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Summary Slide

Summary Slide. Property Management System Diagram – The Guest Account Guest Registration Menu Diagram – Guest Accounting Menu Display Check-in Illustration Steps 1 to 10 Registration Card Diagram Registration Card PMS Hierarchy Diagram – PMS Hierarchy Internet Exercise. Figure 8-1.

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Summary Slide

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  1. Summary Slide • Property Management System • Diagram–The Guest Account • Guest Registration Menu • Diagram–Guest Accounting Menu Display • Check-in Illustration • Steps 1 to 10 • Registration Card • Diagram Registration Card • PMS Hierarchy • Diagram–PMS Hierarchy • Internet Exercise Figure 8-1

  2. Property Management System • Within the guest ledger, PMS’s divide the guest account into two separate menus: • Guest Registration Menu • Guest Accounting Menu • The registration menu contains information specific to the guest stay. • The accounting menu tracks all debits and credits. Figure 8-2

  3. The Guest Account– Two Parts of the Same Whole Guest Registration Menu Guest Accounting Menu Figure 8-3

  4. Guest Registration Menu Figure 8-4

  5. Figure 8-5 Guest Accounting Menu Display Guest Name: M/M Jones Room Number: 123 Arrival Date: 12/1 Payment Billing Method : CA/SRT Departure Date: 12/3 Reservation Status: I Line # Date Room/Acct Reference Credit Debit Empl. 1 12/1 123 Room Rate 100.00 AI 2 12/1 123 Room Tax 6.00 AI 3 12/2 123 Room Serv. 38.50 JB 4 12/2 123 Movie 8.00 KM 5 12/2 123 Room Rate 100.00 AI 6 12/2 123 Room Tax 6.00 AI 7 12/3 132 Gift Shop 12.95 JB 8 12/3 132 Gift Shop (132) 12.95 (TR) JB 9 12/3 123 Bar 10.00 SD 10 12/3 123 Bar 10.00 (CO) SD 11 12/3 123 Check Out 258.50 Balance Due: 0

  6. Check-in Illustration • The actual check-in of a guest is a very good way to illustrate the guest registration menu within PMS. • The following slides illustrate the registration of a walk-in guest, that is, a guest without a reservation. • What factors might a front office manager take into consideration when setting that day’s walk-in rate? Figure 8-6

  7. Step 1 is to identify the arrival and departure information, and if need be, verify with management the availability of sleeping rooms. Figure 8-7

  8. Step 2 is to identify the room type the guest prefers. Agents should do their best to match the guest’s room preferences with what is available. Figure 8-8

  9. Step 3 is to use the PMS system to determine what available rooms in the hotel inventory match the guest’s room preferences. Figure 8-9

  10. Step 4 is to assign a specific room number based on what PMS indicated was available. Figure 8-10

  11. Step 5 is to determine the tax status of the guest. If the guest works for agencies of the government, or certain not-for-profit organizations, he or she may be tax exempt. Figure 8-11

  12. Step 6 is needed to determine method of payment. Figure 8-12

  13. Step 7 In this step, the front desk agent is able to make notes relevant to the guest for other employees. Because this guest is paying by check, a good practice is to note the check number in the registration menu. Also, another note was made indicating that this disabled guest may need assistance later. Figure 8-13

  14. Step 8 is to gather personal identification information, such as name, address, phone, and company name, if applicable. A driver’s license or some other proper form of identification should be shown. Figure 8-14

  15. Step 9 is to verify the market code. The market code is needed to serve as a “check and balance” to the sleeping room rate assigned. The market code should match the rate. This is needed to uncover any possible fraud by front desk employees (e.g., reducing a rate for a friend). Figure 8-15

  16. Step 10 is the final step. The rate is typically assigned at the time a market code is issued. However, since this was a walk-in, and the walk-in rate changes, this rate was assigned last. Figure 8-16

  17. Registration Card • A registration card summarizes much of the information contained in the guest registration menu of PMS. • The information on the card is used to verify the accuracy of information in PMS, such as: • Arrival/departure information • Spelling of the guest’s name • Assigned rate Figure 8-17

  18. The Registration Card Figure 8-18 Card # 001 Nice Hotel and Towers 123 Nice Avenue, Anywhere, USA Room Number_________ Arrival Date______Departure Date_______ Payment________ Room Preference________ Rate___________ Signature___________________ (By signing above, I hereby confirm all details contained herein are correct and agree to abide by hotel policies) Check-in Time is 3PM (15:00) Check Out Time is 12:00 Guest Name __________________________ Company Name _______________________ Address _____________________________ Telephone ______________

  19. PMS Hierarchy • The organization of the menus within PMS and their inter-relationship is called a PMS hierarchy. • The primary menu is the front office menu. Subsequent menus are: • Reservations Menus • Registration Menu • Night Audit Menu • Housekeeping Menu • Uniform Services Menu Figure 8-19

  20. Figure 8-20

  21. PMS–Internet Exercise This exercise exposes you to a different PMS system. • Step 1: Go to the web site www.execu-tech.com • Step 2: Download the Hotel Demo • Step 3: Download 30-Day Evaluation • Step 4: Fill Out Basic Information • Step 5: Complete Download • Step 6: Begin Exploring the Program • Step 7: Navigate the Main Menu • Step 8: Create Your Own Reservation Figure 8-21

  22. Property Management Systems Web Sites Hospitality Technology Solutions http://www.innhanse.com TPE Research http://www.tperesearch.com Multi-Systems Inc. http://www.msisolutions.com InnSystems http://www.innsystems.net/index.html Resort Systems Inc. http://www.resortsystemsinc.com/index.html TCS Systems http://www.guesttracker.com Hotel Data Systems http://www.hoteldata.com Micros http://www.micros.com/ Aremissoft http://www.aremissoft.com Metropolis Technologies http://www.metropolis-tech.com Ramesys Hospitality http://www.us.ramesys.com Figure 8-22

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