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HOTELMASTER USER MANUAL

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1. Figure 17a A Guest Record Name Contact Details Tab Name Contact Details Tab gt 29 Last Name field this is required for all Guest Records Guest Records can also be searched for by Guest ID created automatically any telephone number and Postcode ZIP see above so these are also useful For addressing correspondence and outputs such as Booking Confirmations or Invoices Receipts the full address is also desirable but not mandatory Special Characters button to add special characters to names amp places with foreign language origins click this button select the appropriate character right click the mouse and select Copy Exit the mini dialog move the cursor to where the character is needed right click the mouse and Paste Tel Type drop downs these allow users to identify what type of telephone contact numbers are entered in the primary and secondary telephone fields This list is editable in the Manage Contact Telephone Types dialog in the Setup Menu see 2 18 Email field this is required for a client to be included in any electronic mailouts or if the client is to receive correspondence e g Invoices Receipts amp Booking Confirmations by email Once a valid email address is placed in this field the Send Email button can be used to send an email to the client using whichever process is configured for Mailto in Windows To change this
2. Figure 9 Rate Card List dialog It is also possible to navigate to the Unit Type List dialog the Rate Code List dialog and the Seasons Definitions List dialog directly from this screen by using the appropriate buttons 19 HotelMaster Hotel Management Software http www hotelmaster software com New Rate Card Dialog the dialog for each individual Rate Card o E O E New Rate Card Configuration Standard Rates Seasonal Rates Discount Testing Unit Type Panel Rate Code Panel Unit Type DOUBLE Rate Code RACK Descr Double Bed Ensuite Bath Descr Standard Rack Rate Standard Num Occ 2 Rate Type Seasonal Sleeps 2 Main Chrg Period Per Night Child Temp Bed Allowed Only Avail From Single Occupancy Allowed Only Avail To DaviewRate Code MEEN as Figure 10 Rate Card List dialog This dialog is where the Rate Card settings are configured First of all the Unit Type and Rate Codes need to be selected as this will set the correct templates within the various tabs It is possible to configure a Rate Card that is not related to any specific Unit Type but can be used for any Room Unit In this case the first entry ANY is selected in the Unit Type drop down list All reservations will then have this Rate Card included in their list of options as long as the Reservation meets any Rate Code restriction requirements e g number of guests By default the standard occupancy and
3. gt Double click the template file to create a blank copy of the required form On the worksheet with the 31 name tab HotelMaster Guest Data start entering records into each row starting at the top of the page immediately under the headings leave the headings row intact Remember that Lastname is a required field When all records that are to be imported have been entered into rows save the file where it can be accessed by HotelMaster NB It is also possible to use an excel worksheet created by HotelMaster s Export Guest List to Excel feature that will be discussed in the Reports section later From the Main screen Menu Toolbar open the File menu and select Import Guest Records The Guest Data Import Wizard will appear outlining the steps above Click the Browse button to locate the Excel file containing the records to be imported and then click Open which will display the location in the Excel Data File Path field Finally click Import Records to import the records into HotelMaster NB It is recommended that you leave the duplicate records checkbox checked to ensure there is no confusing duplication of records within the database HotelMaster Hotel Management Software http Awww hotelmaster software com 6 CREATING CHANGING RESERVATIONS The process of creating a new Reservation or Walkup a Reservation that starts as soon as it is created can be triggered fro
4. This is where the contact details for Charge Accounts are stored If the Charge Account is linked to a Group Booking then the Group Booking contact details will automatically be used and the Group Booking ID will be displayed in the relevant panel The Group Booking Record can be viewed using the View Group button Account Balance field displays the cumulative balance of the Due assigned charges and Account Payments into the Account Deposits Reqd field displays all reservation deposits that have been assigned to this Account and are not yet paid These can be prioritised using the relevant checkbox see later gt Reservation Charges Tab The list of all Reservation Records that have some or all of their charges assigned to this account including whether they are Pending for payment or now Due All Due charges will be considered when an account Rebalance occurs see later Add or Remove Reservations from the Charge Account using the relevant buttons view a reservation by double clicking the item in the list Reservations with assigned charges that are Due or those with deposits outstanding can be selected and then the Assign Account Funds and the connected amount picker can be used to assign funds to that specific Reservation Alternatively the Rebalance button in the Account Transactions tab will automatically assign funds gt Account Transactions Tab
5. Monthly Charging Period Select whether monthly charging relates to blocks of nights that start on the same date number as the Check In date e g 3 April 3 May 3 June or blocks of nights of a configured length e g 30 nights Display Gross Figures Choose whether the figures displayed in RateCards Extra Item amp Task lists and the Availability Dialog are Gross include Sales Tax or Net do not include Sales Tax This will affect the charges users are able to quote to Guests HotelMaster will calculate the Reservation Totals accordingly which are always displayed as Gross figures Reservations Require Deposit To Confirm Must Be Confirmed Manually Check this to configure the need for the payment of a deposit on new Reservations before they are considered Confirmed individual Deposit levels are set in RateCode Records If no deposit requirement is configured in the RateCode the Reservation must be changed to Confirmed manually when required on the Details tab of the Reservation Record If this box is left unchecked all new Reservations will be considered Confirmed before any payment Printed Outputs Tab Booking Confirmations Invoices amp Receipts Letters Select between Blank paper and Letterheaded paper If Blank paper is chosen all HotelMaster reports amp Invoices will include the company details and the logo image if required at the top of the page Choosing Letterhea
6. sleeps totals for this type of RateCard are zero all adults amp children will be charged for using the Extra Adult and Extra Child surcharges It is also possible to view the selected Unit Type and Rate Code records using the appropriate buttons gt Standard Rates Tab e Nightly Charging amp Extended Stay rates sections Extended Stay section is available if the Rate Code Charging Period see 2 10 is Weekly or Monthly e Rates Per Unit set the various nightly weekday amp weekend weekly and monthly rates for the Room Unit in question e Extra Adult Extra Child if the number of room unit occupants is above the Standard Occupancy number set in the selected Rate Code see 2 10 a supplementary can be added to the charge rate These can be set both in the Nightly Charging section and in the Extended Stay section e Single Occupancy Adjustment the surcharge value or discount value to be applied to the rate if there is only one occupant Can be set in both sections gt Seasonal Rates Tab e It is possible to configure four additional rate setups when the Rate Code Rate Type is Seasonal see 2 10 For each a Season Code must be selected which defines the period this rate relates to and is set in the Seasons Definitions List dialog see 2 12 e For each season selected it is possible to either adjust all rates by a values for surcharges value
7. 13 4 Transferring the Database to a different computer Copy your backup file to the main application folder of the new computer see above and Restore the database on the new computer see above 69 HotelMaster Hotel Management Software http www hotelmaster software com 14 CONNECTING TO WEB BOOKING ENGINES HotelMaster can be configured to connect to some third party Web Booking Engines to enable your Guests to make Reservations from your website The system is configured to synchronise an Availability Calendar on your site with the HotelMaster database to avoid double booking of rooms After registering with your chosen provider follow these steps to configure HotelMaster a Make sure that there is a RACK RateCode configured and a RateCard using that RateCode configured for every Unit Type that you want to appear on the Availability Calendar HotelMaster will use the Nightly charges from that RateCard b System Setup dialog Web Bookings tab select the Booking Engine from the drop down list c Enter your UserName and Password into the appropriate fields d If required recommended check the Auto Sync checkbox Set the time period between auto syncs 1 min by default Check the Every Database Change checkbox to configure HotelMaster to synchronise after every creation of change to Reservations RateCodes RateCards and Rooms Units Note It is also possible to manually synchronise from the File m
8. Version 2 1 4 USER MANUAL Sorbware Lid 2010 12 Copper Software Ltd Index click page number to navigate to section Page 1 Getting Startedl is suide Voed R RD ER RE RR ge Ee ED OE RR AD ie ke Ge en ee ee ee Ee ee 5 1 1 Download amp Installation ececessessessesssessessssseesscascuseascssessessesasessessscssssssaecessessesseaseaseassecssasecsscesees 5 12 Starting HotelMast r siste EER See ERGE Ge ke EE Ge ee gee ES ese ee eN ee ee 7 to The li ei LE N EE ine 7 TE ei EE ER AR EE EE EL 10 2 Configuration Wizard Setup Dialogs cssssssssssscsscsscsssecsscascecceecesceseesssssssscceseeeceees 11 2 1 Edit Company Info dialog scssessesssesssessssseseesusceseessesssssessessescaecassaesuaeeasesassaesaescassessasseeeesseseeaes 11 2 2 System Setup dialOd EE KEER EG ESE REKE ieaie Se GEES be GESE GEK GRENSE Ge DK Dee NE ee NS see 11 23 Manage Output Folder amp Company Logo dialog i iese sees ee ee Se AR AR Ge Ge Ge Reg ee ee 13 24 Manage Account Types dialog u csccsscsccsssceccescssessasecescessessessessesssssusses Ge Ee ee AR ee AN ee AAR Ee Ee ee 14 2 5 Extraltem amp Task Types INVCNtCOSY cesssessessceeceeceseesescescaecaecaeseseseseeeaessesaeaseneecaecaeseseeeaeaas 15 2 6 Manage Payment Types dialog ie ee se ek SR Re Ge Ge RR AR RR ee AG ee GR GR ee Ge GR RR RR AR ee ee AR 15 2 7 Room Unit Types List dialog uie ee ee ee ee ee ee ER Ge ee ee Ge RR ee ee ee Re ee Ge eb ee ee ee ee 15
9. a AcctID Account Name Type Date Created Group ID Total Charges Acct Bal IT Happyness Holidays Bookings Nominated 05 09 2012 233 00 91 00 2 Wertross Inc Nominated 06 09 2012 0 00 19 00 New Charge Account View Charge Account Or Double Click Record i Figure 38 Account List screen gt Guests Accounts Tab Every Guest within the database has a Guest Account which tracks all Reservation charges and Payments and can be used to take Account Payments against the Guest s cumulative balance Use the filter button to search for a Guest and double click an entry to open a Guest Account gt Group amp Nominated Charge Accounts Tab It is possible to assign all or part of a Reservation s charges to a Nominated Charge Account Charge Accounts are also created automatically when a Group Booking is made and all or part of the charges incurred by each Reservation within the group can be assigned to the Charge Account Click the New Charge Account to create a new account use the filter button to search for an existing Charge Account and double click an entry to open the Charge Account screen 10 2 The Guest Account screen Guest Account Guest Name Robertson Guest ID 1 Reservations 05 09 2012 13 09 2012 8 1 Paid 192 00 0 00 0 00 Res ID Check In Check Out Nights Rooms Pay Status InviRcpt InviRcptDate Total Charge Assigned To Pay 1 2 05 09 2012 13 09 2012 8 1 Due 190 00
10. Hotel Management Software http www hotelmaster software com The Reservation Register is the List of all Reservations in the Database that are not related to archived Guest Records or Room Unit Records Sorted by default by the latest Check In date at the top the list panel can be sorted in ascending and descending order by clicking any of the column headers To search for a Reservation in the list either scroll down the list using the vertical scroll bar on the right hand side of the list panel or click the Filter To Search for Reservation button to open the filter dialog Fiter EE GEK N l a Find a Reservation Res ID enter first few chars enter first few nums enter first few nums enter first few chars Last Name Check In Main Room Conf Num Figure 31 Reservation Register Filter dialog Enter the first few characters of the Guest s Lastname the Reservation ID the Booking Confirmation ID the Check In date or the Name of the Main Room Unit in the Reservation or a combination of any of these This will filter the complete Register to display only those entries that meet the set criteria Click the Clear button to see the whole list again and the Close button to close down the filter dialog To view or edit a Reservation record double click the entry in the list or select the entry and then click the View Edit a Reservation button to open the required Reservation It
11. Or Double Click Entry T NEE EE Figure 44 Housekeeping Record dialog Detailed Housekeeping Entries can be added viewed edited or deleted from here by selecting the entry in the list and clicking the relevant buttons The Housekeeping Entry dialog is where the Entries are configured It is possible to set the date and time of the Entry and the staff member responsible and add any required notes Setting Complete signifies the Room Unit is cleaned and when saving HotelMaster will check with the user that the Housekeeping Required status of the Room Unit should be changed to No Leaving Complete as No means that further work is required to complete the Housekeeping and the Room Unit s Housekeeping Required status should remain as Yes View Edit Housekeeping Entry o Housekeeping Entry Date amp Time 00 00 By Housekeeper Tim Complete Yes Notes Stain removed MEEN as Figure 45 Housekeeping Entry dialog 60 HotelMaster Hotel Management Software http www hotelmaster software com 12 BUSINESS MANAGEMENT FEATURES HotelMaster is designed to not only perform as reservation amp charge tracking software but also to replace costly business analysis and Customer Relationship Management suites Using the various functions detailed below it is possible to keep a close watch on performance and income trends keep up
12. This allows for forward planning when organising jobs required in the coming days but keeps the list current The list is ordered by Room Unit Name and any full Task display Record can be triggered by double clicking an entry or by selecting the entry and clicking the View Reservation button to open the selected Reservation Record NB Task requirements may be added to and removed from the list throughout the day as Guests arrive and leave or their needs change so it is important that this list is checked regularly A time stamped printout is available when the current day is selected by clicking the button 11 2 The Room Register This is the listing page for all of your business s Rooms Units indicating their state of occupation and if occupied the details of the Guest including the dates of Check In and Check Out From here it is possible to instantly view a Room Record to determine its telephone extension locate a Guest s details to add notes to their Record or open a Reservation to add an Extra Item charge to a Room s bill 58 HotelMaster Hotel Management Software http www hotelmaster software com File Setup Help Room Register aa Room Unit Type Zone Room Status Guest Check In Check Out Res ID 1 DOUBLE First Floor Empty 01 01 0001 01 01 0001 11 DOUBLE Second Floor Empty 01 01 0001 01 01 0001 DOUBLE Second Floo 07 11 2011 14 11 2011 SINGLE Third Floor Empty 01 01 0001 01 01 0001 DO
13. Windows Firewall is now configured o Load up the main control screen of any bespoke virus software you have running and view the Firewall options Make sure that the firewall is configured for use with a network Follow the above steps to ensure the two required files are allowed access in the network program exception list o Restart your computer to ensure changes have taken effect STEP D When connected with Windows Workgroup create login accounts on Host gt SQL Server Express 2008 uses Windows Authentication by default If you are connecting the computers by Windows Workgroup rather than a domain then you may need to make identical Windows User accounts same name and password on both the Client and Host machines depending on the version of Windows that you are using STEP E Make sure that your Client Outputs Folder is shared gt The final stage is to make sure that Sharing is enabled on the folder you have created for Client Outputs as in Section 2 3 above Go to a Client computer and make sure that you can access the folder from that machine 3 2 Configuring and Connecting a Client computer Now that your main computer has been configured as the Host of the HotelMaster database it is a very simple process to connect your other computers as Client machines via your network Once configured the Client computer will automatically try to connect to the database on the Host computer each time HotelMaster is loaded
14. and cancel the process of creating a new Reservation click the Cancel button to return to the Reservation Register or the Home button to return to the Mainscreen 34 HotelMaster Hotel Management Software http Awww hotelmaster software com 6 4 Creating A New Reservation Record La HotelMaster Woodlands Hotel amp Spa emar File Setup Help New Reservation mel Details TOTALS Payments Refunds Accomm Charges Folio I Extras Folio Scheduled Tasks I Misc Reservation Details Check In Wednesday 07 December 2011 Check Out Tuesday 13 December 2011 View Guest Record Change Dates Last Name Mitchell First Name Michael z Title Arriving 12 00 00 Nights Xtra Nights sg L Adults 2 Full Weeks Notes Children 2 Full Months Status Unconfirmed Room Unit Allocations Main Name Xtn Type Zone Ad Chid From To 1 456 DOUBLE First Floor 0 07 12 2011 13 12 2011 6 234 TWIN First Floor 2 07 12 2011 13 12 2011 Add Room Reallocate Check Status View Room Record Of Rooms Remove Room Mark as Main Cancel 2 Create The Reservation New Reservation View Guest s Reservations Cancel This Reservation Figure 21 New Reservation Record Details Tab When a New Reservation Record first appears the Details tab is filled with all the relevant data configured so far in the Reservation process stay period number of guests Guest name and Tempo
15. computer where the main database is kept and then a number of Client computers can connect to the Host to access that database This means that all your company s data is kept in one central place and as long as the Host computer is switched on and connected to the network Client computers can access the database even when HotelMaster is not running on the Host To establish HotelMaster on a network like this our first job is to configure the Host machine to accept Clients for HotelMaster 3 1 Configuring the Host machine There are a number of steps required to configure the main computer as a HotelMaster Host It is important to follow these steps very carefully as each one is a vital part of the process It is assumed that HotelMaster is installed amp configured as per Sections 1 and 2 and you have an office network established between two or more workstations STEP A Check that your office network is working gt Make sure that your Host computer is able to see the other computers on the network and that they can see the Host On each computer click the Windows Start button in the bottom left hand corner and then choose Network on Windows 7 Vista machines MyNetworkPlaces then ViewWorkgroupComputers on XP to view the network STEP B Configure the SQL Express Database Engine NB This process must be done by the Windows User with Administrator security rights that installed the HotelMaster software ini
16. d Configure Stay Panel gt The first job is to enter the Check In date and the Check Out date using the date pickers If the Reservation is a walkup meaning that the Reservation Check In date is today and the reservation is to be automatically Checked In as part of the Reservation creation process then the Walkup checkbox should be checked This will also enable the user if manually selecting a room to see which rooms are currently occupied i e even if the current occupants are due to leave today they may not yet have checked out and which require housekeeping before letting in new Guests Selecting the stay period will trigger the display of the number of nights weeks months that the stay will cover and also the Type and number of Units Rooms currently available for that period Please Note Changing the stay period at any point during the creation of Allocations will remove all Allocations from the Select Rooms list and start the process from the beginning 32 HotelMaster Hotel Management Software http www hotelmaster software com Configure a Room Panel The second part of the process is configuring the first Room Unit required for the Reservation gt gt For each Room Unit required the number of adults and number of children who require full size beds needs to be chosen This will fill the Room Unit Type List with suitable Types that can accommodate the required number of occup
17. 28 Room Unit List dialog ee ee ee ee ee ee Re RR ee ee ee RR ee Ge RR ee ee ER RR ee ee Ge ee ee Ge RR ee ee 16 2 9 RATE CODES amp RATE CARDS eeuse ee ses se see se se Ge eg ee SR Ga RR Re ee Gee AA AR Ge Gee Ge ee SA Re AA ee Ge eg AR ae 17 2 10 Rate Codes List dial g i iese se se see ee ee ee Bee Ge GR Ge ER Ge Ge Ge Re AR Ge GR Ge ee Re Ge RA GR Ge ee Ge AR Ge ee 18 2 11 Rate Cards List dialog iese ee se Re ee GR Ga Ge aiana AR AA ee ee Ge Ga Ga Re ee AR AR AA ee ee ee GR GR Ga eg 19 2 12 Seasons Definitions List dialog sscssssssessecssssecessessessssssesesssesssssssssscsecesssssesseassaseassesseasecesesesssasess 21 2 13 Zone List didlodg SE ER EE RE GE ET ER Ge bo ee eb Ge DEd Goa Ged bees OS GER EE ek EG eg gee eg ee ee 21 2 14 Manage Feature List dialog uie se ee SR AR EE Ee Re Ge RA GR Ee ee AE AR AA Re Ge Ee Ge See GR ee ee Re AR Eg 21 2 15 Manage Referral Types dialog scsccsssssssssssssssssssesssssescecsssesassassesssssssssaseaseacsecsesesesssessassesaesasees 21 2 16 Manage Guest Titles dialog cccsscsscssessessesssssssssesscescsessessessessssesecssassassacsecsecsessesessessesasessessassesses 21 2 17 Manage Departments dialog uses se see SR ee SE RR EE Ee RA Ge GRA AE ee Ee AR AAR ee Ee Ge See ae Age ee 21 2 18 Manage Special Diets amp Contact Telephone Types dialogs iese ee se Re ee ee GR Ga Re 21 3 Using HotelMaster over a Network eeuse ses see se sen se Bes oe Seg oe
18. 31 2 HotelMaster Hotel Management Software http Awww hotelmaster software com 6 Creating Changing Reservations ccssssssscssscsscsssscssescncseseeseecencsssseaeecencasseeseecens 6 1 Checking Rates amp Availability ese ese se se se Re Ge Ge RR RR Re Ge ee ee AR AR AR AR Ge Ge Ge RR AR 6 2 Temporary Unit Allocations ee ee se ee SR GR Re Ee Ee AR AR AR ee ee ee GR GR Re ee RR AE 6 3 Selecting Creating a Guest Record ees see sa ek ek Ge Re Ge SR ee Re SA eg ee Ge Re Ge ee ee 6 4 Creating a New Reservation Record esse en ee se ee Ge GR Re Ge Ge RR RR Re ee ee GR ee ee 6 5 The Accommodation Charges Folio Tab n s see es sa ae ee AR AR AR Re Re ee Ga Ga Ga eg 6 6 Adding Scheduled Task esse see se se Ge Ga Re ee AR AR AA AR Ga Ga Ga Re ee ee AR AA Ge Re ee Ga Ga AR e 6 7 Adding Extra IR EE RE AE ih 68 ER eie EE OE N EE 6 9 Taking Payments Giving RefundS u us sesse se se Sk Re RE Ge RR SA ek ee eg Re AR SR SR ee Gee SA Ee 6 10 Confirming a Reservation amp Generating Invoices Receipts uie esse se se se se se sk ee ee ae ane CIT TE RR AE OO EO 6 12 The Group Booking Charge Acct TOD uie es seke sk ee Ge SR SA RR eg Re Ge AR ee ae oe 6 13 Altering Cancelling a Reservation iese se ses ee Se Ee SR SR ER AA Ge SR ee Ge AA SA ee Ge Re ee See ee ee 6 14 The Reservation Register eise se se se Ge Re ee Ge ee AR AR AR Ge GR Re ee Ge ee AA AR AR AR Ge Ge Ge Re ee Re ee Group
19. AE Ek Roe Ge Ge de GR AE EE EE eg 10 3 The Charge Account SCreen uses ses Re ee ee GR GR Gee Ge Ge AR AR AR ee ee ee GR GR Re Ge ee Daily Information SCreens ies sesse ske ses soen deere ad se ganse eke ke ke Rede RA eke Rees AA 11 1 The Tasks Scheduler Screen iss se se RR Re Ge ee iaai Re ee ee 112 The Room Register sees ee EE EG ER RR Ee Ee Ee eg Ee Ee ee be ee Eed se ke se ed ee GER ER EER EE eg 11 3 Housekeeping OE EE EE EE EE N Business Management Features esse es see ee Se ERA Be Ge BE Ee Ge Ge AE Be EG Gee Ee ee 12 1 The Reports Exports amp Printouts screen o escecssessssssssecesssecescessessessessesssessscsssecesssasesseaseesaaees ses 12 2 Exporting Database Data iese sesse se AR Re Ee Re Ge ER GR Ee AA ee AR AAR ee Ee Ge Re 12 3 The Financial Reports Screen se ses ee ee Ge AR AA AR AR AR Ge Ge Ge Ge Re EA ee AR AR AR Ge Re 12 4 Mailouts to Clients ei ies tein sisie Ese RS Ge SEG EG ES AK Dk ese se De ed ee eke Ee ti ee Wee Ee bee beg ede Ee ie 3 HotelMaster Hotel Management Software http Awww hotelmaster software com 50 51 51 51 53 53 54 55 55 55 56 58 58 58 59 61 61 63 63 67 15 16 17 Database Backup Restore amp Clear sccsssscsssesessees 13 1 Backing up the Database ccsssssessessesetsesesesseeseees 13 2 Restoring a Backup file ecessessessessessetssssecsessscteceess 13 3 Clearing the Database u ecccssessessessessessessessecsecssseeeses
20. Allocations To add further Rooms Units to the Reservation start the Configure a Room process again setting the number of occupants Room Unit Type Rate Code and then selecting the actual Room Unit These further allocations will be added to the Select Rooms list If several Rooms Units are required with identical configurations it is possible to re click the Auto Allocate Room button or select multiple entries in the Allocation dialog list 6 2 Temporary Room Unit Allocations Once all of the required Allocations have been configured in the Availability Check dialog click the Create New Reservation button to continue with the process It is at this point that Temporary Unit Allocations are created by the current Workstation These are created to reserve the selected Room Units for the selected stay period while the Reservation creation process continues This is so that businesses that use several instances of HotelMaster networked together avoid double booking the same Room Unit accidentally should two separate operators be talking to different Guests enquiring about availability Once a Temporary Allocation has been created HotelMaster will not offer the chosen slots to any other user until the Temporary Allocations are removed This is done by either finalising the Reservation process or alternatively by clicking Cancel at any stage of the Reservation process This will take the user back to the Reservation
21. Blank Entry Select Entry to Edit Delete Configure New Entry Date 08 December 2011 Gr Dept Account Type Spa Treatments VAT 20 00 Extra Name Regional 0 Update Tax n Confi Unit Charge Units Total Charge 60 00 00 60 00 Add To Extras List SalesTax3 0 O en Figure 24 Room Extras List dialog All fields are required to add an Extra Item including Dept which identifies where the charge was incurred for folio reporting choices configured in the Manage Departments dialog see 2 17 Items Types can either be selected from the inventory by choosing the Account Type and then the Extra Name from the drop down list or you can enter an Extra Name manually for items not in the inventory Click the Add To Extras List to add the Item permanently to the database To assist with the addition of multiple similar entries say for a bar bill the Dept and Account Type fields will not be cleared after adding an Entry To revert to a blank Configure New Entry panel click the New Blank Entry button It is possible to edit existing entries by selecting them and then when changes have been made click the Update Entry button to confirm Alternatively to assist with the addition of repetitive entries you can click the Save as Duplicate button to add the updated Entry as a separate Entry in the Record You can also delete selected items gt Update Tax Config
22. Bookings soete ie dinee ve ve sees doek N ese le Rees eg eke de ee eg ee le Re 7 1 Creating Group BOOKINGS iese se ee ee ee Ee Ee Ge Ee SA GR AR ee AA AR AAR Ee Ge ee Ge Gee Re ee ee ee ee Ee 72 The Group BOOKING screen uie see Se EE SR EE Re AR AE Ee Ge Se GR ee ee ee AR AE Reg Ee 7 3 The Group Booking List screen eie se se Ee AR RR AR ee ee ee GR GR Re Ge Ge RR RR AR ee ee ee 74 Adding Removing Reservations ees ee seek ee ee ee Ge ee ee ee Re AR ee ee ek ee Ge ee ee The Reservation Calendar Screen sssssssssssscsssssssssssessessssecsesseceesesseeseeseesesaeecenaeecaes 8 1 Reservation Summary POP UPS iese see ese se Ge Se GR Ge AR ee Age ee ee ee Re Ge Re Ge Re ee ee ee AR 8 2 Open the Record of any Reservation Represented on the Calendar ss es ee es 8 3 Room Unit Unavailable Periods amp Business Closed PeriodS iese ee ee ee ee ee ee When Guests Arrive Leave see ses sense sen ee ee Ge ee Ge ee Ge ee Ge ee Ge ee oe ee ee ee Gee eg ee 9 1 CHECK IN Procedure ie ee ee se ee ee ee ee ee ee a ee ee ee ee ee ee ee ee be ee ee ee 92 Check Out Procedure ee ee ee ee ee ee ee a ee ee Ge ee ee ee ee Gee ee ee ee Ge ee ee ee ee ee ee ee ee ee ACCOUNTS amp Payments ii ss ees GELEK Bed RE Ee Es DE Nek cassesscdebi studs ke veg ed eN GESE Kees EE Weg ede nies 101 The ACCOUNTS LIST Screen Hie EES SE SR ER EE DE Ke ee ee ee ei ee ee Veg es es ee eg tes 10 2 The Guest AccountsErEeR iese RE GES aS ee GE
23. Depending in whether or not the Walkup check box is checked the relevant Allocation Dialog is displayed tine i i N N Walkup Room Allocation Select One or More Rooms Room Unit Type DOUBLE Room Zone Room Status HK Regd LastHK First Floor Empty Yes 20 11 2011 First Floor Empty Yes 20 11 2011 First Floor Empty Yes 20 11 2011 First Floor Empty Yes 20 11 2011 Second Floor Rear facing Empty No 03 11 2011 Second Floor Occupied Yes 20 11 2011 Figure 19 The Walkup Allocation dialog The Walkup Allocation dialog displays all Rooms Units of the required type available for the configured stay period Any description entered in the various Room Unit Records is displayed and also whether the Rooms Units are still occupied and if they require housekeeping before they can accept a new a Guest can be seen here It is possible to open any selected Room Unit Record using the View Rooms Record button To select a Room either double click the entry or highlight the entry in the list and click the Confirm Selection button to return to the Availabilty Check dialog It is possible to select multiple rooms if required Each selected Room Unit will be added to the Select Rooms list These can be removed by selecting the entry in the list and clicking the Delete button HotelMaster Hotel Management Software http Awww hotelmaster software com Reservations with Multiple
24. Login Security From the Edit System Setup dialog enabling or disabling the login security system is a simple matter of checking or un checking the Enable Password Login checkbox in the Database Config panel and then clicking the Save amp Exit button to initiate the change Upon returning to the Main Screen the Login button will appear or disappear depending on the chosen setting 4 3 Logging In or Out With the security system enabled all users will be required to login to HotelMaster and only one user may be logged in at any time on each computer although multiple users can be logged in via a network With no user logged in all features on the Main Screen and in the Menu Toolbar are disabled To login either click the Login button on the Main screen or choose Login from the File menu and the Login dialog will appear Enter your UserName and Password in the appropriate boxes these fields are not case sensitive and click the Submit Login button HotelMaster will now be configured to suit your security privilege level To logout simply click the Logout button on the Main screen or choose Logout from the File menu and HotelMaster will revert to its protected state 27 HotelMaster Hotel Management Software http www hotelmaster software com 5 GUEST RECORDS Every Reservation created within HotelMaster reguires an associated Guest Record which mus
25. Record see below gt Temporary Allocations Tab 48 Lists the various temporary Room Allocations that have been created when the Create New Group Booking button was clicked or were added to the Group Booking later These can either be converted into Reservations or will be deleted automatically when the Group Booking screen is exited Click the Add Temporary Allocations button to be navigated to the Availability Rates Checker dialog again to create more temporary Room Allocations These will then be added to the list here and can be then converted into Reservations To create a new Reservation that is connected to this Group Booking select one or more for multi room Reservations temporary Room Allocations and click the Create Reservation button The usual process for creating a new Reservation will be followed with the User required to choose an existing Guest Record or to create a New Guest before Creating the Reservation when the new Reservation Record is opened When creating a new Reservation this way it is possible to configure what discount will be applied to the overall Reservation total and also just the Accommodation Charges using the discount picker in the Charge Account tab You can also choose using the radio buttons whether some or all of the Reservation s charges are to be assigned to the Group Booking Charge Account These can then be paid by the Group together as a Charge Account Pa
26. Reservations and enables you to reward regular Client s for their business These can be either an All Inclusive discount applied to all charges incurred by a Guest or an Accom Only discount that is only applied to accommodation charges As long as the Apply Discounts to New Reservations amp Allocations checkbox is checked these discount percentages appear automatically in any Reservation Record related to this Guest when it is first created and when new rooms units are added to a Reservation and can be adjusted for that individual Reservation from there Referral Source field this field can be used to assist in accurate quantification of marketing campaign success by recording lead generation sources or to enable you to reward existing Clients that refer your business to friends and family Either choose an entry from the drop down list that can be edited in the Manage Referral Types dialog see 2 15 and if necessary add a tracking code for a marketing promotion in the data field or click the Find Guest ID button to choose a Guest from the Guest Register that has recommended your business Mailings Permitted checkbox this checkbox signifies whether the client can be included in any marketing mailouts see 12 4 and is checked by default When at least the minimum requirement of the Lastname field has been met the new Record can be saved to the database by clicking the Save amp Ex
27. Selection Calendar will appear Select a specific date and the Reservation Calendar will display the appropriate page that contains that date with the selected date highlighted using a grey background see Figure 34 Every Reservation in HotelMaster must include at least one Room Unit Allocation and Room Allocations and Room Unavailable Periods see 8 3 are displayed using colour coded Allocation Blocks in the main panel giving a visual representation of the reservation situation Each block spans between the middle of the check in day and the middle of the check out day indicating the chargeable night periods it represents Allocations with start and end dates that straddle the beginning or end of the viewed dates period have a red edge to denote that they carry on to the adjoining page and Allocation Blocks contain the Guest s Lastname for easy identification The Allocation Block colour codes are as follows E Light Grey This indicates a Reservation with an Unconfirmed status E Light Blue A Confirmed Reservation EE Green A Checked In Reservation where the Guest has arrived EFFE Purple A Checked Out Reservation that is complete and the Guest has departed ES Dark Grey This indicates a Room Unit Unavailable Period NB This information can also be found by floating the mouse over the Key button on the Reservation Calendar screen 50 HotelMaster Hotel Management Software http
28. and Check Outs for the selected Date 9 1 Check In Procedure Select the relevant Reservation entry in the Check Ins panel It is then possible to generate a Check In Sheet for the Reservation This is an MS Word file that contains all the key Guest contact fields lists the Reservation and Room Unit Allocation information and includes an area to gain the Guest s signature if required The Check In Sheet can either be used for a Guest to confirm all the data already held in the system or the Guest can use it to fill out information that is still required This allows users to make Reservations initially with very little Guest data the LastName is mandatory and then fill out the rest of the required information when the Guest arrives for Check In There is also space for the Guest to identify how they became aware of your business and this information can be stored in the Marketing panel in the Guest Record Please Note There is also a button to print out all Check in sheets for the selected date in order to prepare these all earlier in the day to minimise the delay to your Guests To process the Guest for Check In click the Process Reservation to be taken to the Reservation Record in Check In mode From there simply click the Check In Guest button to process the Check In HotelMaster will update the Reservation s Status to Checked In and will take the user to the Totals tab in case any furth
29. are generated when the Reservation is fully paid This section lists the most recent one created for this Reservation The report will be saved in the Output Folder and can be viewed by clicking the View Inv Rcpt button gt Calculator Starts MS Calculator to assist in making calculations For use of the Take a Payment Give a Refund Booking Confirmation and Generate New Invoice Receipt buttons see the following sections 6 9 Taking Payments Giving Refunds The Payments Refunds tab is used to manage payments and refunds related to this Reservation 10 09 2012 Reservation se Details TOTALS Payments Refunds Accomm Charges Folio Extras Folio Scheduled Tasks Misc Group Booking Charge Acct Payments amp Refunds Date Method Take a Payment Payment Date 10 September 2012 B Pay Off 333 00 Surcharge Amount Reservation Balance 333 00 Department POS Receipt Code Cheque Voucher Front Desk X 445754675 Total Payment Accept Payment View Guest s Reservations View Guest s Account Take a Payment Give a Refund Delete Entry View Nominated Card View Guest s Account Cancel This Reservation Back SAVE amp BACK MEN NEE TIEN Figure 26 New Reservation Record Payments Refunds Tab 40 HotelMaster Hotel Management Software http www hotelmaster software com Wh
30. automatically and displayed in the field below gt Total Payment The sum of the Pay Off amount and the Payment Surcharge amount gt POS Receipt Code Cheque Voucher Number This text field can be used to store any other Payment information such as the reference codes for a Point of Sale transaction or the number of a cheque or pre payment voucher received gt View Nominated Card button Click this button to display the nominated card section of the Guest Record connected to this Reservation gt Calculator Starts MS Calculator to assist in making calculations Once the payment details have been entered click the Accept Payment button to add the Payment to the database The Reservation Record must be saved automatically to complete this process Adding the new Payment will adjust the Received and Balance fields on the Totals tab and if the balance becomes zero will alter the Payment Status of the Reservation to Paid To print out or send a Receipt or updated Invoice if there is still an amount outstanding go to the Totals tab and click the appropriate button Refunds To record the payment of a Refund click the Give a Refund button instead enter the details in the same way as above except Payment Surcharges are not added to Refunds and click the Make Refund button to update the database Changing Entries All Payments and Refund entries can be selec
31. brings together all the required processes in one place i HotelMaster Woodlands Hotel amp Spa File Setup Help Check Ins Check Outs Printout 10 November 2011 B EE D gt Check Ins Res ID Name Check Out Nights Main Room Num Rooms Status 39 Davids 15 11 2011 5 11 1 Confirmed 35 Davidson 11 11 2011 1 5 Checkedin Print 1 Mitchell 15 11 2011 S n at confirmed chee Sheet PrintALL Checkin Sheets lt J Check Outs Res ID Name Checked In Nights Main Room Num Rooms Status 28 Smith 06 11 2011 4 1 2 CheckedOut Last Name Mitchell l View Edit Reservation Check In 10 11 2011 Adults 2 Process Reservation Check Out 15 11 2011 Children 0 Main Room 1 Rooms Units 1 Or Double Click Entry Back r Cancel Reservation j Figure 37 Check Ins amp Check Outs screen Accessible from the Main screen the Check Ins amp Check Outs screen lists all Reservations with a Check In Date and Check Out Date on the selected date in the datepicker today by default Arrivals and Departures are sorted by Guest Name By clicking on the relevant entry the Reservation is loaded into the Control Panel at the bottom The full Reservation Record can then be displayed if required by clicking the View Edit Reservation Record button pre Check In Reservations can be cancelled or the selected Reservation can be processed It is also possible to generate printable report of all Check Ins
32. default option four alternative seasonal rate configurations are available aside from standard rates Permanent a fixed year round rate Package a special rate that can have a limited period availability or that can include other items in the deal Main Charging Period Nightly default option Weekly weekly discounted rate amp nightly rate configured Monthly monthly discounted rate amp nightly rate configured Fixed a fixed amount charged for any length of stay Meals determines whether certain meals are included in the rate Restrictions set the minimum number of guests required or minimum number of nights booked to qualify for this rate Also set which nights this rate can be used for Reservations with any nights not included in this list cannot use this rate 18 HotelMaster Hotel Management Software http www hotelmaster software com gt Discounts amp Deposits Tab Nightly Charging Discount if chosen Charging Period is Nightly configure a discount to be applied either nightly on a specific night or every few nights e g stay 2 nights get the third free This is a way of creating a permanently staggered charging format and is separate from the Accommodation only amp Full Account discounts available in Guest and Reservation Records that can be overridden Room Allocation Deposit Requirements if a deposit requirement is selected in the System Setup dialog this section d
33. details of the Agent that the Booking was made through gt Secure Storage Identify an items added to the company safe and the dates of deposit and return 43 HotelMaster Hotel Management Software http www hotelmaster software com 6 12 The Group Booking Charge Acct Tab GEE New Reservation ml Details TOTALS Payments Refunds Accomm Charges Folio Extras Folio Scheduled Tasks Misc Group Booking Charge Acct To add this Reservation to a Group Booking navigate to the relevant Record and use Add Existing Reservation view Charge Account picts button View Group Booking Nothing Add To Group Booking Nominated Charge Account Account Name Assign To Charge Account To add this Reservation to a View Charge Account Nothing Charge Account select an Deposit Only Account from the dropdown Select Charge Account ID To Assign list and click the Add button Accomm Charges or navigate to the relevant Charge Record and use Add Existing Reservation button All Charges Add To Charge Account View Guest s Reservations View Guest s Account Cancel This Reservation sea I SAVE amp BACK J Figure 29 Group Booking Charge Acct Tab This tab determines whether the Reservation is connected to a Group Booking or a Nominated Charge Account and whether some or all of the charges are assigned to that Group Booking Charge Account or Nominated Charge Account The options
34. given on each day of chosen Calendar month Use drop down menu to choose a Month to view from previous 12 Click Printer icon on report page to print graph Graph Balance of Payments Received during Previous 12 Months Aggregate total of all Payments taken and Refunds given during preceding 12 months HotelMaster Hotel Management Software http Awww hotelmaster software com gt Revenue Tab 65 GROSS CHARGES STATS o Gross Charges Due Checked Out This Week Sum of all Totals including taxes e t c of Reservations checked out during current week mon sun o Compare with a year ago Sum of all Totals including taxes e t c of Reservations checked out during current week mon sun by date but 1 year previous NB This means this will cover a 7 day period a year before that is not necessarily Monday Sunday o Gross Charges Due Checked Out This Month Sum of all Totals including taxes e t c of Reservations checked out during current calendar month o Compare witha year ago Sum of all Totals including taxes e t c of Reservations checked out during this calendar month a year ago o Gross Charges Due Checked Out between Sum of all Totals including taxes e t c of Reservations checked out within chosen period click DateBoxes to display Date Picker Calendars or enter dates manually GROSS CHARGES REPORTS PRINTOUTS amp GRAPHS o Daily Gross Charges Due List of Reservations Check
35. go to the Windows Control Panel select Programs Default Programs Associate File Types Web Contact field optional this field can be used to store online contact details such as a Skype address or number The Skype button can be used to open the application and the contact entry can then be copy amp pasted into Skype ID Document store reference codes for ID documents such as Drivers License or Passports Welcome In Hotel checkbox this checkbox checked by default allows users to identify problem guests by un checking the box A red warning will appear at the top of the Guest Record when this happens that will be obvious during the Reservation process Upload amp Delete Photo Buttons it is possible to add a photo of the guest to the record by clicking the upload button and browsing for an image Please Note low resolution images should be used to ensure minimal impact to the performance of your database To view an enlarged version of the image float the mouse over the image box in the record Click the delete button to remove the image from the record HotelMaster Hotel Management Software http www hotelmaster software com Misc Tab Guest D 19 Guest Record Name Contact Details Misc Payment Options Stored Documents Nominated Payment Card Document Passport Card Type Mastercard Name POOOOOOOOOOOOOOOODOO Card Num POOOOOOOOOOOOODO
36. list This is so that client emails are kept private and also to help avoid the emails being bounced by spam filters Simply fill the email Subject and Message body and the email will be sent to every recipient on the list Non MS Outlook Mailout Group email address list text file radio button A text file will be created with all the recipient email addresses in a list separated by commas Choose a destination and filename for the text file Open the file and cut and paste the list directly to the BCC field of new email in any email system put the company email address in the To field and then fill in the Subject field and Message body A group email can then be sent to all recipients on the list keeping all your Clients email addresses private and avoiding Spam filters HotelMaster Hotel Management Software http Awww hotelmaster software com 13 DATABASE BACKUP RESTORE amp CLEAR To safeguard your data it is vital to backup your database regularly Backup files can then be stored on a separate media for maximum security and can be used to restore your database should you have any trouble with your computer or need to load HotelMaster on a different machine NB The following database management features are only available from the Host computer 13 1 Backing up your Database BACKUP YOUR DATABASE AS OFTEN AS POSSIBLE COPY BACKUP FILES TO A SEPARATE LOCATION AND RENAME WITH THE BACKUP DATE AS NEW BACKUPS
37. page to print graph gt Accounts Tab 66 Q GUEST ACCOUNTS REPORTS PRINTOUTS amp GRAPHS Account Detail for Selected Guest a list of all the selected Guest s Reservations totals Payment Refund List for Selected Guest Lists all the Payments taken amp Refunds given for selected Guest Account Payment Refund List for Selected Guest Lists all the Account Payments taken amp Account Refunds given for selected Guest Write Offs Lists all the Reservations in the system that include a written off amount Guests with Outstanding Balances Lists the Guests with negative Account Balances NB The reports can be printed using the button Overdue Account Letter Choose Guest with negative balance from drop down list amp click Printer button to display Overdue Account dialog Word file will save automatically in output folder and can be printed or sent by email depending on checkbox options Click Proceed button or Cancel to return without creating Overdue Account letter HotelMaster Hotel Management Software http Awww hotelmaster software com CHARGE ACCOUNTS REPORTS PRINTOUTS amp GRAPHS o Account Detail for Selected Account a list of all the selected Account s Reservations totals o Payment Refund List for Selected Account Lists all the Account Payments taken amp Account Refunds given for selected Account o Accounts with Outstanding Balances Lists the Accounts with neg
38. software will be used the next stage in the process is immediately accessible directly from the current screen By following this process a chain of stages is created through which it is possible to navigate forwards and backwards Each of the links to the next possible stage in a process is identified by a large white button A describing the screen that it links to and this usually involves the automatic saving of any changes or a silver button B describing the function it offers To go backwards to the previous stage use the dark green buttons C and to return to the Main Screen directly when the T process is complete click the Home button A B Cc View Guest s Reservations Cancel Reservation Q SAVE amp BACK Figure 4 Navigation buttons gt Within Screens The TAB key can be used to navigate between objects within a screen To select or deselect a checkbox or radio button setting click it with the left mouse button or tab to the object and click the SPACEBAR When a button is highlighted click the RETURN key to activate the button 10 HotelMaster Hotel Management Software http www hotelmaster software com 2 CONFIGURATION WIZARD amp SETUP DIALOGS Your first task when loading HotelMaster for the first time is to configure the application Although regional settings are automatically changed to reflect those of Windows there are many other factors that are reguired which define h
39. the database file gt 73 This is often caused by the database engine Microsoft SQL Server Express failing to start automatically To resolve this from the Program Menu select Microsoft SQL Server 2008 Configuration Tools SQL Server Configuration Manager In the right hand panel right click the entry for SQL Server SQLEXPRESS and select Restart When that is done restart HotelMaster and the database file should be available HotelMaster Hotel Management Software http Awww hotelmaster software com gt Occasionally this is caused by performance issues due to a slow or lower specification machine or slow network connection Please check that your machine meets the system requirements Also you are recommended to regularly maintain the performance of your computer by running Microsoft Disk Cleanup and Defragmenter from the Programs System Tools menu of Windows Also some virus guard software applications e g Norton can be very resource hungry and less suitable for lower spec machines Q I have just tried to configure HotelMaster for networking but my client computer cannot connect to the Host database gt 74 Make sure that the Host computer is switched on although HotelMaster doesn t need to be running on the Host computer that your network is properly enabled and that you can identify the other computers within the Network screen of Windows If not your network connection may have been lost due
40. there are two different charging structures amp rates configured in Rate Cards that we can choose The same is true for Chalet bookings 17 HotelMaster Hotel Management Software http www hotelmaster software com 2 10 Rate Codes List dialog Config Wizard Step 9 10 Locate this screen either as a step in the Configuration Wizard or via the Manage Rate Cards link within the Setup Menu This screen lists all the Rate Codes configured for your business and gives access to the Rate Code records that have been set up Entries can be added edited archived and deleted from here New Rate Code Dialog the dialog for each individual Rate Code rao Edit Rate Code Configuration Discounts amp Deposits Packages Code WEEK RATE Description Basic Week Rate Rate Type Main Charging Period Meals Seasonal Rate Nightly Charging E Includes Breakfast Permanent Rate Weekly Charging E Includes Lunch 5 Package Rate Monthly Charging E Includes Dinner Fixed Charge Restrictions Min Nim Persons o Nights Allowed Min Num Nights 0E Monday E Tuesday Wednesday E Thursday E Friday E Saturday V Sunday MEN ae Figure 8 Rate Code dialog gt Configuration Tab Code the reference name given to this Rate Code Description short description visible when selecting charging method amp comparing charges during booking process Rate Type Seasonal
41. there was a problem during installation in configuring the Host s SQL Server to permit access to Client computers To check whether a suitable login entry exists do the following o Go to the System page from the Control Panel scroll down and take a note of the Computer Name that you are configuring We will use that in a minute and will refer to it as YOURCOMPUTERNAME o Click the Windows Start button and go to Programs then Accessories and choose the Command Prompt A small black window will appear where you can add lines of code NB If you receive an error message at any time please start the process again as it may be caused by a mistake in following the steps o Atthe flashing command prompt type exactly SQLCMD S SQLEXPRESS o Atthe 1 gt prompt type USE MASTER o Atthe 2 gt prompt type GO now the message Changed database context to master will appear o Atthe 1 gt prompt type SELECT NAME FROM SYSLOGINS HotelMaster Hotel Management Software http Awww hotelmaster software com o Atthe 2 prompt type GO A list of login names will appear YOURCOMPUTERNAME GUEST should be near the end of the list If itis not present then do the following Oo Atthe 1 gt prompt type exactly CREATE LOGIN YOURCOMPUTERNAME GUEST FROM WINDOWS o Atthe 2 gt prompt type GO Confirmation of the new login will appear Click the Close Screen button in the top right hand corner
42. to date with payment chasing reward frequent Guests and run a periodic marketing program to your client base whilst being able to monitor the impact 12 1 The Reports Exports amp Printouts screen HotelMaster Obsidian Retreat File Setup Help Graphs amp Reports WW ae Figure 46 Reports Exports amp Printouts screen No of Reservations Started during selected Calendar Month No of Reservations Started previous 12 months Occupancy during selected Calendar Month Occupancy previous 12 months Expected Occupancy on selected Day Expected Occupancy during selected Calendar Month Top 50 Guests with Most Stays All Reservations by Selected Client previous 12 months Future Check Ins amp Check Outs by Date next 90 days Printouts amp Exports All Current Occupants Print List All Today s Tasks Print List Guest List Export to MS Excel Reservations List Export to MS Excel FINANCIAL REPORTS amp PRINTOUTS Admin Security Needed LE om Reports Exports mel amp Printouts Basic Stats ROOMS UNITS Total No of Rooms Units 49 Current No of Occupants 26 of Rooms Units Occupied 33 Empty Day Slots This Week 3 RESERVATIONS No Reservations Started over previous year 433 Total No of Future Reservations 2 Reservations Expected to Start This Week 0 Compare with a year ago 0 Reservations Expected to Start Next Week 0 Compare with a year ago 0 Reservations Ex
43. to finish gt If there is still a problem making a connection then there may be a port issue caused by other software on your computer conflicting with SQL Server Express e g one customer found that a Dell utility was causing a port conflict with SQL Server Express By re directing the port from within the Dell software settings the problem was solved Q When using HotelMaster get an error message saying unhandled exception and the software stops working gt Please take a note of the message text and the circumstances of the problem and send them to support copper software com Restart HotelMaster 75 HotelMaster Hotel Management Software http www hotelmaster software com
44. using the radio buttons are e No Charges assigned to the Account Guest pays all Reservation charges themselves e Any deposit requirement only assigned can be used to pay Group deposit amp confirm as a Group e Accommodation charges Only the Guest pays any extras on the bill themselves e All charges assigned to Charge Account gt Connecting the Reservation to a Group Booking This must be done from the Group Booking Record See section 7 4 gt Connecting the Reservation to a Nominated Charge Account Select the desired Charge Account from the drop down box by Name or Charge Account ID then click the Add to Charge Account button The Charge Account Record will open automatically 6 13 Altering Cancelling a Reservation Altering a Reservation It is possible to change the stay period room unit allocations and Status of a Reservation as well as much of the charge information in the various tabs as discussed above All the changes described below will remain temporary until the Save amp Exit button is clicked and the changes become permanent in the database Otherwise leaving the Reservation via the Cancel button will nullify any changes made to the Reservation Record since the last save gt Changing the Stay Period Click the Change Dates button on the Details tab to alter the check in and check out dates of the Reservation HotelMaster will determine whether the new stay period is p
45. 0 00 180 00 View Reservation Give a Refund Take a Payment Or Double Click Record Account Transactions Standard Payments Refunds Date Pay Rtnd Surcharge Amount Res ID POS ReptiChq 05 09 2012 Refund 0 00 180 00 Accept Account 05 09 2012 Payment 0 00 180 00 Payment 05 09 2012 Refund 0 00 10 00 2 Account Rebalance 05 09 2012 Refund 0 00 90 00 Account Rebalance oe 05 09 2012 Payment 0 00 100 00 Give Account Refund View Transaction Total Received 100 00 Delete Item Or Double Click Record PrintAccount Statement Overdue Account Letter Account Balance 180 00 Figure 39 Guest Account screen 55 HotelMaster Hotel Management Software http www hotelmaster software com The Guest Account screen can be accessed either from the Guest Accounts tab of the Accounts List screen or directly from a Guest or Reservation Record gt Reservations Panel The list of all Reservation Records related to the Guest and displaying all the important charging information Click the Take a Payment or Give a Refund buttons to navigate directly to the Payments tab of the selected Reservation gt Account Transactions Panel gt The list of all Account Payments by amp Refunds to a Guest which can be viewed edited by clicking the View Transaction button and any automatic rebalancing transactions when funds from an Account Payment are allocated to Reservatio
46. 1 Jones 11 11 2011 11 11 2011 Jones Martin 07894 1454874 United States 23 11 2011 23 11 2011 Kotu 26 11 2011 26 11 2011 Markson Milly France 12 11 2011 12 11 2011 Mathews Harold 012348 446 478 31 10 2011 31 10 2011 Middleton 03 11 2011 03 11 2011 Mitchell Michael 0789414 154 7489 TH7 SHY United Kingdom 10 11 2011 10 11 2011 Mustard Paul 01273 814082 BNS SAL United Kingdom 03 11 2011 02 03 2012 Smith John 0498944 4984 489 06 11 2011 06 11 2011 View Guest s Reservations View Edit a Guest Add a New Guest View Guest s Account Or Double Click Record Delete a Guest BOGE 0000200000000 0008 aam Figure 15 Guest Register screen 5 2 Search For a Guest To search for a specific Guest Record in the database you can scroll down the alphabetic list using the scrollbar on the right of the screen sort the entries by clicking on a column header within the List Panel or click the Filter button to search automatically Find a Guest Last Name rg Any Tel PostcodelZIP enter first few nums enter firstfew chars enter first few nums enter first few chars Figure 16 Guest Record Filter panel Enter the first character of either the Guest s Lastname ID any of their telephone numbers Postcode ZIP or alternatively a combination of these This will filter the list displayed in the Guest Register to meet those criteria and the required Record listing can be selected as normal
47. 13 4 Transferring the Database to a different computer iis ese ee ee SR GR Re Ge Ge RR RR Re ee ee Connecting to Web Booking Engine ese ees sesse ese see 14 1 Third Party Booking Engines iese ses se ses ee ek ee Se ee Ee Ge Ge Ge ee ee ee ee SR AR ee Ee Ge Ge Ge ee eg ee 14 2 Web BOOKING SCOON AE ER EO EE Ee ON Customising MS Word Templates esse sesse ese ee System Requirements amp User License ses0008 Troublesheoting ses He EER Pep RED Ka RE Re RegS 4 HotelMaster Hotel Management Software http www hotelmaster software com 70 70 71 72 72 73 1 GETTING STARTED Welcome to HotelMaster the powerful hotel management software from Copper Software Designed to be easy and intuitive to use HotelMaster offers a comprehensive suite of features for use by the management team of any hotel guesthouse or bed amp breakfast From handling the reservations process and the day to day running of the hotel to advance features such as customer database marketing mailouts and business performance analysis HotelMaster provides everything the small to medium sized business requires to offer a professional service We hope that you enjoy using HotelMaster and that it becomes an indispensable part of your hospitality business team 1 1 Download amp Install It is very important that HotelMaster is installed from a Windows User account that has Administrator privileges Also virus softwa
48. 3245 Valid From M XX Y POOG Expiry M XX Y XXXX Name Add Sec Num XXX Issue Filename Browse Show Edit Update List Documents must be placed in the Output Folder Guest Discounts Marketing Apply Discounts to New Reservations amp Allocations Referral Source Intemet Search z Referral Tracking Code anes 26 Find Guest ID 1 Mailings Permitted View Guest s Account _ View Guest s Reservations ME ae Figure 17b A Guest Record Misc Tab Stored Documents Panel it is possible to store the details of scanned documents related to this Guest by placing them in the Output Folder and then creating an entry here by allocating a Name and browsing for the file To open the file simply double click the entry Nominated Payment Card it is possible to enter payment card information into a Guest record by clicking the Add button and entering the details This is readily viewable from the Payments tab of Reservation records using the View Nominated Card button see 6 9 Once a card has been added its sensitive data is hidden unless the View button is clicked unmasking the card information If the Password Login system is enabled it is possible to configure whether User level logins are able to view or edit this information see 2 2 Guest Discounts panel this panel is used to add any default discounts to the Guest s
49. 57 The list of all Account Payments to amp Refunds from the Charge Account which can be viewed edited by clicking the View Transaction button and any automatic rebalancing transactions when funds from an Account Payment are allocated to Reservations which are marked as Refunds with Type Auto Accept Account Payment button open the Payment dialog to configure an Account Payment Auto Rebalance after Payments checkbox check this to instruct Hotelmaster to automatically rebalance the account after an Account Payment is taken Rebalance Charges button when there are surplus account funds available this button will display in red Clicking this will mean HotelMaster automatically allocates any available funds to Guest Reservations oldest first unless the Prioritise Deposit Payments checkbox is checked that have unpaid balances and are Due Prioritise Deposit Payments checkbox check this to instruct Hotelmaster to automatically rebalance any outstanding assigned deposits in the account before then the usual rebalancing of oldest first Due charges when rebalancing occurs Give Account Refund button when Account Payments have been received they can be returned using this button Be aware that any rebalancing transactions to Reservations that occurred after the payment should be deleted as well Delete Item button to remove an item from the list click thi
50. Check Ins amp Check Outs Reservation TE Check Rates Availability ET Navigate Reservation Register Month View Week View lt Months gt Calendar November 2011 4 5 6 10 11 12 13 18 19 20 25 26 27 FIRST FLOOR DOUBLE 1 2 3 4 Be TWIN L Kotu 7 Men SINGLE 8 Se l SECOND FLOOR DOUBLE ET Benton 12 ml THIRD FLOOR SINGLE EES EE EE EE eee MA For a Reservation Summary Pop Up pause mouse over Allocation Block ME ER eea To view the full Reservation Record double click the Allocation Block Figure 34 Booking Calendar screen The content of the central panel is determined by the choices in the Sort Rooms By drop down menu and the Month View Week View tabs Each room unit in your business is listed down the left hand side border ordered by Zone Room Unit Type or Name alphabetically and the viewed date period is listed along the top border Depending on the configuration set in the System Setup dialog see 2 2 the weeknights designated as weekend are highlighted in bold and today s date is highlighted in red This forms a grid with each room unit having a slot for each calendar day of the month or week NB Week view format is Monday Sunday To change the viewed period simply use the Navigate Months Weeks arrows to go forward or backwards in time Alternatively float the mouse over the Select a Date to View button and a Date
51. Ge ee Ge ee Ge ee Gee oe oe ee ee ee sses 22 3 1 Configuring the Host machine esse se se se se se Re Ge Ge Ge RR Ee ee ee AR AR AA ee GR GR Ge Ga Gee Ee ee AR dee 22 3 2 Configuring and Connecting a Client computer iese es se Re Ge Ge RR AR AR ee ee ee ek ee 24 33 Disconnecting a Client computeF iese se se se RR Re ee AA AR AR AR AR AR Ge Ge Ge Re RR ee Ge ee ee Re Re RR reet 25 3 4 Connecting a Client computer from a Remote Location ie ie se ee AR AR ee ee GR GR GR ees 25 4 Security Login System ise iss ies iss se Se Ee se ed es Rd ee ee Gee Oe DEK Ee ae Ge Weg ke eed Bes We Sen we EN ee eg DEGREE Be sos 26 4 1 Creating User logins amp Assigning privilege levels ie se RR SR Ee AE Ee AR AR AR AR ee ee 26 4 2 Enabling Disabling login security ees ee ee see ek ee ER Ge RR ee ee ee RR Re GR Ge ee ee ee Re ee ee ee ee 27 43 LOQQING IN OF QUT srcima aana les a E Aa E aAa ae a aaa 27 5 Guest RE COLA annii iise E arets E RESENA AEAT RONE ERES Eeoa NEE EAEAN A RE 28 Did The Guest RESTET ee re AAE AAEE ee Ge OIO EE OREA 28 5 2 Search for a Guest RED EE EE N E E E T ET 28 5 3 Adding a New Guest Record Es EE EE 29 5 4 Changing Deleting AGE Guest Records BEE RE OE EE N 31 5 5 The Guest s Reservation List sesse ss ee ee se ee ee ee RA GR Ge Ge Ge RR AR Re Ge ee ee AR AR Re Ge Ge RR RR AR ee ne 31 5 6 Importing Guest Records esse se se GR Re GR Ge Ge Ge RR Re ee RA AR AR AR AR AR Ge Ga Ga ee ee AR AR ee ee
52. NB All Users on the Client Computer that run HotelMaster must go through the following procedure to connect to the Host database gt If connecting using a Windows Workgroup make sure that both computers Host amp Client have the same Workgroup name gt After installing HotelMaster on the Client computer select the Network Wizard from the Setup Menu see Figure 13 NB All the settings discussed in Section 2 only need to be entered on the Host machine 24 HotelMaster Hotel Management Software http Awww hotelmaster software com ves was NN Welcome to the HotelMaster Network Wizard Connect this computer to a HotelMaster database on a networked computer Initiate Changes Figure 13 Network Wizard o Check the CheckBox to connect to a HotelMaster database on a network o Inthe textbox type in the Host s YOURCOMPUTERNAME from before then click the Initiate Changes button A confirmation dialog will appear o You are now reminded to change the path of the Client Outputs Folder An Output folder should have already been created on the Host computer and enabled for sharing Click the button and then the Browse button within the Client Printout Settings dialog to locate the folder Expand the Network folder and then select the Host computer The folder you created should be in the Public Shared folder on that computer Select the required folder and click OK You sh
53. Org Address2 Contact Tel Town City Fax Num Region State Email Postcode ZIP Country Reservations Temporary Allocations Type Zone Start Date End Date RateCode DOUBLE Ground Floor 28 09 2012 29 09 2012 RACK Create DOUBLE Ground Floor 28 09 2012 29 09 2012 RACK Reservation Add Temp Allocations You must Create the Group before you can Cancel Associate with a Guest or start Adding Reservations New Group Create The Group Figure 32 Group Booking screen New Group Mode When first creating a Group Booking the Group Booking screen is opened in New Group Mode To create the Group in the database the Group Name at least is required and then the Create The Group button must be clicked This then allows the rest of the record to be filled in the Group to be Associated with a Guest Record and for the temporary Room Allocations to be turned into Reservations gt Contact Details Tab EITHER Fill in the contact details for the Group including a Contact Name or Company Organisation OR Associate the Group with a Guest Record when one of the Group members is to be considered the main contact for the Group To do this check the Associate Contact Details with Existing Guest checkbox and you will be automatically navigated to the Guest Register where a Guest can be selected or a new Guest Record added amp then selected This can also be done later after the Group a
54. Register and any Temporary Unit Allocations created during the aborted Reservation process will be released back to the system and those dates will once again become available for booking Please Note Should HotelMaster suffer a system crash or network failure it is possible that some Temporary Room Unit Allocations will be left in the system From the Host computer select Delete Any Temporary Room Unit Allocations from the File Menu to remove all Temporary Allocations from the system Only do so when no users are in the process of making or changing Reservations however 6 3 Selecting Creating a Guest Record When Unit Allocations have been selected in the Availability Check dialog a pop up will appear asking whether the Guest has stayed before ETA N ma Has the Guest stayed here before Ea T HEEN Figure 20 Returning Guest dialog If Yes is selected the user will be taken to the Guest Register screen see 5 1 From there select a Guest from the list and click the Select Guest amp Continue button to open the New Reservation record If No or Don t Know are selected a blank Guest Record will be opened inviting the user to create a new Record for the Guest Once the new Record data has been entered see 5 3 click the save Record amp Continue button to continue the process of creating a new Reservation and open the New Reservation Record To exit this dialog
55. To remove the filter either click the Clear button or click Close to exit the filter window completely To view a Guest Record either select the entry in the Guest Register list and click the View Edit button or simply double click the entry and the selected Guest Record will open 28 HotelMaster Hotel Management Software http www hotelmaster software com 5 3 Adding a New Guest Record When creating a new Guest Record from the Guest Register screen click the Add a New Guest button to open a blank Guest Record Fill in the required Guest details Ea ne n File Setup Help 19 Guest Record Name Contact Details Misc Last Name Mitchell Special Notes Has baby always needs cot in room Characters First Name Michael List Title mr Zi Gender Male Zi Partner Sarah Address1 14 Huntly Terrace Contact Tel 0789414 154 7489 Celumobile mj tel type Address Crowhurst Rd Secondary Tel 01254 456 456 Home fel type Town Bathhurst Fax Num City Region Nottinghamshire Email mmitchy jmail com Postcode ZIP TH SHY Web Contact mike mitchell Country United Kingdom E 8 Stats First Check In 10 11 2011 Security Last Check In 10 11 2011 Last Check Out 15 11 2011 ID Document 611283098112 Stay Count 4 Vehicle Reg GH128HG YTD 1 Total Nights 5 7 Welcome In Hotel YTD 5 View Guest s Account View Guest s Reservations MET METAAN
56. UBLE First Floor Occupied Alexander 07 11 2011 22 14 2011 DOUBLE First Floor Empty 01 01 0001 01 01 0001 DOUBLE First Floor Empty 01 01 0001 01 01 0001 DOUBLE First Floor Empty 01 01 0001 01 01 0001 TWIN First Floor Empty 01 01 0001 01 01 0001 TWIN First Floor Occupied Alexander 07 11 2011 22 11 2011 SINGLE First Floor Occupied Hibbert 07 11 2011 14 11 2011 View Room Unit View Reservation View Guest Record Or Double Click Entry Figure 42 Task Scheduler screen To locate a Room Unit or a specific Guest search the list using the vertical scroll bar if necessary or click the Filter to Search for Room Guest to be able search by Room Unit Name or Guest Name To open a Room Record select an entry and click the View Room Unit button Alternatively if the Room Unit is occupied double click an entry or select an entry and click the View Reservation to open the Reservation Record or click the View Guest Record to view the relevant Guest s details 11 3 Housekeeping HotelMaster includes a feature to manage all the Housekeeping requirements of the various Room Units in your business These requirements are configured on the Housekeeping tab of the System Setup dialog see 2 2 and determine whether Housekeeping of Rooms Units is required after Check Out and during the Guest s stay It is possible to set a periodic requirement e g every two days or specific days of the week when cleaning st
57. WITH THE DEFAULT NAME COULD OVERWRITE THE EXISTING BACKUP FILE IN THE MAIN APPLICATION FOLDER MAKE SURE TO CREATE A NEW BACKUP FILE AFTER ALL UPDATES ARE INSTALLED AS THE FORMAT OF THE DATABASE MIGHT CHANGE MAKING PREVIOUS BACKUP FILES UNUSABLE YOUR DATA WITHIN THE DATABASE ITSELF SHOULD NOT BE AFFECTED BY THE UPDATE WE RECOMMEND ENABLING AUTO BACKUP IN THE SYSTEM SETUP DIALOG FOR DAILY BACKUPS Backup files can only be saved in folders that have Full permission granted to Everyone The Main Application folder C Program Files x86 Copper Software HotelMaster by default has this permission level created automatically when HotelMaster is installed and is selected here by default as the destination path of the Backup file The file can then be copied to a different location To save in a different location you will need to setup the appropriate permission manually Use Microsoft Explorer to navigate to the selected folder Right click on the folder icon and select Properties then click the Security tab Click the Edit button then the Add button Add the word Everyone in the object box at the bottom of the dialog that appears and click OK Now select Everyone in the Username box and click the Full Control checkbox in the Allow column then click the Apply button and the OK button twice to finish You are now able to select this folder as the destination folder for your Backup
58. Wake up Call Once 07 00 0 00 1 0 00 Delete Entry New Blank Task Select Entry to Edit Delete Configure New Task VAT 0 Account Type Newspapers amp Books A Freq Daily x Regional 0 es Task Type The Times aa 1 SalesTax3 Ee z A OEP EN Occurrences 7 Notes Leave outside door Day Section Early AM Unit Charge 0 504 Spady 00 00 00 Time Start Date 07 December 2011 B Total Charge 3 50 End Date 13 December 2011 Bv Add To Task List EXIT Figure 23 Manage Tasks dialog To create the new Task click the New Blank Task button if there is not currently a blank template visible in the edit panel configure the required task details account Type task type and frequency are mandatory and then click the Add to Task List button gt Account Type This is required and is used in the charges folio reports Choose from the list configured in the Manage Account Types dialog in the Setup Menu see 2 4 gt Task Type Also required and can be selected from the drop down list that is configured in the Extra Item amp Task Types Inventory in the Setup Menu see 2 5 or you can manually add a Task Name gt Notes Optional and will appear on the Task Scheduler screen reports gt Start Date End Date These are set by default to the Allocation dates but can be adjusted manually When the Freq is set to Once only the Start Date is editable and the End Date will au
59. able on Client computers or for users with User permission level if Login Security is enabled see 4 SETUP Menu HotelMaster Configuration Wizard Automated process for accessing all HotelMaster s setup screens Runs by default after initial installation see 2 Individual Setup Dialogs see 2 NB If Login Security is enabled none of these options will be available to users with User permission level see 4 HELP Menu Online User Manual Direct link to latest version of this document on the HotelMaster Software website Support Direct Link to Support page on the HotelMaster website About Key information about this software including version number B The Reservations Panel 8 O Calendar The central Reservation information portal displaying a visual representation of all Reservations colour coded to demonstrate their status Many important Reservation processes amp screens can be accessed from this screen see 8 New Reservations The first step in creating any new future Reservation checking Availability amp Rates and selecting Rooms Units see 6 1 New Walk Ups As above but for Walkup reservations requiring an immediate Check In see 6 1 New Group Booking Create multiple reservation bookings for Groups see 7 1 Web Bookings View Bookings amp Rejected Bookings from Web Booking Engines see 14 HotelMaster Hotel Management Soft
60. aff work as well Finally a need for cleaning of a Room Unit can be triggered manually for unforeseen issues using the Mark HK Reqd button File Setup Help Housekeeping Housekeeping Printout Room Unit Type Zone HK Reqd Last HK Room Status Guest Check Out Res ID DOUBLE First Floor Yes 03 11 2011 Empty 01 01 0001 DOUBLE First Floor No 12 12 2011 Occupied Alexander 22 11 2011 DOUBLE First Floor 20 11 2011 Empty 01 01 0001 First Floor 20 11 2011 01 01 0001 First Floor 20 11 2011 01 01 0001 First Floor 03 11 2011 01 01 0001 First Floor 03 11 2011 Occupied 14 11 2011 Second Floor 03 11 2011 Empty 01 01 0001 Second Floor 20 11 2011 Occupied 14 11 2011 SINGLE Third Floor 03 11 2011 Empty 01 01 0001 Alexander Add Quick HK Entry Add Detailed HK Entry _ View Room s View Unit Record Housekeeping Record Mark HK Reqd View Reservation Multiple Entries can be selected using Ctri or Shift buttons EXIT Figure 43 Housekeeping screen 59 HotelMaster Hotel Management Software http www hotelmaster software com The Housekeeping screen displays a list of all Rooms Units and indicates whether they currently are waiting for Housekeeping whether they are occupied and if so the relevant Reservation details As with the Room Register the Room Unit Record and Reservation Records can be viewed by selecting an entry and clicking the relevant button It is also possible to find a particular R
61. alance Total Amount of Outstanding Balances Sum total of all remaining balances outstanding on all Guest amp Charge Accounts in the system REPORTS PRINTOUTS amp GRAPHS O Daily Guest Payments by Type Printable report of total daily Guest Payments by Payment Type Use drop down menu to choose a day from previous month Click Export Breakdowns to Excel for an MS Excel report detailing all payments by type Daily Guest Payments by Dept Daily Guest Payments by Dept amp Type Use second drop down menu to choose a department to display Daily Guest Account Payments by Type Printable report of total daily Guest Account Payments by Payment Type Daily Charge Account Payments by Type Guest Payments Taken during Calendar Month List of Guest Payments received refunds given sorted by date with totals generated during chosen Calendar month Use drop down menu to choose a Month to view from previous 12 Click Export to Excel on report page for an MS Excel report Guest Account Payments Taken during Calendar Month List of Guest Account Payments received refunds given sorted by date with totals generated during chosen Calendar month Charge Account Payments Taken during Calendar Month List of Charge Account Payments received refunds given sorted by date with totals generated during chosen Calendar month Graph Balance of Payments Received during Calendar Month Aggregate total of all Payments taken and Refunds
62. and rates see 14 Backup Database Create a Backup copy of the database in either the main application folder recommended or a designated destination folder NB A designated folder requires Full access permission for SQL Express to create the Backup see 13 1 Restore Database Restore the database from a Backup file which must be in the main application folder see 13 2 NB All current data will be lost New Blank Database Return the database to its original empty state see 13 3 NB All current data will be lost Import Guest Records Import Client Records into the database see 5 6 Network Wizard Attach this computer as a client to the database on a remote Host computer over a network see 3 Return to Main Screen If HotelMaster gets stuck during a process it is always possible to return to the start point Delete Any Temporary Room Unit Allocations Should the software suffer a malfunction or network connection problem temporary Room Unit Allocations created during unfinished booking processes may remain which would prevent other Reservations from using those allocated spaces This option allows all temporary allocations to be deleted see 6 2 Exit Application HotelMaster will close down NB Auto Backup file will be created if selected in the System Setup dialog see 2 2 NB Only Network Wizard Return to Main Screen amp Exit Application are avail
63. ange settings What are the risks of allowing a program to communicate H Change settings Allowed programs and features Name Home Work Private Public M SQL Browser Service EXE v O M SQL Server Windows NT rd o C Windows Collaboration Computer Name Registration Service oO O Windows Firewall Remote Management n n M Windows Live Call MH MH Windows Live Messenger Windows Live Sync C Windows Management Instrumentation WMI oO o M Windows Media Player Oo IE O Windows Media Player Network Sharing Service o o O Windows Media Player Network Sharing Service Internet o o C Windows Peer to Peer Collaboration Foundation o mid Allow another program Figure 12 Windows Firewall exceptions dialog Windows 7 o Scroll down to look for SQL browser and SQL server checkboxes If they are not present you need to add them by clicking Allow another Program button Add Program in XP then Browse 23 HotelMaster Hotel Management Software http www hotelmaster software com o Select the file sqlservr in C Program Files Microsoft SQL Server MSSQL10 SQLEXPRESS MSSQL Binn then click Open and Add to add it to the list of Exceptions o Again click Browse and add file sqlbrowser to the list from path C Program Files Microsoft SQL Server 90 Shared o Now click Cancel to return to the main exceptions screen and check that both SQL browser and SQL server checkboxes are checked for your type of network
64. ants This is determined by the occupancy configurations in the relevant Unit Type Records see 2 7 Selecting a Room Unit Type from the Select a Room Unit Type panel will trigger HotelMaster to display the various Rate Codes and related charges that are relevant for the configured stay and chosen Room Unit Type It is also possible to open the related Room Unit Type Record by clicking the View Room Type button The Select a Rate Code panel now displays the list of all charging options related to the various RateCards that are configured for the chosen Room Unit Type The charges are listed in ascending order with any listed as n a indicating that they are not applicable to the configured stay period or number of guests as set out in the RateCard or its related Rate Code Selecting a Rate Code entry will enable the Auto Allocate Room and Manually Add Room buttons in the Select Rooms panel to be enabled and also allows the user to open the selected Rate Card Record using the View Rate Card button Select Rooms Panel The final part of the Availability Check process is allocating a Room Unit for the Reservation 33 gt The selected Type amp Rate Codes are displayed in the fields in the top left corner A Room Unit can either be chosen automatically by HotelMaster by clicking the Auto Allocate Room button or manually by the user by clicking the Manually Add Rooms button
65. appropriate field in the System Setup dialog see 2 2 The business logo can be added to the report see 2 3 or it is possible to use paper with a pre printed letterhead see 2 2 The reference number of the Booking Confirmation and the date generated are stored in the relevant fields in the Totals tab and the stored Booking Confirmation report can be viewed later by clicking the View Con button 42 HotelMaster Hotel Management Software http www hotelmaster software com Generating Invoices Receipts At any point during the Reservation Payment process it is possible to generate either an Invoice if there are still charges outstanding and the Balance is greater than zero or a Receipt if the Balance is zero This is done by clicking the Generate New Invoice Receipt button on the Totals tab The user will then be asked Do you also want to generate a Folio Charge List for each Room Unit Clicking Yes will mean that as well as the Invoice Receipt main sheet individual Folio Lists for each Room Unit will also be added to the report detailing everything that is being charged for by date Next the Invoices Receipt dialog will open offering the choices of Hard Copy and Send Email as above See Fig 27 The Invoice Receipt will be saved automatically as a MS Word file identifiable by the Reservation ID and the InvRec ID in the filename in the Output Folder see 2 3 and can be printed or
66. arate configuration for Sales Taxes and entries can be archived rather than deleted so as to not affect historical charging data HotelMaster already has many Types configured by default see Figure 6 that can be changed or deleted but the Account Type Accommodation is required for calculating stay charges and cannot be deleted or changed although it s Sales Tax configuration is customisable You can add as many Account Types as you like Please note that any changes to the Account Type list are not permanent until the Save amp Exit button is used to leave the dialog Clicking the Cancel button will close the dialog without saving any changes gt Add a Type Enter the Account Type name in the Entry To Add field check the appropriate Sales Tax checkboxes and then click the Add Entry button The new Type will be added to the list Deleting a Type Select the entry in the list and then click the Delete Entry button Please note that deleting a Type will affect all historical charging data in the database you are strongly advised to archive the entry instead Changing a Type You can change the Account Type name by double clicking the cell and then typing in any changes To alter the Sales Tax configuration for an entry double click the Sales Tax cell in question and a checkbox will appear allowing you to set whether or not that Sales Tax is relevant for the selected Account Type Archivin
67. aster Hotel Management Software http Awww hotelmaster software com 2 5 Extra Item amp Task Types Inventory Config Wizard Step 5 10 This screen lists the full inventory of all chargeable items and both chargeable and non chargeable tasks within your business Each must be allocated to a particular Account Type and it is possible to configure a Unit Charge for each entry though not required Unlike the previous dialog entries that are added to the list are automatically included in the database Clicking the Exit button merely exits from this dialog but does not affect the displayed list gt Adding an Item Task Select an Account Type from the drop down menu type in the unique Item Task Name and if required use the number selector by either clicking the up down arrows or typing in a value to set the Unit Charge for the entry Click the Save Entry to add the new entry to the database gt Deleting an Item Task Select the entry in the list and then click the Delete Entry button gt Changing an Item Task You can change the Item Task Name by double clicking the cell and then typing in any changes To alter the Unit Charge for an entry double click the cell in question and a number selector will appear allowing you to set the required value 2 6 Manage Payment Types dialog Config Wizard Step 6 10 This is where the list of Payment Types that you accept is configured along with any surcharges they in
68. ation s Status and Payment Status are displayed gt Totals List All Account Types are totalled here and Sales Tax breakdowns are displayed gt Reservation Status Describes the various stages of the Reservation cycle which are 1 Unconfirmed the Reservation is not yet considered definite and will not appear in the Check Ins Check Outs screen nor many reports throughout HotelMaster Depending on the setting in the System Setup dialog a deposit may be required 2 Confirmed the Reservation is now definite the deposit if required has been received and the Check In is expected A Booking Confirmation can now be generated 3 Checked In the Guest has arrived and is staying in your premises 4 Checked Out the Guest s stay is over the Room Unit has been vacated and final payment is now required 5 Cancelled the Reservation was cancelled prior to the Guest s arrival Any Extra Items incurred will still be chargeable and accommodation charges may also still be chargeable see 6 13 gt Payment Status 39 Describes the various stages of the Payment cycle which are 1 Pending the Reservation is not complete so final payment is not yet due 2 Due the Reservation is complete so final payment is now due 3 Paid final payment has been made 4 Void the Reservation was cancelled and no charges are due gt Full Account Discount A percentage discount applied to all charges within the R
69. ation folder in the Program Files folder You can change the layout or structure of these templates but you must follow these guidelines To edit the template right click on the Template file and choose Open Do not double click the file as this will open a copy of the template rather than the template itself Never change the name of the Template file When moving a MailMerge field copy the entire fieldname including the chevrons Some data is displayed in table format The template includes a single row but this may be duplicated automatically by the software to display multiple entries The format of tables cell order must not be altered but columns can be deleted by selecting the cell right click delete column Create a folder called MyTemplates in the main application folder and save the customised template in there with the exact same name as a Word 97 2003 template file When the software updates or is un installed this folder and its contents will be preserved The software will search for a customised template in the MyTemplates folder first before using the default one in the Templates folder Remember to Save the template file after making any changes Should you need to revert back to the original version at any time you will find a backup copy of each in the Default folder within the Templates folder Right click amp copy the original and replace the custom version with this original
70. ative Account Balances NB The reports can be printed using the button o Overdue Account Letter Choose Account with negative balance from drop down list amp click Printer button to display Overdue Account dialog Word file will save automatically in output folder and can be printed or sent by email depending on checkbox options Click Proceed button or Cancel to return without creating Overdue Account letter 12 4 Mailouts to Guests Keeping Guests abreast of changes and offers by your company is a critical part of generating repeat business HotelMaster is equipped with a Mailout Wizard that enables group mailouts to the Guest Register in a number of different formats removing the need for costly Customer Relationship Management software i Choose format Create a Mail Merge Data File Send a Group Email Mail Merge Data File An MS Excel file will be created that includes all the address fields for each client in the list and can be easily used with mailmerge software such as MS Word to create a group mailout This list may be further sorted edited within the Mail Merge wizard of MS Word MS Outlook blank email Group email address list text file Choose a destination path browse 7 Restrict list to records with Mailing Permitted selected r Figure 48 Mailout Wizard The Checkbox at the bottom of the dialog allows the list of recipients to be li
71. bed above Booking Confirmation Reports When a Reservation s Status is Confirmed a Booking Confirmation report containing all the key details about the Reservation can be generated that will be stored on file and can be printed or sent by email To do this click the new Booking Conf button on the Totals tab This will display the Booking Confirmation dialog ransom EE An MS Word file will be saved in the Output Folder and can be identified by the Reservation ID number The file can be attached to non MS Outlook emails Choose output format V Hard Copy The file will be displayed for printing immediately E Send Email An email will be generated Change Output Folder Proceea INEEN Figure 27 Booking Confirmation dialog The Booking Confirmation will be saved automatically as a MS Word file identifiable by the Reservation ID and the Booking Confirmation ID in the filename in the Output Folder see 2 3 To view the report for printing check the Hard Copy checkbox To send a Booking Confirmation email check the Send Email checkbox Depending on the setting in the System Setup dialog see 2 2 this will either send an Booking Confirmation email directly to the Guest s email address or attach the stored Word report to a default email in the Draft folder of MS Outlook To customise the Notes section of the Booking Confirmation reports change the
72. button if the amounts of Sales Taxes are adjusted in the System Setup dialog after an Extra Item has been added the original Tax percentages will remain To update the tax percentages used for an entry click the Update Tax Config button to change the charging structure to the new configuration 38 HotelMaster Hotel Management Software http Awww hotelmaster software com 6 8 The Totals Tab amis Reservation jens Details TOTALS Payments Refunds Accomm Charges Folio Extras Folio Scheduled Tasks Misc_ Group Booking Charge Acct Totals Type Net Charge VAT Regional SalesTax3 Gross Charge RESERVATION STATUS Accommodation 300 81 9 03 0 00 370 00 Confirmed PAYMENT STATUS Pending Full Account Discount 0 00 oer Net Total Write OF 00 Booking Confirmation New Booking Conf vat Write OF Date ID Date Received 2 10 09 2012 Regional SalesTax3 Assigned l View Conf PayMeth Surcharges Balance Single Res Invoice Receipt Total Charge Generate New Invoice _ a e Deposit Level TakeaPayment Give a Refund HET View Invoice l View Guest s Reservations j View Guest s Account Cancel Reservation a Sa Figure 25 New Reservation Record Totals Tab The Totals Tab is where all charges relating to the Reservation are brought together where customer outputs such as Booking Confirmations and Invoices Receipts are generated and where the Reserv
73. cation as above then click the right mouse button choose New Folder and type in the desired name then press the Return key You then need to locate the new folder using the Browse button on this Client Printouts Settings screen click to highlight it and then confirm by choosing OK The path to the folder should now appear in the text box If you intend to allow other computers to use the database on this computer over a network then the folder should be on this main Host computer and you need to enable file sharing for this folder Right click the folder that you have created and click Properties and then Sharing You then need to enable file sharing for Everyone on this folder This is very important otherwise other users may not be able to access this folder or save outputs into it Logo File If you have chosen Blank paper in the System Setup screen and want your logo file to appear at the top of these outputs then place the image file in the output folder that you created and find it using the Browse button The logo image should appear in the picture box at the bottom HotelMaster Hotel Management Software http Awww hotelmaster software com 2 4 Manage Account Types dialog Config Wizard Step 4 10 This screen is where the main charging accounts are defined These are listed separately in the charges folio shown in the Reservation Record that can be included with Invoices Receipts Each Account Type has a sep
74. count Balance this button generates a MS Word letter file that chases payment and can include an Account Statement if required It is also possible to list all Guest s with outstanding balances in a printable report and trigger the generation of Overdue Account Letters from the Financial Reports Screen see 12 3 10 3 The Charge Account screen 56 Charge Account Account Name Happyness Holidays Bookings ID 1 John Robertson ene Address1 2 Court Mews Crested aa Company Org Happyness holidys usss Address High Street Contact Tel 134654654654 Town City Worthington Postcode ZIP 4545345345 Fax Num 5453453453453 Region State Texas Country United States Email paul mustarde co uk N Account Balance ee Gi Booking ID roup Booking alan Deposits Reqd 3 00 View Group Reservation Charges Account Transactions es I Guest Name Check Check Out el otal Assig Assigned Bal Status Pay Status Robertson 1 2012 3 3 00 Unconfirmed Pending newguy 2 27 12 0 00 Confirmed Paid Robertson 2 2 10 00 CheckedOut Due Robertson 05 09 2012 13 09 2012 81 00 CheckedOut Due View Reservation Assign Account Funds 0 00 _ Remove fromAccount Add Existing Res Or Double Click Record PrintAccount Statement Overdue Account Letter sij HEN NETTIE Figure 40 Charge Account screen HotelMaster Hotel Management Software http Awww hotelmaster software com gt Contact Details Panel
75. cur as a percentage of the total amount being paid Enter the Payment Type Name in the Entry to Add field select whether or not this entry is a Card Payment type or not to determine whether it appears in the list of choices for storing card details in Guest Records and set any required surcharge Then click the Add Entry button to add it to the list Select an entry in the list for deletion or to edit an entry double click the relevant cell Entries can be archived rather than deleted to remove them from use within the software without affecting historical records It is also possible to set the order that the list entries are displayed throughout HotelMaster by dragging and dropping the entries into the required order Click the Save amp Exit button or one of the Configuration Wizard navigaton buttons to save any changes or click the Cancel button to exit without saving changes 2 7 Room Unit Types List dialog Config Wizard Step 7 10 Locate this screen either as a step in the Configuration Wizard or via the Manage Rooms Units link within the Setup Menu Each type of Room Unit within your business e g Single Double e t c is listed and configured from this screen Click the Add New Type button to create a new Type or double click an existing entry to edit gt New Unit Type Dialog the dialog for each individual Type includes e Type Name e Description short description visible whe
76. dar Month Balance of Payments received during Calendar Month Balance of Payments received previous 12 mnths E e Accessible from the Reports Exports amp Printouts screen the Financial Reports screen contains financial performance statistics and graphs about the business as a whole and a section for monitoring outstanding Invoices and Acounts Please Note If login security is enabled it is possible to configure whether User level logins can access this screen in the System Setup dialog see 2 2 They are not able to by default 63 HotelMaster Hotel Management Software http www hotelmaster software com gt 64 Takings Tab STATS O Balance of Payments received this Week Aggregate Total of all Payments taken and Refunds given during this week mon sun Balance of Payments received this Month Aggregate Total of all Payments taken and Refunds given during this calendar month Balance of Payments received between Aggregate Total of all Payments taken and Refunds given within chosen period click DateBoxes to display Date Picker Calendars or enter dates manually No of Reservations with Outstanding Balances Count of Reservations with Payment Status Due No of Guest Accounts with Outstanding Balances Count of Guest Accounts with a negative Account Balance No of Charge Accounts with Outstanding Balances Count of Nominated Charge Accounts with a negative Account B
77. ded paper will mean these printouts do not include this information for when paper with a pre printed letterhead is to be used Booking Confirmation Invoice amp Receipts Comments This section allows you to customize the text that will appear at the bottom of these customer reports Booking Confirmations Invoice amp Receipts Start Numbers the reference numbers used when these reports are run for the first time in HotelMaster Consecutive numbers will be chosen automatically by HotelMaster from then on gt Password Login Tab Enable Password Login Check this box to enable the Password Login Security system see 4 Make sure that an Administrator level User login has been created Security Centre button Navigate to the Security Centre dialog to configure User logins amp security levels User Level Login Permissions Allow Forbid the following features for User levels logins gt Access Setup Menu Access any of HotelMaster s setup features gt Use Database Management Functions Backup Restore New Database Import Guest Data Delete Any Temporary Allocations and Network Wizard Access Financial Reports Screen Access Accounts screens View Accounts List screen amp any Guest Account Screen Take Payments Give Refunds View Nominated Card Info View hidden payment card information in Guest Records Edit Nominated Card Info Edit hidden pay
78. dialog for each individual Type includes e Room Unit Name or number e Type a choice from the configured Room Unit Types List see above e Description short description visible when selecting Rooms Units during booking process e Std Occ Can Sleep Extra Temp Bed Allowed Single Occupancy Allowed data passed from the relevant Room Unit Type record e Zone the physical area of your property where the Room Unit is located see 2 13 e Tel Xtn internal telephone extension number e Notes general comments about Room Unit e Features list of features found in this Room Unit type These include all standard features for the chosen Room Unit Type as well as any individual to this Room Unit Room 3 Edit Room Configuration Features Name 3 Descr Front Facing Standard Num Occ 2 Single Occupancy Allowed Sleeps 2 Child Temp Bed Allowed Zone First Floor Tel Xtn 234 Notes Older style decoration MEEN E Figure 7 Room Unit dialog 16 HotelMaster Hotel Management Software http www hotelmaster software com 2 9 RATE CODES amp RATE CARDS Rate Codes are the different methods that you use for charging for accommodation Rate Code records include structural rules around a charging method such as whether the charging is to be done on a nightly weekly or monthly rate for example rather than specific charge levels That level of inf
79. e field of the Client s Network Wizard As this process is a complex one and different depending on the Windows versions that you run and the type of firewall and equipment that you use it is not possible to offer any support for this setup You are of course welcome to download a HotelMaster trial on both machines to test this system but we would recommend establishing a working VPN first 25 HotelMaster Hotel Management Software http www hotelmaster software com A SECURITY LOGIN SYSTEM In order to protect your data from unauthorised access and to limit the scope of features available to certain users HotelMaster includes a password based security system that can be enabled if required Once enabled users will be required to login to HotelMaster by way of a Security Dialog requiring a UserName and Password Each UserName will have a security privilege level assigned to it determining the configuration of HotelMaster When a user is finished using HotelMaster or a different user requires access logging off from the application is just a case of a clicking a button on the Main page The two security privilege levels are gt Administrator This user will have complete access to all features and data within HotelMaster gt User This user will have restricted access to HotelMaster with access determined by the settings chosen in the Password Login tab of the System Setup dialog See Possible Restrictions incl
80. ed Out with totals on selected Date Use drop down menu to choose date to view Click Export to Excel on report page for a more detailed MS Excel report o Gross Charges Due during Calendar Month List of Reservations Checked Out sorted by date with totals during chosen Calendar month Use drop down menu to choose a Month to view from previous 12 Click Export to Excel on report page for a more detailed MS Excel report o Graph Gross Charges Due during Calendar Month Sum of Gross Charges Due incl taxes e t c on each day of chosen Calendar month Use drop down menu to choose a Month to view from previous 12 Click Printer icon on report page to print graph o Graph Gross Charges Due during Previous 12 Months Sum of Gross Charges Due incl taxes e t c during preceding 12 months INVOICED RECEIPTED CHARGES STATS o Gross Revenue Invoiced Receipted this Week Sum of all Totals including taxes e t c of Invoices Receipts generated during current week mon sun o Compare with a year ago Sum of all Totals including taxes e t c of Invoices Receipts generated during current week by date but 1 year previous NB This means this will cover a 7 day period a year before that is not necessarily Mon Sun o Gross Revenue Invoiced Receipted this Month Sum of all Totals including taxes e t c of Invoices Receipts generated during current calendar month HotelMaster Hotel Management Software http Awww hot
81. een 5 HotelMaster Hotel Management Software http www hotelmaster software com Once this process is completed or if you already have all required components installed the main HotelMaster InstallAware Wizard will load Figure 2 Welcome to the InstallAware Wizard for HotelMaster The InstallAware Wizard will install HotelMaster on your computer WARNING This program is protected by copyright law and international treaties To continue dick Next Sco nee J cance Figure 2 the HotelMaster InstallAware Wizard gt Welcome page After reading the comments click Next to proceed or at any point in the installation process you can click Cancel to exit gt License Agreement page This dialog displays the Copper Software User License Agreement which all users of HotelMaster are required to agree to Read the agreement carefully and if you are happy to be bound by its terms click the I Accept checkbox and then click Next to begin the installation process gt Customer Registration Fill details of User Name amp Organisation gt Destination Folder page Itis recommended that you allow HotelMaster to install in the default folder however you may choose a different destination folder gt Select Program Folder page To enable all Windows Users on this computer to use HotelMaster accept the default selection of Anyone who uses this computer g
82. een lists all the Departments available when adding Tasks amp Extras to a Reservation Record see 6 6 These help to identify where in your business an entry was added e g Room Service or Front Desk It is possible to add edit amp delete records and also drag amp drop entries to set the order they are displayed throughout HotelMaster 2 18 Manage Special Diets amp Manage Contact Telephone Types dialogs These screens list all the Special Diet and Telephone Type options available within Guest Records It is possible to add edit amp delete records and also drag amp drop entries to set the order they are displayed throughout HotelMaster 21 HotelMaster Hotel Management Software http www hotelmaster software com 3 USING HOTELMASTER OVER A NETWORK One of the most useful features of HotelMaster is the ability for a number of different computers to access the database at the same time using a Windows Workgroup or Homegroup This allows for several front desk staff to be dealing with customers at the same time whilst backroom staff can be processing the accounts or planning the week ahead and the management can even check up on progress over the weekend from home There is no limit to the number of connections allowed at any one time For HotelMaster to work over an established Windows network the same version of the application must be installed on each separate computer We need to designate one computer as the main Host
83. elmaster software com O O Compare with a year ago Sum of all Totals including taxes e t c of Invoices Receipts generated during this calendar month a year ago Gross Revenue Invoiced Receipted between Sum of all Totals including taxes e t c of Invoices Receipts generated within chosen period click DateBoxes to display Date Picker Calendars or enter dates manually INVOICED RECEIPTED CHARGES REPORTS PRINTOUTS amp GRAPHS O Daily Invoices Receipts Generated List of invoices receipts with totals generated on selected date Use drop down menu to choose date to view Click Export to Excel on report page for a more detailed MS Excel report Invoices Receipts Generated during Calendar Month List of invoices receipts sorted by date with totals generated during chosen Calendar month Use drop down menu to choose a Month to view from previous 12 Click Export to Excel on report page for a more detailed MS Excel report Graph Gross Revenue Invoiced Receipted during Calendar Month Sum of Invoice Receipt Totals generated incl taxes e t c on each day of chosen Calendar month Use drop down menu to choose a Month to view from previous 12 Click Printer icon on report page to print graph Graph Gross Revenue Invoiced Receipted during Previous 12 Months Sum of Invoice Receipts Totals generated incl taxes e t c during preceding 12 months Click Printer icon on report
84. en a Payment or refund needs to be processed for a Guest this tab can be accessed quickly either by double clicking the Allocation block in the Reservation Calendar to open the Reservation Record searching for the Reservation in the Reservation Register or selecting the Guest in the Guest Account screen and using the Take a Payment and Give a Refund buttons there see 10 2 Payments To enter a new Payment into HotelMaster click the Take a Payment button on either the Totals tab the Payments Refunds tab or on the Guest s Account Screen see 10 2 This will open a blank Payment template on the Payments Refunds tab gt Pay Off Required The portion of the current balance that is to be paid off any payment surcharges will be added to this amount gt Payment Method Required Select a Payment Method from the drop down list that is managed in the Manage Payment Types dialog in the Setup Menu see 2 6 If the selected Type has a Payment Surcharge configured this will be entered automatically into the Surcharge numeric selector gt Surcharge The surcharge percentage to be applied to the Pay Off amount related to the Payment Method chosen e g Visa payments may incur a surcharge for all payments below a certain amount This percentage is configured in the Manage Payment Types dialog but the percentage can be adjusted manually The surcharge amount is calculated
85. enu e Follow the Configuration Instructions below for the chosen Booking Engine f Make sure to test the configuration carefully with a number of dummy scenarios to make sure that the correct availability and rates are shown to Guests before going live with online booking Please Note Copper Software cannot be held responsible for any inconvenience or loss of revenue caused by the use of a third party Web Booking Engine with HotelMaster All Reservations taken online should be checked against confirmation emails sent by the Booking Engine provider manually on a regular basis 14 1 Third Party Booking Engines HotelMaster integrates with the following providers A Hotels Online Coming Soon m Quick Book panel for your homepage a Stylish Availability Calendar amp Detailed Booking pop up with reviews directions images Process Payments online No Setup Fees No Subscriptions small commission taken on confirmed bookings We hope to have integration with this provider available soon For an example of a website that uses the Hotels Online service visit http www wavesbeachresort com B Availability Online Availability Calendar for your homepage bespoke integration in style that matches your website Take Credit Card details for manual processing Affordable Annual subscription For an example of a website that uses the Availability Online service visit Hunter s Friend Resort c Webervat
86. er Payment is required at this stage NB Guests can only be checked in to a room after the previous occupant has been checked out 53 HotelMaster Hotel Management Software http www hotelmaster software com 92 Check Out Procedure As above select the Reservation entry in the Check Outs panel and click the Process Reservation button to be taken to the Reservation record in Check Out mode Click the Check Out Guest button to process the Check Out HotelMaster will then adjust the Reservation Status to Checked Out and will make the Payment Status Due if there is an outstanding balance The user will be navigated to the Totals tab from where any Payments can be processed and a Receipt can be generated When it is the user is asked whether they want a Folio Charge sheet for each Room Allocation in the Reservation giving a folio list of all charges incurred for each day of the stay period 54 HotelMaster Hotel Management Software http www hotelmaster software com 10 ACCOUNTS amp PAYMENTS Please Note If the Password Security system is enabled it is possible to configure whether or not User level logins are able to access any of the Accounts screens in the System Setup dialog see 2 2 10 1 The Account List screen The Accounts amp Payments button on the Main Screen will open the Account List screen Accounts List GuestAccounts Group amp Nominated Charge Accounts
87. eservation If the Guest Record includes a configured All Inclusive discount see 5 3 it is added here automatically when the Reservation record is first created HotelMaster Hotel Management Software http www hotelmaster software com gt Payment Method Surcharges The total of surcharges added in Payment Records when selected payment methods incur a charge see 6 9 gt Deposit Level The deposit amount required to confirm the Reservation if that setting is enabled in the System Setup dialog see 2 2 Total of all deposit levels listed in the Accomm Charges Folio tab gt Write Off This allows you to write off part or all of the total charge without having to adjust the Reservation details in case of dispute with a client or as a gift The date when the field is adjusted is also recorded and there is a report on the Financial Reports screen listing all Write Offs in the system If the entire total is written off the Payment Status becomes Void otherwise the Payment Status will become Paid gt Received The cumulative total of all Payments and Refunds related to this Reservation gt Assigned Any charges assigned to a Charge Account or Group Booking Charge Account gt Invoice Receipt ID amp Date Invoices Receipts can be generated at any stage of the Reservation Payment process Invoices will be generated when there is still a balance outstanding and Receipts
88. eservations SY ME WENE TY EE Figure 22 New Reservation Record Accomm Charges Folio Tab gt Add Update Delete Entry Select an entry entries and click the Delete button to remove an entry entries double click the Charge cell of an entry to alter it and click Add Charges to add new accommodation folio charges to the list gt Miscellaneous Accommodation Discount This allows the user to add either a percentage discount or a fixed amount discount to the accommodation charges for the selected Room Unit Any Accommodation Only discount configured in the Guest Record see 5 3 will automatically appear in this section when the Reservation Record is first created Click the Clear button to remove all set discounts gt Update Tax Configuration If the Sales Tax configuration is altered in the System Setup dialog after a Reservation is created the Reservation Record will retain the old configuration so all historical charging records remain accurate To apply the new Sales Tax configuration to this Reservation click the Update Tax Config button Sales Tax percentages can also be manually adjusted e g if some Reservations do not incur sales tax for accommodation charges 6 6 Adding Scheduled Tasks It is possible to create scheduled tasks connected to any Room Unit Allocation in a Reservation These can range from non chargeable tasks such as wake up calls or notifying staff to place an
89. etermines whether the required deposit is a fixed amount a percentage of the booking charge or complete payment up front gt Packages Tab Package Settings restrict the period when this package rate can be used e g Christmas Enter dates that mark the first and last nights that the rate is valid for Package Extras Add any Extra Items from the inventory list or bespoke that are included in the rate and should not be charged for e g a complimentary bottle of champagne or spa treatment This list can be viewed from the Extra Items Tab of any Reservation record to remind staff when calculating a Guest s bill see 6 7 2 11 Rate Cards List dialog Config Wizard Step 10 10 Locate this screen either as a step in the Configuration Wizard or via the Manage Rate Cards link within the Setup Menu This screen lists all the Rate Cards configured for the different Room Unit Types and gives access to all the Rate Card records that have been set up Entries can be added edited archived and deleted from here Manage Rate Cards Rate Cards List EET mel m Unit Type RateCode Format Only Avail From Only Avail To ANY WEEK RATE Seasonal DOUBLE MONTH RATE Seasonal DOUBLE RACK Seasonal DOUBLE WEEK RATE Seasonal DOUBLE WEEKEND Package SINGLE RACK Seasonal TWIN RACK Seasonal View Unit Type List View Rate Code List View Seasons List Add New Card View Edit Card Delete Cards Or Double Click Rate Card
90. file NB It is important to disconnect all other Users from the database before proceeding From the Main Screen click File menu and select Backup Database A dialog appears describing the requirements specified above and then you are asked if you want to continue Click OK to load the file search dialog and choose the destination and filename required HotelMaster will now backup your database please wait until this is completed The default name for a Backup file is HotelMasterBackupFile bak and this is the only filename that can be Restored see below 13 2 Restoring a Backup file Backup files can only be restored form the Main Application folder C Program Files x86 Copper Software HotelMaster by default and must also have the name HotelMasterBackupFile bak Remember all current data will be replaced with that within the Backup file NB It is important to disconnect all other Users from the database before proceeding From the Main Screen click File menu and select Restore Database Backup A dialog appears describing the requirements specified above and then you are asked if you want to continue Click OK to instruct HotelMaster to try to restore the Backup file 13 3 Clearing the Database To return to a blank database identical to the situation directly after installation from the Main Screen click File menu and select New Blank Database NB All data will be lost
91. g a type Archiving an entry means that the selected Account Type will no longer be available throughout HotelMaster but the historical charge data related to that Account Type will remain in the database To archive an entry simply click the checkbox next to the Type and it will disappear To view the full list of Account Types including any archived ones check the View Archived Items checkbox at the top of the screen Checking the Show All Archived Data checkbox on the Main Screen will do the same thing by default Sorting types As with all List Panels throughout HotelMaster the list of Types can be sorted by any column in ascending or descending order by clicking the column header non EE Account Types List View Archived Items Account Type VA Regional Accommodation True Phone amp Internet False Double Click Cell To Office Services False Edit Account Name Or RE False Enable Disable a Sales Tax Treatments False Newspapers amp Books False Clothing False Miscellaneous False Training False Food amp Beverages False Misc Financial False Delete Entry Entry To Add W VAT Conference Room Rentals E Regional Add Entry SalesTax3 NB Remember to set Tax Config for each Account Type er Figure 6 Manage Account Types dialog Please Note The Misc Financial type can be used for any miscellaneous surcharges that need to be added to a Reservation 14 HotelM
92. ha year ago Any Reservation with status Checked In or Checked Out and Check In Date during this week by date but 1 year previous NB This means this will cover a 7 day period a year before that is not necessarily Monday Sunday o Reservations Expected to Start Next Week amp Compare with a year ago Same as above but with Check In Date during next week mon sun o Reservations Expected to Start This Month Total of all Reservations with Check In Date during this Calendar Month o Compare witha year ago 62 Any Reservation with status Checked In or Checked Out and Check In Date during this Calendar Month a year ago HotelMaster Hotel Management Software http Awww hotelmaster software com o Reservations Expected to Start Next Month amp Compare with a year ago Same as above but with Check In Date during the next Calendar Month o No Of Guests in Database o No Of Reservations in Database 12 2 Exporting Database Data It is possible to export all the Guest and Reservation Records from the database in the form of MS Excel Worksheets This is done from the Reports Exports amp Printouts screen where there is a button for each see above The user is asked to choose a folder in which the xls file will be created and then by clicking Save the export procedure will go ahead It is vital that the user has permissions level sufficient to create files in the folder chosen by default the Output f
93. infant cot in a room prior to check in through to chargeable tasks such as delivering newspapers to the Room Unit in the morning Each of these tasks will be displayed on the Task Scheduler screen for any relevant days and a printable report can be generated from there for staff use The Scheduled Tasks tab displays any configured Tasks related to the Room Unit Allocations in the list displaying the frequency time of day to occur number of occurrences and the charges incurred Select an Allocation to display the relevant Tasks You can then also double click the Task or click the Edit Entry button to view the Task Record or delete the Task or multiple Tasks using the Delete Entries button The total charge for all Tasks related to the selected Room Unit is displayed in the bottom right corner To Add a new Task click the Add Tasks button and the Manage Tasks dialog see below for the selected Room Unit will appear Please Note The Reservation Record must be saved before navigating to the Manage Tasks dialog All changes made to the Reservation Record since it was opened will now become permanent 36 HotelMaster Hotel Management Software http www hotelmaster software com Manage asie _ _ EE me Room Tasks List Check In 07 12 2011 Total 0 00 Room 1 Check Out 13 12 2011 Start Date End Date Type Freq Day Section Time Unit Charge Occ Total Charge 13 12 2011 13 12 2011
94. ions Coming Soon Customisable Availability Calendar for your website Process Payments online a Monthly subscription 70 HotelMaster Hotel Management Software http www hotelmaster software com CONFIGURATION INSTRUCTIONS Availability Online 1 Do not configure Room Management Room Rates Minimum Nights Stay screens as Hotelmaster alters this information automatically during synchronisation Reservation Management Reservation Form Settings Fees amp Taxes tab visit after doing an initial synchronisation to transfer in Room information from HotelMaster Configure Sales Taxes If Gross figures are used throughout HotelMaster select Display but do not include in Total If Net figures are used throughout HotelMaster select Display and include in Total Check checkbox for every Room listed Reservation Management Reservation Form Settings Room Rate Settings tab choose currency symbol NB Keep rate display Nightly Reservation Management Reservation Form Settings General Settings Children Settings check the Display Children quantity drop down box on reservation form checkbox NOT ALLOWED Secondary Room Choice option only available in Classic Form view Different Credit Card address to main Guest address A La Carte amp Package items Gift certificates 14 2 Web Booking Screen From the Main Screen the Web Booking screen can be displa
95. is also possible to cancel a selected Reservation from the list that has not yet been Checked In by clicking the Cancel Reservation button Finally the process of creating a New Reservation or New Walkup can be triggered from here using the buttons at the bottom of the screen 46 HotelMaster Hotel Management Software http www hotelmaster software com 7 GROUP BOOKINGS As well as managing individual Reservations by Guests HotelMaster can also manage multiple Reservation bookings by Groups and enables charging to be combined partially combined or separate between each Guest 7 1 Creating Group Bookings To create a new Group Booking from the Main Menu click the New Group Booking button This will open the Availability Rates Checker dialog just as when creating a single Reservation Use the dialog to configure all the various Room Allocations that will be required by the various Reservations in the Group Alternatively you can just configure one Reservation when creating a new Group and add the other Reservations relating to the Group later When this step has been completed and the configured Allocations are displayed at the bottom of the Availability Rates Checker dialog click the Create New Group button to proceed The Group Booking screen will open 7 2 The Group Booking screen Group Booking Group Name ID Contact Details Charge Account Misc Created Contact Name Address1 Company
96. it button at the bottom of the page and HotelMaster will return to the Guest Register Alternatively you can click the Cancel button at any time to exit the new Record template without saving the data to the database NB HotelMaster will check whether any records exist with an identical Tel number Last Name or Postcode and inform the user to help avoid the creation of duplicate records The user can then choose whether to continue creating the new Guest Record or alternatively open the existing record that may be being duplicated by mistake 30 HotelMaster Hotel Management Software http Awww hotelmaster software com 5 4 5 5 Changing Deleting Archiving Guest Records Changing a Record The data in each of the Guest Records fields can be changed at any time but must be saved by exiting the Guest Records screen using the Save amp Exit button Navigating to a different screen using a white navigation button will also cause the database to save any changes Clicking the Cancel button will always leave the screen without saving any changes Deleting Records It is recommended that you do not delete Guest Records as that would mean that all connected Reservation and financial records would also be removed It is better to archive records for possible reference later and for long term statistical and financial analysis If you do want to delete a record simply select the record in the Guest Register and clic
97. k the Delete button You will be asked to confirm whether you want to proceed Archiving Records To archive a Guest Record check the Archive checkbox in the Guest Record itself or select the Record in the Guest Register and check the Archive checkbox there This will remove the record from view throughout HotelMaster although related financial reporting information will remain in the system To view this record temporarily in future check the View Archived Items checkbox in the Guest Register Having the Show Archived Data checkbox on the Mainscreen checked will also achieve this To un archive view the Guest Record and then un check the Archived checkbox and click the Save amp Exit button to make the change permanent Guest s Reservation List From a Guest Record or from the Guest Register with a Guest entry selected it is possible to open the Guest s Reservation List This is a shortened version of the full Reservation Register see 6 14 that lists only those reservations related to the selected Guest 5 6 Importing Guest Records It is possible to import Guest Records into HotelMaster from MS Excel worksheets The information must first be arranged into the correct sequence using the template called ImportGuestDataTemplate that can be found in the Templates folder within the main application folder on your computer default path C Program Files Copper Software HotelMaster
98. lculated using the selected Rate Card broken down into a folio listed by calendar night Nightly charges are visible for every night of the stay see below however weekly monthly and fixed charges appear on the first night of their respective section of the stay period To view each Room Allocation s folio select the appropriate entry in the Room Unit Allocations list At the bottom of the tab the stay total for the Room Unit is displayed as well as any calculated Deposit Requirement as configured in the related Rate Code Charges displayed are either Gross include the displayed Sales Taxes or Net depending on the setting in the System Setup dialog see 2 2 35 HotelMaster Hotel Management Software http www hotelmaster software com j Reservation Details TOTALS Payments Refunds Accomm Charges Folio Extras Folio Scheduled Tasks Misc Room Unit Allocations Main Name Wpe m 1 DOUBLE 07 12 2011 13 12 2011 6 TWIN 07 12 2011 13 12 2011 Charges Date Type Charge Misc Accommodation Discount Allocation Sales Tax Config 07 12 2011 Accommodation 08 12 2011 Accommodation 09 12 2011 Accommodation 0 00 Regional 3 00 10 12 2011 Accommodation 11 12 2011 Accommodation 12 12 2011 Accommodation 0 00 Room Discount VAT 20 00 Room Fixed Disc SalesTax3 0 00 Update Tax Clear Config Ada Charges Room Total Delete Selected Gross Deposit Level View Guest s R
99. m a number of places A The Main Screen B The Reservation Calendar C The Reservation Register D A Guest s Reservation List In each of these situations the user will be taken to the Availability Check dialog to determine if there is space for the new Reservation before the Reservation can be created and to display the related charges oye 6 1 Checking Rates amp Availability EE a Configure Stay Configure a Room Adults 0 Children 2 Check In 07 12 2011 B Select a Unit Type Xtra Bed Needed Check Out 43 12 2011 G Type Description Std Occ Sleeps SglOcc XtraBed Avail gt DOUBLE Double Bed Ensuite Bath 2 2 True True 5 E Walkup TWIN Twin Single Beds Ensuite B 2 2 True True 1 Nights 6 Full Weeks 0 Full Months 0 Xtra Nights 6 6 Type SINGLE Select a Rate Code View Rate Card Rate Code Description Format Charge Period Stay Charge MONTH RATE Seasonal Monthly WEEK RATE Seasonal Weekly WEEKEND Package Fixed DOUBLE TWIN Basic Week Rate Select Rooms Selected Type DOUBLE Type DOUBLE TWIN Zone RateCode Adults Chidrn RACK 2 0 RACK 0 2 Stay Charge 300 00 300 00 First Floor First Floor Rate Code RACK Auto Allocate Room Manually Add Rooms Delete Total Adults 2 Total Children 2 Total Charge 600 00 Q MEN create New Reservation Figure 18 The Availability Check dialog
100. making sure to follow all instructions Once this has completed try re installing HotelMaster Q I have just tried to install HotelMaster but got the message Volume C is currently unavailable gt This error can be caused by a system registry needing cleaned and defragged When this is the case installation problems can occur and system performance can also be affected It is worth locating the HotelMstr Installer exe file see above and trying the installation again immediately If the problem persists by running one of the many free registry cleaning applications such as Little Registry Cleaner your system registry will be returned to the default state reducing the possibility of installation freezes and will quite possibly improve the overall performance of your computer Q What does it mean when I get an error message There is a problem loading up certain key program parameters gt This can be caused by a corrupted database file or more likely a recent restore done using a database backup file that is not compatible with this version of HotelMaster Certain major updates can change the structure of the database and backup files made with older versions will no longer be useable Always make sure to take regular backups and especially AFTER an update Restore a compatible non corrupted backup file to solve this problem Q What does it mean when I get an error message HotelMaster is unable to connect to
101. ment card information in Guest Records VVVV V gt Housekeeping Tab 12 Select whether Housekeeping of a Room Unit is automatically required after Check Out and during a Reservation The frequency or specific days of the week can be configured Update All HK button This will review all Rooms Units and adjust the Housekeeping requirements to the settings configured in this tab All Rooms Units with manually requested Housekeeping Required status will not be affected HotelMaster Hotel Management Software http Awww hotelmaster software com gt Web Booking Tab If connection to a Web Booking Engine is required see Section 14 select the Engine from the drop down list and enter the UserName and Password into the appropriate fields To enable auto synchronisation check the checkbox and select the required options gt The amount of time in minutes between auto syncs 1 min by default gt Every Database Change sync after any changes or additions to reservations ratecodes ratecards or units gt Misc Tab 2 3 gt 13 Database Config Panel gt AutoBackup recommended Check this box to instruct HotelMaster to Backup your database automatically every time an instance of HotelMaster on the Host machine closes down A file called HotelMasterBackupFile bak will be saved in the main application folder overwriting any previous versions gt Maintain Performance On slo
102. mited to those Guest Records that have a valid email address and Mailings Permitted see 5 1 checked otherwise all Guest Records that have a valid email address will be included This feature allows the removal from the mailing list of those Guests who have requested to not be contacted and also means that people who are no longer active Guests can be removed from any mailouts without having to delete their Guest Records and lose all related financial data 67 HotelMaster Hotel Management Software http www hotelmaster software com The wizard offers two formats of mailout 68 A Create a Mail Merge Data File for creating a physical mailout An MS Excel file will be created that includes all the address fields for each Guest in the list and can be easily used with mail merge software such as MS Word to create a group mailout This list may be further sorted edited within the Mail Merge wizard of MS Word Choose the appropriate radio button at the top of the dialog Click the Browse button and choose a destination path and filename for the MS Excel file B Send a Group Email for creating an electronic mailout Choose the appropriate radio button at the top of the dialog and then EITHER MS Outlook Mailout WS Outlook Blank Email radio button OR A blank email will be placed in the Draft folder of MS Outlook addressed to the company email address and BCC to all Clients in the recipient
103. n selecting Unit Types during booking process e Std Occ number of occupants covered by standard room unit charges e Can Sleep number of permanent bed spaces e Extra Temp Bed Allowed whether floor space available for additional bed to boost Can Sleep total by one e Single Occupancy Allowed whether room can be used for only one occupant e Standard Features basic list of standard features found in this Room Unit type Individual Rooms Units can have other non standard features configured in Room Unit dialog see below 15 HotelMaster Hotel Management Software http www hotelmaster software com 2 8 Room Unit List dialog Config Wizard Step 8 10 Locate this screen either as a step in the Configuration Wizard or via the Manage Rooms Units link within the Setup Menu All the Rooms Units within your business are configured and listed in this screen From here you can add or edit entries and archive or even delete old entries archiving is always recommended to prevent the loss of database records related to the particular entry All archived entries can be viewed by checking the View Archived Items checkbox It is also possible to navigate to the Room Unavailable Periods dialog see 8 3 from here using the relevant button to set periods when a particular Room Unit is not available for tenancy during maintenance for example or when the business is closed gt New Unit Type Dialog the
104. nd all the Reservations have been created 47 HotelMaster Hotel Management Software http Awww hotelmaster software com gt Contact Details Tab When a Group Booking is created a connected Charge Account is automatically added to the database The current balance is displayed here and the group Charge Account can be displayed using the button The When Creating New Reservations panel is used to configure the financial settings of any Room Allocations turned into Reservations from this screen see below gt Misc Tab The Notes and Booking Agent panels can be used for storing important information about the Group Booking When the Booking Status of at least one of the Reservations related to the group Booking becomes Confirmed the Group Booking Confirmation panel becomes enabled and a MS Word Group Booking Confirmation can be created using the provided template The Booking Confirmation will be saved in the Output Folder and can be viewed later using the View Conf button gt Reservations Tab The List of all Reservations that are connected to this Group Booking with some total stats of number of Rooms booked and number of Guests The Add Existing Reservation and Remove From Group buttons can be used to increase or reduce the number of Reservations connected with this Group Booking see later or Reservations can be created and added using the temporary Room Allocations listed in this
105. ns which are marked as Refunds with Type Auto Accept Account Payment button open the Payment dialog to configure an Account Payment for the Guest After any Payment the account is automatically rebalanced and the Account Balance field is updated Rebalance Charges button when there are surplus account funds available this button will display in red Clicking this will mean HotelMaster automatically allocates any available funds to Guest Reservations oldest first that have unpaid balances and are Due Give Account Refund button when Account Payments have been received they can be returned using this button Be aware that any rebalancing transactions to Reservations that occurred after the payment should be deleted as well Delete Item button to remove an item from the list click this button and the account balance will be automatically updated Deleting rebalancing auto transactions here will also remove them in the relevant Reservation Record Standard Payments Refunds Panel The list of all Guest Payments amp Refunds related to the Guest s Reservations including any automatic rebalancing transactions that occurred after an Account Payment gt Print Account Statement button This generates a printed report for the Guest s use that totals all outstanding balances for Reservations in the Guest s Account gt Overdue Account Letter button If the Guest has a negative Ac
106. ol Names and their relevant Status o Enable TCP IP by selecting it and clicking the right mouse button right clicking then selecting Enable then OK o Inthe left hand partition click on SQL Server Services o In the right hand partition right click SQL Server Browser click Properties choose the Service tab and then select Start Mode In the drop down menu choose Automatic Click Apply and then OK to exit Right click SQL Server Browser again and choose Start or Restart o Inthe right hand partition right click SQL Server SQLEXPRESS and Restart it o Close SQL Server Configuration Manager STEP C Configure all Firewalls gt If you are running Windows Firewall or have a bespoke Firewall as part of a Virus Guard application they need to be configured to accept interaction with the SQL Server o Access the Windows Firewall from the Control Panel and make sure that it is configured for use with a network Advanced tab in XP o Select Allow a program or feature through Windows Firewall Exceptions tab in XP to load the exceptions dialog see Figure 12 gt Control Panel System and Security Windows Firewall Allowed Programs Allow programs to communicate through Windows Firewall To add change or remove allowed programs and ports click Ch
107. older will be displayed initially as this should have had Full permission granted to Everyone when it was created It is also required that any previous versions of this file with the same name and in the same location must not be open as this would prevent HotelMaster from overwriting with the new version Suggestion Data exports can be considered a hard copy Backup of the most important tables in the database and so periodically should be done to further secure the company s data 12 3 The Financial Reports screen Financial Reports Takings Revenue Accounts Payment Stats minus refunds Daily Reports 455 40 Daily Guest Payments by Type 455 40 Balance of Payments received This Week Balance of Payments received This Month Daily Guest Payments by Dept Balance of Payments received between 11 September 2012 B E Daily Guest Payments by Dept amp Type 11 September 2012 B Total Daily Guest Account Payments by Type Daily Charge Account Payments by Type Outstanding Balances nthly Annual Reports No of Reservations with Outstanding balances No of Guest Accounts with Outstanding balances No of Charge Accounts with Outstanding balances Total Amount of Outstanding Balances Figure 47 Financial Reports screen f Guest Payments Taken during Calendar Month Guest Account Payments Taken during Calendar Month Charge Account Payments Taken during Calen
108. oom Unit or even Guest Name by clicking the Filter button and searching with the first few characters of either Finally a Housekeeping report can be printed that lists all Rooms Units that require Housekeeping and includes space for comments and feedback from staff members to assist with updating the Housekeeping Records This can be printed out and given to Housekeeping staff before they begin their rounds Housekeeping Records Every Room Unit has a Housekeeping Record that contains a history of every time Housekeeping was performed in the form of Housekeeping Entries potentially including the staff member responsible and any notes added This entry is required to change a Room Unit s Housekeeping Required status from Yes to No Entries can either be manually entered in detail for each Room Unit using the Add Detailed HK Entry button or for speed it is possible to select multiple Room Units in the list at once and create automatic entries with the simple click of the Add Quick HK Entry button To view a Room Unit s Housekeeping Record select the Room Unit in the list and click the View Room s Houskeeping Record button to open the Housekeeping Record dialog View Housekeeping Records Ee Housekeeping Record List Date Time Staff Code 07 11 2011 09 00 04 11 2011 s 04 11 2011 12 20 Tim 01 11 2011 11 23 Jenny Carpet stain needs stain remover Add Entry View Edit Entry _ Delete Entry
109. ormation is configured in Rate Cards that are based on Rate Codes but are configured for different Unit Types In other words it is possible to have a RateCard and thus a separate set of charges discounts deposits e t c for Double rooms and Single rooms which both obey the same basic structure e g weekly charging lt is possible to have a RateCard based on a specific Rate Code for every Room Type in your business all with slightly different rates We can also have Rate Cards based on every configured Rate Code for each type of Room Unit That means that we can have various different methods configured for charging for a Single room for example RATE CODE A RATE CODE B RATE CODE C Seasonal Rate Non Seasonal Rate Package Rate Nightly Charging Weekly Charging Nightly Charging Any night of Week Includes Dinner Only Weekends No Discount Deposit Required Minimum of 2 Guests Discount 2 Night ROOM UNIT TYPES DOUBLE ROOM CHALET RATE CARD DOUBLE ROOM RATE CODE A Standard Nightly Rates for Double Rooms Seasonal Nightly Rates for Double Rooms RATE CARD DOUBLE ROOM RATE CODE B Standard Weekly Rates for Double Rooms Standard Nightly Rates for extra nights RATE CARD CHALET RATE CODE A Standard Nightly Rates for Chalets Seasonal Nightly Rates for Chalets RATE CARD CHALET RATE CODE C Standard Nightly Package Rate for Chalets Discount Percentage So if a Guest books a Double Room
110. ossible with the current Room Unit Allocations and will assist the user to re allocate the Reservation if not Please Note Changes to the Stay Period may affect the configuration of Scheduled Tasks related to the Reservation and should always be checked 44 HotelMaster Hotel Management Software http Awww hotelmaster software com gt Altering Room Allocations It is possible to Add more Room Unit Allocations Delete Room Unit Allocations and Reallocate an Allocation when a different Room Unit is required or you would like to transfer the Room Unit to a different Rate Card Please Note After Check In if an Allocation is Reallocated the original Allocation will be shortened and a new one added Also Allocations cannot be Removed but can be Checked Out Early This will preserve the integrity of the Reservation Record and ensure that any charges including Extra Items related to the original Allocation remain in the folio If Allocations are Reallocated before Check In they will replace the original gt Change Reservation Status It is possible to change a Reservation s Status manually unless it is Cancelled at any time by selecting the required Status from the drop down list in the Details tab gt Adding Occupants to a Room Allocation Double click the occupancy cells Adults Chldrn to adjust the number of occupants in a Room If this change in number is not allowed by the ratecard or room unit
111. ould now be able to use HotelMaster on the Client machine Please note that some database management features within the File menu of HotelMaster are only permitted from the Host computer see Section 13 SEE THE TROUBLESHOOTING SECTION AT THE END OF THIS MANUAL FOR MORE HELP 3 3 Disconnecting a Client computer If you want to disconnect a Client computer from the Host database simply un check the CheckBox in the Network Wizard see Figure 13 and click the Initiate Changes button HotelMaster on that computer will now use the database sited on its own hard drive and will need to be configured as per Section 2 to be used as a stand alone instance of HotelMaster NB Remember to update the path to a Client Output folder on the local machine 3 4 Connecting a Client computer from a Remote Location It should be possible to connect to a Host computer from a remote location using a Windows Virtual Private Network You can search online for information related to setting up a VPN with your Windows version Once this VPN has been established the remote computer can usually then be connected to the Host using HotelMaster s networking process see above however an IP address will need to be assigned to SQL Server Express 2008 on the Host machine Both Host and remote Client should be configured for normal LAN networking see above and it is important to use the Host Server s assigned IP address in the Remote Computer s Network Nam
112. ow your business is run such as the type and amount of Sales Tax you have to charge the method of charging and the types of services that you offer This process will take a little while to complete but once it is done it should only need slight alteration from time to time as your business evolves You can either follow the Configuration Wizard which will guide you through the most important configuration steps or later on when you only want to change specific items you can access each stage and many other configuration screens individually from the Setup menu in the Toolbar So to start the Configuration Wizard either click Yes on the welcome dialog that appears the first time that you run HotelMaster or click Setup on the Menu Toolbar see Figure 5 and then select the third item in the list the HotelMaster Configuration Wizard and follow the steps Setup Help Manage Rate Cards Manage Rooms Units HotelMaster Configuration Wizard Edit Company Info Edit System Setup Manage Output Folder amp Company Logo Manage Account Types Manage Extra Item amp Task Types Manage Payment Types Manage Referral Types Manage Guest Titles Manage Departments Manage Special Diets Manage Contact Telephone Types Figure 5 the Setup drop down menu As the wizard progresses HotelMaster will save all the information you input in each setup screen when you navigate forward or backwards unless the screen requi
113. pdate Start Programs To get the maximum performance from HotelMaster and to ensure smooth installation and use make sure that your computer is running to its full potential Clean out unwanted files that may be slowing your machine down with Disk Cleanup Start Programs Accessories System Tools and speed up your hard disk function using Defragmenter Start Programs Accessories System Tools It can make a huge difference Q have just tried to download and install HotelMaster but it failed gt In most cases problems relating to the download or installation of HotelMaster and particularly the installation of Microsoft SQL Server Express 2008 are related to virus guard software applications Try making changes to the settings in the firewall or program control sections of your virus software to allow HotelMaster and Microsoft SQL Server Express 2008 to download and install For less powerful computers virus software running scans or other programs that slow down the computer may cause the database installation to time out and fail Make sure that no other programs are running updating and your virus software is idle then try to install HotelMaster again You can locate the HotelMstrinstaller exe file again on your computer by entering its name in the Search box in the Program Menu If SQL Server Express 2008 continues to fail automatic installation then you can do it manually Go here and download the SQLEXPR_x86_ENU exe file
114. pected to Start This Month 8 Compare with a year ago 0 Reservations Expected to Start Next Month 0 Compare with a year ago 0 DATABASE No of Guests in database 569 No of Reservations in database 503 aa i on ul Accessible from the Main screen the Reports Exports amp Printouts screen contains performance statistics about your business as a whole report functions for analysing current and historical occupancy trends a section for creating data exports see below and various printout reports Features include gt GRAPHS O No of Reservations Started during selected Calendar Month Number of Check Ins on each day of the month Use the drop down menu on the Graph screen to select a month to view from previous 12 No of Reservations Started during previous 12 months Monthly totals over preceding 12 months Occupancy during selected Calendar Month Number of Occupants present during each day of the month Occupancy during previous 12 months Number of Checked In or Checked Out Reservations that included at least one day of particular month NB All graphs can be printed using the button gt REPORTS O 61 Expected Occupancy on Selected Day Lists the number of Occupants expected in your establishment for next 90 days HotelMaster Hotel Management Software http www hotelmaster software com o Expected Occupancy During Calendar Month Report of Occupancy stat
115. r is the management of Extra Items such as food and beverages from your restaurant or bar products from the gift shop or perhaps treatments from your spa These can be chosen from the inventory list created in the Extra Items amp Task Types Inventory see 2 5 or configured manually as required Extra Items must be added to a specific Room Unit Allocation within a Reservation and are managed from the Extras Folio tab Select a Room Unit Allocation from the list and the related Extra Items for that Allocation are displayed It is possible to view the Extras Record of entries by double clicking them or selecting them and clicking the Edit Entry button and you can delete entries from this tab Also displayed here are the Included Meal checkboxes These are originally configured from settings in the relevant Rate Code but can be adjusted manually for each Allocation and are there to remind staff of whether specific meal items should be charged for or not Also for Allocations on a Package Rate Code system the Check package Included List button can be used to display any items included as part of the Package Rate Code configuration To add a new Extra Item click the Add Extras button the Reservation Record will be saved and the Room Extras List dialog for the selected Room Unit Allocation will open Add Extras __ Room Extras List Date Dept 08 12 2011 Restaurani t Delete Entn ___New
116. rary Room Unit Allocations It is possible to alter the stay period and add reallocate or remove Room Unit Allocations but until the Reservation is actually created in the database no other tab contains any data Although the Arrival Time is set as the default arrival time from the System Setup dialog see 2 2 it is possible to manually adjust the arrival time in the Reservation Record For Reservations with multiple Allocations it is necessary to designate one of the Allocations as the Main Allocation of the Reservation This would perhaps signify the parents room in a family party or the group leader s room in a group Reservation To do this select one of the Allocations in the Room Unit Allocations List and then click the Mark As Main button This designation can be changed at any time by selecting a different Allocation and clicking the button Once you are happy with the basic Reservation and Allocation details click the Create The Reservation button which adds the Reservation to the database making it visible in the Reservation Calendar and the Reservation Register HotelMaster will then automatically display the Totals tab Alternatively click the Cancel New Reservation button to stop the process remove any related Temporary Room Unit Allocations and return to the Reservation Register 6 5 The Accommodation Charges Folio Tab Every Room Unit Allocation has it s accommodation charges ca
117. re running scans or other programs that slow down your computer could cause the installation to fail so make sure no other programs are running before starting the installation To allow powerful and secure data access both from a stand alone computer and from multiple computers on a network HotelMaster uses the SQL Server Express 2008 Database Engine from Microsoft HotelMaster will check your computer s system to verify whether it requires installation If SQL Server Express 2008 is not present on your machine the HotelMaster Setup Wizard will automatically download the Server from the website and configure it for use with HotelMaster This process will take between 20 minutes and over an hour depending on how powerful your computer is and the speed of your internet access When you first download the HotelMaster trial you will receive a self extracting zip file called HotelMstrinstaller exe Double click the file to start the extraction process If Microsoft SQL Server Express 2008 or any other necessary components are not present on your computer the HotelMaster Application Requirements Wizard will open Click Next to install all required applications fe HotelMaster InstallAware Wizard Application Requirements The Following requirements must be processed before starting setup Microsoft SQL Server Express 2008 Figure 1 the HotelMaster Application Requirements Wizard SQL Server Express installation scr
118. res you to Update using an appropriate button You can click Cancel at any time to exit the wizard 2 1 Edit Company Info dialog Config Wizard Step 1 10 This information is used by a number of features including Invoices amp Booking Confirmation reports The Company Name field is required 2 2 System Setup Dialog Config Wizard Step 2 10 gt Financial Tab Sales Tax Config Panel Configure the various Sales Taxes that can be used by your business entering a name and percentage up to 3 decimal places Clearing the Tax Name box will disable a tax Each individual Account Type used by HotelMaster allows for the selection of one or more of the taxes configured here it is very important that you visit the Manage Account Types see 2 4 dialog after adding new Sales Taxes and update any Account Types that should incur the new tax All new charges created after this section has been changed will feature the new settings Reservations created prior to any change will feature the old settings unless the Update Tax Config button on the Accomm Charges Folio Tab in the Reservation Record is clicked see 6 5 11 HotelMaster Hotel Management Software http www hotelmaster software com Weekend Charging Panel Choose which nights should be considered part of the weekend This affects charge rates selected for a reservation and weekend nights are displayed in red in the Reservation Calendar screen
119. s are shown when the dialog opens To display all historical periods including those for archived Rooms Units check the Show All Periods in the Database checkbox To create an individual Unavailable Period click Add Entry to enable a blank Entry template select the required Room Unit name and Start End dates and click Update List to save Unavailable periods can be any length but all Room Unit Allocations assigned to that Room Unit between the start and end dates must first be re assigned to a different Room Unit To alter an Unavailable Period select the appropriate listing as per usual make the required changes button and always remember to click the Update button to save any changes to a record To delete a period multiple periods select the period periods in the list and click the Delete Entry button To indicate a period when your business is closed follow the above procedure for adding a new Entry but select the first option in the Room Unit drop down list i e ALL This will configure Unavailable Periods for every Room Unit in your business over the configured dates and mark the business as closed in the Reservation Calendar See Figure 34 52 HotelMaster Hotel Management Software http www hotelmaster software com 9 WHEN GUESTS ARRIVE LEAVE To streamline the process of dealing with Guests as duickly as possible at Check In and Check Out time HotelMaster has a dedicated screen that
120. s button and the account balance will be automatically updated Deleting rebalancing auto transactions here will also remove them in the relevant Reservation Record Total Received field the cumulative total of all Account Payments including surcharges minus Account Refunds Total Available field the total Account Payment funds available for rebalancing Reservation charges assigned to the Account HotelMaster Hotel Management Software http Awww hotelmaster software com 11 DAILY INFORMATION SCREENS The Today panel on the Main Screen contains the functions that have a daily relevance As well as the Check Ins amp Check Outs screen see above there are 11 1 The Tasks Scheduler screen i HotelMaster Woodlands Hotel amp Spa ain does 8 spa File Setup Help Task Scheduler View Date 10 November 2011 p Room JUnit al Zone Task Freg Day Section Time Notes 1 First Floor Put Infant Cot In Room Once Pre Check In 7 First Floor Wake up Call Daily 8 First Floor Guest Reminder Once Evening Check Out by 11am next day ly or View Reservation Reservation NB Only Checkedin or Confirmed Reservations are shown Or Double Click Entry Figure 41 Task Scheduler screen This is the listing page containing all the Scheduled Tasks from all Room Unit Allocation for the selected day Only tasks from Confirmed and Checked In Reservations are listed
121. s by Unit Type for selected future month including number of occupants number of empty night slots occupancy e t c o Top 50 Guests with Most Stays Lists the Guests with the most Reservations in order and gives the sum of all invoiced charges o All Reservations by Selected Guest Choose a Guest using Last Name and Guest ID from the drop down menu Lists all Reservations started during previous 12 months for that Guest o Future Check Ins amp Check Outs by Date Select a date over the next 90 days to display all Check Ins amp Check Outs for NB All reports can be printed using the button gt PRINTOUTS o Current Occupants Date stamped printed list of all Guest in facility at that moment Booking status Checked In o All Today s Tasks Date stamped printed copy of Task Scheduler screen gt STATS o Total No of Rooms Units o Current No Of Occupants Count of all Guests in the facility at this moment o of Rooms Units Occupied o Empty Room Unit Day Slots This Week Number of empty Room Units day slots yet to be filled this week o No Of Reservations Started over previous year Total number of Reservations Checked In or Checked Out with Check In Date during previous 365 days o Total No of Future Reservations Any Reservation in system with Check In Date after today o Reservations Expected to Start This Week Total of all Reservations with Check In Date during this week mon sun o Compare wit
122. s can be created edited and cancelled from this screen see 7 3 Guest Register The full list of all Guest Records in the database searchable by Guest ID Name Postcode ZIP and main Contact Number Each Guest s individual Reservation List and Accounts screen can be accessed from here see 5 1 Show All Archived Data Checkbox Can be checked to configure all screens to include all Archived Records Similar View Archived Records option on each individual screen where archiving is available E The Miscellaneous functions panel 9 o Accounts amp Payments The central display screen for all Guest amp Charge Accounts This can be used to access individual Reservation charge data review Payment history and take Account Payments give Refunds see 10 Reports amp Printouts The business management suite of statistics graphs and reports Also offers many printout options for Reservation and Financial information and export functions for database data see 12 1 Mailout Wizard The wizard for generating marketing customer information mailouts both hard copy and electronic see 12 4 HotelMaster Hotel Management Software http Awww hotelmaster software com 1 4 Navigation gt Between Screens HotelMaster is designed to intuitively pre empt the way you will use the various screens using its unique Train of Thought design style This means that for most typical processes for which the
123. s for discounts or set a whole new rates configuration gt Discount Tab e Ifa Nightly Charging Discount is configured in the Rate Code see 2 10 the level is set for this Unit Type in this section an can be either a discount or a fixed amount gt Testing Tab e It is possible to test the calculate charges for a specific period using the settings configured in the Rate Card It is important to save any changes to the Rate Card before running the test to make use of any updated settings 20 HotelMaster Hotel Management Software http Awww hotelmaster software com 2 12 Seasons Definitions List dialog Locate this screen either as a step in the Configuration Wizard or via the Manage Rate Cards link within the Setup Menu This screen lists all the Seasons that are defined for use with Rate Codes that have a Seasonal Rate Type see 2 10 Each Season requires a Code and the period that includes the first and last night that the rate is to be used These can be the same date for single night seasons e g New Years Eve Codes can be re used annually by simply double clicking an entry editing the dates in the Edit Panel and then clicking the Update Season List button to make any changes permanent It is possible to configure as many Seasons as you like although Rate Cards can only configure four different seasonal rates setups see 2 11 2 13 Zone List dialog Locate this screen either as a step in the Configura
124. sent by email as above To customise the Notes section of the Invoice Receipt reports change the appropriate field in the System Setup dialog see 2 2 The business logo can be added to the report see 2 3 or it is possible to use paper with a pre printed letterhead see 2 2 Finally the reference number of the Invoice Receipt and the date generated are stored in the relevant fields in the Totals tab 6 11 The Misc Tab a HotelMaster Woodlands Spa 5 File Setup Help 48 1 Reservation me Details TOTALS Payments Refunds Accomm Charges Folio Extras Folio Scheduled Tasks Misc Dietary Requirements Booking Agent Party Member Joan Name Hinterburn Travel Specialist Diet Gluten Free id Booking Ref FH76990866 Allergies Notes Breakfast amp Dinner alternatives needed Secure Storage i i a In The Saf Misc Requirements F Items In The Safe Description 4 Passports Make sure that infant high chair available in restaurant Would like to rent bicycles Deposited clear 10 September 2012 B E Returned View Guest s Reservations Cancel Reservation L SAVE amp BACK Figure 28 New Reservation Record Payments Refunds Tab gt Dietary Requirements Identify a party member s with dietary requirements or allergies gt Misc Requirements Notify staff of any non standard requirements gt Booking Agent Store
125. servation register Select the Reservation to be added from the list When the Reservation Record opens select the Group Booking Charge Acct tab If required select the appropriate Assignment radio button for selecting whether charges are to be assigned or not and click the Add to Group Button gt Adding New Reservations Navigate to the chosen Group Booking Screen Follow the instructions in section 7 2 above to create new Room Allocations and then the Reservations To remove Reservations from the Group Booking gt Removing Reservations Navigate to the chosen Group Booking Screen In the Reservations tab select the Reservations to be removed and click the Remove from Group button Any automatic rebalance payments to Reservations will then be considered as normal Payments to the Reservation total unless the Reservation is added do a Charge Account again later whereupon those automatic payments will be put against the assigned balance 49 HotelMaster Hotel Management Software http Awww hotelmaster software com 8 THE RESERVATION CALENDAR SCREEN Accessible from the Main Screen the Reservation Calendar screen is the main point of focus for managing and creating Reservations All functions related to organising your Reservation schedule can be accessed from here itn oe LiL Oo OE EE File Setup Help Sort Rooms By m ENE ET
126. start point for accessing most features of HotelMaster and therefore where most processes begin HotelMaster Woodlands Resort amp Spa File Setup Help 06 09 2012 Thursday _ Em i gt T 8 Vs er re a Calendar Check Ins amp Check Outs New Reservation CHECK RATES amp AVAILABILITY New Walku Fe CHECK RATES EER AE Task Scheduler New Group Booking CHECK RATES amp AVAILABILITY Housekeeping i Room Register w ii 0 Er Web Bookings E Miscellaneous e lt Accounts amp Payments us Reports amp Printouts Mailout Wizard BY S 8 Reservation Register Group Bookings Guest Register SES a Sorbwaw Lid Figure 3 the Main Control Panel screen There are five sections of this Main screen the Menu Toolbar A the Reservations panel B the Today panel C the Database access panel C and the Miscellaneous functions panel D The Menu Toolbar features three drop down menus File Setup and Help and the other three sections contain buttons used for accessing most of the main screens within HotelMaster Here is a brief introduction to the various choices within these sections 7 HotelMaster Hotel Management Software http www hotelmaster software com A The Menu Toolbar O FILE Menu Synchronise with Online Booking Engine Manually synchronise Availability Calendars
127. t Completing the InstallAware Wizard for HotelMaster page Click Next to begin installing HotelMaster HotelMaster will now install the application files in the main application folder By default this is C Program Files Copper Software HotelMaster for 32bit machines and C Program Files x86 Copper Software HotelMaster for 64bit machines A link to HotelMaster will be placed within the Copper Software folder in your computer s Programs List accessible from the Start button and an icon will be placed on your desktop HotelMaster can be un installed at any time from the Windows Uninstall or Change a Program screen accessible from the Windows Control Panel Warning Database will also be deleted When the installation process is complete exit the installer and your copy of HotelMaster is ready for use 6 HotelMaster Hotel Management Software http www hotelmaster software com HotelMaster 1 2 Starting HotelMaster B HotelMaster can either be started by double clicking the icon on your desktop or by clicking the Windows Start button choosing Programs and clicking the HotelMaster shortcut within the Copper Software folder in the Programs List A splash screen displaying the application information will appear for a short time and then the Main Control Panel screen will appear 1 3 The Main Screen HotelMaster opens with the Main Control Panel screen seen below Figure 3 This is the
128. t contain a Lastname for the Guest as a minimum 5 1 Guest Register Although it is usual to create new Guest Records as part of the Reservation process see 6 3 they can be created or altered from the Guest Register screen available from the Database panel of the Mainscreen From this screen Guest records can be searched for selected and viewed archived deleted and a selected Guest s Reservation List or Account can be accessed using the navigation buttons File Setup Help Guest Register E View Archived Items GuestiD LastName First Name Main Contact Tel Postcode ZIP Country First Check in Most Recent gt 3 Alexander Robert 078980 7984 4514 United States 06 11 2011 07 11 2011 Amstel Kurt Netherlands 06 11 2011 06 11 2011 Battick Henri 0123 01234 4681 12 France 16 11 2011 16 11 2011 Benton Robert 0789 7874841 874 22 11 2011 22 11 2011 Davids Hector United Kingdom 10 11 2011 10 11 2011 Davidson Peter 078974 789 4789 KL78 6TY 10 11 2011 10 11 2011 Fortner Jack 01245 78 77987 GH87 SHY Ireland 12 11 2011 12 11 2011 Franklin Jane 31 10 2011 31 10 2011 Gerrard Barry 078123 181845 SD12 8RT United Kingdom 17 11 2011 17 11 2011 Harrison James 05641 159642 01 11 2011 01 11 2011 Hawickson Jeremy GH8 6TH UK 20 11 2011 20 11 2011 Hibbert Martha 0134 456489745 Canada 07 11 2011 07 11 2011 Jenkins 15 11 2011 18 11 2011 Jenson Peter 089441 165442 BN7 6GT 31 10 2011 31 10 2011 Johnson 077891 265 126 Canada 31 10 2011 31 10 201
129. ted and deleted or changed and then updated in the database using the Update Payment Refund button Please Note If the Password Security system is enabled it is possible to configure whether or not User level logins are able to take Payments delete Payments and give Refunds in the System Setup dialog see 2 2 They are not allowed to by default 41 HotelMaster Hotel Management Software http Awww hotelmaster software com 6 10 Confirming a Reservation amp Generating Invoices Receipts Confirming Reservations When a Reservation is first created it is given a status of Unconfirmed If the Reservations Require Deposit To Confirm Must Be Confirmed Manually checkbox in the System Setup dialog is checked then the Received amount for this Reservation must equal the Deposit Level amount displayed in the Totals tab for the Reservation Status to change to Confirmed If the deposit level is zero configured in the RateCodes Records then the Reservation will remain Unconfirmed until the status is changed manually This is done by choosing the required Status from the Reservation Status drop down list on the Details tab of the Reservation Record If the System Setup dialog checkbox is not checked then all new Reservations will automatically be designated as Confirmed as there is no deposit requirement The Reservation Status can be manually adjusted at any time as descri
130. the Reservation Record screen 8 3 Room Unit Unavailable Periods amp Business Closed Periods In the event that your business will be closed for a short period or if rooms units must be taken out of service for maintenance or some other reason Room Unavailable Periods can be configured These will be displayed in the Reservation Calendar as dark grey blocks marking off the relevant periods and will prevent the Availability Check process from offering those rooms units for occupation Click the Room Unavailable Period button on the Reservation Calendar to open the dialog see Figure 34 51 HotelMaster Hotel Management Software http www hotelmaster software com Schedule Room nate Periods A Show All Periods in Database Room Unavailable Period List Room Unit Start Date EndDate Nights 04 11 2011 06 11 2011 2 04 11 2011 06 11 2011 04 11 2011 06 11 2011 04 11 2011 06 11 2011 31 10 2011 10 12 2011 04 11 2011 06 11 2011 04 11 2011 06 11 2011 04 11 2011 06 11 2011 04 11 2011 06 11 2011 04 11 2011 06 11 2011 04 11 2011 06 11 2011 N Select Entry To Edit Oo Delete Entry ND MNDNNNND BEN N Edit Entry Room Unit Start Date End Date Nights 06 12 2011 B 077121201 Br Update List SAVE amp BACK Figure 36 Room Unit Unavailable Periods dialog The list of current and future Room Unit Unavailable Periods for all non archived Rooms Unit
131. tially gt HotelMaster uses the very powerful and robust Microsoft SQL Express 2008 database engine behind the scenes to store manipulate and secure your data This must be configured to function with a network o Click the Start button then AIl Programs to access the Program Menu Scroll down to Microsoft SQL Server 2008 and click to expand Click Configuration Tools to expand and select the SQL Server Configuration Manager see Figure 11 aa Sal Server Configuration Manager File Action View Help gt 4 A SQL Server Configuration Manager Local Name State Start Mode Log On As Process ID Service Type Ed SQL Server Services Ei SQL Server SQLEXPRESS Running Automatic NT AUTHORITY NE 1724 SQL Server a E SQL Server Network Configuration B Protocols for SQLEXPRESS 8 SQL Native Client 10 0 Configuration Ff SQL Server Agent SQLEXPRESS Stopped Other Boot Syste NT AUTHORITY NE 0 SQL Agent SQL Server Browser Runnin Automatic NT AUTHORITY LO 776 SQL Browser 9 Figure 11 SQL Server Configuration Manager 22 HotelMaster Hotel Management Software http www hotelmaster software com o Inthe left hand partition click the small arrow next to SQL Server Network Configuration or double click the folder name itself to expand o In the left hand partition click Protocols for SQLEXPRESS to expand This should open a folder with four Protoc
132. tion Wizard or via the Manage Rooms Units link within the Setup Menu This screen lists all the physical Zones within your property where Rooms Units are located It is possible to add edit archive amp delete records and also drag amp drop entries to set the order they are displayed throughout HotelMaster 2 14 Manage Feature List dialog Locate this screen either as a step in the Configuration Wizard or via the Manage Rooms Units link within the Setup Menu This screen lists all the possible features that are available in the Rooms Units of your business These are then selected in Room Unit Type records and actual Room Unit records to help describe what facilities each Room Unit offers when creating a Reservation It is possible to add edit amp delete records and also drag amp drop entries to set the order they are displayed throughout HotelMaster 2 15 Manage Referral Types dialog This screen lists all the referral types that can be chosen in the Marketing section of Guest Records see 5 4 It is possible to add edit amp delete records and also drag amp drop entries to set the order they are displayed throughout HotelMaster 2 16 Manage Guest Titles dialog This screen lists all the titles available within Guest Records It is possible to add edit amp delete records and also drag amp drop entries to set the order they are displayed throughout HotelMaster 2 17 Manage Departments dialog This scr
133. to a cable being accidentally disconnected or because of some other software configuration issue within Windows If connecting using a Windows Workgroup make sure that both computers have the same Workgroup name Also make sure that you are entering the correct Computer Name for the Host computer If your computers are connected by a Windows Workgroup you may need to create identical Windows User accounts on the Client and the Host same name and password to allow the Host to recognise the remote connection This is particularly a requirement for Windows 7 8 Many network problems are caused by Firewalls and sometimes because of conflicts between Windows Firewall and commercial virus software If you want to test whether a firewall is causing the problem turn off your internet connection for safety then switch off all running Firewalls and see if that allows the Client computer to connect If so you need to go back over the steps regarding configuring the Firewall for use on a network and the required program exceptions for SQL Server and SQL Browser Make sure for both those files that the settings allow incoming and outgoing use of TCP IP and that they allow all computers that may be trying to communicate with the Host Reopen the SQL Server Configuration Manager Section 3 1 Step B and check that all the required settings have been saved and that both the Server and the Browser have started automatically It is possible that
134. tomatically match it gt Freq This sets the frequency with which the Task is scheduled options are Daily Once and Periodic If Periodic is chosen the numeric selector underneath becomes enabled allowing you to set the periodicity of the Task number of days between occurrences gt Day Section Optional and allows a general time of day to be configured e g pre checkin or evening gt Specify Time Optional to configure a specific time of occurrence check the Specify Time checkbox and enter a the time of day in 24 hour format gt Unit Charge This is the charge for a single occurrence of this task type as set in the Extra Items amp Task Types Inventory see 2 5 This value can also be manually set or adjusted Task configurations can be changed at any time by selecting the Task in the Room Tasks List changing the required setting and then clicking the Update Task List button to make the changes permanent Please Note Should a Reservation Period be shortened HotelMaster will automatically remove any Task instances that fall outside the new Stay Period This is particularly relevant for important Tasks at the beginning and end of the Stay Period and the Task List should be consulted after any Stay Period changes 37 HotelMaster Hotel Management Software http www hotelmaster software com 6 7 Adding Extra ltems An important part of the charge tracking features of HotelMaste
135. type the user will be asked if they want to reallocate Cancelling a Reservation Prior to Check In a Reservation can be cancelled by clicking the Cancel Reservation button at the bottom of a Reservation Record or at the bottom of the Reservation Register when a Reservation entry has been selected from the list see 6 14 The user will be asked to confirm this choice as it is a permanent change and the Reservation s Status will be changed to Cancelled The user will also be asked whether any deposit that has been paid should be retained or whether all Accommodation charges should be voided All Extra Item charges related to the Reservation will remain in the Folio When any outstanding charges are paid the Payment Status will become Void After Check In it is not possible to cancel the Reservation but it is possible to click the Check Out Early button at the bottom of a Reservation Record The user is again asked to confirm this and asked whether the Reservation should be shortened to the current date and charged accordingly or whether the Allocations should remain in place and the full amount charged despite the Guest checking out early Company policy regarding early check outs will determine which choice is suitable here 6 14 The Reservation Register HEES i i il File Setup Help Reservations Register Los Res ID Last Name First Name Check In Check Out Nights Main Room Rooms Status Payment Stat
136. ude o No Setup menu access including no access to security system setup No access to Database management features in the File menu such as Backup Restore Clear Database and Delete Any Temporary Unit Allocations No access to the Financial Reports amp Printouts page No access to the Guest Accounts screen Cannot take Payments or give Refunds nor delete Payment entries Cannot View Nominated Card information Cannot Edit Nominated Card information O O Or O O O 4 1 Creating User Logins amp Assigning privilege levels To access the Security Centre see Figure 14 choose Edit System Setup from the Setup menu and then click the Security Centre button within the Database Config panel we EE Login Information User Name Password Security Level boss password1 Administrator staffmember1 password2 User Select a User Name to edit delete from the list or Add New Login Delete Login User Name Password Security Level Update Login List NB Entries are non case sensitive Figure 14 Security Centre The process of creating editing deleting user logins is the familiar Add Select amp Edit Update process used elsewhere in HotelMaster NB To enable login security at least one User must be created with Administrator privileges 26 HotelMaster Hotel Management Software http www hotelmaster software com 4 2 Enabling Disabling
137. us Mitchell J 13 12 2011 18 Kotu 26 11 2011 01 12 2011 1 Unconfirmed Pending Jones Martin 23 11 2011 26 11 2011 Confirmed Pending Benton Robert 22 11 2011 26 11 2011 Unconfirmed Pending Hawickson Jeremy 20 11 2011 29 11 2011 Unconfirmed Pending Jenkins 18 11 2011 23 11 2011 Cancelled Void Gerrard Barry 17 11 2011 19 11 2011 Confirmed Pending Battick Henri 16 11 2011 23 11 2011 Confirmed Pending Jenkins 15 11 2011 24 11 2011 Confirmed Pending Jenkins 15 11 2011 24 11 2011 Cancelled Void Wilkinson David 13 11 2011 17 11 2011 Confirmed Pending Fortner Jack 12 11 2011 13 11 2011 Confirmed Pending Markson Milly 12 11 2011 15 11 2011 Confirmed Pending Jones 11 11 2011 12 11 2011 Confirmed Pending Mitchell Michael 10 11 2011 15 11 2011 CheckedIn Pending Davids Hector 10 11 2011 15 11 2011 Confirmed Pending Davidson Peter 10 11 2011 11 11 2011 CheckedIn Pending Tibo 08 11 2011 09 11 2011 CheckedOut Due Hibbert Martha 07 11 2011 14 14 2011 2 CheckedIn Pending Alexander Robert 07 11 2011 22 14 2011 CheckedIn Pending Smith John 06 11 2011 10 11 2011 2 CheckedOut Due Wilson 06 11 2011 08 11 2011 CheckedOut Due Alexander Robert 06 11 2011 14 14 2011 Cancelled Void Amstel Kurt 06 11 2011 11 11 2011 CheckedIn Pending View Edit a Reservation Create a New Create a New Cancel Reservation Reservation Walkup Or Double Click Entry ET Figure 30 Reservation Register Screen 45 HotelMaster
138. version in the Templates folder Please Note Copper Software cannot be held responsible for any problems caused by non default templates 16 SYSTEM REQUIREMENTS amp USER LICENSE Operating System HotelMaster requires Windows XP Vista Windows 7 or 8 NET 3 5 SP1 or later Mac Users will require a version of Windows installed using Apple Boot Camp or Parallels Desktop software Processor Minimum 1GHz 2GHz recommended Memory 512MB of RAM 1GB recommended Hard Disk Space 1GB Screen Resolution Minimum resolution 1024 768 Optimum resolution has screen height of 768 Other Software Requirements O MS Word 2003 or newer full version NOT starter for generating Invoices Booking Confirmations amp Overdue Account letters MS Excel 2003 or newer full version NOT starter for importing exporting database data and creating a Mail merge file for database mailouts MS Outlook 2003 or newer Optional for automatic emailing directly from HotelMaster Alternative email platforms can be used manually User License A copy of the EULA agreed to when installing HotelMaster is included as a pdf in the main application folder default C Program Files x86 Copper Software HotelMaster 72 HotelMaster Hotel Management Software http www hotelmaster software com 17 TROUBLESHOOTING It is very important that all Microsoft products are up to date before using HotelMaster Please check for updates using Windows U
139. ware http Awww hotelmaster software com C The Today panel O Check Ins amp Check Outs Used to access all functions required when a Guest arrives for Check In or is ready to Check Out Arrivals sheets can be printed from here see 9 Room Register Displays the full list of configured Rooms Units including their occupancy status and a link to any checked in Reservations for today Can be used to search for a Guest so is a very good way to quickly access a Reservation Record for adding Extra Items for example Task Scheduler The automated list of all Scheduled tasks listed by Room Unit reference see 11 1 A printed time stamped version can be created for staff use NB This list may change through the course of the day as Guests arrive and depart should be checked regularly Housekeeping Displays the full list of configured Rooms Units with their current Housekeeping requirements and a link to their Housekeeping Record Housekeeping status of all Rooms Units is updated here and a printed time stamped requirement list can be created for staff use D The Database access panel O Reservation Register The main Reservation List screen for the business listing past current and future Reservations by Guest Name stay dates and status Reservation Records can be created edited and cancelled from this screen see 6 14 Group Bookings The full list of Group Bookings in the database Group Booking
140. wer machines performance may be reduced by very large databases This feature will delete all Reservation information including financial older than 12 months Not recommended Reservation Earliest Check In Time The default Check In time added to new Reservations Email Config Select which method of email to be used if sending Booking Confirmations Invoices Receipts or Letters electronically Choose either MS Outlook which must be installed on the computer requesting it or enter an email account s SMTP settings to send the emails directly from HotelMaster Manage Ouput Folder amp Company Logo dialog Config Wizard Step 3 10 Output Folder Path This screen governs the archiving of various outputs from Hotelmaster such as Booking Confirmations Invoice Receipts and Account Statement Letters Every time one of these printouts is created a copy is saved in a designated folder This means that an electronic record of all outputs to customers is kept in a single location that can be referred to later and also these reports can be attached to emails as part of a paperless office process with your customers Initially you will need to create a folder called whatever you like within the Public Shared depending on Windows version folder of your computer to store these outputs It is important that it is in this location to allow all users of this computer and any potential networked computers to access this folder Choose the lo
141. www hotelmaster software com 8 1 Reservation Summary Pop ups Basic information about each Allocation and its related Reservation is easily displayed by floating the mouse over a particular Allocation Block A Reservation Summary pop up outlining the key information of the Reservation will then appear If the reservation has multiple Room Unit Allocations then that is indicated in the top right corner and it is possible to access the selected Reservation s Record by clicking the button at the bottom of the pop up Reservation Summary pat MULTI ROOM ne B RESERVATION Guest Name Jenkins Reservation ID 17 Status Confirmed Check In 15 11 2011 Arr Time 12 00 Check Out 24 11 2011 No of Rooms 3 No of Nights 9 Adults 3 Children 2 Notes Regular Guest Valued Client To view the full Reservation double click the Allocation Block or click here Figure 35 Reservation Summary pop up To remove the pop up simply move the mouse away from the Booking Block and the pop up will disappear 8 2 Open the Record of any Reservation represented on the Calendar To navigate directly to the Reservation Record for any particular Room Unit Allocation that is displayed on the Reservation Calendar either double click the Allocation Block or from the Reservation Details pop up see above click AA the button To return to the Reservation Calendar screen just click the Back navigation button on
142. yed This lists all Reservations that have been entered into the system during synchronisation with an online Booking Engine Note the Paid column which indicates whether any payment has been processed yet for this Reservation To process a payment View the Reservation select the Payments tab and click the Nominated Card button This will display the relevant Guest Record and the credit card details inputted by the Guest during the online booking process can be viewed The second list panel displays all Rejected Bookings which have failed to be processed by HotelMaster This may be because they clash with existing Room Allocations use old Room data or have just corrupted for some reason They need to be processed manually and to view the download data select a Rejected Booking from the list and click the View button To Print or Delete one or more select them in the list and click the appropriate button If Password Login is enabled then only Users authorised to View Payment Card details will be able to View Print download data 71 HotelMaster Hotel Management Software http www hotelmaster software com 15 CUSTOMISING MS WORD TEMPLATES It is possible to customise the various MS Word templates used throughout HotelMaster which rely on MailMerge fields to insert data e g lt lt lastname gt gt These templates are found in the Templates folder within the main Copper Software HotelMaster applic
143. yment Any non assigned charges must be paid directly by the Guest at CheckOut The options are e No Charges assigned to the Group Guest pays all Reservation charges themselves e Any deposit requirement only assigned can be used to pay Group deposit amp confirm as a Group e Accommodation charges Only the Guest pays any extras on the bill themselves e All charges assigned to Group Account HotelMaster Hotel Management Software http Awww hotelmaster software com 7 3 The Group Booking List screen Group Booking List Lo Los Group ID Group Name Assoc Guest First Check In Last Check Out Rooms Adults Chidrn Acct Balance Mounthill Bridge Club 10 09 2012 18 09 2012 2 4 te 0 00 Warren Family Booking 11 07 2012 19 07 2012 2 4 o 380 00 View Edit a Group Booking Create a New Or Double Click Entry Group Booking Figure 33 Group Booking List screen This screen is used to list and access existing Group Bookings and create new ones The filter button can be used to select Group Bookings by Group name ID and first Check In date Archived Group Bookings can be viewed by checking the View Archived Items checkbox 7 4 Adding Removing Reservations It is possible to add Reservations from a Group Booking in two ways gt Adding Existing Reservations Navigate to the chosen Group Booking Screen In the Reservations tab click the Add Existing Reservations button This will open the Re

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