epit the document is generated and displayed on the screen 10 11 338 Depending on the setup of your system either MS Word or the Fidelio Internal editor application will be used to display the document Make sure that all the entered information is correct any necessary changes can be made at this time To schedule the time the fax should be sent click ADVANCED the Fax Scheduler dialog box is displayed Block Reservation Fax Scheduler Specific time in the day o1i2izoo4 09 24 i High i Normal C Low Cancel 12 Select when to SEND THE FAX the default is Now to specify a specific date and time select a SPECIFIC TIME IN THE DAY and enter the date and time to send the fax 13 Select the Fax PRIORITY the default is Normal 14 Click OK 15 Click Send the document is generated and the fax sent How to SMS correspondence 1 Select the required block in the grid click the CORRESPONDENCE button to display the Block Correspondence dialog box 2 In the TEMPLATES box click the drop down arrow and select the template to be used an SMS template must contain no more than 160 characters
130. Es tab to display the notes screen Any existing notes are listed in the upper part of the Notes dialog box Block Reservation 325 JE list of notes Block Reservation Notes 25 07 10 12 56 19 PM Supervisor Demonstration Attention Details 02 10 2011 06 36 00 supervisor Demonstration BLO Block Reservation Notes Guest Viewable 5 The DATE TIME and USER are automatically completed 326 Block Reservation 6 Select a NOTE CATEGORY from the drop down list only categories configured as block notes are available 7 Select the option GUEST VIEWABLE if the guest is allowed to view the note Depending on the definition and setup of any customer correspondence this option is used to control which notes should appear on contracts offers or letters Leave it empty if you do not want the guest to be aware of this note In the NoTE box enter the text for the note The day date time and name of the logged in user can be added to the text of the note by pressing F7 Note Guest Viewable Sunday 25 09 2011 17 41 36 Supervisor Demonstration a 10 Click OK to save the note 11 Click OK to close the Edit Block screen Block Reservation 327 328 How to edit a note A Click the Notes button to display the notes dialog box All the existing notes are listed in the upper part of the dialog box The text of each note is listed in the lower part of the dialog box Click on the DETAILS butto
131. Global Settings Reservation Reservation 2 tab Displaying by default only profiles which are linked to the reservation profile is controlled by the parameter LINKED PROFILES CHECK ON under Miscellaneous User Settings Search Screens tab When searching for a profile only profiles which are linked to the primary reservation profile are displayed however if the required profile is not displayed the LINKED PROFILES ONLY checkbox can be cleared and the search performed again Attribute categories are defined via the option ATTRIBUTE CATEGORIES under Setup Configuration CRM For each attribute category added a new category is created under MARKETING INFO The elements for each new list box may then be added under the corresponding MARKETING INFO category under Setup Configuration CRM Changes to multi guest reservation attributes are displayed in the user log if the option RESERVATION ATTRIBUTE iS selected in Setup Configuration Users User Log Reservation Attribute categories may be defined to be displayed only in specific locations the additional list boxes are shown in reservations on the first page on the multi guest profiles tab the attributes tab or on the special attributes tab Additionally an attribute can be defined to be copied from the profile to the reservation and or to multi guest indicating that attributes linked to a guest or company profile are automatically copied to
132. Group Reservation Hotel Segment Statistics House Status Inhouse Guests Interface Functions Logbook Maximum Availability Messages New Reservation Postings Profiles Quick Reservation Rate Query Reports Room Rack Room Search Room Type Availability Space Occupancy Table Reservation Telephone Book Update Reservation The Date Box Cora Ctr B F4 F3 Shift Alt F3 Shit At R Ctr Shit F3 Corley Ctrl F Ctr Shitt G Ctrl 6 Ctr Shift s CtrHH Ctrl I Shift F8 Shift Alt L CtrShitt M Ctrl M Ctr Shit k Ctr Ctr s Ctr Shitt D CtrHF3 CortShitt A Core T Ctr The format of the dates and the separators between the dates may vary from one hotel to another The date format is defined in the Control Panel Windows Regional Settings Options Typical date formats include the following dd yy Introduction MM dd yyyy yy MM dd yyyy MM dd dd MMM YY You can type the date directly in the date box however it must be typed exactly as per the pre defined format There are many date boxes in the system for example Arrival Date or From Date The date can be either a specific date or an as of date Arrival date 01 03 2011 From 01 03 2011 A specific date is when you need to see what happened on that day For example you need to see which guests have departed 01 01 03 An as of date is when you need to find out information starting from that date For example you need to read the room rac
133. History the email is displayed on the screen Depending on the setup of your system either MS Word or the Fidelio Internal editor application will be used to display the email 4 In the Bopy box make sure that all the entered information is correct click the EbIT Bopy button to make any necessary changes Click SEND the document is generated and the email sent The document template name is displayed and the date and time it was sent in the History section of the Correspondence dialog box Block Reservation 337 How to fax correspondence 1 Select the required block in the grid click the CORRESPONDENCE button to display the Block Correspondence dialog box In the TEMPLATES box click the drop down arrow and select the template to be used In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used In the PREF DISTRIBUTION box the preferred method of distribution for this profile is displayed If a company profile is selected then the contact profiles preferred method of distribution takes priority over the company s Select the FAMILY GREETINGS check box if the family letter greetings should be used Creating correspondence for an individual profile requires that only the ADDRESS be selected as the profile is selected by default When creating correspondence for a company profile the primary CONTACT and primary ADDR
134. IAL to copy the number of rooms entered when the block was in initial status Select ACTUAL to copy the actual number of rooms The required number of tour series are created All are exact copies of the original tour series with the exception of the dates and the block name which is the entered block code plus a sequence number New Res Multiple reservations are picked up entered using the group rooming list option The New Res option may be used to pick up a single reservation from the group block How to pick up a single reservation from a group block i UJ oe oS 314 Click the RESERVATIONS menu and select BLOCK RESERVATION to display the Block Reservation screen Select a block and click NEw Res to display the Block Selection screen Select the room type select the ALL Days check box to select all days in the selected room type Click the SELECT button The Profile Search screen is displayed Select an existing profile or create a new profile If any profiles are attached to the block header then a message is displayed asking if the profiles attached to the block should be attached to the individual reservations Confirmation Do you want to link profiles attached to block to reservation on 18 08 12 No No to All Yes to All Select Yes No No TO ALL or YES To ALL as required The Edit Reservation screen is displayed completed with reservation details taken from the group block
135. ICE and TYPE 2 PROFORMA INVOICE INFO ONLY NO POSTINGS ARE STORED under Setup Configuration Global Settings Billing Billing 1 tab Group Reservations 381 6 Waitlist Waitlist Reservations A reservation can be put on the waitlist if the rate or room type is not available for the required dates If the room becomes available the property can contact the guest and accept the reservation The total number of reservations which are waitlisted are displayed per day on the availability screen Ctrl D If the parameter DISPLAY ACCEPTABLE RESERVATIONS AUTOMATICALLY is active then reservations on the waitlist are displayed as soon as they can be accepted If a reservation is cancelled for a day on which waitlist reservations exist then the system will display a message that there are waitlist reservations which can be accepted Waitlisted reservations are displayed first by priority level and then by the order in which they were entered The waitlist module may be accessed via several options The reservations menu or toolbar The waitlist tab on the reservation navigator Via the Options button on the reservation navigator Via the Options button on the reservation edit screen How to view waitlisted reservations 1 Click the RESERVATIONS menu and select WATTLIST The Reservation Navigator screen is displayed defaulted to the Waitlist tab Arrival In House Departure All Waitlist Q Rooms Fin Accounts A
136. INKED DOCUMENTS tab 2 Select the document and click VIEW Suite8 opens the relevant application for example Word if the document is a Word document Note The document may be edited directly from within the opened application How to scan and link a document 1 Select the LINKED DOCUMENTS tab 2 Click ADD the attach documents dialog box is displayed 3 In the DOCUMENT GROUPS list click the document group required 4 In the ALLOWED DIRECTORIES list click the allowed directory required 5 Click Scan the select source dialog box is displayed Select Source Sources EPSON C 4300 C 5500 D4 4400 3 6 32 Logitech Camera 1 2 32 32 WIA EPSON CX4300 C 5500 D 54400 1 1 Cancel Select the source and click SELECT to open the scanner application Scan the document Click ATTACH to link the scanned document Q 2 NO Document groups and path are defined via the option DOCUMENT TYPES under Setup Configuration Miscellaneous Adding or editing documents on the linked documents tab is controlled by the user right LINKED DOCUMENTS under Setup Configuration Users User Definition Rights Customer Profiles Attach documents Unlink Booking Two additional options are displayed on the Edit Block screen for blocks which were created via the rooms section of a booking master in the meeting planner module Booking to access the booking master screen Events to access the even
137. INT from the file menu to print the letter Close the edit screen If using MS Word as the editor click ExiT to close the application The document template name will be displayed and the date and time it was printed in the History section of the Print dialog box How to edit correspondence 1 Select the required block in the grid click the CORRESPONDENCE button to display the Block Correspondence dialog box In the TEMPLATES box click the drop down arrow and select the template to be used In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used Block Reservation 4 In the PREF DISTRIBUTION box the preferred method of distribution for this profile is displayed If a company profile is selected then the contact profiles preferred method of distribution takes priority over the company s Select the FAMILY GREETINGS check box if the family letter greetings should be used Select the CONTACT and ADDRESS information to be used in the document Click EpbIT the document is generated and displayed on the screen At this point the document can be printed or saved to be printed at a later time ee tye a Aa To print the document click the PRINT icon 10 To save the document click the SAVE icon enter a file name to save the document 11 Click SAVE 12 Close the edit screen How to email correspondence 1 Select th
138. IONS menu of the both the Reservation Navigator and the Edit Reservation screen How to create a master slave share reservation with a new reservation 1 7 From the Reservation Navigator select the reservation to which a new reservation is to be shared Select SHARE WITH NEW RESERVATION from the OPTIONS menu or Click Ep T to display the reservation edit screen and then select SHARE WITH NEW RESERVATION from the OPTIONS menu The Profile search screen is displayed Search for an existing profile or enter a new profile Click SELECT a copy of the original reservation is created and a message is displayed asking if you want to make the original reservation the master reservation Confirmation j 2 m Do you want to make the original reservation master Select Yes to make the original reservation the MASTER and the new reservation the SLAVE Master and slave reservations are individual reservations which in general behave as a single reservation The master is the primary reservation and the slave is the secondary reservation The indicators Share Master are displayed on the bottom of the edit reservation screen Click OK to close the reservation How to create independent share reservations with a new reservation 1 From the Reservation Navigator select the reservation to which a new reservation is to be shared Select SHARE WITH NEW RESERVATION from the OPTIONS menu or Click EpIT to display
139. LECT The membership card is listed in the Bonus Point Cards screen Reservation Options 131 i P hon Guest card Bonus Point System Blue Level 1007 Aceti Ralph 71 2S Close 5 Click CLOSE to close the Bonus Point Cards screen The button at the bottom of the reservation indicates that a bonus membership card is attached to this reservation How to remove a bonus point card from a reservation 1 From the Reservation Navigator select the required reservation 2 Click EDIT to display the reservation edit screen and then select BONUS POINT CARD from the OPTIONS menu The Bonus Point Cards screen is displayed 132 Reservation Options Bonus Point System Blue Level 1007 Aceti Ralph 3 Click the REMOVE button A message is displayed asking if you want to remove the guest Bonus Point Card from the reservation 4 Click YES to remove the card 5 Click CLOSE to close the Bonus Point Cards screen Note Multiple bonus point cards cannot be linked to a reservation Reservation Options 133 134 Cancellation Information This option displays information about cancelled reservations and is accessible via the OPTIONS menu of the Reservation Navigator The cancellation information displayed includes the cancellation number the cancellation reason the date and time the reservation was cancelled and the name of the user who cancelled the reservation Cancellation info
140. LINKED DOCUMENTS tab Reservation Options 193 194 2 Select the document and click VIEW Suite8 opens the relevant application for example Word if the document is a Word document Note The document may be edited directly from within the opened application How to scan and link a document 1 Select the LINKED DOCUMENTS tab 2 Click ADD the attach documents dialog box is displayed 3 In the DOCUMENT GROUPS list click the document group required 4 In the ALLOWED DIRECTORIES list click the allowed directory required 5 Click Scan the select source dialog box is displayed Select Source Sources EPSON CX4300 CX5500 DX 4400 3 6 32 Logitech Camera 1 2 32 32 WIA EPSON CX4300 CX5500 DX44000 1 1 6 Select the source and click SELECT to open the scanner application 7 Scan the document 8 Click ATTACH to link the scanned document Document groups and path are defined via the option DOCUMENT TYPES under Setup Configuration Miscellaneous Adding or editing documents on the linked documents tab is controlled by the user right LINKED DOCUMENTS under Setup Configuration Users User Definition Rights Customer Profiles Attach documents Locator This option may be used to enter the guests location and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen For example if the guest is not in going to be in his room and is e
141. LIO GmbH Company X 8 Click OK to save the profile linkage and close the reservation How to remove a linked profile 1 From the Reservation Navigator select the required reservation 2 Click Ep T to display the reservation edit screen and then select the PROFILES tab Any company travel agent source or booker profiles already linked to the reservation are displayed 56 Reservations ame Re change MICROS FIDELIO GmbH Company 3 Clear the check box with the tick mark next to the name of the profile which is to be unlinked 4 Click OK to save the change and close the reservation How to view on which days a profile is linked 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then select the PROFILES tab Any company travel agent source or booker profiles already linked to the reservation are displayed Name CSR Change American Express Travel Travel Agent MICROS FIDELIO GmbH Company x 3 An x in the CHANGE column indicates that the profile is linked on a by day basis Daye 4 To see which days the profile is linked click the si gt screen button at the bottom of the 5 The days selection options are displayed Day of reservation i E gt o7 09 11 5 Aldays Daysafter One day 6 Click the arrows to scroll through the days of the reservation The upper display changes depending on whether the inventory ite
142. Linked Profiles tree under the appropriate heading 288 Block Reservation El Linked Profiles Company MICROS Fidelio GmbH Ltd Engineering Consulting Individual i Toast Thomas 8 Click CLOSE to close the block header screen How to add packages to a block header 1 On the block header click the PACKAGES tab 2 Any LINKED PACKAGES are listed in the upper section of the screen and the AVAILABLE PACKAGES are listed below ee t a Block Header Packages Pickup Agents Linked Packages Breakfast induded y Change Status Newspaper Financial Times HT m Grid 4 Options New Res Qk pi of Cut Off Available Packages a Rooming List Unlink Booking Breakfast add to rate E Ereakfast print separate 3 oleate Breakfast 7 Half Board Dinner Indusive Half Board Lunch Indusive Half Board Dinner Add To Rate Half Board Dinner Print Sep Half Board Lunch Print Sep Full Board Dinner Add To Rate Full Board Lunch Add To Rate Full Board Lunch Print Sep Full Board Dinner Print Sep Half Board Lunch Add To Rate Full Board Dinner Inicusive Full Board Lunch Indusive Tennis Package Bathrobe 3 In the list of AVAILABLE PACKAGES double click the required package to select it The selected package is now listed in the LINKED PACKAGES section of the screen 4 Repeat step 3 for all the required packages 5 Click CLosE to close the block header screen How to block rooms on the block grid 1 Click the RESERVATIONS menu a
143. MS box enter a positive number to increase the number of rooms or a negative number to decrease the number of rooms then click SET Views available on the Block Grid INITIAL BLOCK Displays the number of rooms that were blocked for this group up until the end of the initial phase A group is no longer in the initial phase when the block status is changed from a status which DOES NOT AFFECT AVAILABILITY to a status which is considered TENTATIVE or DEFINITE ACTUAL BLOCK Displays the actual number of rooms that have been blocked for this group AVAILABLE Displays the number of rooms which are left in the block the rooms which are still available to be picked up PICK UP Displays the number of rooms that have been picked up CHANGES TO INITIAL Displays the difference between the rooms which are actually blocked to what were initially blocked RATES Displays the rates per room type If the rate is in a foreign currency then the foreign currency rate and the currency symbol are displayed This view is always available no matter of the block status BOOKING POSITION Booking Position is available for blocks with the status tentative pickup and is used to enter the number of rooms which should be shown as definite reservations instead of tentative reservations on the Availability screen Ctrl D The number of rooms entered can not exceed the actual number of tentative rooms for the block Booking Position functionality is paramet
144. Master Jis now displayed next to the share Jin dicator this reservation is now defined as the master reservation Click OK to close the reservation edit screen The share reservations connected to this reservation are automatically defined as SLAVE reservations Reservation Options Independent Share This option may be used to break a master slave share reservation into independent share reservations and is accessible via the OPTIONS menu of the Edit Reservation screen This option is only available on a share reservation which is currently defined as the MASTER or SLAVE reservation Master and slave reservations are identified as one reservation with two different names the master is the primary reservation and the slave is the secondary reservation How to break a master slave share reservation into independent share reservations 1 From the Reservation Navigator select either the master or the slave share reservation 2 Click EbiT to display the reservation edit screen A master reservation has the indictor Master land a slave reservation has the indicator Slave 3 Select INDEPENDENT SHARE from the OPTIONS menu The Slave Master indicator is removed and both reservations are now defined as independent shares 4 Click OK to close the reservation edit screen Save This option may be used to save changes to the guest reservation without closing the reservation Split This option may be used to split a reserv
145. N Authorization as per contract By Arrival Date 02 10 2011 Requested On 20 09 2011 Valid unti 03 10 2011 Received On 29 09 2011 4 Make any changes necessary and click SAVE to save the changes 5 Click CLOSE to close the Advanced Billing Authorization dialog box 6 Click CLOSE to close the Advanced Billing Authorization screen How to attach a document 1 From the Reservation Navigator select the required reservation 2 Select ADVANCED BILLING AUTHORIZATION from the OPTIONS menu The Advanced Billing Authorization screen is displayed 3 Epbit an existing billing authorization or select NEw to create a new billing authorization The Advanced Billing Authorization dialog box is displayed 4 Select the ATTACH Doc option 116 Reservation Options Ej Linked Documents c vity 07 09 11 12 00 AM Date and Time of Attachment Modified B So View Delete Document Groups DOCUMENTS Allowed Directories C Fidelio Documents Document Name In the DOCUMENT GROUPS list click the document group you want In the ALLOWED DIRECTORIES list click the allowed directory you want Click BROWSE to display the list of documents eS Select the required document and click OPEN the Document Name field is filled Reservation Options 117 Ez Add Document for activity 20 09 11 12 00 AM Document Groups DOCUMENT Allowed Directories Temp Document Name C Fidelio Documents Document docx
146. NANCIAL ACCOUNT GROUPS under Setup Configuration Cashiering The type of financial account group must be DEPOSIT CANCELLATION AND No SHOW and Autonumber must be selected Special Functionality Days Functionality The days functionality may be used to add an item to a reservation on a by day basis and is accessible via the following tabs on the edit reservation screen Inventory Profiles Attributes Fixed Charges It is possible to attach an item for the entire stay for a single day during the stay or after a specific day date during the reservation until the end of the stay for example selecting day 3 will attach the item from day 3 and onwards lt Hide Day ofreservation lt 3 gt 09 09 11 Aldays Daysafter Oneday For example if a guest hires a car for part of his stay and needs to rent a parking space only for the days he has the hire car then the charge for the parking space could be applied via a fixed charge for the days he has the car To see the changes during the stay of the guest select the appropriate tab and click on the DAYS button and then use the arrow buttons to scroll through the days of the reservation Certain items are displayed in red when attached to the reservation on a by day basis for example a profile or a fixed charge which affects the rate amount How to add an item by day 1 From the Reservation Navigator select the reservation to which an item is to be adde
147. OK to close the Edit Reservation screen Reservations Adding a new note via the options button 1 From the Reservation Navigator select the required reservation 2 Select Notes from the OPTIONS menu Any existing notes are listed in the upper part of the Notes dialog box 3 Click the NEw button a pop up menu is displayed Add note for Reservation Add note for Arnold Joset Add note for MICROS FIDELIO GmbH 4 Select to add the note to the reservation or to one of the attached profiles the Add Note dialog box is displayed R Add note Date Time 02 10 2011 06 20 29 User supervisor Demonstration Category RES Reservation Notes Note E Guest Viewable The DATE TIME and USER are automatically completed Select a NOTE CATEGORY from the drop down list Select the option GUEST VIEWABLE if the guest is allowed to view the note Depending on the definition and setup of any customer correspondence this option is used to control which notes should appear on contracts offers or letters Leave it empty if you do not want the guest to be aware of this note In the NoTE box enter the text for the note The day date time and name of the logged in user can be added to the text of the note by pressing F7 Reservations 85 86 10 Note Guest Viewable Sunday 25 09 2011 17 41 36 Supervisor Demonstration Click OK to save the note How to edit a note i Zi 4 Click the Notes button to display the notes d
148. Oracle Hospitality Suite Reservations User Manual Release 8 9 July 2015 ORACLE Copyright 1987 2015 Oracle and or its affiliates All rights reserved This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws Except as expressly permitted in your license agreement or allowed by law you may not use copy reproduce translate broadcast modify license transmit distribute exhibit perform publish or display any part in any form or by any means Reverse engineering disassembly or decompilation of this software unless required by law for interoperability is prohibited The information contained herein is subject to change without notice and is not warranted to be error free If you find any errors please report them to us in writing If this software or related documentation is delivered to the U S Government or anyone licensing it on behalf of the U S Government then the following notice is applicable U S GOVERNMENT END USERS Oracle programs including any operating system integrated software any programs installed on the hardware and or documentation delivered to U S Government end users are commercial computer software pursuant to the applicable Federal Acquisition Regulation and agency specific supplemental regulations As such use duplication disclosure modification and adaptation of th
149. PACKAGES ONLY select to display only manual packages and not rate code packages 1 to increase by one the number of times the package will be posted _1 to decrease by one the number of times the package will be posted Packages by package report group can be displayed on the package tab when editing a reservation and selecting Show Package Tree The packages are displayed by report group and can be selected or deselected for adding or removing a package from this list Master and Sub Packages Selecting a master package links the master package and all the sub packages which have been defined as part of the master package to the reservation removing a master package removes also the sub packages If a sub package is already included on the reservation then it is skipped when the master package is linked If the master package is then removed the skipped sub package remains as it was added to the reservation independently Master and sub package frequencies can be amended as required manual changes of master package frequency do not affect sub package frequencies Master packages can have a 0 price so it is not posted if the system is configured not to post 0 price items In the package grid both master and sub packages are indicated as such and displayed separately Reservations MAS Massage sub How to add a package to a reservation 1 From the Reservation Navigator select the required reservation 2 Click EDIT to
150. PRICE fields The rates for one person per room appear in the grid and selecting SHOW ALL RATES displays the rates for 2 or more persons Manually entered rates override rates from a rate code on the block header Booking Position functionality is controlled by the parameter BOOKING POSITION under Setup Configuration Global Settings Reservation 1 tab Booking Position functionality defines if tentative block rooms can be displayed as definite on the availability screen Manual Rates functionality is controlled by the user right MANUAL RATES under Setup Configuration Users User Definition Rights Block Reservation The display order of rooms on the Block Grid is controlled by the parameter BLOCK GRID SHOW FIRST ROOMS WHICH HAVE BLOCK DETAILS ASSIGNED under Setup Configuration Global Settings Miscellaneous Visual Appearance 4 tab With this parameter activated room types linked to a block detail are displayed first on the block grid Copying a Block The block copy function may be used to duplicate a block for reoccurring groups such as a tour series Two types of series may be entered Custom Series this option is used when a new block code and arrival date are required for each tour Fixed Series this option should be used if the arrival date and interval of each tour is known For example if each tour arrives every second week of the month or if between each arrival date ther
151. PTIONS TRACES to add edit or resolve block traces NEW RES to pick up a single reservation from the group block PICKED UP to display a list of the individual picked up reservations which are part of this block ROOMING LIST to split rooms from the group reservation and enter individual reservations UNLINK BOOKING to break the link between the block reservation and the conference booking BILLING INsTR to add billing instructions to the block header CORRESPONDENCE BOOKING to display the edit booking master EVENTS to display the event details CCM Blocks Two additional options are displayed on the Edit Block screen for blocks which were created via the rooms section of a booking master in the meeting planner module Booking to access the booking master screen Events to access the event detail screen See Suite 8 Meeting Planner Manual Booking Master Rooms Details The changing of a block code once the block has been saved is controlled by the user right CHANGE BLOCK CODE under Setup Configuration Users User Definition Rights Block Reservations A block code format can be pre defined via the option BLOCK CODE FORMAT under Setup Configuration Global Settings Reservations Reservation 3 tab Block statuses are defined via the option BLock STATUS under Setup Configuration Reservations This option also defines which bloc
152. Password box Type your secret password case sensitive in the Password box ui BR U N Click LoGiIn the Suite8 main menu screen appears You are now logged into the system Note If one of the following tables WMLG WLOG ZPOS WDAT SHIS SRPD WRPD has no indices or a missing index an alert is displayed when starting Suite8 with a message to contact support It could happen that a table has no indices in the event that a table was renamed for support purpose Renaming a table carries the indices to the renamed table If an index is missing of one of the above mentioned tables the alert is displayed when starting Suite8 Reservations Shortcut Bar The Suite8 main menu screen has nine coloured tabs located on the left of the screen Each coloured tab represents one of the main user modules Reservation Customer Relation Front Desk Rooms Man Misc Favourites Web Services To open the Reservations Shortcut Bar 1 Click RESERVATION from the coloured shortcut bar The Reservation shortcut bar opens Introduction co 7 Reservaton Block Reservation me Quick Reservation Offers 2 Alternatively you can click RESERVATIONS on the menu bar The Reservations menu is displayed New Reservation Update Reservation Block Reservation Group Reservation Waitlist Offer Acceptable Reservation Financial Accounts Room Move Quick Reservation Navigation Keys Accelerator keys Accelerator keys are used
153. RBLOCK and CHANGE LOCKED ROOMS under Setup Configuration Users User Definition Rights Reservation Hints Hints functionality can be used as a promotional tool it can promote a special rate or package targeted to the interests of the guest it can also prompt the clerk to offer a welcome drink upon check in or to offer to book a future reservation upon check out Hints are basically short reminders to offer the guest an additional service and to provide the staff with selling tips or information about the rate code Reservations Hints can be linked to conditions that are evaluated when the user is entering the reservation and moving from field to field if the condition is fulfilled at the specified field the hint is displayed A hint can also be linked to an action such as at check in check out or room move Hints can be displayed at the following points After entering the departure date After entering the rate code At Check in At Check out On the billing screen open After payment When performing Room Move Hints are defined via the option HINTS under Setup Configuration Reservation Default Folio Styles A folio style selection box can be added to the edit reservation screen so that when creating a new reservation a folio style can be selected The folio style assigned to the reservation is used as the default folio style at check out The Edit Reservation screen can be customise
154. Reservation Navigator screen is displayed defaulted to the Financial Accounts tab 2 Click New to display the New Financial Account dialog box How to access via Front Desk The financial account menu option in front desk may be used to open a new financial account 1 Click the FRONT DESK drop down menu and select NEW FINANCIAL ACCOUNT The financial account dialog box is displayed An existing account may be edited by selecting the financial account page on the reservation navigator via the Arrivals or Inhouse Guests menu options Financial Accounts How to access via Meeting Planner There are several ways to access Financial Accounts from with the Meeting Planner module 1 On the Conference Diary right click on a booking select BOOKING OPTIONS to display the short cut menu or From Event Management locate the booking and select OPTIONS or Epit the booking and select OPTIONS to display the short cut menu or From Event Management click EVENTS and select OPTIONS to display the short cut menu 2 Click FINANCIAL ACCOUNTS on the short cut menu to display the Financial Accounts Search screen Ba Financial Account Search Financial Accounts Guest Name escriptit Account Number Valid From S Name Account Number Show on popup Description 3 Click New FA to create a new financial account The financial account dialog box is displayed The search criteria financial account Name Description and
155. Rooms Sold Room Revenue Total Revenue and Average Room Rate How to view the block summary 1 Click the RESERVATIONS menu and select BLOCK RESERVATION 2 Select the block for which you want to view the block summary and click the EDIT BLock button 3 Select BLOCK SUMMARY from the OPTIONS menu The block summary for the selected block is displayed R Block Summary Currency Potential Room Sold 722 Room Revenue 4 900 00 Total Room Revenue 126 350 00 Average Room Rate 175 00 ca Close The CURRENCY for the revenue and average rate display can be selected to be either in the local currency or if a foreign currency rate code is used then in the currency of the rate code used The POTENTIAL figures are calculated based on the assumption that every room materialises The ACTUAL figures show the total rooms currently picked up The AVERAGE ROOM RATE calculation is based on the total number of rooms entered on the block grid divided by the total number of adults entered on the block grid Block Reservation 297 Block Extended Info The block extended info displays information from the blockinfo htm file such as block status booker market code reservation status notes expected revenue and block details How to view the block extended info 1 Click the RESERVATIONS menu and select BLOCK RESERVATION 2 Select the block for which you want to view the block extended info and click the EDIT BLOCK button 3
156. S be selected as the profile is selected by default When creating correspondence for a company profile the primary CONTACT and primary ADDRESS of the company is selected by default but can be changed as required 7 Click EMAIL the document is generated and the email dialog box displayed E Email Report b a E Email Addresses send ote 1 omst taddmail in w en ender hotel 1 pms addmail int F Select Al To ind confs marritz com sandy ball marritz com ki Save Draft CC BCC Subject te cc sce Paar Email Body Templates L J lt Default gt Default EMail Body EN i Delete Body Format Text gt HTML Text here 8 The To box is automatically completed with the email address from the profile this can be changed by clicking the drop down arrow and selecting the email address to which this email should be sent or by selecting the required email addresses from the list of available in the panel on the upper right hand side and clicking the TO button Click the SELEcT ALL button and then the TO button to select all the available email addresses Block Reservation 333 334 10 11 12 13 14 LD 16 17 In the CC box click the drop down arrow and select the email address which Should be copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the CC button Click the SELECT ALL button and then th
157. Select BLOCK EXTENDED INFO from the OPTIONS menu The block extended info for the selected block is displayed Ei Block info coe fa Extended Block Information Biomedical Sciences 2006 5 Open for tentative Pickup Miss Sandy Ball Block Name 04 04 12 to 11 04 12 Block Status Booker Company Market Code Reservation Status Company with Contract tentative Details RoomType Block Details for 04 04 12 DR 2 20 TR 20 Actual Pickup Rate Exp Revenue 2 175 00 EUR 2 175 00 EUR 3 500 00 EUR 3 500 00 EUR oR Su Block Details for 05 04 12 DR TR oR SU Block Details for 06 04 12 DR TR oR SU Block Traces 20 10 175 00 EUR 3 175 00 EUR Total 2 175 00 EUR 2 175 00 EUR 175 00 EUR 175 00 EUR Total 2 175 00 EUR 2 175 00 EUR 175 00 EUR 175 00 EUR Total 3 500 00 EUR 1 750 00 EUR 12 250 00 EUR 9 625 00 EUR 6 650 00 EUR 4 375 00 EUR 1 750 00 EUR 22 400 00 EUR 9 625 00 EUR 6 650 00 EUR 4 375 00 EUR 1 750 00 EUR 27 400 00 EUR Traces are internal messages attached to a block noting that a specific action is required on a specific date They are used to remind other departments or co workers of actions to take or information about the block Traces for blocks could be set to the banquet or sales department to check for the rooming list on a specific date Traces require an instruction trace text and an instruction date How to enter a new trace 1
158. TEETER EEE EEE EEE EEE TEESE EEE EEEE TEETER THEE THEE EERE EH EE SEER ERE R ES Data dvRoomMoveReason T rore caa TE aAa AAAA AAA R a UNNA AA AAAA AAAA NAANA NANNAN ElFont TOTT 5 Close the form customization dialog boxes by clicking the Emin the top right hand corner of the FRESEDIT screen 6 A Aa is displayed asking if you want to save the changes 7 Select Yes to save the changes and close all the dialog boxes 8 Click CLOSE to close the Form customization screen The ROOM MOVE REASON can be displayed on the edit reservation screen fResEdit by selecting the field TFIDRESEDITROOMMOVEREASON from the FIDRESEDIT tab on the Component Palette Room Move Reason Room boo noisy Reservation Options The Room Move TIME can be displayed on the edit reservation screen fResEdit by selecting the field TFIDRESEDITROOMMOVETIME from the FIDRESEDIT tab on the Component Palette Room Move Time j4 00 PM The room move reason and time can be displayed in red when the value changes by selecting the label FIDRESDATACHANGELABEL from the FIDRESLABEL tab on the Component Palette on the edit reservation screen fResEdit Room Move Time 4 00 PM Share Reservations There are two types of share reservations INDEPENDENT SHARE individual reservations which are sharing the same room They are totally independent of each other for all functionality including check in check out and postings MASTER SLA
159. Templates displays the group profile template with contact information and attached profiles All active groups linked to the template are listed in the tree view The Basic Search Criteria You may fill in multiple fields to narrow the search criteria A list of groups that match what you have specified is displayed for example if you specify a search for the Group Name Thomas Cook the group list grid shows a list of all groups with the group name Thomas Cook The actual query is displayed in a script format in a window on the right hand side of the screen If no data is entered the list of group reservations is displayed in alphabetical order To activate the search the user must click the SEARCH button The query criteria can be easily reset by clicking the CLEAR button Wildcards The search criteria can also be entered using wildcards For example M ller will return Miller Muller Bank will return Investment Bank American Bank and Fidelio will return Fidelio Gmbh or Fidelio Inc Narrowing the search Once the search has been performed the search can be further narrowed by using the FIND IN GRID button The FIND IN GRID button allows the user to Search on all or specific columns within the grid Search for specific text Match the case or search for whole words only Control the direction of the search Group reservation search criteria Fill inthis field With this information Group template search criteria
160. Text List Message ing number There is a message for you at the reception Cancel 3 In the MESSAGE FROM box enter the name of the person who is leaving the message 4 Enter the Contact INFO such as a telephone number 5 The NotIiFy INTERFACE option is selected by default if an appropriate interface is active 6 Enter the guests MESSAGE or select a standard message text from the MESSAGE TEXT List and double click Add any additional details if required Click OK to save the message without printing or click PRINT to save and print the message A warning message is displayed that the message must be saved before printing Warning Message must be saved before printing Save and print 9 Click YES to save and print the message 10 Click OK to close the message dialog box How to view or edit a guest message 1 From the Reservation Navigator select the required reservation 2 Select MESSAGES from the OPTIONS menu or Click Epit to display the reservation edit screen and then select MESSAGES from the OPTIONS menu Reservation Options If the guest already has a message then the Messages screen is displayed lees All Messages A Name First g TE Room No YRES 1089 Set to Received by PMS User C Printed Messages C Sent to Video System C Received Through Video System g 03 10 2011 16 00 Balmer Steve Demonstration Supervisor Not Received Received Ri Received All t
161. Tour Company Z Travel Agent Thomas Cook Source Arrival Friday Nights Departure Sunday Currency 04 11 2011 joe 11 2011 Euro Market l Room features e _ Reservation color Adults L Source od lt Teenager a Billing info Child pa Disc amount 0 00 Disc 0 0 Remark Baby E Promotion CRS no Option date Room type D i C I time Rate code C Otme 12 Booker Ga Smith Ray Rate R type Res type De F Ten TE Guarantee c Fay method Lock room Eea Calculated price Jie Net amount wala Extra charges Print rate et Rate amount Rate amount 9 00 Manual price 17 Enter the OF ROOMS and ROOM TYPE required and complete the remaining reservation details 18 Click OK to save the reservation The edit group screen is displayed with the group reservation is shown in the upper grid 346 Group Reservations fe B Edit Group 1186 eo a Group Info Financial Account Linked Profiles bel Save Template Thomas Cook aa StartingDate 04 11 2011 v Comment Group Options Name Thomas Cook Summer Tour Nights 2 Inlink Booking contact Sith Ray CJ Endte ponon Language English v RoomingList 31 10 2011 Country Germany vy Active State Bayern v E No Group JETWEB Processing Nationality German DE Block Name Hotel Segment v cancel Status Canceled Wait L
162. UTTONS ON ToP under Miscellaneous User Settings Appearance Tab Logging off Exiting Suite8 and Locking the Station The windows menu consists of the following options Close All closes all open screens and dialog boxes Lock Station locks the workstation Logout closes all open screens and logs off Suite Exit Application closes all open screens and exits the application Options Description Close All Click the WINDOWS menu and the option CLOSE ALL All open screens and dialog boxes are closed Logout Click the WINDows menu and the option LOGOUT All open screens and dialog boxes are closed and the Login screen appears A new user can now login To close the application completely click CANCEL Suite8 is closed and the desktop appears Exit Click the WINDOWS menu and the option EXIT APPLICATION Applicati pe Suite8 is closed and the desktop appears Lock Station Click the WINDOWS menu and the option LOCK STATION All open screens and dialog boxes are closed and the Login screen appears A new user can now login Lock Station the open screens and dialog boxes from the user who locked the station will not be closed if the parameter LEAVE OPENED SCREEN ON SWITCH USER is selected under Setup Configuration Global Settings Generic Generic 3 tab Introduction 2 Reservations Reservation Navigator The main reservation screen is called the RESERVATION NAVIGATOR and is divid
163. VE SHARE master and slave reservations are individual reservations which in general behave as a single reservation The master is the primary reservation and the slave is the secondary reservation Automatic billing instructions are set from the slave to the master reservation at the time of share creation Tasks such as changing the arrival or departure dates are applied to all share reservations without confirmation messages Master slave reservations can be checked in individually so at check in the user is prompted to check in the sharing reservations The dependencies of share reservations can be changed at any time Master Slave shares can be converted to independent shares via the option INDEPENDENT SHARE on the Edit Reservation screen Independent shares can be converted to a master slave share via the option MASTER SHARE on the Edit Reservation screen To create a share reservation where the double rate is split equally between two reservations Create the reservations as follows Enter the first reservation with 2 ADULTS the RATE AMOUNT will default to the price for 2 adults Enter the second reservation with 0 ADULTS the RATE AMOUNT will default to zero On the Shares screen spread the price between the two reservations See Display Shares Reservation Options 233 234 Share with new reservation This option may be used to share a reservation with a new reservation and is accessible via the OPT
164. Wait List Displays all the reservations which are on the waiting list for a specific date Waitlisted reservations can be displayed for other dates by selecting the date required from the date field next to the SELECTION box Q Rooms Displays all the reservations that have been placed on the check in queue as no room was available at the time of arrival This tab will only be available if the parameter Q ROOMS HANDLING has been activated The available selection is EXPECTED ARRIVAL Financial Displays all expected financial accounts regardless or arrival Accounts date The available selections are EXPECTED CHECKED IN and HISTORY Note Switching tabs does not clear the current search criteria The search criteria entered will be kept until new search criteria are entered the Clear button or F10 is pressed Note The actual query is displayed in script format in a window on the right hand side of the screen and as long as the Filter is not cleared by pressing the Clear button each additional query will be added to the actual query list Wildcards The search criteria can also be entered using wildcards This is helpful in the name field for example M ller will return Miller Muller Bank will return Investment Bank American Bank and Fidelio will return Fidelio Gmbh or Fidelio Inc Search Name functionality Names entered with an umlaut or special character such as M ller will automatically update the search name
165. a the option Easy LETTER TEMPLATES under Setup Configuration CRM The role allocated to the template determines under which easy letter option it appears Templates defined as GENERAL DOCUMENTS are available from the CRM menu and from within both a profile and reservation Templates defined as RESERVATION LETTER are available from within a reservation and templates defined aS PROFILE LETTER are available from with a guest profile Credit Card Authorization New Additional Authorization This option is only available with a Credit Card or EFT Interface installed and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen This option may be used to view the current approval amount and to request additional authorization from the credit card company Rules are setup to calculate the approval amount which should be requested from the credit card company The calculation could be for example the length of stay multiplied by the room rate plus 10 for the extra changes LOS Rate 10 During the guest s stay it may become necessary to request additional approval from the credit card company if the folio balance exceeds the approved amount How to view credit card authorization approval details 1 From the Reservation Navigator select the reservation to view credit card authorization 2 Select CREDIT CARD AUTHORIZATION and then New ADDITIONAL AUTHORIZATION from the OPTIONS menu o
166. account was created via cashiering then the posting screen is displayed New Financial Account dialog box Fill in this field __ With this information Group Select the type of financial account required from the list of predefined groups Date Range If required select the date range check box and enter the date range from to you would like to keep the Financial Account in your system Usually it is not necessary to enter a date range on a financial account Profile Each financial account must be linked to a profile click the button next to the profile box to open the profile search screen and select an existing profile or create a new one Financial Accounts Account Number Each financial account must have an account number before it can be checked into the system Click the drop down arrow and select an account number if the account number was defined with a description then this is updated in the NUMBER Desc box Number Desc The description defined for this account number is displayed Market If no default market code has been defined click the drop down arrow and select a market code If this field is defined as mandatory then a market code has to be attached When setting up a financial account in meeting planner the market is filled by default with the market segment from the booking master Description Displays the financial account group and financial account number Credit Limit Select a credit limit f
167. added or removed from the reservation Amenity This option may be used to attached amenities to a reservation and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen This option is parameter controlled Amenities are gifts or services a property provides to their guests such as a change of linen and towels a bath robe a fruit basket or chocolates Amenities can be attached to a reservation and each amenity can be linked to a frequency similar to package frequencies For example every second day the linen is changed or each day the fruit basket is freshened up Amenities are automatically attached to a reservation if the rate code room type room number market or source code has been assigned an amenity cycle How default amenities are defined An amenity is defined and is assigned a responsible department Amenities are then assigned to an amenity cycle for example a standard cycle might have the linen changed every second day and the towels every day Reservation Options 121 Amenity cycles can then be assigned to rate codes room types and room numbers How to add view amenities 1 From the Reservation Navigator select the reservation to which amenities are to be attached 2 Select AMENITY from the OPTIONS menu or Click Epit to display the reservation edit screen and then select AMENITY from the OPTIONS menu or select the AMENITY tab The Amenity grid is di
168. alculated automatically Rooming List The date by which the rooming must be received Active Selected by default Only clear this check box if the group profile should be marked as inactive Group Reservations 347 Note An existing group can be set to inactive only if all reservations have been cancelled Additional information can be added as required Reservation Details Fill this field With this information Arrival Enter the reservation arrival date or click the drop down Mandatory arrow and select a date from the calendar The day of the week is displayed above the date Nights Enter the number of nights for the stay or enter the departure date in the next field and Suite8 will calculate the number of nights Enter 0 for day use rooms Departure Enter the reservation departure date or click the drop down Mandatory arrow and select a date from the calendar If the number of nights was entered the departure date will be calculated automatically The day of the week is displayed above the date From the drop down list of defined currencies select a currency in which to quote the rate The default is the currency defined as the Base Currency for rooms Currency Individual Reservation Enter the number of rooms requested per room type If you need multiple rooms of one room type you can enter this on one reservation and split the reservation before check in If you need multiple rooms of different room typ
169. ally leaving the property The folio is checked out in the normal manner The post check out financial account is closed How to issue a post departure key 1 From the Reservation Navigator select the reservation to be issued with a post departure key Click the POST DEPARTURE button A message is displayed indicating that the post check out was successful Fidelio Suite 8 Reservation Post Check Out for Gates Phill was successful OK Click OK to close the post check out successful message A financial account was created and checked in and a make key request sent to the interface A post departure key is printed and linked to the post departure financial account The guest can continue to use the facilities of the property and charge to the post departure account Note The POST DEPARTURE KEY option is also available on the cashier C O OPTIONS menu How to check out a post departure 1 Click the CASHIER menu and select BILLING or press CTRL B The Cashier Login screen is displayed Enter your CASHIER NUMBER and PASSWORD click LOGIN The billing search screen is displayed make sure that Post DEPARTURE financial accounts are selected to be displayed Select the required reservation and double click or click the SELECT button to display the guest folio Select CHECKOUT and complete the checkout in the normal manner Reservation Options 217 218 Post departure keys functionality is controlled b
170. an be changed via the option SELECTION on the reservation navigator The available tabs are m Arrivals In House Departure All Waitlist QO Rooms Fin Accounts Reservation Navigator Tabs Tab Arrival In House Reservations Displays all the EXPECTED ARRIVALS for today s date Expected arrivals can be displayed for other dates by selecting the date required from the date field next to the SELECTION box The available selections are EXPECTED ARRIVAL CHECKED IN and CANCELLED Displays all the reservation that will be in house on a specific date If today s date is selected then all reservations with status CHECKED IN will be displayed by default If a future date is selected then all reservations with status CHECKED IN and EXPECTED ARRIVAL before the selected date are Shown by default 29 30 aa The available selections are EXPECT ARRIVAL CHECKED OuT and DUE OUT Departure Displays all the DUE OUT reservations for today s date Expected departures can be displayed for other dates by selecting the date required from the date field next to the SELECTION box The available selections are DUE OUT and CHECKED OUT All This page displays all reservations regardless of status The available selections are No SHOW HISTORY CANCELLED WAITLIST OFFER and RESERVATION Note Depending on the amount of data in reservation history including History in the selection may slow the search
171. and select BLOCK RESERVATION to display the block reservation navigator 2 Select a block in the grid and click Copy the Block Copy dialog box is displayed defaulted to Custom Series 3 Select FIXED SERIES to display the Fixed Series Block Copy dialog box Ei Block Copy J Custom Series Block Status Block Code Frequency 0 Weeks Next Arrival 11 10 20 11 Last Arrival Cutoff Days 4 Select the BLock STATUS from the drop down list this status will be applied to all the blocks Enter the BLock Cope the block code can be a maximum of 10 digits long Enter the FREQUENCY this is the weeks or days between the start of each tour Click either Weeks or Days depending on the frequency of the tours ae Type the arrival date of the next tour in the NExT ARRIVAL box or click the drop down arrow and select a date from the calendar 9 Type the arrival date of the last tour in the LAST ARRIVAL box or click the drop down arrow and select a date from the calendar 10 In the CuTorF Days box enter the number of days before each arrival date to release the rooms 11 Click OK a message is displayed asking if the contract numbers should also be copied Confirmation Do you want to copy contract number 12 Click Yes or No as required the blocking status dialog is displayed Block Reservation 313 Es Block Copy cen fo Select Blocking Status of rooms to be copied Taa Gare 13 Select INIT
172. and services from third parties Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third party content products and services Oracle Corporation and its affiliates will not be responsible for any loss costs or damages incurred due to your access to or use of third party content products or services Contents Preface sa iudddued suadcuddsudeeadacuddedadedddedss daduedseadadedddedaderedecuaenea Aaaa aaaea aa Eaa aa Eas 8 E TTE E EE E A ET N E E E EE AES 8 CU ODECE DUD DOL eun a ian an ac ea eae asec ean 8 DOCUMENTA Hoea S a 8 REVISION SLOL V aspa T tun antabecs a a 8 L REP OAUCEION anedacecidadacecedadacadadacacstacctetacstecasaiacecaaaiacaaaaanaeaaaaanacaaaaanaesanaadacsaneaenaaaaaneeeaie 9 POC BI I aoccre chastise tesraatiarsuaes ror stestoiutale I E agate adeduese 9 Reserva ons SIORLCU Ea i aeea ca et a cart Lanse Panes a era TANT OARA 10 INAV ATION SCY o a AA A 11 Usine the bide drill COW Marrow seeceiseni re A T TTO 12 ENUEN TO n NE A AE 13 TEO E O A A 16 TEERDE DO aa A E A ae oe 17 chano ae EAA E E A E 18 Custome iNe oues Grid Siea ari tinned N ene oiled A 18 customisine tHe Hl IML display iincscunidentiniunismnt liam ataioitwiedawindied 22 Pavor eS mdse cuacs aiteus actu toes tous sauuseenanstene ca ice ueatientas 23 Logging off Exiting Suite8 and Locking the Station eee eeeseeeeseeeeeseeeeseeeens 24 2 RESE OE e E E E E A T E A 25 Reservation Navi SALON
173. and the SMS dialog box displayed Ez Send SMS To 49 2131 137 0 49 2131 137 0 077 897 568 amp To RESERVATION CONFIRMATION 2540 Thank you for your reservation at the Micros Fidelio Demo Program 6 The To box is automatically completed with the mobile phone number from the profile this can be changed by clicking the drop down arrow and selecting the mobile phone number to which this SMS should be sent or by selecting the required mobile phone numbers from the list of available in the panel on the upper right hand side and clicking the To button 7 Inthe SMS box make sure that all the entered information is correct any necessary changes can be made at this time 8 Click SEND to send the SMS How to create an easy letter 1 Select the appropriate reservation in the grid click the OPTIONS button and select CONFIRMATION LETTER On the short cut menu to display the Confirmation Letter dialog box Select the CONTACT and ADDRESS information to be used in the document Click EASY LETTER the Compose Easy Letter screen is displayed 148 Reservation Options B Compose Easy Letter Resulting Document Departments i ate Template Name Template Name Department Name All departments Internal Memo Internal Memo II Res Address Section Reservation Standard Info Reservation Room Info Reservation Guarantee Info Reservaton Footer Reservations 4 Select the required template from the list of available TEMPL
174. approval is applied Valid Until The date the approval is valid until Settlement If a credit card interface is installed settlements Submitted to the credit card company are displayed Note If an approval amount has been requested and received it is not possible to delete either the credit card or the approval amount However if the wrong credit card was attached to a reservation and approval received it is possible to clear the link to the billing window via the option WINDOWS on the Reservation credit card grid This will remove the approval amount from the display of the approval amount section Reservations Note If a credit card interface is installed the system records if the card was read by a card reader or entered manually The information is written to the field YRCL_ SWIPED in the table YRCL a 1 indicates that the card was swiped and a 0 that it was entered manually This information is not displayed on the screen but can be used on reports and folios Some countries are required to display this information on the folio A credit card entered or swiped on the reservation will be automatically attached to the profile if the parameter AUTOMATIC LINK CREDIT CARDS TO PROFILES iS active under Setup Configuration Global Settings Reservation Reservation 1 tab The relevant actions are displayed in the user log if the options NEw CREDIT CARD VIEW CLEAR CREDIT CARD NUMBER and CREDIT CARD DELETE are selecte
175. ares screen 1 From the Reservation Navigator select the required reservation 2 Select DISPLAY SHARES from the OPTIONS menu or Click Epit to display the reservation edit screen and then click the SHARE indicator at the bottom of the screen The Edit Reservation screen is displayed first followed by the Shares screen R Shares OO m om m t R R Reservation A Reservation B 4 R R Show One at a time Legend Persons N not shared Adults S shared Calculated price R shared with room E Room 3 Click CLOSE to close the Shares screen 4 Click OK to close the reservation edit screen 238 Reservation Options How to apply a manual price 1 Display the Shares screen and select the PRICE option The current price per reservation per day is displayed on the grid OO m m n 100 00 100 00 150 150 00 150 00 00 Price 0 ta Apply price Show One at a time TI Clear Shares Persons w Price Adults Calculated price Room 2 On the grid select the reservation and date the manual price should be applied to Multiple reservations and dates can be selected using the SHIFT button 3 Enter a price in the PRICE box and click the APPLY PRICE button The price is updated on the grid 4 Click CLOSE to close the Shares screen Note A price can also be selected by first clicking the price required in the grid and then using the SHIFT button to s
176. arges have been posted ps Print separate package adv Advanced package allowance r Returnable master Master package sub Sub package i Inclusive package a Exdusive package add to rate m Manually changed price applied to selected package day Per Guest Package Tab The upper section displays information on the calculated and package prices The calculations displayed are dependant upon the display parameters selected in the configuration The lower section displays the package grid with the packages attached to the reservation ona per person basis The colour of the package on the grid indicates the following Packages coloured blue indicate that the package is linked to the rate code Packages coloured grey have a frequency link Packages where no package price has been defined for the child age category are coloured grey Reservations 63 64 R Edit Reservation 2977 Reservation Inventory Profiles Package grid Grid Attributes Credit card Notes Special attr Meal plan Calculated price So 43 EUR Packages all 17 00 EUR Net amount 53 19 EUR Induded 15 00 EUR Extra charges 0 00 EUR Add to rate 2 00 EUR Rate amount 120 00 EUR E Price Manual packages only Affriat Claude Sing het Depostren ronoton Fades Fox 0 core_ Options available on the package per guest tab PRICE to display the price for the selected package MANUAL
177. at you can use the search criteria to produce a list of reservations and then save this list so that the next time you need this specific list you can just load the list without having to enter all the search criteria Reservation Options 273 How to load a list 1 From the Reservation Navigator select LOAD List from the OPTIONS menu The Open dialog box is displayed 2 In the LOOK IN box select the directory which contains the saved list Select the required FILE NAME from the list displayed and click OPEN The grid is display with the reservations as per the saved list Custom SQL Statements Custom SQL statements can be created for reservation search purposes The custom queries are listed in the advanced query option in the reservation search navigator Custom SQL queries can also be run in combination with other search criteria entered on the reservation navigator Custom SQL statements may be defined via Reservations Reservation Navigator Options button Setup Miscellaneous System Maintenance Database How to create a custom SQL group 1 On the Reservation Navigator select Custom SQL from the OPTIONS menu to display the Custom SQL statements dialog box Note A Custom SQL group must be created before any custom SQL statements can be created Bs Custom SOL Statements SQL Statements un E Reservation SOL Reservation search VIP Arrivals Edit Suite amp Homepage Upgrades Mew Delet
178. ate amount changes due to the day type configuration is controlled by the parameter DAY TYPE RATES TURN TO MANUAL ON SAVE AUTOMATICALLY under Setup Configuration Global Settings Reservation Rates tab The posting of the average calculated day type per rate is controlled by the parameter AVERAGE DAY TYPE RATE AMOUNT FOR THE STAY under Setup Configuration Global Settings Reservation Rates tab Defines if the average calculated day type rate amount is used per day The application of the day price on arrival being applied to each day of the stay is controlled by the parameter APPLY FIRST DAY PRICE TO ALL DAYS IN CASE DAY TYPE IS ATTACHED under Setup Configuration Global Settings Reservation Rates tab Editing Multiple Reservations Multiple reservations can be edited by selecting the required reservations from the Reservation Navigator and then selecting the option EDIT A single reservation is displayed in the edit reservation screen and the remaining reservations are listed on the right Selecting a reservation from the list will display the respective reservation in the edit reservation screen The editing of multiple reservations is parameter controlled How to edit multiple reservations 1 From the Reservation Navigator select the required reservations Multiple reservations can be selected by pressing the CTRL key and then clicking on each of the required reservations 2 Click Epit
179. ation Meal plan changes are displayed in the user log if the option RESERVATION MANUAL MEALPLAN is selected in Setup Configuration Users User Log Reservation The default settings for breakfast lunch and dinner are defined via the options FIRST DAY DEPARTURE DAY and DAY USE RESERVATIONS under Setup Configuration Global Settings Reservation 1 tab Meal Plan defaults Messages This option may be used to leave a message for a guest and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen Messages can be printed in a user definable format With an appropriate interface messages can be sent via The video system so the guest can view the message on the television screen The telephone system which triggers the message lamp in the room If an interface is connected the NOTIFY INTERFACE box is selected by default How to enter a new guest message 1 From the Reservation Navigator select the reservation to which a message is to be added 2 Select MESSAGES from the OPTIONS menu or Click Epit to display the reservation edit screen and then select MESSAGES from the OPTIONS menu The Message dialog box is displayed Reservation Options 201 202 E Message 3 fon Guest Name Balmer Steve Arrival 11 10 2011 Wax eprint Room No 710 Departure 13 10 2011 Group Message From W Indude in Message Contact Info Message
180. ation Click the drop down arrow to open the profile search screen to select an existing profile or create a new profile The booker information can be included reports and can be used in the case of non arrival Select special requests such as flowers chocolate fruit or anti allergic pillow from the drop down list Displays the calculated price including packages Displays the net amount of the rate excluding taxes Note Rate changes or package changes during the stay are not reflected here Displays the sum of all extra charges such as exclusive packages and fixed charges Note Rate changes or package changes during the stay are not reflected here Displays the original rate amount If a rate code and a manual price are entered then the original rate amount field will display the original rate amount of the rate code Note Rate changes or package changes during the stay are not reflected here The user who created the reservation with the date and time stamp Reservations Updated The user who last updated the reservation with date and time stamp Note The edit reservation screen can be customised therefore it may possibly look different in your property Profile options on the edit reservation screen SELECT opens the profile search screen this can be used to change the profile currently linked to the reservation EDIT to edit or view the selected profile HTML select this check box to see
181. ation Call Jane Smith in accounting El MICROS FIDELIO GmbH Profile Notes 02 10 11 6 27 03 AM Supervisor Demonstration Regular quest always call Ms Regular quest always call Ms Sweeney when guest arrives Call duty manager when guest arives Call Jane Smith in accounting regarding the last invoice 4 Click the New button a pop up menu is displayed Add note for Reservation Add note for Arnold Josef Add note for MICROS FIDELIO GmbH 5 Select to add the note to the reservation or to one of the attached profiles the Add Note dialog is displayed Reservations 83 84 10 11 12 R Add note Date Time 02 10 2011 06 20 29 User Supervisor Demonstration Category RES Reservation Notes Note Guest Viewable The DATE TIME and USER are automatically completed Select a NOTE CATEGORY from the drop down list k Cancel Select the option GUEST VIEWABLE if the guest is allowed to view the note Depending on the definition and setup of any customer correspondence this option is used to control which notes should appear on contracts offers or letters Leave it empty if you do not want the guest to be aware of this note In the NoTE box enter the text for the note The day date time and name of the logged in user can be added to the text of the note by pressing F7 Note E Guest Viewable Sunday 25 09 2011 17 41 36 Supervisor Demonstration a Click OK to save the note Click
182. ation Custom SQL Examples Example 1 How to show all reservations with a specific source profile name Description Source SQL Text select yres yres_id from yres ydet ycln xcms where ydet ydet_yres_id yres yres_id and ycln ycln_ydet_id ydet ydet_id and ycln yciln_xcms_id xcms_id and yres yres_current_ydet_id ydet ydet_id ydet ydet_id and ycln ycln_xcca_internalcategory 3 and upper xcms xcms_name1 like upper SOURCENAME Parameter SOURCENAME Parameter Type String Example 2 How to show all reservations with a specific rate amount Description Rate Amount SQL Text select yres_id from yres ydet where ydet_id yres_current_ydet_id and ydet_rateamount like RateAmount Parameter Rateamount Parameter Type Integer Reservations 37 38 In order to define or use custom SQL statements a custom SQL group must be created with the role RESERVATION SEARCH via the option CUSTOM SQL STATEMENTS under Setup Miscellaneous System Maintenance Database New Edit Reservation New Reservation A reservation consists of two parts The profile which contains the basic non varying information such as the guest name addresses communications language as well as marketing information links to other profiles notes and statistical information about future and previous hotel stays The reservation which consists of details specifically referring to this one reservation or stay of the guest such as t
183. ation with multiple rooms with the option to automatically assign room numbers and is accessible via the OPTIONS menu of the Reservation Navigator A reservation with more than one room must be split into individual reservations before a room number can be assigned and the reservation checked in There are four ways to split a reservation with multiple rooms SPLIT ONE select this option to split only one room from the reservation SPLIT ALL select this option to split all rooms from the reservation SPLIT ONE AND ASSIGN ROOM AUTOMATICALLY select this option to split only one room from the reservation and automatically assign a room number SPLIT ALL AND ASSIGN ROOM AUTOMATICALLY select this option to split all rooms from the reservation and automatically assign a room number The options SPLIT ONE AND ASSIGN ROOM AUTOMATICALLY and SPLIT ALL AND ASSIGN ROOM AUTOMATICALLY are especially used in and designed for properties configuring beds instead of rooms Reservation Options 243 244 How to split one room 1 Zi 7 8 From the Reservation Navigator select a reservation with multiple rooms Select SPLIT from the OPTIONS menu to display the sub menu Split one Split all Split one and assign room automatically Split all and assign rooms automatically Select SPLIT ONE a copy of the reservation is created and the Edit Reservation screen is displayed The reservation can be saved in the same name or the pr
184. ations The possibility to change custom fields after check out is controlled by the user right CHANGE CUSTOM FIELDS AFTER CHECKOUT under Setup Configuration Users User Definition Rights Reservation Note The Edit Reservation screen can be customised therefore it may look different in your property Note The Central Reservation System label yres_crssystem will display on the standard edit reservation screen on the upper right side if the license code for a Central Reservation System is activated Screen customization allows the caption to be renamed or the component removed Note A warning message is displayed if the number of persons entered on a reservation exceeds the maximum number of persons configured for the room type or if a room is assigned then for the assigned room If the option COUNT IN OCCUPANCY is selected on the child age category configuration then the children on the reservation are included in the check for number of persons against the maximum number of persons entered on the room type or room configuration Selecting a rate code How to select a rate code from the rate availability grid 1 Click on the button next to the rate code field The Rate Selection screen is displayed showing all available rates Fi Rate Selection part Rack Rate LOS 7 RACK LOS eee LCR1 oe EUR Ma 00 140 00 140 00 140 00 z fees Be oo oo ro a e a a _ General Information Rate Re
185. ations 1 From the Reservation Navigator select the required reservation 2 Select TABLE RESERVATION from the OPTIONS menu to display the table sub menu or Click EpIT to display the reservation edit screen and then select TABLE RESERVATION from the OPTIONS menu The table sub menu is displayed Create New Show Attached 3 Select SHOW ATTACHED the Table Reservation Search screen is displayed Only table reservations for this reservation are displayed as the RESERVATION is defaulted to the reservation number of the selected reservation B Table Reservation Search aE lt Restaurant WG RES BAR GLF v Last Name g Search Date to X First Name Reset Filter ee New Start time from v to v Description FA a New series Indude history Not Assigned tables only stats Definitive z Fa Room Table Reservation Reservation 2940 Cancel Booking Booking Seated 2 Aceti Ralph Winter Garden 2 Aceti Ralph Winter Garden 20 00 23 00 2 Aceti Ralph Winter Garden FA 20 00 23 00 2 Aceti Ralph Winter Garden 20 00 23 00 2 Aceti Ralph Winter Garden 23 Show Assignment o m 9 Close 4 Click CLOSE to close the table reservation search screen How to create a table reservation for multiple reservations 1 From the Reservation Navigator select the required reservation 2 Select TABL
186. ax and phone charges to a separate invoice a c AVAYA Statistics Room Nights 11 Adult Nights 19 Stays 2 1785 45 EUR 8 Revenue POS Revenue Big In this instance the HTML view displays a summary of the profile details The tree listing is displayed by default expanded by one level A plus sign next to a folder indicates that it can be expanded to show more folders a minus sign indicates that it can be collapsed Change the display of the HTML Two additional buttons on the html display allow you to change whether certain details are displayed in a non grid style or in a list format By default the big view is displayed List To view in list format click the button Introduction Nights Customer Arrival day Departure day No of Rooms R Rate Code bp A b a F c A Edit Profile eh Corresp a Options 2 List E List l Arrival Departure 20 04 11 22 04 11 30 03 11 31 03 11 2 Aceti Ralph 1 Aceti Ralph 20 04 11 30 03 11 22 04 11 1 31 03 11 1 Double Room Double Room 109 Double Room Individual Individual 15 2 To view in a non grid style click the button Departure 22 04 11 Departure 31 03 11 Nights 2 Nights 1 Customer Aceti Ralph Customer Aceti Ralph Arrival day 20 04 11 Arrival day 30 03 11 Departure day 22 04 11 Departure day 31 03 11 No of Rooms 1 No of Rooms 1 Room type Double Room Room type Double Room Room Room 109 Double Room Mark
187. ay Wednesday z owels x x x x a Select the amenity required and click OK The amenity is added to the grid select the day or days the amenity is valid for and click LINK To select one of the pre defined frequencies click the FREQUENCY button Select the frequency required the appropriate options are selected under Days WEEKDAYS SPECIAL DAYS STARTING ON FIRST DAY OF however the frequency can be adjusted manually if required Reservations First Night Every 2nd Day Every 3rd Day Last Night First Day Each Week Custom Sunday Monday Tuesday Wednesday Thursday Friday Saturday Special days First day Last day 1 2 a 4 a 6 Ti a Q i 10 il 1 13 oO ooo eo eeeeeee os o 14 A Starting on first day of W Stay Validity W Repeat 8 Click the SELECT button to select the frequency and close the Frequency screen 9 Click OK to close the Amenity Grid How to unlink an amenity 1 From the Reservation Navigator select the reservation from which amenities are to be removed 2 Select AMENITY from the OPTIONS menu or Click Epit to display the reservation edit screen and then select AMENITY from the OPTIONS menu or select the AMENITY tab The Amenity grid is displayed Select the day or days the amenity is to be removed and click UNLINK Click OK to close the Amenity Grid This option is controlled by the parameter AMENITY FUNCTIONALITY under Setup Configuration
188. ay be used to view or change the number of breakfasts lunches and dinners scheduled per day and is accessible via the OPTIONS menu of the Edit Reservation screen and via the MEAL PLAN tab on the Edit Reservation screen This option is parameter controlled The meal plan values are automatically completed based on rate code board type and the meal plan default settings for the first day and the departure day Possible board types are No Board Breakfast Half Board Dinner Half Board Lunch Full Board and All Inclusive The meal plan values can be adjusted manually if required The following views may be used in reports to differentiate adults and children per child category V8_REP_MealplanPERXCACREGRP V8_REP MEALPLANPERXCAC How to view or change the meal plan 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then select MEAL PLAN from the OPTIONS menu The Edit Reservation screen is displayed defaulted to the MEAL PLAN tab Reservation Options 199 200 Ei Edit Reservation 2933 ee T Reservation Inventory Profiles Package grid Grid Attributes Credit cara Fixed charges Notes Special attr Meal plan Breakfast _ furch es 0 F Rate Value K onions ox O cance The BREAKFAST LUNCH and DINNER columns are completed on a per day basis The example below shows a guest staying
189. ay the reservation edit screen and then select PARTY from the OPTIONS menu The Party sub menu is displayed 3 Select Epit PARTY the reservation party edit screen is displayed 4 Make any required changes to the NAME CONTACT or COMMENT 5 Click OK to save any changes and close the Reservation Party Edit dialog box How to join a party reservation via the edit reservation screen 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen 3 On the reservation edit screen click the PARTy button Note The PARTY button can be added to the Reservation Edit screen via Setup Miscellaneous Form Customization The Reservation Party dialog box is displayed Reservation Options 213 214 R Reservation Party First arrival day Last departure day Contact Aceti 1 02 10 11 06 10 11 Aceti Ralph Garten Party 3 27 09 11 09 10 11 Jaegerman Thoma cance E Indude checked out Indude not affecting availability 4 Select the party from the list of available parties Ifthe last member of a party has checked out the party is not available for selection unless INCLUDE CHECKED OUT is selected To view party reservations with a status which is not affecting the availability such as cancelled or tentative reservations select INCLUDE NOT AFFECTING AVAILABILITY 5 Click SELECT to join the selected party Note An add on reservation creat
190. ays gt Click the Days gt button at the bottom of the screen The days selection options are displayed Day of reservation i gt 07 09 11 Aldays Daysafter One day To attach the inventory item for the whole stay of the guest select ALL DAYS To attach the inventory item after a specific day date during the reservation until the end of the stay select DAYS AFTER For example selecting day 3 will attach the fixed charge from day 3 and onwards To attach the inventory item for one day select the required day during the stay and select ONE DAY Click the ADD button to display the Add Inventory Items selection dialog box Select the required inventory item from the list displayed and then click SELECT to add the inventory item to the reservation An inventory item which changes during the guests stay is indicated by an x in the Change column Click OK to save the inventory item and close the reservation How to view on which days an inventory item is attached 1 2 From the Reservation Navigator select the required reservation Click Epit to display the reservation edit screen and then select the INVENTORY tab Any existing inventory items are listed An x in the CHANGE column indicates that the inventory item is applied on a by day basis Days gt To see which days the inventory item is attached click the Days gt button at the bottom of the screen The days selection options a
191. be applied to All guests in the group Only guests with the same arrival date Only guests with the same departure date Guest in house between x and x Select reservations to apply changes 374 Group Reservations 7 The reservations belonging to the group are displayed right click to customize the grid and click on the column heading to sort the columns Only guests with the same room type Only selected guest Click OK to apply the changes according to the selected option Proforma Advance Invoice This option may be used to post the daily charges and print an advance invoice and is accessible via the group reservations OPTIONS menu This option is only available for group members arriving today and who have billing instructions to the same financial account Daily charges include the room rate and any packages or fixed charges attached to the reservation This option is parameter controlled Advance Invoice Key Points An advance invoice can be created for an in house or a future reservation An advance invoice can only be created for a reservation with one room All charges posted via this option will have the future posting date of the relevant room night There is no possibility to undo the posting of daily charges when posted through this option The advance invoice folio number is stored on the Posting Details tab of the View Posting Details dialog box under FOLIO S An advance invoice with payment
192. block How to view the block user log 1 Click the RESERVATIONS menu and select BLOCK RESERVATION 2 Select the block for which you want to view the user log and click the Epit BLOCK button 3 Select USER Loc from the OPTIONS menu The user log for the selected block is displayed split into two sections The upper section displays the name of the block and the arrival and departure dates The lower section gives information about the changes Ee User log Block user log Biomedical Sciences 2006 04 04 2012 to 11 04 2012 Date Tet ser Workstation 04 11 11 10 21 38 AM Block name changed from lt Biomedical Scdences 2003 gt to lt Demonstration Supervisor V8TEST 26 06 11 3 51 48 PM bio_ OF is created SUPERVISOR FIDELIO Unknown 296 Block Reservation User Log Display Options Field Heading Gives this information Date The date and time the change was made This is the system date of the computer on which the change was made A short description about the changes that were made The name of the user who made the change Workstation The Computer Name on which the change was made The changes displayed in the user log are dependant upon the options selected in Setup Configuration Users User Log Block Block Summary The block summary generates a room and revenue summary for the block by selected currency Potential Actual and a percentage of actual versus potential figures are displayed for
193. card and click the APPROVAL button The Manual Authorization dialog box is displayed R Manual Authorization aE E Name Aceti Ralph y ok Window id Reservatons27933 American Express 378282246310005 Current Window balance 0 0 Current Approved Amount D Current Approval Code New Amount to be approved New Approval Code Approval Time 29 09 2011 9 37 AM Reservations 4 As credit cards can be linked to a window on the billing screen you need to select the WINDow to which this credit card approval is to be applied Enter the total amount to be approved in the TOTAL AMOUNT TO BE APPROVED box 6 In the New APPROVAL CODE box enter the approval code supplied by the credit card company 7 The APPROVAL TIME and date are automatically completed with the current date and time but can be adjusted if required 8 Click OK to save the approval amount The approval details are displayed in the Approvals grid Options available for reservation credit cards ADD to add anew credit card to the reservation if an EFT Interface is installed the credit card can be swiped at this point EDIT to edit the credit card details DELETE to remove the credit card from the reservation GUARANTEE to indicate which card should be used to guarantee the reservation an X is displayed in the guarantee column This only indicates which credit card should be used and does not actually guarantee the reservation APPROVAL
194. cas cease nai och a teres a a a a a 29 Reservation Sear Cierny ire eae ee E aaa 25 Custom SOL DLALCIICINS siac heat sates ee at cea eit waddeainwndcdust T Ta 32 New Edit Reservat Oese eE n Sates vd ees dO 38 New RESEV AUO in N T T 38 SAE a Fate COC E E ANEA T at A E T E ada 47 MV gee eal l ADe e E A AEE A ATA A S 50 Proe aren e S ETATE AA E AA 55 Package Timonen e TTO E E AA 60 Ee VOW a E A E E AE E E E A E O E 70 Att bp tes ind opecial AIDU ES eescseotnera mie e E EE 71 SO ES E E A E N TA ETO E tee 73 Piked C Nale Snerre tirrr a a N EEO AEE E OOE EAE 79 NOO erea a a E E ates asemanteeaenen eaeaceecnsean ts 82 Meal Plaines n A A E A 89 ATIC Seain A E Eaa SN a antec smae es 91 WalkIn RESERVATION ee a E N AA 93 Checking mma Tesernra osoren na a N S 94 ATCO a MESON Va TOR ariran ena a a E N Seabianetenuhesaiens ania len 95 SPEC ial FICE OPA TY rsr n a E N E 98 Por E OO T ETE 98 Eo ue E E E A E A TA A TAAT ETA A A TA ETARE 99 Lake DOOK E a a E A A A N 105 UPI OO RIN as satan galactose Aes aati Aas ce ied ce iE Tea ies dG Sagea ged 108 STAVES ase asa Bas E tacts tara ga ee ca ge char em aac Sem ta eer aera ant 108 Default TORO Sty les irasets san see EEEE tones Blea dante Mater gehen Bako aan 109 Ways Ty Pe Rates acdc casa sachpaie cet car cca baenice E A AN A 109 Editme Multiple Resery avons ica sioetcssroctinstctasde E R salva ne Reka aon 110 Guest Based Posting for Share Reservations ccceesceeesseecesseeeeeseeeeeseeeeesaeeens 110
195. cceptable only Walker Tony 1 04 10 11 07 10 11 Waitlist E New Waitist tat 2 Select a reservation from the grid and select one of the available options Select ACCEPTABLE ONLY to check availability and display only the reservations which can be accepted The column ACCEPTABLE on the grid indicates if the reservation is acceptable in the entered room type or a different one Select NEW WAITLIST to create a new reservation and place it immediately on the waitlist Click EDIT to edit the reservation details Click CANCEL RES to cancel the waitlisted reservation Click ACCEPT to accept the reservation and move it from the waitlist Select CHANGE PRIORITY on the OPTIONS menu to change the priority level of a waitlisted reservation Click the UP and DOWN arrows to change the order of the waitlisted reservation within the specific priority level How to move a reservation to the waitlist 1 Click the RESERVATIONS menu and select UPDATE RESERVATION The Reservation Navigator screen is displayed defaulted to the All tab 2 Search for and select a reservation from the grid Click OPTIONS then select WAITLIST Waitlist 383 The Waitlist dialog box is displayed Waitlist History Move Reservation to Waitlist Wires GJ No Select the REASON for waitlisting the reservation Select the PRIORITY for this reservation to be accepted Select the preferred method of COMMUNICATION
196. ch Voucher Detach Voucher 3 Select DETACH VOUCHER a message is displayed advising that the voucher has been successfully unlinked from the reservation Bi Fidelio Suite 8 Voucher got successfully unlinked from reservation Dow mane 4 Click OK to close the message The voucher is detached from the reservation 270 Reservation Options Voucher Management Search dialog box Fill in this field With this information Number Enter the voucher number to limit the search to a specific voucher number Description Enter the voucher description to limit the search to a specific voucher description Select the vouchers types to be displayed Redeemed All Select this option to display all vouchers Redeemed Select this option to display only redeemed vouchers Not redeemed Select this option to display only not redeemed vouchers A Finalized Not Finalized Select this option to display all vouchers Select this option to display only finalized vouchers Select this option to display only not finalized vouchers All Select this option to display all vouchers On Hold Not on Hold Select this option to display only vouchers on hold Select this option to display only vouchers which are not on hold Include Voided Select this option to include voided vouchers Not paid completely Select this option to include partially paid vouchers in the search Last Name Enter the last name of the person who ordered the
197. ck CLOSE to close the Trace dialog box Options available on the traces screen NEw to enter a new trace EDIT to edit an existing trace RESOLVE Now to mark the selected trace as resolved CLEAR RESOLVE to mark the selected trace as not resolved DELETE to delete an existing trace CLOSE to close the trace dialog box Trace group s control where the traces appear in Fidelio and are defined via the option ACTIVITY AND TRACE GROUPS under Setup Configuration CRM Traces can be linked to Blocks Accounts Receivable Accounts or Reservations Trace types are linked to the trace groups and are defined via the option TRACE TYPES under Setup Configuration Reservations Trace changes are displayed in the user log if the options RESERVATION TRACE IS ADDED RESERVATION TRACE IS EDITED RESERVATION TRACE IS DELETED RESERVATION TRACE IS RESOLVED RESERVATION TRACE IS UNRESOLVED are selected in Setup Configuration Users User Log Reservation Trace functionality is controlled by the user rights View Epit NEw and DELETE under Setup Configuration Users User Definition Rights Traces Reservation traces Reservation Options 257 258 Note When entering or resolving traces on a group member via group editing the system will prompt users with the message to apply changes to other group members However when entering or resolving traces on a group member via the e
198. culate the deposit request May be used when an automatic deposit calculation was edited or deleted or there was a change in reservation dates CANCEL CLOSE to cancel all changes and close the screen The percentage calculation will be based on the room rate and all fixed charges if the option ADD FIXED CHARGES TO TOTAL AMOUNT OF DEPOSITS is activated under Setup Configuration Global Settings Reservation Reservation 1 tab If not activated the percentage calculation will be based only on the room rate Edit Sharers This option may be used to edit multiple share reservations and is accessible via the OPTIONS menu of the Reservation Navigator How to edit multiple share reservations 1 From the Reservation Navigator select the required share reservation 2 Click EbiT to display the reservation edit screen and then select EDIT SHARERS from the OPTIONS menu A list of the sharing guests is displayed on the right selecting a guest from the list will display the edit reservation screen for that guest Es Edit Reservation 2938 Sa Reservation Inventory Profiles Package grid Grid Attributes Credit card Notes Special attr Meal plan Amenity Transponders E TT EES Reservation A Reservation A W Select Company 2939 Reservation B Country A ci Name Edit Prst Gia et agent Language English v en Html 2p Oty bd Source Letter Greeting h Street
199. d 2 Click EDIT to display the reservation edit screen and then select the appropriate tab INVENTORY PROFILES ATTRIBUTES Or FIXED CHARGES The Edit Reservation screen is displayed defaulted to the appropriate tab Days 3 Click iel ays gt button 4 The days selection options are displayed Day of reservation i E gt o7 09 11 gt Aldays Daysafter One day Reservations To attach an item for the whole stay of the guest select ALL DAYS To attach an item after a specific day date during the reservation until the end of the stay select DAYS AFTER For example selecting day 3 will attach the fixed charge from day 3 and onwards To attach an item for one day select the required day during the stay and select ONE DAY 5 Continue to add the item in the normal manner Note Package Frequencies can be added on a by day basis via the package grid and billing instructions via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen Guest Profiles The multiple guest profiles functionality may be used to link multiple guest profiles to a single reservation and is accessible via the option GUEST PROFILES on the OPTIONS menu of the Edit Reservation screen and via the PROFILES tab on the Edit Reservation screen This option is parameter controlled and if activated each reservation with more than one adult and or more than one room will be considered as multi guest reserva
200. d On Reservations 1ccccccseecneeneeeeees 113 Adding Attributes to a Reservation 71 Adding Credit Cards to a Reservation 73 Adding Guest Cards to a Reservation 73 Adding Inventory to a Reservation 50 Additional AUthOriZatiOn cccccecceeceeeees 150 Advanced Billing Authorization 114 Advanced Reservation Search 222 25 PIIOW ANCES sxitisisicstes tha E Se 119 AMCINY sorrisa EEE E 91 121 Approvals Group Billing Instructions 00000000n 361 Automatic Room Assignment 000 372 B BIIO cia ic octets cacti sia oat at eter 124 DINING INSITUCHION osien 124 319 Block Details Changing block Status ccceeeeees 309 Cutting Off block rOOMS 1 c1cserseeerees 309 Block Header ocon 283 Block Reservation BIOCK CODY in O 311 BOOK DEAS AT 309 Block Header 283 Block Reservation Search 0000000 281 New Block ReSe rvatiON c1ccceseeeee 283 FIOOMUNG LIS Poiria E 315 TOU SENOS ooi bids seed ised ihed ated acs 311 Block Reservation Search BIOCK SIQUS CS anana E 283 Block Stal SCS secssecaswonvenneversmzeunsceescaseiees 283 Group Ch tk g perrrerererrerrerere y ferere rer err 361 Blue drill down ALrOW cccccccecceceeneeeecenees 12 Booking Master Block 1cccsscseeeneeeee 308 C Cancellation INfOFMAtION cccccceeeeneees 134 Cancelling a FESCIVATION 11cccseecseeeeeeeees 95
201. d in Setup Configuration Users User Log Credit Card Fixed Charges This option may be used to enter fixed charges on a reservation and is accessible via the OPTIONS menu of the Edit Reservation screen and via the FIXED CHARGES tab on the Edit Reservation screen Fixed charges are used to post daily charges other than room tax or packages for example a pet parking or extra bed Fixed charges are posted automatically during night audit or via the option Post DAILY CHARGES on the Cashier Options menu If a fixed charge applies only for certain days of the guest s stay then the fixed charge may be applied on a by day basis For example the guest hires a car for part of his stay and needs to rent a parking space only for the days he has the hire car If a fixed charge has been applied to a reservation it will be indicated at the bottom of the edit reservation screen by the indicator Fixed chro How to add a fixed charge 1 From the Reservation Navigator select the reservation to which a fixed charge is to be added 2 Click EbiT to display the reservation edit screen and then select FIXED CHARGES from the OPTIONS menu The Edit Reservation screen is displayed defaulted to the FIXED CHARGES tab Reservations 79 80 eS SS Reservation Inventory Profiles Package grid Grid EUR Euro Select the required DEPARTMENT CODE from the drop down list Enter the QUANTITY Enter the AMOUNT to charge Select the req
202. d is selected and the block cut off date has been reached the room will be return to house availability If it is not selected then the room will be returned to the block grid Online Interface Defines if the online interface is enabled Enabled Autogroup Defines if all picked up reservations should be automatically linked to a group reservation When a reservation is picked up from the block either as a Single reservation or via the rooming list then a group is automatically created The functionality is the same as when creating a group reservation from the block manually If a group already exists for the block then all newly picked up reservations will be linked to existing group automatically Add to mealplan Defines if the block reservation is included or excluded from the meal plan count on the availability grid If the parameter BLOCKS IN MEAL PLAN FORECAST is selected then blocks can be defined to be included by default or can be included or excluded manually by selecting this option How to select an existing contract or create a new contract 1 On the block header click the CONTRACT field The Contract Search dialog box is displayed R Contract Search Contract Profile Contract 4 Close 286 Block Reservation Enter a CONTRACT and click SEARCH If the required contract is displayed click SELECT 4 Click NEw to enter a new contract The Contract Definition dialog box is displayed Contract De
203. d layout 7 Select Yes to save the changes or No not to save any changes How to remove a column from a customized grid 1 Place the cursor in the grid and right click to display the short cut menu Customize Restore Defaults Show Defaults Print 2 Select CUSTOMIZE to open the customize screen The fields already used are marked with a green check mark 3 On the grid point to the column to be removed and drag it to the customize screen yellow arrows are displayed at each end of the column name Once the column has been removed the green check mark is removed from the field name on the customize screen 4 Click the amp in the top right hand corner to close the customize screen A message is displayed asking if you want to store the grid layout Select YES to save the changes or No not to save any changes Introduction How to create a customised grid view for profile search Users familiar with the Fidelio Suite8 table structure and fields can create a customised grid view for the profile search This functionality is controlled by the parameter CUSTOM VIEW IN PROFILE SEARCH under Setup Configuration Global Settings Miscellaneous Search Screens 2 tab To add fields to the Grid Customization dialog box the view V8_SYS_CUSTOMXCMSSEARCH has to be amended Example Adding the financial account long description to the profile navigator The view has to be changed as follows CREATE OR REPLACE FORCE
204. d to include the folio style selection box using Form Customization The Folio Style selection box can be displayed on the edit reservation screen fResEdit by selecting the field fidresfoliostylecombo from the FidresSelect tab on the Component Palette Day Type Rates Day types functionality may be used to adjust a rate according to the day type A defined amount or percentage can be added or deducted from the rate code depending on the type of day This functionality is parameter controlled For example a property may increase its regular rate on days when the demand is high such as a fair or holiday period or it may reduce the regular rate on days when the demand is low This may mean that for a reservation with the same rate code for the entire stay the price may vary per day depending on the day type The rate on the reservation is adjusted automatically according to the day type calculation however the rate will only be marked as a manual rate automatically if the parameter DAY TYPE RATES TURN TO MANUAL ON SAVE AUTOMATICALLY Is active On the AVAILABILITY Screen Ctrl D the day type can be added to the Control Panel via the option CONFIGURABLE FIELDS On the RATE QUERY Ctrl R an indicator can be configured for day type rates on the rate query erid and day types can be viewed and adjusted via the Day Type Calendar option In order to use day types functionality The parameter CALCULATE DAY TYPE RATES must be activated
205. d with these file types Users with HTML programming knowledge can edit these files to meet the requirements of the property How to use HTML Expressions to customize the HTML display Properties can configure and store customised html files in the Version 8 directory for htm files The files are displayed in Suite8 either by logged in user user language customised htm files for all users or language specific htm files for all users The priority Suite8 uses to determine which file to use is in the sequence as listed e Customised htm file by user initials To display a customised htm file by user initials the htm file has to be called USR_USERINTIALS_HTMFILENAME HTM Example For a user with the initials DS the file has to be called usr_ds_quickinfo htm e Customised htm file by user language To display a customised htm file by user language the htm file has to be called CUST_LANG_ LANGUAGE SHORT DESCRIPTION_QUICKINFO HTM Example If the language short description is F for French the user has to select this language under User Settings Startup Language and the file such as quickinfo htm has to be called cust_lang_f_quickinfo htm e Customised version for all users To display a customised version of htm files for all users the html files have to be called CUST_HTMLFILENAME HTM Example cust_quickinfo htm Introduction e Customised version by language To display a customised version by language the htm
206. der To activate the search the user must click the SEARCH button The query criteria can be easily reset by clicking the CLEAR button Wildcards The search criteria can also be entered using wildcards This is helpful in the name field for example M ller will return Miller Muller Bank will return Investment Bank American Bank and Fidelio will return Fidelio Gmbh or Fidelio Inc Narrowing the search Once the search has been performed the search can be further narrowed by using the FIND IN GRID button The FIND IN GRID button allows the user to Search on all or specific columns within the grid Search for specific text Match the case or search for whole words only Control the direction of the search Block Reservation 281 282 Block Search Criteria Fill in this field With this information Enter a date within the block range Contract The contract number on the block header Hide History Selected by default to exclude all blocks with block details for past dates Clear this check box to display blocks for past dates Block Navigator Options This Option _ s Doesthis O o lt Picked Up Opens the reservation navigator to view all picked up reservations this includes any group reservations which have been entered as part of the block and may or may not have been split into individual reservations a conference and catering booking from the block Billing Instructions Used
207. dit reservation screen the apply changes to other group members message is not displayed the transaction applies only to the selected group member Transponder cards This option may be used to link transponder or rebate cards to a reservation and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen This option is parameter controlled Transponder handling is used in resort properties operating without cash The guests receive a card upon check in which can be used for all purposes and services the property provides The resort can be divided into special areas where guests receive treatments or can use more functionality of a resort such as a water world special slides or special wellness areas for water orientated resorts offering such facilities Automatic ticket entry fees are posted when guests pass certain access points A transponder is a control device that picks up and automatically responds to an incoming signal The term is a combination of the words transmitter and responder Suite8 uses a passive transponder that allows a computer to identify an object Magnetic labels such as those on credit cards are common examples The Suite8 transponder functionality has been tested with Legic Cards and Legic Card Readers A passive transponder must be used with an active sensor that decodes and transcribes the data the transponder contains How to link a transponder or rebate card 1 From th
208. dren are displayed in the user log if the option RESERVATION NUMBER OF CHILDREN is selected in Setup Configuration Users User Log Reservation Reservations 45 46 Market codes are defined via the option MARKET SEGMENTS under Setup Configuration CRM Each reservation and financial account must have a market code attached if the option MARKET CODE MANDATORY is selected in Setup Configuration Global Settings Reservation Reservation 1 Tab Source codes are defined via the option SOURCE CODES under Setup Configuration Reservations Reservation Attributes Channel codes are defined via the option CHANNEL CODES under Setup Configuration Reservations Reservation Attributes Discount reasons are defined via the option RATE DIFFERENCE REASONS under Setup Configuration Reservations Rate Management The default check in time is defined via the option DEFAULT CHECK IN TIME under Setup Configuration Global Settings Reservation Reservation 1 Tab Guarantee codes are defined via the option GUARANTEE CODES under Setup Configuration Reservations Payment methods are defined via the option DEPARTMENT CODES under Setup Configuration Cashiering The No Post check box can be selected automatically for cash method of payments via the option SET NO POST FLAG FOR CASH DEPARTMENTS under Setup Configuration Global Se
209. drop down arrow to open the profile search screen to select an existing profile or create a new profile The booker information can be included reports and can be used in the case of non arrival Specials Select special requests such as flowers chocolate fruit or anti allergic pillow from the drop down list Calculated price Displays the calculated price including packages Net Amount Displays the net amount of the rate excluding taxes Note Rate changes or package changes during the stay are not reflected here Displays the sum of all extra charges such as exclusive packages and fixed charges Note Rate changes or package changes during the stay are not reflected here Extra Charges Displays the original rate amount If a rate code and a manual price are entered then the original rate amount field will display the original rate amount of the rate code Note Rate changes or package changes during the stay are not reflected here Rate Amount Created The user who created the reservation with the date and time stamp Group Reservations 351 352 Updated The user who last updated the reservation with date and time stamp Note The edit reservation screen can be customised therefore it may possibly look different in your property How to link a financial account 1 Click the RESERVATIONS menu and select GROUP RESERVATION to display the Group Reservation screen 2 Select the group to which you want to
210. duled to take place The behaviour of the day use on departure functionality is similar to add on functionality and is controlled by the parameter ADD ON RESERVATION PROFILE SELECT FIRST under Setup Configuration Global Settings Reservation Reservation 1 tab If active then a different profile can be selected before the day use reservation is created Deposits Requested This option may be used to view or enter deposit requests and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen A deposit request may be Reservation Options 155 entered manually or may be calculated automatically based on policy rules defined by the property If a deposit request has been applied to a reservation it will be indicated at the bottom of the edit reservation screen by the indicator Deposit req Policy rules for deposits If your property uses policies for deposits there are two possibilities as to how the policy rule can be setup Automatic if the rule is setup to automatic then the deposit request will be attached automatically Ask if the rule is configured for asking then a confirmation message Do you want to apply deposit policy for Guest last name Guest first name is displayed Discrepancies in deposit requests will be indicated on the edit reservation screen in red Deposit rea This will be displayed for example if a standard deposit rule is defined a
211. e t Up Delete Down Up Down SOL New Edit Delete 2 Place the cursor in the SQL Statements panel on the left hand side of the screen and right click to display the short cut menu 274 Reservation Options 6 New group Delete group Rename group Move group higher Move group lower New SOL Click NEw Group on the shortcut menu to display the Custom SQL group name dialog box Custom SOL Group Name Code Description In the Cope box enter a code for the SQL group up to five alphanumeric characters is allowed In the DESCRIPTION box enter the description of the SQL group Custom SOL Group Name Code Res Description Res Custom SOI Statements Click OK to save the SQL Group How to link a role to a custom SQL group 1 2 3 Click MISCELLANEOUS from the SETUP drop down menu and then SYSTEM MAINTENANCE On the System Maintenance menu click DATABASE Click CUSTOM SQL STATEMENTS on the Database menu to display the Custom SQL statements dialog box Note A Custom SQL group must be created before any custom SQL statements can be created Select the required SQL Group from the SQL Statements panel on the left hand side of the screen Click the ROLE button Custom SQL group role Reservation search Room search Custom sal grid Reservation Options 275 6 Select where in the application the statements from the selected group should be available Profile search Reservation search
212. e The guest s departure date The time the room move is scheduled to take place Note Scheduled room moves are indicated on the reservation navigator in the room field for example 100 102 indicates that the guest is scheduled to move from room number 100 to room number 102 402 Room Move 11 Quick Reservation The Quick Reservation Wizard speeds up the creation of reservations Instead of going through the process of searching for and or creating a new profile and then entering all the reservation details only the essential profile and reservation information needs to be entered on the quick reservation screen The profile search screen will only open if aname match applies otherwise the profile will be created automatically If a profile match is found the profile screen will open and prompt users with profile matches if none of the profiles are a match then pressing the CONTINUE button indicated by a red arrow on the profile search screen will create a new profile and open the edit reservation screen complete with the details already entered on the quick reservation screen How to enter a quick reservation 1 Click the RESERVATIONS menu and select QUICK RESERVATION or press CTRL Q The Quick Reservation screen is displayed Quick Reservation Last name MI First Mail name Country Germany Zip City State street 1 street 2 Language English Address greeting Letter greeting Phone Fax Arrival 04 10 2011 Ni
213. e to define if the reservation is definite or tentative Definite reservations are deducted from availability and tentative reservations are not deducted from the availability Guarantee c Enter a guarantee type or select a guarantee type from the drop down list Pay method Enter a payment method or select a payment method from the drop down list Credit Limit Displays the credit limit for the selected payment method This may be changed as required Print rate This check box is selected by default and indicates that the rate will be printed on the registration card and confirmation letter Clear the check box if the rate should not be printed on the registration card or confirmation letter If group members Should not see the rate the check box must be cleared Res Type Selecting the no post check box restricts the posting of interface charges to a guest account For example when a guest checks in the telephone interface normally opens the telephone lines in the guests room automatically with the no post check box selected the lines will not be opened No post Reservations 43 44 Room features Reservation colour Billing Info Remarks CRS no Option date Booker Specials Calculated price Net Amount Extra Charges Rate Amount Created Note The parameter SET NO POST FLAG FOR CASH DEPARTMENTS Can be set in the configuration so that the no post check box is selected automatically for cash m
214. e CC button to select all the available email addresses In the BCC box click the drop down arrow and select the email address which Should be blind copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the BCC button Click the SELECT ALL button and then the BCC button to select all the available email addresses Enter the topic of the email in the SuBjJEcT box If a default email subject has been defined then this will be displayed Select the SEND AS ATTACHMENT check box if the document should be sent as an attachment rather than in the body of the email To edit the document click the Epit ATTACH button the document is generated and displayed on the screen Depending on the setup of your system either MS Word or the Fidelio Internal editor application will be used to display the document In the FORMAT box select the format for the attachment Click the Epit Bopy button to enter the text which should be included in the body of the email If a default email body text has been defined then this will be displayed and any required changes can be made If the email should be saved and sent later then click Save DRAFT the email is saved and the template name is displayed with E Mail Saved after the name and the date and time it was saved in the history section of the Correspondence dialog box If the email should be sent now click SEND the documen
215. e EEE REE EERE EOE EERE TREE REET EEE COTE EEE EEE EE EEE EEE E REET EEE RHEE EEE EEE E EEE TEESE EEE SEES TEESE EEE EEEE EERE THEE THEE EERE EP EE TREE RHEE OE DragCursor PE EEEE EEE EERE EEE ERE REET EERE EEE E EEE eee EEE EHTEL Coren Ree Eee ee were EEE EEE TEESE EEE TEETER EEE EEE EEE EE EE TEETER TEES EEE E EEE EEEE TREE EERE RHEE E EEE ERE R Ee DragMode TTT titi t irt herstea sotesotn PEELE EEE EEE EEE TREE EEE EERE ETHER EEE REESE EEE EEEE EEE TEES TEESE EEE EEEE TEES EERE RHEE THEE RHEE FOREN Eee ER EEE ERE EERE EERE REESE EEE EEE EERE TREE EEE TEESE EEE EERE EEEEE EEE EERE EEE E TREE ERE R ES Tritt titi titi tit ttt D Visible SOE EE TEER RE Eee eee E ee REE EERE EEE TREE EEE ERSTE HEEL EEE R EEE EE EERE EE EEE EEE EEE EERE EE EEE EEE EEEE EEE EEE EEEE THEE E EEE EERE THEE EERE TREE EERE THEE RHEE THER Ee ClFidelio SOE E REE ORE ERE EEE EERE ERSTE EEE EET ERTS EEE THEE COE EEEEE EEE EERE EERE TEESE EEE TEES EEEEE EEE EEE EEE EEEEE EEE SETTER EEE SHEE TEETER EE EE EERE REESE HEE TEER Ee CaptionChange Roommove reason POET EEL eee Ree eee Ree ee ee eee REE EE eee Eee ERE EEE CRE Ee EEE ROE Oe EER EEE RRO EE REL EER Hee REE EEE EEE EEE THEE EEE SETTER EEE EEEE TREE EEE THEE EROS TEER Ee ClickEvent SEE EE EEL ER ERE ERE E EE REE ERE EER EERE EEE EERE EERE CREE EEE EEEE TENE EE EEE EEE EEE EERE EEEEE EEE REET EEE EEE EEE EEE EEEE SHEE EE EE EEE EREE EERE EERE REESE EERE ColorChanged C Silver POEL EEE EEE EERE TREE EEE
216. e Reservation Navigator select the required reservation 2 Select TRANSPONDER CARDS from the OPTIONS menu to display the Transponder Cards dialog box Or 3 Click EbIT to display the reservation edit screen and then select TRANSPONDER CARDS from the OPTIONS menu The Edit Reservation screen is displayed defaulted to the TRANSPONDERS tab Reservation Options i Reservation g instructions 22 lt BItoRes Delete BI 4 Click the SCAN Carb button If multiple guests are attached to this reservation then the required guest has to be selected Please scan transponder card Card number 5 Enter the CARD NUMBER Or swipe a card A message is displayed advising that this is the first time this card has been entered Reservation Options 259 260 Confirmation Card type Please select card type Transponder card with financal account Bonus Point System 7 Select REBATE CARDS to link a rebate card and then click OK to link the card to the reservation Select TRANSPONDER CARD WITH FINANCIAL ACCOUNT to link a transponder card and then click OK The Transponder Financial Account Creation dialog box is displayed with the guest name and credit limit for the financial account R Transponder Financial Account Creation Guest Aceti Ralph Credit limit Creditlimit for Cash payments CAS 9 Make any changes if required and click OK The transponder card is linked to the re
217. e any changes necessary 4 Click OK to save the changes How to delete a guest comment 1 Search for and select the required reservation then select GUEST COMMENTS from the OPTIONS menu of the reservation navigator The Guest Comments screen is displayed 2 Select the guest comment to be deleted and click the DELETE button a confirmation message is displayed Confirmation Are you sure you want to delete quest comment 3 Click Yes to delete the guest comment Guest Comments categories are defined via the option GUEST COMMENTS under Setup Configuration CRM Guest Profiles The multiple guest profiles functionality may be used to link multiple guest profiles to a single reservation and is accessible via the option GUEST PROFILES on the OPTIONS menu of the Edit Reservation screen and via the PROFILES tab on the Edit Reservation screen This option is parameter controlled and if activated each reservation with more than one adult and or more than one room will be considered as multi guest reservation The Guest Profiles option enables you to register each guest in the room even if there is only one actual reservation for that room The option opens the Edit Reservation screen defaulted to the PROFILES tab which is split into two sections The upper section shows the company travel agent source and booker profiles linked to the reservation profile See Linking Profiles to a Reservation Reservation Opti
218. e drop down arrow and select the language if no language is selected the default language from the language configuration will be used 4 In the PREF DISTRIBUTION box the preferred method of distribution for this profile is displayed If a company profile is selected then the contact profiles preferred method of distribution takes priority over the company s Select the FAMILY GREETINGS check box if the family letter greetings should be used Select the PROFILE information to be used in the confirmation letter Select the CONTACT and ADDRESS information to be used in the letter a ee Click Epit the letter is generated and displayed on the screen Depending on the setup of your system either MS Word or the Fidelio Internal editor application will be used to display the letter 9 Make sure that all the entered information is correct any necessary changes can be made at this time 10 At this point the letter can be printed or saved to be printed at a later time 11 To print the letter click the PRINT icon or select PRINT from the file menu 12 Close the edit screen if changes were made you will be prompted to save the changes 13 Close the application either MS Word or the Fidelio Internal Editor Reservation Options 14 If the confirmation letter was edited and saved but not yet printed then the template name will be displayed with Saved after the name and the date and time it was saved in the history section of the Con
219. e entered search criteria 9 Select the required transportation from the list and click OK The Transportation Information dialog box is displayed If the required transport details are not listed see How to enter guest transportation details with new transportation information Reservation Options 179 Transportation Information Transportation BA British Airways BA213 03 10 11 4 00 Time Pax 1 Pickup type BUS Pickup by Hotel Bus Pickup employee Keith Rodgers Arrival C Departure Notes G Cancel 10 The TRANSPORTATION TIME and PICKUP TYPE are completed automatically but can be changed as required 11 The number of Pax is taken from the reservation but can be changed as required 12 Select the PICKUP EMPLOYEE from the drop down list 13 In the Notes box enter any additional details 14 Click OK to close the Transport Information dialog box 15 Click OK to close the Guest Transportation screen How to enter guest transportation information with new transportation details 1 180 From the Reservation Navigator select the reservation to which transportation information is to be added Select GUEST TRANSPORTATION from the OPTIONS menu or Click Epit to display the reservation edit screen and then select GUEST TRANSPORTATION from the OPTIONS menu The Guest Transportation screen is displayed Click the New button the Transportation Search dialog box is displayed The upper part of the
220. e function type description The view has to be changed as follows CREATE OR REPLACE FORCE VIEW V8_SYS_CUSTOMYBOMSEARCH AS SELECT ybom_id customybomsearch_ybom_id Introduction 21 22 yfty_longdesc from ybom yfty where ybom_yfty_id yfty_id Customization functionality is controlled by the user right EDIT under Setup Configuration Users User Definition Rights Miscellaneous Grid layout Customization Print functionality is controlled by the user right PRINT GRID under Setup gt Configuration Users User Definition Rights Miscellaneous Customising the HTML display The HTML display may be customised according to the requirements of the property The customization options available when placing the cursor on the HTML display and right clicking are PRINT prints an exact copy of the HTML display The print page margins and the actions to take if the HTML printout is too large for the defined paper size can be defined in the configuration PRINT WITH SETUP displays the printer options and then print the HTML display VIEW SOURCE displays the HTML code no changes can be made EDIT TEMPLATE WITH NOTEPAD opens the relevant htm and qry in notepad Users with HTML programming knowledge can edit these files to meet the requirements of the property EDIT TEMPLATE WITH ASSOCIATED APPLICATION opens the relevant htm and qry with the program associate
221. e is an interval of 5 days How to enter a custom series 1 Click the RESERVATIONS menu and select BLOCK RESERVATION to display the block reservation navigator 2 Select a block in the grid and click Copy the Block Copy dialog box is displayed defaulted to Custom Series Block Reservation 311 312 Ei Block Copy Custom Series _ Fixed Series Block Status G Cancel Select the BLOCK STATUS from the drop down list this status will be applied to all the blocks Click NEw and then enter the BLOCK CODE Type the arrival date for the Block in the ARRIVAL box or click the drop down arrow and select a date from the calendar Repeat steps 4 and 5 until all the required block codes and arrival dates have been entered Click OK a message is displayed asking if the contract numbers should also be copied Confirmation Do you want to copy contract number Ci 8 Click Yes or No as required the blocking status dialog is displayed Bi Block Copy Select Blocking Status of rooms to be copied Cea Gore 9 Select INITIAL to copy the number of rooms entered when the block was in Initial status Select ACTUAL to copy the actual number of rooms The required number of tour series are created All are exact copies of the original tour series with the exception of the dates and the block code which you specified Block Reservation How to enter a fixed series 1 Click the RESERVATIONS menu
222. e is displayed 182 Reservation Options oy 4 Confirmation Are you sure you want to delete selected items Click Yes to delete the guest transportation Click OK to close the Guest Transportation screen How to copy transport details 1 From the Reservation Navigator select the reservation to which transportation information is to be added Select GUEST TRANSPORTATION from the OPTIONS menu or Click Epit to display the reservation edit screen and then select GUEST TRANSPORTATION from the OPTIONS menu The Guest Transportation screen is displayed Click the New button the Transportation Search dialog box is displayed The upper part of the screen contains the search criteria and the search results are displayed in the grid below The TIME INTERVAL criteria are completed by default with details from the reservation If the required transportation is not listed but a similar transportation exists then this can be copied and updated rather than entering completely new transportation details Select the transportation type to be copied and then click the Copy button The Transportation Copy dialog box is displayed with the TIME INTERVAL criteria completed by default with details from the reservation Reservation Options 183 Hi Transportation Copy ee Time interval From 03 10 2011 No of days 5 ka To 07 10 20 li W Days of week Rev Days Monday E Tuesday Wedne
223. e is displayed asking if you want to make the original reservation the master reservation Confirmation Do you want to make the original reservation master 4 Select Yes to make the original reservation the MASTER and the selected reservation the SLAVE Master and slave reservations are individual reservations which in general behave as a single reservation The master is the primary reservation and the slave is the secondary reservation 5 The indicators Share Master are displayed on the bottom of the edit reservation screen 6 Click OK to close the reservation Reservation Options 235 236 How to create independent share reservation with an existing reservation 1 From the Reservation Navigator select the reservation to which an existing reservation is to be shared 2 Select SHARE WITH EXISTING RESERVATION from the OPTIONS menu or Click Epit to display the reservation edit screen and then select SHARE WITH EXISTING RESERVATION from the OPTIONS menu The reservation navigator is displayed with a list of reservations with the same arrival date and same room type as the selected reservation 3 Search for the required reservation and click SELECT a message is displayed asking if you want to make the original reservation the master reservation Confirmation 4 Select No to create independent share reservations 5 The reservation is displayed with the indicator _ Share displayed on the bottom
224. e normal manner The charges are transferred from the financial account to the room account The pre check in financial account is closed How to issue a pre arrival key 1 From the Reservation Navigator select the reservation to be issued with a pre arrival key 2 Click the PRE ARRIVAL Keys button A message is displayed indicating that the pre check in was successful Fidelio Suite 8 Reservation Pre Check In for Abenam Jean Pierre was successful 3 Click OK to close the pre check in successful message A financial account was created and checked in and a make key request sent to the interface 4 A pre arrival key is printed and linked to the pre check in financial account The guest can now use the facilities of the property and charge to the pre check in account Reservation Options How to check in a pre arrival reservation 1 From the Reservation Navigator select the reservation to be checked in 2 Click the CHECK IN button A message is displayed indicating that the check in was successful and that the pre check in account was closed Fidelio Suite 8 Reservation Check In for Abenam Jean Pierre was successful 1 pre check in accounts were closed OR 3 Click OK to close the check in successful message Any charges on the pre check in account are automatically transferred to the room account Depending on the interfaces installed additional messages may be displayed Pre arrival ke
225. e preview screen Don t Print Checks out the guest without printing the folio the folio is still exported to billing history Advance Invoice functionality is controlled by the parameters ENABLE PROFORMA INVOICE TYPE 1 ADVANCE INVOICE and ENABLE ADVANCED POSTINGS under Setup Configuration Global Settings Billing Billing 1 tab Group Reservations 379 380 Advance Invoice functionality with payment is controlled by the parameter NOREPRINT under Setup Configuration Global Settings Country Specifics Country Specifics 2 tab is activated Proforma Invoice This option may be used to print a group proforma invoice and is accessible via the group reservations OPTIONS menu This option is only available for group members arriving today and who have billing instructions to the same financial account This option is parameter controlled Proforma Invoice Key Points A proforma invoice can be created for an in house or a future reservation with one or more rooms All charges posted via this option will have the future posting date of the relevant room night however the postings are temporary and are displayed greyed out on the folio The temporary posting s are deleted once the proforma invoice has been created If for any reason the delete process fails the proforma charges are displayed greyed out and deleted by night audit Proforma invoice postings do not affect the balance calculations
226. e programs including any operating system integrated software any programs installed on the hardware and or documentation shall be subject to license terms and license restrictions applicable to the programs No other rights are granted to the U S Government This software or hardware is developed for general use in a variety of information management applications It is not developed or intended for use in any inherently dangerous applications including applications that may create a risk of personal injury If you use this software or hardware in dangerous applications then you shall be responsible to take all appropriate fail safe backup redundancy and other measures to ensure its safe use Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software or hardware in dangerous applications Oracle and Java are registered trademarks of Oracle and or its affiliates Other names may be trademarks of their respective owners Intel and Intel Xeon are trademarks or registered trademarks of Intel Corporation All SPARC trademarks are used under license and are trademarks or registered trademarks of SPARC International Inc AMD Opteron the AMD logo and the AMD Opteron logo are trademarks or registered trademarks of Advanced Micro Devices UNIX is a registered trademark of The Open Group This software or hardware and documentation may provide access to or information on content products
227. e reason you need to send the confirmation letter to a different address other than the reservation profile or linked profiles By pressing the PROFILE SEARCH button the profile search is activated Profiles linked to the reservation can be edited by pressing the EDIT PROFILE button The fourth section gives information about the HISTORY of sent correspondence for this reservation The template name type of correspondence print date and the name of the user who created the confirmation letter are displayed If a confirmation letter was edited and saved but not printed then the template name will be displayed with Saved after the name and the date and time it was saved To edit a confirmation letter from History select the template from the History section and press EDIT HISTORY button Confirmations sent via email are saved using the email template defined in configuration Select E MAIL HISTORY to re send or re print a confirmation which was sent via email Note Email printing is available for emails sent as body text and not for emails where the text is sent as an attachment Email printing functionality requires that an email template with the section role EMAIL TEMPLATE be created under Miscellaneous Reports Using the Internal Editor functionality email details can be added from the data source Reservation Options 137 138 Set the template defined with the section role EMAIL TEMPLATE via the option EMAIL TEMPLATE PRINTOUT
228. e required block in the grid click the CORRESPONDENCE button to display the Block Correspondence dialog box 2 In the TEMPLATES box click the drop down arrow and select the template to be used 3 In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used 4 In the PREF DISTRIBUTION box the preferred method of distribution for this profile is displayed If a company profile is selected then the contact profiles preferred method of distribution takes priority over the company s Select the FAMILY GREETINGS check box if the family letter greetings should be used Creating correspondence for an individual profile requires that only the ADDRESS be selected as the profile is selected by default When creating correspondence for a company profile the primary CONTACT and primary ADDRESS of the company is selected by default but can be changed as required 7 Click EMAIL the document is generated and the email dialog box displayed Block Reservation 331 EE Emai Repon oes Email Addresses Sender hotel 1 pms addmail int select all To ind confs marritz com sandy ball marritz com 2 a ae a Save Draft ec sandy ball marritz com BCC Subject Send as Attachment To ia ec E3 Atadmenis Cr Email Body Templates lt Default gt Default EMail Body EN Delete Ml Delete Body Format Text HTML
229. e telephone details The number entered will be saved on the guest profile on the first communication method found within the type PHONE Fax Enter the fax details The number entered will be saved on the guest profile on the first communication method found within the type FAX Arrival Select the arrival date from the calendar the default is today Nights Enter the number of nights for the stay Or enter the departure date in the next field and Suite8 will calculate the number of nights Enter 0 for day use rooms Departure The departure date of the guest If the number of nights was entered the departure date will be calculated The day of the week will be displayed on top of the field The departure date can also be entered manual or selected from the calendar This is a mandatory field Adults Enter the number of adults for the reservation Quick Reservation Room type Enter the room type or select from the list of defined room types This is a mandatory field Rate Enter a rate code or select from the rate availability grid the open rate codes for each room type When selecting a profile or creating a new profile via quick reservation the default address type defined via the option DEFAULT ADDRESS TYPE under Setup Configuration Global Settings Profile Profile 1 tab is used Quick Reservation 405 Index A ACCCICIAION KOVS rror E EEA 11 Acceptable Waitlist Reservations 389 Ad
230. e the Luggage List How to mark a luggage detail as picked up 1 From the Reservation Navigator select the required reservation 2 Select LUGGAGE LABELS from the OPTIONS menu The Luggage list screen is displayed Large blue suitcase on wheels Normal 03 10 11 3 24 43 PM Demonstration Supervisor BO Back Office Reception Large blue suitcase on wheels 3 Select the luggage detail to be marked as picked up 4 Click the Pick UP button a confirmation message is displayed Reservation Options 197 198 Confirmation Are you sure you want to flag selected items as picked up 5 Click YES to mark the selected item as picked up The luggage detail now has the status PICKED UP 6 Click CLOSE to close the Luggage List How to mark a luggage detail as delivered 1 From the Reservation Navigator select the required reservation 2 Select LUGGAGE LABELS from the OPTIONS menu The Luggage list screen is displayed 3 Select the luggage detail to be marked as delivered 4 Click the DELIVERED button a confirmation message is displayed Confirmation Are you sure you want to flag selected items as delivered Ne 5 Click YES to mark the selected item as delivered The luggage detail now has the status DELIVERED 6 Click CLOSE to close the Luggage List Options available on the Luggage List screen NEW to enter a new luggage detail EDIT to edit an existing luggage detail th
231. e which does not have enough available rooms In this case the system will display the room type selection screen and allow rooms to be borrowed from another room type Borrowing from a room type does not increase the total size of the block it only readjusts the allocation among the different room types 7 If the rate code market source and channel codes are different then messages will be displayed asking you if you want to change the codes to match the codes defined in the block 8 A message is displayed asking if you want to link profiles attached to block to the reservation Confirmation Do you want to link profiles attached to block to reservation on 16 08 12 Yes No No to All YestoAli 9 Click Yes to link the profiles to the group reservation or No if the profiles should not be linked The group reservation dialog box is displayed 11 Adjust any details as necessary and click OK 12 Click CLOSE to close the Edit Group screen and return to the Group Reservation screen How to create a group reservation within a block 1 Click the RESERVATIONS menu and select GROUP RESERVATION to display the Group Reservation screen 2 Select the group required and click Epit to display the Edit Group dialog box Block Click the button to display the Block Header dialog box 4 Click the Groups tab to display the groups dialog box The Groups dialog box consists of four options ADD is used to add
232. ed For example if two reservations are marked as sharing for the first night and not the second night then they can be shared by selecting the second night of each reservation and clicking the share button DON T SHARE breaks the share for the days selected select all days to break the share completely Up changes the display order of the share reservations and moves the selected reservation up DOWN changes the display order of the share reservations and moves the selected reservation down CLOSE closes the shares screen and returns to the edit reservation screen Reservation Options 241 242 Additional options available with the Price option APPLY PRICE applies the price entered in the PRICE box to the selected reservation dates SPREAD PRICE press this button to spread the entered price among all selected share reservations For example if the price entered is 200 00 select all days and all names and press SPREAD PRICE If there were 2 names the price on each reservation will be 100 00 FULL PRICE applies the full price to selected reservation and sets the price to zero for the remaining share reservations This would be used when the entire room charge is to be charged to one of the share reservations and the remaining share reservations have a zero room charge CALCULATED PRICE applies the price calculated by the system according to the rate code and number of persons in the reservation including all d
233. ed attachment on the email report dialog box Email Addresses Sender hotel 1 pms addmail int To racet worldwide com cc BCC Subject YOUR RESERVATION 2940 r E ee Send as Attachment era Bcc Altatment _ Email Body Templates lt Default gt Default EMail Body EN Body Format Text HTML Please enter your default Email Body Text here 18 In the Bopy box make sure that all the entered information is correct any necessary changes can be made at this time Reservation Options 145 19 If the email should be saved and sent later then click SAVE DRAFT the email is saved and the template name is displayed with E Mail Saved after the name and the date and time it was saved in the history section of the Correspondence dialog box 20 If the email should be sent now click SEND the document is generated and the email sent A confirmation message is displayed confirming that the message was sent How to email a saved confirmation letter 1 Select the appropriate reservation in the grid click the OPTIONS button and select CONFIRMATION LETTER On the short cut menu to display the Confirmation Letter dialog box 2 Select the confirmation email letter to be sent from the list of templates letters in the History section of the screen Click E MAIL History the email is displayed on the screen 4 Make sure that all the entered information is correct any necessary changes can be made at t
234. ed floor near to elevator etc from the drop down list If room features have been entered on the profile they will be copied over to the reservation When you block the guest s room or check the guest in the system searches only for rooms with these features Reservation Defines the colour in which the reservation is displayed in the colour room rack Ctrl L Note The reservation colour takes priority over any other colour definitions such as a VIP Code colour Enter any billing information such as Room and Tax to Company The billing information is displayed in the billing screen on the standard HTML file Billing Info Remarks Enter any additional information Remarks are displayed in the billing screen on the standard HTML file CRS no If the booking was made through a central reservation and there is no interface enter the confirmation number provided by the CRS If this booking came through an interface then the confirmation number is filled automatically If you made a tentative booking or just sent an offer and would like to keep reference of this reservation then enter the date on which the option for this reservation will expire or click the drop down arrow and select a date from the calendar Option date It is possible to search by option date via the Adv Qry search criteria and to run specific reports to retrieve this information Booker The name of the person who made the reservation Click the
235. ed from a reservation linked to a party is also linked to the party Reservations which are split from a reservation linked to a party are linked to the same party Party functionality is controlled by the parameter PARTY FUNCTIONALITY under Configuration Global Settings Reservation 1 tab Party linking can be tracked in the user log by activating the option RESERVATION PARTY LINK under Setup Configuration Users User Log gt Reservation Post No Show Fees This option may be used to post no show charges and is accessible via the OPTIONS menu of the Reservation Navigator In order to use this functionality a policy rule a policy type and a financial account group must be defined for no show reservations This option is only available if the status of the reservation is NO SHOW A no show reservation is indicated on the edit reservation screen by the indicator l No show charges may be posted automatically or manually If the no show policy rule has been set to automatic then the no show charges will be posted to a financial account during night audit No show fees can be posted manually to a single guest or multiple guests by selecting the guest or guests and then selecting the option POST NOSHOW FEE Reservation Options The amount to be charged for a no show can be defined in the configuration to be a fixed amount or as a percentage of the room rate for a maximum number of days for example 80 of the room ra
236. ed into four distinct areas Query consists of multiple basic reservation search criteria including Last Name Confirmation number Reservation Type Room No Company Agent Block Group and an advanced query option Query Results the results of the query shown in a grid format including Name No of rooms Arrival Departure Type Reservation Status Room no Room Type Agent Company or Source information Group Name and Block Code Tree View a tree listing of all the details associated with this reservation including details like Room Type Market code Source Code Fixed Charges attached Packages Profile details including address communications links history and future reservations HTML page free definable HTML display which by default has a list format or a big format where the details are displayed in a non grid style format The HTML File can be printed by using the right mouse click The HTML display on the reservation navigator can be hidden so that the reservation grid is expanded Double click in the blue reservation header bar or right click and select deselect LOWER PART OF THE SCREEN from the short cut menu to view or hide the HTML display This setting is stored per user and remains until the next time it is changed Reservation v Lower part of the screen Name First Seven different pages of information are accessible by clicking the appropriate tab Depending from where you access the reservat
237. eeeees 234 ITAGO S eoten A EET E 255 BLS LOG enema teenie ae aaa ame ener 264 Room Assignment cccccccccescseenseennes 227 Room MOV 1 1 ccccccccecccececencneeveveeeeesees 401 Scheduled ROOM Move 1 ccc1cceceeeees 401 Sedich CH CNA soaren 25 Share Reservations fceccscssesasaessnsncereten 234 SOME EEEE TEE E EEEE EE EEEE E 243 P ACOS eraa 255 Transponder CAPS 1ccccccceeecenseeneees 258 USEF L0G AEE E T 264 VETT AE EE EEEE A EEE 272 Waitlist Reservations ccecececcecececeseees 383 WAR ECR E ee epee 93 Walk IN Reservation 00 ccccecececeeeecececeeeees 93 Reservation Navigator Selection tabs 25 Reservation Notes c1cecececeseeeeees 82 205 Reservation Options ACG ON ici aaa a A 113 Additional Authorization 1 cccccecseeeeees 150 Advanced Billing Authorization 114 AIIOWANCES 0 e ces eccccccccececececesaececeneceueens 119 Billing INStrUCTIONS 12ccccceceeeees 124 319 Confirmation Letter cccccceceececeeceeees 136 Deposits Requested 1 ccccceeneeseees 155 Display Shares eienen aea 236 Fixed Charges ocon oerien 79 161 History amp FUG seisseen 185 Independent Share cccccseccsseeceseeseeees 243 IOC AION T ES 194 Luggage Labels ccccsscsssecseesseeseeees 195 Manual Authorization ccccccccceceseseaes 152 MASTCr Share sree 242 MCS SACS a 201 Post No Show Fees ccsccecsececeeeeee 214 FOSUAOS en 124 Registration Card
238. een Click DON T PRINT not to print the folio 9 Click PRINT a message is displayed informing you that the Advance Invoice has been created 10 Click OK to close the message How to create an advance invoice with mandatory payment 1 Click the RESERVATIONS menu and select GROUP RESERVATION to display the Group Reservation screen 2 Select the group for which you want to print a proforma invoice and click EDIT The Edit Group reservation screen appears 3 Select PROFORMA from the GRouP OPTIONS menu and then select ADVANCED INVOICE The Cashier Login screen is displayed 4 Enter your CASHIER NUMBER and PASSWORD click LOGIN A confirmation message is displayed asking if you are sure you want to create an advanced invoice for the group Group Reservations Confirmation Are you sure you want to create Advance invoice for SMW Sales meeting worldwide group 5 Select YES to post the charges and print an advance invoice The Payment Posting dialog box is displayed R Payment Posting Payment Department Amount Print Receipt 1 FUR 1 00 FUR 6 Complete the payment details and click the Post button to post the payment The payment is posted and the Folio Styles Information folio dialog box is displayed Group Reservations 377 R Folio Styles Customer SMW Sales meeting worldwide new 909 Balance 0 00 Style Folio Detailed Display telephone details on invoice Currency EUR Euro
239. eeting Planner display the Financial Accounts Search screen via one of the access methods described above select the required financial account and click SELECT to display the Financial Account Settings dialog box R Financial Account Settings Financial Account Settings Group PM Accounts E Ea Billing Instr Credit Cards Profile MICROS Fidelio GmbH Ltd Engineerir Account Number 3030 Number Desc Market IND Individual Credit Limit CAS Creditimit for Cash payments Limit Value 500 00 Source code CON Conference Organisor Channel code INT Internet Contracted Curr EUR Euro Billing Info Remarks Description PM 9090 2 Make any changes necessary and click OK to close the financial account settings How to link profiles to financial accounts This option is used to link Company Agent Source Meeting Planner or Vendor profiles to the financial account 1 Access the Financial Account Settings dialog box via one of the access methods described above 2 Click PROFILES to display the Profile Select dialog box On the profile type required click the drop down arrow The Profile Search dialog is displayed 4 Search for the required profile click SELECT 396 Financial Accounts The Profile Select dialog box is displayed with the profile selected 5 Click OK to return to the Financial Account Settings dialog box How to unlink profiles to financial
240. ef Distribution _ Family Greetings E Mail Reservation Profile Individual Aceti Ralph z Fax Reservation Linked Profiles Company Demo Hotel a SMS Reservation Linked Profiles Internal Use Bestin Lisa Q Profile Search 42 Edit History gt E Mail History Easy Letter Edit Profile Linked Companies E Addresses if Standard Address 534 N Tallyrand Street 76206 Wichita E Communications if Email Business Direct raceti worldwide com Confirmation Fax Individual Offer German ED E Mai E Mail 16 06 11 4 06 57 PM Demonstration Supervisor The confirmation letter screen is split into four sections The first section is to choose a template from a list of predefined TEMPLATES and to select a language for the correspondence The preferred distribution method of the guest profile is also displayed Letter and form templates can be created in MISCELLANEOUS REPORTS with the section role CONFIRMATION LETTER The second section is the PROFILES section and contains information about the profiles linked to the reservation The DETAILS section displays all addresses from all the profiles linked to the reservation The primary address of the selected profile and the preferred communication type is selected If there are several profiles attached you can select which profile the confirmation letter email or fax should be send to You also have the option to select another profile if for som
241. elect GROUP RESERVATION to display the Group Reservation screen 2 Click the TEMPLATES tab click NEw to display the new group template screen R Group Template E W ox Name o Inactive Contact wes Rate Code Language Market Country Source State Channel Nationality Hotel Segment Comment 3 Enter the NAME of the template 4 The INACTIVE check box is by default not selected 5 Enter the contact name or click the Lowe button next to the CONTACT box to open the profile search screen and select an existing profile 6 If the profile does not exist press the New PROFILE button to enter a new profile for the contact person Once the profile is created the Group Template screen is re displayed 7 In the LANGUAGE box click the drop down arrow and select the language for the group In the CouNTRY box select the country code for the group In the STATE box select the state code for the group if applicable 10 In the NATIONALITY box select the nationality code for the group if applicable 11 In the RATE CoDE box select the rate code for the group 12 In the MARKET box select the market code for the group 13 In the SOURCE box select the source code for the group 14 In the CHANNEL box select the channel code for the group 15 In the HOTEL SEGMENT box select the hotel segment that this template belongs to 16 In the COMMENT box you can enter additional comments 17 A profile can be linked to a template by clicking
242. elect the reservations and dates the price should be applied to Note Discounts are taken into consideration when setting a manual price For example if a manual price of 80 00 is entered but the guest has a 10 00 discount on his reservation then the price applied will be 70 00 Reservation Options 239 240 How to apply full price 1 4 Display the Shares screen and select the PRICE option The current price per reservation per day is displayed on the grid OO foem oem o Reservation A 100 00 100 00 100 00 Reservation B 150 00 150 00 150 00 250 00 250 00 250 00 Total On the grid select the reservation and date the full price should be applied to Multiple reservations and dates can be selected using the SHIFT button Click the FuLL PRICE button The full price is applied to the selected reservation and a zero price is applied to the remaining share reservations O Joem oem o Reservation A 250 00 250 00 250 00 Total 250 00 250 00 Click CLOSE to close the Shares screen How to apply the calculated price 1 Display the Shares screen and select the PRICE option The current price per reservation per day is displayed on the grid On the grid select the reservation and date the calculated price should be applied to Multiple reservations and dates can be selected using the SHIFT button Click the CALCULATED PRICE button 100 00 100 00 100 00 The price i
243. elected from the ROUTE TO FINANCIAL ACCOUNT box When saving the reservation the APPLY CHANGES TO dialog box is displayed and the change can be applied to all members of the group 120 5 B Allowances OO aix Pkg Description Fromdate Until date Fromtime Untiltime value Limit Rem Type Overage FDA Full Board Dinn 31 05 2010 31 05 2010 12 00 00 AM 11 59 59 PM 30 00 30 00 normal Restaurant Inka Food Details Department codes postings Guest Check Pkg FDA 301 Restaurant Hamburg Food Description Full Board D From date 31 05 2010 Until date 31 05 2010 From time 12 00 00 AM Until time 11 59 59 PM Value 20 00 Limit 30 00 Remaining 30 00 Type normal Overage Restaurant Profit Restaurant Loss Restaurant Pck Type per Adult 4utoincrement no Closed no XN Close Click CLOSE to close the Allowances screen Allowance dialog box Field Heading Displays this information The code of the package The description of the package From date The date from which the package is valid The date until which the package is valid Time the allowance is valid from Time the allowance is valid until The package price Reservation Options The amount the guest is allowed to consume Remaining The amount left on the allowance not yet absorbed by the package Type The type of the allowance NORMAL the allowance is created according to the package frequency
244. en this is displayed on the room search screen so that room numbers can be assigned for the different room types ee oo Housekeeping status a ae eee ae SS es Nights 4 Floors a wj CL Clean Select a DI Dirty TU Touched up Room types DR zi IS Inspected zi GM Checked by GM Segments Due out rooms Ind out of service Room no House Keeping Status No of pax Next Block Last Departure 2 Double Room 2 01 10 11 7 DR Double Room 1 CL 2 04 10 11 DR Double Room 2 CL 2 01 10 11 DR Double Room 2 CL 2 01 10 11 DR Double Room 2 CL 2 01 10 11 DR Double Room 2 CL 2 14 01 12 01 10 11 DR Double Room 3 CL 2 01 10 11 DR Double Room 3 CL ra 01 10 11 DR Double Room 3 CL 2 01 10 11 Reservation Options 227 228 eS 9 1 1 1 1 Several criteria are completed with details from the reservation but these may be changed as required field displayed click CLOSE The STARTING DATE defaults to the reservation arrival date The number of NIGHTS defaults to the number of nights in the reservation The ROOM TYPES box is completed with the reservation room type To search for a specific room number enter the room number in the Room No If ROOM FEATURES were entered on the guest profile or reservation then these are In the Floors field select the required floors from the floor selection list and then Select DUE OUT ROOMS to include rooms which are due to depart 0
245. ent table for an explanation of all the selection criteria 5 Select the reservations to which rooms are to be assigned by selecting the check box next to the name To assign rooms to all the reservations listed click the SELECT ALL button Click the UNSELECT ALL button to unselect all the reservations 6 Once the reservations to be assigned rooms are selected click the START button The room numbers assigned by the system are displayed in the Room No column on the grid 7 Click CLOSE to return to the Edit Group screen Automatic Room Assignment Dialog Box Fill in this field _ With this information Floor If you would like to assign rooms on a specific floor select the floor numbers from the list Start from room Enter the room number from which the automatic room assignment should start Rooms vacant last This is selected by default to make sure that only vacant night rooms will be assigned Rooms checked out Select this box if you would like to auto assign rooms today which are due out today Clean only This box is selected by default to assign only rooms with the status clean Incl out of service Select this check box if you would like to auto assign rooms which have the housekeeping status Out of service Group Reservations 373 Override Existing Select this box to override room numbers that have been Rooms previously assigned Group Changes Changes made on reservations that are part of a group such as en
246. er controlled CUT OFF DATES Displays the cut off date per day per room type The cut off dates can be changed by either selecting a date range or selecting the dates from the grid then entering the cut off days in the DAYS field or selecting a cut off date from the calendar in the DATE field Click the SET button to enter the new cut off date and overwrite the cut off day date settings from the block header No OF ADULTS Displays the number of adults per room type MANUAL RATES Select this option in order to enter manual rates per adult per room type via the No OF ADULTS and PRICE fields The rates for one person per room appear in the grid and selecting SHOW ALL RATES displays the rates for 2 or more persons Manually entered rates override rates from a rate code on the block header Booking Position functionality is controlled by the parameter BOOKING POSITION under Setup Configuration Global Settings Reservation 1 tab Booking Position functionality defines if tentative block rooms can be displayed as definite on the availability screen Manual Rates functionality is controlled by the user right MANUAL RATES under Setup Configuration Users User Definition Rights Block Reservation Block Reservation 291 Options on the Block Grid Room Type The room types for which rooms are to be blocked From The start date of the range for which rooms are to be blocked TO The last date of the range for which
247. ersons Rate per person 200 66 67 Reservation A is for 2 persons so 2 x 66 67 133 33 Reservation B is for 1 person so 1 x 66 67 66 67 Reservation A L33 J2 133 33 Guest based posting functionality for share reservations is controlled by the parameter CALCULATE SHARE PRICE TOGETHER under Setup Configuration Global Settings Reservation Reservation 3 tab Note Activating the parameter does not recalculate existing share reservations Reservations 3 Reservation Options There are many reservation options some of which are only available via the OPTIONS menu on the reservation navigator and some of which are only available via the OPTIONS menu of the Edit Reservation screen however many of the options are available on both OPTIONS menus Some options are parameter controlled and are only displayed if the relevant parameter has been activated in your property Depending on the reservation status some options are not available For example if you select a reservation with the status checked in the option REINSTATE will not be available This option is only available on reservations with the status Cancelled or No Show Additional reservation information such as Deposit requested Fixed charges Notes Billing instructions Locators Traces Packages and Share reservations are indicated by an indicator lamp on the bottom of the screen Billing inst A Bill Aut Transport Free night DB
248. ervation 2 tab Free nights functionality is controlled by the user right CREATE FREE NIGHTS under Setup Configuration Users User Definition Rights Reservation Assigning viewing and maintaining the free nights linked to a guest profile is controlled by the user right CREATE FREE NIGHTS under Setup Configuration Users User Definition Rights Reservations The rebate cards membership scheme which is controlled by the license code MEMBERSHIP REBATE HANDLING also uses free nights functionality Reservation Options Guest Comments This option may be used to enter guest comments during the guest s stay and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen In addition to guest comments and complaints information from guest questionnaires can also be entered There is no limit as to the number of guest comments that can be entered and the PREVIOUS and NEXT buttons can be used to easily move between the different comments Guest comments are also viewable from room history How to enter a new guest comment 1 From the Reservation Navigator select the reservation to which a comment is to be added 2 Select GUEST COMMENTS from the OPTIONS menu or Click Epit to display the reservation edit screen and then select GUEST COMMENTS from the OPTIONS menu The Guest Comments dialog box is displayed R Guest Comments of Aceti Ralph AD 1091
249. es are listed in the upper part of the Notes dialog box 3 Click the NEw button a pop up menu is displayed Add note for Reservation Add note for Arnold Josef Add note for MICROS FIDELIO GmbH 4 Select to add the note to the reservation or to one of the attached profiles the Add Note dialog box is displayed Bi Add note Date Time 02 10 2011 06 20 29 User supervisor Demonstration Category RES Reservation Notes Note Guest Viewable The DATE TIME and USER are automatically completed Select a NOTE CATEGORY from the drop down list Select the option GUEST VIEWABLE if the guest is allowed to view the note Depending on the definition and setup of any customer correspondence this option is used to control which notes should appear on contracts offers or letters Leave it empty if you do not want the guest to be aware of this note In the NoTE box enter the text for the note The day date time and name of the logged in user can be added to the text of the note by pressing F7 Note Guest Viewable Sunday 25 09 2011 17 41 36 Supervisor Demonstration r Reservation Options 207 208 10 Click OK to save the note How to edit a note 1 Zi A Click the Notes button to display the notes dialog box All the existing notes are listed in the upper part of the dialog box The text of each note is listed in the lower part of the dialog box Click on the DETAILS button to view details such as the category whe
250. es you would enter one reservation with one room type and then use the ADD ON reservation functionality under OPTIONS to enter the second reservation with the other room type Group Reservation Enter the number of rooms requested per room type If the group requires more than one room type then a separate reservation has to be made for each room type required Adults Enter the number of adults per room Children of rooms Enter the number of children per room Depending on the child age categories defined at the property there may be multiple child fields to be completed this allows for different rates and Statistics per child category For example if categories have been defined for Babies Children aged from 1 5 Children aged from 6 12 and Children aged above 12 there will be 4 fields in which to enter the number of children Room type Enter the room type or select from the list of defined room Mandatory types Rate code Enter a rate code or select from the rate availability grid the open rate codes for each room type For details on the rate availability grid please refer to Selecting a rate code from the rate availability grid The CALCULATED PRICE per night as well as the NET AMOUNT EXTRA CHARGES and RATE AMOUNT are shown in the lower right hand corner of the reservation screen This is only an indicator as any rate changes or package changes during the stay are not reflected here 348 Group Reservatio
251. eservation attribute Multi guest Select this option to list all reservations with more than one room and or more than one adult This option is controlled by the parameter MULTIPLE GUEST PROFILE FUNCTIONALITY Suite Slaves OO Company The company linked to the reservation Click the drop down arrow to display the profile search screen Agent The agent linked to the reservation Click the drop down arrow to display the profile search screen Block The block code if the guest is linked to a block reservation Click the drop down arrow to display the block reservations search screen Note Block Reservation functionality requires an additional license code Group The group name if the guest is part of a group Click the drop down arrow to display the active group reservations On the group reservations search screen inactive and historical groups can be included in the search if required Reservations The advanced query options The advanced query offers search on multiple fields and conditions The available fields are dependant on installed modules and additional functionality activated by parameters The advanced query consists of three selection fields The first allows you to select from a drop down list of query possibilities The second limits the query to a second level or gives a choice of conditions The third field requires either a free format value or for the user to select a possible value from a drop down
252. est s profile Waitlist History The waitlist history of the reservation Description A description of the waitlist reason and any other relevant comments Waitlisted reservations are displayed as soon as they can be accepted if the parameter DISPLAY ACCEPTABLE RESERVATIONS AUTOMATICALLY is selected under Setup Configuration Global Settings Reservation Reservation 1 tab Waitlist 385 Offer 7 Offer A reservation can be entered with the status offer this means that the reservation is not definite and does not affect availability Offer reservations are entered with an option date by which the reservation must be cancelled or accepted as a definite reservation The option date can be set to be completed automatically with a defined number of days which is then added to the current Suite8 date How to create an offer reservation 1 Click the RESERVATIONS menu and select OFFER The Reservation Navigator is displayed 2 Click the NEw OFFER button The profile search screen is displayed 3 Create a new profile or locate an existing profile and click SELECT See How to create a new profile The Edit Reservation screen is displayed defaulted to the RESERVATION tab 4 Complete the reservation details by typing information or selecting information from the drop down lists For an explanation of the fields on the reservation screen see How to create a new reservation Note The OPTION DATE field is mandatory
253. et Individual Market Individual Rate Code Rate Code Copy to clipboard It is possible to copy information from the HTML files to clipboard by selecting items from HTML using right mouse short cut menu and selecting COPY TO CLIPBOARD or short cut key CTRL C This information can then be pasted to any open file by using right mouse menu option PASTE or short cut key CTRL V The menu option Copy TO CLIPBOARD is controlled by the user right COPY TO CLIPBOARD FROM HTML under Users User Definition Rights Miscellaneous The Quick Keys Suite8 allows you to select the Quick Keys main menu from any screen The quick keys are shortcuts to screens searches and desktop tools Using these keys allows rapid access to information without having to leave the section that you are currently working on For example a customer is making a new reservation while at the same time asking questions about restaurants in the area You can use the Telephone Book quick key for restaurant information instead of aborting the new reservation screen looking up the restaurant information closing the Telephone Book and reopening the new reservation screen Introduction To access the Quick Keys main menu Click the QUICK KEYS menu option The Quick Keys menu is displayed Arrivals Availability Billing Calendar Conference Diary Conference Floor Plan Currency Calculator Event Vacancies Event Waitlist Priority Floor Plan Goals
254. ethod of payments Select room features such as a smoking or non smoking room preferred floor near to elevator etc from the drop down list If room features have been entered on the profile they will be copied over to the reservation When you block the guest s room or check the guest in the system searches only for rooms with these features Defines the colour in which the reservation is displayed in the room rack Ctrl L Note The reservation colour takes priority over any other colour definitions such as a VIP Code colour Enter any billing information such as Room and Tax to Company The billing information is displayed in the billing screen on the standard HTML file Enter any additional information Remarks are displayed in the billing screen on the standard HTML file If the booking was made through a central reservation and there is no interface enter the confirmation number provided by the CRS If this booking came through an interface then the confirmation number is filled automatically If you made a tentative booking or just sent an offer and would like to keep reference of this reservation then enter the date on which the option for this reservation will expire or click the drop down arrow and select a date from the calendar It is possible to search by option date via the Adv Qry search criteria and to run specific reports to retrieve this information The name of the person who made the reserv
255. finition contrat Boo Profile a ae E Link Profile 3 Unlink Profile Edit Profile Start Date End Date sign up Date 5 The COntTRAcT is automatically assigned by the system but may be changed as required Click the PROFILE button to open the profile search screen Create a new profile or locate an existing profile and click SELECT Repeat steps 6 and 7 to add additional profiles to this contract 8 Enter a START DATE or select a date from the drop down calendar 9 Enter an END DATE or select a date from the drop down calendar 10 Enter a SIGN uP DATE or select a date from the drop down calendar 11 Click OK to save the contract definition How to link profiles to a block header 1 On the block header click the PROFILES tab 2 The Booker profile selected on the Block Header is listed on the Linked Profiles tree under INDIVIDUAL Block Reservation 287 Block Header Groups Profiles Pickup Agents fig Linked Profiles E Individual gt a Ex Picked Up 2 Rooming List Unlink Booking 3 Click the PROFILES button to display the Profile Select screen Travel Agent Affriat Claude 4 Enter the profile name and press Tas or click the drop down arrow to open the Profile Search screen Locate the required profile and click SELECT Repeat steps 4 and 5 for each profile type required Click OK the linked profiles are displayed in the
256. firmation dialog box 15 If the confirmation letter was printed then the template name will be displayed and the date and time it was printed in the history section of the Confirmation dialog box How to print a saved confirmation letter 1 Select the appropriate reservation in the grid click the OPTIONS button and select CONFIRMATION LETTER On the short cut menu to display the Confirmation Letter dialog box 2 Select the confirmation letter to be printed from the list of templates letters in the History section of the screen 3 Click Epit History the letter is displayed on the screen Depending on the setup of your system either MS Word or the Fidelio Internal editor application will be used to display the document 4 Make sure that all the entered information is correct any necessary changes can be made at this time Click the PRINT icon or select PRINT from the file menu to print the letter Close the edit screen Close the MS Word or the Fidelio Internal Editor application a oe a The confirmation letter template name will be displayed and the date and time it was printed in the History section of the Confirmation dialog box How to email a confirmation letter 1 Select the appropriate reservation in the grid click the OPTIONS button and select CONFIRMATION LETTER On the short cut menu to display the Confirmation Letter dialog box 2 In the TEMPLATES box click the drop down arrow and select the template to be
257. fo Message Text List Message Please call back the following number Message From Hannah Smith Duty Manager There is a message for you at the reception The package you were wating for arrived today Should we keep it for your return or DHL it to you Ocnei Make any changes if required to the message and click OK to close the message without printing or click PRINT to print the message Click CANCEL to exit the message dialog box without saving any changes How to print a guest message 1 2 3 4 From the Reservation Navigator select the required reservation Select MESSAGES from the OPTIONS menu or Click Epit to display the reservation edit screen and then select MESSAGES from the OPTIONS menu If the guest already has a message then the Messages screen is displayed Select the message to be printed and click PRINT Click CLOSE to exit the messages screen Options available on the messages screen NEW to enter a new message EDIT to edit an existing message RECEIVED to mark the selected message as received RECEIVED ALL to mark all messages as received PRINT to print the selected message FIND IN GRID to further narrow the search Standard message texts can be defined via the option MESSAGES under Setup Configuration Reservations Reservation Options Notes This option may be used to enter guest or reservation notes and is accessible via the OPTIONS menu of the Rese
258. for which you want to cut off rooms and click the EDIT BLOCK button 3 Select CUT OFF a warning message is displayed Warning i Are you sure you want to cut off all rooms in this block 4 Select Yes to release all rooms from the block Cut off day s example If the first arrival is June 12 and the number of cut off days has been set to 4 All rooms for June 12 will be released during the Night Audit of June 8 All rooms for June 13 during the Night Audit of June 9t and so forth Change Status Once the block detail has been entered the block status can be changed to the next available status 1 Click the RESERVATIONS menu and select BLOCK RESERVATION 2 Select the block for which you want to change the status and click the EDIT BLOCK button 3 Click CHANGE STATUS on the Block Header Block Reservation 295 Select Block Status Block Status Cancelled Ee Open for definite Pickup G2 Cancel Wf ok 4 Select the next available status 5 Click OK Block statuses are defined via the option BLock STATUS under Setup Configuration Reservations This option also defines which block status can be used in a new block the sequence of the block statuses the Next Status that can be selected for the block and if the status can be used to pick up rooms from within individual reservations and group reservations Options Block User Log This option may be used to view all changes made to the
259. ged Window O k a RDA en Gye imme i GlFontChanged Font o k Oaa FO S ElFont TFont x Returns sets the text displayed in an objects s title bar or below an object s icon 3 Under APPEARANCE click CAPTION and enter the text to appear on the label 4 Under FIDELIO click DATA and select DVROOMMOVEREASON Or DVROOMMOVETIME from the list box Reservation Options 231 232 Object Inspector xi FidResDataChangeLabelS TFidResDataChangeLabel nd Properties Events ClAppearance TTT TT TTT TTA EEEEE EEE EEE EEE EEE EEE TEES ETEE TERE EEE TERE RH RE THREE HE RES Alignment taLeftJustify OE EEE EERE EER ER Ee EEE EEE ER Ee EE RRR EERE REET EEE DE OEE RE Ee heen eee EERE EE EERE E Ee Eee EE EEEEE EEE TREE EERE EEE EEE SEEEE TEE E EEE TEETER EEE HEE RHEE THEE ERE Caption Roommove reason TTT iii ie tte eT eit ti i et i Te it ii ti tt i TLT ELLA ELLLET Color C BtnFace TTT TELT ETTTTTTETTTTTTATTTTTTTIAAEL T TLLTTLLTTILLELLETT Cursor T Terre TTT TTT TTT TEES EERE EERE THEE RHEE Oe PERRET EEE RAR OE ee REE eRe Ree Ee eee EEE REET EEE ORR e eee eee EE EEE EEE EEE REEL EERE REEL TREE REESE EEE SHEE EE EE EEE REET TEES EE EE EERE TEESE EEE EERE HEE HERO Tritt titi tt it C Word Wrap SO EEE EERE REE E ee REE Oe REE EE Cee ER Ee ERTS EEE EEE EL ORR e ERE REET EEE EEE EEEE EERE TEESE EEE TEETER EEE EEE SHEER TEES EEE EEEE TEESE TEES EEE E REET EEE RHEE RHEE TREO Ee El Behavior SAREE ee
260. ges are posted using the night audit cashier ID and there is no user notification that the daily charges have been posted The cashier login and then the guest folio for the checked in guest can be displayed right after check in by selecting the parameter SHOW BILLING AFTER CHECK IN under Setup Configuration Global Settings Reservation Reservation 3 tab If sharers were checked in then the guest folio is displayed for all sharing guests Cancelling a reservation This option may be used to cancel a reservation and is accessible via the Reservation Navigator Depending on the configuration a cancellation fee can be posted at the same time the reservation is cancelled A cancelled reservation is indicated on the edit reservation screen by the indicator In order to use the cancellation fee functionality a policy rule a policy type and a financial account group must be defined for cancelled reservations The amount to be charged for a cancellation can be defined in the configuration to be a fixed amount or as a percentage of the room rate for a maximum number of days for example 80 of the room rate for up to a maximum of 3 days How to cancel a reservation 1 From the Reservation Navigator select the reservation to be cancelled 2 Click the CANCEL Res button The Cancel Reservation dialog box is displayed Reservations 95 96 J R Cancel Reservation Reason History Description Turnaway Do you want
261. ghts 1 Departure 05 10 2011 Adults i Gs Room type Rate 2 Complete the options as detailed in the table below Click OK If the name entered on the quick reservation screen matches existing profiles then the profile search screen is displayed 4 If the profile required exists select it from the grid and click SELECT Quick Reservation 403 404 5 If the profile does not exist click CONTINUE the profile is then created automatically The edit reservation screen is displayed 6 Complete any additional information required then click OK to save the reservation Quick Reservation dialog box Fill in this field With this information Enter the guest s last name with appropriate capitalization MI Middle Enter the guest s middle initial or name Initial Name is David but he prefers to be called Dave p City Enter the city State N Enter the state code here or select from a drop down list of defined states The state codes can be attached to zip codes so that as soon as the zip code is entered the state field will be filled automatically Street 1 Address line 1 Street 2 Address line 2 Language Select a language from the drop down list of defined languages Title Enter the guest s title Address greeting Select an address greeting from the drop down list of defined greetings Letter greeting Select the letter greeting from the drop down list of defined letter greetings Phone Enter th
262. guest rights screen 10 Click the CLosE button to exit the edit group screen Default statuses for the query result display can be configured via the option GROUP STATUS under Setup Configuration Global Settings Miscellaneous Search Screens 2 Tab Default Search Criteria on Reservation Navigator Cancelling a group reservation 1 Click the RESERVATIONS menu and select GROUP RESERVATION to display the Group Reservation screen 2 Select the required group and click EDIT The Edit Group reservation screen is displayed 3 Select the reservation to be cancelled and click CANCEL The Group Cancellation dialog box is displayed Group Cancellation Cancel selected reservation Cancel all reservations 4 By default CANCEL SELECTED RESERVATION is selected to cancel all the reservations for this group select CANCEL ALL RESERVATIONS 5 Click OK the Cancel Reservation dialog box is displayed Group Reservations R Cancel Reservation Reason History Description Turnaway Do you want to Cancel Select the REASON the reservation or reservations are being cancelled In the DESCRIPTION box additional details can be added if required Click YES to cancel the reservation or reservations A list of the cancelled reservations and their cancellation number is displayed Fidelio Suite amp Reservation Price Waterhouse Presentation new has been cancelled successfuly Cancellation number is 145
263. guests such as a change of linen and towels a bath robe a fruit basket or chocolates Amenities can be attached to a reservation and each amenity can be linked to a frequency similar to package frequencies For example every second day the linen is changed or each day the fruit basket is freshened up Amenities are automatically attached to a reservation if the rate code room type room number market or source code has been assigned an amenity cycle How default amenities are defined An amenity is defined and is assigned a responsible department Amenities are then assigned to an amenity cycle for example a standard cycle might have the linen changed every second day and the towels every day Amenity cycles can then be assigned to rate codes room types and room numbers How to add view amenities 1 From the Reservation Navigator select the reservation to which amenities are to be attached 2 Select AMENITY from the OPTIONS menu or Click Epit to display the reservation edit screen and then select AMENITY from the OPTIONS menu or select the AMENITY tab The Amenity grid is displayed If amenities were assigned to the rate code room type or room selected for this reservation then the appropriate amenities will already be listed In the example below the flowers are changed every third day the linen every second day and the towels are changed on a daily basis Reservations 91 92 Transponders Sunday Monday Tuesd
264. he Fidelio Internal editor application will be used to display the document Make sure that all the entered information is correct any necessary changes can be made at this time At this point the letter can be printed or saved to be printed at a later time To print the letter click the PRINT icon or select PRINT from the file menu Close the edit screen if changes were made you will be prompted to save the changes If using MS Word as the editor click ExiT to close the application If the document was edited and saved but not yet printed then the template name will be displayed with Saved after the name and the date and time it was saved in the history section of the Print dialog box If the document was printed then the template name will be displayed and the date and time it was printed in the history section of the Print dialog box How to print saved correspondence i ee ee Select the required block in the grid click the CORRESPONDENCE button to display the Block Correspondence dialog box Select the document to be printed from the list of templates in the History section of the screen Click Epbit History the letter is displayed on the screen Depending on the setup of your system either MS Word or the Fidelio Internal editor application will be used to display the document Make sure that all the entered information is correct any necessary changes can be made at this time Click the PRINT icon or select PR
265. he New Activity dialog box is displayed Block Reservation Activity Manager Assignment Linked Documents Company Name larritz Conferences m E Company TRA Contact Name Miss Sandy Ball beall Contact TAA Communication Reservation ID Arrival Date O 4 04 2012 Resp Employee DS DS Supervisor Demonstration Activity Type Activity Description all Day Event Check Availability Start Date 06 10 20 lil iy Start Time End Date l06 10 2011 End Time BUS BUS Busy Private E T Reminder Creating at Thursday October 06 2011 9 29 AM Creating by Supervisor Demonstration Tr Q Cancel 6 Complete the fields as detailed in the table below 7 Click OK the activity is displayed in the tasks and activities grid Activity Edit dialog box Fill in this field With this information Company Name Link to a company profile Contact Name Link to an individual contact profile Company T amp A Click this option to display the activity search screen By default all the tasks and activities for the selected company are shown for one year in the past and one year in the future Contact T amp A Click this option to display the activity search screen By default all the tasks and activities for the selected contact are shown for one year in the past and one year in the future Preferred communication method for the activity Booking ID The ID number of the booking master Note This field is information only and
266. he OPTIONS menu of the Reservation Navigator and allows reservations to be put on a check in queue when no room is available at the time of arrival If Queue Room Handling is used then an additional tab Q ROOMS is displayed on the default search criteria on the reservation navigator All reservations that have been put on the check in queue are listed here An additional field TIME ON Q counts the time that the rooms have been in the check in queue When performing the check in the room is removed from the queue Arrival In House Departure All Waitlist O Rooms Fin Accounts l i sms 1 l Q Rooms k Name Time on Q No ofrooms Arrival 1 07 09 11 How to add rooms to the queue 1 From the Reservation Navigator select the reservation to be added to the queue 2 Select ADD TO QUEUE from the OPTIONS menu Reservation Options 113 114 A confirmation message is displayed Confirmation Do you want to add reservation to queue 3 Click Yes to add the reservation to the queue The reservation is now listed under both the Arrival tab listing and the Q Rooms tab The time the reservation has been in the check in queue is listed in the column TIME ON Q How to delete rooms from the queue 1 From the Reservation Navigator select the reservation to be removed from the queue 2 Select DELETE FROM QUEUE from the OPTIONS menu A confirmation message
267. he SPLIT functionality How to assign rooms using automatic room assignment 1 Click the RESERVATIONS menu and select GROUP RESERVATION to display the Group Reservation screen 2 Select the group to which you want to assign rooms and click EDIT The Edit Group reservation screen appears 3 Select AUTOMATIC ROOM ASSIGNMENT from the GRouP OPTIONS menu Automatic Room Assignment Create Message Group Check In Pre check in keys Set Guest IFC Rights Set Group Wakeup Statistics Tasks amp Activities The Automatic Room Assignment dialog box appears displaying a list of the individual group reservations 372 Group Reservations R Automatic Room Assignment EISA Floor Rooms vacant last night Clean only E Override existing rooms Start from room C Rooms checked out today E Ind out of service bk Select All Dee Unselect All Reservation Share Number Start Date End Date ames ANOreyy LAr Biati 12 O And 27 12 11 28 12 11 O Smith John 99 27 12 11 28 12 11 ones Lavi 29494 vee tee O David 27 12 11 28 12 11 aters Michael 71211 A1271 C Waters Michael 27 12 11 28 12 11 summers George Lei Ja 12 13 Os G 27 12 11 28 12 11 4 Complete the selection criteria as required The rooms to be assigned can be defined by completing the various selection criteria including limiting the rooms to a particular floor and defining from which room number the room assignment Should start See the Automatic Room Assignm
268. he To box is automatically completed with the email address from the profile this can be changed by clicking the drop down arrow and selecting the email address to which this email should be sent or by selecting the required email addresses from the list of available in the panel on the upper right hand side and clicking the TO button Click the SELEcT ALL button and then the TO button to select all the available email addresses 9 In the CC box click the drop down arrow and select the email address which Should be copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the CC button Click the SELEcT ALL button and then the CC button to select all the available email addresses 10 In the BCC box click the drop down arrow and select the email address which Should be blind copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the BCC button Click the SELEcT ALL button and then the BCC button to select all the available email addresses 11 Enter the topic of the email in the SuBjEcT box If a default email subject has been defined then this will be displayed 12 In the Bopy box the default email body text if defined is displayed this is the text which should be included in the body of the email any necessary changes can be made at this time 13 If the email should be saved a
269. he arrival date departure date number of adults and the room rate Before entering anew reservation you would usually need to check the availability of rooms and rates This can be done via one of the quick keys Rate Query CTRL R Availability CTRL D Room Type Availability CTRL SHIFT D How to create a new reservation 1 Click NEW RESERVATION from the RESERVATIONS menu press CTRL N or click the New button on the Reservation Navigator The profile search screen is displayed 2 Create a new profile or locate an existing profile and click SELECT See How to create a new profile The Edit Reservation screen is displayed defaulted to the RESERVATION tab The upper section displays information from the guest profile The lower section is used to enter the main reservation details Reservations Ba Edit Reservation 2933 Reservation Profiles Package grid Credit card Special attr Meal plan Name Telephone O77 897 568 Gaal 2 Country 5A US _ First Name Ralph Travel Agent State X TEXAS Html Language English Zip City 76206 Wichita hi Source Letter Greeting Dear Mr Street 534 N Tallyrand Street Arrival Wednesday Nights Departure Thursday Currency o7 09 2011 l Jos os 2011 Euro Guest Recognition Party Flight Market Individual Room features SiE Individual Reservation color Billing info Disc amount 53 79 Disc 100 0 Remarks Promotion TUR KIK CR5 no Reason
270. he display of the Amenity tab is controlled by the parameter AMENITY TAB under Setup Configuration Global Settings Reservation Reservation 2 tab Reservations Reservation Details Fill this field With this information Arrival Enter the reservation arrival date or click the drop down Mandatory arrow and select a date from the calendar The day of the week is displayed above the date Enter the number of nights for the stay or enter the departure date in the next field and Suite8 will calculate the number of nights Enter O for day use rooms Departure Enter the reservation departure date or click the drop down Mandatory arrow and select a date from the calendar If the number of nights was entered the departure date will be calculated automatically The day of the week is displayed above the date From the drop down list of defined currencies select a currency in which to quote the rate The default is the currency defined as the Base Currency for rooms Currency Individual Reservation Enter the number of rooms requested per room type If you need multiple rooms of one room type you can enter this on one reservation and split the reservation before check in If you need multiple rooms of different room types you would enter one reservation with one room type and then use the ADD ON reservation functionality under OPTIONS to enter the second reservation with the other room type Group Reservation Enter
271. he group rooming list a message is displayed Only users with the right to create a reservation with a profile status of C or R can continue to create a reservation Group Reservations Note Columns on the rooming list can be sorted by clicking the header Available options on the rooming list dialog box SAVE to save the rooming list PROFILE EDIT to edit the selected profile PROFILE SEARCH to search for an existing profile REMOVE to remove the selected profile EXCEL IMPORT to import a rooming list in excel format How to customize the rooming list grid 1 Display the rooming list entry screen Es Rooming List k ko FirstName Language Address Greeting Letter Greeting Arrival Departure __ Share Room Type No of Pax Biling Info Remarks Special Date WA ox Biomedical Sciences 26 12 11 02 01 12 TR 2 zl TP Profle eat 2 Biomedical Sciences 26 12 11 02 01 12 TR 2 3 Biomedical Sciences 26 12 11 o2 o1 12 TR 2 Gy Profile Search 4 Biomedical Sciences 26 12 11 o2 01 12 TR 2 r ee tei Block Grid E Excel Import V Check Profile Enable New Reservations amp cancel 2 Place the cursor in the grid and right click to display the short cut menu Customize Restore Defaults Show Defaults Print ee _ 3 Select CUSTOMIZE to open the customize screen Customize gt
272. he number of guest profiles attached However the number of adults will only be validated if the number of rooms entered on the reservation is 1 The following parameters are only available if the parameter NUMBER OF ADULTS MUST MATCH LINKED GUESTS is selected WARNING IF GUEST DOCUMENTS ARE NOT ENTERED WHEN SAVING a warning message is displayed if any of the guest profiles are missing Date of birth Place of birth or Nationality DENY CHECK IN IF DOCUMENTS ARE NOT ENTERED check in will be denied if any of the linked guest profiles are missing Date of birth Place of birth or Nationality MATCH CHILDREN NUMBER the sum of adults and children will be used when checking the match for number of persons against number of linked profiles The guest profiles option is controlled by the parameter MULTIPLE GUEST PROFILE FUNCTIONALITY under Setup Configuration Global Settings Reservation Reservation2 tab A full listing and explanation of all the available parameters for multiple guest profile functionality is available via the section MULTI GUEST LINK under Setup Configuration Global Settings Reservation Reservation 2 tab Displaying by default only profiles which are linked to the reservation profile is controlled by the parameter LINKED PROFILES CHECK ON under Miscellaneous User Settings Search Screens tab When searching for a profile only profiles which are linked to the primary reservat
273. hen click the ADD button Note Only one room type can be selected at a time The Number of Rooms dialog box is displayed Number of Rooms Px 55 G Cancel 6 The total number of rooms available for this room type is listed adjust the number of rooms if required and click OK The selection is listed in the Selected Rooms dialog box in the lower right corner Startdate _ Enddate___ Roomtype _ Value Pr 12 11 Oil DR be 7 Repeat steps 5 and 6 until all the required rooms and room types have been selected Group Reservations 357 Note Occasionally when you are entering a group you may want to reserve a room type which does not have enough available rooms In this case the system will display the room type selection screen and allow rooms to be borrowed from another room type Borrowing from a room type does not increase the total size of the block it only readjusts the allocation among the different room types 8 Click the SELEcT button The Edit Group dialog box is displayed complete with group info details taken from the block header and the booker The group name is the block name with a running number and the date added The following message is also displayed Confirmation Do you want to link profiles attached to block to reservation on 18 08 12 No NotoAll YestoAll 9 Click Yes to link the profiles to the group reservation or No if the profiles should not be linked The gro
274. his time Click SEND the document is generated and the email sent 6 The confirmation letter email template name will be displayed and the date and time it was printed sent in the History section of the Confirmation Letter dialog box How to fax a confirmation letter 1 Select the appropriate reservation in the grid click the OPTIONS button and select CONFIRMATION LETTER On the short cut menu to display the Confirmation Letter dialog box 2 In the TEMPLATES box click the drop down arrow and select the template to be used 3 In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used 4 In the PREF DISTRIBUTION box the preferred method of distribution for this profile is displayed If a company profile is selected then the contact profiles preferred method of distribution takes priority over the company s Select the FAMILY GREETINGS check box if the family letter greetings should be used Select the CONTACT and ADDRESS information to be used in the confirmation letter Click Fax the confirmation letter is generated and the fax dialog box displayed 146 Reservation Options Bi Send Fax To 49 30 390 476 55 8 The To box is automatically completed with the fax number from the profile Enter the recipients fax number if it was not filled from the profile 9 To edit the fax click Epit the confirmation letter i
275. how many times this package will be posted Reservations 61 62 BRF Breakfast induded adv BRF Breakfast induded adv NEW Newspaper Financial Times HT ps First Night SHOW DEFAULT PACKAGES displays all packages configured as SHOW IN RESERVATION on the lower part of the screen This option can be selected in addition to one of the three display options described above SHOW PACKAGE TREE displays packages by package report group Double clicking a package adds it to the reservation and removes it from the package group listing Package grid calculated and package prices Definition Calculated price Displays the calculated price including packages for the day selected in the grid If there are rate changes or package changes during the stay the amount is displayed in red Net Amount Displays the net amount of the rate excluding taxes for the day selected in the grid Extra Charges Displays the sum of all extra charges such as exclusive packages and fixed charges for the day selected in the grid Rate Amount Displays the original rate amount for the day selected in the grid Packages all Displays the total amount of packages attached to the reservation for the day selected in the grid If there are package changes during the stay the amount is displayed in red Include Displays the total amount of all inclusive packages for the day selected in the grid If there are package changes during the stay the amount
276. ia the OPTIONS menu of the Edit Reservation screen and via the FIXED CHARGES tab on the Edit Reservation screen Fixed charges are used to post daily charges other than room tax or packages for example a pet parking or extra bed Fixed charges are posted automatically during night audit or via the option Post DAILY CHARGES on the Cashier Options menu If a fixed charge applies only for certain days of the guest s stay then the fixed charge may be applied on a by day basis For example the guest hires a car for part of his stay and needs to rent a parking space only for the days he has the hire car If a fixed charge has been applied to a reservation it will be indicated at the bottom of the edit reservation screen by the indicator ey How to add a fixed charge 1 From the Reservation Navigator select the reservation to which a fixed charge is to be added 2 Click EbiT to display the reservation edit screen and then select FIXED CHARGES from the OPTIONS menu The Edit Reservation screen is displayed defaulted to the FIXED CHARGES tab Es Edit Reservation 2933 lo Reservation Inventory l Profiles Package grid Grid Attributes Credit card Fixed charges Notes Special attr Meal plan Department E Reserv inven romoton Freeh Pada a onions x Ocoee _ Reservation Options 161 162 3 oe oS Click the ADD button to display the Fixed Charges dia
277. ialog box All the existing notes are listed in the upper part of the dialog box The text of each note is listed in the lower part of the dialog box Click on the DETAILS button to view details such as the category when the note was entered and the time it was entered Select the note to be edited and click the Epit button to display the Edit Note dialog box Make any changes required and click OK to save the note How to delete a note i PA uk w Click the Notes button to display the notes dialog All the existing notes are listed in the upper part of the dialog box The text of each note is listed in the lower part of the dialog box Click on the DETAILS button to view details such as the category when the note was entered and the time it was entered Select the note to be deleted Click the DELETE button a confirmation message is displayed Click Yes the note is deleted Note Categories are defined via the option NOTES CATEGORIES under Setup Configuration Reservations Note Categories can be defined to be restricted and then only users with the appropriate user rights can view edit insert or delete a restricted note Note categories can also be defined to pop up when editing the reservation Restricted notes functionality is controlled by the rights under the user right RESTRICTED NOTES under Setup Configuration Users User Definition Rights Miscellaneous Reservations Text Templa
278. ich the guest is staying on company business and removed for the days on which the guest is staying on their own account Note If MULTIPLE GUEST PROFILE FUNCTIONALITY is active then the lower section of the profiles tab shows all the profiles which are attached to this reservation the primary profile is marked with an x How to link a new profile 1 From the Reservation Navigator select the required reservation 2 Click EbitT to display the reservation edit screen and then select the PROFILES tab Any company travel agent source or booker profiles already linked to the reservation are displayed Fi Edit Reservation 2933 Profile Related B Reserv Price display Rate amount E Induding add to rate packages add 3 7 3 3 Primary Primary Name Age Age cat Wed Thu Fri Sat x 7 Aceti Ralph 1 Adult 90 00 90 00 EL Attributes 3 Click the ADD button to display the profile search screen If the LINKED PROFILES ONLY check box is selected by default then only profiles which are linked to the reservation profile are displayed Reservations 55 4 If the required profile is not displayed clear the LINKED PROFILES ONLY check box and search again 5 Locate the required profile and click SELECT The profile is linked to the reservation and the profile name and type are listed Name Role Change MICROS FIDELIO GmbH Company 6 Click OK to save the profile linkage and close the rese
279. idity 5sae Boe 8 Click the SELECT button to select the frequency and close the Frequency screen 9 Click OK to close the Amenity Grid How to unlink an amenity 1 From the Reservation Navigator select the reservation from which amenities are to be removed 2 Select AMENITY from the OPTIONS menu or Click Epit to display the reservation edit screen and then select AMENITY from the OPTIONS menu or select the AMENITY tab The Amenity grid is displayed 3 Select the day or days the amenity is to be removed and click UNLINK 4 Click OK to close the Amenity Grid This option is controlled by the parameter AMENITY FUNCTIONALITY under Setup Configuration Global Settings Reservation Reservation 2 tab The display of the Amenity tab on the guest reservation is controlled by the parameter AMENITY TAB under Setup Configuration Global Settings Reservation Reservation 2 tab Amenities cycles and cycle links are defined via the option AMENITY CONFIGURATION under Setup Configuration Reservations Reservation Options 123 124 Billing This option may be used to access the guest s folio and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen This option is only available if the status of the reservation is EXPECTED CHECKED IN DUE OUT or CHECKED OUT In addition the user must have a valid cashier number in order to access the gue
280. il addresses from the list of available in the panel on the upper right hand side and click the CC button Click the SELECT ALL button and then the CC button to select all the available email addresses 10 In the BCC box click the drop down arrow and select the email address which Should be blind copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the BCC button Click the SELEcT ALL button and then the BCC button to select all the available email addresses 11 Enter the topic of the email in the SuBjecT box If a default email subject has been defined then this will be displayed 12 Click ADD the Attach documents dialog box is displayed Block Reservation 335 Document Groups DOCUMENTS Allowed Directories C Fidelio Documents Document Name 13 In the DOCUMENT GRouPS list select the document group required 14 In the ALLOWED DIRECTORIES list select the allowed directory required 15 Click BROWSE to display the list of documents 16 Select the required document and click OPEN the Document Name field is filled Document Groups DOCUMENTS Allowed Directories Fidelio Documents Document Name C Fidelio Documents Pocument docx 336 Block Reservation 17 To attach the document click ATTACH the document is shown as a linked attachment on the email report dialog box eee os i Email Addresses iF cond Sender ho
281. ildren to be entered 8 Select the ENABLE NEw RESERVATIONS check box to create additional reservations from the rooming list 9 Click ExceL IMPORT the Select Excel dialog box is displayed z Excel Format Template c Set as Default 10 Click OPEN FILE and select the required excel file click OPEN 11 Select the required EXCEL FORMAT TEMPLATE 12 Click the IMPORT button the names are imported and displayed on the rooming list grid 13 Click OK to save the rooming list An update screen shows the progress of the creation of the individual profiles and reservations LI x i Do you want to import all Reservations with different different Roomtypes Group Reservations 371 x 9a Not enough available Double Room rooms on 18 01 2010 Do you want to overbook wea J No No to All Yes to All 14 Upon completion the update screen closes automatically and the Edit Group screen is displayed with the individual reservations displayed in the grid in the lower part of the screen Note If the rooming list consists of different room types then a question will be displayed asking if you want to import all reservations with different room types If there are not enough available rooms then a question is displayed asking if you want to overbook Automatic Room Assignment This option allows automatic room assignment for group rooms that have been split either by entering a ROOMING LIST or using t
282. imit Value Source code COM Company Channel code INT Internet EUR Euro Click UNLINK the message Unlink CCM Booking is displayed to confirm the unlinking select YES If no postings have been made the Financial Account will be unlinked If postings have been made then a message is displayed to Transfer postings of the selected booking select YES The cashier folio is displayed click the TRANSFERS button to display the Transfer Posting dialog box In the To Room field select the account to transfer the postings to or create and then select a new financial account The charges may be transferred in the normal manner or transferred by checking the TRANSFER POSTINGS OF SELECTED CCM BOOKING check box This option transfers all postings that have been made via the MANUAL PosT option under the EVENTS menu Click OK to transfer the charges Financial Accounts 10 Click the CLOSE button to close the cashier screen 11 Click OK on the Financial Account Settings dialog box to complete the transaction Note Financial Accounts will be unlinked only when the OK button on the FA edit screen is pressed If CANCEL is pressed then the FA is still linked even if postings have been transferred Note Postings that have been made via the option POSTINGS on the OPTIONS menu are not linked to the CCM booking and posted directly to the Financial Account These postings have to be transferred individually How to display the user log
283. ing time is defined in the Global Settings Profile 1 tab End Date The ending date of the activity End Time The ending time of the activity The default ending time is defined in the Global Settings Profile 1 tab Selecting an entry from this list box shows whether the activity is taking place out of the office if the Sales Manager is busy or free etc Show As Private Checking this field will mark the activity as private Note Functionality not yet implemented A reminder can be set ranging from 5 minutes to one month Users then have the option to choose to Dismiss or Snooze the activity The reminder is sent to the responsible manager and any assigned managers Date Completed Date the activity was completed select from calendar Free format field to add any additional notes or information Reminder The day date time and name of the logged in user can be added to the text of the note by pressing F7 How delete a task or activity p Click the RESERVATIONS menu and select BLOCK RESERVATION The block reservation navigator is displayed Select the required block and click the Epit BLock button Select TASKS amp ACTIVITIES from the OPTIONS menu A list of existing tasks and activities is displayed A Select the task or activity to be deleted and click DELETE A confirmation message is displayed Block Reservation 5 Click YES to delete the task or activity Assign
284. inked to this card number If the workstation is equipped with a card reader it is also possible to swipe the transponder card Block Reservation 319 How to enter a new billing instruction 1 From the Reservation Navigator select the required reservation 2 Select BILLING INSTRUCTIONS from the OPTIONS menu or Click EpIT to display the reservation edit screen and then select BILLING INSTRUCTIONS from the OPTIONS menu or Click the RESERVATIONS menu and select BLOCK RESERVATION 4 On the block reservation navigator select the required block and click the BILLING INSTR button The Billing Instructions dialog box is displayed with any existing billing instructions listed E Billing Instructions ol e Window Department Codes timit Room Account _ Name__ Search ame __ FromDate__ ToDate__ Payment_ yf ox All Unrouted Postings Aceti Ralph 02 10 11 03 10 11 New 5 Click the NEw button to display the New Edit Billing Instruction dialog box 320 Block Reservation Fi New Edit Billing Instruction 10283 Billing Instruction Window ri From Date To Date 02 10 2011 03 10 2011 Department Codes V Same Room Video Check Out Aceti Ralph AR Number Payment Credit Card Contact lt None gt Address ADR Standard Address Wichita 76206 534 N Tally 534 N Tallyrand Street 76206 Wichita TX 6 Select the WINDOw the charges should be routed to The default f
285. ion However market source and channel codes cannot be changed even with this right activated Discrepant Persons functionality is controlled by the user right DISCREPANT PERSONS under Setup Configuration Users User Definition Rights Housekeeping Credit Cards This option may be used to add credit card details to the reservation and is accessible via the CREDIT CARD tab on the Edit Reservation screen The credit card screen is displayed divided into three sections RESERVATION CREDIT CARDS used to register credit cards which are valid for this reservation For example for a company reservation where the guest is paying with a company credit card GUEST CREDIT CARDS used to register credit cards which belong personally to the guest Credit cards which are linked to the guest profile can be moved from reservation credit cards to guest credit cards and vice versa using drag and drop APPROVALS displays the credit cards with an approval amount and code where the approval amount has not been absorbed Selecting the history option will display all credit cards including those for which the approval amount has already been absorbed If the parameter AUTOMATIC LINK TO GUEST PROFILE is active then the credit card will be automatically linked to the guest profile when entered or swiped on the reservation Reservations 73 Edit Reservation 2846 Reservation Inventory Profiles Package grid Grid Attribu
286. ion navigator a specific tab may be selected and a selection filter set Arrival In House Departure Al Waitlist Q Rooms Fin Accounts Selection Reservation Cancell Reservation Search Entering a query on the reservation navigator The query screen is split into three sections The basic search criteria The advanced query options The default search criteria The basic search criteria You may fill in multiple fields to narrow the search criteria The actual query is displayed in a script format in a window on the right hand side of the screen If no data is entered the list of reservations is displayed in alphabetical order The fields are explained in the table below Reservation Search dialog box Fill in this field With this information The last name of the guest Reservations 25 The first name of the guest Confirmation The confirmation number Res Type Select a reservation type such as definite or tentative from the drop down list A specific room number Attributes The attributes query consists of two selection fields The first allows you to select from a drop down list of query possibilities The second field requires the user to select a possible value from a drop down list Reservation attributes may be an item to be placed in the guests room For example a specific newspaper flowers or chocolates Specific requests like a foam pillow could also be considered as r
287. ion profile are displayed however if the required profile is not displayed the LINKED PROFILES ONLY checkbox can be cleared and the search performed again Attribute categories are defined via the option ATTRIBUTE CATEGORIES under Setup Configuration CRM For each attribute category added a new category is created under MARKETING INFO The elements for each new list box may then be added under the corresponding MARKETING INFO category under Setup Configuration CRM Changes to multi guest reservation attributes are displayed in the user log if the option RESERVATION ATTRIBUTE is selected in Setup Configuration Users User Log Reservation Attribute categories may be defined to be displayed only in specific locations the additional list boxes are shown in reservations on the first page on the multi guest profiles tab the attributes tab or on the special attributes tab Additionally an attribute can be defined to be copied from the profile to the reservation and or to multi guest indicating that attributes linked to a guest or company profile are automatically copied to the multi guest page attributes when the attribute is attached to a profile and this is linked to a reservation on the multi guest page Guest Transportation This option may be used to enter transportation information and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen The guest
288. ion reinstate for Walker Tony was successful Reinstate dialog box Fill in this field _ With this information The reason for reinstating the reservation The cancellation no show history of the reservation Description The reinstate reason is completed by default add any additional details if required How to reinstate a cancelled reservation for a past arrival date 1 From the Reservation Navigator select the required reservation 2 Select REINSTATE from the OPTIONS menu or Click the REINSTATE button The Reinstate Reservation dialog box is displayed R Reinstate Reservation Reason History Cancellation No 1447 Cancelled On 29 10 2011 11 58 52 Cancelled By Supervisor Demonstration Do you want to reinstate Pres G No Select the REASON the reservation is being reinstated from the drop down list 4 In the DESCRIPTION box the reason for reinstating the reservation is listed and additional details can be added if required 5 Click Yes to reinstate the reservation if there are billing instructions then a message is displayed Reservation Options 225 Confirmation Stay Is changed Do you want to adjust billing instructions automatically to the new arrival or departure dates 6 Click YES to adjust the billing instructions to the new dates 7 The Edit Reservation screen is displayed with a new reservation which is identical to the cancelled reservation with the exception of the a
289. is accessible via the OPTIONS menu of the Edit Reservation screen This option is parameter controlled If amember of the bonus point program makes a reservation a message is displayed asking if the bonus point card of the guest should be linked to the reservation If the booker of the reservation has a bonus point card then the bonus points can be calculated for the booker s card even if there is no bonus card linked to the reservation The bonus card indicator is displayed on the reservation and the bonus card information for the booker s card is displayed when double clicking on the indicator Note If the membership card has expired then a message to this effect is displayed however the card can still be linked The guest can be informed that the card has expired and the expiration date can be changed manually How to add a bonus point card to a reservation 1 From the Reservation Navigator select the required reservation 2 Click EpIT to display the reservation edit screen and then select BONUS POINT CARD from the OPTIONS menu The Bonus Point Cards screen is displayed Reservation Options Last activity Total earned Next step up Mr Ralph Aceti 534 N Tallyrand Street 76206 Wichita TX Membership Bonus Point System Blue Level 1007 Bonus Points 71 Statement Details ee TOR Transaction Date Collected Points Spent Points 10 01 11 11 52 59AM 21 0 11 01 11 8 53 39 AM 50 0 4 Select the required membership card and click SE
290. is displayed 3 Select Jorn PARTY the join party dialog box is displayed R Reservation Party First arrival day Last departure day Contact Aceti 1 02 10 11 06 10 11 Aceti Ralph Garten Party 3 27 09 11 09 10 11 Jaegerman Thoma E Indude checked out E Indude not affecting availability 4 Select the party from the list of available parties Ifthe last member of a party has checked out the party is not available for selection unless INCLUDE CHECKED OUT is selected To view party reservations with a status which is not affecting the availability such as cancelled or tentative reservations select INCLUDE NOT AFFECTING AVAILABILITY 5 Click SELECT to join the selected party How to clear a party reservation 1 From the Reservation Navigator select the required reservation 2 Select PARTY from the OPTIONS menu to display the party sub menu or Click Epit to display the reservation edit screen and then select PARTY from the OPTIONS menu 212 Reservation Options The Party sub menu is displayed 3 Select CLEAR PARTY a warning message is displayed Confirmation Are you sure you want to clear party linkage for selected reservations ae 4 Click Yes to clear the party linkage for the selected reservation How to edit a party reservation 1 From the Reservation Navigator select the required reservation 2 Select PARTY from the OPTIONS menu to display the party sub menu or Click Epit to displ
291. is displayed asking if the default billing instructions should be added Confirmation Do you want to add default billing instruction codes of MICROS FIDELIO GmbH 12 Click Yes to add the default billing instructions 13 1f the option SAME Room is not selected then the charges could be routed to an OTHER ROOM 14 If the option SAME Room is not selected then the charges could be routed to a financial account OTHER ACCOUNT Select from a list of available financial accounts or create a new Financial Account The search criteria allow the user to easily locate the required financial account Selecting the option SHOW ON POPUP will display all available financial accounts This setting is saved for future use until changed by the user 15 If the selected account has an accounts receivable number then the AR NUMBER and credit limit are displayed 16 If the method of PAYMENT is known it can be selected from a list of available payment methods and will be the default for that window at check out 17 If the method of payment for that window is a CREDIT CARD then the credit card can be selected 18 If the selected profile is a company and has a primary CONTACT attached then this contact can be selected however contacts will not be linked automatically 19 The billing ADDRESS of the name other name or account is displayed automatically If no billing address exists then the primary address is displayed If more than one add
292. is option is parameter controlled PRINT to print the luggage detail depending on the configuration it may not be possible to reprint luggage details PICK UP to mark the luggage detail as picked up DELIVERED to mark the luggage detail as delivered LOCATION to change the location of the luggage DELETE to delete the selected luggage detail depending on the configuration it may not be possible to delete printed and or not printed details REFRESH to update the current display LOG to display the luggage user log Reservation Options Luggage Dialog Box Luggage label number If auto numbering is not active then enter the luggage label number depending on the configuration only a numeric entry may be allowed Number of pieces The number of pieces of luggage to be stored or picked up The location of the luggage Status Completed by default with the status NORMAL The status changes to PICKED UP or DELIVERED when the luggage detail is marked as picked up or delivered Any additional details about the luggage Luggage label functionality is controlled by the parameter LUGGAGE LABEL FUNCTIONALITY under Setup Configuration Global Settings Reservation Luggage 5 tab All the luggage label configuration options are displayed when the option is activated Luggage locations are defined via the option LUGGAGE LOCATION under Setup Configuration Reservations Meal Plan This option m
293. iscount and package calculations for the selected reservation and dates Changes are considered during the stay Master Share This option may be used to change an independent or a slave reservation into a master reservation and is accessible via the OPTIONS menu of the Edit Reservation screen This option is available on independent share reservations and on a share reservation which is currently defined as the SLAVE reservation Master and slave reservations are identified as one reservation with two different names the master is the primary reservation and the slave is the secondary reservation How to change a slave reservation to a master reservation i 2 4 From the Reservation Navigator select the required reservation Click Ep T to display the reservation edit screen A slave reservation has the indicator Slave at the bottom of the edit reservation screen Select MASTER SHARE from the OPTIONS menu The indicator changes from SLAVE to MASTER this reservation is now defined as the master reservation Click OK to close the reservation edit screen How to change an independent share reservation into a master reservation 1 2 From the Reservation Navigator select the required reservation Click Ep T to display the reservation edit screen An independent share reservation has the indicator Share lat the bottom of the edit reservation screen Select MASTER SHARE from the OPTIONS menu The indicator
294. ist Checked In Checked New Group Name j k No of Rooms Room Type Share Number A A Edit Thomas Cook Summe 04 11 11 06 11 11 Edit Profile amp Cancel Res 2 Rooming List X split options No of Rooms Room Type 7 Shar Group Info Tab Details Fill in this field With this information Template The name of the group template Name The name of the group as entered on the group template this may be changed as required A group name must be unique Contact The name of the contact person as entered on the group template this may be changed as required Language The language as entered on the group template this may be changed as required Country The country as entered on the group template this may be changed as required State The country as entered on the group template this may be changed as required Nationality The nationality as entered on the group template this may be changed as required This option is parameter controlled Block Name If this group is part of a block reservation then the name of the block is displayed The block can be accessed by clicking the BLock button Starting date The arrival date of the group the default is today s date Nights The number of nights the group will stay If the departure date is entered the number of nights is calculated automatically End date The departure date of the group If the number of nights is entered the departure date is c
295. it Reservation 2933 x Res Reservation Profiles cal Package grid Grid Attributes Credit card Notes Special attr nieainies Amenity 1 1 0 0 0 0 0 Double Room Double Room Double Room Double Room Rack Rate Rack Rate Rack Rate Rack Rate 100 00 o 0 00 0 00 o 0 00 o Discount amount 53 40 Euro 53 40 Euro 18 00 Euro 18 00 Euro 18 00 Euro 18 00 Euro 20 55 Euro 20 55 Euro 109 95 Euro Rate amount 92 00 Euro 92 00 Euro 90 00 Euro 90 00 Euro 90 00Euro 90 00 Euro 90 00 Euro 90 00 Euro 362 00 Euro Manual price x x x x Individual Individual Individual Individual Individual Individual Individual Individual On Site On Site On Site On Site marma price 72 00 Euro 72 00 Euro 72 00 Euro 72 00 Euro 69 45 Euro 69 45 Euro 213 45 Euro Extra charges Package code BRF NEW BRF BRF BRF Packages Breakfast induded NewspzBreakfast induded Breakfast induded Breakfast induded C Notes Inventory Promotion Free right Package options Po Ocna 3 Click OK to close the reservation screen Attributes and Special Attributes This option may be used to add daily and non daily attributes to a reservation and is accessible via the ATTRIBUTES tab on the Edit Reservation screen Attributes are user definable and may be used to collect additional non standard information about the guest A SPECIAL ATTRI tab can be activated for properties with more attributes that can be added to the
296. ith Contract Guest Recognition Indicators Address Kersovanija 1 31000 Osijek Croatia First Arrival 29 09 11 Last Departure Stays 0 Last Room Rate Total Revenue Notes for Profile Notes for Reservation 0 00 EUR Occupied by Arrival Departure Stramm Rudolf Select a reservation from the grid 04 10 11 12 00 00 PM Click Move to move the reservation to the scheduled room oC fem di Move Edit Res If the reservation has an inventory item attached with a room move warning then a message is displayed 401 Confirmation There are inventory ttems that need attention Baby Cot Do you want to continue 5 Click YES to perform the room move or click No to cancel the room move 6 Click CLOSE to close the room move screen Fidelio Suite amp Reservation room move for Stramm Rudolf was successful Options available on the room move screen MOVE to move the reservation to the scheduled room EDIT RES to edit the reservation details REFRESH to refresh the screen HTML to display the reservation information in Html format Room Move dialog box Field Information displayed O o be filled after the room move has been completed Scheduled The room number the guest is scheduled to move to The current status of the move Occupied An X indicates that the room the reservation will move to is still rrr The The guest s arrival date s arrival dat
297. iviniviviciviceuds 311 T ACOG bese Acacheantadstacetecatancttacdescdecntecntente 255 Transponder CALS cccccsesccsseeeeneesenees 258 U Undo Check Ino cece ceccececeececeecececeeceenenees 262 Undo Check Out cccccccceceecececeeceenenees 263 UNIINK BOOKING c1cccssccseeccnsecseecaeesseesens 308 Unlink CCM BOOKING 1 c10cccseeceseeeeneeees 264 SCN LOG case asad aaaiasaiansiesacanacancsacciae sewed 264 W Walls cecen a A 272 Acceptable Wailtlist ccccccccsseeseees 389 Viewing Waitlisted Reservations 383 Waitlisting a ReservatiOn 1ccc0c0 383 410 Waitlist Reservations Walk In Reservation Index
298. ixed charge should be posted daily Displays the amount of the fixed charge Select the currency for the fixed charge posting from list box Notes This option may be used to enter guest or reservation notes and is accessible via the OPTIONS menu of the Reservation Navigator and via the NOTES tab on the Edit Reservation screen You can add reservation notes which are specific to a single reservation or guest notes which are stored on the profile and can be viewed with each new reservation made with that profile Notes are divided into user definable categories and can be included on correspondence if marked as viewable by the guest Notes which are marked as guest viewable are highlighted in red An unlimited number of guest or reservations notes can be added Reservation notes are indicated on the edit reservation screen by the indicator Notes Adding a new note via the reservation 1 From the Reservation Navigator select the required reservation 2 Click EDIT to display the reservation edit screen and then select Notes from the OPTIONS menu 3 Click the Notes tab to display the notes screen Any existing notes are listed in the upper part of the Notes dialog box Reservations El Reservation Reservation Notes 02 10 2011 06 29 30 Supervisor Demonstration Guest Viewable note mayb Reservation Notes 02 10 11 6 27 03 AM Supervisor Demonstration Call duty manager when ques Billing Notes 02 10 11 6 27 03 AM Supervisor Demonstr
299. k Reservations s 2p Group Reservations E Bookings Q History as Guest EG 24 01 11 2 54 09 PM amp id Details i z Room Type konee Market Code kosee Source Code fosse Channel Code 7 ssn user defined attributes E Linked profiles Company Fixed Charges Collapse the HTML tree WW Click the collapse icon La to collapse all folders to the uppermost level Refresh the HTML View Click the refresh icon E gt View information in HTML format In this example we will display information in HTML format on the profile screen 1 Click the CUSTOMER RELATION menu and select PROFILES to display the customer profile screen This main customer profile screen is called the Navigator and is divided into 3 distinct areas Query basic and advance profile search criteria Query Results the results of the query shown in a grid format Tree Listing and HTML Page m A tree listing of all the details associated with this profile including address communications links reservations or history A freely definable HTML display which by default has a big format where the details are displayed in a non grid style format or a list format The HTML display can be printed by using the right mouse click Introduction Enter the name to search for in the NAME box and click SEARCH Aceti Customer Profiles Name ace ID 5 a a RW Query Q Search C Excl Sub Companies V PMS Name ace i iv X earch First Name Ty
300. k starting from 09 09 03 through 12 09 03 Changing the date The date can be changed by typing a new date or with the use of the calendar To type a new date 1 Place the cursor in the Date box 2 Type the new date in the Date box in the defined format including separators 3 Press the Tab key the date is changed To change a date using the calendar 1 Click the drop down arrow xl next to the Date box The calendar appears 01 03 2011 4 March 2011s SMTWTES 2345 67 8 9 101112 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 2829 30 31 Today None 2 Change the month to a previous month or future month by clicking the horizontal arrows located on the top of the calendar or by pressing the Ctrl Page Up or Ctri Page Down key 3 Place the cursor on the date and click the left mouse button or move the keyboard arrow keys to locate the date and press Enter the date is changed Customising Suite8 Grids Many of the grids in Suite8 may be customised according to the needs of the property The customization options available are CUSTOMIZE opens the customize dialog box so that columns on the grid can be added changed or removed Introduction RESTORE DEFAULTS applies the default settings for this grid SHOW DEFAULTS applies the default settings to the current grid view however any customised settings are used the next time the grid is displayed Select PRINT to print or export the e
301. k status can be used in a new block the sequence of the block statuses the Next Status that can be selected for the block and if the status can be used to pick up rooms from within individual reservations and group reservations Block Reservation Web promotion functionality is controlled by the parameter USE PROMOTION CODES IN BLocks under Setup Configuration Global Settings Reservations Reservation 3 tab The inclusion of block reservations in the meal plan count is controlled by the parameter BLOCKS IN MEAL PLAN FORECAST under Setup Configuration Global Settings Reservation Reservation 1 tab Block Header Cut Off This option may be used to release rooms from a block at any time If a CUTOFF DATE or a number of CUTOFF DAYS has been specified then the cut off occurs automatically during the night audit However there may be situations in which rooms are still available in the block and need to be released There are three ways rooms can be released from the block The CUT OFF button all rooms from the whole block will be released The CUTOFF DATE all rooms that are not picked up until that date will be released during the night audit of the entered Cutoff Date CUTOFF DAYS the rooms are released a fixed number of days before each arrival date of the block How to cut off all rooms from the block 1 Click the RESERVATIONS menu and select BLOCK RESERVATION 2 Select the block
302. k the New button the Transportation Search dialog box is displayed The upper part of the screen contains the search criteria and the search results are displayed in the grid below The TIME INTERVAL criteria are completed by default with details from the reservation 178 Reservation Options Bal Transportation Search ol Time Interval Filters gt Refresh Arrival Departure day only Transportation Type From 03 10 2011 No ofdays 5 Pickup type T To 07 10 2011 Transportation Type Code Original time Changed time Pickup type Arrival Departure Destination Deutsche Bahn ICE 1516 03 10 11 12 11 00 PM Pickup by Taxi Arrival Paris Lufthansa LH 4010 03 10 11 2 50 00 PM Pickup by Hotel Arrival Berlin Lufthansa LH 34 03 10 11 3 10 00 PM Pickup by Hotel Arrival MUC British Airways BA213 03 10 11 4 00 00 PM Pickup by Hotel Arrival Hotel 4 The ARRIVAL DEPARTURE DAY ONLY check box is selected by default so that only transportation details for the arrival and departure dates are displayed this can be changed if required 5 The From and To dates are completed with the guest s arrival and departure dates this can be changed if required 6 To limit the search by TRANSPORTATION TYPE select the required transportation type from the drop down list 7 To limit the search by PICKUP TYPE select the required pickup type from the drop down list 8 Click the REFRESH button to update the search according to th
303. k the SELECT button The New Group dialog box is displayed complete with group info details taken from the block header and the booker The following message is also displayed Group Reservations Confirmation No Noto All Yes to All Note If the profile of the booker on the block header has no country code then an error message is displayed and the country code must be added before continuing 10 Click Yes to link the profiles to the group reservation or No if the profiles should not be linked The group reservation dialog box is displayed 11 Adjust any details as necessary and click OK 12 If more than one room type was selected then a profile link message and a reservation is displayed for each room type repeat steps 10 and 11 for each reservation The New Group dialog box is re displayed with the group reservations listed in the grid 13 Click CLOSE to close the New Group screen and return to the Block Header dialog box 14 Click CLOSE to close the Block Header screen and return to the Edit Group dialog box 15 Click CLOSE to close the Edit Group dialog box and return to the Group Reservation screen Group Reservation Options The edit group screen is divided into 3 sections Group Info Tab Financial Account Linked Profiles depending on the tab selected the upper section of the screen displays group information linked financial accounts and the profiles linked to the group Group Rese
304. ks and activities are also linked to at least one manager employee It is mandatory to assign a manager as primary and optional to link additional managers as required The Sales Manager logged on to the system is automatically marked as the primary assigned manager for the activity however this can be changed as required Once a new task or activity has been entered it can then be edited copied moved printed or deleted How to enter a new task 1 Click the RESERVATIONS menu and select BLOCK RESERVATION The block reservation navigator is displayed Select the block for which you want to add a task and click the Epit BLock button Select TASKS amp ACTIVITIES from the OPTIONS menu UJ 4 If there are existing tasks or activities then click the New button The Activity Task selection dialog box is displayed R Information Activity 5 Select Task then click OK the Task dialog box is displayed Block Reservation Manager Assignment Linked Documents Company Name Contact Name Miss Sandy Ball hes fh Contact TAA Communicaton Reservation Id Arrival Date 04 04 2012 Resp Employee DS DS Supervisor Demonstration Task Type Description E Check Availability Start Date 05 10 2011 Status NotStarted Completed 0 Due Date 06 10 2011 Priority Date Completed A Notes 5
305. l account DELETE BI removes the selected billing instructions The functionality to link transponder cards to a reservation is controlled by the parameter TRANSPONDER LINK TO RESERVATIONS under Setup Configuration Global Settings Reservation Reservation3 tab Undo Check In This option may be used to undo a check in and is accessible via the OPTIONS menu of the Reservation Navigator A check in can only be undone if the reservation was checked in today and no charges have been posted to the guest s account Reservation Options How to undo a check in 1 From the Reservation Navigator select the required reservation 2 Select UNDO CHECK IN from the OPTIONS menu 3 If the reservation can be unchecked in then the Select room status dialog box is displayed R Select room status D Dirty Touched up Inspected Checked by GM cance If the guest has been to the room it may be necessary to change the room status 4 Select the required room status and click OK A message confirming that the undo check in was successful is displayed Fidelio Suite 8 Undo Check In for Abenam Jean Pierre was successful 5 Click OK to close the message Note A message is displayed if the check in cannot be undone followed by the reason why the undo check in was not successful such as Reservation already has postings or Guest did not arrive today Undo Check Out This option may be used to
306. l files have to be called LANG_SHORT DESCRIPTION OF THE LANGUAGE_HTMLFILE HTM Example lang_f_quickinfo htm where f stands for the short description of the language If none of these files can be found then the standard htm file is displayed How to hide or show expressions depending on activated features or license The following expression can be used to hide for example Conference Information on the HTM file when working with the small business edition if const isBnB 1 lt if else if feature Meeting Planner Conference runquery 2 Customization functionality is controlled by the user right HTML source view and edit under Setup Configuration Users User Definition Rights Miscellaneous The print page margins and the actions to take if the HTML printout is too large for the defined paper size are defined via the option HTML PRINTOUT under Setup Configuration Global Settings Miscellaneous Visual Appearance 4 Favourites The Favourites shortcut toolbar allows you to keep your most frequently used options right where you can find them Your most used options can be added to the Favourites shortcut toolbar where they are more noticeable and more easily organized to suit your purposes To make the most of the Favourites shortcut toolbar you need to organize the options in it this can be done using drag and drop In user settings the Favourites shortcut toolbar can be set to be listed
307. l licence code Reservation Options The V8 Leisure module integrates with the Spa Wellness Software BellaVita BellaVita software maintains the multiple leisure facilities a property might offer including sports or wellness treatments such as massages or facials When selecting a leisure booking BellaVita is opened so that Offers Employees Schedules and all Leisure bookings can be maintained Note The view BV FOREIGNGUEST used with the V8 Leisure Module and BellaVita installation is updated if a profile is changed This view is read by the BellaVita Module How to enter a new leisure booking 1 From the Reservation Navigator select the required reservation 2 Select LEISURE BOOKINGS from the OPTIONS menu or Click Epit to display the reservation edit screen and then select LEISURE BOOKINGS from the OPTIONS menu The Leisure Booking List dialog box appears Leisure Booking List 5 x Reset Filter _4 Edit Profile Date First Mame Booking Description l 4 Edit Reservation Include history E Meed to be posted misaenevelitan IE 1377 Only Problematic D Include inactive ey Mer 4 Edi h Post 3 Click NEw the New Booking dialog box is displayed New Booking 0 x Plan Date i 14 2008 Cancel 4 Select the required BellaVita PLAN from the drop down list Reservation Options 187 New Booking Daily Schedule Complete Daily Schedule Employees Daily Schedule Facilities Go
308. lF Trainer Tennis Trainer 5 Type the booking date required in the DATE box or click the drop down arrow and select a date from the calendar 6 Click OK the BellaVita plan selected is displayed Bella Yita Aie x File Edit View Help wliaee mel E gt lal Daily Schedule Facilities Schedules Daily Schedule Employees 0 X Beauty Cabi Beauty Cabi Hairdresser Cleopatra B Softpack Massage Re Massage R Fitness Roo 2008 Thu 14 Feb Daily Schedule Facilities Tennis Trainer _ Daily Schedule Complete _ Golf Trainer pwr gt oe Ie rater eos 2008 Tes 7 On the plan grid point to the facility and start time required then right click and select New BOOKING from the short cut menu The new booking dialog box for the leisure facility selected is displayed 188 Reservation Options Booking Number 710 Offers E ta Beauty T Body Treatments oS Ofer tive Bein Summary Date 17 02 2008 E state from 1415 to 12 30 Rate 0 00 EUR Preparation Time 0 00 Clearing Time ono Paying Guest O O 7 Reservation T Rate Category 7 Charge Type hi N Firstname Lastname x Mo offer selected Booking Number 207 te Beauty G YOU are creating a new booking ta Body Treatments Manicure with varnish Offer Pedicure with varnish Active b Active E ee COS Z Summa E Pedicure moren Sal i Face
309. late click the NEW Button 5 Double click the required template or highlight the required template from the list and click OK The Add Note dialog box is displayed with the template in the NOTE box Make any adjustments necessary and click OK to save the note Click CLOSE to close the Notes dialog Note Text template can also be imported in to the body part of the print screen when sending emails Note categories are defined via the option NoTES CATEGORIES under Setup Configuration CRM Text templates may also be defined via the option TEXT TEMPLATES under Setup Configuration Miscellaneous 210 Reservation Options Party This option may be used to link individual reservations and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen Party reservations can be used to link individual reservations without creating a group reservation Party is acommon word for a group of people such as a family event a wedding or birthday party where several rooms are booked Reservations which are linked to a party can be located by selecting PARTY and the party name from the drop down list on the Adv Qry A reservation which is linked to a party has the party name displayed on the reservation html under INDICATORS Indicators Party Aceti Billing Instr Bonus Member The Edit Reservation screen can be customised to include party details using Form Customizatio
310. lect the billing instruction to which a limit is to be applied and click the Limit tab 3 Enter the Limit for the selected billing instruction 4 Click OK to save the billing instructions 5 Click OK to close the billing instructions screen Billing Instruction functionality is controlled by the user rights under ROUTING INSTRUCTIONS under Setup Configuration Users User Definition Rights Reservation Options 129 130 Billing instructions to another reservation are indicated in the user log if the option NEW RESERVATION BILLING INSTRUCTION is selected in Setup Configuration Users User Log Billing Instruction If the parameter DEFAULT START DATE OF BILLING INSTRUCTIONS TO SYSTEM DATE under Setup Configuration Global Settings Billing 1 tab is activated then the start date of the billing instructions will default to the system date This defines if the billing instructions are independent of the reservation dates and allows billing instructions to be applied to posting s made on pre arrival reservations If not activated then the start date of the billing instructions will default to the start date of the reservation Transponder functionality is controlled by the parameter TRANSPONDER HANDLING under Setup Configuration Global Settings Generic Generic 2 tab Bonus Point Cards This option may be used to view link or unlink bonus point cards from a reservation and
311. lick the LAST MODIF button to list the last x number of reservations that were modified The number of reservations to be listed is defined in the configuration Scrolling in Edit Mode Once the reservation is displayed in edit mode then the previous and next reservations can be displayed as follows Press CTRL PAGE UP to display the previous reservation in edit mode Press CTRL PAGE DOWN to display the next reservation in edit mode A full explanation of the reservation screen search behaviour can be found in the Suite8 Configuration Manual under Setup Configuration Global Settings Miscellaneous Search Screens 2 tab The adding of the first reservation from the search results to the tree automatically is controlled by the parameter ADD TO TREE AUTOMATICALLY under Setup Configuration Global Settings Miscellaneous Search Screens 2 tab If this parameter is not activated then no reservation is added to the tree unless the Tree Delay settings apply or the cursor is moved to another reservation The maximum number of lines displayed is controlled by the parameter MAXIMUM LINES IN LIST under Setup Configuration Global Settings Miscellaneous Search Screens 2 tab An entry in any of the fields and then pressing the tab key to exit the field performs an immediate reservation search if the parameter SEARCH ON KEYSTROKE iS selected under Setup Configuration Global Settings Mi
312. link a financial account and click EDIT The Edit Group reservation screen appears 3 Click the FINANCIAL ACCOUNT tab Group Info Financial Account Linked Profiles Description Account No Valid From Valid Until E New Link 7 Edit EA 3 Delete Link be Biling 4 The following options are available on the Financial Account tab NEW LINK links a new financial account to the group reservation EDIT FA edits the selected financial account DELETE LINK removes the link to the selected financial account BILLING opens the billing screen for the selected financial accounts 5 Click the NEw LINK button to link a new financial account the Financial Accounts Search screen is displayed 8 Financial Account Search Financial Accounts GuestName Description Account Number Account Number E Show on popup Description 6 Click New FA to create a new financial account The financial account dialog box is displayed The search criteria financial account NAME DESCRIPTION and ACCOUNT NUMBER allow the user to locate the required financial account easily In addition selecting the option SHOW ON POP UP will display all available financial accounts This setting is saved for future use until changed by the user Group Reservations For more information on Financial Accounts see page 392 How to enter a new group template 1 Click the RESERVATIONS menu and s
313. linked to the current reservation Listed on the right hand side are the PROFILES LINKED TO RESERVATION These are all the guest profiles which are attached to this reservation Es Link Profiles m Profiles not linked to reservation Profiles linked to reservation Name __ Category Fields Sarah Individual Colleague American Express T Travel agent l MICROS FIDELIO G Company F Details 4 The profiles can be added or removed from the reservation via the ADD REMOVE ADD ALL and REMOVE ALL buttons 5 Select the DETAILS checkbox to display html details for a profile linked to the reservation 102 Reservations 6 Click OK to close the Link Profiles screen How to view profile related profiles 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then click the PROFILES tab or Select GUEST PROFILES from the OPTIONS menu The Edit Reservation screen is displayed defaulted to the PROFILES screen 3 In the lower grid click the PROFILE RELATED button to display the Link Profiles screen Listed on the left hand side are the PROFILES NOT LINKED TO RESERVATION These are the profiles which are linked to the profile selected in the grid but which are not linked to the current reservation Listed on the right hand side are the PROFILES LINKED TO RESERVATION These are all the guest profiles which are attached to this reservation Ee Link Profile
314. list For example if you would like to search for a reservation with a specific source code you would select the field source code from the drop down list the condition would be equal to and the value for that condition would be the source code which can be selected from the drop down list The fields are explained in the table below Advanced Reservation Search dialog box Field Choice Condition Arrival Equal to From A specific arrival date or a To Between range of arrival dates Booking ID Equal to The conference booking Id Cancellation no Start with Equal to The cancellation number Channel Code Equal to Not equal to A channel code from the drop down list City Start with Equal to The name of the city Colour Equal to Not equal to A reservation colour from the drop down list Compl House Equal to Not equal to Complimentary or House Use use from the drop down list Country Equal to A country from the drop down list Created By Start with Equal to The user name of the user who created the reservation Created on Equal The specific date the to From To Between reservation was created on or a range of creation dates CRS No Start with Equal to A central reservation number Day Use Only Ignore Displays either only day use reservation or ignores day use reservations Departure Equal to From A specific departure date ora To Between range of departure dates Desired room Only Displays only the desired available
315. listed and additional details can be added if required 8 Click Yes to reinstate the reservation or reservations A message is displayed for each reservation indicating that the reservation reinstate was successful Fidelio Suite 8 Reservation reinstate for Price Waterhouse Presentation mew was successful 9 Click OK to close the reinstate message Group Rooming List This option is used to split rooms from the group reservation and enter individual names for the selected group How to enter a group rooming list 1 Click the RESERVATIONS menu and select GROUP RESERVATION to display the Group Reservation screen 2 Select the group to which you want to enter a rooming list and click EDIT The Edit Group reservation screen appears 3 Select the required group reservation and click the ROOMING LIST button The rooming list parameters screen is displayed Ti Parameter Esso No of Rooms No of Sharers in Room G2 Cancel 4 Enter the number of rooms to split and the number of sharers in one room 5 Click OK the rooming list entry screen is displayed Group Reservations 367 368 f EJ Rooming List 8 Bog Ex RowNo Name FirstName Language Address Greeting Letter Greeting Arrival Departure Share __ Room Type NoofPax Biling Info Remarks Special Date WA OK 1 Biomedical Sciences 26 12 11 02 01 12 TR 2 CTA Profile Edit 2 Biomedical Scie
316. ll Board Lunch Indusive NEW Newspaper Financial Ti TNS Tennis Package HAI Hairdryer BAT Bathrobe MAS Massage WEL Wellness Packages Mas MAIN Maintenance Fee CLE Cleaning Fee H H H H H H H H 3 Click the package name to display the package details in the column on the right hand side Reservations 5 Package Information BRE Breakfast included Do not show on package grid No Split type Internal split Department code regular rate Breakfast included Predefined frequency Daily Package Detail Information Period Startdate Period Enddate S001 1 2o 0014 Price Allowance Teenager G 0 Child 5 0 Baby 0 0 Adult 10 0 Flat D 0 Period Startdate Period Enddate S0 0814 Oov0e15 Price Allowance Teenager 10 0 Child 6 0 Baby 0 0 Adult 12 0 Flat D 0 Select the required package from the list displayed and then click SELECT to add the package to the reservation The package is displayed in the grid on the days for which it is valid Click OK to save the package addition and close the reservation How to link a package 1 2 3 4 oF From the Reservation Navigator select the required reservation Click Ep T to display the reservation edit screen and then select the PACKAGE GRID tab The package grid is displayed with any packages currently attached to the reservation Packages can not be linked on days where the daily charges have already been posted The day
317. lock Header table below 4 Click SAVE the Select Block Status dialog box is displayed Select Bleck Status Block Status Select the required BLOCK STATUS from the drop down list Click OK to close the Select Block Status screen 7 To link profiles to the block click the PROFILES tab or 8 Click CLOSE to close the block header screen Block Header dialog box Fill in this field With this Information Block Code Enter a code for the block reservation This field can contain up to 10 alphanumeric characters This code is the unique identifier throughout the system If a block code format has been pre defined then the block code is automatically created based on the defined setup For example the format CCCDDMMYY is the first 3 letters of the company name and the starting day month year When creating a new block with a starting date of the 17th July 2009 and the company profile BBC linked then the block code field is automatically completed with BBC170709 Full Name The full name of the block this field can contain up to 60 alphanumeric and is the long description of the block code Search Name Enter a search name or keyword which can be used to easily locate the block when entered in the FULL NAME field on the block search screen Starting date The date of the first arrival of the block reservations Enter the date or select a date from the calendar Nights Enter the number of nights for the stay Or enter the e
318. log box Fixed Charges Department Quantity Amount Currency EUR Euro Select the required DEPARTMENT CODE from the drop down list Enter the QUANTITY Enter the AMOUNT to charge Select the required CURRENCY from the drop down list if the fixed charge should be posted in a currency other than the base currency Click OK to save the fixed charge Reservation Options How to add a fixed charge by day 1 From the Reservation Navigator select the reservation to which a fixed charge is to be added 2 Click EDIT to display the reservation edit screen and then select FIXED CHARGES from the OPTIONS menu The Edit Reservation screen is displayed defaulted to the FIXED CHARGES tab Days gt Click the button at the bottom of the screen 4 The day s selection options are displayed Nays after lt Hide lt 1 aa 07 09 11 To attach the fixed charge during the whole stay of the guest select ALL DAYS from the drop down list To attach the fixed charge after a specific day date during the reservation until the end of the stay select DAYS AFTER from the drop down list For example selecting day 3 will attach the fixed charge from day 3 and onwards To attach a fixed charge for one day select the required day during the stay and select ONE DAY from the drop down list Click the ADD button to display the Fixed Charges dialog box Select the required DEPARTMENT CODE from the drop down li
319. m is applicable for the selected day A check box with a tick mark 1 indicates that the profile is linked on this day A blank L check box indicates that the profile is not linked on this day 7 Click OK to close the reservation How to view guest related profiles 1 From the Reservation Navigator select the required reservation 2 Click Ep T to display the reservation edit screen and then click the PROFILES tab 3 Click the GUEST RELATED button to display the Link Profiles screen Listed on the left hand side are the PROFILES NOT LINKED TO RESERVATION These are the profiles which are linked to the profile of this reservation but which are not linked to the current reservation Listed on the right hand side are the PROFILES LINKED TO RESERVATION These are all the profiles which are linked to this reservation Reservations 57 6 Fa Link Profiles Profiles not linked to reservation Name Category Fields Sarah Individual Colleague American Express T Travel agent Remove MICROS FIDELIO G Company a Add all e Remove all The profiles can be added or removed from the reservation via the ADD REMOVE ADD ALL and REMOVE ALL buttons Select the DETAILS check box to display the html details for the selected profile Click OK to close the Link Profiles screen How to view profile related profiles 1 2i 3 From the Reservation Navigator select the required reservation Click Epit to display
320. m the Reservation Navigator select the required checked in reservation 2 Select REGISTRATION CARD from the OPTIONS menu Or Click Ep T to display the reservation edit screen and then select REGISTRATION CARD from the OPTIONS menu The Print Registration Card dialog box is displayed Bi Print Registration Card Select Registration Card Registration Card ED 3 Select the REGISTRATION CARD template required from the drop down list 4 Click JETWEB to open the JetWeb Interface Process Status dialog box 220 Reservation Options Q Jet Web Interface Process Status el Bl x From fo9jozj2010 7 09 02 2010 amp Start Reservation Group 2450 5 Click START to register the guest with JetWeb Registration card templates are defined under Miscellaneous Reports Text Templates The default registration card template is defined under the option REGISTRATION CARD TEMPLATE under Setup Configuration Global Settings Reservation 3 tab Multiple guest names can be printed on a single registration card by activating the parameter PRINT REGCARD PER MULTIGUEST under Setup Configuration Global Setting Reservation 3 tab A number cycle can be added to registration card printing by activating the parameter NUMBER CYCLE FOR REGISTRATION CARDS under Setup Configuration Global Settings Reservation 3 Tab This is useful for countries that need the registratio
321. main attributes tab The additional attribute categories can be defined in the configuration to display on the special attribute page rather than the attributes page How to add a daily or non daily attribute 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then select the ATTRIBUTES tab The upper section of the attribute screen shows non daily attributes Reservations 71 The lower section displays the daily attributes Ea Edit Reservation 2933 Reservation Inventory Profiles Package grid Attributes Credit card Notes Special attr Meal plan Non daily attributes Specials Smoker His Profile Type Spa Items requested Daily attributes Newspapers Shoe Size rA 3 Select a NON DAILY or DAILY attribute by clicking on the drop down list and selecting the required attribute 4 Click OK to save the selected attributes and close the reservation How to add an attribute by day 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then select the ATTRIBUTES tab Days gt 3 Click the Days gt button at the bottom of the screen 4 The days selection options are displayed Days after lt Hide beli E e oos To attach an attribute for the whole stay of the guest select ALL DAYS from the drop down list To attach an attribute after a
322. mark Logginglist T Face Treatments Hairdresser EF Wie Massages Date 17 02 2008 State reserved T Classic Massages Special Massages from 14115 to 12 15 Rate 55 00 EWR te Tennis amp Fitness bo O O booo Golf Preparation Time 0 00 Clearing Time 0 00 D Personal Training i Tennis Paying Guest Beumer Iris Ea Reservation Res 1170 From 17 FEB 08 to 21 FEB 08 E Rate Category Regular Rate dl Charge Type 00627 Wellness Guest E Title Firstname Lasiname Iris Beumer OK and Copy OK and Deposit OK Cancel Make any required changes and click OK to save The leisure booking is closed and the BellaVita main screen is displayed To close BellaVita click the FILE menu and select EXIT Click CLOSE to close the Leisure Booking List How to post a leisure booking charge 1 2 From the Reservation Navigator select the required reservation Select LEISURE BOOKINGS from the OPTIONS menu or Click Epit to display the reservation edit screen and then select LEISURE BOOKINGS from the OPTIONS menu The Leisure Booking List dialog box appears Reservation Options 3 The check box NEED TO BE POSTED can be selected to display all the leisure bookings which have not yet been posted 4 Search for and locate the booking to be posted Multiple leisure bookings can be selected from the list using the CTRL button and left mouse click 5 Click Post The cashier login and password
323. mation displays any restrictions on rates such as closed to arrivals or minimum length of stays Rate restrictions can be set manually or by an interface yield system With equivalent user rights the restricted rates can be displayed in different colours by pressing the customize button Reservation Filter may be used to filter the rate codes Placing the cursor on the ALL radio button displays a hint explaining each button The filter can be changed by selecting one of the filter options On the lower part of the screen the date of the reservation is displayed for the first night by default If the reservation is for multiple nights the NEXT button can be pressed to move forward by day until the last date of the stay of the selected reservation The PREVIOUS button can be pressed to move back by day to the arrival date of the reservation On the right side of the screen are the available options Reservations 2 Select the rate code and room type required and click SELECT The Edit Reservation screen is displayed with the ROOM TYPE RATE CODE and RATE AMOUNT completed Profile Indicators Indicator The rate is linked to An individual profile A company profile M__ Areeting planner profle OOOO oo o oO Rate Availability Reservation Filter Options Button Definition O O O OoOO To view all available rate codes Reservation Displays only the rate codes linked to the specific reservation Pri
324. mpany profile is selected then the contact profiles preferred method of distribution takes priority over the company s Select the FAMILY GREETINGS check box if the family letter greetings should be used Creating correspondence for an individual profile requires that only the ADDRESS be selected as the profile is selected by default When creating correspondence for a company profile the primary CONTACT and primary ADDRESS of the company is selected by default but can be changed as required Click EXPORT the document is generated and the export dialog box displayed Fs Destination E Export File type hd Application i w 2 In the DESTINATION box click the drop down arrow and select if the document is being exported to a file or to an application such as MS Word or MS Excel In the FILE TYPE box click the drop down arrow and select the file type to be used for the export One of the most commonly file types is Rich Text Format as it allows the document to be edited and the correct format to be kept 10 This option is only available if TOAPPLICATION was selected as the Destination type Click the drop down arrow and select the application type 11 The FILE box is automatically completed with a file name taken from the reports section but can be changed as required To select a different file click the folders button 12 Click EXPORT the document is generated and exported Block Reservation 5 G
325. n A Party button can be added to the edit reservation screen fResEdit by selecting the button FidRespartyBitBtn from the FidResButton tab on the Component Palette The PARTY NAME can be displayed on the edit reservation screen fResEdit by selecting the field FidResEditParty from the FidResEdit tab on the Component Palette How to create a party reservation 1 From the Reservation Navigator select the required reservation 2 Select PARTY from the OPTIONS menu to display the party sub menu or Click EbIT to display the reservation edit screen and then select PARTY from the OPTIONS menu The Party sub menu is displayed Create party Join party Clear party Edit party 3 Select CREATE PARTY the party dialog box is displayed Reservation Party Edit Name Aceti Contact Aceti Ralph Comment 4 The Name of the party defaults to the reservations last name this may be changed if required Reservation Options 211 5 The Contact Name defaults to the reservation name this may be changed by selecting a different name via the profile search 6 Enter a COMMENT such as the reason for the party reservation 7 Click OK to save How to join a party reservation 1 From the Reservation Navigator select the required reservation 2 Select PARTY from the OPTIONS menu to display the party sub menu or Click Epit to display the reservation edit screen and then select PARTY from the OPTIONS menu The Party sub menu
326. n Global Settings Reservation Reservation 3 tab 388 Offer 8 Acceptable Reservation This option displays all reservations from the waitlist which can currently be accepted A reservation can be put on the waitlist if the rate or room type is not available for the required dates If the room becomes available the property can contact the guest and accept the reservation If a reservation is cancelled for a day on which waitlist reservations exist a message is displayed advising that there are reservations on the waitlist which could be accepted How to view acceptable waitlist reservations 1 Click the RESERVATIONS menu and select ACCEPTABLE RESERVATION The Acceptable Reservations screen is displayed showing all the reservations which can be accepted at this point in time SE Acceptable Reservations Name amva Departure Type Accept type Rooms u ma Richard 10 11 10 7 11 Waitisted Own roomtype baba W Accept Walker Tony 04 10 11 oOFf 10 11 ae Name Reservation No Arrival Departure Nights Rooms Room No No of Pers Rate Code Price Packages Reservation Details Mr Richard Waiter 2 2329 Waitlist Thursday 27 10 2011 saturday 29 10 2011 2 1 Double Room 1 Adult RACK 62 60 EUR Breakfast included Inclusive Own roomtype A Edit Guest Recognition Indicators Address First Arrival Last Departure Stays 0 Last Room Rate Total Revenue 0 00 EUR Notes for Profile Notes for Re
327. n to view details such as the category when the note was entered and the time it was entered Select the note to be edited and click the Epit button to display the Edit Note dialog box Make any changes required and click OK to save the note How to delete a note 1 2 Qu sk w Click the Notes button to display the notes dialog All the existing notes are listed in the upper part of the dialog box The text of each note is listed in the lower part of the dialog box Click on the DETAILS button to view details such as the category when the note was entered and the time it was entered Select the note to be deleted Click the DELETE button a confirmation message is displayed Click Yes the note is deleted Note Categories are defined via the option NOTES CATEGORIES under Setup Configuration Reservations Note Categories can be defined to be restricted and then only users with the appropriate user rights can view edit insert or delete a restricted note Block notes are displayed on the block htm and blockinfo htm Block Correspondence The BLOCK CORRESPONDENCE option may be used to send letters faxes SMS s or email s to a selected profile from within the block This option is accessible via the Block Navigator and via the Edit Block screen Block correspondence can be printed and sent via regular mail or sent via email as an email attachment or by fax SMS s may be used for a regular confirmation but may als
328. n cards to be printed with a sequential number With the parameter NUMBER CYCLE FOR REGISTRATION CARDS activated then the same registration card number can be printed for sharing guest by activating the parameter SAME REGISTRATION CARD NO FOR SHARERS under Setup Configuration Global Settings Reservation 3 tab JetWeb functionality is controlled by the licence JETWEB INTERFACE under Setup Miscellaneous License V8 Sublicenses Software Interfaces Reservation Options 221 Registration Card Batch This option may be used to print multiple registration cards and is accessible via the OPTIONS menu of the Reservation Navigator This option is only available when reservations are displayed via the arrivals tab of the reservation navigator Registration card batch is useful for printing registration cards for guests arriving tomorrow or for group members How to preview or print batch registration cards 1 From the Reservation Navigator select the ARRIVAL tab and use the search criteria to display the required arrivals 2 Select REGISTRATION CARD BATCH from the OPTIONS menu B Print Registration Card Select Registration Card F Preview Sr Cancel 3 Select the REGISTRATION CARD template required from the drop down list 4 Click PRINT to print registration cards or 5 To preview the registration cards before printing select the PREVIEW check box The Registration Card Batch screen is dis
329. n for booking a reservation a specific number of days in advance for example for a reservation made 3 days in advance there is a 10 discount on the room rate With this feature properties can launch promotions and reach a higher occupancy especially during low seasons When entering a new reservation and selecting a rate code which has a promotion attached the discount amount is completed and the rate amount automatically adjusted Promotion The indicator is displayed at the bottom of the edit reservation screen and if the promotions field was added to the edit reservation screen then the promotional type is indicated If the promotion indicator is displayed in red then this indicates that the discount amount is different from the discount calculated by the promotion Placing the cursor over the discount amount field will display a hint with the discount amount as calculated by the promotion How to view promotions 1 From the Reservation Navigator select the required reservation 2 Click Epit to display the reservation edit screen 3 Click the PROMOTION indicator at the bottom of the screen The Promotion dialog box is displayed the promotional discounts are displayed per day per promotional rule in both base and foreign currency 106 Reservations R Promotion ov 09 11 FR 76 KIK per Week Early Booking 20 26 40 EUR o7 o9 11 FR 76 KIK per Week Turbo Bonus 35 p Adult 70 00 EUR 08 09 11 EB TE KIK per Week Early
330. n is required on a specific date They are used to remind other departments or co workers of actions to take or information about the block Traces for blocks could be set to the banquet or sales department to check for the rooming list on a specific date Traces require an instruction trace text and an instruction date How to enter a new trace 1 Click the RESERVATIONS menu and select BLOCK RESERVATION The block reservation navigator is displayed Select the block to which you want to add a trace and click the TRACES button Click NEw to display the new Trace dialog box In the TRACE DATES FROM and To boxes select the date for the trace wu BR U N In the TRACE DEPARTMENTS box select the department the trace is for A list of texts that you may select from appears under TRACE TEXTS 6 Type the trace message in the TEXT box or select one of the pre defined trace texts by double clicking the text 7 Click OK to save the trace Trace dialog box Field Definition Trace Date From The date the trace is for TO Trace Departments Defines the department the trace is for Trace Texts The pre defined traces texts belonging to the selected trace department Text Free format trace text can be entered in addition to or in place of one of the pre defined texts How to resolve a trace 1 Click the RESERVATIONS menu and select BLOCK RESERVATION 2 Select the block which has the trace to be resolved and click the TRACES
331. n the CC button to select all the available email addresses In the BCC box click the drop down arrow and select the email address which Should be blind copied on this email or select the required email addresses from the list of available in the panel on the upper right hand side and click the BCC button Click the SELECT ALL button and then the BCC button to select all the available email addresses Enter the topic of the email in the SuBjJEcT box If a default email subject has been defined then this will be displayed Select the SEND AS ATTACHMENT check box if the document should be sent as an attachment rather than in the body of the email Select the Attachment format Rich text Format Word for Windows Adobe Acrobat PDF To edit the attachment click the Epit ATTACH button the document is generated and displayed on the screen Depending on the setup of your system either MS Word or the Fidelio Internal editor application will be used to display the document In the FORMAT box select the format for the attachment In the Bopy box the default email body text if defined is displayed this is the text which should be included in the body of the email any necessary changes can be made at this time If the email should be saved and sent later then click Save DRAFT the email is saved and the template name is displayed with E Mail Saved after the name and the date and time it was saved in the history section of the Cor
332. n the billing screen you need to select the W nDow to which this credit card approval is to be applied Enter the total amount to be approved in the TOTAL AMOUNT TO BE APPROVED box In the NEw APPROVAL CODE box enter the approval code supplied by the credit card company Click OK to save the approval amount Reservation Options Day use on departure day This option may be used to create a day use reservation for a reservation which is due out today and is accessible via the OPTIONS menu of the Reservation Navigator This option is only available if the status of the reservation is DUE OUT Properties offering guests an extended stay or late departure can use this option to create a day use reservation and move the guest to a different room If the guest is staying in the same room then the day use charge can be posted manually without the need to create a day use reservation A day use on departure date reservation is created in the same manner as an add on reservation with the exception that the dates of the reservation are defaulted to arrival and departure on the departure date All reservation details are copied with the exception of the credit card and the guest and reservation notes information The lastday indicator on the original reservation can be used to switch to the day use reservation The Last day of indicator on the day use reservation can be used to switch to the original reservation Depending on the parameter se
333. n the note was entered and the time it was entered Select the note to be edited and click the Epit button to display the Edit Note dialog box Make any changes required and click OK to save the note How to delete a note 1 2 us w Click the Notes button to display the notes dialog All the existing notes are listed in the upper part of the dialog box The text of each note is listed in the lower part of the dialog box Click on the DETAILS button to view details such as the category when the note was entered and the time it was entered Select the note to be deleted Click the DELETE button a confirmation message is displayed Click Yes the note is deleted Note Categories are defined via the option NOTES CATEGORIES under Setup Configuration Reservations Note Categories can be defined to be restricted and then only users with the appropriate user rights can view edit insert or delete a restricted note Note categories can also be defined to pop up when editing the reservation Restricted notes functionality is controlled by the rights under the user right RESTRICTED NOTES under Setup Configuration Users User Definition Rights Miscellaneous Text Templates Text templates may be created and used where the same text is required very often or where the same basic text can be used and minor adjustments made Text templates can be created in one of two ways Via the NOTES dialog box
334. n to display the Free Night dialog box Free Night Number of nights 1 Expiry date 07 09 2012 Max no of adults 0 E Transferable Comment 4 In the NUMBER OF NIGHTS field enter the total free nights to be assigned 5 Type the expiry date for the free nights in the ExPIRY DATE box or click the drop down arrow and select a date from the calendar 6 In the Max NO OF ADULTS box enter the maximum number of adults allowed for the free night stay Reservation Options 165 7 Select the TRANSFERABLE check box if the free night can be transferred to another profile In the COMMENT box enter any additional information Click OK the new free nights record is displayed in the Free Nights list F Free Nights mar Date Day of week Price Adults Free night Link Name Nights Consumed Valid until Max person 44 prore Transfer 02 10 11 Sunday LL l e Aceti Ralph i1 1 02 10 12 2 a 03 10 11 Monday i 1 Remove Aceti Ralph 1 0 30 11 12 2 Yt Account Transfer 04 10 11 Tuesday I i a Ss 05 10 11 Wednesday 1 1 Ze New Edit 10 Click CLOSE to close the Free Nights screen How to edit free nights 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then select FREE NIGHTS from the OPTIONS menu 3 Select the free night record to be edited and click the Epit button to display the Free Night dial
335. n was made and not just the date it was entered into the system This may be required for agents who don t send their reservations to the hotel one by one but combine them and send the hotel a list of reservations with their reservation made dates When entering the reservation the sale date can be manually set to the date the reservation was made with the agent and used to calculate promotions In order to use sale date functionality The booking date must be added to the edit reservation screen by default this field is filled with the Fidelio Suite8 date when entering a new reservation Reservations 107 108 The user right CHANGE SALE DATE must be activated in order to enable the booking date field Users can then set the date to the date the reservation was made with the agent instead of the date the reservation was entered into Fidelio The Edit Reservation screen can be customised to display the booking date using Form Customization The BOOKING DATE can be displayed on the edit reservation screen fResEdit by selecting the field TFIDRESSALEDATEEDIT from the FIDRESEDIT tab on the Component Palette sckng dete ABERBE I Rate promotions functionality is controlled by the parameter CALCULATE RATE PROMOTIONS under Setup Configuration Global Settings Reservation Reservation 2 tab The sale date field is enabled by activating the user right CHANGE SALE DATE under Setup Configuration Users User
336. nancial account Click CHECK IN To check in a financial account USE FIND IN GRID to further narrow the financial account search Click OPTIONS to display the following options BILLING along with the appropriate cashier number and password opens the billing screen for the selected financial account The user can then carry out all the billing transactions for which they have user rights CREDIT CARDS used to add edit delete guarantee or get approval for credit cards DELETE FA deletes the financial account This option is only available for financial accounts with no postings or billing instructions attached FIXED CHARGES used to enter fixed charges on the Financial Account Fixed charges are used to post daily charges other than room tax or packages for example conference equipment rental from external locations Fixed charges are posted automatically during night audit or by selecting the option post daily charges in the cashiering module VIRTUAL NUMBERS used to assign virtual numbers DID to a financial account Financial Account Search Screen Fill in this field With this information Name First The name and first name of the profile attached to the financial account Starting Date The date the financial account is due to check in End Date The date the financial account is due to check out Account No The number of the account Description The financial account group and account number
337. nces 26 12 11 02 01 12 TR o 3 Biomedical Sciences 26 12 11 o2 o1 12 TR 2 Gy Profile Search 4 Biomedical Sciences 26 12 11 o2 01 12 TR 2 Remove ka Block Grid 4 Excel Import V Check Profile T Enable New Reservations 6 The CHECK PROFILE check box checks for existing profiles for each name that is entered on the rooming list and is selected by default 7 Select the SHOW ExTRA FIELDS check box to display child age categories on the grid this allows children to be entered 8 Select the ENABLE NEw RESERVATIONS check box to create additional reservations from the rooming list 9 In the NAME box on each row enter the guest name 10 Click SAVE to save the rooming list An update screen shows the progress of the creation of the individual profiles and reservations EJ Rooming List Save Smith Reservation update Waters Profile update Waters Reservation update Jones Profile update Jones Reservation update Gordon Profile update Gordon Reservation update Share Situation Update Smith Waters Jones Gordon Reservation Save Smith John Attaching reservation 2983 to the block 11 Upon completion the update screen closes automatically and the Edit Group screen is displayed with the individual reservations displayed in the grid in the lower part of the screen Note If the check profile option is selected and a profile marked as BLACK LIST or CASH LIST is selected for t
338. nd date in the next field and Suite8 will calculate the number of nights 284 Block Reservation End date The date of the last departure of the block If the number of nights was entered the departure date will be calculated The end date can also be entered manual or selected from the calendar Enter the rate code name or select a rate code from the drop down list The rate code will be copied to all reservations Rate Code Market Enter the Market Code or select one from the drop down list to select from the predefined market codes The entered marked code will be copied to all individual reservations and can then be changed Enter the Source Code for the block or select one from the drop down list of predefined Source Codes The source code will be copied to all reservations Source Enter the Channel Code for the block or select one from the drop down list of predefined Channel Codes The channel code will be copied to all reservations Channel Cut off Date Enter a date on which the rooms not picked up from the block should be cut off and released to house or block availability If a date is entered Suite8 will release all rooms from the block not yet picked up during night audit of the date entered You can still see the original booked rooms on the initial view Cut off Days Enter a number of days if you would like to cut off the rooms on a fixed number of days before each arrival date of the block For example
339. nd select BLOCK RESERVATION 2 Select the block required and click the GRID button or 3 Click Epit BLock and then select the GRID button to display the Block Grid Block Reservation 289 290 a Rooms Inital Block Available Changes to Initial Booking Position No of Adults Actual Block Pick up Rates I Cutoff Dates 0 Manual Rates inam Room From 01 02 2012 Twin Room Single Room To 03 02 20 12 Suite E Show all Rates a set If the block is still in the initial phase only the Initial Block Rates Cutoff Dates No of Adults and Manual Rates grids are available On the grid highlight all the room types for all dates that will have the same number of rooms Double Room Twin Room Single Room Suite A range of dates can also be selected using the From and To fields If the room types were selected via the GRID then type the number of rooms to automatically update the grid If the room types were selected via the ROOM TYPE check box then enter the number of rooms in the No oF Rooms box and click the SET button The specified number appears in the grid for all selected room types and dates Block Reservation 9 Once all the rooms have been entered for the required room types click OK to close the Block Grid 10 Click CLOSE to close the Block Header Note If you want to add or subtract from the number of rooms currently blocked select the INCREASE DECR box and in the No OF ROO
340. nd sent later then click SAVE DRAFT the email is saved and the template name is displayed with E Mail Saved after the name and the date and time it was saved in the history section of the Correspondence dialog box 14 If the email should be sent now click SEND the document is generated and the email sent 140 Reservation Options A confirmation message is displayed confirming that the message was sent How to email a confirmation letter as an attachment 1 Select the appropriate reservation in the grid Click the OPTIONS button and select CONFIRMATION LETTER On the short cut menu to display the Confirmation Letter dialog box 2 In the TEMPLATES box click the drop down arrow and select the template to be used 3 In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used 4 In the PREF DISTRIBUTION box the preferred method of distribution for this profile is displayed If a company profile is selected then the contact profiles preferred method of distribution takes priority over the company s Select the FAMILY GREETINGS check box if the family letter greetings should be used Select the CONTACT and ADDRESS information to be used in the document Click EMAIL the document is generated and the email dialog box displayed FE Email Repon lt e Email Addresses Sender hotel 1 pms taddmail int send E Select All
341. nd the question to apply the deposit rule is answered with No 156 Reservation Options How to view enter a deposit request 1 From the Reservation Navigator select the reservation to which a deposit request is to be applied 2 Select DEPOSITS REQUESTED from the OPTIONS menu or Click Ep T to display the reservation edit screen and then select DEPOSITS REQUESTED from the OPTIONS menu The Deposit requests dialog box is displayed R Deposit requests Due date Amount Percentage Paid Auto Recalculate 4 Click NEw to open the Deposit edit dialog box Deposit Edit al oe EO Amount 0 00 5 Enter the DUE DATE of the deposit or select a date from the calendar 6 Enter the AMOUNT of the deposit which is being requested or click the PERCENTAGE option and enter the deposit as a percentage of the room charge The percentage calculation for a deposit is based on the room rate the inclusion of fixed charges in the deposit calculation is controlled by the parameter ADD FIXED CHARGES TO TOTAL AMOUNT OF DEPOSIT Reservation Options 157 Deposit Edit buedate fasion 0 00 7 The deposit amount is displayed click OK to confirm the deposit request 8 Click OK to close the deposit request dialog box or click CanceL to cancel all changes Note The entered deposit amount or calculated percentage amount should not result in zero A warning message will display when pressing the OK Button Amount should be
342. needs to be Twain compatible Note The linked documents dialog box may be viewed from various access points access is via the linked documents tab or via the options button if available How to link a document 1 Select the LINKED DOCUMENTS tab 2 Click ADD the Attach documents dialog box is displayed R Add Document for activity Introduction Call 04 10 11 10 45 AM Document Groups DOCUMENTS Allowed Directories C Fidelio Documents Document Name In the DOCUMENT Groups list select the document group required In the ALLOWED DIRECTORIES list select the allowed directory required Click LOAD to display the list of documents ee Select the required document and click OPen the Document Name field is filled 192 Reservation Options fa J I T J g Fo na Aes a r a t tor activity introduction Call 4 10 11 10 45 Document Groups DOCUMENTS Allowed Directories C Fidelio Documents Document Name C Fidelio Documents Document docx 7 To attach the document click ATTACH the document is shown as linked on the linked documents tab 20 09 11 10 37 52 AM Created on Monday July 19 2010 2 59 PM Created by Demonstration Supervisor Note Pictures or images may be attached in JPG or BMP format The default setting is JPG but this may be changed via the OPTIONS button The selected settings will be saved for that user How to view edit a linked document 1 Select the
343. ngs E Mail Block Group Master Individual Ball Sandy gt Fax Block Meeting Meeting Planner Marritz Conferences m SMS Q Profile Search 2 Edit History f E Mail History Edit Profile El Linked Companies B V Marritz Conferences E Communications if Email Business Direct sandy ball marritz com 98 close 2 In the TEMPLATES box click the drop down arrow and select the template to be used 3 In the LANGUAGE box the language of the selected individual profile is selected by default this can be changes as required If no language is selected the default language from the language configuration will be used Block Reservation 329 330 10 11 12 13 14 In the PREF DISTRIBUTION box the preferred method of distribution for this profile is displayed If a company profile is selected then the contact profiles preferred method of distribution takes priority over the company s Select the FAMILY GREETINGS check box if the family letter greetings should be used Creating correspondence for an individual profile requires that only the ADDRESS be selected as the profile is selected by default When creating correspondence for a company profile the primary CONTACT and primary ADDRESS of the company is selected by default but can be changed as required Click EDIT the document is generated and displayed on the screen Depending on the setup of your system either MS Word or t
344. nk packages change the multiplier frequency or price of packages for days which have already been posted How to view a package posting rhythm 1 From the Reservation Navigator select the required reservation 2 Click EDIT to display the reservation edit screen and then select the PACKAGE GRID tab The package grid is displayed with any packages currently attached to the reservation 3 Select any day on the row of the required package and click the FREQUENCY button The Frequency dialog box is displayed with the posting rhythm of the selected package This display shows if the charge is posted every night just on the last night or only on specific nights Reservations 4 5 Weekdays y a Daily First Night fi Delete Every 2nd Day ae Every 3rd Day Sii Last Night TTE First Day Each Week 6a Web Info Custom Translate Sunday Monday Tuesday i A Wednesday Thursday Friday Saturday Specal days First day Last day 1 3 4 5 6 T j 9 10 ii 1 15 POHHHHHHHHHH SS men l Starting on first day of Repeat l W Stay Validity Click CLOSE to close the frequency dialog box Click OK to save and close the reservation How to change a package price 1 2 ee From the Reservation Navigator select the required reservation Click EbIT to display the reservation edit screen and then select the PACKAGE GRID tab The package grid is displayed with any packages c
345. ns Rate Room type Rate amount Manual price Room Block Group Market Group Reservations Note If the user right for ALLOW RESERVATION WITHOUT RATE CODE is not active the user can not exit the reservation detail screen without entering a rate code Enter the room type the guest might get upgraded to without having to pay the higher rate for example if you are almost out of standard rooms you may need to upgrade the guest to a deluxe room upon arrival The rate amount is entered automatically when you choose a rate code from the rate availability grid If no rate code was selected you can enter a price manually the price entered in this field will be the amount posted Note Even if you have entered a rate code the system allows you to override the amount and enter a price manually Select this check box to indicate that the rate was entered without a rate code or that the calculated rate code price was overridden by a manually entered price If not selected the calculated price from the rate code will be posted and not the manually entered price Individual Reservation Most hotels assign the room number shortly before the guest arrives or at check in however a room number may be entered when making the reservation To check availability and status press the Looe next to the room number to open the room search screen Group Reservation As a group reservation is for multiple rooms you would not enter the
346. ns 279 280 Reservation Custom SQL Examples Example 1 How to show all reservations with a specific source profile name Description Source SQL Text select yres yres_id from yres ydet ycln xcms where ydet ydet_yres_id yres yres_id and ycln ycln_ydet_id ydet ydet_id and ycln yciln_xcms_id xcms_id and yres yres_current_ydet_id ydet ydet_id ydet ydet_id and ycln ycln_xcca_internalcategory 3 and upper xcms xcms_name1 like upper SOURCENAME Parameter SOURCENAME Parameter Type String Example 2 How to show all reservations with a specific rate amount Description Rate Amount SQL Text select yres_id from yres ydet where ydet_id yres_current_ydet_id and ydet_rateamount like RateAmount Parameter Rateamount Parameter Type Integer In order to define or use custom SQL statements a custom SQL group must be created with the role RESERVATION SEARCH via the option CUSTOM SQL STATEMENTS under Setup Miscellaneous System Maintenance Database Reservation Options 4 Block Reservation The BLOCK RESERVATION module is used to enter and manage flexible group reservations such as allotments or tour groups and convention bookings with a variety of room types and a range of arrival and departure dates It offers detailed block statistics and it allows different user definable block statuses The GROUP RESERVATION module is used to enter and manage reservations with similar needs such as a group of
347. nt Reservation Options 245 4 Bi Fidelio Suite 8 Automatic room assignment started at 12 07 49 PM Assigning room 105 to reservation 2589 Baker Tan Assigning room 106 to reservation 2975 Baker Ian Assigning room 107 to reservation 2974 Baker Tan Assigning room 108 to reservation 2973 Baker Ian Finished at 12 07 52 PM Copy to dipboard Click OK to close the room assignment summary The room blocking screen is closed and the reservation navigator is displayed with the rooms which were split listed How to change the profile name 1 A 3 From the Reservation Navigator select the required reservation Click Ep T to display the reservation edit screen Click the SELECT button at the top of the Edit Reservation screen The Profile search screen is displayed Search for an existing profile or enter a new profile Click SELECT a message is displayed asking if you are sure you want to change the profile Confirmation Are you sure you want to change the profile 6 Click Yes to change the profile name 7 Click OK to close the reservation Suite add on This option may be used to create a copy of the current reservation with billing instructions pointing to the original reservation and is accessible via the OPTIONS menu of the Reservation Navigator This option is parameter controlled This is useful for creating a simple suite reservation on the fly or for creating an identical
348. ntiate adults and children per child category V8_REP_MealplanPERXCACREGRP V8_REP MEALPLANPERXCAC How to view or change the meal plan 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then select MEAL PLAN from the OPTIONS menu The Edit Reservation screen is displayed defaulted to the MEAL PLAN tab Reservations 89 90 Ei Edit Reservation 2933 ar Reservation Inventory Profiles Package grid Grid Attributes Credit card Fixed charges Notes Special attr Meal plan a 0 p Rate Value Kontors Joc LO cancel The BREAKFAST LUNCH and DINNER columns are completed on a per day basis The example below shows a guest staying on a full board basis this means the guest is entitled to breakfast lunch and dinner every day with the exception of the arrival day where there is dinner but no breakfast or lunch and on the departure day where there is breakfast and lunch but no dinner Breakfast lunch Dinner The default values can be changed by entering the new value directly in the grid or by highlighting the days and meals to be changed entering the value on the Set Value number box and clicking the SET VALUE button Di Q o So ba 0g Go Meal Plan values which have been adjusted manually are highlighted in grey Breakfast Lunch Dinner To reset the meal plan values
349. o Between advanced billing query was requested on or a range of option dates Room Move Only Ignore Displays either only scheduled room moves or ignores scheduled room moves Room Type Equal to Not equal to A room type from the drop down list Share Yes No Displays either share reservations or reservations with no share Source Code Equal to Not equal to A source code from the drop down list Reservations Special Code Equal to Not equal to A special code from the drop down list Equal to A transponder card number Available only if transponder functionality is activated VIP Code Equal to Not equal to A VIP Code from the drop down list Transponder card Walk In Only Ignore Displays either only walk in reservation or ignores walk in reservations Customised SQL Custom SQL search statements statements are enclosed in brackets Note The available memberships on which the search can be made are dependant upon the memberships that have been configured by your property under Setup Configuration CRM Membership types Note Hotel Connector functionality requires an additional license code for Cross Reservations and Availability The default search criteria There are seven tabs available on the reservation navigator to display reservations by the different reservation statuses The default reservation status selection for each tab page is defined in the configuration however this c
350. o be used to advise a guest that their room is ready The correspondence option opens the print dialog window The screen is split into three sections The first section is to choose a template from a list of predefined TEMPLATES and to select a language for the correspondence Letter and form templates can be created in Miscellaneous Reports with the section role BLOCK The second section is the LINK INFORMATION section and contains information about the profiles linked to the block The DETAILS section displays all the addresses from all the linked profiles The primary address of the selected profile and one communication type is selected If there are several profiles attached you can select which profile the letter should be sent to Both the profile and any linked profiles can be edited by pressing the EDIT PROFILE button If the correspondence is opened from a company profile all linked individuals are displayed and the primary contact is selected by default and if opened from the individual profile all linked companies are displayed The third section gives information about the HISTORY of sent correspondence for this profile The template name and the print date are displayed If a letter was edited and saved but not printed then the template name will be displayed with Saved after the name and the date and time it was saved Block Reservation Correspondence functionality is controlled by the user right CORRESPONDENCE under
351. o replace a profile on a reservation 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then select GUEST PROFILES from the OPTIONS menu The Edit Reservation screen is displayed defaulted to the PROFILES tab Reservations 101 In the lower grid select the profile to be replaced on the reservation 4 Click the REPLACE button to display the profile search screen If the LINKED PROFILES ONLY checkbox is selected by default then only profiles which are linked to the reservation profile are displayed 5 If the required profile is not displayed clear the LINKED PROFILES ONLY checkbox and search again Locate the required profile and click SELECT The selected profile is now attached to the reservation replacing the previously attached profile and is listed in the lower grid on the PROFILES tab How to view guest related profiles 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then click the PROFILES tab or Select GUEST PROFILES from the OPTIONS menu The Edit Reservation screen is displayed defaulted to the PROFILES screen 3 In the lower grid click the GUEST RELATED button to display the Link Profiles screen Listed on the left hand side are the PROFILES NOT LINKED TO RESERVATION These are the profiles which are linked to the primary profile of this reservation but which are not
352. of the edit reservation screen 6 Click OK to close the reservation Display Shares This option may be used to display the share information screen and is accessible via the OPTIONS menu of the Reservation Navigator This option is only available for share reservations and may also be displayed by clicking on the SHARE indicator at the bottom of the Edit Reservation screen Various types of information can be displayed on the shares screen if more than one option is selected then the values are displayed separated by a vertical line Select the option ONE AT A TIME to display each of the available options individually select CLEAR to remove all the selected options The total row displays totals per day according to the selected criteria totals are always shown in R 100 100 607 1 R 100 100 607 1 R 100 100 607 1 200 200 2 200 200 2 The options selected are stored per user and are automatically selected each time the share screen is opened until the selection is changed Reservation Options Shares lists all share reservations for the entire stay with the selected reservation displayed in red O Jam jem fn Reservation A Reservation B R R E Reservation A Reservation B Legend Indicates N Reservation is not shared on this day S Reservation is shared but no room number has been assigned Ro Reservation is shared and a room number has been assigned Price display
353. ofile name can be changed To select another profile click the SELEcT button at the top of the Edit Reservation screen The Profile search screen is displayed Search for an existing profile or enter a new profile Click SELECT a message is displayed asking if you are sure you want to change the profile Confirmation Are you sure you want to change the profile Click Yes to change the profile name Click OK to save the reservation How to split all rooms di 2 From the Reservation Navigator select a reservation with multiple rooms Select SPLIT from the OPTIONS menu to display the sub menu Split one Split all Split one and assign room automatically Split all and assign rooms automatically Select SPLIT ALL to create a reservation for each of the split rooms The Edit Reservation screen is displayed for the last reservation created Click OK to save the reservation There are now x identical reservations in the name of the original reservation For example if the original reservation was for 5 single rooms in the name of Miller then splitting the reservation will create 5 identical reservations in the name of Miller Reservation Options How to split one and assign room automatically 1 From the Reservation Navigator select a reservation with multiple rooms 2 Select SPLIT from the OPTIONS menu to display the sub menu Split one Split all Split one and assign room automatically Split all and assign r
354. og box 4 Make any changes necessary 5 Click OK to save the changes 6 Click CLOSE to close the Free Nights screen How to link free nights 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then select FREE NIGHTS from the OPTIONS menu The Free Nights screen is displayed 166 Reservation Options Ei Free Nights Date Day of week Price Aduits Link Name Nights Consumed valid until__ Max person 02 10 11 Sunday Lo Aceti Ralph i 02 10 12 2 03 10 11 Monday 1 Aceti Ralph 1 30 11 12 2 04 10 11 Tuesday i 1 05 10 11 Wednesday 1 1 The days of the reservation are listed on the left select the date the free night is to be applied The available free nights are listed on the right select the free night to be applied to the selected date Click the LINK button to apply the free night to the selected date Repeat steps 3 to 5 if there are more free nights to be applied to this reservation Bi Free Nights oo es Link Name Nights Consumed valid until__ Max person 02 10 11 Sunday L 02 10 12 2 03 10 11 Monday TA i Remove i d L 30 11 12 2 4 Account Transfer 04 10 11 Tuesday 05 10 11 Wednesday Remove all New 7 Click CLOSE to close the Free Nights screen How to view absorbed free nights 1 From the Reservation Navigator select the required reservation Reservation Options 167 168
355. oms Rooms 01 02 2012 Wed 02 02 2012 Thu 03 02 2012 Fri O OO Rooms Inital Block Available Changes to Initial Booking Position i No of Adults Actual Block Pick up Rates Cutoff Dates Manual Rates Double Room ae 0127 2012 A Twin Room Single Room To 03 02 2012 Suite E Show all Rates Mi set teal Set Rooms based on Week Days Block Code TST Block Name TST The screen is split into three sections The grid displays the number of rooms blocked per room type per date and the total rooms blocked per date The view selections are displayed in the centre of the screen the views available are dependant upon the block status and parameter settings The lower section of the screen displays the defined room types on the right and the set options on the left Rooms can be set by date range the no of rooms can be increased or decreased and rooms can be set based on week days Views available on the Block Grid INITIAL BLOCK Displays the number of rooms that were blocked for this group up until the end of the initial phase A group is no longer in the initial phase when the block status is changed from a status which DOES NOT AFFECT AVAILABILITY to a status which is considered TENTATIVE or DEFINITE ACTUAL BLOCK Displays the actual number of rooms that have been blocked for this group AVAILABLE Displays the number of rooms which are left in the block the ro
356. oms which are still available to be picked up PICK UP Displays the number of rooms that have been picked up CHANGES TO INITIAL Displays the difference between the rooms which are actually blocked to what were initially blocked RATES Displays the rates per room type If the rate is in a foreign currency then the foreign currency rate and the currency symbol are displayed This view is always available no matter of the block status BOOKING POSITION Booking Position is available for blocks with the status tentative pickup and is used to enter the number of rooms which should be shown as definite reservations instead of tentative reservations on the Availability screen Ctrl D The number of rooms 310 Block Reservation entered can not exceed the actual number of tentative rooms for the block Booking Position functionality is parameter controlled CUTOFF DATES Displays the cut off date per day per room type The cut off dates can be changed by either selecting a date range or selecting the dates from the grid then entering the cut off days in the Days field or selecting a cut off date from the calendar in the DATE field Click the SET button to enter the new cut off date and overwrite the cut off day date settings from the block header Noor ADULTS Displays the number of adults per room type MANUAL RATES Select this option in order to enter manual rates per adult per room type via the No OF ADULTS and
357. on This option may be used to check in a guest who has a reservation and is accessible via the Reservation Navigator How to check in a reservation 1 From the Reservation Navigator select the reservation to be checked in 2 Click the CHECK IN button A message is displayed indicating that the check in was successful Fidelio Suite8 Reservation Check In for Baker David was successful OR 3 Click OK to close the check in successful message Depending on the interfaces installed additional messages may be displayed For example if an interface for key cards is installed the Make Key dialog box is displayed 94 Reservations Es Make Key fe feC mE Guest name David Baker Key options Room 315 Number of keys p Arrival date 07 09 2011 Valid Until Date 08 09 20 ii Time 12 00 4 Click the MAKE Key button to print a key card The check in successful message is controlled by the parameter DISPLAY MESSAGE WHEN CHECK IN WAS SUCCESSFUL under Miscellaneous User Settings Reservation Prompting for a credit card at check in is controlled by the parameter ASK FOR CREDIT CARD AT CHECK IN under Setup Configuration Global Settings Reservation Reservation 1 tab Daily charges can be posted automatically after check in by selecting the parameter POST DAILY CHARGES AFTER CHECK IN under Setup Configuration Global Settings Reservation Reservation 3 tab The char
358. on 2933 o o aE Reservation Inventory Profiles Package grid Grid Attributes Credit card Notes Special attr Meal plan Amenity Transponders atl American Express Travel Travel Agent a MICROS FIDELIO GmbH Company x a Guest Related Q Reserv Days gt Price display Rate amount v Induding add to rate packages Add M Remove NEEDS i X Aceti Ralph 1 Adult 45 00 45 00 45 00 45 00 Ty Attributes 2 Adult 45 00 45 00 45 00 45 00 e Replace Guest Related Profile Related Edit Down Oates O cones 3 Click the ADD button to display the profile search screen If the LINKED PROFILES ONLY check box is selected by default then only profiles which are linked to the reservation profile are displayed 172 Reservation Options 4 If the required profile is not displayed clear the LINKED PROFILES ONLY check box and search again Locate the required profile and click SELECT 6 The additional profile is now attached to the reservation and is listed in the lower grid on the PROFILES tab The primary profile is marked with an x x Aceti Ralph Abenam Jean Pierre How to remove a profile from a reservation 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then select GUEST PROFILES from the OPTIONS menu The Edit Reservation screen is displayed defaulted to the PROFILES tab 3 In the lower grid select the profile to be
359. on a full board basis this means the guest is entitled to breakfast lunch and dinner every day with the exception of the arrival day where there is dinner but no breakfast or lunch and on the departure day where there is breakfast and lunch but no dinner Breakfast lunch Dinner The default values can be changed by entering the new value directly in the grid or by highlighting the days and meals to be changed entering the value on the Set Value number box and clicking the SET VALUE button Di 03 a Li Di Qi a ES D 04 oo Meal Plan values which have been adjusted manually are highlighted in grey _ Breakfast Lundh Dinner to Oa Oo Be So Oa 04 bo To reset the meal plan values highlight the dates and meal to be reset and click the RATE VALUE button the values are reset to the rate code values Click OK to close the Meal Plan tab Reservation Options Meal plan functionality is controlled by the parameter MEAL PLAN FUNCTIONALITY under Setup Configuration Global Settings Reservation 1 tab Meal Plan defaults The meal plan tab is displayed by default if the parameter SHOW MEAL PLAN TAB BY DEFAULT is active under Setup Configuration Global Settings Reservation 1 tab Meal Plan defaults Meal plan manual adjustments are controlled by the user right MEALPLAN MANUAL ADJUSTMENTS under Setup Configuration Users User Definition Rights Reserv
360. on waitlist which can be accepted How to move a reservation to the waitlist i From the Reservation Navigator select the reservation which is to be moved to the waitlist Select WAITLIST from the OPTIONS menu The Waitlist dialog box is displayed Ea Waitlist Reason Priority Communication Waitlist History Description Move Reservation to Waitlist Pres G No Select the REASON the reservation is being moved to the waitlist from the drop down list Select the waitlist PRIORITY for this reservation from the drop down list Select the COMMUNICATION method for contacting this guest by clicking the Looe button all the communication methods associated with this guest profile are displayed If this reservation was previously waitlisted then the reason and any additional details are listed in WAITLIST HISTORY In the DESCRIPTION box the reason for waitlisting the reservation is listed and additional details can be added if required Reservation Options 8 Click YES to move the reservation to the waitlist Waitlist Dialog Box Fill in this field With this information The reason for waitlisting the reservation Priority The priority for this reservation to be moved from the waitlist and accepted Communication The preferred communication method All the communication methods associated with this guest profile are displayed by clicking the lo button Waitlist History If this reserva
361. ons x Original no show reservation end date is changed to 2 11 2008 The new reservation is displayed as an expected arrival for the current day The original reservation remains in the system with the status no show and a departure date equal to the current hotel date Room Assignment This option may be used to search for and assign a room to a reservation and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen Several search criteria on the room search screen are completed with details from the reservation but these may be changed and additional criteria may be entered in order to further define the room search If a room type change occurs during a stay it will be reflected on the room search screen so that room numbers can be assigned for the different room types Selecting more than one reservation on the reservation navigator and then selecting the option Room Assignment from the Options menu will display the Room Blocking dialog box and not the Room Assignment dialog box How to search for available rooms 1 From the Reservation Navigator select the required reservation 2 Select ROOM ASSIGNMENT from the OPTIONS menu or Click EpIT to display the reservation edit screen and then select Room ASSIGNMENT from the OPTIONS menu The Edit Reservation screen is displayed first and then the Room Search screen is displayed Note If a room type change occurs during a stay th
362. ons 171 The lower section shows the profiles which are attached to this reservation the primary profile is marked with an x If a reservation has multiple guest profiles attached it will be indicated at the bottom of the edit reservation screen by the Guests _ indicator With the MULTIPLE GUEST PROFILE FUNCTIONALITY activated a new search field is available on the reservation navigator Selecting the check box MULTI GUEST will include in the search results guest profiles which are attached to reservations via the Guest Profiles option Note With multiple guest profiles linked to a single reservation the reservation and therefore the guest folio is in the name of the primary profile If each guest requires a folio in his own name then share reservations should be used How to attach an additional profile to a reservation 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then select GUEST PROFILES from the OPTIONS menu The Edit Reservation screen is displayed defaulted to the PROFILES tab which is Split into two sections The upper section shows the company travel agent source and booker profiles linked to the reservation profile The lower section shows the profiles which are attached to this reservation the primary profile is marked with an x E Edit Reservati
363. ooms automatically 3 Select SPLIT ONE AND ASSIGN ROOM AUTOMATICALLY the following happens A copy of the reservation is created with the same profile name The room blocking screen is displayed with the split reservation selected Auto room assignment starts automatically Once the room assignment has been completed an information box is displayed with details of the automatic room assignment Er Fidelio Suite 8 Automatic room assignment started at 12 04 15 PM Assigning room 105 to reservation 2968 Matthusch Gabruil Finished at 12 04 16 PM ri E Copy to dipboard fal Save 4 Click OK to close the room assignment summary The room blocking screen is closed and the reservation navigator is displayed with the room which was split listed How to split all and assign room automatically 1 From the Reservation Navigator select a reservation with multiple rooms 2 Select SPLIT from the OPTIONS menu to display the sub menu Split one Split all Split one and assign room automatically Split all and assign rooms automatically 3 Select SPLIT ALL AND ASSIGN ROOM AUTOMATICALLY the following happens A reservation is created with the same profile name for each of the split rooms The room blocking screen is displayed with the split reservations selected Auto room assignment starts automatically Once the room assignment has been completed an information box is displayed with details of the automatic room assignme
364. or Click Epit to display the reservation edit screen and then select UNDO CCM BOOKING from the OPTIONS menu 3 The reservation is unlinked and is no longer part of the conference and catering booking User Log This option may be used to view the changes made to a reservation and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen How to display the user log 1 From the Reservation Navigator select the required reservation 2 Select USER LOG from the OPTIONS menu or Click EpIT to display the reservation edit screen and then select USER LoG from the OPTIONS menu The User Log is displayed split into 2 sections The upper section displays the name of the guest and the arrival and departure date The lower section displayed information about the changes to this reservation 264 Reservation Options User log of reservation Stramm Rudolf 04 10 11 05 10 11 Workstation 05 10 11 12 52 38 PM Room move performed from to 112 Demonstration Supervisor MORVEN WINT 05 10 11 12 52 38 PM Checked in 02 10 11 Demonstration Supervisor MORVEN WIN 05 10 11 12 52 30 PM Create new reservation Demonstraton Supervisor MORVEN WIN 3 Once all changes have been viewed click OK to close the user log User Log Display Options Field Heading Gives this information Date The date and time the change was made This is the system date of the computer on which the change was made
365. or the new instruction is in sequential order Window 1 is always reserved for all postings which are not routed to another window When entering billing instructions for the first time the default window is 2 7 Enter the From DATE and To DATE the billing instruction is valid for the default dates are the arrival and departure dates 8 Select the DEPARTMENT CODES to be routed from the drop down list of available department codes The will select all department codes Use the EXCLUDE button to exclude department codes and the INCLUDE button to add department codes 9 Select any or all of the following options SAME ROOM If selected the charge will be routed to the same room if not selected the charge can be routed to another room BILL VIEW If you are using a video interface select this option to allow the guest to view this billing window from his room Window one is the default window to view VIDEO CHECK OUT If you are using a video interface select this option to allow the guest to check out this billing window from his room Usually the video check out option is only available for guests paying with a credit card Block Reservation 321 10 Select the NAME for the billing window from the list of linked profiles 11 In the OTHER NAME option you can select to route the department codes to another profile If either the profile selected via NAME or OTHER NAME has default billing instructions defined then a message
366. oup reservations create group templates and enter group rooming lists Block reservations can be used for detailed tour and allotment tracking User definable search screens and information templates in HTML format allow the property to customize the reservation navigator to their requirements Logging In To use Suite8 you must first log into the system You must have a valid user identification and password Logging into Suite8 1 From the desktop click the Fidelio Suite8 icon The Suite8 Splash screen is displayed for several seconds with the Payment Application Data Security Standard PA DSS disclaimer MIcroSs HK IDELIO Hotel Management Solutions Micros idelio Ireland Ltd 1987 2011 eserved The Name and Logo are trademarked This application E intem MICROS pro t certain third party products not developed by or erbat i MICROS reend MICROS Produ Si These Non MICROS Products may or may not be compliant w ith the Payment Card Industry Payment Application Data Security Standard PA DSS MICROS strongly recommends that all merchants who are connecting any MICROS payment processing products to any Non MICROS Products ensure that both the MICROS and Non MICROS products are PA DSS compliant Introduction 9 The Fidelio V8 Login screen is then displayed Fidelio Suite 8 Login msm Login Name Password Q Cancel Type your user identification case sensitive in the Login name box Tab to the
367. out 17 If the method of payment for that window is a CREDIT CARD then the credit card can be selected 18 If the selected profile is a company and has a primary CONTACT attached then this contact can be selected however contacts will not be linked automatically 19 The billing ADDRESS of the name other name or account is displayed automatically If no billing address exists then the primary address is displayed If more than one address exits for the profile then the required address can be selected 20 The attached profile may be edited by pressing the EDIT PROFILE button 21 To apply a limit to the billing instruction click the LIMIT tab Reservation Options 127 B5 New Edit Billing Instruction 10285 Accom amp Bre 22 Enter the Limit for the selected billing instruction code 23 Click OK to save the billing instructions 24 Click OK to close the billing instructions screen If changes were made to existing billing instructions the user is prompted with a confirmation message to apply these changes Note When an amount higher than the limit set for the billing instruction is posted then a message is displayed that the posting is split How to set a billing instruction limit 1 From the Reservation Navigator select the required reservation and display the Billing Instructions dialog box 128 Reservation Options Aceti Aceti 02 10 11 rT MICROS FIDELIO GmbH MICROS FIDELIO GmbH 02 10 11 03 10 11 2 Se
368. p Homepage Upgrades Rate Amount 10 If the SQL statement requires input from the user then this can be done via PARAMETERS 11 Select the required SQL Statement and in the Parameters panel click NEw to display the SQL parameter dialog box Reservations 35 36 SOL Parameter Parameter Descripton Type 12 In the PARAMETER box enter the SQL parameter for example RATEAMOUNT max 20 characters 13 In the DESCRIPTION box enter the text which should appear when the user runs the SQL statement for example ENTER RATE AMOUNT SOL Parameter Parameter Rateamount Description Enter Rate Amount Type Integer 14 Click OK to close the SQL parameter dialog box 15 Click the CLOSE button to close the Custom SQL statements screen How to run a custom SQL statement 1 On the reservation search screen click the down arrow on the Apv QRY box and select the required custom SQL statement Custom SQL Statements are listed at the end of the selection box and are enclosed in brackets Special Code Vacation VIP Code Walk in Rate Amount Suite 8 Homepage Upgrades VIF Arrivals 2 Click the FULL SEARCH button if the query contains a parameter then this will be displayed in the form of a question for the user to answer Reservations SQL Parameters Enter Rate Amount G Cancel 3 Complete the question and click OK All reservations matching the query are displayed Reserv
369. pe E Show Family Members com Active Only 4s V Active Adv Qry v v C Inactive Display Search name Name Address city Country Communication RFM __ Revenue _ E New Profe Aceti Ralph 4 m 16208 Aceti H E Profile Details H Task H a Notes Q Reservations as Guest Block Reservations eB Group Reservations E Bookings Q History as Guest Q History as Multiguest D HTML View Name VIP Code Address Communication 534 N Tallyrand Street Wichita Guest Recognition Aceti Ralph Mr D VIP 1 534 N Tallyrand Street 76206 Wichita TX Email Business Direct raceti worldwide com Notes BIL Always fax and phone charges to a separate invoice a c AVAYA USA raceti worldwid Statistics Room Nights 11 Adult Nights 19 Stays 2 Revenue 1785 45 EUR POS Revenue i 1800 v Big 4 The query results are shown in grid format in the middle section of the screen and the tree and HTML formats are shown in the lower section of the screen LELEA Aceti H E Profile Details E Task E z Notes Q Reservations as Guest fa Y Block Reservations i 2R Group Reservations j Bookings Q History as Guest Q History as Multiguest QS HTML View Name VIP Code Address Communication Guest Recognition Aceti Ralph Mr VIP 1 534 N Tallyrand Street 76206 Wichita TX Email Business Direct raceti worldwide com Notes BIL Always f
370. people all arriving on the same purpose and staying through the same period of time such as a wedding or a company meeting It is possible to create a block reservation and within that block create group reservations the group reservations are then directly linked to the block See Group Reservations page 341 To access block reservations Click the Reservations menu and select Block Reservation or click Block Reservation from the coloured shortcut bar to display the Block Reservation navigator The Block Reservation navigator is divided into four distinct areas Query consists of multiple basic block reservation search criteria such as Block Code Full Name Block Status Start Date and Date Query Results the results of the query shown in a customizable grid format including Block Code Full Name Start Date End Date and Block Status Tree View a tree listing of the block header HTML page free definable HTML display which by default has a list format or a big format where the details are displayed in a non grid style format The HTML page can be printed by right mouse click The Basic Search Criteria You may fill in multiple fields to narrow the search criteria and a list of blocks that match what you have specified is displayed The actual query is displayed in a script format in a window on the right hand side of the screen If no data is entered the list of block reservations is displayed in alphabetical or
371. played 222 Reservation Options Fe Preview HE 6 amA amp H Micros Fidelio Demo Program Registrationcard Street 534 N Tallyrand Street ee i ional wee a A 6 For an explanation of the options available on the preview screen see the Options available on the registration card batch screen below 7 Click PRINT to print the registration cards or 8 Click CANCEL to exit the screen without printing the registration cards Options available on the registration card batch screen PRINT to print the registration cards EXPORT to export the registration card batch to a file or an application SETUP to change the printer setup FIRST to display the first registration card in the batch PREV to display the previous registration card in the batch NEXT to display the next registration card in the batch LAST to display the last registration card in the batch FIND to search for specific text enter the text to be located and press the Find button ZOOM to adjust the size of the display CANCEL to exit the screen without printing the registration cards The functionality to apply the same registration number to all group members is controlled by the parameter NUMBER CYCLE FOR REGISTRATION CARDS under Setup Configuration Global Settings Reservation Reservation 3 tab Reservation Options 223 Reinstate This option may be used to reinstate a cancelled or no
372. played if the required information is missing A full listing and explanation of all the available parameters is available in the configuration manual Listed below are some of the available parameters Number of adults must match linked guests a warning message is displayed if the number of adults on the reservation is not equal to the number of guest profiles attached However the number of adults will only be validated if the number of rooms entered on the reservation is 1 The following parameters are only available if the parameter NUMBER OF ADULTS MUST MATCH LINKED GUESTS is selected WARNING IF GUEST DOCUMENTS ARE NOT ENTERED WHEN SAVING a warning message is displayed if any of the guest profiles are missing Date of birth Place of birth or Nationality DENY CHECK IN IF DOCUMENTS ARE NOT ENTERED check in will be denied if any of the linked guest profiles are missing Date of birth Place of birth or Nationality MATCH CHILDREN NUMBER the sum of adults and children will be used when checking the match for number of persons against number of linked profiles The guest profiles option is controlled by the parameter MULTIPLE GUEST PROFILE FUNCTIONALITY under Setup Configuration Global Settings Reservation Reservation2 tab A full listing and explanation of all the available parameters for multiple guest profile functionality is available via the section MULTI GUEST LINK under Setup Configuration
373. pm To search for a template enter a template NAME click SEARCH To edit an existing template click the EDIT button To create a new template click the NEW Button 88 Reservations 5 Double click the required template or highlight the required template from the list and click OK 6 The Add Note dialog box is displayed with the template in the NoTE box Make any adjustments necessary and click OK to save the note Click CLOSE to close the Notes dialog Note Text template can also be imported in to the body part of the print screen when sending emails Note categories are defined via the option NOTES CATEGORIES under Setup Configuration CRM Text templates may also be defined via the option TEXT TEMPLATES under Setup Configuration Miscellaneous Meal Plan This option may be used to view or change the number of breakfasts lunches and dinners scheduled per day and is accessible via the OPTIONS menu of the Edit Reservation screen and via the MEAL PLAN tab on the Edit Reservation screen This option is parameter controlled The meal plan values are automatically completed based on rate code board type and the meal plan default settings for the first day and the departure day Possible board types are No Board Breakfast Half Board Dinner Half Board Lunch Full Board and All Inclusive The meal plan values can be adjusted manually if required The following views may be used in reports to differe
374. r Click EbIT to display the Edit Reservation screen 4 From the OPTIONS menu select CREDIT CARD AUTHORIZATION and then New ADDITIONAL AUTHORIZATION The Additional Authorization dialog box is displayed 150 Reservation Options E Additional Authorization n Name Aceti Ralph Window Reservaton 2940 American Express 3780282246310005 Current Window balance fil 0 Current Approved Amount oO Current Approval Code New Amount to be approved 5 After viewing the credit card authorization details click CANCEL to close the Additional Authorization dialog box How to request additional credit card authorization 1 From the Reservation Navigator select the reservation to add additional credit card authorization 2 Select CREDIT CARD AUTHORIZATION and then New ADDITIONAL AUTHORIZATION from the OPTIONS menu or 3 Click EDIT to display the Edit Reservation screen 4 From the OPTIONS menu select CREDIT CARD AUTHORIZATION and then New ADDITIONAL AUTHORIZATION The Additional Authorization dialog box is displayed ER Additional Authorization Name Aceti Ralph Window kl Reservatons2940 American Express 378282246310005 Current Window balance fal 0 Current Approved Amount 0 Current Approval Code New Amount to be approved 5 As credit cards can be linked to a window on the billing screen you need to select the WINDOw to which this credit card approval is to be applied Reservation Options 151 1
375. r additional information Transport types and transport details are defined via the option GUEST TRANSPORTATION CONFIGURATION under Setup Configuration Reservations Defines if it is arrival transportation History amp Future This option may be used to see past and future reservations for this guest and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen Depending on the past and future reservations of this guest any or all of the following categories may be displayed History shows all past reservations including reservations with the status no show In House shows all reservations arriving today or currently checked in Future shows all future reservations Cancellations shows all the reservations which have been cancelled How to view history amp future reservations 1 From the Reservation Navigator select the reservation to view history and future reservations 2 Select HISTORY amp FUTURE from the OPTIONS menu or Click EpIT to display the reservation edit screen and then select HISTORY amp FUTURE from the OPTIONS menu The History amp Future screen is displayed Reservation Options 185 186 8 History amp Future Name Balmer Stewe d toom Rate Arrival Departure 710 710 710 710 Future 710 710 710 710 710 70 150 140 16 08 11 30 08 11 13 09 11 27 09 11 11 10 11 25 10 11 083 11 11 22
376. r can be entered manually Amount Enter the amount of the payment by default the total amount of the selected window is displayed Foreign Amount If the payment department selected is a foreign currency then the payment amount is displayed in the selected foreign currency The exchange rate is displayed in the centre of the screen Additional remarks regarding the payment Arrangement Select the arrangement code to be used on the folio from the list Entering the first letter or number of the arrangement code will jump to the first match in the list box Credit Card Depending on the method of payment selected the credit card Details details may be completed automatically or can be entered manually Card Type The type of the credit card this is completed based on the Payment Department selection The credit card number Expiry MM YY The expiration date of the credit card Holder s Name The name of the credit card owner Folio Styles dialog box Field Definition Customer The last and the first name of the guest or financial account The window number being checked out Tie baknas oF dha wilrdovn Style Select the folio style to be used for the print out from the list of defined styles Display telephone Select this option to print the telephone details on the folio details on invoice Prints the folio on the pre defined printer Preview Displays a preview of the folio the folio may be printed directly from th
377. re displayed Reservations Day of reservation i E gt o7 09 11 gt Aldays Daysafter One day 6 Click the arrows to scroll through the days of the reservation The upper display changes depending on whether the inventory item is applicable for the selected day A check box with a tick mark t1 indicates that the inventory item applies to this day A blank L check box indicates that the inventory item does not apply to this day 7 Click OK to close the reservation How to view inventory details per day 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then select the INvenToORY tab An inventory item which changes during the guests stay is indicated by an x in the Change column 3 Select the inventory item to view details per day and click the tba button The Inventory details per day are displayed R Inventory details per day Inventory Baby Cot Date Day no Quantity o7 09 11 1 08 09 11 2 1 09 09 11 i 1 10 09 11 i 4 Ifthere are multiple inventory items attached to the reservation the inventory details for each item can be viewed by clicking the INVENToRY drop down list and selecting the item required Click OK to close the inventory details per day Click OK to close the reservation Inventory tab display This Column Displays this information The name of the inventory item An x in this column indicates that
378. red in addition to or in place of one of the pre defined texts How to resolve a trace 1 From the Reservation Navigator select the reservation which has a trace to be resolved 2 Select TRACES from the OPTIONS menu or Click Epit to display the reservation edit screen and then select TRACES from the OPTIONS menu The Traces dialog box is displayed with all the traces for this reservation listed 3 Select the trace to be resolved 4 Click RESOLVE Now the trace is now marked as resolved 256 Reservation Options 5 Click CLOSE to close the Trace dialog box How to mark a resolved trace as unresolved 1 From the Reservation Navigator select the required reservation 2 Select TRACES from the OPTIONS menu or Click Epit to display the reservation edit screen and then select TRACES from the OPTIONS menu The Traces dialog box is displayed with all the traces for this reservation listed 3 Select the trace to be unresolved 4 Click CLEAR RESOLVE the trace is now marked as not resolved 5 Click CLOSE to close the Trace dialog box How to delete a trace 1 From the Reservation Navigator select the required reservation 2 Select TRACES from the OPTIONS menu or Click Epit to display the reservation edit screen and then select TRACES from the OPTIONS menu The Traces dialog box is displayed with all the traces for this reservation listed 3 Select the trace to be deleted 4 Click DELETE the trace is deleted 5 Cli
379. removed from the reservation and click REMOVE A confirmation message is displayed AITE T Do you want to remove selected items 4 Click Yes to remove the profile 5 Click OK to close the reservation How to change the primary profile on a reservation 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then select GUEST PROFILES from the OPTIONS menu The Edit Reservation screen is displayed defaulted to the PROFILES tab The lower section shows the profiles which are attached to this reservation the primary profile is marked with an x x Aceti Ralph Abenam Jean Pierre 3 Select the profile which is to become the main profile of this reservation and click the PRIMARY button A confirmation message is displayed Reservation Options 173 174 4 Confirmation Are you sure you want Abenam Jean Pierre to be the main customer of the reservation Click YES to mark the selected profile as the main customer of the reservation The selected profile is now marked with an x Name Aceti Ralph Abenam Jean Pierre Primary How to replace a profile on a reservation 1 Zi From the Reservation Navigator select the required reservation Click Ep T to display the reservation edit screen and then select GUEST PROFILES from the OPTIONS menu The Edit Reservation screen is displayed defaulted to the PROFILES tab
380. requires that a financial account group is defined via the option FINANCIAL ACCOUNT GROUPS under Setup Configuration Cashiering The type of financial account group must be DEPOSIT CANCELLATION AND No SHOW and Autonumber must be selected Post Departure Keys This option may be used to issue a post departure key for charging purposes and is accessible via the OPTIONS menu of the Reservation Navigator and via the C O OPTIONS menu on the guest folio In order to use this functionality a financial account group must be defined for post departure accounts and financial account numbers defined This option is useful if the guest has vacated the room but is remaining at the property a post departure key can be issued to the guest for charging purposes Reservation Options How does post departure keys work The guest is checked out using the Post Departure Key option A financial account is created and checked in the key for the original reservation is deleted and a make key command is sent to the interface The charges are transferred from the room account to the post departure financial account Charges are transferred to the relevant windows and any existing billing instructions are copied A post departure key is printed and linked to the post departure financial account With the post departure key the guest can continue to use the facilities of the property and charge to the post departure account When the guest is actu
381. respondence dialog box If the email should be sent now click SEND the document is generated and the email sent A confirmation message is displayed confirming that the message was sent Note When sending a PDF file as attachment of an email the file is stored in rtf format allowing editing changing and sending it locally Attachments sent in PDF format are automatically password protected so that no changes can be made to the original PDF Note When sending correspondence as a PDF attachment the PDF files are stored both in the database and in the Mailing Documents directory defined in the configuration After the correspondence has been successfully sent the PDF files are removed from the database How to email a confirmation letter with an attachment Select the appropriate reservation in the grid Click the OPTIONS button and select CONFIRMATION LETTER On the short cut menu to display the Confirmation Letter dialog box In the TEMPLATES box click the drop down arrow and select the template to be used Reservation Options 3 In the LANGUAGE box click the drop down arrow and select the language if no language is selected the default language from the language configuration will be used 4 In the PREF DISTRIBUTION box the preferred method of distribution for this profile is displayed If a company profile is selected then the contact profiles preferred method of distribution takes priority over the company s Select
382. ress exits for the profile then the required address can be selected 20 The attached profile may be edited by pressing the EDIT PROFILE button 21 To apply a limit to the billing instruction click the LIMIT tab 322 Block Reservation E5 New Edit Billing Instruction 10285 Billing Instruction Limit Accom amp Bre 22 Enter the Limit for the selected billing instruction code 23 Click OK to save the billing instructions 24 Click OK to close the billing instructions screen If changes were made to existing billing instructions the user is prompted with a confirmation message to apply these changes Note When an amount higher than the limit set for the billing instruction is posted then a message is displayed that the posting is split Block Reservation 323 How to set a billing instruction limit 1 From the Reservation Navigator select the required reservation and display the Billing Instructions dialog box Aceti Ralph Aceti 02 10 11 03 10 11 MICROS FIDELIO GmbH MICROS FIDELIO GmbH 02 10 11 03 10 11 3 Enter the Limit for the selected billing instruction 4 Click OK to save the billing instructions 394 Block Reservation 5 Click OK to close the billing instructions screen Billing Instruction functionality is controlled by the user rights under ROUTING INSTRUCTIONS under Setup Configuration Users User Definition Rights Billing instructions to another reservation are indicated
383. rmation Do you want to link profiles attached to block to reservation on 27 12 11 No Noto All Yes to All Note If the profile of the booker on the block header has no country code then an error message is displayed requiring that the country code be added before continuing Click YES YES TO ALL to link the profiles to the group reservation or No No To ALL if the profiles should not be linked The group reservation dialog box is displayed Adjust any details as necessary and click OK If more than one room type was selected then a reservation is displayed for each room type repeat step 10 for each reservation Block Reservation 293 294 The New Group dialog box is re displayed with the group reservations listed in the grid 12 Click CLOSE to close the New Group screen and return to the Block Header dialog box Note If more than one group is created through the block then the group template created for the first group is used for all subsequent groups As each new group is created sequential numbers are added to each group name Available options from the block header SAVE to save changes to the block header CUTOFF to release all available rooms from the block CHANGE STATUS to change the block status GRID to enter block details and view differences OPTIONS USER LOG to view the all changes made to the block OPTIONS BLOCK SUMMARY to view block statistics for this block O
384. rmation R Cancellation information Number 1312 Hotel date 10 09 11 Time 19 09 11 9 56 07 AM User Demonstration Supervisor Reason Cancellation Information Field ss Description ss s s sSs The cancellation number Hotel Date The Suite8 date when the reservation was cancelled Time The computer date and time when the reservation was cancelled User The last and first name of the user who cancelled the reservation Reason The reason the reservation was cancelled Note This information is also displayed when editing the cancelled reservation and pressing the CANCELLED indicator on the bottom of the screen Reservation Options City Ledger Authorization This option may be used to authorize city ledger check out and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen This option is parameter controlled A reservation can be authorised for a city ledger check out in one of two ways A reservation made with a profile which has been assigned the Credit Status A Accounts Receivable is automatically authorized for city ledger check out A reservation which is authorized via the CITY LEDGER AUTHORIZATION option is then authorized for city ledger check out Authorization via this option does not require the user to have the user right CITY LEDGER CHECK OUT How to assign a city ledger check out authorization 1 3 4 5 6 From the Reser
385. rom the list box Limit Value The credit value associated with the selected credit limit is displayed This may be changed as required Transponder The transponder card number is displayed if the financial account was created upon swiping or entering a transponder card Note This option only displayed if TRANSPONDER functionality is active Select from a list of predefined source codes Channel Code Select from a list of predefined channel codes Tax Exemption Defines if the financial account is tax exempt Contracted Curr Select the contracted currency for the financial account Billing Info Enter any billing information such as Room and Tax to Company The billing information is displayed in the billing screen on the standard HTML file Remarks Enter any additional information Remarks are displayed in the billing screen on the standard HTML file Note If the start date selected equals the system date and the OK button is clicked the financial account will be checked in If the start date does not match the system date the financial account status will be Expected Financial Accounts 395 How to edit financial account settings 1 Select the required financial account and click Epit to display the Financial Account Settings dialog box In cashiering display the billing screen of the required financial account and click the FA SETTINGS button to display the Financial Account Settings dialog box In M
386. room Early departure A Displays early departures Family Member Start with Equal to The family members Reservations 27 28 Guarantee Code Equal to Not equal A guarantee code from the to Empty drop down list Guest link Only Ignore Will display either only profiles missing with missing guest links or ignore profiles with missing guest links Only if multiple guest profile functionality is activated Guest Member Select one of the The number for the selected Card defined membership membership type types Note Results include reservations where the main profile or any linked profiles matches the entered guest member card number Interest Code Equal to Not equal to An interest code from the drop down list Inventory Equal to An inventory code from the drop down list Linked Profile Start with Equal to Name of the linked profile Market Code Equal to Not equal to A market code from the drop down list No room for Only Displays reservations that are today or checked in but have no room tomorrow assigned for today Option Date Equal to From A specific option date or a To Between range of option dates Equal to Default Name of the party Rate Code Equal to Not equal to A rate code from the drop down list Reg Card Printed Not Displays reservations whose printed Should be registration card was printed printed not printed or should be printed Requested on Equal to From A specific option date the T
387. rooms reserved for this block k F k p p je pee fee fee pe amare a e See 3 J55 38 25 10 29 12 2011 Thu a3 js5 38 25 10 30 12 2011 Fri i23 55 38 25 10 namie a e w e 20 20 10 292 Block Reservation 5 10 11 On the grid select the room type and days required then click the ADD button Note Only one room type can be selected at a time The Number of Rooms dialog box is displayed Number of Rooms Wok G Cancel The total number of rooms available for this room type is listed adjust the number of rooms if required and click OK The selection is listed in the Selected Rooms dialog box in the lower right corner 27 12 11 27 12 11 DR 55 Repeat steps 5 and 6 until all the required rooms and room types have been selected Note Occasionally when you are entering a group you may want to reserve a room type which does not have enough available rooms In this case the system will display the room type selection screen and allow rooms to be borrowed from another room type Borrowing from a room type does not increase the total size of the block it only readjusts the allocation among the different room types Click the SELECT button The New Group dialog box is displayed complete with group info details taken from the block header and the booker The group name is the block name with a sequential number and the arrival date added The following message is also displayed Confi
388. roup Reservation screen The Groups tab is displayed by default 2 Select the group to which you want to add a new or additional reservation and click EDIT The Edit Group reservation screen appears 3 Click NEw if the group reservation is part of a block then you will be given the option to create an INDIVIDUAL or BLOCK reservation 4 Selecting INDIVIDUAL displays the Edit Reservation dialog box Group Reservations 5 Selecting BLock displays the Block Selection screen see How to enter an additional block reservation Enter the reservation details Click OK to save the reservation The Edit Group dialog box is displayed with the new reservation shown in the upper grid How to enter an additional block reservation 1 Click the RESERVATIONS menu and select GROUP RESERVATION to display the Group Reservation screen The Groups tab is selected by default 2 Select the group to which you want to add a new or additional reservation and click EDIT The Edit Group reservation screen appears 3 Click NEw as the group is part of a block the options to create an INDIVIDUAL or BLOcK reservation are displayed 4 Selecting BLock displays the Block Selection screen The Block Selection screen displays a grid showing the dates room types and number of rooms reserved for this block k F k p p 1 e p f fe 30 12 2011 Fri 128 595 J38 2 10 E c 5 On the grid select the room type and days required t
389. roup Reservations The group module is used to enter and manage reservations with similar needs This could be a group of people all arriving for the same purpose and staying through the same period of time such as a wedding or a company meeting Note The BLOCK RESERVATION module should be used for more flexible group reservations such as allotments and tour groups Group Reservations To access group reservations Click the Reservations menu and select Group Reservation or click Group Reservation from the coloured shortcut bar to display the Group Reservation Navigator The group navigator screen is divided into four distinct areas Query consists of multiple basic group search criteria Query Results the results of the query shown in a customizable grid format including Group Name Contact Name From Date To Date Inactive indicator and Template Name Tree View a tree listing of all the reservations associated with this group HTML page free definable HTML display which by default has a list format or a big format where the details are displayed in a non grid style format The HTML page can be printed by right mouse click Reservation Nene Actual Query Group Include History o Sench Contact Gey Eull Search Include Inactive Start Date To Clear Company Travel Agent axa Source Groups Templates 2 New TUI Koenig Bernhard 18
390. rrival date which has been changed to the current hotel date The departure date remains the same as on the original reservation 8 Make any changes necessary and click OK to save the reservation A message is displayed advising that the departure date of the original cancelled reservation has been changed to the current hotel date Fidelio Suite 8 Original cancelled reservation end date is changed to 04 10 11 The new reservation is displayed as an expected arrival for the current day How to reinstate a no show reservation 1 From the Reservation Navigator select a reservation with the status no show 2 Select REINSTATE from the OPTIONS menu or Click the REINSTATE button 3 If there are billing instructions then a message is displayed Confirmation Stay Is changed Do you want to adjust billing instructions automatically to the new arrival or departure dates 4 Click Yes to adjust the billing instructions to the new dates 5 The Edit Reservation screen is displayed with a new reservation which is identical to the no show reservation with the exception of the arrival date which has been changed to the current system date The departure date remains the same as on the original reservation 6 Make any changes necessary and click OK to save the reservation A message is displayed advising that the departure date of the original no show reservation has been changed to the current hotel date 226 Reservation Opti
391. rs if required Due out rooms Select this option to include rooms currently in house but are due to check out Due out rooms can be included by default by activating the parameter DUE OUT ROOMS ON ROOM SEARCH DEFAULT in configuration Include out of service Select this option to include rooms with the status out of service Housekeeping Status Select the required housekeeping statuses Suite add on functionality is controlled by the parameter SIMPLIFIED SUITE HANDLING under Setup Configuration Global Settings Reservation Reservation 3 tab Swap room This option may be used to switch rooms between two reservations and is accessible via the OPTIONS menu of the Reservation Navigator Swap room may be used to ease the changing of rooms between checked in or arrivals when the property is fully booked and there is no where to park the rooms How to swap a room 1 From the Reservation Navigator select the reservation for the room exchange 2 Select Swap Room from the OPTIONS menu A list of checked in and due out reservations is displayed 3 Select a reservation for the room exchange and click SELECT The Reservation swap room dialog box is displayed 248 Reservation Options R Reservation swap room Reservation Abenam Jean Pierre 04 10 11 08 10 11 Reservation E Arnold Josef 04 10 11 07 10 11 Everyday Date Range dat 04 10 2011 4 Select EVERYDAY if you wish to swap rooms for all the re
392. rvation How to link a new profile by day 1 From the Reservation Navigator select the required reservation 2 Click EbiT to display the reservation edit screen and then select the PROFILES tab Any company travel agent source or booker profiles already linked to the reservation are displayed Day Click the ays gt button 4 The days selection options are displayed Day of reservation lt i E gt 07 09 11 gt Aldays Daysafter One day To attach the profile for the whole stay of the guest select ALL DAYS To attach the profile after a specific day date during the reservation until the end of the stay select DAYS AFTER For example selecting day 3 will attach the fixed charge from day 3 and onwards To attach the profile for one day select the required day during the stay and select ONE DAY 5 Click the ADD button to display the profile search screen If the LINKED PROFILES ONLY checkbox is selected by default then only profiles which are linked to the reservation profile are displayed 6 If the required profile is not displayed clear the LINKED PROFILES ONLY checkbox and search again 7 Locate the required profile and click SELECT The profile is linked to the reservation and the profile name and type are listed A profile linkage which changes during the guests stay is indicated by an x in the Change column LC MICR OS FIDELIO GmbH Company X Name Re Change MICROS FIDE
393. rvation OPTIONS to access additional group options ROOMING LIST this option is used to enter a group rooming list by splitting rooms from the eroup reservation and entering individual names SPLIT splits the group reservation into individual reservations which are then displayed in the lower grid of the group edit screen The number of rooms that should be split can be entered and all details from the group are copied to each individual reservation The profile name for each individual reservation is the group name and a consecutive number Note A group financial account is not created automatically when the group reservation is split Edit Profile to edit profile information of the selected profile either group or group member Additional options on the edit group screen Add On selecting Add On while positioned on a group master reservation will create a duplicate group reservation with all the details from the original reservation without opening the profile search screen This feature should be used to make additional reservations for a different room type For example if the group requires 3 single rooms and 1 double room you would need to create 2 reservations one for the single rooms and one for the double room Selecting Add On while positioned on a group member reservation will first open the profile search screen This allows for a different profile to be selected before a duplicate reservation of the one you are currentl
394. rvation Navigator and via the NOTES tab on the Edit Reservation screen You can add reservation notes which are specific to a single reservation or guest notes which are stored on the profile and can be viewed with each new reservation made with that profile Notes are divided into user definable categories and can be included on correspondence if marked as viewable by the guest Notes which are marked as guest viewable are highlighted in red An unlimited number of guest or reservations notes can be added Reservation notes are indicated on the edit reservation screen by the indicator Notes Adding a new note via the reservation 1 From the Reservation Navigator select the required reservation 2 Click Epit to display the reservation edit screen and then select Notes from the OPTIONS menu 3 Click the Notes tab to display the notes screen Any existing notes are listed in the upper part of the Notes dialog box Package oid Gre Attibutes Fined charges Notes Meal plan Reservation Notes 02 10 2011 06 29 30 Supervisor Demonstaton Guest Viewable note mayb Reservation Notes 02 10 11 6 27 03 AM Supervisor Demonstration Call duty manager when gues Billing Notes 02 10 11 6 27 03 AM Supervisor Demonstration Call Jane Smith in accounting El Linked Profiles El MICROS FIDELIO GmbH Profile Notes 02 10 11 6 27 03 AM Supervisor Demonstration Regular quest always call Ms Regular quest always call Ms Sweeney when guest arrive
395. rvations the middle section lists the group reservations according to the Status selection Individual Reservations the lower section lists the individual reservations that have been split from the group reservation Available options on the edit group screen SAVE to save changes to the group information AUTOMATIC ROOM ASSIGNMENT to automatically assign room numbers to the group members This option is only available for group reservations that have been split into individual reservations GROUP CHECK IN if the group reservation has been split into individual reservations and each reservation has a room number assigned then the group members can be checked via this option CREATE MESSAGE to send a message to each member of the group If the telephone interface or television system can handle multiple messages then the message can be displayed on the television or sent to the telephone interface by selecting the option NOTIFY INTERFACE Group Reservations 361 362 Set Guest IFC Rights UNLINK BOOKING to unlink a conference and catering booking from the group This option is only available on groups with linked conference bookings NEW to create a new group reservation Using this option to create additional reservations does not copy the details entered on the original group reservation EDIT to edit the group reservation CANCEL to cancel the group reservation REACTIVATE to reactivate the group rese
396. s Call duty manager when guest arives Call Jane Smith in accounting regarding the last invoice 4 Click the New button a pop up menu is displayed Add note for Reservation Add note for Arnold Josef Add note for MICROS FIDELIO GmbH Reservation Options 205 5 Select to add the note to the reservation or to one of the attached profiles the Add Note dialog is displayed R Add note Date Time 02 10 2011 06 20 29 User Supervisor Demonstration Category RES Reservation Notes Note Guest Viewable The DATE TIME and USER are automatically completed Select a NOTE CATEGORY from the drop down list Select the option GUEST VIEWABLE if the guest is allowed to view the note Depending on the definition and setup of any customer correspondence this option is used to control which notes should appear on contracts offers or letters Leave it empty if you do not want the guest to be aware of this note 9 In the Note box enter the text for the note 10 The day date time and name of the logged in user can be added to the text of the note by pressing F7 Note E Guest Viewable Sunday 25 09 2011 17 41 36 Supervisor Demonstration r 11 Click OK to save the note 12 Click OK to close the Edit Reservation screen Adding a new note via the options button 1 From the Reservation Navigator select the required reservation 2 Select NoTES from the OPTIONS menu 206 Reservation Options Any existing not
397. s Reservation Reservation 1 tab An Advanced Billing Authorization Group must first be defined via the option ACTIVITY amp TRACE GROUPS under Setup Configuration CRM The Advanced Billing Authorization types are then defined via the option ADVANCED BILLING AUTHORIZATION TYPES under Setup Configuration Reservations Allowances This option may be used to view the package usage for packages with an allowance attached and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen Reservation Options 119 How to view package allowances 1 From the Reservation Navigator select the required reservation 2 Select ALLOWANCES from the OPTIONS menu or Click Epit to display the reservation edit screen and then select ALLOWANCES from the OPTIONS menu The Allowances screen is displayed split into 3 sections The grid displays all the package allowances for today The package setup details are displayed in a column on the lower left hand side of the screen The department codes valid for this package and any postings which have been posted against the package allowance are displayed on the lower right hand side of the screen 3 If a guest check is linked to a posting the guest check details can be viewed by selecting the posting and clicking the GUEST CHECK button 4 If the guest is part of a group then the financial account for routing the allowance can be s
398. s cashier options C O Options to access check out options Checkout to check out the guest Billing Instructions This option may be used to view and access the billing instructions and is accessible via the OPTIONS menu of the both the Reservation Navigator and the Edit Reservation screen Billing Instructions are also accessible from the BLOCK NAVIGATOR and the BLOCK HEADER Billing instructions are used to direct specific charges to be posted automatically to different folios You can direct charges the same room but to a different billing window or to another name room or financial account Billing instructions can be limited by date and a payment method can be set for each instruction For example for a guest on a business trip where the company is paying for the room and breakfast charges the billing instructions would be entered so that the room and breakfast charges Reservation Options are directed automatically to a different folio window When the guest checks out he will only pay his personal charges and the invoice for room and breakfast will be sent to the company Billing instructions and expected or checked in reservations financial accounts are handled as follows Charges of an expected reservation can be routed to an expected or checked in reservation or financial account Charges of a checked in reservation can not be routed to an expected reservation or financial account the message Routing not po
399. s dialog box may be viewed from various access points access is via the linked documents tab or via the options button if available How to link a document 1 Select the LINKED DOCUMENTS tab 2 Click ADD the Attach documents dialog box is displayed R Add Document for activity Introduction Call 04 10 11 10 45 AM Document Groups DOCUMENTS Allowed Directories C Fidelio Documents Document Name In the DOCUMENT GROUPS list select the document group required In the ALLOWED DIRECTORIES list select the allowed directory required Click LOAD to display the list of documents SS Select the required document and click OPEN the Document Name field is filled Block Reservation J j pm F Agga Locume Document Groups DOCUMENTS Allowed Directories C Fidelio Documents Document Name C Fidelio Documents Document docx 5 Bus Cards 7 To attach the document click ATTACH the document is shown as linked on the linked documents tab Edit Activity Introduction Call 04 10 11 10 45 AM ID 1268 ma E C i F een Fi _ d U k e F Created on Monday July 19 2010 2 59 PM Created by Demonstration Supervisor G r Note Pictures or images may be attached in JPG or BMP format The default setting is JPG but this may be changed via the OPTIONS button The selected settings will be saved for that user Block Reservation 307 308 How to view edit a linked document 1 Select the L
400. s generated and displayed on the screen Depending on the setup of your system either MS Word or the Fidelio Internal editor application will be used to display the confirmation letter 10 Make sure that all the entered information is correct any necessary changes can be made at this time 11 To schedule the time the fax should be sent click ADVANCED the Fax Scheduler dialog box is displayed Fax Scheduler Oli2i2o04 09 24 i Normal C Low 12 Select when to SEND THE FAx the default is Now to specify a specific date and time Select a SPECIFIC TIME IN THE DAY and enter the date and time to send the fax 13 Select the Fax PRIORITY the default is Normal 14 Click OK 15 Click SEND the confirmation letter is generated and the fax sent Note Default fax cover pages can be defined under Setup gt Configuration Global Settings gt Generic2 tab How to SMS a confirmation 1 Select the appropriate reservation in the grid click the OPTIONS button and select CONFIRMATION LETTER on the short cut menu to display the Confirmation Letter dialog box Reservation Options 147 2 In the TEMPLATES box click the drop down arrow and select the template to be used an SMS template must contain no more than 160 characters 3 In the LANGUAGE box click the drop down arrow and select the language 4 Select the CONTACT and ADDRESS information to be used in the confirmation SMS Click SMS the confirmation is generated
401. s oc Profiles not linked to reservation Profiles linked to reservation Name Category Role ep add Name Category Rohmann Ma Individual Booker reve f American Expr Travel agent q Remove MICROS IDEL Company E Details Add al e Remove all GJ Cancel 4 The profiles can be added or removed from the reservation via the ADD REMOVE ADD ALL and REMOVE ALL buttons 5 Select the DETAILS checkbox to display html details for a profile linked to the reservation 6 Click OK to close the Link Profiles screen Options available on the lower section of the guest profile tab ADD to attach an additional profile to the reservation REMOVE to remove an attached profile from the reservation PRIMARY to change the primary profile on the reservation ATTRIBUTES to display the attribute options which have been defined for multiple guests REPLACE to replace the selected attached profile with a different profile Reservations 103 104 GUEST RELATED to view the profiles which are related to the primary guest profile of this reservation PROFILE RELATED to view the profiles which are related to each of the profiles linked to this reservation EDIT to edit or view the selected profile Multiple guest functionality parameters and warning messages There are many additional parameters which can be defined for multiple guest functionality and warning messages will be dis
402. s set to the price calculated by the system according to the rate code and number of persons in the reservation including all discount and package calculations for the selected reservation and dates 150 00 150 00 150 00 250 00 250 00 250 00 4 Click CLOSE to close the Shares screen How does spread price work The spread price is the calculated price from each reservation divided by the number of share reservations Discounts are taken into consideration per reservation and reduced from the split price Packages are taken into consideration Reservation Options How to spread the price 1 Display the Shares screen and select the PRICE option The current price per reservation per day is displayed on the grid OO Joem oem m gg Reservation A 100 0 100 00 100 00 Reservation 150 00 150 00 150 00 On the grid use the SHIFT button to select the reservations and dates the spread price should be applied to 00 00 100 00 200 0 Total 250 00 250 00 250 00 250 00 250 00 250 00 Click the SPREAD PRICE button The price is split between the selected reservations M EAE EN Reservation A 125 00 125 00 125 00 Reservation 125 00 125 00 250 00 250 00 4 Click CLOSE to close the Shares screen Options available on the shares screen EDIT RESERV opens the edit reservation screen for the selected reservation SHARE marks the selected reservations as sharing on the dates select
403. s the price that will be charged for each share reservation the default is the rate amount entered on the original reservation ee ae ae ee Reservation A 100 00 100 00 100 00 Reservation B 150 00 150 00 150 00 250 00 250 00 250 00 In this example the price displayed is the rate amount as entered on the original reservation eS Ce eC 250 00 250 00 250 00 0 00 0 00 0 00 In this example the FULL PRICE option has been applied so that the entire room charge is to be charged to one of the share reservations and the remaining share reservations have a zero room charge 250 00 250 00 250 00 Calculated Price displays the price calculated by the system according to the rate code and number of persons on the reservation including any packages and discounts ee oe ee 100 100 200 100 200 100 Reservation B D 100 D 100 100 100 100 100 200 200 200 200 100 100 In the example above the first figure is the PRICE as it will be charged to the guest and the second figure is the system CALCULATED PRICE Room displays the room number assigned to each reservation Reservation Options 237 ee ee 507 607 607 507 507 507 Persons displays the number of persons for each reservation adults adults plus children or each of the individual child age categories can be selected for display fo 23 12 11 24 12 11 25 12 11 26 12 11 Reservation B E 1 1 1 How to display the sh
404. scellaneous Search Screens 2 tab The default search criteria for each tab page is defined DEFAULT SEARCH CRITERIA ON RESERVATION NAVIGATOR under Setup Configuration Global Settings Miscellaneous Search Screens 2 tab The search option MULTI GUEST is displayed on the reservation navigator if the parameter MULTIPLE GUEST PROFILE FUNCTIONALITY is activated under Setup Configuration Global Settings Reservation Reservation2 tab Q room functionality is controlled by the parameter Q ROOMS HANDLING under Setup Configuration Global Settings Reservation Reservation 1 tab The number of last modified records to be displayed is defined via the option NUMBER OF LAST MODIFIED RECORDS TO RETRIEVE under Setup Configuration Global Settings Miscellaneous Search Screens 2 Reservations 31 32 Custom SQL Statements Custom SQL statements can be created for reservation search purposes The custom queries are listed in the advanced query option in the reservation search navigator Custom SQL queries can also be run in combination with other search criteria entered on the reservation navigator Custom SQL statements may be defined via Reservations Reservation Navigator Options button Setup Miscellaneous System Maintenance Database How to create a custom SQL group 1 On the Reservation Navigator select Custom SQL from the OPTIONS menu to display the
405. screen is displayed 6 After logging in the charge is posted automatically and the leisure booking marked with a cross in the POSTED column YRES_ID 2 17 2008 11 15 Manicure with varnis Beumer Tris D reserved 55 00 70K 2182008 3 15 Pedicure with varnis Beumer Iris 60 reserved 45 00 Note Leisure postings can be performed directly from the leisure module to a financial account for guests with a rebate card linked and checked in financial account Leisure Booking Search Criteria Fill this field With this information Facility From the drop down list select one of the facility names Only the selected facility will be displayed when the search is activated Enter the date for which to search for leisure bookings Booking Enter the leisure activity booking number from BellaVita Include History Select this check box to include historical leisure booking records Need to be Select this check box to display only leisure bookings which have posted not yet been posted This option allows the user to easily see which leisure bookings need to be posted Only Select this check box to display only problematic leisure Problematic bookings Include Inactive Select this check box to include inactive leisure booking records Enter the guest s last name Enter the guest s first name Description Enter the description of the leisure activity for example entering Tennis will list all guests booked for a tennis les
406. sday E Thursday Friday E Saturday F Sunday 6 Select the DAYS OF THE WEEK or the Days for which the transportation details should be copied 7 Click OK to create the transportation details all details are identical with the exception of the date If the copied transportation details meet the search criteria then the details are listed in the Transportation Search grid Transportation Details dialog box Field Definition OOOO Code Code assigned to the transportation such as flight number or train number Transportation Type The name of the tran

Oracle&reg; Hospitality Suite8

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Oracle® Hospitality Suite8