PROPERTY MANAGEMENT SYSTEM

1. PROPERTY MANAGEMENT SYSTEM UNIT- IX

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.

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

4. Guest Registration Menu

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 • 2 12/1 123 Room Tax 6.00 • 3 12/2 123 Room Serv. 38.50 • 4 12/2 123 Movie 8.00 • 5 12/2 123 Room Rate 100.00 • 12/2 123 Room Ta x 6.00 • 7 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?

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

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.

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

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

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.

12. Step 6 is needed to determine method of payment.

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.

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.

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).

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.

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

18. The Registration Card Nice Hotel and Towers 123 Nice Avenue, Anywhere, USA Card # 001 Room Number_________ Arrival Date______Departure Date_______ Payment________ Room Preference________ Rate___________ (By signing above, I hereby confirm all details contained herein are correct and agree to abide by hotel policies) Signature___________________ 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

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

22. Bibliography • Textbook of Hotel Front Office Management & Operations by Manoj Kumar Yadav. • Check-in Check-out Managing Hotel Operations by Gary K. Vallen and JoromeJ.Vallen. • Managing Front office Operations byMichael L KasavanaPhd,RichardM.Brooks. • Hotel Front Office Training Manual by SuvradeepGaurangGhosh.

23. Bibliography • wwwwikianswers.com • www.hotelassociationofindia.com • wwhotelsmag.com • www.tourism-review.com • www.expresshospitality.com • www.hotelonline.com • ww w.hospitality school.com • www.hotelmarketing.com • www.vec.ca

24. BIBLIOGRAPHY • Textbook of Hotel Front Office Management & Operations by Manoj Kumar Yadav. • Check-in Check-out Managing Hotel Operations by Gary K. Vallen and JoromeJ.Vallen. • Managing Front office Operations byMichael L KasavanaPhd,RichardM.Brooks. • Hotel Front Office Training Manual by SuvradeepGaurangGhosh.